2004-25676 Reso
RESOLUTION NO. 2004-25676
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 QUALIFICATIONS RECEIVED
PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) NO. 26-03/04, FOR
BUILDING INSPECTION SERVICES TO DEVELOP AN IMMEDIATE NEEDS
ASSESSMENT AND A FIVE YEAR PLAN FOR CAPITAL REPAIR, AND
REPLACEMENT REQUIREMENTS AND AN ANNUAL MAINTENANCE
REQUIREMENT PLAN; AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH THE TOP-RANKED FIRM OF POST BUCKLEY SCHUH
AND JERNIGAN (PBS&J); 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 MC HARRY ASSOCIATES.
WHEREAS, City facilities in Miami Beach range in age from historic buildings from
the1920s to the Police building built in 1987; and
WHEREAS, knowledge of facility condition is critical to an effective facility
management program and this knowledge can only be attained by facility inspections; and
WHEREAS, the City does not have the excess capacity to conduct cyclical full
control inspections of all City buildings/facilities; inspections which are essential to a
successful property management program; and
WHEREAS, on April 14, 2004, the City Commission authorized the issuance of
Request for Qualifications No. 26-03/04 to solicit qualifications from professional firms with
the capability and experience to provide building inspection services to develop an
immediate needs assessment and a five year plan for capital repair, and replacement
requirements and a annual maintenance plan (the RFQ); and
WHEREAS, the RFQ was issued on April 21, 2004, with an opening date of May 7,
2004; and
WHEREAS, five (5) proposals were received in response to the RFQ, by the
following firms:
· Indigo Service Corporation;
· MC Harry Associates;
· Post Buckley Schuh and Jernigan (PBS&J);
· ConsulTech Transportation, Inc.;
· VFA, Inc.; and
WHEREAS, VFA, Inc.'s proposal was deemed non-responsive by the Procurement
Division do to VFA's unavailability to meet the RFQ requirement that its staff be certified by
the State of Florida for building inspections; and
WHEREAS, an Evaluation Committee was appointed by the City Manager via Letter
to Commission (LTC) No. 124-2004, consisting of the following individuals:
· DeeDee Weithorn, Miami Beach Citizen (Committee Chair)
· Brad Judd, Property Management Director
· Daniel Cabrera, Miami Beach Citizen
· Alex Rolandelli, Development Coordinator, CIP
· Viviana Alemany, Property Management Construction Manager
· Tom Mooney, Planning Department; and
WHEREAS, on June 24, 2004, the Evaluation Committee convened and discussed
the qualifications and credentials of all four responsive firms, and the Committee's
consensus at the end of the meeting was to invite three (3) of the four (4) firms to provide a
15-minute presentation, followed by a 15-minute question and answer session; and
WHEREAS, the Committee reconvened on July 19, 2004, for the second meeting;
the Committee members discussed their individual ranking of all the firms and ranked the
top three firms accordingly:
. First: Post Buckley Schuh and Jernigan (PBS&J);
. Second: MC Harry Associates;
. Third: Indigo Service Corporation; and
WHEREAS, the City Manager has reviewed the Evaluation Committee's
recommendation, and recommends that the Mayor and City Commission accept the
Committee's recommendation, relative to the ranking of firms pursuant to the RFQ and
would recommend that the Administration enter into negotiations with the top-ranked firm
of Post Buckley Schuh and Jernigan; and if unsuccessful, negotiate with the second-
ranked firm of M.C.Harry Associates.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND THE CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission accept the recommendation of the City Manager pertaining to the ranking of
firms pursuant to RFQ No. 26-03/04, and authorize the Administration to enter into
negotiations with the top-ranked firm of Post Buckley Schuh and Jernigan; and should the
Administration not be able to negotiate an agreement wi the top-ranked firm, authorize
the Administration to negotiate with the second-ranke ir 0 M.C.Harry Associates.
PASSED and ADOPTED this 8th da
MAYOR
AT~ST:
J ~AMa fcuJM
CITY CLERK
T:\AGENDA \2004\Sep0804\ConsentIRFQ26-03-04BuildinglnspectionsReso.doc
APPROVED AS TO
FORM & LANGUAGE
& FOR exECUTiON
~~LdI
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
~
-
Condensed Title:
Accept the City Manager's Recommendation Relative to the Ranking of Finms Pursuant to RFQ No. 26-03/04 for
Building Inspection Services to Develop an Immediate Needs Assessment and a Five Year Plan for Capital
Repair, and Replacement requirements and an Annual Maintenance Requirement Plan.
