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HomeMy WebLinkAbout2005-25928 Reso RESOLUTION NO. 2005-25928 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF REQUEST FOR QUALIFICATIONS (RFQ) NO. 26-04/05 FOR ARCHITECTURAL, ENGINEERING, URBAN DESIGN, AND LANDSCAPE ARCHITECTURE SERVICES FOR THE PLANNING, DESIGN, BID AND AWARD, AND CONSTRUCTION ADMINISTRATION SERVICES FOR THE HISTORIC PRESERVATION, RESTORATION AND/OR REHABILITATION OF THE LITTLE STAGE THEATER, CARL FISHER CLUBHOUSE, AND DEMOLITION OF THE 21sT STREET BANDSHELL PROJECT (LITTLE STAGE THEATER COMPLEX). WHEREAS, on July 28, 2004, the City Commission approved Resolution No, 2004-25652 awarding a professional service agreement to MC Harry for the Collins Park Cultural Center Project; and WHEREAS, that Project includes renovation of the existing park, the Rotunda, 21st Street Parking Lot, and streetscape improvements; and WHEREAS, MC Harry's original budget proposal to make the Rotunda a public space was $1,357,237; and WHEREAS, on October 15, 2004, and November 12, 2004, the Collins Park Cultural Center Oversight Committee (CPCCOC) discussed the City's improvement of the Rotunda and the Little Stage Theater, Carl Fisher Clubhouse, and the 21 Street Bandshell Project (Little Stage Theater Complex); and WHEREAS, it was determined that the area around the Rotunda already consists of three major cultural facilities, which contained ample performance spaces; and WHEREAS, the CPCCOC discussion focused on investing the funds set aside for the Rotunda renovation into another public space, more specifically the Little Stage Theater Complex; and WHEREAS, the CPCCOC adopted a resolution recommending that the Administration look at the Rotunda as a work of art and not develop it into an arts performance space, in exchange for developing the Little Stage Theater Complex; and ' WHEREAS, this matter was also discussed by the Cultural Arts Council (CAC) on November 5, 2004, which subsequently passed a motion recommending against converting the Rotunda into a public space, but instead, to invest the funds into renovating the Little Stage Theater Complex; and WHEREAS, these two projects were discussed at the May 24, 2005 Finance and Citywide Projects Committee where the Committee recommended reprogramming funding that would otherwise be needed to retrofit the Rotunda to restore and renovate the Little Stage Theater Complex and proceed with issuance of an RFQ for an Architect/Engineer to begin project planning; and WHEREAS, the Administration hereby seeks authorization to issue a Request for Qualifications (RFQ) for the planning, design, bid and award, and construction administration services for the historic preservation, restoration/and or rehabilitation of the Little Stage Theater Complex, WHEREAS, funding for the Project is available from City Center Redevelopment District Tax Increment Funds (TIF); and NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, authorizing the issuance of Request for Qualification (RFQ) No. 26-04/05 for architectural, engineering, urban design, and landscape architecture services for the planning, design, bid and award, and construction administration services for the historic preservation, restoration and/or rehabilitation of the Little Stage Theater Complex, PASSED AND ADOPTED this the 8th day of June , 2005. c{2~ ~, MAYOR'" ATTEST: r David Dermer I ~rt~ f CITY CLERK Robert Parcher APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION T:\AGENDA\2005\Jun0805\Consent\Little Stage Theater RFQ Reso.doc ( 6,g-6S Date CITY OF MIAMI BEACH COMMISSION ITEM SUMMARY m Condensed Title: A Resolution of the Mayor and City Commission of the City of Miami Beach, Florida, authorizing the issuance of Request for Qualifications (RFQ) No. 26-04/05 for architectural, engineering, urban design, and landscape architecture services for the historic preservation, restoration and/or rehabilitation of the Little Stage Theater, Carl Fisher Clubhouse, and demolition of the 21 s\ Street Bandshell Pro'ect Little Sta e Theater Com lex. Issue: Shall the City Commission authorize the issuance of RFQ No. 26-04/05? Item Summary/Recommendation: On July 28, 2004, the City Commission approved Resolution No. 2004-25652 awarding a professional service agreement to MC Harry for the Collins Park Cultural Center Project which includes renovation of the existing park, the Rotunda, 21S\ Street Parking Lot, and Streetscape improvements. MC Harry's original budget proposal to make the Rotunda a public space was $1,357,237. On October 15, 2004 and November 12, 2004, the Collins Park Cultural Center Oversight