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Agenda & Handout Packet 5.21.20 • • • • Section IV Section V Parks Infrastructure Public Safety Total Spent $10,964,621 $5,007,927 $5,918,937 $21,891,485 Encumbered $6,058,103 $7,323,680 $8,624,652 $22,006,435 Available $69,710,238 $15,668,381 $21,862,382 $107,241,001 Future $81,167,038 $168,000,012 $34,809,029 $283,976,079 Total $167,900,000 $196,000,000 $71,215,000 $435,115,000 PROJECT EXPENDITURES Parks Infrastructure Public Safety All Complete 4 1 0 5 Active 14 7 10 31 Pending 1 0 1 2 Future 11 6 2 19 All 30 14 13 57 PROJECT ACTIVITY PROJECT CATEGORY PROJECT CATEGORY PROGRAM FUNDS PROJECT STATUS www.gombinfo.com 3 Friday, May 15, 2020 1:46 PM City of Miami Beach GO Bond Program Program Progress Report: May 15, 2020 Parks Infrastructure Public Safety Total Complete $10,750,993 $1,000,000 $1,760,997 $13,511,990 Construction $7,458,997 $14,239,499 $11,255,000 $32,953,496 Design $31,000,000 $10,500,000 $7,400,000 $48,900,000 Planning $17,918,998 $2,260,496 $12,001,999 $32,181,493 Pending $19,304,000 $0 $3,988,000 $23,292,000 Total $86,432,988 $27,999,995 $36,405,996 $150,838,979 SUBPROJECT EXPENDITURES Parks Infrastructure Public Safety All Complete 16 1 6 23 Construction 5 4 4 13 Design 4 4 2 10 Planning 5 4 7 16 Pending 3 0 5 8 All 33 13 24 70 TRANCHE 1 SUBPROJECT CATEGORY SUBPROJECT CATEGORY SUBPROJECT FUNDS SUBPROJECT STATUS SUBPROJECT ACTIVITY www.gombinfo.com 4 Friday, May 15, 2020 1:46 PM City of Miami Beach GO Bond Program Program Progress Report: May 15, 2020 G.O. BOND PROJECT LIST BY PHASE Active Phase Closed-Out Project Name Category Department Quick Win Tranche Anticipated End Date ↑Count % Count $ Budget $ Encumbered $ Spent % Spent $ Available Complete Closed-Out #53 PORTABLE BOLLARDS Public Safety Police QW 1 07-31-2019 1 1%600,000 - 599,915 2.74%84 Complete Closed-Out #17 POLO PARK Parks Parks & Recreation QW 1 08-11-2019 1 1%499,998 - 493,673 2.26%6,325 Complete Closed-Out #13 NORTH SHORE LIGHTS & PAINT Parks Property Management QW 1 10-14-2019 1 1%130,300 23 130,210 0.59%66 Complete Closed-Out #52 TATUM PARK LED LIGHTING Public Safety Parks & Recreation QW 1 10-14-2019 1 1%151,999 - 52,758 0.24%99,240 Complete Closed-Out #52 CRESPI PARK LED LIGHTING Public Safety Parks & Recreation QW 1 10-21-2019 1 1%86,999 - 41,780 0.19%45,218 Complete Closed-Out #52 STILLWATER PARK LED LIGHTING Public Safety Parks & Recreation QW 1 10-21-2019 1 1%86,999 - 41,780 0.19%45,218 Complete Closed-Out #26 COLONY THEATRE ROOF Parks Property Management QW 1 10-24-2019 1 1%300,000 - 299,650 1.37%350 Complete Closed-Out #21 STILLWATER PARK Parks Parks & Recreation QW 1 11-08-2019 1 1%144,999 - 142,440 0.65%2,559 Complete Closed-Out #18 SCOTT RAKOW PAINT Parks Property Management QW 1 11-12-2019 1 1%130,000 - 116,776 0.53%13,224 Complete Closed-Out #52 NORMANDY ISLE PARK LED LIGHTING Public Safety Parks & Recreation QW 1 12-02-2019 1 1%715,000 - 212,593 0.97%502,405 Complete Closed-Out #18 SCOTT RAKOW HVAC Parks Property Management QW 1 12-06-2019 1 1%150,000 - 137,302 0.63%12,697 Complete Closed-Out #13 NORTH SHORE ROOF Parks Property Management QW 1 12-16-2019 1 1%375,000 - 374,722 1.71%276 Complete Closed-Out #18 SCOTT RAKOW ROOF Parks Property Management QW 1 01-05-2020 1 1%1,124,000 - 390,311 1.78%733,688 Complete Closed-Out #26 MIAMI CITY BALLET ROOF Parks Property Management QW 1 01-15-2020 1 1%760,000 80,072 678,751 3.10%1,176 Complete Closed-Out #13 NORTH SHORE CAMERAS Parks Property Management QW 1 02-04-2020 1 1%205,699 92 60,858 0.28%144,749 Complete Closed-Out #18 SCOTT RAKOW CAMERAS Parks Property Management QW 1 02-05-2020 1 1%250,000 688 110,164 0.50%139,147 Complete Closed-Out #18 SCOTT RAKOW WINDOWS Parks Property Management QW 1 04-16-2020 1 1%700,000 18,850 92,711 0.42%588,437 Complete #19 SOUNDSCAPE 4K TECHNOLOGY Parks Tourism & Culture QW 1 09-30-2019 1 1%3,799,999 - 3,748,495 17.12%51,503 Complete #3 CRESPI PARK Parks Parks & Recreation QW 1 11-09-2019 1 1%210,998 - 184,919 0.84%26,079 Complete #47 MACARTHUR CSWY READERS Public Safety Police QW 1 11-28-2019 1 1%120,000 - 38,969 0.18%81,030 Complete #32 PALM & HIBISCUS LANDSCAPING Infrastructure Capital Improvement Projects QW 1 03-25-2020 1 1%1,000,000 - 964,930 4.41%35,070 Complete #26 FILLMORE ROOF Parks Property Management QW 1 05-15-2020 1 1%1,920,000 371,086 1,470,156 6.72%78,756 Complete #4 FAIRWAY PARK PAVILION Parks Parks & Recreation 1 05-15-2020 1 1%50,000 31,092 - 0.00%18,908 Complete Sum 23 33%$13,511,990 $501,903 $10,383,863 47%$2,626,205 Complete Count 23 33%23 23 23 0.00%23 Construction #2 COLLINS PARK Parks Parks & Recreation QW 1 05-28-2020 1 1%640,000 135,202 413,649 1.89%91,147 Construction #18 SCOTT RAKOW POOL Parks Parks & Recreation QW 1 06-15-2020 1 1%977,998 521,616 369,512 1.69%86,870 Construction #13 NORTH SHORE GENERATOR Parks Property Management QW 1 06-30-2020 1 1%524,999 341,125 162,659 0.74%21,215 Construction #18 SCOTT RAKOW GENERATOR Parks Property Management QW 1 06-30-2020 1 1%816,000 488,434 239,911 1.10%87,653 Construction #47 71 ST. ENTRANCE READERS Public Safety Police QW 1 06-30-2020 1 1%240,000 22,348 34,439 0.16%183,211 Construction #47 JULIA TUTTLE CSWY READERS Public Safety Police QW 1 06-30-2020 1 1%200,000 68,916 19,661 0.09%111,422 Construction #57 LUMMUS