C6A-Report- Capital Improvement Projects Oversight Committee Meeting On March 19<9 MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
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COMMITIEE MEMORANDUM
Mayor Matti Herrera Bower and Members of the City Commission
Jorge M. Gonzalez, City Manager ~~
May 9, 2012 (j
Subject: REPORT OF THE CAPITAL IMPROVEMENT PROJECTS OVERSIGHT
COMMITTEE MEETING OF MARCH 19, 2012
The meeting was called to order at 5:44 p.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/videolvideo.asp
Meeting Chaired by Co-Chair Christina Cuervo.
1. ATTENDANCE
See attendance sheet copy attached.
Ms. Cuervo introduced new member, Brian Ehrlich, to the Committee.
2. REVIEW AND ACCEPTANCE OF MINUTES 5:46p.m.
Report of the Capital Improvement Oversight Committee Meeting of February 6, 2012
MOTION: Acceptance of Report (Minutes} of the February 6, 2012 CIPOC Meeting.
D. Kraai 2"d: T. Trujillo MOVED:
PASSED: Unanimous
Dwight Kraai requested a copy of the draft of the stormwater master plan that is currently in
development.
Rick Saltrick, Acting City Engineer, told the Committee that Public Works personnel and others
involved in the development of the Stormwater Master Plan were meeting with the City Manager
(Friday, March 23) to present the draft of the plan, clarify some of the Manager's questions and to
clarify costs. The draft will be brought to Commission in April. A copy will also be provided for
members of CIPOC.
ACTION ITEM: Provide a draft copy of the Stormwater Master Plan to Committee members in the
April agenda. (PWD)
3. ACCOMPLISHMENTS 5:49 p.m.
Completion of Fire Station #2 Historic Building and Hose Tower.
Maria Palacios and Shari Holbert Lipner, of the Office of Capital Improvement Projects, presented
information about the construction project to restore Fire Station #2 for use as the administration
building for the fire department including information about the efforts to restore some significant
historic details in the building.
Assistant Chief Javier Otero spoke and said the fire department administration is very happy with
the results.
Tony Trujillo commented favorably on the p!f§ct.
Agenda Item C" A
Date S-9-;:z_
CIPOC MEETING MINUTES, March 19, 2012
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4. PUBLIC COMMENTS
No members of the public came forward.
5. OLD BUSINESS I REQUESTED REPORTS
Status Report: Normandy Isle Neighborhood 6:00 p.m.
David Martinez, Office of CIP Acting Assistant Director reported on behalf of Mattie Reyes, Senior
Capital Project Coordinator, who was out. Installation of the light poles in Normandy Isle has been
completed. The lights were to be energized within a few weeks of the meeting. The City secured
a JOC contractor to complete the crosswalk pavers, and funding has been identified. The project
is expected to begin in April, 2012. CIP has identified a consultant from the A&E rotational list to
complete the plans for the swale reclamation and design for drainage. Design services are
expected to be completed over the summer and if the bid process is conducted on schedule,
construction should be completed by summer 2013.
Discussion: Biscayne Point Neighborhood Improvement Project 6:02 p.m.
CIP Director Fernando Vazquez explained that the final agreement for the new design/build
contract was going to Commission (March 21 ). Added scope generated by newer requirements,
would be included in the package. The contract includes settlement of any delay claims from the
contractor as well.
CIP and the contractor have been meeting with the City Manager. The full, executed contract was
not complete at the time of the CIPOC meeting, and was not yet ready for presentation to
Commission, so a copy was not brought to CIPOC. Christina Cuervo asked for a presentation on
this item to be brought to the Committee for review.
ACTION ITEM: Bring information and a presentation to CIPOC on the final agreement with DMSI
for the Biscayne Point new design/build package.
In the meantime, work had not stopped in the Biscayne Point neighborhood. The contractor is
finalizing water main installations and lighting.
Status Report: Sunset Islands I & II 6:06 p.m.
Maria Hernandez, Senior Capital Projects Coordinator said that work is proceeding according to
schedule.
