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HomeMy WebLinkAbout2005-26068 Reso RESOLUTION NO. 2005-26068 A RESOLUTION APPROVING AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES AGREEMENT, DATED APRIL 30, 2003, BETWEEN THE CITY OF MIAMI BEACH AND HILLIER GROUP ARCHITECTURE, NEW JERSEY, INC. FOR FEES IN AN AMOUNT NOT TO EXCEED $23,000.00, AND FOR REIMBURSABLE EXPENSES IN AN AMOUNT NOT TO EXCEED $16,900.00, FOR A TOTAL AMOUNT OF $39,900.00, FOR ADDITIONAL SERVICES FOR FIELD TESTING OF THE VISIBILITY OF THE FUTURA TYPEFACE FOR THE CITYWIDE WAYFINDING SIGNAGE SYSTEM; AND APPROPRIATING $39,900.00 FROM FUND 481 PARKING REVENUE BONDS 1997. WHEREAS, pursuant to Request for Proposals (RFP) No. 48-01/02, the Mayor and City Commission adopted Resolution No. 2003-25182, on April 30, 2003, approving and authorizing the Mayor and City Clerk to execute an Agreement with firm of Hillier Group Architecture, New Jersey, Inc. (Consultant) for Planning, Design and Construction Administration services for a Wayfinding Signage System; and WHEREAS, the Agreement was executed on April 30, 2003, for a lump sum fee of $185,770.00 for professional fees and $22,230 for reimbursable expenses; and WHEREAS, Consultant created three different conceptual designs for the signage system based upon the public input from the Identity Forum, and presented the three design options in several public meetings, including the Design Review Board and the Historic Preservation Board; and WHEREAS, on February 25, 2004, the Mayor and City Commission adopted Resolution No. 2004-25508, approving the schematic design concept for the Citywide Wayfinding Signage System; and WHEREAS, on August 17, 2004, the final design for the Citywide Wayfinding Signage System was reviewed and approved at a joint public hearing by the Design Review Board and the Historic Preservation Board; and WHEREAS, on May 16, 2005, Invitation to Bid No. 16-04/05 was issued for the fabrication and installation of a signage package in accordance with the Citywide Wayfinding Signage and Identity System, with an optional sign maintenance service agreement (the Bid); and WHEREAS, on July 27, 2005, the Mayor and City Commission adopted Resolution No. 2005-25975, approving and awarding a contract to the lowest and best bidder, GablesSigns and Graphics, Inc., in the amount of $1,476,623.62, pursuant to Bid No. 16-04/05 for the fabrication and installation of the signage package with a two-year sign maintenance service agreement, in accordance with the City of Miami Beach Citywide Wayfinding Signage and Identity System; and further approving $137,205 for contingencies; approving $61,884 for construction administration; and appropriating funds, in the amount of $218,726, from Fund 481 Parking Revenue Bonds Series 1997, for a total project budget of $1,675,713.00. WHEREAS, in April 2005 the Florida Department of Transportation (FOOT) initiated procedures for adoption of Rule Chapter 14-51 concerning Florida's Highway Guide Sign Program, thereby taking precedence over preliminary approvals for the design of the City of Miami Beach Wayfinding Signage program given by the District VI office; and WHEREAS, the Florida Department of Transportation (FOOT) Rule Chapter 14-15 requires all lettering used on Wayfinding Signs on the State Highway System to be highway gothic fonts or other Federal Highway Administration (FHW A) approved fonts, and the Futura font proposed for the City of Miami Beach Wayfinding signs has not yet been approved by FHWA; and WHEREAS, Amendment No.1, dated August 11, 2005, authorized the Consultant to engage the services of a sub-consultant, Visual Communication Research Institute (VCRI), a nationally recognized research institute on the legibility of highway signs, to prepare an Analytical Evaluation of Futura Typeface's Acceptability for Use on Miami Beach, FL Road Signs, for a fee of $5.000.00; and WHEREAS, after reviewing said Analytical Evaluation, the Federal Highway Administration (FHW A) declined to approve the Futura typeface until the City conducts Field Testing to document the Visibility of the Futura Typeface in comparison to the Standard Highway Alphabet; and WHEREAS, Consultant proposes to engage the services of a sub- consultant, Visual Communication Research Institute (VCRI), to conduct the field testing, and the Administration has negotiated a fee proposal with Consultant for these services, in an amount not to exceed $15,600 in fees and an amount not to exceed $9,400 in reimbursable expenses, for a total amount of $25,000.00; and WHEREAS, Consultant proposes an amount not to exceed $7,400 in fees, as set forth in Article 5 Additional Services, for Hillier to coordinate the work of the sub-consultant, manufacture of prototype signs and the review and approval by FDOT and FHW A of the Futura font testing process, and reimbursable expenses not to exceed $7,500, for a total amount of $14,900.00; and WHEREAS, funding is available for said services, in an amount of $39,900.00 from Fund 481 Parking Revenue Bonds 1997. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND THE CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission of the City of Miami Beach, Florida, hereby approves and authorizes the Mayor and City Clerk to execute Amendment No. 2 to the agreement, dated April 30, 2003, between the City of Miami Beach and Hillier Group Architecture, New Jersey, Inc. for fees in an amount not to exceed $23,000.00, and for reimbursable expenses in an amount not the exceed $16,900.00, for a total amount of $39,900.00, for the provision of additional services for field testing of the visibility of the Futura typeface for the Citywide Wayfinding Signage System and appropriating $39,900.00 from Fund 481 Parking Revenue Bonds 1997. PASSED and ADOPTED this , 2005. David Dermer Robert Parcher F:\PLAN\$ALL\Meyers\Signage System\Amend 2 reso.doc1 APPROYED AS TO FORM & lANGUAGE & fOR EXECunON ~/~~ COMMISSION ITEM SUMMARY Condensed Title: Amendment No. 2 to the Agreement with Hillier Group Architecture, in an amount not to exceed $39,900.00, for Field Testing of the Visibility of the Futura Typeface for the Citywide Wayfinding Signage System and appropriating $39,900.00 from Fund 481 Parking Revenue Bonds 1997. Ke Intended Outcome Su orted: Maintain or improve traffic flow. Issue: Should the City seek approval from the Federal Highway Administration for use of the Futura typeface on vehicular guide signs to maintain consistencythroughoutthe Wayfinding Si na e S stem? Item Summary/Recommendation: The Administration recommends that the Mayor and City Commission adopt the Resolution approving and authorizing the Mayor and City Clerk to execute Amendment No. 2 to the agreement with Hillier Group Architecture, New Jersey, Inc. for fees in an amount not to exceed $23,000.00, and for reimbursable expenses in an amount not the exceed $16,900.00, for a total amount of $39,900.00, for the provision of additional services for field testing of the visibility of the Futura typeface for the Citywide Wayfinding Signage System. This testing is a requirement imposed by the Florida Department of Transportation (FDOT), in accord with a new Rule 14-51 concerning Highway Guide Signs, as a condition for approval of permits for the vehicular guide signs that represent about two-thirds of the City's wayfinding program. The Futura typeface is not a standard highway font; therefore, FDOT is requesting the City to conduct controlled field testing to document the legibility of the Futura typeface along with a Request to Experiment. Advisory Board Recommendation: I N/A Financial Information: Source of Funds: Fund 481 Parking Revenue Bonds 1997 ~ Financial Impact Summary: City Clerk's Office Legislative Tracking: I m ,., MIAMI BEACH AGENDA ITEM DATE C7R 1;).-7-0s- ce MIAMI BEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov COMMISSION MEMORANDUM FROM: Mayor David Dermer and Members of the City Commission Jorge M. Gonzalez, City Manager ~ ~ December 7, 2005 () A RESOLUTION APPROVING AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES AGREEMENT, DATED APRIL 30, 2003, BETWEEN THE CITY OF MIAMI BEACH AND HILLIER GROUP ARCHITECTURE, NEW JERSEY, INC. FOR FEES IN AN AMOUNT NOT TO EXCEED $23,000.00, AND FOR REIMBURSABLE EXPENSES IN AN AMOUNT NOT TO EXCEED $16,900.00, FOR A TOTAL AMOUNT OF $39,900.00, FOR ADDITIONAL SERVICES FOR FIELD TESTING OF THE VISIBILITY OF THE FUTURA TYPEFACE FOR THE CITYWIDE WAYFINDING SIGNAGE SYSTEM; AND APPROPRIATING $39,900.00 FROM FUND 481 PARKING REVENUE BONDS 1997 TO: DATE: SUBJECT: ADMINISTRATION RECOMMENDATION Adopt the Resolution AMOUNT AND FUNDING Total funding in the amount of $ 39,900.00 is available to be appropriated from Fund 481 Parking Revenue Bonds - 1997. ANAL YSIS A comprehensive signage program is vital to any tourism-oriented community. Enabling visitors to easily navigate and orient themselves and take full advantage of what the City of Miami Beach has to offer will add greatly to visitor satisfaction. From the moment travelers enter our city, a systematic signage system would "route" them to points of interest and link neighborhood to neighborhood. A comprehensive signage system will address pedestrian needs and improve the City's "walkability" as well as providing information to drivers. An additional goal of the signage program is to capture the individual identity of the City of Miami Beach in graphic form and project a consistent image for the city. This graphic image was then expanded beyond signage and adapted to be the City's logo and "brand" image for all print and visual media. Pursuant to Request for Proposals (RFP) No. 48-01/02, the Mayor and City Commission adopted Resolution No. 2003-25182, on April 30, 2003, approving and authorizing the Mayor and City Clerk to execute an Agreement with the firm of Hillier Group Architecture, New Jersey, Inc. (Consultant) for Planning, Design and Construction Administration services for a Wayfinding Signage System. The Agreement was executed