483-2004 RDA Reso
RESOLUTION NO. 483-2004
A RESOLUTION OF THE CHAIRMAN AND MEMBERS OF THE MIAMI
BEACH REDEVELOPMENT AGENCY RATIFYING THE AWARD OF A
PROFESSIONAL SERVICES AGREEMENT TO CHEN AND ASSOCIATES
IN THE NOT TO EXCEED AMOUNT OF $2,144,773 TO PROVIDE URBAN
DESIGN, ARCHITECTURE, LANDSCAPE ARCHITECTURE,
ENGINEERING, AND CONSTRUCTION ADMINISTRATION SERVICES
NECESSARY TO COMPLETE THE PLANNING, DESIGN, AND
CONSTRUCTION OF THE CITY CENTER RIGHT OF WAY
IMPROVEMENT PROJECT AND APPROPRIATING $2,144,773 FOR THIS
PURPOSE FROM CITY CENTER RDA FUNDS.
WHEREAS, through the City's Planned Progress Capital Improvements Program, a
comprehensive Right-of-Way (ROW) Improvement Project is being undertaken in each of
the City's 13 neighborhoods, including the City Center neighborhood, which is bounded by
Dade Blvd. and 23rd Street on the north, Alton Road on the west, 16th Street on the South,
and Collins Avenue on the east and which includes many landmark civic and cultural
facilities, including the Miami Beach Convention Center, Miami Beach City Hall, the Jackie
Gleason Theatre, the New World Symphony and the site of its planned expansion, and the
Miami Beach Botanical Garden; and
WHEREAS, through the City Center Right of Way Improvement Project, approximately
$19 million dollars of comprehensive streetscape, water and, stormwater improvements will
be implemented within the neighborhood in a manner that is reflective of the City Center
neighborhood's special character and significance; and
WHEREAS, the City has a need to obtain the urban design, architecture, landscape
architecture, engineering, and construction administration services necessary to complete
the planning, design, and construction of the City Center Right of Way Improvement
Project;
WHEREAS, to this end, the City Commission on September 10, 2003 authorized the
issuance of RFQ No. 68-02/03 for the required professional services; and
WHEREAS, RFQ No. 68-02/03 was issued on September 18, 2003 with an opening
date of October 24, 2003, and seven responses were received by that date; and
WHEREAS, an Evaluation Committee appointed by the City Manager met twice and
ranked the firm Chen and Associates as the most qualified of the firms which responded to
the RFQ; and
WHEREAS, on April 14, 2004, the City Commission through Resolution 2004-25551
authorized the Administration to negotiate with the firm of Chen and Associates; and
WHEREAS, three negotiation sessions were held and agreement reached on the
required Project scope of services to be provided for a not to exceed fee of $2,144,733;
and
WHEREAS, Project funding in the amount of $2,144,773 is available from the City
Center RDA.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE CHAIRMAN AND
MEMBERS OF THE MIAMI BEACH REDEVELOPMENT AGENCY, that the Chairman
and Members of the Redevelopment Agency ratify the award of a professional services
agreement to Chen and Associates in the not to exceed amount of $2,144,773 for the
provision of urban design, architecture, landscape architecture, engineering, and
construction administration services necessary to complete the planning, design, and
construction of the City Center Right of Way Improvement Project, and further appropriate
$2,144,773 in City Center RDA funds for this purpose.
PASSED and ADOPTED this 8th day
~GP~
CITY CLERK
T:\AGENDA\2004\Sep0804\Regular\citycenterrdareso.doc
APPROVED AS TO
FORM & LANGUAGI
a FOR EXECUTION
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ATTACHMENT A
SCHEDULE A
CITY CENTER NEIGHBORHOOD RIGHT OF WAY IMPROVEMENT PROJECT
SCOPE OF AlE CONSULTANT SERVICES
CONSULTANT:
Chen and Associates. Inc.
BACKGROUND
The City of Miami Beach (CITY) has developed its multi-million dollar, multi-year "Planned
Progress" Capital Improvement Program to rebuild the City's existing roads, infrastructure,
utilities, parks and facilities, and to build new capital projects where they are needed. The
Program will dramatically improve the quality of life of the City's residents and complement the
enormous amount of private reinvestment that has taken place in the City.
As part of the "Planned Progress" Program, comprehensive right of way improvement projects
are being undertaken in each of 13 City neighborhoods including the City Center neighborhood.
The City Center neighborhood is bounded on the east by Collins Avenue, on the north by 23rd
Street and Dade Boulevard, on the west by Alton Road, and on the south by 16th Street. The
City Center neighborhood contains the Convention Center, CITY Hall, Lincoln Road, the Collins
Avenue hotel district, the Jackie Gleason Theatre, the site of planned expansion of the New
World Symphony, the Miami Beach Botanical Garden, and other significant municipal and
private developments. The neighborhood also contains portions of the National Register Art
Deco Architectural District (Exhibit "B".)
The City Center Neighborhood ROW Improvement Project will encompass comprehensive
streetscape, drainage, and water supply improvements. Streetscape improvements appropriate
to the high-density, downtown character of the neighborhood will be identified during the Project
planning process. Anticipated drainage and water improvements are described in the attached
"Stormwater Priority Basin No. 23" (Exhibit "C") and CITY Water Line Replacement Master Plan
(Exhibit "D). The primary source of funding for the Project will be the City Center RDA, a tax
increment financing district officially created in 1993 by the CITY to fund redevelopment efforts
in the district.
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The CITY has contracted the services of Hazen and Sawyer, P.C. to function as PROGRAM
MANAGER (PROGRAM MANAGER), and act as the CITY's agent with regard to all aspects of
this scope of services. Hence, the PROGRAM MANAGER will serve as the focal point of
contact with the Architectural/Engineering firm (the CONSULTANT). However, the CITY will
retain contractual agreement responsibilities with the CONSULTANT firm.
Due to the large number of projects that will be ongoing concurrently during the Program, the
CITY and PROGRAM MANAGER have developed a Program Work Plan (PWP) detailing
procedures and policies for the overall ROW Program. This PWP dictates the respective
responsibilities and levels of authority for all program team members. Organizational structure
flowcharts and team member duties are included to establish a working understanding
regarding reporting and communication relationships on the Program. The PWP includes a
listing of design and construction phase deliverables from the various AlEs and Contractors,
along with proposed CITY and PROGRAM MANAGER duties during the planning, design, bid,
award and construction phases of the Program. One copy of the PWP will be given to the
CONSULTANT, who agrees to comply with procedures set forth therein.
The CITY plans to / has initiated the planning and/or design of various improvements within the
City Center Project Area. Hence, the CONSULTANT shall coordinate its work efforts as
necessary with the following, as a minimum:
· MIAMI BEACH BOTANICAL GARDEN
· 17TH ST. SITE DEVELOPMENT (NEW WORLD SYMPHONY PROJECT)
· CITY HALL PARKING GARAGE
· P-LOT DEVELOPMENT
· COLLINS-LINCOLN MEDlAN/STREETSCAPE PROJECT(BID PACKAGE 10D _
WASHINGTON AVENUE PROJECT)
It is anticipated that this project shall be prepared and bid / constructed as two separate bid
package; as follows:
· Bid Package 9A: City Center ROW Improvements - Historic Districts
· Bid Package 9B: City Center ROW Improvements - Commercial Districts
Reference attached Exhibit liB" for the proposed boundaries of each project area.
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SCOPE OF SERVICES
The purpose of the City Center ROW Infrastructure Project is to provide for the restoration and
enhancement of streetscapes and infrastructure, consistent with existing available master plans,
qualified decisions of applicable CITY Departments and community preferences. The proposed
project shall include potable water and storm drainage infrastructure upgrades, and restoration
and enhancement of the neighborhood's hardscape, landscape, streetscape, irrigation, and
lighting. Sanitary sewer upgrades are not anticipated as part of the Project.
Improvements may include restoration and enhancement to the function and aesthetics of the
following:
· Upgrading the stormwater drainage collection and disposal system to meet The
CITY Stormwater Master Plan recommendations. This effort shall include all
modeling efforts necessary to verify compliance with noted model requirements,
and as may be required by the PWD and jurisdictional agencies to achieve a
permittable design.
· Replacement of existing water mains to meet The CITY Water Master Plan
recommendations. This effort includes pipe replacement designs and requisite
jurisdictional permit procurement. However, hydraulic modeling efforts in support
of permit applications will be provided by the PWD.
· Street resurfacing and new pavement markings.
· Swale restoration, and/or curb and gutter restoration or upgrades.
· Repair, extension, or widening of sidewalks and crossing ramps to provide
continuous, ADA-Title III compatible separated pedestrian ways.
· Installation of new pedestrian-scale street lighting and/or upgrade of existing
lighting to correct deficiencies where needed.
· Providing enhanced landscaping, development of additional areas for planting
opportunities, and new / enhanced irrigation to support such plantings within the
street right-of-way, as consistent with community and CITY staff preferences.
This shall include consideration of street furnishings and appurtenances.
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· Improving of lighting, landscaping, fencing, and/or parking, where appropriate.
· Physical and/or operational improvements to project streets for the purposes of
beautification and pedestrian access.
· When traffic calming is the desired effect, improvements must be able to be
permitted in Miami-Dade County and coordinated with the CITY's Public Works
Department as well as the Transportation and Concurrency Management
Division. Within multi-family areas, streets shall be designed to provide
additional, organized, on-street parking to the extent allowed within each
geographic areas in consideration of historic or environmental designations and
community preference.
