2004-25489 Reso
RESOLUTION NO. 2004-25489
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE FUNDING
CONTRIBUTION FROM UNIDAD OF MIAMI BEACH, INC., D/B/A MBHCC,
(THE TENANT), IN THE AMOUNT OF $150,135.28, FOR ITS SHARE OF
THE TENANT IMPROVEMENTS TO THE SECOND FLOOR SPACE OF
THE SOUTH SHORE COMMUNITY CENTER; AND FURTHER
APPROPRIATING SAID FUNDS FOR THE PROJECT.
WHEREAS, in June, 2003, the Administration finalized the changes to the original
South Shore Community Center Project to bring the Project back within the funded
amount; the first phase of the of the re-defined Project includes the renovation of the
Second Floor for UNIDAD of Miami Beach, Inc., d/b/a MBHCC, (the Tenant); and
WHEREAS, the City has contracted under the JOC Program to perform the Tenant
Improvements to the Second Floor of the South Shore Community Center (the Project);
and
WHEREAS, the Tenant's total contribution of $150, 135.28, which the Tenant agreed
to contribute to the City, is calculated as follows: $128,483.28 for Project cost; $12,848.33
for Tenant's share of the Project contingency; $1,927.25 for JOC consultant coordination
fee; and $6,876.43 Project management fees; and
WHEREAS, the Administration decided to better extend the use of the available
construction funding through a Three-Phase Plan, utilizing the partial documents prepared
by REG Architects, Inc. as a Master Plan for the Job Order Contracting (JOG) Program, to
develop the improvement scope; and
WHEREAS, the JOC Contractor would develop design/estimates for Tenant,
mechanical, roofing, windows, fire alarm, ADA accessibility and electrical improvements for
the available construction funding; and
WHEREAS, in order to implement the Three-Phase Plan and to respond to the rapid
relocation of the Tenant, the City held several meetings with the Tenant until a final floor
plan layout and corresponding budget for the Tenant's premises on the Second Floorwas
approved by the Tenant on January 5, 2004; and
WHEREAS, the Tenant's Scope of Work includes the replacement of carpeting,
general and task lighting over the future proposed cubicles, new phone and data wiring and
outlets, new ceiling tile/grid system, the construction of a new kitchenette and a new
secured filing area, a new conference room, and two secured independent office spaces,
located on the building's enclosed balcony; and
WHEREAS, the City's Scope of Work includes all related scope to prepare the
premises to comply with existing building codes; as such, the City has already contracted
with a JOC contractor to upgrade the existing elevator and the HVAC system, including
repairs/replacement to air handling units, a new chiller, and condenser; and
WHEREAS, the City's Scope of Work also includes the upgrades of the means of
egress, the installation of a new fire alarm system, and remodeling of the existing
bathrooms to comply with ADA accessibility; and
WHEREAS, the City's total estimated costs associated with the Project exceed
$500,000, which is funded from the General Obligation Bond; and
WHEREAS, the Tenant Improvements, elevator upgrade, and HVAC system
renovation are scheduled to be completed by early August 2004.
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 herein accept the funding contribution from UNIDAD of Miami Beach, Inc.,
d/b/a MBHCC, (the Tenant), in the amount of $150,135.28, for its share of the Tenant
Improvements to the Second Floor space of the South Shore Community Center; and
further appropriate said funds for the Project.
PASSED and ADOPTED this 25thday of February, 2004.
~f~~
ATTEST:
CITY CLERK
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
A1L~
'4..-/ i-o'l
Date
T:\AGENDA\2004\Feb2504\Regular\SSCC Tenant Commision Reso.doc
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
m
Condensed Title:
A Resolution accepting the funding contribution from UNlOAD of Miami Beach, Inc., d/b/a MBHCC,
the "Tenant", in the amount of$150,135.28 for its share of the Tenant Improvements to the Second
Floor space of the South Shore Community Center; and further appropriating said funds for the
Proiect.
Issue:
I Should the City accept the funding and proceed with the appropriation!
