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2009-27067 ResoRESOLUTION NO. 2009-27067 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH ARQUITECTONICA INTERNATIONAL CORPORATION (ARQUITECTONICA), IN AN AMOUNT NOT TO EXCEED $537,643, FOR THE DESIGN OF A MIAMI BEACH CONVENTION CENTER CAMPUS MASTER PLAN PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) NO. 31- 07/08, SUBJECT TO THE FOLLOWING: 1) THAT THE CITY .MANAGER SUCCESFULLY EXECUTE AN AGREEMENT WITH MIAMI-DADE COUNTY REQUIRING THE COUNTY TO PAY FOR THE ARQITECTONICAAGREEMENT; AND 2) THAT THE CITY AND THE COUNTY SUCCESFULLY EXECUTE THE INTERLOCAL AGREEMENT FOR MIAMI- DADE COUNTY GENERAL OBLIGATION BOND FUNDS WHICH INCLUDES FUNDING FOR THE ARQUITECTONICA AGREEMENT. WHEREAS, In 2004, the voters approved a Countywide General Obligation Bond (GOB) that included $55 million for enhancement and expansion of the Miami Beach Convention Center; and WHEREAS, on May 14, 2008, the Mayor and City Commission approved the issuance of Request for Qualifications 31-07/08 for the design of a Miami Beach Convention Center Campus Master Plan (the RFQ); and WHEREAS, on September 10, 2008, the City Commission adopted Resolution No. 2008-26883, which authorized the City Administration to enter into negotiations with Arquitectonica, as the top ranked proposer pursuant to the RFQ; and WHEREAS, the City and Arquitectonica have negotiated a professional services agreement for the design of a Miami Beach Convention Center Campus Master Plan, in an amount not to exceed $537,643; and WHEREAS, the City Administration recommends that the Mayor and City Commission approve and authorize the Mayor and City Cferk to execute the agreement with:Arquitectonica subject to the following: 1) that the City Manager successfully execute an, agreement with Miami-D~de County for the professional services agreement with Arquitectonica; and 2) that the City successfully execute the Interlocal Agreement with Miami-Dade for GOB funds, which includes funding for said Agreement; and WHEREAS, the City Commission also hereby directs the Administration to review the original Zyscovich City Center Master Plan to ensure the Arquitectonica agreement does not repeat any previous work, and to include a termination for convenience clause in the agreement. 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 approve and authorize the Mayor and City Clerk to execute a professional services agreement with Arquitectonica International Corporation, in an amount not to exceed $537,643, for the design of a Miami Beach Convention Center Campus Master Plan, pursuant to Request for Qualifications (RFQ) No. 31- 07/08, subject to the following: 1) that the City Manager successfully execute an agreement with Miami- DadeCounty requiring the County to pay for the Arquitectonica agreement; and 2) that the City and the County successfully execute the Interlocal Agreement for Miami-Dade County General Obligation Bond funds, which includes funding for the Arquitectonica agreement. PASSED AND ADOPTED this _13th_ day of May , 2009. APPROVED AS TO FORM & LANGUAGE ATTEST:. . ~ ~/1~~~ CITY CLERK Robert Parcher JMG/HMF/mas T:WGENDA120091May 13\ConsentlArquitectonica RESO.doc MAYOR Matti Herrera Bower e~ FO CUTION ic~~`~ me Date COMMISSION ITEM SUMMARY Condensed Title: A Resolution approving and authorizing the Mayor and City Clerk to execute a Professional Services Agreement with Arquitectonica, in an amount not to exceed, $573,643, for the design of a Miami Beach Convention Center Campus Master Plan pursuant to RFQ No. 31-07/08; and further authorizing the City Manager to execute a letter agreement with Miami-Dade Coun for eneral obli ation bond funds for the Professional Services A reement with Ar uitectonica. Ke Intended Outcome Su orted: Improve Availability and Accessibility of Major Events Supporting Data (Surveys, Environmental Scan, etc.): 57% of businesses and 62% of residents felt the frequency of major events was about the right amount and about 2/3 of residents say they go to the Convention Center at least once a month. (2007 Communi Satisfaction Surve Issue: Should the City approve an agreement with Arquitectonica for the Miami Beach Convention Center Campus Master Plan for an amount not to exceed $573, 643 Item Summa /Recommendation: RFQ 31-07/08 was issued May 22, 2008 with an opening date of June 20, 2008, which resulted in the receipt of eight (8) proposals. Of the eight firms, two (2) were deemed nonresponsive. Swanke Hayden Connell Architects failed to respond to the City's request to supply information missing in their proposal. HOK Sport, Inc., d.b.a. HOK Venue elected not to provide its financial information. An Evaluation Committee was appointed by the City Manager who convened on August 11 and August 25, 2008, to evaluate, shortlist, score, and rank the proposals based on the evaluation criteria stated in the RFQ. On August 11, the Committee shortlisted the Proposer list to four (4) firms. The shortlisted Proposers presented their proposals on August 25 at the Committee's request. The Committee deliberated on August 25 and produced its recommendation, Arquitectonica, to the City Manager. The City Commission adopted Resolution No. 2008-26883 which authorized the City Administration to enter into negotiations with Arquitectonica to develop a campus master plan for the Miami Beach Convention Center and surrounding area. This master plan is intended to consider possibilities to make the Miami Beach Convention Center facility competitive in today's convention and meeting business climate. This would involve looking at existing and potential site amenities, physical