The work effort shall require that all existing and proposed aboveground improvements be
coordinated with existing and proposed below underground infrastructure improvements, which
may include the following tasks:
· Upgrading the drainage collection system
· Repair or replacement of water mains.
· Coordination with other entities, including but not limited to, Florida Power and
Light Company, BellSouth, Atlantic Broadband, and others as may exist within
the public right of way
· Coordination with Public and Private Developments that are, or will be
implementing improvements adjacent to the City Right of Way.
Underground water and drainage infrastructure improvements are generally identified in: the
CITY of Miami Beach Comprehensive Stormwater Management Program Master Plan, (March
1997), and the CITY of Miami Beach Water System Master Plan, (November, 1994), and in
subsequent amendments to the plans and decisions of the CITY's Public Works Department.
Total estimated construction costs budgeted for this Bid Package approximates $19,000,000,
which includes a 10% construction change order contingency that is to be held in reserve by the
CITY for construction phase usage. Hence, the CONSULTANT shall be tasked with planning
and designing a project to a total target construction budget of $17,000,000. This target
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construction budget is funded from the CITY Center RDA and consists of the approximately
$9,000,000 for streetscape, $1,000,000 for water, and $7,000,000 for stormwater.
TASK 1 - PLANNING SERVICES
The purpose of this Task is to develop a concept plan that meets the City's functional
requirements, incorporates community input, and stays within established schedule and cost
parameters. The CITY has previously met with neighborhood representatives to review
improvements and has identified certain items that are to be considered. These items were
discussed in the previous sections of this scope of services. Please note that descriptions
provided therein are not considered all encompassing, but are only intended to provide the
CONSULTANT with a starting point from which to base its conceptual plan upon. For this
purpose, a series of Community Design Workshops are specified in Task 1.5 to present the
CONSULTANTs plan and solicit input from the community. Solicited input shall be reviewed by
the CONSULTANT and incorporated, with the CITY approval, into the CONSULTANT's work
product. It is anticipated that a total of two Community Design Workshops (COWs) shall be held
per bid package to present the plan and its subsequent revisions to gain the consensus of the
community. Based on the results of these COWs, a draft Basis of Design Report (BOOR) shall
be developed as noted in Task 1.6. Subsequent interdepartmental and Historic Preservation
Board design reviews! presentations and approvals shall be as noted in Task 1.7. A final BOOR
shall then be prepared summarizing the accepted design concept, budget level cost estimate
and implementation schedule as noted in Task 1.8.
In addition, please note that to facilitate the implementation of the CITY's Public Information
Program, the CONSULTANT shall provide electronic files of all project documents upon request
by the CITY and! or the PROGRAM MANAGER.
Task 1.1 - Proiect Kick-Off Meetina: The CONSULTANT shall meet with the CITY and
PROGRAM MANAGER to review existing planning documents, discuss results of previous
scoping sessions held with affected neighborhood representatives, and receive! review copies
of available reference documents. In addition, the CITY and PROGRAM MANAGER will present
general discussions as to Program procedures, timelines, and budgets. The CONSULTANT
shall prepare draft meeting minutes and forward them to PROGRAM MANAGER for review and
comments. The CONSULTANT shall finalize and distribute, accordingly. During this meeting,
the CONSUL T ANT shall schedule a reconnaissance visit of the Project site, to be attended by
critical CONSULTANT personnel, as well as key CITY and PROGRAM MANAGER staff.
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Deliverables:
- Attend Project kick-off meeting.
Schedule:
- Within 5 working days of Task 1 - Planning Phase Notice-to-
Proceed.
Task 1.2 - Proiect Site Reconnaissance Visit: The CONSULTANT shall attend a Site
Reconnaissance Visit. This site visit shall also be attended by applicable the CITY and
PROGRAM MANAGER staff. The site visit is intended to facilitate the CONSULTANT's
understanding of the project area needs. The CONSULTANT shall prepare draft meeting
minutes and forward them to PROGRAM MANAGER for review and comments. The
CONSULTANT shall finalize and distribute, accordingly.
Based on the results of the site visit and materials presented at the Kickoff Meeting, the
CONSULTANT shall develop reference images for a variety of recommended streetscape
treatments that they propose for the CITY consideration. As a minimum, alternative plan view
treatments shall be developed for each type of different ROW width encountered within the
project area. In addition, individual alternative treatments shall be developed for each similar
width ROW that exhibits different characteristics (multi-family, commercial, single family, civic,
etc.). Alternative treatments shall illustrate proposed improvements including, as a minimum,
parking, sidewalks curbs, gutters, plantings, bulbouts, traffic calming features, lighting
enhancements and similar features to allow the CITY a full understanding of proposed
improvement alternatives. All such alternative treatments shall also take into account adjacent
improvements as applicable. The CONSULTANT is advised that the CITY's previous reference
work products may be utilized and these work products may require revisions by the
CONSULTANT. In addition, the CONSULTANT shall prepare preliminary "budget" level cost
estimates (+30%, -15% as defined by the American Association of Cost Engineers) for each
work component I alternative treatment, indicating opinions of probable cost. Estimates shall
present costs by category types (Le. underground utility construction, paving, lighting,
landscaping, etc.) and shall be prepared in a Microsoft Excel Spreadsheet format. PROGRAM
MANAGER will provide a template for the requisite cost estimate format to the CONSULTANT.
Deliverables:
- Attend Site Reconnaissance Project Site Visit
- Develop alternative reference images as noted above
- Develop "budget" level cost estimates
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Schedule:
- Within 60 working days of completion of Task 1.1 services.
Task 1.3 - Attend "Visionina" Session: After conducting the Site Reconnaissance Project
Site Visit, developing alternative treatment I reference images and cost estimates, the
CONSULTANT shall attend a "Visioning" session to be scheduled with representatives of the
CITY, the CONSULTANT and PROGRAM MANAGER. The purpose of the "Visioning" session
shall be to clarify project goals to prepare for Community Design Workshops. Issues to be
discussed shall include the proposed project elements (Le. stormwater, streetscape,
landscaping, electrical, etc.) budget and schedule. At this meeting, the CONSULTANT shall
present its Project concepts and document input from the various the CITY attendees. In this
effort, the CONSULTANT shall make revisions to its proposed I selected treatments as
necessary to develop a Recommended Approach as approved by the CITY. This is the
approach that will be presented at the Community Design Workshops. The CONSULTANT shall
prepare draft meeting minutes and forward them to PROGRAM MANAGER for review and
comments. The CONSULTANT shall finalize and distribute, accordingly.
Deliverables:
- Attend "Visioning" session with representatives from the CITY
and PROGRAM MANAGER.
Revise proposed treatments and develop final materials for a
Recommended Approach as approved by the CITY
Schedule
- Within 10 working days of Task 1.2 completion.
Task 1.4 - Review Meetina Prior to Community Desian Workshops: After conducting the
project site visit, developing reference images and cost estimates, attending the Visioning
Session, addressing all the CITY comments and developing the Recommended Approach, the
CONSULTANT shall meet with applicable CITY and PROGRAM MANAGER staff in a Pre-COW
meeting format to ensure that any and all concerns regarding project scope, schedule and cost
parameters are addressed prior to scheduling the first of two Community Design Workshops for
each Bid Package. Note that one Pre-COW will be held prior to each COW for each Bid
Package (total of four). The CONSULTANT and its key Sub-Consultants shall attend all
meetings.
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Deliverables:
- Meet with representatives of the CITY and PROGRAM
MANAGER during work performed for Task 1.1 through 1.3.
Schedule:
- Through completion of Task 1.1 through 1.3.
Task 1.5 - Community Desion Workshops: The intent of Community Design Workshops
(COWs) is to provide the CONSULTANT the opportunity to present the proposed improvements
(hardscape, landscape, water and stormwater components) to the community for the purpose of
achieving general consensus with residents. To this end, it is anticipated that a total of two
COWs shall be conducted for each of the two Bid Packages being developed under the scope
of this contract. The CITY will schedule, find locations for, and notify residents of, all such
meetings. The CONSULTANT shall prepare all materials for presentation at the workshop. At a
minimum, these shall include presentation materials, "full size" specialty graphics which depict
the proposed improvements, a summary of cost estimates, workshop agendas, resident
comment cards and requisite copies of each. It is anticipated that the CONSULTANT will utilize
a "PowerPoint" type format for its presentation, with support from standalone graphics and
handout materials. In addition, the CONSULTANT shall prepare draft meeting minutes and
forward them to PROGRAM MANAGER for review and comment. The CONSULTANT shall
finalize and distribute the final minutes accordingly. Each workshop is intended to address
specific design issues as discussed in the following:
Task 1.5.1 Community Design Workshop No. 1 - This workshop is intended to
provide community residents with a review of the proposed project scope and budget.
The CONSULTANT shall also present the proposed schedule and create a consensus
plan with community concurrence. The CONSULTANT shall prepare full size
presentation graphics illustrating existing conditions proposed project components
developed under Tasks 1.2 and 1.3. In addition, graphics shall be prepared presenting a
summary of probable costs for the various improvements and the workshop agenda.
