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C6A-Report- Capital Improvement Projects Oversight Committee Meeting Of Sept 10MIAMI 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 Members of the City C/ission Kathie G. Brooks. Interim City Manager /fi ;<--- November 14, 2012 Subject: REPORT OF THE CAPITAL IMPROVEMENT PROJECTS OVERSIGHT COMMITTEE MEETING OF SEPTEMBER 10, 2012 A meeting of the CIP Oversight Committee was held on Monday, September 10, 2012. The meeting was called to order at 5:47p.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. govlvideolvideo.asp Please note: Minutes reflect the order of the meeting according to the printed agenda. Items were taken out of order. Refer to the times at the right of the page for when the item was heard. 1. ATTENDANCE 2. See attendance sheet copy attached. Saul Gross asked the two newest members of the Committee, Brian Ehrlich and Robert Rabinowitz to introduce themselves. REVIEW AND ACCEPTANCE OF MINUTES 5:47p.m. Report of the Capital Improvement Oversight Committee Meeting of July 16, 2012 MOTION: Acceptance of Report (Minutes) of the July 16, 2012 CIPOC Meeting. MOVED: D. Kraai 2"d: T. Trujillo PASSED: UNANIMOUS 3. PUBLIC COMMENTS No one came forward with public comments 4. OLD BUSINESS I REQUESTED REPORTS a. North Beach Neighborhoods Status Report: Normandy Isle Neighborhood 6:51 p.m. Mattie Reyes, Senior Capital Projects Coordinator reported that the relocation of the Royal palms on Bay Drive is complete, additional new landscaping will be installed by the Parks and Recreation Department, through Greenspace Management. The lighting on Marseille Drive is complete. Lockwood, Andrews & Newman (LAN) submitted proposals which are under review for the swales, aprons and pavers. Status on Biscayne Point Neighborhood Improvement Project 6:52 p.m. Carla Dixon explained that timeline for completion of the overall project is on track for September 2013. At the time of the meeting, 80% of the watermain installations were complete, with 98% on Stillwater and 95% on Biscayne Beach. 48 Agenda Item C..(,/) Date /111/-/2.... C/POC MEETING MINUTES, September 10, 2012 Page 2 of6 Two of the three hot spot drainage locations are complete. At the time of the meeting, the third well was being drilled. the lighting is installed on Biscayne Point Island, the City awaits FPL to energize the lamps. New light pole bases are being installed on Stillwater Drive. Crews are repairing and installing sidewalks on Biscayne Point Island. Schwebke Shiskin (a firm hired from a rotational list to survey concrete flatwork) performed a survey of the sidewalk and curb & gutter repair and work to be done and they found the work being done to replace and repair sidewalks on the island to be within the budgeted amount. The brick pavers on the bridge to the island should be completed this December. Hardscape design is currently under review by the Public Works Department. Albert Dominguez, of DMSI, Inc, spoke about the work being done. He stated that 50% of the drainage had been completed on Stillwater Drive and three weeks of heavy construction was anticipated to follow, then work would continue on reconstruction of curb and gutter, then the installation of shade trees and road resurfacing. In response to a question by Saul Gross as to when Stillwater Drive would receive first lift of asphalt, Mr. Dominguez stated that Stillwater Drive will require some additional reconstruction work before the final paving is done. Some additional roadwork, including widening and some landscaping areas will go in first. The newest cross- section design eliminated the bump-outs so there is no loss of parking. Mr. Dominguez promised that work on Biscayne Point Island will be complete by the end of the year, Stillwater shortly after that and Biscayne Beach and all of the close out for all three areas by September, 2013. b. Middle Beach Neighborhoods Status Report: Central Bayshore Improvements 7:00p.m. Maria Hernandez, Senior Capital Projects Coordinator said that the project is 35% complete overall, with 100% of the water main installation done. 15% of the drainage, which includes five pump stations, is complete. The additional scope, labeled as Phase 2 of the project, which was approved at the last Commission meeting, includes additional drainage and other improvements. This work will take place in the area of 34 Street south to 28 Street, between Pine Tree Drive and Prairie Avenue. More landscaping is also included. Saul Gross asked about integration with the Par3 golf course. Bert Cabanas, Capital Projects Coordinator spoke about the project, including the fact that a sidewalk extension will be installed to connect the high school to the Scott Rakow Youth Center. The City anticipates being able to secure the Guaranteed