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3- Meeting Minutes 12.01.2022 General Obligation Bond Oversight Committee City of Miami Beach MEETING MINUTES No. 36 December 1, 2022 Members in Attendance Via Zoom: Karen Rivo, Chair Jason Greene, Vice-Chair Scott Needelman Laura Veitia Carolina Jones Jack Glottmann Carmen Browne Francisco Diez-Rivas Absent: Adam Kravitz Jason Koslowe Dave Grieser Staff and Guests Attendance: Maria Hernandez, Liaison Devin Ramirez Thais Vieira David Martinez John Woodruff Alex Denis Joe Gomez Frank Garcia Commissioner Richardson Michele Burger Kathie Brooks Virgil Fernandez Allison Novack Amy Knowles Adrian Morales Kevin Pulido Lauren Firtel Elizabeth Carrino Elizabeth Estevez Jose Del Risco Heather Shaw Mariana Evora Rickelle Williams Judy Hoanshelt Cristina Ortega Roland Aragunde Jani Singer Elizabeth Wheaton James Quinlan David De La Espriella John Shumaker Larissa Cajiao Matti Bower Pilar Caurin Robin Rosenbaum Susan Askew Ximena Caminos Meeting Start Time: 4:30 pm General Notes: These meeting minutes are condensed and seek to capture the overall intent of discussions as interpreted by the meeting coordinator. Each paragraph indicates the time on the audio recording where the discussion commenced during the meeting. For more detail on the discussion, please refer to the audio recording in its entirety. All current and past meeting materials including agendas, handouts, minutes, presentations, and audio recordings are available by visiting: www.GOMBInfo.com/OversightCommittee/Meeting Records. G.O. Bond Oversight Committee Meeting Minutes No. 35 December 1, 2022 Page 2 of 6 I. Roll Call and Introductions (Refer to the Meeting Audio Recording on the G.O. Bond Website.) 0:01 Chair Karen Rivo called the meeting to order. Roll call was completed. II. Committee Business Message from Mayor Dan Gelber 2:36 Mayor Dan Gelber thanked the Committee Members for all of their hard work in overseeing many of the City’s capital improvement projects. He reported that two voting members will be added to this Committee due to the passing of the recent G.O. Bond for Arts & Culture, for cultural insights. He thanked the Committee Members for all of their hard work in helping the G.O. Bond for Arts & Culture pass, where 65% of voters said they wanted to tax themselves $159 million to deliver these cultural amenities and enhancements to Miami Beach. He explained that the voters have an expectation that Staff is going to use these funds responsibly. This bond differs from the other bond because these cultural institutions are in need of the funds now and are ready to move forward with the approved enhancements and construction. Introduction of Kathie Brooks 13:30 Chair Karen Rivo welcomed Interim CFO Katie Brooks. Farewell to Members for 2023 14:22 Chair Karen Rivo announced that this will be Francisco Diez-Rivas’ and Carmen Browne’s last meeting as members. Farewell to John Woodruff 16:16 John Woodruff thanked the Committee Members for all of their hard work. Adoption of Meeting Minutes from 09-22-2022 17:18 Chair Karen Rivo asked for a motion to approve the September 22nd meeting minutes. Motion: 17:34 Jack Glottmann made a motion to approve the minutes as presented. 17:39 Jason Greene seconded the motion. Motion passed unanimously. 2023 Meeting Calendar (Refer to page 2 on the Agenda & Handout Packet on the G.O. Bond website.) 17:50 Chair Karen Rivo explained that due to the approval of the G.O. Bond for Arts & Culture, this committee is going to start meeting monthly. III. G.O. Bond for Arts & Culture Update New Oversight Committee Ordinance & Org Chart (Refer to pages 3-8 on the Agenda & Handout Packet on the G.O. Bond website.) 20:47 Maria Hernandez reported that there will be much more to discuss on the Arts and Culture Bond at the January 26th Committee Meeting. Ordinance 2022-4524 is the revised G.O. Bond Oversight Committee Ordinance, adding the oversight of the $159 million G.O. Bond for Arts & Culture to the Committee. The G.O. Bond Oversight Committee Meeting Minutes No. 35 December 1, 2022 Page 3 of 6 highlighted sections are what has been added to the ordinance, which pertains to the G.O. Bond for Arts & Culture. The updated G.O. bond Oversight Committee Org Chart was shown. General Work Plan, Prioritization Criteria, and Next Steps (Refer to pages 9-10 on the Agenda & Handout Packet on the G.O. Bond website.) 23:40 Maria Hernandez explained the Prioritization Plan Criteria draft, which defines Quick Win, Shovel Ready, Asset Preservation, and Interdependency with other Projects. This plan allows Staff to determine the prioritization of all of the projects and determine the amount of potential funding needed and tranches required. A draft of the General Work Plan was also presented. This chart identifies which entities would execute each of the projects, which facilities could have Quick Wins, and which facilities could have Shovel Ready projects by April 2023. Explanation continued. 