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HomeMy WebLinkAbout2006-26126 Reso RESOLUTION NO. 2006-26126 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. 1 TO THE AGREEMENT BETWEEN THE CITY AND CHEN AND ASSOCIATES, INC., DATED SEPTEMBER 8, 2004, IN AN AMOUNT NOT TO EXCEED $347,925, FOR THE PROVISION OF ADDITIONAL PLANNING, DESIGN, PERMITTING, BID AND AWARD, AND CONSTRUCTION ADMINISTRATION SERVICES FOR ADDITIONAL STREETSCAPE IMPROVEMENTS, WATER AND WASTEWATER MAIN UPGRADES IN THE CITY CENTER RIGHT OF WAY IMPROVEMENTS PROJECT. WHEREAS, on September 8, 2004, the Mayor and City Commission authorized the execution of an Agreement between the City of Miami Beach and Chen and Associates, Inc. (Consultant), for a not-to-exceed amount of $2,144,773, for the planning, design, bid and award, and construction administration phases of the City Center Right-of-Way Neighborhood Improvement Project (the Project); WHEREAS, the Project includes improvements to the stormwater system, water system, roadways, streetscape, landscaping, traffic calming, pedestrian lighting, and linkages within the public right-of-ways; and WHEREAS, the Project limits are bounded by 16th Street to the South, and Dade Boulevard to the North, and from Alton Road on the west, to Collins Avenue on the east; and WHEREAS, the Project budget is currently estimated at $10.9 million, for streetscape improvements; $1.6 million for water improvements; and $7million for stormwater improvements; all for a total of $19.5 million; and WHEREAS, on December 9, 2004, and October 20, 2005, the City issued the Notice to Proceed for the Planning, and Design Phases of the Project, respectively; and WHEREAS, the original Scope of Work for this Project was developed based on input from the various City Departments, and the underground utility infrastructure improvements were identified based on the various utility master plans developed in previous years; and WHEREAS, during the Project planning process, based on a water distribution system evaluation, the City's Public Works Department identified a number of additional water mains and a sanitary sewer force main, located within the City Center limits, that needed to be replaced to meet the current required level of service; and WHEREAS, the design of additional water mains throughout the City Center neighborhood will add approximately $920,000 to the construction budget, and the additional Consultant fee for this work is $148,384; and WHEREAS, it was discussed and agreed that the Meridian Avenue Streetscape improvements; originally included in the Basis of Design Report (BODR) for the Multi-Purpose Municipal Parking Facility, currently being designed by Perkins + Will, will now be included in the Project; and WHEREAS, the design of the streetscape improvements on Meridian Avenue, from 17th to 18th Street, will add approximately $480,000 to the construction budget, and the additional Consultant fee for this work is $46, 874; and WHEREAS, the Administration requested that the planning and design of the streetscape improvements on Lincoln Road from Washington to Collins Avenues also be added to the City Center Neighborhood Project; and WHEREAS, the design of the streetscape improvements on Lincoln Road from washington to Collins Avenue, will add approximately $500,000 to the construction budget, and the additional Consultant fee for this work is $98, 077; and WHEREAS, an additional Consultant fee, in the amount of $54,590, was requested to cover other direct costs associated with surveying, underground utility verification, traffic analysis and document reproduction required for the new work; and WHEREAS, the revised Project budget is estimated at $11.9 million for streetscape improvements; $2.4 million for water improvements; and the $7 million for stormwater improvements; all for a total of $21.3 million; and WHEREAS, it will be necessary to amend the existing Agreement between the City and Consultant, to provide the aforestated additional planning, design, permitting, bid and award, and construction administration services for these improvements; and WHEREAS, the Capital Improvement Project Office, and the City's Program Manager, Hazen and Sawyer, have evaluated the Consultant cost proposal and are in agreement that the proposal is reasonable; and WHEREAS, the City Administration recommends approval of the attached Amendment No. 1 to the Agreement, in an amount not-to-exceed $347,925, for the aforestated additional services for the Project. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Clerk execute Amendment No I to the Agreement between the City and Chen and Associates, Inc., dated September 8, 2004, in an amount not to exceed $347,925; for the provision of additional planning, design, permitting, bid and award, and construction administration services for additional streetscape improvements, water and wastewater mains upgrades to the City Center Right-of-Way Improvements Project. PASSED and ADOPTED this 8th ATTEST: CITY CLERK Robert Parcher TtAGENDA~.006\feb0806\consent~CHEN AND ASSOCIATES AMEND NO.1 RESO.doc day?of February David Dermer ., 2006. FORM&LANGUAGE &FOR~TION COMMISSION ITEM SUMMARY Condensed Title: 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 Number One to the Agreement between the City and Chen and Associates, Inc, dated September 8, 2004, in an amount not-to-exceed $347,925, for the City Center Right-of-Way Improvements Project. Key Intended Outcome Supported: ITo ensure well designed quality Capital Projects. Issue: IShould the Commission approve Amendment Number One to the Agreement with Chen and Associates, to include additional scope of work to the City Center Neighborhood? Item Summary/Recommendation: The original Scope of Work for the City Center Neighborhood Right-of-Way Improvement Project was developed based on input from City Departments and the community. The underground utility infrastructure improvements were identified based on various utility Master Plans developed earlier, and prioritized in accordance with the available funding at that time. During the project planning process, the Public Works Department identified a number of additional water mains and force main, located within the City Center Project limits that needed to be replaced to meet the required level of service. In addition, it was agreed that the Meridian Avenue Streetscape improvements originally slated to be part of the Multi- Purpose Municipal Parking Facility Project, be included in the City Center Neighborhood Project. The City Administration has also requested that the Planning and Design of streetscape improvements on Lincoln Road from Washington Avenue to Collins Avenue be added to the Chen and Associates Agreement to fast track the project. Consequently, it will be necessary to amend the original agreement between the City and Chen and Associates. Inc., to provide additional planning, design, permitting, bid and award, and construction administration services for these added improvements, estimated at $1.9 Million. The Administration requests approval and authorization to execute Amendment Number One to the existing Agreement with Chen and Associates, Inc, in an amount not-to-exceed $347,925, for additional scope of work to the City Center Neighborhood Project. Advisory Board Recommendation: Financial Information: Funds: ================================== $347,925 City Center RDA Interest i ::: :::: ::::::::::::::: :::: ::::: :.:: Earnings OBPI :: ~ ~:: TO~I:::'::$347,925 City Clerk's Office Legislative Tracking: ICarla Dixon Ext. 6264 n-Offs: 'V MiAMIBEACH DATE MIAMIBEACH City of Miami Beach, 1700 Convention Center Ddve, Miami Beach, Florida 33139, www.miamibeachfl.gov COMMISSION MEMORANDUM TO: Mayor David Dermer and Members of the City Commission FROM: JorgeM. Gonzalez, CityManager ~~P?~O DATE: February 8, 2006 SUBJECT: 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, 1 TO THE AGREEMENT BETWEEN THE CITY AND CHEN AND ASSOCIATES, INC,, DATED SEPTEMBER 8, 2004, IN AN AMOUNT NOT TO EXCEED $347,925, FOR THE PROVISION OF ADDITIONAL PLANNING, DESIGN, PERMITTING, BID AND AWARD, AND CONSTRUCTION ADMINISTRATION SERVICES FOR ADDITIONAL STREETSCAPE IMPROVEMENTS, INCLUDING WATER AND WASTEWATER MAINS UPGRADES TO THE CITY CENTER RIGHT OF WAY IMPROVEMENTS PROJECT, ADMINISTRATION RECOMMENDATION Approve the additional services request. FUNDING Funding for the Project is available from the City Center Redevelopment Area Interest Earnings. ANALYSIS On September 8, 2004, the City Commission authorized the execution of an Agreement between the City of Miami Beach and Chen and Associates, Inc., (C&A) for the planning, design, bid and award, and construction administration phases of the City Center Right-of- Way Neighborhood Improvement Project for an agreed upon fee and scope. The Project scope includes improvements to the stormwater collection and disposal system upgrade, water distribution system upgrades, roadway resurfacing and streetscape enhancements, landscaping, traffic calming installations, additional pedestrian lighting, and enhanced pedestrian linkages. The Notice to Proceed with the planning phase of the work was issued on December 9, 2004, and the design phase in October 20, 2005. The City Center Project limits are bounded by 16th Street to the South and Made Boulevard to the North, and from Alton Road on the West to Collins Avenue on the East. Within these boundaries, 21st Street between Liberty and Park Avenues, and Washington Avenue between Lincoln Lane and South Lincoln Road has been excluded as they are included in separate Projects. In addition, no improvements are currently planned for the Palm View