2002-24801 Reso
RESOLUTION NO. 2002-24801
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE
USE OF $164,209 IN COMMUNITY DEVELOPMENT BLOCK
GRANT (CDBG) FUNDING FOR THE NORTH SHORE PARK AND
YOUTH CENTER PROJECT, TOWARD THE YOUTH CENTER
BUILDING AND APPROVING THE REALLOCATION OF $164,209
OF EXISTING GENERAL OBLIGATION BOND FUNDS WITHIN
THE PROJECT BUDGET AS FOLLOWS: $60,184 FOR PROJECT
CONTINGENCIES; $50,904 TO RESTORE VALUE-ENGINEERED
ITEMS IN THE YOUTH CENTER BUILDING; AND $53,121 FOR
THE CONSTRUCTION OF TWO (2) ADDITIONAL TENNIS
COURTS WITH LIGHTING.
WHEREAS, on September 10, 2001, the City issued Invitation to Bid No. 58-00101 for
the construction of the North Shore Park and Youth Center Project, and consequently three
(3) responsive and one (1) non-responsive, bids were received; and
WHEREAS, the Collage Companies was established to be the "lowest and best"
bidder; and
WHEREAS, to cover a Project budget shortfall, the Administration agreed to reduce
the construction contingency from $550,000 to $260,850, and the number of tennis courts
from twelve (12), to eight (8); and
WHEREAS, on February 25, 2002, the North Shore Youth Center Oversight
Committee voted and passed a motion to support the Administration's plan to reintegrate into
the Project certain previously value-engineered youth center building components totaling
$50,904; and
WHEREAS, pursuant to the Administration's request, on December 19, 2001, the
Mayor and City Commission adopted a Resolution reprogramming the total amount of
$164,209, in unspent Community Development Block Grant (CDBG) funds, for use in the
Project; and
WHEREAS, in order to meet the criteria established by HUD, the Administration
recommends that the entire $164,209 from the CDBG funds be utilized for the Youth Center
and an equal amount from the North Shore Park Youth Center Project budget be reallocated
to increase the construction contingency by $60,184, to restore some items previously value
engineered from the Youth Center building, in the amount of $50,904, and $53,121, for the
construction of (2) additional tennis courts; and
."
WHEREAS, funding, in the total amount of $164,209, is available from Community
Development Block Grant (CDBG) funds
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 authorize the use of $164,209 in Community Development Block Grant (CDBG)
funding for the North Shore Park and Youth Center Project toward the Youth Center building
and approve the reallocation of $164,209 of existing General Obligation Bond fund, within the
Project budget as follows: $60,184 for Project contingencies; $50,904 to restore value-
engineered items in the Youth Center building; and $53,121 for construction of two (2)
additional tennis courts with lighting.
PASSED AND ADOPTED this 20th day of March , 2002,
ATTEST:
_~J P t<<-~
CITY CLERK
F:\WORK\$ALL\MAGMIC\GOBOND\NSPVC-CDBGRESO.doc
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
m
Condensed Title:
A Resolution of the Mayor and City Commission of the City of Miami Beach, Florida, authorizing the use of $164,209
in Community Oevelopment Block Grant (COBG) funding for the North Shore Park and Youth Center Project toward
the Youth Center Building and approving the reallocation of $164,209 of existing General Obligation Bond funds within
the project budget as follows: $60,184 for project contingencies, $50,904 to restore value engineered items in the
Youth Center Building, and $53,121 for the construction of two (2) additional tennis courts with lighting for the Project.
Issue:
Authorizing the use of COBG funds in the Youth Center building of the North Shore Park and Youth Center project, and
reallocating an equal amount in GO Bond funds for contingencies and additional improvements for the project.
Item Summary/Recommendation:
Pursuant to a budget shortfall for the construction of the North Shore Park and Youth Center Project, the Mayor and
City Commission adopted a Resolution on October 17, 2001 authorizing the Administration to negotiate a contract with
the Collage Companies. The Collage Companies, whose bid was declared to be the "lowest and besf', was
approximately $685,768 over the City's available budget for construction. As a result, a series of value engineering
sessions followed. The negotiations were completed, and savings in the total amount of $259,901 were achieved. To
cover the budget shortfall, the Administration agreed to:
1. Reduce the construction contingency from $550,000 to $260,850,
2. Reduce the number of tennis courts from twelve (12) to eight (8), for a savings of $106,243, and
3, Additional savings were attained by value engineering the lighting component.
In order to restore some of the items taken out of the project, the Administration sought alternative sour~es of funding.
