HomeMy WebLinkAboutR-86-002586--27
RESOLUTION NO. 86`25
A RESOLUTION APPROVING A NEGOTIATED
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF MIAMI AND IIIAZ-SECKINGER &
ASSOCIATES, INC. FOR RIGHT OF WAY
CONDITION SURVEY AND AN ANNUAL STREET
MAINTENANCE WORK PROGRAM AND BUDGET FOR
THE CITY; AND AUTHORIZING THE CITY
MANAGER TO EXECUTE A CONTRACT IN
SUBSTANTIALLY THE FORM ATTACHED HERETO
ON BEHALF OF THE CITY WITH FUNDS
THEREFOR ALLOCATED FROM THE LOCAL OPTION
GAS TAX FUNDS ACCOUNT.
WHEREAS,
at the City
Commission passed
and adopted Resolution
No. 85-268
on March 21,
1985, authorizing
the City Manager to
negotiate a
professional
services contract
on behalf of the City
of Miami with Diaz-Seckinger & Associates, Inc. for a right of way
condition survey and annual street maintenance work program and
budget for the City; and
WHEREAS, a professional services contract has been
successfully negotiated to the satisfaction of both parties; and
WHEREAS, the total cost of the consultant fee for services
rendered for development of the work has been set at $112,000; and
WHEREAS, funding is available for the project in the Local
Option Gas Tax Funds Account; and
WHEREAS, it is now appropriate for the City Commission to
consider the authorization of the City Manager to execute said
contract;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. The City Commission hereby approves the
negotiated contract between the City of Miami and Diaz-Seckinger &
Associates, Inc. for professional services to be rendered for A
RIGHT OF WAY CONDITION SURVEY AND AN ANNUAL STREET MAINTENANCE
WORK PROGRAM AND BUDGET for the City.
CITY COMMISSION
MEETING OF
JAN 9[1988
fi�im+ ON No. v-25
REMARKS.
Lj
Section 2. The City Manager is hereby authorized to execute
said contract in substantially the form attached hereto on behalf
of the City of Miami with funds therefor hereby allocated from
Local Option Gas Tax Funds Account.
PASSED AND ADOPTED this 9th day of JANUARY
1986.
ATTEST:
f.
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111,AI.,
CITY
CLERK
PREPARED AND APPROVED BY:
4 � �-� �-
MAYOR
ERT F. n7RK.-CHIEFEPUTY CITY ATTORNEY
APPROVED AS TO FORM AND CORRECTNESS:
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k
PROFESSIONAL SERVICES CONTRACT
This Contract entered into this day of , 1985, by and
between the City of Miani, a municipal corporation of the State of Florida,
hereinafter referred to as "CITY", and Diaz, Seckinger & Associates, Inc.,
hereinafter referred to as "CONSULTANT".
RECITAL
WHEREAS, the City Commission by resolution 84-1428 authorized a
professional services contract for "A right-of-way (R/W) condition survey and
an annual street maintenance worK program and budget for the City"; and
WHEREAS, CITY'S Ccmpetitive Selection Committee ranked the firm of Diaz,
Seckinger & Associates, Inc. as the number one firm; and
WHEREAS, the City Commission, by Resolution No. 85-268, adopted Maren
219 1985, authorized the City Manager to negotiate a professional services
4.,
contract on behalf of CITY with Diaz, Seckinger & Associates, Inc.; and
WHEREAS, funding is available for the professional services contract in
the Local Option Gas Tax Funds Account;
NOW, THEREFORE, in consideration of the mutual covenants and obligations
herein contained and subject to the terns and conditions hereinafter stated,
the parties nereto understand and agree as follows:
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DEFINITIONS AND SCOPE OF SERVICES:
A. DEFINITIONS
1. CITY - is hereby defined as The City of Miami, Florida.
2. CITY MANAGER - is hereby defined as the City Manager of the CITY.
3. PROJECT DIRECTOR - is hereby defined as the Director of CITY' S
Department of Public Works.
4. CONSULTANT - is hereby defined as Diaz, Seckinger & Associates,
Inc., 2005 Pan Am Circle, Tampa, Florida 33607.
5. PROJECT - is hereby defined as the professional services study and
report as contracted by CITY for which outside services are needed
and to wnicn CONSULTANT has been assigned.
6. WORK - is hereby defined as all the professional and technical
services to be rendered or provided by CONSULTANT for the PROJECT,
as described in SECTION II - SCOPE OF SERVICES, hereof.
7. COMPENSATION - is hereby defined as the amount of money CITY agrees
to pay and CONSULTANT agrees to accept as payment in full for all
the professional and technical services rendered pursuant to this
agreement to complete the WORK.
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B. SCOPE OF CONSULTANT SERVICES
CONSULTANT shall:
1. Provide a right-of-way (street) condition survey of all CITY
streets.
a. At least the following street condition information shall be
provided for each block:
- Type of pavement surface
- Condition of pavement including factors such as out of grade
(by category), location of roadway within right-of-way, (i.e.
off center), surface and base failure.
- Pavement observed rideability.
- Pavement width.
- Last year pavement was improved as determined by CITY staff.
- Condition of side parkways and median.
- Condition of curb and/or gutter.
- Condition of sidewalks.
- Average daily traffic for arterial and major collectors.
- Type of drainage.
- Zoned width of street as specified by CITY CODE (or 50 feet).
- Block lengths using monument distance.
b. Provide a street condition survey computer software package that
operates on CITY'S existing Burroughs B-20 system computer
hardware with complete documentation of the program including
source code, training and other necessary manuals.
