MIAMI-DADE EXPRESSWAY AUTHORITY (MDX) OPERATIONS COMMITTEE MEETING

Transcription

1 MIAMI-DADE EXPRESSWAY AUTHORITY (MDX) OPERATIONS COMMITTEE MEETING TUESDAY, DECEMBER 6, :00 AM WILLIAM M. LEHMAN MDX BUILDING 3790 NW 21 ST STREET MIAMI, FLORIDA SUMMARY MINUTES Attendees: Present Committee Members: Yvonne Soler McKinley, Chair Robert W. Holland, Esq., Vice Chair - via phone Maritza Gutierrez Al Maloof, Ph.D. via phone Gus Pego, P.E. Norman R. Wartman Absent Committee Members: Nick Inamdar Staff: Javier Rodriguez, P.E., Executive Director Pamela S. Leslie, General Counsel Steve Andriuk, Director of Toll Operations Alfred Lurigados, Director of Engineering Helen Cordero, Manager, Contract Administration & Procurement Jason Greene, Financial Controls & Budget Manager Maria Luisa Navia Lobo, MDX Board Secretary Consultants: John Martel, HNTB (GEC-A) Gary Walsh, HNTB (GEC-A) Christopher Bucknor, EAC Consulting, (GEC-B)

2 CALL TO ORDER Operations Committee Meeting Ms. Soler McKinley, Chair of the Operations Committee, called the meeting to order. Ms. Navia Lobo called the roll and announced a quorum was present. DECLARATIONS OF VOTING CONFLICTS Potential Conflict of Interest Report Ms. Soler McKinley asked if Members had any conflicts of interest to declare in regards to the agenda. No conflicts were declared. OPERATIONS ACTION ITEMS A) Approval of Summary Minutes: Operations Committee Meeting of October 14, 2011 Ms. Soler McKinley referred to the summary minutes corresponding to the October 14 th, 2011 meeting. Mr. Maloof moved to approve the summary minutes. Mr. Pego seconded the motion. The motion was unanimously approved. B) MDX Procurement/Contract Number RFP-12-01; Work Program No Project Development and Environment (PD&E) Study Services for SR 836 (Dolphin Expressway) Southwest Extension to 136 th Street ($7,100,000 Estimate) Approval of TEC Recommendation of Shortlisted Firms Ms. Cordero introduced the item and explained that a Request for Statements of Qualifications (RSOQ) was released on July 27, 2011, soliciting qualified firms to provide PD&E Study Consulting Services for the SR 836 SW Extension from NW 137th Avenue to SW 136th Street. On August 31, 2011, four Statements of Qualifications (SOQ) were received in response to the RSOQ from the following firms: Corzo Castella Carballo Thompson Salman, P.A. (C3TS) Metric Engineering Inc. PB Americas, Inc. URS Corporation Southern Ms. Cordero informed Committee Members staff performed the customary compliance review of the SOQ s and found that three SOQ s contained minor irregularities. The minor irregularities consisted of incorrect completion/non submittal of forms in the Administrative Package, insufficient documentation to verify the required years of experience of the proposed Project Manager; and information provided exceeded the five page SOQ limitation. Measures taken by staff and the information/clarifications submitted do not provide a competitive advantage over any other proposer and are consistent with MDX s procedure and practice. Staff recommended waiver of these minor irregularities. Ms. Cordero informed Committee members the TEC met on October 24, 2011 to review and finalize evaluations of the SOQ s. Prior to evaluating the Proposals, the TEC voted to shortlist all four Proposers. In order to be shortlisted the proposers were required to receive a minimum averaged score of 70 points. All Proposers received above the required minimum score. The

