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2011-165-1558 - Agreement with Atkins North America Inc City of Miami Gardens Agenda Cover Memo Council Meeting Date: September 28, 2011 Item Type: Resolution Ordinance Other X Fiscal Impact: Yes No Ordinance Reading: 1st Reading 2nd Reading X Public Hearing: Yes No Yes No Funding Source: Capital Projects Fund Advertising Requirement: Yes No X Contract/P.O. Required: Yes No RFP/RFQ/Bid #: X Strategic Plan Related Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communication Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address) Sponsor Name Dr. Danny O. Crew, City Manager Department: Capital Improvements Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AND ATTEST RESPECTIVELY, THAT CERTAIN AGREEMENT WITH ATKINS NORTH AMERICA, INC. FOR CONSTRUCTION ESTIMATING AND SCHEDULING SERVICES RELATING TO THE CITY HALL PROJECT, IN THE AMOUNT OF ONE HUNDRED HUNDRED FORTY‐THREE THOUSAND, NINE HUNDRED SIXTY‐FIVE DOLLARS ($143,965.00) WHICH INCLUDES A TEN PERCENT (10%) CONTINGENCY, A COPY OF WHICH IS ATTACHED HERETO AS EXHIBIT “A”; PROVIDING FOR INSTRUCTIONS TO THE CITY CLERK; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Staff Summary: Background The City purchased the 4.83‐acre site of the former Wachovia Bank building located at the intersection of NW 27th Avenue and NW 187th Street in the City of Miami Gardens, which will serve as the new Miami Gardens City Hall ITEM K-5) CONSENT AGENDA RESOLUTION Agreement w/Atkins North America, Inc 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 Municipal Complex. This complex will include the City Hall building, Police Department headquarters, Mechanical Building, Off‐site Roadway Improvements and Parking Garage structure. In December 2010, approved Resolution No. 201‐82‐1264 allowed the City Manager to enter into a Developer Services Agreement (DSA) with Miami Gardens Town Center, a joint venture developer, to provide Construction Management, a GMP Construction Contract and collateral private redevelopment of the adjacent, existing shopping center. The joint venture was unable to perform with regard to the private development component of the agreement. The City Council voted to terminate the Developer Services Agreement in May 2011. The General Contractor, working with the joint venture developer, had been providing pre‐construction services. Moving forward, the City decided to use its experienced architectural and engineering staff in the Capital Improvements Projects Department to perform most of the pre‐construction and owner functions which were to be provided by the joint venture developer. In addition, the City will need to supplement its staff with selected outside services, including an Independent Cost Estimator and a Scheduling Consultant. Current Situation Upon approval by City Council the Independent Cost Estimator and Scheduling Consultant will be given 85% Construction Documents to prepare sub‐contractor Bid Packages for the Municipal Complex GMP #2. The subcontractor bidding for GMP #2 will take place at the same time as the construction documents for the buildings are being reviewed by the Miami Gardens Building Department and all of the County Agencies. It is important that the City develop an estimate from an independent firm to compare to the GMP #2 that will be bid by Skanska USA Building. The City also does not have the resources to perform monthly analysis of the contractors schedule and updates. A proposal was requested from Atkins North America, Inc. , a Miami‐based firm that specializes in Program Management, since the City does not have a continuing service agreement for a firm to provide construction estimating and scheduling services. In addition, the Purchasing Ordinance exempts competitive bidding for professional services. City staff has worked with Atkins North America, Inc. while employeed with the Miami‐Dade School Board, with favorable results. Miami‐Dade School Board uses this company excusively for scheduling. The company has worked with several municipalites including Miami Dade County, Miami Dade School Board, City of Miami Beach, Broward County, to name a few, for scheduling and cost estimating. The attached proposal was received for the estimating services for GMP #2 and the review and monitoring of the baseline schedule and monthly schedule updates. Proposed Action: It is recommended that City Council authorize the City Manager to negotiate and execute a contract with Atkins North America, Inc. to perform construction estimate and scheduling scheduling services for an amount of $143,965.00, which includes a 10% contingency. Attachment: Attachment A – Atkins Proposal July 26, 2011 (Revised) Submitted Via E-Mail Mr. Brandan DeCaro, R.A. Director