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97-22602 RESO Incomlete \~\q0~~,~~~ \ \ Iv ~.xL ~~ f-..~3~ ~~ ~ ~ ~SOLUTION NO. 97-22602 ~ A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF A REQUEST FOR QUALIFICATIONS FOR ARClllTECTURAL SERVICES FOR THE REDESIGN OR RENOVATION, OR A COMBINATION REDESIGN AND RENOVATION, OF THE BAYSHORE/PAR 3 AND NORMANDY SHORES GOLF COURSE CLUBHOUSES AND RELATED FACILITIES. WHEREAS, the Mayor and City Commission, the Administration and residents have placed a renewed emphasis on the value and benefits of the City's golf courses; and WHEREAS, this renewed emphasis resulted in the creation of the Golf Course Ad Hoc Committee, charged with the task of making recommendations for the future direction of the City's golf courses; and WHEREAS, one of the Golf Course Ad Hoc Committee's recommendations was to retain the services of a qualified golf course club house architect to evaluate the current conditions of the City's golf course club houses and propose conceptual designs for the redesign, renovation, or a combination of redesign and renovations, for each clubhouse; and WHEREAS, the attached Request for Qualifications was prepared with the input of the Golf Course Ad Hoc Committee and the Golf Advisory Board; and WHEREAS, the first step in the selection of a qualified golf course clubhouse architect is the issuance of the attached Request for Qualifications, NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby approve the issuance of a Request for Qualifications, in substantially the attached format, for architectural services for the redesign or renovation, or a combination of redesign and renovation, of the Bayshore, Normandy Shores and Par 3 golf course clubhouses and related facilities, PASSED AND ADOPTED THIS 3RD DAY OF DECEMBER, 1997. ATTEST: City Clerk Mayor December 3, 1997 DRAFT - NOT FOR DISTRIBUTION City of Miami Beach C7F Commission Memorandum No. 758-97 A Resolution Authorizing the Issuance of a Request for Qualifications (RFQ) for Architectural Services for the Redesign or Renovation, or a Combination Redesign and Renovation, of the BayshorelPar 3 and Nonnandy Shores Golf Course Clubhouses and Related Facilities, Administration Recommendation: Approve the Resolution. (Recreation, Culture and Parks) ACTION: Resolution No. 97-22602 adopted, Judy Ford to issue RFQ, Kevin Smith to handle, Clerk's Temporary Note: Draft reso - need fonn approved reso, C7G Commission Memorandum No. 759-97 A Resolution Authorizing the Mayor and City Clerk to Execute the HOME Investment Partnerships (HOME) Program Agreement with Miami Beach Community Development Corporation, fonnerly Known as Miami Beach Development Corporation, In the Amount of $62,600 from the City's Fiscal Year 1997/98 Allocation of HOME Program Funds for Eligible Community Housing Development Organization Operating Expenses in Fiscal Year 1997/98, Administration Recommendation: Approve the Resolution, (Development, Design and Historic Preservation) ACTION: Resolution not adopted, Deferred to December 17, Motion made by Commissioner Denner; seconded by Commissioner Shapiro; vote: 7-0, Commissioner Denner requested to review the audit of the Miami Beach Community Development Corporation, Judy Hoanshelt to place on December 17th Agenda, Clerk's Temporary Note: Correct reso - 5th Whereas reso # 97-22435 to 97-22453, Change operating agreement, 4th Whereas same as above, C7H Commission Memorandum No. 760-97 A Resolution Adopting the First Amendment to the Police Confiscation Trust Fund for Fiscal Year 1997/98, in the Amount of$114,600, to be Funded from the Proceeds of Confiscated Funds. ($94,600 from State Funds and $20,000 from Federal Funds - the City's Match to the U,S, Department of Justice "Cops More" Grant; to fund the Child Identification Program and for Additional Funds for the Remodeling of the Report Control Center) Administration Recommendation: Approve the Resolution, (Police Department) ACTION: Resolution No, 97-22603 adopted, Chief Barreto to handle, End of Consent Agenda REGULAR AGENDA 6 , CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 htlp:\Ici.miami-beach,n,U6 COMMISSION MEMORANDUM NO. r58-ql TO: Mayor1-<eisen 0, Kasdin and Members of the City Conunission DATE: December 3,1997 FROM: Jose Garcia-Pedrosa City Manager SUBJECT: A RESOLUTI OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BACH, FLORIDA, AUTHORIZING THE ISSUANCE OF A REQUEST FOR QUALIFICATIONS FOR ARCHITECTURAL SERVICES FOR THE REDESIGN OR RENOVATION, OR A COMBINATION REDESIGN AND RENOVATION, OF THE BAYSHORElPAR 3 AND NORMANDY SHORES GOLF COURSE CLUBHOUSES AND RELATED FACILITIES. ADMINISTRATION RECOMMENDA TION: Approve the resolution authorizing the issuance of the attached Request For Qualifications, BACKGROUND: In recent years, the City of Miami Beach Mayor and Conunission, Administration, and residents have placed a renewed emphasis on the value and benefits of the Bayshore, Normandy Shores, and Par 3 golf courses, This is evidenced by the growing number of requests for improved quality and maintenance of the courses and enhanced service levels in the clubhouses, and by the increased number of residents, guests, and conventioneers playing at City courses, In response to these requests, the City Conunission appointed the Golf Course Ad Hoc Conunittee to work in conjunction with the Golf Advisory Board and the Administration to evaluate the present condition of the golf courses, make recommendations as to the future management of the golf courses, identity capital improvements needed at each course, and discuss possible options for financing the capital improvements, On May 1, 1996, the City Conunission referred the recommendations of the Golf Course Ad Hoc Committee to the Capital ImprovementslFinance Conunittee, These recommendations included: o The selection ofan interim management company upon the conclusion of the American Golf Corporation contract, o Capital improvements for each course, clubhouse and related facilities to be completed separately, 33 AGENDA ITEM DATE C.1t= 1:1.