renovations to the interior and exterior, expansion of exhibit space (to include necessary multi-purpose/ballroom space), technology upgrades, parking, and other aspects. The selected firm will use the results of a recent study on market trends, as well as stakeholder input. Additional information on the scope of services, including deliverables, is provided in Attachment A. A Gantt chart outlining the project schedule is provided in Attachment B. Attachment C provides the project cost breakdown. Throughout this process, the City, County and tourism industry could not reach consensus on how best to use the $55 million GOB funds approved for the Convention Center expansion and enhancements. The lack of consensus impacted the City's ability to execute the County's GOB Interlocal Agreement. Furthermore, there were several items in the standard County Interlocal Agreement for which modifications were requested by the City. Consensus was finally reached at the April 30, 2009, stakeholder meeting. The group endorsed the concept of moving forward with the master plan for the Convention Center Complex Area to determine the long-term needs of the facility and surrounding area. Moreover, the stakeholders also agreed that the current facility has many capital needs, in excess of $34 million, which must also be completed since it is more than 22 years since the last major enhancement. These improvements would be prioritized as a Phase I and would begin as soon as funding from the $55 million GOB was made available. The stakeholders would work with Arquitectonica to select appropriate projects for inclusion in Phase I. Arquitectonica would then develop the longer term improvements for Phase II and all parties, (City, County and tourism industry) would jointly work to identify funding for these enhancements. On May 1, 2009, the City and County met to discuss the remaining issues which were preventing the execution of the GOB grant agreement. At that meeting, both parties agreed to execute a letter agreement pending conclusion of issues with the GOB agreement. The County has agreed to execute the letter agreement to allow us to access the GOB funds needed to begin the master tannin rocess with Ar uitectonica. Adviso Board Recommendation: RFQ awarded to Argitectonica on September 10, 2008 -Resolution No. 2008-26883. Financial Information: Source of Amount Account runes: nia I 1 ~ $573, 643 County General Obligation Bonds for Convention Center Enhancements ~ Financial Impact Sumrr Ci Clerk's Office Le isl Max A. Sklar Ext 6116 Si n-Offs• Department Director Assistant City Manager Ci Man r MAS HF JMG T.•IAGENDA120091May 131ConsentlArgwtectonica Summ.doc m MIAMIBEACH AGENDA ITEM C7F DATE s l3•'(~ m MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, w~ww.miamibeachfl.gov COMMISSI N MEMORANDUM TO: Mayor Matti Herrera Bower and Members oft a City Commission FROM: Jorge M. Gonzalez, City Manager DATE: May 13, 2009 SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH ARQUITECTONICA INTERNATIONAL CORPORATION, IN AN AMOUNT NOT TO EXCEED $573,643, FOR THE DESIGN OF A MIAMI BEACH CONVENTION CENTER CAMPUS MASTER PLAN PURSUANT TO RFQ NO. 31- 07/08; AND FURTHER AUTHORIZING THE CITY MANAGER TO EXECUTE A LETTER AGREEMENT WITH MIAMI- DADE COUNTY FOR MIAMI-DADE COUNTY GENERAL OBLIGATION BOND FUNDS FOR THE PROFESSIONAL SERVICES AGREEMENT WITH ARQUITECTONICA. ADMINISTRATION RECOMMENDATION Adopt the Resolution CONTRACT FUNDING Funding will be provided from the County General Obligation Bonds for Convention Center Enhancements. ANALYSIS Originally built in 1957, the Miami Beach Convention Center (MBCC) encompassed 108,000 square feet. In 1968 an additional 130,500 square feet of exhibit space was added with additional support facilities subsequently constructed in 1974. In 1986, as the demand for exhibition space increased, the facility underwent a $92 million renovation and doubled in size to its current footprint size of 1.1 million square feet with 502,000 square feet of exhibit space. The expanded Convention Center opened in 1989. At that time, a master plan was also developed for the convention center complex area, which included potential future expansion. Since that time, the facility has also received over $50 million in continuing upgrades, including complete renovations of all restrooms, full carpet replacement, and installation of a state-of-the- art telecommunications and networking infrastructure. ' In October 2001, the Greater Miami Convention & Visitors Bureau (GMCVB), with input from the City of Miami Beach, accepted a report from Convention Sports & Leisure (CSL) analyzing the Miami Beach Convention Center Campus Master Plan December 10, 2008 Page 2 of 5 status of convention and meeting facilities in Miami-Dade County, to include the MBCC. The analysis evaluated the competitive standing of the convention facilities in the County. CSL is a firm that specializes in market research associated with convention centers, arenas, theaters and other meeting and perFormance facilities, as well as trade show and convention business trends and analysis. CSL recommended that, given the Miami Beach Convention Center's geographic draw, no new facility should be planned elsewhere in Miami-Dade County but, instead, improvements to the Miami Beach Convention Center, including amulti-purpose general assembly/banquet hall, should be made to increase the marketability of the Convention Center and the region. In 2004, voters approved a countywide General Obligation Bond (GOB) that included $55 million for enhancement and expansion of the Miami Beach Convention Center. Subsequent to an