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C6A-Report- Capital Improv Projects Oversight Comm Meeting On December 12 2011(9 MIAMI BEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov To: From: Date: COMMITTEE MEMORANDUM Mayor Matti Herrera Bower and M.em(Obers of the City Commission Jorge M. Gonzalez, City Manager: March 21, 2012 ~ Subject: REVISED: REPORT OF THE CAUAL IMPROVEMENT PROJECTS OVERSIGHT COMMITTEE MEETING OF DECEMBER 12,2011 The meeting was called to order at 5:41p.m. Please note: These minutes are not a full transcript of the meeting. Full audio and visual record of this meeting available online on the City's website: http:// www.miamibeachfl.gov/video/video.asp 1. ATTENDANCE See attendance sheet copy attached. 2. REVIEW AND ACCEPTANCE OF MINUTES 5:42p.m. Report of the Capital Improvement Oversight Committee Meeting of December 12, 2011 *Note: Dwight Kraai commended staff for catching a defect in the cost analysis for the AMERESCO project (Original cost savings analysis used total cost as opposed to variable cost. This was discovered by staff.) CIPOC members asked that this recognition be reflected in the minutes. Additional discussion went to financial analysis of other City projects. This is a broader discussion outside the purview of CIPOC. Mr. Kraai will inquire further with City Administration. Additional revisions were requested and will be reflected on the minutes posted on the City's web site. Printed copies of revisions, as requested will be provided to CIPOC members. MOTION: Acceptance of Minutes of the December 12, 2011 CIPOC Meeting. MOVED: T. Trujillo 2"d: S. Kilroy PASSED: Unanimous-WITH REVISIONS (corrected minutes posted on the website) STAFF ACTION: Investigate if funding and energy savings from the proposed AMERESCO project would pay or have paid for the loan. (Should be brought to Finance and Citywide projects Committee-D. Ballantyne to handle) STAFF ACTION: Provide printed copies of revised meeting minutes. 3. APPROVAL OF 2012 MEETING DATES 5:49p.m. The proposed schedule for 2012 CIPOC Meetings was approved, but CIPOC reserves the right to cancel meetings if no items are going to Commission in a particular month or if no specific items are called for the meeting. This will be decided on a month-to-month basis. MOTION: Accept 2012 CIPOC meeting dates as presented in the agenda packet MOVED: T. Trujillo 2nd: D. Kraai PASSED: Unanimous 151 Agenda Item Ct; A Date 3-cJ/-/.J- CIPOC MEETING MINUTES, December 12, 2011 Page2of6 4. ACCOMPLISHMENTS 5:54 p.m. a. Approval of funding for CIP's new website Maria Palacios, Public Information Specialist, explained that a contract should be finalized by January for Vision Internet, a company that specializes in government web sites, to create and upload the customized CIP web site. The web site is expected to be online by summer 2012. b. New trees on Alton Road Landscaping on Alton Road from South Pointe Drive to 4 Street is underway, new live oak trees have been installed. 4 Street to 5 Street will follow. c. Sunset Harbor garage structure progress Contractor topped off the building with the completion of the fifth floor. Final completion of the entire project is expected in summer 2012. Stacy Kilroy asked on behalf of the Sunset Harbor neighborhood that the residents hold a special meeting with the City to learn about future plans for the area. Saul Gross pointed out that this would be a meeting for the Neighborhoods Committee or perhaps through the Planning Department. 5. PUBLIC COMMENTS No one came forward with any concerns under public comments. 6. OLD BUSINESS I REQUESTED REPORTS STAFF ACTION: Provide within the printed status reports highlighted areas that show any changes, progress or issues since the printing of the last report. Status Report: Normandy Isle 6:05 p.m. Mattie Reyes, Senior Capital Project Coordinator, explained that the lighting at Marseilles Drive is to begin within two weeks of the CIPOC meeting. Crosswalk pavers are also to be installed on Normandy Drive, pending one more signature. Status Report: Sunset Island I & II 6:07 p.m. Maria Hernandez, Senior Capital Project Coordinator, stated that the City came to an agreement with the contractor, the City held a Community Pre-construction meeting, and the pre-construction conference with the contractor in order to issue NTP2. Encroachment letters are being sent out to the residents, followed by a second letter, sent via certified mail, that gives a 30-day window for removal, or the contractor will do the removal at no cost to the resident. Most of the resident inquiries are not protests of the encroachments, but questions about exactly what gets removed and how far toward the property lines. Construction is to commence January 11, 2012. Elizabeth Camargo asked that residents be provided with a schedule and a phasing plan. STAFF ACTION: Provide schedule and phasing information to the Sunset Island I & II residents. Status Report: Sunset Island II/ & IV 6:11 p.m. Mattie Reyes, Senior Capital Project Coordinator said that an evaluation committee recommended the selection of Corzo, Castella, Carballo, Thompson, Salman, PA as the Design Criteria Professional for this project. The City Manager exercised due diligence and recommended entering into