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HomeMy WebLinkAbout2003-25119 Reso RESOLUTION NO. 2003-25119 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 AMENDMENT No.3 TO THE CURRENT PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY AND THE FIRM OF MCHARRY AND ASSOCIATES, INC., DATED JULY 12, 2000, IN THE AMOUNT OF $64,791, FOR THE PROVISION OF ADDITIONAL ARCHITECTURAL, ENGINEERING AND LANDSCAPE ARCHITECTURAL SERVICES TO COMPLETE THE DESIGN, CONSTRUCTION DOCUMENTATION, CONSTRUCTION ADMINISTRATION, AND TO DEVELOP SPECIFICATIONS FOR THE PROPOSED IMPROVEMENTS TO FIRE STATION NO.4; AND APPROPRIATING $25,711 FROM THE UNDESIGNATED FUND BALANCE, TO BE REIMBURSED BY OTHER PROJECT FUNDS WHICH WILL BE APPROPRIATED AT TIME OF CONSTRUCTION CONTRACT AWARD; IN ADDITION, DIRECTING THE ADMINISTRATION TO ISSUE AN UPDATED PROJECT'S BUDGET STATUS REPORT TO THE MAYOR AND CITY COMMISSION VIA LETTER TO CITY COMMISSION. WHEREAS, on March 1,2002, pursuant to an extensive planning and programming period, City staff reached a consensus to approve the sixth option presented by the City's consultant, MC Harry and Associates Inc., to improve Fire Station NO.4 (the Project); and WHEREAS, unlike the five (5) previous options developed by the consultant, Option 6 was deemed compliant with the Project's programmatic needs, and was designed in accordance with the Project's site restrictions; and WHEREAS, the scope included in this new option generally consists of the relocation of the existing historic Fire Station structure to a southwesterly position on the site, and construction of a new state-of-the-art three (3) bay apparatus Fire Station in a northerly position, near 69th Street; and WHEREAS, the City's consultant, MC Harry and Associates, Inc. will be required to gerform additional architectural and engineering design services to re-grade a portion of the 69 Street street-end to achieve a safe and practical entryway for both, pedestrians and motor vehicles, including the emergency fire trucks, to the new building; and WHEREAS, the relocation of the historic structure to a new position on the site will also require additional architectural and engineering design work, not contemplated in the current Professional Services Agreement between the City and MC Harry and Associates, Inc,; and WHEREAS, during the course of the design development, Capital Improvement Projects (C I P) and U RS Corporation staffs met on several occasions with the consultant to discuss what was the most logical and efficient critical path to follow, to successfully complete the construction of the project on time and within budget; and WHEREAS, subsequently it was determined that the most efficient way is to construct the project in two (2) phases; and WHEREAS, the first phase, Bid Package 1, will generally consist of the relocation of the existing building, including demolition of the new addition to the historic structure, and repair of the existing structure to make it weather tight, as well as of the removal of the red tag (structural violations); and the second phase, Bid Package 2, will generally consist of the construction of the new Fire Station No 4, including appurtenant site work, landscaping, and site lighting; and WHEREAS, consequently the City's consultant will be required to produce and administrate two (2) bid packages, therefore additional professional services, not covered under the current Agreement, will be required from the consultant to complete the revised scope; and WHEREAS, in the interim City staff held a series of meetings with the consultant to confirm the revised scope and negotiate a proposed professional services fee increase for MC Harry and Associates, Inc.; and WHEREAS, MC Harry and Associates, Inc. reached an agreement with the City to perform the additional work for $64,791; and WHEREAS, funding, in the total amount of $64,791, is comprised as follows: $39,080 in the previously appropriated General Obligation Bond Fund resulted from the savings made after the purchase of five (5) Fire Rescue vehicles; and $25,711 to be appropriated from the General Undesignated Fund Balance; 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 adopt a Resolution to approve and authorize the Mayor and City Clerk to execute Amendment NO.3 to the current Professional Services Agreement between the City and the firm of MC Harry and Associates, Inc" dated July 12, 2000, in the amount of $64,791, for the provision of additional architectural, engineering and landscape architectural services to complete the design, construction documentation, construction administration, and to develop specifications for the proposed improvements to Fire Station No, 4; and appropriate $25,711 from the Undesignated Fund Balance, to be reimbursed by other project funds which will be appropriated at time