C2I-Issue RFQ Facilities Condition Assessment Of Various Buildings-AssetsCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Issue A Request For Qualifications (RFQ) For The Purpose Of Conducting And
Documenting A Detailed Facilities Condition Assessment Of Various Buildings/Assets Owned By The City Of
Miami Beach, And To Develop A Schedule For Assets And Equipment Replacement Within The Buildings
To Include Current And Projected Future Replacement Costs.
Issue:
Ensure well maintained facilities.
Supporting Data (Surveys, Environmental Scan, etc.): The 2009 Customer Satisfaction Survey indicated that
87.2% of residents, and 85% of businesses rated the appearance and maintenance of the City's public
buildings as excellent or good.
Item Summary/Recommendation:
City facilities in Miami Beach range in age from historic buildings from the1920s to buildings constructed or
renovated within the past year. Although building systems have been maintained to keep them operational
and many well beyond the life-cycle estimates, these components of buildings can and will fail with time.
It is extremely important that facility condition assessments (FCA) be performed on a regular schedule.
These FCA assist in determining the asset value, replacement cost and a full condition report of all systems
that support the asset within the assets envelope. Seven years ago the City invested in the VFA Capital
Planning Management Solutions software program that, combined with the information collected from the
FCA, provides a tool to manage and assure the City maintains all its facilities at the highest possible level of
integrity and functionality.
Successful proposer will be required to provide a thorough FCA and inspection of the City owned facilities
listed below, following the VFA facility condition assessment format.
All inspectors must be certified by the State of Florida to perform the inspections of their specific disciplines
and must have extensive knowledge of current building code requirements.
AUTHORIZE ISSUANCE OF THE RFQ
Advisory Board Recommendation:
Financial Information:
Source of
Funds:
D
Finance Dept.
Amount
City Clerk's Office legislative Tracking:
J Raul Aguila:
Si n-Offs:
T:\AGENDA\2012\7-18-12\RFQ Facility Condition Assessment SUMMARY.doc
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Account
AGENDA ITEM c 2 I
DATE 7-13-/-z--
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
TO:
FROM:
DATE:
SUBJECT:
COMMISSION MEMORANDUM
Mayor Matti Herrera Bower and Members of the City Commission
Kathie G. Brooks, Interim City Manage~~ M-
July 18, 2012 /
REQUEST FOR APPROVAL TO ISSUE A REQUEST FOR QUALIFICATIONS{RFQ)
FOR THE PURPOSE OF CONDUCTING AND DOCUMENTING A DETAILED
FACILITIES CONDITION ASSESSMENT OF VARIOUS BUILDINGS/ASSETS OWNED
BY THE CITY OF MIAMI BEACH, AND TO DEVELOP A SCHEDULE FOR ASSETS AND
EQUIPMENT REPLACEMENT WITHIN THE BUILDINGS TO INCLUDE CURRENT AND
PROJECTED FUTURE REPLACEMENT COSTS.
ADMINISTRATION RECOMMENDATION
Approve the Issuance of the RFQ.
ANALYSIS
City facilities in Miami Beach range in age from historic buildings from the1920s to buildings
constructed or renovated within the past year. Even some of our more modern buildings in the City
such as City Hall and the Police Department have equipment and support systems that have
exceeded their expected life-cycle. Although building systems have been maintained to keep them
operational and many well beyond the life-cycle estimates, these components of buildings can and
will fail with time.
It is extremely important that facility condition assessments (FCA) be performed on a regular
schedule. These FCA assist in determining the asset value, replacement cost and a full condition
report of all systems that support the asset within the assets envelope. The FCA projects timelines
for equipment replacement based on condition and lifecycle and projects needed upgrades within
the assets interior and exterior envelope. All of this information combined generates the assets
Facility Condition Index (FCI). The FCI is used to measure a facilities overall condition (excellent,
good, poor or should be demolished) and provides a monetary investment value needed to bring the
assets FCI to a more desirable rating. The FCI is also a tool used in the city's active strategy
program to track the overall average condition of the major facilities within the city.
Seven years ago the City invested in the VFA Capital Planning Management Solutions software
program that, combined with the information collected from the FCA, provides a tool to manage and
assure the City maintains all its facilities at the highest possible level of integrity andfunctionality.
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RFQ for Facility Condition Assessments
July 18, 2012
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Additionally, the information gathered from the FCA is critical to an effective facility management
program and this information can only be attained by conducting thorough facility inspections. The
City does not have the excess capacity to conduct the required comprehensive inspections
ourselves thus we must rely on outside sources who possess the knowledge and experience both in
their ability to conduct a timely detailed FCA and who are knowledge and experienced in working
with the VFA Capital Planning Management Solutions software used by the city to manage this data.