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c. The street condition survey computer software package shall
allow the CITY to easily determine the following:
- All street condition information for any block of CITY street.
- A list of all CITY streets in numerical and alphabetical order
with the corresponding street condition information.
- A list of all CITY streets in order of the condition rating
with corresponding street condition information.
i
- A list of CITY streets in order of the condition rating with
corresponding street condition information for Atlas sheet
a
area.
d. Provide a street condition rating based on the sum of points
assigned to approximately ten separate categories. The street
condition rating from 0 to 100 will be camputed for each block
of street.
e. The street condition survey computer software package shall
allow the street condition information and ratings to be easily
updated by CITY with ratings automatically updated with each
revision.
f. Train CITY staff in the use and updating of the street condition
survey c®puter software.
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g. CONSULTANT will provide program support and maintenance
including correction of errors and/or malfunctions in the
software and recovery of data base information, and accept any
collect charges for telephone support services for program
related inquiries between the hours of 8:00 a.m. and 5:30 p.m.
E.S.T. or E-D.S-T., Monday through Friday excluding holidays,
for a period of one year following acceptance of the program by
CITY.
2. Provide an annual street maintenance work program and budget.
a. Develop pavement life cycle curves for specific classes of CITY
streets that indicate the most cost effective time to improve
the streets with asphaltic concrete and the recommended category
of improvement including a thickness of roadway layers.
b. Provide an annual street maintenance work program and budget
software package that operates on CITY'S existing Burroughs B-20
system computer hardware with canplete documentation of the
program including source code, training and other necessary
manuals. This software package shall be integrated with the
street condition survey software package.
c. The annual street maintenance work program and budget computer
software package shall allow CITY to determine the following:
- Street maintenance information consisting of the estimated
year any deficient block of a street should be most cost
effectively improved including resurfacing with asphaltic
concrete, the specifics of the improvement such as the
thickness of the overlay, the quantity of material needed of
asphaltic concrete in tons along with square yards of the
specific thickness and the estimated cost of the improvement.
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A list of all CITY streets in numerical and 'alphabetical order
with the corresponding street maintenance information.
A list of all CITY streets with the street maintenance
information ranked in the order of the most cost effective year
to resurface them.
A list of CITY streets with the street maintenance information
for all streets wi tni n any designated area, ranked in the order
of the most cost effective year to resurface them.
d. The annual street maintenance work program and budget computer
software package shall allow this program information to be easily
updated by CITY.
e. Train CITY staff in the use and updating of this computer software
package.
f. CONSULTANT will provide program support and maintenance including
correction of errors and/or malfunction in the software and recovery
of data base information, and accept any collect charges for
telephone support services for program related inquiries between the
hours of 8:00 a.m. and 5:30 p.m. E.S.T. or E.0.S.T. Monday through
Friday excluding holidays, for a period of one year following
acceptance of the program by CITY.
3. To initiate the project, an orientation meeting will be held where the
CONSULTANT presents in detail the proposed schedule and method of
conducting the street condition survey and preparing the annual street
maintenance program and budget. The main purpose of this meeting is to
assure that CITY is in agreement with the CONSULTANT'S approach.
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4. Begin the work within 30 days after the award of contract.
5. Complete all work associated with this project within seven (7) Months
after the award of contract. The detail work plan and schedule are
included in Appendix A.
C. SCOPE OF CITY PARTICIPATION
During the project the CITY shall:
1. Provide Advisory and Technical Panels to guide the project.
2. Assign two technicians to the survey crews. Several technicians may be
used, but only one will work with each of the crews at any time.
3. A project coordinator will be appointed to advise and provide technical
assistance throughout the project.
4. Provide copies of existing statistical and financial data, maps and
charts, last year of improvement information, roadway classification, and
any other necessary files to assist in data compilation from CITY files
and records, in their existing format, as required by CONSULTANT.
S. Provide access to the CITY S B-20 system terminals located in the
A-
Department of Public Works.
III.
COMPENSATION
A. CITY shall pay CONSULTANT, as maximum compensation for the services
required and expenses incurred pursuant to Section II hereof, One Hundred
" and Twelve Thousand Dollars ($112,000.00).
B. Such compensation shall be paid on the following basis:
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86-25
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The PROJECT DIRECTOR shall. authorize payment of Fifty Thousand
)ollars ($50,000.00) to CONSULTANT approximately ninety (90)
:alendar days after the start of WORK. This payment is contingent
jpon CONSULTANT providing sufficient documentation to the PROJECT
)IRECTOR that at least one-half of the WORK has been accomplished.
The PROJECT DIRECTOR shall authorize an additional payment of Fifty
'ive Thousand Dollars (355,000.00) to CONSULTANT after all the work
has been completed by CONSULTANT and accepted by CITY, with the
?xception of
program
support
and maintenance as specifier) in SCOPE
)F CONSULTING
SERVICES
items
lg and 2f.
The PROJECT DIRECTOR shall authorize payment of Seven Thousand
)ollars ($7,000.00) to CONSULTANT at the end of the one year time
)eriod for program support and maintenance as specified in SCOPE OF
;ONSULTING SERVICES items 1g and 2f.
shall have the right to review and audit the time records and
?d records of CONSULTANT pertaining to any payments by CITY.
IV.
COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS:
Both parties shall comply with all applicable laws, ordinances and codes of
Federal, State and local government.
V.
