HomeMy Public PortalAbout13-8659 EAC Consulting Inc for Roadway Master Plan Sponsored by: City Manager
RESOLUTION NO. 13-8659
A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF OPA-LOCKA, FLORIDA, AUTHORIZING THE CITY
MANAGER TO ENTER INTO AN AGREEMENT WITH EAC
CONSULTING, INC., FOR THE PREPARATION OF
ROADWAY MASTER PLAN, IN AN AMOUNT NOT TO
EXCEED $95,000„ PAYABLE FROM ACCOUNT NUMBER 47-
541340; PROVIDING FOR INCORPORATION OF RECITALS;
PROVIDING FOR AN EFFECTIVE DATE
WHEREAS, the City of Opa-locka ("City") requested proposals for the Capital
Improvement Project ("CIP") Master Plan; and
WHEREAS, the City, by Resolution 13-8595, authorized the City Manager to
negotiate a contract for the Roadway Master Plan with EAC Consulting Inc.; and
WHEREAS, the Roadway Master Plan task is to develop a 10 year Capital
Improvements Program, targeting roadway infrastructure, recommending solutions, and
addressing present deficiencies and future demands; and
WHEREAS, EAC Consulting, Inc.'s, services for the Roadway Master Plan will
provide services that include analyzing, identifying, prioritizing and implementation
methodology based on the severity of need and construction cost; and
WHEREAS,the City Manager recommends City Commission approval, in order
to move ahead with the Capital Improvement Program.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY
COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA:
Section 1. The recitals to the preamble herein are incorporated by reference.
Resolution No. 13-8659
Section 2. The City Commission of the City of Opa-locka, hereby approves
and authorizes the City Manager to enter into an agreement with EAC Consulting, Inc., for
the preparation of the Roadway Master Plan, in an amount not to exceed $95,000, payable
from Account Number 47-541340, in substantially the form attached hereto.
Section 3. This resolution shall take effect immediately upon adoption.
PASSED AND ADOPTED this 30th day of July, 20 3.
f YRA ' YLOR
MAYOR
Attest to:
'(C6-k,4 2
J anna Flores
ty Clerk
App oved as to form Ind legaJ,suf i• cy:
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Jo : • 'II eller
' ENS' •ON MARDER PA
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Moved by: COMMISSIONS 'HOLMES
Seconded by: COMMISSIONEI SANTIAGO
Commission Vote: 4-0
Commissioner Holmes: YES
Commissioner Johnson: NOT PRESENT
Commissioner Santiago: YES
Vice-Mayor Kelley: YES
Mayor Taylor: YES
2
OPP.Lock4
Obi p
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ORAL
City of Opa-Locka
Agenda Cover Memo
Commission Meeting 07/30/2013 Item Type: Resolution Ordinance Other
Date: X
(EnterX in box)
Fiscal Impact: Ordinance Reading: 1st Reading 2nd Reading
(Enter X in box) Yes No (Enter X in box)
x Public Hearing: Yes No Yes No
(EnterX in box) X X
Funding Source: (Enter Fund&Dept) Advertising Requirement: Yes No
Ex: (Enter X in box)
Account#47-541340 X
Contract/P.O.Required: Yes No RFP/RFQ/Bid#:
(Enter X in box)
Strategic Plan Related Yes No Strategic Plan Priority Area: Strategic Plan Obj./Strategy: (list the
(Enter X in box) specific objective/strategy this item will address)
X Enhance Organizational D
Bus.&Economic Dev D Is required in order to move ahead
Public Safety - with the capital improvement
Quality of Education D program,funding,budget
Qual.of Life&City Image I planning,and implementation
Communcation 123 strategy.
Sponsor Name Department:
City Manager City Manager
Short Title:
Agreement with EAC Consulting,inc. for the preparation of Roadway Master Plan
Staff Summary:
The City of Opa-locka requested proposals for the Capital Improvement Project (CIP) Master Plan preparation and
awarded the project to EAC Consulting, Inc. The CIP Master Plan includes Wastewater Master Plan, Drinking
Water Master Plan, Stormwater Master Plan and also Roadway Master Plan. The roadway master plan will be
used for projects identification, funding and to formulate the implementation strategy including the level-of-
service standards as necessary for the City's roadway system.
1 I '•
Proposed Action:
Staff recommends approval in order to move ahead with the capital improvement program, funding, budget
planning, and implementation strategy.
Attachment:
1. Agenda
2. Copy of draft agreement
3. Copy of Resolution# 13-8540, 13-8595
2I '
OQp.LOCk4.
V i`
i ry
MEMORANDUM "t��
To: Mayor Myra L.Taylor
Vice Mayor Joseph L.Kelley
Commissioner Timothy H i Imes
Commissioner Dorothy Jo ns I
Commissioner Luis B.Sa ti, •
FROM: Kelvin L.Baker,Sr.,City Man. :
DATE: July 25,2013
RE: Agreement with EAC Consulting,inc. for the preparation of Roadway Master Plan
Request: A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA,
FLORIDA AUTHORIZING THE CITY MANAGER TO ENTER INTO AN
AGREEMENT WITH EAC CONSULTING,INC. IN THE AMOUNT NOT TO EXCEED
NINETY -FIVE THOUSAND ($95,000.00) FOR THE PREPARATION OF ROADWAY
MASTER PLAN PAYABLE FROM ACCOUNT 32-541340.
