HomeMy WebLinkAbout2002-24719 Reso
RESOLUTION NO. 2002-24719
A RESOLUTION .OF THE MAYOR AND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING
AND AUTHORIZING THE MAYOR AND CITY CLERK TO
EXECUTE AN AMENDMENT TO THE CURRENT
PROFESSIONAL SERVICES AGREEMENT WITH THE FIRM
OF BERMELLO, AJAMIL AND PARTNERS, INC. FOR
PARKS MASTER PLAN BOND PROGRAM SITES OF
NORTH SHORE PARK, NORTH SHORE OPEN SPACE,
PINETREE PARK, PARKS MAINTENANCE FACILITY,
LUMMUS PARK AND SOUTH POINTE PARK, IN THE
AMOUNT OF $24,750, FOR ADDITIONAL REIMBURSABLE
EXPENSES FOR THE PROJECTS, USING PREVIOUSLY
APPROPRIATED FUNDS.
WHEREAS, on November 8, 1994, the citizens ofthe City of Miami Beach approved
the issuance of $15 million in general obligations bonds for park improvements (Parks
Bond); and
WHEREAS, Bermello, Ajamil and Partners, Inc. (B&A) prepared a Master Plan that
addressed the needs of twenty (20) parks of various sizes, and improvements for the
boardwalk and bikeways that was adopted by the Mayor and City Commission on June 19,
1996; and
WHEREAS, on July 16, 1997, the Mayor and City Commission approved a
Resolution authorizing the City to enter into an Agreement with B&A for professional
services related to the Group "A" Parks (North Shore Park, North Shore Open Space Park,
Pine Tree Park, the Parks Maintenance Facility, Lummus Park, and South Pointe Park) for
$504,517, which included not to exceed amounts of $15,000 and $30,000 for
Reimbursable Expenses and surveying fees, respectively; and
WHEREAS, the Mayor and City Commission approved the schematic plans for the
base bids, base bid budgets for each project, and authorized the Administration to move
forward with the designs and bid specifications for the projects on May 20, 1998; and
WHEREAS, several times throughout the course of the projects, additional funds
have been allocated to the projects including Miami-Dade County Safe Neighborhood
Parks Bond funds, Florida Recreation Development Assistance Program (FRDAP) funds,
and approximately $5.9 million from the $92 million 1999 General Obligation (GO) Bond
funds; and
WHEREAS, including additional funding and scope meant that the construction
drawings needed to be modified to accommodate the additional work; and
WHEREAS, the Administration is required to present the North Shore Park and
Youth Center project, the North Shore Open Space Project, and the Lummus Park Project
to the Design Review and/or Historic Preservation Boards; and
WHEREAS, these processes take many months to complete, and B&A has had to
produce additional documents, attend additional meetings, and complete additional
surveys due to concerns raised during this review and approval process; and
WHEREAS, the surveys completed for these projects are valid for a period of six (6)
months, after which the consultant is required per Design Review Board procedures to
complete a new survey, even though site conditions may not have been altered, as well as
a new submittal package, which includes a mailing to residents who live within a certain
distance of the project sites providing notification of the public hearing; and
WHEREAS, B&A has requested additional fees for Reimbursable Expenses and
additional surveying, in the amount of $24,750, due to expenses related to additional
documentation, presentations and related materials, and additional surveys due to the
repeated requests for redesign of the parks generated by the identification of additional
funding or community driven requests for design changes; and
WHEREAS, at this time, B&A cannot proceed with some very necessary parts of the
design phase due to a lack of funds; and
WHEREAS, it is anticipated that these additional fees will allow B&A to complete the
design phase and allow the projects to move into the construction phase; and
WHEREAS, upon approval and authorization by the Mayor and City Commission,
the Administration will issue a notice to B&A to take the necessary steps to proceed with
the design phase of the work based on the additional funding.
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 Mayor and City Clerk to execute an amendment to
the current Professional Services Agreement with the firm of Bermello, Ajamil and
Partners, I nc. for Parks Master Plan Bond Program Sites of North Shore Park, North Shore
Open Space, Pinetree Park, Parks Maintenance Facility, Lummus Park and South Pointe
Park, in the amount of $24,750, for additional Reimbursable Expenses for the projects
using previously appropriated funds originally anticipated for construction purposes.