GENERAL CONDITIONS
A. All notices or other communications given pursuant to this Contract shall
be in writing and shall he delivered by personal service, or by
registered nail addressed to the other party at the address indicated
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herein or as the same may be changed from time to time. Such notice
shall be deemed given on the day on which personally served; or, if by
mail, on the fifth day after being posted or the date of actual receipt,
whichever is earlier.
CITY OF MIAMI
Donald W. Cather, Director
City of Miami
Department of Public Works
275 N.W. 2nd Street
Miami, Florida 33128
CONSULTANT
Diaz. Seckinger & Associates, Inc.
ATTN: Arthur Noriega, IV
2005 Pan Am, Circle
Tampa, Florida 33507
B. Title and paragraph headings are for convenient reference and are not a
part of this Contract.
C. In the event of conflict between the terms of this Contract and any terms
or conditions contained in any attached documents, the terms in this
Contract shall rule.
D. No waiver or breach of any provision of this Contract shall constitute a
waiver of any subsequent breach of the same or any other urovision
hereof, and no waiver shall be effective unless in writing.
E. Should any provisions, paragraphs, sentences, words or phrases contained
in this Contract be determined by a court of competent jurisdiction to be
invalid, illegal or otherwise unenforceable under the laws of the State
of Florida or CITY, such provisions, paragraphs, sentences, words or
phrases shall be deemed modified to the extent necessary in order to
conform with such laws, or if not modifiable to conform with such laws,
then same shall he deemed severable, and in either event, the remaining
terms and provisions of this Contract shall renain unmodified and in full
force and effect.
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86 -25
OWNERSHIP OF DOCUMENTS:
All documents, software and/or computer data developed by CONSULTANT under
this Contract shall be delivered to CITY by said CONSULTANT upon completion of the
services required pursuant to Section It hereof and shall become the property of
CITY. CITY recognizes that CONSULTANT brings to the project computer software
which has already been developed and that said software is the property of
CONSULTANT. Further, all software developed by CONSULTANT, prior to the date of
execution of this agreement will continue to remain the property of CONSULTANT.
Any such software used and/or or delivered to CITY upon completion of the services
rendered may not be transferred, copied, or distributed to any party outside CITY
without prior written consent of CONSULTANT. CONSULTANT agrees that all
documents, software and/or computer data maintained and generated pursuant to this
contractural relationship between CITY and CONSULTANT shall be subject to all
provisions of the Public Records Law, Chapter 119, Florida Statutes.
It is further understood by and between the parties that any information,
writings, maps, computer data, contract documents, reports or any other matter
whatsoever which is given by CITY to CONSULTANT pursuant to this Contract shall at
all times remain the property of CITY and shall not be used by CONSULTANT for any
other purposes whatsoever without the written consent of CITY.
VII.
NONDELEGABILITY
That the obligations undertaken by CONSULTANT pursuant to this Contract shall
not be delegated or assigned to any other person or firm unless CITY shall first
consent in writing to the performance or assignment of such service or any part
thereof by another person or firm.
Page 10 of 15
86-2'"
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YIII.
AUDIT RIGHTS
CITY reserves the right to audit the records of CONSULTANT at any time during
the performance of this Contract and for a period of one year after final payment
is made under this Contract.
IX.
AWARD OF CONTRACT
CONSULTANT warrants that is has not employed or retained any person employed
by CITY to solicit or secure this Contract and that it has not offered to pay,
paid, or agreed to pay any person employed by CITY any fee, commission percentage,
brokerage fee or gift of any kind contingent upon or resulting from the award of
this Contract.
X.
CONSTRUCTION OF CONTRACT
This Contract shall be construed and enforced according to the laws of the
State of Florida.
XI.
SUCCESSORS AND ASSIGNS
This Contract shall be binding upon parties herein, their heirs, executors,
legal representatives, successors and assigns.
XII.
INDEMNIFICATION
CONSULTANT shall indemnify and save CITY harmless from and against any and all
claims, liabilities, losses, and causes of action which may arise out of
CONSULTANT'S activities under this Contract, including all other acts or omissions
to act on the part of CONSULTANT, including any person acting for or on its
Page 11 of 15
86-25
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behalf, and, from and against any orders, judgments, or decrees which may be
entered and from and against all costs, attorney's fees, expenses and liabilities
incurred in the defense of any such claims, or in the investigation thereof.
CONFLICT OF INTEREST
CONSULTANT covenants that nor person under its employ who presently exercises
any functions or responsibilities in conjunction with this Agreement has any
personal financial interests, direct or indirect, with CITY. CONSULTANT further
covenants that, in the performance of this Agreement, no person having such
conflicting interest shall be employed. Any such interests on the part of
CONSULTANT or its employees, must be disclosed in writing to CITY.
CONSULTANT is aware of the conflict of interest laws of CITY (City of Miami
Code Chapter 2, Article V), Dade County Florida (Dade County Code Section 2-11.1)
and the State of Florida, and agrees that it will fully comply in all respects
with the terms of said laws.
XIV.
INDEPENDENT CONTRACTOR
CONSULTANT and its employees and agents shall be deemed to be independent
contractors, and not agents or employees of CITY, and shall not attain any rights
or benefits under the Civil Service or Pension Ordinances of CITY, or any rights
generally afforded classified or unclassified employees; further he/she shall not
be deemed entitled to the Florida Workers' Compensation benefits as an employee of
CITY.
