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2000-29 Authorizing an amendment to the agreements with OBM Architects, Spillis, Candela & Partners and the State of Florida Dept. of Management Services
RESOLUTION NO. 2000-29 A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF KEY BISCAYNE, FLORIDA; AUTHORIZING AN AMENDMENT TO THE AGREEMENTS WITH OBM ARCHITECTS, SPILLIS, CANDELA & PARTNERS, AND THE STATE OF FLORIDA DEPARTMENT OF MANAGEMENT SERVICES; DIRECTING THE VILLAGE MANAGER TO ISSUE A REQUEST FOR PROPOSAL FROM ARCHITECTURAL AND/OR PLANNING FIRMS WHO WISH TO ASSIST THE VILLAGE IN DEVELOPING A PROGRAM FOR THE VILLAGE CHAMBER/COMMUNITY THEATER BUILDING; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, The Village Civic Center comprises a Fire Station, Administration/Police Station with a parking garage, Community Center, Village Council Chamber/Theater Building, alignment of McIntyre Street with Galen Drive, construction of Village Green Way, and related infrastructure; and WHEREAS, the Village Council held Workshops on June 13, 2000 and July 10, 2000 to review the overall planning, placement, and financing of the Village Civic Center Project; and WHEREAS, on July 11, 2000 the Village Council adopted a Resolution which modified the Site Plan for the Village Civic Center; and WHEREAS, James A. Cummings Construction Inc., the Construction Manager for the Village Civic Center, estimates that the average cost per square ft. is $155.00; and WHEREAS, schematic plans for the Village Civic Center buildings indicate the project will contain approximately 104,042 square feet; and WHEREAS, an amendment to the agreement with OBM Architects is necessary as the plans for the Fire Station need to be modified to include administrative offices and an expanded community room which will also function as the temporary Council Chamber until permanent facilities are constructed; and WHEREAS, an amendment to the agreement with Spillis, Candela & and Partners is necessary as the current terms and conditions were based on a building containing less floor area than that which is currently being proposed and the adoption of the "Modified Village Civic Center" results in changes to the schematic plans which were presented to the Council at the June 13, 2000 workshop; and WHEREAS, an amendment to the agreement with the State of Florida Department of Management Services is necessary as the current terms and conditions were based on a Civic Center containing less floor area than that which is currently being proposed; and WHEREAS, the Village Attorney has advised that the siting of the Community Center and the Village Council Chamber/Community Theater on one site constitutes a substantial change in conditions from the original Request for Proposals and that a new process must be initiated to contract with an architectural firm to design these buildings on one site; and WHEREAS, it is necessary to retain the services of a consultant to develop a program (size, number of seats, space needs, etc.) for the Village Council Chamber/Community Theater. NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE OF KEY BISCAYNE, FLORIDA AS FOLLOWS: Section 1. That the Village Manager is authorized to enter into the attached amended agreements with OBM Architects; Spillis, Candela & and Partners Inc.; and, the State of Florida Department of Management Services. Section 2. That the Village Manager is authorized to execute each phase of the attached agreements separately, partially or completely, as deemed necessary to design and construct the Village Civic Center. Section 3. That the Village Manager is directed to cause the issuance of a Request for Proposals for consultant services to develop a program (size, number of seats, space needs, etc.) for the Village Council Chamber/Community Theater. Section 4. That upon Council's approval of a program for the Village Council/Theater Building, the Village Manager is directed to cause the issuance of a Request for Proposals for architectural services for a site that will contain a Community Center and the Village Council Chamber/Community Theater; and Section 5. That the Village Manager and Village Attorney are authorized to take any and all action necessary to implement the terms and conditions of the attached agreements. Section 6. That the attached agreements (State of Florida Department of Management Services; OBM Architects; and, Spillis, Candela & and Partners Inc.), in substantially the form attached hereto, are hereby approved and the Village Manager is authorized to execute the agreements on behalf of the Village; Section 7. This resolution shall take effect immediately upon adoption. 