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HomeMy WebLinkAboutR-2019-118 City Authorizing the Expenditure of Funds by The City for Services to be Purchased from R.J. Behar & Company, Inc. for Construction Engineering & Inspection Services for Various Locations RESOLUTION NO. 2019-118 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA, AUTHORIZING THE EXPENDITURE OF FUNDS BY THE CITY OF DANIA BEACH FOR SERVICES TO BE PURCHASED FROM R.J. BEHAR & COMPANY, INC. FOR CONSTRUCTION ENGINEERING AND INSPECTION SERVICES FOR VARIOUS LOCATIONS FOR THE DANIA BEACH CITYWIDE PROJECT IN THE AMOUNT OF NINETY THOUSAND EIGHT HUNDRED EIGHTY SEVEN DOLLARS AND TWENTY CENTS ($90,887.20), THAT EXCEEDS AN ANNUAL VENDOR TOTAL AMOUNT OF TWENTY FIVE THOUSAND DOLLARS ($25,000.00); AUTHORIZING SUCH AGREEMENT; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Charter of the City of Dania Beach, Part III, Article 3, Section 4, Subsection 0), authorizes the City Manager to purchase supplies, services, equipment and materials for the City government in amounts in excess of the established monetary threshold without competitive bidding and without advertisement for bids if she is authorized to do so in advance by a resolution adopted by the City Commission; and WHEREAS, the Dania Beach Code of Ordinances, Chapter 2, Article 1, Section 2-10, "Monetary thresholds for certain purchases and payment disbursement authorizations", subsection (a), sets the monetary threshold at Twenty Five Thousand Dollars ($25,000.00) for a vendor for each fiscal year; and WHEREAS, the Public Service Department requires Construction Engineering and Inspection services to implement the"Dania Beach Citywide—Various Locations Project"; and WHEREAS, the City Commission appropriated funding for Construction Engineering Inspection ("CEI") Services on December 11, 2018 by Resolution No. 2018-168, a Local Agency Program Agreement with the Florida Department of Transportation to fund in part the "Dania Beach Citywide—Various Locations Project"with grant funds; and WHEREAS, the Public Services Department solicited a proposal for CEI services from R. J. Behar & Company, Inc. in the amount of Ninety Thousand Eight Hundred Eighty Seven Dollars and Twenty Cents ($90,887.20)to be appropriated from the approved TAP Transportation Alternative Account No. 103-39-59-541-31-30; and WHEREAS, the proposal from R.J. Behar & Company, Inc. will exceed the annual Twenty Five Thousand Dollars ($25,000.00) City threshold for a single vendor and, therefore, City Commission approval is required; and WHEREAS, R.J. Behar & Company, Inc. was chosen as one of fifteen firms designated as an approved engineering consultant by the City Commission on October 25, 2016 and formally approved in connection with RFQ No. 16-004 under Resolution No. 2016-142; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA: Section 1. That the above "WHEREAS" clauses are ratified and confirmed, and they are made a part of and incorporated into this Resolution by this reference. Section 2. That the City Commission authorizes professional services by R.J. Behar& Company, Inc. in the amount of Ninety Thousand Eight Hundred Eighty Seven Dollars and Twenty Cents ($90,887.20) for construction engineering and inspection services. Section 3. That all appropriate City officials are authorized to execute a contract with R. J. Behar& Company. Section 4. That funding is available and appropriated in the Grant Fund Transportation Alternative Account#103-39-59-31-30. Section 5. That all resolutions or parts of resolutions in conflict with this Resolution are repealed to the extent of such conflict. Section 6. That this Resolution shall become effective upon its passage and adoption. PASSED and ADOPTED on October 7, 2019. ATTEST: THOMAS SCHNEIDER, CMC LORI LEIVELLEN CITY CLERK e�`� �0� MAYOR �eI/SHE�'� APPROVED AS O AND CORRECTNESS: THOMM J. A SB O CITY ATTO Y 2 RESOLUTION#2019-118 R.J.Behar & Company, Inc. Engineers • P i a n n e r s 6861 SW 196th Avenue,Suite 302 Pembroke Pines, FL 33332 Consultant Project Proposal September 26,2019 Mr. Curt A. Keyser, P.E. Consultant Engineer City of Dania Beach 1201 Stirling Road Dania Beach, FL 33004 RE: Citywide Pedestrian Safety Project CRA Multimodal Improvements ITB No. 19-004 Financial Project ID No. 438282-1-58-01 Dear Mr. Keyser: R.J. Behar&Company, Inc. (The Consultant) proposes to provide the services identified below for the project entitled Citywide Pedestrian Safety Project-CRA Multimodal Improvements—ITB No. 19-004, I. General R.J. Behar&Company, Inc.