2014-28883 ResoRESOLUTION NO,
2014-28883
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER AND THE ART IN PUBLIC PLACES (AIPP) COMMITTEE FOR MIAMI-
DADE COUNTY (COUNTY) TO PROVIDE ADMINISTRATIVE SUPPORT SERVICES
WITH RESPECT TO THE CITY'S AIPP FOR THE MIAMI BEACH CONVENTION
CENTER RENOVATION AND EXPANSION PROJECT (MBCC PROJECT);
ACCEPTING THE TERMS OF THE COUNTY'S PROPOSAL TO PROVIDE SUCH
SERVICES AT A FEE NOT -TO -EXCEED TEN PERCENT (10%) OF THE FINAL
AIPP ALLOCATION FOR THE MBCC PROJECT; AUTHORIZING THE CITY
MANAGER AND CITY ATTORNEY'S OFFICE TO NEGOTIATE AND DRAFT AN
AGREEMENT BASED ON THE APPROVED TERMS OF THE COUNTY'S
PROPOSAL; AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE
THE FINAL AGREEMENT UPON THE CONCLUSION OF SUCCESSFUL
NEGOTIATIONS WITH THE COUNTY'S DEPARTMENT OF CULTURAL AFFAIRS.
WHEREAS, the cost of the MBCC Project is currently estimated at $512 million and, based on
one and one-half percent (1'/2 %), funding for the AIPP project is estimated at $6.25 million; and
WHEREAS, since the estimated art budget for the MBCC Project will require the City to
simultaneously manage several large public art commissions, the City Administration sought guidance
from the Miami -Dade County Department of Cultural Affairs (County), as the County has substantial
experience managing complex, large-scale, multi-million public art commissions, including
management of AIPP projects on behalf of other municipalities; and
WHEREAS, the County has submitted the proposal attached hereto as Exhibit A-1, to provide
the City with consulting and project management services for no fewer than three (3) and no more
than five (5) independent artwork commissions for the MBCC Project, including all services required
to support the City's artist selection process through artist commissioning, contracting, and the design,
fabrication, and installation of completed artworks selected by the City; and
WHEREAS, as part of its proposal, the County prepared (1) an estimated project budget for
each commission, attached hereto as Exhibit A-2, with proposed administrative fees at an amount
not -to -exceed ten (10%) percent of the final AIPP allocation for the MBCC Project (currently estimated
at $625,000); and (2) a tentative project timeline attached hereto as Exhibit A-3; and
WHEREAS, in order to cover Miami -Dade County's administrative fees through December
2015, the City will 'need to fund a total of $315,000 at this time, with the balance of the funds subject
to funding availability; and
WHEREAS, on November 18, 2014, the City's AIPP Committee recommended that the City
accept the County's proposal to provide AIPP services, a proposal which is also recommended by the
City Administration as being in the best interest of the MBCC Project.
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 accept the recommendation of the City Manager and the AIPP Committee for Miami -Dade County
to provide administrative services with respect to the City's AIPP for the MBCC Project; accepts the
terms of the County's proposal to provide such services at a fee not -to -exceed ten percent (10%) of
the final AIPP Allocation for the MBCC Project; authorizes the City Manager and City Attorney's Office
to negotiate and draft an agreement based on the approved terms of the County's proposal; and
authorizes the Mayor and City Clerk to execute the final agreement upon the conclusion of succession
negotiations with the County's Department of Cultural Affairs.
PASSED and ADOPTED this /8 day of December, 2014.
-
t;'� '0�",-,), Philip Levi
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•INCORP ORATED
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Rafa6I E. Granado, City Clerk
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
_41 aaLli4/
City Attorney Date
EXHIBIT A-1
Carlos A. Gimenez, Mayor
October 22, 2014
Mr. Dennis Leyva
Art in Public Places Coordinator
City of Miami Beach
1755 Meridian Avenue, Suite 500
Miami Beach, FL 33139
Subject: Miami -Dade Art in Public Places Proposal for Collaboration
Dear Mr. Leyva:
Cultural Affairs
111 NW 1st Street • Suite 625
Miami, FL 33128-1994
T 305-375-4634 F 305-375-3068
miamidadearts.org
miamidade.gov
The Miami -Dade Department of Cultural Affairs, through its Art in Public Places program (MDC -APP), is
excited about the potential opportunity to collaborate with the City of Miami Beach (CMB) in the implementation
of a public art program associated with the development of the new Convention Center. Our team of
experienced public art professionals has a track record of managing highly complex, multi-million dollar public
art commissions on-time and on -budget. We are confident in our team's ability to collaborate effectively with
the City and its project team to achieve the level of public art excellence envisioned for this world-class facility.
