HomeMy WebLinkAboutscope of servicesEXHIBIT B
SCOPE OF SERVICES
PROGRAM MANAGEMENT SERVICES TO MANAGE CONSTRUCTION PROJECTS
PARKS AND FACILITIES
The City of Miami Beach (CITY) has developed various programs to improve the quality of Iife 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
approximately $35 million is allocated for capital parks and facilities projects. These estimated $35
million of parks and facilities projects are to be implemented over the next fifty-nine (59) months
(Program). An initial listing of anticipated Projects to be performed under the scope of this Program
Management Agreement is included as Exhibit A.
As the various parks and facilities projects progress from planning to design, construction and operation,
the requirement for oversight of design and construction activities becomes essential to Program success.
This need becomes more prevalent when considering the magnitude of the number of Projects being
undertaken, the likelihood that individual Project phases will overlap with other improvements, and the
potential impacts to the day-to-day operations of the CITY.
The Program management team shall provide the necessary administration of planning, design and
construction tasks as the Projects proceed concurrently over the course of the next six years. Program
management shall further accomplish the CITY's goals by reviewing project implementation priorities
and limiting the duplication of efforts through the grouping of Projects into specific packages. In
addition, standards shall be established to ensure that all contract documents are uniform, linked, and
integrated accordingly with other ongoing and/or future elements of the Program. All of these efforts
shall be undertaken with the primary purpose of protecting the interests of the CITY.
To this end, it is URS' (CONSULTANT) intent to maintain an office located at Suite 1000, Eastern
Financial Building, 700 South Royal Poinciana Boulevard, Miami Springs, Florida 33166. This office
shall house the baseline Program management staff including the Program Manager, Engineering / Design
Manager, Construction Manager and other key staff. In addition, the CITY shall provide office space for
up to 4 of the CONSULTANT'S staff. This office shall serve as the base of operations for the
construction observation staff. Files shall be kept for all Program correspondence, meetings and
designers. The files shall also include reproductions of original Contract Documents including addenda,
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change orders, field orders, field memos, additional drawings issued subsequent to the execution of the
construction contracts, clarifications and interpretations of the contract documents, progress reports, and
other Project related documents. It is intended that all files shall be turned over to CITY at the
completion of the Program.
Program management services shall be provided for a variety of administrative duties including, general
program management, planning phase program management, design phase program management,
construction phase program management, construction observation and miscellaneous (upon request)
support services. Each of these types of services shall be provided by the CONSULTANT working in
concert with CITY, the CITY's design consultant (AJE), and construction contractor (Contractor) staffs.
The following discussion details specific work efforts associated with" the performance of each of these
services:
TASK 1— GENERAL PROGRAM MANAGEMENT SERVICES
(All projects identified in Exhibit A shall be included in Task I Services defined below)
CONSULTANT shall coordinate the overall administration of the Program and act as the CITY's
representative throughout the Program duration to the extent addressed by this Agreement. This effort
shall include the following tasks:
Task 1.1 — Development of a Program Work Plan: CONSULTANT shall prepare a Program Work
Plan (PWP) detailing procedures and policies for the overall Program. This PWP manual shall dictate the
respective responsibilities and levels of authority for all Program team members. Organizational structure
flowcharts and team member duties shall be included to establish a working understanding regarding
reporting and communication relationships on the Program. The PWP shall also include a listing of
design and construction phase deliverables from the various A/E's and Contractors,
along with a proposed Program manager duties during the planning, design and construction phases of the
Program. CONSULTANT shall meet with CITY representatives to review and receive, comments on the
PWP prior to finalization. Once accepted by the CITY, the CONSULTANT shall update the PWP on a
quarterly basis to ensure that all lines of communications and responsibilities are kept up to date. One
copy of the PWP will be given.to designated CITY staff as well as each A/E and Contractor.
Deliverables Develop work plan for all activities.
Draft .(I 0 copies) and final (30 copies) of the Program Work Plan.
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Schedule
Meeting to review and receive comments from CITY staff.
Meeting agenda and minutes.
Draft to be completed with forty-five (45) calendar days from the receipt of
the Notice to Proceed and Final to be completed fifteen (i 5) calendar days after
receipt of all comments.
Task 1.2 — Master Program Schedule: CONSULTANT shall prepare a "rolled -up" Master Program
Schedule based on input received from the CITY, A/E firms and/or Contractors. The Master Program
Schedule shall be distributed to CITY and other appropriate parties for review. "Primavera Project
Planner, version 3.0" software shall be used as the standard scheduling software and shall be specified for
use by the selected A/E's and Contractors. CONSULTANT shall review and update the monthly Matter
Program Schedule on a monthiy basis. in addition, the Master Program Schedule shad be incorporated
into the Monthly Management Status Report as discussed in Task 1.4.
Deliverables -
Schedule
Master Program Schedule consisting of all parks and facilities
projects.
Attend meeting to receive preliminary schedules from CITY and/or A/E
consultants.
Meeting agenda and minutes.
Draft (10 copies) and final (30 copies) of the Master Program Schedule.
Draft to be completed within thirty (30) calendar days from the completion of
Task 2 and Final to be completed fifteen (15) calendar days after receipt of all
comments and updated on a monthly basis thereafter for the duration of the
Program.
Task 1.3 — Master Program Costs Model: CONSULTANT shall prepare and maintain a Master
Program Cost Model to track funding status, engineering and Program management fees, construction
costs, construction contingencies and change order status, throughout the duration of the Program. The
model shall be set up using "MS — Excel" software and be updated on a monthly basis. CONSULTANT
shall utilize the model to track and forecast expenses related to the Bond issues. It is assumed that
project -funding source data, including bond funds, interest, grants and other alternative funding sources,
will be provided by the CITY Finance Department. CONSULTANT shall review and update the cost
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model on a monthly basis with applicable representatives from the CITY. The Master Program Cost
Model shall be incorporated into the Monthly Management Status Report as discussed in Task 1.4.
