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2003-25377 Reso RESOLUTION NO. 2003-25377 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND OFFICIALLY ADOPTING THE VENETIAN ISLANDS NEIGHBORHOOD BASIS OF DESIGN REPORT, INCLUDING ADDENDUM 1, WHICH IDENTIFIES AND DESCRIBES G.O. BOND, WATER AND SEWER BOND, AND STORMWATER BOND FUNDED CAPITAL IMPROVEMENTS TO BE IMPLEMENTED THROUGH THE VENETIAN ISLANDS RIGHT OF WAY IMPROVEMENT PROJECT. WHEREAS, on November 13, 2002, the Mayor and City Commission approved a professional services agreement, pursuant to Request for Qualifications (RFQ) No. 31- 01/02, with Edwards and Kelcey, Inc. for the provision of planning, design, and construction administration services required to implement the Venetian Islands Neighborhood Right of Way Improvement Project which encompasses Rivo Alto, Di Lido, and San Marino Islands; and WHEREAS, construction funding for the Project totaling $3,137,658 is available in the amount $1,913,781 from G.O. Bonds, $682,000 from Water and Sewer Bonds, and $541,877 from Stormwater Bonds; and WHEREAS, Edwards and Kelcey, Inc. and City staff have completed a rigorous planning process including the presentation of proposed improvements to neighborhood residents at a Community Design Workshop held on March 20, 2003, at which meeting a consensus of residents expressed approval of and support for the plans; and WHEREAS, the Basis of Design Report (BOOR), and the associated BOOR Addendum 1, which provides a clarification of Project funding, have been completed and submitted by Edwards and Kelcey, Inc.; and WHEREAS, the BOOR, including Addendum 1, has been reviewed by City staff from all relevant Departments, as well as the G.O. Bond Oversight Committee at their October 8, 2003 meeting, and has been revised as necessary; and WHEREAS, the next step in implementing the Project is for the City Commission to approve the BOOR, including Addendum 1, which will then serve as a basis for the preparation of construction drawings for recommended improvements. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Venetian Islands Neighborhood Basis of Design Report (BOOR), including Addendum 1, which identifies G.O. Bond, water and sewer bond, and stormwater bond funded capital improvements to be implemented through the Venetian Islands R Improvement Project, is hereby approved and adopted. PASSED, ADOPTED AND APPROVED is 1 ATTEST: ~( ~ck CITY CLERK T:\AGENDA\2003\oct1503\regular\VeneUanBODRreso.doc APPROVED ~ 10 fORM & LANGUAGE & fOR EXECunON ~(l!;:1-@ CITY OF MIAMI BEACH COMMISSION ITEM SUMMARY m Condensed Title: A Resolution OfThe Mayor And City Commission Approving And Officially Adopting The Venetian Islands Neighborhood Basis Of Design Report (BODR) Which Identifies And Describes G.O. Bond, Water And Sewer Bond, And Stormwater Funded Capital Improvements To Be Implemented Through The Venetian Islands Ri ht Of Wa 1m rovement Pro' ect. Issue: Should the City adopt the Venetian Islands Neighborhood (BODR) prepared by Edwards and Kelcey Inc. and City staff as the officially approved description of capital improvements to be designed and constructed throu h the Venetian Islands Ri ht of Wa 1m rovement Pro'ect? Item Summa IRecommendation: On November 13, 2002 the AlE firm Edwards and Kelcey Inc. began work on the planning and design of G,O. Bond, Water and Sewer Bond, and Stormwater Bond funded improvements for the Venetian Islands Neighborhood ROW Improvement Project which encompasses the Di Lido, Rivo Alto, and San Marino Islands. The project planning process has followed the standard neighborhood ROW improvement project sequence, from Kick-off meeting to Site Reconnaissance Visit to Visioning Session. Plans were then developed to a level required for presentation at a Community Design Workshop on March 20, 2003. Improvements described at the Workshop include milling and resurfacing of all roadways, sidewalk repair, new pedestrian lighting on all three islands, targeted stormwater repairs, swale regrading to improve drainage, and planting of street trees. In general, the plans were well received, and there was a consensus that the ro'ect could roceed to the construction desi n hase. Adviso Board Recommendation: The GO Bond Oversi ht Committee is scheduled to review this item at its October 8, 2003 meetin Financial Information: Amount to be expended: Source of Funds: D Finance Dept. AGENDA ITEM 127 {3 DATE //)-/5'03 CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 www.miamibeachfl.gov m COMMISSION MEMORANDUM From: Mayor David Dermer and Members of the City Commission JorgeM.Gonzalez ~ .