HomeMy WebLinkAbout2006-26204 Reso
RESOLUTION NO. 2006-26204
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AMENDMENT NO.9 TO THE
AGREEMENT BETWEEN THE CITY AND EDWARDS AND KELCEY, INC.,
IN AN AMOUNT NOT TO EXCEED $181,323 FOR ADDITIONAL
CONSTRUCTION ADMINISTRATION SERVICES; $401,804 FOR RESIDENT
PROJECT REPRESENTATIVE (RPR) SERVICES; $24,096 FOR THE PUMP
STATION EQUIPMENT MODIFICATION; $24,468 FOR CITY REQUESTED
CHANGES TO THE BELLE ISLE DESIGN; AND $20,880 FOR
REIMBURSABLE EXPENSES; FOR A TOTAL NOT -TO-EXCEED AMOUNT
OF $652,571, AVAILABLE FROM PREVIOUSLY APPROPRIATED FUNDS
FOR THE VENETIAN ISLANDS NEIGHBORHOOD RIGHT-OF-WAY
IMPROVEMENT PROJECT COMPRISED OF BID PACKAGES NO. 13B-
BELLE ISLE AND BELLE ISLE PARK, AND 13C - SAN MARINO, DI-L1DO
AND RIVO-AL TO ISLANDS.
WHEREAS, pursuant to Request for Qualifications (RFQ) NO.1 0-0001, the Mayor
and City Commission adopted Resolution No. 2002-25071, on November 13, 2002, approving and
authorizing the Mayor and City Clerk to execute an Agreement with Edwards and Kelcey, Inc.
(Consultant), for Professional Services for the Venetian Islands Neighborhood Right of Way
Improvement Project (the Project); and
WHEREAS, the Agreement provided for the detailed planning, design, bid, award and
construction services for various streetscape I landscape I utility improvements within the Venetian
Islands neighborhood; and
WHEREAS, the Agreement was executed for a not-to-exceed amount of $799,903; and
WHEREAS, on August 3, 2004, the Capital Improvement Projects (CIP) Office approved
Amendment No. 1 to the Agreement, for a not-to-exceed amount of $365, for the preparation and
attendance of the Consultant at a previously unforeseen Design Review Board meeting; and
WHEREAS, on August 3, 2003, the Capital Improvement Projects (CIP) Office approved
Amendment No.2 to the Agreement, for a not-to-exceed amount of $2,000, for the preparation of
additional survey work within the Venetian Causeway right of ways; and
WHEREAS, on March 23, 2004, the Capital Improvement Projects (CIP) Office approved
Amendment NO.3 to the Agreement, for a not-to-exceed amount of $24,750, for the performance of
additional underground utility verification (soft-dig) services; and
WHEREAS, on March 23, 2004, the Capital Improvement Projects (CIP) Office approved
Amendment No. 4 to the Agreement, for a not-to-exceed amount of $5,090, for the design of
additional irrigation at the request of the City's Parks Department; and
WHEREAS, on July 27,2005, Amendment NO.5 to the Agreement was approved, for an
amount not-to-exceed $200,000, for additional engineering services to design, permit, bid, award
and construction administration services for water and stormwater related improvements; and
WHEREAS, on August 22, 2005, the Capital Improvement Projects (CIP) Office approved
Amendment No.6 to the Agreement, for a not-to-exceed amount of $21 ,222, for revisions to traffic
related improvements at the request of the Miami Dade Public Works Department; and
WHEREAS, on November 4, 2005, the Capital Improvement Projects (CIP) Office approved
Amendment No. 7 to the Agreement, for a not-to-exceed amount of $22,408.25, for additional
engineering services to design, permit, bid, award and construction administration services for water
related improvements; and
WHEREAS, on March 27, 2006, the Capital Improvement Projects (CIP) Office approved
Amendment NO.8 to the Agreement, for a not-to-exceed amount of $20,597, for re-planning and
redesigning portions of Bid Package 13C pursuant to revisions requested by residents; and
WHEREAS, the City has negotiated the attached Amendment NO.9 to the Agreement, for
the provision of construction administration services for both Bid Packages 13B and 13C over a
thirty (30) month period; Resident Project Representative (RPR) services; to redesign the pump
station for Bid Package B; to certify record drawings at the completion of the Project; and to provide
warranty administration services; and
WHEREAS, the Consultant has met with CIP and Hazen and Sawyer, the City's Program
Manager, and has negotiated the fee down from $855,684.43, and it has been established that the
fee for the additional services requested appears fair and reasonable; and
WHEREAS, the attached Amendment NO.9 increases the total Agreement fee by $652,571,
for a total fee of $1 ,748,906; and
WHEREAS, by approving this Amendment No.9, Consultant will be authorized to perform
additional construction administration services, RPR services, and Pump Station redesign for
Neighborhood No. 13, Venetian Islands Neighborhood Right-of-Way Improvement Project
(comprised of Bid Packages 13B, Belle Isle and Belle Isle Park, and 13C, Venetian Islands).
