2001-24652 RESO
RESOLUTION NO. 2001-24652
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING
THE CITY MANAGER OR HIS DESIGNEE TO NEGOTIATE A
CONTRACT WITH THE COLLAGE DESIGN AND CONSTRUCTION
GROUP, INC., DOING BUSINESS AS "THE COLLAGE COMPANIES", AS
THE LOWEST BIDDER IN RESPONSE TO INVITATION TO BID NO. 58.
00/01 FOR THE CONSTRUCTION OF THE NORTH SHORE PARK AND
YOUTH CENTER, IN AN AMOUNT NOT TO EXCEED $5,861,232,
COMPRISED OF HARD CONSTRUCTION AND CONTINGENCY COSTS
FOR THE PROJECT; AND IF THE NEGOTIATIONS ARE SUCCESSFUL,
APPROVING AND AUTHORIZING THE MAYOR AND CITY CLERK TO
EXECUTE SUCH CONTRACT; ADDITIONALLY APPROPRIATING
FUNDS IN THE TOTAL AMOUNT OF $1,174,779 FROM THE 1999
GENERAL OBLIGATION (G.O.) BOND FUND NO. 377 TO COMPLETE
THE BALANCE OF PREVIOUSLY APPROPRIATED FUNDS FOR THE
CONSTRUCTION BUDGET, AND THE COST OF FURNITURE, FIXTURES
AND EQUIPMENT, AS WELL AS ART IN PUBLIC PLACES, CAPITAL
IMPROVEMENT PROJECTS OFFICE MANAGEMENT FEE, AND THE
PROGRAM MANAGEMENT FEE.
WHEREAS, pursuant to RFl1 No. 11-96/97 to provide professional
architectural/engineering services for the Parks and Recreation Master Plan design, the
City entered into an agreement with the architectural firm of Bermello, Ajamil and
Partners, Inc. to develop plans and specifications for the North Shore Park and Youth
Center Project; and
WHEREAS, on November 2,1999, the citizens of Miami Beach voted $1,350,000
from the $92 Million General Obligation Bond fund to supplement the original Park General
Obligation Bond fund for, among other improvements, the North Shore Park and Youth
Center Project; and
WHEREAS, during the programming and design phases of the Project, the
Administration sought the input of the citizens at large through community meetings and
workshops; and
WHEREAS, throughout the process, the Project was extensively reviewed by the
public and various City boards and committees, including the North Beach Youth Center
Oversight Committee and the Parks and Recreation Facilities Board; and
WHEREAS, as a result, many changes, additions and adjustments were made and
a bigger architectural program and design, to fit the expressed needs of the community, was
achieved; and
WHEREAS, during the course of the construction documentation phase, the
Administration reviewed the constructability of the Project as it relates to the available
funding for construction;
WHEREAS, at this stage of the Project, the City's consultant, Bennello, Ajamil and
Partners, Inc., submitted a more accurate Probable Cost Estimate, and Hanscomb, Inc., an
independent professional construction cost estimating finn, also evaluated the cost of
construction, based on current market price and conditions; and both estimates established
at the time that programs would need to be deleted in order to meet the actual construction
budget; and
WHEREAS, on September 10, 2001, Invitation to Bid No. 58-00/01. for the
construction of the North Shore Park and Youth Center, was issued with a bid opening date
of October 10, 2001; and
WHEREAS, one thousand nine hundred and fifty eight (1,958) vendors were
notified, and sixty-three (63) bid specifications were issued; on October 10, 2001, four (4)
bids were received, with three (3) responsive bids, and one (1) non-responsive bid; and
WHEREAS, after evaluation by the City's consultant and the Administration, The
Collage Design and Construction Group, Inc., doing business as "The Collage Companies",
was determined to be the lowest and best bidder; and
WHEREAS, all the bids, including The Collage Companies', significantly exceeded
the Project budget; and
WHEREAS, the Administration reviewed and analyzed the possible options
available for the Project; therefore recommends the Mayor and City Commission to authorize
the Administration to enter into negotiations with the lowest and best bidder to get the
project within the funded amount.