of construction contract award; in addition, directing the Administration to issue an updated project's budget status report to the Mayor and City Commission via Letter to Commission. PASSED AND ADOPTED this ATTEST: (JJ~ ~~ CITY LERK F:\CAPI\$aU\MAGMtC\GOBOND\MCHARRYAMENDMEN 3 resorevised 2-20 APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION 1-/)--))'] 0818 CITY OF MIAMI BEACH COMMISSION ITEM SUMMARY lQ - Condensed Title: A Resolution of the Mayor and City Commission, approving and authorizing the Mayor and City Clerk to execute an amendment to the current professional services agreement with MC Harry and Associates, Inc. in the amount of $64,791 for the provision of additional services regarding the Fire Station No, 4 Project, to be funded by savings from the 1999 General Obli ation Bonds for the urchase ot Fire A aratus and the Undesi nated Fund Balance. Issue: Should the Mayor and City Commission adopt the aforementioned Resolution to amend MC Harry and Associates current scope of work, and as a result, should the Mayor and City Commission approve an increase to the consultant's fee to perform the additional architectural, engineering and landscape architectural services tor the Proiect? Item Summary/Recommendation: Pursuant to an extensive period of planning and programming, on March 1,2002, City staff reached a consensus to approve a sixth option presented by the consultant to improve the Fire Station NO.4 site, Unlike the previous five (5) options, Option 6 was deemed compliant with the project's programmatic needs, and was developed in accordance with the project site's restrictions. It generally consists in the relocation of the existing Fire Station to a southwesterly position on the site and construction of a new state-of-the-art three (3) bay apparatus Fire Station in a northerly position, near 69th Street. It must be noted that Option 6 was adopted after the execution of a previous Amendment No.2 to the consultant's contract, which did not include the relocation of the existing Fire Station. Although the project team deemed Option 6 to be the most efficient for the site, additional architectural and engineering design work to re-grade a portion of the 69th Street street-end was necessary to allow a safe and practical entryway to pedestrians and motor vehicles alike, including the emergency fire trucks, Moreover, the relocation of the historic structure to a new location also generated additional design work not contemplated in the current Agreement between the City and MC Harry and Associates Inc, During the course otthe design, CIP and URS staffs met on several occasions with the consultant to discuss the most logical and efficient sequential path for the construction to follow to successfully complete the project. A number of factors were considered, and options were examined. The consensus reached was that the most efficient way to carry out the construction phase consists in dividing the project in two (2) bid packages, Bid Package No.1 will be generally the relocation ot the existing building, including demolition of the new addition to the historic structure, repair of the existing structure to make it weather tight and removal of the red tag (structural violations). Bid Package No, 2 is generally the construction of the new Fire Station No.4, including appurtenant site work, landscaping, and site lighting. After a series of negotiation sessions with the consultant, CIP, assisted by the program manager for the project (URS Corporation) agreed the negotiated amount of $64,791 was fair and reasonable for the amount of additional work required from the consultant to complete the project. The Administration concurs, and therefore recommends aooroval of the attached Resolution bv the Mavor and City Commission. Advisory Board Recommendation: I N/A Financial Information: Source of Funds: 1 Amount $39,080 $25,711 Approved rnance Dept. 2 3 4 Total $64,791 City Clerk's Office Legislative Tracking: I Michel Magloire Si n-Offs: Department Director TH Assistant City ReM ~713 J~5-o3 DATE CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH. FLORIDA 33139 www.ci"miami-beach.fl.us Mayor David Dermer and Date: February 5, 2003 Members of the City Commission Jorge M, Gonzalez ~ City Manager O. 