2003-25123 ResoRESOLUTION NO. 2003-25123
A RESOLUTION OF THE MAYOR AND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA, DECLARING
ITS INTENT TO SPEND $1,611,555 FROM THE PROCEEDS
OF THE TRANSPORTATION TAX (ALSO KNOWN AS THE
MIAMI-DADE COUNTY HALF PENNY SALES TAX) FOR THE
WASHINGTON AVENUE STREETSCAPE PROJECT,
PHASES 2, 4 AND 5; AND APPROPRIATING $1,611,555
FROM THE GENERAL FUND TO BE REIMBURSED BY THE
PROCEEDS OF THE TRANSPORTATION TAX (ALSO
KNOWN AS THE MIAMI-DADE COUNTY HALF PENNY
SALES TAX) FOR THE WASHINGTON AVENUE
STREETSCAPE PROJECT, PHASES 2, 4 AND 5.
WHEREAS, on July 3, 1996, the City Commission authorized an agreement with
Savino & Miller Design Studios (Consultant) for the preparation of a Master Plan for the
Washington Avenue right-of-way; and
WHEREAS, the Master Plan recommended a phased implementation schedule as
follows:
Phase I (6thto 11thStreet) — bump -out removals
Phase II (11th to 16th Street) — street/sidewalk improvements
Phase III (6th to 16th Street) — median improvements
Phase IV (6th to 11th Street) — street/sidewalk improvements
Phase V (5th to 6th Street) — street/sidewalk/median improvements; and
WHEREAS, the work associated with Phases I and III has been completed; and
WHEREAS, on December 15, 1999, the City Commission authorized Amendment
No. 5 to the Consultant's contract to provide Architectural/Engineering services for the
preparation of construction contract documents, permitting, bidding, and construction
phase services for Phases II, IV, & V of the Washington Avenue project; and
WHEREAS, the Amendment also added basic level stormwater improvements as
well as provisions for designing landscaping improvements to the median along
Washington Avenue between 16th Street and Lincoln Road not previously funded; and
WHEREAS, in February 2001, the Consultant identified its construction documents
to be approximately 95% complete; and
WHEREAS, Hazen and Sawyer, PC, the Program Manager for the project,
performed two constructability reviews, and requested the project team to adapt to the
City's revised front-end contract documents and master Division 1 technical specifications;
and
WHEREAS, the Consultant requested additional services in the amount of $154,532
to incorporate the City's requests; and
WHEREAS, the City negotiated in good faith with the project team and reached an
impasse with respect to the scope of services to be provided and the level of compensation
requested; and
WHEREAS, the City and the Consultant mutually decided to terminate the A/E
agreement for convenience, which would allow the City to proceed with the project as a
"Design -Build" project; and
WHEREAS, the Design/Build firm, Construction and 10% contingency costs for the
Stormwater, Water and Streetscape improvements planned for the project area are
estimated to be $8,509,100; and
WHEREAS, at this time, the available funding for the streetscape enhancements
included in the project is inadequate, with an estimated shortfall of $1,611,555; and
WHEREAS, the designed improvements are to include landscaping and irrigation,
pedestrian level lighting, road resurfacing, sidewalk improvements, and curb and gutter
improvements; and
WHEREAS, on January 8, 2003, the City Commission referred the issue of funding
for the Washington Avenue Streetscape project to the Finance and Citywide Projects
Committee; and
WHEREAS, at its January 15, 2003 meeting, the Finance and Citywide Projects
Committee recommended that the additional funding for the streetscape enhancements be
funded by the General Fund to be reimbursed by the proceeds of the Transportation Tax
(also known as the Miami -Dade County Half Penny Sales Tax) when they become
available; and
WHEREAS, it was the intent of the Committee that the Administration pay for the
construction costs with other funding sources in the project prior to spending the General
Fund monies.
