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2012-27991 Reso RESOLUTION NO. 2012-27991 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 FIRMS, PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) NO. 57-11/12, FOR THE PURPOSE OF CONDUCTING THE REQUIRED 40-YEAR BUILDING RECERTIFICATION AND SUBSEQUENT 10-YEAR BUILDING RECERTIFICATION, AS REQUIRED BY MIAMI-DADE COUNTY CODE; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP-RANKED PROPOSER, DOUGLAS WOOD ASSOCIATES/GARTEK ENGINEERING; AND SHOULD THE ADMINISTRATION NOT BE ABLE TO SUCCESSFULLY NEGOTIATE AN AGREEMENT WITH THE TOP-RANKED PROPOSER, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH THE SECOND-RANKED PROPOSER, EASTERN ENGINEERING GROUP; AND SHOULD THE ADMINISTRATION NOT BE SUCCESSFUL IN NEGOTIATING WITH THE SECOND-RANKED PROPOSER, NEGOTIATE WITH THE THIRD-RANKED PROPOSER, M2E CONSULTING ENGINEERS AS NEEDED RESPECTIVELY; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. WHEREAS, on July 18, 2012, the Mayor and City Commission approved the issuance of a Request for Qualifications (RFQ) for the purpose of conducting the required 40-year building recertification and subsequent 10-year building recertification, as required by Miami-Dade county code; and WHEREAS, the RFQ was issued on July 27, 2012, with a bid opening date of August 20, 2012; and WHEREAS, a pre-qualification meeting to provide information to prospective proposers was held on August 9, 2012; and WHEREAS, BidNet issued bid notices to 220 prospective proposers, and over 71 local proposers were notified via e-mail resulting in the receipt of three (3) proposals by David Wood Associates/Gartek Engineering, Eastern Engineering Group and M2E 9 9 p Consulting Engineers; and WHEREAS, the City Manager, via a Letter to Commission (LTC) No. 218-2012, appointed the following individuals as Evaluation Committee (the "Committee") members: • Herman Fung, Contract Administrator, Property Management Division • Maria Chang Mayer, CMB Leadership Academy Graduate, Resident • Moshen Jarahpour, Building Inspector, Building Department • Muayad Abbas, CMB Leadership Academy Graduate, Resident WHEREAS, the Committee convened on August 28, 2012, and a quorum was attained; and WHEREAS, the Committee was provided with general information on the scope of services, Performance Evaluation Surveys and additional pertinent information from all responsive proposers; and WHEREAS, the Committee was also provided with presentations from all proposers with the intent of focusing the discussion on the Scope of Services relative to 40 and 10-year building recertification's; and r WHEREAS, the Committee discussed their individual perceptions of the proposers' qualifications, experience, and competency; and WHEREAS, on August 30, 2012, the Committee reconvened and were presented with the aforementioned information; and WHEREAS, a motion (which was unanimous) was made to recommend that the Administration enter into negotiations with the Committee's top-ranked proposer, Douglas Wood Associates/Gartek Engineering; and should the negotiations be unsuccessful, that it negotiate with the second ranked proposer, Eastern Engineering Group; and WHEREAS, after considering the review and recommendation of Evaluation Committee, the City Manager exercised her due diligence and is recommending that the Mayor and the City Commission authorize negotiations with the top-ranked proposer, Douglas Wood Associates; and should the Administration not be successful in negotiating an agreement with the top-ranked proposer, authorizing negotiations with the second-ranked proposer, Eastern Engineering Group; and should the Administration not be successful in negotiating an agreement with the second-ranked proposer, authorizing negotiations with the third-ranked proposer, M2E Consulting Engineers. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY , COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission authorize the recommendation of the City Manager to negotiate with the top- ranked proposer, Douglas Wood Associates; and should the Administration not be successful in negotiating an agreement with the top-ranked proposer, authorizing negotiations with the second-ranked proposer, Eastern Engineering Group; and should the Administration not be successful in negotiating an agreement with the second-ranked proposer, authorizing negotiations with the third-ranked proposer, M2E Consulting Engineers. PASSED AND ADOPTED THIS A"- DAY OF ATTEST: CITY LER AMA �O;A TAGEND \��1 �.1 kR - -40-year Building Recertification-Reso.docx INCORP ORATED Y� APPROVED AS TO �ro FORM & LANGUAGE &FOR(EXECUTION ;r `r f ity to (N Date COMMISSION ITEM SUMMARY Condensed Title: 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 Firms, Pursuant To Request For Qualifications (RFQ) No. 57-11/12, For The Purpose Of Conducting The Required 40-Year Building Recertification And