2001-24388 RESO
RESOLUTION NO. 2001-24388
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT BETWEEN THE
CITY OF MIAMI BEACH AND GLATTING JACKSON KERCHER ANGLIN
LOPEZ RINEHART, PURSUANT TO REQUEST FOR QUALIFICATIONS
(RFQ) 7-00/01, TO PROVIDE PROFESSIONAL SERVICES FOR THE WEST
AVENUE / BAY ROAD NEIGHBORHOOD STREETSCAPE PROJECT FOR
URBAN DESIGN, LANDSCAPE ARCHITECTURE AND ENGINEERING
SERVICES FOR THE PLANNING, DESIGN, PREPARATION OF
CONSTRUCTION DOCUMENTS, ASSISTANCE WITH BIDDING, AND
CONSTRUCTION ADMINISTRATION, FOR A FEE NOT TO EXCEED
$231,444; AND APPROPRIATING $130,003 FROM THE SERIES 2000
GENERAL OBLIGATION BOND FUND AND $101,441 FROM THE SERIES
2000 STORMW ATER REVENUE BOND FUND, FOR SAID PROJECT.
WHEREAS, the City has issued General Obligation (G.O.) Bonds, Stonnwater Revenue
Bonds and Water and Wastewater Revenue Bonds, to provide funding for a number of needed
capital projects to be constructed in various areas of the City to upgrade and improve the
infrastructure for the purpose of providing better service to residents and visitors; and
WHEREAS, pursuant to a Resolution adopted by the Mayor and City Commission, the
Administration issued a Request For Qualifications (RFQ) for architectural and engineering
firms to provide professional services for the planning, design, pennitting, bid/award, and
construction administration, for improvements to the WEST A VENUEIBA Y ROAD
Neighborhood; and
WHEREAS, 8 finns submitted proposals in response thereto; and
WHEREAS, an Evaluation Committee, appointed by the City Manager to review the
proposals, met and reviewed the qualifications of the finns submitting proposals; and
WHEREAS, Glatting Jackson Kercher Anglin Lopez Rinehart, was recommended to the
City Manager as the top ranked proposer; and
WHEREAS, the Administration received authorization under Resolution No. 2001-
24277, adopted on February 21, 2001, to enter into negotiations with Glatting Jackson Kercher
Anglin Lopez Rinehart, to refine the scope of work, and to negotiate the fees to be paid for the
work; and
WHEREAS, the Administration now requests approval of a Professional Services
Agreement between the City and Glatting Jackson Kercher Anglin Lopez Rinehart, in the amount
of $231,444 for professional urban design, landscape architecture and engineering services to
perform the planning, design, and construction administration for the streetscape and utility
improvements to the WEST A VENUEIBA Y ROAD Neighborhood.
NOW, THEREFORE BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and the
City Commission approve and authorize the Mayor and City Clerk to execute an Agreement
between the City of Miami Beach and Glatting Jackson Kercher Anglin Lopez Rinehart, pursuant
to Request for Qualifications No. 7-00/01 to provide Professional Services for the WEST
A VENUEIBA Y ROAD Neighborhood Streetscape Project for urban design, landscape
architecture and engineering services for the planning, design, preparation of construction
documents, assistance with bidding, and construction administration, for a fee not to exceed
$231,444; and appropriating $130,003 from the series 2000 General Obligation Bond Fund and
$10 1,441 from the Series 2000 Stormwater Revenue Bond for said project.
PASSED AND ADOPTED this
16th day of
May 2001.
1J;J
MAYOR
ATTEST:
_~r r~
CITY CLERK
APPROVED AS TO
FORM & LANGUAGE
. FOR EXECUTION
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CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
http:I\ci.miami-beach.fl.us
TO:
FROM:
SUBJECT:
COMMISSION MEMORANDUM NO.