Maximum Price by the end of the year, with construction to take less than one year. Anticipated completion of the Par3 is September 2013. Status Report: Lake Pancoast Improvements 7:08p.m. Maria Hernandez, Senior Capital Projects Coordinator said that 100% of the drainage work is complete in this historic section of Bayshore. Now the contractor is installing landscape and hardscape. All the pump stations will be completed by December. The paving, brickwork and roundabout will be completed by the end of the year. Status Report: Sunset Islands I & II 7:09p.m. Maria Hernandez, Senior Capital Projects Coordinator said that 100% of the water mains are installed on both islands. All the homes on Sunset Island 2 are now connected to the new water line. 93% of the drainage structures are installed. F:\CAPI\$aii\Comm. & CIPOC\Commission ltems\2012\11-November\CIPOC September 10 Meeting Minutes.docx 49 CIPOC MEETING MINUTES, September 10,2012 Page 3 of6 Utility conflicts are of major concern in this project. Maria anticipates that the project will be completed by the end of April 2013, barring any additional issues in the coordination with utility companies. Nelson Liberti, of DMSI, spoke about the occurrences of muck on the islands. He said it was bad on the east side of the island. Elizabeth Camargo spoke about her experience as a resident on the islands. She stated that conditions have been muddy and dusty, but overall the construction has moved along well. She asked further about the responsiveness of AT&T. Maria Hernandez explained that it has been difficult to work with the utility companies because they have not been responsive and are being uncooperative. The discussion continued on the difficulties of working with the utility companies because if they are slow and/or unresponsive, it causes delays for the contractor. There was also discussion about the current requirements of the franchise agreements with utilities. Status Report: Sunset Islands Ill & IV 7:31 p.m. Rick Saltrick, Acting City Engineer said that the design criteria professional, CT3S is expected to complete the design criteria package by the end of the year. The Homeowners Association (HOA) will vote by ballot in December and on whether they want to underground the utilities. They have estimates of probable cost from all three utilities. Status Report: Lower North Bav Road 7: 33 p.m. Maria Hernandez told the Committee that the work on Lower North Bay Road will begin before the end of the year. The road will not be increased in width and all the utilities remain above ground. The contractor is Trans Florida Development. Robert Rabinowitz confirmed that the residents of Lower North Bay Road have decided not to proceed with the placement of undergrounding and are making no provisions to do this in the future, c. South Beach Neighborhoods Status Report: Venetian Island Neighborhood Improvement ProJect 7:39p.m. Roberto Rodriguez, Capital Projects Coordinator, explained that the project is in the bidding process. Potential bidders made many inquiries. The City has requested an extension to perform additional boring and utility identification. Target construction start is early next year. Status Report: Palm & Hibiscus Island Undergrounding 7:48p.m. Mattie Reyes, Senior Capital Projects Coordinator, said that the DCP documents are to be submitted by the end of September. While waiting for the DCP, the City is advertising in October to pre-qualify bidders. Up to four design/build firms will be selected and they are to submit proposals. Status Report: South Pointe Phase, Ill. IV & V Neighborhood Improvement Project 7:49 p.m. Carla Dixon, Capital Projects Coordinator, said that water distribution system has been 80% installed and the added 12" water line on Ocean Drive is at about 30% complete. Contractor is transferring services. The Stormwater system is complete and undergoing testing. All inspections have passed. The pump station at Washington Avenue and South Pointe Drive has been energized. The entire drainage system will be in operation by January 2013. F:\CAPII$aii\Comm. & CIPOC\Commission ltems\2012111-November\CIPOC September 10 Meeting Minutes.docx 50 CIPOC MEETING MINUTES, September 10, 2012 Page 4 of6 5. The landscaping is 90% complete. The final lift of asphalt will be placed after the stormwater testing is complete. Landscaping is moving from the south to the north. This project will be 100% complete by next summer. COMMISSION ITEMS: South Pointe Pier Project 6:35p.m. Mattie Reyes, Senior Capital Projects Coordinator, presented the item. The City successfully negotiated the Guaranteed Maximum Price for construction management services with the Weitz Company. An estimate prepared by a third party showed that the price of $4,809,017 was within 1% of the bid