HomeMy WebLinkAboutReso 2001-398
RESOLUTION NO. 2001-~
A RESOLUTION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA,
APPROVING IN CONCEPT, ITEMS SET FORTH IN THE LETTER
AGREEMENT, DATED DECEMBER 4,2001, ATTACHED HERETO AS
EXHIBIT "A," BY AND BETWEEN SPILLIS, CANDELA & PARTNERS,
INC., AS THE ARCHITECTURAL FIRM RETAINED FOR THE DESIGN OF
THE NEW GOVERNMENT CENTER FACILITY LOCATED AT 18050
COLLINS AVENUE IN THE CITY OF SUNNY ISLES BEACH, SUBJECT
TO CERTAIN REVISIONS AS SPECIFIED IN THIS RESOLUTION;
AUTHORIZING THE CITY MANAGER, CITY ATTORNEY AND SPILLIS
CANDELA & PARTNERS TO NEGOTIATE A FINAL CONTRACT, TO BE
RETURNED TO THE CITY COMMISSION FOR APPROVAL WHICH,
WHEN COMPLETED, WILL AT A MINIMUM REFLECT
SUBSTANTIALLY THE SAME BUSINESS TERMS SET FORTH IN
EXHIBIT "A" AS AMENDED HEREIN; PROVIDING FORAN EFFECTIVE
DATE.
WHEREAS, with respect to the proposed government center to be located at 18050 Collins
Avenue, Sunny Isles Beach, the City Commission approved by Resolution No.O 1- 381 the ranking of
the architectural firm of Spillis Candela DMJM as the number one firm to be retained for the design
of the new government center facility if negotiations were successful; and
WHEREAS, a letter agreement, setting forth the basic terms and conditions, has been
negotiated by the City Attorney, as set forth in Exhibit "A" attached hereto, and as further amended
by this Resolution; and
WHEREAS, the City Commission wishes to review and approve the final contract for these
services embodying the terms set forth herein;
NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS:
Sectionl. Approval in Concept. The basic terms and conditions set forth in the attached letter
dated December 4, 2001, with Attachments dated November 29,2001, from Spillis, Candela DMJM
(hereinafter referred to as "Spillis Candella")., attached hereto as Exhibit "A", be and the same is
hereby approved, subject to the following revisions:
a. That two (2) public hearings will be included in the price ofthe basic compensation
package;
Spillis, Candela basic terms for new Gov\. Cntr.
LegislationlResolutionsl Attorney
b. That a minimum security system will be also included in the basic compensation
package;
c. That the landscape architectural services contained in Attachment 1 will be no greater
than $22,000.00;
d. That the FF&E (Furniture Fixtures and Equipment Services) not exceed $35,000
based on the work that was performed for the first Government Center Complex
previously located on Sunny Isles Boulevard.
e. That the Architect will give the City an allowance to secure signs and signage for the
complex although the design will be handled by Spillis, Candella;
f. The final contract to be brought back to the City Commission for approval.
Section 2. Authorization of City Manager and City Attorney to Negotiate Final Contract. The
City Manager and City Attorney are hereby authorized to negotiate the final contract which will
reflect, at minimum, the basic terms and conditions as set forth in Exhibit "A," which final contract
is to be brought before the City Commission for approval.
Section 3.
Effective Date. This Resolution shall become effective upon adoption.
PASSED AND ADOPTED this 13th day of December, 2001.
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ATTEST:
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Ri((h'ard Btown;Morilla, City Clerk
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APPROVED AS TO FORM
AND LE AL FFICIENCY:
2
Spillis, Candela basic tenns for new GoY!, CnIT,
LegislationlResolutionsl Attorney
VOTE: 5-0
Mayor Samson
Vice Mayor Iglesias
Commissioner Edelcup
Commissioner Goodman
Commissioner Kauffman
Spillis, Candela basic tenns for new Gov!. Cntr.
Legislation/Resolutions/ Attorney
yes a/'no
yes7no -
yes7no-
yes ~o=
yes_no_
Moved by: Comn--.IS$16NtR Go hmA--'rJ
Second by: Gml"r\ \ ~~ \ OfJl{, R tb"C...LCU P
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December 4, 2001
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Mr. Christopher Russo
City of Sunny Isles beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
Re: Sunny Isles Government Center
Dear Chris:
Spillis Candela OMJM (SCOMJM) is pleased to offer the following professional services related to
the new government center and restaurant to be located in Sunny Isles Beach, Florida. This
proposal includes an outline of Architectural and Engineering services, delivery schedules and
professional fees.