"Budget" level cost estimates shall be +30%, -15% as defined by the American
Association of Cost Engineers. Based on this data, the CONSULTANT shall present the
plan for proposed improvements to attendees. Applicable CITY and PROGRAM
MANAGER staff shall also attend these meetings, and assist the CONSULTANT with
responses to resident questions, as they pertain to the CITY related issues. The
CONSULTANT shall note reasonable design / concept revision requests from residents
for review and incorporation into the proposed plan. Due to the fixed nature of funding on
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the various projects within the Program, budget limits must be adhered to. Hence, the
CONSULTANT shall be prepared to discuss budgets and the various impacts of resident
requested revisions on such, accordingly. The CONSULTANT shall prepare draft
meeting minutes and forward them to PROGRAM MANAGER for review and comment.
The CONSULTANT shall then finalize and distribute the final minutes, accordingly.
Deliverables:
- Prepare materials, attend and conduct Community
Design Workshop NO.1
Schedule:
- Within 45 working days after completion of Task 1.4
Task 1.5.2 Community Design Workshop No. 2 - The CONSULTANT shall prepare
for and attend a second workshop to present community residents with the revised plan
of proposed improvements, budget and schedule based on the input received during
COW NO.1. The CONSULTANT shall meet with applicable CITY and PROGRAM
MANAGER staff, as noted in Task 1.4 above, to ensure that any and all concerns
regarding residents input, project scope, schedule and cost parameters are addressed
prior to scheduling the second Community Design Workshop. The CONSULTANT shall
prepare full size presentation graphics illustrating the proposed plan of improvements,
along with a summary of probable costs for the improvements and the workshop
agenda. "Budget" level cost estimates shall be +30%, -15% as defined by the American
Association of Cost Engineers. Based on this data, the CONSULTANT shall present the
information to attendees. Applicable CITY and PROGRAM MANAGER staff shall also
attend these meetings, and assist the CONSULTANT with responses to resident
questions. The CONSULTANT shall note that the design concepts presented during this
meeting are considered "near final" and it is the CITY's intent to consider only minor
design revision requests from residents for review and incorporation into the proposed
plan. The CONSULTANT shall prepare draft meeting minutes and forward them to
PROGRAM MANAGER for review and comments. The CONSULTANT shall finalize and
distribute the final minutes accordingly.
Deliverables:
Schedule:
- Prepare materials and attend pre-COW and COW No.2.
- Within 60 working days after completion of Task 1.5.1
Task 1.6 - Basis of Desian Report (DRAFT): The CONSULTANT shall prepare a draft Basis
of Design Report (BOOR) presenting the results of the Community Design Workshop(s) and
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final consensus / funded design plan. The BODR shall include a summary of findings and
exhibit(s) illustrating all proposed improvements under the current phase of the project, inclusive
of water, stormwater, streetscape and landscape. In addition, the BODR shall include sufficient
detail in plans, sections, notes and key descriptions to facilitate review by the various CITY
permitting and planning divisions discussed in Task 1.7.
As a minimum, the draft BODR shall include discussions and graphics illustrating:
· Executive Summary summarizing the contents of the BODR
· A section reviewing the existing conditions to be improved.
· A section reviewing the planning process and development of the final
recommended funded improvement plan. This section shall included detailed
presentations of all proposed improvements.
· A project implementation plan, inclusive of utility and streetscape construction
phasing and traffic control details with a discussion of expected impacts to the
affected neighborhood.
· Proposed water -and stormwater improvements. A corridor study may be required
if routing is not clearly indicated on existing planning documents, or if proposed
routing is determined to be congested with existing improvements.
· A preliminary discussion of existing right-of-way encroachments, including the
extent and locations of such.
· A section discussing general concepts which are unfunded items, but were
byproducts from the planning process.
· A "budget" level cost estimate prepared in conformance with format provided by
PROGRAM MANAGER. Estimates shall be provided for both current (funded) and
unfunded improvements. Based upon the CONSULTANT's cost estimate, the
CITY will advise the CONSULTANT if portions of the project need to be deleted,
phased and/or bid as alternate bid items to satisfy existing fiscal constraints. The
CONSULTANT shall revise the BODR to reflect such issues accordingly.
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· A schedule for implementing the Project by phases (Le. design, bid, award,
construction) including critical issues and the time period allowed for resolving
each issue.
· Discussion regarding permitting authorities having juriSdiction over Project and
provide a list of permits typically retained by the Owner and I or Contractor.
Unique and I or special permitting requirements shall be identified as well as
permitting fees.
· Consultant shall provide a tabulation of quantities of each type of improvement
unit item and other information required to allow City to establish life cycle
operating and maintenance requirements and costs.
Five copies of the draft BODR shall be provided to the PROGRAM MANAGER for initial review
and comments and shall contain the following sections, as a minimum: Executive Summary,
Purpose and Scope, Existing Conditions, Funded Improvements and Unfunded Plan, Permitting
and Implementation and Cost Estimates.
Deliverables:
- Prepare 35 copies of the draft BODR.
Schedule:
- Within 35 working days from completion of Community
Design Workshop No.2
Task 1.7 - Review of BOOR with the CITY Departments: The CONSULTANT shall meet to
receive, present and review the draft BODR with the following CITY Departments I review
entities:
· City of Miami Beach Parks and Recreation Department
· City of Miami Beach Police Department
· City of Miami Beach Planning Department
· City of Miami Beach Public Works Department
· City of Miami Beach Fire Department
· City of Miami Beach Parking Department
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The CITY will forward copies of the draft BODR to the above noted Departments. Comments
shall be solicited and forwarded to the CONSULTANT for review! comment! response!
incorporation into the draft BODR document. It is anticipated that the CONSULTANT shall
attend a total of up to two meetings with the various Department representatives to review the
various Department comments. The CITY and PROGRAM MANAGER will attend the noted
review meeting(s) and assist the CONSULTANT, as practicable, in obtaining approvals from
noted review agencies by participating in negotiations with such authorities. However, the
CONSULTANT retains final responsibility for procuring all necessary approvals, and for
implementing required revisions and resubmissions as necessary. The CONSULTANT and its
key Sub-Consultants shall attend all meetings as deemed necessary. It is recognized by the
CITY and PROGRAM MANAGER that the time period for obtaining approvals from the various
review agencies is beyond the control of the CONSULTANT, except for issues concerning the
acceptability of the proposed design concepts and the CONSULTANT's ability to respond to
review agency comments. Hence, the CONSULTANT shall address and respond to comments
received from the various reviews in writing, and implement requested revisions into the draft
BODR, as agreed with the CITY and PROGRAM MANAGER, within ten (10) working days of
receipt of comments, unless agreed to otherwise with PROGRAM MANAGER.
Upon incorporating the comments received from the various CITY Departments; the
CONSULTANT shall revise its draft BODR and then present the full BODR (with requisite
graphics and PowerPoint presentation materials) to the Historic Preservation Board. This
presentation is intended for informational purposes only, and is not to be confused with the
CONSULTANTs responsibilities regarding full! formal Historic Preservation Board presentation
requirements discussed under the Design Phase Task.
Deliverables:
. Attend BODR review meetings.
- Address comments and revise BODR accordingly.
- Present BODR to HPB
- Within 60 working days of draft BODR completion.
Schedule:
Task 1.8 . Final Basis of Desian Report: The CONSULTANT shall prepare a final BODR
based on comments and revisions implemented during the reviews with the various the CITY
Departments! review entities as noted in Task 1.7. This final BODR serves as the basis for
development of detailed design documents as discussed in Task 2. It shall also be used as the
basis for the CONSULTANT's presentation of the Final BODR to the City Commission for
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approval. If the City Commission directs revision to the Final BODR, the CONSULTANT shall
prepare an Addendum, in the CITY provided format, for distribution to all Final BODR holders.
Deliverables:
- Prepare 35 copies of a final BODR and Addendum, as
necessary.
- Present the BODR to the City Commission for approval
- Within 20 working days after completion Task 1.7.
Schedule:
Task 1.9 - Additional Review Meetinas:
In addition, to all required efforts noted above, the CONSULTANT shall attend and participate in
up to five (5) additional meetings with those agencies / committees requesting revisions and / or
other meetings requested by the CITY. The CONSULTANT and its key Sub-Consultants shall
attend all meetings as deemed necessary.
TASK 2 -DESIGN SERVICES
The purpose of this Task is to establish requirements for the preparation of contract documents
for the Project. Note that Task 2.1 requires that the CONSULTANT perform a variety of forensic
tasks to verify, to the extent practicable, existing conditions and the accuracy of base maps to
be used for development of the contract drawings. Task 2.2 discusses requirements for the
preparation of contract documents, inclusive of drawings, specifications and front-end
documents. Task 2.3 establishes requirements with regard to constructability and value
engineering reviews to be performed by others. Task 2.4 establishes requirements for the
preparation of opinions of total probable cost by the CONSULTANT. Task 2.5 specifies
requirements for review of contract documents with jurisdictional permitting agencies prior to
finalization. Task 2.6 establishes requirements for developing final (100%) contract documents.
To facilitate the implementation of a Public Information Program, the CONSULTANT shall
provide electronic files of all project documents, as requested by the CITY and/or PROGRAM
MANAGER for posting on the program website. The CONSULTANT shall provide the electronic
files for the front-end documents, technical specifications, and construction drawings in MS-
Word, AutoCAD and Adobe Acrobat file format.
Due to the large number of projects that will be ongoing coincidentally during the Program, the
CITY and PROGRAM MANAGER have developed a Design Standards Manual (DSM) detailing
procedures, standards and policies regarding design of all Program projects. One copy of the
DSM will be given to the CONSULTANT, who agrees to comply with all procedures set forth
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therein. The CONSULTANT retains all responsibilities for providing and ensuring compliance of
all applicable information I requirements in the DSM to all of its sub-consultants and agents.