3/g,oJ
Mayor Neisen O. Kasdin and
Members ofthe City Commission
DATE: May 16, 2001
Jorge M. Gonzalez ~~
City Manager . \)
A RESOLUTION F THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING
THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT
BETWEEN THE CITY OF MIAMI BEACH AND GLATTING JACKSON
KERCHER ANGLIN LOPEZ RINEHART, PURSUANT TO REQUEST FOR
QUALIFICATIONS (RFQ) 7-00/01, TO PROVIDE PROFESSIONAL
SERVICES FOR THE WEST AVENUE / BAY ROAD NEIGHBORHOOD
STREETSCAPE PROJECT - URBAN DESIGN, LANDSCAPE
ARCIDTECTURE AND ENGINEERING SERVICES FOR THE PLANNING,
DESIGN, PREPARATION OF CONSTRUCTION DOCUMENTS,
ASSISTANCE WITH BIDDING, AND CONSTRUCTION
ADMINISTRATION FOR A FEE NOT TO EXCEED $231,444; AND
APPROPRIATING FOR THE WEST AVENUEIBAY ROAD
NEIGHBORHOOD STREETSCAPES PROJECT: $130,003 FROM THE
SERIES 2000 GENERAL OBLIGATION BOND FUND AND $101,441 FROM
THE SERIES 2000 STORMW A TER REVENUE BOND FUND.
ADMINISTRATION RECOMMENDATION:
Adopt the Resolution.
FUNDING:
Funds for this project are available as follows:
$92M $57.7 M $54.3 M Not to Exceed
Neighborhood G.O. Board SIW Bond W&S Bond Fee
Series 2000 Series 2000 Series 2000
West A venuelBay Road $130,003 $101,441 $0 $231,444
AGENDA ITEM _R 7 G--
DATE $"-llo-DL
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Commission Memorandum
Glatting, Jackson, et al.
May 16, 2001
Page 2
ANALYSIS:
Pursuant to a Resolution adopted by the Mayor and City Commission, the Administration issued
a Request for Qualifications (RFQ) No. 7-00/01 for Architectural, Engineering and Landscape
Architectural services to develop design, and construction documents for the West A venuelBay Road
Neighborhood.
Administration established an Evaluation Committee for the purpose of reviewing the proposals
received and to make a recommendation to the City Manager on the ranking of the proposals. The
firms made oral presentations to the Evaluation Committee, the Committee evaluated and ranked
the firms based on the criteria identified in the RFQ. Glatting Jackson Kercher Anglin Lopez
Rinehart, Inc., was selected as the top ranked firm. The recommendation was issued to the City
Manager, who reviewed and concurred with the Committee's evaluation.
On February 21, 2001, the Commission adopted a Resolution No. 2001-24277 accepting the ranking
recommended by the Evaluation Committee and authorizing the Administration to enter into
negotiations with the top ranked firms.
BACKGROUND:
The City of Miami Beach (CITY) has developed various programs to improve the quality oflife 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 (program). 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 elements include citywide water, wastewater and
stormwater improvements; as well a variety of streetscape enhancement projects.
Due to the large number of projects that will be ongoing coincidentally during the Program, the
CITY has contracted the services of Hazen and Sawyer, P.C. to function as Program Manager
(pROGRAM MANAGER), and act as the CITY's agent with regard to all aspects of this scope of
services. Hence, PROGRAM MANAGER shall serve as the focal point of contact with the
Architectural/ Engineering firm (CONSULTANT). The CITY will retain contractual agreement
responsibilities with the CONSULTANT firms.
There are a total of th irteen neighborhoods within the overall Program scope. This Commission
Memorandum addresses the W est Avenue / Bay Road neighborhood.
SCOPE OF SERVICES:
The Scope of Services for each Project were developed as a basis for establishing the fee to be
negotiated. The following scope was proposed for the West Avenue / Bay Road neighborhood:
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Commission Memorandum
Glatting, Jackson, et al.