~-"'i'l I PAGE 2 - COMMISSION MEMO RFQ - RENOVATION OF CLUBHOUSES 12/3/97 o Financing for the capital improvements to be secured through the issuance of revenue bonds, participation by the hotels, and/or a portion of the $35 million obtained from Miami-Dade CountylMiami Beach negotiations, Following the May 3, 1996 meeting of the Capital ImprovementslFinance Committee and the subsequent discussion of the recommendations at the May 15, 1996 City Commission meeting, the Golf Course Ad Hoc Committee, the Golf Advisory Board, and the Administration have accomplished the first recommendation, that of selecting an interim firm to manage the golf courses, On September 11, 1996, the City Commission approved a three (3) year management agreement with the Chuck Hart Management Group, Inc, for the operation of the courses, ANALYSIS: The second recommendation of the Golf Course Ad Hoc Committee was to identifY the scope, extent and costs of the capital improvements necessary to upgrade the golf courses, clubhouses and related facilities such as maintenance and storage buildings, and exterior restrooms buildings, The initial step in accomplishing this recommendation was the identification and selection of a qualified architect for the redesign or renovations of the courses, This task was accomplished with the award of a contract to the golf course architectural firm of Arthur Hill and Associates at the October 8, 1997 Commission meeting, The second step in this process is the issuance of the attached Request for Qualifications, seeking golf course clubhouse architects to redesign or renovate the clubhouses and related facilities at the Bayshore, Normandy Shores, and the Par 3 golf courses, This Request for Qualifications was prepared based on the recommendations of the Golf Course Ad Hoc Committee and the Golf Advisory Board, The basic scope of services included in this Request for Qualifications is as follows: To prepare conceptual designs, plans, and specifications and construction drawings for the redesign or renovation or a combination of redesign and renovation of the BayshorelPar 3 and N onnandy Shores clubhouses and related facilities, Each course will be developed as a separate project, Documents for the Bayshore/Par 3 facilities should be prepared with design options and cost estimates for the redesign and renovation of the facilities and for the construction of new buildings, The Normandy Shores Clubhouse is a historically significant structure, and, therefore, design options and cost estimates should be prepared based on renovation/restoration concepts, In addition to the generally followed distribution procedures, the Request For Qualifications notices will be distributed to nationally and internationally recognized golf course clubhouse architects via notification to professional organizations and direct mailing, 34 I PAGE 3 - COMMISSION MEMO RFQ - RENOV A nON OF CLUBHOUSES 12/3/97 During the discussion that transpired in conjunction with the awarding of the golf course architect contract at the October 8, 1997 Commission meeting it was asked what was the cost estimate for the reconstruction or restoration of clubhouses and related facilities and what funding was identified for the project, The Administration responded the estimate is $6 million excluding the cost of environmental cleanup. It was also stated that funding is anticipated to be augmented by private sector participation from local hotels, CONCLUSION: The approval of the attached Resolution authorizing the issuance of the Request For Qualifications for Golf Course Clubhouse Architectural Services will enable the City to continue the plan developed to improve and upgrade the Bayshore, Normandy Shores, and Par 3 golf courses, IGP:KS:MDB:eb F:\CMOR.\$ALL\CLBHRlQ.MEM 3S DRAFT RESOLUTION NO. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF A REQUEST FOR QUALIFICATIONS FOR ARCHITECTURAL SERVICES FOR THE REDESIGN OR RENOVATION, OR A COMBINATION REDESIGN AND RENOVATION, OF THE BA YSHORE IPAR 3 AND NORMANDY SHORES GOLF COURSE CLUBHOUSES AND RELATED FACILITIES. WHEREAS, the Mayor and City Commission. the Administration and residents have placed a renewed emphasis on the value and benefits of the City's golf courses; and WHEREAS, this renewed emphasis resulted in the creation of the Golf Course Ad Hoc Committee, charged with the task of making recommendations for the future direction of the City's golf courses; and WHEREAS, one of the Golf Course Ad Hoc Committee's recommendations was to retain the services of a qualified golf course club house architect to evaluate the current conditions of the City's golf course club houses and propose conceptual designs for the redesign, renovation, or a combination of redesign and renovations, for each clubhouse; and WHEREAS, the attached Request for Qualifications was prepared with the input of the Golf Course Ad Hoc Committee and the Golf Advisory Board; and WHEREAS, the first step in the selection of a qualified golf course clubhouse architect is the issuanca of the attached Request for Qualifications. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby approve the issuance of a Request for Qualifications, in substantially the attached format, for architectural services for the redesign or renovation, or a combination of redesign and renovation, of the Bayshore, Normandy Shores and Par 3 golf course clubhouses and related facilities, PASSED AND ADOPTED THIS DAY OF DECEMBER, 1997, Mayor Attest: City Clerk ClBHSRES.RFO 36 CITY OF MIAMI BEACH RFQ NO. (NUMBER) REQUEST FOR QUALIFICATIONS FOR GOLF COURSE CLUBHOUSE ARCIDTECT TO PREPARE CONCEPTUAL DESIGNS, PLANS, AND SPECIFICATIONS AND CONSTRUCTION DOCUMENTS FOR THE UPGRADE OF THE BA YSHOREIPAR 3 AND NORMANDY SHORES COURSE CLUBHOUSES AND RELATED FACILITIES. A MA.,,"H>ATORY PRE-QUALIFICATION CONFERENCE IS SCHEDULED FOR 10:00 A.M. ON JANUARY 13, 1998, IN THE FIRST FLOOR CONFERENCE ROOM OF CITY HALL SUBMISSIONS ARE DUE AT THE ADDRESS SHOWN BELOW NO LATER THAN JANUARY 30,1998, AT 10:00 A.M. CITY OF MIAMI BEACH PROCUREMENT DMSION 1700 CONVENTION CENTER DRIVE, TIDRD FLOOR MIAMI BEACH, FL 33139 PHONE: (305) 673-7490 FAX: (305) 673-7851 RFQ NO.: DATE: NUMBER DATE CITY OF MIAMI BEACH 1 37 TABLE OF CONTENTS ~ I. OVERVIEW AND QUALIFICATION PROCEDURES 3 II. SCOPE OF SERVICES 9 III. QUALIFICATION STATEMENT FORMAT 11 IV. EV ALUATlON/SELECTlON PROCESS; CRITERIA FOR EVALUATION 14 V. GENERAL PROVISIONS 16 VI. SPECIAL TERMS AND CONDITIONS 17 VII. ATTACHMENTS 18 VIII. QUALIFICATION DOCUMENTS TO BE COMPLETED AND RETURNED TO CITY 19 RFQ NO.: DATE: NUMBER DATE CITY OF MIAMI BEACH 2 38 SECTION I - REOUEST FOR OUALlFICATIONS OVERVIEW AND RESPONSE PROCEDURES: A. INTRODUCTIONfBACKGROUND The City of Miami Beach is requesting qualifications from interested and qualified golf course clubhouse architects for the following project: To prepare conceptual designs, plans, and specifications and construction drawings for the redesign or renovation or a combination of redesign and renovation of the Bayshore/ Par 3 and Normandy Shores Clubhouses and related facilities, Each course will be developed as a separate project. Documents for the BayshorelPar 3 facilities should be prepared with design options and cost estimates for the redesign and renovation of the facilities and for the construction of new buildings. The Normandy Shores clubhouse is a historically significant structure and therefore design options and cost estimates should be prepared based on renovation/restoration concepts. The City ofMiarni Beach plans to select the most qualified golf course clubhouse architect or architects to enter into an Architectural Services Contract pursuant to Section 287.055, Florida Statutes, Consultants Competitive Negotiation Act. The objective of the City of Miami Beach in issuing this Request For Qualifications (RFQ) is to upgrade the City of Miami Beach golf course clubhouses and related facilities through the redesign or renovation or a combination of redesign or renovation of each clubhouse. When completed, each clubhouse shall offer the residents of Miami Beach, tourists, and conventioneers a well designed, highly functional and full service clubhouse and related facilities such as electric cart storage structure, starters' building and exterior restrooms. The redesign or renovation or a combination of redesign and renovation of Bayshore, Normandy Shores and Par 3 golf course clubhouses and related facilities will be developed in two (2) phases, Phase I will be the Consultation, Planning, and Conceptual Design phase. In this phase the selected architect(s) will conduct a comprehensive analysis of existing conditions at each facility and develop a minimum of two (2) conceptual design alternatives for each golf course clubhouse and related facilities, The conceptual designs should clearly indicate amenities including but not limited to parking, entrance features, locker rooms! showers, restaurant/food service areas, pro-shop, bag storage, lounge, electric carts storage and all other pertinent information necessary for the City to detennine the best and most cost effective solutions available for the improving golf course clubhouses. Each conceptual design must include probable cost estimates for the proposed option. Phase II will consist of the development of construction documents, bid specifications, construction contract negotiations, construction administration and supervision of construction throughout the project duration, RFQ NO.: DATE: NUMBER DATE CITY OF MIAMI BEACH 3 39 The City reserves the right to continue with the implementation of Phase II or terminate the services of the selected Golf Course Clubhouse Architect (s) upon the completion of Phase 1. This determination will be made at the sole discretion of the City of Miami Beach Commission. All work must be coordinated with the City's Golf Course Architects currently under contract to redesign/ and or renovate the Bayshore/ Par 3 and Normandy Shores golf courses, B. RFQ TIMETABLE The a."lticipated schedule for this RFQ and contract approval is as follows: RFQ available for distribution December 5, 1997 Deadline for receipt of questions January 9, 1998 Mandatory pre-qualification conference January 13, 1998, 10:00 a.m. Deadline for receipt of qualifications January 30, 1998, 10:00 a.m. Evaluation/selection process Week of February 9,1998 Projected approval to negotiate February 18, 1998 Projected contract award date March 4, 1998 Projected contract start date March 24, 1998 C. QUALIFICATION STATEMENT SUBMISSION An original and ten copies of complete responses must be received by January 30, 1998 at 10:00 a.m, and will be opened on that day at that time. The original and all copies must be submitted to the Procurement Division in a sealed envelope or container stating on the outside, the respondent's name, address, telephone number, RFQ number, title, and due date, The responsibility for submitting a response to this RFQ to the Procurement Division on or before the stated time and date will be solely and strictly that of the respondent. The City will in no way be responsible for delays caused by the D.S, Post Office or caused by any other entity or by any occurrence. Responses received after the RFQ deadline date and time are late and will not be considered. RFQ NO.: DATE: NUMBER DATE CITY OF MIAMI BEACH 4 40 D. PRE-QUALIFICATION CONFERENCE/SITE VISIT A mandatory pre-qualification conference has been scheduled on January 13, 1998 at 10:00 a,m, in the First Floor Conference Room of City Hall, 1700 Convention Center Drive, Miami Beach, Florida, Responses will only be accepted from those who attend the conference and sign the attendance sheet. Site visits to inspect the golf course clubhouses can be arranged