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby approve and
authorize the Mayor and City Clerk to execute Amendment NO.9 to the Agreement between the City
and Edwards and Kelcey, Inc., in an amount not to exceed $181,323 for additional Construction
Administration services; $401,804 for Resident Project Representative (RPR) services; $24,096 for
the pump station equipment modification; $24,468 for City requested changes to the Belle Isle
design; and $20,880 for reimbursable expenses; for a total not-to-exceed amount of $652,571,
available from previously appropriated funds for the Venetian Islands Neighborhood Right-of-way
Improvement Project Bid Packages No. 13B - Belle Isle and Belle Isle Park, and 13C - San Marino,
Di-Lido and Rivo Alto Islands).
PASSED and ADOPTED this 7th day
,2006.
ATTEST:
~k~~
Robert Parcher
AYOR ,
David Dermer";}
".:~~
APPROVED AS TO
FORVI & LANGUAGE
& FOR EXECUTION
T:\AGENDA\2006~un0706\consent\E&K AMENDMENT NO. 9- CA SVCS FOR NEIGHBOR OD
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution of the Mayor and City Commission of the City of Miami Beach, Florida, approving and
authorizing the Mayor and City Clerk to execute Amendment NO.9 to the Agreement between the City and
Edwards and Kelcey, Inc., in an amount not-to-exceed $181 ,323 for additional Construction Administration
services; $401,804 for Resident Project Representative (RPR) services; $24,096 for the pump station
equipment modification; $24,468 for City requested changes to the Belle Isle design; $20,880 for
Reimbursable expenses; for a total not-to-exceed amount of $652,571, available from previously
appropriated funds for the Venetian Islands Neighborhood Right-of-Way Improvement Project Bid
Packa es No. 13B Belle Isle and Belle Isle Park and 13C San Marino, Oi-Lido, and Rivo-Alto Islands .
Ke Intended Outcome Su orted:
To ensure a well designed quality capital project.
Issue:
Should the Commission approve Amendment NO.9 to the Agreement with Edwards and Kelcey, Inc.
E&K?
Item Summary/Recommendation:
The design, permitting, construction contract award of the Belle Isle and Belle Isle Park Bid Package 13B
(BP 13B) is complete, and the plans for the Venetian Islands Bid Package 13C (BP 13C) are anticipated to
be completed in 2006. The City has negotiated and entered into a Agreement with Alpine Construction
Management Corporation (Alpine) for the construction of BP 13B in the amount of $5,603,638. Alpine has
been issued a Notice to Proceed (NTP) BP 13B and will mobilize on the site in May 2006. The overall
Construction Budget for both Bid Packages is approximately $10 Million.
In anticipation of the start of construction, CIP staff along with the Program Manager, Hazen and Sawyer,
reviewed the fee associated with Edwards and Kelcey's Task 4 for Construction Management Services on
both Bid Packages, and have determined that these services, as addressed in the current Agreement, deal
primarily with limited support of the construction administration effort. As such, E&K's scope of services for
Construction Administration for both Bid Packages, needs to be expanded to include requests for changes
to the construction cost and or schedule, field observation services/Resident Project Representative (RPR)
services, and attendance at and participation in the weekly Construction Progress Meetings (30 months
anticipated for both Bid Packages 13B and 13C). Consequently, E&K submitted a proposal in the amount
of $855,684, which was negotiated down to $652,571, to provide adequate Construction Administration
services for both bid packages, RPR services and the pump station equipment modification; City
requested design changes; and Reimbursable expenses. In order to proceed with the construction of Bid
Packages 13B, and 13C, the Administration recommends approval of the Amendment No. 9 to the
AQreement with E&K.
