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2001-24389 RESO RESOLUTION NO. 2001-24389 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 REYNOLDS, SMITH AND HILLS, INC., PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) 7-00/01, TO PROVIDE PROFESSIONAL SERVICES FOR THE NAUTILUS NEIGHBORHOOD STREETSCAPE AND UTILITY IMPROVEMENT PROJECT FOR URBAN DESIGN, LANDSCAPE ARCHITECTURE AND ENGINEERING SERVICES FOR THE PLANNING, DESIGN, PREPARATION OF CONSTRUCTION DOCUMENTS, ASSIST ANCE WITH BIDDING, AND CONSTRUCTION ADMINISTRATION, FOR A FEE NOT TO EXCEED $744,071; AND APPROPRIATING $354,078 FROM THE SERIES 2000 GENERAL OBLIGATION BOND FUND, $175,650 FROM THE SERIES 2000 WATER AND SEWER REVENUE BOND FUND, AND $214,343 FROM THE SERIES 2000 STORMW ATER REVENUE BOND FUND, FOR SAID PROJECT. WHEREAS, the City has issued General Obligation (G.O.) Bonds, Stormwater Revenue Bonds and Water and Sewer 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, on November 29, 2000, the Mayor and City Commission adopted Resolution No. 2000-24173 approving the issuance of a Request For Qualifications (RFQ) No.7-00/01 for architectural and engineering firms to provide professional services for the planning, design, permitting, bid/award, and construction administration, for improvements to the NAUTILUS Neighborhood; and WHEREAS, 9 firms submitted proposals in response there to; and WHEREAS, an Evaluation Committee, appointed by the City Manager to review the proposals, met and reviewed the qualifications of the firms submitting proposals; and WHEREAS, Reynolds, Smith and Hills, Inc., 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 Reynolds, Smith and Hills, Inc., 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 Reynolds, Smith and Hills, Inc., in the amount of $744,071 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 NAUTILUS 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 Reynolds, Smith and Hills, Inc., pursuant to Request for Qualifications No. 7-00/01 to provide Professional Services for the NAUTILUS Neighborhood Streetscape and utility improvement 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 $744,071; and appropriating $354,078 from the Series 2000 General Obligation Bond Fund, $175,650 from the Series 2000 Water and Sewer Revenue Bond Fund, and $214,343 from the Series 2000 Stormwater Revenue Bond Fund for said project. PASSED AND ADOPTED this 16th day of 1tc/iJ MAYOR ATTEST: J&LU~ f ~~ CITY CLERK APPROVED AS TO FOAM & LANGUAGE a FOR EXECUTION Jl J. Jufl.J/~ .C::1f1;t I ~' ~ T:\AGENDA \200 lIMA Yl601 IREGULARIRSHRESO. WPD CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 http:\\ci.miami-beach.f1.us ~. TO: FROM: SUBJECT: COMMISSION MEMORANDUM NO. ~ r1-D( Mayor Neisen O. Kasdin and Members of the City Commission Jorge M. Gonzalez ,,~ City Manager J DATE: May 16, 2001 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 REYNOLDS, SMITH AND HILLS, INC., PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) 7-00/01, TO PROVIDE PROFESSIONAL SERVICES FOR THE NAUTILUS NEIGHBORHOOD STREETSCAPE AND UTILITY IMPROVEMENT PROJECT - URBAN DESIGN, LANDSCAPE ARCHITECTURE AND ENGINEERING SERVICES FOR THE PLANNING, DESIGN, PREPARATION OF CONSTRUCTION DOCUMENTS, ASSIST ANCE WITH BIDDING, AND CONSTRUCTION ADMINISTRATION FOR A FEE NOT TO EXCEED $744,071; AND APPROPRIATING FOR THE NAUTILUS NEIGHBORHOOD STREETSCAPES PROJECT: $354,078 FROM THE SERIES 2000 GENERAL OBLIGATION BOND FUND, $175,650 FROM THE SERIES 2000 WATER AND SEWER REVENUE BOND FUND AND $214,343 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 $57.5 M $54.3 M Not to Exceed Neighborhood G.O. Bond SfW Bond W&S Bond Fee Series 2000 Series 2000 Series 2000 Nautilus $354,078 $214,343 $175,650 $744,071 AGENDA ITEM fJ..l W 5' -{lo-o ~ DATE T:\AGENDA \20011MA Y1601IREGULARIRSHCM.WPD Commission Memorandum RSHCM 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 Urban Design, Landscape and Engineering services to develop design and construction documents for the Nautilus Neighborhood. The 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. Firms made oral presentations to the Evaluation Committee, the Committee evaluated and ranked the firms based on the criteria identified in the RFQ. Reynolds, Smith and Hills, Inc., was selected 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 Resolution No. 2001-2477 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 ofthe recent Water and Sewer 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 totalo/thirteen neighborhoods within the overall Program scope. This Commission Memorandum addresses the Nautilus neighborhood. T:\AGENDA\2001 \MA YI601IREGULARIRSHCM.WPD Commission Memorandum RSHCM May 16, 2001 Page 3 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 each neighborhood: Nautilus The purpose of the Nautilus Neighborhood Improvements is to provide for the restoration and enhancement of the neighborhood's streets to meet the needs of the community. This project will coordinate streetscape work with restoration and enhancement of the neighborhood's potable