by appointment with the Recreation, Culture and Parks Department by calling (305) 673- 7730, It is the responsibility of the respondents to familiarize themselves with existing site conditions, Respondents are encouraged to submit written questions to the contact person in advance, Deadline for the receipt of questions is January 9, 1998, E. CONTACT PERSON/ADDITIONAL INFORMATION/ADDENDA The contact person for this RFQ is the Procurement Director at (305) 673-7490. Respondents are advised that from the date of release of this RFQ until award of the contract, no contact with City personnel related to this RFQ is pennitted, except as authorized by the contact person. Any such unauthorized contact may result in the disqualification of the respondent's submittal. Requests for additional infonnation or clarifications must be made in writing to the Procurement Director no later than the date specified in the RFQ timetable. Facsimiles will be accepted at (305) 673-7851. The City will issue replies to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the deadline for responding to the RFQ. Respondents should not rely on representations, statements, or explanations other than those made in this RFQ or in any addendum to this RFQ. Respondents are required to acknowledge the number of addenda received as part of their responses. The respondent should verify with the Procurement Division prior to submitting a response that all addenda have been received, F. RESPONSE GUARANTY None required, G. MODIFICA TION/WITHDRA W ALS OF SUBMITTALS A respondent may submit a modified response to replace all or any portion of a previously submitted response up until the RFQ due date and time. Modifications received after the RFQ due date and time will not be considered, Responses shall be irrevocable until contract award unless withdrawn in VlTIting prior to the RFQ NO.: DATE: NUMBER DATE CITY OF MIAMI BEACH 5 41 RFQ due date or after the expiration of one-hundred twenty days from the opening of responses. Letters of withdrawal received after the RFQ due date and before said expiration date, and letters of withdrawal received after contract award will not be considered, H. RFQ POSTPONEMENT/CANCELLATIONIREJECTION The City may, at its sole and absolute discretion, reject any and all, or parts of any and all, responses; re-advertise this RFQ; postpone or cancel, at any time, this RFQ process; or waive any irregularities in this RFQ or in the responses received as a result of this RFQ, I. COST INCURRED BY RESPONDENTS All expenses involved with the preparation and submission of responses to the City, or any work performed in connection therewith, shall be the sole responsibility of the respondent(s) and not be reimbursed by the City, J. VENDOR APPLICATION Prospective respondents should register with the City of Miami Beach Procurement Division; this will facilitate their receipt of future notices of solicitations when they are issued. The successful respondent(s) must register prior to award; failure to register will result in the rejection of their response. Potential respondents may contact the Procurement Division at (305) 673-7490 to request an application. Registration requires that a business entity complete a vendor application and submit an annual administrative fee of $20,00, The following documents are required: 1, Vendor registration form 2. Commodity code listing 3. Articles ofIncorporation - Copy of Certification page 4, Copy of Business or Occupational License 5, Notarized Florida Public Entity Crime Affidavit It is the responsibility of the vendor to inform the City concerning any changes, such as new address, telephone number, commodities or services which can be provided. K. EXCEPTIONS TO RFQ Respondents must clearly indicate any exceptions they wish to take to any of the terms in this RFQ, and outline what alternative is being offered, The City, after completing evaluations, may accept or reject the exceptions, In cases in which exceptions are rejected, RFQ NO.: DATE: NUMBER DATE CITY OF MIAivU BEACH 6 42 the City may require the respondent to furnish the services originally described herein, or negotiate an alternative acceptable to the City. L. SUNSHINE LAW Respondents are hereby notified that all information submitted as part of a response to this RFQ will be available for public inspection after opening of responses, in compliance with Chapter 286, Florida Statutes, known as the "Government in the Sunshine Law". M. NEGOTIATIONS The City may award a contract on the basis of initial offers received, without discussion, or may require respondents to give oral presentations based on their submittals. The City reserves the right to enter into negotiations with the selected respondent, and if the City and the selected respondent cannot negotiate a mutually acceptable contract, the City may terminate the negotiations and begin negotiations with the next selected respondent. This process may continue until a contract has been executed or all responses have been rejected. No respondent shall have any rights in the subject project or property or against the City arising from such negotiations. N. PROTEST PROCEDURE Respondents that are not selected may protest any recommendations for award by sending a formal protest letter to the Procurement Director, which letter must be received no later than 5 calendar days after award by the City Commission. The Procurement Director will notify the protester of the cost and time necessary for a written reply, and all costs accruing to an award challenge shall be assumed by the protester. Any protests received after 5 calendar days from contract award by the City Commission will not be considered, and the basis or bases for said protest shall be deemed to have been waived by tbe protester. O. RULES; REGULATIONS; LICENSING REQUIREMENTS Respondents are expected to be familiar with and comply with all Federal, State and local