2002-24981 Reso
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RESOLUTION NO 2002-24981
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A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA ACCEPTING THE
RECOMMENDATION OF THE CITY MANAGER PERTAINING
TO THE RANKING OF PROPOSALS RECEIVED PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 11-01/02, FOR
PROFESSIONAL DESIGN SERVICES FOR UPGRADE TO THE
SOUND AND LIGHTING SYSTEMS FOR THE JACKIE
GLEASON THEATER FOR PERFORMING ARTS (TOPA);
AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH THE TOP RANKED FIRM OF PELTON
MARCH KINSELLA, INC.; AND SHOULD THE
ADMINISTRATION NOT BE ABLE TO NEGOTIATE AN
AGREEMENT WITH THE TOP-RANKED FIRM, AUTHORIZING
THE ADMINISTRATION TO NEGOTIATE WITH THE SECOND-
RANKED FIRM OF ENGINEERING HARMONICS.
WHEREAS, the existing theatrical lighting and sound system were
installed at the Jackie Gleason Theater for Performing Arts (TOPA) in 1989-
1990; and
WHEREAS, the lighting system is obsolete and requires a complete
replacement; and
WHEREAS, RFP No. 11-01/02 was issued on January 18, 2002 with an
opening date of February 15, 2002; and
WHEREAS, the City Manager via Letter to Commission (LTC) No. 129-
2002, dated May 22, 2002, which appointed an Evaluation Committee; and
WHEREAS, on July 17, 2002, the Committee convened and was provided
with the project overview and background information by Doug Tober, Committee
Chair, General Manager, SMG.; and
WHEREAS, the Committee agreed to schedule Presentations from all four
(4) Firms that submitted responsive proposals for August 15, 2002, and the Firms
gave 30 minute presentations, which were followed by a 20 minute question and
answer session; and
WHEREAS, the firm of Pelton Marsh Kinsella (PMK) was deemed to be
the top ranked firm based on the experience and qualification of their
Firm/Project Team.
NOW, THEREFORE, BE IT DULY RESOLVED THAT THE MAYOR AND
CITY COMMISSION OF THE CITY OF MIAMI BEACH, hereby authorize the
City Manager or his designee to accept the recommendation pertaining to the
ranking of proposals received pursuant to Request for Proposals (RFP) No. 11-
01/02, for Professional Design Services for Upgrade to the Sound and Lighting
Systems for the Jackie Gleason Theater for Performing Arts (TOPA), authorizing
the Administration to enter into negotiations with the top-ranked firm of Pelton
March Kinsella, Inc., and should the Administration not be able to negotiate an
agreement with the top-ranked firm, authorizing the administration to negotiate
with the second-ranked firm of Engineering Harmonics.
PASSED and ADOPTED this 25th
2002.
day of September
MAYO
ATTEST:
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CITY CLERK
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CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
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Condensed Title:
Accept the Recommendation of the City Manager pertaining to the ranking of Proposals received Pursuant
to Request for Proposals (RFP) No. 11-01/02, for Professional Design Services for Upgrade to the Sound
and Lighting Systems for the Jackie Gleason Theater for Performing Arts (TOPA); authorizing the
Administration to enter into Negotiations with the top-ranked firm of Pelton March Kinsella, Inc., (PMK) and
should the Administration not be able to negotiate an Agreement with the top-ranked firm; authorizing the
Administration to negotiate with the second-ranked firm of Engineerina Harmonics.
Issue:
Shall the City Commission accept the City Manager's recommendation to authorize negotiations with the
top-ranked firm of PMK and should the Administration not be able to negotiate an Agreement with the top-
ranked firm; authorize the Administration to negotiate with the second-ranked firm of Engineering
Harmonics.
Item Summa IRecommendatlon:
Accept the ity Manager's recommendation to authorize negotiations with the top-ranked firm 0 Pelton
March Kinsella, Inc.
ril 2001
Financial Information:
Source of Amount Account Approved
Funds: 1
D 2
3
4
Finance Dept. Total
City Clerk's Office Legislative Tracking:
I Doug Tober
DT
Assistant City Manager
CC
City Manager
ent Director
L\Mlrtha\Commlssion Memos\rfp 11 comm memo\rfp11 sumary.DOC
AGENDA ITEM C 7 c..
