C7C-Retroactively Execute Amendment Bayshore Neighborhood - Sunset Islands ProjeCOMMISSION ITEM SUMMARY
Condensed Title·
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Retroactively Approving And
Authorizing The Mayor And City Clerk To Execute Amendment No. 2, To The Existing Professional Architecture &
Engineering Services Agreement Between The City Of Miami Beach And Schwebke-Shiskin & Associates, Inc. (SSA),
Dated December 14, 2011, For The Bayshore Neighborhood No. Be-Sunset Islands I & II Right Of Way Project.
Key Intended Outcome Supported:
Ensure value and timely delivery of quality capital projects.
Supporting Data (Surveys, Environmental Scan, etc.):
The 2012 Customer Satisfaction Survey indicated that over 81% of residents rated recently completed capital
improvement projects as "excellent" or "good". Recently completed capital improvement projects (81%), storm
drainaae (37%), and condition of roads (44%).
Item Summary/Recommendation:
On May 3, 2011, the City of Miami Beach issued ITB No. 27-10/11 for construction of right-of-way
improvements for Bayshore Neighborhood 8E for Sunset Islands I & II. The Mayor and City Commission
awarded this ITB to David Mancini & Sons, Inc. at its July 13, 2011 meeting.
On December 14, 2011, the City of Miami Beach adopted Resolution No. 2011-27792, authorizing the
Mayor and City Clerk to execute a Professional Services Agreement (PSA) with Schwebke-Shiskin &
Associates, Inc. pursuant to Request for Qualifications (RFQ) No. 36-10/11, for Resident Project
Representative Services (RPR), in the amount of $249,995, including reimbursable expenses, for a period
of 13 months for Neighborhood No. 8 Bayshore (Package E)-Sunset Islands I & II project.
The base contract time for these services was for a period of 13 months commencing upon the second
notice to proceed issued on December 12, 2011 to the period ending on January 11, 2013. The contract
provides for a pre-negotiated fixed fee of $17,038 per month for additional services if required. The
extended time required for this project would be from the end of the 13 month period starting on January
11, 2013 until the project delivery date which is currently scheduled for May 10, 2013, a total of 4 months,
for a not-to-exceed total of $68,152.
During the course of the project several requests were made by staff to the resident project representative
to provide additional information required for the resolution of unforeseen conditions and additional scope.
These services were beyond the scope of the contract and included the revision of pollution control
structures due to constructability issues at driveways, certification of watermains within the project,
franchise utility company coordination and driveway harmonization. A detailed stormwater modeling
analysis and recommendation was also requested by staff in order to ascertain the potential future needs
of the drainage system. Funding for the additional cost of $38,946 for these services were previously
appropriated in the 2013 Capital budget.
The funds required to bring the Consultant services to a current status and extend them to the projected
final completion date of May 10, 2013, is $107,098.
Staff finds both the scope and negotiated fee to be reasonable and appropriate, and the hourly billing rates
are within the current approved amount negotiated for all City consultants.
The Administration recommends approval of the resolution.
Adv1sory Board Recommendation:
I N!A
Financial Information:
Account Source of
Funds: 1 -As-You-Go Account #302-2665-061357
2 -As-You-Go Account #302-2665-069357
3 Ca ita! Reserve Account #304-2665-061357
MIAMI BEACH 213
AGENDA ITEM t!-7C
DATE tf-/ 7-/3
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMI SION MEMORANDUM
TO: Mayor Matti Herrera Bower and Me
FROM: Jimmy L. Morales, City Manager
DATE: April 17, 2013
SUBJECT: A RESOLUTION OF THE MA R AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA. RETROACTIVELY APPROVING AND
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE
AMENDMENT NO. 2, TO THE EXISTING PROFESSIONAL
ARCHITECTURE & ENGINEERING SERVICES AGREEMENT BETWEEN
THE CITY OF MIAMI BEACH AND SCHWEBKE-SHISKIN & ASSOCIATES,
INC. (SSA}, DATED DECEMBER 14, 2011, FOR THE BAYSHORE
NEIGHBORHOOD NO. BE -SUNSET ISLANDS I & II RIGHT OF WAY
PROJECT; IN THE NEGOTIATED NOT-TO-EXCEED AMOUNT OF
$107,098; TO PROVIDE EXTENDED RESIDENT PROJECT
REPRESENTATION AND ADDITIONAL CONSULTING SERVICES DURING
CONSTRUCTION OF THE PROJECT; WITH PREVIOUSLY
APPROPRIATED FUNDING.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
KEY INTENDED OUTCOME SUPPORTED
Ensure Value and Timely Delivery of Quality Capital Projects.