Deliverables
Schedule
Master Program Cost Model consisting of all Infrastructure Improvement
projects, internal costs, etc.
Monthly meeting with City Finance Department.
Meeting agenda and minutes.
Draft (10 copies) and final (30 copies) of the Master Program Cost Model.
Draft to be completed within thirty (30) calendar days from the completion of
Task 2 and Final to be completed fifteen (15) calendar days after receipt of all
comments and updated on a monthly basis thereafter for the duration of Program.
Task 1.4 Program Management Status Reports: CONSULTANT shall generate and distribute a
monthly Program Management Status Report (PMSR) that includes updated design and construction
schedules and cost model status updates. Monthly progress schedules and reports, as provided by the
various A/E and/or Contractors (developed in accordance with the PWP) shall be used for a portion of
these reports. Schedule reporting shall reflect actual against scheduled progress while cost reporting
shall reflect current cost and projected cost information. A Program funds draw schedule shall also be
included, as developed with input from the CITY Finance Director. The PMSR shall be used to review
Program status with the City Commission and G.O. Bond Oversight Committee on a monthly basis.
CONSULTANT shall attend Commission and Oversight Committee Meetings accordingly.
CONSULTANT's anticipated level of effort includes graphical presentation support for the preparation of
graphical materials to aid in G.O. Bond Oversight Committee and City Commission meetings.
Deliverables
Program Management Status Reports describing and documenting the status
of all parks and facilities projects.
Thirty (30) copies of the Program Management Status Reports.
Attend and participate in monthly G.O. Bond Oversight Committee meetings as
appropriate,
Attend and participate in bi-weekly Commission Meetings as appropriate.
Schedule Copies to be submitted on the final Monday of the month in order to provide
seven (7) calendar days of review time to the G.O. Bond Oversight Committee.
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Task 1.5 — Document Control System: CONSULTANT shall establish and maintain an integrated
document control system to assure complete control of all engineering and construction records,
correspondence, reports, design documents, meeting notes, video tapes, and all other information received
or produced by the CONSULTANT. To ensure compatibility with CITY information management
systems, "Prolog" software shall be used for document control. In addition, all word processing shall be
performed on "MS -Word version 2000" software and spreadsheets shall be developed using "MS -Excel
version 2000" software.
TASK 2 — PLANNING PHASE PROGRAM MANAGEMENT SERVICES
Task 2.1 — Program Planning Services: Program planning analysis is required to ensure that the
Program is executed with a minimum amount of impact to the community and at minimal cost to the
CITY. Program planning establishes the road map for successful completion of the work. Under this
Task, the CONSULTANT shall work with CITY staff to:
• Prepare definitive scope of services for the various Projects.
• Develop a master schedule illustrating current known Project prioritization parameters.
• Coordinate with CITY and its consultants to identify overlapping schedules of known
projects being proposed by outside agencies including the Florida Department of
Transportation (FDOT), Miami -Dade Water and Sewer Department (MDWASD), Miami -
Dade Public Works Department (MDPWD), the Municipal Mobility Plan, Florida Power and
Light (FPL), BellSouth, Charter Communications, and others as applicable.
• Coordinate with CITY and its consultants to identify additional overlapping schedules of
known civic activities such as Convention Center functions, Art Festivals, tourist sensitive
areas, and similar activities that could be affected by the Program.
Deliverables
Utilizing the Master Program Schedule, prepare and update an Overlapping
Schedule that identifies known projects and/or activities by other agencies to
coordinate overlapping activities.
Attend monthly Utility Coordination Meetings sponsored by Sunshine One Call
of Florida,
Preparation of letters and support materials to agencies and/or entitles,
Prepare meeting agendas and minutes with all agencies and/or entities.
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Schedule
Thirty (30) copies of the Overlapping Schedule.
Upon completion of planning effort, copies of schedule shall be submitted on
the final Monday of the month in order to provide seven (7) calendar days of
review time to the G.O. Bond Oversight Committee.
Planning services shall be ongoing throughout Program duration.
Task 2.2 — Project Prioritization: Task 2.2 is not included in the CONSULTANT'S scope of services
for projects identified in Exhibit A.
Utilizing the overlapping schedule analysis, CONSULTANT shall establish a project prioritization
schedule. CONSULTANT shall evaluate and recommend to the CITY the best procurement strategies in
- an eftort to promote competition among bidders, as well as minimize disturbance to the public.
Deliverable
Schedule
Prioritize CITY Projects and develop schedule based on priority.
Recommend best procurement pathways available to the CITY. Ten (10) draft
copies and Thirty (30) copies of the Project Prioritization Schedule.
Draft copies to be submitted for review within thirty (30) calendar days after
receiving the Notice to Proceed and final within fifteen (15) calendar days after
receipt of comments.
TASK 3 — DESIGN PHASE PROGRAM MANAGEMENT SERVICES
Task 3.1 — Assist CITY with Development of Architect / Engineer (A/E) Consultant Scope of
Services: The Program is to be designed by various outside A!E consultants. The CITY is currently in
the process of issuing Requests for Qualifications for selection of these firms. Once the A/E consultants
are selected by the CITY, the CONSULTANT shall serve as the primary point of contact for the
execution of their work activities. Hence, the CONSULTANT shall attend design Project analysis
meetings in conjunction with the A/E consultant and CITY staff for the purpose of defining Project
objectives, budgets, schedule constraints and scope of' services. The CONSULTANT shall provide the
CITY with technical review as it pertains to the contract agreements and scope of services with the
selected A/E firms. CONSULTANT shall ensure that the scope of services for each A/E consultant
contains the appropriate scope items to provide a quality product that meets industry standards, including
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the preparation of cost estimates in compliance with the Association of American Cost Engineers. It is
assumed that the CITY shall make all A/E consultant selections and negotiate fees accordingly.
