HomeMy WebLinkAbout2005-25955 Reso Inc.
RESOLUTION NO. 2005-25955
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA APPROVING AND
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE
AMENDMENT NO. 5 TO THE AGREEMENT BETWEEN THE
CITY AND EDWARDS AND KELCEY, INC., IN AN AMOUNT NOT
TO EXCEED $200,000; FOR THE PROVISION OF ADDITIONAL
WATER AND STORMWATER DESIGN SERVICES, FOR
NEIGHBORHOOD No. 13 VENETIAN ISLANDS
NEIGHBORHOOD RIGHT-OF-WAY IMPROVEMENT PROJECT.
WHEREAS, on November 21,2002, the City executed an agreement with
Edwards and Kelsey Inc. (E&K) for professional services for Neighborhood 13,
the Venetian Islands Neighborhood Right-of-Way Improvement Project for a not-
to-exceed fee of $799,903 (the Agreement); and
WHEREAS, Amendment Nos. 1, 2, 3, and 4 were approved for the
attendance of E & K at a Design Review Board meeting ($365); additional survey
work within the Venetian Causeway ($2,000); additional underground utility
verification ($24,750); and design of additional irrigation ($5,090), respectively,
increasing the total Agreement value to $832,108; and
WHEREAS, the original scope of work was prepared by E&K based upon
input from the various City Departments, includlilll the Planning and Public
Works Departments, and underground utility infrastructure requirements were
identified originally through the respective utility master plans; and
WHEREAS, originally, only approximately 22,240 feet of water mains
were identified to be replaced in Neighborhood No. 13, the Venetian Islands and
Belle Isle, some of which were not included in the prioritized listing when it was
initially completed; and
WHEREAS, an additional 4,045 linear feet of water mains were identified
to be replaced within Neighborhood No. 13, the Venetian Islands and Belle Isle
project boundaries; and
WHEREAS, it became necessary to amend the original Agreement to
provide the requisite compensation to design, permit, and provide construction
administration services for the additional water system work identified; and
WHEREAS, sufficient funding was determined to be available to replace
all identified Citywide "Priority 1" water mains; and
, .
WHEREAS, in the original Agreement, the original portion of the scope of
services for South Island Avenue called for a 7ft. sidewalk and a 6 ft. swale; and
WHEREAS, during the sixty percent (60%) Community Design Review
Meeting (CORM), the members of the community asked that the configuration of
the sidewalk and swale be revised to a 6ft. sidewalk and a 7ft. swale instead; and
WHEREAS, it was envisioned that improvements in drainage could be
better accomplished with this configuration, and the Administration agreed to this
change; and
WHEREAS, in addition, the fifty percent (50%) design documents that
were provided to the E&K from previous design efforts were based on a single
storm water pump station, to be located at the northeast corner of Belle Isle Park,
with discharge via one outfall; and
WHEREAS, after evaluating the existing conditions and meeting with
jurisdictional regulatory agencies, it was determined that the proposed pump
station would require a greater capacity and relocation to the west of Belle Isle
Park; this was deemed necessary to meet the City's Stormwater Master Plan
Level of Service; and
WHEREAS, this relocation and re-engineering of the pump station
capacity also requires additional design efforts; the City has agreed that E&K
should be compensated for this additional work; and
WHEREAS, additional services to E&K are needed to implement all of the
aforementioned revisions; and
WHEREAS, the City's Neighborhood ROW Improvement Program
Manger, Hazen and Sawyer (H&S), has recommended these additional services
as required to implement the project; and
WHEREAS, the initial proposal for these additional services was
$250,000, which was later increased by E&K to approximately $450,000; and
WHEREAS, the City staff negotiated extensively with E&K to reach an
agreement on the final value of $200,000 to implement the revisions outlined in
this Resolution; and
WHEREAS, the Administration requests approval of the attached
Amendment No. 5 to the Agreement, in the amount of $200,000, for
modifications to the design of the Venetian Islands right-of-way and the Belle Isle
Pump Station portion of the project.
