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10-19-04 Item 7TO: Honorable Mayor, Vice Mayor RESOLUTION: DATE: October 19, 2004 AGENDA ITEM No.—T RE: Authorizing the City Manager to negotiate and execute professional general engineering services agreements. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, AUTHORIZING THE CITY MANAGER TO NEGOTIATE HOURLY RATES AND TO EXECUTE PROFESSIONAL GENERAL ENGINEERING SERVICES AGREEMENTS WITH MILIAN SWAIN & ASSOCIATES, INC., H.J. ROSS ASSOCIATES AND CORZO CASTELLA CARBALLO THOMPSON SALMAN, P.A.; PROVIDING FOR AN EFFECTIVE DATE BACKGROUND & ANALYSIS: Two months ago we initiated a process of selecting consultants under Professional General Engineering Services. The selection of the engineering consultants is required to be done in accordance with Florida Statute 287.055 (Consultants' Competitive Negotiation Act). These pre - selected consultants will be used on a rotating basis, as funding is made available, for general engineering projects with basic costs which do not exceed $500,000; or planning study activities for which the fee for professional services does not exceed $25,000. The execution of these Professional General Engineering Services agreements does not commit the City to any maximum amount of fees nor guarantees any work. With the recent legislative appropriations received for projects such as the People Transportation Plan and Stormwater Trust Fund projects, it is essential that we secure Professional General Engineering Consultants in other to immediately implement the projects and meet the established timeframes indicated in the funding agreements. The Request for Letters of Interest and Qualifications was advertised in the Miami Daily Business Review on Monday, August 9, 2004. Thirteen (13) sealed letters of interest and qualification packages were submitted. The qualification packages were publicly opened the last day of the qualification submittal period (Wednesday, September 8, 2004) at 1:00 pm. Commencing September 8, 2004, the Selection Committee reviewed the qualification packages and selected a shortlist of six (6) consultants who presented a factual dissertation of their organization and qualifications during a video - recorded Presentation & Interview process on September 27, 2004. The Selection Committee members recommended the following three firms: • Milian Swain & Associates, Inc. • H.J. Ross Associates • Corzo Castella Carballo Thompson Salman, P.A. PAGE 2 OF 2 Comm. Meeting Agenda October 19, 2004 In addition to the qualification packages review and the Presentation and Interview of the six (6) shortlist finalists, telephone interviews of references were also conducted. The videotape of the Presentation and Interview session is available for review. RECOMMENDATION: It is recommended that the City Commission authorize the City Manager to negotiate hourly rates and execute three separate agreements for professional general engineering services in accordance with Florida Statute 287.055, for a period of three years, with provisions to renew for one additional year. ATTACHMENTS: ❑ Proposed resolution ❑ Copy of Request for Letter of Interest and Qualification (RFURFQ) ❑ Certified Advertised Notice of the RFI/RFQ ❑ RFI/RFQ Opening Report • Approved list of Selection Committee members (Memorandum date August 6, 2004) • Selection Committee's Tally Sheet (Qualification Package Review for Shortlist) Selection Committee's Tally Sheet (Presentation & Interview) Copies of telephone reference evaluation sheets. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 RESOLUTION NO.: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, AUTHORIZING THE CITY MANAGER TO NEGOTIATE HOURLY RATES AND TO EXECUTE PROFESSIONAL GENERAL ENGINEERING SERVICES AGREEMENTS WITH MILIAN SWAIN & ASSOCIATES, INC., H.J. ROSS ASSOCIATES AND CORZO CASTELLA CARBALLO THOMPSON SALMAN, P.A.; PROVIDING FOR AN EFFECTIVE DATE WHEREAS, the Mayor and City Commission desire to retain consultants to provide Professional General Engineering Services; and WHEREAS, pursuant to Florida Statute 287.055 the City published a Notice for Professional Engineering Services and received a total of thirteen (13) responses; and WHEREAS, a thorough review of the firms and their qualifications was conducted. NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, THAT: Section 1: The City Commission authorizes the City Manager to negotiate and to execute three separate professional service agreements with: • Milian Swain & Associates, Inc. • H.J. Ross Associates • Corzo Castella Carballo Thompson Salman, P.A. Section 2: That the Agreements allow for renewal of an additional period of one year at the City's option. Section 3: That the negotiated Professional General Engineering Agreements be made a part of this resolution. PASSED AND ADOPTED this day of APPROVED: Maria Menendez, City Clerk READ AND APPROVED AS TO FORM: CITY ATTORNEY 2004. ATTEST: Mary Scott Russell, Mayor Commission Vote: Mayor Russell: Vice Mayor Palmer: Commissioner Wiscombe: Commissioner Birts- Cooper: Commissioner Sherar: City of South Miami, Florida REQUEST FOR LETTER OF INTEREST AND QUALIFICATION PROFESSIONAL GENERAL ENGINEERING SERVICES The City of South Miami will receive letter of interest and qualifications for various future projects, per specifications and scope of services, until 1 :00pm, September 8, 2004. Interested firms must submit qualification package to the Office of the City Clerk, 6130 Sunset Drive, South Miami, Florida 33143. Any qualification package submitted past the deadline and /or submitted to other locations or offices shall be deemed non - responsive and will be rejected. Pursuant to Chapter 287.055, Florida Statutes, the City of South Miami will retain consultants to provide professional General Engineering Services (Civil, Roadway, Drainage, Traffic and Environmental Engineering) for miscellaneous city projects. In order to fulfill such needs and meet the requirements for quick response and specialized services, the City intends to retain three (3)- qualified firms. Each selected firm shall enter into an agreement for a term ending September 30, 2007. Only firms with similar experience and a proven track record of delivering successful/ on time- on budget projects are encouraged to apply. No minimum amount of such service or compensation will be assured to any of the firms so retained, and the City shall not be prevented in any manner from retaining other firms at its sole discretion. The general scope for the professional general engineering services as follows: a) Roadway Engineering to include streets, sidewalk, curb, . gutter, drainage, associated traffic control devices, stripping, lighting, speed reduction devices and incidental landscaping. b) Drainage Design includes the necessary analysis needed to implement proposed drainage improvements, preparation of paving and drainage plan for municipal building and . facilities. c) Civil Engineering, to include Distribution (Watermain) system analysis and design and Sanitary Sewer System Evaluation and design. d) Traffic Engineering services will include daily volume counts, data analysis, preparation of conceptual improvements plan, present reports and recommendation to stakeholders and preparation of final traffic engineering report. e) Environmental Engineering, to include, site investigation and design needed to prepare remediation plans to mitigate underground storage tanks, hazardous waste materials and asbestos materials. Page 2 of 2 RFQ - Professional... 08 -04 -04 To be eligible for selection consideration, interested consultants must submit six (6) original copies of the following information: 1) Name of firm(s); specify as to type of contractual agreement between firms, and certificate(s) of authorization to offer professional services through the Florida Department of Professional Regulations, as applicable, from prime as well as supporting firms. 