3 TEC forwarded for Committee approval a recommendation to shortlist all four firms to move forward to the next phase of the process, Technical Proposals and Oral Presentation/Interviews. Mr. Pego moved to approve waiving the minor irregularities. Mr. Wartman seconded the motion. The motion was unanimously approved. Ms. Soler McKinley asked staff to take into consideration that the holiday season is coming up and that the proposers are given enough time to put their proposals together for the next phase of the procurement. Mr. Wartman moved to approve the TEC recommendation of shortlisting all four firms. Mr. Maloof seconded the motion. The motion was unanimously approved. Ms. Soler McKinley welcomed Board member Gutierrez to the meeting C) MDX Procurement/Contract Number ITB-12-01; Work Program No , & Construction Services for SR 836 Concrete Pavement Rehabilitation, SR 836 Drainage Trough Replacement from NW 57 th Avenue to I-95 and SR 836 Bridge Rehabilitation from NW 57 th Avenue to I-95 ($4,460,000 Estimate) Approval to Advertise Ms. Soler McKinley read the action item for the record. Mr. Lurigados introduced the item. He explained there are multiple projects identified under MDX s Renewal and Replacement (R&R) Program. Several are at the eastern end of SR 836: 1) the rehabilitation of the concrete pavement, 2) the replacement of drainage troughs at multiple bridges, and 3) the replacement of sliding plates in the expansion joints at multiple bridges. Mr. Lurigados highlighted the project with a brief presentation. Mr. Lurigados stated that due to the nature of the work, the project would be a weekend work schedule as it became evident that both the concrete pavement rehabilitation and the sliding plate replacement would demand extended lane closures due to the curing time for concrete. He further stated that staff identified the possibility to achieve efficiencies by grouping the Projects under a single contract. This approach is intended to have a single procurement process, to perform multiple activities at one location under the same MOT set-up, reduce the overall impacts to the traveling motorist while increasing safety, reduce the overall construction duration and eliminate potential conflicts among multiple contractors working in the same location at the same time. Mr. Lurigados entertained questions from Committee members; and responded to a question about whether local businesses were going to participate in this contract. He responded by telling the Committee that MDX did look at the local small businesses registered with MDX and not enough of them met the Small Business requirement. Ms. Gutierrez moved to approve the advertisement. Mr. Pego seconded the motion. The motion was unanimously approved. Ms. Soler McKinley welcomed Board Member Holland to the meeting in attendance via phone. D) MDX Procurement/Contract Number RFQ A, B and C; Miscellaneous Construction Engineering and Inspection Services (CEI) ($1,000,000/Year/Contract)

4 Endorsement to waive the Task Authorization threshold cap to provide CE&I Services for the MDX Work Program Nos , and Renewal and Replacement grouping of projects on SR 836 Dolphin Expressway. Endorsement of Early Contract Renewals Mr. Lurigados introduced the item and informed Committee members that all of the firms under the contract are Small Business. Mr. Pego moved to endorse waiving the dollar threshold cap in the contract and early renewal of the contracts. Mr. Wartman seconded the motion. The motion was unanimously endorsed. E) MDX Procurement/Contract Number ITB-08-04; Work Program No Construction Services for SR 874/Killian Parkway Interchange Improvements ($611,530.89) Endorsement of reallocation of $5,619, from Optional Services #1 to Contract contingency; and Endorsement of allocation of additional $611, to Contract contingency; and Endorsement of delegation of authority to the Executive Director to execute Supplemental Agreement in an amount not to exceed $6,231, to resolve all contract issues and claims with Condotte America, Inc. Mr. Lurigados read the action item for the record and introduced the item. He stressed that MDX has worked with the community and everything that has been done on this job has been an added value to the community. Mr. Toledo briefed Members on the contract history of the project, which began October 2008 between MDX and Condotte America, Inc. for construction services of the SR 874 / Killian Parkway Interchange Improvements for a total Contract Amount of $68,146, The original Contract Amount is comprised of the following three components: Base Bid- $61,461, Optional Services #1 - $5,619, (Sound barrier walls along the CSX Right-of-Way corridor) Optional Services #2 - $1,064, (Transparent sound barrier walls along the golf course) It was contemplated in the Contract that MDX and Condotte would enter into supplemental agreements in order to exercise the Optional Services. Through Supplemental Agreement No. 1, MDX exercised Optional Services #2 for a lesser amount than bid, with a difference of $491,920.00, which was added to the Base Bid Contingency Amount. Optional Services #1 was never exercised and the allocated dollar amount has not been utilized. During the life of the Project, thirty-six (36) plan revisions have been issued to date. These plan revisions addressed issues that were generated by unforeseen field conditions, Request for Information by the contractor, owner requested design changes, clarification of project scope, resulting in the execution of Supplemental Agreements 2 through 5 approved pursuant to the delegated authority of the Executive Director. Mr. Toledo explained that in order to compensate the Contractor for completion of the Project, a final Supplemental Agreement is required. The plan revisions generated overrun and underrun

