2003-25370 Reso
RESOLUTION NO. 2003-25370
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AWARDING A CONTRACT TO
SKYLINE CONSTRUCTION, CORP., THE LOWEST AND BEST
BIDDER PURSUANT TO INVITATION TO BID NO. 60-02/03, IN AN
AMOUNT NOT TO EXCEED $111,000 FOR THE CONSTRUCTION OF
THE NEW GUARDHOUSE AT PALM ISLAND; AND FURTHER
ACCEPTING AND APPROPRIATING THE CONTRIBUTION FROM THE
PALM/HIBISCUS/STAR ISLANDS ASSOCIATION, INC., IN THE
AMOUNT OF $21,816; AND ADDITIONALLY APPROPRIATING $9,550
FROM THE SALE OF PORTION OF RIGHT -OF-WAY AT SOUTH
HIBISCUS DRIVE.
WHEREAS, on July 1, 1998, the Mayor and City Commission adopted
Resolution 98-22808 authorizing the Mayor and City Clerk to reallocate unexpended
funds in the amount of $123,921 from the Palm/Hibiscus Islands Beautification
Project for the design and construction of a new guardhouse at the Palm/Hibiscus
Islands entrance; and
WHEREAS, on February 19, 1999, a Service Order, in the amount of
$11,500, was issued to Giller and Giller, Inc, (Giller), the Architect of Record, to
provide professional architectural and engineering services for the Design,
Construction Documentation, Bidding and Construction Administration of the Palm
Island Guardhouse; and
WHEREAS, on November 8, 2000, Resolution No. 2000-24159 was
approved for the sale of approximately 200 sq. feet of the City-owned right-of-way
adjacent to the residential property located at 2 South Hibiscus Drive, and
WHEREAS, the proceeds of this sale, in the amount of $9,550, were
dedicated for public improvements on Palm/Hibiscus Island, and therefore allocated
to the Palm/Hibiscus Guardhouse Project, located at 152 Palm Avenue; and
WHEREAS, In 1999 and 2000, numerous meetings were held with the
homeowners, the City of Miami Beach, and Giller, and there were several design
changes requested by the Plam/Hibiscus/Star Islands Association (HOA), which
modified the Scope of Work, resulting in Additional Service fees to Giller, including
additional time needed to complete the design; and
WHEREAS, on January 22, 2001, Giller advised the City that the Project
costs had increased by approximately $30,000, and it became necessary to identify
additional funding for the Project; and
WHEREAS, on August 20, 2002, the HOA presented the City with a letter of
commitment to pay the difference, up to a maximum of $30,000, between the then
available $113,250 for the construction of the Project, and the adjusted estimated
construction cost of $130,000, should the Bids exceed the City's available funding;
and
WHEREAS, in November 2002, upon initiation of the permitting process for
the Project, it was determined that several changes were necessary to meet the
current Codes, and warranted additional services fees to Giller for this new Scope of
Work, and again reduced the dollars available for construction costs; and
WHEREAS, on March 5, 2003, the City met with the HOA, discussed these
necessary changes, and expressed the need for the restatement of their
commitment of up to $30,000; and
WHEREAS, on April 17, 2003, the HOA submitted a new letter committing to
pay for the difference between the City's available construction dollars, in an
amount not to exceed $30,000; and
WHEREAS. the Proiect's scope of work only includes the installation of the
electrical conduits to be used by the future qated access system. to be the sole
responsibility of the HOA. once the Proiect has achieved Certificate of Completion;
and
WHEREAS, subsequently, the City negotiated the additional service fees,
and in April 2003, authorized Giller to proceed with this new Scope of Work; and
WHEREAS, on July 7, 2003,Giller, completed the revisions to the plans and
City staff finalized the permitting pre-approvals on July 31,2003; and
WHEREAS, on August 12, 2003, Invitation to Bid No. 60-02/03 was issued
for the construction of the new Palm Island Guardhouse, and a non-mandatory pre-
bid conference was held on August 28, 2003, and as a result of questions from the
prospective bidders, two (2) addenda were issued; and
WHEREAS, on September 19, 2003, six (6) responsive bids, were received
by the City; and
WHEREAS, Giller & Giller, CIP, and the Procurement Division have reviewed
and evaluated the bids, obtained references, and determined that Miami Skyline
Construction Corp., is the lowest and best bidder; and
WHEREAS, the City Administration recommends that the Mayor and City
Commission authorize the Administration to award a construction contract to Miami
Skyline Construction, Corp for the construction of the New Palm Island Guardhouse.
