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C6A-Report- Capital Improvement Projects Oversight Committee Mtg On October 22 2(e MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeochH.gov COMMITTEE MEMORANDUM To: From: Mayor Matti Herrera Bower and Members of the .. C~ Commission Kathie G. Brooks, Interim City Manager//' r · Date: Subject: February 6, 2013 · REPORT OF THE CAPITAL IMPROVEMENT PROJECTS OVERSIGHT COMMITTEE MEETING OF OCTOBER 22, 2012 A meeting of the CIP Oversight Committee was held on Monday, October 22, 2012. The meeting was called to order at 5:41 p.m. Please note: 1) 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 2) Minutes reflect the order of the meeting according to the printed agenda. Items were taken out of order. Refer to the right of the page for the time each item was heard. 1. ATTENDANCE See attendance sheet copy attached. Stacy Kilroy arrived at 5:44p.m. Brian Ehrlich arrived at 5:53 p.m. 2. REVIEW AND ACCEPTANCE OF MINUTES 5:41p.m. Report of the Capital Improvement Oversight Committee Meeting of September 10, 2012 MOTION: MOVED: Acceptance of Report (Minutes) of the September 10, 2012 CIPOC Meeting. T. Trujillo 2"d: R. Rabinowitz PASSED: UNANIMOUS 3. PUBLIC COMMENTS 6:40 p.m. Michael Lefkowitz, of the Bayshore Neighborhood (2995 Flamingo Drive) came forward to speak about the current CIP construction in his neighborhood. He offered that he considered communication with the City was very good, and thanked Maria Palacios, Public Information Specialist, for her efforts in keeping him and other neighbors informed. Mr. Lefkowitz asked for explanation why the Flamingo Drive properties would still have their water services transferred. This was based on information stated earlier in the meeting, that the 6" water main on Pine Tree Drive was not in good condition, and therefore the water services on Pine Tree Drive would not be connected to that line until the City conducted further review and decided on the next course of action. Chair Saul Gross reiterated the difference in the lines, stating that the water line on Flamingo Drive was installed only a few years ago. 141 Agenda Item CC,A Date )''~/?; CIPOC MEETING MINUTES-October 22, 2012 Page 2 of 7 His concern was about the impact of the directional drilling. Maria Hernandez explained that the directional drilling, as is being done on the water service transfers on Sunset Islands I & II, is very accurate and can be directed deep below roots and structures. The entire process of directional boring and reconnecting service is relatively quick. Mr. Lefkowitz also wanted to relay some comments from his neighbors. Residents wanted to know why the water line work was not done concurrently with the stormwater drainage work. Maria Hernandez, Senior Capital Projects Coordinator explained that contractors typically perform the water line installation first because doing both at the same time would be more difficult to manage and would be more intrusive. The work would likely block residents' driveways for extended periods of time. David Martinez, Assistant Director of CIP, added that by putting in the water services first, there is no need to protect the old service while crews perform the heavy work of storm drainage construction. Comment about road closure advisory ... Mr. Lefkowitz asked if an app for cellphones was available as it is difficult to download and read all of the information while driving. The new map feature will be rolled out when the CIP web site is launched later this year, but will not be available as a mobile app until all the pages are up. Mr. Lefkowitz offered that the contractor crews have been very nice and polite during this project. 4. OLD BUSINESS I REQUESTED REPORTS a. North Beach Neighborhoods Status Report: Normandy Isle Neighborhood 5:43 p.m. Mattie Reyes, Senior Capital Projects Coordinator reported that landscaping is well underway. The Royal Palms were removed, the tree wells have been set and wheel stops are being placed at the street end of Rue Notre Dame. Final negotiations based on the proposal submitted by Lockwood, Andrews & Newman (LAN) are pending as of this meeting for the swales, aprons and pavers along Marseilles drive. Construction is expected to commence in March of 2013, to be completed in November 2013, to include minor stormwater drainage remedies to address standing water along the edge of pavement. Status on Biscavne Point Neighborhood Improvement Project 5:46 p.m. Carla Dixon discussed the status of the project. Water main installation on Biscayne Point Island are complete, the installation of structures addressing the three stormwater "hot spots" on the island has been completed. As of the meeting, the City was waiting for FPL to energize the lights on Biscayne Point Island, as all the light poles were installed. Saul Gross asked when the drainage improvements on Biscayne Point Island would be in working order. Carla Dixon explained that the wells need to be certified, cleaned, and