0
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TERMINATION OF CONTRACT
CITY retains the right to terminate this Contract at any time prior to the
completion of the services required pursuant to Paragraph II hereof without
penalty to CITY. In that event, notice of termination of this Contract shall be
in writing to CONSULTANT, who shall be paid for those services performed prior to
the date of its receipt of the notice of termination. In no case. however_ will
CITY pay CONSULTANT an amount in excess of the total sure provided by this
Contract.
It is hereby understood by and between CITY and CONSULTANT that any payment
made in accordance with this Section to CONSULTANT shall be made only if said
CONSULTANT is not in default under the terms of this Contract. If CONSULTANT is
in default, then CITY shall in no way be obligated and shall not pay to CONSULTANT
any sum whatsoever.
XVI.
NONDISCRIMINATION
CONSULTANT
agrees
that it shall
not discriminate as
to race,
sex, color,
creed, national
origin
or handicap in
connection with its
performance
under this
Contract.
XVII.
MINORITY PROCUREMENT COMPLIANCE
CONSULTANT acknowledges that it has been furnished a copy of Ordinance No.
9775, the Minority Procurement Ordinance of CITY, and agrees to comply with all
applicable substantive and procedural provisions therein, including any amendments
thereto.
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XVIII.
CONTINGENCY CLAUSE
Funding for this Contract is contingent on the availability of funds and
continued authorization for program activities and is subject to amendment or
termination due to lack of funds, or authorization, reduction of funds, and/or
change in regulations.
XIX.
DEFAULT PROVISIONS
In the event that CONSULTANT shall fail to comply with each and every term and
condition of this Contract or fails to perform any of the terms and conditions
contained herein, then CITY, at its sole option, upon written notice to CONSULTANT
may cancel and terminate this Contract, and all payments, advances, or other
compensation paid to CONSULTANT by CITY while CONSULTANT was in default of the
provisions herein contained, shall be forthwith returned to CITY.
XX.
BANKRUPTCY
In the event of bankruptcy, insolvency or reorganization by CONSULTANT, this
contract shall be terminated at the discretion of CITY, if CONSULTANT is unable or
unwilling to fulfill all terms and conditions pursuant to this contract, and all
products of services shall be immediately turned over to CITY.
XXI.
AMENDMENTS
No amendments to this Contract shall be binding on either party unless in
writing and signed by both parties.
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XXII.
ENTIRE AGREEMENT
This instrument and its attachments constitute the sole and only Agreement of
the parties hereto relating to said Grant and correctly sets forth the rights,
duties, and obligations of each to the other as of its date. Any prior
Agreements, promises, negotiations, or representations not expressly set forth in
this Agreement are of no force or effect.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be
executed by the respective officials thereunto duly authorized, this the day and
year first above written.
ATTEST: CITY OF MIAMI, a municipal
Corporation of the State of
Florida
MATTY HIRAI
CITY CLERK
ATTEST:
WITNESSETH:
(NOTE: IF CONSULTANT is not
a Corporation, two
witnesses must sign.)
APPROVED AS TO INSURANCE
REQUIREMENTS:
DIVISION OF RISK
MANAGEMENT
CITY MANAGER
CONSULTANT:
APPROVED AS TO FORM AND
CORRECTNESS:
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CITY ATTORNEY
SG--25
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XXII.
ENTIRE AGREEMENT
This instrument and its attachments constitute the sole and only Agreement of
the parties hereto relating to said Grant and correctly sets forth the rights,
duties, and obligations of each to the other as of its date. Any prior
Agreements, promises, negotiations, or representations not expressly set forth in
this Agreement are of no force or effect.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be
executed by the respective officials thereunto duly authorized, this the day and
year first above written.
ATTEST: CITY OF MIAMI, a municipal
Corporation of the State of
Florida
CITY CLERK CITY MANAGER
ATTEST: CONSULTANT:
WITNESSETH:
CONSULTANT)(AS TO
(NOTE: IF CONSULTANT is not
a Corporation, two
witnesses must sign.)
APPROVED AS TO INSURANCE APPROVED AS TO FORM AND
REQUIREMENTS: CORRECTNESS:
MANAGEMENT CITY ATTORNEY
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ENTIRE AGREEMENT
XXII.
r
This instrument and its attachments constitute the sole and only Agreement of
the parties hereto relating to said Grant and correctly sets forth the rights,
duties, and obligations of each to the other as of its date. Any prior
Agreements, promises, negotiations, or representations not expressly set forth in
this Agreement are of no force or effect.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be
executed by the respective officials thereunto duly authorized, this the day and
year first above written.
ATTEST: CITY OF MIAMI, a municipal
Corporation of the State of
Florida
MATTY HIRAI
CITY CLERK
ATTEST:
WITNESSETH:
(NOTE: IF CONSULTANT is not
a Corporation, two
witnesses must sign.)
APPROVED AS TO INSURANCE
REQUIREMENTS:
DIVISION OF RISK
MANAGEMENT
CITY MANAGER
CONSULTANT:
APPROVED AS TO FORM AND
CORRECTNESS:
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CITY ATTORNEY
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COST ESTIMATE
RIGHT-OF-WAY CONDITION SURVEY
AND
ANNUAL STREET MAINTENANCE
WORK PROGRAM & BUDGET
PERSONAL SERVICES
DAILY
EST.
TOTAL
PROJECT TEAM MEMBERS
RATE
MAN -DAYS
LABOR
DSA PERSONNEL
Project Supervisor
$520
12
S 6,240
Pavement Engineer
480
30
14,400
Technicians
253
84
21,252
Draftsmen
136
10
1,360
Data Entry/Typist
125
47
5,625
EMS PERSONNEL
Project Supervisor
780
10
7,800
Pavement Mngt. Engineer
499
42
20,958
Mngt. Information Spec.