CONSULTANT shall transmit proposed A/E contracts to the CITY's Risk Management and Procurement
Departments and the City Attorney's Office to verify that appropriate insurance requirements for each
A/E consultant selected by the CITY are met. The CONSULTANT shall assist CITY staff with the
preparation of requisite documentation (i.e., commission memoranda and resolutions) to process selected
A/E firm contracts through the CITY Commission approval process. CITY shall provide
CONSULTANT with sample formats of approved commission• memoranda and resolutions for
CONSULTANT's use.
Deliverable
Schedule
Meeting agendas and minutes.
Review and corninelir of Request fol. Quali icaiions.
Review and comment of proposed A/E scope of services 1 and contract
agreements,
Preparation of requisite documentation to process selected A/E firm.
Ongoing throughout Program.
Task 3.2 — Design Standards Review: Task 3.2 is not included in CONSULTANT'S scope of services
relative to the projects identified in Exhibit A.
Task 3.3 — Legal Assistance: CONSULTANT shall retain the services of an attorney to provide
technical and legal assistance to CONSULTANT throughout the execution of the Program, as required at
no additional cost to the CITY.
Task 3.3.1— Front -End Document Review
CITY shall provide CONSULTANT with its current front-end contract document utilized for the
construction of municipal projects within the City of Miami Beach. CONSULTANT shall evaluate recent
suggestions and modifications made to front-end document by Hazen & Sawyer and provide beneficial
comments to the CITY. CONSULTANT shall review the front-end documents with respect to non-
compensable/excusable delay claims, compensable/excusable delay claims, liquidated damages,
calculation of Contractor indirect costs, Request for Payment procedures, bonus incentive clauses, limited
and Full Notices to Proceed, change order approval process and such other items as requested by the
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CITY. The intent of this review would be to upgrade the contract documents in an effort to minimize
areas that expose the CITY to additional risk.
Deliverables
Schedule
Prepare.meeting agendas and minutes.
Review CITY's front-end contract documents for construction of municipal
projects and provide CITY with recommendations to their contract document.
Prepare recommendation memoranda.
Submit draft memoranda and recommended contract document to CITY
Administration within one hundred twenty (120) calendar days of receipt of the
Notice to Proceed and final memoranda and contract document within fifteen
(15) calendar days of receipt of comments.
Task 3.3.2 — Front -End Document Workshop Meeting
Task 3.3.2 is not included in the CONSULTANT'S scope of services.
Task 3.3.3 — Front -End Document Programs
Task 3.3.3 is not included in the CONSULTANT'S scope of services.
Task 3.4 — Manage A/E Consultant Progress: CONSULTANT shall serve as the focal point of contact
with all of the Program A/E consultants and shall track their progress toward the successful completion of
the work. In conjunction with CITY staff, CONSULTANT shall meet monthly with each A/E consultant
to review the progress and status of its work activities. These meetings shall also serve as a primary
method for exchanging information, resolving design decisions, and reviewing design progress. It is
assumed that each A/E consultant shall be required, as a part of its contract with the CITY, to develop and
maintain a progress schedule of its activities in Primavera Project Planner, version 3.0 format or
SureTrak. Should the CONSULTANT determine that an A/E consultant has fallen behind schedule, the
A/E consultant shall be required to provide a recovery schedule that will accelerate work and get them
back on schedule. The CONSULTANT shall prepare and distribute meeting minutes to all attendees and
other appropriate parties.
Deliverables
Meeting agendas and minutes.
Review and comment on A/E design professional schedules, request and
review recovery schedules, if required.
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Prepare correspondence between the CONSULTANT, A/£ design professional
and CITY, as required.
Review and process monthly invoices from A/E design professionals.
Schedule Ongoing throughout Program.
Task 3.5 — Design Reviews: The CITY prides itself on maintaining open lines of communication with
its citizens. Hence, it is anticipated that up to eighteen (18) public meetings will be held for Projects in
the CONSULTANT's scope of services during the design phase to ensure that community input is
received and that citizens are kept informed on the content and status of the various Projects..
CONSULTANT shall attend these meetings with the respective A/E consultant and appropriate CITY
representatives, as required.
CONSULTANT shall attend meetings between A/E consultants and internal CITY departments to prepare
for these meetings. It is assumed that A/E consultants will develop all graphics, plans and renderings,
acceptable to the CITY and CONSULTANT, for review at the public meetings. CONSULTANT can
prepare graphics and other materials for such meetings as noted under Task 7. It is assumed that CITY
personnel will schedule, coordinate and conduct these meetings and prepare and issue minutes
accordingly. In addition, it is anticipated that A/E Consultants will attend Design Review Board, Historic
Preservation, Planning Board, G.O. Bond Oversight and Commission Meetings, as required.
To verify that all design review meeting comments have been incorporated and design standards have
been followed, CONSULTANT shall perform reviews of all design Project documents at the preliminary
(30 percent completion), intermediate (60 percent completion) and near final (90 percent completion)
design stages. The purpose of these reviews shall be to verify that the documents are consistent with the
design intent. The CONSULTANT shall also review AJE Consultant(s) prepared cost estimates for the
project at both the 60 and 90 percent submittal stages. CONSULTANT shall forward a copy of each
review set of contract documents to relevant CITY Departments for their review and comment.
CONSULTANT shall provide comments on the specifications, plans and other supporting materials, as
applicable. A meeting shall be held with respective A/E consultant(s) and CITY representatives to
discuss these review comments, as required. The preliminary design review shall require that each A/E
consultant perform field verifications of existing underground infrastructure conditions, as deemed
necessary by CONSULTANT.
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CONSULTANT shall ensure that A/E consultants obtain and address all relevant CITY Department,
governmental agency and community comments regarding design issues related to the projects.
Deliverables
Meeting agendas and minutes.
