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2000-24153 RESO RESOLUTION NO. 2000-24153 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO ISSUE A REQUEST FOR QUALIFICATIONS FOR A TWO-YEAR CONTRACT FOR PROVIDING PROFESSIONAL ARCHITECTURALIENGlNEERING SERVICES IN VARIOUS PROFESSIONAL SUB- SPECIALITIES ON A ROTATIONAL BASIS, FOR CAPITAL PROJECTS IN WHICH BASIC CONSTRUCTION COST DOES NOT EXCEED $500,000 PER PROJECT, OR FOR STUDY ACTIVITIES FOR WHICH THE FEE DOES NOT EXCEED $25,000; FURTHER, EXTENDING THE TERM OF THE EXISTING AGREEMENTS WITH THE ROTATIONAL CONSULTANTS, DATED AUGUST 20, 1998, FOR A PERIOD OF NINE (9) MONTHS, OR UNTIL THE NEW ROTATIONAL LIST IS CONSTITUTED, WHICHEVER EVENT OCCURS FIRST. WHEREAS, Chapter 287.055, Florida Statutes, known as the "Consultants' Competitive Negotiation Act," (Act) authorizes the City to enter into a "continuing contract" for professional architectural/engineering services for projects in which construction cost does not exceed $500,000, and for study activities for which the fee does not exceed $25,000; and WHEREAS, it is the intent of the City to utilize the Request for Qualifications (RFQ) process to select several qualified firms in each of a number of areas of specialization, which firms will be utilized by the City to provide professional services on a rotational basis; and WHEREAS, the Administration has drafted an RFQ seeking firms with qualifications to provide the required professional services and set a tentative date of December 15, 2000, as the deadline for receipt of submittals from such firms; and WHEREAS, the City's existing agreements for rotational architectural and engineering services, dated August 20, 1998, have expired; and WHEREAS, in order to avoid delay in City projects, it is necessary to extend the term of the existing agreements, so that certain capital projects and study activities can be handled expeditiously during the time the current RFQ is outstanding, until a new list of qualified consulting fll1lls has been selected pursuant to the terms of the Act. 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 and authorize the Administration to issue a Request for Qualifications for a two-year contract to provide Professional Architectural or Engineering services in various professional sub-specialties on a rotational basis for capital projects in which basic construction cost does not exceed $500,000 per project, or for study activities for which the fee does not exceed $25,000; further, extending the term of the existing Agreements with the rotational consultants, dated August 20, 1998, for a period of nine (9) months, or until the new rotational list is constituted, whichever event occurs first. PASSED and ADOPTED this 8th day of November, 2000ifJh MAYOR APPROVED /lSlO FORM & LANGUAGe & FOREXECUnON ATTEST: ~~} Ptu~ CITY CLERK F:\WORK\$ALL\CAH\RESO\ROT A TOO RES At(/Jjj,~!:: $jc.. 1J - 2---dl Dale CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 http:\\ci.miami-beach.f1.us TO: FROM: SUBJECT: COMMISSION MEMORANDUM NO. <?~5-00 Mayor Neisen O. Kasdin and Members of the City Commission Jorge M. Gonzalez \ ~I ~ City Manager (j"'" CJ DATE: November 8, 2000 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO ISSUE A REQUEST FOR QUALIFICATIONS FOR A TWO-YEAR CONTRACT FOR PROVIDING PROFESSIONAL ARCHITECTURAL/ENGINEERING SERVICES IN VARIOUS PROFESSIONAL SUB-SPECIALITIES ON A ROTATIONAL BASIS, FOR CAPITAL PROJECTS IN WHICH BASIC CONSTRUCTION COST DOES NOT EXCEED $500,000 PER PROJECT, OR FOR STUDY ACTIVITIES FOR WHICH THE FEE DOES NOT EXCEED $25,000; FURTHER, EXTENDING THE TERM OF THE EXISTING AGREEMENTS WITH THE ROTATIONAL CONSULTANTS DATED AUGUST 20,1998 FOR A PERIOD OF NINE (9) MONTHS, OR UNTIL THE NEW ROTATIONAL LIST IS CONSTITUTED, WHICHEVER EVENT OCCURS FIRST. ADMINISTRA TION RECOMMENDATION: Approve the Resolution. FUNDING: Funding will be available on a project basis from various sources, depending on the nature of services being requested. BACKGROUND: Attached is a proposed Request for Qualifications (RFQ) for Architectural and Engineering Services in various professional categories for a two-year contract to provide professional architectural / engineering services on a rotational basis. In accordance with Florida State Statute Chapter 287.055, known as the "Consultants' Competitive Negotiation Act", the City may enter into a "continuing contract" for professional architectural/engineering services for projects in which construction costs do not exceed $500,000, or for study activities for which the fee does not exceed $25,000. AGENDA ITEM C.J DATE (1-8'-00 The City may request, accept, and consider proposals for the compensation to be paid under the contract only during competitive negotiations, which will take place after the selection ofthe firms deemed to be the most highly qualified to perform the required services. If the City is not able to negotiate a mutually satisfactory compensation schedule with the top-ranked firms which is determined to be fair, competitive and reasonable, additional firms in the order of their competence and qualifications may be selected, and negotiations may continue until an agreement is reached. The City's current rotational architectural/engineering services contracts, authorized by the City Commission on July 15. 