HomeMy WebLinkAbout2002-25046 Reso
RESOLUTION NO,
2002-25046
A RESOLUTION OF THE MAYOR AND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING
THE ADMINISTRATION TO ISSUE A REQUEST FOR
QUALIFICATIONS (RFQ) FOR PLANNING, DESIGN, AND
CONSTRUCTION ADMINISTRATION SERVICES NEEDED
TO COMPLETE THE MIAMI BEACH BOTANICAL GARDEN
IMPROVEMENT PROJECT WITH FUNDING PROVIDED BY
THE SERIES 2000 GENERAL OBLIGATION BOND,
WHEREAS, on February 21, 2001 the Mayor and City Commission adopted a
resolution authorizing the execution of a professional services agreement with Curtis and
Rogers Design Studio to provide planning, design, and construction administration services
pursuant to RFQ No. 41-99/00 required to complete the Miami Beach Botanical Garden
Improvement Project for which $1.5 million in General Obligation Bond funds are allocated;
and
WHEREAS, because of delays in executing the agreement and in determining the
ultimate permanent location of the facility, the agreement remained unexecuted as of July
2002; and
WHEREAS, at that time, the members the Miami Beach Garden Conservancy met
with City staff and expressed a strong desire to have the new facility designed in such a
way that it would be eligible for accreditation through the national association that accredits
botanical gardens and museums; and
WHEREAS, because the scope of work for the current unexecuted agreement did
not include this new principal goal, it is necessary for the City to issue a new Request for
Qualifications for firms that have specific experience in designing botanical gardens that
have become officially accredited; and
WHEREAS, the evaluation and selection of the most qualified architectural and
engineering firm will be conducted pursuant to Section 287.055, Florida Statutes, known as
the Consultants' Competitive Negotiation Act (CCNA);
,
NOW, THEREFORE BE IT DULY RESOLVED BYTHE MAYOR AND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA that the Mayor and City Commission approve
and authorize the administration to issue a request for qualifications (RFQ) for planning,
design, and construction administration services needed to complete the Miami Beach
Botanical Garden Improvement Project with funding provided by the Series 2000 General
Obligation Bond.
PASSED and ADOPTED this 13th
,2002.
day of
ATTEST:
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CITY CLERK
T:\AGENDA12002\NOV1302\REGULAR\bolanicalgardenrlqreso.doc
APpROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
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CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
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Condensed Title:
A resolution authorizing the Administration to issue an RFQ for planning, design, and construction
administration services necessary to complete Miami Beach Botanical Garden Improvement Project with
fundin rovided b the Series 2000 General Obli ation Bond.
Issue:
Should the City issue a Request for Qualifications for professional services needed to complete the
planning, design, and construction of improvements to the Miami Beach Botanical Garden?
Item Summa 'Recommendation:
On February 21, 2001 the Mayor and City Commission adopted a resolution authorizing the execution of a
professional services agreement with Curtis and Rogers Design Studio to provide planning, design, and
construction administration services pursuant to RFQ No. 41-99/00 required to complete the Miami Beach
Botanical Garden Improvement Project. Because of delays in executing the agreement and in determining
the ultimate permanent location of the facility, the agreement remained unexecuted as of July 2002. At that
time, the members the Miami Beach Garden Conservancy met with City staff and expressed a strong
desire to have the new facility designed in such a way that it would be eligible for accreditation through the
national association that accredits botanical gardens and museums. City staff agreed to the adoption of
the goal. Because the scope of work for the current unexecuted agreement did not include this new
principle goal, it is necessary for the City to issue a new Request for Qualifications for firms that have this
very specific experience in designing botanical gardens that have become officially accredited. Series
2000 General Obli ation Bond fundin in the amount of $1,500,000 is available for the ro'ect.
Advisory Board Recommendation:
I
Financial Information:
Source of Amount , ACcoul'lt ... . APProved
Funds: '1
D :2.
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Finance Dept. 1'1!i!tali
City Clerk's Office Legislative Tracking:
I Donald P. Shockey
Manager
City Manager
AGENDA ITEM
DATE
~7A
11-13 --07...-
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.ci.miami-beach.fl.us
COMMISSION MEMORANDUM
From:
Mayor David Dermer and
Members of the City Commission
Jorge M. Gonzalez ~ ,r/'
City Manager d fY"'V b
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO
ISSUE A REQUEST FOR QUALIFICATIONS (RFQ) FOR PLANNING,
DESIGN, AND CONSTRUCTION ADMINISTRATION SERVICES NEEDED
TO COMPLETE THE MIAMI BEACH BOTANICAL GARDEN
IMPROVEMENT PROJECT WITH FUNDING PROVIDED BY THE SERIES
2000 GENERAL OBLIGATION BOND.
Date: October 23, 2002
To:
Subject:
ADMINISTRATIVE RECOMMENDATION:
Adopt the Resolution.