E. Camargo, who is also a resident of Sunset Island II, commented that work is progressing well.
Christina Cuervo asked how the RPR for this project is working out with the team. Ms. Hernandez
responded that the company, Schwebke Shiskin, is very responsive and working well. The
Engineer of Record is Chen and Associates, and all entities involved attend the meetings and
respond to all inquiries.
Status Reoort: Sunset Islands Ill & IV 6:07 p.m.
Rick Saltrick, Acting City Engineer, explained that the Design Criteria Package (DCP) is being
developed with the firm CT3S for the undergrounding of utilities. The City is working with the HOA
for a ballot question to distribute to the neighborhood the end of April.
Entry improvements are underway. Final permitting for the guardhouse is also underway. The
City has agreed to pay $50,000 for enhancements to the guardhouse, and the rest of the work will
be funded by the HOA.
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*The Committee noted that the item that was brought to the last meeting, which HOA
representatives complained had been pulled from the City Commission agenda in February, had
been placed back on the agenda, and the undergrounding efforts are proceeding.
Status Report: Lower North Bay Road 6:10p.m.
Maria Hernandez told the Committee that this project is temporarily on hold while revisions to the
drainage design are being considered, using the new stormwater model. A report on the new
design is expected April6.
The City Public Works Department is verifying through the drainage model if the design meets the
level of service required.
Dwight Kraai asked if the City is waiting for new Stormwater Master Plan to be completed before
verifying the design for LNBR. Rick Saltrick explained that this project was designed under the
older criteria and is not required to meet tailwater elevations. Public Works is making use of a
more detailed model, and that data is being used to help in the design.
Eleanor Carney asked what hydrographics were being used in the modeling and on what time
period they were basing the rain results. Mr. Saltrick responded that they are using the South
Florida Water Management District graphs which are based on a 5year, 1 day storm event.
Status Report: Venetian Islands 6:14p.m.
Aaron Sinnes, Senior Capital Projects Coordinator, said that the design was resubmitted to the
overseeing agencies after the City responded to the last set of comments (Feb. 3). Schwebke
Shiskin received the changes on February 20, and have submitted their revised cost estimates.
An ITB is anticipated in May.
Eleanor Carney asked for further clarification about the revised cost estimates.
David Martinez said that a certain percentage of fluxuation is allowed with the cost estimate. The
estimate that was just submitted is current and reflects the current market and the cost of fuel.
Ms. Carney asked how much of a shortfall is reflected in the current cost estimate. Mr. Martinez
says that the estimate is short by approximately 10%, which is the equivalent of the contingency,
but to cover all costs comfortably, the City is seeking approximately an additional $650,000. Ms.
Carney complained that the shortfall was a result of money taken out of the project and placed in
the causeway waterline project, without increasing the budget.
Additional discussion surrounded concern over the time schedule. In previous meetings, the City
indicated that the ITB would be out in March and now that component is two month behind the
anticipated schedule.
ACTION ITEM: Bring a revised schedule to the April CIPOC meeting for the Venetian Island
Neighborhood Improvement Project.
Eleanor Carney added that the City was to make efforts to seek other funding sources.
Status Report: Palm & Hibiscus Island Undergrounding 6:24 p.m.
David Martinez, Assistant Director of the Office of Capital Improvement Projects, said that the
City's Legal Department had not yet received the inter-local agreement from the County and City
officials are currently inquiring with the County to receive it. There is a negotiable fee for the
design criteria package preparations and the contract will be executed when the inter-local
agreement comes back and the numbers are known.
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CIPOC MEETING MINUTES, March 19,2012
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6. COMMISSION ITEMS:
RFQ For Construction Management Service 6:25 p.m.
Fernando Vazquez, CIP Director, said that this contract would provide construction management
services on an as-needed basis to help supplement current CIP resources. The City is seeking a
professional construction management firm to assist CIP in managing the multiple neighborhood
·improvement projects as infrastructure and streetscape improvement projects ramp up. The
proposed selected firm would provide engineering management services to ensure plans are
properly designed before going to bid. They would also provide assistance during the bidding
process in reviewing bid proposals and construction management services up to project
completion.