DATE 9-';s:.o '2-
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.ci.miami-beach.f1.us
To:
From:
Subject:
COMMISSION MEMORANDUM
Date: September 25, 2002
Mayor David Dermer and
Members of the City Commission
Jorge M. Gonzalez ~ ..Aa.../'
City Manager 0'" y - 0
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA ACCEPTING THE RECOMMENDATION OF
THE CITY MANAGER PERTAINING TO THE RANKING OF PROPOSALS
RECEIVED PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 11-
01/02, FOR PROFESSIONAL DESIGN SERVICES FOR UPGRADE TO
THE SOUND AND LIGHTING SYSTEMS FOR THE JACKIE GLEASON
THEATER FOR PERFORMING ARTS (TOPA); AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP-
RANKED FIRM OF PELTON MARCH KINSELLA, INC., AND SHOULD THE
ADMINISTRATION NOT BE ABLE TO NEGOTIATE AN AGREEMENT
WITH THE TOP-RANKED FIRM; AUTHORIZING THE ADMINISTRATION
TO NEGOTIATE WITH THE SECOND-RANKED FIRM OF ENGINEERING
HARMONICS.
ADMINISTRATIVE RECOMMENDATION
Adopt the Resolution.
~AL YSll
The existing theatrical lighting and sound system were installed at the Jackie Gleason
Theater for Performing Arts (TOPA) in 1989-1990. The lighting system is obsolete and
requires a complete replacement. Arts Environments Inc. ("The Consultant") was utilized
by management in 1999 to provide a recommendation on whether it was feasible to
refurbish the present equipment. The Consultant recommended a complete replacement
based on the equipment's age, cost, and electrical savings. TOPA's sound system needs
to be evaluated by a professional design consultant for upgrades to bring the system to
"state-of-the-art" .
RFP No. 11-01/02 was issued on January 18,2002 with an opening date of February 15,
2002. Six (6) addendums were issued for this project and a pre-proposal conference to
provide information to firms considering submitting a response was held on January 29,
2002. DemandStar by Onvia issued bid notices to seven hundred-eighty seven (787)
prospective proposers, resulting in sixty-four (64) proposers requesting RFP packages,
which resulted in the receipt of four (4) responsive proposals and one non-responsive
proposals. Proposals were received from the following Firms:
Commission Memorandum
September 25. 2002
Page 2
. Pelton Marsh Kinsella
. Engineering Harmonics Inc.
. Judson & Partners
. Electrosonic System Inc.
. Acoustic Dimensions - (non-responsivelfailed to submit required Financial
Statements )
The City Manager via Letter to Commission (LTC) No. 129-2002, dated May 22, 2002,
which appointed an Evaluation Committee ("the Committee") consisting of the following
individuals:
. Viviana Alemany, Property Management
. Jim Downey, Technical Sound for the Gleason Theater
. Doug Tober, Committee Chair, General Manager, SMG
. Leon A. Manne, MBCC Capital Oversight Committee
. Joe Fontana, MBCC Advisory Board
On July 17, 2002, the Committee convened and was provided with the project overview
and background information by Doug Tober, Committee Chair, General Manager, SMG.
Additionally, the Committee reviewed references provided by the Firms and verified by the
Procurement staff. Additionally, they discussed the following RFP evaluation criteria, which
were used to evaluate and rank the proposals.
A. Experience and qualifications of the proposer as it specifically relates to this project:
20 points.
B. Experience and qualification of individuals assigned to this project: 15 points.
C. Fees: ~ points.
D. References: 10 points
E. Methodology and Approach: 15 points
F. Financial Capability: 15 points
The Committee agreed to schedule Presentations from all four (4) Firms that submitted
responsive proposals for August 15, 2002. The Firms gave 30 minute presentations, which
was followed by a 20 minute question and answer session.