Task 2.1 - Field Verification of Existina Conditions: The CONSULTANT shall perform a
topographic survey of the existing right of way areas to be impacted by construction activities
under the scope of this project. The topographic survey shall meet the minimum requirements
noted in the attachment to this scope of services entitled "Minimum Design Features to be
Shown on Drawings". In addition, note that the topographic survey shall include sufficient detail
to allow for the smooth transition from public right of way to adjacent public I private property in
the areas where existing improvements will be refurbished and will require transition to adjacent
improvements. The survey shall be performed by a Professional Land Surveyor in the State of
Florida and shall meet the minimum technical standards identified in Chapter 61G17-6, FAC.
All survey files shall be prepared in AutoCAD Version 2000 format with a layering system as
directed by the CITY in the DSM. As a minimum, the survey shall address the following:
· Topographic survey shall consist of establishing a baseline with 100-foot stations,
and identify right-of-way monuments and sectionalized land corners. Baseline of
survey shall be tied into the right-of-way and sectionalized land monuments. Right-
of-way information shall be obtained from available records by the CONSULTANT.
· The CONSULTANT shall set benchmarks at convenient locations along the corridor
to be used during both the design and construction phases of the project. As a
minimum, permanent benchmarks shall be set at 1,000-foot intervals along the
alignment. In addition, the CONSULTANT shall tie-in at least two existing
government County monuments to vertical circuit and shall take cross sections at
1 DO-foot intervals along all project corridors. The benchmarks shall be derived from
existing government benchmarks and be carried into the proposed system using
Second Order, Class II procedures A full listing of benchmark locations shall
accompany the survey data.
· Cross section elevations shall define all grade breaks such as intersections, swale,
edge of pavement, pavement centerline, curb and gutter, edges of sidewalk,
driveway connections, right-of-way line, edge of a 5-foot right-of-way offset,
encroachments (both natural and built-in), etc.
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· The CONSULTANT shall locate and identify existing surface improvements /
topographic features that are visible along the corridor, including but not limited to
the following:
· Existing valve boxes, water / electrical meter boxes, electrical pull boxes,
telephone / cable risers, fences, hydrants, etc.
· Aboveground and underground utilities invert elevations of accessible
underground utilities, wood / concrete utility poles, culverts, guardrails,
pavement limits, headwalls, endwalls, manholes, vaults, mailboxes,
driveways, side streets, trees, landscaping, traffic signage and any other
noted improvements. Survey shall identify fence material/height, and
driveway construction materials. Landscaping materials with a trunk diameter
greater than 6 - inches in diameter shall be identified individually. Materials
with smaller diameters shall be illustrated in groupings.
· Corridors to be surveyed will be as defined in Exhibit "A". Topographic survey
/ base map shall be prepared in AutoCAD Version 2000 and submitted on
recordable Compact Disk with one signed and sealed copy on 22-inch by 34-
inch bond paper. Note that all standards from the DSM shall apply to the
development of the survey document. In addition, the CONSULTANT shall
submit 3 copies of a preliminary Draft Survey for CITY and PROGRAM
MANAGER review and comment. The CONSULTANT shall prepare a final
survey submittal package based on addressing any / all comments submitted
through this review process, to the satisfaction of the CITY. All CAD mapping
shall be performed to a scale of 1:1 in the World Coordinate System. Text
size shall be 100 Leroy for a final product at 1 =20 units.
· All corridor surveys shall indicate geometry of perimeter private property plats
(inclusive of fences, landscaping and driveways) within the specified 5-ft
setback.
Upon completion and acceptance of the final survey, the CONSULTANT shall forward
same to the following agencies with a request to mark / identify respective utilities on the
survey base map. The CONSULTANT shall coordinate this effort with each agency in
an effort to identify the location of all existing underground utilities. The CONSULTANT
shall incorporate utility owner markups / edits into its survey base map file. The
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CONSULTANT shall contact the following entities and request that they each verify
locations of their existing improvements in the affected areas:
· Florida Power and Light Company
. BellSouth
· Miami-Dade Water and Sewer Authority
· Charter Communications (Atlantic Broadband)
· Natural Gas provider
· City of Miami Beach Public Works Department
· Others as deemed necessary by the CONSULTANT
The CONSULTANT shall also request information regarding any future proposed improvements
by each agency. To facilitate tracking of the progress made in this work effort, the
CONSULTANT shall copy the PROGRAM MANAGER on all correspondence with each agency.
In addition, the CONSULTANT shall keep a readily accessible and properly labeled / collated
file of all correspondence and markups provided to it by the various agencies for reference use
by the CITY, PROGRAM MANAGER and/or CONSULTANT, during construction.
Based on the collected data, the CONSULTANT shall develop detailed design base maps for
the project. The maps shall include an overall key map and partial plans scaled at 1-inch equals
20 feet or a scale that better suits the project requirements.
It is important to note that the CONSULTANT shall illustrate proposed water and stormwater
utility improvements on the base maps, with a subsequent review scheduled with CITY and
PROGRAM MANAGER staff to determine locations where additional field verifications, via "Soft-
Dig" underground identification services, shall be implemented.
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Deliverables:
- Perform forensic work as noted to develop final survey
maps. Deliver three (3) draft five (5) final signed and
sealed surveys to the PROGRAM MANAGER.
Schedule:
- Within 80 working days after Task 2 - Design Phase
Notice to Proceed.
Task 2.2 - Detailed Desian: The CONSULTANT shall prepare all contract documents in
compliance with DSM standards.
Technical specifications shall be prepared in conformance with Construction Specifications
Institute (CSI) formats. The PROGRAM MANAGER, through the DSM, shall furnish the
CONSULTANT with standard CITY specification outlines for Divisions 1, 2, 3 and 15 as noted in
the DSM. The CONSULTANT shall refrain from amending FDOT, or other reference standard
specifications, for inclusion in the detail design documents. The CONSULTANT shall provide
additional sections that the CONSULTANT may require, not already provided through the CITY
standards, subject to review and comment by the CITY and/or PROGRAM MANAGER. Any
supplier listings required by specifications shall include a minimum of two named supplier's and
shall meet all applicable CITY and State of Florida procurement codes. Specifications shall be
provided to the CONSULTANT in "Microsoft MS-Word" format. In addition, the CONSULTANT
shall use the same software in all project related work. In addition, the CONSULTANT shall
utilize base front-end documents provided by the CITY. The CONSULTANT shall edit
accordingly to result in a project specific document. Any requirements for Supplementary
General Conditions shall be subject to review and acceptance by the CITY.
The CONSULTANT shall attend monthly Design Progress Meetings with CITY and PROGRAM
MANAGER staff.
The CONSULTANT shall submit monthly invoice requests for its services, accompanied by a
design progress schedule update form as provided by the PROGRAM MANAGER. Invoices
shall be prepared in a format as provided by the CITY, through the PROGRAM MANAGER. As
a part of this effort, the CONSULTANT shall update and submit the schedule update form.
Should the PROGRAM MANAGER determine that the CONSULTANT has fallen behind
schedule; the CONSULTANT shall provide a recovery schedule that shall accelerate work to get
back on schedule.
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For purposes of this Scope of Services, the following will be considered the minimum effort to
be provided by the CONSULTANT for establishing detail design milestone submittals. Note that
CITY review procedures, and CONSULTANT responsibilities associated with such, are
discussed under Task 2.3:
· The 30% design completion stage milestone shall consist of the completed
survey / base map work as identified in Task 2.1 with all proposed improvements
identified in approved BODR illustrated in plan view at a scale of 1-inch equals
20 feet. A key map shall also be provided on all sheets that illustrates the
relationship between the drawings and their respective location within the project
area. A Table of Contents identifying the anticipated technical specifications to
be incorporated into the work shall also be submitted.
It is important to note that as a part of the 30% design completion stage effort,
the CONSULTANT shall prepare detailed tabulation of all encroachments within
the public right-of-way in the project area. The tabulation shall be presented in a
format that identifies those encroachments that exist within the right-of-way and
do not require removal in order to construct the project and those encroachments
required to be removed in order to implement the project components. This
tabulation shall include, at a minimum, description of the encroachment, location
(block / lot number or physical address), a description identifying the
encroachment, and a justification / reason why the encroachment must be
removed (to be provided only for those encroachments required to be removed to
implement the project components). The PROGRAM MANAGER will provide the
CONSULTANT with an "Excel" spreadsheet template for mandatory use in
preparation of the listing. Please note that the CONSULTANT shall be required to
submit a "Draft" listing for review and comment, and make subsequent revisions
as noted by the CITY, prior to submitting a Final Encroachment listing.
· The 60% design completion stage milestone shall consist of plan and profile
views of all proposed improvements, with all applicable sections and construction
details. Note that the respective profile for each plan shall be included on the
same sheet. In addition, a reduced scale key map shall be provided on each
sheet to allow the reviewer a simple means to locate the applicable work. Prior to
the preparation of the 60% design completion stage drawings, the
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CONSULTANT shall incorporate changes to its design based upon its
underground utility verification efforts and review comments received, as noted in
Task 2.3 below. In addition, the CONSULTANT shall include draft technical
specifications and a draft schedule of prices bid (bid form) identifying the items to
be bid by the prospective contractors with the submittal. Also, this submittal shall
include the CONSULTANTs "Budget" level opinion of probable cost as defined by
the American Association of Cost Engineers with the submittal.
