2002-24876 Reso
RESOLUTION NO. 2002-24876
..
A RESOLUTION OF THE MAYOR AND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING
AND AUTHORIZING THE CITY MANAGER OR HIS
DESIGNEE TO NEGOTIATE A CONTRACT WITH THE SOLE
BIDDER, WilLIAMS PAVING, INC, PURSUANT TO
INVITATION TO BID NO. 19-01/02, FOR THE
CONSTRUCTION OF THE MARSEillE DRIVE
STREETSCAPE IMPROVEMENTS PROJECT; AND IF THE
NEGOTIATIONS ARE SUCCESSFUL, AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE A CONTRACT, FOR
AN AMOUNT NOT TO EXCEED $1,349,717; AND FURTHER
APPROPRIATING $8,664 FROM THE STORM WATER BOND
FUND; AND $5,199 FROM THE WATER AND SEWER BOND
FUND AS BUDGETED TO COMPLETE THE BALANCE OF
THE FUNDING FOR THE PROJECT.
WHEREAS, the Marseille Drive Streetscape Improvements Project has been a
vision of the Mayor and City Commission, the Administration and community since 1995,
when the City entered into a professional services agreement with Gambach-Sklar
Architects, Inc; and
WHEREAS, in 1997, due to inadequate funding, the Project was placed on hold
and later that year, $263,650 in Community Development Block Grant (CDBG) funds were
reserved for the Project; and
WHEREAS, additional CDBG funds were reserved in 1998, for a total of
$426,357; and
WHEREAS, the Project construction cost increased to $600,000, which exceeded
the amount available through the CDBG Program; and
WHEREAS, the CDBG funds were reallocated to other projects, and the costs for
the Marseille Drive Project included in the City's Section 108 Loan application; and
WHEREAS, the City was approved for $4,000,000 in a Section 108 Loan from
the Department of Housing and Urban Development on September 26, 2000, and of that
amount, $1,000,000 was allocated for the Project; and .
WHEREAS, on January 9, 2002, pursuant to the dissolution of the firm of
Gambach-Sklar Architects, Inc., the Mayor and City Commission adopted Resolution
2002-24701, authorizing the assignment ofthe existing agreement between the City and the
former firm, to Gambach Architects, Inc; and
WHEREAS, in addition, the City Commission approved an amendment to the
Agreement with Gambach Architects, Inc, in the amount of $10,990, for the provision of
construction administration, and management, bidding and other related professional
services necessary to complete the water main replacements, and street lighting portions of
the Project, previously undertaken and completed by the Public Works Engineering staff;
and
WHEREAS, the construction documents for the Marseille Drive Streetscape
Project were completed, thereafter, on March 6, 2002, and Invitation to Bid No. 19-01/02
was issued, which resulted in thirty-seven requests for plans and specifications; and
WHEREAS, on March 21,2002, a pre-bid conference was held, and on April 12,
2002, the City received one (1) bid from Williams Paving, Inc; and
WHEREAS, Williams Paving, Inc.'s base bid proposal for the completion of the
work, as specified in the bid documents, is $1,356,913; and
WHEREAS, City staff and Gambach Architects, Inc, have evaluated the bid and
the bidder's references, and have determined that the contractor's bid proposal, although
responsive, is above the City's available budget for construction, and recommend that the
Administration value engineer the Project to bring it within budget; and
WHEREAS, Section 2-367 Paragraph (c) of the City Code, pertaining to the
negotiation of bids, states that "the City Commission, by simple majority vote, for contracts in
excess of $25,000, shall have the power to negotiate those contracts and purchases where
only one bid response is received"; and
WHEREAS, funding, in the total amount of $1 ,349,717, is available as follows:
$1,000,000 from the HUD Section 108 Loan Fund; $223,473 from the Storm Water Bond
Fund; and $126,244 from the Water and Sewer Bond Fund.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby
approve and authorize the City Manager or his designee to negotiate a contract with the sole
bidder, Williams Paving, Inc, pursuantto Invitation to Bid No. 19-01/02, for the construction
of the Marseille Drive Streetscape Improvements Project; and if the negotiations are
successful, authorizing the Mayor and City Clerk to execute a contract, for an amount not to
exceed $1,349,717; and further appropriating $8,664 from the Storm Water Bond Fund; and
$5,199 from the Water and Sewer Bond Fund, as budgeted to complete the balance of the
funding for the Project.