499
20
9,980
Data Entry/Typist
195
25
4,875
Mngt. Info. Spec.
395
10
3,950
TOTAL LABOR S 96,440
EXPENSES
Air Fares
5
trips
@
$400
each
$ 2,000
6
trips
@
$500
each
3,000
7
trips
@
$100
each
700
Perdiems
92
days
@
$ 75
per day
6,900
Project Car
72
days
@
$ 25
per day
1,800
Manuals/Printing
12
manuals
@
S 25
each
300
Miscellaneous
860
TOTAL EXPENSES S 15,560
TOTAL COST $112,000
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APPENDIX A
WORK PLAN
This work plan details a proven approach used to conduct condition surveys of
road pavement and other right-of-way features and an annual street maintenance
work program and budget. The products of the survey are used to develop the
annual maintenance work program and budget.
The work plan for conducting the condition survey is divided into the following
seven phases -- with the seventh phase being optional:
o Phase 1: Initiate Project
o Phase 2: Review and Summarize Existing Data
o Phase 3: Prepare For and Conduct Condition Survey
o Phase 4: Conduct Street Surface Program Analysis
o Phase 5: Develop Annual Street Maintenance Work Program and Budget
o Phase 6: Train Client Personnel
4 o Phase 7: Continue Condition Survey Assistance (Optional)
These seven phases will involve 31 work tasks and require 6 months for comple-
tion of phases 1-6 -- plus additional time in Phase 7 which, if selected, would
take place one year after the condition survey process has been operational.
PHASE 1 -- INITIATE PROJECT
This initial phase is intended to develop a uniform understanding of how the
condition survey will be conducted and how the results will be processed and
used. In addition, an Advisory Committee and other working relationships will
be established.
Task 1 : Conduct Project Orientation
To initiate the project, an orientation meeting will be conducted. This will
include a description for both agency officials and operational managers of the
proposed approach in performing a condition survey, how it will be performed
and used -- and the results and benefits that can be expected.
During this step, the project team will start to become familiar with the
Public Works Department, it's responsibilities and procedures, and other fac-
tors that must be considered in performing a survey responsive to the specific
needs of the City of Miami.
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End Product: This first task will result in a uniform understanding
of the need for, and results of, this project.
Task 2: Establish Committees and Working Relationships
In order to ensure an effective survey design and implementation -- one which
has creditability with all levels of management -- an Advisory Committee and a
Technical Committee will be established.
During the course of the project, the function of the Advisory Committee (made
up of selected management personnel) will be to periodically review project
progress and accomplishment and to provide the project team with guidance and
counsel. The committee members will thus develop a firsthand understanding of
the program as it develops -- and they will be in a much better position to
support the creditability of its findings and recommendations.
The Technical Committee will consist of selected field operational personnel.
Their role will be to work with the project team in developing procedures and
recommendations which are practical with respect to the characteristics in the
City of Miami.
In addition to these two committees, a project coordinator from the City will
be required and will work as part of the project team in completing this work
plan.
If the condition survey is to be a viable tool for the City to use in future
years, it is essential that City personnel be trained and become familiar with
the survey procedures. To make certain this occurs, we will supplement our two
survey crews with two City technicians (one on each crew). These technicians
should be the individuals the City expects to annually update the condition
survey.
End Product: An appointed Advisory and Technical Committee, a project
coordinator and two technicians to work with the project team to ensure
creditability and continued operation.
Task 3: Evaluate Existing Computer Hardware
Based on conversations with City data processing personnel and Burrough's
representatives, we believe that the existing Burrough's B-25 is capable of
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handling our condition survey software with only minor modifications (less than
one week effort). During this task, we will evaluate the existing hardware and
determine and make the required modifications.
End Product: A condition survey software package which operates on
existing City computer hardware.
PHASE 2 -- REVIEW AND SUMMARIZE EXISTING DATA
A large portion of the data required to complete a comprehensive condition
survey already exists in the City of Miami. Based on preliminary
investigations, useful information currently exists on the City's Street
Classification Data Sheet, various atlas sheets and average daily traffic
counts maintained by Dade County. During this phase, these and other sources
of information will be reviewed, verified and the appropriate data summarized
and entered.
Task 4: Identify Existing Data
Based on interviews with appropriate officials and managers, the project team
will identify all existing data which may be of use in conducting the condition
survey. Based on previous discussions, data currently exists on the City's
Street Classification Data Sheets, the atlas sheets, and County maintained
traffic counts.
End Product: A list identifying all existing sources of information
related to the condition survey.
Task 5: Review and Verify Existing Data
The data identified in Task 4 will be reviewed and where appropriate verified
for accuracy. The types of information which will be collected will include
such items as road limits, widths, lengths, number of lanes, traffic counts,
type of pavement, year of last improvement, etc.
End Product: A list of all usable information related to conducting
the condition survey.
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Task 5: Define Segment Limits
The basic unit of analysis is frequently referred to as a roadway segment.
Typically, in conducting condition surveys, roadways are divided into homo-
genous segments based on geometrics, structural section, past improvement/
history, pavement condition and traffic characteristics.
Based on the data gathered in Task 5, the project team will define the segment
limits to be used in the condition survey.
End Product: The City road network divided into relatively homogenous
segments.