It is anticipated that the CITY will be at or near completion of reviewing the
CONSULTANTs Final encroachment listing. When completed, the listing will be
returned to the CONSULTANT, who will revise its documents to reflect final CITY
direction on the acceptance / rejection of CONSULTANT recommendations
regarding the disposition of encroachments on the project. The CONSULTANT
shall demonstrate compliance with this requirement at the 90% design
completion stage submittal noted below.
· The 90% design completion stage milestone shall consist of a near final
construction document set including the front-end documents (general and
supplemental conditions), technical specifications and construction drawings for
all work proposed to be completed. The CONSULTANT shall include detailed
construction sequencing restrictions for the PROGRAM MANAGER's review with
this submittal. Prior to the preparation of the 90% design completion stage
drawings, the CONSULTANT shall incorporate changes to its design based upon
review comments received, as noted in Task 2.3 below In addition, the
CONSULTANT shall provide its "Definitive" level opinion of probable cost as
defined by the American Association of Cost Engineers with this submittal.
· The 100% design completion stage milestone shall consist of the 90%
documents updated to include all constructability and design review comments
as may be provided by the CITY, PROGRAM MANAGER and/or jurisdictional
review agency. This set of documents will be used by the CONSULTANT to
implement City of Miami Beach Building Department Permitting Reviews as
noted in the PWP.
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Deliverables: . Furnish fifteen (15) sets each of the 30, 60, 90 and 100
percent design completion stage documents to PROGRAM
MANAGER, as applicable (ten full size and five half size for
each submittal)
. Prepare and update project invoices and schedule tracking
spreadsheets, on a monthly basis.
. Attend monthly design progress meetings with CITY and
PROGRAM MANAGER staff.
Schedule:
. Complete 30 percent document submittal within 80 working
days after the Task 2 - Design Phase Notice to Proceed.
. Complete 60 percent document submittal within 160 working
days after Task 2 - Design Phase Notice to Proceed.
-Complete 90 percent document submittal within 240 working
days after Task 2 - Design Phase Notice to Proceed.
-Complete 100 percent document submittal within 300 working
days after Task 2 - Design Phase Notice to Proceed.
Task 2.3 - Desian I Constructabilitv Review: To verify that the CONSULTANT is in
compliance with required BODR, DSM and PWP requirements, the CITY will conduct a series of
design submittal reviews on all design project documents, inclusive of cost estimates at the 30,
60 and 90% design completion stage submittals. Note that the 100% design completion stage
submittal will be used by the CONSULTANT to permit the project through all internal CITY
reviews as noted in the PWP.
The purpose of these reviews shall be to verify that the documents are consistent with the
design intent. These documents shall be furnished as bound 8-1/2-inch by 11-inch technical
specifications and full-size (22-inch by 34-inch) and half size (11-inch by 17-inch) drawings as
noted in the Task 2.2 deliverables. The PROGRAM MANAGER and applicable CITY
Departments shall perform reviews on these documents and provide written comments (in
"Excel" spreadsheet format) back to the CONSULTANT.
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Following receipt of comments by the CONSULTANT, a meeting may be scheduled between
the CITY, the CONSULTANT and PROGRAM MANAGER, to discuss the intent and review of
the comments. Subsequently, the CONSULTANT shall address how each comment was
resolved, to the PROGRAM MANAGER, within 10 working days after the review session and/or
receipt of the comments. The responses shall be in the spreadsheet format provided to the
CONSULTANT. In addition, the CONSULTANT shall revise its documents to address all review
comments accordingly, to the satisfaction of the CITY.
In addition, the PROGRAM MANAGER will perform constructability reviews of the design
documents relative to value, construction sequencing and bid format. These reviews shall be
based upon 60 and 90 percent design submittals received from the CONSULTANT and shall be
conducted concurrently but separately from the 30, 60 and 90 percent design reviews noted
above. These constructability review meetings shall be held with the CONSULTANT and the
CITY representatives to discuss the CONSULTANT's proposed construction sequencing
restrictions, and bid formats, and shall be performed by the PROGRAM MANAGER.
The CONSULTANT shall note that the CITY's / PROGRAM MANAGER's review of the contract
documents does not relieve the CONSULTANT from its responsibility to the CITY with regard to
the quality and completeness of its contract documents.
Deliverables:
Attend meetings with the CITY and PROGRAM
MANAGER staff to review and discuss design
constructability and value comments.
Prepare written responses to comments made during
reviews.
Schedule:
Complete concurrently with 300 working day Design
Phase schedule.
Task 2.4 - Cost Opinions: The CONSULTANT shall prepare opinions of probable construction
costs for the 60 and 90% design completion stage submittals, as well as the final (100 percent)
completion stage submittal. The accuracy of the cost estimate associated with the 60 percent
completion stage shall be +30% to -15% "Budget" Level as defined by the American
Association of Cost Engineers. The accuracy of the cost estimate associated with the 90 and
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100 percent completion stage submittals shall be a +15% to -5% "Definitive" Level Estimates as
defined by the American Association of Cost Engineers. All estimates shall be submitted in
Microsoft "Excel" format in accordance with the template supplied by PROGRAM MANAGER.
All estimates shall be furnished bound in 8-1/2-inch by 11-inch size. Based upon the
CONSULTANT's cost estimate, the CITY will advise the CONSULTANT if portions of the project
need to be deleted, phased and/or bid as alternate bid items to satisfy existing fiscal constraints.
In this effort, the CONSULTANT may be required to attend a series of meetings and develop
alternative cost savings options for CITY consideration, if the estimates show that the projected
project cost will exceed the target budget. The CONSULTANT shall revise the contract
documents to reflect necessary revisions to meet budget parameters at no additional cost
accordingly.
Deliverables:
- Furnish fifteen (15) sets of 60, 90 and 100 percent
completion stage cost estimates to PROGRAM MANAGER
concurrently with the design submittals noted in Task 2.2.
- Attend meetings with the CITY and PROGRAM
MANAGER staff to review and discuss cost estimates. This
Task includes development of any required cost savings
alternatives, and implementation / revision of documents to
address such items, as necessary to meet established
budget parameters.
Schedule:
- Complete concurrently with 300 working day Design
Phase schedule.
Task 2.5 - Community Desion Review Meetinas
The CONSULTANT shall attend and participate in Community Design Review Meetings
(CORMs) to review the design progress and concept at different progress levels during the
design. The CITY will schedule, find locations for, and notify residents of all such meetings.
The CONSULTANT shall prepare draft meeting minutes and forward them to PROGRAM
MANAGER, who shall review, provide comments and distribute, accordingly. The
CONSULTANT shall prepare for, attend and present its documents at up to two (2) CORMs per
Bid Package. Meetings shall be scheduled at the 60% and 90% design completion stages.
Note that presentation format shall consist of a brief Power Point presentation to review Project
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status, plus review of actual full size plans for each project. The CONSULTANT shall provide
sufficient staff at the meeting to address concerns by residents at multiple plan stations. It is
anticipated that the CONSULTANT will attend one Pre-CORM meeting with CITY and
PROGRAM MANAGER staffs to review the proposed format of the presentation for each
planned CORM.
Task 2.6 - Document Revisions: Based upon the input provided by the residents at the
CORM, the CONSULTANT shall incorporate necessary contract document revisions, as
approved by the CITY.
Task 2.7 - Permittina Reviews: The CONSULTANT shall prepare applications and such
documents and design data as may be required to procure approvals from all such
governmental authorities that have jurisdiction over the Project(s). The CITY will pay all permit
fees. The CONSULTANT shall partiCipate in meetings, submissions, resubmissions and
negotiations with such authorities. The CONSULTANT shall respond to comments by such
authorities within ten working days of receipt of comments unless a different time is agreed to by
PROGRAM MANAGER. It is the intent of this scope of services that the CONSULTANT be the
responsible party for formally transmitting and receiving permits to and from the respective
jurisdictional authorities. However, since the PROGRAM MANAGER is to track and monitor
progress on the preparation and review of permits and subsequent requests for information, the
CONSULTANT shall copy the PROGRAM MANAGER on all permit related correspondence.
This includes CONSULTANT generated minutes from meetings held with related parties. The
PROGRAM MANAGER will forward copies of such documents to the CITY as appropriate. It is
recognized by CITY that the time period required for obtaining permits is beyond the control of
the CONSULTANT, except with regard to issues concerning the permittability of the proposed
design and the CONSULTANT's ability to respond to permitting agency requests for information
in a timely manner. At the time of scope preparation, the following governmental authorities that
have or may have jurisdiction over Project have been identified:
· United States Environmental Protection Agency
· U.S. Army Corps of Engineers
· Florida Department of Transportation
· Florida Department of Environmental Protection
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· South Florida Water Management District
· Miami-Dade Water and Sewer Authority
· Miami-Dade Department of Public Works
· Miami-Dade Department of Health and Rehabilitative Services
· Miami-Dade Department of Environmental Resource Management
· The City of Miami Beach Building Department
· The City of Miami Beach Planning Department
· The City of Miami Beach Historic Preservation Board
· The City of Miami Beach Public Works Department
Note that the CITY's failure to identify governmental authorities that have jurisdiction over
Project at this time does not relieve the CONSULTANT from the responsibility to procure all
requisite permits. However, an equitable adjustment to the CONSULTANT's compensation may
be negotiated if deemed appropriate by the CITY.
Deliverables:
Correspond with noted jurisdictional authorities to
establish permitting requirements.
