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HomeMy WebLinkAbout2005-25917 Reso RESOLUTION NO. 2005-25917 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH APPROVING AMENDMENT NO. FIVE TO THE AGREEMENT WITH GLATTING JACKSON KERCHER ANGLIN LOPEZ RINEHART FOR THE PLANNING OF THE WEST AVENUE NEIGHBORHOOD RIGHT OF WAY IMPROVEMENT PROJECT; SAID AMENDMENT PROVIDING FOR ADDITIONAL PROFESSIONAL SERVICES IN THE AMOUNT OF $134,009, REQUIRED TO FINALIZE THE PLANNING PHASE OF THE PROJECT; AND FURTHER APPROPRIATING FUNDING FOR THIS PURPOSE AS FOLLOWS: $62,984 IN SERIES 2000 STORMWATER BOND FUNDS; $20,102 IN SERIES 2000 WATER AND SEWER BOND FUNDS; AND $50,923 IN 1999 G.O. BOND FUNDS. WHEREAS, in May 2001 , Glatting, Jackson, Kercher, Anglin, Lopez, Rinehart ("Glatting Jackson") was awarded an agreement with the City of Miami Beach to provide planning, design, and construction administration services required to implement the West Avenue/Bay Road Right of Way Improvement Project (the Agreement); and WHEREAS, the total fee for the original Agreement was $231,444; and WHEREAS, at the time the Agreement was awarded, the relatively small amount of funding allocated by the G,O, Bond and Stormwater Bond for the neighborhood resulted in planned project streetscape improvements being limited to West Avenue and Bay Road; and WHEREAS, over the next several months work proceeded on project planning and a Community Design Workshop (COW) was held on November 8, 2001; and WHEREAS, workshop attendees expressed a very vocal consensus that the project should be delayed until sufficient funding could be identified to implement comprehensive neighborhood-wide water and stormwater improvements rather than the targeted improvements proposed, In response, the project planning effort was put on hold while a search for additional funding was conducted; and WHEREAS, although the planning effort for the larger neighborhood was put on hold, the planning and design of Bay Road improvements was accelerated so that construction drawings could be provided to the developer of the adjacent Grand Flamingo project, AIMCO, who was required through a Design Review Board (ORB) order to construct Bay Road streetscape improvements between 14th and 16th Streets; and WHEREAS, in support of this portion of the Project, on April 10, 2002, the Miami Beach City Commission approved Amendment One to the Agreement to provide additional professional services associated with the design of the Bay Road drainage improvements ($59,669), the planning of streetscape and street end improvements to 10th, 14th, and 16th Streets ($17,890), and the holding of a second COW ($9,400) for a total additional fee of $86,959; and WHEREAS, on September 25, 2002, the City approved Amendment Two to the Agreement in the amount of $19,980 to provide additional required drainage design services for Bay Road; and WHEREAS, on May 21,2003, the City approved Amendment Three to the Agreement in the amount of $64,480 to provide for construction administration services for construction of Bay Road improvements; and WHEREAS, on August 2004, the City approved Amendment Four to the Agreement in the amount of $18,100 for additional construction administration services required for Bay Road construction, bringing the total fee to $ 420,963; and WHEREAS, Bay Road construction continued and was substantially completed in late 2004; and WHEREAS, after several years of the planning effort being placed on hold to work on the Bay Road project, and attempts to identify additional funding for the water and stormwater components identified by the Community at CDW No, 1, the City had to determine the next steps to take with regard to the planning of the entire West Avenue Neighborhood project; and WHEREAS, additional funding for the desired water and stormwater improvements have not yet been identified, and may not be identified for another year or two, or until additional bonds can be issued for the water and stormwater system upgrades; and WHEREAS, in late 2004, after the completion of Bay Road construction, the City began negotiating with Glatting Jackson to restart and complete the planning process for the overall West Avenue Neighborhood, while continuing to seek the funding required to implement comprehensive improvements as was agreed to after the first CDW in November 2001 ; and WHEREAS, the Agreement has to be amended to compensate Glatting Jackson for the additional work generated by the increase in the scope of planned improvements; and WHEREAS, negotiations to amend the Agreement have been ongoing since early 2004; and WHEREAS, at this point, the City has three (3) options: 1. Continue placing the project planning on hold until funding can be identified, which may be another year or more; 2, Move forward with additional planning efforts to complete the planning phase and adopt a Basis of Design Report (BODR); or 3, Terminate the Agreement and place the project on hold until all additional funding can be identified, at which time the City will need to enter into a new Request for Qualifications (RFQ) process to hire a new AlE consultant; and