As follow up to our recent meetings, we have attached draft materials that are intended to advance our
discussion with the City regarding this collaboration. These materials include:
1. Draft budget allocation proposal for the CMB Convention Center APP Program;
2. Preliminary timeline for Artist Selection Process projected through City Commission approval;
3. Sample Call to Artists for the Marlins Ballpark projects; and
4. Standard MDC -APP coordination language for inclusion in A/E and construction contracts.
Please, note that documents 1 and 2 are in "discussion draft" form and they are based on our experience with
recently completed commissions, similar in scale and complexity to the opportunities identified for the
Convention Center projects. These draft documents can be refined as we all gain a better understanding of the
specific parameters of our working relationship. In the meantime, we offer the following explanatory
assumptions as the working basis for drafting each of these documents:
The Draft APP Budget Allocation Worksheet (Exhibit A) assumes that:
• As a working assumption, the total APP allocation is being estimated as $6.25 million;
• The Recommended Budget per Opportunity amounts are based on the weighted impact of each public art
opportunity and are subject to change based on artists' responses and selected projects;
• Proposed MDC -APP fees are inclusive of all services required from the onset of the Artist Selection
Process through achieving 100% acceptance of the completed artworks by CMB and its APP governing
body;
• MDC -APP will coordinate, enter into proposals contracts and make payments to artists for the Artists
Selection Process;
• Draft proposal includes the management by MDC -APP of no less than 3 and no more than 5 independent
artwork commissions;
• A revised compensation schedule will be developed for mutual review and acceptance at the two critical
stages of the APP process: 1) Artists Selection and 2) Artwork Commissioning;
• All artists contracts from Proposal Phase through Design, Fabrication and Installation Phases are to be
executed and administered following review and approval by the CMB and pursuant to procedures duly
outlined and authorized by the Miami -Dade County Art in Public Places Trust;
• MDC -APP will invoice the City on a bi-annual basis for anticipated Artwork Commissioning expenses and
MDC -APP administrative fees due for same time period; and
• Either party may choose to terminate this agreement for convenience at any time, provided that all
outstanding contractual requirements with the artists and MDC -APP have been fully satisfied.
The Preliminary APP Project Timeline (Exhibit B) assumes that:
• Only the final recommendation of selected artists and alternates is to be approved by the City of Miami
Beach Commission at a date no later than May 31, 2015;
• Selected artists contracts will be issued and managed by MDC -APP (the mechanism for progress
payments to artists needs to be discussed and finalized);
• Timeline proposes that Artists' Design Phase intersect the Construction Document phase at its half- way
point (August 2015); and
• Timeline for implementation of the artwork commissions including Design, Fabrication, and Installation is
to be developed upon Professional Advisory Committee recommendation of final commissioned and
alternate artists.
Given the urgency to begin our work with the Draft Call to Artists, we welcome the opportunity to further
discuss these materials as soon as possible and determine the best course of action to secure any necessary
approvals for this proposed collaboration. We look forward to working with you.
Sincerely,
Michael Spring
Senior Advisor, Miami -Dade County Office of the Mayor
Director, Miami -Dade County Department of Cultural Affairs
attachments
c: Maria Hernandez, R.A., City of Miami Beach Project Director, Convention Center
Deborah Margol, Deputy Director, Miami -Dade County Department of Cultural Affairs
Patricia Romeu, Miami -Dade County Art in Public Places
Brandi Reddick, Miami -Dade County Art in Public Places
Jessica Berthin, Miami -Dade County Art in Public Places
Miami -Dade Department of Cultural Affairs
Art in Public Places Program
EXHIBIT A-2
Miami Beach Convention Center Project
October 2014
DRAFT MDC -APP Budget Allocation Worksheet forthe Miami Beach Convention Center
Projected Contribution to AiPP:
Proposed Breakdown of APP Funds
MDC APP Administrative Costs
CMB AiPP Maintenance Fund
Allocation for Artwork Projects
% of Total
10.0%
15.0%
75.0%
100%
$ 6,250,000 Working Figure
Amounts Monthly
$ 625,000 $ 14,881
$ 937,500
$ 4,687,500
$ 6,250,000
Over 42 month
period
Starting Nov '14
Preliminary Art Expenses
Artist Selection Process Costs (20 artists x $6,000 avrg fee)**
Professional Advisory Committee Expenses
Call to Artist (CAFE Online System)
Total of Preliminary Art Expenses
$ 120,000
$ 5,000
$ 2,500
$ 127,500
1.92%
0.1%
0.04%
2.04%
** Assumes an International Call to Artist which requires Proposal Honorariums to cover the basic travel expenses for each artist to
attend the two(2) required initial meetings including Project Orientation and Proposal Presentation.