Task 7: Summarize, Code and Enter Data
All the data identified in the above tasks which is useful to the condition
survey will be summarized, coded and entered into the computer software
package.
End Product: All pertinent existing data inputed into the condition
survey software package.
Task 8: Conduct Committee Meetings
Both an Advisory and Technical Committee meeting will be conducted to review
the project' s progress, approve the existing information being used -- as well
as the data to be collected. In addition, discussions will be held with the
technical committee to determine appropriate improvement options to be consi-
dered for use in the City of Miami.
End Product: An understanding and agreement as to the data being
used in t e condition survey and what overlay improvement should
be considered.
PHASE 3 -- PREPARE FOR AND CONDUCT CONDITION SURVEY
During this phase, the project team will prepare for and conduct the condition
survey. This will involve developing survey procedures, preparing survey forms
and routes, training survey crews, and conducting, recording and verifying sur-
vey results.
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Task 9: Develop Survey Procedures
Based on the data requirements established in Phase 2, the project team will
develop survey procedures which will be used to effectively collect the data to
satisfy those requirements. These procedures will primarily be used to-
0 confirm the previously collected geometric data;
o collect data concerning the condition of the street surfaces -• such data
will include those items illustrated in Figure A-1; and
o collect data concerning condition and maintenance deficiency of right-of-
way features -- such as sidewalks, curb and gutters, parkways, medians,
and drainage and landscape areas.
In addition, the project team will develop and precode, to the extent possible,
survey forms -- as well as laying out survey routes which will optimize the
crews available time.
End Product: Established survey procedures, routes and precoded sur-
vey forms.
Task 10: Train Survey Crews
Two (2-man) crews will be established. Each will consist of one man from the
Consultant staff and one man from the City staff. The two technicians from the
City should be the ones which will have the annual responsibility for conduct-
ing this survey. Only through their active participation during this phase,
can they completely learn the processes involved.
The project engineers will conduct both classroom and field training for these
crews. The training will demonstrate proper survey techniques and recording
procedures.
End Product: Two crews thoroughly trained and prepared to conduct
the condition survey.
Task 11: Conduct and Document Condition Survey
Once trained, the two survey crews will begin conducting the condition assess-
ment over the City's reported 662 street miles. As indicated earlier, they
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will be recording not only the condition of the street surfaces -- but any
maintenance deficiency observed within the City's right-of-way.
Based on previously conducted surveys of his type, the cews should average
between 7 and 10 lane miles per day. This means that the initial survey should
be completed in approximately two months.
End Product: Completed condition survey forms covering the City's
met miles.
Task 12: Verify Survey Results
During the two month period the survey is being conducted, the project engi-
neers along with the City's project Coordinator, will periodically verify the
accuracy of the data deing collected by the survey crews. Any discrepancies
found will be corrected, and if required, followup training provided to the
survey crews.
End Product: A verification process to ensure the reliability and
accuracy ot the condition data being collected.
PHASE 4 -- CONDUCT STREET SURFACE PROGRAM ANALYSIS
During this phase, the computerized data base will be developed and the infor-
mation generated will be used to determine roadway deficiencies.
Task 13: Develop Unit Cost Data for Improvement Options
Based on the improvement options selected by the Technical Committee in Task 8
(i.e. overlay, etc.), unit cost data for each option must be developed. Based
on the guidance provided by the project engineers, the City coordinator will be
responsible for developing this information.
End Product: Estimates of unit costs for each of the potential
mprovement options.
Task 14: Customize Data Base Design
Based on the procedures and data requirements established in the previous
phases, the Consultant's existing software will be customized to accomodate
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these procedures and requirements. All routines for determining the street r/w
condition rating, improvement determination and prioritization will be in-
cluded.
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3
End Product: A data base specifically tailored to the requirements
a of the CiFy of Miami for storing and retrieving roadway inventory,
pavement condition, structural and historical data.
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Task 15: Perform Data Entry
The data collected during the condition survey will be entered by experei nced
data entry personnel and verification sample conducted by companies output with
actual field data notes.
End Product: All data collected entered into data base.
Task 16: Develop Pavement Condition Rating
Using the customized data base system developed in Task 14, the condition sur-
vey information will be evaluated to determine the relative condition of each
roadway segment. A rating of 0 to 100 will be computed for each segment --
with 100 being a roadway with no observed defects and a zero being the worst
possible evlauation.
Based on this evauation, a report will be generated listing the roadway seg-
ments in descending order -- worst first. This report will be used to quantify
the condition of the City's street surfaces.
In addition, a listing will be generated indicating deficiencies for sidewalk,
curb/gutter, and medians.
End Product: A descending list quantifying the condition of all
roadway segments.
Task 17: Development Condition Reporting
In addition to listing by condition of all roadway segments in Task 16, listing
of roadways by: 1) alphabetical order by street number with corresponding
street condition information; Z) atlas sheet number order with corresponding
street condition information; and 3) individual block with corresponding street
information will be made available.
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End Product: A listing by alphabetical street name, atlas sheet of
inaividua block order quantifying the condition of all roadway seg-
ments.
PHASE 5 -- DEVELOP WORK PROGRAM AND BUDGET
This phase will develop pavement life cycle curves and determine workload and
budget estimates for the identified defficiencies in Phase 4. Priorities will
be determined for each identified improvement and all will be ranked using cost
benefit analysis.
Task 18: Develop Pavement Life Cycle Curves
Using the condition data from Phase 4, curves will be identified for specific
roadway classes (i.e. surface composition and traffic shall determine classes).
