HomeMy WebLinkAboutAmendment No. 1 Hazen & Sawyer
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AMENDMENT NO.1
TO THE PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF MIAMI BEACH, FLORIDA
AND
HAZEN AND SAWYER, P.C.
DATED JANUARY 31, 2001
FOR PROGRAM MANAGEMENT SERVICES TO MANAGE CONSTRUCTION
PROJECTS WITHIN THE CITY'S PUBLIC RIGHT-OF-WAY PURSUANT TO
REQUEST FOR QUALIFICATIONS (RFQ) NO.1 02-99/00 (THE AGREEMENT)
This Amendment No.1 to the Agreement made and entered this A~ay of Oc r 0 1!J6fl- ,
2006, by and between the CITY OF MIAMI BEACH, a Municipal Corporation existing under the
laws of the State of Florida, having its principal offices at 1700 Convention Center Drive, Miami
Beach, Florida 33139 (hereinafter referred to as CITY), and HAZEN AND SAWYER, P.C., a New
York corporation having offices at 4000 Hollywood Blvd., Suite 750N, Hollywood, Florida 33021
(hereinafter referred to as CONSULTANT).
RECITALS
WHEREAS, pursuant to Request for Qualifications (RFQ) No. 102-99/00, the Mayor and
City Commission adopted Resolution No. 2001-24247, on January 31, 2001, approving and
authorizing the Mayor and City Clerk to execute the Agreement with CONSULTANT , for
Professional Services to Manage Construction within the City's Public Right-of-Way (the Program);
and
WHEREAS, the Agreement provided for the CONSULTANT to manage the activities of
other CITY consultants with the planning, design, bid, award and construction of approximately
$140 million streetscape 1 landscape 1 utility improvements projects within the City's thirteen
neighborhoods; and
WHEREAS, the Agreement was executed for a not-to-exceed amount of $13,138,884 and
for a duration of 5.75 years (through Fiscal Year 2006); and
WHEREAS, through extensive planning and design efforts completed to date, the Program
has increased in total value from approximately $140 million to $320 million; and
WHEREAS, the current $320 million Program value represents a one hundred and thirty
percent (130%) increase to that represented in the Agreement, and results in the extension of the
Program implementation schedule from Fiscal Year 2006, through Fiscal Year 2012; and
WHEREAS, this Amendment No.1 provides for extension ofthe CONSULTANT's services
to continue to provide necessary Program services as detailed in the original Agreement scope of
services and as amended herein (Schedule A-1),
WHEREAS, this Amendment No.1, in the amount of $16,683, 153, which includes a credit
to the City of $2,709,000 in unexpended funds from the original Agreement, primarily due to the
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transfer of resident project representative duties from the Agreement to the City's individual
Architectural/Engineering (AlE) consultants on the Program; and
WHEREAS, the CITY's Capital Improvement Projects (CIP) Office, would recommend that
the Mayor and City Commission approve and authorize the Mayor and City Clerk to execute the
following Amendment No.1.
NOW. THEREFORE. the parties hereto, and in consideration of the mutual promises, covenants,
agreements, terms, and conditions herein contained, and other good and valuable consideration,
the respect and adequacy are hereby acknowledged, do agree as follows:
1. ABOVE RECITALS
The above recitals are true and correct and are incorporated as a part of this Amendment
No.1.
2. MODIFICATIONS
Exhibit B to the Agreement, entitled "Scope of Services, Program Management Services to
Manage Construction Projects within the Public Right of Way", is amended, as provided in
Schedule "A-1", attached hereto and incorporated herein.
3. OTHER PROVISIONS.
All other provisions of the Agreement, as amended, are unchanged.
4. RATIFICATION.
The CITY and CONSULTANT ratify the terms of the Agreement, as amended by this
Amendment No. 1 and Schedule A-1.
IN WITNESS WHEREOF, the parties hereto have caused thi 1\ end ent 0.1 to be executed
in their names by their duly authorized officials as of the dat fi t se 0 above.
:1d1~ f~
By
City Clerk
ATTEST:
Robert Parcher
CONSULTANT:
HAZEN AND SAWYER, P.C.
Mayor
David Dermer
By
r)
\~.a cf:)Q,-
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Patrick A. Davis, Senior Vice President
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
~_~~!l
SCHEDULE "A-1"
AMENDMENTS TO ORIGINAL AGREEMENT AND SCOPE OF SERVICES (EXHIBIT B THERETO)
BETWEEN THE CITY OF MIAMI BEACH, FLORIDA, AND HAZEN AND SAWYER, P. C., FOR
PROGRAM MANAGEMENT SERVICES TO MANAGE CONSTRUCTION PROJECTS WITHIN THE
PUBUC RIGHT-OF-WAY PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) NO. 102-99/00
The Agreement is amended as follows:
1. Replace Artide 6.4.1 of the Agreement with the following:
"6.4.1 The term Hourly Billing Rate Method with respect to Consultant and its Key Personnel
and certain identified subconsultants, shall mean the hourly billing rates as shown in Exhibit
C-1, attached and incorporated hereto, and which indudes the actual direct labor cost rate
and overhead rate plus a margin on the direct labor costs. Commencing on October 1 , 2006,
the Hourly Billing Rate Schedule shown in Exhibit~,&;1 may be adjusted annually based upon
the Miami - Fort Lauderdale Consumer Price Index issued by the U.S. Department of Labor,
Bureau of Labor Statistics. Such adjustment shall be calculated by multiplying the ratio of the
April index divided by the previous year's index by the Hourly Billing Rates to define the new
Hourly Billing Rates; however, that the annual increase for any such year shall not exceed and
shall be capped at a maximum of 4% 3% during any given year throughout the duration of
this Agreement.
2. Exhibit B entitled, "Scope of Services, Program Management Services to Manage Construction
Projects within the Public Right of Way", is amended as follows:
a. Revise Task 1.5 - Document Control Svstem after the first paragraph to include the following:
· UDon CITY request. the CONSULTANT shall utilize E-Builder software for document
control purposes durina the construction phase of projects. Thjs will replace the use of
Primavera Expedition software on these projects. The CITY will also require that Deslan
Professionals and construction Contractors obtain applicable licenses and trainlna to
participate in the E-Builder ProQram as required. The CONSULTANT shall assist the
CITY assianed E-Builder Administrator with coordination of aeneral set-up procedures
on Individual projects. on an as needed basis. In this effort. the CITY retains
responsibility for coordinatlna Desion Professionals and construction Contractor
participation on the Proaram.
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b. Revise the first paragraph of Task 3.5 - Desicn Reviews as follows:
The CITY prides itself on maintaining open lines of communication with its citizens. Hence, it
is anticipated that up to three (3) two (2) public meetings will be held for each Project during
the design phase to ensure that community input is received and that citizens are kept
informed on the content and status of the various Projects. The first meetinG shall be the
Community Deslan Review Meetlna (CDRM) to be held on or about the 60% desian
comoletion staae ooint. The second meetinG shall be the Construction Klck.otf
Meetlna. and will be held after the Prolect construction contract has been awarded.
CONSULTANT shall attend these meetings with the respective AlE consultant and
appropriate CITY representatives, as required.
c. Revise the first paragraph of Task 3.6 - Permittina Assistance as follows:
It is assumed that the respective Design Professionals-will be responsible for preparing and
submitting permit applications for their Projects, attending all resulting meetings, and for
responding to all requests for information (RFI's) from jurisdictional agencies. CONSULTANT
does not anticipate attendance at these meetings. H()lJ.'ever, the CONSUL T.^.NT shall be the
rl3spensible party for for:mally transmitting and F8Gei'.~ing permits to 3Rc:t fl:em tI:1e respestive
Agenoies. However. the Desian Professionals shall be the resoonsible oarties for
formallv transmittina and receivinG Dermits to and from the resDective Aaencles.
CONSULTANT shall track and monitor progress on the preparation and review of permits and
subsequent requests for information. In addition, the CONSULTANT shall develop and
maintain a database that identifies all permits that may be needed for all Projects. This
database shall identify the specific permit(s) required for each Project, the timing for when the
permit is needed, the individual responsible for preparing the permit, and the current status of
the permit and any related RFI's and responses.
d. Replace Task 4.11 - Proaress Pavment Reauests with the following:
CONSUL T ANT shall receive, loa, distribute and review monthly invoices submitted by the
Contractors to ascertain accuracy and prepare payment requests in acCO(dance with CITY
procedures. Based upon the Project records, discussions with the CONSULTANT's
Realonal Construction Monitor(s) and discussions with the Desian Professional's
furnished Resident Proiect ReDresentatlves, as well as CONSULTANTs observations at
the site and evaluations of the data reflected in Contractor's application for payment,
CONSUL T ANT shall render a recommendation to CITY concerning the amount owed to the
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Contractors and shall forward the Contractor's application for such amount to CITY. Such
approval of the application for payment shall constitute a representation by CONSULTANT
and the Deslan Professionals to CITY, based on observations and evaluations, that:
(a) The work has progressed to the point indicated;
(b) The work is in substantial accordance with the Contract Documents; and
(c) The Contractor is entitled to payment in the recommended amount
CONSULTANT shall assist CITY staff with tracking and expediting of progress payments
through the CITY Accounting Department.
Deliverables -
Receive, loa. distribute and review Contractor monthly Requests for
Payment.
Schedule
Verify, with Deslon Professional's Resident Proiect
ReDresentative lRPR) assistance, that all required supporting
documentation, such as record drawing maintenance, monthly
progress schedule update, release of liens and certifications are
submitted with Contractor's Request for Payment.
Ongoing throughout Program.
e. Replace TASK 5 - FIELD OBSERVATION PROGRAM MANAGEMENT SERVICES with the
following:
CONSULTANT shall provide three full-time Reaional Construction Monitors lRCMs)
observers to provide adequate review of qucmtity and quality of Desian
Professional's furnished Resident Proiect ReDresentatlves lRPRs) and
construction Contractor activities to monitor reasonable comDllance observation
personnel to reasonably with the verify that critical elements of the construction
projects and are being compliea with ana that the general intent of the contract
documents is being met.
As noted above. It Is understood that Desion Professionals will furnish full-time
RPR's to monitor comDliance of construction Contractors with the intent of their
resDectiv8 contract documents.