PARK/OCEAN DRIVE CAMERAS Public Safety Police QW 1 06-30-2020 1 1%815,000 539,945 91,986 0.42%183,067 Construction #49 PUBLIC SAFETY RADIO SYSTEM Public Safety Police QW 1 09-30-2020 1 1%10,000,000 5,433,445 4,566,554 20.86%- Construction #42 NAUTILUS TRAFFIC CALMING Infrastructure Transportation QW a 1 12-01-2020 1 1%739,499 26,406 532,405 2.43%180,687 Construction #24 MIDDLE BEACH BEACHWALK PH3 Parks Capital Improvement Projects 1 02-16-2021 1 1%4,500,000 3,404,863 584,643 2.67%510,492 Construction #37 PART 1 SIDEWALKS Infrastructure Public Works Department QW a 1 01-01-2022 1 1%3,500,000 1,809,172 1,310,104 5.98%380,722 Construction #38 PART 1 STREETS Infrastructure Public Works Department QW a 1 01-01-2022 1 1%7,500,000 4,897,647 1,867,642 8.53%734,709 Construction #33 PART 1 TREE PLANTING Infrastructure Environmental QW a 1 04-01-2022 1 1%2,500,000 209,712 316,674 1.45%1,973,613 Construction Sum 52 74%$32,953,496 $17,898,831 $10,509,839 48%$4,544,808 Construction Count 13 19%13 13 13 0.00%13 Design #56 CAMERAS- BEACHWALK Public Safety Police QW 1 09-30-2020 1 1%400,000 354,413 36,629 0.17%8,956 Design #43 23 ST. STREETSCAPE IMPROVEMENTS Infrastructure Capital Improvement Projects 1 06-22-2021 1 1%1,500,000 - - 0.00%1,500,000 Design #43 CHASE AVE/34 ST SHARED USE PATH Infrastructure Transportation 1 09-01-2021 1 1%830,000 - - 0.00%830,000 Design #23 PEDESTRIAN BRIDGE Parks Capital Improvement Projects 1 10-20-2021 1 1%10,000,000 12,509 173,803 0.79%9,813,687 Design #12 N. BEACH OCEANSIDE BEACHWALK Parks Capital Improvement Projects 1 02-02-2022 1 1%2,000,000 129,893 3,250 0.01%1,866,857 Design #39 PART 1 SEAWALLS/SHORELINES Infrastructure Public Works Department 1 04-29-2022 1 1%8,000,000 305,300 16,172 0.07%7,678,527 Design #10 MAURICE GIBB PARK Parks Capital Improvement Projects 1 08-23-2022 1 1%3,300,000 - 19,305 0.09%3,280,692 Design #15 PAR 3 / BAYSHORE PARK Parks Capital Improvement Projects 1 09-24-2022 1 1%15,700,000 - 31,739 0.14%15,668,260 City of Miami Beach 5/15/2020 - 6:50 PM G.O. BOND PROJECT LIST BY PHASE Design #45 FIRE STATION #1 Public Safety Capital Improvement Projects 1,2 06-03-2023 1 1%7,000,000 1,070,895 43,146 0.20%5,885,958 Design #43 ALTON ROAD SHARED USE PATH Infrastructure Transportation 1 10-01-2025 1 1%170,000 - - 0.00%170,000 Design Sum 50 71%$48,900,000 $1,873,010 $324,044 1%$46,702,937 Design Count 10 14%10 10 10 0.00%10 Planning #42 BAYSHORE SOUTH TRAFFIC CALMING Infrastructure Transportation 1 04-24-2020 b 1 1%560,148 - - 0.00%560,148 Planning #42 NORMANDY ISLE TRAFFIC CALMING Infrastructure Transportation 1 04-24-2020 b 1 1%113,999 - - 0.00%113,999 Planning #42 PALM VIEW TRAFFIC CALMING Infrastructure Transportation 1 04-24-2020 b 1 1%86,349 - - 0.00%86,349 Planning #53 SOUNDSCAPE PARK BOLLARDS Public Safety Public Works Department 1 05-31-2020 b 1 1%375,000 - - 0.00%375,000 Planning #53 SOUTH POINTE PARK BOLLARDS Public Safety Public Works Department 1 05-31-2020 b 1 1%250,000 - - 0.00%250,000 Planning #29 PART 1 WEST LOTS Parks Economic Development 1 06-30-2020 b 1 1%1,000,000 - - 0.00%1,000,000 Planning #48 PART 1 POLICE HQ Public Safety Property Management 1 06-30-2020 b 1 1%4,000,000 1,104,143 - 0.00%2,895,857 Planning #55 PART 1 STREET LIGHTS Public Safety Public Works Department 1 06-30-2020 b 1 1%5,000,000 - 10,108 0.05%4,989,892 Planning #40 PART 1 REVITALIZE 41 STREET Infrastructure Economic Development 1 12-31-2020 b 1 1%1,500,000 75,443 - 0.00%1,424,557 Planning #50 ALTON RD. CORRIDOR CAMERAS Public Safety Police 1 03-02-2021 b 1 1%211,999 - 15,999 0.07%195,999 Planning #19 SOUNDSCAPE RESTROOMS/STORAGE Parks Capital Improvement Projects 1 03-02-2022 b 1 1%699,999 - - 0.00%699,999 Planning #47 OTHER READERS CITYWIDE Public Safety Police 1 04-01-2022 1 1%1,390,000 30,547 37,259 0.17%1,322,193 Planning #53 CONVENTION CENTER BOLLARDS Public Safety Public Works Department 1 05-31-2022 b 1 1%775,000 - - 0.00%775,000 Planning #8 LUMMUS PARK Parks Parks & Recreation 1 09-30-2022 1 1%4,737,000 - 9,576 0.04%4,727,423 Planning #9 MARJORY STONEMAN DOUGLAS PARK Parks Parks & Recreation 1 09-30-2022 1 1%681,999 - - 0.00%681,999 Planning #1 72 ST. COMMUNITY COMPLEX Parks Capital Improvement Projects 1, 2 09-30-2023 1 1%10,800,000 522,558 521,484 2.38%9,755,957 Planning Sum 96 137%$32,181,493 $1,732,691 $594,426 3%$29,854,372 Planning Count 16 23%16 16 16 0.00%16 Pending #4 FAIRWAY PARK FENCE Parks Parks & Recreation 1 01-01-2021 b 1 1%210,000 - 3,952 0.02%206,048 Pending #50 71 STREET CORRIDOR CAMERAS Public Safety Police 1 06-03-2022 b 1 1%212,000 - 15,999 0.07%195,999 Pending #50 DADE BLVD. CORRIDOR CAMERAS Public Safety Police 1 06-03-2022 b 1 1%165,675 - - 0.00%165,674 Pending #50 41 ST. CORRIDOR CAMERAS Public Safety Police 1 06-17-2022 b 1 1%235,325 - 17,999 0.08%217,324 Pending #5 FLAMINGO YOUTH CENTER FACILITY Parks Capital Improvement Projects 1 08-11-2022 1 1%15,400,000 - - 0.00%15,400,000 Pending #57 COLLINS AVE/WASH AVE CAMERAS Public Safety Police 1 09-03-2022 b 1 1%675,000 - 41,363 0.19%633,635 Pending #54 MARINE PATROL FACILITY Public Safety Capital Improvement Projects 1 09-26-2022 1 1%2,700,000 - - 0.00%2,700,000 Pending #13 NORTH SHORE PATH & FIELDS Parks Parks & Recreation 2 07-01-2025 b 1 1%3,694,000 - - 0.00%3,693,999 Pending Sum 56 80%$23,292,000 $0 $79,313 