390-2001 RESO
RESOLUTION NO. 390-2001
A RESOLUTION OF THE CHAIRMAN AND THE MEMBERS OF THE
MIAMI BEACH REDEVELOPMENT AGENCY, ADOPTING THE
RECOMMENDATION OF THE FINANCE AND CITYWIDE PROJECT
COMMITTEE, TO APPROPRIATE $1,415,000 IN AVAILABLE 1998B
CITY CENTER TAX INCREMENT REVENUES TO FUND THE
ESTIMATED SHORTFALL IN DEVELOPMENT BUDGET FOR THE
EXPANSION AND RENOVATION OF THE COLONY THEATER.
WHEREAS, on October 6,1999, the Mayor and City Conunission of the City of Miami Beach
adopted Resolution No. 99-23348, authorizing the City to execute a Professional Services
Agreement with the State of Florida, Department of Management Services (DMS) for
construction management of the Colony Theater; and
WHEREAS, on March 6, 2000, DMS authorized R.J. Heisenbottle (Architect), to proceed with
programming and conceptual/advanced schematic design phases for the expansion and
renovation of the Colony Theater; and
WHEREAS, the programming phase involved an extensive process, during which input was
received from the operator and users of the Colony Theater, the City's Historic Preservation
Officer, Property Management and the Planning and Zoning Department; and
WHEREAS, based on the information gathered, the Architect presented two alternative design
concepts to address expansion of backstage areas, ADA requirements and other identified
improvements; and
WHEREAS, since the proposed design alternatives exceeded the available budget by a
minimum of $1,614,514, the Administration worked with DMS and the Architect to value
engineer the design; and
WHEREAS, on December 15, 2000, the Architect presented two options involving a new design
scheme; and
WHEREAS, according to the Architect, the design cannot undergo further value engineering
without adversely impacting the scope and purpose of the project; and
WHEREAS, the Administration concurs with this assessment and reconunends proceeding with
the first of the two options (Option "A"), involving the addition of 7,950 square feet to the
Colony Theater, for a total estimated cost of $4,615,000; and
WHEREAS, the project has secured financing through a combination of sources, totaling
$2,200,000; and
WHEREAS, the total anticipated cost of the project exceeds available funding by $2,424,711;
and
WHEREAS, in Fiscal Years 2001-2002 and 2002-2003, the Administration expects to receive
an additional $ I ,000,000 in funds from the Florida Department of State, Cultural Facilities Grant
Program, which is contingent upon a 2-for-1 match from the City and may include other grant
funds; and
WHEREAS, the Administration intends to use the National Park Service Award, in the amount
of $700,000 as a portion of the match, and recommends appropriating $1,415,000 from available
1998B Tax Increment Revenue Bond funds to make up the difference and cover the cost of the
project; and
WHEREAS, on April 18, 2001, the RDA Board referred The Administration's request for
funding to the City's Finance and Citywide Project Committee (Committee) for consideration;
and
WHEREAS, the Committee met on May 14, and voted in favor of appropriating the funds,
subject to reaching a settlement on the acquisition of the American Riviera Real Estate
Company ("Ablon") property as part ofthe Library site assemblage; and,
WHEREAS, on May 30, a settlement was reached on the Ab10n parcel, resulting in the
Committee reaffirming its decision to recommend the requested funding for the Colony Theater;
and
WHEREAS, the Committee also recommended to amend the Agreement with DMS to
administer the project.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE CHAIRMAN AND
MEMBERS OF THE MIAMI BEACH REDEVELOPMENT AGENCY, that the Chairman
and Members of the Miami Beach Redevelopment Agency herein appropriate $1,415,000 from
available City Center 1998B Tax Increment Revenue Bond proceeds to fund the estimated
shortfall in the development budget for the expansion and renovation ofthe Colony Theater.