The purpose of CONSULTANT's RCM's Constn:ICtion Observation services is to
provide for the CITY a greater degree of confidence that the completed work ef will
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conform in general to the construction contract documents and that the integrity of the
design concept of the various projects as indicated in the contract documents has
been implemented and preserved by the construction contractors. CONSULTANT
shall not supervise, direct or have control over any RPR and/or construction
Contractor's work, nor shall CONSULTANT have authority over or responsibility for the
means, methods, techniques, sequences or procedures of construction selected by
the construction Contractors, for safety precautions and programs incident to the work
of any cons~ction contractor or forany failure of a construction Contractor to comply
with laws, rules, regulations, ordinances, codes or orders applicable to the
Contractor's fumishing and performing the work. Accordingly, CONSULTANT neither
guarantees the performance of any RPR and/or Contractor, nor assumes
responsibility for any RPR and/or Contractor's failure to fumish and perform its work in
accordance with the contract documents.
CONSULTANT's level of effort is based upon 73,172 31.200 man-hours of field
representation and Includes the provision of three RCM's - each assigned to
monitor Right of Way (ROWl Improvement prolects under construction In one of
three specific City of Miami Beach regions (North Beach. Mid-Beach. South
Beach). as noted on the attached manDOwer Schedule 8-1. Should this level of
effort be exceeded or decreased. an eaultable adlustment will be made
accordinalY. based on the hourly rates set forth in the Schedule B-1.
The CONSULTANT's RCM's field staff shall visit sites on a periodic basis to
observe and monitor RPR and construction Contractor activities. and facilitate.
as practicable. communications between all team members to resolve Issues
that may arise in as expeditious a manner as possible. be on site at all times 'A'hen
the C0l1tF3ctor is on tf:!e job, as praatiGable. In all effort to miRimize the CITY's sests
'.vith respect to on site field representation, the CONSUL T:\NT has anticipated that
cerklin projosts similar in nature and in adjacent geographical areas '^~i11 be
reprosol1tee by one resideRt fiela rof')r-esenbtive as identified in Exhibit .'\ .
CONSULTANT's level of effort is based upon the assumption that the contract
documents will limit tAe Contractor's work schedule to one work crow Based upon an
eight hour shift Monday through Friday. If Contractor's work schedule reauires
CONSULTANT to visit the site outside of this assumed work schedule.
CONSULTANT will be entitled to an eauitable adjustment accordinglY. based on
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the hourly rates set forth in the Schedule C-1.
f. Replace Task 5.1 - Field Observation Services with the following:
CONSULTANT shall provide three (3) RCM's as noted above. These RCM's. fiela staff to,
in concert with the detailed full-time observation efforts from the Desian Professional's
-Drovlded RPRs shall. as Dracticable when Dresent at the sDeciflc Prolect site. e9serve
the coAstruGtion of the '...'SF!<, ana perform the fellG'."JiA8 tasks:; monitor and observe the
RPRs in carrylna out their SCODS of services. includina those tasks set forth and
defined in Schedule A-1. SCODS of Desian Professionals Services. to the Aareement
between Deslan Professionals and CITY. In Derformina these field observation
services. CONSULTANT understands that the DesiGn Professional's Drovlded RPRs will
retain day to day resDonsibilitv for the construction Drolect.
(a) ConalJct eA site ebser'\'atiens af lI=Ie ':JOr:k iR pmgFess to menitor geAeral pmgr:esE ana
assist in aetermining if the provisions of the ContmGt D90uments aAa peFmit GeAaitiens
aJ:e being fulfilled and to Fe3sonably pr:eted the CITY agaiFlst defects and deficieAcies in
the '/Iork of the COAtFaeter. CONSULTANT shall r:eport t9 tt::le CITY in writing, '....heA9':er it
is believed that woF!< is lJnsatiEfactory, faulty or aofeGtiv9 aAd/Qr does not conform to the
contmot doooments, 8ees not meet the r-equiFOmeAts sf iAspeGtions, tests, or has been
damaged prior to fiAal payment.
(b ) CONSULTANT shall oondl;lot on site observations sf the wor:k in pr-ogr-ess to determine if
the contmot documents and per:mit roql;JiFOments are being complied with and to
reasonably preted the CITY against Contmstor 'NOF!< defects and deficiencies.
CONSULTANT shall advise the CITY, in writing, "'.'henever 't.'eFk is determiAeel to not
conform to tJ:1e oontr-act doouments. CONSULTANT's observer shall attend allsohedl;Jled
meeting '.vith the Contractor.
(c) Maintain a daily log of general observations and findings, as applicable. work performed.
The daily notes shall will, 3S practicable, include reoor-els of 'NheA the Contractor is on the
job site, 'Jo'Oather conditions, change or-sert, er changes conditions, list of job site visitoFS,
daily drilling and testing activities, oBservations in general, and specific observations in
more detail as in the case of observing test prosedures, as pf3cticable. ReooFS, in writing,
the outcome af these iAspeotions. CONSUL T f,NT shall identify any utilities damaged ons
verify thot the Contractor(s) has notifies the respoctive utility owner.
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(d) Monitor RPR verification Verify that tests, eql:Jipment and sydems start l:Jp are
OOAal:Jetea in the proseAse 9f appropriate peFEonnel, ana that the Contractor maintains
adeql:J3te reGerds thereof; sAd observe, rBoom, anliJ roport appropriate details rolati'Je to
the test proseal:JFes anliJ start l:Jp, as practicablev
(e) Provide a general photographic record of the construction, beginning with pre-
construction documentation and completing with post-construction photographs.
Photographs shall be digital snapshot type taken to define the progress of the project and
shall be labeled as to date, location, view and signed by the CONSULTANT. This
photographic record shall be separate and distinct from that maintained bv the
DesiGn Professionals.
(f) Review materials and workmanship of the projects with the Design Professionals and
report to CITY any deviations from the Contract Documents that may come to the
CONSULTANT's attention. Determine the acceptability of the work and materials and
make recommendation to CITY to reject items not meeting the requirements of the
contract documents.
(g) Monitor RPR verification efforts with reaard to checkinG Contr:asteFS' material
certifications and samples, veFifying that deli'/er-ea materials matGh appFGlwf9E1 shop
dm'Mn€Js.
(h) Perform general Field oBsefVation of critical points iA the GGAstn:lGtion proGeSS.
(i) Monitor RPR EliFection and supervision of the sampling aAEI testing of materials to be
performed by independent testing laboratories l:InEler subsentract to the CITY. This task
includes the receipt, FO'/ie'lJ and preGGssing of in':eices fr.om the independent testing
laboratories for payment by the CITY.
m CONSl)L T.^.NT shall work with the RPR to verify all pay reql;lisition quantities in the field
by measurement. CONSlJl TANT sRall Ele'.'Olap a Fiela Measuroment Form and utilize
suoh ferm a8 '/erifisation of pay mql:lisition items.
(k) Monitor RPR verification of that recor-a Elra'Ning mark ups are propeFly maintained by the
Contr-actor.
It is assumed that CITY will pay for all material testing services (Le. densities, compaction
testing, etc) directly.
Deliverables Provide three l3l full time RCM's, to work in concert with RPR's resident
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projest representation on projects, 3S deemed nOOO€€3ry.
Prepare Construction Observation Forms and distribute to Program staff after
each periodic site visit
Schedule
Ongoing throughout Program
g. Replace Task 5.2 - Prolect Closeout with the following:
Upon receiving notice from the Design Professionals Contractor advising the CONSULTANT
that the project is substantially complete, CONSULTANT, in conjunction with appropriate CITY
and AlE consultant staff, shall schedule and conduct an overview of the project. The overview
shall include CONSULTANT'S so-veleJilment review of the AlE consultant-generated "punch
Iisf of items needing completion or correction prior to consideration of final acceptance. +Re
list shall be forwan:leEt to the CentraQtQr. For the purposes of this provision, substantial
completion shall be deemed to be the stage in construction of the project where the project
can be utilized for the purposes for which it was intended, and where minor items not be fully
completed, but all items that affect the operational integrity and function of the project are
capable of continuous use.
Upon notification from the Desian Professionals that all remaining "punch Iisf' items have
been resolved, the CONSULTANT, in conjunction with appropriate CITY and AlE consultant
staff, shall perform a final review of the finished project. Based on successful completion of all
outstanding work items by the Contractor, CONSULTANT shall assist CITY and Desian
Professionals with iA closing out the construction contract. This shall include, but not limited
to, providing recommendations concerning acceptance of the project and preparing 1
collecting necessary documentation, including but not limited to, lien waivers, Contractor's
final affidavit, close-out change orders, and processing of the final payment application.
Deliverables Receive Contractor substantial completion notification from Design
Professionals
Coordinate and attend field meetings to review substantial completion.
Prepare Verify and review that punch lists are completed.
Verify that DesiQn Professionals certify project completion to appropriate
agencies.
Schedule
-Ongoing throughout Program.
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Revise Task 6.5 - Office Soace as follows:
CONSULTANT'! current shall enter into a six year lease at the Giller Building, 975 Arthur
Godfrey Road, for approximately 2,000 square feet of office space to house pr-oposeEt
program specific staff, will terminate on SeDtember 30.2006. Based on estimated stafflna
levels for Fiscal Years 2007 throuQh 2012. CONSULTANT assumes that aDDroximatelv
2.500 SQuare feet of SDace will be reQuired. as noted on the Fee Schedule C-1. The
proposed office lease rate includes janitorial services, utilities (waterlsewer, electric), real
estate taxes, security and internet access. Electrical costs included in the base office lease
rate are based upon air climate control being provided Monday through Friday, 8 am to 6 pm
and Saturday from 8 am to 1 pm. Should additional air climate control services be required
after normal building hours, costs shall be borne by the CITY. Costs to renovate the space,
purchase of furniture and the costs to maintain up to six telephone lines shall be bome by the
CONSULTANT. One esFkinQ sease is 9FO'AEleEt '/lith the effiS& sesse. CONSULTANT
anticipates that the CITY shall provide unlimited City parking privileges for the program staff
(up to 17 staff members) at no charge to the CONSULTANT.
.
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PROGRAM TIMELlNE
CONSULTANT shall provide services per the original Agreement and as modified herein for the
period commencing on October 1, 2006 and terminating on September 30. 2012.
PAYMENT AND COMPENSATION
The method for calculating the fees for the aforementioned proposed engineering services is
established in the attached as noted below:
. Schedule B-1 Manpower Summary
. Schedule C-1 Estimated Fee
. Schedule D-1 PM Field Staffing
· Schedule E-1 Summary of Unexpended RPR from Original Agreement - Credit
. Schedule F-1 Summary of Contract Extension Fee Calculation
The total fee proposed for this Scope of Work shall be a not-to-exceed basis in the amount of
$16.683.153.