Description: The City of Opa-locka requested proposals for the Capital Improvement Project(CIP)Master Plan
preparation and awarded the project to EAC Consulting, Inc. The CIP Master Plan includes Wastewater Master
Plan,Drinking Water Master Plan, Stormwater Master Plan and also Roadway Master Plan.The roadway master
plan will be used for projects identification, funding and to formulate the implementation strategy including the
level-of-service standards as necessary for the City's roadway system.
Account Number: 47-541340
Implementation Time Line: As soon as possible.
Legislative History: Resolution# 13-8540, 13-8595
Recommendation(s): Staff recommends approval in order to move ahead with the capital improvement
program, funding,budget planning, and implementation strategy.
Analysis: Upon City Commission authorization, the selected firm will be engaged in assisting the City
preparing the roadway master plan as required.
ATTACHMENT(S):
1. Copy of draft agreement
2. Copy of Resolution# 13-8540, 13-8595
PREPARED BY: Mohammad Nasir,PE,City Engineer/CIP Director
END OF MEMORANDUM
4
iGY ►:
CONTRACT AGREEMENT
BETWEEN
CITY OF OPA- LOCKA
AND
EAC CONSULTING, INC.
FOR
City of Opa-Locka-Capital Improvement Projects (CIP)
Roadway Master Plan
AGREEMENT
THIS IS AN AGREEMENT,dated the_day of , 2013,between:
CITY OF OPA-LOCKA, a Florida municipal corporation, hereinafter
"CITY,"
and
EAC CONSULTING, INC. (EAC)
A licensed Company, authorized to do business in the State of
Florida,hereinafter"CONSULTANT."
WITNESSETH:
In consideration of the mutual terms and condition, promises, covenants, and payments
hereinafter set forth,CITY and CONSULTANT agree as follows:
ARTICLE 1
PREAMBLE
In order to establish the background, context and form of reference for this Agreement and to
generally express the objectives, and intentions, of the respective parties herein, the following
statements, representations and explanations shall be accepted as predicates for the
undertakings and commitments included within the provisions which follow and may be relied
upon by the parties as essential elements of the mutual considerations upon which this
Agreement is based.
1.1 CITY requested proposals for The Preparation of a Capital Improvement Projects
Master Plan indicating the CITY's desire to hire a Consultant to perform this work.
1.2 On ,the CITY awarded the CONTRACT and authorized the
proper CITY officials to enter into an agreement with CONSULTANT to render the
services more particularly described herein below.
ARTICLE 2
SCOPE OF WORK
Refer to Exhibit A.
ARTICLE 3
TIME FOR COMPLETION
3.1 The CONSULTANT shall commence work to be performed under this Agreement within
five (5) working days from the Notice to Proceed (NTP) and must complete within
(xx) months.
3.2 Anything to the contrary notwithstanding,minor adjustment to the timetable for
completion approved by CITY in advance, in writing, will not constitute a delay by
CONSULTANT. Furthermore, a delay due to an Act of God, fire, lockout, strike or labor
dispute, riot or civil commotion, act of public enemy or other cause beyond the control
of CONSULTANT shall extend this Agreement for a period equal to such delay and
during this period such delay shall not constitute a delay by CONSULTANT.
3.3 Consultant's failure to perform the work specified in this Agreement may result in
cancellation of the agreement with cause.
ARTICLE 4
CONTRACT SUM
4.1 The CITY hereby agrees to pay CONSULTANT for the faithful performance of this
Agreement, $ for work to be completed in accordance with the "Proposal"
submitted by CONSULTANT. Work completed by the CONSULTANT shall be as reflected
in the proposal submitted, a copy of which is attached hereto and made a part hereof as
Exhibit"B",with no change in the price shown. A total contact price hereto is referred to
as Contract Sum and shall be DOLLARS
($ ) •
ARTICLE 5
PROGRESS PAYMENTS
5.1 Based upon Applications for Payment submitted by the Consultant to the Owner, and
upon Project Applications and Certificates for Payment issued by the Owner, the
Owner shall make progress payments on account of the Contract Sum to the
Consultant as provided below and elsewhere in the Contract Documents.
5.2 The period covered by each Application for payment shall be one calendar month
ending on the last day of the month, or as follows:
5.2.1. Owner shall pay pursuant to the Florida Local Government Prompt Payment
Act Chapter 218 Florida Statutes.
5.2.2. Each Application for Payment shall be based upon the Schedule of Values
submitted by the Consultant in accordance with the Contract Documents.
The Schedule of Values shall allocate the entire Contract Sum among the
various portions of the Work and be prepared in such form and supported
by such data to substantiate its accuracy as the Owner may require. This
schedule, unless objected to by the Owner, shall be used as a basis for
reviewing the Consultant's Applications for Payment.
5.2.3. Applications for Payment shall indicate the percentage of completion of each
portion of the Work as of the end of the period covered by the Application
for Payment.
5.2.4. Subject to the provisions of the Contract Documents, the amount of each
progress payment shall be computed as follows:
5.2.4.1 Take that portion of the Contract Sum properly allocable to completed
Work as determined by multiplying the percentage completion of each
portion of the Work by the share of the total Contract Sum allocated to
that portion of the Work in the Schedule of Values. Pending final
determination of cost to the Owner of changes in the Work, amounts not
in dispute may be included in applications for Payment. The amount of
credit to be allowed by the Consultant to the Owner for a deletion or
change which results in a net decrease in the Contract Sum shall be
actual net cost as confirmed by the Construction Manager. When both
additions and credits covering related Work or substitutions are
involved in a change the allowance for overhead and profit shall be
figured on the basis of net increase, if any,with respect to that change.
