2000-24120 RESO
RESOLUTION NO. 2000-24120
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, APPROPRIATING
FUNDS, IN THE AMOUNT OF $165,636, FROM THE $92 MILLION
GENERAL OBLIGATION BOND PROGRAM, SERIES 2000 FUND
NO. 375, FOR A PROFESSIONAL SERVICES AGREEMENT WITH
THE FIRM OF MCHARRY AND ASSOCIATES, INC., FOR
ARCHITECTURAL AND ENGINEERING SERVICES FOR THE
REHABILITATION OF THE EXISTING HISTORIC FIRE
STATION NO.4 AND AN ADDITION TO THE BUILDING.
WHEREAS, on January 20, 2000, Request for Qualifications (RFQ) No. 41-99/00 was issued
for Architectural and Engineering services for design and construction administration services for the
rehabilitation of the existing historic Fire Station No.4 and an addition to the building (the Project); and
WHEREAS, on March I, 2000, Letter to Commission (LTC) No. 41-2000 established an
Evaluation Committee for the purpose of reviewing the proposals received and make a recommendation
to the City Manager on the ranking ofthe proposals; and
WHEREAS, at its regular meeting on May 24, 2000, the Mayor and City Commission accepted
the City Manager's recommendation, with the concurrence ofthe Evaluation Committee, and authorized
the Administration to negotiate an Agreement with the first-ranked firm of MCHarry & Associates, Inc.;
and
WHEREAS, at its regular meeting on July 12, 2000, the Mayor and City Commission approved
a Professional Services Agreement, in the amount of $160,636, plus a not to exceed amount of $5,000
for reimbursable expenses, with the firm of MCHarry & Associates, Inc. for design and construction
administration services, for the rehabilitation of the existing Fire Station No.4 and an addition to the
building to house dormitories and fire apparatus; and
WHEREAS, at the time of the request, the Administration intended to use funds previously
appropriated from a 1998/1999 Community Development Block Grant (CDBG) for the Project; and
WHEREAS, it has now come to the attention of the Administration that these CDBG funds can
only be used for hard construction costs and not for AlE soft costs because an amount was already used
for soft costs in a previous design; and
WHEREAS, the Administration is now requesting appropriation of the funds from the $92 million
General Obligation Bond Program, in the amount of $165,636, for the Agreement with MCHarry &
Associates, Inc.
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 herein
appropriate funds, in the amount of$165,636, from the $92 million General Obligation Bond Program,
Series 2000 Fund No. 375, for a Professional Services Agreement with the firm of MCHarry and
Associates, Inc., for architectural and engineering services for the rehabilitation of the existing historic
Fire Station No.4 and an addition to the building.
PASSED and ADOPTED this 18th day of October, 2000.
MAY~
ATTEST:
.fJWAr f~
CITY CLERK
F:\WORK\$ALL\CHATRAND\FIRESTATlFS4CRESO.WPD
APPROVED M, TO
FORM & LANGUAGE
& FOR EXECUTION
1UJ1:P!~
Id/1o/PI/
DaM
City of Miami Beacb
Community/Economic
Development Dept.
Memo
From:
Mayra Diaz Buttacavoli, Assistant City Manager
Joanna Revelo, Community Development Division Director
/lJ
~
To:
cc: Christina M. Cuervo, Assistant City Manager
/ Jorge Chartrand, Public Works - Project Manager
Date: 09/28/00
Re: Additional CDBG Funding for Fire Station #4 AlE Expenses
The COBG funding awarded for the rehabilitation for Fire Station #4 was done with prior years' funds.
The original funds were awarded in FY 1997/98 ($328,800) and FY 1998/99 ($221200) provided a
combined total project cost of $550,000. To date, $48,778.65 has been expended on ale design fees
through the original architectural firm hired for these seNices, C3TS. This represents a 9% cost
relative to the total COBG grant award. The project, as I understand, has increased in budget and
scope of work since the original COBG funds were awarded, In addition, there is a new request to
use COBG funds in the amount of $165,636 for additional ale expenses. This would represent a 39%
use of the federal grant award for "soft costs". However, HUO has stringent policies against repeated
expenditures for planning and design fees for the same project, and to approve the use of additional
COSG funds for ale services on thiS project would impact, and potentially exceed, the planning and
administrative cap for all COBG projects. Therefore, the remaining balance of $501 ,221.35 in COBG
funds for this project should be used expressly for "bricks and mortar' or hard cost expenses.
The remaining COBG funds for this project can be used to leverage other funding sources for-the
enhanced project design and scope.
Lastly, please keep in mind that with COBG funded construction projects, labor standards under
Oavis Bacon apply in whole or in part.
CITY OF MIAMI BEACH
~
1700 CONVENTION CENTER DRIVE, MIAMI BEACH, FLORIDA 33139
PUBLIC WORKS DEPARTMENT
TELEPHONE: (305) 673-7080
FAX: (305) 673-7028
FIRE STATION NO.4 FUNDING AND PROJECT BUDGET
Project Budget
New Construction +/- 11,000 square feet
$1,504,340.00
Rehabilitation of Existing Building +/- 3,500 square feet
320,640.00
Demolition of portions of Existing Building
23,700.00
Site Work
91 000.00
Construction Costs sub-total $1,939,680.00
Contingency Amount (10.45)
202.000.00
Sub-total $2,141,680.00
Art in Public Places (l-l/2% of New Construction)
22,565.00
Architectural/Engineering Services (7.5% of construction costs and contingency)
160,636.00
Reimbursables
5,000.00
Surveys and Testing
43,864.00
Public Works Management (2.5% of construction costs and contingency)
53.002.00
Other Costs sub-total
285,065.00
Total $2,426,745.00
Proiect Fundin~
Community Development Block Grant
$ 501,221.00
General Obligation Bond Fund
1,925,525.00
Total $2,426,746.00
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CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
MEMORANDUM
TO:
General Obligation Bond Oversight Committee
DATE: October 2, 2000
SUBJECT: Request to appropriate funding from previously allocated GO Bond funds for
the Fire Station No.4 Project for the Architectural and Engineering Services
Agreement with MCHarry & Associates, Inc.