Commission Memorandum
September 25, 2002
Page 3
During deliberations, the Committee members discussed their individual ranking of the four
Firms and arrived at the following Committee Ranking:
Committee Electrosonlc Rank Engineering Rank Judson & Rank Pelton March Rank
Members Systems Inc. # Harmonics Inc. # Partners # Kinsella #
IIlvIans A1eman'll 75 3 93 2 74 4 98 1
Jim Downev 61 4 88 2 79 3 92 1
~eon A. Manne 49 3 90 2 47 4 95 1
Joe Fontana 45 4 72 2 50 3 95 1
Doug Tober 30 3 83 1 48 2 83 1
Rankinas 14\ (2) (3) (1)
The firm of Pelton Marsh Kinsella (PMK) was deemed to be the top ranked firm based on
the experience and qualification of their Firm/Project Team.
Pelton Marsh Kinsella (PMK) provides acoustical and theatre consulting inciuding design
of systems used for performance and presentations. These consist of sound
reinforcement, stage lighting and rigging, audio-video and television broadcast systems.
The Company has been in business for 18 years, employs approximately 25 people in
three offices (Dallas, Las Vegas & Miami) serving a broad variety of clients and projects
inciuding educational facilities, convention centers and convention/casino resorts, sports
facilities, performing arts centers, theme parks, corporate headquarters & conference
facilities, high-rise buildings and industrial plants.
JIIethod91oGV and ADDroach
PMK's methodology is characterized as a collaboration of the appropriate specialized
consultants assembled to provide functional, high quality, cost effective systems to meet
the City's needs.
PMK will assimilate the information gathered to this point to develop a preliminary .plan of
action." This will inciude indentifying the anticipated team members and creating a
preliminary project .Program of Requirement (PORt defining the desired systems and
functionality along with preliminary estimates of installed costs. PMK believes that
additional architectural work may be needed to accommodate the systems. This will be
indentified during the programming stage and PMK will work with Heery International, a
PMK architectural/electrical engineering partner, to develop sketches and cost estimates of
possible solutions for the City to review.
Commission Memorandum
September 25, 2002
Page 4
PMK will forward the POR and the cost estimates to the City's designated representatives
for review in preparation for a meeting to refine and finalize the project's POR and to get
approval of the preliminary budget. This meeting will be scheduled at a time when the
theater is not in use to allow another walk-through to resolve any existing conditions issues.
PMK will also use this visit to make acoustical measurements needed to continue sound
system design development. PMK will use the approved POR to begin the design process
for the lighting and audio systems along with any approved architectural and electrical
system modifications needed to support the systems.
Audio SYStem
PMK uses the latest in computer tools to design and evaluate acoustics and audio
systems. A 3D computer model of the room is created which PMK can place specific
loudspeaker devices. This allows PMK to accurately predict system performance prior to
installation. Performance parameters including coverage, maximum loudness, frequency
response, direct/reverberant ratios and speech intelligibility will be calculated to assure that
the system will meet the design goals.
Once the appropriate loudspeaker has been determined, PMK will provide structural,
electrical, and cooling requirements to the appropriate consultants on the team to
coordinate all aspects of the project. PMK will complete the design of the audio system
inciuding amplifiers, signal processing, system wiring requirements, system interfaces and
source equipment, etc. PMK will provide design of audio sub systems including:
. Facility production communications systems
. Backstage area audio paging & monitoring systems
. Lobby monitoring and paging systems
. Facility hearing assistance systems to meet ADA requirements
. Stage monitoring systems
. Patio sound system
The interface to the existing ERES system will not be modified.
