TITLE
RESOLUTION APPROVING AWARD OF A PROFESSIONAL SERVICES AGREEMENT TO ARQUITECTONICA INTERNATIONAL CORPORATION FOR ARCHITECTURAL, ENGINEERING, AND SPECIALTY CONSULTING SERVICES FOR PROJECT NO. A14-CUA-01 � COCONUT GROVE PLAYHOUSE IN AN AMOUNT NOT TO EXCEED $2,398,680.00 OVER A FOUR YEAR TERM WITH TWO ONE-YEAR OPTIONS TO RENEW AND FUNDED USING BUILDING BETTER COMMUNITIES GENERAL OBLIGATION BOND FUNDS; AND AUTHORIZING THE COUNTY MAYOR OR COUNTY MAYOR�S DESIGNEE TO EXECUTE THE AGREEMENT AND TO EXERCISE THE PROVISIONS CONTAINED THEREIN

BODY

WHEREAS, this Board desires to accomplish the purposes outlined in the accompanying memorandum a copy of which is incorporated herein by reference,
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that this Board hereby
approves the award of the Professional Services Agreement to Arquitectonica International Corporation for Architectural, Engineering, and Specialty Consulting Services for Project No. A14-CUA-01 � Coconut Grove Playhouse, in an amount not to exceed $2,398,680.00 for a total contract term of four years with two one-year options to renew in substantially the form attached hereto and made a part hereof and funded using Building Better Communities General Obligation Bond funds, and authorizes the County Mayor or County Mayor�s designee to execute the agreement and to exercise the provisions contained therein.

Date:

To: Honorable Chairman Jean Monestime
and Members, Board of County Commissioners

From: Carlos A. Gimenez
Mayor

Subject: Award of a Professional Service Agreement to Provide Architectural, Engineering and
Specialty Consultant Services for the Coconut Grove Playhouse Project No. A14-CUA-

STAFF RECOMMENDATION
Recommendation

It is recommended that the Board of County Commissioners (Board) approve the attached resolution awarding a Professional Service Agreement (PSA) with a total compensation amount not to exceed $2,398,680.00 and a total contract term of four (4) years with two (2) additional (1) one-year options to extend to provide architectural, engineering, and specialty consultant services for Project No. A14-CUA-01 � Coconut Grove Playhouse to Arquitectonica International Corporation. This recommendation for award has been prepared by the Department of Cultural Affairs (CUA).

Scope

PROJECT NAME: Coconut Grove Playhouse

PROJECT NO: A14-CUA-01 GOB

CONTRACT NO: A14-CUA-01

PROJECT DESCRIPTION: The Basic Services scope of work includes architectural, engineering, and specialty consultant services to re-establish great regional theater at the Coconut Grove Playhouse property. The work shall include, but not be limited to:

> Reviewing documentation establishing the property�s municipal historic designation by the City of Miami Historic and Environmental Preservation Board (HEPB) via Resolution No. HEPB-2005-60 dated October 5, 2005;
> Reviewing the results of previous efforts to re-imagine the possibilities for the site (design charrette conducted by the University of Miami School of Architecture�s Center for Urban and Community Design and a building program developed by Fisher Dachs Associates, both completed in 2008) and developing a building program delineating spaces and sizes;
> Providing a master plan which may include both immediate and future development based on the existing property�s historic designation, programming goals for the facility, and the available funding. The components envisioned for the site include a state of the art theater (target capacity: 300-600 seats), including all required front-of-house and back-of-house spaces necessary for the successful operation of the theater, parking, and future compatible development that may address the need for additional parking, a second theater (target capacity 600-900 seats) and complementary site amenities such as retail, restaurants, etc.;
> Providing proposed development with features, scale and ambiance that is consistent with the location and context of the site and that meets all required municipal reviews, including the City of Miami�s Historic and Environmental Preservation Board;
> Providing design and construction documents and construction administration services for addressing the existing Coconut Grove Playhouse building and site in creating a state of the art theater (target capacity: 300-600 seats), including all required front-of-house and back-of-house spaces, parking, and site improvements necessary for the successful operation of the theater; and
> Collaborating with the following parties, under the CUA�s direction:
o GableStage, the not-for-profit organization that will manage and operate the facility;
o Florida International University (FIU), who will partner with GableStage to provide public opportunities involving students, faculty and the university community;
o City of Miami Department of Off-Street Parking (Miami Parking Authority (MPA)) in developing a possible parking structure; and
o Other project and community stakeholders.