Artwork Commissioning Fund
Allocation for Artwork Projects
Less Preliminary Expenses
Internal Artwork Contingency
$$ Available for Final Commissioning
No. Recommended Budget per Opportunity
1 Monumental Exterior Work at the Park
2 South Concourse Artglass
3 East Entry Lobby Artwork Relocation(5)
4 North Ballroom Lobby Wall & Floor
5 VIP Ballroom Exterior Walkway
4,687,500
127,500
234,375 5%
4,325,625
75%
3%
Line Budget % of Total
$ 1,297,688 30.0%
$ 994,894 23.0%
$ 86,513 2.0%
$ 1,297,688 30.0%
$ 648,844 15.0%
$ 4,325,625 100%
As a % of
Total Artwork
Allocation
Revised by
Project Team
as of 10/23/14
MDC APP Proposed Payment Schedule
MDC APP Admin Fee
Preliminary Art Expenses (Selection)
Total Disbursement
Pmt Milestones
1 Artist Selection Process (Nov '14- May '15)
2 Phase I Implementation (May '15 - Dec '15)
3 Phase 1 Implementation (Dec '15 - June '16)
4 Phase! Implementation (June '16 - Dec '16)
5 Phase II Implementation (Jan'17 - June '17)
6 Phase II Implementation (July'17 - Dec '17)
3 Project Close Out Phase (Jan'17 - April '17)
Pmts
625,000
127,500
752,500
252,500
62,500
93,750
156,250
93,750
62,500
31,250
752,500
Page 1 of 1
Preliminary Art Expenses + 20% of Fee
10% of Fee
15% of Fee
25% of Fee
15% of Fee
10% of Fee
5% of Fee
COMMISSION ITEM SUMMARY
Condensed Title:
A resolution for Miami Dade County to provide administrative support services with respect to the City's AiPP program for the
Miami Beach Convention Center Renovation and Expansion Project at a fee not -to -exceed 10% of the final AiPP allocation. A
second resolution approving and accepting the Art in Public Places Committee's recommendation and establishing, pursuant to
Section 86-612(c), a Professional Advisory Committee for the Miami Beach Convention Center Renovation and Expansion
Project.
Key Intended Outcome Supported:
Expeditiously upgrade the convention center to be smart, modern, energy efficient, and which fits local context,
including walkability.
Supporting Data (Surveys, Environmental Scan, etc.): N/A
Item Summary/Recommendation:
On Apr., 9, 2014, the Mayor and City Commission adopted Resolution No. 2014-28538, accepting the recommendation of the City
Manager to the ranking of proposals for Design Criteria Services Professionals for the Miami Beach Convention Center (MBCC)
renovation, authorizing the Administration to enter into negotiations with the top-ranked proposer, Fentress Architects. Per City
ordinance, the construction "hard cost" of the MBCC project is currently estimated at $436 million and, based on one and one-half
percent (11/2 %), funding for the AiPP project is estimated at approximately $6.5 million. The City is currently assuming a range
between $6.25M and $6.5M as a budget, subject to adjustment, once the final hard cost of the project is determined.
The City Administration sought out guidance from Miami Dade County Dept. of Cultural Affairs who has experience managing
several Targe scale public art commissions simultaneously who then submitted a Proposal for Collaboration. The County also
consulted in developing a project budget for each commission and tentative timeline for Preliminary Art in Public Places Projects
Timeline. The County also consulted on the public art project, scope of services, coordination of construction document
development, and construction coordination.