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Citv of Miami Beach PrOllt'aIn Manaflement Scope of Services - Pafle B- 1
EXHIBIT B
SCOPE OF SERVICES
PROGRAM MANAGEMENT SERVICES TO MANAGE CONSTRUCTION PROJECTS
WITHIN THE PUBLIC RIGHT OF WAY
The City of Miami Beach (CITY) has developed various programs to improve the quality
of life of its residents. On November 2, 1999, voters approved the issuance of
approximately $92 million in General Obligation (GO) Bonds for Neighborhood, Parks,
Beach and Fire Safety Improvements, of which $57 million is allocated for capital right-
of-way infrastructure projects In addition to this allocation, CITY Administration
proposes that a portion of the recent Water and Wastewater Bond and Stormwater Bond
issues also are allocated for capital right-of-way infrastructure projects. These estimated
$187 million of public right of way infrastructure improvement projects are to be
implemented over the next six (6) years (Program). Program elements include citywide
water, wastewater and stormwater improvements; as well a variety of streetscape
. enhancement projects. A listing of anticipated Projects to be performed under the scope
of this Program Management Agreement is included as Exhibit A.
As the various right of way infrastructure Projects progress from planning to design,
construction and operation, the requirement for oversight of design and construction
activities becomes essential to Program success. This need becomes more prevalent
when considering the magnitude of the number of Projects being undertaken, the
likelihood that individual Project phases will overlap with other improvements. and the
potential impacts to the day-to-day operations of the CITY.
The Program management team shall provide the necessary administration of planning,
design and construction tasks as the Projects proceed concurrently over the course of
the next six years. Program management shall further accomplish the CITY's goals by
reviewing project implementation priorities and limiting the duplication of efforts through
the grouping of Projects into specific packages. In addition, standards shall be
established to ensure that all contract documents are uniform, linked, and integrated
accordingly with other ongoing and/or future elements of the Program. All of these efforts
shall be undertaken with the primary purpose of protecting the interests of the CITY.
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Ci/v of Miami Beach Profl1'am Manaflement ScoDe of Services - Pafle B- 2
To this end, it is Hazen and Sawyer's, P.C. (CONSULTANT) intent to establish an office
located nearby the CITY's Public Works Department. This office shall house the baseline
Program management staff including the Program Manager, Deputy Program Manager,
Engineering 1 Planning Manager, Construction Manager and other key staff. In addition,
the office shall serve as the base of operations for the construction observation staff.
Files shall be kept for all Program correspondence, meetings and shop drawings. The
files shall also include reproductions of original Contract Documents including addenda,
change orders, field orders, field memos, additional drawings issued SUbsequent to the
execution of the construction contracts, clarifications and interpretations of the contract
documents, progress reports, and other Project related documents. It is intended that all
files shall be turned over to CITY at the completion of the Program.
Program management services shall be provided for a variety of administrative duties
including, general program management, planning phase program management, design
phase program management, construction phase program management, construction
observation and miscellaneous (upon request) support services. Each of these types of
services shall be provided by the CONSULTANT working in concert with CITY, the
CITY's design consultant (AlE), and construction contractor (Contractor) staffs. The
following discussion details specific work efforts associated with the performance of
each of these services:
TASK 1 - GENERAL PROGRAM MANAGEMENT SERVICES
CONSULTANT shall coordinate the overall administration of the Program and act as the
CITY's representative throughout the Program duration to the extent addressed by this
Agreement. This effort shall include the following tasks:
Task 1.1 . Development of a ProGram Work Plan: CONSULTANT shall prepare a
Program Work Plan (PWP) detailing procedures and policies for the overall Program.
This PWP manual shall dictate the respective responsibilities and levels of authority for
all Program team members. Organizational structure flowcharts and team member
duties shall be included to establish a working understanding regarding reporting and
communication relationships on the Program. The PWP shall also include a listing of
design and construction phase deliverables from the various AlE's and Contractors,
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CiIV of Miami Bead PrOl!1'anJ Manallement ScoDe of Services - Palle B- 3
along with a proposed Program manager duties during the planning, design and
construction phases of the Program. CONSULTANT shall meet with CITY
representatives to review and receive comments on the PWP prior to finalization. Once
accepted by the CITY, the CONSULTANT shall update the PWP on a quarterly basis to
ensure that all lines of communications and responsibilities are kept up to date. One
copy of the PWP will be given to designated CITY staff as well as each AlE and
Contractor.
Deliverables -
Schedule
Develop work plan for all activities.
Draft (10 copies) and final (50 copies) of the Program Work Plan.
Meeting to review and receive comments from CITY staff.
Meeting agenda and minutes.
Draft to be completed within forty-five (45) calendar days from the
receipt of the Notice to Proceed and Final to be completed fifteen
(15) calendar days after receipt of all comments.
Task 1.2 . Master ProGram Schedule: CONSULTANT shall prepare a "rolled-up"
Master Program Schedule based on input received from the CITY, AlE firms andlor
Contractors. The Master Program Schedule shall be distributed to CITY and other
appropriate parties for review. "Primavera Project Planner, version 3.00 software shall
be used as the standard scheduling software and shall be specified for use by the
selected AlE's and Contractors. CONSULTANT shall review and update the monthly
Master Program Schedule on a monthly basis. In addition, the Master Program Schedule
shall be incorporated into the Monthly Management Status Report as discussed in Task
1.4.
Deliverables -
Master Program Schedule consisting of all Infrastructure
Improvement projects.
Attend meeting to receive preliminary schedules from CITY and 1
or AlE consultants.
Meeting agenda and minutes.
Draft (10 copies) and final (50 copies) of the Master Program
Schedule.
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Citv of Miami Beach PrOlll'anI Manallement ScoDe of Services - Palle B- -I
Schedule
Draft to be completed within thirty (30) calendar days from the
completion of Task 2 and Final to be completed fifteen (15)
calendar days after receipt of all comments and updated on a
monthly basis thereafter for the duration of the Program.
Task 1.3 - Master Proaram Cost Model: CONSULTANT shall prepare and maintain a
Master Program Cost Model to track func;ting status, engineering and Program
management fees, construction costs, construction contingencies and change order
status, throughout the duration of the Program. The model shall be set up using "MS -
Excel" software and be updated on a monthly basis. CONSULTANT shall utilize the
model to track and forecast expenses related to the Bond issues. It is assumed that
project-funding source data, including bond funds, interest, grants and other alternative
funding sources, will be provided by the CITY Finance Department. CONSULTANT shall
review and update the cost model on a monthly basis with applicable representatives
from the CITY. The Master Program Cost Model shall be incorporated into the Monthly
Management Status Report as discussed in Task 1.4.
Deliverables -
Master Program Cost Model consisting of all Infrastructure
Improvement projects, internal costs, etc.
Monthly meeting with City Finance Department.
Meeting agenda and minutes.
Draft (10 copies) and final (50 copies) of the Master Program Cost
Model.
Schedule
Draft to be completed within thirty (30) calendar days from the
completion of Task 2 and Final to be completed fifteen (15)
calendar days after receipt of all comments and updated on a
monthly basis thereafter for the duration of Program.
Task 1.4 - Proaram Manaaement Status Reports: CONSULTANT shall generate and
distribute a monthly Program Management Status Report (PMSR) that includes updated
design and construction schedules and cost model status updates. Monthly progress
schedules and reports, as provided by the various AlE andlor Contractors (developed in
accordance with the PWP) shall be used for a portion of these reports. Schedule
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reporting shall reflect actual progress against scheduled progress while cost reporting
shall reflect current cost and projected cost information. A Program funds draw schedule
shall also be included, as developed with input from the CITY Finance Director. The
PMSR shall be used to review Program status with the City Commission and G.O. Bond
Oversight Committee on a monthly basis. CONSULTANT shall attend Commission and
Oversight Committee Meetings accordingly. CONSULTANT's anticipated level of effort
includes graphical presentation support for the preparation of graphical materials to aid
in G.O. Bond Oversight Committee and City Commission meetings.
Deliverables -
Program Management Status Reports describing and
documenting the status of all Infrastructure Improvement projects.
Fifty (50) copies of the Program Management Status Reports.
Attend and participate in monthly G.O. Bond Oversight Committee
meetings.
Attend and participate in bi-weekly Commission Meetings.
Schedule
Copies to be submitted on the final Monday of the month in order
to provide seven (7) calendar days of review time to the G. O.
Bond Oversight Committee.
Task 1.5 - Document Control Svstem: CONSULTANT shall establish and maintain an
integrated document control system to assure complete control of all engineering and
construction records, correspondence, reports, design documents, meeting notes, video
tapes, and all other information received or produced by the CONSULTANT. To ensure
compatibility with CITY information management systems, "Primavera Expedition
version 7.0" software shall be used for document control. In addition, all word processing
shall be performed on "MS-Word version 2000" software and spreadsheets shall be
developed using "MS-Excel version 2000" software.
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TASK 2 - PLANNING PHASE PROGRAM MANAGEMENT SERVICES
Task 2.1 - Proaram Plannina Services: Program plannin'g analysis is required to
ensure that the Program is executed with a minimum amount of impact to the
community and at minimal cost to the CITY. Program planning establishes the road map
for successful completion of the work. Under this Task, the CONSULTANT shall work
with CITY staff to:
· Prepare definitive scope of services for the various Projects, including mapping
of the general Project areas.
· Develop a master schedule illustrating current known Project prioritization
parameters.
· Prepare overlapping schedules of known projects being proposed by outside
agencies including the Florida Department of Transportation (FDOT), Miami-
Dade Water and Sewer Department (MDWASD), Miami-Dade Public Works
Department (MDPWD), the Municipal Mobility Plan, Florida Power and Light
(FPL), BellSouth, Charter Communications, and others as applicable.
· Prepare additional overlapping schedules of known civic activities such as
Convention Center functions, Art Festivals, tourist sensitive areas, and similar
activities that could be affected by the Program.
Deliverables -
Utilizing the Master Program Schedule, prepare and update an
Overlapping Schedule that identifies known projects and 1 or
activities by other agencies to coordinate overlapping activities.
Attend monthly Utility Coordination Meetings sponsored by
Sunshine One Call of Florida.
Preparation of letters and support materials to agencies and 1 or
entities.
Prepare meeting agendas and minutes with all agencies and 1 or
entities.
Fifty (50) copies of the Overlapping Schedule.
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Schedule
Upon completion of planning effort, copies of schedule shall be
submitted on the final Monday of the month in order to provide
seven (7) calendar days of review time to the G. O. Bond
Oversight Committee.
Planning services shall be ongoing throughout Program duration.