Subsequent 10-Year Building Recertification, As Required By Miami- Dade County Code; Authorizing The Administration To Enter Into Negotiations With The Top-Ranked Proposer, Douglas Wood Associates/Gartek Engineering; And Should The Administration Not Be Able To Successfully Negotiate An Agreement With The Top-Ranked Proposer, Authorizing The Administration To Negotiate With The Second-Ranked Proposer, Eastern Engineering Group; And Should The Administration Not Be Successful In Negotiating With The Second-Ranked Proposer, Negotiate With The Third-Ranked Proposer, M2E Consulting Engineers As Needed Respectively; And Further Authorizing The Mayor And City Clerk To Execute An Agreement Upon Conclusion Of Successful Negotiations By The Administration. Key Intended Outcome Supported: Ensure well maintained facilities. Supporting Data (Surveys, Environmental Scan, etc.): The 2009 Customer Satisfaction Survey indicated that 87.2% of residents, and 85% of businesses rated the appearance and maintenance of the City's public buildings as excellent or good. Issue: Shall the Mayor and City Commission adopt the Resolution? Item Summary/Recommendation: At its July 18, 2012 meeting, the Mayor and City Commission approved the issuance of a Request for Qualifications (RFQ) for the purpose of conducting the required 40-year building recertification and subsequent 10-year building recertification, as required by Miami-Dade county code. RFP No. 57- 11/12 was issued on July 27, 2012, 2012, with a bid opening date of August 20, 2012. BidNet issued bid notices to 220 prospective proposers, and over 71 local proposers were notified via e-mail, which resulted in the receipt of the following three (3) proposals. David Wood Associates/Gartek Engineering, Eastern Engineering Group and M2E Consulting Engineers A motion (which was unanimous) was made to recommend that the Administration enter into negotiations with the Committee's top-ranked proposer, Douglas Wood Associates/Gartek Engineering; and should the negotiations be unsuccessful, that it negotiate with the second ranked proposer, Eastern Engineering Group. ADOPT THE RESOLUTION. Advisory Board Recommendation: N/A Financial Information: Source of Amount Account Approved. Funds: �. 2 3 4 OBPI Total Financial Impact Summary: N/A City Clerk's'Office Legislative Tracking: Sign-Offs: Department Director Assistant C' y Man r City M ger FHB JGG PDW KGB T:IAGENDA1201217-18-1 \RFQ 40-Year Building Recertification S RY.doc AGENDA ITEM C 7 M Nigv M.I AM I B" EAC H DATE 2 MIAMI BEACH City of Miami Beath, 1700 Convention Center Drive,Miami Beach,Florida 33139,www.miamibeachfl.gov COMMISSION MEMORANDUM TO: Mayor Matti Herrera Bower and Members of the City Commission FROM: Kathie G. Brooks, Interim Ci ty Manager Mana 9 DATE: September 12, 2012 SUBJECT: 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 FIRMS, PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) NO. 57-11/12, FOR THE PURPOSE OF CONDUCTING THE REQUIRED 40-YEAR BUILDING RECERTIFICATION AND SUBSEQUENT 10-YEAR BUILDING RECERTIFICATION, AS REQUIRED BY MIAMI-DADE COUNTY CODE; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP-RANKED PROPOSER, DOUGLAS WOOD ASSOCIATES/GARTEK ENGINEERING; AND SHOULD THE ADMINISTRATION NOT BE ABLE TO SUCCESSFULLY NEGOTIATE AN AGREEMENT WITH THE TOP-RANKED PROPOSER, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH THE SECOND-RANKED PROPOSER, EASTERN ENGINEERING GROUP; AND SHOULD THE ADMINISTRATION NOT BE SUCCESSFUL IN NEGOTIATING WITH THE SECOND-RANKED PROPOSER, NEGOTIATE WITH THE THIRD-RANKED PROPOSER, M2E CONSULTING ENGINEERS AS NEEDED RESPECTIVELY; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. ADMINISTRATION RECOMMENDATION Adopt the Resolution KEY INTENDED OUTCOME Ensure well maintained facilities. BACKGROUND Under Section 8-11 (f)of the Miami—Dade County Code, the owner of a building which has been in existence for forty(40)years or longer is required to have the building inspected for the purpose of determining the general structural condition of the building and the general condition of its electrical systems. In accordance with Section 8-11 (f)the owner(City)must submit a written Recertification Report to the Building Official, prepared by a Florida registered professional engineer or architect*, certifying each building or structure is structurally and electrically safe for the specified use for continued occupancy. Commission Memorandum RFQ for Required Building Re-certification September 12, 2012 Page 2 of 5 Given the fact the City owns a number of buildings that are now 40 years of age or older, the City is required to comply with the State Statute thus we must move to have our facilities professionally evaluated and recertified in accordance with the requirements and mandates of the Statute. RFP PROCESS At its July 18, 2012 meeting, the Mayor and City Commission approved the issuance of a Request for