Revise documents and respond to permitting inquiries
as required.
Attend meetings with the CITY, PROGRAM
MANAGER and/or permitting agency staff as required
to review, discuss and finalize permit procurement
Schedule:
Complete concurrently with 300 working day Design
Phase schedule.
Task 2.8 - The CONSULTANTs QAlQC of Desion Documents: The CONSULTANT shall
establish and maintain an in-house Quality Assurance / Quality Control (QA/QC) program
designed to verify and ensure the quality, clarity, completeness, constructability and bid ability of
its contract documents. To this end, the CONSULTANT shall provide the CITY and PROGRAM
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MANAGER with a written narrative detailing its QAlQC program tasks and how it is to be
implemented over the course of this project. The CITY and/or PROGRAM MANAGER, at its
discretion may require that the CONSULTANT attend meetings to review the status and present
results of its QAlQC efforts. Items to be addressed may include, but shall not be limited to,
review of specifications by respective technical experts and a "Redi-check" type review of the
documents to identify conflicts and inconsistencies between the various project disciplines.
TASK 3 -BIDDING AND AWARD SERVICES
Please note that the Tasks below address the level of service required for a traditional Advertise
/ Bid / Award process. As an alternative to this traditional bidding process outlined herein, the
City may consider implementing the project via the Job Order Contract (JOC) system. If such
decision is made, it is understood that the Consultant's hours assigned to traditional bidding
tasks would be re-distributed, on a not to exceed basis, to complete tasks related to
procurement of the job through the JOC system, including, but not limited to the following:
· Participation at the Joint Scope Meeting
· Assistance in filling out JOC standard forms, including Brief Request for Proposal and
Notice to Proceed (Suggested Language Only. City to input forms into system)
· Review of JOC unit cost proposal
· Participation in negotiation meetings with JOC Contractor
Note that all other duties of the CONSULTANT are not affected by the use of the JOe system.
Task 3.1 - Construction Contract Document Review: The CONSULTANT shall assist the
CITY in the bidding and award of each construction contract. The PROGRAM MANAGER,
through the CITY, shall transmit contract documents prepared by the CONSULTANT to the
CITY's Risk Management. Legal and Procurement Departments for verification of appropriate
insurance, form and bonding requirements. The CONSULTANT shall assist PROGRAM
MANAGER in this effort by providing three copies of each Construction Contract Document and
participating in meetings, submissions, resubmissions and discussions with these departments,
as necessary. The CONSULTANT shall address and re-submit corrections to any CITY
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comments within ten calendar days of receipt of comments unless a different time schedule is
agreed to by the PROGRAM MANAGER. The CONSULTANT's compensation has been based
upon one meeting with these departments for each bid package.
Task 3.2 - Bid Document Delivery: The CONSULTANT shall provide the PROGRAM
MANAGER with reproducible, camera ready, sets of contract documents for each bid package.
These documents shall include responses to all comments obtained during permit reviews and
shall incorporate all corrections required by the permitting agencies. The CITY Procurement
Department shall reproduce documents and handle the advertising, distribution, sale,
maintenance of plan holder lists and other aspects of bid document delivery to prospective
Bidders.
Task 3.3 - Pre-Bid Conference and Bid ODenina: The PROGRAM MANAGER will conduct
one pre-bid conference for each bid package. The CONSULTANT shall attend each pre-bid
conference and each bid opening for each bid package.
Task 3.4 - Addenda Issuance: The CONSULTANT shall provide, through the PROGRAM
MANAGER, timely responses to all inquiries received by the CITY from prospective bidders.
These responses shall be prepared as written addenda, with the format for such addenda as
provided to the CONSULTANT by PROGRAM MANAGER. These queries and responses shall
be documented and a record of each shall be transmitted to the PROGRAM MANAGER on a
same day basis. The CONSULTANT shall prepare necessary addenda as requested by
PROGRAM MANAGER. The CITY will distribute addenda to all plan holders of record
accordingly.
Task 3.5 - Bid Evaluation: Within five calendar days of receipt of bids, the CITY will forward
Bids to the CONSULTANT, who in turn shall evaluate bids for completeness, full
responsiveness and price, including alternative prices and unit prices, and shall make a formal
written recommendation to the CITY regarding the award of the contract. Non-technical bid
requirements shall be evaluated by others.
This scope of services includes no allowance for the CONSULTANT's time to assist the CITY in
the event of a bid protest. To the proportionate extent the CONSULTANT's services are
required in the event of a bid protest, due to a direct action or lack thereof by the
CONSULTANT, the CONSULTANT shall participate in such activities at no additional cost to the
CITY.
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Task 3.6 - Contract Award: The CONSULTANT shall provide eight (8) sets of Construction
Contract Documents, inclusive of Addenda, for execution by the CITY and the successful bidder
within five calendar days of request by the CITY.
Task 3.7 - As- Bid Contract Documents: After contract award and prior to the preconstruction
conference, the CONSULTANT shall prepare As-Bid construction contract documents, which
incorporate the following items into the construction contract documents:
· Contractor's bid submittals, including but not limited to, bid proposal, insurance,
licenses, etc.
· Amend I modify front-end documents and I or technical specifications to
incorporate changes made via contract addenda.
· Revise construction contract drawings to include modifications I revisions
incorporated via contract addenda as well as the previously incorporated permit
review comments.
The CONSULTANT shall prepare As-Bid construction contract documents and reproduce fifteen
(15) sets for distribution to PROGRAM MANAGER within ten (10) calendar days after City
Commission approval I contract execution.
The following apply to Task 3.1 through 3.7:
Deliverables- - Attend and participate in Pre-bid conferences and bid openings.
- Respond to questions from prospective bidders and prepare Addenda
for distribution by others.
- Prepare recommendation of award letter
Provide eight (8) sets of contract documents for contract execution
- Prepare As-Bid contract documents and reproduce fifteen (15) sets
and forward to PROGRAM MANAGER.
Schedule:
- Upon receipt of Task 3 Bidding and Award Services Notice to Proceed
and within 120 working days
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TASK 4 -CONSTRUCTION ADMINISTRATION SERVICES
The CONSULTANT shall perform the following tasks related to the construction administration
of the Project(s). These tasks shall be performed during the duration of all construction on both
Bid Packages. Due to the extensive amount of detailed procedures required to properly manage
construction projects, the PROGRAM MANAGER has developed a Construction Management
Manual (CMM) for the construction phase of the Infrastructure Improvement Program. This
CMM augments the general program guidelines established in the Project Work Plan (PWP), as
provided to the CONSULTANT by the PROGRAM MANAGER at the commencement of the
Project, and provides uniform procedures and guidelines for managing the interface between
the CITY, Contractor, PROGRAM MANAGER and CONSULTANT staffs.
It is anticipated that the construction timeframes for Bid Package 9A will be approximate 24
months and Bid Package 9B will be approximate 24 months. The CONSULTANT's
compensation is based upon the administration of separate construction bid packages being
implemented on concurrent timelines. However, separate Contractors are assumed.
Task 4.1 - Pre-Construction Conferences: The CONSULTANT shall attend one pre-
construction conference for each Project. The PROGRAM MANAGER will prepare and
distribute meeting minutes to all attendees and other appropriate parties. At this meeting, it is
anticipated that the PROGRAM MANAGER will issue a Limited Notice to Proceed. A final Notice
to Proceed shall be issued upon receipt of a final schedule and procurement of all applicable
construction permits from the Contractor.
Deliverables:
Attend and participate in one pre-construction conference
for each project
As scheduled by PROGRAM MANAGER after receipt of
Task 4 Notice to Proceed.
Schedule:
Task 4.2 - Weeklv Construction Meetinas: The CONSULTANT shall attend weekly
construction meetings with the Contractor, PROGRAM MANAGER and applicable CITY
representatives on each Project. The purpose of these meetings shall be to review the status of
construction progress, shop drawing submittals and contract document clarifications and
interpretations. In addition, the Contractor shall furnish a two-week look ahead work schedule to
allow for proper coordination of necessary work efforts. These meetings shall also serve as a
forum for discussion of construction issues, potential changes / conflicts and any other
- 28-
applicable matters. The meetings may include site visits to visually observe / address
construction related concerns. The site visits shall be separate and distinct from the "Specialty
Site Visits" discussed under Task 4.6. The PROGRAM MANAGER will prepare and distribute
meeting minutes to all attendees and other appropriate parties.
Deliverables:
- Attend and participate in weekly construction progress
meetings for each Bid Package
Schedule:
- Weekly throughout the project duration.
Task 4.3 - Reauests for Information I Contract Document Clarification (RFls / CDCs): The
PROGRAM MANAGER will receive, log and process all RFls / COCs. Whenever an RFI
involves the interpretation of design issues or design intent, the PROGRAM MANAGER will
forward the RFI to the CONSULTANT, who shall prepare a written response in a timely matter
and return it to the PROGRAM MANAGER. In addition, the CONSULTANT may be requested
by the PROGRAM MANAGER to prepare and forward COCs should certain items within the
contract documents require clarification.
Deliverables:
Respond to those RFI's that involve design
interpretations and return to PROGRAM MANAGER's
office. Issue COCs as required.
Schedule:
- Ongoing throughout project construction duration for both
Bid Packages.
