HomeMy WebLinkAbout2003-25432 Reso
RESOLUTION NO. 2003-25432
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, APPROVING
AMENDMENT NO.1, IN THE AMOUNT OF $1,913, 302, TO THE
AGREEMENT WITH CH2M HILL, FOR THE DESIGN,
CONSTRUCTION DOCUMENTS, BID, AWARD AND CONSTRUCTION
ADMINISTRATION, FOR THE BAYSHORE NEIGHBORHOOD RIGHT
OF WAY IMPROVEMENT PROJECT; AND APPROPRIATING
FUNDS IN THE AMOUNT OF $645,094, AS FOLLOWS: $117,610
FROM GENERAL OBLIGATION BOND FUNDS, $295,736 FROM
SERIES 2000 STORMWATER BOND FUNDS, AND $231 ,748 FROM
SERIES 2000 WATER & SEWER BOND FUNDS, TO COMPLETELY
FUND THE ADDITIONAL SERVICES.
WHEREAS, the City has issued 1999 General Obligation (GO) Bonds, Series 2000
Stormwater Revenue Bonds and Series 2000 Water and Sewer Bonds to fund capital
improvement projects to provide better service to the City's residents and visitors; and
WHEREAS, on May 16, 2001, the Mayor and City Commission authorized the
execution of a contract, pursuant to Request for Qualifications (RFQ) No. 134-99/00, with
CH2M Hill, Inc. for Planning Phase services for the Bayshore Right of Way Improvement
Project; and
WHEREAS, the purpose ofthe Planning Phase (Task 1) is to establish a consensus
design concept that meets the needs of the community and stays within established
schedule and cost parameters; and
WHEREAS, the intent of the Planning Phase is met through the performance of a
series of Community Design Workshops designed to encourage input from affected
residents and verify and validate previously developed concepts and priorities; and
WHEREAS, on December 4, 2002, the Consultant presented an initial program of
recommended improvements to the public at Community Design Workshop #1; and
WHEREAS, on January 31 2002, the Consultant presented a revised plan that
incorporated public comment and feedback at Community Design Workshop #2; and
WHEREAS, on June 11,2002, the Consultant presented a further revised plan that
incorporated public comment and feedback at Community Design Workshop #3, where
consensus was achieved; and
WHEREAS, the results of the Community Design Workshops, technical analysis of
existing conditions, and meetings with City staff and the public are incorporated into a Basis of
Design Report (BOOR), which serves as the planning blueprintforthe creation of construction
documents; and
WHEREAS, on April 7, 2003, the GO Bond Oversight Committee approved the
Bayshore BOOR; and
WHEREAS, on December 11, 2002, the City Commission accepted the Bayshore
BOOR, finalizing the Planning Phase of this project; and
WHEREAS, on October 14, 2003, CIP Staff reached an agreement with the
Consultant to cover the balance of services for the Bayshore Neighborhood Right of Way
Improvement Project, which includes Design (Task 2); Bid and Award (Task 3);
Construction Administration (Task 4); and
WHEREAS, the Administration recommends approving Amendment No.1, to that
Agreement dated May 16, 2003 with CH2M HILL, for the Design, Construction Documents,
Bid, Award and Construction Administration, for the Bayshore Neighborhood Right OtWay
Improvement Project; and appropriating funds in the amount of $645,094.
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 approve Amendment NO.1 in the amountof$1 ,913. 302, to the agreement with
CH2M HILL, for the Design, Construction Documents, Bid, Award and Construction
Administration, for the Bayshore Neighborhood Right Ot Way Improvement Project; and
appropriating funds in the amount of $645,094, as follows: $117,610 from General Obligation
Bond Funds, $295,736 from Series 2000 Stormwater Bond Funds, and $231,748 from Series
2000 Water & Sewer Bond Funds, to completely fund the Additional Services.
PASSED, ADOPTED AND APPROVED this 10 h d
A1JCr f akcWA
CITY CLERK
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
Jdi~tL--
City Attorney
12--~Y~ G3
Date
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
lQ
Condensed Title:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION APPROVING AMENDMENT NO.1, IN THE
AMOUNT OF $1,913,302, TO THE AGREEMENT WITH CH2MHILL, FOR THE DESIGN,
CONSTRUCTION DOCUMENTS, BID, AWARD AND CONSTRUCTION ADMINISTRATION SERVICES,
FOR THE BAYSHORE NEIGHBORHOOD RIGHT OF WAY IMPROVEMENT PROJECT, AND
APPROPRIATING FUNDS, IN THE AMOUNT OF $645,094 TO COMPLETE THE PROJECT SERVICES.