35:06 Adrian Morales reported that Staff has been meeting with the cultural facilities the last several weeks to discuss the high-level execution process of these projects. Staff is going to begin having client- type meetings with the cultural facilities to discuss the quick win projects, which are the projects that are faster and easier to implement. At the January 26th Oversight Committee Meeting, Staff will have more information on the timelines of these projects. He also explained how Staff is analyzing how many tranches this bond should have, to get it approved by the City Commission and go to the bond market in April 2023. 37:38 Maria Hernandez explained that the decision of the number of tranches was discussed in this Committee in 2019 for the 2018 G.O. Bond. Staff recommended the 4 tranches, and this Committee approved the recommendation, which was then taken to the City Commission for approval. The Administration is currently doing an analysis in order to not tax the residents a large amount. IV. Public Comment 40:19 Chair Karen Rivo asked if anyone from the public would like to speak. 41:00 John Shumaker representing the Miami City Ballet thanked all the cultural institutions and the Administration for all of their hard work in their efforts for passing this bond. V. Community Outreach (Refer to pages 11-12 on the Agenda & Handout Packet on the G.O. Bond website.) 43:16 Kevin Pulido discussed the Items related to G.O. Bond Program Projects, which is found on pages 11-12 of the Agenda & Handout Packet. All the items passed at the November 30th City Commission Meeting. There has been a Special Finance and Economic Resiliency Committee meeting scheduled for Friday, December 9th to discuss project #15 Par 3/Bayshore Park. VI. Projects Cash Flow Update (Refer to pages 13-15 on the Agenda & Handout Packet on the G.O. Bond website.) 45:16 Thais Vieira reported the status of cash flow projections for the last quarter of 2022, which is found on pages 13-15 of the Agenda & Handout Packet. She reminded the Committee that the last update was G.O. Bond Oversight Committee Meeting Minutes No. 35 December 1, 2022 Page 4 of 6 at the May 26th Oversight Committee Meeting. Staff is predicting that the issuance of Tranche 2 bonds for the Park’s Category will be in December 2024, which is a 7 month slip from the prediction in May 2022. Staff is predicting that the issuance of Tranche 2 bonds for the Infrastructure Category will be in December 2023, which is a 2 month slip from the prediction in May. Staff is predicting that the issuance of Tranche 2 bonds for the Public Safety Category will be in August 2024, which is an 8 month slip from the prediction in May. For a more detailed breakdown of the main drivers, assumptions, and the sub-projects that are expected to be completed prior to the issuance of the Tranche 2 bonds, go to pages 13-15. VII. Program General Status Update (Refer to pages 16-29 on the Agenda & Handout Packet on the G.O. Bond website.) 52:50 Maria Hernandez reported that currently there are 42 projects that are either complete or active. There will be a total of 17 projects completed prior to Tranche 2. Currently, there are 83 subprojects that are either complete or active. There will be a total of 59 subprojects completed prior to Tranche 2. There are 6 subprojects that are either in the bidding process or have already been awarded a contract. Explanation continued. 58:54 Maria Hernandez presented the Tranche 1 Analysis, which lists the number of projects/subprojects being commenced and/or completed in Tranche 1 in each category. This is found on page 25 of the Agenda & Handout Packet. 1:01:00 Chair Karen Rivo asked if anyone has any questions, ideas, or concerns. No one spoke. VIII. Funding Swaps (Refer to pages 30-31 on the Agenda & Handout Packet on the G.O. Bond website.) 1:01:33 Maria Hernandez reported that there were two funding swaps that needed to be completed by November 30th, to be presented to the City Commission. The first funding swap is for project #25 Waterway Restoration. The project is currently at the 90% design phase and additional funding was required to proceed with the permitting phase. Staff reallocated $100,000 from project #13 North Shore Path & Fields since these funds will not be required until after the issuance of Tranche 2. The second funding swap is for project #34 Above Ground Improvements for Indian Creek Drive. The City issued an Invitation to Bid on September 9th for this scope of work, but the bids received exceeded the available budget by $1,112,000. Staff reallocated $602,384 from project #36 Washington Ave Corridor and $509,616 from project #37 Sidewalk Improvements, since it is anticipated that these projects will not require these funds until after the issuance of Tranche 2. IX. Tranche 1 Projects Update (Refer to pages 32-35 on the Agenda & Handout Packet on the G.O. Bond website.) #1 72 St. Community Complex 1:05:52 David Martinez reported that the Administration issued an impasse letter to Haskell, terminating negotiations. Staff began negotiations with the second proposer PCL. PCL submitted a letter with construction costs that well exceeded the project’s budget. On October 26, The City Commission directed the Administration to terminate the design-build process and bring a new procurement process to the G.O. Bond Oversight Committee Meeting Minutes No. 35 December 1, 2022 Page 5 of 6 December 14th City Commission Meeting. Staff is going to ask the City Commission for approval to release a Request for Qualifications for a design firm. Shortly after, Staff intends to then ask the City Commission for approval to hire a Construction Manager at Risk, similar to what Staff did for Fire Station #1. 1:09:23 Carmen Browne reported that she attended the Ad Hoc North Beach CRA Advisory Committee Meeting on November 8th. She asked if the project is possible with keeping all the major components, in regard to budget. 1:10:24 David Martinez explained that the intent is to deliver what the voters voted on. Once Staff begins developing the project, Staff will begin the value engineering process. Discussion continued. 1:15:40 Laura Veitia asked how long Staff thinks it will take to award a contract to a design firm. 1:15:58 David Martinez explained that Staff has the Request for Qualifications ready for a design firm. As soon as the Commission authorizes the issuance, shortly after the Administration will issue it. For about 2 months, Staff will be waiting for the proposers to put together their proposals and then they will be evaluated and then ranked. The proposers will then go to the City Commission. This process will take about 4 to 6 months. Discussion continued. #45 Fire Station #1 1:31:30 David Martinez reported that Staff is working towards the completion of 90% construction documents by the end of this month, December 2022. The Construction Manager at Risk will begin preparing their guaranteed maximum price proposal, to bring it to the City Commission. Staff is working with the Grants Division to address the budget shortfall. Staff has also been discussing the relocation of the Rainbow Daycare. The Capital Improvements Department has agreed to take on the relocation and development of the daycare to Flamingo Park and have already met with the designer. #5 Flamingo Park Master Plan 1:38:04 David Martinez reported that Staff’s intent is to start many of the features in the butterfly garden, as part as the relocation of the daycare. Staff is projecting breaking ground for the softball field in Summer 2023. The procurement for the restoration of the Historic Lodge will begin in late January, early February. #5 Flamingo Youth Center Facility 1:42:30 David Martinez reported that Staff is working with the same consultant that is working on the daycare facility. They are currently in the process of doing a site analysis of the parking lot and the current PAL building area, which will be completed by January. The Administration will then start reaching out to the community for feedback on the various concepts that will be presented. By June, the consultants will have the full feasibility report completed. X. Brief Updates (Refer to pages 36-42 on the Agenda & Handout Packet on the G.O. Bond website.) #31 Ocean Drive Corridor 1:46:27 David Martinez reported that at the October 26th Commission Meeting, the City commission directed the Administration to begin negotiating with the first ranked proposer, Calvin, Giordano & Associates. On December 6th, Staff has a formal negotiating meeting regarding their fees. G.O. Bond Oversight Committee Meeting Minutes No. 35 December 1, 2022 Page 6 of 6 #10 Maurice Gibb Park 1:48:58 David Martinez noted that the City Commission awarded the construction contract to Lunacon Construction at the November 16th City Commission Meeting. Staff is expecting to issue Notice to Proceed (NTP) #1 in January and construction is scheduled to start in February. #15 Par 3/ Bayshore Park 1:52:27 David Martinez reported that the City received 2 bids that are well over budget, but the construction contract will be awarded to the lower bidder. There is a budget shortfall range of $13-$16 million dollars. There is a range due to several variables, such as adding CCTV to the park. Staff is working with the Grants Division to address the budget shortfall. 1:58:10 Jason Greene asked if there is anything this Committee can do to help close the funding gap or if the City has identified funds for the shortfall. 1:58:44 Maria Hernandez explained that the G.O. Bond Program has already exhausted its savings but there are additional funds that have already been identified. The City Commission understands the importance of this project. Discussion continued. Motion 2:02:35 Jason Greene motioned that the G.O. Bond Oversight Committee strongly endorses Project #15 Bayshore Park/Par 3 to be moved forward by the City Commission at their next available meeting regarding the project. 2:02:51 Jack Glottmann seconded the motion. Motion passed unanimously. #48 Police Headquarters Facility 2:03:36 Frank Garcia reported that unfortunately, no bids were received in response to the ITB for construction. The Procurement Department is working on scheduling an Industry Review Meeting to gather feedback from local contractors. #53 Convention Center Bollards, Soundscape Bollards, South Pointe Park Bollards 2:04:54 Joe Gomez reported that the contract was awarded to Tadeos Engineering LLC at the November 16th Commission Meeting. Staff is expecting for construction to be completed by July 2023. XI. Public Comment 2:05:40 Chair Karen Rivo asked if anyone from the public would like to speak. No one spoke. XII. Adjournment Meeting adjourned.