2 PASSED AND ADOPTED this 11th day of July , 2000. MAYOR JOE I. RASCO CONCHITA H. ALVAREZ, CMC, VILLAGE C APPROVED AS TO FORM AND LEGAL SUFFICIE RICHARD JAY WEISS, VILLAGE ATTORNEY 3 DEPARTMENT OF MANAGEMENT SERVICES 4050 Esplanade Way • Tallahassee, Florida 32399-0950 ::6 BUSH. GOVERNOR August 18, 2000 Spillis Candela & Partners 800 Douglas Entrance Coral Gables, FL 33134 RE: VKB-98069000 Village of Key Biscayne Civic Center, Community Center, Fire, Police Station & EMS Authorization No 2 SAMAS Code: N/A Gentlemen: TOM MCGURK, SECRETARY Please Reply To: Division of Building Construction 4508 Oak Fair Boulevard Suite 200 Tampa, FL 33610 Under the terms of Article 4.10 of our Agreement you are hereby authorized additional services in the lump sum amount of $15,000.00 for Schematic Re -design to the Police/Administrative Facility as requested in your proposal dated July 5, 2000. Invoice these services by attaching a copy of this Authorization to each copy of your invoice. Sin Rafael ' artin DMS ' oject Manag cc: . Kwandolyn Cherry (w/enclosures) Samuel Kissinger (w/enclosures) File (w/enclosures) File Thomas.Berley, Construction Planning and Design Manager 3054473580 SPILLIS CANDELA PTRS -590 P02 JUL 05 .".00 ; 09i1:4 , Spillis Candela DMJM 800 Douglas Entrance Coral Gables, Florida 33134 305/444 4691 Internet E Mall: scp@miami.com Owner -Architect Additional Service Authorization PROJECT : Key Biscayne Administration and Police Building DATE OF AGREEMENT : 2/1/00 MODIFICATION DATE: 7/5/00 PIC; Paul Reinarman PM; Nina Gladstone Fax 305/447 3580 r orm PROJECT NO.: 032111976 MODIFICATION NO.: 11 The services described below are not included in Basic Services and u .y stall Lc: paid for by the Owner in accordance with the Owner -Architect Agreement and as stip::tc:c! below, in addition to the compensation for Basic Services: ADMINISTRATION/ POLICE BUILDING REDESIGN New two storey scheme for administration and police building, g : Services Provided Include: 1. One Meeting with the Owner to determine revised adjac• and blocking diagrams. 2. One meeting to review the revised floor plans with Owner. 3. Revised Site Plan. 4. Revised administration and police floor plans. 5. 3 new elevations 6. Revised renderings and model 7. One presentation to Council. 1 ® Hourly as per contract terms 0 Lump 200 hrs @75.00/hr Not to exceed $15,000 • The services described above shall only be provided if authorized b, the completion and signing of this form. Please acknowledge your acceptance by signing each original docur; and retum the other original to our office. Owner's Representative 1 Y e to remain as designed. 5 and conceptual stacking he Owners Representative with provided. Retain one original Spillis Can:! & Partners, Inc. (Signature) (Signature) C.54trurC. WAS."cam 4Is1t7e illi Nina Glads! (Printed Name and Title) % (Printed Nai::- ��..� 1 zl 2 b Oa (Date) 7/5/00 (Date) Project Manager 1,11 Tit1••1 • i 3054473580 SPILL'S CANDELA PTRS 590 P03 Spillis Candela DMJM 800 Douglas Entrance Coral Gables, Florida 33134 305/444 4691 Internet E Mail: scp@mlami.com ;=ax 305/447 3580 - Owner -Architect Additional Service Authorization ;:orm PROJECT : Key Biscayne Administration and Police Building DATE OF AGREEMENT : 2/1/00 MODIFICATION DATE: 7/5/00 PIC: Paul Reinarman PM: Nina Gladstone EPM: Igor Gonzalez PROJECT NO.: 032111976 .MODIFICATION NO.: 12 The services described below are not included in Basic Services and th• : i,,1! _ paid for by the Owner in accordance with the Owner -Architect Agreement and as stipu! , _ below,,in addition to the compensation for Basic Services: .Increase to Project Scope Additional service due to increase in scope and construction cos. if Adrinistration and Police building. Increase is derived from a fee of 8.25% of total construction cost - 32,000 s.f. at $155.00/ s.f.