2003-25182 ResoRESOLUTION NO. 2003-25182
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 A PROFESSIONAL SERVICES
AGREEMENT WITH THE FIRM OF HILLIER, IN THE AMOUNT OF $185,770
FOR PROFESSIONAL FEES AND $22,230 FOR REIMBURSABLE
EXPENSES FOR A TOTAL COST OF $208,000, PURSUANT TO RFP NO.
48-01/02 FOR PLANNING, DESIGN AND CONSTRUCTION
ADMINISTRATION SERVICES FOR A WAYFINDING SlGNAGE SYSTEM;
AND APPROPRIATING FUNDS IN THE AMOUNT OF $83,200 FROM THE
CONVENTION CENTER CAPITAL FUND AND $124,800 FROM PARKING
REVENUE BOND FUND 481; AND ESTABLISHING A WORK ORDER FOR
PAYMENT OF FEES FOR SUCH SERVICES AND PROJECT
REIMBURSABLE EXPENSES.
WHEREAS, On July 10, 2002, the Administration authorized the issuance of a
Request for Proposals (RFP) from environmental graphic design firms for the purpose to
facilitate the City with a detailed planning and design for a Citywide Wayfinding $ignage
System; and
WHEREAS, RFP No. 48-01/02 was subsequently issued and responses received
and ranked by an official Evaluation Committee; and
WHEREAS, On February 5, 2003, the Mayor and City Commission adopted
Resolution No. 2003-25121, accepting the recommendation of the City Manager pertaining
to the ranking of proposals received pursuant to RFP No. 48-01/02 for Planning, Design
and Construction Administration Services for a Citywide Wayfinding Signage System; and
authorized the Administration to enter into negotiations with the top-ranked firm of Hillier,
and, should the Administration not be able to negotiate an Agreement with the top-ranked
firm, authorized the Administration to negotiate with the second-ranked firm of Tom
Graboski Associates/Meeker & Associates; and, should the Administration not be able to
negotiate an Agreement with the second-ranked firm, authorized the Administration to
negotiate with the third-ranked firm of The Douglas Group; and
WHEREAS, the Administration has successfully negotiated a Professional Services
Agreement with the top-ranked firm of Hillier, in the amount of $185,770 for professional
fees, and $22,230 for reimbursable expenses; and
WHEREAS, a total of $1,000,000 has been identified to fund a Citywide Wayfinding
Signage System, including design, fabrication and installation of the signs, with funding
sources including $400,000 from the Convention Center Capital fund and $600,000 from
Parking Enterprise Funds.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND THE CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission of the City of Miami Beach, Florida, hereby approves and authorizes the
Mayor and City Clerk to execute a Professional Services Agreement with the firm of Hillier,
in the amount of $185,770 for professional fees and $22,230 for reimbursable expenses,
for a total cost of $208,000, pursuant to RFP No. 48-01/02 for Planning, Design and
Construction Administration services for a Wayfinding Signage System; and appropriating
funds in the amount of $83,200 from the Convention Center Capital Fund and $124,800
from Parking Revenue Bond Fund 481; and establishing a work order for payment of fees
for such services and Project reimbursable expenses.
PASSED and ADOPTED this 30th da~f 1~/ , 2003.
ATTEST:
CITY CLERK
T:~AGENDA~2003~apr3003~consent~Wayfinding signage Reso.doc
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
Condensed Title:
IA Resolution authorizing execution of a contract with the firm of Hillier, in the amount of $185,770 for
professional fees and $22,230 for reimbursable expenses for a total cost of $208,000, for Planning, Design
and Construction Administration for a Wayfinding Signage System; and appropriating funds in the amount
of $83,200 from the Convention Center Capital fund and $124,800 from Parking Revenue Bond fund 481.
Issue:
Should the Mayor and City Commission authorize the execution of a contract with the firm of Hillier, for a
total cost of $208,000, for Planning, Design and Construction Administration for a Wayfinding Signage
System; and appropriating funds in the amount of $83,200 from the Convention Center Capital fund and
$124,800 from Parking Revenue Bond fund 4817
Item Summary/Recommendation:
On January 8, 2003, the Mayor and City Commission adopted Resolution 2003-25121 pertaining to
Request for Proposals (RFP) No. 48-01/02 for Planning, Design and Construction Administration Services
for a Citywide Wayfinding Signage System; authorizing the Administration to enter into negotiations with the
top-ranked firm of Hillier, and, if not successful, to negotiate with the second-ranked firm of Tom Graboski
Associates/Meeker & Associates; and, if not successful, to negotiate with the third-ranked firm of The
Douglas Group. The City Manager appointed a Steering Committee to negotiate the contract and oversee
the project implementation. Through negotiations with Hillier, the consultant fees have been reduced from
$235,700 to $185,770, and the reimbursable expense estimate has been reduced from $32,000 to
$22,230. The Administration believes this is a fair estimate of the complexity and cost of the work required
and, therefore, recommends approval of the Agreement. A total of $1 million has been identified to fund
this wayfinding signage program including professional design fees, fabrication and installation of the signs.
The funding includes $400,000 from the Convention Center Capital fund and $600,000 from Parking
Revenue Bonds. The professional fees and reimbursable expenses are proposed to be allocated
proportionately (40/60) to these two funding soumes.
Advisory Board Recommendation:
lConvention Center Capital Project Oversight Board approved April, 2001
Financial Information:
Source of ~ E~ ~ ~;i~ ~ ,~,
Funds:
;}~ ~i!; $83,200 Exterior Signage Convention Center
Capital Project account 441-2200-069358
$124,800 Fund 481 Parking Revenue Bonds-1997
~;~ ~ $208,000
Fi Dep. ~ ~ ~
City Clerk's Office Legislative Tracking:
I Joyce Meyers/Planning Dept.
n-Offs:
T:~,GENDA~003~apr3003~consent~Wayflnding signage sum.doc
AGENDA ITEM
DATE
CITY OF MIAMI BEACH
CiTY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.ci .miami-beach .fl .us
To:
From:
Subject:
COMMISSION MEMORANDUM
Mayor David Dermer and Date: April 30, 2003
Members of the City Commission
Jorge M. Gonzalez
City Manager
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND
AUTHORIZING THE MAYOR AND CITY CLERKTO EXECUTE A
PROFESSIONAL SERVICES AGREEMENT WITH THE FIRM OF
HILLIER, IN THE AMOUNT OF $185,770 FOR PROFESSIONAL
FEES AND $22,230 FOR REIMBURSABLE EXPENSES FOR A
TOTAL COST OF $208,000, PURSUANT TO RFP NO. 48-01/02
FOR PLANNING, DESIGN AND CONSTRUCTION
ADMINISTRATION SERVICES FOR A WAYFINDING SlGNAGE
SYSTEM; AND APPROPRIATING FUNDS IN THE AMOUNT OF
$83,200 FROM THE CONVENTION CENTER CAPITAL FUND
AND $124,800 FROM PARKING REVENUE BOND FUND 481;
AND ESTABLISHING A WORK ORDER FOR PAYMENT OF
FEES FOR SUCH SERVICES AND PROJECT REIMBURSABLE
EXPENSES.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
A total of $1 million has been identified to fund this signage program including professional
design fees, fabrication and installation of the signs. The funding includes $400,000 from
the Convention Center Capital fund and $600,000 from Parking Enterprise Funds. Funding
for this professional services agreement should be appropriated in proportional amounts
from these two sources: 40% from the Convention Center Capital Projects Account and
60% from Parking Revenue Bonds.
The total funding in the amount of $34,717,033 has been appropriated from Fiscal Year
(FY) 96/97 through 02/03, for the Convention Center and Jackie Gleason Theater of the
Performing Arts (TOPA) Capital Projects. Pursuant to the City Commission request for
balance updates to be current, preliminary figures through April 14, 2003 show
$21,012,322.57 disbursed, with an additional $1,237,942.38 encumbered for projects in
progress. The total funding available was $35,000,000. It is estimated that the City will not
need to expend funds from the $10,000,000 held for the Cultural Arts Council before the
end of FY2002/03.
Commission Memo
RFP 48-01/02
April 30, 2003
Page 2
ANALYSIS
On July 10, 2002, the Administration authorized the issuance of a Request for Proposals
from environmental graphic design firms for the detailed planning and design of a Citywide
Wayfinding Signage System. RFP No. 48-01/02 was issued on July 24, 2002 with an
opening date of September 6, 2002. The City received a total of sixteen (16) proposals in
response to the RFP. An Evaluation Committee reviewed each proposal, using criteria
contained in the RFP, and short-listed five firms. All five firms were invited for oral
presentations and interviews. Subsequent to the interviews, the Committee members
discussed their individual ranking of the five firms and arrived at the following Committee
ranking:
1. Hillier
2. Graboski/Meeker
3. The Douglas Group
The firm of HILLIER was deemed to be the top-ranked firm based on the experience and
qualifications of their team. Hillier has extensive experience in designing wayfinding
signage systems in cities throughout the United States, including projects in Dallas, Texas,
Camden, NJ, Newark, NJ, and Jersey City, NJ. Hillier has successfully negotiated with the
state's Department of Transportation in their previous urban wayfinding system projects to
achieve designs that both meet the DOT's permitting standards and achieved the city's
goals to create a distinctive identity and sense of place.
On February 5, 2003, the Mayor and City Commission adopted Resolution 2003-
25121 accepting the recommendation of the City Manager pertaining to the ranking of
proposals received pursuant to Request for Qualifications (RFP) No. 48-01/02 for Planning,
Design and Construction Administration Services for a Citywide Wayfinding Signage
System; authorizing the Administration to enter into negotiations with the top-ranked firm of
Hillier, and, should the Administration not be able to negotiate an Agreement with the top-
ranked firm, authorizing the Administration to negotiate with the second-ranked firm of Tom
Graboski Associates/Meeker & Associates; and, should the Administration not be able to
negotiate an Agreement with the second-ranked firm, further authorizing the Administration
to negotiate with the third-ranked firm of The Douglas Group.
PROJECT DESCRIPTION
BOUNDARIES
Vehicular System --City of Miami Beach city limits (including State and County Roadways)
Pedestrian System - City of Miami Beach city limits (as required) with a specific
concentration in the South Beach District.
Commission Memo
RFP 48-01/02
April 30, 2003
Page 3
SIGN TYPES
The design of the following sign types will be included:
1. District gateway signs (3) for entrances to the city and major business and cultural
districts
2. District directional signs that include information leading to municipal garage and lots
3. Destination Directional signs that direct visitors to cultural attractions, public beaches,
shopping districts and major government buildings
4. Trailblazer directional signs
5. Pedestrian wayfinding maps and signs
6. Pedestrian/bicycle trail signs
7. Arrival signs marking the entrance to parking facilities and major cultural institutions
8. Street name signs for arterial streets and neighborhood residential streets
9. Consistent city map for handouts in parking facilities, kiosks and attractions.
CORE CLIENT GROUP
The following groups have been identified as the core client group and will required
presentations, meetings and workshops as indicated in our scope of work.
Steering Committee (12 members)
Stakeholders
City Commission
Community Group
Design Review Board
Historic Preservation Board
Florida Department of Transportation
Miami-Dade County Department
Of Public Works
Meetings and Presentations
Open House Presentations & Workshops
Presentations
Open House Presentations
Presentations
Presentations
Meetings and Presentations
Meetings and Presentations
SCOPE OFSERVICES
PHASE ONE- WA YFINDING AND SIGNAGE MASTER PLAN
Step 1. Strategic Implementation Plan (Not in ContracO Previously completed by City
Staff with assistance from Society of Environmental Graphics Design.
Step 2. Wayfinding Analysis
Kick Off meeting with Steering Committee and Stakeholder Group. Tour and photograph
city. Review existing planning work accomplished to date. Identify city gateways, districts,
primary routes, major areas, points of interest and destinations (cultural, business,
shopping, education, parking, recreation, etc). Conduct working meetings with wayfinding
participants/community to review program criteria including: primary and secondary routes,
circulation, State & County roadways, assigned speed limits, parking lots, pedestrian
requirements, districts/zones, transition points, decision points, information hierarchy,
create a general menu of sign types, terminology/nomenclature, audience considerations,
daytime vs. evening travel, design criteria, image, marketing goals, functional
requirements, flexibility, vandal resistance and maintenance. Identify a preliminary budget
based on information gathered to date and estimated number of signs required. Present
Commission Memo
RFP 48-01/02
April 30, 2003
Page 4
preliminary findings and recommendations based on analysis and wayfinding committee
comments and recommendations (presentation to Steering Committee and Stakeholders).
Meet with FDOT and Miami-Dade County to review wayfinding concepts and philosophy.
Confirm traffic engineering and design criteria. Incorporate wayfinding committee decisions
and recommendations into the analysis.
Step 2 deliverable: Based upon the wayfinding analysis, the Consultant will provide an
outline of existing conditions and make recommendations in the form of a report. The
report will address vehicular and pedestrian signage guidelines. This report will establish
the criteria upon which the sign system will be based. Timeframe: 6 weeks from
acceptance of Strategic Implementation Plan.
Step 3 Programming
Prepare preliminary sign location plans, typical messages and general sign types. Site
check (drive by) locations for appropriateness, available space, and general environment
conditions. Preliminary submittal of a message schedule and sign location plans for review
and approval by city representatives, destinations, and community (Submittal #1).
Secondary submittal of revised message schedule and sign location plan for review and
approval by city representatives and each destination (Submittal #2). Submit revised Sign
Location Plans to FDOT, Miami-Dade County Public Works and City of Miami Beach.
Review in the field all locations with permitting agencies. Final submittal of a revised
message schedule and sign location plan for review and approval (Submittal #3).
Step 3 deliverable: Based on working meetings and project reviews a sign location plan
and message schedule will be developed and submitted for final approval. This will include
general sign locations, messages/terminology and required sign types. Timeframe: On-
Going (Final Submission shall be completed during Step 6 Documentation)
Step 4 Schematic Design
Reseamh information, data, imagery and history of City of Miami Beach, needed to
formulate concepts. Conduct an Identity Workshop with Steering Committee and selected
stakeholders to brainstorm and receive design direction for the sign program. This will
include a "taste test" of colors, typography, amhitecture, similar sign programs, images,
historical references and other elements that may help to formulate the design concepts.