laws, ordinances, codes, and regulations that may in any way affect the services offered, including the Americans with Disabilities Act, Title VII of the Civil Rights Act, the EEOC Uniform Guidelines, and all other EEO regulations and guidelines. Ignorance on the part of the respondent will in no way relieve it from responsibility for compliance. P. DEFAULT Failure or refusal of a respondent to execute a contract upon award by the City Commission, or untimely withdrawal of a re5ponse before such award is made and approved, may result in forfeiture of that portion of any surety required as liquidated damages to the City; where RFQ NO.: DATE: NUMBER DATE CITY OF MIAMI BEACH 7 43 surety is not required, such failure may result in a claim for damages by the City and may be grounds for removing the respondent from the City's vendor list. Q. CONFLICT OF INTEREST All respondents must disclose with their response the name(s) of any officer, director, agent, or immediate family member (spouse, parent, sibling, child) who is also an employee of the City of Miami Beach, Further, all respondents must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the respondent or any of its affiliates, R. RESPONDENT'S RESPONSIBILITY Before submitting a response, each respondent shall make all investigations and examinations necessary to ascertain all conditions and requirements affecting the full performance of the contract, Ignorance of such conditions and requirements resulting from failure to make such investigations and examinations will not relieve the successful respondent from any obligation to comply with every detail a.'1d with all provisions and requirements of the contract documents, or will be accepted as a basis for any claim whatsoever for any monetary consideration on the part of the respondent. S. RELATION OF CITY It is the intent of the parties hereto that the successful respondent be legally considered as an independent contractor and that neither the respondent nor the respondent's employees and agents shall, under any circumstances, be considered employees or agents of the City. RFQ NO.: DATE: NUMBER DATE CITY OF MIAMI BEACH 8 44 SECTION II - SCOPE OF SERVICES General Information: 1. Purpose: The objective of the City of Miami Beach in issuing this Request For Qualifications (RFQ) is to upgrade the City of Miami Beach golf course clubhouses and related facilities through the reconstruction, redesign or renovation or a combination of redesign or renovation of each facility. When completed, each clubhouse shaH offer the residents of Miami Beach, tourists, and conventioneers a well designed, highly functional and full service clubhouse and related facilities, Architectural firms interested in responding to this RFQ may submit qualifications for BayshorelPar 3 or Normandy Shores or both facilities. Documents for the BayshorelPar 3 facilities should be prepared with design options and cost estimates for the redesign and renovation of the facilities and for the construction of new buildings, The Normandy Shores clubhouse is a historically significant structure and therefore design options and cost estimates should be prepared based on renovation/restoration concepts. The selected golf course clubhouse architect (s) shall provide the City of Miami Beach with the following services. PHASE 1 Consultation, Planning And Conceptual Design The Golf Course Clubhouse Architect shall prepare for the approval of the City, preliminary studies which rnay include a redesign or renovation or combination of redesign and renovation of each of the clubhouses and related facilities, as he deems necessary, In this phase the selected architect( s) will conduct a comprehensive analysis of existing conditions at each facility and develop a minimum of two (2) conceptual design alternatives for each golf course clubhouse and related facilities. The conceptual designs should clearly indicate amenities including but not limited to parking, entrance features, locker rooms! showers, restaurant/food service areas, pro-shop, bag storage, lounge, electric carts storage and all other pertinent information necessary for the City to determine the best and most cost effective solutions available for the improving golf course clubhouses and related facilities, All work mllst be coordinated with the City's Golf Course Architects currently under contract to redesign! and or renovate the Bayshore/ Par 3 and Normandy Shores golf courses, The Golf Course Clubhouse Architect shall submit to the City a separate itemized Statement of Probable Construction Cost for each of the following options: the redesign, the reconstruction and combination of redesign and reconstruction of each facility and its amenities, These costs shall represent the architect's best judgment of the probable construction costs as a design professional, RFQ NO.: DATE: NUMBER DATE CITY OF MIAMI BEACH 9 45 PHASE II The following services shall be considered as basic services and provided as components of the final negotiated contract. Construction Documents Upon approval by the City of the Preliminary Design Studies, the Golf Course Clubhouse Architect shall prepare for City's approval, Construction Documents consisting of the Working Drawings and Specifications necessary for construction of the Project. These documents shall be suitable for soliciting construction bids from contractors. Included with the Construction Documents will be instructions setting forth the requirements for the construction of the Project and the duties and responsibilities of the Golf Course Clubhouse Architect, the City, and the Contractor(s). The Golf Course Clubhouse Architect shall advise the City of any adjustments to previous Statements of Probable Construction Cost indicated by changes in requirements or general market conditions. Bidding Or Negotiating Of Construction Contract(s) The Golf Course Clubhouse Architect, following the City's approval of the