2) Proof of authorization to transact business in the State from the Florida Secretary of State, from prime as well as supporting.firms. 3) Proposed organization chart identifying key professionals and their area of responsibilities. 4) Appropriate current Federal 254 and 255 forms showing the firm's data and supporting the firm's ability to perform each category of work required. Federal form 254 is required for both prime and sub - consultant. 5) List of recent client references with contact names and telephone numbers. For further information, interested parties may fax questions to Mr. W. Ajibola Balogun, REM, Public Works Director at 305.668.7208. Please be advised that the City of South Miami comply with Miami -Dade County's Cone of Silence ordinance. Requests for any information must be made in writing. Maria Menendez City Clerk MIAMI DAILY BUSINESS REVIEW 4 f Published Daily except Saturday, Sunday and Legal Holidays Miami, Miami -Dade County, Florida STATE OF FLORIDA COUNTY OF MIAMI -DADE: - is f Before the undersigned authority personally appeared O.V. FERBEYRE, who on oath says that he or she is they t - «i,.'i�,�,z'"ifa a`ii^� -" - ',kiy -FfiYa x f SUPERVISOR, Legal Notices of the Miami Daily Business;'f f Review f /k/a Miami Review; a daily (except Saturday, Sunday (`'1 THIM , a and Legal Holidays) newspaper, published at Miami in Miami -Dade sx FREi��lES9ti(C I:EER Q�N 3 pn County, Florida; that the attached copy of advertisement, " " being a Legal Advertisement of Notice in the matter of INITEREWAND;t PROFESSION�CLAMEi�AI: ENGINEERINGrSER -4 1 1 21 >fkl c I k �� 9� 1fICES �' CITY OF SOUTH MIAMI - REQUEST FOR LETTER OF INTEREST & QUALIFICATION - PROF. GENERAL ENGINEERING SVGS. " ' The Crfy�oSauth MlramrfurlLre�etvafietteofrnteresand ,grfahficatrons for uan'ous futuGe�prolects pegrspecrficatians, andrscopez of sennces� until in the XXXX Court, ip 0apm September 8 204 ftrterested firms° must,sub rtfqualdicaUorn; was published in said newspaper in the issues of package to tote Office o'tiiCdytCtekJ3aNSunseiDhe South Mramr :Flond"Wip 43 Ahy gpalrflca #ion packagea submitted past theF deatlltne 08/09/2004 an suhrnri#ed fa$ ather fbcatrans,ar otficestshall�be depmedngm res v } F - ponsrue antliwrll be selected a ter ,a Mrs* err'q'"'t,"eYt°�''igt`3'-*>kh _ Affiant further says that the said Miami Daily Business Pucsuanf to�Chapfe87,a�IgndafatuCes{ tmCay of5au�Mtarnr Review is a newspaper published at Miami in said Miami-Dade wrlh retain consultants toy provtderp► o %sslgnaleneraG'SEnglneepngl5er County, Florida and that the said newspaper has vicesCrvll Roadway" DrarnegeGraateilEnvtrorimen�alaEngrrieenngr1 fior mracellaneous crfy protects, Iii ortler�totfuffllisuch meeds,and meefithe heretofore been continuously published in said Miami -Dade County, requirements far quick resRonse antli specralrzeclE servigw. ,, a rCdyR in Florida, each day (except Saturday, Sunday and Legal Holidays) tends' UUtp�9etapithrs�( 3�ll�qualrfed,fiima�>= aclrse�ec% fi�yS�iaU enter and has been entered as second class mail matter at the post into an a reernent fat�a terra endtgg a tet beg Q 20 70 gly rms wdh office in Miami in said Miami -Dade County, Florida, for a Simi la a rper erica agdza P o�uen r c ee�rdo delnrenrtgMsuccessful6pnF period of one year next preceding the first publication of the Ume on;fxudgeb rg�ect a e,errcourag� to apply Glormmrmu, amoun attached copy of advertisement, and affiant further says that he or of sucl fservrce on compensatrorl �nnl ae;assu�eda b arty ditfio-irr s so rep she has neither paid nor promised any person, firm or corporation tamed and the Crty haq, not �te preue�#edtrrtt and} }manneriraerr retaining; any discount, reb commission or refund for the purpose otherfirms at,rtsofertlrscretion 7t�tx 7; _', I #� of securing thi advertiseme blication in the said " ;:The generals scope forathe professronalgenera #'erigrneenng,.serurcesasr newspaper. foila Y�tr 