ANALYSIS:
On February 21,2001 the Mayor and City Commission adopted a resolution authorizing
the execution of a professional services agreement with Curtis and Rogers Design Studio
to provide planning, design, and construction administration services pursuantto RFQ No.
41-99/00 required to complete the Miami Beach Botanical Garden Improvement Project.
Because of delays in executing the agreement and in determining the ultimate permanent
location of the facility, the agreement remained unexecuted as of July 2002.
At that time, the members the Miami Beach Garden Conservancy met with City staff and
expressed a strong desire to have the new facility designed in such a way that it would be
eligible for accreditation through the national association that accredits botanical gardens
and museums. City staff agreed to the adoption of the goal. Because the scope of work
for the current unexecuted agreement did not include this new principal goal, it is
necessary for the City to issue a new Request for Qualifications for firms that have this very
specific experience in designing botanical gardens that have become officially accredited.
Series 2000 General Obligation Bond funding in the amount of $1,500,000 is available for
the project.
A draft version of the Scope of Work for the Project as well as the Minimum Requirements
and Evaluation Criteria for RFQ respondents is provided in Attachment A. A description of
facility needs desired by the Miami Beach Garden Conservancy is provided as Attachment
B. The evaluation and selection of the most qualified architectural and engineering firm will
be conducted pursuant to Section 287.055, Florida Statutes, known as the Consultants'
Competitive Negotiation Act (CCNA).
T:\AGENDA\2002INOV1302IREGULARlbolanlcalgardenrfqmemo.doc
Attachment A
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URS
Miami Beach Botanical Garden
Introduction
The City of Miami Beach is soliciting Qualification Statements from design firms meeting
the minimum qualifications described in this document. It is the City's intent to enter into
an agreement with the most qualified firm to provide professional services as described in
the "Scope of Work" section of this document.
Backgtound
The Miami Beach Botanical Garden is located within the City of Miami Beach and lies
between the Convention Center and the Holocaust memorial. The Botanical Garden is
bounded by Dade Boulevard to the north, Convention Center Drive to the east, and 19th
Street to the south.
The Miami Beach Botanical Garden was first opened in 1962 and at that time was called the
"Garden Center". In 1997 the Botanical Garden went through a $176,000 rehabilitation,
which included the installation of a new fence around the facility, enclosement of the two
atria, and renovation of the restrooms to meet ADA requirements. In 1998, the Mayor's Ad
Hoc Committee developed a Master Plan which was geared to provide a firm but flexible
foundation for the future so that the next generation could modify what was being done at
the time to meet their needs. This Master Plan was revised in June, 2000. In July 2001, the
City contracted with the Miami Beach Garden Conservancy, Inc., a not-for-profit
corporation formed by citizens to promote the Botanical Garden and to manage and operate
the Garden to provide the following benefits to the community:
. Enjoyment of a beautiful Botanical Garden
. Education for both children and adults
. A unique and enjoyable venue for visual and performing arts, special events,
receptions and community meetings
. A catalyst for community promotion of beautification and ecological improvement
of the City of Miami Beach
. A popular and memorable tourist destination
Sco,pe of Work
I, Revised Concept Plan
The design firm will be responsible for the revision of the Concept Plan developed in June
2000. One of the key factors that must be addressed in the revised Concept Plan is the re-
design of the current facility to satisfy the accreditation requirements of the American
Association of Museums (AAM). This plan will serve as the basis for the development of
the design and construction documents for the Botanical Garden. Additionally, this phase
will include an updated cost estimate for improvements. The revised concept plan will be
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1JRS Miami Beach Botanical Garden
based on the "Scope of Work Info" document developed by the Miami Beach Conservancy
Board. 1bis task will include (but is not limited to):
A. Data Gathering
Additional data gathering to include obtaining current site/boundary surveys, building as-
builts and other relevant information for the planning and design efforts. The design firm
will also obtain information on accreditation requirements of the American Association of
Museums.
B. Workshop I
Prior to beginning the revision of the Master Plan, the design firm will be required to
participate in a (1 )-day workshop with the City of Miami Beach staff, the Miami Beach
Garden Conservancy, URS and any other pertinent parties to obtain information regarding
the program requirements, wishes/desires and any information necessary to update the
existing Concept Plan. The final product at the end of this workshop will be a quantified
program for the Garden documented by the design firm.