WHEREAS, a portion (20%) of Miami -Dade County's proceeds from the
Transportation Tax (also known as the Miami -Dade County Half Penny Sales Tax) will be
distributed to the municipalities on a pro rata basis based on population; and
WHEREAS, effective in the Spring of 2003, the Transportation Tax will be an annual
funding source eligible for use on the following types of projects:
• public transportation operation and maintenance projects,
• roadway and right-of-way maintenance projects and equipment,
• roadway and right-of-way drainage projects,
• street lighting, traffic signs, traffic engineering, traffic signalization, and
pavement markings,
• bridge maintenance and operation, or
• debt services and current expenditures for transportation capital projects; and
WHEREAS, it should be noted that Miami -Dade County has to establish an
oversight committee to approve the use of the Transportation Tax prior to its expenditure;
and
WHEREAS, this committee will have the authority to also monitor, audit and
investigate the use of the funds; and
WHEREAS, under the guidelines of the Transportation Tax program, the City will be
required to submit a 5 -year transportation plan for approval by the oversight committee.
WHEREAS, the Washington Avenue Streetscape project is a unique project for
immediate funding by the proceeds of this tax, as it is a major regional roadway
construction project that is eligible for the funding and will be ready for construction within
the next few months; and
WHEREAS, the City will undertake a larger planning approach, similar to a Master
Plan, for making recommendations for projects to be funded by future funds received in
each year moving forward; and
WHEREAS, the Administration recommends the Mayor and City Commission
declare its intent to spend $1,611,555 from the proceeds of the Transportation Tax (also
known as the Miami -Dade County Half Penny Sales Tax) for the Washington Avenue
Streetscape Project, Phases 2, 4 and 5 and appropriate $1,611,555 from the General Fund
to be reimbursed by the proceeds of the Transportation Tax.
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 declare its intent to spend $1,611,555 from the proceeds of the
Transportation Tax (also known as the Miami -Dade County Half Penny Sales Tax) for the
Washington Avenue Streetscape Project, Phases 2, 4 and 5 and appropriate $1,611,555
from the General Fund to be reimbursed by the proceeds of the Transportation Tax for the
Washington Avenue Streetscape Project, Phases 2, 4 and 5.
PASSED AND ADOPTED this 5th
ATTEST:
CITY CLERK
71
day of Februar,Y2003.
AYO R
APPROVED AS TO
FORM & LANGUAGE
& FCLITION
44-7 Attom V Date
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Declaring The City of Miami Beach's Intent To Spend $1,611,555 From The Proceeds Of The
Transportation Tax (Also Known As The Miami -Dade County Half Penny Sales Tax) For The Washington Avenue
Streetscape Project, Phases 2, 4 And 5; And Appropriating $1,611,555 From Undesignated Fund Balance To Be
Reimbursed By The Proceeds Of The Transportation Tax.
Issue:
Should the City Commission declare its intent to spend $1,611,555 from the proceeds of the Transportation Tax (also
known as the Miami -Dade County Half Penny Sales Tax) for the Washington Avenue Streetscape Project, Phases 2,4
and 5, and appropriate $1,611,555 from Undesignated Fund Balance to be reimbursed by the proceeds of the
Transportation Tax?
Item Summary/Recommendation:
On July 3, 1996, the City Commission authorized an agreement with Savino & Miller Design Studios (Savino & Miller)
for the preparation of a Master Plan for the Washington Avenue right-of-way. Improvements still to be made include:
Phase II (11th to 16th Street), Phase IV (6th to 11th Street), and Phase V (5th to 6th Street). On December 15, 1999, the
City Commission authorized Savino & Miller's to provide A/E services for the preparation of construction contract
documents, permitting, bidding, and construction phase services for Phases ll, IV, & V.
In February 2001, Savino & Miller identified its construction documents to be approximately 95% complete. They were
requested to adapt to the City's revised front-end contract documents and master Division 1 technical specifications.
Savino & Miller requested additional services to incorporate the City's requests in the amount of $154,532. The City
negotiated in good faith with the project team and reached an impasse with respect to the scope of services to be
provided and the level of compensation requested. The City and Savino & Miller mutually decided to terminate the A/E
agreement for convenience, which will allow the City to proceed with the project as a "Design -Build" project.
At this time, the available funding for the streetscape enhancements included in the project is inadequate, with an
estimated shortfall of $1,611,555. The designed improvements are to include landscaping and irrigation, pedestrian
level lighting, road resurfacing, sidewalk improvements, and curb and gutter improvements.