update of the CSL report, the City contracted with Thompson, Ventulett, Stainback & Associates, Inc., who was responsible for the 1989 expansion of the Center, to update the 1989 master plan and develop a number of preliminary designs, focused principally on the development of amulti-purpose/ballroom space in the MBCC. In order to reach consensus with the tourism industry regarding needed improvements to the Convention Center, a stakeholder group was formed by the City Manager. The group was comprised of representatives of the Greater Miami Convention and Visitors Bureau, Greater Miami and Beach Hotel Association, Miami Beach Visitor and Convention Authority, Convention Center Advisory Board, Miami-Dade County, convention center building management, and the City Administration. The stakeholder group began meeting November 17, 2005 to discuss the Multipurpose Space/Ballroom and Meeting Space Expansion. Subsequently the group identified and agreed upon a series of priorities for enhancements. The stakeholders met again April 17, 2006 to review the November 2005 meeting results, review the 5-year capital plan, and review enhancements. As a result, at the April 11, 2007, Commission meeting, the Commission approved a resolution that supported the proposed expansion of the Convention Center (to include a ballroom, retrofit of space to accommodate new meeting rooms, and renovations to the northwest ballroom to create a "junior ballroom"), subject to the County funding all costs associated with the project, and the County managing the renovations/construction process. The initial expansion necessary to accommodate the ballroom at the size that was being requested by the industry would require a build-out of the MBCC beyond the current building footprint. This, in turn, has a sizeable impact on the costs. The City remained concerned that much-needed major capital repairs remain unfunded. Subsequent to the April 2007 Commission meeting, there were several attempts to meet with the County to discuss the funding availability and the scope of the project. An April 2008 meeting between the City and County resulted in a new plan of action moving forward relating to the future of the MBCC. Specifically, it was requested that the City and County, in conjunction with interested stakeholders, reconvene to develop along-term vision and master plan for this regional convention facility. This master plan is intended to look "outside of the box" at possibilities to make the facility competitive in today's convention and meeting business climate. This would involve looking at existing and potential site amenities, physical renovations to the interior and exterior, expansion of exhibit space (to include necessary multi-purpose/ballroom space), technology upgrades, parking, etc. Funding for proposed enhancements beyond the $55 million would subsequently be required. The GMCVB then contracted Convention, Sports and Leisure, Inc. (CSL) to conduct a new study focused on, among other things, identifying current industry trends, Miami Beach Convention Center Campus Master Plan December 10, 2008 Page 3 of 5 competitive/comparable facility analysis, existing and projected utilization at the convention center, and a market demand analysis. CSL would work jointly with an architectural firm selected to develop the master plan, and with the stakeholders, in developing a proposed master plan that would incorporate research-driven improvements focused on making the convention center competitive and marketable. At the June 25, 2008, City Commission meeting, Resolution No. 2008-26829 was adopted which approved and authorized the City to execute Amendment No. 1 to the Management Agreement between the City and the GMCVB for additional services related to the preparation of a market research and convention center space analysis for the Miami Beach Convention Center. On September 3, 2008, the stakeholders met to review preliminary results from CSL and subsequently met again on April 30, 2009 to review the final CSL study. RFQ FOR MASTER PLAN DEVELOPMENT Concurrently, RFQ 31-07/08 was issued May 22, 2008 with an opening date of June 20, 2008, which resulted in the receipt of the following eight (8) proposals: • Arquitectonica; • HOK Sport, Inc., d.b.a. HOK Venue • LMN Architects • Perkins + Will • RTKL Associates, Inc. • Spillis Candela & Partners, Inc., d.b.a. Spillis Candela DMJM • Swanke Hayden Connell Architects • TVS Florida, Inc., Architecture Of the eight firms, two (2) were deemed nonresponsive. Swanke Hayden Connell Architects failed to respond to the City's request to supply information missing in their proposal. HOK Sport, Inc., d.b.a. HOK Venue elected not to provide its financial information. An Evaluation Committee was appointed by the City Manager who convened on August 11 and August 25, 2008, to evaluate, shortlist, score, and rank the proposals based on the evaluation criteria stated in the RFQ. On August 11, the Committee shortlisted the Proposer list to four (4) firms. The shortlisted Proposers presented their proposals on August 25 at the Committee's request. The Committee deliberated on August 25 and produced its recommendation, Arquitectonica, to the City Manager. The City Commission adopted Resolution No. 2008-26883 which authorized the City Administration to enter into negotiations with Arquitectonica to develop a campus master plan for the Miami Beach Convention Center and surrounding area. This master plan is intended to consider possibilities to make the Miami Beach Convention Center facility competitive in today's convention and meeting business climate. This would involve looking