Based on our conversations we understand the scope of work to apply to a project having the
following characteristics:
. A Government Center Site of 2.8 acres.
· A new 45,000 gross square feet Government Center building to include a police facility, a
7,500 square foot library (shell space only), and a 1,000 square foot post office.
. A new Tony Roma's restaurant (shell space only).
. An open parking garage of approximately 1 SO cars, a sallyport, and police storage.
. Surface parking for approximately 100 cars.
. Gas Fueling Facility- Architectural features only. Engineering not included. Site utilities for
this portion o{ the work other than water, sewer, and storm drainage is specifically excluded.
Basic services to be provided by SCDMJM will include Architectural design and in-house
Engineering for normal Civil, Structural, Mechanical, Plumbing, Fire Protection and Electrical {or
a permit set of documents. SCDMJM will make submissions to the Client at the completion of
Schematic Design, and Construction Documents. These services and other contract issues are
described in detail in the attached AlA Standard Form of Agreement B-141 (1997). This {ee
proposal is based on our using this contract form.
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Spillis Candela OMJM
December 4, 2001
Chirstopher Russo
City of Sunny Isles
Page 2
Basic service compensation for your project will be provided on the basis of a lump sum fee of
$579,500.
These services and the corresponding fees will be charged as follows:
Master Planning! Site Analysis (Task completed)
Schematic Design (to be completed within (6) weeks)
Construction Documents (to be completed within (14) weeks)
Bidding! Constr. Admin.
No Charge
$ 72,600
$345,400
$161,500
$579,500
Total
Civil Engineering Services required for on~site grading, drainage, utilities and drives are included
in this fee. Services related to permitting, en"ironmental & traffic issues, zoning variances,
hazardous materials & off-site civil engineering are not included in this fee proposal.
Basic security systems to include cameras and card access shall be provided. More extensive
security systems, as requested by the owner, are not included in this proposal and will be
considered additional services.
SCDMJM shall assist the signage representative chosen by the owner in the selection of building
signage.
Reimbursable expenses related to the project will include out~of-town travel, long distance
communications, reproductions, plotting, shipping, renderings, animations and models. These
expenses will be invoiced at t . t times the actual invoice.
The project schedule is a critical component of our fee quotation. The following schedule has
been proposed with 1 week for Owner review and approval at the end of each phase.
Schematic Design Phase
Construction Documents Phase
Six weeks
Fourteen weeks
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Spillis Candela OMJM
Oecember 4,2001
Chirstopher Russo
City of Sunny Isles
Page 3
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Other services offered by SCDMJM or our consultants, which we can discuss further, include:
. Programming
. Public Hearings
. Three Dimensional Models
. Tenant Space Planning
. Furniture & Equip. Planning
· Graphics and Signage
· landscape Architecture
· On-site Project Representation
. Threshold Inspection
Acoustical Consulting
Environmental Services
Food service Consulting
Security Consulting
Specialty lighting
Cost Estimating
Traffic Engineering
Off-Site Civil Engineering
As-Builts on electronic media
SCDMJM normally coordinates the services of Sub-Consultants on most projects and charges 1 .2
rimes the amount billed to SCDMJM for such coordination services. SCDMJM requires each
Sub-Consultant to carry their own professional liability insurance and does not include liability
coverage for those Sub-Consultants under SCDMJM.
This proposal is based on several assumptions regarding project size, budget, schedule and the
requested scope of work. The fees we have proposed are less than what we would normally
quote for a project of this size and complexity. Our proposed fees reflect our ability to take
advantage of work previously performed by SCDMJM on the Sunny Isles Government Center
project. We are anticipating not having to reprogram the departments, and that we will be
reusing finishes previously agreed upon. We appreciate the opportunity to provide professional
services to the City of Sunny Isles and look forward to working with you in the coming months.