Review A/E furnished contract documents at the preliminary, intermediate and
near final design completion stages.
Provide comments on A/E furnished contract documents.
Coordinate and participate in meetings with the A/E design professionals to
review comments.
Schedule Ongoing throughout Program.
Task 3.Sa — Value Engineering: CONSUL I'AN F will perform analysis of projects at both the 60% and
90% design development phases with regard to the comparative value of materials and systems proposed,
and functional arrangement of buildings and site space usages. Value engineering and life cycle cost
analysis are inter -related and maybe presented as such by the CONSULTANT.
Deliverables
Meeting agendas and minutes.
Perform value engineering of A/E furnished contract documents.
Provide recommendation on A/E furnished contract documents.
Coordinate and participate in meetings with the A/E consultants to review
comments.
Provide cost analysis of recommendations.
Schedule Ongoing throughout program.
Task 3.6 — Permitting Assistance: It is assumed that the respective A/E consultants will be responsible
for preparing and submitting permit applications for their Projects, attending all resulting meetings, and
for responding to all requests for information (BFI's) from jurisdictional agencies. CONSULTANT does
not anticipate attendance at these meetings. However, the CONSULTANT shall be the responsible party
for formally transmitting and receiving permits to and from the .respective Agencies. CONSULTANT
shall track and monitor progress on the preparation and review of permits and subsequent requests for
information. In addition, the CONSULTANT shall develop and maintain a database that identifies all
permits that may be needed for all Projects. This database shall identify the specific permit(s) required
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for each Project. the timing for when the permit is needed, the individual responsible for preparing the
permit, and the current status of the permit and any related RFI's and responses.
Deliverables
Receive, log in and transmit permit applications to respective agencies.
Prepare a permit tracking database.
Receive, log in and transmit agency Requests for Information to appropriate
parties.
Ensure that agency Requests for Information are responded to in a timely
fashion.
Schedule Ongoing throughout Program.
.. Task 3.7-- Cuustructabiliry Reviews: CONSUL:I AN 1 shall perform constructability reviews of the
design documents relative to value, construction sequencing and bid format. The reviews shall be based
upon the 60 and 90 percent design submittals received from the A/E consultant(s) and shall be conducted
concurrently with the 60 and 90 percent design reviews. Meetings shall be held with respective A/E
consultants and CITY representatives to discuss review comments, as required. CONSULTANT shall
review construction cost estimates provided by the A/E consultants for their respective Projects. Review
of construction cost estimates shall be performed at the 30, 60, 90 and 100 percent design review points.
The accuracy of the A/E cost estimate associated with the 30 and 60 percent design reviews shall be
+30% to —15% Budget Level Estimates as defined by the American Association of Cost Engineers. The
accuracy of the cost estimates associated with the 90 and 100 percent reviews shall be a +15% to —5%
Definitive Level Estimate as defined by the American Association of Cost Engineers.
In addition, CONSULTANT shall assist the A/E consultants in defining schedule milestones and
construction sequencing restrictions.
Deliverables
Meeting agendas and minutes.
Perform constructability reviews of A/E furnished contract documents.
Provide comments on A/E furnished contract documents.
Coordinate and participate in meetings with the A/E consultants to review
comments.
Cost estimating services.
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Schedule Ongoing throughout Program.
Task 3.8 — Bid Services: The CONSULTANT'S scope of services relative to Bidding is limited as
follows:
CONSULTANT shall work with the CITY"s Procurement Department and other applicable staff as
required to provide general bid services including the, attendance at pre -bid conferences, and coordination.
of award recommendations from A/E consultants. CONSULTANT shall transmit contract documents
prepared by the A/E consultants to the CITY's Risk Management and Procurement Departments for
verification of appropriate insurance and bonding capacity requirements for each Project prior to bid..
CONSULTANT's anticipated level of effort does not include any allowance of CONSULTANT's time to
assist the CITY in the event of a bid protest. To the proportionate extent CONSULTANT's services are
required in the event of a bid protest due to_ a direct action or lack thereof by CONSULTANT,
CONSULTANT shall participate in such rebidding of the particular Project at no cost to CITY.
Deliverables
Attend and participate in Pre -bid conferences.
Review and distribute questions from prospective bidders to applicable A/E
consultants.
Review contract document addenda provided by A/E consultants, prior to
issuance.
Verify bids are responsible and responsive.
Prepare correspondence recommending award to CITY Administration.
Schedule Ongoing throughout Program.
TASK 4 — CONSTRUCTION PHASE PROGRAM MANAGEMENT SERVICES
The CONSULTANT shall perform the following tasks associated with office administration activities
related to the construction of the various Projects. These tasks shall be performed during the duration of
all Projects under construction. Construction phase Program management services are provided for the
intent of becoming familiar with the progress of the construction work and to verify that the work is
proceeding in general accordance with the requirements of the contract documents, Note that
construction observation services are presented under Task S.
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Task 4.1 — Construction Management Manual: Due to the extensive amount of detailed procedures
required to properly manage construction Projects, CONSULTANT shall develop a Construction
Management Manual (CMM) for the construction phase of the Program. This manual will augment the
general Program guidelines established in the PWP developed under Task 1.1 and shall provide uniform
procedures and guidelines for managing the interface between CITY staff, Contractors, A/E consultants,
field observation staff and the CONSULTANT. It is assumed that the CITY will utilize the services of
the respective A/E consultants for office engineering services (i.e. preparation of contract document
clarification, submittal review, responses to questions and clarifications, change order request reviews,
progress meeting attendance and specialty site visits, and other required supporting documentation, on an
as needed basis) during the construction period.
Deliverable Ten (10) draft copies and Thirty (30) copies of the Construction Management
Manual.
Schedule
Draft copies to be submitted for review within one hundred and eighty (180)
calendar days after receiving the Notice to Proceed and final within fifteen (15)
calendar days after receipt of comments.