PASSED AND ADOPTED this 30th day ofJanuarv, 2002.
APPROVED AS TO
FORM & LANGUAGE
EXECUTION
ATTEST: p
~r~
CITY CLERK
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CllV OF MIAMI BEACH
COI\IMISSION ITEM SUMMARY
m
Corfdensed Title:
A resolution approving and authorizing an amendment to the current Professional Services Agreement with
the firm of Bermello, Ajamil and Partners, Inc. for Parks Master Plan Bond Program Sites in the amount of
$24,750 for additional Reimbursable Expenses using previously appropriated funds.
Issue:
Shall the current Professional Services Agreement with the firm of Bermello, Ajamil and Partners, Inc. for
Parks Master Plan Bond Prog ram Sites be amended in the amount of $24,750 for additional Reimbursable
Expenses using previously appropriated funds.
Item Summary/Recommendation:
Bermello, Ajamil and Partners, Inc., the ArchitectlEngineering,Consultant for the Group "An Parks, has
exhausted the amount of reimbursable expenses and surveying fees contained in their contract due to
additional documentation, presentations and related materials, and additional surveys required due to the
repeated requests for redesign of the parks generated by the identification of additional funding or
community driven requests for design changes. The projects under this contract were originally anticipated
to be completed in 1999, and have yet to reach completion. Several are still in design phase. At this time,
the Consultant cannot proceed with some required steps of the design phase due to a lack of funds. It is
antidpated that these additional fees will allow the consultant to complete the design phase and allow the
projects to move into the construction phase.
It is the recommendation of the Administration that the Resolution amending the current Professional
Services Agreement with the firm of Bermello, Ajamil and Partners, Inc. for Parks Master Plan Bond Program
Sites in the amount of $24,750 for additional Reimbursable Expenses using previously appropriated funds be
amended.
Advisory Board Recommendation:
IN/A
Financiallnfonnation:
Amount to be expended:
~
Finance Dept.
Source of
Funds:
T:\AGENDA\2002\JAN3002\C(JIISENTlB&A Add'l Reimbursables Cover. doc
AGENDA ITEM C 7,4
DATE /-,~() -{).2.
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.ci.miami-beach.f1.us
COMMISSION MEMORANDUM
To:
Mayor David Dermer and
Members of the City Commission
Date: January 30, 2002
From:
Jorge M. Gonzalez \,j~.
City Manager U vv. U
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AN AMENDMENT TO THE
CURRENT PROFESSIONAL SERVICES AGREEMENT WITH THE FIRM
OF BERMELLO, AJAMIL AND PARTNERS, INC. FOR PARKS MASTER
PLAN BOND PROGRAM SITES OF NORTH SHORE PARK, NORTH
SHORE OPEN SPACE, PINETREE PARK, PARKS MAINTENANCE
FACILITY, LUMMUS PARK AND SOUTH POINTE PARK IN THE AMOUNT
OF $24,750 FOR ADDITIONAL REIMBURSABLE EXPENSES FOR THE
PROJECTS USING PREVIOUSLY APPROPRIATED FUNDS.
Subject:
ADMINISTRATION RECOMMENDATION:
Adopt the Resolution.
FUNDING:
Total funding is available from funds previously appropriated for construction of the
applicable projects as listed below:
General Obligation Bond Fund 374
South Pointe Tax Increment Financing (TIF) Fund 167
1995 Parks Bond Fund 370
$7,500
$4,500
$12.750
$24,750
ANALYSIS:
On November 8, 1994, the citizens of the City of Miami Beach approved the issuance of
$15 million in general obligation bonds for park improvements (Parks Bond). Bermello,
Ajamil and Partners, Inc. (B&A) prepared a Master Plan that addressed the needs of
twenty (20) parks of various sizes, and improvements for the Boardwalk and bikeways.
The Mayor and City Commission adopted the Master Plan on June 19, 1996.
The City issued RLFI Number 11-96/97, seeking the professional services of an
architectural/engineering firm or firms to provide design services, construction and bidding
documents, construction observation, project administration, scheduling, and cost
January 30, 2002
City Commission Memorandum
Bermello, Ajamil and Partners, Inc.
