C7L-Approve Phase III Work Order Normandy Shores Fountain ProjectCOMMISSION ITEM SUMMARY
Condensed Title:
A RESOLUTION OF THE MAYOR AND C]ry COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA,
AUTHORIZING THE CITY MANAGER TO APPROVE THE PHASE III WORK ORDER FOR THE NORMANDY
SHORES FOUNTAIN PROJECT UTILIZING THE COMPETITIVELY BID NATIONAL JOINT POWERS ALLIANCE
COOPERATIVE CONTRACT FOR CONSTRUCTION SERVICES WITH THE GORDIAN GROUP.
Item Summary/Recommendation :
Since the fall of 2012, the City has been without a methodology for expediting construction and infrastructure projects.
This is especially problematic for smaller projects and projects related to unplanned emergency work for which
releasing independent solicitations is not operationally feasible and causes unnecessary delays. To address this
problem, as authorized by Florida Statutes, the Finance and City-Wide Projects Committee (the "Committee") endorsed
a recommendation by the Administration to utilize the indefinite quantity contract (lQC) for construction services to
expedite the delivery of construction projects under $250,000 or for emergency projects as approved by the City
Manager. The Committee's endorsement of the IQC process for small and emergency projects was approved by the
City Commission on April 23,2014. The IQC process is similarto the JOC process previously used by the City but with
tighter controls, including a limit on design, additional competition on certain items and a small project threshold that
limits exposure.
The IQC process is used extensively by the local, state and federal governmental agencies throughout the United
States to expedite the delivery of construction projects. The City, as a governmental agency member, is authorized to
utilize the IQC contract for construction services competitively awarded by the National Joint Powers Alliance (NJPA) to
the Gordian Group.
ln an effortto expedite the restoration of the Miami Beach Normandy lsle Fountain, located at7802 Rue Vendome,
which is a part of a North Beach revitalization initiative, the NJPA IQC contract was utilized to procure the necessary
construction services because this project was originally estimated below the $250,000 threshold. To further expedite
the project, it was divided into phases as follows:. Phase I - Demolition Phaseo Phase ll - Materials Ordering Phase. Phase lll - Final Construction Phase
However, during the process of demolishing parts of the existing structure (Work Order Phase l- Demolition Phase)to
make way for the renovations, it was revealed that much of the original infrastructure, specifically the plumbing and
electrical systems, were deteriorated beyond repair, and new electrical, plumbing, structural and tile work needed to be
replaced. The tile work alone, which has been ordered pursuant to Work Order ll (Materials Phase), is historic and had
to be custom made to match the existing.
Therefore, this project is now expected to exceed the $250,000 threshold limit approved by the City Commission for
projects through the NJPA IQC contract award. Accordingly, in orderto move forward with the completion of this project
and in efforts to meet the proposed completion date of October 1,2014, approval is required to exceed the $250,000
project threshold limit by $50,000, which includes $40,000 of additional work and $10,000 for project contingency, for a
project total not to exceed $300,000. The cost of the project is within budget.
CONCLUSION
The Administration recommends approving the Resolution authorizing the City Manager to approve Work Order lll
(Final Construction Phase) for the final phase of the Normandy Shores Fountain renovation project.
ADMINISTRATION RECOMMENDATION
The Administration recommends aoorovino the Resolution.
Advisory Board Recommendation :
Financial Information :
Source of
Funds;
Amount Account
1 300,000.00 307-2850-000676 - 7 1"' Fountain Renovation
2
OBPI Total
Financial Impact Summary:
AGEilIDA ITEM
trATE
c7L-w
Maximize Miami Beach as a World Class Destination. Streamline the Delivery of Services through all
Supporting Data (Surveys, Environmental Scan, etc; N/A
& MIAMIBTACH 444
g MIAMIBEACH
City of Miqmi Beoch, I200 Convention Center Drive, Miomi Beoch, Florido 33 139, www.miomibeochfl.gov
COMMISSION MEMORANDUM
TO:Mayor Philip Levine and Members
FROM: Jimmy L. Morales, City Manager
DATE: July 23,2014
SUBJECT: A RESOLUTION OF THE MA AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, AUTHORIZING THE CITY MANAGER TO APPROVE
THE PHASE III WORK ORDER FOR THE NORMANDY SHORES FOUNTAIN
PROJECT UTILIZING THE COMPETITIVELY BID NATIONAL JOINT POWERS
ALLTANCE (NJPA) COOPERATTVE GONTRACT FOR CONSTRUCTTON SERVICES
WITH THE GORDIAN GROUP.