negotiations with the top-ranked firm. The second ranked firm is Calvin Giordano and Associates; the third-ranked firm is Atkins, Inc. Should negotiations with the first firm not be successful, staff is authorized to negotiate then with the second-ranked proposer, followed by the third should negotiations not be successful. Once negotiations are complete, staff will return to the Commission for approval of the Design Criteria fee. F:\CAPI\$aii\Comm. & CIPOC\Commission ltems\2012\03-March\CIPOC REVISED December 12 Meeting Minutes.docx 152 CIPOC MEETING MINUTES, December 12, 2011 Page 3 of6 William Goldsmith, 1820 West 25 Street, commented that he attended the evaluation meetings, acting as an unpaid consultant for the HOA of the Sunset Island Ill & IV neighborhoods. He stated that care was taken by staff to make sure that representations that were made by the proposers at the meetings were included in the language of the documents prepared by Procurement. The residents of Sunset Islands Ill & IV would like to see some additional items included in the eventual contract documents. He also stated that so far the allocated budget is adequate. Terry Beinstock, the HOA President stated that two budgetary issues relevant to Sunset Islands Ill & IV were placed on the Finance and Citywide Projects Committee agenda: pertaining to the traffic roundabout at the entrance and a section of the sidewalk. Both items were not included in the original budget. The traffic roundabout is a requirement of the county. Status Report: Lower North Bav Road 6:21 p.m. Maria Hernandez told the Committee that a pre-construction conference was held on December 5with the contractor. Staff is awaiting a final schedule from the contractor (TransFiorida). The project will begin in early January. In this particular project, the contractor will install both the water lines and the stormwater components at the same time, which is not common practice. Status Report: Par3 Golf Course (Commission Item) 6:24 p.m. Bert Cabanas reported that administration is recommending to Commission that the City enter into an agreement with QGS Development as the Construction Manager at Risk Firm for pre- construction services in the amount of $37,500. Pre-construction services include design review, constructability review and value engineering of the 1 00% construction documents, review of conditions, scheduling, cost estimating and cost controls, certain licensing and pre-construction landscaping preparations. Most important, the firm will submit their estimate for a Guaranteed Maximum Price (GMP) for construction. Over six months the City and the firm will negotiate this GMP. Approval of the GMP amendment is expected to go before Commission in July of 2012. If the schedule stays on course, the notice to proceed will be issued in August 2012, and the project completed by the summer of 2013. Mr. Gross led a discussion about applying the $37,500 for pre-construction services to the contractor's fee. There are many checks in place along the way toward obtaining a satisfactory GMP. For example, the consultant must keep the City informed of current market conditions and pricing trends. All bids from sub-contractors are done as "open-book" bidding. Christina Cuervo noted that this contractor self-performs the majority of the work. The subs will handle installation of the tot-lot, tennis courts and splash pad components. MOTION: Recommend approval by the Mayor and City Commission to enter into pre-construction services agreement with QGS Development, Inc. for the Par3 Golf Course project. MOVED: C. Cuervo 2nd: S. Kilroy PASSED: Unanimous (With provisos of recommendations to include peer review by a contracting firm with golf course experience and to negotiate the pre-construction services fee to be applied toward construction. STAFF ACTION: Staff to advise Commission of CIPOC recommendation to retain a cost consultant once the City negotiates the GMP for the Par3 Golf Course project, by a professional firm that has experience building golf courses. STAFF ACTION: Inform Commission that CIPOC recommended Negotiating all or a portion of the pre-construction services fee to be applied against the construction contract. Note: Information about this discussion was transmitted to the Commission agenda in the supplemental packet. F:\CAPI\$aii\Comm. & CIPOC\Commission ltems\2012\03-March\CIPOC REVISED December 12 Meeting Minutes.docx 153 CIPOC MEETING MINUTES, December 12, 2011 Page 4 of6 Attachment B -Action Item #2 (Water Meter Relocation Coordination) 6:34 p.m. Maria Hernandez described the procedure as presented in the agenda packet, stating that what was presented is how the procedure is carried out within a CIP project. An established Public Works policy exists. Details are included within the December 12, 2011 CIPOC agenda packet. Letters are going out to property owners in Sunset I & II and in the Bayshore neighborhoods, with a return form allowing the contractors to enter private property. The resident is responsible for the lateral once it is installed, but there is a warranty period of one year. STAFF ACTION: Include information about the warranty period in the letter that goes out to residents about the water meter relocations. Mike Alvarez, Infrastructure Director