2013-28431 Reso RESOLUTION NO. 2013-28431
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, APPROVING FUNDING, IN AN
AMOUNT OF UP TO $50,000, AND AUTHORIZING THE CITY
MANAGER OR HIS DESIGNEE TO REIMBURSE THE MIAMI BEACH
VISITOR AND CONVENTION AUTHORITY (VCA) (IN AN AMOUNT
NOT TO EXCEED $50,000) WITH REGARD TO THE VCA'S
COMPLETION OF THE BUILD-OUT OF ITS NEW OFFICE SPACE,
LOCATED AT 1701 MERIDIAN AVENUE, UNIT 403; SUCH
REIMBURSEMENT FOR A NEW HEATING, VENTILATION, AND AIR
CONDITIONING (HVAC) SYSTEM DESIGN, ENGINEERING,
PERMITTING AND INSTALLATION.
WHEREAS, the VCA has utilized office space on the 4t" floor of the City-owned building
located at 1701 Meridian Avenue since 2007, known as Suite 402A, that consists of approximately
541 square feet; and
WHEREAS, the VCA has outgrown its space and requested to move to a larger office
space, which is available in Suite 403, also located at 1701 Meridian Avenue; and
WHEREAS, Suite 403 required extensive improvements which the VCA agreed to
perform at its expense, and contracted with an architect to produce plans and specifications which
were subsequently approved by the City Administration and the City's Building Department; and
WHEREAS, the VCA hired a general contractor to perform the build-out of the space; the
total cost of construction is approximately $70,000; and
WHEREAS, the City and VCA intended to utilize the existing building heating, ventilation
and air conditioning ("HVAC") system; however, after construction started, it was determined the
existing HVAC system was inadequate, and the Administration determined a separate HVAC
system would be necessary; and
WHEREAS, repairs to the HVAC system is the City's responsibility as Landlord; and
WHEREAS, the VCA's general contractor solicited three (3) bids for the HVAC installation
and also received pricing from the existing electrical contractor for the electrical service to the new
HVAC system and the upgrade of the electrical panel; the combined cost for the new HVAC system
and electrical work is approximately $40,000; and
WHEREAS, the City's funding of costs of the HVAC system improvements shall be in
accordance with the approved final budget for said improvements; and
WHEREAS, all costs and fees attributable to work performed by the VCA on behalf of
City shall be identified, tracked, accounted for, invoiced and paid separately from VCA's
improvements, in a manner that clearly distinguishes City's costs from VCA's costs; and
WHEREAS, any costs properly incurred by the VCA which may be due and owing shall
be submitted to City with accurate and complete records of all receipts and expenditures, as well
as all documents pertaining to payments received and made in conjunction with these City costs,
including, without limitation, vouchers, bills, invoices, receipts and canceled checks, paid in full by
City to the VCA within thirty (30) calendar days after such submittal; and
WHEREAS, the VCA shall submit to the City the final "as built" approved final plans and
specifications for the improvements; and
WHEREAS, the Administration recommends the Mayor and City Commission authorize
funding, in an amount of up to $50,000, to reimburse the VCA for the installation of a new HVAC
system, which also includes electrical service upgrade, design & engineering costs, and permitting
costs.
NOW, THEREFORE, BE IT DULY RESOLVED THAT THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission
hereby approve funding, in an amount of up to $50,000, and authorize the City Manager or his
designee to reimburse the Miami Beach Visitor and Convention Authority (VCA) (in an amount not
to exceed $50,000) with regard to the VCA's completion of the build-out of its new office space,
located at 1701 Meridian Avenue, Unit 403; such reimbursement for a new heating, ventilation, and
air conditioning (HVAC) system design, engineering, permitting and installation.
PASSED and ADOPTED this day of"42013.
