C7L-Adopt First Amendment To The Capital Budget For Fiscal Year 2012-13COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Adopting The
First Amendment To TheCa ital Bud et For Fiscal Year 2012/13.
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IN/A ~
Item Summary/Recommendation:
A First Amendment to the Capital Budget for Fiscal year 2012/13 is required to account for bids received
above the bLJdgeted amounts for the following projects:
1. Water main utility work along Alton Road, from 51h Street to Michigan Avenue -On December 6,
2012, the Florida Department of Transportation {FOOT) notified the City that the lowest
responsive bid received for the water main utility work along Alton Road exceeded the City's initial
deposit of $2,680,670.52, by a net amount of $436,720.13. Currently, $114,954.48 of contingency
is budgeted for this project in the City's Capital Plan; Therefore, a net amount of $321,765.65 is
required to fully fund the City's obligation under the terms of the MOA. In accordance with the
terms of the MOA for this work, if any portion of the additional contingency amount funded by the
City for the water main improvements is not used as part of the FOOT project, FOOT will return
any unused funds to the City at the end of project construction.
2. Construction of new irrigation system along Alton Road, from 51h Street to Michigan Avenue -On
December 19, 2012, FOOT notified the City that the lowest responsive bid received for the
construction of a new irrigation system along Alton Road exceeded the City's initial deposit of
$125,000 by a net amount of $31,101.68. In accordance with the terms of the Locally Funded
Agreement (LFA) and Memorandum of Agreement (MOA) with FOOT, the City is required to fund
any overages of the lowest bid amount or reject the bids. Currently, $140,000 is budgeted for this
project in the City's Capital Plan; therefore, a net amount of $16,101.68 is required to fully fund
the City's obligation under the terms of the MOA and LFA.
3. 10 Street End Improvement Project -Currently, this project is funded by $472,820 Florida Inland
Navigation District (FIND) grant funds and $542,491 from Pay As You Go. A total of $121,140 of
Pay As You Go has been allocated for previous expenditures, additional engineering services and
construction management. The City has entered into a JPA with FOOT to receive an additional
$64,185. Thus, there is $958,406 available for construction. The Ebsary bid amount of
$1,234,500 plus a 10% project contingency of $123,450 totals $1,357,900 for construction. Given
that the project's stormwater improvements amount to $756,272 of the net bid amount,
Stormwater Reserves will be utUized to fund this portion of the project. Thus, the 10 Street
contract award funding will be funded by $472,820 FIND grant, $64,185 FOOT JPA, and
$756,272 Stormwater Reserves.
THE ADMINISTRATION RECOMMENDS THAT THE MAYOR AND CITY COMMISSION ADOPT THE
RESOLUTION ADOPTING THE FIRST AMENDMENT TO THE CAPITAL BUDGET FOR FISCAL YEAR
2012/13.
Financial Information· -····.··Amounf . : ;Account . . . Source of I .. . ..... . ...
Funds: j···.···.·1· $756,272.00 Stormwater Fund 427-8000-389100 Fund Balance
~ r .·.·2 $321,!~5.65 Water & Sewer Fund 425 425-8000-389100 Fund Balance
3 $16,101.68 South Beach Quality of Life Resort :rax 1% Fund 305
1--'-4 $64,185.00 FOOT
Total $1 '158,324:33 -
MIAMI BEACH AGENDA ITEM ___;;C:......' "...:;.7-"L ___ _
DATE 1-/b ·~ 13 315
~ MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miomibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera-Bower and Members of the City Commission
FROM, Kathie G. Brooks. Interim City Managerp /-•
DATE: January 16, 2013
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ADOPTING THE FIRST AMENDMENT TO THE CAPITAL
BUDGET FOR FISCAL YEAR 2012/13.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
Funding source for the water main improvements will be Water and Sewer Enterprise Fund
(Fund 425) in the amount of $321,765.65. Funding source for the construction of the irrigation
system will be South Beach Quality of Life Resort Tax Fund (Fund 305) in the amount of
$16,101.68. Funding source for the Biscayne Bay 10 Street End Improvement Project will be
Stormwater Fund (Fund 427) in the amount of $756,272.00.