Task 2.2 - Contractor Bondlna CaDacltvSurvev: The total construction cost of a bid
package is an important consideration which must be evaluated, since it can limit the
number of Contractors who are available to bid the work because of bonding limitations.
CONSULTANT shall perform a bonding survey of the Contractors who typically bid
Miami-Dade County work to evaluate their present bonding capacity. CONSULTANT
shall also evaluate the impact of other ongoing neighborhood infrastructure improvement
programs in the tri-County area in an effort to maximize Contractor participation. The
resulting evaluation shall be put into report format for review with applicable CITY staff.
The bonding capacity analysis shall be updated on a semi-annual basis.
Deliverable
Preparation of letters and support materials to Contractors
identified to participate in survey.
Compilation of data provided by Contractors and information
gathered via telephone inquiries.
Ten (10) draft copies and fifty (50) copies of the Contractor
Bonding Capacity Report.
Schedule
Draft copies to be submitted for review within seventy-fIVe (75)
calendar days after receiving the Notice to Proceed and final
within fifteen (15) calendar days after receipt of comments.
Survey to be updated semi-annually for the duration of the
Program
Task 2.3 - Prolect Prioritization: Utilizing the overlapping schedule analysis and
bonding survey data prepared under Tasks 2.1 and 2.2, CONSULTANT shall establish a
Project prioritization schedule. CONSULTANT shall evaluate and recommend to the
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CITY the best procurement strategies in an effort to promote competition among bidders,
as well as minimize disturbance to the public.
Deliverable
Prioritize CITY Projects and develop schedule based on priority.
Recommend best procurement pathways available to the CITY.
Ten (10) draft copies and fifty (50) copies of the Project
Prioritization Schedule Technical Memorandum.
Schedule
Draft copies to be submitted for review within thirty (30) calendar
days after receiving the Notice to Proceed and final within fifteen
(15) calendar days after receipt of comments.
Task 2.4 - ProGram Delivery AnalYSis ReDort: The above referenced documents shall
be used to group Projects into specific construction packages. identifying similar work
areas, and combining Projects to minimize construction duration in affected areas.
Proposed construction packaging shall be reviewed with CITY staff and a Program
Delivery Analysis Report (PDAR) shall be issued with the resulting recommendations.
Deliverable
Meeting agendas and minutes.
CONSULTANT shall review the PDAR with the City Commission
and G.O. Bond Oversight Committee as required.
Ten (10) draft copies and fifty (50) copies of the Program Delivery
Analysis Report.
Schedule
Draft copies to be submitted for review within seventy-five (75)
calendar days after receiving the Notice to Proceed and final
within fifteen (15) calendar days after receipt of comments.
TASK 3 - DESIGN PHASE PROGRAM MANAGEMENT SERVICES
Task 3.1 - Assist CITY with DeveloDment of Architect I EnGineer (AlE) Consultant
ScoDe of Services: The Program is to be designed by various outside AlE consultants.
The CITY is currently in the process of issuing Requests for Qualifications for selection
of these firms. Once the AlE consultants are selected by the CITY, the CONSULTANT
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shall serve as the primary point of contact for the execution of their work activities.
Hence, the CONSULTANT shall attend design Project analysis meetings in conjunction
with the AlE consultant and CITY staff for the purpose of defining Project objectives,
budgets, schedule constraints and scope of services. The CONSULTANT shall provide
the CITY with technical review as it pertains to the contract agreements and scope of
services with the selected AlE firms. CONSULTANT shall ensure that the scope of
services for each AlE consultant contains the appropriate scope items to provide a
quality product that meets industry standards, induding the preparation of cost estimates
in compliance with the Association of American Cost Engineers. It is assumed that the
CITY shall make all AlE consultant selections and negotiate fees accordingly.
CONSULTANT shall transmit proposed AlE contracts to the CITY's Risk Management
and Procurement Departments and the City Attorney's Office to verify that appropriate
insurance requirements for each AlE consultant selected by the CITY are met. The
CONSULTANT shall assist CITY staff with the preparation of requisite documentation
(i.e., commiSSion memoranda and resolutions) to process selected AlE firm contracts
through the CITY Commission approval process. CITY shall provide CONSULTANT
with sample formats of approved commission memoranda and resolutions for
CONSULTANT's use.
Deliverable
Meeting agendas and minutes.
Review and comment of Request for Qualifications.
Review and comment of proposed AlE scope of services 1 and
contract agreements.
Preparation of requisite documentation to process selected AlE
firm.
Schedule
Ongoing throughout Program.
Task 3.2 - Establish Deslon Standards: To ensure uniformity, CONSULTANT shall
develop standard specifications, front-end documents, computer aided design (CAD)
layering systems and miscellaneous details to be used by all design consultants in the
preparation of their respective contract document. In addition CITY shall provide
CONSULTANT with any applicable standards they want included in the Program
standards. To facilitate the transfer of electronic files among Program team members,
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all specifications shall be prepared in "MS-Word version 2000" format and all Cad
drawing utilize AutoCAD Version 14 software. To the extent possible, CONSULTANT
shall utilize existing CITY standards. Note that it is the intent of this Task to prepare and
develop standard specifications and details for use in Program projects only. It is not
anticipated that CONSULTANT is developing Public Works Department Standard
Specifications and Details.
In addition, CONSULTANT shall provide review and comment on current CITY
construction contract front-end documents as noted under Task 3.3. CONSULTANT
shall develop a bound Program Design Standards Manual (PDSM) for distribution and
use by all program participants.
Deliverables -
Meeting agendas and minutes, as applicable.
Review and comment on existing CITY construction contract front
end contracts, design standards, details and guidelines.
Ten (10) draft copies and fifty (50) copies of the Program Design
. Standards Manual.
Schedule
Draft copies to be submitted for review within ninety (90) calendar
days after receiving the Notice to Proceed and final within fifteen
(15) calendar days after receipt of comments.
Task 3.3 - Leaal Assistance: CONSULTANT shall retain the services of an attorney to
provide technical and legal assistance to CONSULTANT throughout the execution of
the Program, as required.
Task 3.3.1 - Front End Document Review
CITY shall provide CONSULTANT with a typical front-end contract document utilized for
the construction of municipal projects within the City of Miami Beach. CONSULTANT
shall review the front end documents with respect to non-compensable/excusable delay
claims, compensablelexcusable delay claims, liquidated damages, calculation of
Contractor indirect costs, Request for Payment procedures, bonus incentive clauses,
limited and Full Notices to Proceed , change order approval process and such other
items as requested by the CITY. The intent of this review would be to upgrade the
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contract documents in an effort to minimize areas that expose the CITY to additional
risk.
CONSULTANT shall obtain copies of typical front-end documents from the Miami-Dade
County Department of Public Works, Miami-Dade County School Board, Broward
County Department of Public Works, Broward County School Board and the Palm Beach
County Department of Capital Projects. CONSULTANT shall meet with these entities to
discuss and review their experiences with the front-end contract documents with respect
to construction delay claims and change order processes. CONSULTANT shall prepare
memoranda discussing alternative means to minimize CITY risk.
Deliverables -
Prepare meeting agendas and minutes.
Review CITY's front end contract documents for construction of
municipal projects and provide CITY with recommendations to
their contract document.
Coordinate and attend meetings with the appropriate entities at
Miami-Dade, Broward and Palm Beach Counties to review front-
end documents.
Prepare recommendation memoranda.
Schedule
Submit draft memoranda and recommended contract document to
CITY Administration within one hundred twenty (120) calendar
days of receipt of the Notice to Proceed and final memoranda and
contract document within fifteen (15) calendar days of receipt of
comments.
Task 3.3.2 - Front End Document Workshop Meetina
CONSULTANT shall coordinate and attend a workshop meeting with the CITY's
Administrative, Public Works, Legal and Procurement department staff to discuss and
review alternative means to reduce the CITY's risk with respect to contractor delay
claims, change order processing, schedule review, etc. The basis for this workshop
meeting shall be the information gathered during the meetings held in Task 3.3.1.
Deliverable
Coordinate and attend workshop meeting.
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Schedule
Within seventy-five (75) calendar days of receipt of the Notice to
Proceed.
Task 3.3.3 - Front End Document Revisions
Based upon the results of the Front End Document Workshop Meeting, CONSULTANT
shall propose language for incorporation into the CITY's standard front-end contract
documents. CONSULTANT shall prepare recommended language and submit to the
appropriate CITY staff for review and comment.
Deliverable
Prepare suggested language for incorporation into the CITY's
front"end contract document.
Schedule
Within fifteen (15) calendar after the Front End Document
Workshop Meeting.
Task 3.4 - ManaGe AlE Consultant ProGress: CONSULTANT shall serve as the focal
point of contact with all of the Program AlE consultants and shall track their progress
toward the successful completion of the work. In conjunction with CITY staff,
CONSULTANT shall meet monthly with each AlE consultant to review the progress and
status of its work activities. These meetings shall also serve as a primary method for
exchanging information, resolving design decisions, and reviewing design progress. It
is assumed that each AlE consultant shall be required, as a part of its contract with the
CITY, to develop and maintain a progress schedule of its activities in Primavera Project
Planner, version 3.0 format or SureTrak. Should the CONSULTANT determine that an
AlE consultant has fallen behind schedule, the AlE consultant shall be required to.
provide a recovery schedule that will accelerate work and get them back on schedule.
The CONSULTANT shall prepare and distribute meeting minutes to all attendees and
other appropriate parties.
Deliverables -
Meeting agendas and minutes.
Review and comment on AlE design professional schedules,
request and review recovery schedules, if required.
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Prepare correspondence between the CONSULTANT, AlE design
professional and CITY, as required.
Review and process monthly invoices from AlE design
professionals.
Schedule
Ongoing throughout Program.
Task 3.5 - Deslan Reviews: The CITY prides itself on maintaining open lines of
communication with its citizens. Hence, it is anticipated that up to three (3) public
meetings will be held for each Project during the design phase to ensure that community
input is received and that citizens are kept informed on the content and status of the
various Projects. CONSULTANT shall attend these meetings with the respective AlE
consultant and appropriate CITY representatives, as required.
CONSULTANT shall attend meetings between AlE consultants and internal CITY
departments to prepare for these meetings. It is assumed that AlE consultants will
develop all graphics, plans and renderings, acceptable to the CITY and CONSULTANT,
for review at the public meetings. CONSULTANT can prepare graphics and other
materials for such meetings as noted under Task 7. It is assumed that CITY personnel
will schedule, coordinate and conduct these meetings and prepare and issue minutes
accordingly. In addition, it is anticipated that AlE Consultants will attend Design Review
Board, Historic Preservation, Planning Board, G.O. Bond Oversight and Commission
Meetings, as required.
