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C6B-Report- Capital Improvement Projects Oversight Committee Meeting Of March 11(9 MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.rniomibeachfl.gov COMMITIEE MEMORANDUM To: Mayor Matti Herrera Bower and Me From: Jimmy L. Morales, City Manager ,_,_...,..._ Date: May 8, 2013 Subject: REPORT OF THE CAPITAL IMP OVEMENT PROJECTS OVERSIGHT COMMITTEE MEETING OF MARCH 11,2013 A meeting of the CIP Oversight Committee was held on Monday, March 11, 2013. The meeting was called to order at 5:40 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. mfamibeachfl. govlvideo/video. asp 2) 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 See attendance sheet copy attached. Saul Gross introduced Cheryl Jacobs, newest member of the Committee. She is a member of AlA, in the construction business with an architecture firm. She has been a resident of Belle Isle since 1987. 2. REVIEW AND ACCEPTANCE OF MINUTES 5:40p.m. Report of the Capital Improvement Oversight Committee Meeting of January 14, 2013 MOTION: MOVED: PASSED: Acceptance of Report (Minutes) of the January 14, 2013 CIPOC Meeting. As updated. D. Kraai 2nd: Robert Rabinowitz UNANIMOUS 3. PUBLIC COMMENTS 7:04p.m. Alexander Morales, a resident of Miami Beach asked about the status of the South Pointe Park Pier and the Flamingo Park Football Stadium. Mattie Reyes, who is the project manager for both projects, answered that a groundbreaking event was held for the construction of the pier earlier this year and that work is currently being done in the water to relocate corals. The project is expected to be completed in one year. The bids for a contractor for the Flamingo Park Football field and amenities were expected to come in Friday, March 15. If the schedule holds, the project is expected to be completed in September 2013. 147 Agenda Item C(i;B Date 5""'-~ -! 3 CIPOC MEETING MINUTES, March 11, 2013 Page 2 ofB 4. OLD BUSINESS I REQUESTED REPORTS a. North Beach Neighborhoods Status Report: Normandy Isle Phase II Neighborhood Improvements 5:43 p.m. Mattie Reyes, Senior Capital Projects Coordinator reported on the status of the project, noting that this phase includes several miscellaneous items that were not addressed in the overall neighborhood project that was completed a few years ago. Several lighting outages have been addressed. The City is working with FPL and the lighting contractor to resolve the problem. The City is withholding payment until this is fixed, and the contractor has been extremely cooperative. Saul Gross confirmed that the wiring in these fixtures is new. FPL has installed a voltage meter in order to determine if there were fluctuations in the voltage flow. A meeting including the contractor, FPL. Public Works and the project engineer took place concurrent with the CIPOC meeting. The team was on site assessing the situation, and were to report back to Ms. Reyes. Landscaping replacement continues, and completion was expected by the end of March 2013. The City still has to negotiate swale improvements and drainage. Mr. Gross asked if it was more of a burden on CIP staff to handle piecemeal items that were leftover or afterthoughts from past projects. Fernando Vazquez, CIP Director, said that it does strain resources and staff, but that it has provided lessons learned, so CIP can close out and "not look back" when they come to the end of a project. Ms. Reyes noted that the scope of work for this phase was not included in the original package, and came about from resident requests. Dwight Kraai asked Ms. Reyes to explain the extent of the drainage work being done. Drainage work was not included in the original project. Residents complained of ponding water in the streets on Marseille Drive. Now, a new design is being done to address the standing water. Mr. Kraai asked if the water was a result of high tides. The answer is no, the puddles are a result of rainfall. Mr. Vazquez noted that projects in the past were constructed with an eye on dollars spent, rather than service levels reached. This resulted in projects not being completed to stakeholder satisfaction. The lessons learned are to look at solid designs, delivering service and creating a completed product that does not require revisiting. Status on Biscayne Point Neighborhood Improvement Project 5:51 p.m. Substantial completion of the work on Stillwater Drive is expected very soon. A final walkthrough was scheduled for the end of March. The County will also soon be performing inspection of the wells. The project team wants to get the drainage online before the rainy season begins. There have been some challenges in Biscayne Beach with the wiring of the existing street lights. The contractor has been addressing these issues. Pump station construction is expected to begin in April. The County is asking for 15*foot travel lanes in Biscayne Beach, and has not yet approved the hardscape