BACKGROUND
The Florida Department of Transportation (FOOT) is planning to construct roadway and
drainage improvements on Alton Road from 5th Street to Michigan Avenue (Project)
commencing in April 2013. In addition, the City the Biscayne Bay 10 Street End Improvement
Project will include seawall replacement and drainage improvements at the street end.
On May 9, 2012, the City Commission adopted Resolution No. 2012-27899 approving a Locally
Funded Agreement (LFA) and Memorandum of Agreement (MOA) with FOOT in the amount of
$125,000, funded by the City, for the purpose of constructing an irrigation system on Alton Road
from 51
h Street to Michigan Avenue, as part of the FOOT Project
On September 12, 2012, the City Commission adopted Resolution No. 2012-27994 approving a
Utility Work by Highway Contractor Memorandum of Agreement (MOA) with FOOT, in the
amount of $2,680,670.52 funded by the City, for the purpose of constructing a new water main
system on Alton Road from 5th Street to Michigan Avenue, as part of the FOOT Project.
The Biscayne Bay 10 Street End Improvement Project was developed to address shoreline
erosion and improve stormwater drainage. The failing seawall will be replaced with a sheet pile
seawall structure that meets the new Stormwater Management Master Plan design criteria.
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Commission Memorandum -Resolution Adopting the First Amendment to the Capital Budget for FY 13
January 16, 2013
Page 2 of3
In April 2013, the FOOT is reconstructing Alton Road drainage system. As part of FOOTs plans,
a stormwater forcemain will be constructed to discharge into Biscayne Bay by way of the 1 0
Street. In order to minimize the duration of construction in this area and disturbance to the
adjacent properties, the City will include a portion of the stormwater force main into the street
end project through the Joint Participation Agreement (JPA) with FOOT.
On November 27, 2012, an Invitation to Bid (ITB) No. 07-12/13 was issued for construction of
the 10 Street End Improvement Project with an opening date of December 28, 2012. Four bids
were received, however through the Procurement Division's review of each bid for
responsiveness, David Mancini & Sons, Inc. (DMSI) was deemed nonresponsive. As a result,
the following table provides the proposed total base bid prices of the three (3) responsive bids:
Company
FHP Tectonics Corp.
Ebsary Foundation Co.
Lanzo Construction Co. Florida
Total Base Bid
$ 1 ,225,002.38
$ 1,234,500.00
$ 1,355,594.00
The Administrative Review Panel convened on January 4, 2013, to interview the responsive
bidders and evaluate each bid. Ebsary Foundation Co. (Ebsary) received all five first-place
votes for contract award and is being recommended for award under a separate Commission
agenda item.
ANALYSIS
On December 6, 2012, FOOT notified the City that it had received bids for the water main utility
work along Alton Road and that the lowest bid amount received had exceeded the City's initial
deposit of $2,680,670.52 by a net amount of $436,720.13. Per the terms of the Utility Work by
Highway Contractor MOA between FOOT and the City, the City is required to fund any overage
of the lowest bid amount or reject the bids. The FOOT and City peliormed a due diligence
analysis of the bids and found the bids were appropriate. Therefore, an additional deposit is
due to FOOT based on the following computation: $2,783,384.51 (lowest bid amount) x 1.12
(adders) = $3, 117,390.65, less deposit by the City of $2,680,670.52, equals balance due to
FOOT of $436,720.13. Currently, $114,954.48 of contingency is budgeted for this project in the
City's Capita! Plan. Therefore, a net amount of $321,765.65 is required to fully fund the City's
obligation under the terms of the MOA. In accordance with the terms of the MOA for this work,
if any portion of the additional contingency amount funded by the City for the water main
improvements is not used as part of the FOOT project, FOOT will return any unused funds to
the City at the end of project construction. The amended project capital budget sheet is shown
in Attachment A.