Committee (CPCCOC) discussed the City's improvement of the Rotunda and the Little Stage Theater Complex. As the area around the Rotunda already consists of three major cultural facilities, the discussion focused on reprogramming the funds into another public space, more specifically the Little Stage Theater Complex. The CPCCOC adopted a resolution recommending that the Administration look at the Rotunda as an art piece and not develop it into an arts performance space, in exchange for developing the Little Stage Theater Complex. This matter was also discussed by the Cultural Arts Council (CAG) on November 5, 2004, who subsequently passed a motion recommending against converting the Rotunda to a public space and to invest the funds into renovating the Little Stage Theater Complex. These two projects were also discussed at the May 24, 2005 Finance and Citywide Projects Committee where the Committee recommended in favor of reprogramming funding that would otherwise be needed to retrofit the Rotunda into a public space to restore and renovate the Little Stage Theater Complex. In light of the above stated, the Administration hereby seeks authorization to issue a Request for Qualifications (RFQ) for the planning, design, bid and award, and construction administration services for the historic preservation, restoration/and or rehabilitation of the Little Stage Theater Complex. Advisory Board Recommendation: I Financial Information: Finance Dept. Source of Funds: D Ci Clerk's Office Le Carla Dixon Ext. 6264 G 71'1 6 -Z-oS-- DATE CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 www.miamibeachfl.gov To: From: Subject: COMMISSION MEMORANDUM Date: June 8, 2005 Mayor David Dermer and Members of the City Commission Jorge M. Gonzalez ~ c- ~ City Manager () ~O A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF REQUEST FOR QUALIFICATIONS (RFQ) NO. 26-04/05 FOR ARCHITECTURAL, ENGINEERING, URBAN DESIGN, AND LANDSCAPE ARCHITECTURE SERVICES FOR THE PLANNING, DESIGN, BID AND AWARD, AND CONSTRUCTION ADMINISTRATION SERVICES FOR THE HISTORIC PRESERVATION, RESTORATION AND/OR REHABILITATION OF THE LITTLE STAGE THEATER, CARL FISHER CLUBHOUSE, DEMOLITION OF THE 21sT STREET BANDSHELL PROJECT (LITTLE STAGE THEATER COMPLEX), AND POTENTIAL RECREATION IMPROVEMENTS ADJACENT TO AND/OR PART OF THE SITE. ADMINISTRATIVE RECOMMENDATION Adopt the Resolution. FUNDING Funding for the Project is available from the City Center Redevelopment Agency (RDA) Tax Increment Funds (TIF). ANAL YSIS On July 28, 2004, the City Commission approved Resolution No. 2004-25652 awarding a professional service agreement to MC Harry for planning, design, bid/award and construction administration for the Collins Park Cultural Center Project. This project includes renovation of the existing park, the Rotunda, 21st Street Parking Lot, and Streetscape improvements. MC Harry's original budget proposal to make the Rotunda a public space, with restrooms/lobby addition, was $1,357,237. On October 15, 2004 and November 12, 2004, the Collins Park Cultural Center Oversight Committee (CPCCOC) discussed the City's capital improvement of the Rotunda and the Little Stage Theater Complex, inclusive of the Little Stage Theater, the Carl Fisher Clubhouse, and the 21st Street Bandshell. As the area around the Rotunda already consists of three major cultural facilities (Collins Park) which contain ample performance spaces, the discussion focused on investing the funds set aside for the Rotunda renovation into another public space in that area; more specifically the Little Stage Theater and the restoration of the Carl Fisher Clubhouse to better serve its current and future users. Furthermore, the CPCCOC adopted a resolution recommending that the Administration look at the Rotunda as an art piece and not develop it into an arts performance space, in City Commission Memorandum June 8, 2005 Little Stage Theater RFQ Page 2 of 7 exchange for developing the Little Stage Theater Complex. This matter was also discussed by the Cultural Arts Council (CAC) on November 5, 2004. The CAC subsequently passed a motion recommending against converting the Rotunda to a public space and to invest the funds into renovating the Little Stage Theater Complex. Based upon the aforementioned motions, MC Harry analyzed their estimates for the renovation and has estimated that construction costs to just restore the exterior of the Rotunda would be approximately $322,024. During the April 21 ,2005 Community Design Workshop for the Collins Park Project, consensus was reached on a design concept that calls for exterior restoration of the Rotunda