On Nov. 18, 2014, the AiPP Committee met and recommended the City Commission accept Miami Dade -Art in Public Places
Proposal for Collaboration. Additionally, the Committee recommended the City Commission establish a Professional Advisory
Committee (PAC), to assist with the selection of works of art or artists for the MBCC Project. The Committee further
recommended the PAC should include 3 voting AiPP Members: Cathy Byrd, Susan Caraballo, and Megan Riley; and one (1) non-
voting member who shall also be the chairperson, Michael Spring, Director of Miami -Dade County Department of Cultural Affairs.
Also, as per Section 2-25 of the City Code prohibits City employees from serving on City boards, therefore the AiPP Committee
recommends that Maria Hernandez, Project Director of the Convention Center , and Thomas Mooney, Planning Director, not
serve as Committee members, but rather attend the PAC meetings and provide advisory support and technical expertise, as
required, in a non-member capacity.
Advisory Board Recommendation:
The AiPP Committee recommended the City Commission accept Miami Dade -Art in Public Places Proposal for Collaboration and
the creation of an AiPP PAC for the Miami Beach Convention Center renovation and expansion project.
Financial Information:
Source
of
Funds:
Amount
1 10% of public art budget— Miami Dade
County Admin Costs, of which
$315,000 is required to cover costs
through Dec. 2015.
2 Balance of 10% for Admin Costs to
Miami Dade County, estimated at
$310,000
15% for AiPP Maintenance Fund,
estimated at $937,500
3 $ 4,687,500 — CMB Allocation for
Public Art Work
OBP Total $6,250,000
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
I Max Sklar, ext. 6116
Sign -Offs:
De.=rte
MAS
t Dire
MH
Assistt Ci Manager
m MIAMIBEACH
Account Approved
Miami Beach
Redevelopment Agency
Non -Trust Fund Special
Revenue Account No.
165-2816-061357
Subject to funding
availability
Subject to funding
availability
To be awarded with
funding availability
City Manager
AG DA ITEM 1-02
DATE /"2-18'it1
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and. Members of the City Co
FROM: Jimmy L. Morales, City Manager
DATE: December 18, 2014
SUBJECT: A RESOLUTION OF THE MAYOR tp►ND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER AND THE ART IN PUBLIC PLACES (AIPP) COMMITTEE FOR MIAMI-
DADE COUNTY (COUNTY) TO PROVIDE ADMINISTRATIVE SUPPORT SERVICES
WITH RESPECT TO THE CITY'S AIPP PROGRAM FOR THE MIAMI BEACH
CONVENTION CENTER RENOVATION AND EXPANSION PROJECT (MBCC
PROJECT); ACCEPTING THE TERMS OF THE COUNTY'S PROPOSAL TO
PROVIDE SUCH SERVICES AT A FEE NOT -TO -EXCEED TEN PERCENT (10%) OF
THE FINAL AIPP ALLOCATION FOR THE MBCC PROJECT; AUTHORIZING THE
CITY MANAGER AND CITY ATTORNEY'S OFFICE TO NEGOTIATE AND DRAFT
AN AGREEMENT BASED ON THE APPROVED TERMS OF THE COUNTY'S
PROPOSAL; AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE
THE FINAL AGREEMENT UPON THE CONCLUSION OF SUCCESSFUL
NEGOTIATIONS WITH THE COUNTY'S DEPARTMENT OF CULTURAL AFFAIRS.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPROVING AND ESTABLISHING, PURSUANT TO
CITY CODE SECTION 86-612(C), AN ART IN PUBLIC PLACES (AIPP)
PROFESSIONAL ADVISORY COMMITTEE FOR THE MIAMI BEACH CONVENTION
CENTER RENOVATION AND EXPANSION PROJECT (MBCC PROJECT).
FUNDING
Per City ordinance, the construction "hard cost" of the MBCC project is currently estimated at
$436 million and, based on one and one-half percent (11/2 %), funding for the AiPP project is
estimated at approximately $6.5 million. The City is currently assuming a range between
$6.25M and $6.5M as a budget, subject to adjustment, once the final hard cost of the project is
determined.
The Administrative costs to Miami -Dade County will be 10% of the total public art budget
currently estimated at $625,000. In order to cover costs through December 2015, the City will
need to fund a total of $315,000 at this time. The balance of the funds will be subject to funding
availability.