On December 19, 2012, FOOT notified the City that it had received the bids for the construction
of a new irrigation system along Alton Road and that the lowest bid amount of $156,101.68 for
this work exceeded the City's initial deposit of $125,000 by a net amount of $31,101.68. FOOT
peliormed a due diligence analysis of the bids and found the bids were appropriate. In
accordance with the terms of the LFA and MOA with FOOT, the City is required to fund any
overage of the lowest bid amount or reject the bids. Therefore, an additional deposit to FOOT in
the amount of $31,101.68 is required by the City in order to fully fund the City's portion of project
costs. Currently, $140,000 is budgeted for this project in the City's Capital Plan. Therefore, a
net amount of $16,101.68 is required to fully fund the City's obligation under the terms of the
MOA and LFA. The amended project capital budget sheet is shown in Attachment B.
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Commission Memorandum -Resolution Adopting the First Amendment to the Capital Budget for FY 13
January 16, 2013
Page 3 of 3
Currently, the 10 Street End Improvement Project is funded by $472,820 Florida Inland
Navigation District (FIND) grant funds and $542,491 from Pay As You Go. A total of $121,140
of Pay As You Go has been allocated for previous expenditures, additional engineering services
and construction management. The City has entered into a JPA with FOOT to receive additional
$64,185. Thus, there is $958,406 available for construction. The Ebsary bid amount of
$1,234,500 plus a 10% project contingency of $123,450 totals $1,357,900 for construction.
Given that the project's stormwater improvements amount to $756,272 of the net bid amount,
Stormwater Reserves will be utilized to fund this portion of the project. Thus, the 10 Street
contract award funding will be funded by $472,820 FINO grant, $64,185 FOOT and JPA,
$756,272 Stormwater Reserves. The amended project capital budget sheet is shown in
Attachment C.
The water main improvements and the construction of the irrigation system must be fully funded
by the City and constructed as part of the FOOT Reconstruction of Aiton Road from 51h Street to
Michigan Avenue. The construction of the seawall and stormwater drainage improvements at
10 Street must be fully funded to complete the necessary improvements at this street end.
Attachments: A: Alton Road Utilities from 51h to Michigan Capital Budget Sheet
B: Alton Road Irrigation from 5th to Michigan Capital Budget Sheet
C: 10 Street End Improvement Project Capital Budget Sheet
JGG/FHB/JJF/RWS/JRG/ESW
T:\AGENDA\2013\January 16\FDOT Alton Road Water and Irrigation Budget Amendment MEM0(1).doc
318
w ~ <0 Title: Alton Road Utilities from 5th to Michigan Project #: rwsaltutly Department: Public Works Manager: Richard Saltrick Category: cip Domain: Stree!!Sidewalk!Streetscape Improvements Location: southbeach Descrlptio~: Justifocation: ·Operating Categorles :Personnel , Operating and Maintenance 'Miscellaneous TOTAL OPERATING COSTS Project Tlmeline: Description ll/l()nth/Year "~ [)_f)_scriptlon ""--"" Mo_rt!h!Year AlE Agreement Award: Planning Starts: Planning Completion: Design Starts: Design Completion: Bid Start: Bid Completion: Construction Contract Award: Construction Starts: Jun~13 Construction Completion: Jun-14 Annual fneremental Cost ~ rt" rt" PI 0 ::>' B (l) :J rt" :t"i I I I
