HomeMy WebLinkAbout2005-26037 Reso
RESOLUTION NO. 2005-26037
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.2
TO THE PROFESSIONAL SERVICES AGREEMENT WITH THE FIRM
OF WOLFBERG ALVAREZ, DATED SPTEMBER 25, 2002; SAID
AGREEMENT TO PROVIDE ADDITIONAL ARCHITECTURAL AND
ENGINEERING SERVICES REQUIRED TO COMPLETE PHASE II OF
THE SOUTH POINTE RIGHT OF WAY IMPROVEMENT PROJECT, IN
THE AMOUNT OF $272,673, COMPRISED OF $197,493 FOR
ADDITIONAL DESIGN SERVICES, AND $75,180 FOR ADJUSTMENTS
TO OTHER SERVICES, AND PROVIDING FUNDING FOR THE
AMENDMENT FROM THE PREVIOULSY APPROPRIATED FUNDS
FOR THE PROJECT.
WHEREAS, on September 25, 2002, the City Commission approved an Agreement
with the firm of Wolf berg Alvarez (WA) for architectural and engineering services, in the not
to exceed amount of $469,634, for the Phase II South Pointe Right of Way (ROW)
Improvements Project (the Project) and W A was given a Notice to Proceed on November
5, 2002 (the Agreement); and
WHEREAS, the design scope included roadway, drainage, landscaping,
streetscape, irrigation, water and sewer, electrical, and street lighting improvements with an
estimated construction cost of +/- $7.8 million; and
WHEREAS, the Basis of Design Report (BODR) for the Miami Beach
Redevelopment Agency funded streetscape, water, and storm water improvements to be
implemented through the Project was completed and submitted by W A and was approved
by the City Commission on February 4, 2004; and
WHEREAS, after the Agreement was executed by the City and WAit was found that
more documents would have to be prepared than originally envisioned in order to convey
the necessary information required for the defined scope in the construction documents;
W A requested fees, in the amount of $327,887, but the Administration has negotiated a
reduced fee of $272,673 for this effort; and
WHEREAS, W A has also requested additional services, in the amount of $92,480,
but reduced to $75,180 through negotiation, for other miscellaneous tasks which include
additional meetings, coordination of designs with private development in the area,
adjustments to the design due to the development of the Cosmopolitan Project, located at
Michigan Avenue and 1st Street, additional storm water design and coordination, lighting
design and photometric for lights within the alleys, and coordination with sub-consultants
and regulatory agencies due to the additional scope and tasks; and
WHEREAS, the City recommends approval of WA's request which is appropriate to
the amount of scope and additional tasks to be performed by WA; and
WHEREAS, at its regular meeting on October 19, 2005, the Mayor and City
Commission requested that the Administration provide a line item in WA's Agreement,
pursuant to this Amendment, to address the drainage issues regarding the Cosmopolitan
Condominium, located in the South Pointe neighborhood.
NOW, THEREFORE, BE IT 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. 2 to the
Professional Services Agreement with the firm of Wolfberg Alvarez, dated September 25,
2002; said Agreement to provide additional architectural and engineering services required
to complete Phase II of the South Pointe Right of Way Improvement Project, in the amount
of $272,673, comprised of $197,493 for additional design services, and $75,180 for
adjustments to other services; and providing funding for the Amendment from the
previously appropriated funds for the Project.
PASSED and ADOPTED this 19th day
ATTEST:
Ji ^ ~
' /" ,}
I~i a,,~
CITY CLERK Robert Parcher
T:\AGENDA\2005\Oct1905\Regular\SPPhase2W &AaddservicesReso.doc
APPROVED AS TO
FORM & LANGUAGE
FO ECUTION
".-11 -;l3-tL5
Date
CITY OF MIAIVII BEACH
COMMISSION ITEM SUMMARY
~
Condensed Title:
A Resolution of the Mayor and City Commission Approving an Amendment to the Agreement with
the firm of Wolfberg Alvarez for additional services on Phase II of the South Pointe Right of Way
1m rovement Pro'ect in the amount of $272,673, to be funded from revious a ro riations.