FUNDING
Funding in the amount of $107,098 has been previously appropriated in the Capital Budget, as
follows:
$ 3,927
$ 9,703
$ 3,564
$ 21 '183
$ 25,001
$ 43.720
$107,098
BACKGROUND
Pay-As-You-Go account 302
Capital Reserve Fund 304
Gulf Breeze 2006 Fund 423
Water and Sewer Enterprise Fund
Stormwater Enterprise Fund
2011 Stormwater Bonds account
Total
On May 3, 2011, the City of Miami Beach issued ITB No. 27-10/11 for construction of right-of-
way improvements for Bayshore Neighborhood 8E for Sunset Islands I & II. The Mayor and
City Commission awarded this ITS to David Mancini & Sons, Inc. at its July 13, 2011 meeting.
The project provided for neighborhood right-of-way improvements including the installation of
water mains, storm water infrastructure, outfall reli,ning and reconstruction; and milling and
resurfacing of existing roadways. The project time in the contract called for a total of 395
calendar days, or 13 months.
214
Commission Memorandum
Sunset Islands 1 & 2 -Schwebke-Shiskin & Associates, Inc. -Amendment No. 2
April17, 2013
Page 2 of3
On December 14, 2011, the City of Miami Beach adopted Resolution No. 2011-27792,
authorizing the Mayor and City Clerk to execute a Professional Services Agreement with
Schwebke-Shiskin & Associates, Inc. pursuant to Request for Qualifications (RFQ) No. 36-
10/11, for Resident Project Representative Services (RPR), in the amount of $249,995,
including reimbursable expenses, for a period of 13 months for Neighborhood No. 8 Bayshore
(Package E) -Sunset Islands I & II project.
On October 17, 2012, Amendment No. 1 was executed in the amount of $24,999 to provide
additional resident project representative services to provide roadway re-alignment
coordination drawings and an initial driveway harmonization analysis.
ANALYSIS
The RPR's duties and responsibilities include general coordination and communication with
the City, the City's Architect/Engineer Consultant and the Contractor; attend and participate in
the Pre-Construction Meeting with the City as well as all project progress meetings; conduct
field inspections on a daily basis throughout the course of the project; monitor specialty AlE
Consultant site visits; prepare daily reports; provide photographic records of construction
activities; review materials and workmanship of the project and report to the City any
deviations from the Contract Documents; monitor delivery of materials to the job site; review
shop drawings; issue non-compliance notices when required; identify any existing facilities
damaged by the contractor; perform independent review of any change orders submitted by
the contractor; coordinate requests for information with the AlE Consultant; monitor progress
of construction and ensure the Contractor's adherence to the schedule; verify pay requisition
quantities and sign off on all pay requisitions; coordinate various tests for quality control of the
project; monitor record drawing mark-ups; recognize hazards while in the normal conduct of
onsite business; review and monitor the Contractor's adherence to an acceptable quality
control program; keep a log of all forced work efforts related to a disputed change order; verify
compliance with the Maintenance of Traffic (MOT) plan in the field; forward water main
shutdown requests to the City; verify substantial completion; and attend "walk-through"
inspections of the work; attend and participate in a final completion walk-through and
inspection and prepare a final Certificate for Payment.