pass DERM inspections. The island and Stillwater Drive are expected to both be online at the same time, which could be as early as the end of November. The project team will coordinate the testing concurrently with Biscayne Point Island. The City has moved forward with the certification process on the island while Stillwater is under construction, then the inspections will be done for both areas. Sidewalks, where needed, have been replaced. Landscaping is to begin in early November. Construction on the entrance feature will begin in early November. Once the entrance is completed, crews will mill and resurface the roadways in Biscayne Point Island. F:\CAPI\$a!I\Comm. & CIPOC\Commission ltems\2012102-February\CIPOC October 22 Meeting Minutes REVISED.docx 142 CIPOC MEETING MINUTES-October 22, 2012 Page 3 of7 In addition to the storm drainage work on Stillwater Drive, conduits for lighting have been installed, and the light pole bases are to follow in November. Landscape plans are in the review process. Stillwater Drive improvements should be complete in early 2013. Water mains have been installed in Biscayne Beach. The plans for the stormwater drainage in Biscayne Beach are currently under agency review. The entire project, to include the drainage work in Biscayne Beach, is to be completed in September 2013. b. Middle Beach Neighborhoods Status Report: Central Bavshore Improvements 5:51 p.m. Maria Hernandez, Senior Capital Projects Coordinator said that overall, the project is 35% complete. About 20% of the drainage work is complete. All the water main work is complete with the exception of the meter relocations (back to front), which will happen in December. Saul Gross asked if all the permission letters were signed. There are a few pending, but now this work has been eliminated from the project for meter relocation on the houses that were on Pine Tree Drive. There will be a credit, of sorts on the contract for those untouched meters. The work was not included in the original contract and was added. Now that the homes on Pine Tree Drive are not included, the add-on is substantially less than anticipated, and will cost approximately $200 thousand. The existing water line on Pine Tree Drive is not in good condition, so it would not be wise to connect the meters at this time. The line on Flamingo Drive and in the Lake Pancoast area is new. Eventually, work will be done to replace and upsize the six-inch line on Pine Tree Drive, a County Road, and the switch to service will take place then. Work on Pine Tree Drive will be a separate project, at significant cost. Saul Gross stated that he remembered that when priority water lines were identified, the pipe on Pine Tree Drive was identified as one that needed to be replaced. Fernando Vazquez said that staff would research the topic and bring back information. They were not included in the Bayshore project. Saul Gross noted here a memo from the Interim City Manager, Kathie Brooks, dated July 9, to the Finance and Citywide Projects Committee. This memo was included in the CIPOC agenda packet (page 419) on the overview of the Neighborhood Right-of-Way Improvement projects. He commended the Office of CIP on their approach to construction and management of the projects as being done in a measured and comprehensive way. Mr. Gross asked about the status of the 2011 Stormwater Bonds. The Office of CIP works with the Finance Department to utilize the funding from older issuances before using the newer bonds. Mr. Gross asked for a report to the Committee on the total funding approved in the 2012-2013 Capital Budget. Maria Hernandez brought the discussion back to the Central Bayshore project. The team is now moving ahead with the redesign of Phase 2 of the project. This includes added stormwater design for the south portion of the project (south of 34 street), road widening, valley gutters and landscaping. This was a result of a concurrency review by Public Works, in order to bring active projects up to date with the new stormwater master plan. Saul Gross asked about the contingency funds for the Bayshore accounts, and whether they have held in the face of change orders. Maria Hernandez answered that they had, with the exception of the back to front water meter relocations, which was an engineering omission from the plans. Robert Rabinowitz asked for specifics on the "unforeseen utility conflicts" that caused a redesign of the pump station at 40 Street and Flamingo Drive. These were AT&T lines in a duct bank that ran to Mount Sinai Hospital. The issue of utility conflicts has proven to be a detailed and F:\CAPI\$aii\Comm. & CIPOC\Commission ltems\2012\02-February\CIPOC October 22 Meeting Minutes REVISED.docx 143 C/POC MEETING MINUTES-October 22, 2012 Page 4 of7 complicated issue. Saul Gross opined that although these cause delays, even prior to construction, it is wise to address them. Status Report: Lake Pancoast Improvements 6:09 p.m. Maria Hernandez, Senior Capital Projects