On January 20, 2000, Request for Qualifications (RFQ) No. 41-99/00 was issued for Architectural and Engineering
services for design and construction administration services for the rehabilitation of the historic building and an
addition to Fire Station No.4.
On March 1,2000, Letter to Commission (L IC) No. 41-2000 established an Evaluation Committee for the purpose
of reviewing the proposals received and to make a recommendation to the City Manager on the ranking of the
proposals. On April 5, 2000, the Committee met to review all the responses and issued a recommendation to the
City Manager that the firm of MC Harry & Associates, Inc. be ranked first and the firm of C3TS second.
On May 24, 2000, the City Commission authorized the Administration to negotiate an agreement with the first
ranked firm ofMC Harry & Associates, Inc.
The Administration requested approval from the City Commission on July 12,2000, for a Professional Services
Agreement, in the amount of $ I 60,636, with the firm of MC Harry & Associates, Inc. for design andJ;.onstruction
administration services, for the rehabilitation of the existing Fire Station NO.4 and an addition to the building to
house dormitories and the fire apparatus. In addition, a not to exceed amount of $5,000 for reimbursable expenses
was also requested.
The design is expected to be completed by May 2001, with bidding and award by July 2001, and construction
completion by October 2002.
The Mayor and City Commission adopted the resolution approving the Professional Services Agreement, in the
amount of $165,636, with the firm ofMC Harry & Associates, Inc. for design and construction administration
services, for the rehabilitation of the existing Fire Station No.4 and an addition to the building to house dormitories
and the fire apparatus.
At the time of the request, the City Administration intended to use funds previously appropriated from a1998/1999
Community Development Block Grant for the project. It has now come to the attention of the City that these CDBG
funds can only be used for hard construction costs and not for NE soft costs because an amount was already used
for soft costs in a previous design (See Attached). Therefore, the Administration is now requesting appropriation
of the GO Bond funds, in the amount of$165,636, necessary for the Professional Services Agreement with the firm
of MCHarry & Associates, Inc.(See Attached).
F:\WQRK\SALL\PERK\MEMOS\Gofor42St
Attachments
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
COMMISSION MEMORANDUM No:]lS" -00
TO:
Mayor Neisen O. Kasdin and
Members of the City Commission
DATE: October 18, 2000
FROM:
Lawrence A. Levy ~.l~
City Manager U"'- 6
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROPRIATING FUNDS, IN THE AMOUNT OF
$165,636, FROM THE $92 MILLION GENERAL OBLIGATION BOND, SERIES
2000 FUND NO. 375, FOR THE PROFESSIONAL AGREEMENT WITH THE
FIRM OF MC HARRY AND ASSOCIATES, INC., FOR ARCIDTECTURAL AND
ENGINEERING SERVICES FOR THE REHABILITATION OF THE IDSTORIC
BUILDING AND AN ADDITION TO FIRE STATION NO.4.
SUBJECT:
ADMINISTRATION RECOMMENDATION:
Adopt the Resolution.
FUNDING:
Funding is available from the $1,925,525 allocated in the $92 million General Obligation Bond (GO
Bond), Series 2000 Fund No. 375, for Fire Station No.4.
ANALYSIS:
On January 20, 2000, Request for Qualifications (RFQ) No. 41-99/00 was issued for Architectural and
Engineering services for design and construction administration services for the rehabilitation of the
historic building and an addition to Fire Station No.4.
On May 24, 2000, the City Commission authorized the Administration to negotiate an agreement with the
first ranked firm of MCHarry & Associates, Inc.
The Administration requested approval from the City Commission on July 12, 2000, for a Professional
Services Agreement, in the amount of $160,636, with the firm ofMC Harry & Associates, Inc. for design
and construction administration services, for the rehabilitation of the existing Fire Station No.4 and an
addition to the building to house dormitories and the fire apparatus. In addition, a not to exceed amount
of $5,000 for reimbursable expenses was also requested.
The Mayor and City Commission adopted the resolution approving the Professional Services
Agreement, in the amount of $165,636, with the firm of MCHarry & Associates, Inc. for design and
FUNDING APPRovtD AGENDA ITEM Cla
DATE 10 -18'-00
construction administration services, for the rehabilitation of the existing Fire Station No.4 and an
addition to the building to house dormitories and the fire apparatus.
At the time of the request, the City Administration intended to use funds previously appropriated from
a 199811999 Community Development Block Grant (CDBG) for the project. It has now come to the
attention of the City that CDBG rules allow only a limited amount of its funds to be used for
Architectural/Engineering (AlE) fees. The firm of C3TS was previously contracted by the City to do
design and construction documents on a smaller scope project, and $48,778, which constitutes 9% of
the grant award, were used from the CDBG funds for this purpose. If the current AlE Agreement were
to be funded from the CDBG grant, it would exceed the planning and administrative limits implicit in
the grant. Therefore, funding for the Agreement with MCHarry must come from the GO Bond (See
Attached).
The scope of the project was increased when GO Bond funds became available, in the amount of
$1,925,525, which have already been allocated for the Rehabilitation and Expansion of Fire Station
No.4. Therefore, the Administration is now requesting appropriation of GO Bond funds, in the amount
of $165,636, for the Professional Services Agreement with the firm of MCHarry & Associates, Inc.
(See Attached). The balance of the GO Bond funds, together with the balance ofCDBG funds will be
used for the project c nstruction.
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Attachments
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