(RJ Behar) appreciates the opportunity to submit this proposal for providing CEI Services associated with the above-referenced project. Herein,we provide a general discussion of services that we understand will be required for this project and present our Schedule of Fees for such services. It is understood that this project is receiving FHWA Federal Funding via the Florida Department of Transportation (FDOT) LAP Program. It is also understood that this project is designated as an"Off the State Highway(Off- System) LAP Project. In addition to inspection and coordination, RJ Behar will coordinate with and provide FDOT with all the required information to ensure compliance with all LAP requirements. Construction contract time established for this project is 210 calendar days from the issuance of the Notice to Proceed to Final Construction Completion. Should this project exceed the estimated time, then RJ Behar reserves the right to seek additional fees for their CEI Services. II. Scope of Work RJ Behar shall provide the CEI services, on a part-time basis as requested by the City, required for contract administration, inspection, and materials sampling and testing for the Citywide Pedestrian Safety (CRA Multimodal Improvements) Project. RJ Behar shall perform the services necessary to coordinate the activities of all parties involved in completing the Project, which includes maintaining complete and accurate records of the Project;documenting all significant Project changes; assisting the City with interpreting plans, specifications,and construction contract provisions;making recommendations to the City to resolve disputes; and coordinating with FDOT for LAP requirement compliance. A. Task 1 —Construction 1.1 Pre-Construction Phase — Schedule and attend, within ten (10) days after the Notice to Proceed, a pre-construction meeting for the Project in accordance with City procedures. The Consultant shall provide appropriate staff to attend and participate in the pre-construction meeting, 1.2 Construction Phase—Document contractor's activities and verify quantities for payment. a. LAP Monitoring: Request and obtain access to FDOT LAP reporting documentation systems: Local Area Program Information Tool (LAPIT) and Equal Opportunity Compliance (EOC). Conduct and submit labor interviews for conformance with wage rates and Commercially Useful Function (CUF) DBE monitoring reports. Prepare and submit monthly LAP progress report(s), upload contract documents, payment applications, change orders, and related documents into LAPIT. Attend/Participate in all compliance/construction audits by FDOT's Oversight Consultant; Maintaining project documents and files up to date and current, and in accordance with the FDOT requirements and final submittals. RJ Behar will assist the City with putting together their reimbursement package to FDOT as per the LAP agreement. b. Project Journal: Maintain both a detailed electronic and hard copy diary with records of the Contractor's operations, quantities, testing data, and significant events that affect the work while the inspector is on site. Upload daily construction reports onto LAPIT. c. Project Meetings:Administer project pre-construction,pre-paving,and progress meetings,as needed with appropriate team members in attendance. Prepare and distribute meeting agenda and minutes to attendees. Progress meetings will be scheduled as needed. d. Traffic Control: Responsible for review of Work Zone traffic control plan implementation, and inspection of maintenance of traffic schemes and devices in work zones to assure they are in accordance with the City's requirements. e. Environmental Control Monitoring: Monitor Contractor's work and assure that the Contractor is conducting stormwater inspections, preparing reports, and monitoring all Stormwater pollution prevention measures associated with the project. f. Review and Process Contractor's Applications for Payment: Receive and review draft application for payment prepared by the Contractor, reconcile any discrepancies between contractor's quantities and consultant's field measured quantities. Final revised payment application will be submitted to the City with Consultant's recommendation for payment processing. g. Contract Interpretations and Modifications: Receive, log, and coordinate reviews and responses to Contractor's Requests for Information/Interpretations (RFI's) from the EOR, following the City's approval and concurrence. h. Administration of Changed Work:Track changes from initiation through completion. Estimate cost and time impacts and assist with negotiation of changes in contract time and cost. Prepare change orders to incorporate changes within Contract Documents. Evaluate the Project on a continual basis to determine when changes are required. Review costs presented by Contractor on Change Proposal Requests.Assist with negotiation of final pricing as required. Assemble approved Change Proposal Requests periodically into Change Orders. Include justification documents with each Change Order. Review as-built drawings to verify changes in work are reflected as applicable. Provide FDOT with change order documents for concurrent review. Review pay requests to verify Change Order items are broken out and that payment is not made until work is complete. 