The base contract time for these services was for a period of 13 months commencing upon the
second notice to proceed issued on December 12, 2011 to the period ending on January 11,
2013. The construction schedule of the project was extended for a period of approximately 4
months. This was due to extensions of time awarded to the contractor via change orders for
additional work and rain delays.
The contract provides for a pre-negotiated fixed fee of $17,038 per month for additional RPR
services after the expiration of the contract time. The extended time required for this project
would be from the end of the 13 month period on January 11, 2013 until the project completion
which is currently scheduled for May 10, 2013 for a total not-to-exceed amount of $68,152.
During the course of the project in 2012, several requests were made by staff to the resident
project representative to provide additional information required for the resolution of
unforeseen conditions encountered and added scope. These services were beyond the scope
of the contract and included the revision of pollution control structures due to constructability
issues at driveways, certification of watermains within the project, franchised utility company
coordination and driveway harmonization. A detailed stormwater modeling analysis and
recommendation was also requested by staff in order to ascertain the potential future needs of
the drainage system. These additional services are considered unauthorized purchases,
215
Commission Memorandum
Sunset Islands 1 & 2 -Schwebke-Shiskin & Associates, Inc. -Amendment No. 2
April17, 2013
Page 3 of3
however funding for the additional cost of $38,946 for these services was requested in the
2013 capital budget and are, therefore, previously appropriated.
The summary of the additional requested services is as follows:
RPR lime Extensions $ 68,152
RPR Added Scope _$.:............ __ 38....:,_94_6_
TOTAL $ 107,098
CONCLUSION
The Administration recommends the execution of Amendment No. 2, in the negotiated, not to
exceed amount of $107,098, to an existing Agreement between the City of Miami Beach and
Schwebke-Shiskin & Associates, Inc., dated December 14, 2011, to provide additional
Resident Project Representative Services for the Bayshore Neighborhood No. 8E -Sunset
Islands I & II right of way project; with previously appropriated funding.
Exhibit A: Amendment No. 2
Schedule A, Scope of Services and
Schedule B, Fee Schedule
T:\AGENDA\2013\Aprii17\SS 1 & 2-Schwebke Shiskin-Amendment 2\SS 1 & 2-SCHWEBKE-Amendment No.2-
MEMO.docx
216
Exhibit A
AMENDMENT No. 2
TO THE PROFESSIONAL ARCHITECTURE AND
ENGINEERING SERVICES FOR THE BAYSHORE NEIGHBORHOOD NO. BE-
SUNSET ISLAND I & II RESIDENT PROJECT REPRESENTATIVE AGREEMENT
BETWEEN
THE CITY OF MIAMI BEACH, FLORIDA
AND
SCHWEBKE-SHISKIN & ASSOCIATES DATED DECEMBER 14,2011,
SAID AMENDMENT IN AN AMOUNT NOT-TO-EXCEED $107,098; TO PROVIDE
ADDITIONAL SERVICES FOR EXTENDED RESIDENT PROJECT
REPRESENTATIVE SERVICES DURING CONSTRUCTION AND VARIOUS
ADDITIONAL CONSULTING SERVICES
This Amendment No. 2 to the Agreement, made and entered this __ day of 2013,
by and between the CITY OF MIAMI BEACH, a Municipal Corporation existing under the laws of
the State of Florida (hereinafter referred to as City), having its principal offices at 1700
Convention Center Drive, Miami Beach, Florida 33139, and SCHWEBKE-SHISKIN &
ASSOCIATES, INC, a Florida Corporation, having its offices at 3240 Corporate Way, Miramar,
Florida, 33025 (hereinafter referred to as the Consultant).
