HomeMy WebLinkAboutBack-Up DocumentsRojas, Victoria
From: Arscott, Chelsa
Sent: Tuesday, January 05, 2016 4:32 PM
To: Rojas, Victoria; Paschal, Erica; Moy, Jennifer; Pannu, Gurinderjit; Rose, Adalgisa
Cc: Rodriguez, Jeovanny; Badia, Hector; McGinnis, Lai -Wan; Gibson, Tymekia
Subject: RE: Follow Up: Non -Reimbursable Expenditures for the Month of November 2015
Hi Victoria,
I hope this email provides clarity. I shall call you shortly to follow up.
The following six project were awarded funds by FIND for the Design- Phase 1 component of each project. All six fund
awards have expired. Reimbursement packages were not prepared by Finance for submittal to FIND because the
qualifying factor -.- the execution of a construction contract before expiration of the Design -Phase 1 fund award
deadline —were not met. So, although, the City did not submit, and therefore, did not receive a rejection or denial
notice from the funder, it was anticipated through our budgeting processes, that the design expenses incurred for each
project would be reimbursed by the respective Design -Phase 1 fund award. The table below represents solely the
budget cap authorized for each fund award. Your data reflecting actual expenses incurred by the City for each fund
award is the accurate reflection of the expenses anticipated to be reimbursed .by the fund award. We submit this
information to your offices so a determination can be made by your team whether these expenses meet your criteria for
placement onto the City's "Non -Reimbursable Expenditures" spreadsheet.
Projects
Fund
Award
Award Number
City Expenses Incurred (as Per
Victoria's Email Below)
FIND- Manatee Bend Park Seawall
Improvements & Kayak Launch, Phase I, B-
30801
$ 38,500.00
1904
-$28, 421.47 (then subsequently
zeroed out)
FIND- Pallot Park
Shoreline Improvements -
Phase I (Design), B-30802
$ 30,000.00
1905
-$25,911.56
FIND Miami Women's Club Baywalk, Phase I
(Design), B-30731
$ 46,500.00
1763
-$26,214.20
FIND -Biscayne Bay Spoil Island B Public
Shelter, B-30825
$ 7,500.00
1.947
$0
FIND-Biscyane Bay Spoil Island E Picnic Tables,
Benches, & Umbrellas, B-30825A
$ 7,500.00
1946
$0
FIND -Biscayne Bay Spoil Island E-Public Trail,
B-30825B
$ 7,500.00
1945
$0
Thanks,
Cheisa Arscott 1 Special Projects Coordinator
Capital Improvements and Transportation Program
444 SW 2^8 Avenue, 8rh Floor 1 Miami, FL 33130
Direct: 305.416.1395 l CiTP Website 1I am on Lync
Online: Twitter: @MiarniCITP Facebook: Facebook.corn MiamiC.TP
1
Ro'as, Victoria
From: Arscott, Chelsa
Sent: Friday, January 29, 2016 1:02 PM
To: Codner, Eugene; Gutierrez, Alyssa
Cc: Mertilus, Sardou; Rojas, Victoria; Paschal, Erica; McGinnis, Lai -Wan
Subject: (Response from CITP LCC) RE: Due from other government Item 5
Hi Eugene,
1 have not been able to confirm the status of the below referenced invoice lodged to Award 1948; this matter still
requires further input from the CITP team. I can only confirm that the invoice for $133,936 that was lodged to Award
1789 for expenses incurred prior to February 4, 2015 will not be reimbursed by FDOT.
Thanks,
Chelsa Arscott I special Projects Coordinator
Capital Improvements and Transportation Program
444 SW 2nd Avenue, Bch Floor I Miami, FL 33130
Direct: 305.41.6.1395 I CITP Website II am on Lyric
online: Twitter: @MiamiClTP Facebook: Facebook.comfMiamiCIi
From: Codner, Eugene
Sent: Friday, January 29, 2016 10:51 AM
To: Gutierrez, Alyssa
Cc: Mertilus, Sardou; Rojas, Victoria; Paschal, Erica; McGinnis, Lai -Wan; Arscott, Chelsa
Subject: Due from other government Item 5
Alyssa,
Item number 5 is similar to item number 16. The Capital improvement Departments thinks they will not be reimbursed
this amount. We currently already have it booked as an allowance in Fund 10090. See the email attached from CIP as
support.
Eugene
DAME.), ALFONSO
City Manager
February4, 2015
Ms, Aiah Yassin, M.U.R.P.
Local Agency Program Administrator
Florida Department of Transportation, District 6
Program Management Office
1000 NW 111Th Avenue, Room 6112A
Miami, Florida 33172-5800
Re; Local Agency Program (LAP) Agreement
Miami River Greenway; Miami Circle to South Miami Avenue, R-30631.
FM No. 418334-2, Contract No. AQF49
Dear Ms. Yassin;
By this correspondence, the City of Miami seeks to formally request an extension of 260 days to the
subject referenced LAP Agreement providing for a new expiration date of December 16, 2015 to which
to complete FDOT No. 418334-2; Miami River Greenway (the "Project»).
As background, the City of Miami ("City") formally solicited for competitive bids for the construction
engineering and inspection ("CEI") component of the Project and received a sole bid from a vendor.
Significant time was lost as the City and Florida Department of Transportation (`TOOT") negotiated to
have the CEI component rebidded to meet the procurement regulations of the FDOT. A decision was
subsequently rendered and the City opted to incur the costs for CEI, eventually contracting with the sole
bidder. Additional time was lost as the Project could not formally commence as it would have conflicted
with ongoing construction activity within the vicinity of the Project site.
'Now, the Project is ready to commence. A pre -construction meeting was held on January27, 2015. The
anticipated Project Milestones are below:
Permitting 30 days
Construction 150 days
Final Punch List 30 days
ay
The LAP Agreement is currently set to expire onylarch-3'l', 2015 requiring that FDOT approve an
extension of time to allow the Project to be completed, Therefore, the City of Miami respectfully
requests an extension of 260 days to the LAP Agreement, providing for a new expiration date of
December 16, 2015.
CAPITAL IMPROVEMENTS AND TRANSPORTATION PROGRAM
444 S.W. 2nd Avenue, 8th Floor / Miami, 1133"130 / (305) 416 1280 / Fax: (305) 416-2153
Mailing Address: P.O. Box 330708 Miami, FL 33233-0708
Mark Spanioli, P.E.
Director, Capital Improvements and
Transportation Program
rns/ca
Cont. Page 2
February 4, 2015
Cc: Alfredo Reyna, P,E., LAP Coordinator, FDOT
Jeovanny Rodriquez, P.E., Assistant Director, CITP
Chelsa Arscott, Special Projects Coordinator, CITP
Tymekia Gibson, Contract Compliance Officer, CITP
Approved:
rold Desdunes, P.E.
Florida Department of Transportation, District 6
CAPITAL IMPROVEMENTS ANO TRANSPORTATION PROGRAM
444 SW. 2 nd Avenue, Sth Floor / Miami, FL 33130 / (305) 416-1280 / Fax: (305) 416-2153
Mailing Address: P.O. Sox 330708 Miami, FL 33233-0708