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 BETWEEN THE CITY OF MIAMI BEACH AND THE FIRM OF MCHARRY AND ASSOCIATES, INC., IN THE AMOUNT OF $64,791, FOR THE PROVISION OF ADDITIONAL ARCHITECTURAL, ENGINEERING AND LANDSCAPE ARCHITECTURAL SERVICES TO COMPLETE THE DESIGN, CONSTRUCTION DOCUMENTATION, CONSTRUCTION ADMINISTRATION, AND TO DEVELOP SPECIFICATIONS FOR THE PROPOSED IMPROVEMENTS TO FIRE STATION NO.4; AND APPROPRIATING $25,711 FROM THE UN DESIGNATED FUND BALANCE, TO BE REIMBURSED BY OTHER PROJECT FUNDS WHICH WILL BE APPROPRIATED AT TIME OF CONSTRUCTION CONTRACT AWARD. ADMINISTRATION RECOMMENDATION: To: From: Subject: COMMISSION MEMORANDUM Adopt the Resolution. FUNDING: Funding in the amount of $39,080 is available from the previously appropriated 1999 General Obligation (G.O.) Bond Fund as savings from the purchase of the previously approved Fire Apparatus. Further funding in the amount of $25,711 is available from the General Fund undesignated fund balance, to be reimbursed by other project funds which will be appropriated at the time of construction contract award. ANALYSIS: Pursuant to an extensive period of planning and programming, on March 1, 2002, City staff reached a consensus and approved the sixth option presented by the City's consultant, MC Harry and Associates Inc., to improve the Fire Station NO.4 site. Unlike the five (5) previous options developed by the consultant, Option 6 was deemed compliant with the project's programmatic needs, and was designed in accordance with the project's site restrictions. Its scope generally consists of the relocation of the existing historic Fire Station structure to a southwesterly position on the site, and construction of a new state-of-the art three (3) bay apparatus Fire Station in a northerly position, near 69th Street. It must be noted that the City Commission Memorandum February 5, 2003 MC Harry Additional Services for Fire Station No.4 Page 2 of 4 consensus was reached after the execution of Amendment NO.2 to the consultant's contract by the Mayor and City Clerk. Amendment No.2 does not include the relocation of the existing Fire Station. Although Option 6 was determined to be the most efficient design solution for the project site, additional architectural and engineering design services to re-grade a portion of the 69th Street street-end will be necessary to achieve a safe and practical entryway for pedestrians and motor vehicles alike, including the emergency fire trucks, to the new building. Moreover, the relocation of the historic structure to a new position will also generate additional architectural and engineering design work, not contemplated in the current Agreement between the City and MC Harry and Associates Inc. During the course of the design development phase, CIP and URS staffs met on several occasions with the consultant to discuss what was the most logical and efficient critical path to follow, to successfully complete the construction ofthe project on time and within budget. A number of factors were considered, and several options were examined. At the end, it was determined that the most efficient way is to construct the project in two (2) phases. The first phase - Bid Package 1 - will consist of the relocation of the existing building, including demolition of the new addition to the historic structure, and repair of the existing structure to make it weather tight, as well as removal of the red tag (structural violations). The second phase - Bid Package 2 - will generally consist of the construction of the new Fire Station No. 4, including appurtenant site work, landscaping, and site lighting. Therefore, the consultant will be required to produce and administrate two (2) bid packages. Bid Package 1, and Bid Package 2 will be permitted, bid, awarded, and constructed separately. City staff recognized that additional effort, not covered under the initial Agreement, will be required from the consultant to complete the revised scope, as defined above. Consequently, a series of meeting sessions were held with the consultant to discuss and confirm the revised scope as well as to negotiate a potential increase requested by the consultant to perform the additional work. MC Harry and Associates Inc.'s initial request for additional services was $103,651. The Administration reached an agreement with the consultant, subject to the Mayor and City Commission's approval, for $64,791. A credit in the amount of $22,410 is included in the above negotiated amount. The credit is for work that was previously removed from the scope of the original agreement due to budgetary constraints. They are generally as follows: . CIP and Parking Department personnel discussed and agreed in principle for the proposed improvements to the parking lot adjacent to the Police Sub-Station be funded by the Parking Department's budget. The scope of this improvement generally consists in the re-striping of the lot. Minor modifications shall be necessary to make fit 21 cars in the lot, in lieu of the current 19 cars. City Commission Memorandum February 5, 2003 MC Harry Additional Services for Fire Station No.4 Page 3 of 4 . The renovation of the existing building's interior remains un-funded. Therefore this scope was deleted from the original agreement with MC Harry. As a result, a credit for associated architectural, landscape architectural, mechanical, electrical, plumbing, and