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 City Manager or his designee to award
a contract to the lowest and best bidder, Miami Skyline Construction, Corp.,
pursuant to Invitation to Bid No. 60-02/03, in an amount not to exceed $111,000, for
the construction of the New Guardhouse at Palm Island; and further accepting the
contribution from the Palm/Hibiscus/Star Islands Association, Inc., in the amount of
$21,816; and additionally appropriating $9,550 from the sale of portion of right-of-
way at South Hibiscus Drive.
PASSED AND ADOPTED this 15th day of October, 2003.
~drQA,~
CITY CLERK
ATTEST:
T:\AGENDA \2003\oct1503\consent\GUARDHOUSE A W ARD-RESQ.doc
APPROVED AS 10
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CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
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Condensed Title:
A Resolution Awarding a Contract to Skyline Construction Corp, the Lowest and Best Bidder Pursuant to
Invitation to Bid No. 60-02/03, in an amount not to exceed $111,000, for the construction of the New
Guardhouse at Palm Island; Further Accepting and Appropriating the Contribution from the
Palm/Hibiscus/Star Islands Association, Inc.. in the Amount of $21,816, and Additionally Appropriate
$9,550, from the Sale of Portion of Rioht-of-Way at Hibiscus Drive.
Issue:
Shall the City Award a Construction Contract to Skyline Construction Corp and accept a Contribution for the
construction of the New Palm Island Guardhouse?
Item Summary/Recommendation:
The Invitation to Bid No. 60-02/03 for the construction of the New Palm Island Guardhouse (the
"Guardhouse") was issued on August 12. 2003. On September 19, 2003, Six (6) responsive bids, were
received as follows:
. Miami Skyline Construction COrp................................................................$111 ,000
. BRC Construction, Inc....................................... ........................... ..$126,000
. E.D.M.F. Corporation.......................................... ............... .............$140.933
. Lambert Brothers, Inc............ .........................................................$194.900
. BI-Tech Construction, Inc. ..............................................................$216,705
. Florida Construction and Engineering.lnc..........................................$218,578
The scope of work includes the demolition of the existing guardhouse, and construction of new accessible
structure, landscape. irrigation, installation of electrical conduits for future gates, temporary guardhouse, and
maintain traffic on the Island during the construction. The Guardhouse is to be substantially completed within
75 calendar days from the issuance of the second notice to proceed, and Completed within 30 calendar days
thereafter.
The CIP Office, the Procurement Division. and Giller & Giller Architects, Inc., the Architect of Record, have
evaluated the Bids received, obtained references. and determined that Miami Skyline Construction. Corp, is
the lowest and best bidder. Based on the information received, the Administration recommends the award of
a construction contract to Miami Skyline Construction, Corp, in the total amount of $111,000, for the
construction of the New Palm Island Guardhouse Project.
Advisory Board Recommendation:
I N/A
Financial Information:
Source of Amount Account Approved
Funds: 1 $90,734 366.2120.069358
(94/95 Ad Valorem Tax)
D 2 $ 9,550 Sale of Portion of right-of-way at South
Hibiscus Drive
3 $21,816 Palm/Hibiscus/Star Islands Association,
Inc.