at existing and potential site amenities, physical renovations to the interior and exterior, expansion of exhibit space (to include necessary multi-purpose/ballroom space), technology upgrades, parking, and other aspects. The results of the CSL report and stakeholder input would also be considered. Miami Beach Convention Center Campus Master Plan December 70, 2008 Page 4 of 5 The following details the proposed scope of services as outlined by Arquitectonica: 1. Project Kick-Off Meeting 2. Project Site Reconnaissance and Analysis 3. Initial Planning Session 4. Review of Alternatives with the City 5. Finalize Alternatives 6. Community Design Workshop 7. Prepare Basis of Design Report (BODR) 8. Conduct LEED Workshop 9. BODR Review with City Departments 10. Presentation of Final Master Plan and BODR Additional information on the scope of services, including deliverables, is provided in Attachment A. The project is scheduled to commence with the kick-off meeting in June 2009 and conclude with the presentation of the campus master plan and BODR in November 2009. A Gantt chart outlining the project schedule is provided in Attachment B. Attachment C provides the project cost breakdown. The total amount for this project is not to exceed $573,643. Task Total Fees Project Kick-Off Meeting $9,339 Project Site Reconnaissance and Analysis $65,356 Initial Planning Session $61,155 Review of Alternatives with the City $86,237 Finalize Alternatives $35,773 Community Design Workshop $9,339 Prepare Basis of Design Report (BODR) $114,183 Conduct LEED Workshop $16,341 BODR Review with City Departments $18,313 Presentation of Final Master Plan and BODR $116,357 Reimbursables (Renderings, Supplies, etc.) $41,250 Grand Total $573,643 GOB INTERIOCAL AGREEMENT/LETTER AGREEMENT Throughout this process, the City, County and tourism industry could not reach consensus on how best to use the $55 million GOB funds approved for the Convention Center expansion and enhancements. The lack of consensus impacted the City's ability to execute the County's GOB Interlocal Agreement. Furthermore, there were several items in the standard County Interlocal Agreement for which modifications were requested by the City. Consensus was finally reached at the April 30, 2009, stakeholder meeting. The group endorsed the concept of moving forward with the master plan for the Convention Center Complex Area to determine the long-term needs of the facility and surrounding area. Moreover, the stakeholders also agreed that the current facility has many current capital needs, in excess of $34 million, which should also be completed since it is more than 22 years since the last major enhancement. These Miami Beach Convention Center Campus Master Plan December 10, 2008 Page 5 of 5 improvements would be prioritized as a Phase I and would begin as soon as funding from the $55 million GOB was made available. The stakeholders would work with Arquitectonica to select appropriate projects for inclusion in Phase I. Some of the projects identified include providing improved finishes for the center's existing ballroom; developing aroof-top event venue; creating new meeting rooms in underutilized space, signage and other facility upgrades. Arquitectonica would then develop the longer term improvements for Phase II (which could include a 45,000 - 50,000 sq. ft. ballroom/multi-purpose space) and all parties, (City, County and tourism industry) would jointly work to identify funding for these enhancements. On May 1, 2009, the City and County met to discuss the remaining issues which were preventing the execution of the GOB grant agreement. At that meeting, both parties agreed to execute a letter agreement pending conclusion of issues with the GOB agreement; a meeting with City/County staff is being scheduled. The County has agreed to execute the letter agreement to allow us to access the GOB funds needed to begin the master planning process with Arquitectonica, as recommended pursuant to the RFQ process. ADMINISTRATION RECOMMENDATION The Administration recommends that the Mayor and City Commission adopt the Resolution approving and authorizing the Mayor and City Clerk to execute an agreement between the City of Miami Beach and Arquitectonica for the design of a Miami Beach Convention Center Campus Master Plan in an amount not to exceed $573,643; and further authorizing the City Manager to execute a letter agreement with Miami-Dade County for Miami-Dade County general obligation bond funds for the professional services agreement with Arquitectonica. T:WGENDA\2009\May13\ConsentlArquitectonica Memo (2).doc ATTACHMENT A '~ ARQUITECTONICA MIAMI BEACH CONVENTION CENTER CAMPUS MASTER PLAN Master Planning Scope of Services The purpose of this Project is to develop a Campus Master Plan that meets the City's functional requirements and recommended future needs, incorporates community input, and stays within established schedule and cost parameters. The Planning Phase of the Project will include the following major tasks: 1. Project Kick-off Meeting 2. Project site reconnaissance visit and background gathering 3. Initial planning session with the City to explore and prepare alternatives 4. Meeting with the City to review alternatives and make refinements for CDW 5. Review meeting to finalize alternatives prior to Community Design Workshop 6. Community Design Workshop to present the Master Plan, and provide residents the opportunity to participate in the planning process 7. Preparation of a draft Basis of Design Report (BODR) 8. Conduct a LEED Workshop and prepare conclusions for incorporation into plan 9. Review of BODR with City departments 