Qualifications (RFQ)for the purpose of conducting the required 40-year building recertification and subsequent 10-year building recertification, as required by Miami-Dade county code. RFP No. 57-11/12 was issued on July 27, 2012, 2012, with a bid opening date of August 20, 2012. A pre- proposal conference to provide information to the proposers submitting a response was held on August 9, 2012. BidNet issued bid notices to 220 prospective proposers, and over 71 local proposers were notified via e-mail, which resulted in the receipt of the following three (3) proposals: • David Wood Associates/Gartek Engineering • Eastern Engineering Group • M2E Consulting Engineers SCOPE OF SERVICES: The successful proposer will be required to provide inspection services of City owned facilities as designated by the owner. Inspection and recertification of the facilities must be performed in accordance with the aforementioned Section of the Miami-Dade County Code. The written Recertification Report must be prepared by a Florida registered engineer or architect. All inspectors must be certified by the State of Florida to perform the inspections of their specific disciplines and must have extensive knowledge of current building code requirements. The City retains the right to award all, partial or none of the buildings to be recertified and shall 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. Such action by the City, if undertaken, shall comply with the aforementioned Florida State Statute. The current list of buildings to undergo the 40 year recertification are as follows: • 777 Building • Sanitation/Fleet Management facility • 555 Building, Bass Museum • Fire Station No. 1 • Byron Carlyle Theater The current list of buildings to undergo the 10-year recertification are as follows: • Log Cabin, • Colony Theater • Historic Fire Station No. 2 • Historic City Hall. Commission Memorandum RFQ for Required Building Re-certification September 12, 2012 Page 3 of 5 All recertifications shall be completed within 120 days of the date of the Notice to Proceed issued after contract execution. Six(6)copies of the detailed, certified report shall be presented to the owner in binder form within 30 days of the completed recertification process. The following Evaluation Criteria was used to evaluate and rank the proposals received in response to the RFP: Total Criteria Points 25 The experience, qualifications and portfolio of the Principal Firm 30 The experience and qualifications of the professional personnel assigned to the Project Team and the Project Manager, as well as their familiarity with this project and a thorough understanding of the methodology and approach to be used in this assignment 20 Past performance based on quality of the Performance Evaluation Surveys and the Administration's due dilligence based upon reference checks performed of the Firms clients 5 Willingness to meet time and budget requirements as demonstrated by past performance, methodology and approach 5 Certified minority business enterprise participation. Either the Prime Consultant or the sub-Consultant team may qualify for proof of certification for minority business enterprise participation. Accepted minority business enterprise certifications include the Small Business Administration (SBA), State of Florida, or Miami-Dade Count 5 Location 5 Recent, current and projected workloads of the firms 5 The volume of work previously awarded to each firm by the City,with the object of effecting an equitable distribution of contracts among qualified firms, provided such distribution does not violate the principle of selection of the most highly ualified firm Additional Points: LOCAL PREFERENCE: The Evaluation Committee will assign an additional five(5)points to Proposers, which are, or include as part of their proposal team, a Miami Beach-based vendor as defined in the City's Local Preference Ordinance. VETERANS PREFERENCE: The Evaluation Committee will assign an additional five (5) points to Proposers, which are, or include as part of their proposal team, a small business concern owned and controlled by a veteran(s) or a service-disabled veteran business enterprise, as defined in the City's Veterans Preference Ordinance. The City Manager,via Letter to Commission(LTC)No.218-2012,dated August 20,2012,appointed an Evaluation Committee ("the Committee") consisting of the following individuals: • Herman Fung, Contract Administrator, Property Management Division • Maria Chang Mayer, CMB Leadership Academy Graduate, Resident • Moshen Jarahpour, Building Inspector, Building Department • Muayad Abbas, CMB Leadership Academy Graduate, Resident Commission Memorandum RFQ for Required Building Re-certification September 12, 2012 Page 4 of 5 Alternates: • Jason Hagopian, CMB Leadership Academy Graduate, Resident • Duane Knecht, Property Management Division Director • Candelario Martinez, Chief