Issue:
Should the City Commission adopt the Resolution?
Item Summa IRecommendation:
On May 16, 2001, the Mayor and City Commission authorized the execution of a contract, pursuant to
Request for Qualifications (RFQ) No. 134-99/00, with CH2M Hill, Inc. for Planning Phase services for the
Bayshore ROW Improvements Project. On April 9,2003, the Mayor and City Commission approved the BODRfor
the Project. Negotiations for Design, Construction Documents, Bid/Award and Construction Administration services
began in May 2003. The CIP Office and CH2M Hill staff worked to come to an agreement on the appropriate fee for
the additional work, which covers work in four bid packages. On October 14, 2003, agreement was reached on a fee
proposal for services, in an amount not to exceed $1,913,302, attached as Exhibit A. The bid packages and
construction time periods are: Package A - Central Bayshore which will take sixteen months for Design, one hundred
twenty days for Bid and Award of construction contract, and twenty four months for Construction. Package B - Lower
North Bay Road will take twelve months to Design, four months to Bid and Award, and twelve months for Construction.
Package C - Lake Pancoast will take four months to Design, four months to Bid and Award, and ten months for
Construction. Package D - Sunset Islands will take eighteen months to Design, four months to Bid and Award, and
twelve months for Construction. The design schedule indudes nine months for the under grounding of utilities. On
November 3, 2003, the GO Bond Oversight Committee requested of the CIP Office that further negotiation occurwith
the consultant and that the City attempt to reduce the fee to an amount similarto the last recommendation by Pappas
& Associates of approximately $1 ,550,000. CIP requested CH2M Hill to re-evaluate their fee proposal and they have
responded that after further evaluation the fee proposal will stand since they consider it to be their best estimate for the
services required (Exhibit B). CIP recommends that the fee proposal be accepted as presented since it represents a
reasonable amount for the complexity of the Project and because it contains four separate bid packages that add
construction related meetings, Community meetings and additional tasks that are needed for construction which are
not needed if the project were to be bid as a single package. Most of the consultant agreements in the Right of Way
Program indude only one bid pack which minimizes many of the additional tasks present in the Bayshore
Neighborhood proposal. CIP has already established with CH2M Hill that some of the fees, such as the pre-
construction meetings, weekly construction meetings, response to Requests for Information and Change Order
proposals, and the Community meetings will be performed on an as needed basis, and the totals presented will be not
to exceed allowances. Construction for the different Packages may be phased but all construction will happen within
the total forty four months duration. Estimated completion of all construction is expected in the fall of 2007. The
Pro.ect is a roximate twelve months behind the o' inal schedule.
Adviso Board Recommendation:
The G.O. Bond Oversight Committee in a second discussion, voted to recommend that the City Commission
a rove the amendment to CH2M Hill at its meetin of December 1, 2003.
Financial Information:
Source of
Funds:
Approved
D
Finance Dept.
GO Bond Funds
Series 2000 Storm water Bonds
Series 2000 Water & Sewer Bonds
R,B
12-/0-03
DATE
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.miamibeachfl.gov
To:
From:
Subject:
COMMISSION MEMORANDUM
Mayor David Dermer and
Members of the City Commission
Date: December 10, 2003
Jorge M. Gonzalez t::
City Manager
A RESOLUTION F THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPROVING AMENDMENT NO.1 IN THE
AMOUNT OF $1,913, 302, TO THE AGREEMENT WITH CH2M HILL, FOR
THE DESIGN, CONSTRUCTION DOCUMENTS, BID, AWARD AND
CONSTRUCTION ADMINISTRATION, FOR THE BAYSHORE
NEIGHBORHOOD RIGHT OF WAY IMPROVEMENT PROJECT; AND
APPROPRIATING FUNDS IN THE AMOUNT OF $645,094, AS FOLLOWS:
$117,610 FROM GENERAL OBLIGATION BOND FUNDS, $295,736 FROM
SERIES 2000 STORMWATER BOND FUNDS, AND $231,748 FROM
SERIES 2000 WATER & SEWER BOND FUNDS, TO COMPLETELY FUND
THE ADDITIONAL SERVICES.