0%$23,212,679 Pending Count 8 11%8 8 8 0.00%8 70 100%$150,838,979 $22,006,435 $21,891,485 100%$106,941,001 Qwa= The quick win portion of this project is complete. b= The anticiated end date is of the phase, not of the entire project. City of Miami Beach 5/15/2020 - 6:50 PM G. O . B o n d I m p l e m e n t a t i o n P l a n - Q u i c k W i n s - Ma y 2 1 , 2 0 2 0 Page 1 of 2 Ex p o r t e d o n M a y 1 5 , 2 0 2 0 4 : 2 7 : 4 2 P M E D T Se c t i o n V I Page 2 of 2 Ex p o r t e d o n M a y 1 5 , 2 0 2 0 4 : 2 7 : 4 3 P M E D T Mid Beach South Beach North Beach W 44TH ST A L T O N R D MAC ARTHUR CSWY WB A L T O N R D C O L L I N S A V E 7 9 T H C S W Y 17TH ST I N D I A N C R E E K D R 23RD ST A L T O N R D N B IN DIA N C R E E K D R H A R D I N G A V E I 1 9 5 W B A L T O N R D 7 1 S T S T A B B O T T A V E 1 9 5 - A L T O N R A M P O N W B W 63RD S T 5TH ST W 41ST ST P I N E T R E E D R C O L L I N S A V EDADE B L V D NORMANDY DR L A G O R C E D R VENETIAN CSWY MAC ARTHUR CSWY EB A L T O N R D I 195 WB I 195 EB Esri, HERE, Garmin, (c) OpenStreetMap contributors, and the GIS user community SCALE REQUESTED FILENAME DRAWN DATESHEETNO. T r a c k I t N u m b e r 1 1 Street Work PlanMiami BeachMiami-Dade County, FL 05/15/2020 WORKHerSNot To ScaleRoy Coley MiamiBeachGIS 0 0 0 0 0 0 µ Miami Beach GIS • 1700 Convention Center Drive • Miami Beach, FL 33139 • 305.673.7000 • gis@miamibeachfl.gov • www.miamibeachfl.govF:\WORK\$ALL\Pavement Management\Operations 5 Year Work Plan\GOB\Maps\ArcMap\street_QW_10_3_11X171_20200123.mxd State & County Roads In Progress by C.I.P. Near Future Neighborhood Projects Part 1 - Streets Work PlanGOB Status Part 1 Completed Mid Beach South Beach North Beach W 44TH ST A L T O N R D MAC ARTHUR CSWY WB A L T O N R D C O L L I N S A V E79TH C S W Y 17TH ST I N D I A N C R E E K D R 23RD ST A L T O N R D N B IN DIA N C R E E K D R H A R D I N G A V E A L T O N R D 71 ST S T A B B O T T A V E 1 9 5 - A L T O N R A M P O N W B W 63R D S T 5TH ST W 41ST ST P I N E T R E E D R C O L L I N S A V EDADE B L V D N O R M A N D Y D R L A G O R C E D R VENETIAN CSWY MAC ARTHUR CSWY EB A L T O N R D I 195 WB I 195 EB Esri, HERE, DeLorme, MapmyIndia, © OpenStreetMap contributors, and the GIS user community SCALE REQUESTED FILENAME DRAWN DATESHEETNO. T r a c k I t N u m b e r 1 1 Sidewalk Work PlanMiami BeachMiami-Dade County, FL 4/13/2020 workstejNot To ScaleRoy Coley MiamiBeachGIS 0 0 0 0 0 0 µ Miami Beach GIS • 1700 Convention Center Drive • Miami Beach, FL 33139 • 305.673.7000 • gis@miamibeachfl.gov • www.miamibeachfl.gov F:\WORK\$ALL\Pavement Management\Operations 5 Year Work Plan\GOB\Maps\ArcMap\Sidewalk_TRANCHE_20200218.mxd State & County Roads In Progress By C.I.P Near Future Neighborhood Projects Part 1- Sidewalk Work Plan GOB Status Part 1 Completed 05/15/2020 Streets Completed Square Yards Lane Miles Cost Meridian Ave from 15th Street to 5th Street 20,726 3.5 369,082.60$ Allison Rd from 63rd Street to the end 9,901 1.7 146,236.70$ Biarritz Dr from Normandy Dr to South Shore Dr.3,656 0.6 55,221.80$ Miamonides Street from Rue Notre Dame to Vichy Dr 2,773 0.5 26,771.30$ 15th Street from Washington Ave to Alton Rd 14,629 2.4 $ 270,198.00 10th Street from Ocean Drive to Pennsylvania Avenue 3,225 0.5 93,216.20$ 8th Street from Ocean Drive to Pennsylvania Avenue 2,598 0.4 49,509.00$ Lenox Ave from 6th Street to 11th Street 10,785 1.8 229,446.00$ 10th Street fromPennsylvania Avenue to Alton Rd 4,035 0.7 183,602.00$ 8th Street from Meridian Ave Avenue to Alton Rd 2,523 0.4 138,901.70$ Normandy Isle Phase 1 8,928 1.5 151,476.60$ Normandy Isle Phase 2 4,667 0.8 82,381.10$ W 59th and W 57th Street from Pine Tree Dr to LaGorce Dr 1,477 0.2 25,046.70$ W 54th and W 52nd Street from Pine Tree Dr to LaGorce 1,498 0.3 24,582.00$ Palm View Neighborhood 11,710 2.0 195,045.00$ North Bay Road from 41st Street to Alton Rd 1,601 0.3 32,488.40$ 13th Street from Michigan to Alton Rd 1,792 0.3 22,165.00$ South Shore Drive from Rey Street to Bay Drive 17th Street from Washington to Alton Meridian Ave from 17th Street to Dade Blvd Total 106,524 17.8 2,095,370.10$ All quick wins completed General Obligation Bond Progress Report Notes: GO#32: PALM & HIBISCUS LANDSCAPING AF T E R BE F O R E GO#2: COLLINS PARK AF T E R BE F O R E Page 1 of 7 April 20, 2020 TO: Honorable Mayor and Members of the City Commission FROM: Joseph Centorino, Inspector General RE: Inspector General G.O. Bond Quarterly Report OIG No. 20-11 BACKGROUND In November, 2018, Miami Beach residents voted to approve a $439 million General Ob- ligation Bond Program. Planning for the ballot measure began in February and March of 2018. An initial project list was produced to reflect information collected from various com- munity stakeholders, research studies, master plans and neighborhood assessments. The cost estimate for the project list produced totaled $1.1 billion. In April 2018, the City Commission held a workshop during which the Mayor and Commissioners reviewed and prioritized the list of projects. The program cost estimate was reduced from $1.1 billion to $700 million. In May, 2018, the Mayor created a G.O. Bond Advisory Panel. The panel comprised 11 Miami Beach residents who were appointed to serve through the November 30, 2018 referendum election. The advisory