Advisory Board Recommendation:
I N/A
Financial Information:
Source of
Funds:
$160,466
$157,728
$158,879
$175,498
G.O. Bond Fund 376-2127
W&S Bond Fund 424-2127
S W Bond Fund 428-2127
W&S Bond Fund 424-2127
Const Contin enc
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aSPI
Financial Impact Summary:
City Manager
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MIAMI BEACH
AGENDA ITEM
DATE
C7A
, -7-0~
ce MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachA.gov
TO:
FROM:
DATE:
COMMISSION MEMORANDUM
Mayor David Dermer and Members of the City Commission
City Manager Jorge M. Gonzalez ) __ ~
June 7,2006 0
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE MAYOR
AND CITY CLERK TO EXECUTE AMENDMENT NO.9 TO THE AGREEMENT
BETWEEN THE CITY AND EDWARDS AND KELCEY, INC., IN AN AMOUNT
NOT TO EXCEED $181,323 FOR ADDITIONAL CONSTRUCTION
ADMINISTRATION SERVICES; $401,804 FOR RESIDENT PROJECT
REPRESENTATIVE (RPR) SERVICES; $24,096 FOR THE PUMP STATION
EQUIPMENT MODIFICATION; $24,468 FOR CITY REQUESTED CHANGES
TO THE BELLE ISLE DESIGN; AND $20,880 FOR REIMBURSABLE
EXPENSES; FOR A TOTAL NOT-TO-EXCEED AMOUNT OF $652,571,
AVAILABLE FROM PREVIOUSLY APPROPRIATED FUNDS FOR THE
VENETIAN ISLANDS NEIGHBORHOOD RIGHT-OF-WAY IMPROVEMENT
PROJECT BID PACKAGES NO.13B (BELLE ISLE AND BELLE ISLE PARK),
AND 13C (SAN MARINO, DI-L1DO, AND RIVO-AL TO ISLANDS).
ADMINISTRATION RECOMMENDATION
SUBJECT:
Adopt the Resolution.
FUNDING
Funding is available from General Obligation (GO) Bond, Water and Sewer Bond, and
Storm Water Bond funds previously appropriated for the Venetian Islands Neighborhood
Right of Way Improvements Project.
ANALYSIS
On November 13, 2002, the City of Miami Beach entered into an agreement with the firm of
Edwards & Kelcey (E&K), for Architecture and Engineering services for the planning, design,
bid and award, and construction administration services for the Venetian Islands
Neighborhood Right-of-Way Improvement Project comprised of Bid Package No. 13B - Belle
Isle and Belle Isle Park, and Bid Package 13C - Di-Lido, San Marino, and Rivo-Alto Islands.
The plans for Bid Package No. 13B were completed in mid 2005. However, at that time,
extensive changes were requested by the Miami-Dade County, Public Works Traffic
Engineering Division (the County). The City, in conjunction with the County, reviewed the
alternatives and arrived at a solution on the required modifications. On August 1 , 2005, the
proposed changes were presented and accepted by the Belle Isle Community. The
construction documents were then modified to -reflect those changes, which were presented
to the County by E&K and City staff during a meeting held on December 20, 2005, and
January 25, 2006.
City Commission Memorandum - Edwards & Kelcey Amendment No.9
June 7, 2006
Page 2 0'4
In August 2005, concurrent with the revisions to the permit set of construction documents,
CIP issued a request for cost proposal from the Job Order Contractor, Alpine Construction
Management Corporation (Alpine) for the construction of the Belle Isle Neighborhood Right of
Way (ROW) Improvement Project, Bid Package No. 13B. The Scope of Services that were
outlined in the proposal for Belle Isle and Belle Isle Park, include, water mains installation;
storm drainage system installation; construction of a stormwater pump station; street lighting
Installation; roadway reconstruction; milling and resurfacing; parking; traffic signage and
pavement marking; landscape; irrigation; and parking. The Scope of Services for the
Improvements to the Belle Isle Park include regarding of the entire park; landscaping,
irrigation, site furnishings, pedestrian lighting, bark park, and new walkways within the park.