C. Preliminary Concept Plan/Alternatives
The design firm will be required to develop preliminary concept plan and alternatives that
incorporate the information obtained at Workshop I. The alternatives should address
landscaping, signage, circulation and building architectural elements. The preliminary
concept plan must address the American Association of Museums accreditation
requirements.
D. Workshop II
The design firm will be required to participate in a second workshop with City of Miami
Beach staff, the Miami Beach Garden Conservancy, URS and any other pertinent parties to
review the preliminary concept plan / alternatives. The goal for this workshop is to review
the plan presented and issue a directive for the Final Concept Plan.
E. Final Concept Plan
Based on the direction obtained in Workshop II, the design firm will be required to prepare
a Final Concept Plan for the Botanical Gardens that will address the identified program
elements including accreditation requirements. The Final Concept Plan must include (but is
not limited to):
. A conceptual site plan with all program requirements
. An architectural concept for both new and renovated buildings
. An estimate of probable construction cost
. A proposal for phasing the project which includes the estimate of probable
construction cost for each phase
. An illustrative site plan of the revised Final Master Plan
F. Final Presentation
The design firm will be required to attend a final presentation with City of Miami Beach
staff, the Miami Beach Garden Conservancy, URS and any other pertinent parties to review
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Miami Beach Botanical Garden
the final concept plan /alteroatives. The goal for this final presentation is to obtain approval
on the revised plan and notice to proceed with the implementation of Phase I of the
Botanical Garden.
G. Presentation to City Commission
The design firm. will be required to present the final concept plan to the City Commission,
following presentation to the City of Miami Beach staff (Item F above).
H. Additional Meetings
The design firm. may be required to attend additional meetings beyond Workshop I and
Workshop II. Additionally, if the City of Miami Beach staff, the Miami Beach Garden
Conservancy, and URS are not satisfied with the final presentation, the design firm. will
revise the Final Concept Plan accordingly and return for another Presentation.
II, Basic Services
Basic services consist of preparing design and construction documents for the
implementation of the Miami Beach Botanical Garden. The design firm. will also be required
to provide any necessary services during the bidding phase and will also provide construction
administration services as defined in the City of Miami Beach standard agreement.
A. Task 1: Schematic Design Phase
The design firm. will prepare schematic design phase documents including schematic
drawings, outline specifications and a preliminary construction cost estimate. The design
firm. will present the schematic phase documents to the Design Review Board (ORB) for
their comment and approval The design firm. will make all changes as many times as
required to obtain approval from the DRB. Preliminary construction cost estimate must
indicate that the proposed improvements can be completed within the construction budget.
B. Task 2: Construction Documents
Upon Notice to Proceed from the City of Miami Beach, the design finn will prepare
construction drawings, technical specifications and an estimate of construction costs and
coordinate all work with the design finn's consultants. The design firm. will provide the City
of Miami Beach staff, the Miami Beach Garden Conservancy, and URS the opportunity to
review the drawings at 50%, 75% and 90% completion. Estimates of construction cost at
each submittal must indicate that the proposed improvements can be completed within the
construction budget.
C. Task 3: Permitting and Bidding
At 90% completion, the design firm. will begin the permit process with the City of Miami
Beach Building Department, Fire Department and the Dade County Department of
Environmental Resource Management. The design finn will incorporate all comments and
prepare final documents for bidding. The design finn will also assist the City of Miami
Beach in the preparation of the bid form and in the selection of the contractor by assisting in
the preparation of pre-qualification criteria for bidders and evaluating responses.
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D. Task 4: Construction Administration
The design firm with its consultants will monitor construction, attend construction progress
meetings a minimum of once per week and respond to all construction administration phase
duties as specified in the contract documents and the City of Miami Beach agreement for
professional Architectural and Engineering Services. At least (i)-month prior to Substantial
Completion, the design firm will meet on site with the City of Miami Beach Staff, the Miami
Beach Garden Conservancy, URS and the contractor to develop a preliminary punch list.
Minimum Requirements
Each design firm interested in responding to this Request for Qualification must meet the
following minimum requirements/qualifications. Submittals that do not completely meet
these minimum requirements may be considered non-responsive and eliminated from the
process.