If this proposal is acceptable, we will be pleased to begin work upon receipt of your signed
acknowledgement below and the retainer check indicated. We will invoice our services on a
time basis according to the attached Standard Billing Rates plus expenses until the AlA 8-141
contract is finalized. Payments are due and payable 10 days from the date of invoice. Invoices
unpaid 30 days from the date of invoice will accrue interest after 30 days from date of invoice
and may cause work to be interrupted. All invoices prior ro the signing of the contract form will
be credited toward the contracted fee.
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Spillis Candela DMJM
December 4, 2001
Chirstopher Russo
City of Sunny Isles
Page 4
If you have any questions regarding this proposal, please feel free to contact me at
305-447-3573
Sincerely,
Name:
Title:
Paul Reinarman
Principal
Please sign here to authorize SCDMJM to begin work in accordance with the above terms.
Name: Christopher Russo
Title: City Manager
For Company: City of Sunny Isles
Date:
cc: J. Cruz
D.Klem
Attachments:
AlA 8-141 (1997) Attachment No. 1 - Fee Proposal
SCP 2001 Standard Billing Rates Attachment No. 2- Scope limitations
Attachment No. 3- Furniture Fixture & Equipment
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Spillis Candela DM'M
ATTACHMENT NO.1
Fee Proposal
Sunny 'sles Beach Government Center
November 29, 200 1
1. Basic Servkes per AlA 8141 Contract...h-----------........-----------m.......$519,500
Building Design Fee (including construction administration); lump sum fee of $579,500.
Based on a building of 45,000 sq. ft. at $1 SO/sq. ft., a 150 car parking garage and design of
Tony Roma's Restaurant (shell only).
2. FflcE (Furniture, fixture, " Equipment Services) .___________._....._h________$ 35,000
The fees are to be determined once Program is complete. For the City's budgeting
Purposes, we are estimating the fee to be at about $35,000. This number takes
into account that we will be reusing the systems furniture selection previously
determined between the staff and SCOMJM.
3. Consultant Allowances-
A. landscape Architecture.------m----.----------------------........---------. $22,000
· All consultant allowances are based on previous SCDM1M's experience on projects of
similar scope. Fees are additional beyond Basic Services and will be determined during
Schematic design,
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Spillis Candela OMJM
ATIACHMENT NO.2
limitations on scope of services:
Sunny Isles Beach Government Center
December 4/ 2001
M@@ting with Ownpr
1. Schematic Design Phase
a. Three review meetings with Owner.
b. One Schematic Phase Final meeting.
c. Two public hearings.
2, Construction Document Phase
a, Two meetings with Owner at AlE's office plus 50% and 100% Construction
Document Review. .
3. Bidding
a. Opening of sub-contractor bids - one meeting
4. Construction - Construction Conference Meetings only. Refer to Meetings during
Construction below.
Meetings During Construction
1. Fourteen monthly construction (or Owner/Contractor) conferences
(Seven by Project Manager (PM); Fourteen by Construction Administrator (CA); one
each by engineer of each discipline)
Sitt~ Visit~ During Construction
1. PM and CA: Site visits will occur during monthly construction (or Owner)
conferences.
Eight visits at four hours ea.
Two visits at four hours ea.
Six visits at four hours ea.
Six visits at four hours ea.
2. Structural Eng.:
3. Civil Eng.:
4, Mechanical Eng.:
5. Electrical Eng.;
M~ings During Construc.tiQn Oocument Pha~ with rnn~trurtion Manager
1. Two meetings at four hours each in NE/s office (with all SC OMJM disciplines)
Cost Estim.atP-
Cost estimates to be provided by Construction Manager or separate cost estimating service
provided by Owner.
Other Mp.p.tiOg,~
Other meetings not specific:ally outlined above will be charged at SCDMJM standard
billing rates.
..-...w
SpilUs Candela OMJM
An ACHMENT NO. ] - Furniture &I Fumishinp Scope
DATE: November 29, 2001
PROPOSAL TO: City of Sunny Isles Beach
PROJECT: Sunny Isles Beach Government Center
DEFINITIONS:
City of Sunny Isles Beach, hereinafter to be called the Owner.
The furniture and furnishings associated with the New Administration Building consisting of 45,000 GSF of
office space, a Commission Chamber and Police Department hereinafter to be called the Project.
Spillis Candela & Partners Interiors, the interior designer for the project hereafter to be called Spillis Candela
OMJM Interiors.
SpilUs Candela OMJM, hereafter to be called the Owner's Architect.
