HomeMy WebLinkAbout2003-25423 Reso
RESOLUTION NO. 2003-25423
A RESOLUTION OF THE MAYOR AND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING
THE EXECUTION OF AN AGREEMENT WITH EDAW IN THE
NOT TO EXCEED AMOUNT OF $86,000 FOR THE
PROVISION OF PLANNING SERVICES FOR THE MIAMI
BEACH BOTANICAL GARDEN IMPROVEMENT PROJECT
WITH FUNDING PROVIDED BY THE SERIES 2000
GENERAL OBLIGATION BOND.
WHEREAS, On November 13, 2002, the City Commission authorized the issuance of a
RFQ No. 18-01/02 to solicit Qualification Statements from design firms for architecture,
landscape architecture, and engineering services needed to plan, design, and construct
G.O. Bond funded improvements to the Miami Beach Botanical Garden; and
WHEREAS, the RFQ was issued on December 19, 2002 and six firms responded: (1)
EDAW, Inc.; (2) Heery Intemational, Inc.; (3) Indigo Service Corporation; (4) RMPK Group;
(5) Susan Nelson and Warren Byrd Landscape; and (6) Wallace Roberts and Todd, LLC;
and
WHEREAS, an Evaluation Committee appointed by the City Manager met and reviewed
the proposals, ranked and heard presentations from the top three firms, and then selected
EDAW as the top-ranked firm based on the experience and qualifications of their team;
and
WHEREAS, EDAW is an internationally recognized planning firm known for their
innovative approach to botanical garden projects and their understanding of the American
Association of Museums accreditation requirements and process which will be extremely
valuable in working to meet the Garden Conservancy's goal of eventually being accredited
by the Association; and
WHEREAS, the City Commission approved the Evaluation Committee's
recommendation at their July 2,2003 meeting and authorized staff to negotiate a contract
with EDAW; and
WHEREAS, because it became clear in the course of negotiations that it would be
difficult to accurately quantify the costs of designing improvements that had not been
specifically identified yet, fee negotiations were limited to the planning phase of the project
which will address both funded and un-funded improvements; and
WHEREAS, a fee of $86,000 for the planning phase of the project was negotiated and
recommended by Pappas and Associates as well as URS Corporation, the City's Program
Manager for the project; and
WHEREAS, although the typical project planning effort focuses primarily on funded
improvements, the proposed planning effort will include the study of currently unfunded
project components that are anticipated to be implemented through additional future
project phases; and
WHEREAS, because the proposed $86,000 fee represents a higher percentage of total
available funding than is usually allocated for a project planning effort, City staff met with
members of the Miami Beach Garden Conservancy to determine if there were elements of
the project scope of work which were likely not achievable and which could be removed to
reduce the planning fee; and
WHEREAS, staff and Conservancy representatives were unable to identify scope
components which could be eliminated or postponed to future phases without having first
undertaken a comprehensive planning effort; and
WHEREAS, conservancy representatives support the negotiated planning fee as
appropriate given the challenge of prioritizing the multiple scope elements and
accommodating them on the relatively small project site; and
WHEREAS, in a letter of commitment dated November 18111, 2003, the Conservancy
pledged to reimburse the City for $10,000 of the proposed $86,000 fee to demonstrate
their support for the project in general and restated the Conservancy's commitment to
raising the substantial additional project funding that will be required to implement all of the
project elements that will be identified in the planning phase; and
WHEREAS, it is deemed appropriate to engage EDAW to complete the full planning
effort to properly integrate the funded project with the additional unfunded phases, given
the Conservancy's commitment to obtain funding for the latter phases of the project.
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 authorize the execution of an agreement with EDAW in the not to exceed
amount of $86,000 for the provision of planning services for the Miami Beach Botanical
Garden improvement project with funding provided by the series 2000 General Obligation
bond in form and substance approved by the City Manager and City Attorney.
