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410-2002 RDA Reso "" RESOLUTION NO. 410-2002 A RESOLUTION OF THE CHAIRMAN AND MEMBERS OF THE MIAMI BEACH REDEVELOPMENT AGENCY APPROVING AN AMENDMENT IN THE AMOUNT OF $119,000 TO THE PROFESSIONAL SERVICES AGREEMENT WITH COASTAL SYSTEMS INTERNATIONAL, INC., FOR FINAL DESIGN, PERMITTING AND CONSTRUCTION MANAGEMENT OF THE BEACHWALK PROJECT FROM 21sT STREET TO LUMMUS PARK; AND APPROPRIATING $119,000 FROM AVAILABLE SERIES 1996B TAX INCREMENT REVENUE BOND FUNDS FOR SAID PURPOSE. WHEREAS, on July 17, 1996, the City Commission and the Redevelopment Agency adopted a joint Resolution, authorizing the Administration to enter into a professional services contract with Coastal Systems International '''Consultant''), to develop design plans for an extension of the Beachwalk between 21st Street and Lummus Park ("Project"); and WHEREAS, in January 1999, following an extensive design process, requiring input from property owners fronting the proposed route, City officials, Florida Department of Environmental Protection ("FDEP") and Miami-Dade County's Department of Environmental and Resource Management ("DERM"), the Consultants completed permit/construction drawings, specifications and cost estimates for the Project; and WHEREAS, On March 25, 1998, FDEP approved the permit for the project pending a fourteen-day public noticing period, during which time any person(s) whose interests were affected by the State's intent to issue the permit could file a request for an Administrative Hearing in accordance with Section 120.569 and 120.57 of the Florida Statutes; and WHEREAS, the owners of the Richmond Hotel filed for an Administrative Hearing on grounds that the Project would adversely impact their property due to increased pedestrian traffic, affect accessibility to the beach from their property and have a negative impact on the environment; and WHEREAS, the Administrative Hearing Judge and the Florida District Court of Appeals have ruled in the City's favor, thereby clearing the Project to proceed; and WHEREAS, in October, 2001, following the Court's final ruling, FDEP issued a Partial Notice to Proceed, calling for an update of existing conditions, to include a topographic survey and vegetative mapping update, before the full Notice to Proceed is issued; and WHEREAS, the plans and specifications, as well as earlier estimates of probable cost prepared by the Consultant will also have to be updated to reflect updated conditions; and, WHEREAS, the Administration is recommending an Amendment to Coastal System's contract to proceed with said updates, and to proceed with the construction management phase of the Project. NOW, THEREFORE, BE IT DULY RESOLVED BY THE CHAIRMAN AND MEMBERS OF THE MIAMI BEACH REDEVELOPMENT AGENCY, that the Chairman and Members of the Miami Beach Redevelopment Agency hereby approve an amendment in the amount of $119,000 to the Professional Services Agreement with Coastal Systems International, Inc., for final design, permitting and construction management of the Beachwalk Project from 21st Street to Lummus Park: and hereby appropriate $119,000 from available Series 1996B Tax Increment Revenue Bond Funds for said Purpose. PASSED and ADOPTED this ~6f~ SECRETARY T:\Agenda\Jan3002\RDA\CoastaLReso.doc APPROVED ItS TO FORMTtGUAGE. & FO CUllON , -;2 ~ro'2- opment Agency U , Dell eneral Counlel ~1'Y COASTAL . , COASTAL SYSTEMS INTERNATIONAL, INC. 464 South Dixie Highway. Coral Gables, Florida 33H6 Tel: 305/661.3655. Fax: 305/661.19H www.CoastalSyslemslnl.com SYSTEMS 93906.04 1:"1 fF: R."oI ,," Tln."'i.\L December 6,2001 Mr. Bruce Henderson 'CITY OF MIAMI BEACH Division of Environmental Resource Management 1700 Convention Center Drive Miami, Florida 33139 RE: PROFESSIONAL ENGINEERI:'l'G A:'IO PER;\lITTl.'iG SERVICES RELATIVE TO THE CITY OF MI.\.\lI BEACH BEACHWALK PRO.JECT, MI.-\:'>lI-D.-\OE COl'iTY. FLORIOA Dear Mr. Henderson: This is to submit a proposal for final surveying, design, and permitting: ser.ices rebtive to the implementation of the City of Miami Beach (City) Beachwalk project. Payment of outstanding fees for services provided under our previous contract is required. Thereafter. this agreement will supercede and nullify any previous contracts between the City and Coastal Systems International, Inc. (Coastal Systems) regarding the Beachwalk project. The follow'ing are proposed terms of agreement for engineering services to be provided by Coastal Systems for the City: I I SCHEDULE ",.