4
Finance Dept. Total $122,100
islative Trackin
City Manager
JMG
AGENDA ITEM
DATE
t!-1L-
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CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
http:\\miamibeachft.gov
COMMISSION MEMORANDUM
FROM:
Mayor David Dermer and DATE: October 15, 2003
Members of the City Commission
Jorge M. Gonzalez ~
City Manager 0- V
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AWARDING A CONTRACT TO SKYLINE
CONSTRUCTION, CORP.; THE LOWEST AND BEST BIDDER PURSUANT
TO INVITATION TO BID NO. 60-02/03, IN AN AMOUNT NOT TO EXCEED
$111,000 FOR THE CONSTRUCTION OF THE NEW GUARDHOUSE AT
PALM ISLAND; AND FURTHER ACCEPTING AND APPROPRIATING THE
CONTRIBUTION FROM THE PALM/HIBISCUS/STAR ISLANDS
ASSOCIATION, INC., IN THE AMOUNT OF $21,816, AND ADDITIONALLY
APPROPRIATE $9,550 FROM THE SALE OF PORTION OF RIGHT -OF-
WAY AT SOUTH HIBISCUS DRIVE.
TO:
SUBJECT:
ADMINISTRATION RECOMMENDATION:
Adopt the Resolution.
FUNDING:
Funding in the total amount of $122,100 is available for this project as follows:
. Budget Code 366.2120.069358 (1994/95 Ad Valorem Tax) ............. $90,734
. Sale Proceeds (Resolution NO 2000-24159) ...................................$ 9,550
. Palm/Hibiscus/Star Islands Association, Inc. ..................................$21.816
Total $122,100
ANALYSIS
On July 1 , 1998, the Mayor and City Commission adopted Resolution 98-22808 authorizing
the reallocation of unexpended funds in the amount of $123,921 from the Palm/Hibiscus
Islands Beautification Project (the "Project") for the design and construction of a new
guardhouse at the Palm/Hibiscus Islands entrance. These funds were originally
appropriated in FY 94/95 as part of the Palm/Hibiscus Landscape Beautification Project.
At the conclusion of the project, $123,921 remained. At the request of the Homeowners
Association, the City Commission voted to appropriate these remaining funds for the
guardhouse.
Consequently, on February 19,1999, a service order in the amountof$11 ,500 was issued
to Giller and Giller, Inc, (Giller) the Architect of Record, pursuant to an Agreement between
the City and Giller, to provide professional Architectural and Engineering services for the
design, construction documentation, bidding and construction administration of the Palm
Commission Memorandum
October 15, 2003
New Guardhouse at Palm Island - Bid No. 60-02/03
Page 2 of 4
Island Guardhouse. The construction Budget for the Project established at that time was
$100,000.
On November 8, 2000, Resolution No. 2000-24159 was approved for the "sale of
approximately 200 sq. feet of the City-owned right-of-way adjacent to the residential
property located at 2 South Hibiscus Drive". The proceeds of this sale, in the amount of
$9,550, were for public improvements on Palm/Hibiscus Island, and therefore, allocated to
the Palm/Hibiscus Guardhouse Project located at 152 Palm Avenue.
In 1999 and 2000, numerous meetings were held with the homeowners, the City of Miami
Beach, and Giller, As the Project developed, there were several design changes requested
by the Palm/Hibiscus/Star Islands Association, Inc., (HOA) which modified the scope of
work, resulting in additional service fees to Giller, and the additional time needed to
complete the design. On January 22, 2001, Giller advised the City that the Project costs
had increased by approximately $30,000. Therefore, it became necessary to identify
additional funding for the Project.
On August 20, 2002, the HOA presented the City with a letter of commitment to pay the
difference (up to a maximum of $30,000), between the then available $113,250 for the
construction of the Project, and the adjusted estimated construction cost of $130,000,
should the bids exceed the City's available funding.
In November 2002, upon initiation of the permitting process for the Project, it was
determined that the following changes were necessary in order to meet the current Codes,
and complete the permitting:
. Incorporate Flood proofing to the structure.
. Redesign of the structure, including calculations, to meet the new Building Code.