To verify that all design review meeting comments have been incorporated and design
standards have been followed, CONSULTANT shall perform reviews of all design
Project documents at the preliminary (30 percent completion), intermediate (60 percent
completion) and near final (90 percent completion) design stages. The purpose of these
reviews shall be to verify that the documents are consistent with the design intent. The
CONSULTANT shall also review AlE consultant(s) prepared cost estimates for the
project at both the 60 and 90 percent submittal stages. CONSULTANT shall forward a
copy of each review set of contract documents to relevant CITY Departments for their
review and comment. CONSULTANT shall provide comments on the specifications,
plans and other supporting materials, as applicable. A meeting shall be held with
respective AlE consultant(s) and CITY representatives to discuss these review
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comments, as required. The preliminary design review shall require that each AlE
consultant perform corridor routing studies and field verifications of existing underground
infrastructure conditions, as deemed necessary by CONSULTANT.
CONSULTANT shall ensure that AlE consultants obtain and address all relevant CITY
Department, governmental agency and community comments regarding design issues
related to the projects.
Deliverables -
Schedule
Meeting agendas and minutes.
Review AlE furnished contract documents at the preliminary,
intermediate and near final design completion stages.
Provide comments on AlE furnished contract documents.
Coordinate and participate in meetings with the AlE design
professionals to review comments.
Ongoing throughout Program.
Task 3.6 - Permitting Assistance: It is assumed that the respective AlE consultants
will be responsible for preparing and submitting permit applications for their Projects,
attending all resulting meetings, and for responding to all requests for information (RFI's)
from jurisdictional agencies. CONSULTANT does not anticipate attendance at these
meetings. However, the CONSULTANT shall be the responsible party for formally
transmitting and receiving permits to and from the respective Agencies. CONSULTANT
shall track and monitor progress on the preparation and review of permits and
subsequent requests for information. In addition, the CONSULTANT shall develop and
maintain a database that identifies all permits that may be needed for all Projects. This
database shall identify the specific permit(s) required for each Project, the timing for
when the permit is needed, the individual responSible for preparing the permit, and the
current status of the permit and any related RFl's and responses.
Deliverables -
Receive, log in and transmit permit applications to respective
agencies.
Prepare a permit tracking database.
Receive, log in and transmit agency Requests for Information to
appropriate parties.
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Ensure that agency Requests for Information are responded to in
a timely fashion.
Schedule
Ongoing throughout Program.
Task 3.7 - Constructabllitv Reviews: CONSULTANT shall perform constructability
reviews of the design documents relative to value, construction sequencing and bid
format. The reviews shall be based upon the 60 and 90 percent design submittals
received from the AlE consultant(s) and shall be conducted concurrently with the 60 and
90 percent design reviews. Meetings shall be held with respective AlE consultants and
CITY representatives to discuss review comments, as required. CONSULTANT shall
verify construction cost estimates provided by the AlE consultants for their respective
Projects. Verification of construction cost estimates shall be performed at the 30, 60, 90
and 100 percent design review points. The accuracy of the cost estimate associated
with the 30 and 60 percent design reviews shall be +30% to -15% Budget Level
Estimates as defined by the American Association of Cost Engineers. The accuracy of
the cost estimates associated with the 90 and 100 percent design reviews shall be a
+15% to -5% Definitive Level Estimate as defined by the American Association of Cost
Engineers.
In addition, CONSULTANT shall assist the AlE consultants in defining schedule
milestones and construction sequencing restrictions.
Deliverables -
Meeting agendas and minutes.
Perform constructability reviews of AlE fumished contract
documents.
Provide comments on AlE fumished contract documents.
Coordinate and participate in meetings with the AlE consultants to
review comments.
Cost estimating services.
Schedule
Ongoing throughout Program.
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Task 3.8 - Bid Services: CONSULTANT shall work with the CITY's Procurement
Department and other applicable staff as required to provide general bid services
including the scheduling of bids, attendance at pre-bid conferences, solicitation of bids,
coordination of responses to bidder's questions from AlE consultants, attendance at bid
openings and coordination of award recommendations from AlE consultants.
CONSULTANT shall transmit contract documents prepared by the AlE consultants to the
CITY's Risk Management and Procurement Departments for verification of appropriate .
insurance and bonding capacity requirements for each Project prior to bid.
CONSULTANT shall assist the CITY's Procurement Department with verification of
bidder's references. CONSULTANT shall also prepare requisite documentation to
process contract award through the CITY Commission approval process.
CONSULTANT's anticipated level of effort does not include any allowance of
CONSULTANT's time to assist the CITY in the event of a bid protest. To the
proportionate extent CONSULTANT's services are required in the event of a bid protest
due to a direct action or lack thereof by CONSULTANT, CONSULTANT shall participate
in such rebidding of the particular Project at no cost to CITY.
Deliverables -
Attend and participate in Pre-bid conferences.
Review and distribute questions from prospective bidders to
applicable AlE consultants.
Review contract document addenda provided by AlE consultants,
prior to issuance.
Verify bids are responsible and responsive.
Prepare correspondence recommending award to CITY
Administration.
Schedule
Ongoing throughout Program.
Task 3.9 - Proaram Web Site DeveloDment I Maintenance: CONSULTANT shall set
up an interactive website for the Program. Each Project in the Program shall be
identified with its own Project description, Project schedule, construction costs, areas of
impact, traffic maintenance plans, traffic advisory notices. The website would be
developed with three unique levels of access. Level 1 would be for public access with no
password requirements. Contents would include frequently asked questions, upcoming
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events, public meetings and notices, photos, and project status summary descriptions.
Level 2 would be available to the AlE consultants, Contractors, CITY staff and other
selected parties. Contents would include access to electronic files for project specific
plans and specifications. Level 3 would include access by Program management
personnel and designated CITY staff members only. This level would include document
sharing capabilities, payment logs, plan review comments, permitting files and project
related correspondence. Level Nos. 2 and 3 would be password protected.
TASK 4 - CONSTRUCTION PHASE PROGRAM MANAGEMENT SERVICES
The CONSULTANT shall perform the following tasks associated with office
administration activities related to the construction of the various Projects. These tasks
shall be performed during the duration of all Projects under construction . Construction
phase Program management services are provided for the intent of becoming familiar
with the progress of the construction work and to verify that the work is proceeding in
general accordance with the requirements of the contract documents. Note that
construction observation services are presented under Task 5.
Task 4.1 - Construction Manaaement Manual: Due to the extensive amount of
detailed procedures required to properly manage construction Projects, CONSULTANT
shall develop a Construction Management Manual (CMM) for the construction phase of
the Program. This manual will augment the general Program guidelines established in
the PWP developed under Task 1.1 and shall provide uniform procedures and guidelines
for managing the interface between CITY staff, Contractors, AlE consultants, field
observation staff and the CONSULTANT. It is assumed that the CITY will utilize the
services of the respective AlE consultants for office engineering services (i.e.
preparation of contract document clarification, submittal review, responses to questions
and clarifications, change order request reviews, progress meeting attendance and
specialty site visits, and other required supporting documentation, on an as needed
basis) during the construction period.
Deliverables -
Ten (10) draft copies and fifty (50) copies of the Construction
Management Manual.
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Schedule
Draft copies to be submitted for review within one hundred and
eighty (180) calendar days after receiving the Notice to Proceed
and final within fifteen (15) calendar days after receipt of
comments.
Task 4.2 - Pre-Constructlon Conferences: CONSULTANT shall coordinate and attend
pre-construction conferences with each Contractor, AlE consultant and applicable CITY
personnel. The Contractors shall fumish preliminary schedules and tr.affic maintenance
plans at this meeting. CONSULTANT shall prepare and distribute meeting minutes to all
attendees and other appropriate parties. CONSULTANT shall issue a Limited Notice to
Proceed at the Pre-Construction Conference. A final Notice to Proceed shall be issued
upon receipt of a final schedule and procurement of all applicable construction permits
from the Contractor.
Deliverables -
Meeting agendas and minutes.
Attend and participate in pre-construction conferences.
Schedule
Ongoing throughout Program.
Task 4.3 - Manaae Construction Proaress: CONSULTANT shall meet weekly with the
Contractor, AlE consultant and applicable CITY representatives on each Project. The
purpose of these meetings shall be to review the status of construction progress, shop
drawing submittals and contract document clarifications and interpretations. In addition,
the Contractor shall furnish a two-week look ahead work schedule to allow for proper
coordination of necessary work efforts. The CONSULTANT shall conduct periodic field
visits to the Project site for the purpose of confirming the Contractor's progress. Resident
Project representation services are discussed under Task 5.0. These meetings shall also
serve as a forum for discussion of construction issues, potential changes I conflicts and
any other applicable matters. The CONSULTANT shall prepare and distribute meeting
minutes to all attendees and other appropriate parties.
Deliverables -
Meeting agendas and minutes.
Attend and participate in weekly progress meetings with
Contractors.
Review Contractor two-week look ahead schedules.
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Schedule
Ongoing throughout Program.
Task 4.4 - Monthlv Construction Proaress Meetlnas: In addition to weekly meetings
with the construction Contractors, CONSUL T ANT shall attend monthly construction
progress meetings, as necessary, with the CITY staff. These meetings shall be held for
the purpose of reviewing Project schedule, cost and issues of concern. In preparation for
these meetings, CONSULTANT shall prepare and distribute to applicable CITY staff the
Program Management Status Report (PMSR). CONSULTANT shall meet with
appropriate CITY staff to review the PMSR prior to meeting with the G.O. Bond
Oversight Committee and CITY Commission, as discussed in Task 1.4 above.
Deliverables -
Meeting agendas and minutes.
Attend and participate in monthly Construction Progress Meetings.
Schedule
Ongoing throughout Program.
Task 4.5 - Utility and Permitting Coordination Services: CONSULTANT shall
provide ongoing coordination between the AlE consultants, Contractors, local municipal
authorities, governmental agencies, utility companies, and other known jurisdictional
agencies, to verify that all required permits have been obtained. The Contractor will be
responsible for location 1 verification of existing utilities, as required. Included in this work
effort will be verification that the Contractor's traffic control plan has received required
jurisdictional agency approvals. CONSULTANT shall work with CITY to establish
procedures for monitoring enforcement of the Contractor's traffic control program
throughout the duration of the Project.
Deliverables -
Verify that all required permits have been obtained.