\," - SCOPE OF SERVICES PART 1- RE-hITI.-\TION OF PRO.JECT, CITY MEETI'iGS, .-\:\0 Pralle :\IEETI'iGS a. Project Re-Initiation: Cbastal Systems will review the legal documents authorizing the DEP and City to proceed pursuant to the latest ruling in favor of the project, requirements for updating project surveys and plans, permitting requirements for tinal authorization from the DEP, etc. Coastal Systen:s will prepare, in coordination with the City, a summary of outstanding items/issues to be resolved prior to project commencement. b. City Meetings: Coastal Systems will attend two (2) meetings with City staff to review project design, permitting, and budget status. Specific strategy and scope of work for completion of the project vvill be discussed, including permitting and construction time lines. c. Riparian Property Owner Meetings: Coastal Systems will coordinate and attend up to forty (40) hours of meetings with riparian property ovvners to coordinate Beachwalk connections to these properties. Additional meetings or design modifications required beyond the scope noted herein will be provided under a separate scope 0 f seriices, Prior Coastal, Environmental, Ci\,il Engineering and i\1anagemcnr 93906.04 Mr. Bruce Henderson December 6,2001 Page 2 to implementation, the City shall approve all design modifications requested by riparian owners. d. Cost Opinion Update: Coastal Systems \vill provide an updated construction cost opinion for the proposed project" based upon the scope confIrmed with City staff in the above meeting(s) for comparison with the available City budget. This analysis will provide an opinion of unit costs relative to the proposed base design and any alternate project elements. P \R.T n - T (\('AL A:'-ID STATE PER:\IIT PROCESSING a. City of Miami Beach Permit Processing: Coastal Systems will assist the City in processing City of .\-liami Beach Building Department authorization for construction. Coastal Systems will provide up to twenty (20) hours of processing meeting time with representatives of the City toward securing the required approvals for proposed site Jnll civil improvements. b. Miami-Dade County Consultation: Coastal Systems will consult \vith the Department of Environmental Resource Management (DER..'vl) in order to verify which portions of the Beachwalk project lie within their jurisdiction. Coastal Systems will also review' the plans with officials and obtain their feedback prior to tinal submittal for COLmty authorizations. t , c. FDOT/Miami-Dade County Authorizations: Coastal Systems will assist the City in securing FDOT drainage authorization for the proposed Beachwalk improvements. Coastal Systems \vill also coordinate Miami-Dade County's Paving and Drainage Department sign-off regarding the proposed construction. Coastal Systems will provide up to twenty (20) hours of coordination and meetings with representatives of the FDOT and/or County toward securing the required approvals for proposed site and civil improvements. d. DEP Permit Minor Modification: Coastal Systems will request a minor modification letter and/or confirmation that minor design deviations may be noted at the time of the project's Final CertitIcation. Should the DEP require any formal permit modifications. Coastal Systems will provide additional services, as necessary, under a separate scope of work. e. DEP Partial Notice to Proceed: Coastal Systems will provide services toward securing a Partial "Notice to Proceed" with construction. The City will provide Coastal Systems with legal documentation that confirms that all construction easements granted by Coastal, Environment:!l, en'i! Engineering and Man:!gemcnt 93906.04 Mr. Bruce Henderson December 6,2001 Page 3 riparian property owners are currently valid. Coastal Systems will provide services relative to coordinating and processing final construction drawings and meeting Special Permit Conditions outlined in the Final Order toward securing authorization for demolition, grading, paving, and construction of the street ends. f. DEP Final Notice to Proceed: Coastal Systems \vill provide services to\vard securing a Final "Notice to Proceed" with construction. Specifically. Coastal Systems will provide services relative to coordinating and processing final construction drawings and meeting Special Permit Conditions outlined in the Final Order to\'iard securing authorization for construction of the balance of the project. including sitting walls and other hardscape elements, vegetation, lighting, ;:md irrigation. g. Pre-Construction :\Ieetings: Subsequent to issu:mce of the DEP Partial and Final Notices to Proceed, Coastal Systems \vil! schedule and attend a Pre-Construction Conference with the DfP Field Representative, City Representative. and Contractor. as required in the Soecial Permit Conditions oldined :n :he F~r1:l1 Or::e, h. Final Inspection: Subsequent to completion of construction, Coastal Systems will coordinate submittal of the completed Final Certification form to the DEP. Coastal Systems will also schedule and attend an on-site Final Inspection Conference with the DEP Field Representative, City Representative. and Contractor, as required by the Special Permit Conditions outlined in the Final Order. f t PART III - CONSTRUCTION DOCt:ME:'iTS a. Final Construction Drawings: Coastal Systems will make revisions as required to the 1999 construction drawings based on the data contained within the Final Base Map as part of the final construction drawings. Information relating to the location of irrigation lines, electric pull boxes, and other utilities as provided by the Public Works Department \\'\'11 be r""flect"rJ '\", the h"'~l c",.,.,-"..:.,~""o.,.;- -- T'.,., ,~~,,' --n-'-'--:_-'--"':~"- . ............ ..* ..... ....4..~ .......:;;~4.._~......i. ....._.....,::-.J. .......:..:.:..... ...L.u............v .I..)I..I............-..1.l. '-~............l=.j shall provide a complete improvements package for subsequent bidding and award of a construction contract. The plans will be prepared as a complete package, without any phasing or separating plans out as separate bid packages. Coastal Systems will submit the updated 1999 construction drawings at the 90% completion level, and attend one (1) meeting with City staff to review and obtain approval prior to finalizing the documents. The plans will then be revised and submitted at the 100% level of the completion. Only those design modifications required to account for modifications of pre-construction conditions as of the date of this contract will be included in this scope of work. Any additional modifications to Coastal Systems' January Coastal, Environmental, Ci\"il Engineering and \fanagemenr 93906.04 Mr. Bruce Henderson December 6,2001 Page 4 1999 Final Design set requested by the City will be completed under a separate scope of servIces. Deliverables: Three (3) sets of90%constnlction plans Ten (10) sets of 1 00% constmction plans b. Final Construction Specifications: Coastal Systems will update the 1999 technical specifications in the Construction Specifications Institute (CS1) format for the Division 2- 16 specifications required for the construction plans. The City will be responsible for all "up-front" bid package documents such as General Conditions. Construction Contracts. Division 1 snecificarions, etc. Coastal Systems \vill prepare a bid form with unit quantities and documentation for inclusion with the bid package. Permits for the Project will be included in the appendices of the package. The specifications will be provided to the City for review at the 90% design plan review stage. The City will be responsible for all document reproduction services for the bid packages. ~. Deliverables: One (i) set a/technical specificatiolls on 8.5 '"xii" sheets PART IV - CONSTRUCTION ADMINISTRATION a. Bidding and Contract Award: Coastal Systems will attend a maximum of four (4) meetings with the City and contractor(s) toward concluding on the final contract details and to assist with the award of a contract. Coastal Systems will review the draft contract for construction services as prepared by the City and provide comments. t t b. Construction Administration: After initiation of construction. Coastal Systems will provide project administration relative to advising the project team members of their responsibilities to meet all conditions of the DEP and City permits. Specifically, Coastal Systems will coordinate and prepare the necessary Monthly Periodic Progress Reports and Final Certification, as required by the DEP. In addition, Coastal Systems will attend an on-site Pre-Construction Conference with the DEP representative, as required. In addition, site visits by a Coastal Systems representative will be made during construction. Coastal Systems will perform a maximum of forty (40) site visits throughout the expected six-month construction period. These inspectiop.s will supplement the full-time inspections provided by the City personnel. Coastal .Systems will review Shop Drawings and respond to requests for information as