. Removal or redesign of the existing parking space to meet Accessibility Code.
. Perform Geotechnical and Asbestos surveys, required to complete the design.
The additional services fees to Giller for this new scope of work, and survey costs, again
reduced the dollars available for the construction of the Project.
On March 5, 2003, the City met with the HOA to discuss these necessary changes, and to
express the need for the restatement of their August 20, 2002 commitment of up to
$30,000 in funding for the Project. On April 17,2003, the HOA submitted a new letter
(Attachment "A") committing to pay for the difference between the City's available
construction dollars, in an amount not to exceed $30, 000. The City then negotiated the
Additional Service fees with the Giller for this new scope of work, and in April 2003,
authorized Giller, to proceed with the revisions to the plans. On July 7, 2003, Giller
completed the revisions to the plans and City staff finalized the permitting pre-approvals on
July 31,2003.
On August 12, 2003, Invitation to Bid No. 60-02/03 was issued by BidNet, for the
construction of the new Palm Island Guardhouse, and a non-mandatory pre-bid conference
was held on August 28, 2003. As a result of questions from the prospective bidders, two (2)
addenda were issued. One ofthe addenda extended the original September 12, 2003 bid
Commission Memorandum
October 15, 2003
New Guardhouse at Palm Island - Bid No. 60-02/03
Page 3 of 4
opening date to September 19, 2003. Bid Net issued notices to 55 prospective proposers,
resulting in 16 bidders requesting bid packages, and the City's receipt of six (6) bids.
On September 19, 2003, six (6) responsive bids were received by the City as follows:
. Miami Skyline Construction Corp. ..........................................................$111,000
. BRC Construction, Inc. ............................................................ ..$126,000
. E.D.M.F. Corporation......................................................... ..........$140,933
. Lambert Brothers, Inc. ............................................................. ..$194,900
. BI- Tech Construction, Inc. ........................................................ ..$216,705
. Florida Construction and Engineering, Inc. ........................ ............$218,578
The City's estimated budget for the Project is as follows:
Palm Island Guardhouse
Total Pro'ect Bud
Soft Costs:
CIP CM Fees
AlE Fees
AIPP
AlE Additional Services
Soil Boring Test
Special Inspections & Pile
Monitoring
Asbestos Survey
Soft Costs Subtotal
Hard Costs:
Total Project Costs:
Construction Allocation
Contingency (10%)
Hard Costs Subtotal
Total
Total
155,287.00
6,407.00
16,680.00
2,002.00
3,880.00
2,500.00
1,118.00
600.00
33,187.00
111,000.00
11,100.00
122,100.00
155,287.00
94/95 Ad
Valorem Tax
123,921.00
Fundin Sources:
Sale of Portion of
2 South Hibiscus Dr
9,550.00
(6,407.00)
(16,680.00)
(2,002.00)
(3,880.00)
(2,500.00)
(1,118.00)
(600.00)
(33,187.00)
(90,734.00)
The Project's scope of work includes the demolition of the existing guardhouse and
construction of new accessible structure, landscape, extension of the existing irrigation
system, and the installation of electrical conduits for future gates. The Contractor will also
be required to provide a temporary guardhouse, and maintain incoming and outgoing traffic
on Palm and Hibiscus Islands during the construction. Since there are two Florida Power &
Light (FPL) duct banks feeding the Islands in close proximity to the new guardhouse
foundation, the Contractor is requested to coordinate closely all excavation and pile
installation work with FPL, and other utility owners within the vicinity.
The Contract Documents included in the bid, specify that the work for the Project is to be
substantially completed within 75 calendar days from the issuance of the second notice to
proceed, and completed and ready for final payment within 30 calendar days from the date
certified by Giller as the date of substantial completion.