PASSED, ADOPTED AND APPROVED t IS 1
ATTEST: MAYOR:
~~ f uc1v-
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
J1AJ 1J1,() , , ,,<- J)..- ~-05
~~
T:IAGENDA\2003ldec1003\regular\bgardenawardreso.doc
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
lD
Condensed Title:
A resolution authorizing the execution of an agreement with EDAW in the not to exceed amount of $86,000
for the provision of planning services for the G.O. Bond funded Miami Beach Botanical Garden
Improvement Proiect.
Issue:
Should the Mayor and City Commission authorize the execution of a professional services agreement with
EDAW in the not to exceed amount of $86,000 for the planning of G.O. Bond funded improvements to the
City of Miami Beach Botanical Garden?
Item Summa IRecommendation:
On November 13, 2002, the City Commission authorized the issuance of an RFQ for design firms for
architecture, landscape architecture, and engineering services needed to plan, design, and construct G.O.
Bond funded improvements to the Miami Beach Botanical Garden. RFQ No. 08-01/02 was issued on
December 19, 2002 and six firms responded: (1) EDAW, Inc.; (2) Heery Intemational, Inc.; (3) Indigo Service
Corporation; (4) RMPK Group; (5) Susan Nelson and Warren Byrd Landscape; and (6) Wallace Roberts and
Todd, LLC.
An Evaluation Committee appointed by the City Manager selected EDAW as the top-ranked firm based on
their experience and qualifications. EDAW is an internationally recognized planning firm known for their
innovative approach to botanical garden projects and their understanding of the American Association of
Museums accreditation process. The City Commission on 07/02/03 approved the Evaluation Committee's
recommendation and authorized staff to negotiate a contract with EDAW. The City utilized engineering
management consultant Pappas and Associates in negotiating a fee for the agreement. During
negotiations, it became clear that it would be difficult to quantify design costs of improvements that had not
been clearly identified yet. Fee negotiations were therefore limited to the planning phase. Once desired and
fundable improvements are identified, the fee for construction design and administration can be negotiated.
A planning fee of $86,000 (Attachment A) was negotiated and is recommended by Pappas and Associates
(Attachment B) as well as project Program Manager URS Corporation. Because the $86,000 fee represents
a higher percentage of total project funding than is usually allocated for project planning, City staff met with
members of the Garden Conservancy to determine if there were project elements which were likely not
achievable and which could be removed to reduce the planning fee. However, meeting attendees were
unable to identify scope components which could be eliminated or postponed to future phases without having
first undertaken a comprehensive planning effort. The Conservancy members supported the fee given the
challenge of prioritizing multiple scope elements and accommodating them on the relatively small project
site. In a letter of commitment dated November 18th, 2003 (Attachment C), the Conservancy also pledged to
reimburse the City $10,000 of the proposed $86,000 fee to demonstrate their support for the project and
restated their commitment to raising the substantial additional project funding that will be required to
im lement all of the ro'ect elements. The Administration recommends the a roval of the a reement.
Adviso Board Recommendation:
The G.O. Bond Committee recommended a roval of the item at their December 1, 2003 meetin .
Financial Information:
T:
Source of
Funds:
City. Manager
AGENDA ITEM
DATE
C78
jZ-/O-03
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH. FLORIDA 33139
www.miamibeachfl.gov
COMMISSION MEMORANDUM
To:
Mayor David Dermer and
Members of the City Commission
Date: December 10, 2003
From:
Jorge M. Gonzalez \ ~
City Manager 0 oVL 0
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE EXECUTION OF AN
AGREEMENT WITH EDAW IN THE NOT TO EXCEED AMOUNT OF
$86,000 FOR THE PROVISION OF PLANNING SERVICES FOR THE
MIAMI BEACH BOTANICAL GARDEN IMPROVEMENT PROJECT WITH
FUNDING PROVIDED BY THE SERIES 2000 GENERAL OBLIGATION
BOND.