ADM!NISTRATION RECOMM ENDATION
The Administration recommends approving the Resolution.
KEY INTENDED OUTCOME
Maximize the Miami Beach brand as a world class destination. Streamline the delivery of
services through all departments.
FUNDING
307-2850-000676 -7ft Fountain Renovation - $300,000
BACKGROUND
Prior to October, 2012, the City acquired construction services for many small or emergency
construction projects through a Job Order Contracting process. Job Order Contracting (JOC) is
a contracting methodology that enables facility owners to accomplish a large number of repairs,
maintenance and construction projects with a single, competitively bid contract. ln doing so,
JOC eliminates the time and expense of completing the normal design-bid-construct cycle for
each project. Prior to the award of JOC contracts, the City selects one of several available
comprehensive catalogs of construction tasks established by one of several national
organizations, such as RS Means or the Gordian Group. The catalogs contain almost every
imaginable construction task possible and a unit of measure and cost for each construction task.
Contractors are required to competitively bid an adjustment factor (e.g. 1 .15) to be applied to a
comprehensive catalog of almost every imaginable construction tasks established by one of
several national organizations, such as RS Means or the Gordian Group, with pre-set unit
prices. The prospect of continuing work keeps the contractor motivated to provide timely,
responsive, and high quality work.
Since the fall of 2012, the City has been without a methodology for expediting construction and
infrastructure projects. This is especially problematic for smaller projects and projects related to
unplanned emergency work for which releasing independent solicitations is not operationally
feasible and causes unnecessary delays. To address this problem, as authorized by Florida
citv CJrmission\P
445
Commission Memorandum -Normandy lsle Fountain NJPA
Page 2 of 2
Statutes, the Finance and City-Wide Projects Committee (the "Committee") endorsed a
recommendation by the Administration to utilize the indefinite quantity contract (lQC) for
construction services to expedite the delivery of construction projects under $250,000 or for
emergency projects as approved by the City Manager. The Committee's endorsement of the
IQC frocess for small and emergency projects was approved by the City Commission on April
23, 2014. The IQC process is similar to the JOC process previously used by the City but with
tighter controls, including a limit on design, additional competition on certain items and a small
project threshold that limits exposure.
The IQC process is used extensively by the local, state and federal governmental agencies
throughout the United States to expedite the delivery of construction projects. The City, as a
governmental agency member, is authorized to utilize the IQC contract for construction services
competitively awarded by the National Joint Powers Alliance (NJPA) to the Gordian Group.
ln an effort to expedite the restoration of the Miami Beach Normandy lsle Fountain, located at
7802 Rue Vendome, which is a part of a North Beach revitalization initiative, the NJPA tQC
contract was utilized to procure the necessary construction services because this project was
originally estimated below the $250,000 threshold. To further expedite the project, it was divided
into phases as follows:o Phase I - Demolition Phaseo Phase ll - Materials Ordering Phaser Phase lll - Final Construction Phase
However, during the process of demolishing parts of the existing structure (Work Order Phase I
- Demolition Phase) to make way for the renovations, it was revealed that much of the original
infrastructure, specifically the plumbing and electrical systems, were deteriorated beyond repair,
and new electrical, plumbing, structural and tile work needed to be replaced. The tile work
alone, which has been ordered pursuant to Work Order ll (Materials Phase), is historic and had
to be custom made to match the existing.
Therefore, this project is now expected to exceed the $250,000 threshold limit approved by the
City Commission for projects through the NJPA IQC contract award. Accordingly, in order to
move fonrard with the completion of this project and in efforts to meet the proposed completion
date of October 1, 2014, approval is required to exceed the $250,000 project threshold limit by
$50,000, which includes $4O,OOO for additional work and $10,000 for project contingency, for a
project total not to exceed $300,000.
CONCLUSION
The Administration recommends approving the Resolution authorizing the City Manager to
approve Work Order lll (Final Construction Phase) for the final phase of the Normandy Shores
Fountain renovation project.