ADMINISTRATION RECOMMENDATION:
Adopt the Resolution.
FUNDING:
Funds for this work have been previously appropriated. Additional funds in the amount of
$645,094, as described below, must now be appropriated to completely fund the additional
services.
$117,610 from General Obligation Bond Funds
$295,736 from Series 2000 Stormwater Bond Funds
$231,748 from Series 2000 Water & Sewer Bond Funds
ANALYSIS:
On May 16, 2001 , the Mayor and City Commission authorized the execution of a contract,
pursuant to Request for Qualifications (RFQ) No. 134-99/00, with CH2M Hill, Inc. for
Planning Phase services. The total fee for the Planning Phase was $133,174, with
$44,391 from 1999 General Obligation Bonds, $44,392 from Series 2000 Stormwater
Revenue Bonds, and $44,391 from Series 2000 Water and Sewer Revenue Bonds.
For the Bayshore Right of Way Improvement Program, the initial contract agreement with
AlE Consultant, CH2M Hill, developed by the City's contract negotiator for the Right of Way
Program, Pappas and Associates, was for planning services only. The purpose of the
Planning Phase (Task 1) is to establish a consensus design concept that meets the needs
of the community and stays within established schedule and cost parameters. This intent
City Commission Memorandum
December 10, 2003
Re: Bayshore ROW AlE Amendment
Page 2 of 3
was met through the performance of a series of Community Design Workshops designed
to encourage input from affected residents and verify and validate previously developed
concepts and priorities. The first two workshops were held on December 4, 2001 and
January 31, 2002. Resident comments resulted in the Consultant further revising and
supplementing their program of improvements. After review by the Program Managers,
City staff and neighborhood representatives, CH2M Hill presented a modified program of
improvements at Community Design Workshop # 3 on June 11, 2002 at Miami Beach
Senior High School. At this meeting, there was a substantial consensus among residents
on the proposed improvements.
In September 2002, CH2M Hill presented the first draft BOOR to the City. The final BOOR was
accepted by the City in March 2003 after extensive review and modifications by City staff and
Program Managers, Hazen and Sawyer. On April 7, 2003, the GO Bond Oversight Committee
approved the Bayshore Basis of Design Report. On April 9, 2003, the Mayor and City
Commission approved the BOOR.
Negotiations for Design, Construction Documents, Bid/Award and Construction Administration
services began in May 2003. The CIP Office and CH2M Hill staff worked to come to an
agreement on the appropriate fee for the additional work, which covers work in four bid packages.
On October 14, 2003, agreement was reached on a fee proposal for services, in an amount not
to exceed $1 ,913,302, attached as Exhibit A. This fee is broken down as follows: $496,009 from
1999 General Obligation Bonds, $812,365 from Series 2000 Stormwater Revenue Bonds,
and $604,928 from Series 2000 Water and Sewer Revenue Bonds. The breakdown of this
amount per remaining phase (Design, Bidding and Award, and Construction
Administration) and Reimbursable Expenses is as follows: $1,130,878 for Design,
Construction Documents, and Permitting, $59,224 for Bidding and Award, $371,441 for
Construction Administration, and $351,760 for Reimbursable Expenses, which include
Surveying, Geotechnical Investigations, and Underground Utility Verifications.
The bid packages and construction time periods are:
· Package A - Central Bayshore will take sixteen months for Design, one hundred twenty
days for Bid and Award of construction contract, and twenty four months for Construction.
· Package B - Lower North Bay Road will take twelve months to Design, four months to Bid
and Award, and twelve months for Construction.
· Package C - Lake Pancoast will take four months to Design, four months to Bid and
Award, and ten months for Construction.
· Package 0 - Sunset Islands will take eighteen months to Design, four months to Bid and
Award, and twelve months for Construction. The design schedule includes nine months
for the under grounding of utilities.
City Commission Memorandum
December 10, 2003
Re: Bayshore ROW AlE Amendment
Page 3 of 3
On November 3,2003, the GO Bond Oversight Committee requested of the CIP Office that
further negotiation occur with the consultant and that the City attempt to reduce the fee to an
amount similar to the last recommendation by Pappas & Associates of approximately $1 ,550,000.