Issue:
Shall the City Commission accept the City Manager's recommendation relative to the ranking of firms and
authorize ne otiations?
Item Summary/Recommendation:
On April 14, 2004, the City Commission authorized the issuance of an RFQ to solicit and obtain qualifications from
professional firms to provide inspection services of City facilities to determine immediate and annual capital
replacement and maintenance needs to be developed into a five year maintenance and repair plan for each facility.
The inspection reports would provide estimated costs for immediate repair needs and deferred needs including any
escalation of estimated costs over the five year plan.
RFQ No. 26-03/04 was issued on April 21 ,2004, with an opening date of May 7, 2004. The City received responses
from the following 5 firms:
Indigo Service Corporation
MC Harry Associates
Post Buckley Schuh and Jernigan (PBS&J)
ConsulTech Transportation, Inc.
VFA, Inc.
VFA, Inc's proposal was deemed non-responsive by the Procurement Division. VFA was unable to meet the RFQ
requirement of their staff being certified by the State of Florida for building inspections.
The City Manager via Letter to Commission (LTC) No. 124-2004, appointed an Evaluation Committee ("the
Committee"). Consensus at the end of the 151 Evaluation Committee meeting was to invite the top three ranked firms
to provide a 15 minute presentation, followed by a 15 minute question and answer session.
During deliberations at the 2nd Evaluation Committee meeting, the Committee members discussed their individual
ranking of the three firms and arrived at the following ranking order:
· First: Post Buckley Schuh and Jernigan (PBS&J)
. Second: MC Harry Associates
· Third: Indigo Service Corporation
PBS&J was deemed to be the first ranked firm based on the experience and qualifications of their team.
ACCEPT THE MANAGER'S RECOMMENDATION AND AUTHORIZE NEGOTIATIONS
Advisory Board Recommendation:
I
Financial Information:
Source of Amount I Account Approved
Funds: 1
D ..2
3
4
Finance Dept. Total
islative Trackin
jty Manager
For City Manager
FB
DA\2004\Sep0804\Consent\RF026-03-04BuildinglnspectionsSummary.doc
AGENDA ITEM
DATE
C7;1/
9-! --tJY
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.miamibeachfl.gov
To:
From:
Subject:
COMMISSION MEMORANDUM
Mayor David Dermer and
Members of the City Commission
Date: September 8, 2004
Jorge M. GonzaleQz" VV~
City Manager 0
A RESOLUTIO 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
QUALIFICATIONS RECEIVED PURSUANT TO REQUEST FOR
QUALIFICATIONS (RFQ) NO. 26-03/04, FOR BUILDING INSPECTION
SERVICES TO DEVELOP AN IMMEDIATE NEEDS ASSESSMENT AND A
FIVE YEAR PLAN FOR CAPITAL REPAIR, AND REPLACEMENT
REQUIREMENTS AND AN ANNUAL MAINTENANCE REQUIREMENT
PLAN; AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH THE TOP-RANKED FIRM OF POST BUCKLEY
SCHUH AND JERNIGAN (PBS&J); 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 MC HARRY ASSOCIATES.
ADMINISTRATIVE RECOMMENDATION
Adopt the Resolution.
ANALYSIS
The RFQ for building inspection was developed in response to Commissioners' concern
regarding the condition of some City facilities. There is a lack of documentation that fully
describes the condition of each facility. As a result, it is very difficult to ascertain the
immediate and future budget requirements for each facility and for all property owned by
the City. City facilities in Miami Beach range in age from historic buildings from the1920s
to the Police building built in 1987. Many of the parks and beachfront buildings were
constructed after World War II. The most modern buildings in the City such as City Hall (27
years old) and the Police Department building (17 years old) have exceeded the expected
life-cycle of equipment. An example of this was the replacement of the HV AC system at the
Ocean Front Auditorium last year. The HV AC system had been in-place for over 35 years,
or twice the life-cycle estimated use for the equipment. Although building systems have
been maintained to keep them operational well beyond their life-cycle estimates, these
building components can and do fail with time. The salt air environment of Miami Beach
and the use of beach sand in the mixture of concrete in the past have had a severe impact
on exposed mechanical and electrical equipment. Additionally, these factors have caused
f
Commission Memo
RFQ 26-03/04 - Building Inspection Services to develop an immediate needs assessment and a five year
plan for Capital Repair, and Replacement requirements and an Annual maintenance requirement plan
September 8, 2004
Page 2 of 7
erosion and spalling of concrete on the building foundations, columns, beams, their exterior
envelopes, and the structural steel elements of these facilities.