of Capital Projects City of Miami Gardens RE: City of Miami Gardens – New Municipal Complex – Budget Proposal for Project Controls Services. Dear Brandan: Per your request and based on our discussions, following is our revised budget proposal for the subject task. Background: The City of Miami Gardens (hereinafter referred to as the City) plans to build a new municipal complex comprising of a new Police Department Headquarters, a new City Hall, a new Maintenance facility as well as a new parking garage. The location of the new complex will be on 27th avenue, between 187th street and 185th terrace. The City is looking to achieve a LEED certification of “Platinum” from the United States Green Building Council. The City desires to engage a cost estimating/scheduling consultant (Atkins, formerly known as PBS&J) to provide cost estimating and scheduling support for the aforementioned project. Per Atkins’ understanding of the City’s request, this task entails the estimating services during the design stage, schedule specifications analysis, as well as schedule review services during the construction phase of the project. Subsequently, Atkins has broken down this assignment into two distinct components: Cost Estimating Services during Design – ATTACHMENT “A”, and Scheduling Services – ATTACHMENT “B”. Attachment “A” includes the task requested by the City (Task 1.0) related to cost analysis during design/bidding (At the 80% CD stage – Packages 2 and 3)1, and Attachment “B” includes all tasks (Task 1.0, 2.0 and 3.0) related to scheduling services during pre-construction, as well as during the construction phase. The intent of this assignment is to provide the City with estimating support that will allow for the review of the Architect/Engineer (A/E) and Construction Manager at Risk (CM’s) estimates/GMP and will ensure that quantities are correct, unit costs are fair, reasonable and align with current market conditions. Regarding the scheduling tasks, Atkins will review and develop scheduling specs and offer suggestions that will align the proposed specs with current industry standards/software as well as offer specifications modifications tailored towards a project of this magnitude. Moreover, during the construction phase, Atkins proposes to analyze the baseline and monthly schedules and determine if the forecast is reliable and anticipate any issues that could deter the timely completion of the project. Additionally and during the monthly review phase, Atkins will periodically review the CM’s manpower totals for the project to ensure that the project is properly staffed. 1 Package 1 (Soil Compaction, Lift Stations, Water and Sewer, Storm Drainage, Cistern piping, etc) is excluded from this proposal. City of Miami Gardens – New Municipal Complex Page 2 of 4 Project Controls Proposal – July 26, 2011 (Revised) Below is a detailed description of the scope of work for Attachments “A” and “B”. Please refer to attached budget proposal for the anticipated fees for each task. The scope of work is as follows: I -Cost Estimating Services During Design – ATTACHMENT “A” Task 1.0 Cost Estimate – 80% Design: Upon receipt of the City Approved 80% design documents for packages 2 and 3, Atkins will commence its cost estimating task. The format of the cost estimate to be prepared by Atkins will be based on Master Format (2004)2, unit pricing, including labor, material and equipment. Pricing data will be based on a combination of Price Quotes from Subs and Suppliers (where applicable), Atkins’s Historical pricing Database and Means Cost data. Atkins plans on issuing a sample format to the City (prior to commencing its estimating task) for its review and approval. Atkins’ cost estimate will assume the take-offs of scope as as defined on the plans and specs, and items that are not totally defined, will be estimated based on historical and square foot (SF) data. It should be noted that there are items that will not be fully detailed/take-off, in an effort to better align this task’s proposed fee with the City’s budget constraints (refer to Attachment “A”/General Assumptions, for further details). Atkins plans to initially submit a DRAFT estimate for the City’s review and comment prior to issuing a final submittal. Upon receipt of the City’s comments, a final cost estimate will be prepared and issued for the City’s use. Atkins’ forecasted fees for task 1.0 during the design stage (ATTACHMENT “A”) is as follows: TASK 1.0 -"Cost Estimate – 80% Design" TOTAL $34,995 LUMP SUM TOTAL (Task 1.0) $34,995 II -Scheduling Services – ATTACHMENT “B” Task 1.0 Review of Scheduling Specs: For this task, Atkins assumes the development of scheduling specs and proposes to make recommendations based on Atkins’ experience with similar