RECITALS
WHEREAS, on December 14, 2011, the Mayor and City Commission approved
resolution no. 2011-27792 authorizing the execution of an Agreement between the City of Miami
Beach and Schwebke-Shiskin & Associates, Inc. (Consultant), for a not-to-exceed amount of
$249,995, including reimbursable expenses for Resident Project Representative Services for
Neighborhood No. 8 Bayshore (Package E) -Sunset Islands I & II (the Project); and
WHEREAS, the Project includes Resident Project Representative Services for a period
of up to thirteen (13) months; and
WHEREAS, the contract includes pre-negotiated monthly extended RPR services in the
amount of $17,038 per month; and
WHEREAS, on October 17, 2012, the Capital Improvement Projects (CIP) Office
approved Amendment No. 1 to the Agreement, for a not-to-exceed amount of $24,999, for
additional services for the re-alignment of roadway and driveway harmonization analysis; and
WHEREAS, on February 20, 2013, the consultant submitted a proposal for additional
professional services associated with additional scope of work; and
WHEREAS, the total additional fee requested by the Consultant for the additional work
is $1 07,098; and
WHEREAS, City staff have evaluated the Consultant's cost proposal and are in
agreement that the proposal is reasonable; and
WHEREAS, additional funds have been appropriated within the capital budget for the
additional work; and
WHEREAS, Amendment No. 2 to the Agreement will revise the total contract sum to a
not-to-exceed total of $382,092.
217
NOW, THEREFORE, the parties hereto, and in consideration of the mutual promises,
covenants, agreements, terms, and conditions herein contained, and other good and valuable
consideration, the respect and adequacy are hereby acknowledged, do agree as follows:
1. ABOVE RECITALS
The above recitals are true and correct and are incorporated as a part of this
Amendment No. 2.
2. MODIFICATIONS
The Agreement is amended to include and incorporate the additional work, as set forth
in Schedule A, attached hereto.
3. OTHER PROVISIONS.
All other provisions of the Agreement, as amended, are unchanged.
4. RATIFICATION.
The City and Consultant ratify the terms of the Agreement, as amended by this
Amendment No. 2.
IN WITNESS WHEREOF, the parties hereto have caused this Amendment No. 2 to be executed
in their names by their duly authorized officials as of the date first set forth above.
ATTEST:
Rafael Granado, City Clerk
ATTEST:
Secretary
Print Name
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
City Attorney
CITY OF MIAMI BEACH, FLORIDA
Matti Herrera Bower, Mayor
CONSULTANT:
SCHWEBKE-SHISKIN & ASSOCIATES, INC.
President
Print Name
Date
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Amendment No. 2.docx
218
SCHEDULE "A"
SUNSET ISLANDS NO. I & II
SCOPE OF SERVICES
Schedule "A" entitled, "Scope of Services", is amended as follows:
ADD the following TASK 5 -ADDITIONAL SERVICES:
Task 5.3 -Additional Services -Revision of Pollution Control Structures:
As required by site conditions, the Sunset Islands 1 & 2 Bid Package No. 8E project will require
additional design efforts to modify the previously designed pollution control structures. During
construction of the drainage system and review of the construction plans, it was found that
several of the previously design pollution control structures were within, or within close
proximity, of an existing driveway. In many instances the pollution control structures were
designed to be above grade. This would result in obstructions, or hazards, within or near a
drivable area. In consideration of the proposed infrastructure improvements by Chen-Moore &
Associates, Inc., it was decided that the CONSULTANT shall prepare the necessary exhibits
and calculations to process permits through the applicable agencies to allow for modification of
the pollution control structures.
Professional services to be provided by the CONSULTANT shall include:
Prepare plans and calculations required to modify the pollution control structures.
Process the plans, calculations and other exhibits for approval through the City of
Miami Beach Public Works Department and Miami-Dade County Department of
Environmental Resources Management for modification of the Class II Permit.
Basis of Scope:
The above scope was prepared based on the following assumptions:
The previously designed infrastructure improvements originating from Chen-Moore &
Associates, Inc. are free of any errors and omissions.
The Engineer of Records agrees with the required modification of the Pollution
Control Structures to lower the previously designed weir crest elevations.
Deliverables:
Schedule:
Fee:
Sketches and calculations of the proposed modifications.
A Class II permit modification letter from DERM.
Additional services will commence upon notification of Notice to Proceed (NTP) by
the City.
This additional service will be completed for a lump sum fee of $4,100. SS&A will
invoice the City on a monthly basis based on the percentage complete.
