2002-24804 Reso
RESOLUTION NO.
2002-24804
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH AWARDING A CONTRACT TO LAUMAR
ROOFING SOUTH, INC., IN THE AMOUNT OF $282,345 FOR THE
PARTIAL REPLACEMENT OF THE ROOF AND THE PARTIAL
REPLACEMENT OF THE AIR CONDmONING EQUIPMENT AT THE
BYRON CARLYLE THEATER.
WHEREAS, on March 28,2001, the Mayor and City Commission adopted Resolution No.
2001-24229, approving the purchase of the Byron Carlyle Theater; and
WHEREAS, on April 18, 2001, the Mayor and City Commission appropriated $500,000 to
replace the roof and to provide for additional improvements, as deemed necessary, including air
conditioning improvements; and
WHEREAS, the City's Property Management Department and an independent roof survey
consultant both have found that the roof ofthe Byron Carlyle is beyond repair and must be replaced
due to water saturation of the roofing materials and roofing insulation; and
WHEREAS, the City's Property Management Department has also found the building's
rooftop air conditioning equipment is beyond repair, due to age, exposure to the elements, and
improper maintenance by the building's previous owners; and
WHEREAS, due to limitations of available funding, the renovation of the Byron Carlyle
Theater is being completed in multiple phases; and
WHEREAS, to provide for air conditioning and a leak free roof over areas included in Phase
One and Phase Two of the Project, the roof replacement and the replacement of air conditioning
equipment is required; and
WHEREAS, on November 28,2001, the Mayor and City Commission adopted Resolution
No. 2001-24677, approving the City Manager's appointment of Brad A. Judd, Director of Property
Management, to serve as the certified general contractor for the Byron Carlyle Theater; and
WHEREAS, five (5) bids were received by Property Management for the partial replacement
of the roof and partial replacement of the air conditioning equipment at the Byron Carlyle Theater,
resulting in Laumar Roofing South, Inc. being found to be the lowest responsive responsible bidder
for the work; and
WHEREAS, references submitted by Laumar Roofing South, Inc. were checked by the City's
Procurement Department, and all responses indicated that this contractor has provided quality work
and completed its projects within the required completion dates; and
WHEREAS, the funds appropriated by the Mayor and City Commission on April 18, 2001,
would be utilized for the proposed award to Laumar Roofing South, Inc. for the partial roof
replacement and the partial air conditioning equipment replacement at the Byron Carlyle Theater.
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NOW, THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission award a contract to Laumar Roofing South, Inc., in the amount of $282,345, for the
partial replacement of the roof and partial replacement of the air conditioning equipment at the Byron
Carlyle Theater.
PASSED AND ADOPTED THIS 20th day of March ,2002.
ATTEST:
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CITY CLERK
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BUDGET COST ESTIMATE
Project: Byron Carlyle Theater February 6, 2001 (Q.)
Location: 500 71th Street Miami Beach, Florida ~1)Uce i)
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Prepared By: City of Miami Beach Property Management (A) (~) 6:)$-+
DfV1srON wORK ESTIMATED CONTINGE'lCY 1.5%GENERAL TOTAL BID - Kt.l)vGtD uJ 1 NO +;~,.:
NO. Cr.A.SSIFICATION BASE COST 10% CONTRACTOR FORECAST "'""'..... .~
j-'1"'iD ,J~C;1 . Ni)~Ji:p ....
BOND c.o s+ p)C( IV";;'';
001 Galeral Requin:mc:llU S 350.000 535,000 S 5,.250 S 3:50,000. 2.~ 4- 000 I r; +/) i) (;
CO2 Demolitioo :aid Site: S ::50,000 5 ::5,000 S 3,750 5 ::50,000
wodt .;JSl)/ D i:JO .2SO Oi)O
I
003 Cooaa.e Woric S 366.600 S 36.660 S 5,499 5 366,600 oJS:D ~
(Level md reinforo: 'i.91 ceo
t100n ) I
004 Muquy Work S 80,000 5 8.000 SI;OO S 80,000 &)/OD <.) -
S_ Culmd Plater
005 Elevator md H3Ildiap 5 160.000 S 16,000 S ::,.JOO S 160.000 I <00, O() (j I (,,0 CJ 0
Lifts I
006 Roof Gld roof S ::60,000 S ::6.000 53900 S ::60,000 )It;i)/ ().)0 ~W( Cl,JO
insulmOllS
007 Door, Windows & S 7:5.000 S 7,500 S 1.1:' S 7:5.000 i5 DVV -
Glass 'j
008 Sec:ood Floor Struaure S 30:5.000 S 30"'00 S 4"'7:5 S 30:S,000 30S; 00 u 3 0S1 'C'()
@ 6.080 sq. !.