5.2.4.2 Add that portion of the Contract Sum properly allocable to materials and
equipment delivered and suitably stored at the site for subsequent
incorporation in the completed construction (or, if approved in advance
by the Owner, suitably stored off the site at a location agreed upon in
writing).
5.2.4.3 Subtract the aggregate of previous payments made by the Owner; and
subtract amounts, if any, for which the Construction Manager has
withheld or nullified a Certificate for Payment.
ARTICLE 6
FINAL PAYMENT
6.1 Final payment, constituting the entire unpaid balance of the Contract Sum, shall be
made by the Owner to the Consultant when (1) the Contract has been fully
performed by the Consultant except for the Consultant's responsibility to correct
nonconforming Work and to satisfy other requirements, if any, which necessarily
survive final payment: and (2) a final Project Certificate for Payment has been
issued by the Owner and 3) the Consultant has met all provisions of the reporting
requirements of grants if the project is funded by grant money; such final payment
shall be made by the Owner not more than 20 days after the issuance of the final
Project Certificate for Payment.
ARTICLE 7
CONSULTANT'S LIABILITY INSURANCE
7.1 The CONSULTANT must have Professional Liability Insurance and Workers'
Compensation Insurance.
Minimum coverage required:
(a) Professional Liability Insurance-$1,000,000.00
(b) Workers' Compensation Insurance - as required by law;
7.2 Certificates of insurance, reflecting evidence of the required insurance, shall be filed
with the City prior to the commencement of the work. These Certificates shall contain a
provision that coverage afforded under these policies will not be canceled until at least
thirty days (30) prior written notice has been given to the CITY. Policies shall be issued
by companies authorized to do business under the laws of the State of Florida.
7.3 Insurance shall be in force until all work required to be performed under the terms of
the Contract is satisfactorily completed as evidenced by the formal acceptance by the
CITY. In the event the insurance certificate provided indicates that the insurance shall
terminate and lapse during the period of this contract, then in that event, the
CONSULTANT shall furnish, at least three (3) days prior to the expiration of the date of
such insurance, a renewed certificate of insurance as proof that equal and like coverage
for the balance of the period of the contract and extension there under is in effect. The
CONSULTANT shall not continue to work pursuant to this contract unless all required
insurance remains in full force and effect.
7.4 The CONSULTANT shall hold the CITY, its agents, and employees, harmless on account
of claims for damages to persons, property or premises arising out of the operations to
complete this Agreement and name the city as an additional insured under their policy.
ARTICLE 8
CONSULTANT'S INDEMNIFICATION
8.1 The CONSULTANT agrees to release the CITY from and against any and all liability and
responsibility in connection with the above mentioned matters and with the work being
performed by Consultant to the extent caused by CONSULTANT's breach of contract or
negligent acts, errors or omissions. The CONSULTANT further agrees not to sue or seek
any money or damages from CITY in connection with the above mentioned matters
provided the CITY has not breached its obligations hereunder.
8.2 The CONSULTANT agrees to indemnify and hold harmless the CITY, its trustees, elected
and appointed officers, agents, servants and employees, from and against any and all
claims, demands, or causes of action of whatsoever kind or nature, and the resulting
losses, costs, expenses, reasonable attorneys' fees, liabilities, damages, orders,
judgments, or decrees, sustained by the CITY or any third party arising out of, or by
reason of,or resulting from the CONSULTANT's negligent acts, errors,or omissions.
8.3 If a court of competent jurisdiction holds the City liable for certain tortious acts of its
agents, officers, or employees, such liability shall be limited to the extent and limit
provided in 768.28, Florida Statutes. This provision shall not be construed as a
waiver of any right or defense that the City may possess. The City specifically
reserves all rights as against any and all claims that may be brought.
ARTICLE 9
INDEPENDENT CONSULTANT
9.1 This Agreement does not create an employee/employer relationship between the
parties. It is the intent of the parties that the CONSULTANT is an independent
Consultant under this Agreement and not the CITY's employee for any purposes,
including but not limited to, the application of the Fair Labor Standards Act minimum
wage and overtime payments, Federal Insurance Contribution Act, the Social Security
Act, the Federal Unemployment Tax Act, the provisions of the Internal Revenue Code,
the State Workers Compensation Act, and the State unemployment insurance law and
similar laws.The CONSULTANT shall retain sole and absolute discretion in the judgment
of the manner and means of carrying out the CONSULTANT's activities and
responsibilities hereunder provided. This Agreement shall not be construed as creating
any joint employment relationship between the CONSULTANT and the CITY and the
CITY will not be liable for any obligation incurred by CONSULTANT, including but not
limited to unpaid minimum wages and/or overtime premiums.