At its January 15, 2003 meeting, the Finance and Citywide Projects Committee recommended that the additional
funding for the streetscape enhancements be funded by the Undesignated Fund Balance to be reimbursed by the
proceeds of the Transportation Tax (also known as the Miami -Dade County Half Penny Sales Tax) when they become
available. It was the intent of the Committee that the Administration pay for the construction costs with other funding
sources in the project prior to spending the Undesignated Fund Balance monies. It should be noted that Miami -Dade
County has to establish an oversight committee to approve the use of the Transportation Tax (also known as the Miami -
Dade County Half Penny Sales Tax) prior to its expenditure and monitor the use of the funds.
Advisory Board Recommendation:
On January 15, 2003, the Finance and Citywide Projects Committee recommended the appropriation of $1,611,555
from Undesignated Fund Balance to be reimbursed by the proceeds of the Transportation Tax.
Financial Information:
s e of f Amount
F s: i 1 $1,611,555
l
Finance Dept. I Total $1,611,555
City Clerk's Office Legislative Tracking:
Kristin L. McKew, Capital Projects Administrator
Account
Undesignated Fund Balance to be
reimbursed by the proceeds of the
Transportation Tax
Approved
i n -Offs: %
`\ partment Director Assis City Ma or City Manager
T:\AGE A\2003\feb0503\regular\Washin n e Appropriation Cover.doc/
AGENDA ITEM /
DATE
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.ci.miami-beachftus enl_
COMMISSION MEMORANDUM
To: Mayor David Dermer and Date: February 5, 2003
Members of the City Commission
From: Jorge M. Gonzalez
City Manager u
Subject: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, DECLARING ITS INTENT TO SPEND
$1,611,555 FROM THE PROCEEDS OF THE TRANSPORTATION TAX
(ALSO KNOWN AS THE MIAMI-DADE COUNTY HALF PENNY SALES
TAX) FOR THE WASHINGTON AVENUE STREETSCAPE PROJECT,
PHASES 2, 4 AND 5; AND APPROPRIATING $1,611,555 FROM
UNDESIGNATED FUND BALANCE TO BE REIMBURSED BY THE
PROCEEDS OF THE TRANSPORTATION TAX (ALSO KNOWN AS THE
MIAMI-DADE COUNTY HALF PENNY SALES TAX) FOR THE
WASHINGTON AVENUE STREETSCAPE PROJECT, PHASES 2,4 AND 5.
ADMINSTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
Funding in the amount of $1,611,555 is available from the Undesignated Fund Balance to
be reimbursed by the proceeds of the Transportation Tax (also known as the Miami -Dade
County Half Penny Sales Tax) when they become available.
ANALYSIS
On July 3, 1996, the City Commission authorized an agreement with Savino & Miller
Design Studios (Savino & Miller) for the preparation of a Master Plan for the Washington
Avenue right-of-way. The Master Plan recommended a phased implementation schedule
as follows:
Phase I (6th to 111h Street) — bump -out removals
Phase II (11th to 16th Street) — street/sidewalk improvements
Phase III (6th to 16th Street) — median improvements
Phase IV (6th to 11th Street) — street/sidewalk improvements
Phase V (5th to 6th Street) — street/sidewalk/median improvements
The work associated with Phases I and III has been completed.
City Commission Memorandum
February 5, 2003
Washington Avenue Appropriation
Page 2 of 3
On December 15, 1999, the City Commission authorized Amendment No. 5 to Savino &
Miller's contract to provide Architectural/Engineering services for the preparation of
construction contract documents, permitting, bidding, and construction phase services for
Phases II, IV, & V of the Washington Avenue project. The amendment also added basic
level stormwater improvements as well as provisions for designing landscaping
improvements to the median along Washington Avenue between 16th Street and Lincoln
Road not previously funded.
In February 2001, Savino & Miller identified its construction documents to be approximately
95% complete. Hazen and Sawyer, PC, the Program Manager for the project, performed
two constructability reviews, and requested the project team to adapt to the City's revised
front-end contract documents and master Division 1 technical specifications. Savino &
Miller requested additional services to incorporate the City's requests in the amount of
$154,532. The City negotiated in good faith with the project team and reached an impasse
with respect to the scope of services to be provided and the level of compensation
requested. The City and Savino & Miller mutually decided to terminate the A/E agreement
for convenience, which will allow the City to proceed with the project as a "Design -Build"
project.