on April 30, 2003, for a lump sum fee of $185,770.00 for professional fees and $22,230 for reimbursable expenses. December 7, 2005 Amend. No.2 to Hillier Agreement for Wayfinding Signage Page 2 of4 The Administration established two committees to work with the consultant throughout this project. The Steering Committee is made up of senior staff members in the departments of Planning, Public Works, CIP, Parking, Convention Center, Economic Development, Tourism and Cultural Development, Finance, and the VCA. The Stakeholder Group is made up of representatives from individual destinations and/or districts that will be identified in the signage system. Examples of these stakeholders include the museums and cultural facilities, business districts, public facilities, and visitor information centers. The planning phase of this project consisted of two major efforts. One is the 'Wayfinding Master Plan", which is a technical analysis of the hierarchy of districts and destinations and the optimum routes that visitors should be directed to follow, as well as the technical safety- related design criteria for the vehicular signs. The consultant held numerous meetings with the Steering Committee, the Stakeholders, the Police Department, and representatives from the District VI Office of the Florida Department of Transportation (FDOT) and the Miami- Dade County Public Works Department to collect information for this analysis. The results of this effort were documented in a Wayfinding Master Plan dated September 3, 2003. On August 1, 2003 the District VI Office of the Florida Department of Transportation (FDOT) approved a draft of the Technical Criteria section of this document that lists the Futura Book typeface as one of the acceptable typefaces. The second major effort in the planning phase was the conceptual design of the signs. On July 24, 2003, the consultant conducted an "Identity Forum" to elicit reactions to images, colors, typography, pattern, materials, architecture, themes, words and historical references that reflect (or don't reflect) the overall identity of Miami Beach. A total of thirty-two persons participated in the Forum from an invitation list that included the Mayor and Commission, the Design Review Board, the Historic Preservation Board, the Planning Board, the Stakeholder Group and the Steering Committee. The consultant used the input from the Identity Forum to provide design direction and inspiration. The consultant presented three alternative design concepts for the community to make the choice of which of the alternatives is best suited for Miami Beach. The public process included the following presentations/reviews: October 1,2003 Steering Committee and regulatory agencies December 16,' 2003 Design Review Board Community Affairs Committee Community Forum / Public Open-House Miami Beach Chamber of Commerce Historic Preservation Board City Commission February 3, 2004 February 10, 2004 February 25, 2004 Based on the information gathered at each of the above mentioned presentations, the consultant team revised the design and presented the "preferred" schematic design option to the City Commission. On February 25, 2004, the Commission adopted Resolution No. 2004-25508 approving the Schematic Design Concept for the Citywide Wayfinding Signage Project. On August 17, 2004 the final design for the complete wayfinding sign system was reviewed and approved at a joint public hearing by the Design Review Board and the Historic Preservation Board. At each step of the design process, representatives from the District VI Office of the Florida Department of Transportation (FOOT) and the Miami-Dade County December 7, 2005 Amend. NO.2 to Hillier Agreement for Wayfinding Signage Page 3 of4 Public Works Department were consulted. The only objection to the final design was by Miami-Dade County regarding the color of the "P" (parking) trailblazer sign. On September 19, 2004, the Florida Department of Transportation (FDOT) noticed proposed rule changes to Rule Chapter 14-51 , Florida's Highway Guide Sign Program. The City contacted the FOOT District VI Office to inquire about the potential impact of the rule change on the Wayfinding Sign Project and was told that the City of Miami Beach's project was consistent with the proposed rule change and was being used as a model project by the committee that was drafting the rule. The consultant proceeded to prepare construction documents. On February 1, 2005 a signage permitting meeting was held with the City's Public Works Department and representatives from the District VI Office of the Florida Department of Transportation (FDOT) and the Miami-Dade County Public Works Department. The permitting agencies received the 900/0 design drawings, message schedule and maps for preliminary review approximately 10 days prior to this meeting. The FOOT representative provided a copy of the latest revision to the statewide rule for highway guide signs and stated that the City's project can be permitted with