ARTICLE 10
CHANGES TO SCOPE OF WORK AND ADDITIONAL WORK
10.1 CITY or CONSULTANT may request changes that would increase decrease or otherwise
modify the Scope of Services/Basic Services to be provided under this Agreement. Such
changes or additional services must be in accordance with the provisions of the Code of
Ordinances of the CITY and must be contained in a written amendment, executed by the
parties hereto, with the same formality and with equality and dignity prior to any
deviation from the terms of this Agreement, including the initiation of any additional or
extra work. Each amendment shall at a minimum include the following information on
each project:
PROJECT NAME
PROJECT DESCRIPTION
ESTIMATED PROJECT COST
ESTIMATED COST FOR ADDITION OR CHANGE TO PROJECT CONTRACT
ESTIMATED PROJECT COMPLETION DATE
102 In no event will the CONSULTANT be compensated for any work which has not been
described in a separate written agreement executed by the parties hereto.
ARTICLE 11
TERM AND TERMINATION
11.1 This Agreement may be terminated by either party for cause, or the CITY for
convenience, upon written advance notice two weeks ahead, in which event the
CONSULTANT shall be paid its compensation for services performed to termination
date. In the event that the CONSULTANT abandons this Agreement or causes it to be
terminated (not due to the fault of the CITY),the CONSULTANT shall indemnify the CITY
against any loss pertaining to this termination up to a maximum of the full contracted
fee amount. All finished or unfinished documents, data, studies, plans, surveys, and
reports prepared by CONSULTANT shall become the property of CITY and shall be
delivered by CONSULTANT to CITY.
11.2 This Agreement shall take effect as of the date of execution as shown herein below and
continue for such time as is contemplated by the Agreement.
ARTICLE 12
CONTRACT DOCUMENTS
12.1 CONSULTANT and CITY hereby agree that the following Specification and Contract
Documents, which are attached hereto and made a part thereof, are fully incorporated
herein and made a part of this Agreement, as if written herein word for word: This
Agreement; CONSULTANT's proposal as set forth in Exhibit "A"; RFQ; and any other
exhibits thereto,or to this Agreement..
ARTICLE 13
MISCELLANEOUS
13.1 Legal Representation:
It is acknowledged that each party to this Agreement had the opportunity to be represented by
counsel in the preparation of this Agreement and, accordingly, the rule that a contract shall be
interpreted strictly against the party preparing same shall not apply due to the joint
contribution of both parties.
13.2 Assignments:
This Agreement, or any interest herein, shall not be assigned, transferred or otherwise
encumbered, under any circumstances, by CONSULTANT without the prior written consent
of CITY. For purposes of this Agreement, any change of ownership of CONSULTANT shall
constitute an assignment which requires CITY approval. However, this Agreement shall run
to the CITY and its successors and assigns.
13.3 Records:
CONSULTANT shall keep books and records and require any and all sub-Consultants to keep
books and records as may be necessary in order to record complete and correct entries as to
personnel hours charged to this engagement, and any expenses for which CONSULTANT
expects to be reimbursed, if applicable. Such books and records will be available at all
reasonable times for examination and audit by CITY and shall be kept for a period of three (3)
years after the completion of all work to be performed pursuant to this Agreement, or for such
longer period as is required by law. Incomplete or incorrect entries in such books and records
will be grounds for disallowance by CITY of any fees or expenses based upon such entries.
13.4 Ownership of Documents:
Reports, surveys, plans, studies and other data provided or developed in connection
with this Agreement are and shall remain the property of City.
13.5 No Contingent Fees:
CONSULTANT warrants that it has not employed or retained any company or person,
other than a bona fide employee working solely for the CONSULTANT, to solicit or
secure this Agreement, and that it has not paid or agreed to pay any person, company,
corporation, individual or firm, other than a bona fide employee working solely for
CONSULTANT, any fee, commission, percentage, gift, or other consideration contingent
upon or resulting from the award or making of this Agreement. For the breach or
violation of this provision, the CITY shall have the right to terminate the Agreement
without liability at its discretion,to deduct from the contract price, or otherwise recover
the full amount of such fee,commission,percentage,gift or consideration.
13.6 Notice:
Whenever any party desires to give notice unto any other party, it must be given by
written notice, sent by registered United States mail, with return receipt requested,
addressed to the party for whom it is intended and the remaining party, at the places
last specified, and the places for giving of notice shall remain such until they shall have
been changed by written notice in compliance with the provisions of this section. For
the present, the CONSULTANT and the CITY designate the following as the respective
places for giving of notice:
CITY: Kelvin L. Baker, City Manager
780 Fisherman Street,4th Floor
Opa-locka, Florida 33054
COPY TO: Joseph S. Geller,City Attorney
780 Fisherman Street,4th Floor
Opa-locka, Florida 33054
CONSULTANT: Michael Adeife, P.E,Vice President
815 NW 57th Avenue, Suite 402
Miami, FL. 33126
Ph: (305) 265-5400
Fax: (305) 264-5507
Cell: (305) 409-4926
madeife@eacconsult.com
COPY TO: Huntley Higgins,P.E., Project Manager
815 NW 57th Avenue,Suite 402
Miami, FL. 33126
Tel (305) 265-5444
Fax(305) 264-5507
hhiggins @eacconsult.com
13.7 Binding Authority:
Each person signing this Agreement on behalf of either party individually warrants that
he or she has full legal power to execute this Agreement on behalf of the party for whom
he or she is signing, and to bind and obligate such party with respect to all provisions
contained in this Agreement
13.8 Exhibits:
Each Exhibit referred to in this Agreement forms an essential part of this Agreement.
The exhibits if not physically attached should be treated as part of this Agreement and
are incorporated herein by reference.