Item Summary/Recommendation:
On September 25, 2002, the City Commission approved an Agreement with Wolfberg Alvarez 0N A) for
services in the amount of $469,634. W A was given a Notice to Proceed on November 5,2002, and the
Project Kick-off Meeting was held on the same date. The design scope included roadway, drainage,
landscaping, streetscape, irrigation, water and sewer, electrical, and street lighting improvements with
an estimated construction cost of +/- $7.8 million. The Basis of Design Report (BOOR) for ROA funded
improvements to the South Pointe Phase II Neighborhood ROW Improvement was approved by the
City Commission on February 4, 2004. After the Agreement was executed by the City and the
Consultant it was found that more documents would have to be prepared than originally envisioned
and the Consultant has requested additional services in the amount of $197,493. The Consultant has
also requested additional services for other miscellaneous tasks. These tasks include additional
meetings, coordination of designs with private development in the area, adjustments to the design due
to the development of the Cosmopolitan, additional storm water design and coordination, lighting
design and photometrics for lights within the alleys, and coordination with sub-consultants and
regulatory agencies due to the additional scope and tasks. The Consultant originally submitted a total
fee request in the amount of $457,563 for this amendment which has been reduced through
negotiation and evaluation by staff to fees in the amount of $272,673. The City considers the request
appropriate to the amount of scope and additional tasks to be performed by the Consultant. The City
recommends approval of the request for funds, in the amount of $272,673, from previously
appropriation funding, which will allow the team to continue effective performance on the project. The
Administration therefore recommends adoption of the Resolution.
Advisory Board Recommendation:
I N/A
Financial Information:
Source of
~
IFin~Dep~.
Previous Appropriations
Ci Clerk's Office Le islative Trackin
Graciela Escalante R.A., Senior Capital Projects Coordinator
AGENDA ITEM _Rl ~
DATE [0-[9-0)
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.ci.miami-beach.f1.us
To:
From:
Subject:
COMMISSION MEMORANDUM
Mayor David Dermer and
Members of the City Commission
Jorge M. Gonzalez ~..,./
City Manager t fI
Date: October 19, 2005
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
PROFESSIONAL SERVICES AGREEMENT WITH THE FIRM OF
WOLFBERG ALVAREZ, DATED SEPTEMBER 25, 2002; SAID
AGREEMENT TO PROVIDE ADDITIONAL ARCHITECTURAL AND
ENGINEERING SERVICES REQUIRED TO COMPLETE PHASE II OF THE
SOUTH POINTE RIGHT OF WAY IMPROVEMENT PROJECT, IN THE
AMOUNT OF '$272,673, COMPRISED OF $197,493 FOR ADDITIONAL
DESIGN SERVICES, AND $75,180 FOR ADJUSTMENTS TO OTHER
SERVICES, AND FUNDING THE AMENDMENT FROM PREVIOUSLY
APPROPRIATED FUNDS FOR THE PROJECT.
ADMINISTRATION RECOMMENDATION:
Adopt the Resolution.
FUNDING
Funds for this project are available from previously appropriated funds for the Project.
ANAL YSIS:
In September 2001, the City Commission and Miami Beach Redevelopment Agency
adopted, respectively, Resolutions # 2001-24569 and #393-2001 authorizing the issuance
of Request for Qualifications Number 57-00/01 for professional planning, urban design,
landscape architecture, and engineering services for the planning, design, bid award, and
con~truction administration services necessary to implement Phase II of the South Pointe
Streetscape Master Plan which included the following portions of the South Pointe
Redevelopment Area:
. Lenox Avenue between Fifth Street and Fourth Street.
. Michigan, Jefferson and Meridian Avenues between Fifth Street and Second Street,
excluding their corresponding Third Street intersections.
. Euclid Avenue between Fifth Street and Third Street, excluding the Third Street
intersection.
. Fourth Street between Alton Road and Washington Avenue.
. The north side of Second Street between Alton Road and Washington Avenue.
Commission Memorandum
South Pointe Streetscape Phase II
October 19, 2005
Page 2 of 4
A selection committee was appointed to rank the firms which responded to the RFQ and on
March 20, 2002, the City Commission authorized the Administration to enter into
negotiations with top-ranked respondent Wolfberg Alvarez (W A). On September 25, 2002,
the City Commission approved an Agreement with W A for the services not to exceed
amount of $469,634. W A was given a Notice to Proceed on November 5, 2002, and the
Project Kick-off Meeting was held on the same date.
In accordance with the recommended improvements schedule presented in the Master
Plan, Phase II improvements were initiated. The design scope included roadway,
drainage, landscaping, streetscape, irrigation, water and sewer, electrical, and street
lighting improvements with a currently estimated construction cost of f: $7.8 million.
The Basis of Design Report (BODR) for RDA funded streetscape, water, and storm water
improvements to be implemented through Phase II of the South Pointe Neighborhood
ROW Improvement was completed and submitted by WA, and was approved by the City
Commission on February 4, 2004. This BODR was the culmination of a comprehensive
planning effort that included input from and review by residents, all City Departments, the
Design Review Board, the Historic Preservation Board, and a joint meeting of the
Neighborhoods) and Finance and Citywide Projects Committees.