plans for the project. The City is working through several options in order to meet the requirements of the Fire Department. Should the final design differ from the proposed design, the neighborhood will be notified through the public involvement process. Mr. Kraai asked if tide water drainage is a consideration for this project. Mr. Vazquez responded that the plans for Biscayne Point are based on the old criteria, and not the drainage criteria included in the new stormwater master plan. Mr. Kraai made a recommendation that CIP clearly state what sea level elevation measurements are being used in the design for drainage solutions in future projects. F:\CAPI\$aii\Comm. & CIPOC\Commission ltems\2013\5-May\CIPOC March 11 Meeting Minutes.docx 148 CIPOC MEETING MINUTES, March 11, 2013 Page 3 ofB b. Middle Beach Neighborhoods Status Report: Central Bavshore Improvements 5:59 p.m. Maria Hernandez, Senior Capital Projects Coordinator mentioned that a large item was to go to Commission for a second phase of this project (more below). The next phase would include more stormwater components, valley gutters and additional milling and resurfacing of the roadway. The additional work would cost $3.5 million. The resolution also extends the contract from October 2013 to March 2014. Most of the new items were requests brought to the City by residents after the contract was approved by Commission. The City is in agreement with most of the requests, which include 400 shade trees, narrowing of streets and installation of valley gutters. Robert Rabinowitz asked about utility conflicts in this neighborhood. Maria Hernandez explained that one pump station that was to be installed on Flamingo Drive during phase I was relocated and will be installed near the golf course in phase II. This eliminates conflicts with public utilities. Christina Cuervo asked why drainage was being added. This request was a result of a storm event in 2009 and another rain event during construction. The team determined that a redesign was necessary. Additionally, information that has come out of the research for the new Stormwater Master Plan brought to light the need for additional drainage in this neighborhood. This will include 2.5 acres of lake storage within the golf course, new outfalls and new piping. Dwight Kraai asked CIP to report which Mean High Water Elevation (MHW) levels are being used in the calculations for the additional drainage needs in the Bayshore project. Status Report: Lake Pancoast Improvements 6:13p.m. Maria Hernandez, Senior Capital Projects Coordinator reported that the project is scheduled to be completed in May 2013. The only components left in this project include the streetscape in front of the Martall Plaza, the completion of the pump station and the associated electrical panel. The project will be completed with enhanced landscaping. Lanzo Construction, it was noted, has been a good contractor, and the project has moved along to the City's satisfaction. Status Report: Sunset Islands I & II 6:15p.m. Maria Hernandez, Senior Capital Projects Coordinator reported that the project is nearly at substantial completion. All the drainage work in this project is complete. Mr. Gross asked Elizabeth Camargo to give her opinion about the project, since she is a resident of the neighborhood. She had good things to say, adding that the residents are generally happy. They are looking forward to the annual picnic to celebrate. She also mentioned that the street level was raised, which impacted over 10% of the residents on Sunset Island II. This unanticipated effect resulted in additional work to harmonize properties with the street level. *See discussion for the Lower North Bay Road project, below. F:\CAPI\$aii\Comm. & CIPOC\Commission ltems\2013\5-May\CIPOC March 11 Meeting Minutes.docx 149 CIPOC MEETING MINUTES, March 11, 2013 Page 4 ofB Status Report: Sunset Islands Ill & IV 7:07p.m. Public Works hired C3TS as the Design Criteria Professional. Public Works will an item to Commission in order to advertise the RFQ for a Design Build firm. Status on Lower North Bav Road 6:31 p.m. Just prior to the discussion on Lower North Bay Road, during discussion on Sunset Islands I & II, the Committee talked about the condition of the outfa!ls on the islands. If there is to be a "phase II" project for Sunsets I & II, work would consist of increasing the size of outfalls. This would be a difficult process due to significant encroachments over the outfall pipes. Mr. Gross asked if there was an issue with upgrades of the outfalls and sea-level rise. Mr. Vazquez explained that larger outfalls contribute to better conveyance of storm water. He added that it is important to look at the contours of the bay water compared to the contours of the ground water. It was mentioned that this discussion should continue with Public Works and other agencies. (Mr. Vazquez noted that CIP is the construction