Item Coversheet
Town of Miami Lakes
Memorandum
To:Honorable Mayor and Councilmembers
From:Alex Rey, Town Manager
Subject:Award Work Order for the Construction Administration of Lake Sarah Roadway and Drainage Improvement Project
Date:3/7/2017
Recommendation:
It is recommended that the Town Council authorize the Town Manager to negotiate a work orders under an existing contract for miscellaneous engineering services, contract 2012-04CM, to Chen Moore and Associates (“Chen Moore”) in the amount of $57,451.68 plus $7,548.32 for contingency for a total amount of $65,000. Chen Moore is the consulting firm that worked on the design of Phase I, II and III of Lake Sarah Roadway and Drainage improvement project. The work orders will include the construction administration of Phase I & II, and Phase III as a separate task.

Funding in the amount of $1,446,400 from the Capital Projects Fund is designated for the Lake Sarah Improvement Project in Fiscal Year 2016-2017.
Background:
At the December 10, 2013 regular council meeting, resolution 13-1159 was passed authorizing the Town Manager to award a work order titled Lake Sarah, Lake Adele, Lake Suzie, and Lake Hilda Stormwater and Roadway Improvements that encompasses various segments of the existing residential neighborhoods southwest of Miami Lakeway South between NW 67th Avenue (Ludlum Road) and Miami Lakes Drive to Chen Moore under existing contract 2012-04CM for Miscellaneous Civil Engineering Services.
Chen Moore has finalized the permitting and design (which consisted of civil engineering, surveying and geotechnical engineering services) for stormwater and roadway improvements of the above referenced area. More specifically, the works consists of roadway milling and resurfacing, limited drainage improvements, American with Disabilities Act compliant pedestrian ramps with some paved decorative crosswalks, and rehabilitation (regrading and paving/sodding of adjacent areas, as necessary). Also included are utility coordination, environmental permits, pavement markings and topographical survey of the existing conditions.


The Town is currently preparing the documents to issue the Request for Proposals for the construction of the project and expects to start the construction during the summer of 2017. However, since Chen Moore is the Engineer of Record (EOR), the Town would like Chen Moore to perform the construction administration portion of the project and in light that the Miscellaneous Civil Engineering Services Contract is set to expire on April 13, 2017, the Town will benefits from the EOR to perform the construction administration services on the project. The construction administration services include up to three (3) visits a week for Phase I and Phase II of the project which is expected to last 6 months, and up to 3 visits a week for the Phase III of the project which is expected to last 3 months. Phase III may be done at a later stage (depending on available funds) which is why the task has been separated. Furthermore, the construction administration will include the review of request for information (RFI), attendance to bi-weekly meetings, review of pay applications, and review of change orders if applicable.
ATTACHMENTS:
Description
Resolution
Work Order Proposal