Subject:
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
ANALYSIS
On November 13, 2002, the City Commission authorized the issuance of a RFQ No. 18-
01/02 to solicit Qualification Statements from design firms for architecture, landscape
architecture, and engineering services needed to plan, design, and construct G.O. Bond
funded improvements to the Miami Beach Botanical Garden. The RFQ was issued on
December 19, 2002 and six firms responded: (1) EDAW, Inc.; (2) Heery International, Inc.;
(3) Indigo Service Corporation; (4) RMPK Group; (5) Susan Nelson and Warren Byrd
Landscape; and (6) Wallace Roberts and Todd, LLC.
An Evaluation Committee appointed by the City Manager met and reviewed the proposals,
ranked and heard presentations from the top three firms, and then selected EDAW as the
top-ranked firm based on the experience and qualifications of their team. EDAW is an
internationally recognized planning firm known for their innovative approach to botanical
garden projects and their understanding of the American Association of Museums
accreditation requirements and process which will be extremely valuable in working to meet
the Garden Conservancy's goal of eventually being accredited by the Association.
The City Commission approved the Evaluation Committee's recommendation at their July
2, 2003 meeting and authorized staff to negotiate a contract with EDAW. The City utilized
the services of engineering management consultant Pappas and Associates to negotiate a
fee for the agreement. In the course of negotiations, it became clear that it would be
difficult to accurately quantify the costs of designing improvements that had not been
specifically identified yet.
Commission Memorandum
Botanical Garden AE Contract Award
December 10, 2003
Page 2 0'2
For this reason, the fee negotiations were limited to the planning phase ofthe project which
addresses both funded and un-funded improvements. A total of $1.5 million in G.O. Bond
funds is allocated for the project, and it is anticipated that additional funding will be
identified, including a previously awarded but subsequently deferred State of Florida
cultural facilities grant of $500,000. For the planning phase of the project, a fee of
$86,000 (as detailed in Attachment A) was negotiated and is recommended by Pappas and
Associates (Attachment B) as well as URS Corporation, the City's Program Manager for
the project.
Although the typical project planning effort focuses primarily on funded improvements, the
proposed planning effort will include the study of currently unfunded project components
that are anticipated to be implemented through additional future project phases.
Therefore the proposed $86,000 fee represents a higher percentage of total available
funding than is usually allocated for a project planning effort. City staff met with members
of the Miami Beach Garden Conservancy to determine if there were elements of the project
scope of work which were likely not achievable and which could be removed to reduce the
planning fee. However, staff and Conservancy representatives were unable to identify
scope components which could be eliminated or postponed to future phases without
having first undertaken a comprehensive planning effort.
Conservancy representatives support the negotiated planning fee as appropriate given the
challenge of prioritizing the multiple scope elements and accommodating them on the
relatively small project site. In a letter of commitment dated November 18111, 2003
(Attachment C), the Conservancy also pledged to reimburse the City for $10,000 of the
proposed $86,000 fee to demonstrate their support for the project in general. The letter
also restates the Conservancy's commitment to raising the substantial additional project
funding that will be required to implement all of the project elements that will be identified in
the planning phase.
It is deemed appropriate to engage EDAW to complete the full planning effort to properly
integrate the funded project with the additional unfunded phases, given the Conservancy's
commitment to obtain funding for the latter phases of the project. Once the planning
phase is completed and the actual desired and fundable improvements are identified, it will
be possible to accurately negotiate the fee for construction design and construction
administration.
The G.O. Bond Oversight Committee voted to recommend that the City Commission
approve the item at its December 1, 2003 meeting.
TheA.dinistration recommends approval of the agreement.
JM~\;.:TH:DP~
T :\AGENDA\2003\dec1 003\regular\bgardenawardmemo.doc
ATTACHMENT A
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ATTACHMENT B
Sent By: URS;
305 884 8900
Oct -1 - 03 1 2: 02;
Page 4/5
\it
'I James pappas.