Task 4.2 — Pre -Construction Conferences: CONSULTANT shall coordinate and attend pre -
construction conferences with each Contractor, A/E consultant and applicable CITY personnel. The
Contractors shall furnish preliminary schedules at this meeting. CONSULTANT shall prepare and
distribute meeting minutes to all attendees and other appropriate parties. CONSULTANT shall issue a
Limited Notice to Proceed at the Pre -Construction Conference. A final Notice to Proceed shall be issued
upon receipt of a final schedule and procurement of all applicable construction permits from the
Contractor.
Deliverables - Meeting agendas and minutes.
Attend and participate in pre -construction conferences.
Schedule Ongoing throughout Program.
Task 4.3 — Manage Construction Progress: CONSULTANT shall meet weekly with the Contractor,
A/E consultant and applicable CITY representatives on each Project. The purpose of these meetings shall
be to review the status of construction progress, shop drawing submittals and contract document
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clarifications and interpretations. !n addition, the Contractor shall furnish a two -week look ahead work
schedule to allow for proper coordination of necessary work efforts. The CONSULTANT shall conduct
periodic field visits to the Project site for the purpose of confirming the Contractor's progress.
Construction observation services are discussed under Task 5.0. These meetings shall also serve as a
forum for discussion of construction issues, potential changes / conflicts and any other applicable matters,
The CONSULTANT shall prepare and distribute meeting minutes to all attendees and other appropriate
parties.
Deliverables
Schedule
Meeting agendas and minutes.
Attend and participate in weekly progress meetings with Contractors.
Review Contractor two -week look ahead schedules.
Ongoing throughout Program.
Task 4.4 — Monthly Construction Progress Meetings: In addition to weekly meetings with the
construction Contractors, CONSULTANT shall attend monthly construction progress meetings, as
necessary, with the CITY staff. These meetings shall be held for the purpose of reviewing Project
schedule, cost and issues of concern. In preparation for these meetings, CONSULTANT shall prepare
and distribute to applicable CITY staff the Program Management Status Report (PMSR).
CONSULTANT shall meet with appropriate CITY staff to review the PMSR prior to meeting with the
G.O. Bond Oversight Committee and CITY Commission, as discussed in Task 1.4 above.
Deliverables Meeting agendas and minutes.
Attend and participate in monthly Construction Progress Meetings.
Schedule Ongoing throughout Program.
Task 4.5 — Utility and Permittine Coordination Services: CONSULTANT shall provide ongoing
coordination between the A/E consultants, Contractors, local municipal authorities, governmental
agencies, utility companies, and other known jurisdictional agencies, to verify that all required permits
have been obtained. The Contractor will be responsible for location / verification of existing utilities, as
required. Included in this work effort will be verification that the Contractor's traffic control plan has
received required jurisdictional agency approvals. CONSULTANT shall work with CITY to establish
procedures for monitoring enforcement of the Contractor's traffic control program throughout the
duration of the Project.
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Deliverable
Schedule
Verify that all required permits have been obtained.
Ongoing throughout Program.
Task 4.6 — Review of Contractor's Schedules: CONSULTANT shall review the construction schedules
proposed by the Contractors for compatibility with the intent of the contract documents. CONSULTANT
shall work with the Contractors to develop acceptable schedules. CONSULTANT shall review schedules
with applicable CITY staff.
Each Contractor will be required to submit a monthly schedule update, which shall be reviewed by
CONSULTANT. Progress payments shall not be approved if the monthly schedule is not submitted.
CONSULTANT shall require the Contractor to provide a list of materials and equipment needed over the
upcoming 6 month period and proposed delivery dates for such items. Other schedule impact items may
include identification of pending labor or material shortages or labor relation problems and monitoring
and analyzing actual versus predicted progress information. CONSULTANT shall advise the Contractor
of apparent schedule impacts from other Projects including interface requirements and work to be
performed by other entities in the area. Should the CONSULTANT determine that an contractor has
fallen behind schedule, the Contractor shall be required to provide a recovery schedule that will accelerate
work and get them back on schedule.
Deliverables
Receive, log in and review Contractor's baseline construction schedules.
Provide Contractors with schedule comments.
Update Master Program Schedule based upon Contractor's approved schedule
(baseline and monthly update).
Schedule Ongoing throughout Program.
Task 4.7 — Requests for Information / Clarification (BFI's): CONSULTANT shall receive, log and
process ail RFI's. Whenever an RFI involves the interpretation of design issues or design intent,
CONSULTANT shall forward the RFI to the responsible A/E consultant and track a timely response back
to the Contractor. CONSULTANT shall prepare and distribute RFI status reports at the weekly meetings
with the Contractor.
Deliverables Receive, log in and transmit RFI's to appropriate parties.
Respond to those RFI's that do not involve design interpretations.
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Maintain and distribute RFI Status Report, on a weekly basis.
Schedule Ongoing throughout Program.
Task 4.8 — Requests for Changes to Construction Cost and/or Schedule: CONSULTANT shall
receive, log and evaluate all requests for Project cost and/or schedule changes from the Contractor.
Changes may be the result of unforeseen conditions or interferences identified by the Contractor during
the routine progress of work, inadvertent omissions (betterment) issues in the contract documents, or
additional improvements requested by the CITY or A/E consultant after the Project bid date. Regardless
of the source, CONSULTANT shall evaluate the merit of the claim as well as the impact of the potential
change in terms of Project cost and the schedule, as acceptable to the CITY. Such evaluation of the claim
shall constitute a representation by CONSULTANT to CITY, based on observations and evaluations, that:
(a) The work progressed to the point indicated;
(b) The work is in substantial accordance with the Contract Documents; and
(c) The Contractor is entitled to payment in the recommended amount.