only, and the project is now moving forward with a Basis of Design Report. The City's Property Management Division recently completed HV AC replacements to the Carl Fisher Clubhouse and installed new Air Conditioning units. After a roof survey was completed, a JOC contract was awarded that included structural repairs to the roof support system and the complete replacement of the roof. At this time, other unfunded improvements include window and window frame replacement utilizing impact resistant glass to provide for hurricane protection, exterior structural repairs, and interior renovations. Considerable upgrades are also needed in the Little Stage Theater. These two projects were discussed at the May 24, 2005 Finance and Citywide Projects Committee where the Committee recommended in favor of reprogramming funding that would otherwise be needed to retrofit the Rotunda into a public space to restore and renovate the Little Stage Theater Complex and proceed with issuance of an RFQ for an Architect/Engineer to begin project planning. It is also recommended that the RFQ be broad enough to include potential future recreation improvements, such as a skate plaza, should it be decided to incorporate such a facility, or other recreational facility, at a future date. The project includes restoration and upgrades to the Little Stage Theater and Carl Fisher Clubhouse including; HVAC, fire sprinkler system, ADA, windows and doors, flooring, electrical service, lighting, furniture, fixtures and equipment (FF&E), the demolition of the bandshell and a portion of the outdoor plaza (mandala), reconfiguration of the walkways, areas adjacent to the bandshell, and restoration ofthe site to accommodate vehicular and pedestrian circulation routes. The Project site has been designated a Historic Site pursuant to Ordinance 90-2698. As such, restoration of the work being planned should be sensitive to its historic uses, location and context. Both vehicular and pedestrian circulation should be incorporated into the restoration of the site, to provide the much needed parking for the facilities. The planning phase should also be cognizant of the reconfiguration planned for Washington Avenue as part of the City Center Redevelopment Area Right of Way Improvements Project, as it relates to the historic location of the entrance and parking area. In light of the above stated, the Administration hereby requests authorization to issue the Request for Qualifications (RFQ) to obtain qualifications from professional firms with the City Commission Memorandum June 8, 2005 Little Stage Theater RFO Page 3 of 7 capability and experience to provide professional architectural, engineering, urban design, and landscape architecture services for the planning, design, bid and award, and construction administration for the historic preservation, restoration and/or rehabilitation of the Little Stage Theater, Carl Fisher Clubhouse, and 21st Street Bandshell. The estimated cost of preserving/restoring/rehabilitating the structures on site is approximately $1.1 Million. Funding in the amount of $1 Million from the City Center Redevelopment Agency (RDA) Tax Increment Funds (TIF) will be reprogrammed from the Collins Park Rotunda renovation to partially fund the Little Theater Complex Project. The estimated project budget includes the following: ESTIMATED TOTAL PROJECT BUDGET ESTIMATED CONSTRUCTION BUDGET . Clubhouse . Little Stage Theater . Bandshell . Parking/Entrance, Irrigation & Landscaping ESTIMATED CONSTRUCTION BUDGET ESTIMATED ARCHITECTURE/ENGINEERING COSTS (12%) . AIPP . Survey and Testing . FF&E . Estimated Subtotal . Estimated CIP Fees $ 339,923 $ 294,340 $ 27,598 $ 76,665 $ 738,526 $ 89,000 $ 11 ,078 $ 69,523 $ 150,000 $1,058,127 $ 50,790 $1,108,917 ESTIMATED TOTAL PROJECT BUDGET: RFQ TIMETABLE The anticipated schedule for this RFQ and contract approval is as follows: RFQ to be issued Pre-Qualification Conference Deadline for receipt of questions Deadline for receipt of responses Evaluation committee meeting Commission approval/authorization of negotiations Contract negotiations Projected award date Projected contract start date June 13, 2005 June 28, 2005 July 5, 2005 July 15, 2005 September 12, 2005 October 19, 2005 October 31, 2005 November 16, 2005 December 02, 2005 City Commission Memorandum June 8, 2005 Little Stage Theater RFQ Page 4 of 7 CONSULTANT TASKS The successful firm will be tasked with the following duties and responsibilities: Task 1 - Planning Services Task 2 - Design Services Task 3 - Bid and Award Services Task 4 - Construction Administration Services Task 5 - Additional