Knowledge of facility condition is critical to an effective facility management program and
this knowledge can only be attained by facility inspections. A dedicated inspection effort is
vital to properly identify real property maintenance and repair deficiencies which will impact
the mission or degrade the City's property investment. The City has the technical capability
but does not have the excess capacity to conduct the comprehensive base line survey of
all City facilities. After the base line survey is completed the City will then take over full
inspection of facilities to keep the data up to date and accurate. These cyclical
comprehensive inspections of all City buildings/facilities are essential to a successful
property management program. Control inspections will accomplish the following
objectives:
1. Assessment of facility conditions to identify total maintenance and repair requirements.
2. Identification of resources for budget planning purposes
3. Development of a long range five (5) year plan and an annual maintenance plan.
4. Inspection services of City facilities to determine immediate and annual capital
replacement and maintenance needs to be developed into a five (5) year maintenance
and repair plan for each facility.
The inspections would provide estimated costs for immediate repair needs and deferred
needs including any escalation of estimated costs over the five year plan. These inspection
reports will also be required to provide estimated routine and preventative maintenance
schedules for each facility inspected, including estimated manpower requirements per
individual trade discipline to maintain the systems in good operation order. The reports will
be provided in hard copy and on CD/ROM file formats. Any drawings provided must also
be provided in a file compatible with AutoCAD release 12 or higher. This information will be
entered in a Capital Planning and Management Solution (CPMS) program to provide a
strategic process for conducting facility audits, setting benchmarks, and achieving
standards of building quality throughout the City. The reports will include an up-to-date
facilities condition assessment and provide accurate cost-estimates. They will ensure a
proactive approach to property management and maintenance needs thus enabling the
City to achieve a direct and defensible correlation between facility needs and budget plans.
Inspection services are to include evaluations of the following:
· Electrical systems, including: switchgear, panels, transformers, generators, fire
alarm panels, grounding devices, lightning prevention systems, and all
associated electrical devices.
· Plumbing Systems, including: domestic water pumps, motors, sanitary sewer,
piping, lift stations, fire pumps, fire sprinkler systems, valves, and controls.
Commission Memo
RFQ 26-03/04 - Building Inspection Services to develop an immediate needs assessment and a five year
plan for Capital Repair, and Replacement requirements and an Annual maintenance requirement plan
September 8, 2004
Page 3 of 7
· HVAC Systems including: chilled water system, VAV devices, compressors,
evaporators, condensing units, cooling towers, Air handling units, ventilation
systems, fresh air supply systems, energy management systems, and any other
heating, ventilation, or air conditioning system specific to the facility being
inspected.
· General Building Inspections, including: structural evaluation of foundations,
exterior walls, columns, and beams. Inspections will also include windows and
glazing, hurricane shuttering systems, exterior doors, perimeter sidewalks,
ramps, railing, and building roofs.
· Specialty Inspections including: elevators, gun range equipment, UPS systems,
and other specialized equipment that may be located in City facilities.
· All inspectors must be certified by the State of Florida to perform the inspections
of their specific disciplines and must have extensive knowledge of building code
requirements and construction cost and maintenance estimation. The City
retains the right to determine the specific order in which the buildings will be
inspected and further reserves the right to add or delete any items from the
inspections due to known building conditions and existing warranties that may be
in place.
On April 14, 2004, the City Commission authorized the issuance of an RFQ to solicit and
obtain qualifications from professional firms to provide inspection services of City facilities
to determine immediate and annual capital replacement and maintenance needs to be
developed into a five year maintenance and repair plan for each facility. The inspections
reports would provide estimated costs for immediate repair needs and deferred needs
including any escalation of estimated costs over the five year plan.
