2003-25372 Reso
RESOLUTION NO.
2003-25372
A RESOLUTION OF THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH,
FLORIDA, RATIFYING A CONTRACT IN THE AMOUNT
OF $56,305, WITH FIRE CONTROLS, INC., FOR THE
INSTALLATION OF A FIRE ALARM SYSTEM IN THE
BYRON CARLYLE THEATER.
WHEREAS, during the programming and design of the interior space of the
Byron Carlyle Theater, it was determined by the Fire Department that the occupancy
requirements of the building exceeded 300 persons and required the installation of a fire
alarm system under the Florida Building Code; and
WHEREAS, the Mayor and City Commission, at its November 28, 2001
Commission meeting, adopted Resolution No. 2001-24677, which authorized the
Property Management Director to serve as the Certified General Contractor for the
renovations of the Byron Carlyle Theater; and
WHEREAS, the Property Management Director exercised the authority given to
him by the City Manager and City Commission, and retained a certified fire alarm
system engineer to design and provide the required and sealed construction documents
for the bid and permit requirements necessary to install a fire alarm system in the Byron
Carlyle Theater; and
WHEREAS, after receiving the construction documents, four certified fire alarm
contractors were contacted to provide quotes for the scope of work of which three
provided bids for the project; and
WHEREAS, the Property Management Director, after reviewing the bids,
checking references, licensing, and insurance requirements determined that Fire
Controls, Inc. provided the lowest responsive responsible bid for the work; and
WHEREAS, a contract with Fire Controls, Inc. in the amount of $56,305, was
prepared and form approved by the Legal Department, and executed by the Mayor and
City Clerk for the installation of a fire alarm system in the Byron Carlyle Theater; and
WHEREAS, as required by Resolution No. 2001-24677, the Administration
herein requests that the Mayor and City Commission ratify the aforestated contract
which is deemed necessary to continue the work on the Byron Carlyle Theater.
/
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby ratify a contract, in the amount of $56,305, to Fire Controls, Inc. for
the installation of a fire alarm system in the Byron Carlyle Theater.
PASSED and ADOPTED this
,2003.
~n~~
CITY CLERK
APPlOYED AS 10
fORM & lANGUAGE
& FOR EXECUTION
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CITY OF ""IAMI BEACH
COMMISSION ITEM SUMMARY
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Condensed Title:
Ratification of a contract to Fire Controls, Inc., in the amount of $56,305, for the installation of a fire alarm
system in the Byron Carlyle Theater.
Issue:
Shall the City Commission ratify a contract, in the amount of $56,305, for the installation of a fire alarm
system in the Byron Carlyle Theater?
Item SummarY/Recommendation:
In accordance with Resolution No. 2001-24677 adopted by the City Commission on November 28U1, 2001
the Administration, through its Property Management Director, is providing General Contracting services
including bidding, the award of contracts for work, and change orders on the Byron Carlyle Theater. Under
the provisions of the Resolution, contracts exceeding $25,000 must be brought to the City Commission for
Ratification. After a bid process that used specifications that are specific to the needs of the Byron Carlyle
Theater, Fire Controls, Inc. was the lowest responsive responsible bidder for the scope of work required to
meet Fire and Building Code requirements in the facility.
The Administration recommends that the Mayor and City Commission ratify the contract with Fire Controls,
Inc. in the amount of $56,305, for the installation of a fire alarm system in the Byron Carlyle Theater.
Advisory Board Recommendation:
I N/A
Financial Information:
Amount to be expended:
Source of Amount Account Approved
Funds: 1 $56,305 # 301.2316.000676
IF~J 2 City Appropriated Funds
3
4
Total $56,305
City Clerk's Office Legislative Tracking:
I
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City Manager
AGENDA ITEM
DATE
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CITY OF MIAMI B'EACH
CITY HALL 1700 CONVENTION CENTER DRIVE, MIAMI BEACH, FLORIDA 33139
http://ci,miami -beach.fl, us
COMMISSION MEMORANDUM
DATE: October 15, 2003
SUBJECT:
Mayor David Dermer and
Members of the City Commission
Jorge M. Gonzalez , .A~
City Manager OI'--tJ
A RESOLUTION OF THE MAYOR AND MEMBERS OF THE CITY
COMMISSION OF THE CITY OF MIAMI BEACH, RATIFYING A
CONTRACT IN THE AMOUNT OF $56,305, TO FIRE CONTROLS,
INC., FOR THE INSTALLATION OF A FIRE ALARM SYSTEM IN
THE BYRON CARLYLE THEATER.