On September 18, 2005, the first proposal was received from Alpine, in the amount of
$6,349,495; CIP staff entered into negotiations with Alpine which resulted in the submittal of a
second proposal on November 19, 2005, in the amount of $5,895,504. The City held
extensive negotiations with Alpine which resulted in the submittal of a third and final proposal
on December 02, 2005, in the amount of $5,603,638. The City and its Program Manager
H&S evaluated the proposal and agree that this amount is in accordance with the industry
standards. In addition, this amount is within the budget appropriated for the construction of
this Project. The City has issued the First and Second Notices to Proceed (NTP) on the
Project which allows Alpine to mobilize on the site in May, 2006.
City Reauested Design Modifications:
In January 2006, following the receipt of all applicable permit pre-approvals for the Bid
Package No. 13B Project, the City requested E&K to perform a series of revisions to the
already permitted documents. The revisions that were requested were categorized into those
that were regulatory and non regulatory issues. The regulator and non-regulatory changes
were further subdivided into items that would create a material change in the Project scope,
and/or to the construction cost for the Project. These items were carefully evaluated by CIP,
H&S, E&K and the Public Works Department (PW). The revisions requested and agreed
upon resulted in a number of changes to the already permitted set of documents. E&K has
requested $24,468 to implement these revisions to the one hundred percent construction
documents.
Pump Station Eauipment Modification:
The largest material change requested by the Public Works Department was the equipment
modification, including the selection of new pumps for the proposed stormwater pump station
for the Belle Isle Bid Package B Project. The Project team (E&K, H&S, CIP and PW)
evaluated the request and agreed that this change was warranted, and that a change in the
pump selection alone would reduce the City's energy and long term maintenance costs. E&K
requested $24,096 to implement the changes required to select new pumps.
Construction Administration Services:
In anticipation of the start of construction, CIP staff along with H&S, reviewed the fee
associated with E&K's Task 4 for Construction Management Services on both Bid Packages
No. 13B and 13C, and have determined that these services, as addressed in the current
Agreement, deal primarily with limited support of the construction administration effort such as
shop drawing review, responding to Requests for Information (RFI'S), Invoice review and
payment recommendation. E&K's scope of Services for both Bid Packages needs to be
expanded to include requests for changes to construction cost and or schedule, field
observation services, and attendance at and participation in the weekly Construction
Progress Meetings (30 months anticipated for both Bid Packages No. 13B and 13C).
City Commission Memorandum - Edwards & Kelcey Amendment No.9
June 7, 2006
Page 30f4
In order to cover a portion of these services, the City's Administration has reduced the Scope
of Services for this Project under its Agreement with H&S. The credit is mainly attributed to a
decrease in the required inspection services by H&S on the Project. Additional compensation
requested by E&K for Construction Administration Services for Bid Packages 13B and 13C is
$331,323. However, the unused balance of $150,000, in the existing agreement, will be
applied as a credit towards these services. The net increase that will be required for these
services is $181,323. A detailed breakdown of this fee is part of Schedule B, herein
attached.
Resident Proiect Representative (RPR) Services:
The Administration has also determined that with Projects of this magnitude, it will be
necessary to have a qualified, full time RPR to provide quality field observation to verify that
critical elements of the construction project are being complied with, and that the general
intent of the contract documents are being met. E&K's RPR shall be on-site at all times when
the contractor is on the job. In addition, the Consultant's level of effort is based on the
assumption that the RPR shall monitor all Contractor work crews as specified by the
Consultant in the contract documents.