Coordinator said that water and drainage is complete. Temporary asphalt is in place, the sidewalks are being built. The pump stations should be completed by January 2013. Once complete, the neighborhood will be transformed. There is an huge piece of equipment that is needed to be in place to complete the 24 Street pump station. Once that work is done, the median will be installed. After that, the first lift of asphalt will be placed. Rain has caused some delays and some complications with construction. Status Report: Sunset Islands I & II 6:10p.m. Maria Hernandez, Senior Capital Projects Coordinator said all valley gutters are installed and 85% of Island II is complete. The crews are waiting for better weather in order to complete the first lift of asphalt. AT&T continues to work on patching, after relocating some utilities. Because of all the utility conflicts, there are several different contractors on site at the same time. AT&T has not been as responsive to the City's requests, as FPL and TECO gas has. The current schedule shows completion for the project in May, 2013. First lift of asphalt is expected on Sunset Island II by the end of November. DERM certifications for the drainage structures are pending, but will happen soon. The system is connected. In a heavy rainfall, because there are screens currently blocking the inlets, as per DERM regulations, the water ponds on the street. The team monitors the situation and works to mitigate standing water when there are heavy downpours. Status Report: Sunset Islands Ill & IV Sunset Islands Ill & IV were not discussed. Rick Saltrick, Acting City Engineer, was not available for the meeting, as he was in a meeting with a commissioner to explain the Stormwater Master Plan. Status Report: Lower North Bav Road 6:21 p.m. Senior Capital Projects Coordinator Maria Hernandez said that the second notice to proceed was issued to TransFiorida on September 28, 2012. The contractor has begun filling potholes and has ordered structures. Materials are expected to arrive on site so construction can start. The team has been in contact with the HOA (Mr. Mike Hammond and Mr. Mark Balzli), and Lauren Firtel is the Public Information Officer (PIO) for the project. Brian Erlich inquired about the duties of the PIO. Maria explained that they act as liaison between the residents and the contractor and project team, addressing concerns and complaints, send out alerts and notices, meet with residents on encroachment issues and are generally the resident point of contact for projects. Fernando added that they cover the whole information component, and the City gauges the performance of the PIO based on resident input. The discussion moved into the Commission item, see the item below at 6:31 p.m. c. South Beach Neighborhoods Status Report: Venetian Island Neighborhood Improvement Project 6:33p.m. Roberto Rodriguez, Capital Projects Coordinator, explained that the project is under the cone of silence, but could be discussed in a public meeting such as this. The project is now in the bidding phase. The bid was extended from July 31 to October 30. Schwebke Shiskin was hired as a F:\CAPI\$a!!\Comm. & C!POC\Commission ltems\2012\02-February\CIPOC October 22 Meeting Minutes REVISED.docx 144 C/POC MEETING MINUTES-October 22, 2012 Page 5 of7 consultant to perform an analysis of existing utilities and identify conflicts. This information is now included in the contract. The City has contacted the utility companies so that they can start any relocations before construction starts. TECO has responded with a new design and it is under review. The utilities will pay for the conduits for their lines. One bidder, DMSI, submitted over 60 questions that required response from the City. About five contractors attended the pre-bid conference on October 9. Elizabeth Camargo asked who the Engineer of Record is for the project. It's Schwebke Shiskin. Their surveying company was hired separately to do the utility analysis. Status Report: Palm & Hibiscus Island Neighborhood Improvements and Utilities Undergrounding 6:50 p.m. Mattie Reyes, Senior Capital Projects Coordinator, said that Public Works is reviewing the design criteria package. An item to approve the RFQ has gone to Commission. Status Report: South Pointe Phase 11/, IV & V Neighborhood Improvement Project 6:55 p.m. Carla Dixon, Capital Projects Coordinator, said that a new 12" water main was added on Ocean Drive, and is now connected to the 20" line on 5 Street. The certification of the water lines is being completed. The County's emergency force main installation at Washington Avenue and South Pointe Drive has forced the City to halt the completion of the installation of a pump station in that area. 30% of the testing of the stormwater system on Collins and Ocean Drive remains as of this meeting. The work on Alton Road has been tested and approved. The contractor is changing their electrical subcontractor, so there is no work at this time on the street lighting. Landscaping is moving on schedule. The project is expected to be completed in the summer of 2013. Tony Trujillo stated that he sees big improvements in South Pointe. 