Mid-year Total Beyond Prior Years Commission Prior 2012113 2013114 2014115 2015116 2016117 2017 Total Cost Category Appropriation Appropriation cm425 Construction Management 425 186.875 0 186,875 0 0 0 0 0 () 186,875 00425 Construction Fund 425 2.034.750 321.766 2,356.516 0 0 0 0 0 0 2,356,516 0042l Construction Fund 427 266,250 () 266,2.50 0 0 0 0 c 0 266.250 ct425 Contingencies Fund 425 229,000 0 229,000 0 0 0 0 0 0 229,000 de425 Design & Ertgineermg Fund 425 345.000 0 345.000 0 0 0 0 0 0 345,000 0 a 0 0 0 0 0 0 0 0 Total 3,061,675 321,766 3,383,641 0 0 0 0 0 0 3,383,641 Mid-year Total Beyond Funding Prior Years Commiss;ion Prior 2012113 2013114 2014115 2015116 2016117 2017 Total Appropriation Appropriation 425 Water & Sewer Enterprise Fund 2,795.625 321.766 3,i17,391 0 0 0 0 (J 0 3.117,391 428 Stormwater Enterprise Fund 266.250 0 266.250 0 0 0 0 0 a 2Q6,250 0 0 0 () 0 0 0 0 0 0 Total Funded 3.061,875 321./66 3.383.641 0 0 0 0 0 0 3,383,641 Total Unfunded Total Variance Explanation w N 0 Unfunded Budget Funded %Funded SW W&S UNF Construction Management 186.875 185,875 5.5% () a 0 Con$~ruction: 2.622.700 2,622.700 77.5% a 0 0 Contingency 229.000 229.000 68% 0 c 0 Design; 345.000 345,000 10.2% 0 0 a Equipment 0 0 (),0% 0 0 0 Program ManaJernent 0 0 00% 0 0 0 r~~al: 3,383,641 3,363,641 100% 0 0 0
w N ~ Title: Alton Road Irrigation from 5th to Michigan Project#: pwaltrdirr Annual Incrementa! Department: Public Works Manag<>r: Richard Saltrick Category: cip Oomaln: Environmental Location: southbeach Description: Justification: Project Timeline: :Operating Categories :personnel Operating and Marntenance ; Miscellaneous TOTAL OPERATING COSTS Cost Installation of an irrigation system and associated elements as part of the FOOT reconstruction of Alton Road from 5th Street to Michigan Avenue. The City of Miami Beach considers Alton Road to be a primary gateway corridor serving the mobility needs of residents and visitors. The City has requested that FOOT include enhancements, such as an irrigation system for the proposed project landscaping, which are considered over and above the standard FDOT improvements. This project is required by FOOT in order for it to construct an irrigation system as part of the Alton Road Reconstruction Project from 5th Street to Michigan Avevenue. Description Month/Year Description Month/Year NE Agreement Award: Planning Starts: Planning Completion: Design Starts: Design Completion: Bid Start: Bid Completion: Construction Contract Award: Construction Starts: Apr .. 13 Construction Completion: Apr~14 ::t' rt' rt' Ill Q :.::r' 3 (l) ;:j (T tJj I I '
Mid-year Total Beyond Prior Years Commission Prior 2012113 2013114 2014/15 2015/16 201$117 2017 Total Co.gt Category Appropriation Appropriation coaos Construclio:m Fund 305 SB QOL 120,000 16,102 136,102 0 0 0 (] 0 0 136.102 ct305 Contingencies FU!ld 305 SB OOL 20,000 0 20,000 0 0 0 0 0 0 20.000 0 0 0 0 0 (l 0 0 0 0 Total 140,000 16,10;1: 156,102 0 0 0 0 (I 0 156,102 Mid-year Total Beyond Funding Prior Years Commission Prior 2012113 2013114 2014115 2015116 2016117 2017 Total Appropriation Appropriation 305 SB Quality of Life Re-<ort rax Fund 140.000 16,102 156.102 0 0 0 0 0 0 166,102 0 0 0 0 0 0 (l 0 0 0 Total Funded 140,000 16,102 156.102 0 () () 0 0 0 156,102 Total Unfunded Total Variance Explanation Unfunded Budget Funded %Funded SW W&S UNF w Construction Management 0 0 00% 0 0 0 N Constr~c!ioo: 136,102 136.102 872% 0 0 0 N Contingency. 20,000 :?.0,000 12.8% 0 0 0 D<ls1gn: 0 0 0,0% 0 0 0 Equipment' 0 0 00% 0 0 0 Program Management: 0 0 0,0% 0 0 a rotal· 156,102 156,102 100% 0 0 0