= $ 4,960,000 Basic service original compensation = $344,250 Basic service revised compensation = $409,200 Q Hourly as per contract terms CI Lump Sum - $64,95:) The services described above shall only be provided if authorized by Owner's Representative with the completion and signing of this form. Please acknowledge your acceptance by signing each original documc.: • .:-,roviced. Retain one original and return the other original to our office. Owner's Representative Spillis Can:; ''artners, Inc. !J' (Signature) (Signature) • Wirt, Gladsto•- • Project Manager (Printed Name and Title) (Printed Nan -.f. )d Title) 7/5/00 (Date) (Date) . t `.:,:... "411214 • � -:. c • .a • • • The Village of Key Biscayne, Florida Architectural Description of the Administration and Police Building / Parking Structure The Administration and Police Building for the Village of Key Biscayne totals approximately 32,000 square feet of program area on three floors. The structured parking garage to the south of this building provides 144 cars on three parking levels, including police related program areas at the ground. The Administration and Police building is designed around a two-story landscaped and paved courtyard connecting the pedestrian circulation from the main McIntyre Street building entrance with a pedestrian garage entrance to the south. The courtyard functions both as a public gathering space and as a means to provide natural light and air to the internal facing office areas. • The first two floors of the building are full floors wrapping the open courtyard while the partial third floor extends along the McIntyre Street side of the site. The ground floor of the building is dedicated completely to the Police program. The floor level is raised five feet above grade in order to comply with the flood criteria. The second floor of the building is divided almost equally between the Police and the Village Administration spaces. The partial third floor of administration offices is set back from both the Fernwood and Village Green Way edges to visually reduce the three-story mass of the building. The architectural design of the Administration and Police Building provides that two very different building uses are presented to the Village in one very unified expression. The police areas will "read" from the outside the same as the administration areas; that of a Village -scaled office building. The windows and wall treatments will be consistent for both uses combining a palette of smooth stucco walls, framed window openings and standing seam metal roofs. These building materials are consistent with all of the proposed civic complex projects. A double -height loggia along McIntyre Street provides a graceful transition to the raised first floor as well as a civic scale addressing the Community Center to the north and the future Theater / Council Chamber building. The structured parking garage to the south will continue the same architectural design elements established by the Administration and Police Building. This will include small- scale window openings to visually screen the view of cars. Pedestrian connections will link the garage and the Village Building on the ground and second levels while the top floor of the garage includes a landscaped trellis to soften the exposed top parking deck. ;E.311/tv _ .._.., ........nne:-a ,s6;;nnn':=atm :fimnccncnn ICI „y y:� :.:,��<<il Ili► SPILLIS CANDELA ,DM Key Biscayne Administration and Police ce Building Zed No Ivr c� 1144,C; • GROUND FLOOR PLAN yes4. Ate ,4 L 'I { SPII.LIS CANDELA DMJM IX tale teNire Col Cons A Key Biscayne ' ldin Administration aid police Building A Xel Pare ' fl Prefcl 1915 .lfie ltk XCO ' 2nd FLOOR PLAN tech !/!) A_ • " " " _ . 8 ' " I " r a � . " a . r " . " " " " " " " " " " t e r . i r e { . - - r 1 1 1 f 1 1 1 ! I ! o L s : r e . o T 1 ' o L 0 0 0 0 4 . ) 0 w �� 1 O r I C " C . ` . 1 t _ 4 1 l i I C I I T i . 