10. Preparation and presentation of a final Master Plan and BODR for approval by the Mayor and City Commission. It is anticipated that the (1) Community Design Workshop (CDW) will be held to present the preferred plan and to gain the consensus of the community. Based on the results of this CDW's, a phasing plan will be developed by the CONSULTANT in conjunction with City staff, for the design and construction of the facilities in separate and distinct phases. A final BODR and Illustrative Master Plan shall then be prepared summarizing the accepted design concept, budget level cost estimate and implementation schedule as noted in Task 1.10. fn addition, please note that to facilitate the implementation of the CITY's Public Information Program, the CONSULTANT shall provide electronic files of all project documents upon request by the CITY. Task 1 -Protect Kick-Off Meeting: The CONSULTANT shall meet with the CITY to review existing planning documents and receive copies of available reference documents. CITY shall provide general information regarding procedures and direction. The CONSULTANT shall prepare draft meeting minutes and forward them to CITY for review and comments. The CONSULTANT shall finalize and distribute, accordingly. The CONSULTANT shall prepare a list of requested background information, department interviews and any other special area visits. The parties will schedule a reconnaissance visit of the Project site, to be attended by critical CONSULTANT personnel, as well as key CITY staff at a mutually agreed-upon date when the information becomes available. MASTER PLANNING SCOPE OF SERVICES ARQUITECTONICA Deliverables: - Major disciplines to attend Project Kick-off meeting. - Prepare and distribute Meeting Minutes Schedule: - See Schedule D -Project Schedule Task 2 - Project Site Reconnaissance Visit and Backs~round Gatherin The CONSULTANT and members of the each major design discipline shall attend an initial Site Reconnaissance Visit. This site visit shall also be attended by applicable CITY staff. The intent of this task is to facilitate the CONSULTANT'S understanding of the Project needs. This may include document review, site and facility tours, department interviews and requests for additional information to be facilitated by the CITY. The CONSULTANT shall prepare draft meeting minutes including action items and individuals responsible for further action, and forward them to the CITY for review and comments. The CONSULTANT shall finalize and distribute, accordingly. Subsequent visits will be required to gather information as it becomes necessary to the development of the Plan. This task includes further document research, exploration and documentation of existing conditions and smaller discussions with particular on-site personnel to understand their current conditions, shortfalls and future needs. The CONSULTANT shall inform the CITY of any additional document or visitation needs so that information can be researched in an organized and timely manner. Secondary meetings with other agencies, code officials or utilities will also be necessary as part of this task. The CONSULTANT will review and analyze the 5-year Capital Improvements Plan, the 20-year Capital Improvements Plan, existing facilities Conditions Assessment, previous Master Plan studies and recommendations and the newly completed marketing and feasibility study to understand how program needs may be phased against future available budgets. This analysis will allow the CONSULTANT to prepare and prioritize altematives and line item improvements and develop recommendations. Deliverables: -Attend Site Reconnaissance Project Site Visit - Prepare and distribute meeting minutes Schedule: - See Schedule D -Project Schedule Task 3 -Attend Initial Planning Session to Explore and Prepare Attematives: The CONSULTANT shall attend an initial Planning Session to be scheduled with representatives of the CITY and the CONSULTANT. The purpose of the session shall be to clarify Project goals with the user group(s) so that viable conceptual alternatives can be explored. At this meeting, the CONSULTANT shall review the background information, program and site options in preparation for an open "brain-storming" discussion regarding the benefits and disadvantages of each. The group will discuss new options as well as options that have been considered in the past and either discarded or postponed for further development. MIAMI BEACH CONVENTION CENTER CAMPUS MASTER PLAN Page 2 MASTER PLANNING SCOPE OF SERVICES ARQUITECTONICA This planning session will establish the groundwork for the development of initial conceptual altematives. Based on the results of the initial planning session and site visit and materials presented at the Kick-off Meeting and during subsequent background gathering, and the discussion and conclusions made at the initial Planning Session the CONSULTANT shall develop preliminary conceptual alternatives that are responsive to the Project program, budget, and schedule. The CONSULTANT shall assemble graphic images identifying alternative Project design concepts, if applicable, to allow the CITY a full understanding of proposed improvement altematives. Deliverables: - Attend Initial Planning Session with representatives from the City - Develop conceptual altematives as noted above - Prepare and distribute meeting minutes Schedule: - See Schedule D -Project Schedule Task 4 -Review Attematlv_e~ and Mike Refinements for Community Desis~n Workshoa: In this effort, the CONSULTANT shall meet with the CITY to review the various alternatives and discuss the benefits and disadvantages of each so that