2003-25373 Reso
RESOLUTION NO.
2003-25373
A RESOLUTION OF THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH,
FLORIDA, RATIFYING A PURCHASE ORDER IN THE
AMOUNT OF $58,300, TO MIAMI STAGECRAFT, INC.,
FOR THE PURCHASE OF THEATER STAGE LIGHTING,
EQUIPMENT, AND MATERIALS REQUIRED FOR THE
BYRON CARLYLE THEATER.
WHEREAS, the operation of a performing arts theater requires theatrical stage
lighting, front of house lighting, dimming controls, cables and other accessories to
provide for the multiple lighting effects needed for the productions and performance
artists that will use the facility; and
WHEREAS, 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; and
WHEREAS, the Property Management Director exercised the authority given to
him by the City Manager and City Commission, and prepared a detailed list of
requirements necessary to receive bids from companies that specialize' in performance
theater lighting products to allow for the purchase of the required lighting and
accessories for the Byron Carlyle Theater project; and
WHEREAS, after the detailed list of lighting and accessories requirements was
complete, three companies that specialize in theater lighting were contacted to provide
bids for the required materials which resulted in three responsive bids for the project;
and
WHEREAS, the Property Management Director, after reviewing the bids,
determined that Miami Stagecraft, Inc. provided the lowest responsive responsible bid
for the purchase of the stage lighting and required accessories; and
WHEREAS, a purchase order was issued to Miami Stagecraft, Inc. in the amount
of $58,300 for the purchase of theater stage lighting equipment and materials required
for 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 Purchase Order
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 Purchase Order in the total amount of $58,300, to Miami
Stagecraft, Inc. to provide for the purchase of theater stage lighting, equipment, and
materials required for the Byron Carlyle Theater.
PASSED and ADOPTED THIS
October
2003.
ATTEST:
~( f~~
CITY CLERK
APPROYED ~ 10
fORM & I.ANGlIAOE
& FOR EXECUTION
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CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
m
Condensed Title:
Ratification of a Contract to Miami Stagecraft, Inc., in the amount of $58,300, for the purchase of stage
lighting, equipment, and materials required for the Byron Carlyle Theater.
Issue:
Shall the City Commission ratify a Contract, in the amount of $58,300, to Miami Stagecraft Inc. for the
purchase of stage lighting, equipment, and materials for the Byron Carlyle Theater?
Item Summary/Recommendation:
In accordance with Resolution No. 2001-24677 adopted by the City Commission on November 28'",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 and purchases 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, Miami Stagecraft, Inc. was the lowest responsive responsible bidder for the
scope of work required.
The Administration recommends that the Mayor and City Commission ratify a Contract with Miami
Stagecraft, Inc. in the amount of $58,300, for the purchase of stage lighting, equipment, and materials for
the Byron Carlyle Theater.
Advisory Board Recommendation:
I N/A
Financial Information:
Amount to be expended:
Source of Amount Account Approved
Funds: 1 $58,300 # 132.5820.000346
IF~J 2 (CDBG Funds)
3
4
Total
$58,300
City Clerk's Office Legislative Tracking:
I
Si
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ity Manager
City Manager
AGENDA ITEM
DATE
tJ1()
/(J/I~03
,
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE, MIAMI BEACH, FLORIDA 33139
http://ci.miami-beach.fl. us
COMMISSION MEMORANDUM NO.
DATE: October 15, 2003
TO:
Mayor David Dermer and
Members of the City Commission
Jorge M. Gonzalez ~ . ~
City Manager () rr 0
A RESOLUTION OF THE MAYOR AND MEMBERS OF THE CITY
COMMISSION OF THE CITY OF MIAMI BEACH, RATIFYING A
CONTRACT IN THE AMOUNT OF $58,300, TO MIAMI
STAGECRAFT, INC., FOR THE PURCHASE OF THEATER STAGE
LIGHTING EQUIPMENT AND MATERIALS REQUIRED FOR THE
BYRON CARLYLE THEATER.
FROM:
SUBJECT:
ADMINISTRATION RECOMMENDATION
Adopt the resolution.
ANALYSIS
As the operation of any performing arts theater requires theatrical stage lighting and
front of house lighting to provide for proper illumination for the many different types of
performances venues that will perform in the theater. In addition to the lights, dimming
controls, cables, distribution system, clamps to attach lights to the stage
superstructure, and low voltage terminations are all required to properly set and
control the multiple lighting effects. During the design of the stage for the Byron
Carlyle Theater, experts in theater operations and lighting were consulted to prepare
a stage and front of house lighting system to be consistent with the size,
configuration, and design of the stage to be used in the theater.
The Mayor and City Commission, at the November 28, 2001 Commission meeting,
adopted Resolution No. 2001-24677, which authorize 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 developed consistent
specifications for a bid of the lighting equipment and related materials necessary for
the stage at the Byron Carlyle Theater.