009 Fmishes (walls. .Boors. S 1.040.000 S 104,000 S 1:S.600 S 1.040,000 ~-'~J v00 -
~ IIlCo)
,
Ola Plumbing (including S :50,000 S :5,000 S 3.i~0 S :::50,000
ADA requir=erns md ..;5(J c) U J J.:;-O O~0
5xtun:s ) J I
011 Eleariad S 3:S0.ooo S 3:5.000 S :5,.250 S 350,000 .J.1S, v~v 100 00 V
I
01: HV AC & dud worit S 3:50,000 S 3:5,000 S :S,.2'O S 350,000 .ris/Oi:J v .2. 1St DuO
'1'''' I ?:. - ::n.;a;cu .; :(/Q.C~O I S :0..000 IS'" '~< S :00.000 .2tXl : V.) (.) ), ~~~ ,]:J u
I --- ...:;).....
(~e: ::y.um :nd '-' -/
tire alarm sysan
014 A.1bestos .~ S 100,000 S 10.000 SUOO S 100.000 IDO/.)J0 IOS 00 ()
Gld o:ocapsu1llioo
013 Equipmaa (thesacr S 600.000 S 60,000 S 9,000 S 600,000 lfO()c)ilO
liglniag. riggiag. / -
.-tiag, SOUlId syaem)
016 A4E@ 10% S 473,600 .3 iv/v'::>" .).301 Duu
~";",,,-,.s..e eo. with A4E S ',.210,.200,00 .
, G<:oenl ClaIrattor's Fee at 10% S 473,660.00 .3 201 DD c) J3q ())D
51 j)O 0 3 - 00 U
Galenl C<Jatnttor'S &ad at U% S 71.049.00 ~I
CoaLiugcucy It 10% S 473,600.00 :3~OliH)';> ~3u, vo0
TOTAL BUDGET ESTIMATE ~t 2.1.'11 SiP, ., qc, -=FiiOo- .. .3103'1,00
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CITY OF MIAMI 8EACH III~
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BYRON CARLYLE THEATER RENOVATION
71. STREEI'
MIMll EACH, R.
PROPOSED tAVOUT
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CI1Y OF MIAMI BEACH
CONMISSION ITEM SUMMARY
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-
Condensed Title:
A RESOLUTION AWARDING A CONTRACT TO LAUMAR ROOFING SOUTH INC" IN THE AMOUNT OF
$282,345 FOR THE PARTIAL REPLACEMENT OF THE ROOF AND PARTIAL REPLACEMENT OF THE
AIR CONDITIONING EQUIPMENT AT THE BYRON CARLYLE THEATER.
Issue:
Shall the City award a contract to partially replace the Byron Carlyle theater roof and the air conditioning
equipment?