17\~unset islands 1 & 2-schwebke shiskin-a21 'g :nt no. 2\additional services02 -schedule a. doc
Task 5.4-Additional Services -Certification of Watermains:
It was decided that the CONSULTANT shall certify all watermains within the project. This
process is required to obtain a clearance from the Department of Health so that the contractor
can begin transferring water services from the existing watermain to the new watermain.
Professional services to be provided by the CONSULTANT shall include:
Witness pressure tests for the full duration of time required to certify that the
pressure test was performed in compliance with AWWA Standards.
Prepare pressure test reports to be signed and sealed by a Florida Registered
Professional Engineer.
Review watermain as-built drawings for compliance with pertinent regulations.
Prepare and process watermain certification applications through the City of Miami
Beach Public Works Department and the Miami-Dade County Health Department.
Basis of Scope:
The above scope was prepared based on the following assumptions:
The previously designed infrastructure improvements originating from Chen-Moore &
Associates, Inc. are free of any errors and omissions.
Bacteriological samples, Signed and Sealed asbuilt drawings by a Professional Land
Surveyor and other required documentation not mentioned under "Professional
services to be provided by the CONSULTANT" are provided to the CONSULTANT.
Deliverables:
Schedule:
Fee:
Copies of the documentation required for certification of the watermains, i.e.
applications, pressure test results, bacteriological sample test reports, and as-built
drawings.
Clearance letter from the Miami-Dade County Health Department.
Additional services will commence upon notification of Notice to Proceed {NTP) by
the City.
This additional service will be completed for a lump sum fee of $4,300. SS&A will
invoice the City on a monthly basis based on the percentage complete.
t:\agenda\20 13\april !?\sunset islands I & 2-schwebke shiskin-al-"'-··'""'"ll no. 2\additional services02-schedule a.doc
220
Task 5.5-Additional Services-Utility Coordination:
Due to unforeseen conditions within the project the Sunset Islands 1 & 2 Bid Package No. 8E
project will require additional efforts by the Resident Project Representative to assist in the
coordination of utility relocations. In consideration of this work it was decided that the
CONSULTANT shall prepare sketches, exhibits, plans and other documents, as needed, to
assist in utility coordination and relocations to allow for the construction of water, drainage and
roadway facilities.
Professional services to be provided by the CONSULTANT shall include:
Preparation of plans, sketches, exhibits and other documents for coordination with
Utility companies.
Attend meetings and walkthroughs of the project with the various utility companies,
contractor and the City of Miami Beach, as needed.
Basis of Scope:
The above scope was prepared based on the following assumptions:
The CONTRACTOR is responsible for utility coordination. Our firm will be assisting
in coordination efforts.
Deliverables:
Schedule:
Fee:
Sketches, PDF's, and other forms of media, as needed, for coordination meetings
and conversations with utility companies.
Additional services will commence upon notification of Notice to Proceed (NTP) by
the City.
This additional service will be completed for a lump sum fee of $9,500. SS&A will
invoice the City on a monthly basis based on the percentage complete.
17\sunset islands I & 2-schwebke shiskin-a:-·----• .. ·--nt no. 2\additional services02 -schedule a. doc
221
Task 5.6-Additional Services-Driveway Harmonization Consulting Services:
As required by site conditions, the Sunset Islands 1 & 2 Bid Package No. 8E project will require
additional Engineering Consulting and Resident Project Representative services to review,
analyze and provide opinions regarding driveway harmonization re-design sketches provided by
the Engineer of Record. Based on the previous analysis performed by this firm it was
determined that the Engineer of Record, Chen-Moore & Associates, Inc., would need to prepare
in-dividual sketches for harmonization of driveways determined to be lower in elevation than the
elevation of the roadway designed as part of the infrastructure improvements for Sunset Islands
1 & 2. It was agreed that additional engineering consulting services will be provided by the
CONSULTANT to verify that the design prepared by the DESIGN CONSULTANT will provide a
positive gradient to the recently installed valley gutters. The CONSULTANT will also analyze
and determine the scope of work required based on the sketched prepared by the DESIGN
CONSULTANT to prepare a detailed cost estimate for the additional work.