WHEREAS, funds are available from the Water and Sewer, and Storm
Water Bond Funds to fund the proposed Amendment cost.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND
CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the
Mayor and City Commission hereby approve and authorize the Mayor and City
Clerk to execute Amendment No. 5 to the Agreement between the City and
Edwards and Kelcey, Inc., in an amount not to exceed $200,000; for the
provision of additional water and stormwater design services, for Neighborhood
No. 13-Venetian Islands Neighborhood Right-of-Way Improvement Project.
PASSED AND ADOPTED this the 27th d
,2005.
ATTEST:
~yp~
CITY CLERK
Robert Parcher
F:\CAPI\$all\DIXC\20 VENETIAN ISLAND BID PACK B (PARK & ROW)\E&K AMEND NO 5 RESO.doc
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUnON
l.fl/UU r <J'C-O S
CitY Attorney ~Ir Date
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
lQ
Condensed Title:
A Resolution approving and authorizing execution of an Amendment to the Agreement with Edwards and
Kelsey, Inc. for the planning and design of the Venetian Islands Neighborhood Improvement Project to
provide additional services.
Issue:
I Should the City Commission adopt the Resolution and approve the additional services?
Item Summary/Recommendation:
On November 21, 2002, the City executed an agreement with Edwards and Kelsey Inc. (E&K) for the
planning and design of the Venetian Islands and Belle Isle Neighborhood Right of Way Improvement Project.
A need for a number of additional services has been identified. Adjustments were required to the type,
length and location of water pipes. Originally, approximately 22,240 feet were identified to be replaced in the
Neighborhood. An additional 4,045 linear feet of water mains have now been identified to be replaced within
the Venetian Islands Project boundaries. In the original Agreement with E&K, the scope for South Island
Avenue called for a 7ft sidewalk and a 6ft swale. During the sixty percent (60%) Community Design Review
Meeting members of the community asked that the configuration of the sidewalk and swale be revised to a
6ft sidewalk and a 7ft swale instead. It was envisioned that improvements in drainage could be better
accomplished with this configuration. The fifty percent design documents that were provided to the
Consultant from previous design efforts were based on a single storm water pump station to be located at
the NE corner of Belle Isle Park, with discharge via one outfall. After reviewing the proposed design,
evaluating the existing conditions and meeting with regulatory agencies, the Consultant established that the
proposed pump station would require a greater capacity and would require relocation to the west to offer a
more efficient connection point to two existing outfalls, which were deemed required in order to meet the
City's Storm Water Master Plan Level of Service. The ROW Improvement Program Manager, Hazen and
Sawyer, has recommended these additional services as required to implement the Project. City staff
negotiated extensively with E&K to reach agreement on the value of these services. The initial proposal was
for $250,000 which was later extended by E&K to approximately $450,000. During the negotiations between
the parties, the scopes and value of the additional services were more specifically delineated and in the end,
the City and E&K have agreed on a final value of $200,000 to implement the revisions outlined above. The
County required the City to revise the documents to provide a perimeter sidewalk along Belle Isle Park, to
remove three of the six crosswalks across Island Avenue, and to include a sidewalk along the south side of
North Island Avenue. Without these revisions, the County would not approve and/or permit the documents.
The current proposed solution eliminates the perimeter sidewalk around the park thus respecting the design
of the Belle Park landscape and access plan approved in the Basis of Design Report. The solution, however,
adds car bumpers in the parking area which in turn changes the configuration of the street. The proposed
solution must be presented to the community as is customary when changes of this magnitude occur in the
ROW projects. A meeting is scheduled for August 1, 2005, at 6:00PM at the 20 Island Avenue Condominium
community meeting room. The Administration requests approval of the additional services, in the amountof
$200,000, recommended in this memorandum and authorization to execute an Amendment to the
Agreement with Edwards and Kelsey, Inc. for modifications to the design of the Venetian Islands portion of
the Project which are independent of the Belle Isle changes which will be addressed at a later date.
Advisory Board Recommendation:
I N/A
Financial Information:
Source of
Funds:
Finance Dept.