4tvd r r p kmrx, +k R h - a) fioadwa - Engineen g gta inefude.streets sidewalk cr�rb guftef drainage assacrztedtraific cotetral�demcesnsfnpprng, lighting' speed retluctrSn cevrces and increr�taftandscaprr�g Sworn to and subscribed before me this a i b Drainage Design mclutles the necessary analysis needed to im , 09 day of AUGUST A.D. 2004 pleruient proposed drainage rmprgvernents' preparation of paving and" „ drainage' plan. fortnurirclpelbwldrng <'aridfiacJrttes c) , trturl�Engr�t2ering to lelcfude Drstnbutron (lifVatermarur} sysfem� • • My Commission D0338O analysrsyand desiga and`Sanry SewerSystem Evaluatmn and de (SEAL) Expires July 18, 2COG O.V. FERBEYRE personally known to me dj Traffic F` euvacesw�t�ncluddatiy volume catlmts data anai�sis preparation ofi�conceptual�rmprovementsF plan present. re ' ports and�xrecommend'afion to stakeholders and preparafion of final raf tS meen© re a , g 9 p_ e) Enr��onmentat,Enginee '§iAc lnclude site investigafioraiand de i sigh needed'36fiprepare remediatiorti plans to mfigaYe,undergrodnd storage tanks fiazardouswastemrnatenals antl asbestos rnatenals �a kry'x s� t� t _ f .11�� txt? -5" y�'�I. s To ite ehgiGle(a far selecttanr considerafron interested consukar�ts must sufjmit six (6j ongmai`copies of the foil'orving information 1� v a� a i ij Name of, firrn(s� speafy asto`type of contractual agreement be tween firms 'antl certificate(sj n# authorzafion to offer professwnaG! services throwgh the FlondaQepartmant of Professional Eleguiafions as applicable l pm prnope as well asasuppa : ngfums �'W Proof of &A, dzation to transactbusinesstin fhef�tate#rom tfie Florida Secretary of State from pnmeas welfas supportuig,f %ns 1IJ � NY �M 1 �YA F kt 4 3`-5 r 3jr, Proposed organ¢afion chard idenfifymg key professionals and their area of responsibilities �r,4 , =�Appropnate current �ederal24and5forr�sshowmg�fhesfirm s dataand suppo'r,Ungthe firm s ability t�pertorm each category of`work '�required� Fedrrralrfarm 254 is requrred�for both�pnme andYsub- consul _ , ta1t?`u,o 5jp I.�st of reeent�chent�refferences wi't11 contact names. and telephone ;: For furth, er mformafion uiierested parties may fax quesfions td Mr W Ahbola 8alogurn REM, PubilaWOrks,DirecYorat 305 G67208 v �� v5'{ c�a.Lsvy 3tkt ;t h,yrci`Cy✓.��+, h w�WryG.-uM 5 . ..�n _ Pleasbe adu�sed`thattheCitypof'South Miami complrmntb Mramr Dade County "s Cone of Sitence ortlmance Requests. #n iany uiforrnatton must vi be made m wnfing RFi /RFQ OPENING REPORT RFQ packages were opened on: September 8 2004 at: 1:05nm For: Professional General EnwineeringServices CONSULTING FIRMS /TEAMS: 9• C-SA Grow SA SbAecd ne. �. Gorzo Ccm a[(ci Car-6atlo Tbovn soil Ca6an P•r1 3 • F-nv (ran men m ktessrner,'ts ne• 4. GLE- ASsoc..c`,a4es Inc• 5. Chen aid Apocim es urns cox, c onn� �• pp T f2rm 2 �1D °' • n � �, pcl n e rs V �1 c �. E NZ mcert+, GonS ruc coin' c6n,,V -sn nc - . sert-c L+c Se r l nG - po. u�►cLcan /1 t1V�i t CJL � gr,.imjeS LG 1 � • �� • �. �oSS t'SsSOCia"�S (2. C crosu,Lbn Ex► meerm be S'Cience inc- I3. PES fix. City Clerk's Sign: Witness:. Witness: TO: Maria Davis City Manager CITY OF SOUTH MIAMI South Miami All- Amefta 0141 Excellence, Integrity, Inclusion 2001 FROM: W. Ajibola Balogun Public Works Director DATE: August 6, 2004 RE: Request for your approval of the Selection Committee for Professional General Engineering Services It is recommended that you make the following appointments for the upcoming Competitive Selection process for the Professional General Engineering Services: Selection Committee W. Ajibola Balogun, REM, Public Works Director Aleem Ghany, P.E., City Engineer, City of North Miami Muhammed M. Hasan, P.E., Chief, Traffic Engineering Division, MDC Public Works Dept. Michael A. Sprovero, CBO, Community Development Director Kathy Vasquez, Purchasing Manager The Selection Committee will determine whether or not the applicants are qualified to provide the services requested and whether or not their