Task 4.4 - Reauests for Chanaes to Construction Cost and/or Schedule: The PROGRAM
MANAGER will receive, log and evaluate all requests for project cost and/or schedule changes
from the Contractor. Such requests may be the result of unforeseen conditions, interferences
identified by the Contractor during the routine progress of work, inadvertent omissions
(betterment) issues in the contract documents, permitting requirements that arise after the
contract award, and/or additional improvements requested by the CITY. Regardless of the
source, the PROGRAM MANAGER will evaluate the merit of the request, as well as a cursory
review of the potential impact of the change in terms of project cost and schedule. The
PROGRAM MANAGER may also review the request with the CONSULTANT, who shall provide
a written opinion as to the merit / value, upon request. It is understood that no legal claims
assistance or support services are inferred by the work effort noted under this Task.
- 29-
Deliverables:-
- Perform independent review of request for cost increase
and/or time extension.
- Coordinate and participate in meetings, as required, with
the PROGRAM MANAGER, CITY and Contractor to
resolve and/or negotiate the equitable resolution of
request. Provide written opinion and / or recommendation
upon request.
- Prepare change order documentation in CITY directed
format
Schedule:
- Ongoing throughout project construction duration for both
Bid Packages.
Task 4.5 - Processina of Shop Drawinas: The PROGRAM MANAGER will receive, log and
distribute shop drawings to the CONSULTANT for its review. The CONSULTANT shall have 14
calendar days from the time of receipt in its office, to review and return shop drawings to the
PROGRAM MANAGER's office.
Deliverables:-
- Review Shop Drawings and return them to PROGRAM
MANAGER's office.
- Ongoing throughout project construction duration.
Schedule:
Task 4.6 - Field Observation Services: The PROGRAM MANAGER will provide field staff to
observe the construction of the work. The CONSULTANT shall provide specialty site visits by
various design disciplines (civil, mechanical, landscaping, etc...) on an as requested basis. For
the purposes of this scope of services, it is assumed that monthly specialty site visits are
included. Specialty site visits are assumed to include one or more of the CONSULTANTs Team
attendance, as may be requested by the CITY, to review, discuss, resolve field conditions and
issues at the job site. Attendance shall be as requested, although a minimum of 24 hour notice
will be provided when possible. In cases where conditions require immediate action, the
CONSULTANT shall make itself available in the field, as soon as possible, to review / respond
to necessary issues.
Deliverables:
- Provide monthly specialty site visits for each Bid
Package.
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Schedule:
- Ongoing throughout project construction duration for both
Bid Packages.
Task 4.7 - Proiect Closeout: Upon receiving notice from the PROGRAM MANAGER advising
the CONSULTANT that a Project is substantially complete, the CONSULTANT, in conjunction
with appropriate CITY and PROGRAM MANAGER staff, shall conduct an overview of the
Project. The overview shall include development of a "punch list" of items needing completion or
correction prior to consideration of final acceptance. The PROGRAM MANAGER will develop
the list with assistance from the CITY and the CONSULTANT. The list shall be forwarded to the
Contractor. For the purposes of this Task, please note that substantial completion shall be
deemed to be the stage in construction of the Project where the Project can be utilized for the
purposes for which it was intended, and where minor items may not be fully completed, but all
items that affect the operational integrity and function of the Project are capable of continuous
use.
Upon notification from the PROGRAM MANAGER that all remaining "punch list" items have
been resolved, the CONSULTANT, in conjunction with appropriate CITY and PROGRAM
MANAGER staff, shall perform a final review of the finished Project. Based on successful
completion of all outstanding work items by the Contractor, the CONSULTANT shall assist in
closing out the construction contract. This shall include a final punch list walk throughs for
verification of completion
Deliverables:-
Attend field meetings to review substantial and final
completion and assist in development of "punch lists".
At the Substantial and Final completion of each project
Schedule:
TASK 5 - ADDITIONAL SERVICES
Task 5.1 - Transportation Study
During the planning phase, the CONSULTANT shall have a study conducted of the existing
transportation system within the Project area to incorporate any traffic calming, parking,
pedestrian access, or vehicular flow improvements into the proposed right of way
improvements. The study shall address the following issues:
- 31 -
. CONSULTANT shall assess the existing parking situation within the project area. The
businesses and residences in City Center area rely heavily on on-street parking in
addition to several public and private parking facilities. CONSULTANT shall work with
neighborhood and city representatives to identify the most palatable times and locations
for temporary parking relocation during construction.
. CONSULTANT shall analyze urban transportation operations to ensure the local streets
can be improved to operate at optimal levels of service for both vehicles and
pedestrians. CONSULTANT shall analyze conditions and suggest mitigation measures
to keep traffic flowing in the most efficient way. Maintenance of traffic during construction
is also a clear need in the planning process.
· CONSULTANT shall analyze high crash intersection locations using data available from
FOOT, Miami-Dade County and City databases. Pedestrian sight distances are known to
contribute to unsafe intersections in the study area. Hazardous locations will be
identified and appropriate streetscape improvements proposed.
· CONSULTANT shall consider potential traffic calming treatments for Project areas such
as 1th Street where high vehicular speeds are observed.
· CONSULTANT shall identify improvements intended to visually and functionally improve
pedestrian corridors including specifically 18th Street and 19th Street between
Washington and Collins and all connections between the Convention Center/City
Hall/Botanical Garden and Lincoln Road.
· A traffic plan for special events is needed to maintain traffic flow within the project area
and to ensure a higher level of mobility for transit vehicles and safety for pedestrians and
cyclists. CONSULTANT shall quantify these events in a number of categories and
develop a plan to address each type in the future in line with the new streetscapes,
traffic calming treatments etc.
· CONSULTANT shall evaluate shortcomings in the pedestrian network, and recommend
improvements together with priority and funding strategies. CONSULTANT shall ensure
that the pedestrian improvements incorporated in this plan will serve the safety and
mobility of people on foot in the most efficient way.
- 32-
Oeliverables:
- Prepare 15 copies of a report.
- Present the report to the CITY and PROGRAM
MANAGER for approval
- Within 180 working days after Task 1 Notice to Proceed.
Schedule:
TASK 6 - REIMBURSABLES
Task 6.1 - Reproduction Services: The CONSULTANT shall be reimbursed at the usual and
customary rate for reproduction of reports, contract documents and miscellaneous items, as
may be requested by the CITY. Unused amounts in this allowance shall be credited back to the
CITY at the completion of the project.
Task 6.2 - Travel and Subsistence: The CONSULTANT shall be reimbursed at the United
States Internal Revenue Service established rate for travel and subsistence, up to the maximum
not-to-exceed amount as noted. Unused amounts in this allowance shall be credited back to the
CITY at the completion of the project.
Task 6.3 - Survevina: The CONSULTANT shall arrange for and coordinate the efforts of
licensed surveyors to prepare a topographical survey of all CITY public rights-of-way within the
project limits to meet the intent of the approved project Scope. This effort shall meet the
requirements set forth in Task 2.1. Unused amounts in this allowance shall be credited back to
the CITY at the completion of the project.
Task 6.4 - Geotechnical Evaluation: The CONSULTANT shall contract the services of a
professionally licensed geotechnical firm to perform boring I test excavations as necessary to
ascertain soil conditions, in an effort to identify existing conditions for pipe bedding and
stormwater management considerations. The scope of such services shall be subject to review
and acceptance by the CITY. Costs shall be limited to a $15,000 not-to-exceed amount.
Unused amounts shall be credited back to the CITY at the completion of the project.
Task 6.5 - Underaround Utility Verification: The CONSULTANT shall contract the services of
an underground utility location service to perform vacuum extraction excavations, in an effort to
better identify existing underground conditions where work is to be performed. Actual locations
shall be as directed by the CONSULTANT, subject to CITY review and acceptance. Costs
shall be limited to a $25,000 not-to-exceed amount. Unused amounts shall be credited back to
the CITY at the completion of the project.
- 33-
Minimum Design Features to Be Shown On Drawings
The CONSULTANT shall note that the following criteria indicate the minimum design standards
to be shown on drawings. The CONSULTANT is encouraged to review and recommend
changes as it deems necessary, subject to the review and acceptance of the CITY and the
PROGRAM MANAGER.