.bIablIna SYStem
Design of the Lighting System will be provide through PMK partnership with Schuler &
Shook, Inc. (S& S). S & S will review the findings and recommendations of the 1999
Theatrical Lighting System Study with the City and PMK will perform an assessment of
existing site conditions. From this information, the City, with S & S's assistance will update
priorities and recommendations contained in the report and establish any new needs and
priorities. S & S will develop construction documents detailing replacement of stage and
house dimming and control network. The design will be based on defined priorities and
available funding. S & S will coordinate new lighting equipment with existing infrastructure
Commission Memorandum
September 25, 2002
Page 5
(conduit, power, structure, etc). Existing infrastructure will be utilized, to the extend
possible, so that financial resources can be focused on procurement of state-of-the-art
lighting equipment rather than on redundant infrastructure. S & S will strive to replace
obsolete relay-based control systems with digital control networks where possible. S& S
will develop specification for lighting instruments in a manner that will allow the City some
latitude in inventory selection in a competitive bid environment.
Lobby Video Monitory SYStem
PMK will determine video locations and design the video signal source and distribution
system. Electrical, cooling, and structural requirement will be calculated and provided to
the appropriate team consultants.
E;lectrlcal SUDPOrt SYStems
PMK will provide electrical system design and engineering (via PMK partnership with Heery
International) as needed to support the audio and lighting systems and to add a 400 amp
service to the Loading Dock and a 200 amp service to the Rehearsal Hall. All electrical
systems drawings and specifications will be issued with appropriate engineers seals.
<;en.ral
The interface to the existing fire alarm system will be modified.
PMK will produce preliminary documents including drawings for all systems diagrams,
details, conduit and junction box requirements, and specifications along with the updated
installed cost estimates. These will be sent to the City for review and a meeting with the
team consultants and other City's representatives will be schedule to discuss any changes
to the preliminary documents.
Once the preliminary documents have been approved, PMK will produce final bid
documents inciuding electrical drawings with appropriate engineer's seals, system diagram
and detail drawings, and specifications. The final construction documents and blueprints
will be forwarded to the City of Miami Beach Building Department for approval prior to
bidding.
During the bidding phase, PMK will attend one pre-bid conference to answer any questions
and issue an addendum to address any issues raised in the conference. PMK will review
the bids received and provide comments to the City to assist in awarding the bid.
PMK will provide traditional construction administration services including shop drawing
reviews, responding to RFI's construction observations and site visits. Upon substantial
completion of the installation, PMK will provide testing and adjustments to the systems and
provide a detailed punch-list of items to be corrected or completed. PMK will attend the
first use of the system to fine tune and verify system performance under actual use
conditions. PMK will provide one additional visit to check that punch-list items have been
corrected.
I
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Commission Memorandum
September 25, 2002
Page 6
f!:2.Iect Team:
. David E. Marsh, PMK - Project Director
. Jerrold Stevens, PMK - Project Manager, Audio Designer
. Jack P. Hagler, Schuler & Shook - Lighting Designer
. Carlos Flores, Heery International- Electrical Engineer
. Lan Vingoe, Heery International - Architect
Listed below are Similar Projects provided from these Firms:
Pelton Marsh Kinsella's Successful Pro~
. The Charles W. Eisemann Center, Richardson, TX.
. Van Trease Performing Arts Center, Tulsa, OK
. University of Central Arkansas Donald W. Reynolds Performance Hall Conway, AR
. Angelina Center for the Arts, Lufkin, TX.
. Creekview High School, Carrollton, TX.
. Cobb County Civic Center - Jennie T. Anderson Theater Marietta, GA.
. Heymann Performing Arts Center, Lafayette, LA.
. Rose State College Communication Complex, Midwest City, OK.
. Mesa Arts & Entertainment Center, Mesa, AZ.
. Forest Lane Academy of Arts & Communication, Richardson, TX.
. Palace Theatre, Georgetown, TX.
. Saenger Theatre, Biloxi, MS.
. Phoenix Symphony Hall, Phoenix, AZ.
. Tempe Performing Arts Center, Tempe, AZ.