Construction Documents, shall, if requested, assist the City in obtaining lump sum bids or negotiated proposals, and evaluating the bids and bidders. Construction Of Golf Course Clubhouse(s) The Golf Course Clubhouse Architect shall provide continuous construction management of each project and make regular visits to the site of the Project to familiaJ.lze himself generally with the progress and quality of the work and to determine if the Project is proceeding in accordance with the Contract Documents. The scope of services of the Golf Course Clubhouse Architect shall include periodic observation of contractor's work, interpretation of plans and specifications for correctness of workmanship and materials, and appearance of fmal product. It shall also include contract administration, drawings of record (information from contractors and fmal documents by architects and engineers), processing of necessary and appropriate paperwork, assistance in contract administration, weekly reports, evaluation and approval of change orders, issuance of certificates, and the like, as mutually agreed upon by City and Golf Course Clubhouse Architect, and provided for in the Contract Documents. RFQ NO.: DATE: NUMBER DATE CITY OF I\fiAMI BEACH 10 46 Other Related Services Apart from the services rendered by the Golf Course Clubhouse Architect and as outlined in the previous section, the City may require other related services to be performed by the Golf Course Clubhouse Architect: Additional Consultants Additional Consultants If Necessary For Design Team: (Architect to provide all consultants) 1. Land Planners 2. Landscape Architect 3. Agronomist/Soil Testing SECTION III - OUALIFICA TIONS STATEMENT FORMAT Submittals must contain the following documents, each fully completed, and signed as required. Submittals which do not include all required documentation, or are not submitted in the required format, or do not have the appropriate signatures on each document, may be deemed to be non- responsive. Non-responsive submittals will receive no further consideration. A. CONTENTS OF QUALIFICATION STATEMENT 1. Table of Contents The table of contents should outline in sequential order the major areas of the submittal, including enclosures. All pages must be consecutively numbered and correspond to the table of contents. 2. Technical Proposal Provide a narrative which addresses the scope of work, the proposed approach to the work, and any other information called for by the RFQ. 3. Price Pro.posal Respondent's total offering price, including the cost for providing each component of the required goods or services must be RFQ NO.: DATE: NUMBER DATE CITY OF MIAMI BEACH 11 47 RFQ NO.: DATE: 4. 5, (Section VIII) 6. NUMBER DATE submitted in a separate sealed envelope. Fees to be negotiated with top-ranked firm(s), Qualifications The minimum qualification requirements for this RFQ are described below. Respondents must provide documentation which demonstrates their ability to satisfy all of the minimum qualification requirements. Submittals which do not contain such documentation may be deemed non-responsive, Acknowledgment of Addenda and Respondent Information Forms Any other document req.uired by this RFQ such as a Questionnaire or Re!lPonse Guaranty. CITY OF MIAMI BEACH 12 48 RFQ NO.: DATE: B. MINIMUM QUALIFICATION REQUIREMENTS NUMBER DATE Each firm interested in responding to this Request for Qualifications must provide the following infonnation. Submittals that do not respond completely to all requirements will be considered non- responsive and eliminated from the proc~ss. 1. Architectural Finn's Experience: Verification that the submitting Golf Course Clubhouse Architectural finn has a minimum of five years' experience in the construction/redesigning/ renovating of full service golf course clubhouses and related facilities at regulation 9-hole or IS-hole public golf courses, preferably municipally owned facilities. 2. Lead Architect's Experience: A comprehensive summary of the experience and qualifications of the individual selected to serve as the lead architect on this project. Individual must have a minimum offive years experience as a golf course clubhouse architect, and served as a lead architect on similar projects on a minimum of three previous occasions. 3. List of Previous Projects: A list of no less than five golf course clubhouse redesign/ renovation projects must be submitted. Only projects completed from design through construction are acceptable, Information should include: * Golf Course Name and Address, * Year the design and actual construction was done. * Total cost of the construction, estimated and actual. * Total cost of design/architectura1 fees paid to club house architectural firm, originally contracted and fina1 fees paid, * Total time of construction, estimated and actual. * Owner/operator reference for project, including name, phone number, relationship to project. 4. Project Team: List the members of the project team. Provide a list of the personnel to be used on this project and their qualifications. A resume including education, experience, and any other pertinent infonnation shall be included for each team member including subcontractors assigned to this project. 5. GolfIndustrv References and Professional Association~): List three golf industry references, addresses and telephone numbers. They must be different than those given as project references, CITY OF MIAMI BEACH 13 49 RFQ NO.: DATE: SECTION IV - EV ALUATION/SELECTION PROCESS The procedure for response, evaluation and selection is as follows: I, Request for Qualifications issued. 2. Receipt of responses. 