After the Agreement was executed by the City and the Consultant, and the design work
began, it was found that more documents would have to be prepared than originally
envisioned in order to convey the necessary information required for the defined scope on
the documents that would be needed for construction. These additional drawings, which
have been determined by the City to be justified, caused additional work and effort to the
Consultant and the City has agreed that they are entitled to compensation. WA initially
requested $327,887 for this effort, but after careful evaluation and review by the City, and
negotiations with the Consultant, the amount has been reduced to $197,493 which is the
amount requested in this Resolution.
During the Planning effort and the preparation of the BODR, there were numerous
additional meetings beyond those originally contemplated in the Agreement. These
meetings were necessary to address frequent comments and objections raised by the
community on different aspects of the Project, especially those related to parking and
traffic matters. Community meetings have been a fundamental aspect of the Right of Way
Program and until consensus at a high level is achieved, the City continues to meet with
interested residents in order to satisfy their needs. In this Project this effort was more
extensive than in others and, therefore, necessitated the additional meetings. W A has
requested $12,080 for this effort, and after careful evaluation and review, the City has
agreed to this amount which is requested in this Resolution.
Commission Memorandum
South Pointe Streetscape Phase /I
October 19, 2005
Page 3 of 4
Additional design services were requested and required by the City to coordinate the
Project scope with private properties in the area which needed to be made consistent with
the overall Project intent. This request was not part of the original Agreement and resulted
in out-of-sequence work which the City has deemed entitles the Consultant to additional
compensation. This resolution requests additional services, in the amount of $1 0,000, for
this effort.
The development of the Cosmopolitan Project was constructed to a fifty foot right of way
(ROW) in Meridian Avenue, while the rest of the street has a seventy foot ROW, which is
the same as other streets in the neighborhood. This ROW difference required additional
work by the Consultant in order to provide proper alignment of the intersection and
adjustments to installations in the area which were not anticipated in the original
Agreement. This additional work entitles the Consultant to additional compensation in the
amount of $8,500 to which the City has agreed.
Due to a relocation of storm water piping required by the Portofino development, the
Consultant was asked to coordinate the design on the Phase II storm drainage with the
relocated pipe within Alton Road. This was not contemplated in the original Agreement
and resulted in additional work by the Consultant outside of the Project's boundaries. The
activities included additional design documents, meetings, an additional maintenance of
traffic plan for the area, coordination with sub-consultants, and added permitting. The
request by the Consultant in the amount of $26,200 has been evaluated and deemed
appropriate.
Additional coordination is required with Florida Power and Light (FPL) regarding the
existing lighting locations and levels within the alleys in the neighborhood. The Consultant
completed a survey of existing installations and a photometric study to determine whether
the lighting levels were in accordance with the requests of the residents, and also to
coordinate implementation of additional lights by FPL in the area. The Consultant initially
requested additional services in the amount of $13,900, but after review and evaluation by
staff and further negotiations, the amount has been reduced to $7,500 which the City
recommends.
The added scope of work in the areas described above has generated additional
coordination with the sub-consultants on the project, as well as with permit and regulatory
agencies. The scope involved includes additional storm water pump stations, meetings
with utility companies, additional communications with the City and between sub-
consultants. The additional services requested are for the project management and
engineering efforts required for these activities. The Consultant originally requested
$21,800 for these services, but during negotiations and review by staff, the fees have been
reduced to $10,900 which the City recommends.
The total additional services amount for the adjustment to other miscellaneous services is
$75,180. This amount, when added to the additional services for increased scope and
additional project documents in the amount of $197,493, results in a total request of
Commission Memorandum
South Pointe Streets cape Phase II
October 19, 2005
Page 4 0(4
$272,673. The Consultant originally submitted a total fee request in the amount of
$457,563 which has been reduced through negotiation and evaluation by staff. The total
amount recommended in this Resolution is appropriate to the amount of scope and
additional tasks performed by the Consultant and the City recommends approval of the
request, in the amount of $272,673, which will allow the team to continue effective
performance on the Project. The Administration therefore recommends adoption of the
Resolution.
T:\AGENDA\2005\Oct1905\Regular\SPPhase2W &Aaddservices.doc
W 0 L F: . E Il C
ALVAIlEZ
August 22, 2005
Revised September 28, 2005
Via Fax: 305-534-8887
Hazen and Sawyer
975 Arthur Godfrey Road
The Giller Building, Su;tp 211
Miami uc:ach, Flurida 33140
RECEIVED
HAZEN AND SAwn.. P.o.
Miami Beach, Plodda
AnN: Mr. Charles Carreno, P.E.