Commission Memorandum
October 15, 2003
New Guardhouse at Palm Island - Bid No. 60-02/03
Page 4 of 4
The CIP Office, with the Procurement Division, and Giller, have evaluated the bids received
(Attachment liB"), and determined that Miami Skyline Construction, Corp., is the lowest and
best bidder. The following references were secured by Procurement staff:
. Mr. Pete Strelkon, Project Manager
City of Fort Lauderdale, Florida
"Excellent Work!, Good Contractor"
. Mr. Jim Mullen, Project Manager
Coral Bay Community Development Phase I and Phase II
"Provided overall great work"
. Mr. Maika Rodriguez, Project Manager
Miami-Dade Parks and Recreation
"Contractor met all milestone submittals and was great to work with"
Based upon HOA committed funds, and on the information received, the Administration
recommends the award of the construction contract to Miami Skyline Construction, Corp.,
in an amount not to exceed $111,000, for the construction of the New Palm Island
Guardhouse Project.
JMG/TH/GL/AR/CD
Attachment
T:\AGENDAI2003Ioct1503\consenIlGUARDHOUSE AWARD-MEMO.doc
Attachment "A"
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April 17, 2003
Alex Rolandelli
Capital Projects Coordinator
City of Miami Beach
] 70] Meridian Street, Suite 20]
Miami Beach, FL 33] 39
r..
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RE: New Palm Island Guardhouse
Dear Alex,
As requested, we are submitting a restatement of the letter previously submitted to your office, dated
August 20, 2002. As you know, we are anxious to get this 5-year project off the ground and continue to
be concerned that the cost estimate of the project seems to increase as time goes by.
Based upon updated information received at the meeting on March 5'\ 2003, we understand that the City
of Miami Beach presently has $100,000 budgeted for construction ofthe new Palm Island Guardhouse.
Additionally, it is our understanding that with the additional Building Department requirements, including
flood proofing, the architect currently estimates the cost of the project to be in excess ofthe previously
estimated $] 26,000. Also, the $3,300 estimated for new Gates will be excluded from the overall bid
package. The Miami-Dade County Special Taxing Division has agreed to furnish three new gates and
related equipment, as a part of this project. The City will provide only the electrical conduits on the east
and west side of the building for future installation by others, after the building has obtained the final
Certificate of Occupancy.
This letter serves as the commitment by the Palm-Hibiscus-Star Islands Association to pay the difference
between $100,000 currently budgeted by the City for construction, and the amount of the successful bid,
including contingency, should that bid exceed the City's available funding for construction, up to a
maximum of $30,000. Restated, in the event the successful bid exceeds the City's available funding for
the construction, the Palm-Hibiscus-Star Islands Association will .rrovide the difference in an amount not
to exceed $30,000. We understand from our meeting on March 5 , 2003, that this letter of commitment
will allow you to move forward with the bidding phase of the project. Please confirm your acceptance of
our commitment. In addition, please provide me with three sets of the complete bid package for our
records.
]52 Palm Avenue' Miami Beach, FL 33 ]39
. .
.rla Dixon CMS Capilallmprovelnenls305-673707From Ira D. Giller 305-538-5921
J9/19/03
. Attachment"B"
'he Giller Building
'75 Arthur Godfrey Road
~iami Beach, Florida 33140
305) 538-6324 fax/modem (305) 538-5921
~eg. #AA C001364
Giller & Giller, Inc.
September 19, 2003
Mrs. Carla Dixon
Capital Improvements Projects
City of Miami Beach
1700 Convention Center Dr.
Miami Beach, FL 33139
VIA FAX
Re: Palm Island Guardhouse
Miami Beach
Comm. No. 98201
Dear Carla:
Six bids were received for the above project on September 19,2003 ranging from
$111,000.00 to $218,578.
The lowest bid of $111,000.00 was submitted by Miami Skyline Construction Corp. This is
below the latest Architect's Statement of Probable Cost amount of $137,485.00.
Therefore, it is recommended that the contract be awarded to Miami Skyline
Construction Corp. subject to the Procurement Division's review of references.
Ira D. Giller, A.I.A.
President
CHITECTS
INTERIOR DESIGNERS
CONSTRUCTION MANAGERS