$200,000
AGENDA ITEM
DATE
~78
1-;)... 7 -(l S-
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.miamibeachfl.gov
COMMISSION MEMORANDUM
From:
Mayor David Dermer and Date: July 27, 2005
Members of the City Commission
Jorge M. Gonzalez ,. Jl-r-
City Manager 0 fJ- 7)
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA APPROVING AND AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AN AMENDMENT TO THE
AGREEMENT BETWEEN THE CITY OF MIAMI BEACH AND EDWARDS
AND KELSEY, INC. FOR THE PLANNING AND DESIGN OF THE
VENETIAN ISLANDS NEIGHBORHOOD IMPROVEMENT PROJECT TO
PROVIDE FOR ADDITIONAL PROFESSIONAL SERVICES.
To:
Subject:
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
Funding is available from the Venetian Islands/Belle Isle appropriated funds.
ANALYSIS
On November 21, 2002, the City executed an agreement with Edwards and Kelsey Inc.
(E&K) for the planning and design of the Venetian Islands and Belle Isle Neighborhood
Right of Way Improvement Project with a not-to-exceed fee of $799,903. Amendments
One (1), Two (2), Three (3) and Four (4) for, respectively, the attendance ofthe consultant
at a design review board meeting ($365), additional survey work within the Venetian
Causeway ($2,000), additional underground utility verification ($24,750) and design of
additional irrigation ($5,090) were approved on 8/03/03 and 3/23/04 increasing the total
contract value to $832,108.
As work on the Project has continued, a need for a number of additional services has been
identified. Original scopes of work were prepared for the various neighborhood consultants
based upon input from the various Departments, such as the Planning and Public Works
Departments. Underground utility infrastructure requirements were identified originally
through the respective utility master plans, which were further refined at the onset of the
program via a series of meetings that were intended to identify those utilities that required
replacement. As the planning and design phases progressed, field data collection and
system evaluation activities identified the need for additional water mains to be replaced
based upon anticipated system capacity requirements and the end of useful life criteria.
City Commission Memorandum
Amendment to E&K's Agreement for the Planning and Design of the Venetian Islands Neighborhood ROW Project
July 27, 2005
Page 2 of4
A water main replacement program was established with three priority levels: this effort
took appropriately 24 months to complete. Sufficient funding was determined to be
available to replace all identified citywide Priority 1 water mains (undersized pipes that
need to be increased in size to meet increased demand and fire safety supply
requirements) and Priority 2 water mains (galvanized iron pipes that need to be replaced).
However, funding shortfalls precluded the replacement of all but the most important Priority
3 water mains (iron pipes that need to be replaced because of extensive tuberculation).
In an effort to move the neighborhood improvement projects forward, detailed design
activities proceeded on a parallel path to the water main replacement investigative effort.
As a result, adjustments were required to the type, length and location of pipes well into the
design process. Originally, approximately 22,240 feet were identified to be replaced in the
Neighborhood. Some of these were not included in the prioritized listing when it was
initially completed. Other pipes that had not been part of the original scope were later
identified to be included in the completed prioritized listing. Therefore, it became
necessary to amend the original Agreement with the consultants to provide the consultants
with the requisite compensation to design, permit, and provide construction administration
services for the additional water system work identified. As a result of these analyses, an
additional 4,045 linear feet of water mains were identified to be replaced within the
Venetian Islands Neighborhood Improvement Project boundaries.
In the original Agreement with E&K, the Scope for South Island Avenue called for a 7ft
sidewalk and a 6 ft swale. During the sixty percent (60%) Community Design Review
Meeting (CORM), the members of the community asked that the configuration of the
sidewalk and swale be revised to a 6ft sidewalk and a 7ft swale instead. It was envisioned
that improvements in drainage could be better accomplished with this configuration. The
Administration agreed to this change, and additional services are needed to implement the
revision.