decisions can be made on the recommended altematives and priorities. Each alternative will have a preliminary rough-order of magnitude (ROM) cost estimate with enough detail to be able to compare and differentiate each alternative and make planning decisions. Upon completion of the work session the CONSULTANT shall make revisions to its proposed conceptual plan, as necessary; to develop a Recommended Approach. The approach may have simple options andlor phased development but not an exhaustive or inconclusive number of options beyond basic scope. This Recommended Approach that will be presented at the Community Design Workshop. The CONSULTANT shall prepare draft meeting minutes and forward them to the CITY for review and comments. The CONSULTANT shall finalize and distribute, accordingly. Deliverables: - Attend review session with representatives from the CITY - Develop Project conceptual alternatives as noted above - Develop "budget° level ROM cost estimates - Revise proposed concept and develop final materials for Recommended Approach as approved by the CITY Schedule: - See Schedule D -Project Schedule MIAMI BEACH CONVENTION CENTER CAMPUS MASTER PLAN Page 3 Task 5 -Review Meeting to Finalize Alternatives Prior to Community Design Workshop: The CONSULTANT shall meet with applicable CITY staff to review the progress set of materials and ensure that any and all concerns regarding Project scope, schedule and cost parameters are addressed prior to scheduling the Community Design Workshops (CDW). The CONSULTANT and its key sub-consultants shall attend the meetings. CONSULTANT shall prepare and distribute meeting minutes and progress material for review, accordingly. Deliverables: - Meet with representatives of the CITY to review recommended alternatives developed for Task 4. - Prepare a draft of the progress materials proposed to present at the Community Design Workshop (CDW) for City Review Schedule: - See Schedule D -Project Schedule Task 6 -Community Design Workshop (CD The intent of the Community Design Workshop (CDW) is to provide the CONSULTANT the opportunity to present the proposed improvements to the community for the purpose of achieving general consensus with residents. Design workshops provide an opportunity for City residents to participate in the planning process for projects in their respective neighborhoods. It is anticipated that one (1) community workshop shall be conducted. The CITY will schedule, find location for, and notify residents of such. meeting. The CONSULTANT shall prepare all materials for presentation at the workshop. At a minimum, these shall include presentation materials, "full size" specialty graphics, which depicts the proposed improvements, a summary of cost estimates, workshop agendas, resident comment cards and requisite copies of each. It is anticipated that the CONSULTANT will utilize a "PowerPoint° type format for its presentation, with support from stand-alone graphics and handout materials. . In addition, the CONSULTANT shall prepare draft meeting minutes and forward them to the CITY for review and comment. The CONSULTANT shall finalize and distribute the final minutes accordingly. The workshop is intended to address specific design issues as discussed in the following: Task 6.1: Community Design Workshop: The workshop is intended to provide community residents with a review of the proposed Project scope, budget, and schedule. The CONSULTANT shall prepare full size presentation graphics illustrating existing conditions (Site Analysis Maps) and proposed Project components developed under Tasks 4 and 5. In addition, graphics shall be prepared presenting a summary of probable costs for the various improvements and the workshop agenda. "Budget° level cost estimates shall be +30°r6, -15% as defined by the American Association of Cost Engineers. Based on this data, the CONSULTANT shall present the plan for proposed improvements and design alternatives, if applicable, to attendees. MIAMI BEACH CONVENTION CENTER CAMPUS MASTER PLAN Page 4 MASTER PLANNING SCOPE OF SERVICES ARQU/TECTONICA Applicable CITY staff shall also attend the meeting, and assist the CONSULTANT with responses to resident questions as they pertain to CITY related issues. The CONSULTANT shall note reasonable design /concept revision requests from residents for review and incorporation into the proposed plan. Due to the fixed nature of funding on the Project, budget limits must be adhered to. Hence, the CONSULTANT shall be prepared to discuss budgets and the various impacts of resident requested revisions on such, accordingly. The CONSULTANT shall prepare draft meeting minutes and forward them to the CITY for review and comment. The CONSULTANT shall then finalize and distribute the final minutes, accordingly. Deliverables: - Prepare materials, attend and conduct Community Design Workshop Schedul®: - See Schedule D -Project Schedule Task 7 - Preaaration of Draft Basis of Design,,, Report: The CONSULTANT shall prepare a draft Basis of Design Report (BODR) presenting the results of the Community Design Workshop and final consensus design plan. The BODR shall include a summary of findings, site plan, and exhibit(s) illustrating all proposed improvements under each phase of the Project, inclusive of the demolition of existing facilities, and construction of buildings; additional parking areas and improved vehicular access and pedestrian circulatioNaccess. In addition, the BODR shall include sufficient detail in plans, sections, Hates, and key descriptions to facilitate review by the various CITY permitting and planning divisions discussed in Task 9. Draft report may