Representation at the job sites for the entire construction duration will be provided for Both
Bid Packages No. 13B and 13C. The RPR shall be responsible for observing the construction
and determining if the construction documents are being adhered to; maintain daily logs of
the job conditions; monitor testing; provide photo documentation of the site prior to, and
during the construction; review materials and workmanship for acceptability; verify quantities
of work installed in the field for review of contractor payment requisitions; monitor as-built
documentation; work with project team to address Requests for Information / Contract
Document Clarifications / Field Orders. The fee being requested by E&K for these services is
$241,082 for Bid Package No. 13B based on a eighteen (18) month construction duration,
and $160,722 for Bid Package No. 13C based on a twelve (12) month construction duration,
for a total of $401,804. A detailed breakdown of this fee is included as part of Schedule B,
herein attached.
Proiect Closeout: In general, this task shall include an overview of the Projects and the
work in place. The Consultant will Be responsible for developing a "punch list" of items
needing completion or correction prior to consideration of final acceptance. The list shall be
forwarded to the Contractor. Upon notification from Contractor(s) that all remaining "punch
list" items have been resolved, the Consultant, in conjunction with appropriate City and
Program Manager representatives, shall perform final reviews of the finished Projects.
Based on successful completion of all outstanding work items by the Contractor(s), the
Consultant shall assist City in closing out the construction contract. The fee for being
requested by E&K for the Warranty Administration Services is included as part of the CA
Services fee in Schedule B attached.
Warranty Administration/ Post Proiect Services: The Consultant shall assist the City,
with the coordination of requested warranty work for both Bid Packages No. 13B and 13C.
This assistance shall be provided at the completion of the Project( s) to a period of up to one
year following the substantial completion or final acceptance of the construction Project( s).
The Consultant shall also coordinate with the Contractor as necessary to transfer record
drawing markups, and update the corresponding CAD files for record purposes and to certify
the Project{s) as complete, in accordance with all applicable jurisdictional permitting
requirements. The fee for being requested by E&K for the Warranty Administration Services
is included as part of the CA Services fee in Schedule B attached.
City Commission Memorandum - Edwards & Kelcey Amendment No.9
June 7, 2006
Page 4 0'4
The Fees for the Additional Construction Administration (CM) Services, and RPR Services for
Bid packages 13B and 13C, Redesign of the Pump Station; City Requested Design Changes;
Reimbursable Costs for BPB and BPC is as follows:
A. RPR Services for the Belle Isle Bid Package 13B - based on forty (40) hours per
week, for 18 months (3,120 hrs total).......................... .............................. ..$241 ,082
B. RPR Services for the Venetian Islands Bid Package 13C - based on forty (40)
hours per week, for 12 months (2,080 hrs total)................... ......................... $160.722
Subtotal RPR Services Bid Packages B&C:.......................$401,804
C. Additional CM Services for Bid Pack. 13B and 13C................................$181 ,323
C. Pump Station Equipment Modifications .............................................$ 24,096
D. City Requested Design Modification................................................ $ 24,468
E. Other Reimbursable Costs (RPR).................................................. ...$ 20,880
F. Total Additional Services.............................................................. ..$652,571
The fee request for RPR Services alone, represent approximately 3.8% of the construction
costs for both Bid Packages.
CONCLUSION:
In order to provide Construction Administration; Resident Project Representative; services
for the Venetian Islands Neighborhood Right-of-Way Improvement Project comprised of Bid
Package No. 13B - Belle Isle and Belle Isle Park, and the Venetian Islands Bid Package 13C,
San Marino, Di-Lido, and Rivo-Alto Islands; to compensate E&K for the additional effort
required to redesign the pumps/pump station; and to proceed with the construction of the
Belle Isle and Belle Isle Park Project; the Administration recommends approval of the
Amendment No. 9 to the Agreement between the City of Miami Beach and Edward and
Kelcey for the provision of additional Construction Administration Services; Resident Project
Representative; and Pump Station redesign for Neighborhood No. 13 - Venetian Islands
Neighborhood Right-of-Way Improvement (the Project). Funding for this Amendment NO.9 in
the amount of $652,571 is available from previously appropriated funds for the Project.
T:\AGENDA\2006~un0706\consent\E&K AMENDMENT NO.9 - CA SVCS FOR NEIGHBORHOOD 13 MEMO.doc