WHEREAS, after several months of further discussion and consideration, the Administration has determined that it would be in the City's best interest to move forward T: AGENDA\2005\Jun805\Regular\GJatting_Jackson_ Reso.doc with the additional planning efforts to complete the planning phase and adopt a BOOR; and WHEREAS, Glatting Jackson will be able to finish the planning phase for the above- ground improvements, as well as address the comments made by the Community during COW No.1; and WHEREAS, the BOOR can be adopted with the appropriate recommendations for improvements, but the design and construction of the improvements will be placed on hold until sufficient funding is identified; and WHEREAS, the City has negotiated these additional services with Glatting Jackson and reached agreement on a proposed Fifth Amendment to the Agreement to cover additional Planning services in the amount of $134,009 (as outlined in Exhibit A) for the proposed increase of the overall project scope and construction budget from approximately $2,718,012 to $10,800,000; and WHEREAS, Glatting Jackson has also agreed to put the project design on hold, and remain under agreement, until the funding can be found and the design process completed; and WHEREAS, if the Commission approves Amendment No, 5, planning efforts in the West Avenue neighborhood will be re-initiated shortly thereafter; and WHEREAS, a second COW will be scheduled and the BOOR developed; and WHEREAS, the additional planning effort is expected to be completed by late 2005; and WHEREAS, it should be noted that this delay has not significantly impacted the construction timeline of this project, as it was to be one of the last constructed projects in the ROW Program; and WHEREAS, these additional services totaling $134,009 constitute Amendment Five (5) the Agreement for the planning of the West Avenue Neighborhood ROW Improvements Project; and WHEREAS, the Neighborhood Program Manager Hazen and Sawyer has determined that these additional services are required to implement the Project; and WHEREAS, this Amendment will increase the Agreement value to $554,972; and WHEREAS, the Administration recommends approval of this Amendment; and WHEREAS, the Finance and Citywide Projects Committee discussed this request for additional services at their meeting on May 24, 2005, and recommended that the full amount of additional services be sent to the Commission on June 8, 2005 for approval; and WHEREAS, this item was also considered and approved by the General Obligation Bond Oversight Committee at its June 6, 2005 meeting; and T: AGENDA\2005\Jun805\Regular\Glatting_Jackson_Reso.doc WHEREAS, funding for the Amendment is available from the project budget as follows: . $62,984 from Series 2000 Stormwater Bond Funds . $20,102 from Series 2000 Water and Sewer Bond Funds . $50,923 from 1999 G,O, Bond Funds. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, that the Mayor and City Commission, hereby approve Amendment No. Five to the Agreement with Glatting Jackson Kercher Anglin Lopez Rinehart for the Planning of the West Avenue neighborhood right of way improvement project; said Amendment to provide for additional professional services in the amount of $134,009 required to finalize the planning phase of the project; and further appropriate funding for this purpose as follows: $62,984 in series 2000 stormwater bond funds; $20,102 in series 2000 water and sewer bond funds; and $50,923 in 1999 G,O, Bond funds $50,923 IN 1999 G.O. Bond funds, PASSED AND ADOPTED this 8TH day of June, 2005, ATTEST: ~~B~ r CLERK Robert Parcher ~ ~At' . AYOR ?'. fy David Dermer APPROVED AS TO FORM & LANGUAGB & FOR execunoN w~) I)g T: AGENDA\2005\Jun805\Regular\Glatting_Jackson _ Reso.doc CITY OF MIAMI BEACH COMMISSION ITEM SUMMARY m Condensed Title: A Resolution Approving Amendment Five To The City's Agreement With Glatting Jackson Kercher Anglin Lopez Rinehart For The Planning Of The West Avenue Neighborhood ROW Improvement Project in the Amount of $134,009To Provide For Additional Services Consisting Of Extended Planning Phase Services, Which Are Required To Implement the Project and Further Appropriating the Required and Available Additional Funding From Series 2000 Water and Sewer Bond Funds, Series 2000 Stormwater Bond Funds, and 1999 G.O. Bond Funds For This Purpose. Issue: Shall the City amend its agreement with Glatting Jackson Kercher Anglin Lopez Rinehart for the planning of the West Avenue Neighborhood Right of Way Improvement Project by $134,009 to provide for additional lannin services re uired to im lement the Pro'ect and A ro riate the corres ondin re uired fundin ? Item Summary/Recommendation: In May 2001, the City executed an agreement with Glatting, Jackson, Kercher, Anglin, Lopez, Rinehart (Glatting Jackson) for the design of the West Avenue Neighborhood ROW Improvement Project for a fee of $231,444. Amendments One and Two for, respectively, the design of Bay Road drainage improvements ($59,669) and additional drainage improvements for Bay Road ($19,980), were approved on 4/10/02 and 9/25/02. Amendment Three for the provision of additional