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2003-25328 Reso RESOLUTION NO. 2003-25328 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE ISSUANCE OF RFQ NO. 69-02103 FOR ARCHITECTURAL, ENGINEERING, DESIGN, AND CONSTRUCTION ADMINISTRATION SERVICES NEEDED TO PLAN, DESIGN, AND CONSTRUCT A MULTIPURPOSE MUNICIPAL PARKING FACILITY ON THE CURRENT SITE OF THE CITY HALL SURFACE PARKING LOT. WHEREAS, the City has identified a need for additional parking and is therefore proceeding with developing a new multipurpose municipal parking facility on the site of the current City Hall surface lot, with the goal of having a new facility operational by November 2007; and WHEREAS, to that end, at their July 30, 2003 meeting the Mayor and Commission approved Resolution No. 2003-25286, authorizing the City to execute Amendment NO.1 to the existing Agreement between URS Corporation- Southern and the City to provide program management services for the design and construction of a multi-purpose municipal parking facility, to be constructed on the surface parking lot adjacent to City Hall, said services in an amount not to exceed $1,003,882; and WHEREAS, in order to meet the target construction schedule for the parking facility, the City needs to move forward with the issuance of a Request for Qualifications (RFQ) for architectural, engineering, and design services needed to plan, design, and construct the project; and WHEREAS, the City and its consultants have developed a scope of services for the project, which consists of the construction of multipurpose, multi-story parking structure, which may include (as will be determined necessary by the planning process): intermodal facilities, retail space, office space, and related public area improvements; NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission approve and authorize the issuance of RFQ No. 69-02/03 for architectural, engineering, design, and construction administration services needed to plan, design, and construct a Multipurpose Municipal Parking Facility on the current site of the City Hall surface parking lot. PASSED AND ADOPTED this 10th day of ,2003. ATTEST: ~~ p~~ CITY CLERK APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION ~~-~ol T :\AGENDA \2003Isep1003\regularlCityHaIIGaragereso.doc CITY OF MIAM1' BEACH COMMISSION ITEM SUMMARY ~ Condensed Title: A Resolution of the Mayor and City Commission Authorizing the Issuance of an RFQ for Architectural, Engineering, Design, and Construction Administration Services Needed to Plan, Design, and Construct a Multipurpose Municipal Parking Facility on the Site of the Existing City Hall Surface Parking Lot. Issue: Shall the City Commission approve the issuance of an RFQ for architectural, engineering, design, and construction administration services needed to design and construct a multipurpose municipal parking facility on the existin surface arkin lot west of Ci Hall? Item Summary/Recommendation: At the July 30, 2003, City Commission meeting, Resolution 2003-25297 was adopted, approving an agreement between the City and the New World Symphony to develop a new Symphony performance space and ancillary facilities on the two City surface parking lots at Washington Avenue and 1 ih Street. Prior to the actual start of construction on the project, the City needs to have replacement parking available for the spaces that will be lost to the development. A substantial number of replacement spaces will be provided by a new multipurpose municipal parking facility to be constructed on the site of the current City Hall surface parking lot. In order to meet the target project construction schedule for this parking facility, which calls for completion in late 2007, the City needs to move forward with the issuance of an RFQ for architectural, engineering, design, and construction administration services needed to plan, design, and construct the project. City and consultant staffs have developed a detailed scope of services for the project. The project consists of a multipurpose, multi-story parking structure, which may include (if determined necessary by the planning process): intermodal facilities, retail space, office space, and related public area improvements. Project elements include site demolition, renovation and construction, landscaping, enhanced lighting, roadway interface and streetscape improvements. The project site is bounded to the north by the Convention Center Preferred Parking Lot ("P Lot"), to the west by Meridian Avenue, to the east by City Hall and to the south by 1ih Street and the City owned building at 1701 Meridian Avenue (also known as 777 17th Street). Total project costs are estimated to be approximately $11 ,000,000 to be funded primarily from intermodal grant funding and Parking Impact Fees. As there will be a lengthy design and construction period for this project, there is a need to initiate the process as soon as possible through the issuance of the subject RFQ. The Administration recommends approval of this item. Advisory Board Recommendation: I N/A Financial Information: Source of Amount Account Approved Funds: 1 CJ 2 3 Finance Dept. Total City Clerk's Office Legislative Tracking: I Donald Shockey Si n-Offs: Department Director For City Manager T:\AGENDA \20031sep 1 003\regu la rlCityHallGarageSummary.doc AGENDA ITEM DATE 1!."Nl- 9-/1J-'f}!J CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 www.miamibeachfl.gov COMMISSION MEMORANDUM From: Mayor David Dermer and Members of the City Commission Jorge M. Gonzalez \ . ^ ~ City Manager Q ;v~ 0 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE ISSUANCE OF RFQ 69-02/03 FOR ARCHITECTURAL, ENGINEERING, DESIGN, AND CONSTRUCTION ADMINISTRATION SERVICES NEEDED TO PLAN, DESIGN, AND CONSTRUCT A MULTIPURPOSE MUNICIPAL PARKING FACILITY ON THE CURRENT SITE OF THE CITY HALL SURFACE PARKING LOT. Date: September 10, 2003 To: Subject: ADMINISTRATION RECOMMENDATION Adopt the Resolution ANALYSIS On July 30th 2003, the Mayor and City Commission approved the first reading of Resolution No. 2003-25297 describing a proposed Development Agreement between the City of Miami Beach and the New World Symphony (NWS) for the development of a portion of the surface parking lot, bounded by 17'h Street to the north, North Lincoln Lane to the south, Washington Avenue to the east and Pennsylvania Avenue to the west, for construction of an approximately 50,000 square foot educational, performance and internet broadcast facility with an exterior screen ("Soundspace"), and an approximately 320-space (+/-) public parking garage facility. The Mayor and City Commission also set a second public hearing for consideration of the Development Agreement on September 10, 2003. A key term of the agreement is that the City will proceed with developing a new Multipurpose Municipal Parking Facility on the site of the current City Hall surface lot with the goal of having a new facility operational by November 2007. Throughout the negotiations with the NWS, the Administration has consistently stated that replacement parking must be built before displacement of either 17'h Street surface parking lot. The Municipal Multipurpose Parking Facility must be built and completed, or an alternate acceptable replacement parking location must be identified, prior to NWS's commencement of project construction. The CIP Office has provided a conservative design and construction schedule for the project as follows: . AlE Contract Award - April 2004 . BOOR Approval - March 2005 . Design Review Board Approval - July 2005 . Construction Documents Completion - June 2006 . Construction Substantial Completion - November 2007 . Construction Final Completion - February 2008 City Commission Memorandum September 10, 2003 City Hall Multipurpose Municipal Parking Facility Design RFQ Page 2 of 3 According to this schedule, the NWS would not be able to begin construction until February 2008. The NWS has expressed strong concern and reservations if the Facility is not substantially complete by June 2006; they have requested the ability to proceed with the construction of their project by then. The City has requested a NWS construction start date of May 2007 if NWS has obtained a building permit and issued a notice to proceed to its Contractor at that time. Since it is unlikely according to the above schedule that the Facility would be completed by that time, the City would agree to identify a temporary alternate acceptable replacement parking location to enable the NWS to proceed with construction of the project. While this issue remains to be resolved between the City and the NWS, the City intends to ag~ressively pursue the construction schedule provided above. To that end, at the July 30 meeting the Mayor and Commission also approved Resolution No. 2003-25286 authorizing the City to execute Amendment NO.1 to the existing Agreement between URS Corporation-Southern and the City of Miami Beach to provide Program Management Services for the design and construction of a Multipurpose Municipal Parking Facility to be constructed on the surface parking lot adjacent to City Hall, in an amount not to exceed $1,003,882. The agreement has been executed and planning for the project is already underway. In order to meet the target construction schedule for the parking facility, the City needs to move forward with the issuance of an RFQ for architectural, engineering, and design services to plan, design, and construct the project. City and consultant staffs have developed a scope of services for the project which is attached (Exhibit A). The project consists of a multipurpose, multi-story parking structure, which may include (if determined necessary by the planning process): intermodal facilities, retail space, office space, and related public area improvements. Project elements include site demolition, renovation and construction, landscaping, enhanced lighting, roadway interface and streetscape improvements. The project site is bounded to the north by the Convention Center Preferred Parking Lot (UP Lot"), to the west by Meridian Avenue, to the east by City Hall and to the south b~ 1 yth Street and the City owned building at 1701 Meridian Avenue (also known as 777 1 yt Street) . Total project costs are estimated to be approximately $11 ,000,000 to be funded primarily from intermodal grant funding and Parking Impact Fees. Using the basic scope of services model developed by the CIP Office for capital projects, the project will include Planning, Design, Bid and Award, and Construction Management Phases. The Planning Phase will include: (1) Project Kick-off Meeting; (2) Site Reconnaissance Visit and Development of Design Concept Alternatives; (3) Visioning Session to clarify goals and alternative concepts; (4) two Community Design Workshops to develop consensus on community input into the project; and (5) development, review, and finalization of Basis of Design Report. The Design Phase will include: (1) survey and field verification of existing conditions; (2) detailed construction design including submittals and reviews at 30%, 60%, 90%, and 100% completion levels; (3) development of opinions of probable cost; (4) and