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 approve and authorize the City Manager or his designee to negotiate
a contract with The Collage Design and Construction Group, Inc., doing business as "The
Collage Companies", as the lowest bidder, in response to Invitation to Bid No.58-00/0l for
the construction of the North Shore Park and Youth Center, in an amount not to exceed
$5,861,232, comprised of hard construction and contingency costs for the Project; and if the
negotiations are successful, approve and authorize the Mayor and City Clerk to execute such
contract; additionally appropriating funds in the total amount of $1.174,779 from the 1999
General Obligation (G.O.) Bond Fund No. 377 to complete the balance of previously
appropriated funds for the construction budget, and the cost of furniture, fixtures and
equipment, as well as Art in Public Places, Capital Improvement Projects Office
management fee, and the program management fee.
PASSED AND ADOPTED this 17th day ofOctobe; 2001.
A TIEST:
~r fcu~
CITY CLERK
tij
MAYOR
F:\WORK\SALL\MAGMIOOOBOND\NOSORESO.WPD
APPROVED AS TO
FORM & lANGUAGE
& FOR EXECUTION
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City Ait<>m<tf'( Date
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IEAMHLO'AJAMIL
lPARTNERS.INC
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October 16.2001
Via Fax/Mail
Mr Michel Magloire
Project Manager
City of Miami Beach
\700 Convention Center Drive
Miami Ileach, FL, 33139
HE:
City of :\liami Beach
North Shorr. Park Bid Award Recommendation
B&A Project No. 9753.101
Mr, Magloire,
011 Wednesday, October 10,2001, the City of Miami Beach received four bids for the North Shore
Park Md Youth Center project. On Monday, October 15,2001, city staff forwarded a bid tabulation
form to I3&A identifying specific requirements due from each contractor at the time ofthe bid, Based
olllhe information bcing indlcated on this tabulation form, the apparent low bidder at the time of the
bid opening did not submit a 5% bid bond nor did they issue a certified check that would have
satisfied this requirement, The apparent low bidder hilS been deemed non-responsive by the City of
Miami Deach Procurement department. Thus, B&A is recommending that the City accept the second
low bidder, The Collage Desigl1 and Construction Group, Inc who has apparently satisfied all bidding
req\liremems
O&A is recommending that the City of Miami Beach proceed with the Base Bid work only Should
you have any further questions regarding this recommendation, please call me,
;-~
,
Partner
cc\w\cncL
Ke,in Smith, eMS
Tim Hemstreet. eMS
Todd Osbofll. VRS
Project FIle
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CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH. FLORIDA 33139
http:\\ci.miami-beach.fl.us
COMMISSION MEMORANDUM
TO:
Mayor Neisen O. Kasdin and
Members ofthe City Commission
JorgeM.Gonzalez ~ .~
City Manager Or 0
DATE: October 17, 2001
FROM:
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE CITY
MANAGER OR HIS DESIGNEE TO NEGOTIATE A CONTRACT WITH THE
COLLAGE DESIGN AND CONSTRUCTION GROUP, INC., DOING BUSINESS AS
"THE COLLAGE COMPANIES", AS THE LOWEST BIDDER IN RESPONSE TO
INVITATION TO BID NO. 58-00/01 FOR THE CONSTRUCTION OF THE NORTH
SHORE PARK AND YOUTH CENTER, IN AN AMOUNT NOT TO EXCEED
$5,861,232, COMPRISED OF HARD CONSTRUCTION AND CONTINGENCY
COSTS FOR THE PROJECT; AND IF THE NEGOTIATIONS ARE SUCCESSFUL,
APPROVING AND AUTHORIZING THE MAYOR AND CITY CLERK TO
EXECUTE SUCH CONTRACT; ADDITIONALLY APPROPRIATING FUNDS IN
THE TOTAL AMOUNT OF $1,174,779 FROM THE 1999 GENERAL OBLIGATION
(G.O.) BOND FUND NO. 377 TO COMPLETE THE BALANCE OF PREVIOUSLY
APPROPRIATED FUNDS FOR THE CONSTRUCTION BUDGET, AND THE COST
OF FURNITURE, FIXTURES AND EQUIPMENT, AS WELL AS ART IN PUBLIC
PLACES, CAPITAL IMPROVEMENT PROJECTS OFFICE MANAGEMENT FEE,
AND THE PROGRAM MANAGEMENT FEE.
