LTC 235-2017 Impasse in final agreement negotiations between the City's administration and Bermello Ajamil and Partners, Inc. for the Architectural and Engineering Design Services for Maurice Gibb Memorial Park.MIA/v\
BEACH
OFFICE OF THE CITY MANAGER
LTC # 235-2017
TO: Mayor Philip Levine and Members . the City
FROM: Jimmy L. Morales, City Manager
DATE: May 2, 2017
LETTER TO COMMISSION
SUBJECT: Impasse in final agreement negotiions between the City's administration and Bermello Ajamil
and Partners, Inc. for the Architectural and Engineering Design Services for Maurice Gibb
Memorial Park.
The purpose of this LTC is to update the Mayor and City Commission on the status of final
agreement negotiations between the City and Bermello Ajamil and Partners, Inc. for the Architectural
and Engineering Design Services to the Maurice Gibb Memorial Park, pursuant to Resolution
Number 2016-29538.
On May 11, 2016, the City Commission approved to issue the Request for. Qualifications (RFQ) No.
2016 -138 -KB for Architectural and Engineering Design Services to the Maurice Gibb Memorial Park.
On May 18, 2016, the RFQ was issued. A voluntary pre -proposal conference to provide information
to the proposers submitting a response was held on May 24, 2016. RFQ responses were due and
received on June 21, 2016. The City received a total of five (5) proposals. Proposals in response to
our RFQ were received from the following firms:
• Bermello Ajamil & Partners, Inc.
• Coastal Systems International, Inc.
• EDSA, Inc.
• Miller Legg
• TBG Partners
The Evaluation Committee convened on July 7, 2016 to consider proposals received. The
Committee was provided with an overview of the project, information relative to the City's Cone of
Silence Ordinance and the Government Sunshine Law. The committee was also provided with
general information on the scope of services and a copy of each proposal received. Instructions to
score and rank each proposal, pursuant to the evaluation criteria established in the RFQ were also
provided.
The evaluation process resulted in three (3) top ranked firms consisting of Bermello Ajamil and
Partners, Inc., Coastal Systems Internal, Inc., and TBG Partners with a three-way tie between the
three (3) firms resulting from the scoring for Volume of Work awarded by the City within the last three
years.
After reviewing all the submissions and the results of the evaluation process, the City Manager
recommended that the Mayor and City Commission approve the resolution authorizing the
Administration to enter into negotiations with Bermello Ajamil and Partners, Inc., as the top qualified
proposer, followed by Coastal Systems international, Inc., as second most qualified firm and TGB
Partners, as third most qualified firm.
On September 14, 2016, the Mayor and City Commission, through the adoption of Resolution No.
2016-29538, accepted the City Manager's recommendation pertaining to the ranking of the
proposals, pursuant to Request for Qualifications (RFQ) No. 2016 -138 -KB for Architectural and
Engineering Design Services to the Maurice Gibb Memorial Park, and further authorized the
Administration to enter into negotiations with Bermello Ajamil & Partners, Inc., as the top ranked
proposer; and should the administration be unsuccessful in negotiating an agreement with Bermello
Ajamil & Partners, Inc., authorized the Administration to enter into negotiations with Coastal Systems
International, Inc., as the second highest ranked proposer; and further should Administration not be
successful in negotiating an agreement with Coastal Systems International, Inc., authorize the
Administration to enter into negotiations with TBG Partners, as the third highest ranked proposer; and
further authorized the Mayor and City Clerk to execute an agreement, upon conclusion of successful
negotiations by the Administration.
Accordingly and as directed, Administration negotiated in good faith with Bermello Ajamil & Partners,
Inc. After several attempted rounds of negotiations to bring the proposed cost of the project
reasonably in line with other City projects similar in scope and magnitude, Bermello Ajamil &
Partners, Inc. provided, on February 15, 2016, its best and final proposal reflecting its total design
fees for the project. The City has determined that proposed fees continue to be higher than recent
fees experienced or negotiated by the City for projects of similar scope, magnitude and effort.
Consequently, a negotiation impasse has been declared and communicated to Bermello Ajamil &
Partners, Inc. by the Administration. Following the unsuccessful negotiations with Bermello Ajamil &
Partners, Inc., Administration will commence negotiations with Coastal Systems International, Inc., as
the second highest ranked proposer, pursuant to Resolution No. 2016-29538
Should you have any questions, please contact David Martinez at 305-673-7071.
JLM/If(% D/D