CONSULTANT shall coordinate negotiations with the Contractor and corresponding A/E consultant and
CITY staff, as applicable. CONSULTANT shall review A/E consultant's recommendations with CITY
staff. The A/E consultant shall be responsible for preparation of any documentation relative to a change
order. Additional claims assistance services are discussed under Task 4.9.
Del iverables
Perform merit evaluation of claims / change requests.
Receive, log in and transmit claim / change requests to appropriate parties for
review and action, as applicable.
Perform independent review of request for cost increase and/or time extension.
Coordinate and participate meetings, as required, with A/E consultants, CITY
and Contractor to resolve and/or negotiate the equitable resolution of request.
Prepare and distribute project correspondence.
Schedule Ongoing throughout Program.
Task 4.9 — Construction Claims Assistance: CONSULTANT shall provide assistance in reviewing the
legal aspects of Construction Contractor claims as to validity and legal interpretation, on an as needed
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basis. CONSULTANT shall prepare a legal interpretation for each construction claim (if deemed
necessary by CONSULTANT) and identify whether the Contractor's claim is valid or invalid,
with respect to legal standing. CONSULTANT's level of effort is based upon the review of three (3)
construction claims per fiscal year.
Deliverable Legal interpretation of construction claims.
Schedule Ongoing throughout Program.
Task 4.10 — Processing of Shop Drawings: CONSULTANT shall receive, log and distribute shop
drawings to the appropriate A/E consultant and track a timely response back to the Contractor.
CONSULTANT shall prepare and distribute shop drawing status reports at the weekly meetings with the
Contractor.
Deliverables
Receive, log and distribute shop drawings to the appropriate A/E consultants.
Track submittal review time and distribute Shop Drawing Status Reports at
weekly meetings.
Schedule Ongoing throughout Program.
Task 4.11 — Progress Payment Requests: CONSULTANT shall receive and review monthly invoices
submitted by the Contractors to ascertain accuracy and prepare payment requests in accordance with
CITY procedures. Based upon the Project records, as well as CONSULTANT's observations at the site
and evaluations of the data reflected in Contractor's application for payment, CONSULTANT shall
render a recommendation to CITY concerning the amount owed to the Contractors and shall forward the
Contractor's application for such amount to CITY. Such approval of the application for payment shall
constitute a representation by CONSULTANT to CITY, based on observations and evaluations, that:
(a) The work has progressed to the point indicated;
(b) The work is in substantial accordance with the Contract Documents; and
{c) The Contractor is entitled to payment in the recommended amount.
CONSULTANT shall assist CITY staff with tracking and expediting of progress payments through the
CITY Accounting Department.
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Deliverables
Receive and review Contractor monthly Requests for Payment.
Verify that all required supporting documentation, such as record drawing
maintenance, monthly progress schedule update, release of liens and
certifications are submitted with Contractor's Request for Payment.
Schedule Ongoing throughout Program.
TASK 5 — FIELD OBSERVATION PROGRAM MANAGEMENT SERVICES
CONSULTANT shall provide full-time construction observers to provide adequate quantity and quality
of observation personnel to reasonably verify that critical elements of the construction projects are being
complied with and that the general intent of the contract documents is being met. The purpose of
CONSULTANT'S Construction Observation services is to provide for the CITY a greater degree of
confidence that the completed work will conform in general to the construction contract documents and
that the integrity of the design concept of the various Projects as indicated in the contract documents has
been implemented and preserved by the construction Contractors. On the other hand, CONSULTANT
shall not supervise, direct or have control over any construction Contractor's work nor shall
CONSULTANT have authority over or responsibility for the means, methods, techniques, sequences or
procedures of construction selected by the construction Contractors, for safety precautions and programs
incident to the work of any construction Contractor or for any failure of a construction Contractor to
comply with laws, rules, regulations, ordinances, codes or orders applicable to the Contractor's furnishing
and performing the work. Accordingly, CONSULTANT neither guarantees the performance of any
contractor nor assumes responsibility for any Contractor's failure to furnish and perform its work in
accordance with the contract documents. CONSULTANT'S level of effort is based upon 14,600 man-
hours of field representation. Should this level of effort be exceeded or decreased, same shall be reflected
in a written amendment to the Agreement, as provided in Article 7 therein. CONSULTANT'S field staff
shall be on -site when the Contractor is on the job, as deemed beneficial by the CONSULTANT. In an
effort to minimize the CITY's costs with respect to on -site field representation, the CONSULTANT has
anticipated that certain Projects similar in nature and in adjacent geographical areas will be represented by
one resident construction observer as identified in Exhibit A. CONSULTANT'S level of effort is based
upon the assumption that the contract documents will limit the Contractor's work schedule to one work
crew based upon an eight -hour shift Monday through Friday.
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Task 5.1 — Feld Observation Services: CONSULTANT shall provide field staff to observe the
construction of the work and;
(a) Conduct on -site observations of the work in progress to assist in determining if the
provisions of the contract documents and permit conditions are being fulfilled and to
reasonably protect the CITY against defects and deficiencies in the work of the
Contractor. CONSULTANT shall timely report, to the CITY in writing, whenever it is
believed that work is unsatisfactory, faulty or defective and/or does not conform to the
contract documents, does not meet the requirements of inspections, tests, or has been
damaged prior to final payment. CONSULTANT shall timely report, to the Contractor
and CITY in writing, whenever it is believed that a hazardous condition exists.
(b) • . CONSULTANT shall conduct on -site observations of the work in progress to
determine if the contract documents and permit requirements are being complied with
and to protect the CITY against Contractor work defects and deficiencies.
CONSULTANT shall timely advise the CITY, in writing, whenever work is determined
to not conform to the contract documents, permit requirements are not being complied
with, and/or whenever an observed Contractor's work is determined to be
defective/deficient. CONSULTANT's observer shall attend all scheduled meetings with
the Contractor.