permitting reviews. City Commission Memorandum September 10, 2003 City Hall Multipurpose Municipal Parking Facility Design RFQ Page 3 of 3 The Bid and Award Phase will include: (1) construction contract document review; (2) bid document delivery; (3) bid evaluation; and (4) production of as-bid contract documents. The Construction Administration Phase will include: (1) pre-construction conference; (2) weekly construction meetings; (3) respond to Request's for Information and evaluate change order requests; (4) provision of field observations; and (5) project closeout. The Request for Qualifications will be advertised according to City procurement procedures and responses will be evaluated and ranked by an Evaluation Committee prior to being submitted to the Commission for award and approval. The selection process followed will be in accordance with the Consultant's Competitive Negotiation Act (CCNA), Section 287.055 Florida Statutes. The tentative project schedule is as follows: Se tember 23,2003 October 14, 2003 October 24, 2003 November 4, 2003 Week of November 17,2003 December 10, 2003 Week of Janua 5, 2004 Week of Februa 2, 2004 Week of Februa 23, 2004 CONCLUSION As the City and the New World Symphony move forward to develop the surface parking lots at 1 ih Street and Washington Avenue, there is a need to accelerate the development of planned replacement parking. The proposed Multipurpose Municipal Parking Facility will meet this and a variety of other needs. The first step required in developing the project is the issuance of an RFQ for architecture, design, and engineering services. The Administration recommends that the Mayor and Commission approve the issuance of this RFQ. JM '~-':DPS T:~P1 003\regular\CityHaIlGarageMemo.doc Exhibit A Multipurpose Municipal Parking Facility Introduction The City of Miami Beach is soliciting Qualification Statements from architecture and engineering firms (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 Design Firm to provide professional services as described in the "Scope of Work" section of this document. Backaround The site for the Project, designated the Multipurpose Municipal Parking Facility, is bounded to the north by the Convention Center Preferred Parking Lot ("P Lot"), to the west by Meridian Avenue, to the east by City Hall and to the south by 17th Street and the City owned building at 1701 Meridian Avenue (also known as 777 1 ih Street). On July 30, 2003 the Mayor and City Commission approved the first reading of a resolution describing a proposed Development Agreement between the City of Miami Beach and the New World Symphony (NWS) for the development of a portion of the surface parking lot bounded by 17th Street to the north, North Lincoln Lane to the south, Washington Avenue to the east and Pennsylvania Avenue to the west, for construction of an approximately 50,000 square foot educational, performance, and internet broadcast facility with an exterior screen, and an approximately 320 space public parking garage facility. A key term of the Development Agreement is that the City will proceed with developing a new Multipurpose Municipal Parking Facility on the site of the current City Hall surface lot with the goal of having a new facility operational by November 2007. Throughout the negotiations with the NWS, the Administration has consistently stated that replacement parking must be built before displacement of parking from either 1 ih Street surface parking lot. The Multipurpose Municipal Parking Facility must be built and completed, or an alternate acceptable replacement parking location must be identified, prior to NWS's commencement of project construction. The City's Capital Improvement Projects (CIP) office has provided a conservative design and construction schedule for the Project as follows: · AlE Contract Award - April 2004 · BODR Approval - March 2005 · Design Review Board Approval - July 2005 . Construction Documents Completion - June 2006 . Construction Substantial Completion - November 2007 . Construction Final Completion - February 2008 Exhibit A The Project will include Planning, Design, Bid and Award, and Construction Management Phases. Scope of Work The Project will consist of the construction of a multipurpose, multi-story parking structure which will provide parking for 450 to 600 cars. In addition, the structure may include, as is ultimately determined by the planning process, intermodal facilities, retail or residential accessory space, office space, and related public area improvements. Project elements include site demolition, renovation and construction, landscaping, enhanced lighting, roadway interface, and streetscape improvements. Planning The purpose of this Phase is to establish a consensus design concept that meets the Project's functional requirements, addresses community input, and stays within established schedule and cost parameters. The Planning Phase of the Project will include the following major tasks: (1) Project Kick-Off Meeting; (2) Site Reconnaissance Visit and Development of Design Concept Alternatives; (3) Visioning Session to clarify project goals and confirm budget; (4) two Community Design Workshops to provide residents the opportunity to participate in the planning process; and (5) the preparation and presentation of a Basis of Design Report (BODR) for approval by the Mayor and City Commission. Design The Design Phase of the Project will include the following tasks: (1) establishment of requirements for the preparation of project contract documents; (2) performance of a variety of