HomeMy WebLinkAboutMemo - Award RecommendationCITY OF NIL III, FLORIDA
INTER -OFFICE NIEIIORANDCM
TO: Emilio T. Gonzalez, Ph.D.,
City Manager
FROM: Annie Pere„CPPO
Director, Procurement
DATE: January 26, 2018 FILE:
SUBJECT: Recommendation of Award of a Contract for
Comprehensive Stormwater Master Plan for City of
Miami - B-30632A
REFERENCES: Request for Qualifications
(RFQ No. 16-17-041)
ENCLOSURES: Chairperson's Report with Score
Sheets; Evaluation Committee Appointment Memo
Recommendation
Based on the findings below, the Department of Procurement (Procurement) hereby
recommends award of Contract No. RFQ 16-17-041 to CDM Smith Inc. (CDM1 for the
Development of a Comprehensive Stormwater Master Plan (Plan) for the City of Miami (City),
Project B30632A (Project).
The City encompasses approximately 56 square miles. Of this total, approximately 36 square
miles are located in upland areas while the remaining 20 square miles are found within coastal
basins and Biscayne Bay. The City's original Stormwater Master Plan (SWMP) was generated
in 1986, and emphasized mainland areas, excluding barrier islands and most coastal areas.
Additionally, localized flooding of homes, businesses and roadways, including the effects of
erosion and diminishing capacity of rivers and canals due to accumulation of debris and organic
sedimentation, were evaluated. The 2012 SWMP has proven to be outdated due to changes in
land use, sea level rise, and the current regulatory environment. The development of a new and
comprehensive SWMP is critical to establish a policy framework to ensure that the integrity of
the City's future is protected and enhanced over time.
Pursuant to numerous negotiations, it is the Negotiation Team's opinion that the proposal
submitted by CDM corresponds with the RFQ's scope of work and the budget required to
provide a usable document that will guide the City in fulfilling the following objectives:
1) To reflect the City's intention in updating the SWMP;
2) To provide policy solutions to address flooding and sea level rise concerns;
3) To assess efforts to maintain and preserve existing storm water systems through asset
management;
4) To reflect the City's plan to develop a Capital Improvements Plan;
5) To prioritize and recommend infrastructure projects (i.e. road and drainage, pump
stations, seawall upgrade or reconstruction, etc.) for the Capital Improvements Plan;
6) To identify project financial needs; and
7) To seek potential funding for capital projects.
It is recommended that this Project be awarded so that funds can be encumbered to commence
with the below stated tasks, or risk losing State funds if said funds are not expended by June
2018.
PR 17406 1
Fiscal Impact
The fiscal impact to the City for the development of the Plan is $4,299,588.68. This fee is
comprised of a not to exceed fee for Basic Services in the amount of $3,482,363.68;
Reimbursable Expenses in the not to exceed amount of $1,500.00; Survey Services in a not to
exceed amount of 685,725.00, and Additional Services in the not to exceed amount of
$130,000.00. CDM's negotiated price is firm and fixed, which in turn will protect the City from
future change orders.
CDM will undertake the scope of services in a phased approach, at the following negotiated
costs:
Task
Description
Negotiated Price
Task A
Data Collection and Evaluation
$1,146,220.98
Task B
Stormwater Modeling Phase
$1,820,015.90
Task C
Sea Level Rise Evaluation and
Considerations
$206,517.22
Task D
Capital Improvement Program Phase
$309,609.58
Miscelleanous
Tasks
Survey Services; Additional Services; and
Reimbursables
$817,225.00
Total Cost
$4,299,588.68
The scope of work will commence upon Notice to Proceed, for the Data Collection and
Evaluation phase associated with Task A, and the Stormwater Modeling phase associated with
Task B, until funds are fully expended from the following sources:
Account #
Funding
1 Funding Amount
_
1426
I Contributions from General Fund 2008
$997,170.09
1431
Stormwater 2008 Trust Fund
$58,956.36
2354
Florida Department of Environmental
Protection, SWMP
$1,125,000.00
Total Funding Available
$2,181,126.45
The City will continue to seek additional sources of funding, to complete the remaining portion of
Task B, along with Sea Level Rise Evaluation and Considerations associated with Task C,
followed by the development of the Capital Improvements Program Phase associated with Task
D.
Notwithstanding the foregoing, the cost for Schematic Design, Design Development,
Construction Documents, Permitting, Bidding, and Construction Administration Phases is not
included in this negotiated amount. The City reserves the right to apportion award to the
Consultant for these services, after the approval of all stakeholders, and authorization of the
Final Plan.
The Agreement shall be effective until final completion of the Project, and acceptance of the
Plan by the City.
Background
On May 31, 2017, the City issued RFQ No, 16-17-041 under full and open competition, to obtain
proposals from qualified and experienced professional consulting firms to develop the Plan, On
July 18, 2017, five (5) proposals were received in response to the RFQ. On August 25, 2017 all
proposals were reviewed and evaluated by an Evaluation Committee (Committee) following the
guidelines and technical criteria published in the RFQ. At this meeting the Committee requested
PR 17406 2
oral presentations from the top three ranked firms. Following oral presentations, the Committee
recommended CDM, the highest ranked responsive and responsible proposer, for negotiations.
Subsequently, the Negotiations Team (Team) met on October 31, 2017 to review and finalize
the scope of work and requested that CDM provide a full price proposal. The Team met again
on numerous occasions between (11/15/17, 11/30/17, 12/13/17, and 12/20/17) to negotiate the
firm's price proposal. Negotiation was successfully completed on January 22, 2018. As a result
of the negotiations, the City achieved approximately twelve percent (12% rounded) savings or
$572,739.10 from the firm's initial proposed price of $4,872,327.78.
CDM demonstrated in their proposal that they meet the minimum qualifications and have the
technical capabilities to complete the Project, as evidenced by their experience and proposed
approach. Consequently, approval of this recommendation to award is requested. Your
signature below will indicate approval of this recommendation.
Approved:
Emilio T. Gonzalez, 1rh.D.(Cil' Manager
Date:
?/(
c: Alberto N, Parjus, Assistant City Manager
Nzeribe Ihekwaba, Ph.D., P.E., Chief of Operations/Assistant City Manager
Fernando J. Casamayor, Chief Financial Officer/Assistant City Manager
Rafael Suarez -Rivas, Senior Assistant City Attorney
Jeovanny Rodriguez, P.E., Director, Office of Capital Improvements (OCI)
Hector Badia, Assistant Director, OCI
Juvenal Santana, P.E., CFM, Director, Public Works Department
Keith A. Ng. CFM, Project Manager, OCI
Lydia Osborne, Ph.D., CPPO, CPPB, Assistant Director/Chief Negotiator, Procurement
Marto Darrington, CPPO, CPPB, Construction Contracts Compliance Manager, OCI
PR 17406 3