This request was based on the fact that the GO Bond Oversight Committee has set a target of
10% of construction costs for these types of services. The current proposal from CH2M Hill is
about 14% of construction costs. CIP requested CH2M Hill to re-evaluate their fee proposal and
they have responded that after further evaluation the fee proposal will stand since they consider it
to be their best estimate for the services required (Exhibit B).
CIP recommends that the fee proposal be accepted as presented since it represents a
reasonable amount for the complexity of the Project and because it contains four separate bid
packages that add construction related meetings, Community meetings and additional tasks that
are needed for construction which are not needed if the project were to be bid as a single
package. Most of the consultant agreements in the Right of Way program include only one bid
pack which minimizes many of the additional tasks present in the Bayshore Neighborhood
proposal. This project's bid packages must be bid separately because of the size of some of the
areas as well as to minimize disruption to the communities in the Bayshore Neighborhood.
Further, the fee is based on the amount of staff hours required to provide the services multiplied
by an hourly rate depending upon the person performing the work. The hourly rates for the
program are consistent with other AIEl firm rates and the staff has indicated that the level of effort
stated by CH2M Hill is appropriate for the scope of work.
CIP has already established with CH2M Hill that some of the fees, such as the pre-construction
meetings, weekly construction meetings, response to Requests for Information and Change
Order proposals, and the Community meetings will be performed on an as needed basis, and the
totals presented will be not-to-exceed allowances. These services total approximately $269,196,
which will be closely monitored by the CIP Office in order to efficiently use the services. The total
fee also contains site observation services in the amount of $30,743, which will allow the City to
more closely monitor progress in the construction process. As it is not anticipated to need the full
amount of these allowances, the final percent of fees devoted to AlE services will be
correspondingly less than 14%.
Given the number of bid packages and the time of construction there is very little, if any, precedent
value to a fee that is slightly above previous contract amounts.
The anticipated start date for the Project is currently January 2004 after City Commission
approval of the amendment. The total duration for the project is estimated at forty four months
with the design ofthe Packages occurring concurrently. Construction for the different Packages
may be phased but all construction will happen within the total forty four months duration.
Estimated completion of all construction is expected in the fall of 2007. The Project is
approximately twelve months behind the original schedule.
The G.O. Bond Oversight Committee in a second discussion, voted to recommend that the
~it~mmissio pprove the amendment to CH2M Hill at it meeting of December 1,2003.
# e 03\regularlBayshore AE services.doc
,-
CH2M HILL
HilIsboro Executive Center North
-
,.->
CH2MHILL
October 13, 2003
800 Fairway Drive
Suite 350
Deer/leld Beach, FL 33441-1831
Tel 954.426.4008
Fax 954.698.6010
Mr. Jorge Chartrand
Assistant Director, Capital Improvement Program
77717th Street
Miami Beach, FL 33139
Subject:
Miami Beach Right-of-Way Improvement Program
Neighborhood No.8 - Bayshore/Sunset Islands Neighborhood - Final
Budget Proposal for Packages A, B, C and D
Dear Jorge:
In accordance with our meeting on September 26, 2003, we have revised our final proposal
to reflect our discussions.
Our list of assumptions (Attachment A) has been revised to reflect the tasks that will be
utilized as allowances. It is our assumption that these funds will be accessed as directed by
the ClP office and do not reflect guaranteed fees. The impacted tasks are as follows:
· Section 2.6: Document revisions
· Section 4.1: Pre-construction conference
· Section 4.2: Weekly construction meetings
· Section 4.3: Request for InformationjContract Document Clarification (RFIjCDC)
In addition, as you graciously pointed out, our previously submitted budget sheets had a
calculating error in the line item for surveying services. With the corrected budget sheets the
total for each design package are as follows (revised budget sheets are attached):
Package A
Package B
Package C
Package D
Grand Total
$994,329
$292,157
$235,914
$390.902
$1,913,302
We are looking forward to continue our work on this very important project with the City of
Miami Beach. Should you have any questions do not hesitate to call either Rick Olson or
myself at (945) 426-4008.
Sincerely,
CH2M HILL
~ ~#l.}.I1 SrLI.-
Tom McCormick, ~.~
Vice President
Q~cO~
Rick Olson, P.E.