On December 19, 2001, the Mayor and City Commission adopted a Resolution reprogramming $164,209 in unspent
COBG funds for the project. The Administration is recommending the use of $164,209 in COBG funds for the Youth
Center components of the project in order to comply with HUO requirements. In addition, an equal amount of General
Obligation Bond funds will be redistributed from the Youth Center as follows:
1. $60,184 towards the project contingency,
2. $50,904 to buy back certain value engineered components, and
3. $53,121 for the construction of two (2) additional tennis courts with lighting for the project.
There is a shortfall of $55,777 to build the remaining two (2) tennis courts with lighting, which will be addressed on a
subsequent appropriation of Quality of Life Funds.
Advisory Board Recommendation:
The North Beach Youth Center Oversight Committee concurred with the Administration's recommendation at the
February 25, 2002 meeting.
Financial Information:
Amount to be expended:
LJ
Finance Oept.
Sign-Offs:
COBG Funds
Source of Funds:
TH: RC
~D~\2002\MAR2002\REGULAR\NSPYC-CD
AGENDA ITEM
R7E
~ -JO-o~
DATE
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.cLmiami-beach.fl.us
To:
From:
Subject:
COMMISSION MEMORANDUM
Date: March 20, 2002
Mayor David Dermer and
Members of the City Commission
Jorge M. Gonzalez \."h("----
City Manager 0 fI'" - U
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE USE OF
$164,209 IN COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
FUNDING FOR THE NORTH SHORE PARK AND YOUTH CENTER
PROJECT TOWARD THE YOUTH CENTER BUILDING AND
APPROVING THE REALLOCATION OF $164,209 OF EXISTING
GENERAL OBLIGATION BOND FUND WITHIN THE PROJECT
BUDGET AS FOLLOWS: $60,184 FOR PROJECT CONTINGENCIES,
$50,904 TO RESTORE VALUE-ENGINEERED ITEMS IN THE YOUTH
CENTER BUILDING, AND $53,121 FOR THE CONSTRUCTION OF
TWO (2) ADDITIONAL TENNIS COURTS WITH LIGHTING FOR THE
PROJECT,
ADMINISTRATION RECOMMENDATION:
Adopt the Resolution.
FUNDING:
Funding in the total amount of $164,209 is available from Community Development Block
Grant (CDBG) funds.
ANAL YSIS:
On September 10, 2001, the City issued an Invitation to Bid for the construction of the North
Shore Park and Youth Center, Bids were opened on October 10, 2001, One thousand nine
hundred and fifty eight (1,958) vendors were notified and sixty-three (63) bid specifications
were issued. Three (3) responsive and one (1) non-responsive bids were received,
Pursuant to the evaluation of the bids by City staff and the City's consultants, and verification of
the bidders' references by the City's Procurement Division and the Rating Source,Com Inc.,
The Collage Design and Construction Group, Inc" d,b,a. "The Collage Companies" was
established to be the "lowest and best" bidder,
The bidders' proposals included all labor, materials, equipment and supervision necessary to
complete the North Shore Park and Youth Center project, in accordance with the technical
specifications and drawings. To allow an early occupancy by the public, the project is divided in
three (3) phases, each one with a different substantial completion date, They are as follows:
City Commission Memorandum
North Shore Park
March 20, 2002
Page 2 of 5
1, Phase I
. Base Bid: Baseball fields
. Additive Alternate 2: Concession field house, tot lot, basketball court
Phase 1 must be substantially completed within one hundred eighty (180) calendar days after the
Notice to Proceed, Additionally, this phase shall be completed and ready for final payment forty-
five (45) days following the substantial completion date.
2, Phase II
. Base Bid: tennis center, tennis courts, shuffle board courts, practice court, maintenance
building
. Additive Alternate 3: pavilions
Phase II must be substantially completed within three hundred sixty (360) calendar days after the
Notice to Proceed, Additionally, this phase shall be completed and ready for final payment forty-
five (45) days following the substantial completion date,
3, Phase III
. Base Bid: community center, gymnasium and entry plaza
Phase III must be substantially completed within four hundred fifty (450) calendar days after the
Notice to Proceed, Additionally, this phase shall be completed and ready for final payment forty-
five (45) days following the substantial completion date,
Although The Collage Companies was declared to be the "lowest and best" bidder, its original
base bid, without additive alternates, was approximately $685,768 over the City's available budget
for construction, The following table is a comparison analysis of the contractor's bid with the City's
budget:
BID TABULATION ANALYSIS
DESCRIPTION COLLAGE ACTUAL BUDGET UNFUNDED
CONSTRUCTION
Total Base Bid $5,997,000 $5,311,232 $685,768
Construction contingency $0 $550,000 $0
**Site lighting $0 $352,000 $0
**Signage allowance $0 $25,000 $0
**Playground Equiprnent allowance $0 $35,000 $0
**Site furnishing $0 $28,600 $0
"Subtotal $440,600 $0
Total Alternate #1 $115,000 $115,000
Total Alternate #2 $433,000 $433,000
Total Alternate #3 $220,000 $220,000
Total Base Bid + Alternates $6,765,000 $6,301,832 $1,453,768
Section 2-367 of the City Code entitled "Rejection of bids; negotiation; waiver of competitive
bidding" states as follows:
"If the lowest and best bidder exceeds the budgeted amount allocated towards the construction
of the work which has been competitively bid in major municipal projects, the City Manager or his
designee with approval of the City Commission shall have the power to negotiate an agreement
with the lowest and best bidder exceeding the budgeted amount of the work," In addition, the
City Commission Memorandum
North Shore Park
March 20, 2002
Page 3 of 5
Code defines "major municipal" projects as "those projects whose project costs exceed
$5,000,000".