proposal are complete. The Selection Committee will rank the Consultants on how well they can provide the requested services (through qualification package review and interview process) and they will recommend three to your office and in turn to the City Commission for final selection. If the above appointments are satisfactory, please sign below. Thank you. Approved: aria V. Davis, City Manager Should you have any questions or comments, please do not hesitate to contact me. END OF MEMORANDUM o a CD � r < w �. g . ✓ ° y Ln CD o d CD CD 4� r'n o �, a CD c ® y CD " cn CD An (D En n ° (D O CD CD by CD CD Q x tea. CD w CD so w 0 cp n 0 0 3 �— rr G la CY m Ctl O 3 v m� Qp H � Cc CC°i G7 h jU TD CD e °f py�p F/ �s IY W C w l 0 CD fb U) C CD Q a o CD o o y CD C x (D 0 9 0 o o h� x CD CD CD CD C B cr cn w CD � N N ID m to 3 Qo rt 3 CD CD o CD H tV M^ ry m Company: Professional General Engineering Services Evaluation Process Telephone Interview with Reference uestions Yes No Excellent Very Good Poor Good 1. Were projects completed Comment: 2. Met project schedule Comment: budget 3. Met established Comment: 4. Would you work with the company again? a Comment: 5. How would you rank your experience: Comment: Contacted reference: ip Organization: Telephone number: Company: uestions Professional General Engineering Services Evaluation Process Telephone Interview with Reference Yes No Excellent Very Good Poor Good 1. Were projects completed Comment: Contacted refe Organization: Telephone nun Company: Professional General Engineering Services Evaluation Process rMN-0,W�/ 0/0 r Telephone Interview with Reference uestions Yes No Excellent Very Good Poor Good 1. Were projects completed Comment: 2. Met project schedule Comment: 3. Met established budget Comment: 4. Would you work with the company again? Comment: 5. How would you rank your experience: Comment: Contacted ref. Organization: Telephone nui uestions Professional General Engineering Services Evaluation Process Telephone Interview with Reference Yes No Excellent Very Good Poor Good 4. Would you work with the company again? Comment: 5. How would our ou rank experience: Y Y P Comment: Contacted reference: Organization: Telephone number: _ 1. Were projects completed Comment: 2. Met project schedule Comment: 3. Met established budget Comment: 4. Would you work with the company again? Comment: 5. How would our ou rank experience: Y Y P Comment: Contacted reference: Organization: Telephone number: _ Professional General Engineering Services Evaluation Process Telephone Interview with Reference Questions Yes No Excellent Very Good Poor Good 1. Were projects completed Comment: 2. Met project schedule Comment: 3. Met established budget Comment: 4. Would you work with the company s again? Comment: 5. How would you rank your experience: Comment: Contacted refe Organization: Telephone nun Professional General Engineering Services Evaluation Process ZA Company: Telephone Interview with Reference uestions 1. Were projects completed Comment: 2. Met project schedule Comment: 3. Met established budget Comment: 4. Would you work with the company again? Comment: zz:�Z:Z-� 5. How would you rank your experience: Comment: Contacted refs Organization: Telephone nun Yes No Excellent Very Good Poor Good ✓ ✓ n s - Questions Professional General Engineering Services Evaluation Process Telephone Interview with Reference Yes No Excellent Very Good Poor Contacted refE Organization: Telephone nun Good 1. Were projects completed s Comment: 2. Met project schedule Comment: 3. Met established budget ✓ Comment: 4. Would you work with the company again? Comment: 5. How would you rank your experience: Comment: Contacted refE Organization: Telephone nun Company: tzrl- Professional General Engineering Services Evaluation Process Telephone Interview with Reference uestions Yes No Excellent Very Good Poor Good 1. Were projects completed " Comment: 2. Met project schedule Comment: 3. Met established