Paving, Grading and Drainage Plans
· Show existing grade I topography, centerline roadway, edge of pavement, back
of sidewalk, top of curb, gutter flow line
· Show proposed grade along the centerline of the road at 50 centers, limits of
road work, inlets, curb and gutter and sidewalk
· Show limits of demolition I removal
· Show limits of proposed work
· Identify all surface features of all existing and proposed work
· Identify driveway locations
· Identify proposed structures
· Identify linear footage of pipe, pipe invert elevation, diameter and material
Paving, Grading and Drainage Details
· Show proposed cross sections with topographical information at key locations
· Identify the following minimum information on cross sections:
Existing utilities
Proposed road slope, lane width, sidewalk width and surface features within
the right-of-way
Road construction details for the sub-base and base and asphalt
Proposed utility locations
· Conflict manhole detail
· Manhole details
· Driveway replacement section
· Catch basin details
· Exfiltration trench details
· Drainage pipe trench detail
· Restoration Details - All pipes
Roadway
Sidewalk
Curb and gutter
- 34-
Water Distribution and Sanitary Sewer Plans
General
· Identify existing utilities
· Show future utilities proposed by others
· Identify trees I landscaping to remain in place
Sanitary Sewer
· Manhole details
· Connection to existing manholes (pre-cast I brick)
· Connection to existing service laterals and mainline
· Show sanitary sewer manhole I flow direction
· Show sanitary sewer (single service)
· Show sanitary sewer (double service)
· Show sanitary sewer pipe diameter, linear feet, material and slope along pipe
length
· Show rim and pipe invert elevations on sanitary sewer manholes
· Indicate sanitary sewer (existing I proposed) clean out locations
· Indicate sanitary sewer service invert elevation at the right-of-way for new
services
Sanitary Sewer Profiles
· Identify sanitary sewer manhole number, rim elevation, invert elevations of
incoming and outgoing pipes
· Show sanitary sewer pipe diameter, linear footage and slope
· Show existing utilities, diameter, type and invert of pipe elevation
Water Distribution System
· Show location of single and double water meter boxes
· Identify fire hydrant assembly
· Identify fitting locations
· Identify limits of restrained joints
· Identify deflection limits
· Identify water sampling points
· Identify dead end blow-offs
- 35-
· Identify air release valves
· Identify pipe diameter and material
· Stationing
Pressure Pipe Profiles
· Show top of pipe elevation
· Identify location of air release valve at high points
· Identify vertical I horizontal deflection and/or fittings
· Identify minimum cover requirements
· Provide details of major utility crossings
Jack and bore
Horizontal directional drilling
Subaqueous crossing
Aerial crossing
Culvert crossing
- 36-
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CITY OF MIAMI BEACH
REDEVELOPMENT AGENCY ITEM SUMMARY
m
Condensed Title:
A Resolution of the Chairman and Members of the Miami Beach Redevelopment Agency ratifying the
award of a professional services agreement to Chen and Associates in the not to exceed amount of
$2,144,773 to provide urban design, architecture, landscape architecture, engineering, and construction
administration services necessary to complete the planning, design, and construction of the City Center
Right of Way Improvement Project and appropriating $2,144,773 of this amount from City Center RDA
funds.
Issue:
Should the Redevelopment Agency ratify the award of a professional services agreement to Chen and
Associates in the not to exceed amount of $2,144,733 to provide urban design, architecture, landscape
architecture, engineering, and construction administration services necessary to complete the planning,
design, and construction of the City Center ROW Improvement Project and appropriate the required City
Center RDA funding for this effort?
Item Summa IRecommendation:
Through the City's Planned Progress Capital Improvements Program, a comprehensive Right-of-Way
(ROW) Improvement Project is being undertaken in each of 13 neighborhoods, including the City Center
neighborhood. The City currently has a need to obtain the urban design, architecture, landscape
architecture, engineering, and construction administration services necessary to complete the planning,
construction design, and construction of the City Center ROW Improvement Project. On September 10,
2003, the City Commission authorized the issuance of an RFQ for these services. RFQ No. 68-02/03 was
issued on September 18, 2003 with an opening date of October 24, 2003 and seven responses were
received. An Evaluation Committee appointed by the City Manager met twice and ranked the firm Chen
and Associates as the most qualified firm. On April 14th, the City Commission through Resolution 2004-
25551 authorized the Administration to negotiate with the firm of Chen and Associates. Three negotiation
sessions were held and agreement reached on a required scope of services (Attachment A) to be provided
for a not to exceed fee of $2,144,733 (Attachment B). Project funding in the amount of $2,144,773 is
available from the City Center RDA. The total fee is approximately 11 .2% of the estimated project
construction budget which is appropriate given the complexity of developing optimal designs for some of
the City's most prominent and highly-traveled corridors including 1 ih Street and Convention Center Drive.
The Administration recommends ratification of the award and a ro riation of the re uired fundin .
Advisory Board Recommendation:
I NA
Financial Information:
Finance Dept.
Source of
Funds:
D
Ci Clerk's Office Le islative Trackin :
Donald Shockey, Senior Capital Projects Planner
AGENDA ITEM . 3A-
DATE 9-8-tlt(
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.miamibeachfl.gov
MIAMI BEACH REDEVELOPMENT AGENCY MEMORANDUM
From:
Chairman David Dermer and
Members of the Miami Beach Redevelopment Agency
~~:u~;eG~~::'~ J~
A RESOLUTION OF THE CHAIRMAN AND MEMBERS OF THE MIAMI
BEACH REDEVELOPMENT AGENCY RATIFYING THE AWARD OF A
PROFESSIONAL SERVICES AGREEMENT TO CHEN AND ASSOCIATES
IN THE NOT TO EXCEED AMOUNT OF $2,144,773 TO PROVIDE URBAN
DESIGN, ARCHITECTURE, LANDSCAPE ARCHITECTURE,
ENGINEERING, AND CONSTRUCTION ADMINISTRATION SERVICES
NECESSARY TO COMPLETE THE PLANNING, DESIGN, AND
CONSTRUCTION OF THE CITY CENTER RIGHT OF WAY
IMPROVEMENT PROJECT, AND APPROPRIATING $2,144,773 FOR THIS
PURPOSE FROM CITY CENTER RDA FUNDS.
Date: September 8, 2004
To:
Subject:
ADMINISTRATIVE RECOMMENDATION:
Adopt the Resolution.
ANAL YSIS:
Through the City's Planned Progress Capital Improvements Program, a comprehensive
Right-of-Way (ROW) Improvement Project is being undertaken in each of the City's 13
neighborhoods, including the City Center neighborhood, which is bounded by Dade Blvd.
and 23rd Street on the north, Alton Road on the west, 16th Street on the South, and Collins
Avenue on the east. The City Center neighborhood functions as the urban core ofthe City
and includes many landmark civic and cultural facilities, including the Miami Beach
Convention Center, Miami Beach City Hall, the Jackie Gleason Theatre, the New World
Symphony and the site of its planned expansion, and the Miami Beach Botanical Garden.
The neighborhood includes some of the City's most prominent and highly-traveled corridors
including 1 ih Street and Convention Center Drive, and also encompasses Lincoln Road,
the City's most popular retail and restaurant district, and the exclusive historic hotel district
on Collins Avenue.
Through the City Center Right of Way Improvement Project, approximately $19 million
dollars of comprehensive streetscape, water and, stormwater improvements will be
implemented within the neighborhood. The level and design of the improvements will be
reflective of the City Center neighborhood's special character and significance.
Miami Beach Redevelopment Agency Memorandum
City Center ROW Improvement Project AlE Services Contract Award
September 8.2004
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Improvements contemplated include the following:
. Upgrading of the stormwater drainage collection and disposal system to meet City
Stormwater Master Plan recommendations.
. Repair or replacement of existing water mains to meet City Water Master Plan
recommendations.
. Street resurfacing and new pavement markings.
. Replacement of sidewalk, curb and gutter.
. Repair, extension, or widening of sidewalks and crossing ramps to provide
continuous, ADA-Title III compatible separated pedestrian ways and to enhance
overall pedestrian connectivity between key neighborhood destinations.
. Installation of new pedestrian-scale street lighting and/or upgrade of existing lighting
to correct deficiencies where needed.
. Installation of street trees and landscaping to enhance the character of the
neighborhood and provide visual and pedestrian links between the numerous civic
and cultural facilities within the neighborhood.
. Implementation of physical and/or operational improvements to local streets for the
purposes of beautification, traffic calming and congestion mitigation.
At this time, the City has a need to obtain the urban design, architecture, landscape
architecture, engineering, and construction administration services necessary to complete
the planning, design, and construction of the City Center Right of Way Improvement
Project. To this end, the City Commission on September 10, 2003 authorized the issuance
of RFQ No. 68-02/03 for the required professional services. The RFQ was issued on
September 18, 2003 with an opening date of October 24, 2003, and seven responses
were received by that date. An Evaluation Committee appointed by the City Manager met
twice and ranked the firm Chen and Associates as the most qualified firm.
On April 14, 2004, the City Commission through Resolution 2004-25551 authorized the
Administration to negotiate with the firm of Chen and Associates. Three negotiation
sessions were held and agreement reached on the required Project scope of services
(Attachment A) to be provided for a not to exceed fee of $2,144,773 (Attachment B). This
fee is approximately 11.2% of the estimated Project construction budget of approximately
$19,000,000, a ratio which is appropriate given the challenge of developing optimal
infrastructure designs that are reflective of the special prominence and character of the
City Center neighborhood. Project funding in the amount of $2,144,773 is available from
the City Center RDA.
Miami Beach Redevelopment Agency Memorandum
City Center ROW Improvement Project AlE Services Contract Award
September 8,2004
-3-
Construction Administration services, in the amount of $177,490 for Bid package 9A and
$186,695, for Bid package 9B, are included in the negotiated fee. These amounts
represent a per month cost of approximately $7,400 for Bid Package 9A and $7,800 for Bid
Package 9B for the Construction Administration services provided during an estimated
construction period of 24 months for each Bid Package. Chen & Associates has agreed to
include two months of additional Construction Administration services at no additional cost
to the City if the Project exceeds the estimated schedule of twenty-four (24) months for
each Bid Package. At the end of the additional two months, if they are required, Chen and
Associates will provide additional services at a not to exceed cost of eighty percent (80%)
of the monthly cost of Construction Administration services established in the negotiated
fee. This would result in additional services at a not to exceed maximum estimated cost of
approximately $12,140 for both Bid Packages per month if the construction schedule were
to be delayed on both Bid Packages.
ADMINISTRATION RECOMMENDATION
The Administration recommends ratification of the agreement and appropriation of the
required City Center RDA funding so that work on the planning and design of
improvements to this highly visible and critically important neighborhood can begin.
JMG:RCM:TH:DPS
T:\AGENDA\2004\Sep0804\Regular\City CenterRDA RFQ Memo.doc