PASSED and ADOPTED this 29th day of May, 0 2
~t PtlA.~
CITY CLERK
T:\AGENDA\2002\MAY2902\REGULARlMarseille DrIve Reso.doc
APPROVIDASTO
PORM a LANGUAGE
"FOR EXECUTION
ATTEST:
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
m
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Condensed Title:
A Resolution approving and authorizing the negotiation of a contract with the lowest and best bidder,
Williams Paving, Inc, pursuant to Invitation to Bid No. 19-01/02, for the construction of the Marseille
Drive Streetscape Improvements Project; and if successful, authorizing the execution of a contract for
an amount not to exceed $1,349,717 for the cost of construction.
Issue:
Whether to negotiate a contract with the lowest and best bidder, Williams Paving, Inc, pursuant to
Invitation to Bid No. 19-01/02, for an amount not to exceed $1,349,717 for the construction of the
Marseille Drive Streetscape Improvements Project, and if successful, to award such contract.
Item Summary/Recommendation:
On March 6,2002, Invitation to Bid No. 19-01/02 was issued for the construction of the Marseille Drive
Streetscape Improvements Project. On April 12, 2002, the City received one (1) responsive bid from
Williams Paving, Inc. The Contractor's base bid proposal to complete the work specified in the bid
documents is one million three hundred and fifty-six thousand, nine hundred and thirteen dollars ($1,
356,913).
City staff and the City's Consultant, Gambach Architects, have evaluated the bid, the bidder's
references, and the City's available budget for the Project. The bidder's proposal exceeds the
available budget for construction. The City's Consultant recommends that the city value engineer the
project to bring it within budget. After reviewing the options available for the Project, the Administration
concurs with Gambach Architect's recommendation and intends to conduct negotiations with the
Contractor to bring the Project within budget.
Therefore the Administration recommends the adoption of the Resolution by the Mayor and City
Commission, authorizing the negotiation of a contract with Williams Paving, Inc. for the construction of
the Marseille Drive Streetscape Improvements Project.
Advisory Board Recommendation:
IN/A
Financial Information:
Amount to be expended:
~1.
115.2384.064357
HUD Section 108 Loan Fund
428.2384.060357 Storm Water Bond Fund
424.2384.062357 Water & Sewer Bond
Fund
Source of Funds:
AGENDA ITEM R? E
DATE S-J..9-0~
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH. FLORIDA 33139
www.cLmiami-beach.fl.us
Mayor David Dermer and Date: May 29, 2002
Members of the City Commission
Jorge M. Gonzalez \ .~
City Manager U ..... - 0
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE
CITY MANAGER OR HIS DESIGNEE TO NEGOTIATE A CONTRACT WITH
THE LOWEST AND BEST BIDDER, WILLIAMS PAVING, INC, PURSUANT
TO INVITATION TO BID NO. 19-01/02, FOR THE CONSTRUCTION OF
THE MARSEILLE DRIVE STREETSCAPE IMPROVEMENTS PROJECT;
AND IF THE NEGOTIATIONS ARE SUCCESSFUL, AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE A CONTRACT FOR AN
AMOUNT NOT TO EXCEED $1,349,717; AND FURTHER
APPROPRIATING $8,664 FROM THE STORM WATER BOND FUND AND
$5,199 FROM THE WATER AND SEWER BOND FUND AS BUDGETED
TO COMPLETE THE BALANCE OF THE FUNDING FOR THE PROJECT.
