212-1999 LTC
CITY OF MIAMI BEACH
1700 Convention Center Drive, Miami Beach, F1. 33139
http:\\ci,miami-beach.fl.us
Office of the City Manager Telephone (305) 673-7193
Facsimile (305) 673-7782
L.T.C. NO. 212-1999
LETTER TO COMMISSION
October 29, 1999
TO: Mayor and Members of the City Commission
FROM: Sergio Rodriguez, City Manag#
SUBJECT: Colony Theater - Architect Selection Committee
On October 6, 1999, the Mayor and City Commission approved a Resolution, authorizing the City
to execute a Professional Services Agreement with the State of Florida, Department of Management
Services (DMS) for construction management of the Colony Theater,
On Tuesday, October 26, 1999, a kick-off meeting was held with the Project Manager and other key
representatives from DMS, the Technical Director and Manager of the Colony Theater and the City's
Administration to establish contact persons, to discuss project timing/scheduling and to begin
selection of an architect and general contractor/construction manager.
On November 12, 1999, DMS will initiate the process by advertising a Request for Qualifications
for architectural services, Proposals (qualification packages) from interested firms will be due on
December 13. The selection process will be performed in accordance with Chapter 60D-2, Florida
Administrative Rules, Procedures for Contracting for Professional Services. a summary of which
is attached hereto. The short-listing and ranking of proposals will be accomplished by a Selection
Committee, to which I intend to appoint the following individuals:
Harold Barrand
Richard Arcuri
Eric Fliss
Richard Lundt
Paul Lapinksi
William Cary or Tom Mooney
Brad Judd
- Fixed Capital Outlay Projects Manager, DMS
- Project Manager, DMS
- Technical Director, Colony Theater
- Faculty, FJ.U., Dept. of Dance
- Asst. General Director, Florida Grand Opera
- City of Miami Beach - HP/DRB staff
- City of Miami Beach, Property Management
Kent Bonde of the Redevelopment Agency will coordinate the Selection Committee process,
Please let me know by the close of business on November 5, 1999, if you have any suggested
changes or comments regarding the Committee members.
It is anticipated that the Committee will short-list and rank proposals by January 7,2000. Ranking
criteria will include certain base criteria pre-established by DMS, described in the attached
summary, as well as criteria to be established by the Committee, which will include, but not be
limited to firms with extensive historic preservation and theater design/construction experience. A
final recommendation as to the ranking of the firms, will be presented at the second Commission
meeting in January for approval by the Mayor and City Commission,
Selection of a general contractor/construction manager will follow a similar process and is
anticipated to begin in the first week of February, around the time the architect's contract will be
submitted for approval to the Mayor and City Commission,
Based upon the estimated/typical time frame to develop a program and design/construction plans
and barring any unforeseen circumstances involving structural conditions, regulatory approvals
and/or permitting, construction should begin in September, 2000 and be completed in January 2001,
SR:C~KOB
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,
DEPAIITMENT OF MANAGEMENT
SERVICES
Facilities Development
October 1997
SELECTION OF THE DESIGN PROFESSIONAL
TABLE OF CONTENTS
PaQe
I. General ........................................................................ .................................... ..........,." 3
II. Types of Selection
A. Continuing Contracts for Minor Projects................. ...................... ................ ..............3
B. Minor Projects.....,...................... ............,.................. ............ ....,............,..,......... ....,..3
C. Major Projects........... ....................... .................................",.............. .......................,3
III. Standard Qualifying Data and Forms
A. Standard Forms 254 and 255 ..... ............... ,. .......... .... ...... ..............,... ................. .......4
B. Professional Qualifications Supplement (PQS)..................... ........................ ,............ 4
C. Professional Registration Certificates.......... ... ............. .......,.............. ................. ....".4
D. Corporate Charter Registration... ................. ............ ........................... ........,. ... ..........4
E, Other ........... ..............................,............., ..... ............ ........"........,..... ..........,.............4
IV. Selection Procedures
A. Advertisement. ........"... '" ............................. ... ......,.,.. .... ...... .............. ............... .........5
B. Selection Schedule....... .............. .... ,............. ............... ......,..... ............ ........ ... ...........5
C. Certification & Selection Committee ......... ................. ......... ....... ....... ............... ..........5
D. Selection Materials Preparation.... ............... ................... ...... .........,. ... ........ .... .... ... ....5