construction administration services for the construction of Bay Road in the amount of $64,480 was approved on 5/21/03. Amendment Four was negotiated and approved by the City in August 2004 in the amount of $18,100 for additional construction administration services required to complete construction of Bay Road bringing the total agreement value to $420,963. After several years of the planning effort being placed on hold to identify additional funding for the water and stormwater components identified by the Community at COW No.1, the City has determined that it would be in the City's best interest to move forward with the additional planning efforts to complete the planning phase and adopt a BOOR. The proposed amendment allows Glatting Jackson to finish the planning effort for the above ground improvements as well as addressing the comments made by the Community during COW NO.1. The BOOR can be adopted with the appropriate recommendations for improvements, but the design and construction of the improvements will be placed on hold until sufficient funding is identified. Funding for the additional services is available from the appropriate sources. The Neighborhood ROW Improvement Program Manager Hazen and Sawyer recommends that the City approve the Amendment. The Finance and Citywide Projects Committee recommended approval of Amendment Five at their meeting on May 24, 2005. This item will be considered by the General Obligation Bond Oversight Committee at its June 6, 2005 meeting. The Administration recommends approval of the resolution. Adviso Board Recommendation: This item will be considered by the General Obligation Bond Oversight Committee at its June 6, 2005 meetin . Financial Information: Source of Amount Account Approved Funds: 1 $20,102 Series 2000 Water and Sewer Bond ~ 2 $62,984 Series 2000 Stormwater Bond 3 $50,923 1999 G,O. Bond 4 5 Finance Oept. Total $134,009 City Manager \; T:\AGE 5\Jun 08 2005\Regular\glatting.Ja AGENDA ITEM DATE C7B 6-g'-oS- CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 www.miamibeachfl.gov To: From: Subject: COMMISSION MEMORANDUM Mayor David Dermer and Date: June 8, 2005 Members of the City Commission Jorge M. Gonzalez ~. ~ City Manager 0 flv U A RESOLUTION OF THE MA VOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH APPROVING AMENDMENT FIVE TO GlA TTING JACKSON KERCHER ANGLIN LOPEZ RINEHART ("GlATTING JACKSON") AGREEMENT WITH THE CITY FOR THE PLANNING OF THE WEST AVENUE NEIGHBORHOOD RIGHT OF WA V IMPROVEMENT PROJECT; TO PROVIDE FOR ADDITIONAL PROFESSIONAL SERVICES IN THE AMOUNT OF $134,009 REQUIRED TO FINALIZE THE PLANNING PHASE OF THE PROJECT; AND FURTHER APPROPRIATING FUNDING FOR THIS PURPOSE AS FOllOWS: $62,984 IN SERIES 2000 STORMWATER BOND FUNDS; $20,102 IN SERIES 2000 WATER AND SEWER BOND FUNDS; AND $50,923 IN 1999 G.O. BOND FUNDS. Recommendation Approve the Resolution, Fundina Funding for the Amendment is available from the project budget as follows: . $62,984 from Series 2000 Stormwater Bond Funds . $20,102 from Series 2000 Water and Sewer Bond Funds . $50,923 from 1999 G,O, Bond Funds Analysis In May 2001, Glatting, Jackson, Kercher, Anglin, Lopez, Rinehart ("Glatting Jackson") was awarded an agreement with the City of Miami Beach to provide planning, design, and construction administration services required to implement the West Avenue/Bay Road Rig ht of Way I mprovement Project. The total fee for the original Agreement was $231 ,444. At the time the Agreement was awarded, the relatively small amount of funding allocated by the G,O, Bond and Stormwater Bond for the neighborhood resulted in planned project streetscape improvements being limited to West Avenue and Bay Road, Over the next several months work proceeded on project planning and a Community Design Workshop (COW) was held on November 8,2001. Workshop attendees expressed a very vocal consensus that the project should be delayed until sufficient funding could be Commission Memorandum June 8,2005 Amendment Five to G/atting Jackson's Agreement for the Planning of the West Neighborhood ROW Project Page 2 of 3 identified to implement comprehensive neighborhood-wide water and stormwater improvements rather than the targeted improvements proposed, In response, the project planning effort was put on hold while a search for additional funding was conducted. Bav Road Stormwater Improvements Although the planning effort for the larger neighborhood was put on hold, the planning and design of Bay Road improvements was accelerated so that construction drawings could be provided to the developer of the adjacent Grand Flamingo project, AIMCO, who was required through a Design Review Board (ORB) order to construct Bay Road streetscape improvements between 14th and 16th Streets. In support of this portion of the Project, on April 10, 2002, the Miami Beach City Commission approved Amendment One to the original contract to provide additional professional services associated with the design of the Bay Road drainage improvements ~$59,669), the planning of streetscape and street end improvements to 10th, 14th, and 16 h Streets ($17,890), and the holding of