from Public Works, presented information about a new pilot program that is being rolled out on LaGorce Island with automated meter-reading units. Approximately one-third of the meters on LaGorce Island are equipped with this item. This program uses a hand-held device that records information as staff drives near the vicinity of the meter. Eleanor Carney advised Mr. Alvarez that she had heard from other cities that they had eventual difficulties with the battery packs and asked that Miami Beach be aware of the battery life limitations. Stacy Kilroy related that she had heard positive feedback from other municipalities that use similar devices. Meter readers need not go into private property with this program. Because this technology may result the same outcome as relocating water meters to the front of properties, Saul Gross recommended looking into the feasibility of holding off on carrying out the relocations, and rather wait for the program to be instituted citywide. Relocating each meter costs approximately $3,200 per relocation. The cost for installing the remote reading device is approximately $300 per unit. Mr. Alvarez opined that it is still advisable to relocate the meters, should there be a failure of the wifi system. The Committee understands the reason for relocating the mains to the front, but encourages further implementation of the wifi system for meter reading. Status Report: Venetian Islands 6:53 p.m. David Martinez, Acting Assistant Director for CIP, stated that the plans went back to Schwebke Shiskin so that the consultant could re-evaluate the cost estimate. Staff will receive the revised opinion of cost from the consultant by the end of December. The drawings must be sent through the Public Works Department and other regulatory agencies. CIP is allowing 30 days for that process because of the holidays. The bid will be advertised and award is expected in late March 2012. .. Roberto Rodriguez, the Capital Project Coordinator for the Venetian Island project, said that the Venetian Islands HOA held a meeting that was attended by City and County representatives. The County made a presentation, and explained that their project on the Causeway is delayed. They expect to continue construction with major components through May of 2012. The work will then be followed by landscaping using their own forces. Community Asphalt said that they encountered more FPL utility conflicts than anticipated, and FPL is not responding in a timely manner. Eleanor Carney asked if the City had any additional information about using the People's Transportation Plan funding to help toward the budget for the Venetian Islands CIP project. Public Works still has the money encumbered, and it has been suggested as a possible source of F:\CAPI\$aii\Comm. & CIPOC\Commission ltems\2012\03-March\CIPOC REVISED December 12 Meeting Minutes.docx 154 CIPOC MEETING MINUTES, December 12, 2011 Page5of6 funding for the next budget cycle, but at this time, the availability and use of those dollars for anything other than for what the funds are already encumbered have not been determined. The City continues to look into this possibility. Greg Carney, President of the Venetian Islands HOA, said that Tony Moreno of the County spoke with the HOA at their quarterly meeting and gave the same information that Roberto Rodriguez reported above. Commissioner Sally Heyman spoke with Mr. Carney and her office is trying to help the HOA by pushing the County project forward. Membership is concerned that the County delays will adversely affect the CIP project both in timeline and in keeping costs down. They are also concerned that scope will be reduced from what was promised. Fernando Vazquez assured Mr. Carney that the purpose of Value Engineering was to keep the intent and scope of design without compromise. Mr. Carney has informed the membership that encroachment letters will be coming. Mr. Vazquez reiterated that the notifications for other neighborhoods that are already in the construction phase have to go out first, before the notifications for Venetian Islands. The Venetian project is still in the design phase and the City does not typically send out the encroachment notifications until the contractor has 1 00% plan documents. The engineering team can work with the contractor on identifying the unavoidable removals versus those encroachments that may be able to stay of they do not directly interfere with construction, safety or specific regulations. Mr. Carney's concern is that residents have sufficient time to "contemplate" the encroachment and possible removal. Stacy Kilroy pointed out that residents could look at where utility lines are located. From that point to the street would be a good indication of where items would be considered encroachments. Mr. Carney again voiced that the Homeowners Association is concerned about the County planting coconut palms in the medians on the causeway. This is a County issue. Some Venetian Island residents have been receiving code violations for unkempt swales on the causeway. This should not be a code enforcement issue, according to Mr. Carney, based on the agreement with the County. This is not a CIP issue. County Commissioner Heyman's office is also trying to assist with this