include placeholders for portions or areas that are under development to be completed for the Final Report. As a minimum, the draft BODR shall include discussions and graphics illustrating: • Executive Summary summarizing the contents of the BODR. • A section reviewing the existing conditions to be improved. • A section reviewing the planning and programming process and development of the final recommended phased improvement plan. This section shall included detailed presentations of all proposed improvements. • A Project implementation plan, inclusive of demolition, utilities, buildings, landscaping, lighting, vehicular access 1 parking, and general site improvements with a discussion of expected impacts to the facility operations. • A preliminary concept plan and design alternatives, if applicable. MIAMI BEACH CONVENTION CENTER CAMPUS MASTER PLAN Page 5 MASTER PLANNING SCOPE OF SERVICES ARQUITECTONICA • A section discussing the phasing of general concepts from the planning process. • A "budget' level cost estimate prepared in conformance with format provided by CITY. Estimates shall be provided for all phased improvements. • A schedule for implementing the Project by phases (i.e. design, bid/award, construction, as applicable) including critical issues and the time period allowed for resolving each issue. • Discussion regarding permitting authorities having jurisdiction over Project and provide a list of permits typically retained by the Owner and / or contractor. Unique and / or special permitting requirements shall be identified as well as permitting fees. Five (5) copies of the draft BODR shall be provided to the CITY for initial review and comments and shall contain the following sections, as a minimum: Executive Summary, Purpose and Scope, Existing Conditions, Phased Improvements, Permitting and Implementation and Cost Estimates. Deliverables: - Prepare 35 copies of the draft BODR. Schedule: - See Schedule D -Project Schedule Task 8 -Conduct LEED Workshop and Prepare Conclusions: The CONSULTANT shall organize and conduct a LEED (Leadership in Energy and Environmental Design Green Building Rating System) workshop to be scheduled with appropriate representatives of the CITY and the CONSULTANT to explore the possibility of LEED registration and certification for the new facilities, existing facilities, or portions or the proposed Master Plan. The CITY shall make available any historical energy usage data for use in establishing base performance criteria. The CONSULTANT shall organize the discussion around the appropriate types USGBC LEED Version 2.3 Project Checklists (New Construction-NC, Existing Buildings-EB or Neighbofiood Development.) Deliv®rables: - Prepare Materials and conduct workshop. - Prepare and distribute meeting minutes - Prepare and distribute preliminary LEED Checklists for new and/or proposed buildings indicating prioritized points and likelihood of attainment (Yes, No, Maybe). Sch®dule: - See Schedule D -Project Schedula MIAMI BEACH CONVENTION CENTER CAMPUS MASTER PLAN Page 6 MASTER PLANNING SCOPE OF SERVICES ~ ARQUITECTONICA Task 9 -Review of Draft BODR with the City Deaartments: The CONSULTANT shall meet to receive, present and review the draft BODR with the following CITY Departments: • City of Miami Beach Parks and Recreation Department • City of Miami Beach Police Department • City of Miami Beach Planning Department • City of Miami Beach Public Works Department • City of Miami Beach Fire Department • City of Miami Beach Parking Department • City of Miami Beach Tourism and Cultural Development Department The CITY will forward copies of the draft BODR to the above noted CITY Departments. Comments shall be solicited and forwarded to the CONSULTANT for review /comment / response /incorporation into the draft BODR document. It is anticipated that the CONSULTANT shall attend a total of up to two meetings with fhe various CITY Department representatives to review the various CITY Department comments. The applicable CITY staff will attend the noted review meeting(s) and assist the CONSULTANT, as practicable. However, the CONSULTANT retains final responsibility for procuring atl necessary approvals, and for implementing required revisions and resubmissions as necessary. The CONSULTANT and its key sub-consultants shall attend all meetings as deemed necessary. It is recognized by the CITY that the time period for obtaining approvals from the various review agencies is beyond the control of the CONSULTANT, except for issues concerning the acceptability of the proposed design concepts and the CONSULTANT's ability to respond to review agency comments. Hence, the CONSULTANT shall address and respond to comments received from the various reviews in writing, and implement requested revisions into the draft BODR, as agreed with the CITY, within fifteen (15) calendar days of receipt of comments, unless agreed to otherwise with the CITY. Upon incorporating the comments received from the various CITY Departments; the CONSULTANT shall revise its draft BODR and then present the final BODR (with requisite graphics and PowerPoint presentation materials) to the Historic Preservation Board. Deliverables: - Attend BODR review meetings - Address comments and revise BODR accordingly - Present BODR to HPB Schedule: - See Schedule D -Project Schedule MIAMI BEACH CONVENTION CENTER CAMPUS MASTER PLAN Page 7 MASTER PLANNING SCOPE OF SERVICES ARQUITECTONICA Task 10 -Final Master Plan /Basis of Design Report (BODR): The CONSULTANT shall prepare a final BODR based on comments and revisions implemented during the reviews with the various the CITY Departments /review entities