Page 2 of 3
Miami Beach Convention Center
Art in Public Places Professional Advisory Committee and
Miami -Dade County Administrative Services to City's Art in Public Places Program
December 18, 2014
BACKGROUND
On April 9, 2014, the City Commission adopted Resolution No. 2014-28538 accepting the
recommendation of the City Manager pertaining to the ranking of proposals, pursuant to the
Request for Qualifications (RFQ) No. 2014-142ME, for the Design Criteria Professional (DCP)
Services for the Miami Beach Convention Center renovation and expansion (MBCC Project);
authorizing the Administration to enter into negotiations with the top-ranked proposer, Fentress
Architects; and further authorizing the City Manager to execute an agreement upon conclusion
of successful negotiations by the Administration.
Per City ordinance, the construction "hard cost" of the MBCC project is currently estimated at
$436 million and, based on one and one-half percent (1'/2 %), funding for the AiPP project is
estimated at approximately $6.5 million. The City is currently assuming a range between
$6.25M and $6.5M as a budget, subject to adjustment, once the final hard cost of the project is
determined.
Once the public art budget was estimated, the City Administration sought out guidance from the
Miami -Dade County Department of Cultural Affairs (County) who has experience managing
several large scale public art commissions simultaneously. Following several discussions with
the Miami -Dade County, the City Administration felt it was in the City's best interest to enter into
an Agreement with the County to provide consulting and project management services for the
public art component of the Convention Center Project. These services include the following:
• All services required from the onset of the Artist Selection Process through achieving
100% acceptance of the completed artworks by CMB and its AiPP governing body;
• MDC -APP will coordinate, enter into proposals contracts and make payments to artists
for the Artists Selection Process; and
• Management by MDC -APP of no less than 3 and no more than 5 independent artwork
commissions.
Following these negotiations, the County prepared and submitted to the City for consideration a
proposal for the aforementioned services (Attached Exhibit A-1). The County also developed a
project budget for each commission (Attached Exhibit A-2), a tentative project timeline (Attached
Exhibit A-3), and consulted on the public art project scope of services, coordination of
construction document development, and construction coordination.
If the Commission approves the terms of the County's proposal, the Administration will negotiate
and finalize an agreement with Miami -Dade County based on the approved terms and timeline.
On November 18, 2014, the Art in Public Places (AiPP) Committee met and recommended the
City Commission accept Miami -Dade Art in Public Places Proposal for Collaboration.
Additionally, on November 18, 2014, the AiPP Committee also recommended that the City
Commission establish a Professional Advisory Committee (PAC), pursuant to Section 82-612(c)
of the City Code, to assist with the selection of works of art or artists for the MBCC Project. The
Committee further recommended that the PAC should include three (3) voting AiPP Members:
Cathy Byrd, Susan Caraballo, and Megan Riley; and one (1) non-voting member who shall also
be the chairperson, Michael Spring, Director of Miami -Dade County Department of Cultural
Affairs. Also, as per Section 2-25 of the City Code prohibits City employees from serving on City
boards, therefore the AiPP Committee recommends that Maria Hernandez, Project Director of
the Convention Center, and Thomas Mooney, Planning Director, not serve as Committee
Page 3 of 3
Miami Beach Convention Center
Art in Public Places Professional Advisory Committee and
Miami -Dade County Administrative Services to City's Art in Public Places Program
December 18, 2014
members, but rather attend the PAC meetings and provide advisory support and technical
expertise, as required, in a non-member capacity.
The Administration supports the AIPP Committee's recommendation, except with respect to
Michael Spring's role as chairperson, given that the City intends to enter into an agreement with
Miami -Dade County for the Department of Cultural Affairs to manage certain aspects of the
City's AIPP program for the MBCC Project.
The recommended use of the Professional Advisory Committee (PAC) is a proven model used
by the County for the Marlin's Stadium project, Miami International Airport and the Adrienne
Arsht Performing Arts Center. The primary criteria for finalist selection will be previous artistic
accomplishment as demonstrated in images of previously completed artwork, public art
experience, and their resume. Each step of this process will include close consultation with the
City, its design team and project managers.
CONCLUSION
The Administration recommends the City Commission adopt the attached Resolution accepting
Miami -Dade Art in Public Places Proposal for Collaboration, and the Resolution for the creation
of a Professional Advisory Committee as recommended by the Art in Public Places Committee
and th aCity Manager.
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