ADMINISTRATION RECOMMENDATION:
Adopt the Resolution.
FUNDING:
Funding in the total amount of $5,861,232 is available for construction and contingency
as follows:
. $4,095,407 from the 1995 Park General Obligation Bond Fund No. 370
. $660,919 from the 1999 General Obligation Bond Fund No. 377 (to be
appropriated)
. $93,458 from the Florida Recreation Development Assistance Program
(FRDAP) Grant
AGENDA ITEM P? 7 I
DATE lo-/7-0f
City Commission Memorandum
North Shore Park
October 17, 200 1
. $1,000,000 from the United States Housing Urban Development Department-
(HOD) -Section 108 Loan
. $11,448 from the Safe Neighborhood Park (SNP) Bond fund
ANALYSIS:
The North Shore Park project has been an ongoing and expanded vision of the community, the Mayor
and Members of the City Commission, and the Administration since early 1994 when a referral to a
joint meeting of the Finance and Capital Improvements Committee initially discussed the issuance of
a General Obligation Bond in the amount of $40 million for the improvements to the city park system.
At the time of the referral, the Park Bond Master Plan estimated $3,233,982 to cover the expenses
included in the scope of the North Shore Park and Youth Center project. The scope of work included
in the Master Plan consisted of, among other improvements to the park, the construction of a new
recreation center, a new tennis center, a new community center, a new field storage building, a new
covered basketball pavilion, and the renovation of the band shell. Also included in the program were
the replacement of the existing tennis courts by twelve (12) hydro-courts, the renovation of the existing
basketball courts, the construction of a new shuffleboard court and shelter, a new ball field, new park
entries, accessible routes and walkways, security lighting, new irrigation and landscaping.
On November 8, 1994, the citizens of Miami Beach approved the issuance of the $15 Million in General
Obligation (G.O.) Bonds for the improvements to the city park system, of which $2,559,580 was
earmarked to develop improvement programs identified in the Master Plan for North Shore Park.
Thereafter, the City entered into an Agreement with the architectural firm of Bermello, Ajamil and
Partners, Inc., to develop plans and specifications for the North Shore Park and five (5) other park
projects included in the Bond Master Plan.
During the North Shore Park project's programming and design phases, the Administration sought the
input of the citizens at large through community meetings and workshops. Therefore, throughout the
process, the project was extensively reviewed by the public and various City's Boards and Committees,
including the North Beach Youth Center Oversight Committee and the Parks and Recreation Facilities
Board. As a result, many changes, additions and adjustments were made. A bigger architectural
program and design, to fit the expressed needs of the community, was achieved. Consequently, the
project's budget needed to grow proportionally with the program. To achieve this goal, the
Administration, pursuant to the City Commission's approval. sought and received additional funding
from the Safe Neighborhood Park Bond (SNPB), the Florida Recreation Development Assistance
Program (FRDAP), the HOD -Section 108, the Quality of Life, totaling $1,117,500 in additional funds
for the project. Also the 1994 $15 Million Parks Bond allocation was increased to $4,557,467.
Additionally, on November 2, 1999, the citizens of Miami Beach voted $1,350,000 from the $92
Million G.O. Bond fund to supplement the original Park General Obligation Bond fund for the North
Shore Park and Youth Center project.
2
City Commission Memorandum
North Shore Park
October 17,2001
During the course of the construction documentation phase, the Administration reviewed the
constructability of the project as it relates to the available funding for construction. At this stage of the
project, the City's consultant, Bermello, Ajamil and Partners, Inc. submitted a more accurate Probable
Cost Estimate, Hanscomb Inc., an independent professional construction cost estimating firm, was also
requested to evaluate the cost of construction, based on current market price and conditions. Both
estimates established at the time that programs would need to be deleted in order to meet the actual
construction budget.