panel recommended a further reduction of projects and costs. A series of community meetings was held across various areas of the city. Residents discussed opportunities and challenges associated with the proposed munici- pal bond program. City staff and elected officials were present to answer questions, offer input and review ideas. In July, 2018, the City Commission held a public workshop to refine projects and cost details, taking recommendations from the Mayor's G.O. Bond Advisory Panel into ac- count. A final list of 57 projects was approved and the final cost estimate totaled $439 million. The costs were broken into three distinct categories. The ballot measure sought $169 million for parks, recreational and cultural facilities, $198 million for neighborhoods and infrastructure and $72 million for public safety. Voters approved all three G.O. BOND referendum ballot items with an overwhelming support rate of 70%. Section VII Page 2 of 7 Concomitantly, the city’s voters also approved an amendment to the City Charter, creating Article IX, which established the City of Miami Beach Office of the Inspector General. The Inspector General functions as an independent body to perform investigations, audits, reviews, and oversight of municipal matters, including city contracts, programs, projects and expenditures, in order to identify inefficiencies and to detect and prevent waste, fraud, mismanagement, misconduct and abuse of power. The Inspector General has the power to report and/or recommend to the City Commission and/or City Manager whether a particular project or program is necessary and whether the method used for implementation is efficient both financially and operationally. Monitoring of an existing project or program may include reporting whether the project is on time, within budget, and in conformity with plans, specifications and applicable law. Miami Beach Code Section 2-256, which establishes the Office of the Inspector General, mandates that the Inspector General shall review, audit, inspect, and investigate City contracts, programs, projects, procurements and expenditures associated with the City’s General Obligation Bond Program, and issue periodic reports to the City Commission. The Inspector General for Miami Beach began his service in November, 2019. Between January and March, 2019, a G.O. BOND working group convened to evaluate and prioritize the 57 projects and create an implementation plan. The priorities were based on five criteria: 1. Quick wins 2. Shovel ready projects 3. Big impact projects 4. Asset preservation 5. Interdependency with other non- G.O. BOND projects All 57 projects were organized in alignment with the stated criteria and on March 13, 2019 the Commission approved them. The projects were then organized into tranches. Tranche 1, the subject of this report, has 38 projects, costing approximately $151,000,000. Most of the projects have different components which are considered distinct subprojects and are tracked separately. They have separate budgets, procurement and implementation schedules. All projects are evaluated on a bi-monthly basis by an implementation team made up of representatives from each department. A program manager drives the implementation team. On a monthly basis, the implementation team reports to the G.O. BOND Oversight Committee regarding the status of each of the projects in Tranche 1 and advises on the likelihood of finishing the projects on time and within budget. If impediments arise, they are discussed and vetted for solutions. The Inspector General has attended the implementation meetings and has been present in person, or through a designee from his office, at every oversight committee meeting. All oversight committee meetings are open to the community. A report is generated after Page 3 of 7 each meeting and posted to the G.O. BOND dashboard. Each project and all of the sub- projects are updated every day and similarly posted to the G.O. BOND dashboard for the public to scrutinize. PROGRESS REPORT As of this writing, four of the Tranche 1 projects have been completed, 32 are in the active stage and two are being planned. All quick win projects (21) remain on budget and on schedule to be completed by June 2020. Of the sub-projects, 20 of 70 have been completed, 14 are under construction, 11 are in the design phase, 17 are in a planning phase and eight are pending. The city is currently facing challenges as a result of the COVID-19 pandemic; however, an Inspector General Investigator attended both the implementation committee meeting on 04/01/2020 and the oversight committee meeting on 04/16/2020 and in both instances, the project managers and/or department heads stated that the projects in Tranche 1 were moving forward in spite of small interruptions in the supply chain and workforce as a consequence of “shelter at home” orders. Some projects may be negatively affected and not achieve on- time delivery, but none of the projects have been seriously interrupted at this point. The expectation is that the Tranche 1 projects will all be completed. For example, both the Scott Rakow and North Shore Youth Centers have ongoing sub- projects which include the installation of generators. The generators are currently unavailable, and it is anticipated that this will