Item Summa IRecommendation:
Planning and design of the South Shore Community Center renovations has been on-going since
FY1997. The originally contemplated project, which consisted of a total renovation of the facility, is
significantly more expensive than the $1.436 million that is currently available for construction
(including contingency) of the Project. Therefore, in order to have the Project stay within the total
funding amount of $1.576 million, including soft costs, the Project parameters were adjusted to
include only those common areas and facilities that are shared by all tenants. However, the option
was left open for tenants to pay for their own improvements within their individual spaces. The first
phase of the redefined space includes renovation of the HV AC system, renovation of the elevator,
and tenant improvements on the Second Floor of the facility. The Second Floor tenant, UNlOAD,
has agreed to fund their tenant improvements with the City performing the build-out. The City has
contracted under the JOC Program to perform the Tenant Improvements to the Second Floor of the
South Shore Community Center (the Project). The Tenant's total contribution of $150, 135.28, which
the Tenant agreed to contribute to the City, is calculated as follows: $128,483.28 for Project cost;
$12,848.33 for Tenant's share of the Project contingency; $1,927.25 for JOC consultant
coordination fee; and $6,876.43 Project management fees. The Tenant is scheduled to be
relocated b earl Au ust 2004. The Administration recommends a roval of the resolution.
Advisory Board Recommendation:
I N/A
Financial Information:
Finance Dept.
Account
Contribution for Tenant
Improvements from UNlOAD
Of Miami Beach, Inc. (the
Tenant)
Approved
Source of
Funds:
D
$150,135.28
islative Trackin :
t City Manager
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AGENDA ITEM
DATE
G7C
J~s ~ 'I
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.miamibeachfl.gov
COMMISSION MEMORANDUM
To:
Mayor David Dermer and
Members of the City Commission
Date: February 25, 2004
From:
Jorge M. Gonzalez \... c...,r"
City Manager i ~ U
A RESOLUTION gF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE FUNDING
CONTRIBUTION FROM UNIDAD OF MIAMI BEACH, INC., D/B/A MBHCC,
(THE TENANT), IN THE AMOUNT OF $150,135.28, FOR ITS SHARE OF
THE TENANT IMPROVEMENTS TO THE SECOND FLOOR SPACE OF
THE SOUTH SHORE COMMUNITY CENTER; AND FURTHER
APPROPRIATING SAID FUNDS FOR THE PROJECT.
Subject:
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
The City has contracted under the JOC Program to perform the Tenant Improvements to
the Second Floor of the South Shore Community Center (the Project). The Tenant's total
contribution of $150,135.28, which the Tenant agreed to contribute to the City, is calculated
as follows: $128,483.28 for Project cost; $12,848.33 for Tenant's share of the Project
contingency; $1,927.25 for JOC consultant coordination fee; and $6,876.43 Project
management fees.
ANALYSIS
Planning and design of the South Shore Community Center remodeling has been ongoing
since July 16, 1997, when the City Commission authorized the execution of Agreements
with several firms, including REG Architects, Inc. (REG), for professional Architectural and
Engineering Services for the Parks Master Plan. The group of sites included in REG's
Contract consisted mostly of the small neighborhood parks and the South Shore
Community Center, with a then estimated construction budget of $2.6 million, to be funded
by the 1996, $15 million, Miami Beach General Obligation Bonds for Parks.
REG's scope of work related to most of the parks has been completed as the construction
activities have been completed. The South Shore Community Center Project has a
different, more difficult and longer history. For many reasons, the Project did not reach a
point in its progress where construction documents were completed, despite many years of
effort. In addition, the schedule has been extended so much that the original concept for
the facility, dated in 1999, and the tenant spaces, approved by the existing tenants at the
time, are no longer feasible. Additionally, the existing plan exceeded the existing funding
City Commission Memorandum
South Shore Community Center - Second Floor Tenant Improvement Contribution
February 25, 2004
Page 2 of 3
for construction by over $835,000. Hence, the City decided to reformulate the Project to
bring it within the funded amount.
In June, 2003, the Administration finalized the changes to the original South Shore
Community Center Project to bring the Project back within the funded amount. The first
phase of the re-defined Project includes the renovation ofthe Second Floor for UNIDAD of
Miami Beach, Inc., d/b/a MBHCC, (the Tenant).