ATTEST:
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COMMISSION ITEM SUMMARY
Condensed Title:
Resolution Approving Funding In An Amount Of Up To $50,000, Authorizing The City Manager Or His
Designee To Reimburse The Miami Beach Visitor And Convention Authority (MBVCA) (In An Amount Not To
Exceed $50,000)With Regard To The MBVCA's Completion Of The Build-Out Of The Office Space Located At
1701 Meridian Avenue, Unit 403 To Include The Heating, Ventilation, And Air Conditioning (HVAC) System
Design, Engineering, Permitting And Installation.
Key Intended Outcome Supported:
Increase resident satisfaction with the level of services and facilities.
Supporting Data(Surveys, Environmental Scan, etc.):
Approximately 40% of retail businesses surveyed, rank Miami Beach as one of the best places to do business and
61% of the same group would recommend Miami Beach as a place to do business.
Item Summa /Recommendation:
The MBVCA has utilized office space on the 4 floor of the City-owned building located at 1701 Meridian
Avenue since 2007. The current space, known as Suite 402A, consists of approximately 541 square feet. The
MBVCA has outgrown their space and requested to move to larger office space available in Suite 403, also
located at 1701 Meridian Avenue. The City agreed to provide the space consisting of approximately 900
square feet.
Suite 403 required extensive improvements which the MBVCA agreed to perform at their expense. The
MBVCA contracted with an architect to produce plans and specifications which were subsequently approved
by the Administration and the City's building department. The MBVCA hired a general contractor to perform
the build-out of the space. The total cost of construction is approximately $70,000. The City and MBVCA
intended to utilize the existing building heating, ventilation and air conditioning ("HVAC") system; however,
after construction started, it was determined the existing HVAC system was inadequate. The Administration
determined a separate HVAC system would be necessary and that this is the City's responsibility as Landlord
and not the tenant's responsibility. The general contractor solicited three (3) bids for the HVAC installation and
also received pricing from the existing electrical contractor for the electrical service to the new HVAC system
and the upgrade of the electrical panel. The combined cost for the new HVAC system and electrical work is
approximately$39,000. Additionally, the cost of patching and repairing the roof is estimated at$1,000.
Upon completion of the build-out of Suite 403, Representative Richardson will relocate from Suite 402B,
consisting of approximately 149 Square feet, to MBVCA's current space (Suite 402A), consisting of
approximately 541 square feet. Representative Richardson has expressed a desire to relocate to Suite 402A
as soon as possible to better accommodate his space requirements.
In order to complete the build-out of Suite 403 it is necessary to provide a new HVAC system and upgrade
the electrical service. The Administration recommends the Mayor and City Commission authorize funding in
an amount of up to $50,000, to reimburse the MBVCA for the installation of a new HVAC system, electrical
service upgrade, design &engineering costs and permitting costs.
Advisory Board Recommendation:
N/A
Financial Information:
Source of Amount Account
Funds: •� . $50,000 125-6396-000356 0;�
Financial Impact Summary: Funding is available from previously appropriated funds for FY 2008-2009
Renewal and Replacement(R/R) Contingency Project#rrccontnc , Account 125-6396-000356).
City Clerk's Office Legislative Tracking:
Max Sklar, ext. 6116
Sign-Offs:
De artm 06octoY Assistant Ci na er city er
MASI 1Z KGB 74 JLM
JLM/KGB/MAS//MMM
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AGENDA ITEM C 7
MIAMMEACH �-
� DATE
IMN_=77
MIAMIBEACH
City of Miami Beath, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Member of the Cit Commission
FROM: Jimmy Morales, City Manager
DATE: December 11, 2013
SUBJECT: A RESOLUTION OF THE MAY R AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APP OVING FUNDING IN AN AMOUNT OF UP TO
$50,000, AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO
REIMBURSE THE MIAMI BEACH VISITOR AND CONVENTION AUTHORITY
(MBVCA) (IN AN AMOUNT NOT TO EXCEED $50,000) WITH REGARD TO
THE MBVCA'S COMPLETION OF THE BUILD-OUT OF THE OFFICE SPACE
LOCATED AT 1701 MERIDIAN AVENUE, UNIT 403 TO INCLUDE THE
HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) SYSTEM
DESIGN, ENGINEERING, PERMITTING AND INSTALLATION.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
Funding is available from previously appropriated funds for FY 2008-2009 Renewal and
Replacement (R/R) Contingency (Project# rrccontncy, Account 125-6396-000356).