SCOPE OF SERVICES:
Successful proposer will be required to provide a thorough FCA and inspection of the City owned
facilities listed below, following the VFA facility condition assessment format.
All inspectors must be certified by the State of Florida to perform the inspections of their specific
disciplines and must have extensive knowledge of current building code requirements.
Facilities scheduled for FCA are listed below:
1 Oth Beach Patrol
1Oth St. Auditorium
12th Street Parking Garage
13th Street Parking Garage
14th. Street Beach Restroom
16th Street Parking Garage
16th Street Parking Garage
17th Street Parking Garage
21th Street Community Center
42nd Street Parking Garage
777 Building
7th Street Parking Garage
A-555 Building
A-Beach Restroom No.1 -3rd Street
A-Beach Restroom No. 2 -6th Street
A-Beach Restroom No.3-10th Street
A-Beach Restroom No. 4-14th Street
A-Beach Restroom No. 5-21st Street
A-Beach Restroom No. 6 -Men -46th Street
A-Beach Restroom No. 6-Women -46th Street
A-Beach Restroom No.7-53rd Street
A-Beach Restroom No. 8-Men -64th Street
A-Beach Restroom No. 8-Women -64th Street
Acorn Band shell
Acorn Theater
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July 18, 2012
Page 3of7
A-Fairway Park Pavilion
A-Normandy Isle Park Pool
A-Normandy Shores Park Restrooms & Storage
A-North Shore Open Space Park Pavilion No. 1
A-North Shore Open Space Park Pavilion No. 2
A-North Shore Open Space Park Pavilion No. 3
A-North Shore Open Space Park Restroom No. 2
A-North Shore Open Space Park Restroom No. 3
A-Scott Rakow Community Youth Center
A-South Point Police Substation
Bass Museum
Byron Carlyle Theater
Carl Fisher Clubhouse
City Hall
Colony Theater
Crespi Park Building
Electrowave Building
Fire Station 1
Fire Station 2
Fire Station 3
Fire Station 4
Flamingo Pool Facility Buildings
Fleet Maintenance Shop #1
Fleet Maintenance Shop #2
Fleet Maintenance Shop #3
Garden Center Buildings
Historic City Hall
Historic Fire Station 2
Lummus Park Beach Restroom
Marine Patrol Building @ Bay St
Miami Beach Golf Clubhouse
Miami City Ballet Building
Muss Park Building
Normandy Golf course Clubhouse
North Shore Band shell Building
North Shore Open Space Park Restroom No. 1
North Shore Youth Center
Old Library Building
PAL Building
Police Garage
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Commission Memorandum
RFQ for Facility Condition Assessments
July 18, 2012
Page 4 of7
Police Station
Public Works operations facility
Sanitation Storage
South Shore Community Center
Stillwater Park Building
Tatum Park Building
All FCA's must be completed within 120 days of the contract award. All data gathered from the FCA
must be loaded into VFA by the contractor within 00 days of completion of all FCA's.
The City retains the right to award all, partial or none and may choose to award to more than one
contractor
Contractors shall specify the cost by asset for each FCA performed. The City retains the right to
award all, partial or none and may choose to award to more than one contractor.
MINIMUM REQUIREMENTS
For purposes of compliance with this minimum experience requirement, the term "Proposer" is
hereby defined to mean the firm and/or business entity which is submitting a proposal pursuant to
this RFQ. Accordingly, the firm and/or business entity must meet the minimum requirements listed
below in order to be deemed responsive. Non-responsive bids will be disqualified from
consideration.
1. Team's Experience:
• Indicate the firm's number of years of experience in providing the requested professional
specialization services with strong focus on municipal improvement projects;
• List all projects undertaken in the past five (5) years, describe the scope of each project
in physical terms and by cost, describe the respondent's responsibilities, and provide the
name and contact telephone number of an individual in a position of responsibility who
can attest to respondent's activities in relation to the project. An SF 255 and SF254 can
suffice this request.
• Provide the name(s) of the person, within your organization who was most actively
concerned with managing each project;
• List and describe all legal claims against any member of the team alleging errors and/or
omissions, or any breach of professional ethics, including those settled out of court,
during in the past five (5) years.
• List all projects undertaken that were completed and data documented using VFA
Capitol Planning Management Solutions software
2. Project Manager's Experience:
Provide a comprehensive summary of the experience and qualifications of the individual(s)
who as proposed will be selected to serve as Project Manager(s). These individuals must
have a minimum of (5) five years' experience in their designated professional specialization.