^~ City Manager ON'" - 0 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND OFFICIALLY ADOPTING THE VENETIAN ISLANDS NEIGHBORHOOD BASIS OF DESIGN REPORT, INCLUDING ADDENDUM 1, WHICH IDENTIFIES AND DESCRIBES G.O. BOND, WATER AND SEWER BOND, AND STORMWATER BOND FUNDED CAPITAL IMPROVEMENTS TO BE IMPLEMENTED THROUGH THE VENETIAN ISLANDS RIGHT OF WAY IMPROVEMENT PROJECT. Date: October 15, 2003 To: Subject: ADMINISTRATION RECOMMENDATION Adopt the Resolution ANALYSIS The Basis of Design Report (BODR) for Stormwater, Water and Sewer, and General Obligation Bond funded improvements for the Venetian Islands Neighborhood has been completed and submitted by Edwards and Kelcey, Inc., the consultant contracted to plan and design the improvements. This BODR has been reviewed by City staff from all relevant Departments and revised as necessary, and was scheduled to be presented to the G.O. Bond Oversight Committee at their October 8, 2003 meeting. The next step is for the City Commission to approve the BODR which will then serve as a basis for the preparation of construction drawings for recommended improvements. Neighborhood Description For the purposes of planning and implementing the Citywide Neighborhood Right of Way Improvement Program, the City was divided into 13 neighborhoods. In most of the 13 neighborhoods, the City has undertaken a comprehensive planning process culminating in a BODR for the entire neighborhood. Forthe construction stage, the neighborhoods have then been broken down into smaller units designated as Bid Packages. The Venetian Islands Neighborhood is an exception to this process. The Venetian Islands are in fact a sub-neighborhood of the Islands Neighborhood, which is designated as Neighborhood 13. The Star, Palm, and Hibiscus Islands are also a sub-neighborhood of the Islands Neighborhood. A separate ROW project planning (including the preparation of a BODR), design, and construction effort has been undertaken for the Star, Palm, and Hibiscus Islands Neighborhood which also comprises Bid Package 13A. Venetian Islands Neighborhood BODR October 15, 2003 Page 2 of 7 The Venetian Islands sub-neighborhood includes Belle Isle and Belle Isle Park (Bid Package 13B), the Rivo Alto, Di Lido, and San Marino Islands (Bid Package 13C), and the Venetian Causeway (Bid Package13D). The Venetian Islands BODR, which is the subject of this memorandum, includes only the Rivo Alto, San Marino, and Di Lido islands (Bid Package 13C). These three islands consist entirely of single-family properties. Belle Isle and Belle Isle Park (Bid Package 13B) improvements were separated out from the BODR planning process because plans from a previous improvement project effort were already at a 60% completion level. Venetian Causeway (Bid Package 13D) improvements will be addressed by a separate project effort. Background On November 13, 2002, the Mayor and City Commission approved a professional services agreement, pursuant to Request for Qualifications (RFQ) No. 31-01/02, with Edwards Kelcey Inc. for the planning, design, and construction administration services required to implement the Venetian Islands Neighborhood Right of Way Improvement Project. The agreement provided for a fee in the not to exceed amount of $799,903, comprised of $93,385 for planning services, $450,000 for design services, $20,000 for bidding and award services, $150,000 for construction administration services, and $86,518 for other direct costs. These costs are funded through $295,964 from Series 2000 General Obligation Bonds, $167,980 from Water and Sewer Bonds, and $335,959 from the Stormwater Bond Fund. The Consultant's scope of work was divided into two components, one covering Belle Isle and Belle Isle Park (Bid Package 13B), and the other covering the Rivo Alto, Di Lido, and San Marino Islands (Bid Package 13C). For both areas, a planning and construction design process had been partially completed by a previous project design consultant who was terminated for convenience in February 2002 when the City and the consultant could not come to agreement on a revised scope and fee that incorporated new City standards for AlE agreements. For Belle Isle and Belle Isle Park, the City determined that the partially completed plans were sufficient to enable Edwards and Kelcey to proceed from the 60% to the 100% completion stage. However, with regard to the Rivo Alto, Di Lido, and San Marino Islands, the City determined that there was a need to restart the planning process, as residents had voiced concern over many of the improvements proposed to date. Hence, Edwards and Kelcey was tasked with conducting a new planning process that included revisiting previous plans, revising and updating them as necessary, gathering community input, and preparing a Basis of Design Report. Edwards and Kelcey was given a Notice to Proceed on November 21 , 2002 and the Project Kick-off Meeting was held on the same day. The official onsite reconnaissance meeting with City staff and representatives of the project Program Manager, Hazen and Sawyer, was held on December 5, 