Implementing this project with a Design -Build firm will provide the City with the assurances
and construction sequencing restrictions required to construct this very important project.
This alternative procurement method would engage a Contractor/Engineering firm to
complete the remainder of the plans, incorporate additional improvements, identify and
resolve any discrepancies, omissions, conflicts prior to construction initiation, develop a
phased construction approach, provide a guaranteed maximum price (with an exception for
unforeseen circumstances), and allow the completion of the project in a fashion that
minimizes disruption to the business community and adjacent areas.
The City Attorney's Office and the Procurement Division have been developing the
requisite documentation for issuing Solicitation to Bid and Contract General Conditions.
The City will issue a Solicitation for Bids for Design -Build firms to engage in the design and
construction of the project once the appropriate documentation is complete.
The Design/Build firm, Construction and 10% contingency costs for the Stormwater, Water
and Streetscape improvements planned for the project area are estimated to be
$8,509,100. At this time, the available funding for the streetscape enhancements included
in the project is inadequate, with an estimated shortfall of $1,611,555. The designed
improvements are to include landscaping and irrigation, pedestrian level lighting, road
resurfacing, sidewalk improvements, and curb and gutter improvements.
On January 8, 2003, the City Commission referred the issue of funding for the Washington
Avenue Streetscape project to the Finance and Citywide Projects Committee. At its
January 15, 2003 meeting, the Finance and Citywide Projects Committee recommended
that the additional funding for the streetscape enhancements be funded by the General
Fund to be reimbursed by the proceeds of the Transportation Tax (also known as the
Miami -Dade County Half Penny Sales Tax) when they become available. It was the intent
City Commission Memorandum
February 5, 2003
Washington Avenue Appropriation
Page 3 of 3
of the Committee that the Administration pay for the construction costs with other funding
sources in the project prior to spending the General Fund monies.
A portion (20%) of Miami -Dade County's proceeds from the Transportation Tax (also
known as the Miami -Dade County Half Penny Sales Tax) will be distributed to the
municipalities on a pro rata basis based on population. Effective in the Spring of 2003, the
Transportation Tax will be an annual funding source eligible for use on the following types
of projects:
• public transportation operation and maintenance projects,
• roadway and right-of-way maintenance projects and equipment,
• roadway and right-of-way drainage projects,
• street lighting, traffic signs, traffic engineering, traffic signalization, and
pavement markings,
• bridge maintenance and operation, or
• debt services and current expenditures for transportation capital projects.
It should be noted that Miami -Dade County has to establish an oversight committee to
approve the use of the Transportation Tax prior to its expenditure. This committee will
have the authority to also monitor, audit and investigate the use of the funds. Under the
guidelines of the Transportation Tax program, the City will be required to submit a 5 -year
transportation plan for approval by the oversight committee.
It is estimated that the City of Miami Beach will receive approximately $2.5 million from this
funding source on an annual basis. This year, collections commenced in January so only a
pro -rata share will be received. Approximately $1.8 - $1.9 million is anticipated in FY 2003.
Of this amount, $1,611,555 (64%) would be spent on Washington Avenue if the
recommendation is approved. The Washington Avenue Streetscape project is a unique
project for immediate funding by the proceeds of this tax, as it is a major regional roadway
construction project that is eligible for the funding and will be ready for construction within
the next few months. The City will undertake a larger planning approach, similar to a
Master Plan, for making recommendations for projects to be funded by future funds
received in each year moving forward.
CONCLUSION
Based on the aforementioned, the Administration recommends appropriating $1,611,555
from the Undesignated Fund Balance to be reimbursed by the proceeds of the Transportation
Tax (also known as the Miami -Dade County Half Penny Sales Tax) when they become
available for the Washington Avenue Streetscape Project, Phases 2, 4 And 5.
JMG/RCM/PDW/TH/klm
T:IAGENDA120031feb05031regular\Washington Avenue Appropriation Memo.doc