civil engineering design work was due, and issued to the City. Moreover, the project's schedule was modified to reflect the project's scope amendment described above. The following tables (Tables No.1 and 2) represent the updated schedules for the project based on the two (2) bid packages' option. On November 2, 1999, the citizens of Miami Beach approved the issuance of a $92 Million General Obligation Bond to fund several needed improvements to City's parks and facilities, neighborhoods and streetscapes, as well as fire safety facilities, and equipment. $2,700,000 in G.O Bond Fund was earmarked for the replacement of five (5) Fire Rescue vehicles. The purchase of the new equipment was completed, and savings to cover the proposed additional services fees was made. Savings in the amount of $39,080 is currently available, and the use of such funds to pay for additional fire safety facilities and equipment improvements is consistent with the citizens' expressed intention when the 1999 G.O. Bond was passed. At this time, it is projected that there is a shortfall in the project funding, such that the construction dollars are insufficient for the project design. If necessary, at the time of construction contract award, the Administration will recommend an appropriate funding source to make up the anticipated shortfall. At this time, the Administration recommends that $25,711 be appropriated from the General Fund undesignated fund balance to complete the funding of the Additional Services. At the time of the construction contract award, this amount will be reimbursed by whatever funding source is identified to make up the anticipated project shortfall. CONCLUSION: The Administration requests the Mayor and City Commission's approval and authorization to pay the aforementioned additional services for Fire Station No.4 in the amount of $64,791 from the above savings. TABLE -1 TENTATIVE PROJECT SCHEDULE UPDATE - BID PACKAGE 1: HISTORIC BUILDING RELOCATION Tasks Estimated Taraet date 100% Construction Documents Februarv 2003 City Review and Permittina March I April 2003 Bid Notice Aoril 2003 Construction Notice to Proceed June 2003 Construction close-out November 2003 City Commission Memorandum February 5, 2003 MC Harry Additional Services for Fire Station No, 4 Page 4 of 4 TABLE-2 TENTATIVE PROJECT SCHEDULE UPDATE - BID PACKAGE 2: NEW FIRE STATION NO.4 Tasks Estimated Taraet date 100% Construction Documents Mav 2003 City Review and Permittina Mav I June 2003 Bid Notice Julv 2003 Construction Notice to Proceed SeDtember 2003 Construction close-out September 2004 JMG/RCMrrH/MM T:\AGENDA\2003\feb0503\regularlMCHARRYAMEDMENT3COM MEMO,doc AMENDMENT NO.3 TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN CITY OF MIAMI BEACH, FLORIDA AND MC HARRY ASSOCIATES, INC., DATED JULY 12, 2000; SAID AMENDMENT IN THE AMOUNT OF $64,791, FOR THE PROVISION OF ADDITIONAL ARCHITECTURAL, ENGINEERING AND LANDSCAPE ARCHITECTURAL SERVICES TO COMPLETE THE DESIGN, TO DEVELOP SPECIFICATIONS AND CONSTRUCTION DOCUMENTATION, TO PROVIDE CONSTRUCTION ADMINISTRATION, FOR THE RELOCATION AND STRUCTURAL RESTORATION OF THE EXISTING FIRE STATION NO.4 AND THE CONSTRUCTION OF A NEW FIRE STATION FACILITY ADJACENT TO THE EXISTING STRUCTURE. THIS AMENDMENT NO.3, DATED AS OF FEBRUARY 5,2003, TO THAT CERTAIN AGREEMENT, DATED JULY 12, 2000, BY AND BETWEEN THE CITY OF MIAMI BEACH, FLORIDA (CITY), AND MC HARRY ASSOCIATES, INC. (CONSULTANT). RECITALS WHEREAS, on January 20,2000, Request for Qualifications (RFQ) No. 41- 99/00, was issued for architectural and engineering services for design and construction administration for the rehabilitation of the existing building and an addition to Fire Station No.4; and WHEREAS, on July 12, 2000, the Mayor and City Commission approved a Professional Services Agreement, in the amount of $160,636, with the firm of MC Harry Associates, Inc. (Consultant), for design and construction administration services for the rehabilitation of the existing Fire Station No.4, as well as an addition to the building to house dormitories and fire apparatus, plus a not to exceed amount of $5,000, for reimbursable expenses, (the Agreement); and WHEREAS, on June 6, 2001, the Mayor and City Commission approved an Amendment to the Agreement and appropriated $21,794, from the $92 Million General Obligation Bond Program, to cover the costs of additional testing services; and WHEREAS, on September 20, 2001, the City Commission approved a Resolution instructing the City Administration to explore design options for the relocation of the new combined Fire Station and Police Substation facility to a northerly position on the site, for the restoration and renovation of the existing Fire Station NO.4 facility; and WHEREAS, on January 22, 2002, the Planning Board recommended the historic designation of the site; and