Consequently, City staff took the necessary steps to coordinate with Bermello, Ajamil and Partners, the
City's consultant, and URS Corporation, the City's program manager, the prioritization of the project's
program, including grouping the project's components in additive alternates, in order to make the bids
more realistic relating to the budget, resulting in a more manageable evaluation of the bids and later
award of the lowest and best bidder. The setting of the project components, as follows, took into
consideration the maximization of the available budget in relation to the ranking of the programs
established by City staff and the consultant based on community's input during the planning and
programming phases:
. Base bid:
Site Demolition and preparation
Youth Center and Gymnasium
Tennis courts
Tennis center building
Tennis practice court
Shuffleboard courts
Lighting fixtures
Signage
Baseball fields
. Additive Alternate No.1:
Baseball dugouts
. Additive Alternate No.2:
Concession I Restroom
Concession ex!. stair
Restroom ext. stair
Basketball court
. Additive Alternate No.3:
North pavilion
South pavilion
3 Flagpoles
Landscape lighting
3
City Commission Memorandum
North Shore Park
October 17, 2001
On September 10, 2001, the Invitation to Bid was issued with a Bid Opening date of October 5,2001.
One thousand nine hundred and fifty eight (1,958) vendors were notified and sixty-three (63) bid
specifications were issued. A Pre-Bid Conference was held on September 20, 2001. During the bidding
phase, the prospective bidders issued a number of requests for information. As a result, there were two
(2) addenda amending the bid documents and the bid opening date was extended to October 10, 2001.
Four (4) bids were received. Three (3) bids were responsive and one (1) was non-responsive. They are
as follows:
. Regosa Engineering, Inc. (Non- responsive)
. The Collage Design and Construction Group, Inc., d.b.a. "The Collage Companies"
. MCM Corp.
. Hewett-Kier Construction Inc.
The bidders' proposals included all labor, materials, equipment and supervision necessary to complete
the North Shore Park and Youth Center project, in accordance with the technical specifications and
drawings. To allow an early occupancy by the public, the project is divided in three (3) phases, each one
with a different substantial completion date. They are as follows:
1. Phase I
. Base Bid: Baseball fields
. Additive Alternate 2: Concession field house, tot lot, basketball court
Phase I must be substantially completed within one hundred eighty (180) calendar days after the Notice
to Proceed. Additionally, this phase shall be completed and ready for final payment forty-five (45) days
following the substantial completion date.
2. Phase II
. Base Bid: tennis center, tennis courts, shuffle board courts, practice court, maintenance building
. Additive Alternate 3: pavilions
Phase 2 must be substantially completed within three hundred sixty (360) calendar days after the Notice
to Proceed. Additionally, this phase shall be completed and ready for final payment forty-five (45) days
following the substantial completion date.
3. Phase III
. Base Bid: community center, gymnasium and entry plaza
Phase 3 must be substantially completed within four hundred fifty (450) calendar days after the Notice to
Proceed. Additionally, this phase shall be completed and ready for final payment forty-five (45) days
following the substantial completion date.
The following Bid Tabulation indicates the bidders' quotes for Base Bid, and Additive Alternates:
4
City Commission Memorandum
North Shore Park
October 17, 2001
BID TABUI.ATION
DESCRIPTION REGOSA COLLAGE MCM ENGINEERING HEWETT-KIER
ENGINEERING. CONSTRUCTION
Total Base Bid $5.950.000 $5.997.000 $6.900.000 $6.962.450
Add Alternate #1
Baseball DU20Uts
Total Alternate #1 $40.000 $115.000 $53.000 $25.100
Add Alternate #2
ConcessionJRestroom
Concession Ext. Stair
Restroom Ext. Stair
Basketball Court
Total Alternate #2 $384.000 $433.000 $378.000 $491.400
Add Alternate #3
North Pavilion
South Pavilion
3 Flagpoles
landscape lighting
Total Alternate #3 $267.000 $220.000 $183.000 $208.500
Total Base Bid + Alternates $6.641.000 $6.765.000 $7.514.000 $7.687,450
*Note: Regosa Engineering Inc. was deemed non-responsive for failure to submit with its bid, the required
5% Bid Guaranty.