As permitted in the aforementioned section of the City Code, on October 17, 2001, the Mayor and
City Commission adopted a Resolution approving and authorizing the City Manager or his
designee to negotiate a contract with the Collage Companies.
A series of value engineering sessions followed with the participation of City staff, the Collage
Companies, Bermello, Ajamil and Partners, the City's AlE consultant for the project, and URS
Corporation, the City's Program Manager for the Project. The negotiations were completed and
savings in the total amount of $259,901 were achieved (Value Engineering Table attached). To
cover the remaining shortfall, the Administration committed to:
1, Reduce the construction contingency from $550,000 to $260,850,
2, Reduce the number of tennis courts from twelve (12) to eight (8), for savings of $106,243.
The changes in scope, value engineering and contingency allowed the project to be brought into
budget, and the contract awarded.
On December 17, 2001, the North Beach Youth Center Oversight Committee met with City staff
to discuss the value engineering components and the impact they will have in the aesthetics and
durability of the building, The value engineering process was discussed, and it was also explained
that all the items in the final list of value engineered components were reviewed for quality and
aesthetics and accepted by the consultant designer, Bermello, Ajamil and Partners, Inc, The
members of the Committee voted on a Committee's motion expressing in general their wish for
the Youth Center building components not to be value engineered, They also expressed their
wish for the Administration to identify the additional funding necessary to buy back such items and
restore the building components originally bid.
On December 19, 2001 the Mayor and City Commission adopted Resolution 2001-24688, which
reprogrammed $164,209 in unspent appropriated CDBG funds for use in the North Shore Park
and Youth Center, The reprogrammed funds were intended to allow some change in scope, and
the value engineered items. Additional direction was needed from the City Commission for these
items, which is the purpose of this Memorandum.
On January 23, 2002, in a subsequent meeting of the North Beach Youth Center Oversight
Committee, the value engineering items were again discussed, and certain members expressed
their inclination to compromise and accept some of the value-engineered items. However, it
should be noted that the Committee did not retain quorum for the entirety of the meeting, and did
not pass any motions amending its previous position.
The Administration is recommending that the entire $164,209 from the CDBG funds be used to
fund the youth center building in order to meet the criteria established by HUD. An equal sum of
G,O. Bonds from the current budget would be reallocated to the following items in the project:
City Commission Memorandum
North Shore Park
March 20, 2002
Page 4 of 5
1. $ 60,184 to increase the construction contingency to 5.62% for the total project from
$260,850 to $321,033,
2. The Administration is proposing to buy back the following items from the list of value
engineered items for the Youth Center, totaling $50,904,
. Item No.26:
. Item No,29:
value
. Item No,32R: $37,300 - Restore the exterior stucco finish from %" skim coat to the original
%" (3 coats) exterior stucco
. Item No.36: $3,420 - Upgrade the gymnasium wood floor from a 3rd grade treated
MFMA to a 2nd grade or better treated maple,
$7,084 - Restore the lockers to welded construction
$3,100 - Upgrade the gauge of the metal doors to their original specified
On February 25,2002, the North Beach Youth Center Oversight Committee voted and passed a
motion endorsing the above buy-back items for the Youth Center, In addition, at the request of
the Committee, URS Corporation, the program manager for the project, requested a proposal from
the Collage Companies, the contractor, for reintegrating into the project the electronic basketball
backboard height adjuster in replacement of a manual one. This item will be added to the project's
scope as an add alternate, when the proposal is received, evaluated and accepted,
Based on the above list of recommendations, only funding for two (2) tennis courts needs to
be addressed, A funding recommendation for $55,777, sufficient to address the unfunded
two (2) tennis courts has been secured from the North Beach Development Corporation next
year's Quality of Life fund allocation, With this source of funding, the tennis courts can be
added to the scope of the project as a change order, Subsequent action by the City
Commission to appropriate the funds is all that is required in the future.
The Administration recommends that the Mayor and City Commission adopt the Resolution.