required. Coastal Systems will maintain contact with the City's full-time inspector and City engineering staff throughout the construction period. Coastal Systems will review all invoices submitted by the Contractor. ).". .... Coastal, Environmental, Ci\;l1" Engineering and Management 93906.04 Mr. Bruce Henderson December 6,2001 Page 5 PART V - ADDITIONAL CITY MEETINGS In addition to those meetings specifically noted within the above scope of services, the Coastal Systems design tearrnvill anend up to ten (10) additional local meetings with City staff, project team members, and/or other stakeholders to present/discuss elements of the Beachwalk project. GENERAL Table I summarizes the fees and estimated expenses for implementing the Beachwalk Project. We look forward to participating with you through the successful design, permitting, and implementation of this project. If you wish us to provide these services, please incorporate Schedules "A" and "B" into your standard agreement document for execution in accordance with the terms and conditions of the Coastal Engineering Services Agreement between Coastal Systems and the City. and submit to us the required Purchase Order number. which will serve as our Authorization to Proceed. Should you have any questions or if we may be of further assist:mce. please do not hesitate to contact me. I I Sincerely, COASTAL SYSTE;\-IS INTER:"ATIONAL, I:'<c. Y~&..4 f'd, R. Harvey Sasso, P.E. President Attachments RHS:CJB:LMS Fil~. TB. C1B. LS '~:sS' DJt:J\p~OJect''JJ~1nl) ')J' Proposal\{Ol.t :..:~) ?RO C;[Y oD.liami S~:1ch.Jo.:: Coastal, Em-ironmenta!. Ci\;il Engineering and '\lanagcmcm " 93906.04 Mr. Bruce Henderson December 6, 2001 P:.lge 6 SCHEDULE B FEE SCHEDULE CITY OF MIAi\II BEACH BEACHWALK PROJECT Part I I Re-Initiation of Project. City .\-Ieetings. and Public .\-Ieetings I :1) Project Re-Initiation I Lumu sum i I S:.OOOI :5 1601 -~:. :60 t t b)ICity Me;;:tmgs I Lump sum 52,5001 5:001 S2.700 c)iRiparian Property Owner Meetings Lump sum 55.0001 5500 55.500 d)!Cost Opmion Update Lump sum ! 52.5001 5200! 52.700 i I , , I Part II Local and State Permit Processing a),City ot Miami Beach Permit Proc;;:ssing: 1 Lump sum ! 5:.5001 S2001 5:.700 b) Miami-Dade County Consultation I Lump sum I 51.2001 5100 51,.300 c),FDOT/Miami-Dade County Authorizations Lump sum 52,500 $200 52.700 d);DEP Permit y!inor Modification Lump sum 1 53.000 5350 53.350 e),DEP Partial Notice to Proce;;:d Lump sum I 54.0001 54501 54.450 ODEP Final ~otice to Proc;;:ed I Lump sum I 57.5001 5875 ,- 3 - -- I ,) ..) / ~ 'd) Pr;;:.ConstructlOn .\Ieetlngs Lump sum i 52,6001 5200 52,800 h);Final Inspection Lump sum I 52,500 :5200 :52,700 I 1 i Part III ! Construction Documents I I a) Final Construction Drawings I Lump suml 52.l.()001 :54001 528.000 b) Final Construction Specirications I Lump sumi 55.0001 5501 55.050 ! ! I I j J Part IV Construction Administration I , I , :1):Bidding and Contract Award ! Hourly $1,800 $100 $1,900 estimated at b) Construction Administration Hourly 530,000 :53,000 :533.000 . estimated at Part V Additional City .\-Ieetings Hourly, :53,000 $250 53,250 estimated at' I GRAND TOTAL: $101,600 $7,435 $109,035 . .. . Coastal, Em-ironmental, Ci,-il Engineering and :\!anagemenr MIAMI BEACH REDEVELOPMENT AGENCY BOARD ITEM SUMMARY lC\ - Condensed Title: A Resolution approving an Amendment in the amount of $119,000 to the Professional Services Agreement with Coastal Systems International, Inc., for final design, permitting and construction management of the Beachwalk Projectfrom 21 5t Street to Lummus Park; and appropriating $119,000 from available Series 1996B Tax Increment Revenue Bond Funds for said purpose. Issue: On July 17, 1996, the City Commission and the Redevelopment Agency adopted a joint Resolution, authorizing the Administration to enter into a Professional Services Contract with Coastal Systems International, to develop design plans for an extension of the Beachwalk (Project) between 21st Street (where the existing wooden boardwalk ends) and Lummus Park. In January 1999, following an exhaustive design process, requiring extensive input from property owners fronting the proposed route, City officials, Florida Department of Environmental Protection (FDEP) and Miami-Dade County's Department of Environmental and Resource Management (DERM), the Consultants completed permit/construction drawings, specifications and cost estimates for the Project. Since this time however, the Project has been tied up in litigation for almost four years, initiated