1. The design team must have prior experience with Botanical Garden projects. The
design finn must provide at least (3)-representative Botanical Garden projects
completed within the last (10)-years with a minimum construction cost of
$1,000,000. At least (1) of the (3) projects listed must have been designed in keeping
with the American Association of Museums (AAM) standards for accreditation or
must have been accredited.
2. The design team must include a registered Landscape Architect licensed in the state
of Florida. The Landscape Architect may be either in-house or a sub-consultant to
the prime consultant. The design firm must also include a registered Architect
licensed in the state of Florida. The Architect may be either in-house or a sub-
consultant to the prime consultant.
3. The design team must also demonstrate prior experience with buildings set in
gardens or parks that are specifically designed to be in hannony with the surrounding
green space.
Proposal Requirements
Proposals shall include at a minimum the following elements, in this order, with tabbed-
labeled dividers. Faxed proposals will not be accepted.
A. INTRODUCTION - An introductory letter on firm letterhead indicating name of
firm, contact person, phone, fax, e-mail, type of business entity, and a short
statement summarizing the strengths of the firm/team as it relates to this project.
B. EXPERIENCE - A description of the firm's relevant experience and capabilities,
with a description of comparable projects including, contact names, phone numbers,
dates, budget and outcome.
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1JRS Miami Beach Botanical Garden
C. PROJECT TEAM Project team organization, names and resumes (5 pages
maximum) of team members including those consultants who will manage and
perfonn the work.
D. WORK PLAN - A clear description of how the consultant will complete the scope
of services and the fonnat to be used for communication and presentation. This
should include but not be limited to:
. Description of base information needed and provided for the completion of the
project,
. A description of the specific approach to the project, and the strategy in
establishing priorities, managing conflicting opinions and obtaining consensus.
Selection Criteria
An evaluation Committee, appointed by the City Manager, will meet to evaluate each
response in accordance with this RFP. If further infonnation is desired, respondents may be
requested to make additional written submissions or oral presentations to the Evaluation
Committee. However, the City of Miami Beach reserves the right to select the consultant
based on the original response submitted.
The Evaluation Committee shall base its recommendations on the following factors:
1. Demonstrated record of accomplished work on Botanical Garden design and planning in
accordance with American Association of Museums (AAM). (30 points)
2. Project approach and methodology. (20 points)
3. Project team organization and accessibility. (20 points)
4. Ability to meet time and budget requirements. (20 points)
5. Volume of work previously awarded to each finn by the Agency, with the object of
effecting an equitable distribution of contracts among qualified finns, provided such
distribution does not violate principle of selection of the most highly qualified finn. (10
points)
Responsibilities
Consultant responsibilities include performing all work as outlined in this request. In order
to develop plans, the consultant shall obtain input as necessary from the City, utility
companies, pertinent regulatory agencies, and community organizations.
The City will oversee the project through the CIF (Capital Improvement Projects) Office,
and Program Manager, URS Corporation.
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Attachment B
Scope of Work Info
To:
Donald Shockey
Senior Capital Projects Planner
From:
Barbara Knaub
Facility Chairman
Date:
October 2, 2002
In response to your request for the Scope of Work to be used for the request for
quotes from the Botanical Garden Designers who are to be interviewed for the
purPose of designing a new facility and Botanical Garden located at 2000
Convention Center Drive, we the Conservancy submit the following:
I, Facility:
We believe it is in the best long-term interest of the Garden to build a new
structure due to the problems regarding expansion and renovation of the present
facility. The inability to comply with the 50% rule on a 5300 square foot building
appraised at $525,000, falling below the required flood plain level and the current
structure's holding no significant historical attributes have led us to this
conclusion. A new structure would be located on the south side of the property
providing a new entrance. This would have the benefit of being adjacent to
convenient parking, easy access for conventioneers, attracting visitors of the
Holocaust Memorial, patrons of the proposed parking garage, as well as, easy
access to Lincoln Road foot traffic.
The proposed garage will cast considerable shade on this side of the
garden and a building, rather than plantings, would modify this impact. The
structure should not exceed the footprint of the present building but could have
an additional story allowing us up to 11,000 square feet of space without further
impact to the garden. Due to the cost factor of this overall project coupled with
our concern of remaining in operation during all phases, we feel that it is
important that this project be developed in multiple phases. Completion of these
phases would be subject to our ability to raise adequate funding. The budget for
Phase I would be $2,000,000, taking into account the G.O. Bond funds already
allocated, the proposed $500,000 State Grant and $500,000 possible RDA funds.
At this point we estimate the overall project's cost including the garden to be
approximately $6,000,000 and could be developed in three phases over a period
of 7 or 8 years.