< thepappasgroup@ea,
thlink .net >
09/11/2003 06:09 PM
To: "Shockey, Donald" <DonaldShockey@miamibeachfl.gov>
cc: <Todd_Osborn@urscorp.com>,
< KristinMckew@miamibeachfl.gov>,
< TimHemstreet@miamibeachfl.gov >
Subject; Botanical Qardsn FliIliI Analyis
Donald:
I have reviewed the latest fee proposal submitted by EDAW, Inc.
At an estimated construction budget of 1.7 million dollars, the fee proposal for Planning is too high(
$94,037 v $34,000)
It is my understanding that restoration of the Garden may ultimately result in a construction budget
estimate of 6 million dollars.
It is doubtful that the City would be able to come up with the 6 million dollars, though I am sure that a
planning effort should go beyond the present budget ed amount of 1.7 million dollars for construction.
Accordingly, I believe that the City may be able to ultimately find 4 million dollars for construction. Thus a
four million dollar construction budget (two Phases, 1.7 million dollars and 2.3 million dollars) should be
the basis for the Planning effort, and not the 1.7 million dollars. Also, it would mean that the NE firm
selected to do the Planning should make sure that it has a true understanding of the renovation needs;
i.e., 4 million dollars and not an ultimate wish list of 6 million dollars. Accordingly. if the City of Miami
Beach looked at this project a little differently; i.e., the fee should be a little higher, because of extensive
public involvement in a neighborhood park! botanical garden restoration project, as compared to the
typical residential neighborhood improvements project.
Using a Construction Budget of 4 million dollars, the Planning phase should cost the City no more than $
86, 000, and not the $94,037 proposed by EDAW. Quite frankly, EDAW needs to sharpen the
pencil..Thus the Planning will be 2.15 % of the total construction budget, and not the max.of 2% that has
been used on other projects. How EDAW accomnplishes this $8037 reduction in the Planning effort, will
be up to them.
Though we have not received a final proposal from EDAW on performance of other tasks, again, if we
used a 4 million dollar construction budget, the following could be accomplished:
Task 1 Planning 2.15% = $86,000
Task 2 Design 6.3% = $252,000
Task 3 Bidding & Award,
Task 4 Const.Admin,
Task 5 Direct Costs
1.6%
for Tasks 3, 4, 5
(64,000)
Estimated Costs
10.05 %
$402,000
It Is my professional recommendation that the City of Miami Beach enter Into a contract with EDAW,
Inc. in the NOT TO EXCEED amount of $ 86,000 for completion of the Planning tasks associated
with the restoration of the Botanical Garden. The basis for this recommendation centers around the
City finding arl additional $2,3 million for construction purposes for a total construction budget estimate of
Sent By: URSj
305 884 8900
Oct - 1 - 03 1 2: 02 j
Page 5/5
$ 4.0 million, instead of the $1.7 million, presently being considered. The $86.000 is a reasonable, fair,
and equitable fee for the successful completion of the Planning tasks associated with this project.
Respectfully submitted,
Jim Pappas, PE, President and Chief Engineer
for the firm
CC: Todd Osborn Program Manager,
URS Corporation.
Kristin McK_ COMB CIP Program
Tim Hemstreet COMB CIP Program
ATTACHMENT C
M I A M I BO~Nl?ri/ P31-l1-110: S B
GARDEN C NSERVANCY
305 673 7782 P.01
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DEC-03-2003 11:10
CMB CITY MANAGERS OFFICE
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November 18, 2003
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Mr. Jorge Gonzalez
City Manager
City of Miami Beach
1700 Convention Center Drive
Miami Beach, FL 33139
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Dear Jorge:
I
In response to the request presented to the Conservancy at our meeting on November 3~
2003, we submit the following information for your review: ;
Seooe of Work:
We have reexamined the document submitted one year ago to Capital Projects an4
find that the word "auditorium" is misleading. (See out Scope document Page 2, bullet'
*4). We would like to change that bullet to read: ,
. Expandable/dividable all purpose room to be used for meetings, classeS;.
gatherings and art performances with audio/video capabilities. ~,
We realize the Scope of Work document we prepared will need to be altere4
during the workshop meetings with the Architect. At that time we will have a better ideS
of the hard and soft costs of this project and can modify accordingly. The Conservancy
members remain adamant that a total design is imperative for phase 2 and 3 fundraising
and that the filcilit)' be :incorporated into the final design allowing it to become a part of
the Garden itself. i
To fulfill our stewardship role, it is the Conservancy's objective during th~
building years to always provide the public with an attractive Garden, We are committee!
to complete each phase separately never leaving the City with an embarrassing eyesore~
Our plan to complete Phase 2 and 3 is through Grants, donations, sponsorships and fund
raisings. If there are City Funds available through other programs we will ask to be
included but if there is 110 funding alljlilahle we intelld to r.ajse tIte money ourselves. It ~
imperative that we have an overall concept plan to begin our fundraising campaign. ~
.'
2000 CONVENTION CENTER DRIVE. MIAMI BEACH, FL 33139 'hL;305.673.7256
,
FAX:305: 673.7850
;
DEC-03-2003 11:10
CMB CITY MANAGERS OFFICE
305 673 7782
P.02
...
.
:D,esitrner Fee Islue:
J
The Miami Beach Conservancy is committed to c.reating a fully accredited;
Botanical Garden. We have a vision, but we are also rooted in reality. Good gardeners l:
know that you have to plant seeds at the right time and with patience and perseverance :
watch them grown into a thing of beauty.
During the past years the City formed a Selection Committee who rated BDA W,
as the number one choice. We want to move forward on obtaining a total concept design:
and respectfully request that you pass this on to the G.O. Bond Committee and then on to:
the City Commission for approval. '
At our November 12th meeting our Board of Directors 11tll't';mnusly agreed tbat~
the Conservancy would contribute $10,000 to the GO Bond $76,000 for a total desi~
,
cost of $86,000 design. Please advise us, at our convenience, to whom and when our)
check for $10,000 should be paid.
We enclose for your review our Treasurer's Report. Please note that during this; ':
year the City will be contn"buting 45o/c. (5152,475) of the cost to nul the Garden. 'fbe!'
Conservancy is raising $184,000 to cover the 1'(!11'8;ning operating funds required. Truly:'
this is an elC8D1ple of a public-private partnership at its best. We urge you to assist US m;"
obtl'ln;ng this master plan SO that we can implement a fundraising program and move on!, .
to the next leveL '
1 '
Sincecely,
Barbera A. Knaub
On behalf oflhe Miami Beach Garden COI'I$ervancy
,
, .
Ilr~c:utive Board
Donna O'Higgins
Richard Toledo
Steve Grundstein
Barbara Knaub
Randy Bamey
Sheila Kelly
Laura Jamieson
President
Vice-President
Secretary
Treasurer & Facility Chair
Horticulture Chair
Education & Arts Chair
Executive Director
"
~" .
Board of Directors
Cindy Areford
Elizabeth. Boone
Lisa Challenger
Mare Cohen
Victoria DiNardo- Montifiore
Mary Harriman
Helene Owen
Bill Rantos
Susan Rothchild
Israel Sands
David Siegel
Marjorie Weber
Susanne Wheatley
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C.C. Christina Cuervo, Kent Bonde. Tim Hemstreet, Donald Shockey, Ronnie Singer
..000 CONVENTIOlf C~NTIiR DRIVII, MIA...I BBACH, FL 3313' TIiL;30S.67J.7aS6 FAX;3D~',S3S.80'3
DEC-03-2003 11:11
CME CITY M~N~GERS OFFICE
305 673 7782
P.03
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Miami Beach Garden Conservancy
Treasurer's Report
1111412003
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10/1/02 - 9/30/03
10/1/03 - 9/3()104 l
Projection i
~eome
Total Income
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160,500 152,475 ~.
,
24,236 24,000 ,
37,153 42,000 t:'
24,088 34,000 r
I'
9,123 22,000 {
,
47,718 60,000 ,
1.868 2.000
304,687 336,475 . ~
City of Miami Beach Contribution
Donations
Fund Raising Events
Grants
Membership
Rental Revenue
Misc. Sales
Emmse
~bp.eDlMt
13,915 10.000
12,916 13,000
37,437 39,000
5,020 6,000
145,818 180,750
7,087 9,000 .
"
2,407 2,500 ~
.
1,935 2,000 (
~
20,781 20.000 ~,
4,076 6,800 .'
6,262 8,000 "
"
6,255 10,000 l'
,
0 10.000 !
~:
263,909 317,858 ~,
i'
Accounting/Bookkeeping
Administration
Facility Maintenance
InsurancelFacility
Payroll & Casual Labor
Phone/Computer & Security
Arts Program Expense
Education Program ExpeD!le
Fund Raising Events Expense
Grant Expense
MaTketingExpense
Rental Expense
Designer Fee Contribution
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"-00<' CONVENTION CENT>!" DRIVE, MIAMI BEACH. FL 33'39 TI!L'30~.'73.7"-S6 FAX:30S:,j3j.808,
DEC-03-2003 11:11
CMB CITY MANAGERS OFFICE
305 673 7782 P.04
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Treasurers ReDO" Detail
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,.
. 2002.12003 Aebievemeau
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Horticulture:
~ Removal of condeD:med CouservatOly
~ Upgrade of plantings. pathways and existing garden area ,
~ Hired full time Horticulturist, Katherine Maidman, previously employed bJ
Fairchild Tropical Garden and rccogJ"b'M as an authority on tropical plants ~
palms
~ Established a program. ofpJant labeling and classification
)> Began an upgrade ofhorticuhure edlWlltion and outreach programs.
~ Revised "bands on in the garden: building a team of enthusiastic volunteeIS
I:.
,.
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A/Jministr"tive: .'
~ Hired a new Executive Director, Laura Jamieson, to focus on marketing -:
promotion of the Garden. Building memberships, public relations, increasi1::
revenue through rentals, events and raising additional Gtant DIMing /.
> Hired an in-house administrative assistant focusing on bookkeeping an4:
coUaboration with the Director on.rentaIs, events and membership drives ;:.
~ Engaged a new Accounting Firm specia1i7.ing in non-profit organizations that wit
supply the Conservancy with quarterly reportS and complete Yw'-end tax filing. \.
~ Created a business plan with first year operating budget. Future projections wilJ
be created after design process is completed. :
~ Increased our cash flow position from a break even to a positive one I
>> Began a community outreaCh program starting with our neighbors at ~
Holocaust Memorial by offering our community room during summer months foI
visiting students and Holocaust survivors, as well as, use of Garden for luncheon!
dming Holocaust Week. Created a mutual fenced area for cooperative use as ~
holding area for plaut debris. '
)> In addition to the above we have continued to serve as a host to many vario~
Educational organizations, Cultural Art venues and Enviromnental groups at ~
charge. New World Symphony, MiaP1i City Ballet, Urban Environmental L~
and various art exhibits tG name a rew. General admission to the Gar~
cootinnes to be free. ' .
2003121JtU GHIs:
>> InstaUation of accent l;gJtting throughout the Garden.
partially completed this at our cost of$7.500.
>> Create a membership drive adc:Ji"'g 250 new members
~ Increase rentals by 25%
~ Currently we have four grants. We intend to increase our grant funding by 300/.i
by tapping into sources fur environmAntal, ecological, 8Dd education grants. :.
~ Develop a sponso1'Ship and donor fundraising strategy based on the total concept
design of the JJJeW fiwility and Garden I
> Develop additional educational and cultuIal arts programs ;
>> Launch a new series of daily guided tours of the Garden :
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The Conservancy ~
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,
, '
i'
,
,
I'
TOTAL P. 04