May 16, 2001
Page 3
The West Avenue / Bay Road Neighborhood is located in the south Miami Beach area, west of the
Flamingo Park Neighborhood. The neighborhood consists of high intensity multi-family
development along the Biscayne bayfront with single-family and low intensity multi-family
structures throughout the remaining area. Alton Road, the neighborhood's eastern boundary, is a
busy commercial arterial in which many of the neighborhood's eastern boundary, is a busy
commercial arterial in which many of the neighborhoods most problematic conditions exist. The
CITY has held community workshop meetings with residents / business owners of the West Avenue
/ Bay Road community to determine their needs. The scope of work includes the following:
. Enhanced landscaping / irrigation and street lighting consistent with community
preferences
. Repair, extension or widening of sidewalks to comply with ADA - Title III
. Evaluation of existing stormwater infrastructure
. Street resurfacing / pavement markings
. Street lighting upgrades and enhanced landscaping
. Improved stormwater drainage collection and disposal infrastructure
. Bay Road Streetscape (14th Street to Lincoln Road)
Total construction costs budgeted for this neighborhood approximate $2,718,012. The total
construction costs associated with the neighborhood are funded from the General Obligation, and
Stormwater Revenue Bond Series.
A general map is attached as Exhibit A-I. Please note that the Exhibit identifies the neighborhood
limits as well as the limits of the work.
The scope of services for the neighborhood projects are each split into five primary Phases including;
Planning Phase (Task I), Design Phase (Task 2), Bidding and Award Phase (Task 3), Construction
Administration Phase (Task 4), Additional Services (Task 5) and Reimbursables (Task 6). A brief
review of each of the task components follows:
Planninl! Phase: The purpose of this Task is to establish a consensus design concept for the
referenced neighborhood that meets the needs of the community and stays within established
schedule and cost parameters. This intent is met through the performance of a series of Community
Design Workshops design to encourage input from affected residents and verify and validate
previously developed concepts and priorities. Based on the results of the Community Design
Workshops, a draft Basis of Design Report is developed on which subsequent design review
committee presentations and approvals from requisite City Divisions and jurisdictional permitting
agencies are procured. A final Basis of Design Report is prepared summarizing the accepted design
concept, budget level cost estimate and implementation schedule for use in the design phase of the
Project. It is the intent of this contract that the Planning phase services be completed within
approximately ISO calendar days of Notice to Proceed in order to expedite the implementation of
the Program.
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Commission Memorandum
Glatting, Jackson, et al.
May 16, 2001
Page 4
Design Phase: The purpose of this Task is to prepare contract documents for the Project. Included
in this Task is the requirement that the CONSULTANT perform a variety offorensic tasks to verify,
to the extent practicable, existing conditions and the accuracy of base maps to be used for
development of the contract drawings. Detailed quality requirements for the preparation of
drawings, specifications and front-end documents are specified in the Agreement. In addition,
requirements with regard to constructability and value engineering reviews are also specified to
occur during this Task. As a part of its design services, the CONSULTANT is also required to
prepare opinions of total probable cost and conduct reviews of its contract documents with
jurisdictional permitting agencies prior to finalization.
Biddin~ and Award: The purpose of this Task is to assist CITY in bidding and award of the
contract. PROGRAM MANAGER shall transmit contract documents prepared by the
CONSULTANT to the CITY's Risk Management and Procurement Departments for verification of
appropriate insurance and bonding capacity requirements for each Project prior to bid. Various
departments within CITY (Risk Management, Procurement and the City Attorney's Office) have
nontechnical review responsibility for the Construction Contract Documents. CONSULTANT shall
assist PROGRAM MANAGER in this process by providing three copies of Construction Contract
Documents, participating in meetings, submissions, resubmissions and discussions with these
departments. CONSULTANT shall respond to CITY comments within ten calendar days of receipt
of comments unless a different time schedule is agreed to by PROGRAM MANAGER
Construction Administration Services: The purpose of this Task is to perform office
administration activities related to the construction of the Project(s). These tasks shall be performed
during the duration of all construction projects and includes; submittal reviews, responses to requests
for information, change order review and miscellaneous meeting attendance. The PROGRAM
MANAGER will provide full time field observation staff to augment the CONSULTANT's
construction administration effort.