budget Comment: 4. Would you work with the company again? Comment: 5. How would you rank your experience: Comment: Contacted refs Organization: Telephone nui Company: Questions Professional General Engineering Services Evaluation Process f�ir� Telephone Interview with Reference Yes No Excellent Very Good Poor Good 1. Were projects completed °s Comment: / 2. Met project schedule Comment: 3. Met established budget PO Comment: 4. Would you work with the company again? Comment: 5. How would you rank your experience: Comment: Contacted refe Organization: Telephone number: Company: Professional General Engineering Services Evaluation Process Telephone Interview with Reference uestions Yes No Excellent Very Good Poor Good 1. Were projects completed Comment: 2. Met project schedule Comment: 3. Met established budget Comment: 4. Would you work with the company again? Comment: 5. How would you rank your experience: Comment: Contacted reference: Organization: Telephone number: Telephone Interview with Reference uestions Yes No Excellent Very Good Poor Good ti Organization: 4�ILe� Telephone number: ® � ®� ®� Company: uestions Professional General Engineering Services Evaluation Process Telephone Interview with Reference Yes No Excellent 1. Were projects completed Comment: 2. Met project schedu a �/ Comment: 3. Met established budget Comment: 4. Would you work with the company again? Comment: 5. Mow would you rank your experience: Comment: Contacted refe Organization: Telephone nur Very Good Poor Good Company: uestions Professional General Engineering Services Evaluation Process Telephone Interview with Reference Yes No Excellent Very Good Poor Good 1. Were projects completed Comment: 2. Met project schedule Comment: 3. Met established budget Comment: 4. Would you work with the company again? Comment: 5. How would you rank your experience: Comment: Contacted refs Organization: Telephone nui Company: uestions Professional General Engineering Services Evaluation Process 1. Were projects completed Telephone Interview with Reference Yes No Excellent _LZ Comment: 2. Met project schedule °s Comment: 3. Met established budget Comment: 4. Would you work with the company again? Comment: 5. How would you rank your experience: Comment: Contacted refs Organization: Telephone nui Very Good Poor Good Company. Professional General Engineering Services Evaluation Process ME, _i .S`, M Telephone Interview with Reference uestions Yes No Excellent Very Good Poor Good projects completed 1. Were prof p Comment: 2. Met J ro'ect schedule p Comment: 3. Met established budget Comment: 4. Would you work with the company again? V Comment: 5. How would you rank your experience: Comment: // Contacted refe Organization: Telephone number: Company: uestions Professional General Engineering Services Evaluation Process i f Telephone Interview with Reference Yes No Excellent Very Good Poor Good 1. Were projects completed t� Comment: 2. Met project schedule Comment: 3. Met established budget Comment: 4. Would you work with the company again? Comment: 5. How would you rank your ex erience: Comment: Contacted Organizati, Telephone Professional General Engineering Services Evaluation Process Company: � ME "H4 Telephone Interview with Reference uestions Yes No Excellent Very Good Poor Good 1. Were projects completed Comment: 2. Met project schedule Comment: 3. Met established budget � Comment: 4. Would you work with the company again? Comment: 5. How would you rank your experience: Comment: Contacted refF Organization: Telephone nun Company: Professional General Engineering Services Evaluation Process 0 Telephone Interview with Reference uestions Yes No Excellent Very Good Poor Good 1. Were projects completed Comment: 2. Met project schedule / Comment: 3. Met established budget Comment: 4. Would you work with the company again? Comment: 5. How would you rank your experience: Comment: Contacted reference: s Organization: -- AaZ-ev-p4j Telephone number: .