cause a 30-day delay. There are a few challenges with street paving projects because citizens are sheltered at home and their cars are parked. Nevertheless, the projects continue in the areas that are accessible. On the positive side, a number of projects that had been facing challenges are now complete. For example, the roofs on cultural arts facilities, which had been delayed because of events that had been scheduled, are now done. Similarly, Collins Park which had faced delays for the same reason will be completed within two weeks. Another noteworthy positive outcome is the Scott Rakow Youth Center. The roof work was completed on time with a $1.1 million in savings. The project manager has asked the oversight committee for permission to use that savings and begin working on the gym floors, which is a Tranche 2 item. This request is unusual in that it is seeking to use money from one Tranche and move it into a subsequent Tranche. Typically, staff makes the decision, when there is a savings, to use that money within the same Tranche. For example, the money saved on the Scott Rakow roof could be used for the roofs on the cultural arts centers without authorization from the City. Since those roofs have been completed, this money is available for another purpose. If the savings is used now for a Tranche 2 project, there will be additional money available later on when Tranche 2 projects begin. It is clear that a change in scope of a project requires Commission approval, but less clear how this scenario should be handled. The Committee approved the request and the program manager will seek the City Manager’s approval. The Oversight Committee will evaluate a report by the program manager on best practices moving forward at the next meeting. Page 4 of 7 Positive progress has also been made on public safety issues. The Police have received 700 radios which will allow first responders to communicate throughout the city. License plate readers for the Julia Tuttle Causeway are ready and the final permit from FDOT is expected by the end of April. The staging area in Lummus Park has been created and the electrical permit for installation of security cameras is expected soon. As the projects continue, the City is doing its best to communicate with residents and accommodate them when possible. To that end, the City Manager has created the Neighborhood Affairs Division with the stated goal of increasing the consistency of departments. The City has designated a staff member for each area and that staff member is tasked with continuing relationships with Neighborhood Associations, Homeowner Associations and community groups and reporting to City departments. The Inspector General representative has reached out to the Citywide Neighborhood Affairs Manager to receive notices of meetings and will attend when possible. INSPECTOR GENERAL REVIEW Within Tranche 1, the Inspector General has more closely scrutinized G.O. BOND #1, the 72nd Street Community Complex. This project actually began in fiscal year 2013-2014 when the City began a feasibility study for the creation of a multi-use parking facility on the property. It was estimated that the original feasibility study would cost $211,344.00. However, the scope of the project changed numerous times. The first scope change expanded the project to include a parking garage, a City park, and an all-wheels park, and space for civic purposes. Subsequently, the project scope was expanded to include the ability to convert the parking garage to a non-parking use in the future, a rooftop community pool with all support facilities, bulkheads and movable floor, a civic/commercial space inclusive of an active liner, a roof-top meeting room and fitness center with running track. In its final iteration, the scope was expanded again to include a maximum 500 parking spaces, civic and commercial space at ground level, a recreational park, a roof-top 50-meter competition pool, 25-meter warm-up pool and supporting facilities, a 5,000-10,000 sq. ft. library/media center and 7,500 sq. ft. upscale fitness gym with a running track, resilient storm water retention and reuse system, solar electric power, energy efficient lighting and green roofing system. The cost of the feasibility study was increased by $272,924.00. The final service order for the design criteria added $843,250.00 to the cost for a total of $1,327,518.00. City residents voted to approve $53.8 million for this project. The total cost is now estimated between $60 and $64 million. The $10.6 million shortfall was expected to come, in part, from the Parking budget. In light of COVID-19, it is unclear how the shortfall will be managed. It is possible that the scope will once again have to be changed. At the G.O. BOND Oversight Committee meeting on April 16, 2020, Assistant City Manager Eric Carpenter advised that the Finance Committee would be reviewing a plan to get the City through the fiscal year and, if approved, the shortfall would not be an issue. The Inspector General will continue to monitor this aspect of the project. Page 5 of 7 An Inspector General auditor conducted a review of this project and reconciled the invoices with the service orders. With every scope change, costs increased and the percentage of project completion decreased, thereby