by the owners of the Richmond Hotel, who filed an action against the Project, claiming that it would adversely impact their property due to increased pedestrian traffic on the beach and have a negative impact on the environment. After two favorable rulings by an Administrative Hearing Judge for the City and a third ruling by the Florida District Court of Appeal, also upholding the City's position, the Project has been cleared to proceed. Accordingly, the Administration now wishes to revive the Project. In October, 2001, following the Court's final ruling, FDEP issued a Partial Notice to Proceed, calling for an update of existing conditions, to include a topographic survey and vegetative mapping update, before the full Notice to Proceed is issued. The plans and specifications, as well as earlier estimates of probable cost will also have to be updated/revised accordingly to reflect any updated conditions. Item Summa IRecommendation: The Administration is recommending an amendment to Coastal System's contract, in the amount of $119,000, to proceed with these updates, and to proceed with the construction mana ement hase of the Beachwalk. Advisory Board Recommendation: I Financial Information: Amount to be expended: $119,000 Source of Funds: $119,000 AGENDA ITEM DATE 8E. J -30-0 ).. MIAMI BEACH REDEVELOPMENT AGENCY . CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 www.ci.miami-beach.f1.us REDEVELOPMENT AGENCY MEMORANDUM To: Chairman and Members of the Miami Beach Redevelopment Agency Date: January 30, 2002 From: Jorge M. Gonzalez Executive Director d~ Subject: A RESOLUTION OF THE CHAIRMAN AND MEMBERS OF THE MIAMI BEACH REDEVELOPMENT AGENCY, APPROVING AN AMENDMENT IN THE AMOUNT OF $119,000 TO THE PROFESSIONAL SERVICES AGREEMENT WITH COASTAL SYSTEMS INTERNATIONAL, INC., FOR FINAL DESIGN, PERMITTING AND CONSTRUCTION MANAGEMENT OF THE BEACHWALK PROJECT FROM 21sT STREET TO LUMMUS PARK; AND APPROPRIATING $119,000 FROM AVAILABLE SERIES 1996B TAX INCREMENT REVENUE BOND FUNDS FOR SAID PURPOSE. RECOMMENDATION Adopt the Resolution. ANALYSIS On July 17. 1996, the City Commission and the Redevelopment Agency adopted a joint Resolution, authorizing the Administration to enter into a professional services contract with Coastal Systems International, a multi-disciplined engineering firm, specializing in coastal permitting and construction, to develop design plans for an extension of the Beachwalk between 21st Street (where the existing wooden boardwalk ends) and Lummus Park. In January 1999, following an exhaustive design process, requiring extensive input from property owners fronting the proposed route, City officials, Florida Department of Environmental Protection (FDEP) and Miami-Dade County's Department of Environmental and Resource Management (DERM), the Consultants completed permit/construction drawings, specifications and cost estimates for the Project. On March 25, 1998, FDEP approved the permit for the project pending a fourteen-day public noticing period, during which time any person(s) whose interests were affected by the State's intent to issue the permit could file a request for an Administrative Hearing in accordance with Section 120.569 and 120.57 of the Florida Statutes. The owners of the Richmond Hotel, who have opposed the project from its inception, filed for such a hearing on grounds that it would adversely impact their property due to increased pedestrian traffic, affect accessibility to the beach from their property and have a negative impact on the environment. The Richmond's actions effectively stalled the project for almost four years. Finally, after two favorable rulings by the Administrative Hearing Judge for the City and a third ruling by the Florida District Court of Appeal, also upholding the City's position, the Beachwalk Project has been cleared to proceed. The latter ruling also affirmed FDEP's determination of the environmental appropriateness of the proposed project and directed FDEP to issue the Coastal Construction Permit for the Project. Accordingly, the Administration now wishes to revive the Project. In October, 2001, following the Court's final ruling, FDEP issued a Partial Notice to Proceed, calling for an update of existing conditions, to include a topographic survey and vegetative mapping update, before the full Notice to Proceed is issued. The plans and specifications, as well as earlier estimates of probable cost will also have to be updated/revised accordingly to reflect any updated conditions. As such, the Administration