neighborhood located West of Meridian Avenue and North of 17th Street. City Commission Memorandum - Amendment to City Center Agreement February 8, 2006 Page 2 of 4 The original Scope of work for this Project was developed based on input from the various departments. The above ground and underground utility infrastructure improvements were identified based on the various utility Master Plans earlier developed, and prioritized in accordance with the available funding at that time. During the project planning process, meetings were held with the various entities and City staff, including the Public Works Department. Based on a water distribution system evaluation, the Public Works Department identified a number of additional water mains and a sewer force main, located within the City Center Project limits that needed to be replaced to meet the current required level of service. In addition, it was discussed and agreed that the Meddian Avenue Streetscape improvements originally included in the Basis of Design Report (BODR) prepared by Perkins & Will, for the Multi-Purpose Municipal Parking Facility, were fully designed as part of the City Center Neighborhood Project. The City Administration has also requested that the Planning and Design of streetscape improvements on Lincoln Road from Washington to Collins Avenues be added to the C&A Agreement to fast track the construction. Consequently, it will be necessary to amend the original agreement between the City and C&A, to provide additional planning, design, permitting, bid and award, and construction administration services for these improvements not originally included in the City Center Right of Way Improvements Project (Amendment No. 1 attached). The City Center RDA Right-of-Way Neighborhood Improvements Project is completely funded by City Center Redevelopment Agency (RDA) Tax Increment Financing (TIF) Funds, and has no General Obligation (GO) Bond funding components. The Draft Basis of Design Report (BODR) for the Project was presented as an informational item dudng the September 12, 2005 GOBOC meeting. On October 19, 2005, the BODR was approved by the City Commission, and presented to the Historic Preservation Board (HPB) on December 13, 2005. The BODR will be amended to reflect any change effected under Amendment No. 1. The Consultant is currently progressing according to the schedule which specifies the completion of the Design phase in late 2006. The Project Budget is as follows: Improvement Type Streetscape Improvements Water Improvements Stormwater Improvements Allocated Funds Original Revised Amend No. 1 $10,900,000 $1,565,OOO $7,OOO,OOO $11,880,000 $2,485,OOO $7,OOO,OOO $19,465,000 $21,365,000 Estimated Cost Original Revised Amend No.1 $11,910,141 $12,890,141 $2,325,220 $3,245,220 $5,356,890 $5,356,890 $19,592,251 $21,492,251 A summary of the C&A expanded scope is as follows: 1. Planninq and Desiqn of Streetscape on Lincoln Road from Washinqton Avenue to Collins Avenue The improvements are intended to serve as an entryway feature to Lincoln Road and complement the existing and the proposed conditions along Washington Avenue, Collins Avenue and the Lincoln Road pedestrian mall. In this effort, it is anticipated that the final concept will be heavily influenced by local resident and merchant preferences. C&A will be responsible for establishing a consensus design concept with the community that also meets City Commission Memorandum - Amendment to City Center Agreement February 8, 2006 Page 3 of 4 with the approval of City Regulatory agencies (the Planning and Public Works Departments), as well as any applicable Miami-Dade County Public Works Department Traffic Division concerns. The Administration originally contemplated assigning the planning, design, and construction activities to Ric-Man Construction, the contractor building the Washington Avenue Improvements. However, following a meeting with the residents and business owners of the neighborhood, it was determined that the services required were more appropriate for a consultant. Since the proposed improvements are in the City Center neighborhood, C&A was requested to provide a cost proposal to perform this work. A proposal in the amount of $98,077 was submitted by C&A (Attachment I). The City's estimated budget for this work including construction is $500,000. 2. Desiqn of Additional Water and Wastewater Mains throuqhout the Neighborhood The underground utility infrastructure requirements were identified at the onset of the program via a series of meetings that were intended to identify those utilities that required replacement as part of the neighborhood improvement projects. As the planning and design phases progressed, the Public Works Department finalized its field data collection and system evaluation activities. This additional investigative work identified the need for additional water and wastewater mains to be replaced based upon anticipated system capacity requirements and useful life criteria. A prioritized water main replacement program was established with three priority levels. Sufficient funding was determined to be available to replace all identified citywide Priodty 1 and Priority 2 water mains. However, funding shortfalls precluded the replacement of all but the most important Priodty 3 lines, as established by the Public Works Department. In an effort to move the neighborhood improvement projects forward, detail design activities proceeded on a parallel path to the Public Works Department's investigative effort, which took approximately 24 months to complete. Many of the water mains that were initially identified to be replaced in the original scope of work were not included in the prioritized listing, and many priorities were not included in the original scope. Therefore, it will be necessary to amend the odginal Agreement with C&A to provide the additional work. Chen and Associates was requested to provide a cost proposal to perform this work. A proposal in the amount of $148,384 was submitted by C&A. The City's total estimated budget for this work is $920,000. 3. Desiqn of Streetscapin.q Improvements on Meridian Avenue from 17th to 18~ Street This work was included in the Multi-Purpose Municipal Parking Facility design prepared by Perkins + Will. The improvements generally consist of roadway milling and resurfacing, curbing, irrigation, landscaping, lighting, pavement marking, decorative type crosswalks, and hardscape. A new, large-diameter water main will also be installed on Meridian avenue, from 17th Street to the Parking Facility. It has been deemed more appropriate to have C&A, the Right of Way Consultant, tasked with the review of the subject design documents. Further, to reach a consensus on the final design concept with City Regulatory agencies (the Planning and Public Works Departments), as well as any applicable Miami-Dade County Public Works Department Traffic Division concerns. Since these proposed improvements are in the City Center Neighborhood, Chen and Associates was requested to provide a cost proposal to perform this work. A proposal in the amount of $48,874, was submitted by C&A. The City's estimated budget for this work is $480,000. City Commission Memorandum - Amendment to City Center Agreement February 8, 2006 Page 4 of 4 A proposal in the amount of $54,590, was requested to cover other direct costs associated with surveying, underground utility verification, traffic analysis and document reproduction required for the new work. It is not anticipated that the required revisions will impact the design schedule for the Project, 100% Design Documents for which are due in December of 2006. However, the City has requested that C&A fast-track the Lincoln Road portion of the design. CONCLUSION The Administration requests approval of the additional services described in an amount not to exceed $347,925, as recommended, and authorization to execute Amendment No. 1 to the existing Agreement with C&A, for additional scope of work to the City Center neighborhood Project. Attachment T:~GENDA~2006\feb0806\consent~CHEN AND ASSOCIATES AMEND NO.1 MEMO.doc SCHEDULE "A-I" SCOPE OF SERVICES Schedule "A" entitled, "Scope of Services", is amended as follows: ADD the Following under Task 5 - ADDITIONAL SERVICES Task 5.1 - Additional Design Services: The CONSULTANT shall furnish additional design services associated with water and stormwater improvements as noted below: Task 5.2 Lincoln Road Streetscape Improvements: The CONSULTANT shall provide professional services for the planning, design, permitting and construction administration (all in general accordance with the base scope of services) of a proposed median and streetscaping .along Lincoln Road between Washington and Collins Avenue. The improvement may consist of roadway demolition, concrete curbing, irrigation, landscaping, lighting, pavement markings, decorative type cross walks, and / or hardscape improvements. The streetscape improvement is intended to serve as an entryway feature to Lincoln Road and complement the existing / proposed conditions along Washington Avenue, Lincoln Road pedestrian mall and Collins Avenue. In this effort, it is anticipated that the final concept will be heavily influenced by local resident and merchant preferences, and it shall be the CONSULTANT's task to establish a consensus design concept with the community that also meets with the approval of City Regulatory agencies (the Planning and Public Works Departments), as well as any applicable Miami-Dade County Public Woks Department Traffic Division concerns. The total construction plus contingency budget for these improvements shall not exceed $500,000 unless approved by