2.000 CONVENTION CENTER DRIVE, MIAMI BEACH, FL 33 139 TEL:3 05 .67 3 .72. 5 6 FAX:3 0 5.535.8083
Page 2
October 2, 2002
The new facility encompassing all phases should include the following:
· Welcome Center and Gift Shop
· General office spaces - sufficient to accommodate our planned
AAM accreditation requirements and educational needs.
· Conference room with audio/video capabilities
· Expandable/dividable auditorium to be used for meetings,
classes, gatherings, and art performances with audio/video
capabilities
· Class room/laboratory - large enough to accommodate 60 persons with the ability
to divide into two groups
· Teaching resource center - a web-connected workspace with electronic and hard
copy library
· Exhibition space for 2 & 3 dimensional horticultural and environmental
educational displays
· Kitchen facility - centrally located to be used by caterers
· Storage for office and other supplies, classroom and auditorium equipment
· Restrooms adequate to service a gathering for 150 to 200 persons
· Sheltered outdoor space for arts performances, educational purposes, exhibits
and cultural gatherings, with audio/video capabilities.
Phase I of the development should include:
· New Garden Entrance - highly visible and inviting
· New structure able to be expanded as we can facilitate additional phases,
· Welcome center / Gift shop and general office spaces should be included in the
new structure.
· Current building to be used for education, meetings, gatherings, cultural and art
performances until such time as all phases are completed. At that time we would
like the old building removed and replaced with garden areas.
II. Horticultural Facilities
It is the Conservancy's vision that the overall design for
the garden should include separate garden rooms, each
with a distinct and specific theme with complimentary
lighting, showcasing a variety of plant collections Le,
"Palm Forest", "Orchidarium", "Japanese Garden", etc.
The main structure should be part of this plan. Roof
gardens, wall gardens and climate controlled ecosystems
able to sustain rare plants, bromeliads, orchids and water
plants could all be incorporated into and onto the
structure, turning the building into an extension of the
garden. A meandering path should be included in the
design starting and ending at the Welcome Center
encompassing a comprehensive view of each distinctive
area of the garden with signage to provide the visitor with
a clear description of individual plants and a signboard providing overall information
Page 3
October 2,2002
relevant to each garden room or area. It is our aim to have all elements of the facility
construction as well as the total garden, fulfill the requirements of AAM accreditation
criteria.
Horticultural Needs:
· Entrance to the Garden - Highly
visible and inviting.
· Display area for orchid and
bromeliad collections Le. .
specialized containers, trellis, and
wall gardens. A glass-enclosed
atrium could be a separate part of
the facility building
· Enclosed structure for exotic and
delicate plants that is climate
controlled. A showcase for rare
plants could be part of the facility
building.
· Demonstration/teaching gardens for
educational curricula ADA compliant.
· Shade house with plant tables,
hanging rods and potting areas.
Also included in this area should be
an exhaust fan and sink.
· Storage shed for tools, potting soil,
compost, pesticides and other
garden related equipment.
· Work area with sink and cleanup
area for garden workers.
· Garage for riding mowers, etc.
· Modern irrigation system throughout
the garden.
· Walkways and paths. ADA compliant
· Lighting for security and aesthetics.
· Museum quality Individual plant
signs.
· Informational signs relevant to
garden areas or rooms.
· Parking for employees and visitors.
· Possible skywalk to the garden to
ease accessibility of proposed
garage to the garden.
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October 2, 2002
III, Conservancy Priorities
· Establish an accredited botanical garden that is recognized as a significant
addition to Florida's educational and cultural resources.
· Develop the Garden as a significant adjunct science resource for Miami
Dade's public and private school curriculum.
· Increase public enjoyment of the Garden's horticultural and educational
excellence and the experience of the visual and performing arts within a
garden venue.
· Promote administrative excellency and efficiency
· Provide an indoor meeting and exhibit space for cultural, educational and
other public purposes.
October 2, 2002
Miami Beach Botanical Garden Conservancy
Designer Recommendations
We have obtained these recommendations from gardens that have achieved or are in
the process of achieving accreditation status from The American Association of
Museums. These Designers have been instrumental in designing the gardens to meet
the strenuous guidelines. They have designed Botanical Gardens such as Fairchild
Tropical Garden, Marie Selby Botanical Garden and the Naples Botanical Garden.
Comoanv Name
Address
Desismer
Notable Proiects
EDAW Inc.
777 17th Street
Suite 200
Miami Beach, FL. 33139
Ph 305-604-5878
Fx 305-604-5704.