delaying the timeline. The Inspector General auditor met with the senior project manager, who stated that the design criteria package is now 98% complete. The next step is to go back to the community and the City Commission for final approval. The staff assigned to the North Beach neighborhood, through the City’s Neighborhood Affairs Division, will work with Capital Improvements to put together a presentation to educate the public so they can be heard when the Commission meets for final approval. However, the design criteria package reflects what the voters approved and should not be changed unless the scope must be reduced as a result of the $10.6 million shortfall previously mentioned. The review further revealed a number of errors in the budget documents found on E- builder. For example, the cost summary showed a forecasted overage in the amount of $164,160.00. The auditor spoke with Mrs. Aida Rodriguez, Capital Projects Administrator, who stated that this was a clerical error and it has since been fixed. Additionally, there was an error in E-builder regarding the total amount of money spent to date. The discrepancy was in the amount of $4,492.00. Ms. Rodriguez explained that this was an allocation for program management that had not been updated on E-builder. Based on the available records, the auditor confirmed the current commitments totaling $1,648,263.03, actuals approved totaling $1,054,350.40 and actual cost to complete totaling $593,912.63. In this project, the City of Miami Beach has expended $604,220.03 from City funds and $521,484.00 from G.O. Bond funds, totaling $1,125,704.00 to create the design criteria package. The design criteria package is not complete. The updated budget in E-builder accurately reflects the status of the project. Their current commitments show the amount of $997,430.00 and an unallocated reserve of $8,936,410.00. At this time, all the payments related to this project are consistent with the contracts, service orders and budget commitments. An Inspector General Investigator met with the Director of Capital Improvement Projects, David Martinez, to explore this further. Material changes or additions to scope during design development, and especially during construction, are the main reasons for delays and cost overruns in his opinion. Mr. Martinez stated that utilizing the design build methodology of procurement allows for lower costs. He noted that revisions to the design criteria package at the front end, even if it delays the project, ensures that there will not be unexpected costs as the project proceeds. In light of other projects in the City which are using the design build model, the Inspector General will continue looking at the advisability of this procurement process. At the G.O. BOND Oversight Committee meeting in February, program manager Maria Hernandez advised department heads that design criteria for their projects needed to be accurate and final to avoid changes to the plans as the projects moved forward. To encourage this outcome, she is creating a tutorial for her team on the definition and impact of “waste” on the projects and subprojects in the G.O. BOND. Moreover, she has Page 6 of 7 instructed her team to meet with all of the project heads to continuously update details regarding timeliness and costs and to include this information on the G.O. BOND dashboard for the public to see. The IG commends this initiative but also sees it as a confirmation that the design build methodology may be the cause of cost overruns. The Inspector General is closely monitoring G.O. BOND #15, the Par 3/Bayshore Park project. The project has been delayed because of contamination in the ground. The designer, Savino Miller Studio, P.A. has hired environmental consultants who are working with DERM to address the issue of arsenic in the ground water. The consultants have different interpretations of the data and are using different models which has led to different solutions. At the G.O. BOND Oversight Committee meeting on April 16, 2020, David Martinez advised that DERM had provided direction for the competing consultants that will likely cause additional services to be needed. The Committee is concerned that this project is not moving forward and is considering whether to bring it to the Commission for guidance as it had been expected that Savino and DERM would reach an agreement by the end of March 2020. In discussing the G.O. BOND projects with a number of employees across departments, it has become clear that there is no standardized training for project managers and much of the work is being done as “on the job” training. Turnover is high due to the number of projects being simultaneously advanced and the number of projects an individual manager is expected to oversee. Knowing how to anticipate issues that can delay projects, learning how to prioritize, mentoring newer or less experienced project managers, understanding internal processes of the City and facilitating communication through dialog rather than email are all suggestions that have been made. Moreover, it appears that employees working on the projects are not being measured by performance metrics that are tied to efficient, transparent and orderly practices. While the teams do seem to communicate on a regular