1 v �� 4 i 5 ' T 1 S P I L L I S C A N D E L A D M J M ' A 1 ' l o o m t o m : , . C a s h A K e y i l i s c a y n e A d m i n i s t r a t i o n a n d P o l i c e B u i l d i n g I V P M * P r o f e d M a 1 9 1 6 M . / 1 k X I . a 3 r d F L O O R P L A N . o J n . . l . " n . I SPILLIS CANDELA DMJM RV telft NW, CA* C A Key Biscayne Administration and Police Building ref iiittrot arid: Profit & Pat, .Mr /111. 1CC° NORTH ELEVATION se 1/11' , 1%C. A-4) • " " . r - 1 " " " 1 Q A A A A Q A A O A A 4 S P E L L I S C A N D E L A D M J M A D D a 9 a ! 0 h " u . r G r i n . n K e y B i s c a y n e A d m i n i s t r a t i o n a n d P o l i c e B u i l d i n g r e / A d y j n e A r i d * ^ o f d M s 1 9 7 6 l e + t 1 ( k 1 R C O " E A S T E L E V A T I O N m o t 1 , ' J 7 . " 1 ' 4 c 6 r OBM CONTRACT FOR PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES IN CONNECTION WITH THE FIRE STATION PROGRAM EXPANSION for the Village of Key Biscayne Key Biscayne, Florida Prepared for: • Mr. C. Samuel Kissinger Village Manager Village of Key Biscayne 85 West McIntyre Street Key Biscayne, FL 33149 (305) 365-5511 1 Prepard by: OBM Miami Inc. 2600 Douglas Road, Suite 510 Coral Gables, FL 33134 (305) 445-7811 Architects Project Number 98080 B July 5, 2000 CONTRACT FOR SERVICES OBM I. SCOPE OF CONTRACT OBM Miami Inc., from hereinafter shall be referred to as the Firm, proposes to design and prepare construction documents for the Village of Key Biscayne Fire Station Expansion (as submitted at the June 13, 2000 Civic Center Workshop) and modifications to the existing Fire Station construction documents (currently at 90% completion). Specifically, the additional programming consists of Fire Administrative office space and Village Council/ Community Assembly space with appropriate support facilities. The additional square footage is approximately 4,300 sq. ft. The building is to be located at Key Biscayne, Florida. The plans are to be based on a program supplied by the Owner. II. SCOPE OF SERVICES - Y A. Site Planning for immediate building area B. Owners representation with appropriate Consultants for meetings with Building Department Staff as required. C. Building Design D. Construction Documents and specifications including the following Engineering Consultants and appropriate documents: • Structural • Electrical • Plumbing • HVAC • Fire Protection E. Energy Code Calculations F. Assistance in obtaining the customary approval from the various governmental agencies having jurisdiction over the project. This does not include re -zoning, variances or special exception submissions. G. Building Department required "Permit Revisions". AP' III. SCHEDULE OF SERVICES Phase I: Schematic Design The work product of this phase consists of drawings, which define and depict the character, scale and relationship of the project components. Upon written approval by the Owner work will begin on Phase II. July S. 2000 2 OBM Miami Inc. CONTRACT FOR SERVICES OBM Phase II: Design Development The work product of this phase will define the materials and methods required to construct the project. This will provide information required for pricing and pre - construction engineering (value engineering). Upon written approval by the Owner work will begin on Phase III. Phase III. Construction Documents The work product of this phase includes detailed drawings and specifications sufficient to allow the Owner to obtain building permits and contract pricing. IV. FEE: • • We .propose a fixed fee of $57,011.50 for the scope of work described above. This fee includes all architectural services and engineering services as follows: structural; mechanical, electrical, plumbing and fire protection. V. PAYMENT OF FEE: Statements for the architectural fee will be rendered monthly according to the proportion of work completed under each phase. All statements are payable by the Owner upon receipt. Following is a breakdown of fees associated with each phase of the work: Phase I. Phase II. Phase III. Schematic Design (25%) Design Development (25%) Construction Documents (50%) $14,252.87 $14,252.88 $28,505.75 Payment: All statements are payable by the Owner upon receipt of invoice. Payments not paid more than 30 