13.9 Headings:
Headings herein are for convenience of reference only and shall not be considered on
any interpretation of this Agreement
13.10 Severability:
If any provision of this Agreement or application thereof to any person or situation shall,
to any extent, be held invalid or unenforceable, the remainder of this Agreement, and
the application of such provisions to persons or situations other than those as to which
it shall have been held invalid or unenforceable shall not be affected thereby, and shall
continue in full force and effect,and be enforced to the fullest extent permitted by law.
13.11 Governing Law:
This Agreement shall be governed by the laws of the State of Florida with venue lying in
Miami-Dade County,Florida.
13.12 Disputes:
Any claim, objection, or dispute arising out of the terms of this Agreement shall be
litigated in the Eleventh Judicial Circuit Court in and for Miami-Dade County.
13.13 Attorney's Fees:
To the extent authorized by law, in the event that either party brings suit for
enforcement of this Agreement, the prevailing party shall be entitled to attorney's fees
and court costs in addition to any other remedy afforded by law.
13.14 Extent of Agreement:
This Agreement, together with all contract documents, and all exhibits hereto or to the
contract documents, represents the entire and integrated agreement between the CITY
and the CONSULTANT and supersedes all prior negotiations, representations or
agreements,either written or oral.
13.15 Waiver:
Failure of the CITY to insist upon strict performance of any provision or condition of this
Agreement, or to execute any right there-in contained, shall not be construed as a
waiver or relinquishment for the future of any such provision, condition, or right, but
the same shall remain in full force and effect.
13.16 Equal Opportunity Employment:
CONSULTANT agrees that it will not discriminate against any employee or applicant for
employment for work under this Agreement because of race, color, religion, sex, age,
national origin, or disability and will take affirmative steps to ensure that applicants are
employed and employees are treated, during employment,without regard to race, color,
religion, sex, age, national origin or disability. This provision shall include, but not be
limited to, the following: employment upgrading, demotion or transfer; recruitment
advertising, layoff or termination; rates of pay or other forms of compensation; and
selection for training,including apprenticeships.
IN WITNESS OF THE FOREGOING,the parties have set their hands and seals the day and
year first written above.
ARTICLE 14
NOTICE TO PROCEED
The Consultant and the engineer shall commence work within five (5) five working days from
the date of the Notice to Proceed (NTP). No work shall begin without NTP.
CITY OF OPA-LOCKA
ATTEST:
BY:
Joanna Flores, CMC Kelvin L. Baker
City Clerk City Manager
APPROVED AS TO FORM:
Joseph S. Geller,City Attorney
CONSULTANT
WITNESSES:
(Name)
Authorized Representative
ATTEST:
SECRETARY
STATE OF FLORIDA )
) SS
COUNTY OF MIAMI-DADE)
BEFORE ME, an officer duly authorized by law to administer oaths and take
acknowledgments, personally appeared as , of , a
Florida corporation,and acknowledged executed the foregoing Agreement as the proper
official of , for the use and purposes mentioned in it and affixed the official seal
of the corporation,and that the instrument is the act and deed of that corporation.
IN WITNESS OF THE FOREGOING, I have set my hand and official seal at in
the State and County aforesaid on this_day of . 2013.
NOTARY PUBLIC
My Commission Expires:
Exhibit "A"
CONSULTANT'S PROPOSAL
Exhibit "B"
REQUEST FOR QUALIFICATIONS (RFQ)
E Ar--40116..
A
Ain, AV EAC Consulting, Inc.
July 24, 2013
Mohammad Nasir, P.E.
City Engineer/Director of Capital Improvement Projects
780 Fisherman Street,4th Floor
Opa-Locka, FL 33054
Re: City of Opa-Locka Capital Improvement Projects(CIP)Roadway Master Plan
Final Revised Scope and Fees
Dear Mr. Nasir,
EAC Consulting Inc. and its team of consultants is pleased to submit this revised scope and fees
document to provide Engineering Consulting Services for the development of the City of Opa-Locka's
Capital Improvement Projects(CIP) Roadway Master Plan.
The development of the Roadway Master Plan is premised on our understanding that the City wishes to
develop a 10 year Projection Capital Improvements Program that targets the roadway infrastructure and
recommend solutions to address both present deficiencies and future demands. The CIP Roadway
Master Plan must prioritize and evaluate the costs associated with the necessary improvements and
provide applicable recommendations and guidance with internal and external funding opportunities.
In order to achieve this, an individual Roadway Infrastructure Reports will be developed. The roadway
infrastructure element will be evaluated for its existing operating conditions within the City and
solutions will be proposed for implementation within a 10 ten year period in order to correct
deficiencies and propose solutions based on future demands.The proposed solutions will be in the form
of roadway projects that will be identified, prioritized and evaluated based on the severity of need and
construction costs.
Upon completion of the necessary analyses, a CIP Roadway Master Plan will be developed for all the
projects identified. These projects will be evaluated and prioritized to provide the City with a detailed
plan for their implementation. During the development of the project, public outreach efforts and
participation meetings will take place to inform the public as well as to solicit and incorporate their
input.
List of Tasks
1. Data Collection and Site Investigations
2. Development of Analyses Criteria
4. Prioritization & Ranking of Problem Areas and Corrective Actions — 10 Year Future Demand
Projection Scenario
5. Capital Improvements Projects (CIP) Roadway Master Plan (concurrent with other infrastructure
elements)
6. Conceptual Drawings Package
7. Public Involvement Plan (concurrent with other infrastructure elements)
8. Project Coordination and Development Meetings, including liaising with City-hired transportation
master planning consultant,to obtain vital information for incorporation into the Master Plan.