The City's total funding for construction of the North Shore Project is $6,301,832. This funding includes
the cost for the construction, and the construction contingency, and an allowance to cover the costs of other
owner's provided components for the project that include: site lighting, site furnishing, signage, and
playground equipment.
City staff and the City's consultants have evaluated the bids. The bidders' references were also verified
by the City's Procurement Division and the Rating Source.Com Inc. As a result, The Collage Design
and Construction Group, Inc., d.b.a. "The Collage Companies" was established to be the "lowest and
best" bidder. The following comparison table indicates the result of the analysis:
BID TABULATION ANALYSIS
DESCRIPTION COLLAGE CONSTRUCTION ACTUAL BUDGET UNFUNDED
Total Base Bid $5 997 000 $5,311.232 $685 768
Construction contingency $0 $550.000 $0
**SitelillhtiOl! $0 $352.000 $0
**Siiroage allowance $0 $25.000 $0
**PlavJUound EQuipment allowance $0 $35.000 $0
..Site furnishing $0 $28.600 $0
."'Subtotal $440.600 $0
Total Alternate #1 $115.000 $115.000
Total Alternate #2 $433.000 $433.000
Total Alternate #3 $220.000 $220.000
Total Base Bid + Alternates $6 765 000 $6.301.832 $1 453 768
~ **indicate the items to be purchased and provided directly by the City in order to achieve savings.
5
City Commission Memorandum
North Shore Park
October 17, 2001
In light of the above, and as stipulated in Article 4.2.2 of the Agreement between the City and the design
consultant Bermello, Ajarnil and Partners, "if the lowest bona fide base bid exceeds the Construction
Cost Budget by more than 5%, the City Commission shall at its sole discretion, have any of the following
options:
1) Give written approval of an increase in the Construction Cost Budget (Increase of funding).
2) Reject all bids and proposals, authorize re-bidding, or (if permissible) authorize are-negotiation
of the Project within a reasonable time.
3) Abandon the Project and terminate Consultant's services for the Project covered by this
Agreement without further liability to the City.
4) Select as many Deductive Alternatives as may be necessary to bring the award within the
Construction Cost Budget. (Not applicable since the bid does not include any Deductive
Alternates)
5) Cooperate with the Consultant in reducing the Project's scope and quality and construction
schedule and sequence of work as required to reduce the Construction Cost.
In addition to the Contract's langnage with Bermello, Ajarnil and Partners, the following Code Section
applies, Section 2-367 of the City Code entitled Rejection of bids; negotiation; waiver of competitive
bidding:
"If the lowest and best bidder exceeds the budgeted amount allocated towards the construction of the
work which has been competitively bid in major municipal projects, the City Manager or his designee
with approval of the City Commission shall have the power to negotiate an agreement with the lowest
and best bidder exceeding the budgeted amount of the work." In addition, the Code defines "major
municipal" projects as "those projects whose project costs exceed $5,000,000".
This essentially leaves the City with three (3) viable options:
1) Authorize the Administration to enter into negotiations with the lowest and best bidder to get the
project within the funded or budgeted amount; or
2) Authorize additional funding for the project of at least $685,768 to meet the current Base Bid.
Additional funding would be needed for each Additive Alternate, as noted in the Bid Tabulation
Analysis; or
3) Reject all the bids and direct the ArchitectlEngineer, Bermello, Ajarnil and Partners to re-design
the project to come within the funded amount.
The Administration recommends OptionNo.l, with the understanding that the final outcome may include
a reduction in scope, resulting from the value engineering of the project. As a point of information, a
proposed reduction in the scope of the project may include, but may not be limited to, the following: a
reduction of the number of tennis courts, less landscaping, material substitution, less paving areas, or
reduction of the total square footage of the buildings.
~~~*.
\\CH~\VOLl\WORK\$AlLIMAGM[aGOBOND\NSPBID,doc
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