Schedule
Ongoing throughout Program.
Task 4.6 - Review of Contractor's Schedules: CONSULTANT shall review the
construction schedules proposed by the Contractors for compatibility with the intent of
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the contract documents. CONSULTANT shall work with the Contractors to develop
acceptable schedules. CONSULTANT shall review schedules with applicable CITY staff.
Each Contractor will be required to submit a monthly schedule update, which shall be
reviewed by CONSULTANT. Progress payments shall not be approved if the monthly
schedule is not submitted. CONSULTANT shall require the Contractor to provide a list of
materials and equipment needed over the upcoming 6 month period and proposed
delivery dates for such items. Other schedule impact items may include identification of
pending labor or material shortages or labor relation problems and monitoring and
analyzing actual versus predicted progress information. CONSULTANT shall advise the
Contractor of apparent schedule impacts from other Projects including interface
requirements and work to be performed by other entities in the area. Should the
CONSULTANT determine that an AlE consultant has fallen behind schedule, the
Contractor shall be required to provide a recovery schedule that will accelerate work and
get them back on schedule.
Deliverables -
Receive, log in and review Contractor's baseline construction
schedules.
Provide Contractors with schedule comments.
Update Master Program Schedule based upon Contractor's
approved schedule (baseline and monthly update).
Schedule
Ongoing throughout Program.
Task 4.7 - Requests for Information I Clarification (RFls): CONSULTANT shall
receive, log and process all RFI's. Whenever an RFI involves the interpretation of design
issues or design intent, CONSULTANT shall forward the RFI to the responsible AlE
consultant and track a timely response back to the Contractor. CONSULTANT shall
prepare and distribute RFI status reports at the weekly meetings with the Contractor.
Deliverables -
Receive, log in and transmit RFl's to appropriate parties.
Respond to those RFl's that do not involve design interpretations.
Maintain and distribute RFI Status Report, on a weekly basis.
Schedule
Ongoing throughout Program.
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Task 4.8 - ReQuests for ChanQes to Construction Cost and/or Schedule:
CONSULTANT shall receive, log and evaluate all requests for Project cost andlor
schedule changes from the Contractor. Changes may be the result of unforeseen
conditions or interferences identified by the Contractor during the routine progress of
work, inadvertent omissions (betterment) issues in the contract documents, or additional
improvements requested by the CITY or AlE consultant after the Project bid date.
Regardless of the source, CONSULTANT shall evaluate the merit of the claim as well as
the impact of the potential change in terms of Project cost and the schedule, as
acceptable to the CITY. Such evaluation of the claim shall constitute a representation by
CONSULTANT to CITY, based on observations and evaluations, that:
(a) The work has progressed to the point indicated;
(b) The work is in substantial accordance with the Contract Documents; and
(c) The Contractor is entitled to payment in the recommended amount.
CONSULTANT shall coordinate negotiations with the Contractor and corresponding AlE
consultant and CITY staff, as applicable. CONSULTANT shall review AlE consultant's
recommendations with CITY staff. The AlE consultant shall be responsible for
preparation of any documentation relative to a change order. Additional claims
assistance services are discussed under Task 4.9.
Deliverables -
Perform merit evaluation of claims 1 change requests.
Receive, log in and transmit claim 1 change requests to
appropriate parties for review and action, as applicable.
Perform independent review of req uest for cost increase andlor
time extension.
Coordinate and participate meetings, as required, with AlE
consultants, CITY and Contractor to resolve andlor negotiate the
equitable resolution of request.
Prepare and distribute project correspondence.
Schedule
Ongoing throughout Program.
Task 4.9 - Construction Claims Assistance
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CONSULTANT shall provide assistance in reviewing the legal aspects of Construction
Contractor claims as to validity and legal interpretation, on an as needed basis.
CONSULTANT shall prepare a legal interpretation for each construction claim (if
deemed necessary by CONSULTANT) and identify whether the Contractor's claim is
valid or invalid, with respect to legal standing. CONSULTANT's level of effort is based
upon the review of three (3) construction claims per fiscal year.
Deliverable
Legal interpretation of construction claims.
Schedule
Ongoing throughout Program.
Task 4.10 - ProcessinG of ShOD Drawlnas: CONSULTANT shall receive, log and
distribute shop drawings to the appropriate AlE consultant and track a timely response
back to the Contractor. CONSULTANT shall prepare and distribute shop drawing status
reports at the weekly meetings with the Contractor.
Deliverables -
Receive, log and distribute shop drawings to the appropriate AlE
consultants.
Track submittal review time and distribute Shop Drawing Status
Reports at -weekly meetings.
Schedule
Ongoing throughout Program.
Task 4.11 - Proaress Payment Reauests: CONSULTANT shall receive and review
monthly invoices submitted by the Contractors to ascertain accuracy and prepare
payment requests in accordance with CITY procedures. Based upon the Project records,
as well as CONSUL T ANrs observations at the site and evaluations of the data reflected
in Contractor's application for payment, CONSULTANT shall render a recommendation
to CITY concerning the amount owed to the Contractors and shall forward the
Contractor's application for such amount to CITY. Such approval of the application for
payment shall constitute a representation by CONSULTANT to CITY, based on
observations and evaluations, that:
(a) The work has progressed to the point indicated;
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(b) The work is in substantial accordance with the Contract Documents; and
(c) The Contractor is entitled to payment in the recommended amount
CONSULTANT shall assist CITY staff with tracking and expediting of progress payments
through the CITY Accounting Department.
Deliverables -
Receive and review Contractor monthly Requests for Payment.
Verify that all required supporting documentation, such as record
drawing maintenance, monthly progress schedule update, release
of liens and certifications are submitted with Contractor's Request
for Payment.
Ongoing throughout Program.
Schedule
TASK 5 - FIELD OBSERVATION PROGRAM MANAGEMENT SERVICES
CONSULTANT shall provide full-time construction observers to provide adequate
quantity and quality of observation personnel to reasonably verify that critical elements
of the construction Projects are being complied with and that the general intent of the
contract documents is being met. The purpose of CONSULTANT'S Construction
Observation services is to provide for the CITY a greater degree of confidence that the
completed work will conform in general to the construction contract documents and that
the integrity of the design concept of the various Projects as indicated in the contract
documents has been implemented and preserved by the construction Contractors. On
the other hand, CONSULTANT shall not supervise, direct or have control over any
,
construction Contractor's work nor shall CONSULTANT have authority over or
responsibility for the means, methods, techniques, sequences or procedures of
construction selected by the construction Contractors, for safety precautions and
programs incident to the work of any construction Contractor or for any failure of a
construction Contractor to comply with laws, rules, regulations, ordinances, codes or
orders applicable to the Contractor's furnishing and performing the work. Accordingly,
CONSULTANT neither guarantees the performance of any contractor nor assumes
responsibility for any Contractor's failure to furnish and perform its work in accordance
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with the contract documents. CONSULTANT's level of effort is based upon 73,112 man-
hours of field representation. Should this level of effort be exceeded or decreased,
same shall be reflected in a written amendment to the Agreement, as provided in Article
7 therein. CONSULTANT's field staff shall be on-site at all times when the Contractor is
on the job, as practicable. In an effort to minimize the CITY's costs with respect to on-
site field representation, the CONSULTANT has anticipated that certain Projects similar
in nature and in adjacent geographical areas will be represented by one resident field
representative as identified in Exhibit A . CONSULTANT's level of effort is based upon
the assumption that the contract documents will limit the Contractor's work schedule to
one work crew based upon an eight hour shift Monday through Friday.
Task 5.1 - Field Observation Services: CONSULTANT shall provide field staff to
observe the construction of the work and;
(a) Conduct on-site observations of the work in progress to assist in determining
if the provisions of the contract documents and permit conditions are being
fulfilled and to reasonably protect the CITY against defects and deficiencies
in the work of the Contractor. CONSULTANT shall timely report, to the CITY
in writing, whenever it is believed that work is unsatisfactory, faulty or
defective and/or does not conform to the contract documents, does not meet
the requirements of inspections, tests, or has been damaged prior to final
payment. CONSULTANT shall timely report, to the Contractor and CITY in
writing, whenever it is believed that a hazardous condition exists.
(b) CONSULTANT shall conduct on-site observations of the work in progress to
determine if the contract documents and permit requirements are being
complied with and to protect the CITY against Contractor work defects and
deficiencies. CONSULTANT shall timely advise the CITY, in writing,
whenever work is determined to not conform to the contract documents,
permit requirements are not being complied with, andlor whenever an
observed Contractor's work is determined to be defective/deficient.
CONSULTANT's observer shall attend all scheduled meeting with the
Contractor.
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(c) Maintain a daily log of work performed. The daily notes shall include records
of when the Contractor is on the job-site, weather conditions, change orders,
or changed conditions, list of job site visitors, daily drilling and testing
activities, observations in general, and specific observations in more detail as
in the case of observing test procedures. Record, in writing, the outcome of
these inspections. CONSULTANT shall identify any utilities damaged and
verify that the Contractors has notified the respective utility owner.
(d) Verify that tests, equipment and systems start-up are conducted in the
presence of appropriate personnel, and that the Contractor maintains
adequate records thereof; and observe, record, and report appropriate details
relative to the test procedures and start-up.
(e) Provide a photographic record of the construction, beginning with pre-
construction documentation and completing with post-construction
photographs. Photographs shall be digital snapshot type taken to define the
progress of the Project and shall be labeled as to date, location, view and
signed by the CONSULTANT.
(f) Review materials and workmanship of the Projects and timely report to CITY
in writing any deviations from the contract documents that may come to the
CONSULTANT's attention. Determine the acceptability of the work and
materials and make recommendation to CITY to reject items not meeting the
requirements of the contract documents.
(g) Check Contractors' material certifications and samples, verifying that delivered
materials match approved shop drawings.
(h) Field observe critical points in the construction process.
(i) Direct and supervise the sampling and testing of materials to be performed
by independent testing laboratories under subcontract to the CITY. This task
includes the receipt, review and processing of invoices from the independent
testing laboratories for payment by the CITY.
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0) CONSULTANT shall verify all pay requisition quantities in the field by
measurement. CONSULTANT shall develop a Field Measurement Form and
utilize such form as verification of pay requisition items.
(k) Monitor that record drawing mark-ups are properly maintained by the
Contractor.
(I) It is assumed that CITY will pay for all material testing services (I.e. densities,
compaction testing, etc) directly.
Deliverables -
Provide full time resident Project representation on Projects, as
deemed necessary.