the CITY. It is anticipated that the CONSULTANT will include the design contract documents for these improvements in its Bid Package 9A contract documents set. The CITY will provide the noted additional funding to support these improvements into the project construction budget at a future date. Professional services to be provided by the CONSULTANT shall include: Attend a Site Reconnaissance Visit where CITY personnel will provide general input and guidelines from known community preferences for the CONSULTANTs consideration in developing materials for the Visioning Session. The CONSULTANT shall prepare and distribute meeting minutes. Schedule: Within 10 working days of Notice to Proceed Perform a site survey in accordance with the Design Standards Manual. Schedule: Within 30 working days of Notice to Proceed Prepare for and conduct a Visioning Session with the CITY. In this effort, the CONSULTANT shall prepare conceptual drawings including architectural grade plan and elevations for two alternative concepts with "budget" level cost estimates. The two concepts shall be based on (in no particular order): Page 5 of 8 CCRDAROW AMENDMENT No I 01-23-06. doc Alternative No. 1: Median, four traffic lanes, and landscaping on the sidewalks Alternative No. 2: Median, four traffic lanes, and landscaping on the sidewalks with additional parking between James and Collins Avenues The CONSULTANT shall make revisions to conceptual drawings based upon CITY comments. The CONSULTANT shall prepare draft meeting minutes and forward them to the PROGRAM MANAGER for review and comments. The CONSULTANT shall finalize and distribute, accordingly. Schedule: Within 45 working days of Notice to Proceed Prepare for and conduct a pre-Community Design Workshop (CDW) No. 1 meeting with the CITY. This meeting will allow the CITY to review the proposed presentation materials, illustrating any revision that were previously requested, and also allow the CITY to review cost estimates and other such appurtenant items as may be cogent to planned CDW No. 1. Schedule: Within 30 working days of Visioning Session Prepare for and conduct Community Design Workshop No. 1 with the CITY, residents and merchants. At this meeting, the CONSULTANT shall present its various conceptual drawings to workshop attendees and describe features, advantages, disadvantages and construction cost budget issues. It shall be the CONSULTANT's responsibility to establish consensus with attendees. In this effort, the CONSULTANT shall give due consideration to opinions and thoughts given and revisit its concepts, in likely preparation for a second CDW, to reach consensus. The CONSULTANT shall prepare draft'meeting minutes and forward them to the PROGRAM MANAGER for review and comments. The CONSULTANT shall finalize and distribute, accordingly. Schedule: Within 20 working days of pre-CDW No. 1 Prepare for and conduct a pre-Community Design Workshop No. 2 meeting with the CITY. This meeting will allow the CITY to review the CONSULTANT's revised presentation materials and cost estimate developed from the feedback and consensus building efforts undertaken in CDW No. 1. Schedule: Within 45 working days of CDW No. 1 Prepare for and conduct Community Design Workshop No. 2 with the CITY, residents and merchants. CONSULTANT shall present its revised conceptual drawings to workshop attendees and describe features, advantages, disadvantages and construction cost budget limitations. It shall be the CONSULTANT's responsibility to establish final consensus on the design concept with residents / merchants at this second CDW. The CONSULTANT shall prepare draft meeting minutes and forward them to the PROGRAM MANAGER for review and comments. The CONSULTANT shall finalize and distribute. Schedule: Within 20 working days of pre-CDW No. 2 After consensus has been established, prepare and submit application and supporting documentation to the Historic Preservation Board (HPB) as an informational item. Page 6 of 8 CCRDAROW AMENDMENT No I 01-23-06. doc Schedule: Within 45 working days of CDW No. 2 Upon acceptance by the HPB, incorporate the additional watermains into the BODR via Addendum in a format provided by the CITY. Note that this plan may or may not require presentation and approval by the General Obligation Bond Oversight Committee and/or City Commission. Schedule: Within 30 working days of HPB acceptance Develop the plan into a detailed design. · Incorporate the detailed design and cost estimate into the contract documents for Bid Package 9A as an additive alternate bid item. Bid / Award services are assumed to be included within the base scope of services as it is the CITY's opinion that this additional work does not represent a material impact to the project from this perspective. In addition, the majority of Construction Administration Services are assumed