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North Shore Park Youth Center Value Engineering
ITEM # VALUE ENGINEERING CONSIDERATIONS (All require design review & approval) PARK SAVINGS YOUTH CENTER
SAVINGS
1 Omit right of way drop off zone and associated work, provide one curb apron cut for $ 10,180.00
maintenance building
2R1 Provide alternate steel tree grates with vinyl coating, choice of three colors set into $ 4,215.00
formed concrete
5A Revise thermally fused chain link fencing to extruded vinyl through out, provide upgraded $ 11,251.00
oven coated Permacoat fence posts equal to or better than the schedule 40 vinyl coated
pipe specified, eliminate mid rails at tennis courts, provide standard industry bottom
tension wire in lieu of bottom rail at tennis courts and provide standard manufacturer
brick curbs at clay tennis courts in lieu of specified pre-cast
6R1 Revise landscape requirements in accordance with Aida Curtis memo DD 11/14/2001 $ 16,650.00
6R2 Further revise remaining 38 oaks from 300 gal to 16'-18' x 5'-6' 100 gal $ 20,064.00
12 Delete tennis court fencing windscreens $ 10,500.00
14 Revise exterior 6" slab on grade to 4" thick and omit any reference to colored concrete $ 9,705.00
16R Omit open air shuffle board structure (footers to roof), between gridlines "18 to 21" and $ 16,140.00
"C to D" in its entirety; provide ornamental 3'6" perimeter fence from grid point 14C to
21 C to 21 D, with matching single gate along grid line 21 with matching fence from grid
point 18D to 14D, delete shuffle board courts and provide standard concrete 4" slab on
grade with 2" or 3" slab depression for play tile installation by others, delete steps at grid
line 14D to 14E as shown on dwg A-2.01, delete side walk from same deleted steps to
grid intersection 21 E to 21 F provide wall to match that along grid line 21 from grid point
210 to 18D.
17R Omit ornamental gates 115 $ 900.00
20 In lieu of specified roof provide mechanically fastened 75# base sheet, two plies of glass $ 25,066.00
ply type IV and mineral coated glass cap sheet, provide steel 24 gauge wall flashing,
roof manufacturer to provide 10 year warranty
21 Revise skylight slope to standard 27 degrees rise $ 1,025.00
22 Delete skylight with standard 27 degrees rise $ 4,770.00
24R1 Relocate one 26'0" sq pyramid tennis shelter structure to area revised by VE item 16R $ -
24R2 Maintain same shelter size as specified but provide alternate framing and fabric $ 4,903.00
materials, still comply with all codes applicable
26 Provide knock down lockers in lieu of welded construction $ 7,084.00
28 Provide linoleum flooring in lieu of wood floor in multi purpose rm and ramps to stage $ 4,404.00
29 Provide alternate construction of wood doors, standardize all (or most) doors to 36" wide by 84" high (3'0"x7'0"), $ 3,100.00
revise 16 GA to 18 GA hollow metal doors, revise 14 GA hollow metal frames to 16 GA
32R Delete built up exterior stucco and provide 1/4" skim coat stucco with skip trowel finish with specified paint finish $ 37,300.00
33 Provide alternate ceramic tiles $ 2,640.00
34 Provide alternate acoustical ceiling tiles using Armstrong "Cortega angled tegular" 2x2x5/8" acoustic panels $ 8,750.00
#704 with Armstrong "prelude" 2x2 intermediate duty white color grid system wI 12 gauge hanger wires
36 Provide alternate wood gymnasium wood floors of 3rd grade treated MFMA in lieu of 2nd & better grade treated $ 3,420.00
maple SAMPLE TO BE PROVIDED
37 Omit wood finish at face of stage I $ 2,400.00
39 Provide alternate stage curtains $ 879.00
41R Provide individual toilet compartment bath accessory packages in lieu of combination units, delete seat protector $ 2,173.00
dispensers
43R At interior basketball equipment omit wireless transmitters as specified and provide central relay unit with low $ 3,006.00
voltage connected to a wall mounted keyless code accesses controller and revise the two main court backboards
from glass to fiberglass and delete the height adjusters
51R Delete middle tennis court drinking fountain and revise the 1" water line to a 3/4" line $ 2,110.00
from mop sink
53 Provide alternate lighting fixtures $ 24,000.00
57 City to provide (pay for) temporary water and electric service during construction $ 15,031.00
59R Delete sports lighting poles and fixtures "R" and "a" at the tennis practice and S 8,235.00
shuffleboard courts including conduit, wire and Panel T1 breaker circuits #19,21,25 &
27, these area will now be lighted by common poles included in the revised MUSCO
quote. Specifically, common poles T6 will provide lighting for the practice tennis court
and common pole T12 will provide lighting for the shuffleboard court which per VE Item
#16R becomes a playground.
TOTAL SAVINGS $ 129,884,00 $ 130,017,00
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