price. Some of the add-alternate items were included in the amendment and the price remained within 1% of the bid price. The original budget was $4 million. Additional scope and market fluctuations since the original budget was set (2005) elevated the cost. Additional scope included an entrance plaza and higher-end materials. The pier also includes fish cleaning stations and bait wells. The design of the new pier is very close to the original pier (the "telescope"). The new gate to the pier will not only provide security, but will be done as an Art in Public Places installation. Tobias Rehberger, the same artist who designed the "obstinate lighthouse" in South Pointe Park, has submitted a design that is to go before the Art in Public Places Committee for approval in November. Tony Trujillo asked when construction would commence. Mattie responded that it will begin in early 2013. This is later than anticipated because of additional review by the Army Corps of Engineers. The existing structure will be demolished at the end of this year, to be replaced by the new pier. The new pier will be open during park hours and will feature turtle safe lighting. There is a FIND grant for engineering fees of $323,000 and another grant was applied for $900,000. Some of the coral will be relocated, as required by the environmental permits. The life span of the new pier is expected to be approximately 40 years. Christina Cuervo asked that in the future when negotiating GMP, the City provide a line item breakdown of probable cost estimates in order to compare the GMP with the original estimate. There is a split in the savings of 75/25, with 75% of cost savings to go back to the City. MOTION: MOVED: Recommend to the Mayor and Commission to pass the resolution. S. Kilroy 2"d: E. Camargo PASSED: UNANIMOUS Hiring Construction Management Firm on As-Needed Basis 5:49 p.m. Dwight Kraai attended the City's community meeting on August 17 that focused on the developing Stormwater Master Plan and the expected consequences and response to sea-level rise. He wanted to bring this discussion into the consideration of this Commission item. Fernando Vazquez, Director of CIP, explained that CIP intends to bring in consultants from a rotating list to provide construction management services in support of the office. Saul Gross sat on the evaluation committee for selecting the firms in consideration. He opined that he favored using several firms, each on different projects. The three firms selected are COM Smith, Inc., Atkins North America, Inc., and AECOM Technical Services, Inc. The Evaluation Committee recommended that the City negotiate with an additional firm: APCL/Pirtle, as the tertiary selection, because the scores were the same for the two firms ranked second. Chairman Gross stated that F:\CAPI\$aii\Comm. & CIPOC\Commission ltems\2012\11-November\CIPOC September 10 Meeting Minutes.docx 51 CIPOC MEETING MINUTES, September 10, 2012 Page 5 of6 he was concerned that the selected firms have construction management skills more in the interest of the contracting work than engineering -to keep the projects on schedule and identify cost-saving opportunities where possible. He also expressed desire to get these consultants on board as early as possible, bringing contractor expertise to the design phase. Mr. Vazquez explained that the selected firms have experience in construction management. Mr. Gross also mentioned a recurring concern: That the City ought to develop a scoring methodology to keep track of the performance of various contractors who do public construction. He pointed out that one of the proposers for this contract had been in litigation with the City, which he found to be troubling. He mentioned that the evaluation committee for the selection of the construction management firm did not have the benefit of analysis by the City of any of the contending firms' prior work with the City. Dwight Kraai stated his opinion that as the firm that consulted with the City for the design of the Coast Guard Booster Pump Station (South of Fifth), COM Smith gave the City poor advice, based on "improbable projections" of use. He further opined that COM Smith does not operate in the best interest of the City. Saul Gross, Stacy Kilroy and Fernando Vazquez recalled that additional information came to light before the construction phase and this information prompted the City to halt the intended project. Fernando brought the conversation back to the Commission item. The informational materials provided on the item outline the work for construction management services only. As to Mr. Kraai's concerns about COM Smith's competency to provide construction management services, the issue of advisement on the booster pump station is specific engineering analysis services dealing with