3, Opening and listing of all responses received, 4, An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each response in accordance with the requirements ofthis RFQ, If further information is desired, respondents may be requested to make additional written submissions or oral presentations to the Evaluation Committee, 5, The Evaluation Committee shall recommend to the City Manager the response or responses acceptance of which the Evaluation Committee deems to be in the best interest of the City. The Evaluation Committee shall base its recommendations on the following factors: Firm's Experience Project Manager's and Project Team's Experience Results of Previous Similar Projects 6, 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. 7. The City Commission shall consider the City Manager's recommendation(s) in lig.'lt 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 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 responses. 8, Negotiations between the selected respondent and the City Manager take place to arrive at a contract. If the City Commission has so directed, the NUMBER DATE CITY OF MIAMI BEACH 14 50 RFQ NO.: DATE: City Manager may proceed to negotiate a contract with a respondent other than the tcp-ranked respondent if the negotiations with the top-ranked respondent fail to produce a mutually acceptable contract within a reasonable period of time, 9, A proposed contract or contracts are presented to the City Commission for approval, modification and approval, or rejection, 10. 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, Important Note: By submitting a response, all respondents shall be deemed to understand and agree that no property interest or legal right of any kind shall be created at any point during the aforesaid evaluation/selection process until and unless a contract has been agreed to and signed by both parties. NUMBER DATE CITY OF MIAMI BEACH 15 51 RFQ NO.: DATE: NUMBER DATE SECTION V - GENERAL PROVISIONS A. ASSIGNMENT The successful respondent shall not enter into any sub-contract, retain consultants, or assign, transfer, convey, sublet or otherwise dispose of this contract, or of any or all of its right, title, or interest therein, or its power to execute such contract to any person, firm, or corporation without prior written consent of the City. Any unauthorized assignment shall constitute a default by the successful respondent. B. INDEMNIFICATION The successful respondent shall be required to agree to indemnify and hold harmless the City of Miami Beach and its officers, employees, and agents, from and against any and all actions, claims, liabilities, losses and expenses, including but not limited to attorneys' fees, for personal, economic or bodily injury, wrongful death, loss of or damage to property, in law or in equity, which may arise or be alleged to have arisen from the negligent acts or omissions or other wrongful conduct of the successful respondent, its employees, or agents in connection with the performance of service pursuant to the resultant Contract; the successful respondent shall pay all such claims and losses and shall pay all such costs and judgments which lnay issue from any lawsuit arising from such claims and losses, and shall pay all costs expended by the City in the defense of such claims and losses, including appeals. C. TERMINATION FOR DEFAULT If through any cause within the reasonable control of the successful respondent, it shall fail to fulfill in a timely manner, or otherwise violate any of the covenants, agreements, or stipulations material to the Agreement, the City shall thereupon have the right to terminate the services then remaining to be performed by giving written notice to the successful respondent of such termination which shall become effective upon receipt by the successful respondent of the written termination notice. In that event, t.~e City shall compensate the successful respondent in accordance with the Agreement for all services performed by the CITY OF MIAMI BEACH 16 52 RFQ NO.: DATE: respondent prior to termination, net of any costs incurred by the City as a consequence of the default. Notwithstanding the above, the successful respondent shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the Agreement by the respondent, and the City may reasonably withhold payments to the successful respondent for the purposes of set off until such time as the exact amount of damages due the City from the successful respondent is determined. D. TERMINATION FOR CONVENIENCE OF CITY The City may, for its convenience, terminate the services then remaining to be performed at any time without cause by giving written notice to successful respondent of such termination, which shall become effective thirty (30) days following receipt by respondent of the written termination notice. In that event, all finished or unfinished documents and other materials shall be properly delivered to the City. If the Agreement is terminated by the City as provided in this section, the City shall compensate the successnil respondent in accordance with the Agreement for all services actually performed by the successful respondent and reasonable direct costs of successful respondent for assembling and delivering to City all documents. Such payments shall be the total extent of the City's liability to the successful respondent upon a termination as provided for in this section. SECTION VI - SPECIAL TERMS AND CONDITIONS A. INSURANCE The successful respondent( s) shall obtain, provide, and maintain during the term of the proposed Agreement the following types and amounts of insurance issued by insurers licensed to sell insurance in the State of Florida and having a B+ VI or higher rating in the latest edition of AM Best's Insurance Guide, Any exceptions to these requirements must be approved by the City Manager or designee. 1. Commercial General Liability, A policy including, but not limited to, comprehensive general liability including bodily injury, personal injury, property damage in the amount of a combined single limit of not less than $1,000,000. Coverage shall be provided on an occurrence basis, The City NUMBER DATE CITY OF MIAMI BEACH 17 53 RFQ NO.: DATE: of Miami Beach must be named as additional insured on policy. 