2002. Using information gathered from these meetings, as well as resident input collected from previous planning and community meetings held in the neighborhood, the Consultant developed an initial program of recommended improvements. On January 30, 2003, the project Visioning Session was held at which the Venetian Islands Neighborhood BODR October 15, 2003 Page 3 of 7 Consultant presented the improvements program to City staff for comment and further development. On March 20, 2003, the revised program of improvements was presented at a Community Oesign Workshop (COW) held in the first floor conference room at City Hall. At this meeting, a consensus was achieved among residents supporting the proposed improvements. There was also a consensus reached that the project could proceed to the construction design phase without the holding of a second COW. Although the City's standard practice has been to hold two COW's during the BOOR planning process, the planning and community involvement effort previously undertaken for this project facilitated the achievement of community consensus within the current effort. After the substantial project delays already experienced, residents expressed a desire to see the project move forward in an expeditious manner. There were two issues raised at the COW and in previous resident meetings that are not addressed by the BOOR. The first is that some residents expressed a desire to have the existing overhead utilities placed underground where they are currently above ground. After it was explained that GO Bond funds could not be used for this purpose, and that placing the project on hold while the residents pursued undergrounding of utilities through the self-assessment process could result in a 2 to 4 year project delay, residents agreed that they would pursue utility undergrounding after the project was completed. The second issue noted by a number of residents is that a number of the public easements to the water have been encroached upon by private owners. However, improvement of these easements was not identified as a priority by a majority of the residents, and is not included in the BOOR. On June 23, 2003, the Consultant submitted a draft BOOR for review. This draft was revised several times to address comments by City staff and the Program Manager. On September 19, 2003, the Consultant submitted the draft Final BOOR which was scheduled to be reviewed by the G.O. Bond Oversight Committee at their October 8,2003 meeting. Please note that an Addendum clarifying the project budget has been prepared and distributed to all draft Final BOOR holders. This Addendum should be considered as an integral part of the draft Final BOOR. Project Funding As noted above, the Venetian Islands Neighborhood consists of two areas, the multi-family Belle Isle, and the single-family Rivo Alto, Oi Lido, and San Marino Islands. The BOOR addresses the single family areas only. In order to explain the funding for the improvements proposed in the BOOR, it is necessary to understand that funds were initially allocated for the overall neighborhood as follows: Venetian Islands Neighborhood BOOR October 15, 2003 Page 4 of 7 Initial Total Funding Allocation for Venetian Islands (Bid Packages B and C) G.O. Bond $ 3,844,151 Water/Sewer Bonds $ 1,865,783 Stormwater Bond $ 3,996,000 Water and Sewer Enterprise Fund $231,500 Unallocated Water and Sewer Bond $125,926 Total $10,063,360 From this total amount, soft costs including architecture and engineering fees and program management fees were subtracted to arrive at initial construction funding as follows: Initial Construction Total Funding Allocation for Venetian Islands (Bid Packages B and C) Initial Total Funding -AlE feeS(including prior consultanfs fee) -PrOqram Manaqement fees Total $10,063,361 $1,178,483 $161.638 $8,723,239 From this amount, a construction contingency allocation of approximately 10% was set aside, as is standard procedure with all projects, resulting in net construction funding of $7,917,460. As the City's Right of Way Improvement Program has moved forward, it has been necessary to adjust some neighborhood water and sewer and stormwater allocations to reflect actual neighborhood needs identified in the planning process, based on the improvement priorities established by the City with regard to water and sewer and stormwaterfunding. Forthe subject neighborhood, total funding was adjusted as follows: Net Construction Funding After Citywide Adjustments (Bid Packages B and C) GO Bond funding Water/Sewer funding Stormwater funding $ 3,243,177 $ 1,462,165 - $1,805 $ 3,212,118 -$126.351 $ 7,789,304 Total The amounts indicated were redistributed to fund other priority water and stormwater needs citywide. All priority needs in the Venetian Islands neighborhood are fully funded with the net construction amount of $7,789,304. After completing basic planning and developing cost estimates, this total funding was allocated as follows between Belle Isle (Bid Package B) and the Rivo Alto, Di Lido, and San Marino Islands (Bid Package C) according to needs identified in the planning process: Venetian Islands Neighborhood BODR October 15, 2003 Page 5 of 7 G.O. Bond Water/Sewer Bonds Stormwater Bond Net Construction Budget by Bid Package Bid Packaqe C $1,913,781 $ 682,000 $ 541,877 $3,137,658 Bid Packaqe B $1,329,396 $778,360 $ 2.543.890 Total $4,651,646 Therefore, total construction funding for the improvements described in this BOOR is the total amount for Bid Package C (Rivo Alto, Oi Lido, and San Marino Islands), $3,137,658. Stormwater Drainage Improvements The project area covered by the BOOR was not identified as a priority basin for Stormwater drainage in the 1997 City of Miami Beach Comprehensive Stormwater Management Plan. Therefore, existing underground drainage components will not be replaced. However, recommended improvements will take place above ground to enhance surface water collection and disposal. These include milling and resurfacing of all roadways to improve drainage. In addition, swales will be regraded and increased in width to improve the percolation of water into the ground. Surfaces near existing catch basins will also be improved to enhance stormwater conveyance. Water Distribution System Improvements The City of Miami Beach Water System Master Plan was used to identify the following water improvements which will be undertaken: Rivo Alto Island: Replace 1,376 linear feet of 2-inch galvanized watermain with 8-inch cement lined ductile iron pipe watermain Di Lido Island: Replace 1,648 linear feet of 2-inch galvanized watermain with 8-inch cement lined ductile iron pipe watermain San Marino Island: Replace 960 linear feet of 2-inch galvanized watermain with 8-inch cement lined ductile iron pipe watermain: replace 976 linear feet of 8-inch cast iron watermain with 8-inch cement lined ductile iron pipe watermain New fire hydrants will also be added as required. Streetscape Improvements In general, the streetscape improvement effort is focused on landscaping, lighting, and traffic calming. The following improvements are fully funded under the construction budget: Venetian Islands Neighborhood BOOR October 15, 2003 Page 6 of 7 Rivo Alto Perimeter Streets . Reduce travel lanes to 10 feet each and increase swales to 10 feet . Add sidewalk extension to street corners and repair sidewalk as needed . Preserve existing appropriate trees and infill with new trees and palms . Remove existing curbing which is damaged and haphazard · Install new acorn lighting system Rivo Alto Cross Streets . Reduce travel lanes to 12 feet and increase swale to 11 feet · Retain existing 13 foot median . Add sidewalk extension to street corners and repair sidewalk as needed . Preserve existing appropriate trees and infill with new trees and palms . Remove existing curbing which is damaged and haphazard · Install new acorn lighting system Di Lido Perimeter Streets . Reduce travel lanes to 10 feet each and increase swales to 11 feet . Add sidewalk extension to street corners and repair sidewalk as needed . Preserve existing appropriate trees and infill with new trees and palms · Remove existing curbing which is damaged and haphazard · Install new acorn lighting system Di Lido Cross Streets . Reduce travel lanes to 10 feet each and increase swales to 11 feet . Add sidewalk extension to street corners and repair sidewalk as needed . Preserve existing appropriate trees and infill with new trees and palms . Remove existing curbing which is damaged and haphazard · Install new acorn lighting system San Marino Perimeter Streets . Retain current 9 foot travel lane width and existing swale . Preserve existing appropriate trees and infill with new trees and palms · Install new acorn lighting system San Marino Cross Streets . Retain current 9 foot travel lane width and existing swale . Preserve existing appropriate trees and infill with new trees and palms · Install new acorn lighting system Project Implementation Schedule The BODR includes the following project implementation schedule: Task 1 Planning Task 2 Design and Permitting Task 3 Bid / Award Task 4 Construction November 2002 October 2003 June 2004 October 2004 - September 2003 - May 2004 - September 2004 - September 2005 Venetian Islands Neighborhood BOOR October 15, 2003 Page 7 of 7 CONCLUSION The Administration recommends approval of the Venetian Islands BODR, including Addendum No.1, as submitted. By approving the BODR, the City will officially end the planning process forthis neighborhood and finalize the design concept. No added input on the conce t will be solicited nor changes made unless formal construction design efforts uncover ws r errors. T: