2004-25543 Reso
RESOLUTION NO, 2004-25543
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE EXECUTION OF AN
AGREEMENT WITH PERKINS AND WILL, INC,. IN THE NOT TO EXCEED
AMOUNT OF $1,200,788 FOR THE PROVISION OF PLANNING,
ARCHITECTURE, LANDSCAPE ARCHITECTURE, AND ENGINEERING
SERVICES REQUIRED TO DESIGN AND CONSTRUCT THE MUL TI-
PURPOSE MUNICIPAL PARKING FACILITY PROJECT AND FURTHER
APPROPRIATING FUNDS IN THIS AMOUNT ALONG WITH $299,813
FOR ASSOCIATED CIP OFFICE PROJECT MANAGEMENT CHARGES,
FROM THE PARKING ENTERPRISE FUND,
WHEREAS, on September 101h, 2003, the Mayor and City Commission approved
Resolution No. 2003-25332, authorizing the execution of a Development Agreement
between the City of Miami Beach and the New World Symphony (NWS) for the
development of a portion of the Washington Avenue and 1 ih Street surface parking lots
for construction of an educational, performance and internet broadcast facility with an
exterior screen ("Soundspace"), and an approximately 320-space (+/-) public parking
garage facility (the NWS Project); and
WHEREAS, in approving the execution ofthe Agreement, the City Commission also
directed that the Administration should proceed with developing a new Multipurpose
Municipal Parking Facility (MMPF) on the site of the current City Hall surface lot to provide
replacement parking for the NWS Project; and
WHEREAS, the MMPF must be completed, or an alternate acceptable replacement
parking location must be identified, prior to the NWS's anticipated commencement of the
NWS Project construction in early 2008; and
WHEREAS, on September 10, 2003, the City Commission authorized the issuance
of Request for Qualifications 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 (the RFQ).; and
WHEREAS, RFQ responses were received and ranked by an Evaluation Committee
appointed by the City Manager; and
WHEREAS, the Administration recommended that the City Commission authorize
negotiations with the second-ranked firm of Perkins and Will over first-ranked Zyscovich
Inc., since both firms are equally qualified but Zyscovich Inc. has done a significant amount
of work for the City, while Perkins and Will has not done any work for the City; and
~
WHEREAS, the City Commission on February 4,2004 approved Resolution No.
2004-25479, selecting and authorizing the Administration to negotiate an agreement with
Perkins and Will, in accordance with the Administration's recommendation; and
WHEREAS, City and URS Program Management staff met three times with Perkins
and Will to negotiate the MMPF project scope and fee; and
WHEREAS, during the meetings it was determined that the exact number of
parking spaces and amount of retail/office square footage in the MMPF project will not be
finalized until the project planning phase has been completed and Perkins and Will's fee
for construction design and administration varies substantially depending on these two
variables; and
WHEREAS, staff negotiated two fee options: Option One which provides for a total
professional services fee of $1,200,788 based on a project with 480 parking spaces,
20,000 square feet of office/retail, a pedestrian bridge to City Hall, and required site
improvements and utility extensions with an approximate construction cost of $9,085,250;
Option Two which provides for a total professional services fee of $1 ,368,768 based on a
project with 600 parking spaces, 50,000 square feet of office/retail, a pedestrian bridge,
and site and utility improvements with an approximate construction cost of $14,761,250;
and
WHEREAS, the Administration recommends that the City Commission approve
Option One in the amount of $1,200,788, and appropriate funding for this amount and the
associated $299,813 for CIP Office management costs from the Parking Enterprise Fund.
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 hereby approve and authorize the execution of an agreement with Perkins
and Will, Inc., in the not to exceed amount of $1,200,788, for the provision of planning,
architecture, landscape architecture, and engineering services required to design and
construct the Multi-purpose Municipal Parking Facility project, and further appropriating
funds in this amount, along with $299,813 for associated CIP Office project management
charges, from the Parking Enterprise Fund.
PASSED and ADOPTED this 14th, day
,2004.
~f
CITYClER- ~
T:\AGENDA 12004\Apr1404\Regular\mmpfre5o.doc
APPROVED Ml'O
FORM & LANGUAGI
& fOR EXECUnON
;lIf( ~ 'i.~Oy
City . 0..
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
m
Condensed Title:
A resolution authorizing the execution of an agreement with Perkins and Will, Inc. in the amount of
$1,200,788 for the provision of planning, architecture, landscape architecture, and engineering services
required to design and construct the Multi-purpose Municipal Parking Facility (MMPF) project and
appropriating said amount along with $299,813 in CIP Office project management charges from the
Parking Enterprise Fund.
Issue:
Should the Mayor and City Commission authorize the execution of a professional services agreement with
Perkins and Will, Inc. in the not to exceed amount of $1 ,200,788 for the provision of professional services
required to design and construct the MMPF project and appropriate this amount along with $299,813 in
associated CIP Office proiect manaoement?
Item Summarv/Recommendation:
In keeping with commitments made through the City's approval of the New World Symphony expansion
project, the City needs to provide replacement parking in the form of a new MMPF on the current City Hall
surface lot. The current schedule calls for substantial completion of the MMPF by November 2007 and final
completion by February 2008. On September 10, 2003, the City Commission authorized the issuance of
RFO No. 69-02/03 for Architectural, Engineering, Design, and Construction Administration Services needed
to Plan, Design, and Construct the MMPF.
On February 4,2004, the City Commission authorized the Administration to negotiate with Perkins and Will
Inc. to provide required professional services for the project. City and URS Program Management staff met
three times with Perkins and Will to negotiate project scope and fee. Since the exact number of parking
spaces and amount of retail/office square footage in the project will not be determined until the completion of
the planning phase, and Perkins and Will's fee varies significantly depending on the finalization of these two
project elements, staff negotiated two options. Option One provides for a fee of $1,073,806, based on a
project with 480 parking spaces, 20,000 square feet of office/retail, a pedestrian bridge to City Hall, and
required site improvements and utility extensions with an approximate construction cost of $9,085,250; this
scope of work is consistent with the intent of the project RFO. Option Two provides for a fee of $1,241,786
based on a project with 600 parking spaces, 50,000 square feet of office/retail, a pedestrian bridge, and site
and utility improvements with an approximate construction cost of $14,761,250; this scope is consistent with
the maximum build out of the project as described in the project RFO. In addition, staff negotiated a traffic
consultant fee of $52,685 and a cost estimator's fee of $37,864, as well as a fee of $36,433 for the planning
of required Meridian Avenue improvements; the design fee for the latter project element will be negotiated
once the scope of work is defined in the planning process. The Administration recommends Commission
approval of the Option One agreement with Perkins and Will in the amount of $1,200,788 and the
appropriation of this amount, along with the associated CIP Office project management fee of 3.3% of the
construction budget ($299,813) from the Parking Enterprise Fund. If it is determined during the planning
process that the number of parking spaces and square footage needs to be increased, an additional services
agreement will be negotiated with Perkins and Will based on the upper project scope limit and associated fee
established in Option Two.
Advisory Board Recommendation:
I N.A.
Financial Information:
Source of
Funds:
:\AGENDA\2004\Apr1404IRegularlmmpfawardsum.d c
AGENDA ITEM
DATE
R7E
<{ -I<{ -Or
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.miamibeachfl.gov
COMMISSION MEMORANDUM
To:
From:
Mayor David Dermer and Date: April 14, 2004
Members of the City Commission
Jorge M. Gonzalez \ I/V'-~
City Manager 0 U
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE EXECUTION OF AN
AGREEMENT WITH PERKINS AND WILL, INC, IN THE NOT TO EXCEED
AMOUNT OF $1,200,788 FOR THE PROVISION OF PLANNING,
ARCHITECTURE, LANDSCAPE ARCHITECTURE, AND ENGINEERING
SERVICES REQUIRED TO DESIGN AND CONSTRUCT THE MUL TI-
PURPOSE MUNICIPAL PARKING FACILITY PROJECT AND FURTHER
APPROPRIATING FUNDS IN THIS AMOUNT ALONG WITH $299,813 FOR
ASSOCIATED CIP OFFICE PROJECT MANAGEMENT CHARGES FROM
THE PARKING ENTERPRISE FUND,
Subject:
ADMINISTRATION RECOMMENDATION:
Adopt the Resolution.
FUNDING:
Funding for the agreement with Perkins and Will and the associated CIP Office charges in
the total amount of $1,500,601 is available from the Parking Enterprise Fund.
BACKGROUND:
On September 10th, 2003, the Mayor and City Commission approved Resolution No. 2003-
25332 authorizing the execution of a 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.
In approving the execution of the Agreement, the Commission also directed that the
Administration should proceed with developing a new Multipurpose Municipal Parking
Facility (MMPF) on the site of the current City Hall surface lot. Throughout the
negotiations with the NWS, the Administration has consistently stated that replacement
parking must be built before displacement of either 17th Street surface parking lot. The
City Commission Memorandum
April 14, 2004
Award of Multi-purpose Municipal Parking Facility AE Services to Perkins and Will
Page 2 of 3
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 current schedule calls for substantial
completion of the MMPF by November 2007 and final completion by February 2008.
On September 10, 2003, the City Commission authorized the issuance of a Request for
Qualifications (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. The RFQ was
issued on September 29, 2003 and 13 proposals were received by the October 31, 2003
response deadline. An Evaluation Committee appointed by the City Manager met twice to
review and rank the RFQ responses and subsequently ranked Zyscovich Inc. first and
Perkins and Will second. The City Manager exercised his due diligence and reviewed the
proposals submitted by Zyscovich and Perkins & Will, as well as copies of their respective
presentations, and the results of the reference checks conducted by the Procurement
Division and URS. It was evident from the documentation reviewed that both firms were
equally competent and qualified to perform the services required for this project.
Since the selection of the most qualified Architectural and Engineering firm is governed by
the Consultants' Competitive Negotiation Act (CCNA), Section 287.055, Florida Statutes,
the City Manager must also consider the volume of work previously awarded by the City, to
ensure an equitable distribution of City projects~ Inasmuch as Perkins & Will has not
previously been awarded a City contract, and considering the experience and qualifications
of the Perkins & Will team, the City Manager recommended Perkins & Will as the top
ranked firm. At their meeting on February 4, 2004, the City Commission approved
Resolution 2004-25479 authorizing the Administration to negotiate with Perkins and Will to
set fees for the required professional services.
City and URS Program Management staff met three times with Perkins and Will to
negotiate the project scope and fee. The exact number of parking spaces and amount of
retail/office square footage in the project will not be determined until the project planning
phase has been completed. Perkins and Will's fee for construction design and
administration varies depending on these two variables. Staff considered negotiating only
the planning phase fee at this time. However, this option was rejected as it would require a
second fee negotiation and approval period which could delay the project. In an effort to
keep the project on its ambitious implementation schedule, staff negotiated two fee
options.
Option One (Exhibit A) provides for a professional services fee of $1,073,806 (including
$57,000 in reimbursables) based on a project with 480 parking spaces, 20,000 square feet
of office/retail, a pedestrian bridge to City Hall, and required site improvements and utility
extensions with an approximate construction cost of $9,085,250 (Exhibit B). This scope of
work, which is detailed in Attachment A, is consistent with the intent of the project RFQ.
Option Two (Exhibit C) provides for a professional services fee of $1 ,241 ,786 (including
$57,000 in reimbursables) based on a project with 600 parking spaces, 50,000 square feet
of office/retail, a pedestrian bridge, and site and utility improvements with an approximate
City Commission Memorandum
April 14, 2004
Award of Multi-purpose Municipal Parking Facility AE Services to Perkins and Will
Page 3 of 3
construction cost of $14,761,250 (Exhibit D). This scope of work is consistent with the
maximum build out of the project as described in the project RFQ.
In addition to the design fee, staff negotiated a traffic consultant fee of $52,685 (Exhibit E),
a cost estimator's fee of $37,864 (Exhibit F), and a fee of $36,433 (Exhibit G) for the
planning of Meridian Avenue improvements which will be implemented as part of the
project. The design fee for the latter project element will be negotiated once the scope of
work is defined in the planning process; this two-step negotiation process for the
streetscape improvements will not delay progress on the facility itself. With all of these
associated costs included, the total Perkins and Will fee would be $1,200,788 for Option
One and $1,368,768 for Option Two,
In addition to Perkins and Will's fees for professional services for this project, the
Commission has previously approved $1,003,882 for program management services to be
provided by URS Corporation for the project. There is also a need to fund the City's own
project management for the project which is provided by the CIP Office. The CIP
management charge is typically 3.3% of the construction budget which for this project
would amount to $299,813. This funding needs to be appropriated along with the total
Perkins and Will fee of $1,200,788 for a total appropriation of $1,500,601. Funding in this
amount is available from the Parking Enterprise Fund.
CONCLUSION:
The Administration recommends that the Commission approve the Option One agreement
with Perkins and Will in the amount of $1,200,788 and appropriate funding forthis amount
and the associated $299,813 for CIP Office management costs from the Parking Enterprise
Fund. If it is determined during the planning process that the number of parking spaces
and square footage needs to be increased. an additional services agreement will be
negotiated with Perkins and Will based on fees already established for the upper project
scope limit defined in Option Two.
T:\AGENDA\2004\Apr1404\Regularlmmpfawardmemo.doc