E. Selection.......... ........... .... ............... ........... ... ..........,.. ........... ...,... ........ ........ ....... .........5
Appendix A- Public Announcement ..,.......,.,.......................................... ,. ......., ................ 9
Appendix B -Professional Qualifications Supplement (PQS) Form DBC5112................ 11
Appendix C - Selection Evaluation Form, ,....,..... ... .....,........ ....... .... ............,......,... ..... 17.5
Appendix D - Location Rating Tables A,B and C ...........................................................18
Appendix E - Workload Rating Table A......,.,....,..........,..".. .................................... ......21
Appendix F - Volume of Agency Work Rating Table A.................................................. 22
Appendix G- Authority to Negotiate Sample Letter .... ......" ........".... ......... ............,.. ......23
Appendix H - Public Announcement of Selection Results..............................................24
Revised December, 1996
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STATE OF FLORIDA
DEPARTMENT OF MANAGEMENT SERVICES
SELECTION OF THE DESIGN PROFESSIONAL
I. GENERAL: The selection of the Design Professional, in connection with the planning, design
and construction of a project, will be accomplished in accordance with Administrative Rules,
60D-2.00 I through 60D-2.0 11, Chapter 60D-2, Procedures for Contracting for Professional
Services, pursuant to the requirements of Section 287.055, Florida Statutes, (Consultants'
Competitive Negotiation Act). Copies of Chapter 60D-2 and Section 287.055, F.S. are available
upon request.
II. TYPES OF SELECTIONS: Fixed Capital Outlay projects requiring professional services are
categorized into one of three groups
A. Continuin2 Contracts: Continuing Contracts are for projects designated by Facilities
Development whose basic construction cost does not exceed $500,000 or a planning
study activity of which the fee for professional services does not exceed $25,000.
Continuing contracts provide for professional services in specific disciplines and for a
specific geographic area on a continuing basis, as needed, for one year, renewable yearly
for up to two years.
B. Minor Proiects: Those specific projects designated by Facilities Development whose
basic construction cost is estimated to be no more than $130,000 or a planning or study
activity for which the fee for professional services is no more than $20,000.
C. Maior Proiects: Those projects whose basic construction cost is estimated to be greater
than $130,000 or a planning or study activity of which the fee for professional services
exceeds $20,000.
Notification and advertisement for each type is accomplished with a public announcement in the
"Florida Administrative Weekly" with instructions on how interested firms may apply.
Advertisements are also available on the Internet at http://fcn.state.fl.us/dms/dbc/opporl.html
NOTE: The "Florida Administrative Weekly" is published weekly by the Department of State,
Division of Elections, and is issued each Friday. Material to be published in the Weekly must be
submitted no later than Noon on Wednesday the week preceding the publication date.
Subscription to this publication may be obtained by writing or calling:
Municipal Code Corporation
P.O. Box 2235
Tallahassee, Florida 32316-2235
(850) 576-3171
A sample public announcement is shown as Appendix A. However, the instructional section of
the public announcement may be subject to change whenever Facilities Development determines
this to be appropriate. Permanent files are not maintained for the firms indicating an interest in
providing professional services for major projects. Each public announcement states the exact
.,
.)
requirements for providing professional services and the qualification data to be submitted for
each. A selection is made from those firms submitting a letter of interest and the required
supporting data.
III. STANDARD QUALIFYING DATA AND FORMS: The following forms may be required as
quali1)ring data for a professional selection:
A. Standard Forms 254 and 255:
These forms may be obtained from the:
U.S. Superintendent of Documents
Government Printing Office
Washington, D.C. 20401
The State of Florida, Department of Management Services, will not furnish the SF
254 or 255 forms.
B. Professional Oualifications Supplement (POS): This form is usually refined and updated
from time to time by Facilities Development. The most recent revision is requested and
designated in the public announcement. A copy of the Department of Management
Services' Professional Qualifications Supplement (PQS), form DBC5112, may be
obtained from any Department of Management Services Facilities Development office.
North Office: FCO Projects Development, 4050 Esplanade Way, Building 4030, Suite
335, Tallahassee, Florida 32399-0950; (850) 487-2824 or Central Office: 4508 Oak
Fair Boulevard, Suite 200, Tampa, Florida 33610, (813) 744-6284; or Northeast Office:
100 SouthPark Boulevard, Suite 308, St. Augustine, Florida 32086, (904) 823-4570. The
PQS is shown as Appendix B.