Project Manager
SEP 2 9 2005
Co~ ~D
JOB No. 4.Qj~ C- J,,1-
'~."
RE; City of Miami Beach
Right-or-Way Infrastructure Improvement Program
South Pointe Streetscape Improvements - Phase II
W A Project No.: 2203700
SUBJ: Revised Request for Additional Services
Dear Charlie:
Referencing our original letter of June 20, 2005 and as a follow up to the meeting with both Mr.
Jorge Chartrand of the CIP office and yourself on August 10, 2005, we have revised our Request
for Additional Services. We need to reiterate that the South Pointe Phase II project's scope of
services has dramatically increased since our AlE Fee was negotiated approximately three years
ago.
Similar to the original request, we have structured this letter in the same original format which
identifies the various scope changes and the related monetary impact of these changes.
1. Added ScoDe Increases .to Task 2 - Desi2D Services: Exhibit A establishes the
Additional Scope of Services for Design that was not contemplated when Pappas &
Associates made their recommendation in June 2002. Currently, we have recently
submitted the 60% Construction Documents, and now have a better understanding on the
required effort to finish the project
Task 2 for Design Services also includes the following Sub Tasks: Schedule Updates;
Progress Meetings; DesignlConstn.lctability Reviews at each phase (60%, 90%, J 00%);
.' .... .a......... -. .a....' .... ..........- .... .......... ...................... .... .... _a. ........ ........ ......... .... .... .., .._ I.. .._ .... I. ...."..".... _._ ............._ ....... ,...., ....." .1. ... '" ....... ...... ....... ,_, '1' ... ... .... .... .."......".. .................
1500 San Rmto Avenue, Suite 300 Cor:al Gables, Horm 33146 Tdcphone (305) 666-5474 Fax (305) 665-0800
AA 0002416 EB 000 2354
Mr. Charles Carreno, P.E.
Hazen and Sawyer
August 22, 2005
Revised September 28, 2005
Page 2
Cost Opinions at each phase; and Permitting Reviews. Additionally, the number of
Design Progress Meetings has already exceeded the 6 Progress Meetings that were
budgeted in Schedule B of the Agreement, and we anticipate having to attend a total of
15 Progress Meetings by the completion of Design.
As a direct result of the Added Scope Increases to Task 2, as described in the attached
documentation (Exhibit A), we are requesting "Additional SerVices~ of 5197,493.00 to
cover the aforementioned extra work.
2. Additional meetin~ and extra effort durin!! the PI.oDiDS! Phase: During the
development of-the BODR there were a series of unanticipated issues -mostly related to
parking requirements which resulted in an increase in the number of meetings and effort
to finalize the BODR. We are requesting the amount of 512,080.00 for the extra effort
based on the estimate of an additional 60 hours of Project Management and 40 hours of
Senior Engineering.
3. ProloDl!ed Period of CODstructioD Administration Services: The Project Schedule
shown under Schedule D of the Agreement shows a construction period of one year for
the Construction Administration Services. Due to the uncertainties of the extensive
construction activities experienced in the South Florida area with sporadic shortages of
some materials and subcontractors, it is apparent that the construction period will be
greater than one year. At this tim~ we will defer the request for additional services of this
particular item until a better definition of the duration of the construction period is
established by the Program Manager and the City.
The following project elements are listed under the category of Unforeseen Conditions
and not anticipated dwing negotiations:
4. Earlv-Desins: Not mentioned at all in the Agreement and completely unforeseen, the
Consultant was asked to produce early-designs in the streets surrounding the Thyssen
Building and the Absolut Condominium. This particular directive from the City created
an additional scope, out of sequence and not part of the original Agreement. The added
scope increase resulting from the production of Early Design documents represents an
additional cost oiS 10,000.
5. Develooment of CosmoDolitaD Proiect: During the final completion of the
Cosmopolitan project by the Developer, in the vicinity of Meridian A venue and 2nd
Street, it was discovered by the Consultant that Meridian Avenue, between 1 St and 2ad
Mr. Charles Carreno, P.E.
Hazen and Sawyer
August 22, 2005
Revised September 28, 2005
Page 3
Street was built by the developer with a 50-foot right-oI-way, while the remaining of
Meridian Avenue north of 2nd Street, has a 70-foot right-of-way, similar to the remaining
avenues on South Pointe. The resulting misalignment has created a burden on the
Consultant, with the requirement to verify the design with Miami Dade County Traffic
Department, etc.
The added scope increase resulting from the re-alignment of this particular intersection
including related adjustments to a stormwater pump station, lighting, curb cuts, etc.
represents an added cost of$ 8,500.