PASSED and ADOPTED this 27th day of June, 2001.
fJ//II
CHAIRMAN
ATTEST:
_~~ p OJ-CL-
SECRETARY
APPROVED AS TO
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Miami Beach
Redevelopment Agency
1700 Conve"tion Center Drive
Miami Beach, Florida 33139
Telephone: (305) 673- 7295
Fax: (305) 673- 7772
REDEVELOPMENT AGENCY MEMORANDUM NO. O,t- 3y
June 27,2001
TO: Chairman and Members of the
Miami Beach Redevelopment Agency
FROM: Jorge M. Gonzalez ~~
Executive Director
SUBJECT: A RESOLUTION OF THE CHAIRMAN AND MEMBERS OF THE MIAMI
BEACH REDEVELOPMENT AGENCY, ADOPTING THE
RECOMMENDATION OF THE FINANCE AND CITYWIDE PROJECT
COMMITTEE, TO APPROPRIATE $1,415,000 IN AVAILABLE 1998B CITY
CENTER TAX INCREMENT REVENUES TO FUND THE ESTIMATED
SHORTFALL IN DEVELOPMENT BUDGET FOR THE EXPANSION AND
RENOVATION OF THE COLONY THEATER.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
ANALYSIS
On October 6, 1999, the Mayor and City Commission adopted Resolution No. 99-23348,
authorizing the City to execute a Professional Services Agreement with the State of Florida,
Department of Management Services (OMS) for construction management of the Colony Theater.
On March 6,2000, OMS authorized RJ. Heisenbottle (Architect), to proceed with programming
and conceptual/advanced schematic design phases for the expansion and renovation of the Colony
Theater.
The programming phase involved an extensive process, during which input was received from the
operator and users of the Colony Theater, the City's Historic Preservation Officer, Property
Management and the Planning Department. Based on the information gathered, the Architect
presented three alternative design concepts to address expansion of backstage areas, ADA
requirements and other identified improvements. The alternatives involved expanding the Colony
into and over the alley on the south side of the building, expanding below grade (basement), or
S()UTti I)()I~J:
l2edevel{)pment I)lstrict
l!ede'
Agenda Item 3D
(j-J7-o/
Date
expanding to the east by incorporating a portion of the adjacent privately owned property. Since
the adjacent property was not for sale, the Architect focused on developing advanced schematics
and related cost estimates for the two former alternatives, involving the basement scheme and the
alley scheme. Given the extent of the improvements/enhancements identified during the
programming phase, including but not limited to ADA and other code required modifications,
performance and storage needs and the historic preservation scope, and given the size limitation
of the existing structure, the Architect had to exercise significant creativity in developing the two
designs.
The Administration's position has always been that the project must be designed and built within
the available budget, which as of the date of this report, comprises the following funding sources:
County Cultural Arts Grant/PACT:
ADA Improvements (Bond Fund 351)
Florida Dept of State Cultural Facilities Grant:
Cultural Arts Council Loan
Nat'l Park Service - Save America's
Treasures Grant:
Total Budget:
$ 775,000
$ 60,000
$ 500,000
$ 165,000
$ 700.000
$2,200,000
Less:
Dept of Management Services Fees
R.J. Heisenbottle Fees
Total Expenses to Date:
$ 49,900
$ 47,930
$ 97,830
Total Remaining Budget:
$2,102,170
On September 21, the Architect presented the two schemes to City staff and DMS. The cost
estimates (hard costs alone) were $3,924,949 for the basement scheme and $3,815,914 for the
alley scheme, both of which exceeded the remaining budget by a minimum of $1,614,514. Both
schemes involved approximately $800,000 in additional soft costs, and in the case of the alley
scheme, an estimated additional $1.4 million to relocate utilities in the alley. Since this time, a
number of additional meetings have been held with the operator of the Colony Theater, the City's
Historic Preservation Officer, the Planning and Zoning, Property Management Directors and DMS
Staff and the project's Architect to value engineer the design and attempt to scale back the project
within budget.
On December 15, 2000, the Architect presented a new scheme, which calls for the removal of the
rear 45 feet of existing building, construction of a new stage house, small second and third floor
service areas behind the stage, a fourth floor "Backstage" area, elevator, stairs, and the addition
of a new vestibule and exterior access ramp to provide ADA access to the stage. The historic
preservation scope involves removing the existing marquee and storefront on Lincoln Road to its
original historic appearance and modifying the interior lobby, office and concession area to be
more consistent with the building's original design. The Architect presented an A and B option
for this scheme, involving different size additions to the facility. The" A" option involves the
addition of 7,950 square feet and is the least costliest of the two, at approximately $3.6 Million.