1998, by Resolution No.97-22827 et.seq., expired in August 2000. Seven firms entered contracts with the City, and all agreed to the same pricing structure, as follows: Civil Engineering: Roads & Parking Lots, 6% Lump Sum of Construction Cost New ConstructionlBuildings: 7.5% Lump Sum of Construction Cost Renovations/Buildings: IO% Lump Sum of Construction Cost. Under these Agreements, study activities are quoted as a lump sum based on the estimated hours to complete the project. Detailed hourly rates were negotiated for all personnel classifications for the firms. The consulting firms selected under the previous RFQ were expected to be able to provide all types of Architectural and Engineering services. This resulted in some of the firms sub-contracting all or substantial portions of assigned projects which required professional skills which their firm did not offer. Under the current rules, the City has no flexibility in taking firms out of sequence from the rotational list. Frequently, architects are assigned primarily engineering projects, and engineers receive assignments of projects that are architectural in nature. The system that has resulted is unsatisfactory for both the City and the consulting firms. Some consulting firms have received assignments for which they are not well-qualified, consequently the work product in some cases barely meets minimum standards of acceptability. If we select firms which have strong professional competence in a technical specialty, and assign work in that specialty to the selected finns, we may expect that the quality of the work will be much improved over the current system. The attached RFQ seeks proposals from firms with strong qualifications in several specialized areas as follows: Architecture - General Architecture - Landscape Architecture - Planning / Urban Design Engineering - Civil Engineering - Electrical Engineering - Environmental / Coastal Engineering - Mechanical Engineering - Structural Engineering - Transportation Land Surveyor It is the intent of the Administration to use the RFQ process to select firms in each of the above categories of professional specialization, three (3) firms from each specialization will enter a contract with the City, agreeing upon the price and terms under which they will perform work for the City. When professional services are required, a proposed project will be analyzed in terms of the predominant professional specialty required, and a firm will be selected from the appropriate specialization list on a rotational basis. The City's projects will be allocated to firms on the list on a rotational basis; because of the larger number of categories, the number of firms in each category has been reduced from seven (7) firms under the current system with only one (I) category to three (3) firms per category, with ten (10) specialized categories. The price and terms of service will be pre-negotiated. Each proposed contract shall be for a two (2) year term, with two (2) one-year renewal options at the City's option. The City's existing rotational contracts expired in August 2000. In order to avoid delay of any project on which the City wishes to initiate consulting services during the period that this RFQ is open, and while the selection and negotiation process is underway, the Administration requests that the existing agreements with professional services firms on the rotational list be extended until the new rotational list has been approved and contracts executed with the selected firms, or for a period of nine (9) months, whichever occurs first. CONCLUSION: The Administration recommends approval of the Resolution approving and authorizing the issuance of a Request for Qualifications for Professional Architectural or Engineering Services in various professional sub-specialities to enter a contract with the City to provide professional services on a rotational basis for capital projects in which basic construction cost does not exceed $500,000 per project, or for study activities for which the fee does not exceed $25,000; further, extending the term of the existing Agreements with the rotational consultants dated August 20. 