In August 2003, the City's Property Management Division of the Public Works Department
found problems with the operation of the HV AC system. Some of the four compressors of
the chiller were failing and at least two of the compressors required immediate
replacement; the condenser also needed to be replaced immediately. Due to the needed
replacement of the parts, the HV AC system is now required to be upgraded to comply with
existing codes, including the opening of new fresh air intakes to avoid the growth of mold,
the installation of a new electronic controller to manage all air handling units from a central
location, and the replacement of two air handling units, located at the Assembly Room, by
a single upgraded unit.
On November 25, 2003, the City terminated its Agreement with REG for Convenience, to
be effective after the completion of the deliverables by REG to close the Project. In the
meantime, the CIP Office prepared a three-phase plan to undertake the remodeling of the
Center under the existing available funding.
On December 1, 2003, a Project Status Report was presented to the General Obligation
Bond Oversight Committee. As part of the presentation, it was noted that the 1996 Parks
Bond Master Plan Construction estimate of $921 ,000 had developed into a scope identified
in the 1999 GO Bond Documents for renovation/reconstruction of the complete facility,
including new landscaping, irrigation, building identification signage, and playground
premises for a total estimated construction cost in excess of $2 million. This estimated
construction cost was reached after several re-submittals and removal of scope, including
flood proofing requirements, installation of a partial sprinkler system, and deletion of the
improvements to the tenants' areas. The current total funding available for the Project,
including additional GO Bond and other funds, has become $1.576 million, of which $1.436
million (including contingency) is allocated to Construction and the rest to soft costs.
Because the available construction funding did not reach the revised estimated
construction cost, added to the fact that the original concept for the facility was no longer
feasible, the Administration decided to better extend the use ofthe available construction
funding through a Three-Phase Plan. Under the new Proposed Three-Phase Plan, the
partial documents prepared by REG are to be used as a Master Plan for the Job Order
Contracting (JOC) Program, to develop the improvement scope. The JOC Contractor
would develop design/estimates for Tenant, mechanical, roofing, windows, fire alarm, ADA
accessibility and electrical improvements for the available construction funding. As part of
this Plan, the prospective tenants would contribute to fund their share of the proposed
tenant improvements of their respective premises.
City Commission Memorandum
South Shore Community Center - Second Floor Tenant Improvement Contribution
February 25, 2004
Page 3 of 3
The Three-Phase Plan consists of the following:
. Phase I - Second Floor Improvements: Upgrades required by current building
codes, including elevator improvements, fire alarm system improvements, window
system upgrading, roofing replacement, fire code, ADA compliance improvements,
bathroom upgrades, insulating of the Second Floor, and repairs to the HVAC
system. Tenant Improvements to by paid by the prospective tenants.
. Phase II - First Floor Improvements: Upgrades required by current building codes,
including fire alarm system improvements, window system upgrading, fire code,
ADA compliance improvements, bathroom upgrades, insulating of the First Floor,
and repairs to the HVAC system. Tenant Improvements to by paid by the
prospective tenants.
. Phase III - Exterior Improvements: Painting and upgrades required by current
building codes including fencing, landscaping, drainage, paving, playground. The
extent of the scope is subject to available funding.
In order to implement the Three-Phase, the City held several meetings with the Tenant until
a final floor plan layout and corresponding budgetforthe Tenant's premises on the Second
Floor was approved by the Tenant on January 5, 2004. The Tenant's Scope of Work
includes the replacement of carpeting, general and task lighting overthe future proposed
cubicles, new phone and data wiring and outlets, new ceiling tile/grid system, the
construction of a new kitchenette and a new secured filing area, a new conference room,
and two secured independent office spaces, located on the building's enclosed balcony.
The City's Scope of Work includes all related scope to prepare the premises to comply with
existing building codes. As such, the City has already contracted with a JOC contractor to
upgrade the existing elevator and the HVAC system, including repairs/replacement to air
handling units, a new chiller, and condenser. The City's Scope of Work also includes the
upgrades of the means of egress, the installation of a new fire alarm system, and
remodeling of the existing bathrooms to comply with ADA accessibility. The City's total
estimated costs associated with the Project exceed $500,000, which is funded from the
General Obligation Bond.
JMG:PD .
ements, elevator upgrade and HVAC system renovation are scheduled
early August 2004.
The Tenant Imp'
to be compl d