Professional services to be provided by the CONSULTANT shall include:
Analysis of dreiveway harmonization drawings prepared by Chen-Moore &.
Prepare engineer's cost estimates for driveways requiring harmonization in
consideration of the higher roadway elevations.
Basis of Scope:
The above scope was prepared based on the following assumptions:
The purpose of this work is to review driveway harmonization sketches for slopes
consistent with providing a positive drainage flow to the recently installed valley
gutters.
Deliverables:
Schedule:
Fee:
An engineer's cost estimate will be provided for each driveway requiring
harmonization.
Additional services will commence upon notification of Notice to Proceed (NTP) by
the City.
This additional service will be completed for a lump sum fee of $7,099. SS&A will
invoice the City on a monthly basis based on the percentage complete.
!?\sunset islands 1 & 2 -schwebke shiskin-m222al no. 2\additional services02 -schedule a. doc
Task 5.7-Additional Services-Detailed Stormwater Modeling, Analysis and
Recommendations:
As required by site conditions, the Sunset Islands 1 & 2 Bid Package No. BE project will require
additional Engineering Consulting services to prepare a detailed stormwater management
model to more accurately define conditions of the designed stormwater management system by
the Engineer of Record and DESIGN CONSULTANT, Chen-Moore & Associates, Inc. Due to
storm events, high tide conditions and the resulting flooding conditions witnessed at the end of
September 2012 the CITY requested the Schwebke-Shiskin & Associates, Inc., the
CONSULTANT, to analyze and provide opinions and recommendations regarding the gravity
stormwater management system designed by the DESIGN CONSULTANT.
Professional services to be provided by the CONSULTANT shall include:
Prepare a detailed stormwater model of the stormwater management system
designed by Chen-Moore & Associates, Inc.
Prepare maps and exhibits of the designed stormwater management system and of
the proposed recommendations for a functional stormwater gravity system.
Prepare a stormwater management study including a summary of the design
conditions and results, detailed results obtained from the stormwater management
model, and summary of recommendations for a functional stormwater gravity
system.
Basis of Scope:
The above scope was prepared based on the following assumptions:
The purpose of this work is to analyze the designed gravity stormwater management
system and provide recommendations for a functional gravity stormwater system.
The Engineer of Record will process, permit and coordinate the recommended
modifications of the designed stormwater management system with the CITY and the
CONTRACTOR.
Deliverables:
Schedule:
Fee:
A stormwater management study with summary of recommendations with pertinent
sketches and reports.
Additional services will commence upon notification of Notice to Proceed (NTP) by
the City.
This additional service will be completed for a lump sum fee of $13,947. SS&A will
invoice the City on a monthly basis based on the percentage complete.
t:\agenda\20 l31J;pril !?'~sunset islands 1 & 2 -schwebke shiskin -ar 22 Jlt no, 2\additional services03 -schedule a. doc
N N ~ SCHEDULE B CITY OF MIAMI BEACH BAYSHORE NEIGHBORHOOD NO. 8E-SUNSET ISLANDS Ill CONSULTANT'S COMPENSATION FEE SCHEDULE nn "{',: ....... " ....... "'' .1-S!ADDITIONAL SERVICES 5.3;f3EVISION OF POLLUTION CONTROL STRUCTURES 5.4.CERTIFICATION OF WATERMAINS 5.5iUTILITY COORDINATION 5.6IDRIVEWAY HARMONIZATION REVIEW AND RECOMM . . :.: .................... ; .......... . 5.7: DETAILED STORMWATER ANALYSIS AND RECOMM. 5.8'ADDITIONAL RPR SERVICES (4 Months x $17,038) T:\AGENDA\2013\Aprii17\SS 1 & 2-Schwebke Shiskin-Amendment 2\Additonal Services-Schedule 8 1 of 1
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