1.3 Closeout Phase— a. Substantial Completion: Receive and review Contractor's required substantial completion submittal and schedule substantial completion inspection. b. Conduct Substantial Completion Inspection: Coordinate, conduct, and document the substantial completion inspection. Notify all project team members of date of substantial completion inspection. Prepare and distribute the punch list. Review progress of corrective action on punch list items and notify City when Substantial Completion has been achieved. c. Final As-Built Record Drawing Review: Review as-built drawings to verify that the Contract Drawings are properly noted to reflect actual construction;notify the Contractor of deficiencies noted; provide follow up to verify if corrections were made and that the as-built drawings are up to date. d. Final Completion: Receive and review the Contractor's required final completion submittal. Verify submittal of all required documents and review for completeness and compliance with Contract provisions.Coordinate,attend and conduct the final inspection meeting and physical walk-through of the Project. e. Final Payment: Collect all payment documents required and forward to the City Project Manager for processing along with the Contractor's Final Application and Certificate for Payment;finalize all project costs and determine the final adjusted amounts for construction;obtain the Contractor's signature on any required Contractor's Certification of Affidavits; process and sign Final Application for Payment; prepare transmittal letter indicating recommendation for Final Payment. B. Task 2—Verification Laboratory Material Sampling &Testing Services 2.1 Material Testing and Acceptance—Our CEI Team will review the Contractor's QC Plan prior to project commencement for adequacy. It is important that all materials brought to the project come from an FDOT approved source, be certified,and/or be on the FDOT Approved Products List (APL). It is also very important that all manufacturing processes take place domestically, according to the "Buy America" provisions that are required on all Federal (LAP) Funded Projects. Sampling and Laboratory Testing Sample and test Proctors and LBR Test concrete cylinders for compressive strength. Provide Professional Engineer to sign and seal reports III. Subconsultants The following Subconsultants will assist in the performance of the Services under the Agreement, (add additional pages as needed) Subconsultant's Name Specialty of Expertise To Be Determined Verification Laboratory Testing Services IV. Schedule of Work—Time for Performance Consultant will submit the deliverable and perform the Services as stated in the table below: (add additional pages as needed) Schedule of Deliverables Task,Sub-Task Duration Delivery or Activity ID# Major Task,Sub-Task Activity,or Deliverable (specify weeks or (cumulative weeks calendar days) or calendar days) 1.1 Pre-Construction Phase 2 weeks NTP+2 weeks 1.2, 2.1 Construction Phase and VT Laboratory Testin 30 weeks NTP+32 weeks 1.3 Closeout Phase 4 weeks NTP+36 weeks V. Compensation Consultant shall perform the Work detailed in this Proposal for a total Not to Exceed Ninety Thousand, Eight Hundred Eighty-Seven and Twenty Cents($90,887.20). The City shall not be liable for any fee,cost,expense or reimbursable expense or other compensation beyond this amount unless approved in a supplemental Work Order. The following is a summary of the method and amount of compensation to be paid for each Task or Activity as identified in Section IV above. Schedule of Deliverables Task,Sub-Task Major Task,Sub-Task Activity,or or Activity ID# Deliverable Fee Amount Fee Basis 1.1 Pre-Construction Phase $5,524,20 fixed fee 1.2 Construction Phase $71,814.60 fixed fee 1.3 Closeout Phase $11,048.40 fixed fee 2.1 Verification Laboratory Testing Services $2,500.00 fixed fee Subtotal—Professional Fees $90,887.20 Allowance for Reimbursable Expenses $Enter Allowance TOTAL $90,887.20 VI. Exclusions from Basic Services The following services are not included in the Basic Services to be performed under this Work Order: Surveying Services Engineering and/or Design Services VII. City Furnished Documents &Data Approved Permitted Construction Plans Contractor's Invitation to Bid Documents Executed Contract between the Contractor and City of Dania Beach LAP Agreement between City of Dania Beach and FDOT, including any Supplemental Agreement Contract Specifications Technical Special Provisions, if any Applicable Permits 1 R.J. Behar2cQrnpawV1�1C. Sig David G. Romano/Director of Construction Management Services Name/Title 9/26/2019 Date City of Dania Beach* Dept.Approval: Signature Name/Title Procurement: Signature Procurement Manager City Manager: Signature City Manager R.j.Behar & Company, Inc. 4 E n g i n e e r s - P l a n n e r s Project Name: Citywide Pedestrian Safety Project— CRA Multimodal Improvements—(ITB Number: 19-004) Financial Project Number: 438282-1-S8-01 Client: City of Dania Beach CEI Start Time: TBD I CEI End Time: TBD Construction Duration: 210 Calendar Days(estimated) Calendar Months: 8 Months(estimated) Dania Beach Multimodal Enhancements 2019 Name Position Months Man Months Man 2 3 4 5 6-T-7 8 (MM) Hours (MH) Rate Total Cost by Dollars i Senior PrajectEngineer 0.05 0.05 0.05 0.05 0.05 0.05 0.05 0.05 0.40 70 198 $13,939.20 Resident Compliance Specialist 0.375 0.375 0.375 0.375 0375 0.375 0.375 0.375 1 3,00 528 65 $34,320.00 I Senior Inspector 0.300 0.300 0,300 0.300 0.300 0.300 0.300 0,300 2.40 422 1 95 $40,128.00 SubTotal- 0.7 0.7 03 0.7 0.7 0.7 0.7 0.7 5.8 728 1 $88,387.20 VT Laboratory and Geotechnical Services: $2,soo.00 Total CEI Services $90,887.20 1. Verification Geotechnical Laboratory Testing Services have been added to the CEI scope of services. 2. Surveying Services are not included as part of this fee proposal; if required by the City,these services can be provided for an added cost.