(c) Maintain a log of work performed. The notes shall include records of
when the Contractor is on the job -site, weather conditions, change orders, or changed.
conditions, list of job side visitors, drilling and testing activities, observations in general,
and specific observations in more detail as in the case of observing test procedures.
Record, in writing, the outcome of these observations. CONSULTANT shall identify
any utilities damaged and verify that the Contractor has notified the respective utility
owner.
(d) Verify that tests, equipment and systems start-up are conducted in the presence of
appropriate personnel, and that the Contractor maintains adequate records thereof; and
observe, record, and report appropriate details relative to the test procedures and start-up.
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(e)
Provide a photographic record of the construction, beginning with pre -construction
documentation and completing with post -construction photographs. Photographs shall be
digital snapshot type taken to define the progress of the Project and shall be labeled as to
date, location, view and signed by the CONSULTANT.
(f) Review materials and workmanship of the Projects and timely report to CITY in writing
any deviations from the contract documents that may come to the CONSULTANT'S
attention. Determine the acceptability of the work and materials and make
recommendation to CITY to reject items not meeting the requirements of the contract
documents.
(g) Field observe critical points in the construction process.
(h) Coordinate the sampling and testing of materials to be performed by independent testing
laboratories under subcontract to the CITY. This task includes the receipt, review and
processing of invoices from the independent testing laboratories for payment by the
CITY.
CONSULTANT shall verify all pay requisition quantities in the field by measurement.
CONSULTANT shall develop a Field Measurement Form and utilize such form as
verification of pay requisition items.
(j) Monitor that record drawing mark-ups are properly maintained by the Contractor.
(k) It is assumed that CITY will pay for all material testing services (i.e. densities,
compaction testing, etc.) directly.
Deliverables
Provide full time resident Project representation on Projects, as deemed.
beneficial by the CONSULTANT.
Prepare Construction Observation Forms and distribute to Program staff.
Schedule Ongoing throughout Program.
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•
Task 5.2 — Project Closeout: Upon receiving notice from the Contractor(s) advising the CONSULTANT
that the Project is substantially complete, CONSULTANT, in conjunction with appropriate CITY and
A/E consultant staff, shall schedule and conduct an overview of the Project. The overview shall include
CONSULTANT's development of a "punch list" of items needing completion or correction prior to
consideration of final acceptance. The list shall be forwarded to the Contractor. For the purposes of this
provision, substantial completion shall be deemed to be the stage in construction of the Project where the
Project can be utilized for the purposes for which it was intended, and where minor items may not be fully
completed, but all items that affect the operational integrity and function of the Project are capable of
continuous use.
Upon notification from Contractor(s) that all remaining "punch list" items have been resolved, the
CONSULTANT, in conjunction with appropriate CITY and A/E consultant staff, shall perform a final
review of the finished Project. Based on successful completion of all outstanding work items by the
Contractor, CONSULTANT shall assist CITY in closing out the construction contract. This shall include,
but not limited to, providing recommendations concerning acceptance of the Project and preparing /
collecting necessary documentation, including but not limited to, lien waivers, Contractor's final affidavit,
close-out change orders, and processing of the final payment application.
Deliverables
Receive Contractor substantial completion notification.
Coordinate and attend field meetings to review substantial completion.
Prepare and verify that punch lists are completed.
Confirm Project completion to appropriate agencies.
Schedule Ongoing throughout Program.
Task 5.3 — Post Project Services: CONSULTANT shall assist City with the coordination of warranty
work requested by the various Project Contractor(s). This assistance shall be provided for the duration of
the Project to a period not to exceed the completion date of this Agreement. In addition, CONSULTANT
shall transfer all Project files to the CITY at the completion of the Project. It is assumed that the CITY
shall make arrangements for placement of files in storage as required. Also, CONSULTANT shall
complete CITY furnished A/E consultant and Contractor performance evaluation forms for the
Procurement Department. In addition, CONSULTANT shall coordinate the transfer of record drawing
mark-ups and applicable test results to the A/E consultants. The A/E consultants shall update CAD files
for record purposes and certify Projects as complete, accordingly.
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Deliverables
Assist CITY with warranty work completion.
Place all Program files in suitable cardboard containers for transfer to CITY
storage facilities.
Prepare A/E consultant and Contractor performance evaluations.
Schedule Ongoing throughout Program.
TASK 6 — OTHER DIRECT COSTS
Task 6.1 — Mileage: CONSULTANT anticipates that construction observers shall. utilize their own
vehicles to travel between the various job sites. Mileage shall be reimbursed at the United States Internal
Revenue Service.established•rate for travel Within the City of Miami Beach limits as well as travel within
the Miami -Dade, Broward and Palm Beach County areas to attend meetings with stakeholders, regulatory
/ permitting agencies, utility owners, and planning organizations. Annual adjustments will be made to the
established rate based upon the United States Internal Revenue Service.
Task 6.2 — Communications: To facilitate communications between office and field staff,
CONSULTANT anticipates the use of Nextel radio cellular phones for office and construction
observation staff. Monthly service includes phone, battery, accessories, unlimited radio talk time, and up
to 300 minutes of cellular phone use per month. An allowance has also been included for battery
replacements, rapid battery chargers, vehicle power cords, and protective covers.
Task 6.3 — Software Costs: CONSULTANT shall purchase one (1) software license for the Management
Information System which includes Primavera Project Planner, version 3.0, Prolog, and CallTrak
software. CONSULTANT shall also purchase Novell software for its program office server (one license
for up to 10 users), software for tape backup system, Internet Explorer, Microsoft Office (MS -Word, MS -
Excel, MS -Lotus Notes) and Windows operating system software. CONSULTANT shall purchase
maintenance service agreements for the software to include software upgrades. At the conclusion of the
Program, CITY shall take possession of the software. All software licenses shall be valid through fiscal
year 2006.