,v\
JLM/MT/#dCillrnOrrr
T:\AGENDAUUhfu uly\Public Works\Normandy Fountain. Memo.docx
446
RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE GITY OF
MIAMI BEACH, FLORIDA, AUTHORIZING THE CITY MANAGER TO
APPROVE THE PHASE II! WORK ORDER, IN THE NOT TO EXCEED
AMOUNT OF $5O,OOO, FOR THE NORMANDY SHORES FOUNTAIN
PROJECT UTILIZING THE COMPETITIVELY BID NATIONAL JO!NT POWERS
ALLTANCE (NJPA) COOPERATTVE CONTRACT FOR CONSTRUCTION
SERVICES WITH THE GORDIAN GROUP.
WHEREAS, prior to October,2012, the City acquired construction services for many
small or emergency construction projects through a Job Order Contracting process; and
WHEREAS, Job Order Contracting (JOC) is a
facility owners to accomplish a large number of repairs,
with a single, competitively bid contract; and
WHEREAS, since the Fall of 2012, the City
expediting construction and infrastructure projects; and
contracting methodology that enables
maintenance and construction projects
has been without a methodology for
WHEREAS, to address this problem, the Finance and Citywide Projects Committee (the
"Committee") endorsed a recommendation by the Administration to utilize the indefinite quantity
contract (lOC) for construction services to expedite the delivery of construction projects under
$250,000 or for emergency projects, as approved by the City Manager; and
WHEREAS, the Committee's endorsement of the IQC process for small and emergency
projects was approved by the City Commission on April 23,2014; and
WHEREAS, the IQC process
governmental agencies throughout the
projects; and
extensively by the local, state and federal
States to expedite the delivery of construction
is used
United
WHEREAS, on January 15, 2014, via Resolution # 2014-28462, the City Commission
authorized the Administration to utilize cooperative awards by National Joint Powers Alliance
(NJPA) pursuant to Section 2-369 of the Miami Beach City Code, which authorizes the City
Manager to make awards exceeding $25,000 when said award is resulting from cooperative
agreements; and
WHEREAS, the City, as a governmental agency member, is authorized to utilize the IQC
contract for construction services competitively awarded by NJPA to the Gordian Group; and
WHEREAS, in an effort to expedite the restoration of the Normandy lsle Fountain,
located at 7802 Rue Vendome, which is a part of a North Beach revitalization initiative, the
NJPA IQC contract was utilized to procure the necessary construction services because this
project was originally estimated below the $250,000 threshold; and
WHEREAS, to further expedite the project, it was divided into phases as follows:
Phase l- Demolition Phase
Phase ll - Materials Ordering Phase
Phase lll- Final Construction Phase; and
447
WHEREAS, during the process of demolishing parts of the existing structure (Work
Order Phase I - Demolition Phase) to make way for the renovations, it was revealed that much
of the original infrastructure, specifically the plumbing and electrical systems, were deteriorated
beyond repair, and new electrical, plumbing, structural and tile work needed to be replaced; and
WHEREAS, the tile work alone, which has been ordered pursuant to Work Order ll
(Materials Phase), is historic and had to be custom made to match the existing; and
WHEREAS, this pro1ect is now expected to exceed the $250,000 threshold limit
approved by the City Commission for projects through the NJPA IQC contract award; and
WHEREAS, accordingly, in order to move fonvard with the completion of this project and
in efforts to meet the proposed completion date of October 1, 2014, approval is required to
exceed the $250,000 pro1ect threshold limit by $50,000, which includes $40,000 of additional
work and $10,000 for project contingency, for a project total not to exceed $300,000.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAM! BEACH, FLORIDA, that the Mayor and City
Commission hereby authorize the City Manager to approve the Phase lll work order, in the noth
to exceed amount of $50,000, for the Normandy Shores Fountain Project Utilizing the
competitively bid National Joint Powers Alliance (NJPA) cooperative contract for Construction
Services with The Gordian Group.
PASSED AND ADOPTED this
ATTEST:
Rafael E. Granado, City Clerk Philip Levine, Mayor
day of 2014.
::
+'ci
{
APPROVED AS TO
FORM & IANGUAGE
& FOR E)(ECUTION
-\
448
THIS PAGE INTENTIONALLY LEFT BLANK
449