ADMINISTRATION RECOMMENDATION:
To:
From:
Subject:
COMMISSION MEMORANDUM
Adopt the Resolution.
FUNDING:
Funding in the total amount of $1,349,717 is available as follows:
. $1,000,000 from the HUD Section 108 Loan Fund No. 115.2384.064357 (Previously
appropriated)
. $223,473 from the Storm Water Bond Fund No. 428.2384.060357(ofwhich $8,664
is being appropriated herein)
. $126,244 from the Water and Sewer Bond Fund No. 424.2384.062357(of which
$5,199 is being appropriated herein)
Bid No. 19..Q1/02
May 29, 2002
Page 2
ANAL YSIS
The Marseille Drive Streetscape Improvements Project has been a vision ofthe community
since 1995 when the City of Miami Beach entered into a Professional Services Agreement
with Gambach-Sklar Architects, Inc. In 1996, the City issued a Service Order for the
provision of architectural, engineering and land surveying services, for the proposed
Marseille Drive Streetscape Improvements.
Preliminary drawings and a cost estimate for the project were submitted to City staff for
review. However, the design presented was rejected as a result of conflicts with the
adjoining properties. In 1997, due to inadequate funding, the Project was placed on hold.
Later that year, $263,650 in Community Development Block Grant Funds (CDBG), was
identified and reserved for the Project.
Thereafter, a second design was submitted by the City's Consultant and rejected by the
City, as it did not meet the design criteria. In October 1998, additional CDBG Funds were
reserved for the Project, making available a total of $426,357. In 1998, with the submission
of the third set of drawings, the construction cost for the Marseille Drive Streetscape
Improvements Project was estimated at $600,000. Because the estimated cost of the
project exceeded the amount of funds available through the CDBG program, those funds
($426,357) were reallocated to other projects and the new project costs for Marseille Drive
were included in the City's Section 108 Loan application. The City was approved for a
$4,000,000 Section 108 Loan from the Department of Housing and Urban Development on
September 26, 2000. Of the $4,000,000, a total of $1,000,000 was allocated for the
Marseille Drive street improvements.
On January 26,2000, the City Commission adopted Resolution No. 2000-23768 amending
the Professional Services Agreement between the City and Gambach-Sklar Architects,
Inc., to provide additional services in the amount of $18,392.
On September 28, 2001, Gambach-Sklar Architects, Inc. notified the City that the firm had
ceased its operations. The Administration informed both Mr. Gambach, and Mr. Sklar of its
intent to assign the Contract to Gambach Architects, Inc. Subsequently, the Mayor and
City Commission adopted Resolution 2002-24701 authorizing the assignment of the
existing Agreement between the City and Gambach-Sklar Architects, Inc, to Gambach
Architects, Inc. for the provision of architectural and engineering services for the Marseille
Drive Streetscape Improvements Project. Additionally, the City Commission approved an
amendment to the Agreement with Gambach Architects, Inc. in the amount of $10,990.
Such amendment was executed for the provision of construction administration, and
management, bidding and other related professional services necessary to complete the
water main replacements, and street lighting portions of the Project, previously undertaken
Bid No. 19-01/02
May 29, 2002
Page 3
and completed by the Public Works Engineering staff. On March 6, 2002, Invitation to Bid
No. 19-01/02 was issued. One thousand seven hundred and twenty-nine (1 ,729) vendors
were notified which resulted in thirty-seven (37) requests for plans and specifications. A
pre-bid conference was held on March 21, 2002,and on April 12, 2002, the City received
one (1) bid from Williams Paving, Inc. The Contractor's total base bid proposal for the
construction of the Project as stipulated in the bid documents is one million three hundred
and fifty-six thousand, nine hundred and thirteen dollars ($1,356,913).