forensic tasks to verify, to the extent practicable, existing conditions and the accuracy of base maps to be used for development of the contract drawings; (3) preparation of contract documents, inclusive of drawings, specifications, and front-end documents, with constructability and value engineering reviews to be performed by others; (4) the preparation of opinions of total probable cost; (5) the review of contract documents with jurisdictional permitting agencies prior to finalization; and (6) the development of final (100%) contract documents. Bid and Award The purpose of this Phase is to secure, through a fair and impartial process, a firm price for construction of the Project from qualified construction contractors, gain the approval of the Mayor and City Commission to execute a contract with the most qualified contractor, and execute said contract. During this Phase, the Design Firm will assist the City and Program Manager in the following stages of the process: (1) Delivery of permit-approved documents for the purpose of Exhibit A bidding; (2) Holding of a Pre-Bid conference and responding to inquiries of prospective bidders by preparing written addenda; (3) Bid evaluation and recommendation of action; (4) provision of Construction Contract Documents for execution by the City and the successful bidder; and (5) provision of As-Bid Contract Documents. Construction Administration This Phase of the Project provides for the administration and management of the contract for construction. 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 one (1) month prior to Substantial Completion, the design firm will meet on site with the City of Miami Beach staff, the Program Manager and the Contractor to develop a preliminary punch list. Minimum Requirements Each design firm interested in responding to this Request for Qualification (RFQ) must meet the following minimum requirements I qualifications. Submittals that do not completely meet these minimum requirements may be considered non- responsive and eliminated from the process. 1. The Design Firm must demonstrate prior experience in designing multipurpose municipal facilities, Le. multi-story structures incorporating parking, retail space, and office space, by providing no less than 3 representative example projects completed within the last 10 years with a minimum construction cost of $7,000,000. Specific experience in designing facilities that are successfully integrated into a dense urban setting is required. 2. The Design Firm must include a Registered Architect licensed in the state of Florida, and a licensed Professional Engineer licensed in the state of Florida whose expertise is Structural Engineering. These professionals may be either in-house or a sub-consultant to the prime consultant. Proposal Requirements Proposals shall include at a minimum, the following elements, in this order, with tabbed -labeled dividers. Faxed proposals will not be accepted. Exhibit A A. INTRODUCTION - An introductory letter on the Design Firm's 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 Design Firm's relevant experience and capabilities, with a description of comparable projects including, contact names, phone numbers, dates, budget and outcome. C. PROJECT TEAM - Project team organization, names and resumes (5 pages maximum) of team members including those consultants who will manage and perform the work. D. WORK PLAN - A clear description of how the Design Firm will complete the scope of services and the format to be used for communication and presentation. This should include but not be limited to: a. Description of base information needed and provided for the completion of the project. b. A description of the specific approach to the project, and the strategy in establishing priorities, managing conflicting opinions and obtaining consensus. Selection Criteria In accordance with Florida Statute 287.055, the City will follow the below process in selecting the Design Firm for the Project: (a) For the proposed Project, the City shall evaluate statements of qualifications submitted by Design Firms and shall conduct discussions with, and may require public presentations by, no fewer than three Design Firms regarding their qualifications, approach to the Project, and ability to furnish the required services. (b) The City shall select in order of preference no fewer than three Design Firms deemed to be the most highly qualified to perform the required services. In determining whether a Design Firm is qualified, the City shall consider such factors as the ability of professional personnel; past performance; willingness to meet time and budget requirements; location; recent, current, and projected workloads of the firms; and the volume of work previously awarded to each firm by the City, with the object of effecting an equitable distribution of contracts among qualified firms, provided such distribution does not violate the principle of selection of the most highly qualified firms. The City may request, accept, and consider proposals for the compensation to be paid under the contract only during competitive negotiations. Exhibit A Responsibilities Design Firm responsibilities include performing all work as outlined in this request and any subsequently negotiated contract. In order to develop documents, the Design Firm shall obtain input as necessary from the City, utility companies, pertinent regulatory agencies, and community organizations. The City will oversee the Project through the Capital Improvement Projects (CIP) Office, and Program Manager, URS Corporation.