Item Summary/Recommendation:
A request for quotations was sent out to obtain bids for the replacement of all roof areas and air
conditioning equipment at the Byron Carlyle Theater, Five responsive bids were received for the project,
which replaces approximately 50% the building's roof area and replaces about 50% of the air conditioning
equipment in the building. This project is necessary to convert the existing movie theater spaces into a
250-seat performing arts theatre to be used after the closure and during the renovation of the Colony
Theatre. The bids and the contractor references were reviewed by Property Management and the City's
contracted roof consultant. If was determined that the lowest responsive bidder, Laumar Roofing Inc"
should be awarded the contract. The Administration recommends approval of the Resolution,
Advisory Board Recommendation:
I N/A
Flnanclallnfonnatlon:
Amount to be expended:
Source of
Funds:
IF!fJ
AGENDA ITEM
DATE
R7I
3-010-0~
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
http:\\ci.miami-beach.f1.us
~
COMMISSION MEMORANDUM NO,
TO:
FROM:
Mayor David Dermer and
Members of the City Commission
Jorge M. GOnZalezCp.J-;;...~~
City Manager
DATE: March 20, 2002
SUBJECT:
A RESOLUTION OF THE MAYOR AND MEMBERS OF THE CITY
COMMISSION OF THE CITY OF MIAMI BEACH AWARDING A
CONTRACT TO LAUMAR ROOFING SOUTH INC. IN THE AMOUNT OF
$282,345 FOR THE PARTIAL REPLACEMENT OF THE ROOF AND
PARTIAL REPLACEMENT OF THE AIR CONDITIONING EQUIPMENT AT
THE BYRON CARLYLE THEATER,
ADMINISTRATION RECOMMENDATION
Adopt the resolution.
ANALYSIS
In accordance with the direction of the Mayor and City Commission received on March 28,
2001, the Mayor and City Commission adopted resolution No. 2001-24229 approving the
purchase of the Byron Carlyle Theater. On April 18, 2001, the Mayor and City Commission
appropriated an additional $500,000 as follows: $260,000 to replace the roof; $40,000 for
general light maintenance of the facility; and not to exceed $200,000 to perform additional
improvements as deemed necessary, Specifically, the additional $200,000 was intended
to be utilized to remodel the lobby area to allow temporary use with minimal air conditioning
improvements, to address ADA deficiencies in the restrooms, a burglar alarm system, and
for improvements to exterior lighting for the building.
On November 28, 2001, the Mayor and City Commission adopted Resolution No. 2001-
24677 approving the City Manager's appointment of Brad A. Judd, Director of Property
Management, to serve as the Certified General Contractor for the renovations of the Byron
Carlyle Theater.
After Property Management completed phase one of the project that included the complete
renovation of over 3,400 square feet of lobby space into a functional working office
environment and the remodeling ofthe lobby restrooms into full ADA compliance, planning
began for phase two renovations to the building. Phase two would include the renovation of
two of the existing movie theater spaces into a single space to provide for a 250-seat
performing arts theater. This theater would be utilized for rehearsal and performing space
and be used by the current users of the Colony Theater during its closure of the Colony
Theater for extensive renovations that are expected to take well over a year to complete.
March 20, 2002
City Commission Memorandum
Byron-Carlyle
Page 20'7
After specifications were drafted by Property Management to include the replacement of all
roof areas and air conditioning equipment above both phase one and phase two areas of
the building, a request for quotations # V A-QT02-01 was mailed to contractors who
specialized in the work on 12/4/01. A due date for the bids was set for 12/17/01. Five
responsive bids were received for the project.
The scope of the work included under the roof portion of the contract will replace 11,492
square feet or approximately 50%, of the building's roof area with a multi ply built up roof
(BUR) system with no less than a twenty (20) year warranty. Items also included under the
roof portion will include the following:
1. Removing the existing roof and roof insulation.
2. Removal of owner designated equipment and equipment supports.
3. Localized deck reattachment/repair/replacement if required.
4. Temporary roofing if required to protect the building from weather during the work.
5. Tapered cellular concrete insulation system.
6. Mechanically fastened base sheet.
7. Reworking of existing roof drains.
8. Cold processed built-up roof systems.
9. Application of high acrylic polymer coating system.
10. New drains, parapet caps, specified flashings, and other accessories as required.
The scope included under the air conditioning portion ofthe contract represents about 50%
of the air conditioning equipment ofthe building. It consists ofthe removal and replacement
of existing units on the East and Center sections only, of the roof on the Byron Carlyle
Theater. The work included in this section consists of the following:
1. Removal of the existing HV AC units in the sections listed above.
2. Removal of existing steel support frames.
3. Furnish and install new HV AC units and exhaust fans.
4. Furnish and install new steel support frames to a height requirement as per SFBC.
5, Supply and install all associated supply and return canvas and duct connections,
electrical connections, plumbing connections, and controls.