A discussion ensued and the Committee requested clarifications on the scope of services
outlined in the RFQ. Assistant City Attorney Raul Aguila joined the discussion as well and
. answered some questions about conflicts of interest, etc. The Committee asked that some
clarifications to the RFQ be made before the document goes to Commission. The Committee also
requested that the RFQ for the construction management services include a list of the names of
the projects to be supplemented with these services and to also include itemized budgets for the
projects . Mr. Aguila opined that changes and addendums can be made up to the issuance of the
RFQ.
The full recording of the meeting can be found at
http://web. miam ibeachfl. gov/m btv77 /scroll. aspx?id=52536
Recommend to the Mayor and Commission to pass the resolution.
B. Erlich 2"d: T. Trujillo
MOTION:
MOVED:
PASSED: 5 Votes in favor
D. Kraai opposed
Flamingo Park Tennis Center Project 7:05 p.m.
Bert Cabanas, Capital Projects Coordinator, explained that the Guaranteed Maximum Price is
$5.2 Million plus owner contingency. The City expects a start date in May and completion in one
·year after construction commences. The project will be phased so some courts are open at all
times. A pro shop will also be open during construction, at times in a temporary location.
Denis Russ, representing the Flamingo Park Neighborhood Association, spoke on behalf of the
neighborhood. The community is enthusiastic about the project and has been in close dialogue
with CIP about the project. There is an understanding that the budget evolves with the process as
the market has changed. Mr. Russ is encouraged by the movement forward.
MOTION:
'MOVED:
PASSED:
Recommend to the Mayor and Commission to pass the resolution.
T. Trujillo 2"d: E. Camargo
Unanimous
C. Cuervo abstained
(citing that a relative works for the company being hired)
Collins Park Garage 7:11 p.m.
Bert Cabanas, Capital Projects Coordinator, explained the project, which will include a 400-space
garage, a pedestrian plaza and retail space.
Christina Cuervo asked for a breakdown of square footage for the retail/commercial space. The
BOOR has not yet been developed or accepted. Once that is complete, this information will be
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included. This Professional Services Agreement includes the development of the BODR as part
of the Architectural Services.
ACTION ITEM: Bring a breakdown of square footage to the CIPOC as soon as available,
preferably at the April meeting.
MOTION:
MOVED:
Recommend to the Mayor and Commission to pass the resolution.
T. Trujillo 2"d: E. Carney
PASSED: Unanimous
Meeting Adjourned: 7:17p.m.
·Next CIPOC meeting is scheduled for Monday, April 8, 2012 at 5:30 p.m. in Commission
Chambers. However, meeting schedule may change. Official notification will be posted on the
City Clerk Calendar, http://www.miamibeachfl.gov/calendar/cmbcalendar.aspx each month.
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0') ~ LAST NAME FIRST NAME 1 Gross Saul 2 Camargo Elizabeth 3 Carney Eleanor 4 Cuervo Christina 5 Kilroy Stacy 6 Kraai Dwight 7 Trujillo Tony 8 Ehrlich Brain ATTENDANCE REPORT FOR CIP OVERSIGHT COMMITTEE JANUARY THROUGH DECEMBER 2012 Jan Feb March April May July Sept Oct Nov Dec -p A -A p -A p -p p -p A -p p -p p N/A N/A p *January 17, 2012 Meeting Cancelled A: ABSENT P:PRESENT N/A: NOT APPOINTED I * NOT SERVING Discipline Chair Architect Engineer Citizen-at-Large Construction Engineer Capital Budget/Finance/ Citizen-at-Large Developer
0') c.n LAST NAME FIRST NAME 1 Gross Saul 2 Camargo Elizabeth 3 Carney Eleanor 4 Cuervo Christina 5 Kilroy Stacy 6 Kraai Dwight 7 Trujillo Tony 8 Ehrlich Brain ATTENDANCE REPORT FOR CIP OVERSIGHT COMMITTEE JANUARY THROUGH DECEMBER 2012 Jan Feb March April May July Sept Oct Nov Dec -p A -A p -A p -p p -p A -p p -p p N/A N/A p *January 17, 2012 Meeting Cancelled A: ABSENT P:PRESENT N/A: NOT APPOINTED I* NOT SERVING Discipline Chair Architect Engineer Citizen-at-Large Construction Engineer Capital Budget/Finance/ Citizen-at-Large Developer
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