815 NW 57 Avenue,Suite 402 I Miami,FL 33126 I Phone:305-264-2557 I Fax:305-264-8363 I www.eacconsult.com I CA#7011
Exclusions from Scope of Services
1. Mapping or Survey of Existing Utilities
2. Soil, Influent and Effluent Sampling
3. Laboratory or Testing Fees
4. Refine, revise or execute the Miami Dade County DRER's hydrologic/hydraulic models for the
C-7 and C-8 basins
5. Modifications to Miami Dade County DRER's Planning Procedures
6. Conversion of flood stages from NGVD-29 to NAVD-88
7. Topographic or As-built surveys
8. Geotechnical Assessments
9. Title search or ownership determination
10. Water Quality Modeling
11. Hydrologic/hydraulic modeling of drainage systems outside of the City limits.
12. Provide opinion of probable construction cost for flood protection projects under design
13. Hydrologic/hydraulic modeling of additional future flood protection projects not previously
identified by the City
14. Development of Design plans and Construction Documents for Capital Projects
15. Completing and submitting the applicable NFIP forms to obtain a revised CRS classification
16. Assessment of regulatory feasibility of mitigation projects (such as identifying locations where
exfiltration trenches cannot be installed due to groundwater contamination, etc.).
17. Review of Bio-solids Disposal Alternatives
18. Groundwater and Pipe Corrosivity Tests
19. Evaluation of Water and Wastewater Treatment Plants
20. Modeling will be undertaken in Scope of Services identified software. No other software will be
considered without revisions to scope of work.
21. Traffic Analyses,Traffic Projections and Master Planning.
22. Electrical/Power Systems recommendations
23. FPL and Overhead Cable Undergrounding Master Planning
24. Urban Master Planning
25. Preparation of Funding Applications
26. Coordination with Funding Agencies
27. Development/Update of Rates and Charges
28. Consulting Engineer's Report/Financial Feasibility Report
29. Interlocal Agreement Negotiations
Citv's Project Execution Responsibilities
1. The appropriate and relevant City staff members will attend all progress meetings
2. The City will assist with the collection of pertinent data from DRER and other agencies including
attending all scheduled meeting with such agencies.
3. The City shall provide staff and equipment support during field reconnaissance and site visit.
4. The City shall provide available data summarized in Task 1.
5. The City will make available, an electronic copy of the Traffic Master Plan being conducted by
another consultant for coordination purposes with the Utilities Master Plan. In the event that
this document is not readily available, the City will facilitate meetings and instruct the assigned
consultant to provide the EAC team with relevant information, especially as it relates to future
roadway improvements such as roadway widening, intersection improvements.
6. The EAC team assumes that the City will provide one set of consolidated comments for each
reviewed document and will provide feedback to EAC within time allocated on the schedule.
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7. Meeting venues, refreshments(if required)and snacks(if required)will be provided by the City.
8. The City will facilitate the receipt of data, reports and other technical data prepared by others
that may be relevant to the Scope of Services(e.g the Traffic/Transportation Master Plan).
9. Copies of handouts and fact sheets for Public Involvement Meetings will be provided by the City.
10. Costs and fees associated with Newspaper Advertisements,etc.will be provided by the City.
Please feel free to call me at 305-265-5444 with any questions you may have.
Sincerely,
EAC Consulting,Inc.
Huntley Higgins, P.E.
Senior Project Manager
cc: File
Michael "Mike"Adeife, P.E.
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ATTACHMENT-A
SCOPE OF SERVICES AND PROJECT IMPLEMENTATION METHODOLOGY
Task 1—DATA COLLECTION AND SITE INVESTIGATIONS
The EAC team will initiate the roadway infrastructure analyses process by evaluating the existing
information the City has available including the current roadway improvement plan,and prior traffic and
roadway corridor improvement studies and conduct a complete assessment of the remaining city roads
(not previously evaluated in the Traffic Master Plan) to include classification by identification of their
function and condition. Field work will consist of a team of two (2) people knowledgeable in the
determination and ranking of deficiencies utilizing equipment to drive the various identified roads in the
City to analyze roadway condition. The roadway assessment will include the following items:
A-Pavement Condition (Poor, Fair, Good)
B-Physical characteristics(Curb&Gutter/Swales,Sidewalk,Street Signs and Street Lights)
The information gathered will be collated in an infrastructure spreadsheet database and included in the
Roadway Master plan Appendix.
Task 2—DEVELOPMENT OF ANALYSES CRITERIA
The EAC team will develop analyses criteria for roadway improvements utilizing the Roadway Analysis
Criteria Memorandum (RACM). The RACM outlines the criteria to be used in conducting and preparing
the Roadway Master Plan and will be submitted for review and approval by City staff.
Task 3—PRIORITIZATION AND RANKING OF PROBLEM AREAS AND CORRECTIVE ACTIONS
(PROJECTED 10 YEAR FUTURE SCENARIO)
The City will make available, a copy of the Traffic Master Plan being conducted by another consultant for
coordination purposes with the Roadway Master Plan. In the event that this document is not readily
available, then the City will facilitate meetings and instruct the other consultant to work jointly and
provide the EAC team with relevant information, especially as it relates to future roadway
improvements such as roadway widening, intersection improvements, etc. The EAC team will develop
conceptual roadway plans which will include water, wastewater and/or drainage improvements
identified along that roadway section, in addition to sidewalks, American with Disabilities Act (ADA)
ramps and other roadway components.