Shuler & Shook, Inc. (S & S) was founded in 1986 and maintains offices in Chicago,
Minneapolis, and Dallas-FT. Worth. The Firm currently employ a full-time staff of 32 among
the three (3) offices. All offices offer full computer capabilities, including CAD and
computer lighting calculations. Theatre consulting experience includes professional and
academic facilities that range from 200 seat intimate drama theatres to 3,000 - seat opera
houses to 10,000-seat music theatres. Theatre planning services include programming,
audience seating and sight lines, front-of-house and back-of-house planning studies, and
all theatre support areas. S & S designs and specify all theatre technical systems, including
stage lighting, rigging, lifts, orchestra shells, and stage and acoustical curtains.
Schuler & Shook
. Music and Dance Theatre Chicago, Chicago, Illinois.
. Dogwood Center for the Performing Arts, Fremont, Michigan.
. Florida Grand Opera, Miami Florida.
. Old Town School of Folk Music, Chicago Illinois.
Commission Memorandum
September 25, 2002
Page 7
Heery International, Inc. was founded as a partnership in 1952 in Atlanta, Georgia since
then, the firm has grown into a nationally recognized professional services corporation,
employing over 1030 people nationwide and has earned national and international
recognition of their design, engineering and management services. Heery has become
one of the largest firms providing architectural design in public assembly spaces in the
country. Award-winning designs have set industry standards for many project types in both
the private and public sectors. Heery's design products consistently meet or exceed their
client's objectives and are within the constraints of the ciient's budget and schedule. Heery
is consistently rated one of the top 100 interior design firms in the United States, and is
recognized for design excellence.
Heery's Florida office in Tampa employs 42 staff. These employees inciude registered
architects, interior designers, construction managers, and program managers. Heery
International, Inc. is certified to practice engineering and architecture in accordance with
Florida Statutes 471 and 481 and has proven professional experience in the areas of
facilities architectural/engineering.
!teerv In~mational
. Bucknell University Weis Performing Arts Center, Lewisburg, PA.
. Asheville Civic Center, Asheville, NC.
PMK Proposal consist of the following:
Price Proposal
I. BASIC SERVICES - AUDIONIDEO SYSTEMS
A. AudioNideo Systems include design of house sound reinforcement systems,
stage monitoring systems, backstage monitoring and paging systems, lobby
monitoring and paging systems, and lobby video monitor and RF distribution
systems.
B. Design phase services inciude:
1. Review original RFP, Addendums, and other available information.
2. Produce initial Program of Requirements (POR)
3. Meet with City to review, refine, and finalize POR.
a. Make acoustic measurements in theater during this visit.
b. Consult with City to establish priorities for renovation.
c. Consult with the City regarding control and distribution
topography that may be desired.
d. Consult with the City regarding equipment appropriate to the
project and the budget.
Commission Memorandum
September 25, 2002
Page 8
4. Monitor estimated cost of construction for systems.
5. Produce Construction Documents for bid and installation of audio
video systems.
C. Construction Administration phase services include:
1. Participate in a pre-bid conference with bidders.
2. Provide assistance with the evaluation of bidders and their
bids.
3. Review the Contractor's shop drawing to ensure
compliance with Construction Documents prior to
fabrication and installation.
4. Perform periodic site observations to insure Contractor
compliance with the Bid Document and the design intent.
5. Prepared punch-lists after the observations, which will be
used as a measure of the Contractor's progress.
6. Perform systems testing and inspections to verify system
performance.
7. Perform final system optimization (tuning and equalization).
8. At project closeout, issue a status of completion statement
as a recommendation of payment to the Contractor for the
work performed.
9. Review record drawings and manuals to verify their
correctness.
D. Construction Documents will be formatted according to the CSI Master Format
standard.
E. Drawings will be produced utilizing AutoCAD 2000 (or later version).
Specification will be produced utilizing Word 2000 (or later version).
F. The following Out-of-Office is included in Basic Services. The labor fee for
professional services rendered during these trips is included in Compensation
for Basic Services.