only minor clarifications needed. These would include research documentation on the typeface and minimum of 4 inch high lettering on state roadways and possibly 3.5 inches on other roadways, depending on vehicle speed. The Miami-Dade county representative said that the County will follow the lead of FOOT on the permitting. In April 2005, the City submitted the permit applications with the complete set of construction drawings and research documentation on the Futura Book typeface to District VI Office of the Florida Department of Transportation (FDOT) and the Miami-Dade County Public Works Department. On May 16, 2005, Invitation to Bid No. 16-04/05 was issued for the fabrication and installation of a signage package in accordance with the Citywide Wayfinding Signage and Identity System, with an optional sign maintenance service agreement (the Bid). On July 27, 2005, the Mayor and City Commission adopted Resolution No. 2005-25975, approving and awarding a contract to the lowest and best bidder, GableSigns and Graphics, Inc., in the amount of $1,476,623.62, pursuant to Bid No. 16-04/05 for the fabrication and installation of the signage package with a two-year sign maintenance service agreement, in accordance with the City of Miami Beach Citywide Wayfinding Signage and Identity System; and further approving $137,205 for contingencies; approving $61,884 for construction administration; and appropriating funds, in the amount of $218,726, from Fund 481 Parking Revenue Bonds Series 1997, for a total project budget of $1,675,713.00. On July 11 , 2005, the City received notice from the District VI Office that the state level office of the Florida Department of Transportation (FDOT), in consultation with the Federal Highway Administration, wanted to have further research and documentation on the legibility of the Futura Font to be submitted along with a Request to Experiment. The revised Rule Chapter 14-15 requires all lettering used on Wayfinding Signs on the State Highway System to be highway gothic fonts or other Federal Highway Administration (FHW A) approved fonts, and the Futura font proposed for the City of Miami Beach Wayfinding signs has not yet been approved by FHWA. In response, the Administration executed Amendment No.1, dated August 11, 2005, authorizing the Hillier to engage the services of a sub-consultant, Visual Communication Research Institute (VCRI), a nationally recognized research institute on the legibility of December 7, 2005 Amend. NO.2 to Hillier Agreement for Wayfinding Signage Page 4 of4 highway signs, to prepare an Analytical Evaluation of Futura Typeface's Acceptability for Use on Miami Beach, FL Road Signs, for a fee of $5,000. The conclusion of this study was that Futura Medium will perform equal to, or better than, the comparable Standard Highway Alphabet Series Band C for the proposed use on Miami Beach, Florida city streets. After reviewing said Analytical Evaluation, the Federal Highway Administration (FHW A) declined to approve the Futura typeface until the City engages the consultant to conduct field testing to document the visibility of the Futura typeface in comparison to the Standard Highway Alphabet. The City's Wayfinding Signage Steering Committee held a special meeting October 13, 2005 to evaluate options for changing the signs to satisfy FDOT and FHW A requirements. Images of the signs using the Futura typeface compared to the standard Highway Gothic typeface were prepared by Hillier. The Committee decided unanimously to recommend that the City continue to seek permits for the signage project as designed with the Futura font in order to maintain consistency of the unique graphic image created for the City of Miami Beach. Hillier proposes to engage the services of Visual Communication Research Institute (VCRI), to conduct the field testing required by FHW A, and the Administration has negotiated a fee proposal with the Consultant for these services, in an amount not to exceed $23,000 in fees and an amount not to exceed $16,900 in reimbursable expenses, for a total amount of $39,900.00. These fees break down to $7,400 for Hillier to coordinate the study and FDOT approval process and $15,600 for VCRI to conduct the study. Reimbursable expenses include manufacture of test signs, travel, test subject payments and miscellaneous costs. ADMINISTRATION RECOMMENDATION The Administration recommends that the Mayor and City Commission adopt the Resolution approving and authorizing the Mayor and City Clerk to execute Amendment No. 2 to the agreement, dated April 30, 2003, between the City of Miami Beach and Hillier Group Architecture, New Jersey, Inc. for fees in an amount not to exceed $23,000.00, and for reimbursable expenses in an amount not the exceed $16,900.00, for a total amount of $39,900.00, for the provision of additional services for field testing of the visibility of the Futura typeface for the Citywide Wayfinding Signage System; and appropriating $39,900.00 from Fund 481 Parking Revenue Bonds 1997.