C. Professional Registration Certificates: A reproduction of the firm's current professional
registration certificate(s) is required for the services offered and must be in the name of
the firm offering said services. Firms must be properly registered at the time of
application to practice their profession in the State of Florida and with the appropriate
State Board governing the services offered. A verification of the current status with the
appropriate State Board is made before the recommendation and approval of a firm's
selection is finalized.
D. Corporate Charter Registration: If the firm offering services is a corporation, it must be
properly chartered with the Department of State to operate in Florida and provide a copy
of the firm's current Florida Corporate Charter.
E. Other: The Facilities Development Project Director may designate other required data
for specific projects.
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IV. SELECTION PROCEDURES:
A. Advertisement: The Project Director ensures that the project is properly advertised,
B. Selection Schedule: The Project Director will schedule the selection date, time, and
arrange for a suitable location. This information is confirmed to all committee members
and other appropriate persons.
C. Certification and Selection Committee: The Project Director will ensure that the
Committee is comprised as required in Administrative Rules 60D-2.004(1) and 60D-
2.005(1 ).
D. Selection Materials Preparation: The Project Director will prepare the Selection
Evaluation Form, listing each of the applicants, and reviewing each application for
completeness and compliance with the instructions stated in the public announcement.
The Fixed Capital Outlay Projects Manager's Office will furnish performance ratings to
the Committee. A copy of the Selection Evaluation form is at Appendix C.
E. Selection:
1. The Project Director will convene the Selection Committee and brief all
members on the scope of the project and the services required. The Committee
will discuss the requirements of the project.
2. The Selection Committee will review each application 10 depth and rate the
applicants in each of the following categories:
a. Location: The proximity (highway distance) of the applicant
(applicants with multiple offices shall list the office where the work will
be performed) in relation to the project will be rated. The Selection
Committee shall decide on the proper rating table to be used based on
the type, size and complexity of the project. The Selection Committee
may adjust the scores indicated by the Table based on additional written
commitments by an applicant to place personnel on site or in close
proximity to the site during appropriate portions of the design or
construction phases or if a firm makes arrangements with a local
professional firm for assistance and support where appropriate. The
Location Rating Tables are shown at Appendix D.
b. Past Performance: The past performance of each applicant and his
proposed consultants will be evaluated and a relative rating assigned
utilizing the Past Performance Index. Past performance data on file will
be considered only for the past five years as of July I of the current year,
except in cases where no performance data is on file for the applicant's
firm for the past five year period. Members of the Selection Committee
may take into consideration their own personal knowledge of a firm's
past performance, but this must be documented in the selection file.
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Applicants whose past performance cannot be determined shall be given
an average index rating determined by the Director of Facilities
Development. A grading range of 0-20 is used.
c. Experience and Ability: The relative experience of all professionals
proposed for use on the team in the planning, design and administration
of the project, and the abilities and qualifications of the applicant and
consultant(s) proposed staff as related to the projects' specific
requirements and their ability to accomplish the project. The relative
experience and qualification of each applicant's proposed team, with
respect to the project scope, will be judged and a relative rating
assigned. A grading range of 0-20 is used.
d. Current Workload: 100 percent of the fees for current work in design
and in construction (exclude fees to consultants), and divide that sum by
the number of professional and technical personnel on the staff. When
considering firms with more than one office, onlv consider the office
where the work is to be performed. This rating is based upon a dollar
amount per person within a range of 0-5. Use the Workload Rating
Table at Appendix E for the point factor.
e. Minority Participation: Certified minority professional design firms
are encouraged to offer their consulting services. A certified minority
firm will be given two points on the Evaluation Form, and other firms
will be given one point for having one or more certified minority
technical consultants on their proposed design team.
3. The Selection Committee will determine the type of interview process based
upon the following criteria:
a. Oral Interviews are required for architectural projects above $1,000,000
in construction costs or of unusual complexity, as determined by the
Selection Committee, and engineering projects above $500,000 in
construction costs, and studies exceeding $25,000. Proceed to Item 4
below.
b. Informal discussions are required for projects not requmng oral
interviews as listed in 3a. above. Proceed to Item 6 below.
4. The Selection Committee shall determine the preliminary ratings of the firms
under consideration based on the above factors and select three firms with the
highest scores to present oral interviews. The Selection Committee may find
that they wish to interview more than three; in that case, they are free to do so.
a. The Selection Committee will discuss and decide what topics should be
covered in oral interviews; that date and time are also determined.