BACKGROUND
The Miami Beach Visitor and Convention Authority's (the "MBVCA") mission is to proactively recruit,
develop, and financially support and partner with events, festivals, programs and activities that are
innovative, high quality and representative of Miami Beach, which garner positive or noteworthy
media awareness, which enhance and augment the reputation of Miami Beach and the experience for
tourists, year-round, or which significantly impact our local hospitality and culinary businesses.
The MBVCA was created and exists pursuant to Chapter 67-930 of the Laws of Florida and Sections
102-246 through, and including 102-254 of the Code of Miami Beach. It is a seven-member authority;
each member is appointed by the City of Miami Beach Commission, with the goal of encouraging,
developing and promoting the image of Miami Beach locally, nationally and internationally as a
vibrant community and superb tourist destination. To this end, the MBVCA strategically focuses its
funding investments in a balanced manner; fostering outstanding existing programs, stimulating new
activities, and encouraging partnerships. The MBVCA is committed to a careful, long-term plan for
allocation of resources to build the uniqueness of Miami Beach as one of the world's greatest
communities and tourism destinations.
ANALYSIS
The MBVCA has utilized office space on the 4th floor of the City-owned building located at 1701
Commission Memorandum
Miami Beach Visitor and Convention Authority
December 11, 2013
Page 2 of 2
Meridian Avenue since 2007. The current space, known as Suite 402A, consists of approximately
541 square feet. The MBVCA has outgrown their space and requested to move to larger office space
available in Suite 403, also located at 1701 Meridian Avenue. The City agreed to provide the space
consisting of approximately 900 square feet.
Suite 403 required extensive improvements which the MBVCA agreed to perform at their expense.
The MBVCA contracted with an architect to produce plans and specifications which were
subsequently approved by the Administration and the City's building department. The MBVCA hired
a general contractor to perform the buildout of the space. The total cost of construction is
approximately $70,000.
The City and MBVCA intended to utilize the existing building heating, ventilation and air conditioning
("HVAC") system; however, after construction started, it was determined the existing HVAC system
was inadequate. The Administration determined a separate HVAC system would be necessary and
that this is the City's responsibility as Landlord and not the tenant's responsibility.
The general contractor solicited three (3) bids for the HVAC installation and also received pricing from
the existing electrical contractor for the electrical service to the new HVAC system and the upgrade of
the electrical panel. The combined cost for the new HVAC system and electrical work is
approximately $39,000. Additionally, the cost of patching and repairing the roof is estimated at
$1,000.
State Representative David Richardson
The City executed a lease with State Representative David Richardson on July 1, 2013 for Suite
402B at 1701 Meridian Avenue. Upon completion of the buildout of Suite 403, and MBVCA's
relocation to Suite 403, said lease allows for Representative Richardson to relocate from Suite 40213,
consisting of approximately 149 Square feet, to MBVCA's current space (Suite 402A), consisting of
approximately 541 square feet. Representative Richardson has expressed a desire to relocate to
Suite 402A as soon as possible to better accommodate his space requirements.
CONCLUSION AND RECOMMENDATION
In order to complete the buildout of Suite 403 it is necessary to provide a new HVAC system and
upgrade the electrical service.
The Administration recommends the Mayor and City Commission authorize funding in an amount of up
to $50,000, to reimburse the MBVCA for the installation of a new HVAC system, electrical service
upgrade, design & engineering costs and permitting costs.
J LM/K /MAS/M M M
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