TO:
FROM:
ADMINISTRATION RECOMMENDATION
Adopt the resolution.
ANALYSIS
During the programming and design of the interior space of the Byron Carlyle
Theater, it was determined by the Fire Department and by Fire Code that the
occupancy load levels of the performing arts space and the facility exceeded the 300
person limits, which requires the installation of a fire alarm system in the entire
building.
The Mayor and City Commission, at the November 28, 2001 Commission meeting,
adopted Resolution No. 2001-24677, which authorized the Property Management
Director to serve as the Certified General Contractor for the renovations of the Byron
Carlyle Theater. The Property Management Director exercised the authority given to
him by the City Manager and City Commission, and retained a certified fire alarm
system engineer to provide the required and sealed construction documents
necessary to permit and bid the project.
After receiving the construction documents, four certified fire alarm system contractors
were contacted to provide quotes for the fire alarm system installation work. Of the
four firms that received bid packages, three submitted quotes for the project. After
reviewing the quotes, and after checking background references, plus licensing, and
1
Insurance requirements, the Property Management Director determined that Fire
Controls, Inc., was the lowest responsive responsible bidder on the project. A contract
was prepared with Fire Controls, Inc., in the amount of $56,305, and was reviewed and
form approved by the Legal Department on September 17, 2003. The contract was
signed by the contractor and executed by the Mayor and City Clerk as required.
The Administration recommends that the Mayor and Members of the City Commission
of The City of Miami Beach ratify the Property Management Director's contract to Fire
Controls, Inc., in the amount of $56,305, for the installation of a fire alarm system in
the Byron Carlyle Theater.
JMG/RCM/FB/BAJ
C:1My FileslCommemolByronRatifyFire AlarmMemo.DOC
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City of Miami Beach lQ
Procurement Division
1700 Convention Center Drive
Miami Beach FL 331 39 .........
'PURCHASE ORDER I CHANGE ORDER
MAIL INVOICE TO: "SHIP TO" ADDRESS WITH COpy TO:
CITY OF MIAMI BEACH, ACCOUNTS PA YABLE, 1700
CONVENTION CENTER DRIVE, MIAMI BEACH, FLORIDA
33139.
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~ FIRE CONTROLS, INC.
o 5601 N.W. 9TH AVENUE
o FT. LAUDERDALE, FL 33309
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ALTERNATE SHIP TO LOCATIONS:
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POISO NUMBER PAGE
SO-000020939 1 OF 1
DATE ORDERED I DATE REQUIRED
09/25/2003 09/25/2003
DESCRIPTION AREA FOR ADDmONAL OR
Telephone: (305) 673-7490
Fax: (305) 673-7851
I VENDOR 10#
025487
PROPERTY MANAGEMENT
1245 MICHIGAN AVENUE
MIAMI BEACH, FL 33139
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ISSUED BY:
MARTA FERNANDEZ RUBIO
REQUESTING DEPARTMENT
PROPERTY MANAGEMENT
PHONE.
(305) 673-7490
TERMS
NET 30 DAYS
F.O.B.
DESTINATION
SHIP VIA
BEST WAY
DEPARTMENT CONTACT: BRAD JUDD/VIVIANA ALEMANY - TEL. 305-673-7630 EXT. 2984/2968
QUANTITY
UNIT
DESCRIPTION
UNIT
PRICE
EXTENDED PRICE
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FIRE SLARM SYSTEM-BYRON
CARLYLE -ACCT# 301-2316-000676
STANDING ORDER FOR FURNISHING & INSTALLING
FIRE ALARM SYSTEM FOR THE BYRON CARLYLE
THEATRE. CONTRACTOR IS RESPONSIBLE FOR
SIGNED & SEALED ENGINEERING DRAWINGS &
BLOG PERMIT PROCESS.