6. Furnish all engineered drawings and permits necessary to complete the work.
After the review of the bids by Property Management and the City's contracted roof
consultant Tremco Inc, it was determined that the lowest responsive bidder, Laumar
Roofing Inc, should be awarded the contract. Attached is a copy of the bid tabulation
sheets.
References submitted by Laumar Roofing Inc. were checked by the Procurement
Department and all responses indicated that this contractor has provided quality work and
has completed their projects within the required completion dates.
March 20, 2002
City Commission Memorandum
Byron-Carlyle
Page 3 0(7
At this time, the funds appropriated by the Mayor and City Commission on April 18, 2001,
would be utilized for the proposed award to Laumar Roofing Inc. for the partial roof
replacement and the partial air conditioning replacement at the Byron Carlyle Theater.
On February 20, 2002 this item was presented to the City Commission as a bid award
rather than a bid ratification as allowed by the Commission. Given the magnitude of the
project and the level of discussion that the project has created, the Administration did not
want to proceed with an award without specific Commission approval. At that meeting,
Commissioner Saul Gross, together with the rest ofthe Commission, requested an analysis
of an overall strategy for the Byron Carlyle Theater before proceeding with this contract
agreement.
Backaround
By way of background, when the City began evaluating the potential purchase ofthe Byron
Carlyle Theater in September 2000, the City Commission established two committees, a
Negotiating Committee, chaired by Commissioner Jose Smith, and a Program Uses and
Operational Committee, chaired by Commissioner Nancy Liebman. The former committee
was charged with negotiating the City's potential acquisition of the property and the latter
was charged with meeting with representatives of cultural arts groups and other potential
users to discuss potential uses for the property and funding strategies for its acquisition
and renovation.
The Program Uses and Operational Committee transitioned into the "Arts in North Beach
Committee" at the request of Commissioner Liebman during the Summer of 2001 and
continues to meet on a monthly basis with the same objectives. The Program Uses and
Operational Committee has continued to meet to identify viable alternative future
programmed re-uses of the facility. Concurrently, the City Administration continues to
explore and diligently pursue funding to enable the renovation of the facility,
Proiect Renovation Cost
On March 28, 2001, the City Administration recommended that the City cancel the contract
for Sale and Purchase to acquire the Byron Carlyle Theater based upon the combined
acquisition and renovation cost, which was estimated between $6.7 - $7.9 million plus an
annual operating deficit of approximately $75,OOO/year, for which funding was not secured.
Staff conducted preliminary site assessments/surveys to determine if it was viable to
proceed with the acquisition. The City's Property Management Director ordered a roof and
asbestos survey. The asbestos survey reflected cellulite asbestos in the perimeter plaster
of the building, in the floor tiles in the theater and in the HV AC duct work, The Property
Management Director also determined that based upon the roof survey, the roof must be
replaced and all insulation and lightweight concrete must be replaced. Additionally, it was
determined that a new HV AC system will be required. The floor tiling may be encapsulated
as part of the renovation project.
March 20, 2002
City Commission Memorandum
Byron-Carlyle
Page 40f7
At the same time, Bernard Zyscovich donated his services to develop preliminary
schematic drawings (see attached) based on input received from the Program Uses and
Operational Committee. The preliminary schematics contemplated a large performance
theater with 200 stadium seating (convert 2 existing theaters into 1 functional theater
creating a backstage with dressing rooms), 2 rehearsal halls and dance studios, a black
box theater, a concession/cafe in the lobby area, 6,000 sf of office space on the 2nd floor
and a small management office on the 1 st floor.
Based upon the preliminary sketches provided, the City's Property Management Director
provided a range of estimated renovation costs ranging from (A) $6.2 million for a finished
renovation project, (B) $5 million for a reduced renovation project, and (C) $3 million for an
unimproved shell. (See attached Exhibit 1) These costs were in addition to the $1.7 million
purchase price.