Page 2 of 5
estimating for the parks addressed by the Master Plan. On July 16,1997, the Mayor and
City Commission approved a Resolution authorizing the City to enter into an agreement
with B&A for professional services related to the Group "A" Parks (North Shore Park, North
Shore Open Space Park, Pine Tree Park, the Parks Maintenance Facility, Lummus Park,
and South Pointe Park) for $504,517, which included not to exceed amounts of $15,000
and $30,000 for Reimbursable Expenses and Surveying fees, respectively.
The Mayor and City Commission approved the schematic plans for the base bids, base bid
budgets for each project, and authorized the Administration to move forward with the
designs and bid specifications for the projects on May 20, 1998.
On July 1, 1998, the Mayor and City Commission approved the reallocation of $1,192,583
from South Pointe Park and Washington Park projects to other parks projects, including the
North Shore Park and Youth Center.
On July 15, 1998, the Mayor and City Commission appropriated additional funding for the
Group "A" Parks in the amount of$13,980,915 (comprised of$13,835,915 from the Parks
Bond and $145,000 from the Riviera Apartments Lien Settlement). This action also
amended the professional services agreement with B&A, increasing the B&A contract
amount by $24,523.
On September 23, 1998, the Miami Beach Redevelopment Agency appropriated funding in
the amount of $1,192,583 to replace the funding the City reallocated from the South Pointe
Park and Washington Park projects to other parks projects on July 1, 1998.
On October 7, 1998, the Mayor and City Commission approved additional fees for B&A in
the amount of $10,800 for additional design services for the North Shore Park and Youth
Center project.
On December 16, 1998, the Mayor and City Commission approved the submission of an
application for $2.1 million from the Miami-Dade County Safe Neighborhood Parks Bond
program for the renovation and restoration of the North Shore Open Space Park.
On March 3, 1999, the Mayor and City Commission approved additional services fees in
the amount of $136,300 (comprised of $127,800 for architectural and engineering services
and $8,500 for surveying and reimbursable expenses) to be allocated from the Safe
Neighborhood Parks Bond funds for the North Shore Open Space Park.
On July 7, 1999, the Mayor and City Commission appropriated $960,961 generated as
Interest Earnings from the $15 million Parks Bond for the period of October 1997 through
January 1999. The agreement with B&A was also amended in the amount of $15,720 to
reflect the addition ofthe Interest Earnings money toward the construction of the Group "A"
Parks.
On November 2, 1999, the citizens of the City of Miami Beach approved the issuance of
approximately $92 million in General Obligation (GO) Bonds. Of the $24.8 million GO
January 30, 2002
City Commission Memorandum
Bermello, Ajamil and Partners, Inc.
Page 3 of 5
Bond funds that were allocated for Parks and Beaches projects, approximately $5.9 million
were for the construction of the Group "A" Parks included under the B&A professional
services agreement.
On November 17, 1999, the Mayor and City Commission referred the $92 million GO Bond
Issue to a joint meeting of the Finance and Citywide Projects Committee and the
Neighborhood's Committee. Among other things, the Committees were to review and
recommend action on amending the existing professional services agreements for the
architecture and engineering of parks under the Parks Master Plan, given the infusion of
additional funds into the project budgets.
On December 15, 1999, the City Commission accepted the report from the Joint Meeting of
the Finance and Citywide Projects Committee and Neighborhood's Committee. The report
included a recommendation to renegotiate the existing professional services agreements
for the architecture and engineering of parks under the Parks Master Plan to fees based on
a lower percentage of estimated construction costs.
The Administration negotiated with B&A to reduce their fees related to the projects under
their agreement with the City. B&A's original fees had been based on 7.2% of estimated
construction costs. The Administration (with B&A's agreement) recommended to the
Mayor and City Commission a new fee structure based on 7.0% of estimated construction
costs. Based on estimated construction costs of$13,916,726 for the 6 parks, B&A'sfeeat
a rate of 7.2% would have been $1,002,004. At a rate of 7.0%, the fees were reduced to
$974,171. At the January 12, 2000 meeting, the Mayor and City Commission amended the
City's agreement with B&A and appropriated $472,936 (comprised of $442,936 for
additional architectural and engineering services, $15,000 for additional surveying and
testing, and $15,000 for other reimbursable expenses).