group, not the regulatory agency). Mr. Gross asked which projects were coming up that would benefit from this discussion. And the meeting moved into discussion of Lower North Bay Road. There are some low elevations on Lower North Bay Road (3.15) where some of the catch basins are located and CIP wants to look into this with PWD. Mr. Gross asked if Public Works was involved in the planning for LNBR and were incorporating into that planning the necessity to address sea-level rise. He also asked if the concept of roadway harmonization was being considered, if the road elevation is to be raised. He pointed out that the City had historically considered the issue of driveway flooding to be the property-owners' problem, but if the roadway is to be raised, the City will have to harmonize the driveways. LNBR will be a hard bid unit price contract. The City is using lessons learned from previous projects about material quantities and incorporating that in the bid. CIP would like to include additional items including seawall reconstruction at 23 Street where there is a pump station to be installed, sewer lining, and a number of items included in the plans based on resident input. Public Works has also requested additional components on the pumps to be installed, such as sensors, well pressure transmitters, and proper breakers. Christina Cuervo noted that she would like to see sanitary sewer lining to be included in all future right-of-way projects. Mr. Gross continued to push for a discussion with Public Works about incorporating components of the new Stormwater Master Plan in the LNBR design. Mr. Vazquez agreed that this project gives CIP the opportunity to further the sea-level rise discussion and incorporate it into the plans. Mr. Gross asked how satisfied the City has been with CH2MHi!l's design. Mr. Gross said they have delivered what was asked and they have worked with the City on the Bayshore projects without problems. Mr. Gross wanted to know what the issues were with this engineer on Sunset I & II. Mr. Vazquez could not answer that question. Mr. Vazquez asked for assurance that the City was confident in CH2MHill to deliver what is asked for LNBR. Mr. Vazquez said that the City can work with them. The Committee reviewed the timeline: Contract amendment to CH2MHill in May. Finance and Citywide in July (budget) Bid opening in October (No commission meeting in November) Mr. Vazquez wanted to know what the appropriate time would be for CH2MHi!l to come to CIPOC to explain what has to be incorporated into the design to bring it up to standards that address F:\CAPI\$aii\Comm. & CIPOC\Commission ltems\2013\5-May\CIPOC March 11 Meeting Minutes.docx 150 CIPOC MEETING MINUTES, March 11, 2013 Page 5 ofB sea-level. Mr. Vazquez asked for discussions to take place first with CH2MHill and PWD, so that the project team can look at the roadway elevation and the need for drainage. Mr. Vazquez reiterated that he thinks the LNBR project is the opportunity to work in design to a higher standard with respect to sea-level rise. Mr. Kraai praised Mr. Gross and Mr. Vazquez for doing so. Mr. Vazquez offered to bring CH2MHill representatives and Public Works representatives to a future meeting to begin of this discussion. During the City Center discussion (Commission item below) Mr. Gross turned again to a question he had about the Lower North Bay Road project. He asked if an RPR was hired for LNBR. Staff responded that the RPR is Atkins. He was concerned that the City was paying Atkins for the services when the contractor was terminated. Staff stated that at this time, while the project is not active, Atkins is not being paid. The City is revisiting what services are needed for LNBR. The contract, which is now included with the Bayshore services, will be separated and reworked. c. South Beach Neighborhoods Status Report: Venetian Island Neighborhood Improvement Project 7:09p.m. Mattie Reyes, Senior Capital Projects Coordinator, said that the item for award of the Construction Contract is going to commission. *Please see the commission item below. Status Report: Palm & Hibiscus Island Neighborhood Improvements & Utilities Undergrounding 7:08p.m. Mattie Reyes, Senior Capital Projects Coordinator said that the City Attorney's Office is reviewing the contract for a progressive design build method of procurement and delivery. The construction costs are negotiated along the way under this delivery system. The City anticipates that the bid can be advertised in May. The contractor has to develop design and price it out first, before the construction can start. Status Report: South Pointe Phase Ill, IV & V Neighborhood Improvement Project 7:25 p.m. Carla Dixon, Capital Projects Coordinator, said that all the water main work from the original scope was complete; the added water main work is on schedule. Storm drainage work is complete. Testing continues, there are several places that required routine retesting, which has been scheduled. Landscaping and irrigation work and some additional above-ground work remain. The project is scheduled for completion this summer. 