Electrical Inspector, Building Department The Committee convened on August 28, 2012, and a quorum was attained. The Committee was provided with general information on the scope of services, Performance Evaluation Surveys and additional pertinent information from all responsive proposers. The Committee was also provided with presentations from all proposers with the intent of focusing the discussion on the Scope of Services relative to 40 and 10-year building recertification's. The Committee discussed their individual perceptions of the proposers'qualifications, experience, and competency. A motion was presented by the Committee to reconvene and have the following information available prior to the next Committee meeting: • Check references for M2E Consulting Engineers • Previous or current workload with the City(all firms) • List of recertification's done over the last five (5)years for each company On August 30, 2012, the Committee reconvened and were presented with the aforementioned information. A motion (which was unanimous) was made to recommend that the Administration enter into negotiations with the Committee's top-ranked proposer, Douglas Wood Associates/Gartek Engineering; and should the negotiations be unsuccessful,that it negotiate with the second ranked proposer, Eastern Engineering Group. The Committee's final rankings are as follows: Hem an Fung Mo Jarah our Maria Chang Mayer Total Total Total LOW AGGREGATE Rankinq PROPOSER Rank Points Rank Points Rank Points TOTALS Order Douglas Wood 1 89 1 87 2 94 4 1 Eastern Engineering 2 88 2 86 1 96 5 2 M2E Consulting 3 76 3 69 3 89 1 9 1 3 COMPANY'S PROFILE Douglas Wood Associates has partnered with Gartek Enginnering to provide the building recertification services.These two(2)firms have worked together over fifteen(15)years on projects which include building recertifications. Both Gartek Engineering and Douglas Wood Associates are recognized experts in historical buildings. Douglas Wood Associates is on the City's Architect and Engineering list for the discipline of Architect - Historic Building Specialization and Structural Engineering. The following is a list provided by Douglas Wood of recertification projects completed over the last five (5)years and City of Miami Beach projects: Commission Memorandum RFQ for Required Building Re-certification September 12, 2012 Page 5 of 5 Recertification Projects— Last 5 Years - FIU Wolfsonian Museum, Miami Beach - Miami Beach Woman's Club (FIU), Miami Beach - Belcrest Condominium, Miami Beach - 1446 Lennox Avenue, Miami Beach - Bal Harbour Shops, Bal Harbour - Vizcaya East Gate Lodge, Miami - Vizcaya West Gate Lodge, Miami - Seybold Building, Miami - Miami Woman's Club, Miami - Trinity Cathedral (current project), Miami - 475-495 Biltmore Way, Coral Gables - Duquesne Cottages, Carrollton School, Miami - Cutler Manor, Miami-Dade County - Historic Chateau Petit Douy, Miami - Valiente Residence, Miami City of Miami Beach Projects - Colony Theater (as a subconsultant to R.J. Heisenbottle Architects) - Soundscape and Exostage (Lincoln Park) (as a subconsultant to West 8) - Evaluation of Eleven Historic Monuments - Restoration of Flagler Memorial (as a subconsultant to Conservation Solutions) - Restoration of"Closed S" sculpture by Charles O. Perry - Evaluation of Fire Station No. 2 - Limited Evaluation of Multi-Purpose Parking Facility - Construction Draw Request for Meridian Apartments - Avery Smith Home (Coral Rock House) (through Dade Heritage Trust) - Emergency Response Evaluation for Old City Hall (as a subconsultant to R.J. Heisenbottle Architects) MANAGER'S DUE DILIGENCE After considering the review and recommendation of Evaluation Committee, the City Manager exercised her due diligence and is recommending that the Mayor and the City Commission authorize negotiations with the top-ranked proposer, Douglas Wood Associates; and should the Administration not be successful in negotiating an agreement with the top-ranked proposer, authorizing negotiations with the second-ranked proposer, Eastern Engineering Group;and should the Administration not be successful in negotiating an agreement with the second-ranked proposer, authorizing negotiations with the third-ranked proposer, M2E Consulting Engineers. CONCLUSION The Administration recommends that the Mayor and City Commission authorize the recommendation of the City Manager to negotiate with the top-ranked proposer, Douglas Wood Associates; and should the Administration not be successful in negotiating an agreement with the top-ranked proposer, authorizing negotiations with the second-ranked proposer, Eastern Engineering Group; and should the Administration not be successful in negotiating an agreement with the second-ranked proposer, authorizing negotiations with the third-ranked proposer, M2E Consulting Engineers. KGB/JGG/FHB TAAGENDA\2012\7-18-12\RFQ 40-Year Building Recertification MEMO.doc