On June 21,2000, the City was notified that it was the recipient of a $100,000 grantfrom
the Florida Recreation Development Assistance Program (FRDAP) for improvements to the
North Shore Park and Youth Center. Prior to this funding, the construction documents
were approximately 95% complete. The additional funding meant that the construction
drawings would have to be modified to accommodate the additional work. On September
27, 2000, the Mayor and City Commission approved an amendment of the agreement with
B&A, and appropriated $37,000 for B&A to perform the additional work.
On November 29, 2000, the Mayor and City Commission and the Miami Beach
Redevelopment Agency both approved the amendment of the professional services
agreement with B&A and appropriated $197,671 (comprised of $189,671 for additional
services and $8,000 for reimbursable expenses) from the FY 2000/2001 South Pointe Tax
Increment Financing (TIF) to complete the design, construction documentation,
construction administration and specifications for the South Pointe Park Project.
On March 14, 2001, the Mayor and City Commission approved an amendment to the
professional services agreement with B&A to incorporate additional design and
construction management services for a portion of the North Beach Recreational Corridor
January 30, 2002
City Commission Memorandum
Bermello, Ajamil and Partners, Inc.
Page 4 of 5
that falls within the limits of the North Shore Open Space Park in an effort to expedite and
coordinate the design process for that phase of the North Beach Recreational Corridor.
Additional fees in the amount of $31,182 from the Miami-Dade Safe Neighborhood Parks
Bond program were approved for the additional services.
The original timeline for the 6 parks under B&A's professional services agreement was to
have completion of construction in December 1999. Extensive delays beyond this date
have been generated primarily by the identification of additional funding which expanded
the scopes of the projects. Similarly, community requests drove major and repeated
design changes. All of the parks except for Pinetree Park are still in the design phase.
The first phase of North Shore Open Space Park is under construction, while other phases
are either in design or awaiting the completion of prior phases.
Similarly, the Administration is required to present the North Shore Park and Youth Center
project, the South Pointe Park Project, the North Shore Open Space Project and the
Lummus Park Project to the Design Review and/or Historic Preservation Boards. These
processes take many months to complete. B&A has had to produce additional documents,
attend additional meetings, and complete additional surveys due to concerns raised during
this review and approval process. The surveys completed for these projects are valid for a
period of six (6) months, after which the consultant is required per Design Review Board
procedures to complete a new survey, even though site conditions may not have been
altered. Each time a new survey is required, and the project is brought back before the
Design Review Board, the Consultant must also provide a new submittal package, which
includes a mailing to residents who live within a certain distance of the project site
providing notification of the public hearing.
Recently, B&A requested additional fees for reimbursable expenses and additional
surveying as outlined below:
Proiect
Requested Requested Total
Reimbursable Surveying Requested
Expenses Expenses
$2,500 $5,000 $7,500
$0 $4,500 $4,500
$7,000 $0 $7,000
$2.500 $3.250 $5.750
$12,000 $12,750 $24,750
Lummus Park
South Pointe Park
North Shore Park
Park Maintenance Yard
Totals
The additional monies being requested by B&A are due to expenses related to additional
documentation, presentations and related materials, and additional surveys due to the
repeated requests for redesign of the parks generated by the identification of additional
funding or community driven requests for design changes. At this time, the Consultant
cannot proceed with some required steps of the design phase due to a lack of funds.
January 30, 2002
City Commission Memorandum
Bermello, Ajamil and Partners, Inc.
Page 5 of 5
The establishment of the CIP Office and related new policies and procedures are intended
(and expected) to significantly decrease the duration of the planning phase of the projects.
It is anticipated that these additional fees will allow the consultant to complete the design
phase and allow the projects to move into the construction phase.
CONCLUSION:
Upon approval and authorization by the Mayor and City Commission, the Administration
will issue a Notice to Bermello, Ajamil and Partners, Inc. to take the necessary steps to
proceed with the design phase of the work based on the additional funding. Therefore the
Administration recommends that the Mayor and City Commission adopt the Resolution.
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