BASIC SERVICES:
SpilUs Candela OMJM Interiors shall provide furniture plans, selections; specifications and color
.. coordination to the established building finishes. Spillis Candela OMIM Interiors shall coordinate Owner's
requiremenrs for lighting, telephone, power and data locations with the furniture plan and provide the
information to the Owner's Architect.
Services shall proceed according to phases outlined below and in accordance with an established schedule
for each facility:
PHASE I . SCHEMATIC DESIGN
Spillis Candela OMJM Interiors shall meet with the Owner to establish team responsibilities, methods
of approval, Project procedures and schedule requirements.
2. Spill is Candela OMJM Interiors shall consult with the Owner to confirm the overall objectives for the
new office furniture and the criteria for design quality and cost. Owner shall provide a list of
acceptable furniture manufacturers available on state contract from which Spillis Candela DMJM
Interiors can make selections. If the Owner desires an update to the previously completed inventory of
existing fumiture dated May 2000, this is an additional service and would be handled on a time basis.
It shall be completed at this time.
3. Based upon the Owner's complete Program Update; as well as the Owner's determination of existing
furnishings to be reused, Spillis Candela OMJM Interiors shall prepare and present for approval
preliminary furniture layouts illustrating workstation block plans, office layouts, and support spaces.
Spillis Candela DMJM
City of Sunny Isles Beach
November Z9, 2001
Pap 2 of 3
The Program Update would identify staff counts and workstation sizes, enclosed offices and support
spaces, open area support spaces, file and equipment requirements and adjacencies.
4. Spillis Candela OMJM Interiors shall prepare a preliminary design presentation consisting of:
a) Recommendations for furniture systemS and loose furnishings selected from state contract;
b) Concepts for color palettes and finish materials to coordinate with architects building color
scheme;
c) SpilUs Candela OMJM Interiors shall prepare a Furniture Budget.
5. Spillis Candela DMJM Interiors shall present the Schematic Design and Budget to the Owner for
review and approval.
PHASE II- CONTRACT DOCUMENTS AND BIDDING raOCESS
1. Based on the approved Schematic Design, Spill is Candela DMJM Interiors shall prepare descriptive
specifications for Owner's purchase or bid of furniture from state contract. Furniture specifications
shall be written based upon Owner's approved manufacturer and "or equal- it required.
2, SpilUs Candela OMJM Interiors shall assist the furniture representative in preparing coded floor plans
indicating locatio.,s for the installation of new furniture.
3. Owner shall prepare tront-end Bid Documents and Bid Form, prfHIualify bidders, advertise for bid,
evaluate bid proposals, and award bid to the approved furniture vendors, and suppliers; Spillis
Candela OM,M Interiors shall assist the Owner with the bid proposal evaluation.
PHASE III . ADMINISTRATION or CONTRACT OOCUMfNTS
1. Spill is Candela DMIM Interiors shall consult with the Owner and contractors to establish construction
and installation schedules.
2. During the installation phase, Spill is Candela OMlM Interiors shall attend; 1) one job site meeting with
the Contractor and Installer to coordinate procedures; 2) one job site review of initial partition layout
installations; and 3) one final punch list walk-through with the Owner and the Installer.
3. Spillis Candela OMJM Interiors shall prepare and shall i55ue punch lists to the General Contractor,
Manufacturers, and Dealel'S specifying the work to be corrected, before the Owner issues final
payments.
,
Spill is Candela DMJM
City of Sunny Isles Beach
NOveMber 29, 2001
Pase 3 013
ADDITIONAL SERVICES:
For Additional Services requested by me Owner, not within the current understanding of the Basic Services,
Spillis Candela OMJM Interiors shall be compensated on an hourly basis (OPE). Such services shall be
documented in writing by Splllis Candela OMJM Interiors prior to their commencement, such Additional
Services, while not limited to the following, shall include:
1 . Additional work resulting from changes requested and authorized by the Owner after previous work
has been approved.
2. Professional services made necessary by the default of contractors or vendors or by major defec1s in
the work of the contractors and vendors.
3. Telephone system planning.
6. Individual private office design.
7. Work in any sub-tenant areas.
8. Reproducible as-built drawings.
.. 9. Signage and graphics programs.
10. Art, oriental rugs and individual accessories selection.
1 t . Interior landscaping_
12. Furniture Inventory.