Based on the extensive costs to renovate, the project was deemed economically unfeasible
and it was determined that acquisition was not viable because it would limit the City's ability
to achieve a successful reuse of the facility and the objectives of the arts community,
Despite this recommendation, on March 28, 2001, the Mayor and City Commission voted
to proceed with the acquisition of the Byron-Carlyle Theater and on April 18, 2001,
additional funding in the amount of $500,000 from the General Fund undesignated fund
balance was appropriated to perform necessary repairs as described at the beginning of
this memorandum.
Since acquiring the property, due to the extensive nature of the improvements required to
the facility, the City of Miami Beach has embarked on a multi-phase program to evaluate
and to renovate the Byron-Carlyle Theater. The Byron-Carlyle project, as proposed, has
been divided into three phases based upon available funding. The first phase consisted of
the renovations to the lobby, as described above. To date, Property Management has
expended approximately $150,000 to remodel the lobby area, to allow temporary use with
minimal air conditioning improvements, addressed ADA deficiencies in the restrooms,
installed a burglar alarm system and improved the exterior lighting of the building.
At this time, it is necessary to proceed with the proposed roof and air conditioning
equipment replacements that are necessary precursors to Phase" ofthe project. Funding
for these improvements was provided upon approval of the acquisition of the building as
the improvements were deemed necessary to prevent further deterioration of the building.
Since its purchase, the building has been experiencing roof leaks, including the area
renovated as part of Phase I. Additionally, HVAC improvements are needed due to the
current's system's imminent failure, which also serves the Phase I lobby area.
Phase II will consist of renovating the two theaters on the east side of the building into one
main 250:1: seat performance theater (see Exhibit 2) and is estimated to cost approximately
$1.2 million, not including the roof and air conditioning, as delineated below:
March 20, 2002
City Commission Memorandum
Byron-Carlyle
Page 50f7
. Stage, seating area (including sound and lighting)
. Electrical
. Fire Sprinkler (entire facility)
. General Construction
. Plumbing
$500,000
$100,000
$250,000
$250,000
_$80.000
$1,180,000
Funding for these improvements will be provided as follows:
. Quality of Life - NBDC
. Commercial Fayade - NBDC
. Commercial Fayade - MBCDC (to be reallocated)
. CDBG - County
. State - Cultural Facilities Grant*
$300,000
$300,000
$100,000
$50,000
$460,000*
$1,210,000
'* The State Cultural Facilities Grant is recommended for funding at 100% by the State House and
recommended at 50% by the State Senate; therefore until the House and Senate go to conference, most
likely in an extended session, the outcome is uncertain.
Phase III will consist of the balance of the renovation of the project that is estimated to
cost, at a minimum, an additional $4-5 million.
As stated above, the "Renovated Byron-Carlyle Theater Project" will require an investment
ranging between $6.7 million - $7,9 million, not inclusive of the projected annual operating
deficit estimated in the preliminary operational plan.
Staff has worked diligently to identify potential funding sources for the renovation. The
funding sources identified consist of Quality of Life funds, Commercial Facade Renovation
Funds, local State, Federal and private grant sources and Convention Development Tax
(CDT) revenue.
Of the approximate $7 million projected total cost, only $750,000 of funding from Quality of
Life and commercial facade funds have been earmarked as described below.
On January 30, 2001 , the North Beach Development Corporation (NBDC) held a Quality of
Life Committee meeting and recommended allocating $150,000 from FY 2000 and
$150,000 from FY 2001 Quality of Life funds towards the renovation of the Byron-Carlyle
facility. Additionally, NBDC has identified $150,000 of FY 2000 and $150,000 of FY 2001
Commercial Facade Rehabilitation Funding provided to NBDC through the CDBG program.
MBCDC has also committed an allocation of $100,000 for the Byron-Carlyle renovation
project and Miami-Dade County, through the efforts of Commissioner Barreiro, has
committed $50,000 in CDBG funds thru NBDC to the facility's renovation. Thereby, the
City has identified $750,000 of funding through Quality of Life and Commercial Facade
Renovation funds to be contributed towards the renovation project.