item. Lastly, Mr. Carney said that the "welcome" sign has been unlit for several weeks. Saul Gross suggested that Mr. Carney place the complaint about the sign on the City's web site feature called "Web QA." Status Report: Stormwater Master Plan/ Re-engineering of Sunset Harbor Drainage 7:10 p.m. Rick Saltrick, Acting City Engineer, stated that the City has scheduled a meeting with the City Manager in early January. The Public Works Department also completed the analysis that FOOT required for tying in to their system on Alton Road. The City proposes that the system tie in from 10 -14 streets, having found that there are no gains in efficiency by tying in to the system on 5 Street. The proposed design has been submitted to FOOT for review. When all parties agree, the City and FOOT will execute an agreement. The outfalls run from Flamingo west to the bay. Part of the project includes stormwater storage structures that will retain water long enough to get the FOOT system past its peak before the water enters their system on Alton Road and then travels to the bay. This proposal saves some money as opposed to building new pump stations. The City is also discussing potential operation and maintenance of the Alton Road system, so that the City has more control. In February, Public Works hired consultants to create a design that meets the 5-yr/one-day criteria for stormwater in the Sunset Harbor neighborhood, using the latest stormwater master F:\CAPI\$aii\Comm. & CIPOC\Commission ltems\2012\03-March\CIPOC REVISED December 12 Meeting Minutes.docx 155 CIPOC MEETING MINUTES, December 12, 2011 Page 6 of6 plan data. DERM requested additional information, which the City has resubmitted, and a permit should be signed soon. With the DERM permit, the City will then go to the Department of Environmental Protection (DEP -State Agency). Public Works is now speaking with Ric-Man International to be a JOC contractor for the replacement of the Sunset Harbor neighborhood stormwater system. Dwight Kraai asked what was done wrong by the previous designer. Mr. Saltrick says that it seems that the system was designed with insufficient capacity. They used existing wells, which have deteriorated. The increase in tidal levels and a conveyance system that fell short of need also contributed to the faulty performance. Three different pump stations are being installed (in the same locations as existing stations). Eleanor Carney asked if the City and the consultant have evaluated the piping in the system other than the exfiltration pipes. Mr. Saltrick explained that point repairs are being made as part of the project as needed. Dwight Kraai asked if the electrical control panels could be decreased in size so as to be less obtrusive. Mr. Saltrick explained that they have to be a certain height above the ground in order to meet requirements should there be flooding (100-yr flood). Efforts are made to minimize the size as much as possible. 7. COMMISSION ITEM: SUNSET ISLAND I & II RPR SERVICES 7:19p.m. Saul Gross requested a matrix of the number of staff hours that would be spent by the RPR on the project. Maria Hernandez said that such a matrix was attached to the contract. The budget for Sunset Islands I & II is very tight. Calculations figured in a full-time person supervising the contractor at all times, plus administrative services. In the past, some contracts for RPR services were for part-time work; this is not the case here. This also includes closeout period after the twelve months is up. Additionally, the contract provides for an upper level person should a signature be required. This is a lump-sum contract. The RPR will receive the full payment not to exceed $249,995 if the project is completed early. The City would negotiate for the additional fees should the project go for an extended time, through unforeseen circumstances, and/or for reasons that are no fault of the City nor the Contractor. William Goldsmith stated that Schwebke Shiskin has already put in many hours for this project, and the fee that has been decided upon represents 5% of the overall contract for the project. Mr. Goldsmith spoke favorably about the firm's performance. The firm has done work related to City projects, for which Mr. Goldsmith paid them with his own funds. Saul Gross voiced concern that there be transparency in the work they have done (this discussion is available on the video recording of the meeting, available on the City's web site or via the Communications Department). Stacy Kilroy asked that matrixes be included each time for the Committee to evaluate when services such as RPR or CEI oversight are to be approved. STAFF ACTION: Include cost breakdown and matrix of expected services from consultants when this information is presented to CIPOC and to the City Mayor and Commission. MOTION: Recommend approval of item C7F for the December 14, 2011 Commission, directing staff to execute a professional services agreement with Schwebke Shiskin for RPR services on the Sunset Island I & II project. MOVED: C. Cuervo 2"d: E. Carney Meeting Adjourned: 7:32p.m. Next CIPOC meeting is scheduled for Monday, January 9, 2012 at 5:30 p.m. in Commission Chambers. F:\CAPI\$aii\Comm. & CIPOC\Commission ltems\2012\03-March\CIPOC REVISED December 12 Meeting Minutes.docx 156