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b, Request for interview: a formal letter of request will be prepared by the
Project Director. The Project Director may advise each firm by phone of
the interview schedule and follow up with the formal letter of request. If
a program or other project data is to be supplied to the firms, the Project
Director will furnish this information to the firms. The letter should also
stipulate the topics to be covered in the oral interviews. The Project
Director will schedule an available conference room for the Committee
and the selected finns.
5. Oral Interviews: Oral Interviews may be conducted in person or by telephone.
The Project Director will convene the interview. The Selection Committee will
review and assess the previous rating evaluations of each firm and rate each firm
in the following categories:
a. Understanding of the Program and Proiect Requirements: The
understanding that the applicant and his consultants demonstrate as to
the requirements and needs of the project, including an evaluation of the
thoroughness demonstrated in analyzing and investigating the scope of
the project and in preparing for the interviews, Grading range is 0-20
with 10 as average.
b. Approach and Method: how the applicant and his consultants' will
approach the project and the methods they will use to plan, design and
administer the project. Grading range is 0-16 with 8 as average.
c. Current Workload: Confirm workload data used on 2(d).
d. Volume of Agencv Work: Confirm data supplied by applicant for use
later under Section 7(a).
6. Informal Discussions: the Project Director or the Selection Committee shall, as a
whole, conduct discussions with the firms on the categories listed in Item 5(a) and
(b), confirm Item 2(d) and 7(a), and any other pertinent topic as related to the project
with the highest scoring firms prior to establishing the selection priority and
recommendation of the top three firms.
7. Determination of Most Qualified Firm: based on the rated factors, the Selection
Committee will subtotal the points and determine the top three, most qualified firms
to accomplish the work. The following evaluation category will then be applied to
establish the selection priority.
a.. Volume of Agencv Work: the volume of fees contracted for by the
applicant firm (only), deducting the portion of fees paid or to be paid to
consultants, on past and current work for the Department of
Management Services, will be considered at the following rates as of
July I for the period noted. The date of the AlE agreement for services
shall determine the applicable period. This shall be for the top-rated
firms onlv.
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(1)
(2)
(3)
(4)
(5)
From July 1 to current date;
For the first year past:
For the second year past:
F or the third year past:
For the fourth year past:
100% of the fee
80% of the fee
60% of the fee
40% of the fee
20% of the fee
The total fee considered shall equal the sum of (I) - (5) above. This total of
Departmental work divided by the number of registered employees employed by
the applicant firm will determine the rating for the firm using the Volume of
Agency WorkRating Table in Appendix F
8. Selection Recommendation: Based on the above, the Committee will recommend
the three firms most qualified to accomplish the work, in priority order according to
the final totals, designating the same on the Selection Evaluation form. The ori!2:inal
Selection Evaluation form must be completed and signed by all members of the
Selection Committee. The selection approval letter will be prepared for signatures
by the Fixed Capital Outlay Projects Manager and the Facilities Development
Director indicating concurrence with the Committee's recommendation. An example
of the Authority to Negotiate letter is at Appendix G
9. Notification and Advertisement of Selection Results: Upon recelvmg final
approval by the Director, the Project Director will forward a copy of the approval
letter to the top three firms, the Project Director, Contracts Administrator, Client
Agency and other appropriate personnel. An announcement of the AlE selection
results is then published in the "Florida Administrative Weekly" see Appendix H.
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(APPENDIX A)
NOTICE TO PROFESSIONAL CONSULTANTS
STATE OF FLORIDA, DEPARTMENT OF MANAGEMENT SERVICES
PUBLIC ANNOUNCEMENT FOR PROFESSIONAL SERVICES
FOR
ARCHITECTURE - ENGINEERING
(Date to appear in FA W)
Facilities Development announces that professional services are required for the project(s) listed below. Applications
are to be sent to :
PROJECT NUMBER:
PROJECT NAME:
PROJECT LOCATION:
SERVICES TO BE PROVIDED: (Describe services and project scope)
SAMAS CODE:
CLIENT AGENCY:
CLIENT AGENCY REPRESENTATIVE:
DMS PROJECT MANAGER:
PHONE NO:
RESPONSE DUE DATE:
at
local time.
The results of this selection will be posted at
during regular business hours
on
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