Additionally, the selected Project Managers(s) must provide examples of three previous
projects that demonstrate their experience and capacity in performing professional services
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Commission Memorandum
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July 18, 2012
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contracts for public sector clients with focus on municipal residential improvement projects.
3. Previous Similar Projects:
Please provide a list of a minimum of five projects which demonstrate the Team's
experience in providing the services for the listed scope of services above. Please provide
the following information for each sample project.
• Client name, address, phone number, email.
• Consultant (Architect, Engineer, other) name, address, phone number, fax and/or
e-Mail address.
• Description of the scope of the work.
• Month and Year the project was started and completed.
• Total cost and/or fees paid to your firm.
• Total cost of the construction, estimated and actual.
• Role of the firm and the responsibilities.
4. Qualifications of Project Team:
Provide a list of the personnel to be used on this project and their qualifications. A resume of
each individual, including education, experience, and any other pertinent information shall be
included for each team member to be assigned to this project.
5. Project Approach:
Provide a detailed description on the Project Team approach to the required services.
Information should include:
• Organizational structure of project team.
• Project specific approach.
RFQ PROCESS
The procedure for response, evaluation and selection will be as foiiONs:
1. RFQ issued
2. Pre-qualification meeting
3. Receipt of qualificaiton packages
4. Opening and listing of all responses received.
5. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each
response in accordance with the requirements of this RFQ. If further information is desired,
respondents may be requested to make additional written submissions or oral presentations
to the Evaluation Committee.
6. The Evaluation Committee will recommend to the City Manager the proposal(s) that the
Evaluation Committee deem to be in the best interest of the City by using the following
criteria for selection:
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July 18, 2012
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Total Criteria
Points
25 The experience, qualifications and portfolio of the Principal Firm
30 The experience and qualifications of the professional personnel
assigned to the Project Team and the Project Manager, as well as their
familiarity with this project and a thorough understanding of the
methodology_ and approach to be used in this assignment
20 Past performance based on quality of the Performance Evaluation
Surveys and the Administration's due dilligence based upon reference
checks performed of the Firm(s) clients
5 Willingness to meet time and budget requirements as demonstrated by
past performance, methodology and approach
5 Certified minority business enterprise participation. Either the Prime
Consultant or the sub-Consultant team may qualify for proof of
certification for minority business enterprise participation. Accepted
minority business enterprise certifications include the Small Business
Administration (SBA), State of Florida, or Miami-Dade County
5 Location
5 Recent, current and projected workloads of the firms
5 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 firm
LOCAL PREFERENCE: The Evaluation Committee will assign an additional five (5) points
to Proposers, which are, or include as part of their proposal team, a Miami Beach-based
vendor as defined in the City's Local Preference Ordinance.
VETERANS PREFERENCE: The Evaluation Committee will assign an additional five (5)
points to Proposers, which are, or include as part of their proposal team, a small business
concern owned and controlled by a veteran(s) or a service-disabled veteran business
enterprise, as defined in the City's Veterans Preference Ordinance.
7. The City Manager shall recommend to the City Commission the firm or firms, acceptance of
which the City Manager deems to be in the best interest of the City.
8. The City Commission shall consider the City Manager's recommendation(s) in light of the
recommendation(s) and evaluation of the Evaluation Committee and, if appropriate, approve
the City Manager's recommendation(s). The City Commission may reject the City Manager's
recommendation(s) and select another response or responses. In any case, City
Commission shall select the response or responses, acceptance of which the City
Commission deems to be in the best interest of the City. The City Commission may also
reject all proposals.
9. Negotiations between the selected respondent and the City take place to arrive at
agreement terms. If the City Commission has so directed, the City may proceed to negotiate
an agreement with a respondent other than the top ranked respondent if the negotiations
with the top ranked respondent fail to produce a mutually acceptable agreement within a
reasonable period of time.A proposed contract is recommemed by the City Manager to the
City Commission for approval.
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1 0. If and when a contract or contracts acceptable to the respective parties is approved by the
City Commission, the Mayor and City Clerk sign the contract(s) after the selected
respondent(s) has (or have) done so.
CONCLUSION
The Administration recommends that the Mayor and the City approve the issuance of a Request for
Qualifications (RFQ) for the purpose of conducting and documenting a detailed facilities condition
assessment of various buildings/assets owned by the City of Miami Beach, and to develop a
schedule for assets and equipment replacement within the buildings, to include current and
projected future replacement costs.
KGB/JGG/FHB/ JJ F /RWS
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