days after the date of billing invoice will be subject to interest of 1% per month or 12% per year. VI. EXTRA SEKVICES - INCREASED SCOPE: If the Firm is caused'extra work due to natural calamity, abandonment of the project, or insolvency other than the Firm's, the Firm will be compensated for the work on a time and material basis. See rate schedule attached. All other extra services requested or required and approved shall be billed on a time and material basis according to the rate schedule. July S. 2000 3 OBM Miami Inc. CONTRACT FOR SERVICES VII. SERVICES NOT INCLUDED: Additional consultants which may be required for the work but are not included in the and are not limited to the following: Civil engineering, soil mechanics, wind study analysis, landscape design, coastal engineering, traffic consultant, kitchen consultant, threshold engineering, materials testing, interior and graphic design, lighting and acoustical design. • Architectural models are not included in this contract. • As built drawings are not included in this contract. VIII. REIMBURSABLE EXPENSES The following expenses are reimbursable and will be billed at 1.1 x actual cost. Travel and accommodation expenses, long distance telephone calls, cables, facsimiles, courier services, mileage, photos, and reproduction services incurred by the Firm and their consultants. All document reproduction and reproducible are reimbursable. See Exhibit "A" for standard reimbursable rates. ; In the event services of special consultants or expenses other than those listed under "services included" are required, they shall be paid by the Owner. IX. ADDITIONAL SERVICES AVAILABLE Additional services that may' be provided by the "firm" or their consultants at the Owners request. Fees for this work will be as agreed by both parties (hourly, percentage or fixed). Additional services available are listed below but are not limited to the following: • Site Analysis • Environmental Analysis • Owners representation during pre -bid, bid and post bid Owner/Contractor meetings • Extensive on site inspections/evaluations. • Programming • Presentation materials • Promotional and marketing materials • Architectural Models and Renderings • Variance submission and representation • Existing Building Documentation • Construction Estimates July S. 2000 4 OBM Miami Inc. CONTRACT FOR SERVICES OBM • Real Estate market analysis • Historic preservation submission and representation • As built drawings X. TIME LIMITS/EXPIRATION OF CONTRACT If the services covered by this contract have not been completed within 8 months from the date that this contract is signed by both parties, through no fault of the Firm. The Firms compensation for the incomplete portion of the work shall be on a time and materials basis billed at the hourly rate of $150.00 per hour. XI. TERMINATION This agreement may be terminated upon ten (10) days written notice by either the Firm or Owner. In case of termination, the Owner is responsible only for the Firm's services to the time of termination. • XII. DEFAULT In case of failure of the Owner to make payments in full within thirty (30) days or receipt of notification from the Architect of the amounts due (including any amounts for services rendered to that date yet unbilled), OBM Miami Inc. may, at its' option, elect not to perform any services and all payments already made on the part of the Owner shall be retained by the Firm, and the Firm may, as its' option, elect to terminate this contract. Upon substantial completion of the duties to be performed at the completion of any phase, OBM Miami Inc shall be entitled to recover from the Owner the amounts and/or percentage of the total basic compensation due at that time together with all his costs and expenses, including a reasonable attorney's fee as well as interest from the time the above payments. shall have become due and payable. It is expressly understood between the parties that payment in full for each phase as described above shall be a condition precedent to the performance of further architectural services by the Firm in any succeeding phase. No provisions of thisrletter contract shall be deemed