as noted in Task 7. This final BODR serves as the basis for development of detailed design documents as discussed in Task 7. It shall also be used as the basis for the CONSULTANT's presentation of the Final BODR to the City Commission for approval. If the City Commission directs revision to the Final BODR, the CONSULTANT shall prepare an Addendum, in the CITY provided format, for distribution to all Final BODR holders. Deliverables: - Prepare 35 copies of a final BODR and Addendum, as necessary. - Present the final BODR to the City Commission for approval Schedule: - See Schedule D -Project Schedule Additional Review Meetins~s: In addition, to all required efforts noted above, the CONSULTANT shall note that the CITY may, at its discretion, substitute one of the meetings described in Task 1-10 for a meeting with a Board, Committee or Agency, as deemed necessary. 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Yp O A s r g U m MIAMIBEACH City of Miami Beath, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachil.gov forge M. Gonzalez City Manager Tel: 305.673.7010, Fax: 305.673.7782 May 11, 2009 Mr. George M. Burgess County Manager 111 N W 1St Street Miami, FL 33128 Re: Letter Agreement with Miami-Dade County for the Release of .Funds to the City of Miami Beach from Miami-Dade County Budding Better Communities General Obligation (GO) Bond Funds, in the amount of $652,893, for Work/Services Related to the Miami Beach Convention Center Project Number 233-70871 Dear Mr. Burgess, Pursuant to my May 1, 2009 meeting with you regarding the above referenced matter, the City of Miami Beach, Florida (City) and Miami-Dade County (County) hereby agree that, notwithstanding certain pending unresolved terms related to that certain, unexecuted Interlocal Agreement between the City and County for Project Number 233-70871, entitled "Miami Beach Convention Center" Project (the Interlocal agreement), the County heretjy agrees to release a portion of County GO Bond funds, in the amount of $652-,893 and to fund the following expenses: 1. Funding; in an amount n©t to exceect.$79,250, for the Convention Industry Study dated December 19, 2008,, commissioned by the City via the Greater Miami Convention and Visitors Bureau, and conducted by Convention, Sports and Leisure, Inc. (CSL); and 2. Funding, in an amount not to exceed $573,643, to fund a professional services A/E agreement between the City and Arquitectonica for the design of a Miami Beach Convention Center Campus Master Plan (the City intends to present said agreement to the City Commission at its regular meeting on May 13, 2009). The City will have access to, and the County shall make available, the aforestated funds, in the total amount of $652,893;!as of the effective date of execution of this Letter Agreement (which date shall be the last dale that this Letter Agreement is executed by both the City and County). This Letter Agreement embodies the entire agreement and understanding between the parties', hereto, and there are no other agreements and understandings, oral or written with reference to ''. the subject matter hereof that are not merged herein and superseded hereby. This Letter Agreement is further subject to the approval of the Mayor and City Commission (the City shall ~ p place the Letter Agreement for consideration at its May 13, 2009 City Commission Meeting). No ~ ~ alteration, change, or modification of the terms of this Agreement shall be valid unless amended in writing, signed by both parties hereto, and approved by the City of Miami Beach. v If the aforestated terms and conditions meet your approval, please acknowledge, execute and ~ have same duly witnessed in the space provided below. Upon execution by the City, we will ~~,,; ~ forward a fully executed copy to your office for your records. This Letter Agreement shall be ~ ~ enforceable in Miami-Dade County, Florida, and if legal action is necessary by any party with ~ '~1'C Or~E' ~=r7t,^7iYed tC C!JViCfnG B>;C.,~~Bni puJ!iC SE?+'v;Ce C(^.~ SCFc't~r tG Otr~ in',~7.~ ;tVE-:, '~h'Olh, Qii:~ c .%C~' ,...irr vOlC: ni, h~Op!CC:, ~,.iiOtiC :.:%!Y!177L', i;~'. a Page 2 of 2 respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for the enforcement of same shall lie in Miami-Dade County, Florida. This Agreement shall be governed by, and construed in accordance with, the laws of the State of Florida, both substantive and remedial, without regard to principals of conflict of laws. The exclusive venue for any litigation arising out of this Agreement shall be Miami-Dade County, Florida, if in State court, and the U.S. District Court, Southern District of Florida, if in federal court. BY ENTERING INTO THIS AGREEMENT, CITY AND ARTIST EXPRESSLY WAIVE ANY RIGHTS EITHER PARTY MAY HAVE TO A TRIAL BY JURY OF ANY CIVIL LITIGATION RELATED TO, OR ARISING OUT OF, THIS AGREEMENT. I have read this Letter Agreement and, fully understanding, name, agree to be bound by the terms and conditions contained herein. 1 further acknowledge and represent that 1 am authorized to execute the LetterAgreement on behalf of the respecti-~e governmental entity set forth below. Facsimile copies of this Leffer Agreement shall be deemed originals. Miami-Dade County: City of Miami Beach: By: George M. Burgess. County Manager Jorge M. Gonzalez, City Manager Date Date c: Hilda Fernandez, Assistant City Manager Max Sklar, Tourism and Cultural Development Director Judy Hoanshelt, Grants Manager JMG/HMF/JH t1'~~ Q!t' ~Ofq;pj'EC~C; G~'UCiC~inQ @XC::'~~BI?i DuJj„- ~" ,.f,_n~ ~-~ ~. .:.O.,C ,.. ~ .. S~lV!C.2 7^Q 5~.. ° ~ C. Off; vVtiC UvE, wplk, UnG~ GiG~~ !^ ~ U! V4IC'nf r, J~:fCCf h". ~ „prn!n"^;~.~