Services Task 6 - Reimbursable Services Task 1 - PlanninQ Services: The purpose of this task is to establish a consensus design concept for the referenced project that meets the needs of the community and stays within the established schedule and cost parameters. Design concepts will be presented to the affected residents and user groups in a series of Community Design Workshops (COW). The selected firm will conduct a total of two (2) COWs. Based on the results of the COWs, a draft Basis of Design Report (BOOR) shall be developed for presentation and approval by all applicable review committees and permitting agencies. A final BOOR shall then be prepared summarizing the accepted design concept, budget level cost estimate, implementation schedule and other issues deemed relevant to the implementation of the project. The final Basis of Design Report will be presented to the City Commission for approval. Task 2 - DesiQn Services: The Purpose of this Task is to establish requirements for preparation of the contract documents for the Project. Note that the selected firm will be required to perform a variety of forensic tasks to verify, to the extent practicable, existing conditions and the accuracy of base maps to be used for development of the contract drawings. These tasks include, but may not be limited to, surveying, utility verification, and listing encroachments in the Right of Way using formats established for the City's Right of Way Infrastructure Improvement Program. In addition, the selected firm will follow the City standards for the preparation of contract documents, inclusive of drawings, specifications and front end documents, and cost estimates. Review submittals will be prepared at the 30%, 60%, 90% and 100% design completion stages. Contract documents will be subject to constructability and value engineering reviews to be performed by others." The selected firm will attend and participate in Community and/or user groups Design Review Meetings (CORM) to present and discuss the design progress and concept at different stages during the design; and will work with the City to adjust / revise project scope as may be deemed necessary to meet established budgets as the design evolves through the stages of completion. The selected firm will also be responsible for reviewing and receiving approvals of its contract documents from all jurisdictional permitting agencies and boards prior to finalization. To facilitate the implementation of a Public Information Program, the selected firm will provide electronic files of all project documents, as directed by the City. City in-house Departments shall be required to respond, in writing, to all review comments. Presentation formats will be as directed by the City. City Commission Memorandum June 8, 2005 Little Stage Theater RFQ Page 5 of 7 Note that the selected firm shall establish and maintain a'n in house Quality Assurance / Quality Control (QAlQC) program designed to verify and ensure the quality, clarity, completeness, constructability and bid potential of its contract documents. Task 3 - Bid and Award Services: The selected firm shall assist City in bidding and award of the contract. Such assistance shall include facilitating reviews of its contract documents with applicable Procurement, Risk Management and Legal Department representatives. In addition, the selected firm shall furnish camera ready contract documents for reproduction and distribution by the City, attend pre-bid conferences, assist with the preparation of necessary addenda, attend the bid opening and assist with the bid evaluation and recommendation of award to the City. The selected firm shall provide "As-Bid" documents for use during construction. The City may also consider awarding the project to one of the Job Order Contractors (JOC) already in place. This will facilitate an expeditious construction contract procurement and award period versus the common four to six months the City experiences when a project is advertised for competitive bidding. This decision will be made as the project design progresses. Task 4 - Construction Administration Services: The selected firm shall perform a variety of tasks associated with the administration of the construction contract and construction management of the project. These shall include attendance at the pre-construction conference, attendance at weekly construction meetings, responding to Contractor requests for information / clarification, responding and evaluating Contractor requests for change orders / contract amendments, review of shop drawings, review of record drawings, review and