5. COMMISSION ITEMS: 6th and 53rd Street Restrooms Project 7:32 p.m. This item was voted on at the October 22, 2012 CIPOC meeting. Fernando Vazquez clarified that the Commission expressed concerns over cost per square foot. The Land Use Committee reviewed the item, although no formal recommendation came from that committee meeting. The revised memo presented to Commission breaks down the costs of building a standard facility. It includes the items necessary for a public bathroom facility in such close proximity to the ocean and compares that with the costs of buildings that have been built with the proposed specialty finishing. The breakdown also includes cost for demolition, side work, water, electrical services and other utilities, as well as landscaping and other components of the project. The memo also details suggestions for further cost reductions, which would required HPB approval and would have an effect in the future on maintenance costs. The document presented at the March 11 meeting demonstrates a change in the approach of how the item is presented to Commission. This document provides much greater detail. Fernando F:\CAPI\$aii\Comm. & CIPOC\Commission ltems\2013\5-May\CIPOC March 11 Meeting Minutes.docx 151 CIPOC MEETING MINUTES, March 11, 2013 Page 6 ofB Vazquez pointed out that the breakdown demonstrates that the cost per square foot is high because this project is for construction of small buildings with many specialty features. Saul Gross opined that he did not see anything in the suggestions for cost savings to be of any significant impact, adding that the suggestions would have a negative impact on the life-span and maintenance of the facility components. He stated that he saw no benefit to implementing any of the suggestions. (he added that the Commission would make the decision). He also pointed out that this project has been in the making for over two years and he felt it would be best to move forward. Saul Gross asked that the Committee renew their original recommendation to pass the resolution. Robert Rabinowitz said that after watching the Commission's reaction to this item, he wanted to recall his previous vote in favor of the item, and to abstain from voting this time, "pending investigation by ... whatever department is responsible for this." He said that the Committee's initial reaction to the cost per square foot was that it was too high. Saul Gross agreed and pointed out that Christina Cuervo also agrees. He said, though, that comparing the cost of the 6 and 53 Street restrooms to the others the City has built, proves that the cost is comparable. He noted that several bathrooms have already been built at similar cost. He also stated that Atkins has done cost analysis and found the building cost to be fair because the construction is of small buildings in difficult areas to build, with many components. Mr. Gross informed Mr. Rabinowitz that he can't withdraw his vote, but could vote against the item on this vote. Saul Gross again said that the bathroom projects are often scrutinized by Commission because of the cost per square foot, but that no one has been successful at demonstrating how to effectively bring the price down. Elizabeth Camargo asked if comparisons were made to recently built restrooms. Mr. Vazquez explained that the report presents those comparisons. Thais Vieira, Capital Projects Coordinator, explained that the operating experience with the previously-built restrooms led the City to look at some of the components that did were not performing well. Staff made recommendations for improved features for the new restrooms and future upgrades (i.e.: epoxy flooring instead of tile floors; vandal-resistant plastic product instead of stainless on exposed plumbing fixtures). Robert Rabinowitz said that because multiple facilities were being built, the cost (psf) should drop. But Thais pointed out that the buildings are in different locations (6 Street/ 53 Street) and there is no economy of scale. Brian Ehrlich said that the items recommended for cost savings don't seem like reasonable cuts given that they add to maintenance and replacement costs. Saul Gross wondered if rolling the pre-construction services into a D/B contract without biddmg for the contract was partly to blame for the cost. But, he added that he is comfortable with the number of sub contractor bids that were done as well as the process (over 90 firms bid). He also mentioned that the cost estimate analysis done by Atkins resulted in a slightly higher cost. Christina Cuervo mentioned that one other Miami Beach restroom is shown for comparison in the chart presented in the report, along with other comparable facilities. This was chosen because the cost was lowest. The other