The curves will indicate when timing of improvements such as overlays should be
undertaken and with what strategies (i.e., overlay thickness). These curves
will be compiled and submitted to committees for their review.
End Product: Pavement life cycle curves for various roadway classes
shall be developed.
Task 19: Produce Initial List of Recommended Improvements
Based on previously entered criteria concerning improvement options and life
cycle curves, an initial list of recommended improvement strategies is produced
for each roadway section. In addition, the overall impact of these strategies
is summarized.
End Product: An initial list of recommended improvement strategies
or each roadway segment.
Task 20: Produce List of Recommended Minor Improvements
Based on deficiencies identified in Task 16, estimates of sidewalk, curb and
gutter, median improvements will be made. A Listing by Atlas sheet will be
produced.
End Product: An initial list of recommended minor improvements for
each roadway segment.
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Task 21: Conduct Field Verification and Finalize Recommended List
Based oh the list of recommended improvements in Tasks 19 and 20, the project
engineers will perform field verification to ensure field conditions warrant
recommended improvements. Once complete and modifications made (if any), the
project team will prepare a final list of recommended improvements.
End Product: Final listing of recommended improvement strategies.
Task 22: Perform Cost/Benefit Analysis
The improvements identified in Task 21 will be analyzed using a cost -benefit
approach. The selection and timing of improvements are very improtant as
depicted in Figure A-2.
As shown in the figure, there is great advantage in choosing the timing of the
improvement. To further substantiate this, studies in the state of Utah, for
example, have show greater than 250% increase in the cost of asphalt overlays
if work is not properly timed.
Based on the unit cost data and the estimated benefits derived from the road
users, a cost -benefit analysis will be performed for each recommended improve-
ment strategy. The result of this analysis will allow the City to select those
recommended improvements which will have the largest return for•their invest-
ment.
The results of this analysis will be documented in a priority report which will
allow public works managers to quantify and rank an improvement's impact to the
road users.
End Product: A report documenting the cost -benefits associated with
per orming each recommended improvement strategy -- by roadway seg-
ment.
Task 23: Develop Six Year Work Plan and Budget
After considering the cost -benefit analysis, the feasibility of grouping adja-
cent projects and other logical and practical considerations, the final
improvement strategies for a six year program will be determined. These will
be determined by the project team in conjunction with the City staff. Once
determined, the data base will be updated accordingly.
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The priority report option will then be executed to produce a listing of pro-
jects in order of need and benefit to the City. This report will be used as a
annual plan of work. Also, an accumulated dollar amount will be produced to
allow the City to determine at what point the available budget will be exceed-
ed.
End Product: An annual plan of maintenance/rehabilitation projects
in priority order which are the most cost-effective for the City to
perform.
Task 24: Present Findings to Advisory Committee
The project team will present the annual improvement plan to the committee --
and will describe in detail the process used in developing the plan. The
explanations will cover the condition assessment, the selection of improvement
strategies, and the prioritization of recommended improvements -- as well as
the reports used in these areas.
End Product: Uniform understanding by the members of the Advisory
Committee of the entire process and accompanying reports.
PHASE 6 -- TRAIN CLIENT PERSONNEL
This phase involves documenting the condition survey process -- and training
City staff in all aspects of its operations.
Task 25: Develop Operations Manual
The project team will produce an Operations Manual for use by the City staff.
This manual will document data collection procedures, data base use -- includ-
ing updates and report generation, system logic, work flow, and report inter-
pretation.
End Product: Seven copies of the Operations Manual.
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Task 26: Perform System Training
The supporting software is designed to be "user friendly" -- and the updating,
retrieving and modifying the data file can be accomplished easily. During this
task, the project coordinator and other City users will be trained in all data
manipulation using systems menu driven procedures. The main menu would be
similar to the format illustrated in Figure A-3 on the following page.
End Product: City staff trained in system operation -- and capable
of retrieving and updating data.
Task 27:_ Assist in Report Reading Interpretation
The reports generated from the system will be reviewed with the project coordi-
nator and other City staff to ensure their understanding of the report logic,
data elements and format. All reports will be analyzed in order to demonstrate
the significance and interrelationship of each. The "how-to" mechanics of
generating the reports using the automated system will be demonstrated.
End Product: City staff's complete understanding of the system's
reports, their meaning and how they are generated.
PHASE 7 -- CONTINUE CONDITION SURVEY ASSISTANCE (OPTIONAL)
The final phase is optional. If the City wants this phase, members of the pro-
ject team would return approximately one year after the initial condition sur-
vey was completed. During this visit, the following tasks would be completed.
o Task 28: Review Annual Condition Survey Results
o Task 29: Enhance the Data Base
o Task 30: Assist in Updating the Annual Improvement Plan
o Task 31: Provide Follow -Up Training
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CORPORATE RESOLUTION
WHEREAS DSA GROUP, INC.
desires to enter into an agreement with the City of Miami; and
WHEREAS, the Board of Directors at a duly held corporate
meeting has considered the matter in accordance with the By -Laws
t
of the corporation;
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS that
t
the president and secretary are hereby authorized and instructed
k
to enter into a contract in the name and on behalf of this
corporation with the City of Miami upon the terms contained in
the proposed contract to which this resolution is attached, and
execute the associated performance bond.
DATED this 14th day of November , 1985 .