processing of contractor applications for payment, specialty site visits, project closeout reviews including substantial and final punch list development and project certification, warranty administration. The City will provide day-to-day construction administration and observation service on the Project. Task 5 -Additional Services: No additional services are envisioned at this time. However, if such services are required during the performance of the Work, they will be requested by the City and negotiated in accordance with contract requirements, and awarded according to the City's procurement process. Task 6 - Reimbursable Services: The City may reimburse additional expenses such as reproduction costs, survey, geotechnical work and underground utility verification costs. It is anticipated that a Firm whose specialty and primary area of expertise is in historic preservation, restoration and/or rehabilitation will head the selected Project Design Team, which should also include an urban designer/planner and a landscape architect as subconsultants, all with extensive experience in historic preservation, restoration and/or rehabilitation projects Interested teams must demonstrate their experience in historic preservation, restoration and/or rehabilitation, and construction administration expertise, based on the successful completion of projects of similar size and complexity for other governmental and/or private entities. City Commission Memorandum June 8, 2005 Little Stage Theater RFQ Page 6 of 7 EVALUATION PROCESS The procedure for response evaluation and selection is as follows: . Request for Qualifications issued. . Receipt of responses. . Opening and listing of all responses received. . 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. . The Evaluation Committee will recommend to the City Manager the response(s) which the Evaluation Committee deems to be in the best interest of the City by using the following criteria for selection: 1. The experience, qualifications and (portfolio) of the Principal (15 points). 2. The experience, qualifications and (portfolio) of the Project Manager (20 points). 3. The experience and qualifications of the professional personnel assigned to the Project Team (10 points). 4. Willingness to meet time and budget requirements as demonstrated by past performance (5 points). 5. Certified minority business enterprise participation (5 points). 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. 6. Location (5 points). 7. Recent, current, and projected workloads of the firms (5 points). 8. The volume of work previously awarded to each firm by the City (5 points). 9. Demonstrated successful similar projects (15 points). 10. Demonstrated success in leading active collaborative stakeholder processes to achieve consensus on program and design in similar size and scope projects based on budget-and size (15 points). . The City may request, accept, and consider proposals for the compensation to be paid under the contract only during competitive negotiations. . After considering the recommendation(s) of the Evaluation Committee, the City Manager shall recommend to the City Commission the response or responses acceptance of which the City Manager deems to be in the best interest of the City. . 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 City Commission Memorandum June 8, 2005 Little Stage Theater RFQ Page 7 of 7 appropriate, approve the City Manager's recommendation(s). The City Commission may reject 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. . Negotiations between the selected respondent and the City take place to arrive at a contract price. If the City Commission has so directed, the City may proceed to negotiate a contract price with a respondent other than the top ranked respondent if the negotiations with the top ranked respondent fail to produce a mutually acceptable contract price within a reasonable period of time. . A proposed contract or contracts are presented to the City Commission for approval, modification and approval, or rejection. . 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. The Administration recommends that the Mayor and the City Commission of Miami Beach, Florida approve and authorize the issuance of Request for Qualifications (RFQ) No. 26- 04/05 for architectural, engineering, urban design, and landscape architecture services for planning, design, bid and award, and construction administration services for the historic preservation, restoration and/or rehabilitation of the Little Stage Theater Complex. . T:\AGENDA\2005\Jun0805\Consent\Little Stage Theater RFQ Memo.doc