LTC 116-2008 RFP for use of the Carl Fisher Clubhouse~I~ ~;I=1~~~1
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OFFICE OF THE CITY MANAGER
NO. LTC # 116-2008 LETTER TO COMMISSION
TO: Mayor Matti Herrera Bower and Members of the City Commission
FROM: Jorge M. Gonzalez, City Manager
DATE: April 10, 2008
SUBJECT: Request for Proposals (RFP) for use of the Carl Fisher Clubhouse
This Letter to Commission is intended to provide you with a status update on the Request
for Proposals for a Lease Agreement for the Carl Fisher Clubhouse (Clubhouse), and
pending renovations to the facility. In LTC# 211-2007, dated September 15, 2007, it was
referenced that the City would issue a Request for Letters of Intent (RLFI) to identify an
organization to provide cultural programming at this location for Miami Beach residents until
such time as the more extensive planned renovations forthe entire complex are completed.
Subsequently, a Request for Proposal (RFP) for a Lease Agreement was deemed to be
consistent with other City-owned properties having exclusive use of a facility.
As you are aware, the entire complex that includes the Clubhouse, band shell, Little Acorn
Theater and adjacent green space, is scheduled to undergo renovations; only the
Clubhouse is currently in use. The JCS Senior Meals program was temporarily relocated to
the Clubhouse while their permanent location (South Shore Community Center) undergoes
renovations; they utilize the space only in the morning and will vacate the premises by June
1, 2008. SOBE Music Institute (SMI) utilizes the space in the afternoons and weekends;
their current Letter Agreement expires on June 9, 2008. This Letter Agreement was
executed to allow for short term programming to benefit our community in a space that was
under/unutilized.
Shortly after the recommendation to issue the RFP was made, it was determined that
certain repairs would be necessary before the space could be offered for use for new
programming for an extended period. These repairs included the installation of ADA
restrooms and other accessibility requirements.
In order to ensure that these repairs were compatible with future plans for the complex, the
renovations first had to be coordinated through CIP for compatibility with the previously
submitted design plans for the larger construction project to renovate and redesign the
complex. These ADA accessibility repairs were already proposed to be incorporated in the
future renovations and are designed to permit the maximum use of the space. CIP has
begun the repairs and it is now anticipated that the ADA restrooms and accessibility
requirements will be completed by September.
The Letter Agreement with SOBE Music Institute (SMI) terminates June 9, 2008. While the
intent was to issue the RFP to allow the selected organization to move in by June, as a
result of the necessary review of the needed repairs and the need to confirm their
consistency with the overall project, as well as ascertaining the impact of the repairs on
current Clubhouse occupants, the RFP was issued on April 8, 2008. In light of this
LTC #
RFP for Carl Fisher Clubhouse
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necessary review, the Administration has taken the SMI's summer programming into
consideration and is discussing with SMI the option of extending the current Letter
Agreement through August. In the event there are no outstanding issues regarding the
contractual obligations on the part of SMI, and the ability to coordinate with the construction
schedule for the renovations, it is recommended that an extension be issued.
RFP #03-07/08 Request for Proposal for the Use of the Carl Fisher Clubhouse for Cultural
Programming for Residents of the City of Miami Beach was published Wednesday, April 8,
2008 on both RFP Depot and Bidnet by the Procurement Division, which is currently
extending the announcement to recognized cultural programs within the City. The RFP due
date is May 13, 2008 at 3:00 p.m. with apre-proposal Submission Meeting is scheduled for
April 24, 2008 at 10:00 a.m. The Cone of Silence is in effect.
Please let me know if you have any questions or concerns regarding the recommended
extension until August for SMI.
As always, please feel free to contact me should you have any questions or require
additional information on this item.
JMG\HFWCV
C: Hilda Fernandez, Assistant City Manager
Tim Hemstreet, Assistant City Manager
Ana Cecilia Velasco, Asset Manager
Gus Lopez, Procurement Director
Max A. Sklar, Tourism and Cultural Development Director
F:IECONI$ALLIASSETICar1 Fischer ClubhouselLTC re RFP and Renovations Apr 2008. doc