The roadway master plan will also include the following items:
Roadway aesthetics(unified look to the City Streetscape);
• Residential (Typical street rendering)
• Downtown (Typical street rendering)
• Industrial (Typical street rendering)
In addition, EAC will ensure to coordinate with the City's selected Transportation Master Plan consultant
for the incorporation of their findings in the overall Capital Improvements Master Plan.
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Deliverable
The EAC team will prepare Technical Memorandum: Roadway System — Lona-Term/Future Problem
Areas, Ranking and Corrective Actions summarizing the work activities associated with this task. One (1)
digital copy, via FTP file transfer in PDF format, of the memorandum will be submitted for the City's
review. A set of standards will be developed to include standard roadway cross sections including
sidewalk, standard curb and gutter details, traffic controls, ADA ramps, lighting, standard drainage
details, standard pavement marking, signage details and provide the groundwork for geometric
improvements. Conceptual roadway plans will also be developed to include water, wastewater and/or
drainage improvements identified along that roadway section, in addition to sidewalks, American with
Disabilities Act(ADA) ramps and other roadway components.
Task 4—CAPITAL IMPROVEMENTS PLAN(CIP)MASTER PLAN
Based on the improvements identified above, roadway projects will be identified and evaluated for
probable construction cost for budgeting purposes. The projects will then be ranked and combined if
necessary to provide the City with priority list of projects based on a cost benefit analysis. The
associated costs will be adjusted for the time value of money to determine the best value for the City
over the life of each project.
The following tasks will be performed:
Task 4.1-Project Matrix
A Project Matrix will be developed that summarizes the information included in the Roadway Master
Plan. Cost estimates will be performed for the identified projects for the purpose of the preparation of
the matrix. This Matrix will include:
• Project Description
• Project Cost
• Project Priority
Task 4.2-Identification and Assessment of Potential Federal,State,and Local Funding Sources
Key elements in developing the City's Roadway Capital Improvement Plan (CIP) include identifying the
funding sources, assessing the City's financial condition and its ability to service existing and new debt,
and determining the best source of funds for needed capital improvements. This evaluation process is
used to provide the foundation for the proposed CIP. The goals of this process are to identify the
maximum amount of Federal, state, and local funds available to complete each capital improvement
project as well as the timing of each project to ensure that each project is linked to the funding
deadlines to position the City to obtain and fully utilize each funding mechanism.
Services included as part of this task are:
• Identification of project/program needs
• Identification of grant and other funding opportunities
• Formulation of appropriate grant/funding solutions,
• Development of program linkages,
• Determination of availability of funds from the funding agencies, including due dates for
applications and funding requirements
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Task 4.3-Identification and Assessment of Potential Other Funding Options
This task will include identifying other potential funding options including:
• Bank Loans
• Notes
• Bond Issues
• Asset Management Options—Partnering,Sale of System, etc.
• Other
Deliverable
Based on the prioritized list of needed improvements and the assessment of sources and availability of
funding, the CIP spending plan will be prepared. The plan identifies the capital improvements that are
programmed (to be constructed) in each fiscal year of the Study period.
Two (2) copies of the draft CIP Roadway Master Plan Report will be submitted for the City's review and
comments. Upon receipt of the City's written review comments,the EAC team will implement applicable
comments and will submit six (6)final copies of the CIP Master Plan Report to the City in MS Word, and
pdf versions.
TASK 5—PUBLIC INVOLVEMENT PLAN
Purpose
This Public Involvement Plan (PIP) is designed to outline the strategy required to obtain meaningful
input and support from public, governmental agencies, non-governmental organizations, and other
stakeholders on the improvements that will be identified for the City of Opa-Locka - CIP Master Plan.
The PIP effort will be undertaken concurrently with other master plan activities. The plan identifies the
roles and responsibilities of the project team; the types, number, and purpose of the recommended
meetings; and the methods by which the community will be notified and kept up to date on project
developments. The plan includes a preliminary schedule of public involvement activities, although it is
recognized that public outreach components need to be based on overall project status and
deliverables. Effective public participation facilitates understanding and improves decisions by providing
a reasonable opportunity for all interested parties to provide input, identify issues and concerns from all
perspectives in response to the proposed Capital Improvement Projects (CIP). Both the public and the
decision makers shall be given an opportunity to fully understand the problems, opportunities, and
available options for planning acceptable solutions for the CIP Master Plan.
The purpose of this PIP is to:
• Clarify specific public involvement objectives for the project.
• Develop a preliminary schedule for the process concurrent with the planning process.
• Establish a process for communicating with and obtaining input from the stakeholders who will
or may be impacted by this CIP project.
• Identify appropriate communication tools and techniques that will be used in the process.
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Goals and Objective
The goal of this PIP is to identify what is important for CIP planning in the project area and to seek
agreement and suggestions from the general public, stakeholders, and agencies. The objectives of the
PIP include:
• Assist the consulting team in developing a well-planned and researched, and publicly acceptable
public outreach program.
• Provide on-going information to the stakeholders.