The "B" option comprises a 9,520 square foot addition, for a total constmctionlhard cost of $4.5
Million. Plans reflecting these options are included with this report. According to the Architect,
the design cannot undergo further value engineering without adversely impacting the scope and
purpose of the project. The Administration concurs with this assessment and recommends
proceeding with Option "A". According to DMS, the total estimated cost of the project, inclusive
of soft costs, would be approximately $4,615,000. This amount reflects revised fees for DMS,
pursuant to the provisions of its Contract Agreement with the City.
At the time DMS was engaged by the City to manage the design and construction of the Colony
Theater, the total estimated cost of the project was $1,750,000. This figure was at best, a rough
estimate based on an earlier conceptual design by Zeidler Roberts, Inc. The Contract Agreement
between DMS and the City provides for DMS to receive a fee equivalent to 2.85% of the total
budget, or $49,900, which was based on this early estimate. The Agreement also provides that if
the project budget increased in excess of $250,000, the fee to DMS would increase by 2.5% of
the revised budget in excess of $1,750,000. As such, based upon the difference between the
original and current estimated project cost, DMS's fees will increase by $61,436, for a total of
$111 ,336. A separate Resolution amending DMS's Contract has been placed on the City
Commission's Consent Agenda for this Meeting.
As indicated earlier, the project has secured financing through a combination of sources, totaling
$2,200,000. Ninety (90%) percent of the funding comprises County, State and Federal Grant
monies. The total anticipated cost of the project exceeds available funding by $2,424,711. In
Fiscal Years 01-02 and 02-03, the Administration stands to receive an additional $1,000,000 in
funds from the Florida Department of State, Cultural Facilities Grant Program. This funding
however is contingent upon a 2-for-l match from the City, which may include other grant funds.
As such, the Administration intends to use the National Park Service Award, in the amount of
$700,000 as a portion of the match, and recommends appropriating $1,415,000 from available
1998B Tax Increment Revenue Bond funds to make up the difference and cover the cost of the
project.
Project Cost
Funding
$ 2,200,000
Total Funding as of 3/28/01
Less:
Actual + Anticipated Soft Costs
Est Hard Costs
Est Total Project Cost:
Proposed Additional Funding:
FY 01102-02/03 Florida Dept of State
Cultural Facilities Grant:
(Cont'd next page)
$ 958,544
$3.656.167
$4,614,711
$ 1,000,000
1998B Tax Increment Revenue Bonds
Total:
$4,614,711
$ 1.414.711
$ 4,614,711
On April 18,2001, the RDA Board referred The Administration's request for funding to the
City's Finance and Citywide Project Committee (Committee) for consideration. The Committee
met on May 14, and voted in favor of appropriating the funds, subject to reaching a settlement
on the acquisition of the American Riviera Real Estate Company ("Ablon") property as part of the
Library site assemblage. On May 30, a settlement was reached. The Committee reconvened on May
30, the same day a settlement was reached on the Ablon parcel. The Committee reaffirmed its earlier
decision to recommend the funding requested for the Colony Theater. The Committee also
recommended to amend the Agreement with DMS to administer the project.
Pursuant to the Committee's recommendation and subject to the approval of the RDA Board, the
Architect will proceed with design development and construction drawings, which collectively
should take approximately nine months to finalize, barring any delays with the Historic
Preservation and/or Design Review process. Permitting, cost estimating and contractor bidding
and selection, are anticipated to take an additional four to five months, extending the planning,
design and pre-construction phases through May 2002. This timeframe coincides with the Colony
Theater's desire to commence construction during the Summer months. It is anticipated that
construction will take approximately a year to complete. The anticipated schedule as follows:
Architectural:
_(inclusive of DRB & HPBreview process)
Design Development (DD)
Construction Documents (CD)
Pre-Construction:
Contractor bidding and selection
Contractor Estimate D.D.s
Contractor GMP @ 75% CDs
Permitting (CMB/County)
Construction:
Notice to Proceed:
Substantial completion
Completion
Start
End
April 19, 2001
June 19, 2001
June 19, 2001
January 14, 2002
April 19, 2001
June 19,2001
July 3, 2001
December 10,2001
May 2002
May 2002
May 2003
June 2003
It is recommended that the Chairman and Members of the Miami Beach Redevelopment Agency
adopt the resolution.
JMG/C9l1tKOB
Attachments
T:\agenda\2001\June 27\colonydms.doc