Also, the fifty percent (50%) design documents that were provided to the Consultant from
previous design efforts were based on a single storm water pump station to be located at
the northeast corner of Belle Isle Park, with discharge via one outfall. After reviewing the
proposed design, evaluating the existing conditions and meeting with jurisdictional
regulatory agencies, the Consultant established that the proposed pump station would
require a greater capacity and would require relocation to the west to offer a more efficient
connection point to two existing outfalls, which were deemed required in order to meet the
City's Stormwater Master Plan Level of Service. This relocation and re-engineering of the
pump station capacity also requires additional design, the City has agreed that their new
evaluation of capacities and location should be considered and that the consultant should
be compensated for the additional effort.
The Neighborhood ROW Improvement Program Manger, Hazen and Sawyer (H&S), has
recommended these additional services as required to implement the Project. The City
staff negotiated extensively with E&K to reach agreement on the value of these additional
services. The initial proposal was for $250,000 which was later extended by E&K to
City Commission Memorandum
Amendment to E&K's Agreement for the Planning and Design of the Venetian Islands Neighborhood ROW Project
July 27, 2005
Page 3 of4
approximately $450,000. During the negotiations between the parties, the scopes and
value of the additional serves were more specifically delineated and in the end, the City
and E&K have agreed on a final value of $200,000 to implement the revisions outlined
above.
The City provided the Construction Documents to Miami-Dade County, as the regulatory
agency for transportation issues, for review. The County required the City to revise the
documents to provide a perimeter sidewalk along Belle Isle Park, to remove three ofthe six
crosswalks across Island Avenue, and to include a sidewalk along the south side of North
Island Avenue. Without these revisions, the County would not approve and/or permit the
documents. Since the Miami-Dade County Public Works Department has jurisdictional
authority over traffic matters, the City entered into conversations and evaluations as to the
best approach to satisfy the County's concerns while at the same time addressing the
City's needs and design which is already blessed by the community. These discussions
have taken a lengthy amount of time and just recently both parties have reached a
tentative agreement on the matter. The current proposed solution eliminates the perimeter
sidewalk around the park thus respecting the design of the Bell Park landscape and access
plan approved in the Basis of Design report (BODR). The solution, however, adds car
bumpers in the parking area which in turn changes the configuration of the street. The
solution maintains the need for a new sidewalk at the north side of the Venetian Causeway
for parking access.
The proposed solution must be presented to the community as is customary when changes
of this magnitude occur in the ROW projects. A meeting is scheduled for August 1, 2005,
at 6:00PM at the 20 Island Avenue Condominium community meeting room. The meeting
has been formally advertised and it has been confirmed that many members of the
community plan to be in attendance.
Because the issues related to the Belle Isle portion of the project are unrelated to the
issues in the Venetian Islands portion, the City recommends that the additional services
described above for the Venetian Islands portion be approved in order to maintain progress
on the Project. The consultant has continued to work on the construction documents and
is approaching ninety percent (90%) completion but requires the additional services to
complete the design and make the necessary modifications to the design previously
agreed. The Belle Isle portion ofthe design is already at ninety percent (90%) completion
and is awaiting resolution of the County's requirements and the presentation to the
community to proceed towards executing any necessary changes and completion of the
design.
It is estimated that the revisions required to comply with County requirements will extend
the design process for the Belle Isle portion approximately three months. The City is
currently awaiting a proposal from E&K to implement the outlined revision to the
documents as soon as the community meeting and final decisions occur. It is anticipated
that the negotiation on this part of the revised scope will be concluded promptly and an
additional Amendment to the Agreement will be presented to the City Commission if
City Commission Memorandum
Amendment to E&K's Agreement for the Planning and Design of the Venetian Islands Neighborhood ROW Project
July 27, 2005
Page 4 of 4
necessary at the September meeting.
CONCLUSION
The Administration requests approval of the additional services, in the amount of $200,000,
recommended in this memorandum and authorization to execute an Amendment to the
Agreement with Edwards and Kelsey, Inc. for modifications to the design of the Venetian
Islands portion of the Project.
T:\AGENDA\2005\JuI2705\RegulaMmendment to E&K Services Memo.doc