w N w Title: Seawall-Biscayne Bay St End Enh Phil Project#: ensbiscbse Annual Incremental Cost Department: Public Works Manager: Rirllard Saltrick Category: dp Domain: Seawalls Locatlon: biscaynept Description: Justification: Proje<:! Timeline: Operating Categories Personnel Operating and Maintenance Miscellaneous TOTAL OPERATING COSTS 100 100 The Biscayne Bay Streetends Enhancement Phase II at 1oth Street will provide drainage, streetend landscape and replacement and repair of seawalls along Biscayne Bay. This project wm provide improvements to the stormwater system, minimize land based sediment run-off into Biscayne Bay Aquatic Preserve, and enhance public access to the water. This project includes outfall replacement and improvements. This project is part of a larger city-wide initiative to repair over 100 seawalls that are in disrepair. Additional funding to be provided by reallocation of funding from existing project WesttBay Neighborhood Shore in the amount of $198,918. No anticipated maintenance cost other than inspections. This project is FIND grant eligible. The funding request is for the required 50% matching funds, which would provide for the successful completion of the project upon grant approvaL According to the City code, all seawall must be maintained in good repair so that upland soil, sand, grass or like substance may not escape into any waters within the city, thereby minimizing the potential need and cost associated with dredging and maintain compliance with the National Pollutant Discharge Elimination System (NPDES) permit This project is part of a larger city-wide initiative to repair over 100 seawalls that are in disrepair. Maintenance and improvement of seawalls and associated elements of the stormwater system have both environmental and economic benefits. KIO • Well improved infrastructure • Maintain City's infrastructures. Description Month/Year Description AlE Agreement Award: Planning Starts: Design Starts: Bid Start: Construction Contract Award: Construction Starts: Nov-12 Jan-13 Mar-13 Planning Completion: Design Completion: Bid Completion: Construction Completion: Month/Year Complete Dec-12 Sep-13 :J;;< rt" rt" Pl () ::r !3 (!) ~ rt" (1 1 a I I
w N ~ Cost Category de302 Design/Engineering Fund 302 co30.."l Construction Fvnci 303 c!J\302 Constn;ction Mgmt Fund 302 counf Construction Unfunded co3U2 Construction Fund 302 c0427 Construction Fund 427 ct302 Cootingencies Fund 302 o!303 Other Operating Fund 303 Funding 302 Pay As You Go 427 Storrnwater 303 Gra'1t Funded Total Total Funded T<:>tal Unfunded Tota! Budget r'J:,,i;Xi).Wisl\i;ri#Vij~@J<'¥\,'c~m~~i~~>> ;·· Construction Management Co.."1structio-n: Contingency: Design: Equipment Program ManagemBnt To!~l. PdCH"Y~an; 6,630 325,986 61.405 0 406.146 0 68.31<) 146,834 1,015,31 t PriorY ears 542,491 0 472,!>20 1,015,311 Valiance Budget 61,<!05 1.195,811 68.310 6,630 146,834 0 1,478,990 Mid-year Total Commission Prior Appropriation Appropriation 0 6.530 64,185 390.171 0 61.405 0 0 (356,778) 49,368 756,272 756.272 0 68,310 0 146,824 4Gl,679 1,478,990 Mid-year Total Commissfon Prior Appropriation Appropriation (356.778) 185,713 756,272 756.272 64,185 537,005 463,679 1,478,990 Funded %Funded 61,405 4.2% 1,195,811 80.9% 68.310 4.6% 6,630 04% 146,834 9.9% 0 0.0% 1,478,990 100% Beyond 2012/13 2G1JJ14 2014115 201$/16 2016/17 2017 Total 0 0 c. 0 0 0 6,630 0 0 0 0 0 0 390,171 0 0 0 0 0 61.405 0 0 0 0 0 0 0 0 0 0 0 0 0 49,36$ 0 0 0 0 0 0 ;'!i6,:272 0 0 0 0 0 0 68.310 0 0 0 0 0 0 146.834 0 0 () 0 Q 0 1,4711,990 Beyond 2012113 2013114 2014115 2015116 2016117 2017 Total 0 0 C• 0 0 0 185,713 0 0 0 0 0 0 756,272 0 0 0 0 0 0 537,005 Q 0 0 0 0 0 1,478,990 Explanation Unfunded sw W&S UNF a 0 0 0 [) 0 0 0 0 a 0 0 0 0 0 0 0 0 0 0 0
RESOLUTION TO BE SUBMITTED
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