Leo Alvarez
David Sacks
Fairchild
McKee Gardens
Naples Botanical
Wallace Roberts & Todd 191 Giralda Ave.
Penthouse
Coral Gables, FL. 33134
Ph 305-448-0788
Fx 305-443-8431
Gerald Marston
McKee Gardens
Naples Botanical
Susan Nelson-Warren Byrd 408 Park Street
Charlottesville, V A.
Ph 434-984-1358
Fx 434-984-4158
Warren ByTd Marie Selby
DukeUniv.
V A State Arboreum
Designer Recommendation is a work in progress and requires considerable
exploration on the Conservancy's part, We wiD provide additional information in the near
future as it becomes available,
2. 0 0 0 CON V E N T ION C E N T E" 0" I V E, M I A M J BE A C H. F L 3 3 139 TE L: 3 0 5 .673.72. 5 6 FAX: 3 0 5 . 5 3 5.8083
BOTANICAL GARDEN ACCREDITATION INFORMATION
June 2002, the full Board of Directors of the Miami Beach Garden Conservancy
adapted a new mission statement:
"The Miand Beach Garden Conservancy's MISsion is to Nurture, Protect and Develop
an Accredited Botanical Garden for Miami Beach Residents and Visitors"
As outlined below, the task is and will be, time consuming and expensive. The
expense is not in the filing fees nor in the review process, but in developing and
maintaining the Garden and its facility to comply with the American Association of
Museum's requirements. ,
It is important to note that in all of the State of Florida there are but two
accredited Botanical Gardens, Fairchild Tropical Garden and the Marie Selby Botanical
Garden. A third, the Naples Botanical Garden is in the process of seeking accreditation.
The fact that the footprint of the Miami Beach Garden Center is but four and one-
halfacres, puts the Garden in a unique position of becoming a "Boutique Urban Garden",
which will become a tourist destination lending status to the City of Miami Beach as an
Educational and Cultural place of beauty.
Before accepting an application for accreditation by the American Association of
Museums an institution must meet the following definition of a Museum:
. Be a legally organized not-for-profit institution or part of a not-fot-profit
institution or government entity;
· Be essentially education in nature;
· Have a formally stated mission;
. Employ one full-time professional person who has MuseumIBotanical
Garden knowledge, experience and is delegated authority and allocated
financial resources sufficient to operate the MuseumIBotanical Garden
effectively;
. Present regularly scheduled programs and exhibits that use and interpret
objects for the public according to accepted standards;
. Have a formal and appropriate program of documentation, care, and use
of collections and/or tangible objects;
. Have a formal and appropriate program of maintenance and presentation
of exhibits.
As well as meet the following operating criteria:
. Have been open to the public for at least two years;
. Be substantially open to the public (at least 1,000 hours a year)
. Have an appropriate armual operating budget (at least $25,000);
. Have accessioned 80 percent of the collection;
. Can demonstrate the characteristics of an accreditable Botanical Garden.
Please find attached further information on accreditation for your review.
2.000 CONVENTION CENTER DRIVE, MIAMI BEACH,lFL 33139 TEL:30S.673.72.S6 FAXqOS.S3S.8083
ACCREDITATION
Accreditation of a Botanical Garden is achieved under the auspices of the
American Association ofMuseum/Botanical Gardens where accreditation programs have
been in place for over 30 years.
Purpose:
The achievement of AAM accreditation signifies and recognizes
excellence within the Museum/Botanical Garden community, to governments and
outside agencies, and among the American public. Developed and operated by
Museum/Botanical Garden professionals, the program reflects, reinforces, and
promotes the best practices in Museum/Botanical Gardens and the strictest
accountability to the public Museum/Botanical Gardens serve.
Who is accredited?
Approximately 750 institutions throughout the nation are accreqited. This
number includes institutions of all types and sizes, ranging from art, history,
natural history, and science Museum/Botanical Gardens and centers, to
aquariums, arboreta, planetariums and zoological parks.
The benefit of accreditation is increased public credibility, which attracts
volunteers, visitors, tourists, contributions and loans, and traveling exhibitions
within the organization. The rigorous process builds teamwork and fosters a
clearer sense of purpose of the institutions strengths, goals, priorities and mission.
Accreditation is a rigorous and challenging process. The process of
accreditation is based upon peer review as well as institutional self study which
has four (4) phases:
I. Once the AAM. official accreditation program application form is
accepted, the institution begins the process by undertaking a "one year
period of self-study". During this period a questionnaire surveying all
aspects of operations accompanied by a series of required documents is
submitted. (See Exhibit "p':' on Page 4).