type of projects. Atkins will develop scheduling specs and will provide the City with a draft version of the recommendations suggested. After a draft recommendation is issued, a verbal discussion with the City is recommended in an effort to discuss our findings. Soon thereafter and after receiving feedback from the City, Atkins will revise its submittal (if necessary) and issue a final recommendation. Task 2.0 Review of Baseline Schedule: Atkins shall attend an initial project kick-off meeting/site visit in an effort to become acquainted with the project team and project parameters. Subsequent to this meeting and upon receipt of the Initial schedule in P6 format (.XER), Atkins will review the aforementioned to ensure that the logic/sequence is 2 Per the specifications issued by the A/E of record. City of Miami Gardens – New Municipal Complex Page 3 of 4 Project Controls Proposal – July 26, 2011 (Revised) realistic; ensure compliance with standard scheduling practices, as well as full compliance with contract document requirements. Subsequent to this review task, Atkins will issue a DRAFT report, inclusive of our recommendation, for the City’s review and comment. Upon the receipt of the City’s comments, Atkins will finalize its report and formally issue to the City and the Contractor. Atkins’ budget proposes a review meeting with the Contractor in an effort to discuss our recommendations and answer any questions the Contractor may have. This streamlines the review process and assists in expediting the acceptance of the initial baseline schedule. Atkins’ fee proposal assumes that a second review would be needed thus a review of a revised baseline schedule is included as well as the preparation of a report, based on a revised baseline submittal. Task 3.0 Review of Monthly Schedule Updates: Subsequent to Atkins’ review and recommendation as well as the City’s acceptance of the initial baseline schedule, Atkins shall engage in the review of the monthly schedule updates. The monthly schedule reviews will entail the review of one (1) monthly schedule update to be submitted by the Contractor in P6 format (.XER). Atkins will provide one (1) monthly report of the schedule which will detail the logic changes to the schedule, validation of percentage of completion, critical path status, changes to the substantial completion forecast, manpower analysis, as well as potential issues that could affect the project’s rather aggressive completion forecast. In addition to the review of the monthly update, Task 3.0 includes site visits as well as attendance of two (2) construction meetings per month. The site visits are assumed to normally coincide with the attendance of the construction meetings (assumed to be bi-weekly). Any relevant site visit findings will be detailed on the monthly schedule update report. Note: At the the City’s request, an alternate fee proposal has been provided below including Atkins meeting attendance of one (1) monthly meeting, in lieu of two (2) meetings. Atkins’ forecasted fees for tasks 1.0 – 3.0 is as follows: (ATTACHMENT “B”) TASK 1.0 -"Review of Scheduling Specs" TOTAL $4,105 TASK 2.0 -"Review of Baseline Schedule" TOTAL $11,480 “BASE” TASK 3.0 -"Review of Monthly Updates – 18 Months" TOTAL $84,402 “ALTERNATE” TASK 4.0 -"Review of Monthly Updates – 18 Months" TOTAL (Assumes attendance of one (1) monthly meeting) $75,150 LUMP SUM TOTAL (Tasks 1.0 – 3.0) $99,9873 General Assumptions and Exclusions (Refer to attachments for more details) 3 Includes “Base” fee for Task 3.0. Total including “Alternate” fee for Task 3.0 is $90,735. City of Miami Gardens – New Municipal Complex Page 4 of 4 Project Controls Proposal – July 26, 2011 (Revised) The scope of work assumes/excludes the following: -Excludes cost estimates for Design submittals/phases not listed above -Excludes Cost Estimate for Package 1. -Excludes review of pay applications during the construction phase. -Excludes the estimating of site mitigation scope such as soil contamination and asbestos removal -Excludes Constructability and Value Engineering Review during cost estimating task. -Excludes Site Visit/Kick-off Meeting attendance for estimating task. -Assumes Monthly Schedule reviews starting in October 2011 and ending in March 2013 (18 months). It is assumed that the month of September 2011 will be reserved for the review of the Baseline schedule. Atkins understands the importance of this project to the City of Miami Gardens and it is thoroughly confident that it can provide support services that will enhance the City’s vision of providing quality construction projects on time and on budget. Thank you for the opportunity to provide you with a proposal for this project. Please do not hesitate to contact us with any