2, Professional Liability (Errors and Omissions), Minimum of$I,OOO,OOO per occurrence. 3. Worker's Compensation, A policy of Worker's Compensation and Employers Liability Insurance in accordance with State worker's compensation laws. Thirty (30) days' written notice of cancellation or substantial modification in insurance coverage must be given to the City by the architect/engineer and its insurance company. Evidence of such insurance shall be submitted to and approved by City prior to commencement of any work or tenancy under the proposed Agreement. FAILURE TO PROCURE INSURANCE: The successful respondent's failure to procure or maintain the required insurance shall constitute a material breach of the proposed Agreement, giving the City the right to terminate the proposed Agreement. SECTION VII - A IT ACHMENTS None NUMBER DATE CITY OF MIAMI BEACH 18 54 RFQ NO.: DATE: SECTION VIII - DOCUMENTS TO BE COMPLETED AND RETURNED TO CITY RESPONDENT lNFORMA TION Submitted by: Entity: Signature: Name (Typed): Address: City/State: Telephone: Fax: It is understood and agreed by respondent that the City reserves the right to reject any and all responses, to make awards on all items or any items according to the best interest ofthe City, and to waive any irregularities in the RFQ or in the responses received as a result of the RFQ. It is also understood and agreed by the respondent that by submitting a response, respondent shall be deemed to understand and agree than no property interest or legal right of any kind shall be created at any point during the aforesaid evaluation/selection process until and unless a contract has been agreed to and signed by both parties. (Authorized Signature) (Date) (printed Name) NUMBER DATE CITY OF MIAMI BEACH ~~ RFQ NO.: DATE: REQUEST FOR QUALIFICA nONS NO. XXX-XX/XX ACKNOWLEDGMENT OF ADDENDA Directions: Complete Part I or Part II, whichever applies. Part I: Listed below are the dates of issue for each Addendum received in connection with this RFQ: Addendum No. I, Dated Addendum No, 2, Dated Addendum No.3, Dated Addendum No.4, Dated Addendum No.5, Dated Part II: RFQ. No addendum was received in connection with this Verified with Procurement staff Name of staff Date (Date) (Respondent - Name) NUMBER DATE (Signature) CITY OF MIAMI BEACH sg RFQ NO.: DATE: QUESTIONNAIRE Respondent's Name: Principal Office Address: Official Representative: Individual Partnership (Circle One) Corporation If a COll'oration. answer this: When Incorporated: In what State: IfForeilPl COll'oration: Date of Registration with Florida Secretary of State: Name of Resident Agent: Address of Resident Agent: President's Name: Vice-President's Name: Treasurer's Name: Members of Board of Directors: NUMBER DATE CITY OF MIAMI BEACH 21 57 RFQ NO.: DATE: Ouestionnaire (continued) If a Partnership: Date of organization: General or Limited Partnership*: Name and Address of Each Partner: NAME ADDRESS * Designate general partners in a Limited Partnership I. Number of years of relevant experience in operating similar business: 2. Have any similar agreements held by respondent for a project similar to the proposed project ever been canceled? Yes () No () If yes, give details on a separate sheet. 3. Has the respondent or any principals of the applicant organization failed to qualify as a responsible bidder, refused to enter into a contract after an award has been made, failed to complete a contract during the past fIve (5) years, or been declared to be in default in any contract in the last 5 years? If yes, please explain: NUMBER DATE CITY OF MIAMI BEACH 22 58 RFQ NO.: DATE: Ouestionnaire (continued) 4. Has the respondent or any of its principals ever been declared bankrupt or reorganized under Chapter 11 or put into receivership? If yes, give date, court jurisdiction, action taken, and any other explanation deemed necessary. 5. Person or persons interested in this Qualification Form (have) (have not) been convicted by a Federal, State, County, or Municipal Court of any violation of law, other than traffic violations. To include stockholders over ten percent (10%). (Strike out inappropriate words) Explain any convictions: 6. Lawsuits (any) pending or completed involving the corporation, partnership or individuals with more than ten percent (10%) interest: A. List all pending lawsuits: B. List all judgments from lawsuits in the last five (5) years: NUMBER DATE CITY OF MIAMI BEACH 23 59 RFQ NO.: DATE: C. List any criminal violations and/or convictions of the respondent and/or any of its principals: 7. Conflicts oflnterest. The foDowing relationships are the only potential, actual, or perceived conflicts of interest in connection with this response: (If none, so state.) The respondent understands that information contained in this Questionnaire will be relied upon by the City in awarding the proposed Agreement and such information is warranted by the respondent to be true. The undersigned respondent agrees to furnish such additional information, prior to acceptance of alQl proposal relating to the qualifications of the proposer, as may be required by the City Manager. The respondent further understands that the information contained in tbis questionnaire may be confirmed through a background investigation conducted by the Miami Beach Police Department. By submitting this questionnaire the respondent agrees to cooperate with this investigation, including but not necessarily limited to fingerprinting and providing information for credit check. WITNESSES: IF INDIVIDUAL: Signature Signature Print Name Print Name WITNESSES: IF PARTNERSHIP: Signature Print Name of Firm Print Name Address By: (General Partner) Signature (print Name) (print Name) NUMBER DATE CITY OF MIAMI BEACH 6-d RFQ NO.: DATE: WITNESSES: Signature . IF CORPORATION: Print Name of Corporation Print Name NUMBER DATE CITY OF MIAMI BEACH 2S 61 Address By: President Attest: Secretary (CORPORATE SEAL)