II. After submission the materials are reviewed by the AAM.'s
Accreditation Commission for interim approval.
III. "Visiting Committee". Once granted, an "on-site review", by a two
member team takes place.
IV. The Commission will consider initial accreditation by considering the
report of the Visiting Committee in conjunction with the institutions self
study materials.
2.000
CON V E N T ION C E N T E R DR I V E, M I A M I BE A C H f F L 33 139 TE L: 3 0 5 .673.7156 FAX: 3 0 5 . 5 3 5.8083
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How long will it take?
While the actual schedule for completion of the accreditation
process can vary from one institution to another, Museum/Botanica1
Gardens generally require about three years to fully complete the process.
Once accredited, all Museum/Botanical Gardens must undergo and
complete an equally rigorous subsequent review at least every ten years.
What are the costs of accreditation?
Costs at the time of application include a non-refundable
application fee. Every year, all participating Museum/Botanica1 Gardens
are also required to pay the annual program participation fee in order to
remain active in the program. The Museum/Botanical Garden is also
responsible for the expenses incurred by the Visiting Committee related to
its on-site review. MuseumIBotanical Gardens should also consider the
costs of staff and governing authority time needed to complete the self-
study and prepare for/undergo the on-site review.
Characteristics of an Accreditable MuseumIBotanical Garden:
A. A.M. Accreditation signifies that a MuseumIBotanical Garden
voluntarily engages in ongoing self-examination and uses the results of
rigorous self-study and peer review to improve its programs and
operations. Accredited status provides credible evidence that the
MuseumIBotanical Garden not only fulfills its purpose and attains the
goals that it proclaims in its mission, but does so in accordance with the
highest professional practices and standards. :
The Commission recognizes that there is no single set of standards,
because of the diversity of the institutions in this country, as such the
Commission articulated the "Characteristics of an Accreditable
MuseumlBotanical Garden", comprising of two core questions which
guide every accreditation review.
. How well does the MuseumIBotanical Garden achieve its stated
mission and goals?
. How well does the MuseumlBotanical Garden's performance meet the
standards and practices, as they are generally understood in the
MuseumIBotanical Garden field?
These questions, along with the "Characteristics," shape both the
Accreditation Commission's deliJ>erations and the Visiting Committee's
on-site evaluation and recommendation. The Accreditation Commission
and the Visiting Committee are then able to evaluate the
Museum/Botanical Garden within the context of the institution's unique
situation and its utilization of available resources (human, physical and
financial) and collections.
2.000
CONVENTION CENTER DRIVE, MIAMI BEACH,3FL 33139 TEL:305.673.7156 FAX:305.535.8083
Exhibit "A" Formal Criteria
Mission
An accreditable MuseumlBotanica1 Garden has a clear sense of mission
and organizes its governing authority, staff, financial resources,
collections, public programs, and activities to focus on meeting its
formally stated mission.
Governance
. The governance structure and process effectively advance the
MuseumlBotanica1 Garden's mission.
. The governing authority and staff have a clear and shared
understanding of their roles and responsibilities.
. There is current and appropriate evidence of planning for the
Museum/Botanical Garden's future.
Collections Stewardship
. The collections and/or tangible objects are appropriate to the
mission.
. The collections are effectively managed, housed, secured,
documented and conserved.
Interpretation and Presentation
. The Museum/Botanical Garden's public programs, collections and
exhibitions effectively advance the mission.
. The Museum/Botanical Garden's public programs and exhibitions
effectively use ideas, concepts and objects to provide opportunities for
learning and enjoyment.
. The Museum/Botanical Garden's public programs and exhibitions are
informed by appropriate research and are effectively presented.
. The Museum/Botanical Garden effectively identifies and knows the
characteristics of its existing and potential audiences.
. The Museum/Botanical Garden effectively involves its audiences in
developing public programs and exhibitions.
. The Museum/Botanical Garden effectively evaluates it programs and
exhibitions.
. The Museum/Botanical Garden effectively communicates with the public
about its programs and exhibitions.
. The Museum/Botanical Garden's research activities are conducted
according to appropriate scholarly standards.
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Administration and Finance
. Leadership is in place to develop and manage plans and processes to
assure that the Museum/Botanical Garden acquires, develops and allocates
its resources in a way that advances the Museum/Botanical Garden's
mission and sustains its financial viability.
. The Museum/Botanical Garden's staff must have appropriate education
training and experience.