water, sanitary water, and storm drainage infrastructure. The Nautilus Neighborhood includes all of the area from Surprise Lake, south to the south end of the 41 st Street right-of-way, and from Biscayne Bay east to the Indian Creek waterway. The area is generally comprised of single-family residential streets with some pockets of multi-family uses. Major institutional uses include Mount Sinai Medical Center, Miami Heart Hospital, Nautilus Middle School, and North Beach Elementary School. Arthur Godfrey Road (41st Street), a State roadway, is a major commercial corridor to the southern border of the neighborhood. Alton Road is a state minor arterial on the west side, and Pine Tree Drive is a County collector road along the east side of the neighborhood. The project design team will be responsible for coordinating with Miami-Dade County Public Works Department, the Florida Department of Transportation, Miami-Dade County School Board and others as deemed necessary with respect to the design of improvements. Other pertinent projects are underway that the CONSULTANT must coordinate with, include: 42nd Street Streetscape, and Alton Road Enhancements. The CITY has held community workshop meetings with residents / business owners of the Nautilus community to determine their needs. The scope of work includes the following: . Enhanced landscaping / imgation and street lighting consistent with community preferences . Repair, extension or widening of sidewalks to comply with ADA - Title III . Evaluation of existing water, wastewater and stormwater infrastructure . Repair and/or rehabilitation of galvanized water mains . Street resurfacing / pavement markings . Street lighting upgrades and enhanced landscaping . Improved stormwater drainage collection and disposal infrastructure T:\AGENDA \2001 \MA Yl60 1 IREGULARIRSHCM.WPD Commission Memorandum RSHCM May 16, 2001 Page 4 Total construction costs budgeted for this neighborhood approximate $9,360,750. The total construction costs associated with the neighborhood are funded from the General Obligation, Water and Sewer 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 location of water main replacement and limits of the work. The scope of services for the neighborhood projects are each split into six (6) 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 tasks follows: Planning 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 150 calendar days of Notice to Proceed in order to expedite the implementation of the Program. Desilm 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 of forensic 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. Bidding 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. T:\AGENDA\200 lIMA Y 160 lIREGULARIRSHCM.WPD Commission Memorandum RSHCM May 16, 2001 Page 5 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, 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, . A preliminary field exploration program to identify typical geotechnical conditions along the proposed pipeline corridor(s) and/or 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 10, April 20, April 26, and April 30, 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 estimated 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 Reynolds, Smith and Hills, Inc., for the provision of Planning, Design, Permitting, Bid/Award and Construction Administration for the Nautilus Neighborhood Project: T:\AGENDA\2001 \MA Yl60 I IREGULARIRSHCM. WPD Commission Memorandum RSHCM May 16, 2001 Page 6 NAUTILUS NEIGHBORHOOD SERVICE ORIGINAL FINAL NOTES COMPONENT SUBMISSION NEGOTIATED FEE Basic Services: $794,339 $ 604,852 Planning, (8.5% of probable (6.5% of probable Design, construction cost) construction cost) Permitting, Bid/Award Construction, Administration Reimbursable expenses $119,656 $139,219 I Subtotal - I $913,995 $744,071 2 TOTAL $744,071 (7.9% of probable construction cost) Estimated Drawings 174 Design Effort $520,280 3 Cost per Sheet $2,990 Notes: I. The reimbursable expense amount is a "not to exceed sum". It includes: boundary and topographic survey, geotechnical tests, reproduction, and miscellaneous expenses. Consultant must submit proposals to the City for approval before services are rendered for items such as surveys and geotechnical testing. Expenses will be reimbursed at actual cost. 2. The Project Budget is $11,202,999. The estimated construction cost is $9,360,750. 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 Nautilus Neighborhood by $169,924 or 1.8% 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 Project only (including all reimbursables), as noted in the attached fee schedule tabulation for each Project. In addition, the noted fee is results in total "soft-cost" for the Program which consist of a 7.9 percent fee for the AlE Consultant, an 8 percent fee for Program Management and a 1.5 percent fee for City Program Administration, totaling 17.4 percent. This amount is lower than the original budget of 18 percent. The Administration recommends the adoption of the attached Resolution. JMG:~~:lf, "\ Attach~v>>