to be included within Task 4 of the base scope of services as it is the CITY's opinion that this additional work represents a minimal material impact to the project from this perspective. Task 5.3 Additional Water Mains: The CONSULTANT shall provide professional services for the planning, design, permitting, and construction administration (all in general accordance with the base scope of services) of proposed water mains. These water mains are identified in Exhibit A-1. More particularly they are described as: · P3.2 lines identified in the Public Works Department W atermain Prioritization Map dated April 2003; · water mains between Lincoln Lane South and 16th Street, specifically on Pennsylvania Avenue, Meridian Avenue, Michigan Avenue, Lenox Avenue, and the alley immediately west of Lenox Avenue; · water main on Meridian Avenue between 17th and 19th Streets; · water main on 17th Street between Meridian and Washington Avenues; · 20-inch diameter water main on Washington Avenue between 20th Street and the bridge to Dade Boulevard. This task is limited to the design, permitting, and construction management of the water mains only. Streetscape, if not included in another task, will be by others. The CITY will decide on funding to support these improvements at a future date. Professional services to be provided by the CONSULTANT shall include: · Perform a site survey in accordance with the Design Standards Manual. · Incorporate the additional watermains into the BODR via Addendum. · Develop the plan into a detailed design. Page 7of8 CCRDAROW AMENDMENT No I 01-23-06, doc Incorporate the detailed design and cost estimate into the contract documents for Bid Package 9B for the 30% design review submittal. Bid / Award services are assumed to be included within the base scope of services as it is the CITY's opinion that this additional work does not represent a material impact to the project from this perspective. Provide Construction Administration Services as described within Task 4 of the base scope of services. It is the CITY's opinion that this additional work represents a minor material impact to the currently scoped Task 4 services. Task 5.4 Wastewater Main on 17th Street- From Meridian to Michiqan Avenues: The CONSULTANT shall provide professional services for the planning, design, permitting, and construction administration (all in general accordance with the base scope of services) of the proposed wastewater main running on 17th Street between Meridian Avenue and Michigan Avenue, the routing of which will be per the Kimley-Hom and Associates, Inc. Sanitary Sewer Force Main plans dated February 1997 as provided by the Public Works Department. This task is limited to the design, permitting, and construction management of the wastewater main only. It is anticipated that the CONSULTANT will include the design contract documents for these improvements in its Bid Package 9B contract documents set. The CITY will decide on funding to support these improvements at a future date. Professional services to be provided by the CONSULTANT shall include: · Incorporate the wastewater main into the BODR via Addendum. · Develop the plan into a detailed design. · Incorporate the detailed design and cost estimate into the contract documents for Bid Package 9B for the 30% design review submittal. · Bid / Award services are assumed to be included within the base scope of services as it is the CITY's opinion that this additional work does not represent a material impact to the project from this perspective. · Provide Construction Administration Services as described within Task 4 of the base scope of services. It is the CITY's opinion that this additional work represents a minimal material impact to the project from this perspective. Task 5.5 Meridian Avenue Streetscape Improvements: The CONSULTANT shall provide professional services for the planning, design, permitting and construction administration (all in general accordance with the base scope of services) of proposed streetscaping along Meridian Avenue between 17th and 19th Streets per the 60% design completion plans for the Multi-Purpose Municipal Parking Facility prepared by Perkins + Will dated October 1, 2005. The improvements generally consist of roadway, curbing, irrigation, landscaping, lighting, pavement marking, decorative type cross walks, and / or hardscape improvements per the preliminary design for the Meridian Avenue Parking Garage documents referenced above. It shall be the CONSULTANT's task to review the subject documents, and through a series of up to two meetings, reach a consensus final design concept with City Regulatory agencies (the Planning and Public Works Departments), as well as any applicable Miami-Dade County Public Woks Department Traffic Division concerns. Page 8 of 8 CCRDAROW AMENDMENT No I 01-23-06. doc