restrooms built by the City were more costly. Saul Gross offered F:\CAPI\$aii\Comm. & CIPOC\Commission ltems\2013\5-May\CIPOC March 11 Meeting Minutes.docx 152 CIPOC MEETING MINUTES, March 11,2013 Page 7 of8 that CIP bring all the prices from the other bathrooms to the Commission meeting to show the cost comparison. The last beachfront restroom was completed in 2009, when the market was low, and that restroom was more expensive per square foot than the current facilities, and more than the facility included in the report, which was built in 2006. The one built in 2009 was a smaller building. MOTION: Recommend to the Mayor and Commission to pass the resolution. MOVED: T. Trujillo 2"d: C. Jacobs PASSED: OPPOSED: R. Rabinowitz City Center Right-of-Way Neighborhood Improvement Project 6:55 p.m. The item is for extended RPR services with Chen Moore & Associates. The City is in litigation with the original contractor, who was terminated. The project timeline was extended to accommodate the new contractor, so the RPR services contract is also extended. Chen Moore & Associates is the Engineer of Record (EOR), Certified Engineering Inspector (CEI) and Resident Project Representative (RPR) for the City Center project. The contract extends their RPR services. Saul Gross asked Maria Hernandez if the City is satisfied with Chen's work. She answered in the affirmative. He pointed out that they also worked with the City on the Sunset I & II project and said positive things. Robert Rabinowitz asked for clarification about the number of hours scheduled in the contract amendment. This was clarified to his satisfaction. (Field services separated from engineering services). Mr. Vazquez said that if further explanation is necessary, CIP will clarify that. MOTION: Recommend to the Mayor and Commission to pass the resolution. MOVED: R. Rabinowitz 2"d: T. Trujillo PASSED: UNANIMOUS Central Bayshore and Lake Pancoast Right of Way Infrastructure Improvements 6:48 p.m. This item is for addition work requested by the residents and some additional drainage mitigation work identified by the City. Unit prices are fixed, and the contractor agreed to work with the unit prices from the original contract, with a few exceptions. There are almost $2 million in credits, which helped in the final net cost of the added scope. Saul Gross noted that the Finance and Citywide Projects Committee reviewed this and approved the work and funding. MOTION: MOVED: Recommend to the Mayor and Commission to pass the resolution. T. Trujillo 2"d: B. Ehrlich PASSED: UNANIMOUS Venetian Islands Right-of-Way Infrastructure Improvements 7:09 p.m. Mr. Gross asked how this contract differs from the last contract for the project that was rejected. Mattie Reyes, Senior Capital Projects Coordinator, replied that costs had gone up. Mr. Gross wanted to know if the price increased due to utility conflicts. Ms. Reyes replied that the EOR (Schwebke Shiskin) identified conflicts in Venetian based on items that came to light in the Sunset I & II project. F:\CAPI\$aii\Comm. & CIPOC\Commission ltems\2013\5-May\CIPOC March 11 Meeting Minutes.docx 153 CIPOC MEETING MINUTES, March 11, 2013 Page 8 of8 Mr. Vazquez pointed out that it was necessary to wait until the County was finished with the Causeway work before going in to construction on the neighborhood project. Christina Cuervo noted that the dewatering permits are included in the cost. The City is now discussing internally ( CIP and Public Works) the concept of not obligating the contractor to 100% dewatering in the interest of saving time, not necessarily money. Mr. Gross pointed out that Commission has to allocate additional dollars. This new contract is over $1 million higher. MOTION: Recommend to the Mayor and Commission to pass the resolution. MOVED: B. Ehrlich 2"d: T. Trujillo PASSED: UNANIMOUS Additional Discussion: 7:50 p.m. Capital Improvement Projects Web Site Maria Palacios presented on the progress of the new CIP site, which is to go live by February, 2013. The site can be navigated by searching by neighborhood, by project and by type of project. It includes information about each active project, and such items as photos, alerts and related documents. One component of the site is an interactive map with GIS (Geographic Information System) layers which also brings users to individual project information. Integration of this element is taking longer than expected, but the site will launch soon. The Committee asked that contact information for the individual Public Information Officers (PIO) for the projects be included, as well as searchable copies of the Basis of Design Reports for each project will be included on the site. Staff is already working on these components. Meeting Adjourned: 7:51 p.m. Next CIPOC meeting is scheduled for Monday, April 15, 2013 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\2013\5-May\CIPOC March 11 Meeting Minutes.docx 154