Client Service Manager
Attachments
fiX!! / biT A
DFB310036961290. docj 032860001
ATIACHMENT A
Miami Beach ROW Improvement Program
Neighborhood No. 8-Bayshore/Sunset Islands
Cost Proposal Assumptions for Tasks 2
through 4
The following is our estimated sheet count and various assumptions on which our budget is
based:
Package A . Central Bayshore Community
Water plan - 21
Paving, Grading, Drainage plan - 66
Landscape plan - 23
Demolition - 33
Details -10
Cover/Location/General notes - 3
Total -156 sheets
Package B . North Bay Road
Water plan -10
Paving, Grading, Drainage plan - 8
Demolition - 5
Details - 8
Cover/Location/General Notes - 3
Total - 34 sheets
Package C . Lake Pancoast
Paving, Grading, Drainage plan - 3
Landscape plan - 3
Striping and Signage - 3
Irrigation - 3
Demolition - 3
HorizonmlControl-3
Details - 4
Cover/Location/General Notes - 3
Total- 25 sheets
Package 0 - Sunset Islands
Water plan - 32
Paving, Grading, Drainage plan - 5
DFB310036961291.DOClO32860009
Demolition - 16
Details - 6
Cover/Location/General Notes - 3
Total- 62 sheets
Our budget estimate also includes the following assumptions:
Section 2.1
· A survey will be performed for the entire Bayshore Community - 60 days is insufficient
to perform survey, geotechnical investigation, utility coordination, and drafting.
· Geotechnical borings will be conducted approximately every 500 feet along portion~gf
road-way that receive utility improvement
Section 2.3
· Independent meetings will be conducted for each of the 4 bid packages.
· Review meetings will be held at the 30, 60, and 90% milestones (3) per package.
· Constructability review meetings will be held at 60 and 90% milestones (2) per package.
· Construction sequencing meeting will be held at the 90% milestone (1) per package.
Section 2.5
· A total of 7 community meetings will be held for the Bayshore project. Assumed
meeting breakdown: 2 for package A, 2 for package B, 2 for package C, and 1 for
package D.
Section 2.6
· City to review meeting minutes and agree to proposed resident comments/ design
modifications prior to drawing revision.
Section 2.7
· Attend 3 meetings per bid package with PM and City to discuss permitting status.
Section 2.8
· Attend 2 meetings per bid package with PM and City to discuss QA/ AC issues.
Section 3.3
· Attend 2 meetings per bid package including pre-bid and bid opening.
Section 3.4
· Prepare up to 8 queries and 4 addenda per bid package.
Section 3.6 & 3.7
· Each sheet of all final design drawings will be signed and sealed.
Section 4.1
· Attend and participate in one pre-construction meeting for each project.
DFB310038961291,DOCI032860009
2
Section 4.2
· Attend and participate in one weekly construction conference for each bid package. It is
anticipated that each meeting for each bid package will require 4 hours of professional
time plus 1 hour of administrative time.
· The construction duration assumes 24 months (104 meetings) bid package A, 12 months
(52 meetings) bid package Band C, and 9 months (34 meetings) for bid package D.
Section 4.3
· Assumed for each project, RFIsjCDCs will occur at the rate of 1 per week for the entire
construction sequence.
Section 4.4
· Assumes for each project, 1 change order per month for the entire construction
sequence.
Section 4.5
· Shop drawing review assumes 2 hours engineering and 2 hour administrative time per
review plus senior review time, as needed. Our estimate assumes the following list of
submittals: Package A - 110 (25 water, 60 storm, 25 GO), Package B - 55 (25 water, 25
storm, 5 GO), Package C - 45 (25 stormwater, 20 GO), and Package D - 40 (25 water, 15
storm).
Section 4.6
· It is assumed that a total of 12 specialty site visits are requested for the entire
neighborhood (Package A - 5, Package B-3, Package C - 3, and Package D -1).
Section 4.7
· Attend substantial completion walk through for each bid package (4).
· Attend final review walk through for each bid package (4).
· Program manager not Consultant will certify project completion to the appropriate
agencies.
Section 6
· Survey: Package A - 35,000 feet
Package B - 6,100 feet
Package C - 2,600 feet
Package D - 19,000 feet
The following tasks will be utilized on an as needed basis as an Allowance depending on
the actual required level of effort:
· Section 2.6: Document revisions
· Section 4.1: Pre-construction conference
· Section 4.2: Weekly construction meetings
· Section 4.3: Request for InformationjContract Document Clarification (RFIjCDC)
DFB310036961291.DOClO32860009
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