6. Stormwater Deaia on Alton Road: The project boundaries made part of the Agreement
clearly indicAte that all work on Alton Road were to be part of the future Phases nI, IV,
and V of the South Pointe project. The Consultant has been requested to include certain
stonnwater improvements on Alton Road, including a connection to the existing 72-inch
stonnwater main currently existing on Alton Road. The added scope increase includes
the creation of additional design drawings, meeting~ MOT, and coordination issues with
a different contractor, added pennitting and construction administration issues, etc.
The added scope increase resulting from the addition of stonnwater items in an area out
of the boundaries of the project represents an added cost ofS 26,200.
7. Ullforeseen Conditions DealiaS! with Aney L imtin 2: This item deals with issues
regarding the lighting of the existing alleys, which apparently belongs to FPL, for
compliance with the City's Lighting Footcandle Level Standards. In full coordination
with FPL, the Consultant has completed an extensive survey of the existing alley lighting
and performed photometric calculations. It is now known that additional poles and light
flXtures will be needed in the alleys in order to satisfy the requests made by the residents,
with concurrence from the City, enhance the security of the neighborhood. The
Consultant will prepare a package of information and survey data to be utilized by Public
Works in future negotiations with FPL for the implementation of the required additional
alley lighting. The added scope increase resulting from the issues related to the alley
lighting and unanticipated survey requirements requested by FPL represents an added
cost ofS 7,500.00. .
8. Coordination with Subconsultants and other A2encies: The added scope of work has
created the need to manage and coordinate additional work not previously contemplated
during the negotiation phase. It needs to be mentioned that the 'project's scope and the
project's construction cost has dramatically changed by approximately 6.5 million dollars
thus necessitating extra coordination efforts amongst all disciplines as well as other
agencies.
Mr. Charles Carreno, P.E.
Hazen and Sawyer
August 22, 2005
Revised September 28, 2005
Page 4
As mentioned during the meeting, this particwar coordination is not included as part of
the other items made part of this Request for Additional Services. The added scope
increases has and will continue to impact the Project Manager and various Project
Engineers as we deal with added scope items such as stormwater pumps, meeting with
FPL regarding those pumps, additional RFI's, additional shop drawings, meetings
regarding alley lighting, etc.
This additional scope increase has resulted in the need to request S 10~900 to cover the
~r.ojc:ct Management and Engineering ef~~jrts in dealing with these unan~icip~d .sf.;ope
items. This figure is based on an estimate of 40 hours of Project Management and 50
hours ofEngtneering.
9. Eacroacbments: During the Planning Phase, the issue of whether or not to reclaim the
existing encroachments on the South Pointe Neighborhood was discussed at length on
various occasions. This item continues to be an area of discussion between the
Administration and the residents. At this time, we have identified both the "hard
encroachmentsU as shown in the Survey and the c'soft encroachments" as delineated by
our Subconsultant, Curtis + Rogers. This item will be discussed under a separate forum,
once all the required information is known and a direction is established.
The following Summary of added scope increases itemizes our Request for Additional Services:
1. Added Scope Increases to Task 2 - Design Services..._.........................S 197,493
2. Additional meetings and extra effort during the PlanDing Pbase......$ 12,080
3. Project Schedule-Prolonged Construction' Administration Services .. Deferred
4. Early-Designs ........... ............._........ .......... ...... ............ ...... ..... .......... ......... S 10,000
5. Dnrelopmeat of Cosmopolitan Project ............................................__.....$ 8tSOO
6. Stormwater Design on AltOD Road .....-.............-.................--.......---..5 26,200
7. Unforeseen Conditions Dealing with Alley Lighting .._........................$ 7,500
8. Coordination with Subconsultants and other Agencies ........................$ 10,900
9. ED croachmeao .. ................-....... ..._........... .... .......... .... ................ ... ...... ... Deferred
TOTAL REQUEST FOR ADDITIONAL SERVICES..........................S 272,673
Mr. Charles Carreno, P .E.
Hazen and Sawyer
August 22, 2005
Revised September 28, 2005
Page 5
We believe that this revised Request for Additional Services addresses the issues and concerns
expressed by both the Program Manager and the CIP Office during the meeting of August 10,
2005. As previously stated, the acceptance of this Request for Additional Services is needed in
order for the Project Team to continue to provide the quality of services expected and required
for this important project to the City of Miami Beach and its residents.
Should you have any questions, please feel free to contact me.
Attachment
cc: 1. Chartrand - CMB CIP
1. Alvarez, P .E. - W A
D. Wolfoerg, AlA- WA
J. Maldonado, P.E. - WA
1. Gonzalez, P.E. - WA
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