is recommending an Amendment to Coastal System's contract, in the amount of $119,000, to proceed with these updates, and to proceed with the construction management phase of the Beachwalk Project. It should be noted that the actual amount of the proposed Amendment submitted by Coastal Systems, is for $109,000. The Administration recommends adding a 10 percent contingency in the event of any unforeseen circumstances, thereby rounding the request to $119,000. The total original budget for the Beachwalk Project was $3,000,000, funded through the 1996B Series TIF Bonds. The original contract for Coastal Systems was negotiated at $300,000, or 10 percent of the $3,000,000 budget allocated towards the Project. Since a project of this nature had never been successfully tested before in the State of Florida, neither the Administration nor Coastal Systems were able to anticipate some of the complex issues and unforeseen circumstances that arose, contributing to the project's delay and increased scope of work. Addressing these issues required a significant amount of additional work by Coastal Systems, significantly exceeding the scope of their contract and adding incremental costs. On July 15, 1998, the RDA approved an Amendment to Coastal System's Contract in the amount of $150,000, to compensate for the additional scope of work performed as well as to provide for completion of the permitting process, preparation and permitting of the 17th & 18th Street-end construction drawings, (which was not part of the Consultant's original scope of work), construction management of the project and coverage for the estimated costs associated with the Administrative Hearing and subsequent litigation. On June 7, 2000, the RDA approved a second Amendmentto Coastal System's Contract, in the amount of $44,000, to allow for completion of construction drawings and permitting of the 17th and 18th Street-end improvements, as well as to compensate for un- anticipated and extensive re-design work, due to a number of factors, including, but not limited to, additional public input received in connection with FDOT's proposed improvements to Collins Avenue; coordination with FDOT to adapt changes in the Collins Avenue plans with the design for the street-end improvements; accommodating certain encroachments into the City's right-of-way on 18th Street; addressing Ritz Plaza's plans to undertake major renovations, affecting the north side of 17th Street; and, the proposed relocation of the 17th Street bathroom. The latter issue resulted in Coastal Systems having to provide assistance to the City's Property Management Division to secure a Certificate of Appropriateness to demolish the bathroom. The Public Works Department has also asked Coastal Systems to expand its scope to incorporate sanitary and water main design, which was also not part of its original scope. This Amendment will bring the total Contract value to $614,000. The total construction cost, based on an earlier estimate submitted by Coastal Systems in 1997, was going to be $2.6 Million. It is anticipated that this number will not change significantly, since some value engineering will occur in the updating ofthe plans and specifications. It is anticipated that advertising for bids will occur in April and that construction should commence by mid- June. Based on this schedule, the Project should be completed by the end of November, 2002. It should also be noted that the Administration will coordinate with property owners fronting the Project's route, to develop a construction impact mitigation plan to be incorporated into the bid specifications. At the time the Coastal System's contract was amended, the amounts requested were based upon the actual amount of additional scope performed, a determination of the remaining scope to be completed and an estimate of the consultant's involvement in the Administrative Hearing and litigation process concerning the Beachwalk Project. Due to the extensive amount of Coastal System's involvement in the litigation, coupled with the amount of additional work involved in the final design and permitting of the street-ends, the Consultant has exhausted its budget for the Project. In order to allow this important public access and recreational enhancement project to proceed, the Administration recommends amending Coastal System's Contract as requested and appropriating the necessary funding from available Series 1996B Tax Increment Revenue Funds. JMG/dMf6:kob T:\AgondolJonuary 9. 2002\RDAlAnchorl.....doc