5. COMMISSION ITEMS: The Commission items discussed were deferred to a future Commission meeting. a. Lower North Bay Road Project 6:31 p.m. Maria Hernandez explained that TransFiorida submitted a change order that included some additional scope recommended by Bill Goldsmith and some other storm water drainage improvements. A year and a half has passed since the change orders were accepted and the first notice to proceed was issued. The contractor was unable to hold the same pricing submitted in the initial bid. He submitted another change order to reflect the higher unit prices. A consultant was hired to analyze the cost and found it to be reasonable. Atkins did the analysis, CIP conducted negotiations (David Martinez from the Office of CIP), resulting in a savings of $100 thousand. Fernando took this opportunity to announce that David Martinez was named Assistant Director of the Office of CIP after serving as Acting Assistant Director. F:\CAPI\$a11\Comm. & CIPOC\Commission ltems\2012\02-February\CIPOC October 22 Meeting Minutes REVISED.docx 145 CJPOC MEETING MINUTES-October 22, 2012 Page 6 of 7 The funding source for this approximately half from the 2011 Stormwater bonds and some from the 2006 Gulf Breeze Loan. MOTION: MOVED: Recommend to the Mayor and Commission to pass the resolution. E. Camargo 2"d: T. Trujillo PASSED: UNANIMOUS b. Sunset Islands I & II Project 6:18p.m. This item is for temporary and permanent relocation of the wiring, not fixtures. The wiring is in the way of the valley gutter being installed. The price was checked through other vendors as well as the engineer of record. The cost, $425,000, including the contingency, was determined to be fair. The majority of funding for this comes from the 2011 stormwater bonds. MOTION: MOVED: Recommend to the Mayor and Commission to pass the resolution. T. Trujillo 2"d: S. Kilroy PASSED: UNANIMOUS c. 6th and 53rd Street Restrooms Project 7:03 p.m. Bert Cabanas, Capital Projects Coordinator, showed the guaranteed maximum price (GMP) approval that is to go to Commission for approval for the two restrooms. The contract includes the demolition of the existing restrooms and the construction of new ones. These are the last two restrooms to be built of the beachfront restrooms that dot the east coast of the island. The materials for these two are upgraded significantly tin order to prevent wear, vandalism and the elements. The total construction is approximately $1.2 million. Staging and access is difficult, and this adds to the overall construction cost. The City negotiated well below the original estimate. Atkins, the company that provided the cost review on this project, has provided cost-review services before. The result of their work has been a significant savings in our projects. Other companies are on a rotating list and provide this same kind of service. Fernando said he is looking for someone in-house to do similar work for smaller projects, perhaps hired on a temporary basis. MOTION: MOVED: Recommend to the Mayor and Commission to pass the resolution. S. Kilroy 2"d: R. Rabinowitz PASSED: UNANIMOUS d. Palm & Hibiscus Islands 6:51 p.m. This item is requesting the Commission to approve the issuance of the Request for Proposals (RFQ) for the street improvements that will also include utility undergrounding. The selection process is two-tiered. First, bidders submit their qualifications and the City evaluates that. The firms that are selected as qualified can submit a bid for the contract. NO VOTE. Saul Gross said there was not enough information to make a recommendation. F:\CAPI\$aii\Comm. & C!POC\Commission ltems\2012\02-Februa!Y\C!POC October 22 Meeting Minutes REVISED.docx 146 CJPOC MEETING MINUTES-October 22, 2012 Page 7 of7 Additional Discussion: 7:17p.m. Seawalls Saul Gross asked how the City is addressing the issue of seawall construction, now that the topic of sea-level rise is being discussed and the City will finance reconstruction of seawalls on public property in neighborhood projects. Fernando Vazquez said that the Public Works Department had been looking at rebuilding seawalls citywide for a number of years, the overall cost, as well as prioritization of the projects. Homeowners are responsible for the seawalls on their properties and this needs to be taken into consideration once the City establishes standards for seawall height as a measure of protection. The question remains how much authority does the City have in determining the height and strength necessary for seawalls located on private property. Additional Discussion: 7:21p.m. Date for next meeting Meeting Adjourned: 7:23p.m. Next CIPOC meeting is scheduled for Monday, December 10, 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.£till.~ each month. 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