1998 for a period of nine (9) months, f},the ;otationallist is constituted, whichever event occurs first. JMG~GL~CAH ~ F:\WORK\$ALL\CAH\RESO\ROTATOO.MEM SECTION II - SCOPE OF SERVICES This RFQ seeks proposals from firms with strong qualifications in the following specialized areas: Architecture - General Architecture - Landscape Architecture - Planning / Urban Design Engineering - Civil Engineering - Electrical Engineering - Environmental / Coastal Engineering - Mechanical Engineering - Structural Engineering - Transportation Land Surveyor It is the intent of the City of Miami Beach to select a minimum of three (3) firms in each of the above categories of professional specialization, the selected firms from each specialization will enter a contract with the City, specifying the price and terms under which professional services will be performed for the City when and as assigned. A proposed City project will be analyzed in terms of the predominant professional specialty required, and a firm will be selected from the appropriate specialization list on a rotational basis. The City will then meet with representatives of the firm to define the scope of work and the project schedule, whereupon a "Service Order" and a "Notice to Proceed" will be issued to the Consultant for the project. City projects may include, but not be limited to, the categories of work listed below: Profile Code 001 004 008 009 011 015 018 021 023 032 033 036 039 041 043 046 Description Acoustics, Noise Abatement Air Pollution Control Auditoriums and Theaters Automation; Controls; Instrumentation Bridges Codes; Standards; Ordinances Communications Systems; TV; Microwave Construction Management Cost Estimating Energy Conservation; New Energy Sources Environmental Impact Studies; Assessments or Statements Fire Protection Garages; Vehicle Maintenance Facilities; Parking Decks Graphic Design Heating; Ventilating; Air Conditioning Highways; Streets; Airfield Paving; Parking Lots Profile Code 055 056 059 061 062 078 080 088 089 093 094 096 097 101 102 103 104 106 107 110 112 115 117 Description Interior Design; Space Planning Irrigation; Drainage Landscape Architecture Lighting (Interior, Display, Theater, etc.) Lighting (Exterior, Streets, Memorials, Athletic Fields, etc.) Planning (Community, Regional, Area-wide and State) Plumbing and Piping Design Recreation Facilities (Parks, Marinas, etc.) Rehabilitation (Buildings, Structures, Facilities, etc.) Safety Engineering; Accident Studies; OSHA Studies Security Systems; Intruder & Smoke Detection Sewage Collection, Treatment and Disposal Soils & Geologic Studies; Foundations Structural Design; Special Structures Surveying; Platting; Mapping; Flood Plain Studies Swimming Pools Storm Water Handling & Facilities Testing & Inspection Services Traffic & Transportation Engineering Urban Renewals; Community Development Value Analysis; Life-Cycling Costing Water Supply, Treatment and Distribution Zoning; Land Use Studies The selected consulting firm(s) will be responsible for reviewing all existing City of Miami Beach Zoning Ordinances and Building Codes. The project team will be responsible for incorporaling all the above data into complete construction documents, including final working drawings, specifications, and bid documents necessary for the bidding and construction of the project, and in most instances, for construction administration. The selected firm(s) will be responsible for obtaining all State, Federal and local permits and approvals necessary for the construction of each project, and may be required to provide consulting services to the City on various matters which do not result in drawings or specifications. Copies of a sample Professional Services Agreement are available for review in the Procurement office, 3rd floor of City Hall during normal business hours. A firm may apply for qualification under more than one of the above categories, however to be considered, a separate qualifications package should be submitted for each category under which the applicant desires to be considered. SECTION IV - EV ALVA TION/SELECTION PROCESS The procedure for response evaluation and selection is as follows: 1. 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 of this 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 Qualifications and Experience Experience and Qualifications of Project Team Project Manager's Experience Previous Similar Projects Methodology and Approach References Provided by Prior Project Owners Volume of work previously awarded to each firm by the agency, with the object of effecting an equitable distribution of contracts among qualified firms 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. 18 7. 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 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 ofthe City. The City Commission may also reject all responses. 8. Negotiations between the selected respondent and the City Manager's designee will take place to arrive at a contract If the City Commission has so directed, the City Manager may proceed to negotiate a contract with a respondent other than the top-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. 19