SCOPE OF WORK AS PER QUOTATION
VA-QT03-003. PURCHASE AUTHORITY:
RESOLUTION NO. 2001-24677. CONTRACTS OVER
$25,000 TO BE RATIFIED BY THE MAYOR AND
CITY COMMISSION.
56,304.64
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56,304.64
Procurement Director:
UST APPEAR ON ALL INVOICES AND SHIPPI
TOTAL:
YOU MUST ALSO STATE YOUR
U.S. TREASURY DEPT. TAX EXEMPTION UNDER REG. NO. F59-6000372, STATE OF FLORIDA TAX EXEMPTION CERTIFICATE 23-09-
329671-54C
Original Budget Expenditures Revised Budget
CONSTRUCTION EXPENDITURES TO DATE March 26, 2003 to Date October 15, 2003
. Completion 01 Phase I - renovation of 3,400 sf of lobby space into office space 115,967 115,967
. Partial Roof and HV AC Replacement 467,346 467,346
. Commencement of Phase II (lobby and theater space) 5,749 296,735
TOTAL PHASE I AND PHASE II CONSTRUCTION COSTS TO DATE $ 589,062.00 $ 860,048.00 $ 569,062
ANTICIPATED COSTS FOR THE REMAINDER OF PHASE II
Estimates for requirements imposed by the building and fire codes:
. Fire Sprinkler System 100,000 89,750
Required for the entire building base on occupancy.
Quote provided by a licensed fire sprinkler contractor.
. Fire Alarm System 30,000 56,305
Required by Fire Code lor the entire building.
. ADA Wheelchair Lift (Stairway to mezzanine) 26,000 26,000
Required to provide ADA "path of travel" to the mezzanine area.
. Acoustical Ceilings (Lobby and Theater areas) 38,000 21,000
Estimated @ $5.00 per square foot x 7600 sq. ft.
. Floor Finish (Lobby and Theater) 22,500 22,500
Estimated @ $25 per square Yard x 900 sq. yd.
. Concrete Work 30,000 31,736
Lobby floors, concrete stairs, mezzanine barrier wall extensions, and
saw cut and fill for electrical lines in the Theater floor.
. Sanitary Sewer Lift Station to repair the existing lift station 27,000 -
$ 273,500 $ 247,291
Estimates for additional costs for completion of Phase II:
. Electrical/Lighting/Fixtures (Not including Stage lighting) 70,000 70,000
. Plumbing/Fixtures (Existing and new ADA Unisex restroom) 25,000 20,000
. HVAC (Installation and existing duct cleaning) 25,000 20,000
. Carpentry 75,000 65,000
(concrete 10nming, interior walls, doors, cabinetry, ceramic tile, wall treatments, trim
drywall and finishing etc.)
. Paint 15,000 12,000
. ADA Compliant Entry Doors and Handrails 8,000 8,000
. Other interior Finishes 19,438 74,396
$ 237,438 $ 269,396
TOTAL COSTS FOR PHASE I $ 510,938 $ 510,936 $ 510,936
TOTAL CONSTRUCTION COSTS (PHASE I + PHASE II) $ 1,100,000.00 $ 680,046.00 $ 1,100,000.00
AVAILABLE FUNDS FOR BALANCE OF CONSTRUCTION, OPERATIONAL
EQUIPMENT, AND THE PURCHASE OF FURNITURE, FIXTURES, AND FINISHES,
ETC. $ 638,596.00 $ 856,548.00 $ 636,596
TOTAL FUNDING OBTAINED TO DATE FOR RENOVATIONS $ 1,738,596 $ 1,738,596 $ 1,738,596
BYRON.CARL YLE CONSTRUCTION BUD"GET
1 - $89,750 - Falcon Fire Protection, Inc.
2 - $43,450 - Lango Equipment Service (demolition services)
3 - $134,430 - Sound Concept, Inc. (Theater Stage)
4 - Sanitary Sewer Lift Station is now categorized as a maintenance repair and
removed fnom construction cost, as reflected in memorandum.
5 - Acoustical Ceilings were originally estimated at $5.00/sf but preliminary quote has
been obtained for a cost of $21 ,000.
F:\cmgt\$ALL\CHRIST/NIB-C Funding-Costs FinanceCffywidel0-15-03.xls
Cons/Cost - Phesell