1. Design/Construction
Document Phase....................4 man-trips @ 2 days each
2. Bidding & Negotiation.............1 man-trip @ 2 days each
3. Construction Administration......2 man-trips @ 2 days each
Commission Memorandum
September 25, 2002
Page 9
II. BASIC SERVICES - THEATRICAL LIGHTING SYSTEMS
A. Design phase services include:
1. Review 1999 Theatrical Lighting System Study, original construction
documents and other available information.
2. Consult with City to establish priorities for renovations.
3. Consult with the City regarding control and distribution topography that
may be desired.
4. Consult with the City regarding equipment appropriate to the project and
the budget.
5. Monitor estimated cost of construction for S & S designed systems.
6. Produce Construction documents for bid and installation of stage lighting
system.
B. Construction Administration phase services inciude:
1. Participate in a pre-bid conference with bidders.
2. Provide assistance with the evaluation of bidder and their bids.
3. Review the Contractor's shop drawings to ensure compliance with
Construction Documents prior to fabrication and installation.
4. Perform periodic site observations to insure Contractor compliance with
the Bid Documents and the design intent.
5. Prepare punch-On July 17, 2002, the Committee convened and was
provided with the project overview and background information by Doug
Tober, Committee Chair, General Manager, SMG. list after the
observations, which will be used as a measure of the Contractor's
progress.
6. At project cioseout, issue a status of completion statement as a
recommendation of payment to the Contractor for the work perform.
7. Review record drawings and manuals to verify their correctness.
C. Construction Documents will be formatted for direct inclusion with PMK
developed "front-end" Contract Documents.
D. Drawings will be produce utilizing Auto CAD 2000 (or later version).
Specification will be produced utilizing Word 2000 (or later version).
E. The following Out-of the office Work is included Basic Services. The labor fee
for professional services rendered during these trips is included in
Compensation for Basic Services.
1. Design/Construction
Document Phase................................3 man-trips @ 1 day each
2. Bidding & Negotiation............................1 man-trip @ 1 day each
3. Construction Administration...................2 man-trips @ 1 day each
Commission Memorandum
September 25, 2002
Page 10
III. COMPENSATION AND EXPENSES FOR BASIC SERVICES
A. Compensation for Basic Services described above will be $99,910 broken down
as follows:
1. Sound and Video System....................................... ..$38,590.00
2. Theatrical Lighting Systems................................... ..$41,795.00
3. Supporting Electrical Systems................................ ...$19,525.00
4. Fees will be payable on a monthly basis as the work progresses.
5. Fees are based on the following rate schedule.
Principal consultant
Senior Consultant
Consultant III
Contractor II
Drafter
Secretary
Hourly Rates
$162.00
$114.00
$81.00
$75.00
$65.00
$55.00
Estimated Hours
36
363
226
198
216
100
B. Mail, courier, photographic reproduction, parking, and out-of-town travel related
expenses (airfare, vehicle, lodging and meals) would be utilized on a
reimbursable basis. Expenses are payable as they are incurred. Expenses will
be billed at 1.1 %.
IV. ADDITIONAL SERVICES
A. The following services and their related expenses are not included as Basis
Services. They will be provided only upon request.
1. Developing audible simulations of audio systems.
2. Design of any changes to acoustics and mechanical systems (for
noise control).
3. Architectural services including design and production of related
construction documents as may be required to accommodate
systems.
4. Design of broadcast system or infrastructure beyond audio and cue
communications tie lines and splits.
5. Developing simulations of lighting conditions or network mock-ups.
6. Reviewing shop drawings for systems not designed by PMK and it's
partners.
7. Attending meeting or site observations not specifically included in
Out-of-Office work for Basic Services.
8. Extensive Technical systems training.
Commission Memorandum
September2~2002
Page 11
CONCLUSION
The Administration recommends that the Mayor and City Commission adopt the attached
resolution which accepts the City Manager's recommendation, and authorizes the
Administration to enter into negotiations with the top-ranked firm of Pelton Marsh Kinsella
Inc., and should the Administration not be able to negotiate an agreement with the top-
ranked firm; authorizing the Administration to negotiate with the second-ranked firm of
Engineering Harmonics.
JMG:CC:DT:GUmpj