hydraulics, finances and impacts to the City, and the item before commission is to hire firms that can assist the City in completing projects on time and on budget. Mr, Kraai continued the discussion with his concerns about the calculations used in determining engineering to respond to sea-level rise. He noted and had concerns over several technical items within the presentation of data provided by COM Smith in the Stormwater Master Plan. Saul Gross explained that Mr. Kraai is asking that the City bring COM to the Commission to have them explain whether the Coast Guard Booster Pump Station Project was abandoned based on discovered information --as Mr. Gross recalls it --or whether it was abandoned based on Mr. Kraai's claim that it was based on "faulty assumptions in COM's analysis." Mr. Kraai specifically mentioned the calculations and predictions regarding sea rise, which he found to be inconsistent over time. He stated that he lost trust in COM's presentation of data. Stacy Kilroy pointed out that the recommendation by City Staff to hire COM Smith, rates the firm as excellent. Rick Saltrick, Acting City Engineer, responded to Mr. Kraai's concerns with specific technical answers. Saul Gross pointed out that the City of Miami Beach is in the vanguard in considering the endeavor of a comprehensive stormwater plan and is farther along than other US coastal cities by including response to sea-level rise in their capital plan. Mr. Saltrick explained some details about the recommended service levels under the new stormwater master plan. Should the actual sea level rise be lower than what the system is designed for, the result would be a system that delivers a higher level of service. The Florida Department of Transportation will begin construction of several pump stations on Alton Road beginning in April 2013. F:\CAPI\$aii\Comm. & CIPOC\Commission ltems\2012\11-November\CIPOC September 10 Meeting Minutes.docx 52 C/POC MEETING MINUTES, September 10, 2012 Page 6 of6 Mr. Kraai stated that if COM Smith was still being considered for hire, he would not vote in favor of this item. He further stated that he felt the firm was "not a competent company to be hired to do this sort of work." Mr. Gross asked for clarification of the role of Schwebke Shiskin, as they are paired with COM for this bid, and he asked about the division of duties as it pertains to this proposed contract. Acting CIP Assistant Director, David Martinez, explained that Schwebke Shiskin would provide local expertise and support services in design and RPR (Resident Project Representative) services. Mr. Gross said that some of the [evaluation] committee members were partially swayed to support COM and rank them higher because they thought Schwebke Shiskin as an affiliate provided added value based on their experience. Stacy Kilroy suggested investigating whether the project managers and staff are the same as those who worked on the pump station project evaluations, stating that COM is a very large firm. The project team is likely to be entirely different than the teams who worked on previous work for the City of Miami Beach. Discussion continued about the process by which the Interim City Manager came to the recommendation as stated in the memo for this item. Tony Trujillo moved the item, accepting the qualifier as stated by Saul Gross based on Dwight Kraai's recommendation. He stated that the Committee should "not go too far into second-guessing the staff on this." Saul Gross read the motion as follows: "... approve the evaluation committee [recommendation] as modified by the Assistant City Manager's recommendation, with the qualification that COM be asked to come and qualify the issue that we discussed before about why the pump station project in South Pointe was abandoned and was as a result of after acquired facts from when the project was started or as a result of analysis of the existing criteria that they had a change of heart about." MOTION: Recommend to the Mayor and Commission to pass the resolution. *With Revision: Additional recommendation that the Top-ranked firm of COM appear before Commission to explain and qualify their position to advise the City not to move forward in construction of the Coast Guard Booster Pump Station MOVED: T. Trujillo 2"d: R. Rabinowitz PASSED: SIN FAVOR /1 OPPOSED: D. Kraai /1 ABSTAINED: C. Cuervo NOTE: at 6:35p.m., Mr. Kraai left the meeting. Additional Discussion: 7:54p.m. City Center 9A Additional Discussion: 7:57p.m. Sunset Harbour Garage: TCO was obtained Friday, September 7, 2012 Meeting Adjourned: 7:59 p.m. Next CIPOC meeting is scheduled for Monday, October 22, 2012 at 5:30p.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. F:\CAPI\$aii\Comm. & CIPOC\Commission ltems\2012\11-November\CIPOC September 10 Meeting Minutes.docx 53