basis, the lack of standardized practices can lead to unintended results that will, invariably, increase costs. Employees’ performances should be aligned with the department’s objectives and goals. A simple decision tree may allow employees to be consistent on the status of every project. This may help reduce delays and improve schedule adherence on the projects by promoting actions in every phase of the project. Finally, E-Builder, the City’s project management program, is not kept current. As a tool that can be used for tracking the work being done on City projects, the IG believes it should be regularly updated. Senior managers can utilize this tool to measure how their direct reports are performing and whether there are issues that need to be addressed which have not been raised. An Inspector General Investigator discussed these issues with the Director of Capital Improvement Projects who agreed that training new employees on internal processes would be beneficial. This is a project he started years ago, but has not had the time to complete. Mr. Martinez noted that it is difficult to fill vacant positions and, as a consequence, project managers are carrying heavy loads. He indicated his main problem is having to compete for talent with the private sector. In addition to the heavy work load Page 7 of 7 they carry, many project managers are frustrated with the continuous changes they are required to implement through the life of a project. Mr. Martinez noted that they spend much of their time defending the City’s actions when a constituent is unhappy with a decision. CONCLUSION The G.O. BOND oversight committee has been thorough in their assessment of the work being done on the Tranche 1 projects to date. Their meetings are open to the public and the meeting records are on the G.O. BOND dashboard for public scrutiny. Additionally, the level of transparency, community engagement, cooperation between program manager and staff, and maintenance of the G.O. BOND dashboard should be highlighted and commended. The Inspector General staff will continue to meet with department heads and project managers, and attend community meetings, in order to address and report on any problems or disruptions in the program. ________________________________ 04/20/2020 Joseph M. Centorino, Inspector General Date ________________________________ 04/20/2020 Jani Kline Singer, Special Agent Date cc: Jimmy L. Morales, City Manager Page 1 of 1 May 4, 2020 RE: Addendum No. 1 to the Inspector General G.O. Bond Quarterly Report OIG No. 20-11 On page three of the Inspector General G.O. Bond Quarterly Report, OIG No. 20-11, issued on April 20, 2020, there is a statement that funds from Tranche 2 were being moved to Tranche 1 on the Scott Rakow Project. The issue is not moving funds from one tranche to another. It is the decision to fast track a project designated for a later tranche, utilizing savings incurred in a current tranche. ________________________________ 5/4/2020 Joseph M. Centorino, Inspector General Date ________________________________ 5/4/2020 Jani Kline Singer, Special Agent Date Item Type of Change Recommendation*Next Action*Final Action Final Approval Examples / Notes 1. Fillmore Roof Savings to Ballet Roof 2. Scott Rakow Roof Savings for Pool Change Order 2 Transfer of Scope between Tranches within the same Project Using Savings - No Funding Transfers GOB Committee or Administrative Motion or Advise Letter to Commission Administrative Scott Rakow Roof for T2 Rakow Flooring 3 Scope Swapping of Sub-Projects to different Tranches with the Same Funding GOB Committee or Administrative Motion or Advise Commission Memo Commission PAL Building with Flamingo Park 4 Transfer of Funds between different Projects within the same GOB Category and Tranche**GOB Committee or Administrative Motion or Advise Commission Memo / Budget Amendment Commission Police Radio System to Police Camera Projects 5 Advancement of a Future Tranche Project to an Earlier Tranche***GOB Committee or Administrative Motion or Advise Commission Memo Commission Requires Savings in Order to Swap or Postponement of a Project Moving any Tranch 1 Project to a future Tranche Example: North Shore Parks & Fields 7 Adding of Scope and Funding for any Project with No GOB Funds used Administrative Advise Committee Commission Memo / Budget Amendment Commission Fire Station 1 - Adding Code to the Project 8 Additonal Funding Request Outside of GOB funds for any Project Administrative Advise Committee Commission Memo / Budget Amendment Commission 72nd Street Aquatic Center 9 Transfer of Savings or Funds for Projects to different GOB Category N/A N/A N/A N/A Not allowed due to Referendum Questions *Adminstration will use best efforts to bring item to GO Bond Committee. Future meeting timelines may make this difficult or impossible to achieve. **GOB Categories are: Parks, Inftrastructure, and Public Safety. ***Tranche Fund cannot be Exceeded GOB Project Funds Transfer & Scope Change 1 Transfer of Funds between sub-projects within the same Project and Tranche Administrative Administrative AdministrativeAdminstrative Protocols Commission or Administrative Commission Memo or Letter to Commision6Movement of an Earlier Tranche 1 Project to a Future Tranche GOB Committee or Administrative Motion or