subsequently, on January 25, 2002, City staff reached a consensus to have the Consultant study the relocation of the existing building, proposed for historic designation, to a southwesterly location on the site; and WHEREAS, on March 20, 2002, Fire Station NO.4 was designated historic by the Mayor and City Commission; and subsequently, on July 9, 2002, the Historic Preservation Board approved the design concept for the Project, consisting generally of the relocation of the existing building to a southwesterly location within the site, and the construction of a new state-of-the-art 3 bay apparatus Fire Station in its place; and WHEREAS, this new scope will require the consultant to provide additional architectural and engineering services to complete the Project; and WHEREAS, the City wishes to again amend the Agreement with Consultant, and increase funds, in the amount of $64, 791, available as follows: $39,080, from the 1999 General Obligation (G.O.) Bond, and $25,711 from the Undesignated Fund Balance to cover the additional architectural and engineering fee for the Project. NOW, THEREFORE, The City and Consultant agree to amend the Agreement as follows: 1. ABOVE RECITALS The above recitals are true and correct and are incorporated as a part of this Amendment NO.3. 2. MODIFICATIONS The Agreement is amended to include the Additional Services, as described in Exhibit "A" entitled "Scope of Services/Compensation for Additional Services", attached hereto. 3. RATIFICATION. The City and Consultant ratify the terms of the Agreement, as amended by this Amendment NO.3. IN WITNESS WHEREOF, the parties hereto have caused this Amendment No.3 to be executed in their names by their duly authorized officials as of the date first set forth above. ATTEST: Q ~AJ,l \ {CLt ~ CITY CLERK ATTEST: By F:\CAPI\$aIl\MAGMIC\GOBONDlMCHARRYAMENDMENT NO 3.dac CONSULTANT MC HARRY AND ASSOCIATES, INC. ~~ ~~ A~l. Print Name APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION r Lf~ r <::;03 u. Exhibit "A" To Amendment No.3 Scope of Services/ Compensation for Additional Services Scope of Services: The scope of the Consultant's services shall include but not be limited to the following: Preparation of schematic design, design development, construction documents, bid specifications, provisions of construction administration services and cost estimates necessary to complete the improvements to the Fire Station No.4. The total project should not exceed the new construction of 9,258 gross square feet and include the relocation and limited renovation of a 3,500 square foot historic building and will be bid and awarded in (2) phases. The improvements to Fire Station NO.4 shall include the following: I. Buildinqs A. Demolition of the 1960's addition to the original 1930's Fire Station NO.4 building. B. Relocation of the existing Fire Station to a southwesterly position on the site consistent with the approval and order of the Historic Preservation Board regarding the project and minor renovations of the original 1930's Fire Station No.4 building. 1. Structural renovations required such that the existing building meets current building codes. 2. Renovation of the exterior finishes consistent with the historic character of the building, and necessary improvements to the systems, to make the building weather tight. 3. Provide for all available utilities (entrance to building/make taps & valves/do not activate). 4. Necessary site improvements in the areas immediately adjacent to the relocated building to avoid hazardous conditions. C. Construction of new facilities to include: 1. Three (3) bay "back in" apparatus facility (not drive thru configuration). 2. Program elements as per the design concept approved by the City Commission, and by the Historic Preservation/ Design Review Board on July 9, 2002, totaling 9,258 square feet (all elements except apparatus bays, to be contained within a one story building). II. Entrvwavs A. Vehicular entryways for emergency vehicles, including the 69th street street-end re-grading and any other appurtenant streetscape and engineering improvements required by code and the entities having jurisdiction to allow a safe, and practical vehicular and pedestrian entryway to the new building, excluding Traffic Engineering or Signalization. B. Entranceways and walkways for pedestrians leading into the new Fire Station. III. Site Liqhtinq A. Site and security lighting around the new Fire Station and as required by code around all improvements. IV. Landscapinq A. New landscaping and irrigation around the new Fire Station and sod all disturbed areas. Compensation: Original Agreement amount $165,636.00 Amendment No.1 $21.794.00 Amendment NO.2 $54.247.00 Amendment No.3 $64.791.00 Revised Agreement amount $306.468.00 F:\CAPI\$aIl\MAGMIC\GOBDNO\MCHARRY ATTACH Arrendrrent NO.3.doc