The selected consultant team must provide: program verification; site/master planning services; quality architectural design integrating historic preservation requirements with theater, acoustical and sound and communications components; detailed line item cost estimates; construction documents and specifications; bidding and award services; construction administration services including cost estimating and schedule analysis services; and representatives to participate in community meetings to inform the public of the project�s progress.

Additional Services for the Project, which shall be performed by the Consultant if deemed feasible, if and when funding becomes available, and if and only when authorized by separate Service Order(s), shall include, but not be limited to:

> Providing design and construction documents and construction administration services for a parking garage to be developed by the MPA; and/or,
> Providing design and construction documents and construction administration services for a second, larger theater (target capacity: 600-900 seats).


PROJECT LOCATION: 3500 Main Highway, Miami, FL 33133

PRIMARY COMMISSION DISTRICT: District 7

APPROVAL PATH: Board of County Commissioners

USING DEPARTMENT: CUA

MANAGING DEPARTMENT: CUA

Fiscal Impact / Funding Source

FUNDING SOURCE: Convention Development Tax Series 2005B

PTP FUNDING: No

GOB FUNDING: Yes; Project No: 299

ARRA FUNDING: No

CAPITAL BUDGET PROJECT NO. - DESCRIPTION:
921070 � COCONUT GROVE PLAYHOUSE
Funding Year: Adopted Capital Budget Book for FY 2014-15, Page:181, Volume # 2; Prior Years� Funds CAPITAL BUDGET PROJECT TOTAL: � $2,398,680.00

OPERATIONS AND MAINTENANCE IMPACT/FUNDING:
The improvements recommended and implemented as part of this architectural work will make it possible to re-open the Coconut Grove Playhouse property, establishing great regional theater for all Miami-Dade County residents and visitors. Responsibility for the maintenance and operational costs of the 300-600 seat theater have been negotiated with GableStage, a non-profit organization that will manage and operate the facility, and are being presented to the Board in a proposed Management and Operating Agreement between the County and GableStage. Operating and maintenance of other possible project components (i.e., a parking garage and/or a second, 600-900 seat theater) will be required to be covered completely by the outside developers of these projects and will be negotiated in subsequent agreements that will be presented to the Board for review and approval.

PROJECT TECHNICAL CERTIFICATION REQUIREMENTS:
Type Code Description
Prime 14.00 Architecture
Prime 18.00 Architectural Construction Management
Other 3.01 Site Development and Parking Lot Design
Other 3.04 Traffic Engineering Studies
Other 11.00 General Structural Engineering
Other 12.00 General Mechanical Engineering
Other 13.00 General Electrical Engineering
Other 16.00 General Civil Engineering
Other 17.00 Engineering Construction Management
Other 20.00 Landscape Architecture
Other 22.00 A.D.A. Title II

ENROLLED VENDORS NOTIFIED: 2258

PROPOSALS RECEIVED: 9

SUSTAINABLE BUILDINGS PROGRAM: Yes

TOTAL CONTRACT PERIOD: 1,460 days
(Excluding Warranty Administration Period)
The original term is for 4 years (1,460 days) with (2) 1-year options to extend. Options to extend are based solely on the approval of the Mayor or Mayor�s designee

CONTINGENCY PERIOD: 146 days
The cumulative total of all Contingency Allowance time extensions shall not exceed ten percent (10%) of the original PSA duration rounded off to the next whole number.