RFQ No. 26-03/04 was issued on April 21 ,2004, with an opening date of May 7,2004. A
pre-proposal conference to provide information to firms considering submitting a response
was held on April 28, 2004. BidNet issued bid notices to 128 prospective proposers,
resulting in 39 proposers requesting RFQ packages, which resulted in the receipt of the
following five (5) proposals from:
· Indigo Service Corporation
· MC Harry Associates
· Post Buckley Schuh and Jernigan (PBS&J)
· ConsulTech Transportation, Inc.
· VFA, Inc.
VFA, Inc.'s proposal was deemed non-responsive for failure to meet the RFQ requirement
of their staff being certified by the State of Florida for building inspections.
The City Manager via Letter to Commission (LTC) No. 124-2004, appointed an Evaluation
Commission Memo
RFQ 26-03/04 - Building Inspection Services to develop an immediate needs assessment and a five year
plan for Capital Repair, and Replacement requirements and an Annual maintenance requirement plan
September 8, 2004
Page 4 of 7
Committee ("the Committee") consisting of the following individuals:
· Dee Dee Weithorn, Miami Beach Citizen (Committee Chair)
· Brad Judd, Property Management Director
· Daniel Cabrera, Miami Beach Citizen
· Alex Rolandelli, Development Coordinator, CIP
· Viviana Alemany, Property Management Construction Manager
· Tom Mooney, Planning Department
· Bruce Lamberto (Alternate)
On June 24, 2004, the Committee convened. Committee members Tom Mooney and
Daniel Cabrera were absent, but Bruce Lamberto was present to serve as Alternate and
the Committee was able to proceed with the meeting. Brad Judd, Property Management
Director, provided background information on the project to the Committee and to the
Procurement staff representative. The Procurement staff provided results of the reference
checks to the Committee. The Committee then discussed the evaluation criteria to be
applied for the RFQ and weighted the score they would apply to rank the respondents, as
follows:
· The ability of professional personnel (30 Points);
· Past performance, to include but limited to:
- Electrical systems
- Plumbing Systems
- HV AC Systems
- General Building Inspections
- Specialty Inspections (30 Points);
· Approach to the Project (20 Points);
· Location of the firm (5 Points)
· Volume of work previously awarded to each firm by the Agency, with the object
of effecting an equitable distribution of contracts among qualified firms, provided
such distribution does not violate principle of selection of the most highly
qualified firm. (15 Points)
The Committee's consensus was to invite three (3) of the four (4) firms to provide a 15-
minute presentation, followed by a 15-minute question and answer session. The three
short listed firms were: PBS&J, MC Harry Associates, and Indigo Service Corporation.
Procurement staff coordinated and scheduled presentations for July 19, 2004. On this
date, the Committee members convened and were provided presentations by all three (3)
short listed firms. One Committee member, Tom Mooney, was unable to attend the
meeting and consequently unable to rank the firms, nevertheless there was a quorum in
attendance to proceed with the meeting.
After the firms' presentations, the Committee members discussed their individual
Commission Memo
RFQ 26-03/04 - Building Inspection Services to develop an immediate needs assessment and a five year
plan for Capital Repair, and Replacement requirements and an Annual maintenance requirement plan
September 8, 2004
Page 5 of 7
perceptions of the qualifications, experience, and competence of all the three (3) firms and
then ranked the firms accordingly:
Company Name Dee Dee Brad Alex Viviana Bruce
Weithorn Judd Rolandelli Alemany Lamberto
Indigo Service Corporation 75 76 70 50 90
(3) (3) (3) (3) (3) (3)
MC Harry Associates 87 82 93 60 94
(2) (2) (2) (2) (2) (2)
Post Buckley Schuh and 95 89 96 90 95
Jernigan (PBS&J) (1 ) (1 ) (1 ) (1 ) (1 )
(1 )
LEGEND:
PBS&J
5-1 st place votes =
5x1=5
TOTAL =
5 = Ranked 1 st
MC Harry Associates -
5-2nd place votes =
5x2=10
TOTAL
=
10 = Ranked 2nd
Indigo Service Corporation -
5-3rd place votes =
5x3=15
TOTAL
=
15 = Ranked 3rd
After the Committee ranked all firms they discussed the need to recommend one or two
firms to be awarded the project. The Committee reached consensus in recommending that
PBS&J should be authorized for negotiations with the City Manager. In the event that
negotiations with PBS&J are unsuccessful, the Administration has the ability to negotiate
with the second firm, MC Harry Associates. The Committee further recommended that due
to the unavailability of funds, the project should move forward on a trial (test) basis. This
will allow the Administration to reach a decision on the specific format and the software it
wishes to implement.