Prepare Daily Construction Observation Forms and distribute to
Program staff.
Schedule
Ongoing throughout Program.
Task 5.2 - Prolect Closeout: Upon receiving notice from the Contractor(s) advising the
CONSULTANT that the Project is substantially complete, CONSULTANT, in conjunction
with appropriate CITY and AlE consultant staff, shall schedule and conduct an overview
of the Project. The overview shall include CONSULTANT'S development of a "punch Iisf
of items needing completion or correction prior to consideration of final acceptance. The
list shall be forwarded to the Contractor. For the purposes of this provision, substantial
completion shall be deemed to be the stage in construction of the Project where the
Project can be utilized for the purposes for which it was intended, and where minor items
not be fully completed, but all items that affect the operational integrity and function of
the Project are capable of continuous use.
Upon notification from Contractor(s) that all remaining .punch list" items have been
resolved, the CONSULTANT, in conjunction with appropriate CITY and AlE consultant
staff, shall perform a final review of the finished Project. Based on successful completion
of all outstanding work items by the Contractor, CONSUL T ANT shall assist CITY in
closing out the construction contract. This shall include, but not limited to, providing
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recommendations concerning acceptance of the Project and preparing I collecting
necessary documentation, including but not limited to, lien waivers, Contractor's final
affidavit, close-out change orders, and processing of the final payment application.
Deliverables -
Receive Contractor substantial completion notification.
Coordinate and attend field meetings to review substantial
completion.
Prepare and verify that punch lists are completed.
Certify Project completion to appropriate agencies.
Schedule
Ongoing throughout Program.
Task 5.3 - Post Proiect Services: CONSULTANT shall assist City with the
coordination of requested warranty work from the various Project Contractor(s). This
assistance shall be provided for the duration of the Project to a period not to exceed the
completion date of this Agreement. In addition, CONSULTANT shall transfer all Project
files to the CITY at the completion of the Project. It is assumed that the CITY shall make
arrangements for placement of files in storage as required. Also, CONSULTANT shall
complete CITY furnished AlE consultant and Contractor performance evaluation forms
for the Procurement Department. In addition, CONSULTANT shall coordinate the
transfer of record drawing mark-ups and applicable test results to the AlE consultants.
The AlE consultants shall update CAD files for record purposes and certify Projects as
complete, accordingly.
Deliverables -
Assist CITY with warranty work completion.
Place all Program files in suitable cardboard containers for
transfer to CITY storage facilities.
Prepare AlE consultant and Contractor performance evaluations.
Schedule
Ongoing throughout Program.
TASK 6 - OTHER DIRECT COSTS
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Task 6.1 - Mileaae: CONSULTANT anticipates that resident Project representatives
shall utilize their own vehicles to travel between the various job sites. Mileage shall be
reimbursed at the United States Internal Revenue Service established rate for travel
within the City of Miami Beach limits as well as travel within the Miami-Dade, Broward
and Palm Beach County areas to attend meetings with stakeholders, regulatory 1
permitting agencies, utility owners, and planning organizations. Annual adjustments will
be made to the established rate based upon the United States Internal Revenue Service.
Task 6.2 - Communications: To facilitate communications between office and field
staff, CONSULTANT anticipates the use of Nextel radio cellular phones for office and
resident Project representative staff. Monthly service includes phone, battery,
accessories, unlimited radio talk time, and up to 300 minutes of cellular phone use per
month. An allowance has also been included for battery replacements, rapid battery
chargers, vehicle power cords, and protective covers.
Task 6.3 - Software Costs: CONSULTANT shall purchase one (1) software license for
the Management Information System which includes Primavera Project Planner, version
3.0, Expedition, and CaIlTrak software. CONSULTANT shall also purchase Novell
software for its program office server (one license for up to 10 users), software for tape
backup system, Internet Explorer, Microsoft Office (MS-Word, MS-Excel, MS-Outlook)
and Windows operating system software. CONSULTANT shall purchase maintenance
service agreements for the software to include software upgrades. At the conclusion of
the Program, CITY shall take possession of the software. All software licenses shall be
valid through fiscal year 2005.
Task 6.4 - Hardware Costs and LAN I WAN Maintenance: CONSULTANT shall
purchase computer hardware for the Program office to establish a Local Area Network
(LAN). A Hewlett Packard LC2000 small workgroup network server with swappable
drives and NetRAID disk array controller shall be utilized for networking purposes. An
internal 40 GB internal tape drive system shall be utilized to backup the network every
week. Pentium based computers with CD, floppy drives and internal hard drive
operating on MS-Windows software shall be purchased with 17 -inch color monitors. At
the condusion of the Program, CITY shall take possession of the hardware.
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Task 6.5 - Office SDace: CONSULTANT shall enter into a six year lease at the Giller
Building, 975 Arthur Godfrey Road for approximately 2,000 square feet of office space to
house proposed Program specific staff. The proposed office lease rate includes
janitorial services, utilities (waterlsewer. electric), real estate taxes, security and intemet
access. Electrical costs included in the base office lease rate are based upon air climate
control being provided Monday through Friday, 8 am to 6 pm and Saturday from 8 am to
1 pm. Should additional air climate control services be required after normal building
hours, costs shall be borne by the CITY. Costs to renovate the space, purchase of
fumiture and the costs to maintain up to six telephone lines shall be borne by the
CONSULTANT. One parking space is provided with the office space. CONSULTANT
anticipates that the CITY shall provide City parking placardslpermits for the Program
. staff (up to 17 staff members) at no charge to the CONSULTANT.
Task 6.6 - ReDroductlon Services: CONSULTANT shall be reimbursed at the usual
and customary rate for reproduction of reports including but not limited to, photocopying,
cover laminations, bindings, etc. Reports to be reproduced include the following:
· Program Work Plan
· Program Master Schedule
· Program Cost Model
· Program Management Status Reports
· Program Delivery Analysis Report
· Program Design Standards Manual
· Construction Management Manual
CONSULTANT shall bear costs for incidental reproduction costs associated with the
preparation of draft I final deliverables.
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TASK 7 - SUPPORT SERVICES
If authorized in writing, by the CITY, prior to commencement of same, the
CONSULTANT may fumish Support Services for, but not limited to, the types identified
below. These services are not included as part of the Scope of Services except to the
extent otherwise provided herein. These support services are Task based and are
offered for the purpose of supporting the planning, design and construction of the
Program. While the extents of these efforts are not fully known at the present time, the
principal tasks that may be required during the Program duration include the following:
Task 7.1 - Alternative Fundina Assistance: CONSULTANT shall retain the services of
Donald F. Roecker, P.E. to assist the CITY for identifying and applying for alternative
funding sources. Such assistance may include the following:
(a) Develop a Screening Report to summarize grant programs available for water,
wastewater, stormwater and streetscape related facilities. The CONSULTANT
shall review and consolidate the history and background of the CITY's past
project planning efforts, state and federal project financial accomplishments,
compliance data, development history in the plan area, and past association
with state and federal officials with an interest in infrastructure needs. The
CONSULTANT shall follow-up with contact to known funding agencies for
current program and eligibility information. The CONSULTANT shall meet with
CITY to discuss the report. Comments shall be incorporated and a final
screening report shall be prepared. The screening report shall consist of a
review of agency and legislative funding programs that could possibly be used
for a Project or Project component. The purpose of this activity is to determine
which agency funding programs may be used by the CITY, the approximate
amount of assistance that may be available and the advantages and
disadvantages of each funding program. This information shall be
incorporated into the proposed Congressional Site Specific Line Item Funding
Package (Package) to show our Congressional Delegation and their staff that
all available funding sources have been explored before a request for
congressional grant was made.
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(b) The CONSULTANT shall prepare a draft and final grant proposal for the
infrastructure related components determined feasible by the Screening
Report. It is assumed that the CITY and the CONSULTANT shall meet up to
three times to determine the nature and scope of the Projects to be included
in the grant proposal. Said meetings shall be run in a workshop format and
shall focus on developing unique features of the Program may provide. Such
benefits may include the incorporation of a unique environmental Project
component enhancement, watershed improvements or combining other CITY
objectives such as greenways andlor watercourse improvement projects.
The result of this effort shall be the selected group of Projects or Project
components that shall become the grant proposal or "Package". The
CONSULTANT shall then research the elements that led past successful
infrastructure Projects to win funding. The CONSULTANT shall attend up to
three workshop sessions with the CITY staff to determine the nature, scope,
project makeup, and cost of implementation of the Projects or Project
components included in the "Package". This activity shall lead to the final
Project or Projects selection, a listing of unique Project features, and include
an initial technical review of all existing background information. Upon Project
component selection, a draft "Package" (I.e., draft grant proposal) including
technical aspects shall be prepared and submitted to the CITY for review.
The draft "Package" shall incorporate comments and recommendations as
appropriate from reviewers and a final "Package" shall be produced for
presentation to local, state, and federal officials with interest in infrastructure
programs. The CONSULTANT shall monitor and update the CITY on Project
related events occurring at the state and federal government levels that may
affect the scope, timing or content of the Package's presentation.
(c) The CONSULTANT shall assist the CITY during negotiations of the grant
proposal and with presentation of the proposal to local, regional, state, and
federal parties. The CONSULTANT shall also provide technical support and
assistance for the Package in Florida and Washington D.C. These meetings
shall be targeted at securing written support for the Package. Under this
scope, three meetings are assumed. The CONSULTANT shall prepare the
following deliverables during this task:
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Q An Executive Summary of the Project's salient features that would be
appropriate for local, state, and federal presentation.
Q A binder containing background information used in developing the Project
for submittal to appropriate state and federal staff presentation. Said
binder shall also include a "question/answer" document, which shall
address typical state and federal questions that have been used to judge
the merits of similar Packages for similar communities.
Q Letters of support received from appropriate state, regional, county, and
local officials.
Task 7.2 - Public Information Hotline: CONSULTANT shall provide a single telephone
number that shall be publicized and made available to the public to obtain information
about ongoing construction activities and to voice a concern or complaint. This hotline
shall be located in the Program Management Office and be automated to log all calls.
CONSULTANT shall review all calls with appropriate CITY staff and respond to each
request for information or complaint within twenty-four (24) hours. A written report on
each request for information or customer complaint shall be prepared and summarized
in a monthly report.
Task 7.3 - Survevlna: CONSULTANT shall arrange for and coordinate the efforts of
licensed surveyors to verify construction layouts and controls for line, grade and
dimensional conformance with the plans and specifications. This task shall be utilized
as a tool to verify the Contractors' layout, as deemed necessary by CONSULTANT.