Task 6.4 — Hardware Costs and LAN / WAN Maintenance: CONSULTANT shall purchase computer
hardware for the Program office to interface with the CONSULTANT's existing Local Area Network
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(LAN). The CONSULTANT's existing Local Area Network in the Miami Springs office will be utilitzed
to support this program. Pentium based computers with CD, floppy drives and internal hard drive
operating on MS -Windows software shall be purchased with 17-inch color monitors or similarly equipped
Laptop computers. At the conclusion of the Program, CITY shall take possession of the hardware
purchased under this program as identified in Exhibit D.
Task 6.5 — Office Space: CONSULTANT shall maintain office space at the Eastern Financial Building,
Suite 1000, 700 South Royal Poinciana Boulevard, Miami Springs, Florida 33166. CITY shall provide
office space for up to 4 of the CONSULTANT's employees to serve as a base of operation for field
observation services. CONSULTANT anticipates that the CITY shall provide City parking
placards/permits for the Program staff (up to 11 staff members) at no charge to the CONSULTANT.
Task 6.6 - Rer i oductiin Services: CONSULTANT snail be reimbursed at the usual and customary'rate
for reproduction of reports including but not limited to, photocopying, cover laminations, bindings, etc,
Reports to be reproduced include the following:
• Program Work Plan
• Program Master Schedule
• Program Cost Model
• Program Management Status Reports
• Program Delivery Analysis Report
• Program Design Standards Manual
• Construction Management Manual
CONSULTANT shall bear costs for incidental reproduction costs associated with the preparation of draft
/ final deliverables.
TASK 7 — SUPPORT SERVICES
If authorized in writing, by the CITY, prior to commencement of same, the CONSULTANT may furnish
Support Services for. but not limited to, the types identified below. These services are not included as
part of the Scope of Services except to the extent otherwise provided herein. These support services are
Task based and are offered for the purpose of supporting the planning, design and construction of the
Program. While the extents of these efforts are not fully known at the present time, the principal tasks
that may be required during the Program duration include the following:
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Tasks 7,1 — Public Information Hotline: CONSULTANT shall provide a single telephone number that
shall be publicized and made available to the public to obtain information about ongoing construction
activities and to voice a concern or complaint. This hotline shall be located in the Program Management
Office and be automated to tog all calls. CONSULTANT shall review all calls with appropriate CITY
staff and respond to each request for information or complaint within twenty-four (24) hours. A writ -ten
report on each request for information or customer complaint shall be prepared and summarized in a
monthly report.
Task 7.2 — Community Involvement and Public Information Program: In addition to the public
meetings specified under the Phase 3 Design Phase Program Management Services, the CONSULTANT,
working in concert with CITY staff, shall implement a community involvement program to keep affected
stakeholders abreast of Program status. The 'objectives' of the community iri'voivement program are to'.
inform and educate the public about Program elements and benefits: This shall allow the CONSULTANT
to provide stakeholders with accurate and timely information, and discuss the impact of the Program from
the stakeholder's perspective. In addition to these general meetings detailed above, specific detailed
meetings shall be held to provide additional information for stakeholders that shall be directly impacted
by the Program. Follow up activities may include, but not limited to, phone calls, additional meetings,
correspondence or development of additional informational materials. These determinations shall be
made on an individual basis for each interest group. CITY shall assign a representative to each
geographical area to serve as the focal point to receive and address comments / concerns from CITY
residents and./ or business owners. CITY staff shall coordinate responses between the CONSULTANT
and concerned citizens.
The objective of the community involvement program is to generate community understanding of the
Program, and may include, but not limited to the following:
(a) Inform and educate the genera! public, visitors and business owners of the overall
Program elements and benefits.
(b) Prioritize the issues that have direct impact on residents, visitors and businesses.
(c) Implement components of an ongoing public information campaign that shall:
(I) Keep the public well informed about the Program;
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(2)
(3)
Highlight the progress of Program; and
Emphasize the importance of the Capital Parks and Facilities program for Miami
Beach.
(d) Inform the public about construction time lines over the next six years.
(e) . Develop materials and information, written in everyday terms, that give the public an
accurate picture of the Program's progress.
(f)
_... .• Deliverabl -
Encourage community participation in the planning phases of Parks and Facilities
Projects.
Public iclatioas campaign fui tilt.. gdrio al puulh.
Schedule Ongoing throughout program.
06/21/01 25
Task 7.2.1 —Public Meetings
Due to the size and magnitude of the Program, the CONSULTANT shall hold up to 18 public meetings
relative to the affected sites (Exhibit A) to inform the public on the Program and to specify work that shall
be ongoing in the respective areas at no additional cost to the CITY. The CONSULTANT shall identfl
and secure an appropriate meeting location, plan, prepare and produce all handout materials, attend,
conduct and prepare minutes and follow-up materials for all meetings. As appropriate, materials shall be
printed in both English and Spanish. Meeting minutes shall be prepared which identify the list of
speakers, attendees, legal notice documentation (if necessary), brief summary of the topics discussed and
the concerns / comments made during the meeting. CONSULTANT shall prepare responses to written
comments received by the Program Team,
Deifiverables_.._ - -Meeting agenda and minutes.
Produce and distribute program materials.
Prepare meeting minutes.
Schedule Ongoing throughout the Program.
Task 7.2.2 — Other Direct Costs Associated with Community Involvement and Public Information
Program
I. Postage for bulk mail distributions.
2. Supplies for preparation of presentation materials.
3. Supplies required to produce all Program reports, such as covers for comb binding systems, ready
index uncollated dividers, plastic binding combs.
4. Costs to produce Television media, newspaper / magazine print ads and reproduction of
brochures, handouts, flyers, and door hangers.
Task 7.3 — Third Party Cost Estimating Services
1. Detailed Cost Estimates for projects as requested by the CITY shall be provided through the
CONSULTANT by a company regularly engaged in the provision of Professional Construction
Cost Estimating Services.
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