C7P-Execute Amendment 1 Condition Assessment Of Various City Buildings-AssetsCOMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Authorizing
Amendment No. 1 To The Agreements Executed Between The City And Nova Engineering And
Environmentat LLC, and VFA, lnc., For 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 Building/AsseG To
lnclude Current And Projected Future Replacement Costs; and Authorizing The City Manager To
Execute Said Amendment.
Item Summary/Recommendation :
Ensu re Well-Maintained Facilities.
Supporting Data (Surveys, Environmental Scan, etc.):
NA
On March 13,2013, the City Commission awarded agreements, pursuant to Request for Qualifications
(RFO) No. 56-11112, to Nova Engineering And Environmental LLC, and VFA, lnc. for 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 building/assets
to include current and projected future replacement costs. The condition assessments and schedules will
allow the City to plan for and budget maintenance, equipment replacements and renovations to maximize
the useful life of the City's facilities.
However, after the execution of agreements, it was noted that several locations had been inadvertently
omitted from the agreements. The locations to be added or deleted are listed in Attachment No. 1 for each
awarded vendor. ln addition to the sites to be added or deleted, it is recommended that the City
Commission authorize the City Manager to add or delete locations, as needed, in order to expedite the
completion of the necessary City facility assessments as outlined in the agreements.
RECOMMENDATION
the resolution.
Financial lnformation:
,, Source of ^4P Funds: @l)
OBPI \
Amount Account
1 $63.677.00 Other Contractual Services Accou nt 520-17 20-000349
/Total $63.677.00
Financial lmpact Summary:
Alex Denis, Director Ext # 6641
1 4\J u ly\Procu rement\Faci ! ity Cond ition Assessment Contract
ummary.doc
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City of Miomi Beoch, ,|700 Convention Center Drive, Miomi Beoch, Florido 33139, www.miomibeochfl.gov
COMMI MEMORANDUM
TO:Mayor Philip Levine and Members of frre City
FROM: Jimmy L. Morales, City Manager
DATE: July 23,2014
SUBJECT: A RESOLUTION OF THE MAYOR A{D clTY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING AMENDMENT NO.1 TO THE AGREEMENT BETWEEN THE CITY AND NOVA
ENGINEERING AND ENVIRONMENTAL LLC, AND VFA, INC., FOR
CONDUCTING AND DOGUMENTING A DETA!LED FACILIT!ES
CONDITION ASSESSMENT OF VARIOUS BUILDINGS/ASSETS
OWNED BY THE GITY OF MIAM! BEACH AND TO DEVELOP A
SCHEDULE FOR ASSETS AND EQUIPMENT REPLACEMENT WITHIN
THE BUILDING/ASSETS TO INCLUDE CURRENT AND PROJECTED
FUTURE REPLACEMENT COSTS; SAID AMENDMENT ADDING THE
FOLLOWING LOCATIONS TO THE AGREEMENT WITH NOVA
ENGINEERING AND ENVIRONMENTAL LLC; PENNSYLVANIA
PARKING GARAGE, AND JACKIE GLEASON THEATRE OF
PERFORMING ARTS AND DELETING THE LIFEGUARDS STANDS;
AND ADDING LOCATIONS TO THE AGREEMENT WITH VFA, !NC., AS
FOLLOWS: 1755 BUILDING, CITY HALL PARKING GARAGE,
FLAMINGO POOL FACILIry BUILDING, FLAMINGO PARK FIELD
HOUSE, FLAMINGO PARK BASEBALL STADIUM; FURTHER
AUTHORIZING THE CITY MANAGER TO EXECUTE SAID
AMENDMENT AND THE AUTHORITY TO ADD AND DELETE
LOCATIONS, AS NEEDED.
ADMINISTRATION REGOMMEN DATION
The Administration recommends adopting the Resolution.
KEY INTENDED OUTCOME SUPPORTED
Ensure Well-Maintained Facilities.
FUNDING
Other Contractual Services Account 520-1720-000349 - $63,677.00
BACKGROUND
On March 13, 2013, the City Commission awarded agreements for 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 Building/Assets to include Current and Projected Future
Replacement Costs, pursuant to Request for Qualifications (RFO) No. 56-11112, lo the
following contractors: Nova Engineering and Environmental, LLC, and VFA, lnc. These
agreements are effective until August 13, 2014, and may be extended at the City Manager's
discretion.