Task 7.4 - Community Involvement and Public Information Proaram: In addition to
the public meetings specified under the Phase 3 Design Phase Program Management
Services, the CONSULTANT, working in concert with CITY staff, shall implement a
community involvement program to keep affected stakeholders abreast of Program
status. The objectives of the community involvement program are to inform and educate
the publiC about Program elements and benefits. This shall allow the CONSULTANT to
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provide stakeholders with accurate and timely information, and discuss the impact of the
Program from the stakeholder's perspective. In addition to these general meetings
detailed above, specific detailed meetings shall be held to provide additional information
for stakeholders that shall be directly impacted by the Program. Follow up activities may
include, but not limited to, phone calls, additional meetings, correspondence or
development of additional informational materials. These determinations shall be made
on an individual basis for each interest group. CITY shall assign a representative to
each geographical area to serve as' the focal point to receive and address comments 1
concerns from CITY residents and I or business owners. CITY staff shall coordinate
responses between the CONSUL T ANT and concerned citizens.
The objective of the community involvement program is to generate community
understanding of the Program, and may include, but not limited to the following:
(a) Inform and educate the general public, visitors and business owners of the
overall Program elements and benefits.
(b) Prioritize the issues that have direct impact on residents, visitors and
businesses.
(c) Implement components of an ongoing public information campaign that shall:
(1) keep the public well informed about the Program; (2) highlight the
progress of the Program; and (3) emphasize the importance of developing a
comprehensive infrastructure system for Miami Beach.
(d) Inform the public about construction time lines over the next six years.
(e) Develop materials and information, written in everyday terms, that give the
public an accurate picture of the Program's progress.
(f) Encourage community participation in the planning phases of neighborhood
Projects.
Deliverables -
Public relations campaign for the general public.
Schedule
Ongoing throughout program.
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Task 7.4.1 - Public Meetlnas
Due to the size and magnitude of the Program, the CONSULTANT shall hold one
meeting in each of the affected neighborhoods (Exhibit A) to inform the public on the
Program and to specify work that shall be ongoing in the respective areas. The
CONSULTANT shall Identify and secure an appropriate meeting location, plan, prepare
and produce all handout materials, attend, conduct and prepare minutes and follow-up
materials for all meetings. As appropriate, materials shall be printed in both English and
Spanish. Meeting minutes shall be prepared which identify the list of speakers,
attendees, legal notice documentation (if necessary), brief summary of the topics
discussed and the concerns / comments made during the meeting. CONSULTANT shall
prepare responses to written comments received by the Program Team.
Deliverables -
Meeting agenda and minutes.
Produce and distribute program materials.
Prepare meeting minutes.
Schedule
Ongoing throughout the Program.
Task 7.4.2 - Other Direct Costs Associated with Community Involvement and
,eubllc Information Program
1. Postage for bulk mail distributions
2. Supplies for preparation of presentation materials
3. Supplies required to produce all Program reports, such as covers for comb binding
systems, ready index uncollated dividers, plastic binding combs.
4. Costs to produce Television media, newspaper 1 magazine print ads and
reproduction of brochures, handouts, flyers, and door hangers.
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STAFF RESPONSIBILITIES
Patrick A. Davis, P .E. - Program Director
. Provide program direction and support to the Program Manager and Deputy Program
Manager.
. Assist in the coordination of alternative funding mechanisms.
. Assist in the review of claims andlor change order requests.
Bert Vidal, P .E. - Program Manager
. Primary client contact through all project phases.
. Coordination 1 responsibility for the Program team including subconsultants and
subcontractors.
. Establishing and monitoring schedules and budgets.
. Schedule analysis for comparison with target, milestones and deadlines.
. Coordination and assurance that the Total Quality Management program is
successfully implemented.
. Provides significant input and review of all major technical issues.
. Attend and direct program review meetings.
. Provides backup and support to all Team Leaders and technical staff.
. Maintain and update Program Action List.
. Prepare Project Completion Reports.
. Provide input and review of City AlE consultant scope of services.
. Assist in the preparation of the Program Work Plan.
. Assist in the preparation of the monthly Program Management Status Reports.
. Assist in the preparation of the Program Delivery Analysis Report.
. Assist in the preparation of the Construction Management Manual.
. Attend and participate in monthly meetings with the City's AlE consultants.
. Attend and participate in monthly G. O. Bond Oversight Committee meetings.
. Participate and provide input 1 comment on AlE design projects at the preliminary,
intermediate and substantially final completion stages.
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. Participate in monthly Construction Progress Meetings with City staff to assess
program status with respect to schedule and budgets.
. Attend and participate in Neighborhood Status Meetings.
. Assist in the preparation of cash flow projections, cost curve and other cost summary
reports.
. Review, analyze and recommend actions on budget, funds, and construction cost
change orders.
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Charles O. Carreno, P.E. - Deputy Program Manager
. Primary contact for the coordination of subconsultants and subcontractors.
. Establish and monitor Master Program Schedule.
. Establish and monitor individual project schedules.
. Establish and monitor Program Cost Model.
. Establish and monitor individual project budgets.
. Primary contact with the City AlE consultants.
. Provide input and review of City AlE consultant scope of services.
. Assist in the preparation of the Program Work Plan.
· Assist in the preparation of the monthly Program Management Status Reports.
. Assist in the preparation of the Program Delivery Analysis Report.
. Attend and participate in monthly meetings with the City's AlE consultants.
. Attend and participate in monthly G. O. Bond Oversight Committee meetings.
· Participate and provide input 1 comment on AlE design projects at the preliminary,
intermediate and substantially final design documents.
. Establish and monitor permit tracking file.
· Participate in the development of the Construction Management Manual.
. Perform Contractor Bonding Capacity Survey.
· Participate in monthly Construction Progress Meetings with City staff to assess
program status with respect to schedule and budgets.
· Attend and participate in Neighborhood Status Meetings.
· Assist in the preparation of cash flow projections, cost curve and other cost summary
reports.
· Review, analyze and recommend actions on budget, funds, and construction cost
change orders.
· Assist in the preparation of the Program Standards Manual.
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Suresh B. Mistry, P.E. - Engineering Coordinator
. Primary contact with the CITY AlE consultants.
. Coordinate with Construction Manager on project completion and certification.
. Establish design requirements.
. Preparation of the Program standards for City AlE consultants.
. Establish construction priorities.
. Prepare the Program Standards Design Manual.
. Assist the Construction Manager with the preparation of Project Completion Reports.
. Participate in constructability reviews.
. Process AlE consultant monthly pay requests.
. Assist in the review of AlE consultant claims 1 change order requests.
. Assist the Construction Manager with the preparation of the Construction
Management Manual.
. Verify AlE consultant progress with respect to schedule conformance.
. Attend monthly Utility Coordination Meetings sponsored by Sunshine One Call of
Florida to coordinate utility planning among various utility owners.
. Verify that AlE consultants are verifying the location of all critical underground utility
locations with respect to proposed works.
. Primary contact with respect to utility master planning among all utility owners.
. Coordinate monthly design review meetings with AlE consultants.
. Monitor the progress of AlE consultants during the design period.
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Ciw of Miami Beach Prof!1'am Manaeement ScoDe of Services - Paee B- 39
John O. Hoffman, P .E. - Construction Coordinator Primary contact with construction
contractors.
. Coordinate work efforts of resident project representatives.
. Participate in constructability reviews.
. Verify CITY AlE consultant cost estimates.
. Assist in the preparation of M-DDERM Certification of Completion of Construction
submittals.
. Assist in the preparation of Project Completion reports.
. Prepare Project punch out lists for substantially complete projects.
. Coordinate warranty work.
. Process Contractor monthly pay requests.
. Coordinate the services of the CITY retained testing 1 analytical services firm to
QA/QC materials utilized throughout construction.
. Coordinate the services of the professional surveying firm retained by the
CONSULTANT to verify Contractor layout and grade.
. Review daily observation reports prepared by resident project representatives.
. Assist in the review of Contractor claims 1 change order requests.
. Attend monthly Utility Coordination Meetings sponsored by Sunshine One Call of
Florida to coordinate utility planning among various utility owners.
· Review Contractor two week look ahead schedules to assist Program Team with
critical coordination tasks.
· Verify that Contractors are maintaining record drawing information.
. Verify the accuracy of record drawings prepared by AlE Consultants.
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Citv of Miami Beach Prolll'am Manallement Scooe of Services - Palle B- 40
Gloria Brown - Document Control Manager
. Responsible for management of document control system.
. Enters incoming and outgoing documents in the document control system.
. Receives and processes all incoming and outgoing documents.
. Receives and processes all Construction Management office documents.
. Prepares tracking documents for contractor submittals.
. Locates and retrieves documents for Program staff.
. Distribution and filing of documents.
. Copy documents for distribution and filing.
. Assists in all other areas of document control, as needed.
Administrative I Clerical Services
. Answer phones.
. Type and distribute program correspondence and reports.
· Arrange and coordinate meetings.
. General secretarial functions.
· Order and maintain equipment, supplies, etc.
· Assist Document Control staff, as needed.
. Miscellaneous tasks, as assigned.
· Assign responsible party to resident inquiries.
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Citv of Miami Beach Prol!1'am Management ScoDe of Services - Page B- 41
Ana M. Gonzalez, P .E. - Program Reporting
. Assist in the preparation of the monthly Progress Status Report.
. Assist in the development of cost information for monthly progress reports.
. Develop tables, queries and macros.
. Develop report formats.
· Prepare graphics, schematics, and handouts for monthly G.O. Bond Oversight
Committee Meeting.
. Prepare graphics for Neighborhood Community Meetings.
· Assist in the maintenance of the Program Internet Web page.
. Maintain City AlE design consultant invoice file.
· Assist in processing City AlE design professional invoices.
· Assist in drafting correspondence to City AlE design professionals regarding the
Infrastructure Improvement Program.
· Assist in the preparation and maintenance of a Master Project Activity database
which incorporates all City projects, BellSouth, FPL, Charter Communications,
FOOT, SFWMD, M-DDERM, M-DPWD, M-DWASD, private development, fairs and 1
or festivals, Convention Center events, etc.
· Act as a liaison with the development community as well as the City's Community
Resource Officers.
· Assist in review of Infrastructure Improvement Program projects for conflicts.
· Provide updated information on the program to private sector community
organizations such as the Miami Beach Chamber of Commerce, Miami Beach
Visitor's Convention Authority, etc.
· Respond to daily calls and information requests from developers and the general
publiC on projects and activities of the program.
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Hazen and Sawyer
01/31/01