Prepare preliminary sign design based on a limited number of sign types (2 - 3 options).
Present the proposed signage system. This would include typical sign types and systems,
location, size, shape and colors (includes 1 community review). Prepare preliminary map
design. Prepare preliminary budget for fabrication and installation of the signage system.
Step 4 deliverable: A maximum of 3 formal presentations (Steering Committee, 1 Public
Open House, Design Review / Historic Preservation Boards) Timeframe: 6 weeks from
acceptance of STEP 2 Submittal.
Commission Memo
RFP 48-01/02
April 30, 2003
Page 5
Step $ Design Development
Refine or revise selected option. Finalize functional aspects of program, size, materials,
contrasts, nomenclature, typography, symbols, hardware, architectural elements,
placement, construction details, mounting methods and installation. Prepare models, full
size mock-ups, sample materials, colors and photo renderings. Develop first draft of
Graphic Sign Standards Manuals, including format, program description, inclusion criteria,
graphic standards, sign type drawings and general specifications. Fabricate Prototype
signs for review and approval in the field. Coordinate with other consultants, landscape
design, lighting, traffic, structural and civil engineering. Submit "design development"
drawings to fabricators for preliminary pricing and constructability reviews. Value engineer
if necessary. Receive preliminary cost estimates from fabricators. Present for final review
and approval.
Step 5 deliverable: Design Development package, which will provide general information
regarding material, color, finish, typography installation and sign size. A maximum of 3
formal presentations (Steering Committee, Design Review/Historic Preservation Boards
and City Commission). Timeframe: 8 weeks from acceptance of Step 4 deliverable.
PHASE TWO - FINAL DESIGN AND BID DOCUMENTS
Step 6 Documentation
Prepare documentation drawings for all sign types; final design, fabrication, construction
details and installation methods. Prepare Final Sign Location Plans (route planning) as
described in Step 3. Prepare final cost estimate based on final design and sign counts.
Outline preliminary permit approval process. Prepare Graphic Sign Standards Manual.
Prepare Graphic Sign Standards including: design intent drawings indicating, material
specifications for all sign types, illustrating size, typefaces, graphic elements, pictograms,
letter spacing, materials, finishes, construction details, installation methods, colors and
locations. Prepare Technical Specifications describing materials, products, submittals,
coordination, execution, quality assurance, installation, etc.
Step 6 deliverable: The Graphics Sign Standards Manual will provide the City of Miami
Beach an "off the shelf" guide to implementing a consistent sign program throughout the
city. This phase will include a field survey (3 day maximum). Timeframe: 8 weeks from
acceptance of Step 5 deliverable.
PHASE THREE - BIDDING AND A WARD SERVICES
Step 7 Bid Analysis
Prepare minimum requirements for qualification of bidders. Provide a list of fabricators.
Provide clarification or addendum to bidders. Review bids and provide recommendations
PHASE FOUR - CONSTRUCTION ADMINISTRATION
Step 8 Construction Administration
Review shop drawings & samples prior to fabrication. Confer with fabricators. Attend
weekly construction meetings. Conduct in-field review of locations. Review the installation.
Commission Memo
RFP 48-01/02
April 30, 2003
Page 6
Reimbursable Expenses: The Consultant will be reimbursed for the following costs: usual
and customary rate for reproduction of reports, contract documents, graphics and
miscellaneous items; travel expenses; long distance telephone, mail and delivery services;
and the cost of fabrication and installation of prototype signs.
Additional Services: If additional services are required during the performance of the
Work, they will be requested by City and negotiated in accordance with contract
requirements. Note that a separate Notice to Proceed is required prior to performance of
any Work not expressly required by the Scope of Services specified in the contract. There
are a few items anticipated that may require additional services, if the City chooses to
move forward with them after the Schematic Design Phase is completed. These include
professional fees for the design of icons for district identification, and architectural and
engineering drawings for city gateway entrance structures at MacArthur Causeway,
Venetian Causeway, and Harding Avenue.
CONTRACT FORMAT AND COMPENSATION
The City Manager appointed a Steering Committee to negotiate the contract and oversee
the project implementation. The proposed Professional Services Agreement is comprised
of the City's standard form for architectural and engineering services, plus the negotiated
scope of services and compensation. Through negotiations with Hillier, the consultant fees
have been reduced from $235,700 in the original proposal to $185,770; and the
reimbursable expense estimate has been reduced from $32,000 to $22,230. The
Administration believes this is a fair estimate of the complexity and cost of the work
required and, therefore, recommends approval of the Resolution.
JMG:CMC:JG:JAM
T:~AGENDA~003~apr3003~consen~Wayflnding slgnage memo Apr30.doc