Advise F:\cmgr\$ALL\GO Bond Program\Committee, Oversight\Meetings - Oversight Committee\2020 Oversight Committee Meetings\17 Binder_05-21-20_Meeting - VIRTUAL\Change Protocols_Prior Drafts\GOB Funds Transfer_Scope Change Protocol_5-15-20 GOB Funds Transfer_Scope DR A F T Section VIII Miami Beach Police Department 1100 Washington Avenue, Miami Beach, Florida 33139 www.miamibeachfl.gov MEMORANDUM TO: Karen Rivo, Chair, and G.O. Bond Oversight Committee FROM: Captain Steven Feldman, Miami Beach Police Department DATE: May 18, 2020 SUBJECT: GO #56 SECURITY CAMERAS ON THE BEACHWALK (“BEACHWALK 14 STREET – 24 STREET”) REQUEST The Miami Beach Police Department is requesting the following: Approval from the Committee to allow a transfer of funds, using savings, from GO Bond Project #49 Public Safety Radio System to GO Bond Project #56 Beachwalk Camera Project. This would be a transfer of funds between different projects within the same GOB Category (Public Safety) and Tranche (Tranche 1). The transfer will require a budget amendment. JUSTIFICATION Due to additional infrastructure costs associated with the Beachwalk Camera Project, the Police Department is requesting to use projected savings from the Public Safety Radio System Project for the Security Cameras on the Beachwalk Project. Chart 1 below explains the transfer and remaining savings: Chart 1 RECOMMENDATION / REQUEST: The Police Department recommends this proposed transfer and requests support from the G.O. Bond Committee to move forward with the Security Cameras on the Beachwalk Project. BACKGROUND / DETAIL Savings currently identified in the Public Safety Radio System GO Bond Project #49 are currently estimated to be approximately $800,000. The Project was estimated to cost a total of $10,000,000 but, through negotiations, savings have been made in several areas of the project. The Cameras on the Beachwalk GO Bond Project #56 needs additional Public Safety Projects: Tranche 1 Original Budget Current Projected Savings Proposed Transfer Tranche 1 Amended Budget #49 Public Safety Radio System $10,000,000 $800,000 -$300,000 $9,700,000 #56 Security Cameras on the Beachwalk $400,000 $0 $300,000 $700,000 GO Bond Project #56 Security Cameras on the Beachwalk May 18, 2020 Page 2 of 2 funding due to costs associated with the construction of the CCTV infrastructure while maintaining the existing infrastructure and causing minimal impact to the vegetation. Both of these Public Safety Projects are within Tranche 1. Security Cameras on the Beachwalk The Beachwalk Camera Project (14 Place to 24 Street) includes the buildout of new infrastructure which will provide 24-hour power for the cameras and a fiber optic backhaul link back to the Ocean Rescue Building located within Lummus Park. This section of the Beachwalk is the first paved area done back in the year 2000. No provisions were made at the time to add any CCTV system into place, thus the electrical system infrastructure focused only on powering the lighting along the paved pathway constructed. In order to add fully functioning cameras into this section, the infrastructure needed to provide power to the cameras at all times and include communications feeding the data back into the City’s network for recording and distribution. All this would need to be done around the existing pathway / infrastructure and with the least amount of disturbance to existing vegetation. In 2018, the Miami Beach Police Department estimated it would cost $1.65 million dollars to add security cameras to the Beachwalk between 14 Place and 46 Street. The Police Department received input from several city departments and city vendors in order to estimate the cost of a project of this magnitude. The Police Department was aware the wooden boardwalk from 24 Street to 46 Street would be replaced and anticipated using the contractor selected for that project to complete the infrastructure needed within that area as it would be a completely new build. When the GO Bond Project amounts were trimmed in order to reduce the overall cost of the bond, this project was shrunk to only include the area of 14 Place to 24 Street and a $400,000 amount was allotted. Unfortunately, this section being the oldest completed section of the Beachwalk, brought many challenges not faced with a completely new build. Once an overview of the existing infrastructure was completed, a design was formulated and presented to the city’s Environmental Department who would review and present it to the Florida Department of Environmental Protection (FDEP) for review. In order to maintain the goals of the project and have minimal impact to the Beachwalk, the construction would center mostly around underground boring to provide power and connectivity. This approach was viewed positively by the Environmental Division and ultimately FDEP as it is “surgical” in nature, reducing overall impact to the area. The construction costs of boring over 6,500 linear feet and associated projects fees exceeded the amount allotted for the project. As such, the Police Department is asking for $300,000 to be allocated from the savings realized in the Public Safety Radio System project over to the Security Cameras for the Beachwalk. Both projects are within the Public Safety Bond and are both Tranche 1 projects.