1
After the specifications were complete, the specifications were sent to three material
providers that specialize in theater stage lighting equipment. All three vendors provided
quotes for the purchase of the materials.
Based on the quotes received and recommendations from theater operators of the
excellence past performance of the vendor in providing stage lighting equipment, the
Property Management Director determined that Miami Stagecraft, Inc was the lowest
responsive responsible bidder for the required stage lighting materials. A contracts was
issued to Miami Stagecraft, Inc., in the amount of $58,300 to purchase the theater
stage lighting equipment and related materials required for the stage in the Byron
Carlyle Theater
The Administration recommends that the Mayor and Members of the City Commission
of The City of Miami Beach ratify the Property Management Director's Contracts to
Miami Stagecraft, Inc., in the amount of $58,300, for the purchase of theater stage
lighting equipment and materials required for the Byron Carlyle Theater.
JMG/RCM/FB/baj
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City of Miami Beach lQ
Procurement Division
1700 Convention Center Drive
Miami Beach FL 33139 -
PURCHASE ORDER / CHANGE ORI)ER
MAIL INVOICE TO: "SHIP TO" ADDRESS WITH COPY TO:
CITY OF MIAMI BEACH, ACCOUNTS PA YABLE, '700
CONVENTION CENTER DRIVE, MIAMI BEACH, FLORIDA
33139.
MIAMI STAGECRAFT
2855 E 11 AVE
HIALEAH FL 33013
I
CHECK DESCRIPTION AREA FOR ADDITIONAL OR
ALTERNATE SHIP TO LOCATIONS:
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POISO NUMBER PAGE
SO-000020517 1 OF 1
DATE ORDERED DATE REQUIRED
05/19/2003 05/19/2003
Telephone: (305) 673-7490
Fax: (305) 673-7851
I VENDOR ID#
, 001308
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PROPERTY MANAGEMENT
1245 MICHIGAN AVENUE
MIAMI BEACH, FL 33139
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ISSUED BY:
MARTA FERNANDEZ RUBIO
PHONE.
I (305) 673-7490
TERMS
NET 30 DAYS
F.O.B.
DESTINATION
REQUESTING DEPARTMENT
PROPERTY MANAGEMENT
SHIP VIA
I BEST WAY
DEPARTMENT CONTACT: BRAD JUDD/VIVIANA ALEMANY - TEL. 305-673-7630 EXT. 2984/2968
QUANTITY
UNIT
DESCRIPTION
UNIT
PRICE
EXTENDED PRICE
o
THEATRE LIGHTING FOR
BYRON CARLYLYE
STANDING ORDER FOR THE PURCHASE THE
EQUIPMENT AND MATERIALS FOR BYRON CARLYLE
THEATRE LIGHTING. AS PER YOUR REVISED
QUOTATION DATED 3/26/03. ACCT#
132.5820.000346.
PURCHASE AUTHORITY: RESOLUTION NO.
2001-24677. CONTRACTS OVER $25,000 TO BE
~,~IED BY THE, CITY COMMISSION.
58,300.00
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f COMMENTS: THE PURCHASE ORDER NUMBFl!'MUST APPEAR ON ALL iNVOICES AND SHIP.PING DOCUMENTS. YOU MUST ALSO STATE YOUR
PROMPT PAYMENT TERMS ON YOUR INVOICE (I.E 2% 10. FAILURE TO SUBMIT INVOICESit'S STATED HEREIN WILL RESULT IN A DELAY IN THE
PAYMENT PROCESS, SEE REVERSE FOR ADDITIONAL TERMS AND CONDITIONS.
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BYRON.CARL YLE CONSTRUCTION BUDGET
Original Budget Expenditures Revised Budget
CONSTRUCTION EXPENDITURES TO DATE March 26, 2003 to Date October 15, 2003
. Completion of 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 01 Phase II (lobby and theater space) 5,749 296,735
TOTAL PHASE I AND PHASE II CONSTRUCTION COSTS TO DATE $ 589,062.00 $ 680,048.00 $ 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 Alanm 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 loot x 7600 sq. ft.
. Floor Finish (Lobby and Theater) 22,500 22,500
Estimated @ $25 per square Yard x gOO 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 $ 510,938 $ 510,938
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 $ 658,548.00 $ 638,596
TOTAL FUNDING OBTAINED TO DATE FOR RENOVATIONS $ 1,738,596 $ 1,738,596 $ 1,738,596
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 lrom construction cost, as reflected in memorandum.
5 - Acoustical Ceilings were originally estimated at $5.00/s1 but preliminary quote has
been obtained for a cost of $21,000.
F:\cmgrl$ALL ICHRISTlMB-C Funding-Costs FinanceCitywidel0-15-03.xls
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