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Commission Memorandum - Facility Condition Assessment Contract Amendment
July 23, 2014
Page 2
After the execution of agreements, it was noted that several locations had been omitted from
the RFQ, and needed to be added. ln addition, several locations need to be deleted via an
Amendment pursuant to Section 12.1, Changes and Additions, of the Professional Services
Agreement. The locations are listed in the attached document.
ln addition, it would be in the best interest of the City to authorize the City Manager the
authority to add or delete locations as needed in order to expedite the necessary completion
of the City building assessments.
ANALYSIS
It is extremely important that Facility Condition Assessments (FCA's) be performed on a
regular schedule for City of Miami Beach buildings and assets. These FCAs assist in
determining the asset value, replacement cost, and a full condition report of all systems that
support the asset within the asset's envelope. The FCA projects timelines for equipment
replacement based on condition and lifecycle and projects needed upgrades within the
asset's interior and exterior envelope.
All of this information combined generates the asset's Facility Condition lndex (FCl). The
FCI is used to measure a facility's overall condition (excellent, good, poor, or should be
demolished) and provides a monetary investment value needed to bring the asset's 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.
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 capacity to conduct the required
comprehensive inspections itself; thus relies on outside sources who possess the
knowledge and experience to conduct a timely detailed FCA, and who are knowledgeable
and experienced in working with the VFA Capital Planning Management Solutions software
used by the City to manage this data.
CONCLUSION
Based on the aforementioned, the Administration recommends that the Mayor and City
Commission adopt the resolution authorizing Amendment No. 1 to the agreement between
the Nova Engineering And Environmental, LLC, dated April 14, 2014; and VFA, lnc., dated
April 18 2014, for 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 Building/Assets To lnclude
Current And Projected Future Replacement Costs; said amendment adding the following
locations to the agreement with Nova Engineering and Environmental LLC: Pennsylvania
Parking Garage, and Jackie Gleason Theatre Of Performing Arts and deleting the Lifeguard
Stands; and adding locations to the agreement with VFA, lnc. as follows: 1755 Building, City
Hall Parking Garage, Flamingo Pool Facility Building, Flamingo Park Field House, Flamingo
Park Baseball Stadium; further authorizing the City Manager to execute said amendment
and the authority to add and delete locations as needed.
fffi,ffiil1r16$,fl9".. and deletions to the Facility Condition Assessment Asreement
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472
Attachment No. 1
Additions and deletions to the Facility Condition Assessment Agreement
l. Clry FACILITIES to be added to Nova Enoineerino and Environmental, LLC Aoreement.
1 Pennsvlvania Parkino Garaoe
2 Jackie Gleason Theater of Performino Arts
I1. Clry FACILITIES to be deleted from Nova Enoineerino and Environmental. LLC Aoreement.
3 Lifeouard Station - Jettv
4 Lifeouard Station - 1"t
5 Lifeouard Station - 200 Street
o Lifeouard Station - 3'd
7 Lifeouard Station - 6th
8 Lifeguard Station - 8"'
9 Lifeguard Station - 10"'
10 Lifeguard Station - 12"'
11 Lifeguard Station - 13"
12 Lifeguard Station - 14"
13 Lifeguard Station - 15'"
14 Lifeguard Station - 16th
15 Lifeguard Station - 17'"
16 Lifeguard Station - 21
17 Lifeguard Station - 29'"
18 Lifeguard Station - 35
19 Lifeguard Station - 41
20 Lifeguard Station - 46"'
21 Lifeguard Station - 53'"
22 Lifeguard Station - 64
23 Lifeguard Station - 72""
24 Lifeguard Station - 74
25 Lifeguard Station - 76"'
26 Lifeguard Station - 79"'
27 Lifeguard Station - 81
28 Lifeguard Station - 83'"
29 Lifeguard Station - 85
lll. CITY FACILITIES to be added to VFA, lnc Aoreement.
1 1755 Building
2 Citv Hall Parkino Garaoe
3 Flamingo Pool Facility Building
4 Flamingo Park Field House
5 Flaminoo Park Baseball Stadium
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RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE GITY OF MIAMI
BEACH, FLORIDA, APPROVING AND AUTHORIZING THE CITY MANAGER TO
EXECUTE AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY AND NOVA
ENGTNEERTNG AND ENVIRONMENTAL, LLC (NOVA), DATED APRIL 14, 2014 (NOVA
AMENDMENT), AND AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY
AND VFA, lNC. (VFA), DATED APRTL 18, 2014 (VFA AMENDMENT), FOR THE
PURPOSE OF CONDUCT!NG AND DOCUMENTING A DETAILED FACILIT!ES
CONDITION ASSESSMENT OF VARIOUS BUILDINGS/ASSETS OWNED BY THE CITY,
AND DEVELOPING A SCHEDULE FOR ASSETS AND EQUIPMENT REPLACEMENT
WITHIN THE BUILDING/ASSETS, INCLUDING CURRENT AND PROJECTED FUTURE
REPLACEMENT COSTS; WITH THE NOVA AMENDMENT ADDING THE FOLLOWING
LOCATIONS: PENNSYLVANIA PARKING GARAGE AND JACKIE GLEASON THEATRE
OF PERFORMING ARTS, AND DELETING THE LIFEGUARD STANDS; AND THE VFA
AMENDMENT ADDING THE FOLLOWING LOCATIONS: 1755 BUILDING, CITY HALL
PARKING GARAGE, FLAMINGO POOL FACILITY BUILDING, FLAMINGO PARK FIELD
HOUSE, AND FLAMINGO PARK BASEBALL STADIUM; AND FURTHER AUTHORIZING
THE CITY MANAGER TO EXECUTE ANY FUTURE AMENDMENTS TO THE NOVA AND
VFA AGREEMENTS.
WHEREAS, on March 13, 2013, the City Commission approved Resolution No.
2013-28155, awarding the agreements for Facilities Condition Assessment (FCA) to Nova
Engineering And Environmental, LLC (Nova) and VFA, lnc. (VFA), pursuant Request for
Qualifications (RFQ) No. 56-11112; and
WHEREAS, pursuant to said RFQ, the City entered into a Professional Services
Agreement for FCA services with Nova, dated as of April 14, 2014, which omitted the
following locations, which require the FCA services: the Pennsylvania Parking Garage and
the Jackie Gleason Theatre Of Performing Arts; and included the lifeguard stations, which do
not require the FCA services; and
WHEREAS, pursuant to said RFQ, the City entered into a Professional Services
Agreement for FCA services with VFA, dated as of April 18, 2014, which omitted the
following locations, which require the FCA services: the'1755 Building, the City Hall Parking
Garage, the Flamingo Pool Facility Building, the Flamingo Park Field House, and the
Flamingo Park Baseball Stadium; and
WHEREAS, the FCA condition report contains the asset value, replacement cost and
full condition of all systems, along with upgrade and replacement timelines for the interior
and exterior envelope of the asset, which information is used to create a Facility Condition
lndex (excellent, good, poor, or should be demolished), which is used by the City to track the
overall condition of its major facilities; and
WHEREAS, an Amendment No. 1 to the Nova Agreement and the VFA Agreement is
necessary in order to accurately reflect the City buildings and assets which require the FCA
services, which Amendment should also grant the City Manager the authority to make any
subsequent changes to the Nova Agreement and the VFA Agreement, in order to expedite
the requisite assessments.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY GOMMISSION
OF THE CITY OF MIAM! BEACH, FLORIDA, that the Mayor and City Commission hereby
approve and authorize the City Manager to execute Amendment No. 1 to the Agreement
between the City and Nova Engineering and Environmental, LLC (Nova), dated April 14,
2014 (Nova Amendment), and the agreement between the City and VFA, lnc. (VFA), dated
April 18,2014 (VFA Amendment), for the purpose of conducting and documenting a detailed
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facilities condition assessment of various buildings/assets owned by the City and developing
a schedule for assets and equipment replacement within the building/assets, including
current and projected future replacement costs; with the Nova Amendment adding the
following locations: Pennsylvania parking garage and Jackie Gleason Theatre of Performing
Arts, and deleting the lifeguard stands; and the VFA Amendment adding the following
locations: 1755 Building, City Hall Parking Garage, Flamingo Pool Facility Building, Flamingo
Park Field House, and Flamingo Park Baseball Stadium; and further authorize the City
Manager to execute any future amendments to the Nova and VFA Agreements.
PASSED AND ADOPTED this _ day of 2014.
ATTEST:
Rafael E. Granado, City Clerk Philip Levine, Mayor
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