• Identify key issues and concerns of the public.
• Develop and implement a process that maintains open and continuing two-way communication
between the public and the EAC team.
Approach
The PIP is presented in a series of tasks developed to provide information about the project to elected
officials, key stakeholders, and the local community and to gather input from them about issues,
problems and opportunities to be involved in the process.
Task 5.1—Data Collection
The EAC team will meet internally to discuss the scope of work, schedule, and plan the public
involvement for the project. One EAC team will attend scheduled meetings as well as scheduled
meetings with the City of Opa-Locka. It is assumed that the internal meeting will occur prior to the
public meeting.The purpose of this meeting will be to plan strategies and objectives, format, and team
roles. The EAC team will be responsible for preparing the agenda for the public involvement strategy
session,taking meeting notes and distributing them.
Task 5.2—Identify Stakeholders and Maintain Stakeholder List
The City of Opa-Locka staff will provide the EAC team with a list of stakeholders including contact
information (preferably e-mail addresses) for the project area. This list will be used to invite all
stakeholders to the public involvement meeting. We will maintain the stakeholder list and update it
after each public meeting.
Task 5.3—Public Meeting
It is assumed that two (2) public meetings will be conducted and will provide information to the public
relating to the other master plan activities— stormwater, water and wastewater. The first meeting will
be held at a time to be determined by the City staff, and will serve to introduce the project to the public
and provide any updates or pertinent information available at that time. Residents will be provided with
an opportunity to discuss the existing problems within the City's water, sewer, and stormwater
management and the potential solutions to correct these issues. The benefits of the project will be
explained and how it will impact their daily lives. The EAC team will coordinate with the City of Opa-
Locka to determine meeting locations, dates, and times. The second meeting will be held after the
submission of Task 4 to meet the State Revolving Fund Loan requirements and will serve to explain the
resulting projects including the cost and impact on user charges.This will enable the public participation
in evaluating project alternatives.
The EAC team will:
• Coordinate with the City with regards to meeting logistics. The City will be responsible for
providing the facilities for the meetings.
• Draft letter of invitation and agenda for review
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• E-mail invitations to stakeholders as identified by the City
• Prepare meeting materials(sign-in sheets)
• Create one double-sided 8%: x 11-inch handouts. These handouts will be coordinated with the
City prior to distribution at the meetings. Up to 100 copies of the handout for each round of
public meetings.
• The EAC team will prepare PowerPoint presentations for the meetings. It is assumed that the
meeting format will be an open house format, with a presentation by the technical team,
followed by a facilitated discussion of issues and concerns. Meeting notes/minutes will be
developed based on discussions at the meetings. The meetings are assumed to last no more
than two (2) hours. It is also assumed that the City will provide the venue for the public
involvement meetings.
Task 5.4—Public Meeting, Comment Collection and Public Involvement Reporting
The EAC team will prepare a brief meeting summary report within 14 calendar days after each public
meeting.The summary report will include a brief description of the meeting date, location, and format;
copies of the sign-in sheets; copies of any handouts made available to the public; mailing lists; a
summary of discussion notes from the meeting and copies of written comments submitted to the City in
electronic format.
Task 5.5—Public Outreach Materials
Web site
The EAC team will provide public involvement materials to the City of Opa-Locka for inclusion in the
City's Web site. It is assumed these materials will consist of the items distributed or shown at the Public
Meetings and may include fact sheets, project updates, public meeting handouts, etc.
Deliverables
• Public Involvement Plan
• Public Involvement/Stakeholder database
• Informational fact sheet(s), briefing materials and other collaterals describing the project and its
benefits and tailored to specific audiences
• Presentations tailored to specific audiences
• Meeting notes and/or summaries
Task 6—Project Coordination and Development Meetings
All project development meetings will be attended by the Project Manager and one or more of the
following individuals as applicable:
1. Lead Roadway Task Engineer
2. Lead Public Involvement Professional
Project meetings identified will be held concurrently with the other master plan activities — water,
wastewater and stormwater elements. The following meetings are anticipated for this project, which is
anticipated to last approximately 10.5 months:
• One project kick-off meeting
• Monthly progress meetings with the City Manager—8 meetings
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• Meetings with the City Commission—2 meetings(Introductory Meeting, and Meeting after
submission of Task 8)
• Public Involvement Meeting—1 meeting
• Data Collection Meetings to obtain information from the City and other agencies are included in
Task 1
• One public meeting per the State Revolving Fund requirements.
Task 7—Development of Conceptual Plans
To facilitate the implementation of the Capital Improvements Roadway Master Plan, the EAC Team will
develop and compile schematic representations of the proposed projects on an 11 x17 size at a legible
scale on updated aerial photography of the City. These representations are intended to serve as a
guideline for the City as projects identified in the master plan are being designed.
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ATTACHMENT—B
FEE SCHEDULE
The Fee Proposal corresponding to the scope of services is as follows:
Roadway Master Plan
Analysis of the existing Roadway/Traffic Master Plan report (by
others) development of future (10-year) roadway infrastructure
master plan incorporating recommendations from the stormwater,
water system and wastewater system reports, including preparation
of streetscape renderings,development of conceptual roadway plans
including water, wastewater and/or drainage improvements and
other roadway components, and development of cost estimate and
identification of funding options. $95,000.00
TOTAL(Roadway System CIP Master Plan) $95,000.00
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