5 of quantities on various pay items for the Project in addition to those already addressed either in prior supplemental agreements or with the issuance of work orders against authorize funds from the Contingency Amount. Ms. Gutierrez expressed concern on the timing of the approval of the Optional Services and asked that in the future items be brought for approval even at the risk of delaying the project. Mr. Rodriguez entertained questions from Committee members. Ms. Gutierrez moved to endorse the delegation of authority to the Executive Director to execute Supplemental Agreement in the amount not to exceed $6,231, to resolve all contract issues and claims with Condotte America. Mr. Pego seconded the motion. Mr. Holland opposed the motion. The motion was endorsed. F) MDX Procurement/Contract Number RFQ-12-01, MDX Work Program No Construction Engineering and Inspection (CE&I) Services for the Design-Build Project for SR 874 Mainline Reconstruction Approval for Staff to take the Technical Evaluation Committee (TEC) s recommendation for final selection and contract award of a CEI consultant directly to the MDX Board for approval on 12/13/11 Ms. Cordero introduced the item. She explained the selection of a CEI consultant for the Project has been delayed due to the re-solicitation of the services. The Request for Qualifications was released on October 24, 2011, soliciting qualified firms to provide CEI services for the Design/Build Project for the SR 874 Mainline Reconstruction. On November 18, 2011, six (6) Proposals were received in response to the RFQ from the following firms: A2Group, Inc. APCTE + PBI Joint Venture EPTISA Engineering, Inc. Network Engineering Services, Inc. Pistorino & Alam Consulting Engineers, Inc. Reynolds, Smith and Hills, Inc. The Proposals have been forwarded to the TEC for review and evaluation. A meeting of the TEC was scheduled for December 12, 2011, to finalize evaluation and scoring of the Proposals to develop and recommend a ranking for final selection. Staff requested approval from this Committee to bypass its endorsement of the TEC s recommendation for final selection and contract award of a CEI consultant and that such TEC recommendation be presented to the Board at its meeting of December 13, 2011 for approval. Ms. Gutierrez recommended that no allowance be made for minor irregularities. Ms. Cordero informed Committee members that staff performed the customary compliance review of the Proposals and found all six Proposals responsive to the requirements of the RFQ. Mr. Wartman moved to approve taking the TEC recommendations directly to the December 13 th, 2011 Board Meeting for approval. Ms. Gutierrez seconded the motion. The motion was unanimously approved.

6 REAL PROPERTY ACTION ITEM A) Approval to Lease MDX Parcel D Mr. Greene introduced the item and informed Committee members of the recently completed market rental appraisal for MDX Parcel D.The appraisal stated that the parcel can be leased for $18,000 per year. The current tenant is Williamson Cadillac Co. On November 14, 2011 bid packages were released for consideration with sealed bids. Only one bid was received from Williamson Cadillac with a bid amount in the amount of $73,200 per year. Ms. Gutierrez moved to approve MDX parcel D lease. Mr. Wartman seconded the motion. The motion was unanimously approved. DISCUSSION ITEM A) MDX FY Five Year Work Program Mr. Lurigados introduced the proposed Fiscal Years Five Year Work Program. He highlighted new projects, significant changes and the following FY 2011 accomplishments: Construction Completed installation of gantries, shelters and signage for ORT on SR 874, SR 878 and SR 924 (87412, 87801, 92405) Completed concrete coating for bridges and retaining, sound and barrier walls systemwide (40036) Design Build Awarded the Design-Build Contract for the SR 874 Mainline Reconstruction (87409) Planning Awarded contract for the PD&E Study of the US 1 Express (20003) Managed the PD&E Study for the SR 874 Ramp Connector for a timely completion at the end of this year (87410) Completion of the SR 836 / I-95 Interchange Environmental Assessment with Location Design Concept Acceptance granted by FHWA (83611) [ a copy of the presentation is filed with the Board Secretary] INFORMATIONAL ITEMS A) MDX Work Program Monthly Status Report November 2011 B) HNTB SBE/LB Utilization Report Contract Year 2 C) EAC SBE/LB Utilization Report-Contract Year 2 D) MDX Contingency Release History Report E) Procurement Report The Informational Items were not addressed.

7 ANNOUNCEMENTS Board Meeting 12/13/11, 4:00 PM, William M. Lehman MDX Building MDX 15 th Year Celebration, 12/13/11, following the Board Meeting ADJOURNMENT The meeting was adjourned by Ms. Soler McKinley. Minutes prepared by Maria Luisa Navia Lobo, Board Secretary.