SECRETARY
(TO BE USED ONLY IF BIDDER IS A CORPORATION)
86 5
A, \
CITY OF MIAMI, FLORIOA
INTER? -OFFICE MEMORANDUM
TO. Honorable Mayor and Members
of the City Commission
FROM:
Cesar H. Odi o
n City Manager
DATE:
SUBJECT:
REFERENCES:
JAN 21986 PIU:
ENCLOSURES:
31
Resolution Approving
Professional Services Contract
for R/W Condition Survey and
Annual Street Maintenance Work
Program and Budget
(For Commission Meeting
of January 9, 1986)
It is recommended that a resolution be adopted
approving a Professional Services Contract for
A RIGHT OF WAY CONDITION SURVEY AND AN ANNUAL
STREET MAINTENANCE WORK PROGRAM AND BUDGET for
the City; and authorizing the City Manager to
execute a contract in substantially the form
attached hereto with Diaz-Secki nger &
Associates, Inc. on behalf of the City.
Resolution No. 85-268 adopted on March 21, 1985, approved the rank
order of qualified firms by the Competitive Selection Committee and
authorized the City Manager to negotiate a professional services
contract with Diaz-Seckinger & Associates, Inc. A professional
services contract has been successfully negotiated to the
satisfaction of both parties. It is now in order to present this
contract to the City Commission for final approval and execution by
the City Manager.
The negotiated fee for this professional services contract is
$112,000. Funds for the project are available in the Local Option
Gas Tax Funds Account.
D'A DWC:DCB:gc
Resolution and Contract Attached
SG-2v
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J-85-243 !�
RESOLUTION NO.
A RESOLUTION APPROVING THE SELECTION BY THE
COMPETITIVE SELECTION COMMITTEE OF THE MOST
QUALIFIED FIRMS, BY RAND: ORDER, TO PROVIDE A l
PROFESSIONAL SERVICES CONTRACT TO CONDUCT A
RIGHT-OF-WAY (STREET) CONDITION SURVEY AND
DEVELOP AN ANNUAL MAINTENANCE WORK PROGRAM &
BUDGET FOR THE CITY; AUTHORIZING THE CITY
MANAGER TO NEGOTIATE A PROFESSIONAL SERVICE
CONTRACT WITH THE RANK ORDERED FIRMS; AND
DIRECTING THE CITY MANAGER TO PRESENT A
NEGOTIATED CONTRACT TO THE CITY COMMISSION
FOR APPROVAL.
WHEREAS, the City Commission passed and adopted
resolution number 84-1428 on December 13, 1984, authorizing a
Professional Services contract for an engineering consulting firm
to conduct a Right of Way (Street) Condition Survey and an Annual
Street Maintenance Work Program and budget for the City; and
WHEREAS, the professional services contract for the
project should be designated as a Category B Project; and
WHEREAS, the Certification Committee appointed by the
City Commission has certified that the consultant firms
submitting Letters of Interest were qualified; and
WHEREAS, the Competitive Selection Committee appointed
by the City Manager and chaired by the Director of Public Works,
has established the rank order of the consultant firms that
submitted Proposals; and
WHEREAS, City Commission approval of the rank order of
qualified consulting firms is required; and
WHEREAS, City Commission authorization is needed for
the City Manager to enter into negotiations with the consulting
firms according to the approved rank order an pursuant to Section
18.52.3(g) of the Miami Code; and
WHEREAS, funding is available in Public Works
Operations Budget from the Local Option Gas Tax Funds Account;
CITY CCo?dlv t I�� O
I� 444 . is G OF'
S ,,
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I
SG--25 ; :....:
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NOWt THEREFORE, BE I; RESOLVED BY THE CONN-ISSIO1,4 OF THE
CITY OF MIAMI, FLORIDA:
Section 1. The City Commission hereby approves, the
selection by the Competitive Selection Committee of the following
firms in the rank order listed as the most qualified to proviae a
professional services contract to CONDUCT A RIGHT-OF-WAY (STREET)
CONDITION SURVEY AND DEVELOP AN ANNUAL MAINTENANCE WORK PROGRAM: &
BUDGET:
1. Diaz-Seckinger & Associates, Inc.
2. Roy Jorgensen Associates, Inc.
3. Pavement Resources Managers, Inc.
Section 2. The City Commission hereby authorizes the City
Manager to negotiate a professional service contract on behalf of
the City of Miami with Diaz-Seckinger & Associates, Inc. to
CONDUCT A RIGHT-OF-WAY (STREET) CONDITION SURVEY DEVELOP AN
ANNUAL MAINTENANCE WORK PROGRAM & BUDGET.
In the event that the City manager cannot negotiate a
contract which, in his opinion, is fair, competitive and
reasonable, with the first of the rank ordered firms, then he is
hereby authorized to terminate such negotiations and to proceed
to negotiate with the remaining firms in the rank order listed
until a fair, competitive and reasonable agreement has been
reached with a firm.
Section 3. The City Manager is directed to present to
the City Commission for its approval the negotiated contract
prior to execution. This presentation should be at the earliest
scheduled meeting of the city Commission that immediately follows
the negotiation of the contract.
PASSED AND ADOPTED this 21st day of March ,
1985.
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Maurice A. Ferre
MAURICE A. FERRE
M A Y 0 R
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R ;-?1Z F.
ATTEST:
4A�
RALPA G. NGIE, CITY CL�
PREPARED AND APPROVED BY:
�-Au
R On B`E 4CL;RK
ASSISTANT CITY ATTORNEY
-3-
APPROVED AS TQ FORM
CORRECTNE
LUCIA A. DOUGH RTY
TH
CITY ATTORNE
I
SG-25