The accreditation process is built largely around institutional self-study as both a
tool for accreditation purposes and as stimulus for on-going growth and
assessment afterwards; as the initial step in the accreditation process, all
institutions are required to complete and submit an Accreditation Self-Study. The
Self-Study is a challenging internal examination consisting of a lengthy
questionnaire, supported by a number of required documents.. It is designed to
gather detailed information about all aspects of the Museum/Botanical Garden's
operations, mission, goals, and in order to demonstrate that the Museum/Botanical
Garden meets the eligibility criteria and the characteristics of an accreditable
Museum/Botanical Garden. The self-study period is one year.
A, QUESTIONNAIRE
All Museum/Botanical Gardens will be asked to answer a series of questions in
the following areas:
. MuseumIBotanical Garden Profde (general information. about the
Museum/Botanical Garden)
. Background (operational and programmatic history)
. Governance
. Collections Stewardship
o Scope of Collections
o Collections Management
o Preservation and Conservation
o Use of Objects and Site Development
. Interpretation and Presentation
o Education and Research
o Exhibitions
o Public Programs
o Publications and Other Media
o Use ofInteractive and Emerging Technologies
o Marketing and Public Relations
. Administration and Finance
o Staff
o Volunteers
o Membership and Affiliate Organizations
o Finances
o Ancillary Activities
o Physical Facilities
o Safety and Security
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B, REQUIRED DOCUMENTATION
The following documents must be submitted with the completed self-study. It is
assumed that all documents submitted are current and have been approved by the
Museum/Botanical Garden's governing authority where necessary and
appropriate.
. Mission statement: View the Accreditation Commission's Expectations
Regarding Institutional Mission Statements.
. Articles ofIncorporation, charter or enabling legislation
. Bylaws or constitution
. Statement of permanence (applicable only to Museum/Botanica1 Gardens
that are part of other organizations which do not have Museum/Botanical
Garden management as a primary purpose in their governing authority or
organizational documents); View the Accreditation Commission's
Expectations Regarding A Resolution of Permanence.
. List of current member of governing authority, with the affiliations
. Institutional code of ethics for staff and governing authority: View the
Accreditation Commission's Expectations Regarding an Institutional Code
of Ethics.
. Written evidence of the delegation of authority for day-to-day operation of
the Museum/Botanica1 Garden to the Museum/Botanical Garden director
(or the equivalent position): View the Accreditation Commission's
Expectations Regarding Delegation of Authority.
. Documentation of future institutional plans: View the Accreditation
Commission's Expectations Regarding Institutional Planning.
. Collections policy related to the Native American Graves Protection and
Repatriation Act
. Collections management policy (acquisition, accession, deaccession,
disposal, loans, both incoming and outgoing, conservation)
. Sample copy of completed accession record
. Sample copy of completed catalog record
. Sample copy of completed inventory record
. Sample copy of completed deaccession form
. Sample copy of completed loan agreement form
. Sample copy of completed condition report form
. List of published research results from the past five years
. List of long-term exhibit installations with titles and dates
. List of temporary exhibitions shown during the past five years
. List of traveling exhibitions organized by the Museum/Botanical Garden
during the past five years
. Sample materials that illustrate the range of educational programs
. Most recent program calendar
. List ofMuseum/Botanical Garden publications for the past five years
. Samples of selected publications
. Organization chart for the MuseumlBotanical Garden
. List of principal professional and administrative staff with salary ranges
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. Position descriptions of principal professional and administrative staff
. Current resumes for principal professional and administrative staff
. Personnel policies
. Printed descriptive material pertaining to membership program
. Bylaws for each affiliate organization
. Copy of IRS notification of tax-exempt status for each affiliate
organization
. Printed descriptive material pertaining to activities of affiliate
organizations
. Printed descriptive material pertaining to activities of each subsidiary
. Copy of IRS notification of Museum/Botanical Garden's tax-exempt
status
. Current year operating and non-operating budget
. Audited financial statement or unaudited year-end fiscal reports (if audited
not available)
. Annual report (if available)
. Emergency plan (addressing emergency incidents and policies and
procedures ensuring disaster preparedness for staff, visitors and
collections)
. Photographs (8" xlO", labeled and dated)
o Grounds and exterior elevations
o Interiors, including: classrooms, sales areas, and other public areas
o On-site storage areas
o Off-site storage and all other off-site facilities
o Galleries and exhibition areas (in sufficient detail to depict typical
exhibition and interpretive techniques representative of both
permanent and temporary exhibitions)
o Laboratories
o Mechanical rooms
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