March 20, 2002
City Commission Memorandum
Byron-Carlyle
Page 60f7
Other funding sources have been identified but will not become available until FY2002 and
beyond. Capital grants through the Miami-Dade Cultural Facilities Grant Program, the
State Cultural Facilities Grant Program, as a Federal Economic Development Initiative,
EDA grant and through private grant sources, such as the Kreskge Foundation can be
pursued. To this end, staff is assembling grant applications and the City has included the
Byron-Carlyle project in this year's federal legislative priorities; but again funding may only
become available at some point in the future. Additionally, available future Convention
Development Tax funds may be earmarked towards this project after the Convention
Center area needs have been met.
Proposed Uses at the Bvron-Carlvle
On March 28, 2001, when the City Commission proceeded with the acquisition of the
theater, Commissioner Matti Bower stated that "the Theater's use must be looked at
holistically rather than just from the perspective of the arts".
The Program and Uses Committee that had been established to meet with representatives
of cultural arts groups, North Beach residents and other potential users of the facility, who
supported the purchase of the building, was charged with this perspective. While it was the
Committee's intent to evaluate the entire theater's re-use, certain needs were addressed
as immediate priorities as follows:
1. Implement Phase I in order to:
a. Stabilize the building,
b. Relocate the displaced cultural users from the 555 17th Street building, and
c. Actively program uses in the building (rather than leaving a vacant building).
2. Develop a scope for Phase II so that an alternate temporary venue could be
available upon the closure of the Colony,
3. Continue to seek additional funding sources to enable the renovation ofthe balance
of the theater and identify eligible uses.
During the Committee's deliberations, in addition to meeting the needs of the displaced
cultural users from the City's 555 building, it was determined that leasing the premises to
the Florida Dance Association (former 555 tenant), North Beach Development Corp., Arts
and Business Council and Children's Cultural Coalition would lend continued support to the
cultural arts community and be in the best interest of the City of Miami Beach. As such, on
October 17, 2001, the Mayor and City Commission approved four (4) lease agreements
with established not-for-profit, 501 (c)(3) organizations: Florida Dance Association, North
Beach Development Corp., Arts and Business Council, Children's Cultural Coalition. In
accordance with public purpose leases, the City is recouping its operating costs in these
annual lease agreements.
March 20, 2002
City Commission Memorandum
Byron-Carlyle
Page 70f7
Due to the imminent closure of the Colony Theater, the Committee and the Administration
also deemed it necessary to proceed with Phase II which will encompass the renovation of
the main theater which may be utilized as rehearsal and performance space, and will be
utilized as an alternate temporary venue, upon the closure of the Colony Theater for its
renovation in the Summer of 2002.
As such, and because of a lack of identified funding, alternate uses have not yet been
explored for the balance ofthe facility. Phase III does contemplate programmed retail uses
fronting 71st Street to promote the pedestrian level commercial activity. The City has also
been approached by several arts groups who are requesting to lease office space. NBDC
has been facilitating identifying an alternate location within which to co-locate said groups.
The City has also been approached by Venevision which has an interest in serving as a
part-time resident manager of the renovated theater that is part of Phase II and is exploring
a potential financial contribution to the ongoing capital costs of the facility.
If Phase II is authorized to proceed, the City can then concentrate on programming the
balance of the facility with a greater focus on exploring all eligible uses for the facility,
CONCLUSION
On March 5, 2002, the Arts in North Beach Committee passed a motion re-affirming, its
strong commitment to the Byron-Carlyle as a focus of arts in North Beach and reaffirmed
its commitment to Phase II to support the cultural arts and complimentary uses in the
Byron-Carlyle, urging the City Commission to approve this resolution.
Based upon the building's current deteriorated condition, the Administration recommends
the Mayor and City Commission award this contract for the partial roof and air conditioning
equipment replacement. As stated earlier, due to the imminent closure of the Colony
Theater, current plans contemplate the Phase II development of the Byron Carlyle to
accommodate the displaced users, contingent upon available funding. If the State grant
funding does not materialize and/or if the Mayor and City Commission do not desire to
proceed with Phase II, then the City will need to evaluate other potential venues to
accommodate the Colony Theater users upon its closure this Summer.
JMG/CMC/rar
T:\AGENDA\2002IMAR2002IREGUlAR\ByronCartyle.crn.doc