questions or comments. Regards, Juan Alfonso, Assoc. AIA Associate Vice President w/Attachments Cc: File City of Miami Gardens NEW Municipal Complex Cost Estimating Services -FEE PROPOSAL ATTACHMENT "A" Cost Estimating Services During Design 7/26/2011 (Rev) Team: Category PM Senior Estimator Estimator Hourly Rate: $145.00 $95.00 $70.00 1.0 Cost Estimate -80% Design 1.1 Initial Site Visit /Kick-off Meeting 0 0 0 1.2 Review of Contract Documents 1 3 6 10 1.3 Perform Quantity Take-offs 110 105 215 Structural 38 7 Mechanical/Plumbing/Fire Protection 10 38 Electrical 8 28 Civil (excludes Civil-related work in Package no. 1) 18 Architectural 36 26 Landscape 6 Communications (will assume GSF pricing) 1.4 Cost Estimate Development (Data input) 3 12 30 45 1.4.1 Cost Estimate Pricing 7 22 20 1.5 Price Quotes/Contact Vendors/Suppliers 2 14 16 1.6 QA/QC (Issue) DRAFT Cost Estimate 8 8 10 26 1.7 Meeting with Client to discuss estimate 2 2 1.8 Incorporate DRAFT Estimate Client Comments 7 15 22 1.9 QA/QC (Issue) Final Cost Estimate 3 7 10 2.0 Attend Negotiations Meeting 4 4 8 Task: Total Budget COST ESTIMATING SVCS -BUDGETED BUDGETED HRS Total Hours -TASK 1.0: 28 177 200 405 Total Labor ATKINS: $4,060 $16,815 $14,000 $34,875 $120 $34,995 $34,995 Scope/Assumptions: -Budget excludes attendance of additional meetings (beyond those noted above) -Budget assumes one draft and final estimate inclusive of scope listed in each of the design submittals. TASK 1.0 -Direct Expenses (Printing /Reproductions /Travel) -Budget excludes any break-out estimates as well as progress (in-between submittals not listed above) revisions to estimate due to design/scope changes/permit revisions. -Budget excludes reviews and/or comparisons with A/E and CM Estimates GRAND TOTAL (Task 1) TASK 1.0 LUMP SUM TOTAL -Budget excludes Cost Estimate for Package No. 1 City of Miami Gardens NEW Municipal Complex Scheduling Services -FEE PROPOSAL ATTACHMENT "B" Scheduling Services During Design and Construction 7/26/2011 (Rev) Team: SCHEDULING SVCS -BUDGETED HRS Category PM Senior Scheduler Scheduler Hourly Rate: $145.00 $100.00 $70.00 1.0 Review and Recommendation of Scheduling Specs 1.1 Initial Review of Existing Specs and Design Documents 2 2.5 4.5 1.2 Make Recommendations/Produce Specs 4 16 20 1.3 Discussion with Client to Discuss Recommendations 1 1 2 1.4 Incorporate Client Comments and Finalize Report 2 8 10 0 Total Hours -TASK 1.0: 9 27.5 36.5 Total Labor Atkins: $1,305 $2,750 $0 $4,055 $50 Task: Total Budget TASK 1.0 -Direct Expenses (Printing /Reproductions /Travel) $4,105 2.0 Review of Baseline Schedule (Includes Initial review and a follow up review) 2.1 Initial Site Visit /Kick-off Meeting 2 2 4 2.2 Review of P6 Baseline File -Logic Analysis 2 23 25 2.3 Review of Contract Documents for Scope and Technical Compliance 2 15 17 2.4 Review of Cost and Resources Component of the Baseline 2 8 10 2.5 Prepare DRAFT Baseline Report 3 15 18 2.6 Baseline Meeting with GC and Client 3 3 6 2.7 Review REVISED Baseline Schedule (If necessary) 2 13 15 TASK 1.0 TOTAL 2.8 Prepare REVISED Baseline Report (If necessary) 2 9 11 0 Total Hours -TASK 2.0: 18 88 106 Total Labor Atkins: $2,610 $8,800 $0 $11,410 $70 $11,480 3.0 Monthly Update Review /Site Visit /Attendance of Construction Meeting (2 per month) 3.1 Review Monthly Schedule Update 5 24 29 3,2 Perform Site Visit (2 per month) 0 7 7 TASK 2.0 TOTAL TASK 2.0 -Direct Expenses (Printing /Reproductions /Travel) 3.3 Attend Construction Meetings (2 per month) 0 4 4 3.4 QA/QC Schedule Report 3 Total Monthly Hours -TASK 3.0: 8 35 43 Total Labor Atkins: $1,160 $3,500 $0 $4,660 $29 $4,689 18 $84,402 ALTERNATE (Attend only one [1] monthly meeting/site visit) MONTHLY SUBTOTAL TASK 3.0 TOTAL TASK 3.0 -Direct Monthly Expenses (Printing /Reproductions /Travel) TASK 3.0 -Budgeted Months (18 months) 4.0 Monthly Update Review /Site Visit /Attendance Attendance of Construction Meeting (2 per month) 4.1 Review Monthly Schedule Update 5 24 29 4,2 Perform Site Visit (1 per month) 0 4 4 4.3 Attend Construction Meetings (1 per month) 0 2 2 4.4 QA/QC Schedule Report 3 Total Monthly Hours -TASK 4.0: 8 30 38 Total Labor Atkins: $1,160 $3,000 $0 $4,160 $15 $4,175 18 TASK 4.0 -Direct Monthly Expenses (Printing /Reproductions /Travel) MONTHLY SUBTOTAL TASK 4.0 -Budgeted Months (18 months) $75,150 $99,987 Scope/Assumptions: -Includes attendance of two construction meetings per month at site (Assumes partial meeting attendance). GRAND TOTAL (TASK 1.0, 2.0 and 3.0) "ALTERNATE" TASK 4.0 TOTAL -Includes one (1) monthly report on the status of the project schedule -Includes two (2) jobsite visits per month (normally to coincide with the construction meeting attendance). -Excludes review of Time Extensions, Change Orders, and Claims.