IG FEE INCLUDED IN BASE CONTRACT: Yes

ART IN PUBLIC PLACES: Yes

BASE ESTIMATE: $1,950,000.00

BASE CONTRACT AMOUNT: $1,998,800.00

CONTINGENCY ALLOWANCE (SECTION 2-8.1 MIAMI DADE COUNTY CODE):
Type Percent Amount
PSA 10% $199,880.00

REIMBURSABLE SERVICES: $200,000.00

TOTAL AMOUNT: $2,398,680.00

Track Record / Monitor

PERFORMANCE RECORD: Evaluations in the Capital Improvements Information System (CIIS) for the Prime Consultant firm and sub-consultant firms appear in the system with the following evaluations out of a possible 4.0 points:
Arquitectonica International Corp. 3.2
Fraga Engineers 3.7
Kimley-Horn and Associates 3.6

EXPLANATION: The Notice to Professional Consultants (NTPC) was issued on April 24, 2014 and proposals from nine firms were received on June 6, 2014. The Selection Committee met on August 26, 2014 to rank the submittals and recommended to negotiate with the top-ranked firm. The Negotiation Committee met three times with the top-ranked firm, Arquitectonica International Corporation (Consultant), on October 27, November 13, and December 3, 2014. As a result of the negotiation meetings, the Consultant reduced their cost proposal from a maximum cost of $2,762,549.00 to $1,998,800.00 for the basic services fee (not including contingency and reimbursable expenses). The final negotiated cost is slightly higher than the estimated cost of the work ($1,950,000.00) but deemed by the Negotiation Committee to be reasonable based on unknown elements of the project such as the structural integrity of the existing structure and the level of effort necessary to address the existing conditions. The Negotiation Committee recommended awarding the PSA to the Consultant on December 3, 2014.

PRIME CONSULTANT: Arquitectonica International Corporation

COMPANY PRINCIPALS: Laurinda H. Spear and Bernardo Fort-Brescia

COMPANY QUALIFIER: Bernardo Fort-Brescia

COMPANY EMAIL ADDRESS: [email protected]

COMPANY ADDRESS: 2900 Oak Avenue, Miami, FL 33133

YEARS IN BUSINESS AT TIME OF AWARD: 37 (Established 1977)



PREVIOUS EXPERIENCE WITH COUNTY IN THE LAST FIVE YEARS
AT TIME OF AWARD: According to information provided by the Internal Services Department Division of Small Business Development, the Prime Consultant has not been awarded any contracts in the last five years.

SUBCONSULTANTS: Kimley-Horn (General Civil Engineering, Site Development and Parking Lot Design, and Traffic Engineering Studies);
Arquitectonica GEO (Landscape Architecture);
Martinez Engineering Group (General Structural Engineering and Threshold Inspection Services);
Fraga Engineers, LLC (MEPF Engineers);
Fisher Dachs Associates (Theater Consultants);
Talaske (Acoustics, Sound and Communications);
Venue (Cost Estimator);
Wagner Hohns Inglis, Inc. (Schedule Consultant);
Paramount Consulting & Engineering (Envelope Consultant);
Tom Graboski Associates (Signage and Wayfinding Consultant);
Security Innovative Solutions (Security Consultants);
Spinnaker Group, Inc. (LEED Consultants);
Jorge L. Hernandez, Architect (Historic Preservation Architect)

MINIMUM QUALIFICATIONS EXCEED LEGAL REQUIREMENTS: Yes

1) The prime consultant must have the following program-specific essential qualifications:
a) A minimum of three (3) years relevant experience in performing comprehensive site/master planning services for cultural facilities;
b) Experience in designing (including the production of construction documents) a cultural and/or arts facility (theater, performing arts venue, cultural arts center, etc.) as new construction or major renovation with a minimum $5 million construction value;
c) Experience successfully providing design solutions that maximize the use of new and/or existing spaces based on programmatic goals and limited capital resources.