Additional Services: No additional services are envisioned at this time. However, if such services
are required during the performance of the Work, they shall be requested by CITY and negotiated
in accordance with contract requirements. Note that a separate Notice to Proceed is required prior
to performance of any Work not expressly required by this scope of services. If CONSULTANT,
proceeds with out of scope Work without proper authorization, it does so at its own risk.
Reimbursables: The CONSULTANT will be reimbursed for the following costs:
. Usual and customary rate for reproduction of reports, special graphics, contract
documents and miscellaneous items, as may be requested by CITY
. Mileage at the United States Internal Revenue Service established rate for travel and
subsistence,
. Topographic surveying of proposed corridors,
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Commission Memorandum
G/atting, Jackson, et a/.
May 16, 2001
Page 5
. A preliminary field exploration program to identify typical geotechnical conditions
along the proposed pipeline corridor(s) andlor to ascertain the sub surface conditions
with respect to its drainage design
CONTRACT FORMAT:
The contract is structured in a Not-to-Exceed format and a separate Notice to Proceed will be
required prior to commencement of each of the noted Task Phases. Contract negotiations/scoping
sessions were held with the recommended firm on April 13, April 20 and April 26, 2001. Estimated
fees were based upon a man-hour projection per task/sub-task and an hourly billing rate. Total fees
were compared against the CITY's "soft-cost" goal of 8.5% of the project's probable construction
cost to establish concurrence as well as a cost per sheet cost basis. The cost per sheet cost basis
relates to those costs required to develop the Construction Contract Documents and range between
$2,500 to $4,500 per drawing, dependent upon the project complexity. The cost per sheet cost basis
includes surveying, geotechnical investigations, professional services during design development
and reproduction expenses. The following table illustrates the salient points and the result of the
negotiation with Glatting Jackson Kercher Anglin Lopez Rinehart, for the provision of Planning,
Design, Permitting, Bid/Award and Construction Administration for the West AvenuelBay Road
Neighborhood Projects:
WEST A VENUEIBAY ROAD NEIGHBORHOOD
SERVICE ORIGINAL FINAL NOTES
COMPONENT SUBMISSION NEGOTIATED FEE
Basic Services: $266,033 $192,526
Planning, (9.8% of probable (7.1% of probable
Design, construction cost) construction cost)
Permitting,
Bid/Award
Construction,
Administration
Reimbursable expenses $42,418 $38,918 1
Subtotal - 1 $308,45 I $231,444 2
TOTAL $231,444 (8.5% of probable
construction cost)
Estimated Drawings 70
Design Effort $149,578 3
Cost per Sheet $2,137
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Commission Memorandum
Glatting, Jackson, et al.
May 16, 2001
Page 6
Notes:
1.
The reimbursable expense amount is a "not to exceed sum" and it includes: boundary and
topographic survey, geotechnical tests, reproduction, and miscellaneous expenses.
Consultant must receive a separate Notice to Proceed. Expenses will be reimbursed at actual
cost.
2.
The Project Budget is $3,184,839. The estimated construction cost is $2,718,012.
3.
Total design effort includes Phase 2 Design Services and expenses for reproduction,
surveying and geotechnical evaluation.
The City retained the services of Pappas & Associates to assist in fee negotiations. The overall fee
was reduced during negotiations for the West Avenue / Bay Road Neighborhood by $77,007 or 2.8%
of probable construction cost.
Note that the proposed fee represents the total Not-to-Exceed amount for the duration of the entire
Project. Authorization during the first Notice to Proceed is proposed for the Planning and Design
Phase portions of the Projects only (including all reimbursables), as noted in the attached fee
schedule tabulation for each Project. In addition, the noted fee results in total "soft-cost" for the
Program which consist of a 8.5 percent fee for the AlE Consultant, an 8 percent fee for Program
Management and a 1.5 percent fee for City Program Administration, totaling 18.0 percent. This
amount is within the original budget of 18 percent.
The Administration recommends the adoption of the attached Resolution.
JMG:~PDW:lf
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