PBS&J was deemed to be the first ranked firm based on the experience and qualifications
of its team. PBS&J has assembled an exceptional group of professionals that will work
closely with City of Miami Beach staff to ensure that this project is completed successfully.
PBS&J's project team has proven to be experienced in providing similar services to Miami-
Dade County Public Schools, the Florida Department of Transportation's Turnpike
Commission Memo
RFQ 26-03/04 - Building Inspection Services to develop an immediate needs assessment and a five year
plan for Capital Repair, and Replacement requirements and an Annual maintenance requirement plan
September 8, 2004
Page 6 of 7
Enterprise, the Miami-Dade Expressway Authority, Broward County Schools, other public
agencies, and the private sector.
They also have the advantage to draw upon the wealth of specialized in-house
professional engineers, architects, and other technical personnel who can provide their
services as required meeting the City of Miami Beach's goals.
PBS&J proposes a technical approach for this project that will allow the City of Miami
Beach to identify, quantify, and select the most appropriate facilities management program.
PBS&J's proven extensive experience in providing assessment services includes cost
consulting, value analysis, scheduling, application development, and maintenance budget
analysis support and certification, all of which ultimately lead to the development of a work
program to manage the agency's maintenance needs in a cost effective and predictable
manner.
PBS&J will offer the following to the City of Miami Beach:
· Extensive Program Management Experience
· PBS&J internalize Client's Systems
· Provide highly qualified and trained personnel
· Proven Approach and Methodology for this type of project
· Strong local presence and knowledge of construction conditions
TEAM EXPERIENCE SUMMARY
PRINCIPAL-IN-CHARGE
Reynaldo Cortez, P.E.
· 26 Years of experience in Program Management, Facilities Design and
Construction.
PROJECT MANAGER
Mofa Hassoun, P.E., UBCI/ QA/QC
· 20 Years of Construction, Project Management and Field inspection Experience,
with 12 years of exclusive facilitjes assessments experience with similar projects.
TECHNICAL SUPPORT AND ANALYSIS TEAM LEADER
Wendy Peckham, P.E.
Commission Memo
RFQ 26-03/04 - Building Inspection Services to develop an immediate needs assessment and a five year
plan for Capital Repair, and Replacement requirements and an Annual maintenance requirement plan
September 8, 2004
Page 7 of 7
· 15 Years of Experience in the Design and Management of Software Development
and Program Management-Specializes in development and implementation of Asset
Management Systems.
COST ESTIMATING AND SCHEDULING TEAM LEADER
Praveen Omni
10 Years of Experience in developing Cost Estimates and Schedules with extensive
expertise in the use of estimating and scheduling software for a diverse mix of clients.
Following are PBS&J's team references handed by the Procurement staff
Ms. Nancy Clements, Project Manager
Florida Department of Transportation
"PBS&J has always performed well for the Turnpike Authority. They understand customer
service, urgent issues ands needs of the client."
Mr. Carlos Hevia, Project Manager
Miami-Dade County Public Schools
"PBS&J is in good standing with DCPS, and will be given additional work in the future."
Mr. Frank Malvar, Chairperson (Screening Committee)
Miami-Dade College (MDC)
"PBS&J's contract is at term one, and at this point they have performed exceptionally."
CONCLUSION
The City Manager concurs with the Committee's ranking of firms and recommends that the
Mayor and City Commission accept the Manager's ranking and authorize negotiation with
the top-ranked firm of PBS&J; and if unsuccessful in negotiation with PBS&J, authorize
the Administration to negotiate an agreement with the second-ranked firm of MC Harry
Associates.
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