Team members shall meet or exceed the above program-specific essential qualifications and provide a minimum of three (3) client references of comparable contracts, ongoing or completed, demonstrating that the team members meet the qualifications as stipulated above. The following must be included for each client reference:
i) Client;
ii) Description of each firm�s work on the project, including the firm�s total compensation for the contracted services;
iii) Client�s contact person, phone number, and email address; and
iv) Details to support whether each team member�s particular expertise relevant to the solicitation was gained while employed by the respondent firm or as a member of another firm/team.

2) The prime or a sub-consultant must have the following program specific essential qualifications:
a) A minimum of five (5) years historic preservation experience, including rehabilitation, additions and adaptive re-use of historic properties with a minimum $3 million construction value.

3) The prime consultant must identify the following individuals on their team:
a) Senior Architect - Must be a State of Florida licensed architect with a minimum of five (5) years� experience in projects of similar size and scope.
b) Project Manager - Must have a Bachelor's degree in Architecture and a minimum two (2) years� experience in projects of similar size and scope; and
c) Construction Manager � Must have a Bachelor�s degree in Architecture, Engineering, or Construction Management and a minimum two (2) years� experience in managing construction projects of similar size and scope.

4) The prime consultant must identify the following Specialty Consultants, who must demonstrate a minimum of five (5) years of experience in the design and specification of the specialty systems/equipment:
a) Theater Consultant;
b) Acoustical Consultant;
c) Sound and Communications Consultant;
d) Cost Estimator;
e) Schedule Consultant;
f) Interior Designer;
g) Envelope Consultant;
h) Parking and Traffic Consultant;
i) Signage and Way-Finding Consultant;
j) Security Consultant;
k) LEED Consultant;
l) Any other specialty consultant deemed necessary by the Prime to successfully complete the project.

The specialty consultant expertise noted above must be met by a qualified individual(s) of the prime and/or sub-consultant(s) firm. The experience must be demonstrated by direct or substantial involvement of the individual(s). The prime or sub-consultant shall provide detailed resume(s) of the individual(s) that fulfills the specialty consultant requirement, and provide sample projects that the individual(s) has worked on and in what capacity.

The determination of the individual's qualifications and compliance with the above experience and qualifications shall be at the sole discretion of the County.


REVIEW COMMITTEE ASSIGNED CONTRACT MEASURES:
Type Goal Estimated Value
CBE 20% $399,760.00

MANDATORY CLEARING HOUSE: No


CONTRACT MANAGER: Name Phone Email
Carolina Alfonso 305.375.3671 [email protected]

PROJECT MANAGER: Name Phone Email
Carolina Alfonso 305.375.3671 [email protected]

Background

On January 15, 2014, Miami-Dade County (County) and Florida International University (FIU) entered (as co-lessees) into a fifty-year lease with the State of Florida (State) for the Coconut Grove Playhouse property. The lease incorporates the business plan submitted by the County and FIU to the State to develop a regional theater at the property and to designate GableStage as the entity responsible for operating and programming the theater. The Business Plan has been approved by:
a. FIU�s Board of Trustees on June 12, 2013;
b. Board of Trustees of the Internal Improvement Trust Fund of the State of Florida (the Florida Cabinet) on August 20, 2013; and
c. Board of County Commissioners (Board) on October 1, 2013 via Resolution No. R-797-13.
The Department of Cultural Affairs will manage the design and construction of improvements and will coordinate the work with the various stakeholders.
BUDGET APPROVAL FUNDS AVAILABLE:

OMB DIRECTOR DATE


APPROVED AS TO LEGAL SUFFICIENCY:

COUNTY ATTORNEY DATE




SENIOR ADVISOR DATE
OFFICE OF THE MAYOR




CLERK DATE