The bidder's proposal includes the furnishing and provision of all labor, supervision, tools,
equipment, materials, supplies, and manufactured articles, transportation, and services,
including fuel, power, water, essential communications, and performing all the work, or
other operations necessary to complete the Marseille Drive Streetscape Improvement
Project, in strict accordance with the Contract Documents. The work includes all tie-in,
testing, applicable permit fees, taxes, insurance, miscellaneous costs, overhead and profit.
The work on the Marseille Drive Streetscape Improvements Project is to be completed
under a single prime contract. The contract document stipulates that the contractor shall
attain substantial completion within one hundred-fifty (150) calendar days after the date of
issuance of the Notice to Proceed. Additionally, the project must be completed and ready
for final payment thirty (30) calendar days following the substantial completion date.
The Scope of Work encompasses the construction of 5' wide sidewalks, with 6" deep valley
gutter system to catch basins; paved angled parking (including handicap parking); paving,
re-grading and striping of roadways; landscaping, including shade trees; irrigation;
improvement of the drainage system; installation of water mains; and street lighting. The
Project Limits include Marseille Drive, from Bay Drive to Rue Notre Dame; Rue Versailles,
and Rue Notre Dame north of Marseille Drive.
The following table illustrates the bid amount and the City's available funding for
construction, including contingency.
Marseille Drive Williams Paving Inc's Available Unfunded
Streets cape Project Base Bid Funding for
Costs Construction &
Continaency
Total Base Bid $1,356,913 $1,349,717 $7,196
Bid No. 19-01/02
May 29, 2002
Page 4
The City's Procurement Division conducted a survey to determine the reasons contractors
did not submit bid proposals. A total of 44 responses were receive as part of this survey.
Twenty-three companies replied that they do not handle this type of construction services.
Eleven companies responded that they were too busy with other projects. Three
companies responded that the bid guaranty requirements were to high. Two companies
replied that they were not interested in bidding at the time, and two other companies that
the Performance and Payment Bonds or Insurance requirements were to high. One
company replied that they were never notified of this bid opportunity by Demandstar. Two
companies provided other reasons for not submitting a bid forthis project: 'We ordered this
bid by mistake from DemandStar" and "We were missing the Electrical plans from the bid
set and could not get the electrical sub prices to complete the bid".
CONCLUSION:
City staff and the City's Consultant, Gambach Architects, have evaluated the bid, the
bidder's references, and the City's available budget for the Project. The bidder's proposal
is $1,356,913; and exceeds the available budget for construction. The City's Consultant
recommends that the City value engineer the project to bring it within budget. After
reviewing the options available for the Project, the Administration concurs with Gambach
Architect's recommendation and intends to conduct negotiations with the Contractor to
bring the Project within budget. ( Attachment 1)
The Administration recommends the adoption of the Resolution by the Mayor and City
Commission, authorizing the negotiation of a contract with Williams Paving, Inc. for the
construction of the Marseille Drive Streetscape Improvements Project.
Attachment
T:\AGENDA\2002\MA Y2902\REGULAR\Marseille Drive Memo.doc
ATTACHMENT 1
G GAmBACH ARCHITECTS. lAC.
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ARCHITECTURE
::--HERIOR DESIGN
PLANNING
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1132 Kane Conc:oufM
Level Two
Bay Harbor Islands
Florida 33154
April 24, 2002
AAC001005
Tel 305/866.2088
F.x 3051158-20$9
Mr. Michel Magloire
Capital Improvement Projects Office
City of Miami Beach
1700 Convention Center Dr.
Miami Beach, FL 33139
arkitetttsOaol.com
Re: Marseille Drive Streetscape Improvements
Dear Mr. Magloire:
I have evaluated the bid presented by Williams Paving Co., Inc. for the referenced project. While the
bid is 7% over the City's available budget for construction, I believe that, among other options
available to the City, value engineering the project should be considered a good option to bring this
project within budget.
Therefore, I recommend to the City to value engineer the project with the Contractor.
Sincerely;;? I /. .
. J:- I I
Ro~)k2;: ~', '-~.,
President
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