a second COW ($9,400) for a total additional fee of $86,959, On September 25, 2002, the City approved Amendment Two to the original contract in the amount of $19,980 to provide additional required drainage design services for Bay Road, On May 21, 2003, the City approved Amendment Three to the original contract in the amount of $64,480 to provide for construction administration services for construction of Bay Road improvements, On August 2004, the City approved Amendment Four to the original contract in the amount of $18,100 for additional construction administration services required for Bay Road construction, bringing the total fee to $ 420,963, Bay Road construction continued and was substantially completed in late 2004, PlanninQ Phase for West Avenue NeiQhborhood After several years of the planning effort being placed on hold to work on the Bay Road project, and attempts to identify additional funding for the water and stormwater components identified by the Community at COW No, 1, the City had to determine the next steps to take with regard to the planning of the entire West Avenue Neighborhood project. Additional funding for the desired water and stormwater improvements have not yet been identified, and may not be identified for another year or two, or until additional bonds can be issued for the water and stormwater system upgrades, In late 2004, after the completion of Bay Road construction, the City began negotiating with Glatting Jackson to restart and complete the planning process for the overall West Avenue Neighborhood, while continuing to seek the funding required to implement comprehensive improvements as was agreed to after the first COW in November 2001, However, the existing Consultant planning and design agreement has to be amended to compensate the Consultant for the additional work generated by the increase in the scope of planned improvements, Negotiations to amend the existing agreement have been ongoing since early 2004. At this point, the City has three (3) options: 1, Continue placing the project planning on hold until funding can be identified, which may be another year or more; 2, Move forward with additional planning efforts to complete the planning phase and Commission Memorandum June 8, 2005 Amendment Five to G/atting Jackson's Agreement for the Planning of the West Neighborhood ROW Project Page 3 of 3 adopt a Basis of Oesign Report (BOOR); or 3, Terminate the agreement with Glatting Jackson and place the project on hold until all additional funding can be identified, at which time the City will need to enter into a new Request for Qualifications (RFQ) process to hire a new AlE consultant. After several months of further discussion and consideration, the Administration has determined that it would be in the City's best interest to move forward with the additional planning efforts to complete the planning phase and adopt a BOOR. Glatting Jackson will be able to finish the planning phase for the above-ground improvements, as well as address the comments made by the Community during COW No, 1, The BOOR can be adopted with the appropriate recommendations for improvements, but the design and construction ofthe improvements will be placed on hold until sufficientfunding is identified, The City has negotiated these additional services with Glatting Jackson and reached agreement on a proposed fifth Amendment to the Project to cover additional Planning services in the amount of $134,009 (as outlined in Exhibit A) for the proposed increase of the overall project scope and construction budget from approximately $2,718,012 to $10,800,000. Glatting Jackson has also agreed to put the project design on hold, and remain under agreement, until the funding can be found and the design process completed, If the Commission approves Amendment No.5, planning efforts in the West Avenue neighborhood will be re-initiated shortly thereafter. A second COW will be scheduled and the BOOR developed. The additional planning effort is expected to be completed by late 2005, It should be noted that this delay has not significantly impacted the construction timeline of this project, as it was to be one of the last constructed projects in the ROW Program, Conclusions These additional services totaling $134,009 constitute Amendment Five (5) to Glatting Jackson's Agreement for the planning of the West Avenue Neighborhood ROW Improvements Project. The Neighborhood Program Manager Hazen and Sawyer has determined that these additional services are required to implement the Project. This Amendment will increase the total Glatting Jackson agreement value to $554,972, The Administration recommends approval of this amendment. The Finance and Citywide Projects Committee discussed this request for additional services at their meeting on May 24, 2005, and recommended that the full amount of additional services be sent to the Commission on June 8, 2005 for approval. This item will also be considered by the General Obligation Bond Oversight Committee at its June 6, 2005 meeting. JMGfTH/JECH/KLM/OKT T:\AGENDA \2005\June 8 05\Regu lar\glattingjackson_addserv _memo _06. 08.05.doc