waived by any act or conduct of the Firm unless such waiver is in writing signed by the Firm. XIII. OWNERSHIP All drawings, plans and documents prepared by the Firm shall remain the Firm's property. July S, 2000 5 OBM Miami Inc. CONTRACT FOR SERVICES XIV. CREDITS The Owner shall use his best efforts to include the name of OBM Miami Inc. in advertising and brochures for the project, particularly where photographs and drawings are used. Raul A. Lastra C. Samuel Kissinger Principal Village Manager OBM Miami, Inc. Village of Key Biscayne Date Date • 411. July S. 2000 6 OBM Miami Inc. CONTRACT FOR SERVICES Exhibit 'A' HOURLY RATE SCHEDULE Principals Planning Project Manager Planner Project Coordinator Plan Production Staff Senior Architect Project Architect Architect Jr. Architect Sr. Production Manager Production Staff Clerical $200.00/hour $130.00/hour $ 90.00/hour $ 65.00/hour $75.00/hour $130.00/hour $100.00/hour $ 90:00/hour $75.00/hour $90.00/hour $75.00/hour $ 45.00/hour REIMBURSABLE EXPENSES STANDARD RATES In house blue prints In house plots In house vellums Photocopies Color Copies • Car travel Fax in/out In house binding r July S. 2000 7 $2.00/sheet $2.00/sheet $10.00/sheet $.15 per sheet $1.00/8.5"x11",2.00/11"x17" $.40 per mile $.50/fax $3.00 per item T OBM Miami Inc. 3054473580 SPILL'S cA DEIA_: PTRS • 569 P02 •JUN 30' '' 00 14:48 . Spillis Candela DMJM AR< HIM ICIR[/rN(;INrrk,Nc/M ANNIN(:/INTfkK)RS June 30, 2000 Mr. Samuel Kissinger Village of Key Biscayne 85 West McIntyre Street Key Biscayne, Florida 33149 •I Dear Sam: • Petal. /OA Hilario 1. t indrla, FAI#. kdio (ir.1hicd. Alf, Aram* Alvarr,, AIA, Guillermo 1 C.krr►ds, AIA Ik+rwld 1)wore, AIA Oran K. Newberry. y, IIDA kaoh Cruz. AlA I)rlior th S. Kim Huw.wd Mrllnn AIA Mk Iww•l Kerwin, AIA Paul Krinarn 1, t.a,iµ Stark. AV w. Ronald I Lunt, I't Craig Kenyon, AlA As a follow up to Our conversations this week, 1 am providing you with a breakdown of the additional services we are requesting. Modification # 11 of not totexceed $15,000- is based on 200 hours with an hourly rate of $ 75.00 This fee would be to revise schematic design based on a new master plan. Modification # 12 of $64,950 - is based on the difference of our original contracted amount and 8.25% of the revised estimated construction cost of $4,960,000. The building has increased considerably both in size and in construction costs since the original contract was written. Per Article 4.2 of the contract- we are entitled to additional services due to significant changes in general scope of the Project or its requirements... • Please call me if you have any questions. Sincerely, Nina Gladstone. cc: Paul Reinarman Larry Kline 000 Douglas EntranCe. (:oral Cabies. Florida 33134 TEL 305/444 4691 FAX 305/447 3so0 www.upmiamixcxm Florida 1 icu se AA 0(X1%24ts Department of Management SERVICES • -4050 Esplanade Way,.. -Tallahassee, Florida 32399-0950 • • •T 'Jeb r3ush. Governor ;February 28; 2000 -.'t •,Ivlr. Sam,.Kissinger, City 11�tanager:. ' -: • Village of Key Biscayne_ . - . = ' : • ' '85- West .McIntyre Street ' ' i •:- :Key Biscayne; Florida 33149' •- • . ) BitTldang. Construction .'Building4030, Suite 31.5; : RE: :Village.Ciyic Center Key Biscayne, Florida •1••• _ < Dear. Mr. Kissinger:' • • • • Torn McGtirk, Secretary •- • •- A "used upon the- written' itiforinat on ::that •your office, supplied to the Department ..of ' •Manage•ment •'Ser•vices; Division of,Buildirig_:Construction:and subsequent:•verbal discussions. tie • •Division of Building Construc;tidn•presented:the. villain of Key Biscayne' with 'an" Agreernent_ior . • project mar4agement services. ; • ; • - . • :` hc.. Agreement. between the Division •of:Building.Construction. and' the Village' of Key,' Biscayne •• • - • . ;was executed on August. 10. 1999. The.Division Of -Building Construction's Account Receiti.ab1e _ • - : Report- indicates that to: date the Village of Key lliscayne;has paid $6;000:. , - • • '••Based • on the • latest information .regarding scope change$ 'in the. attached -docuinents, • • • .Di• visiion's revised proposal for project management services is as follows:, • • ' Two .Hundred Si Thousand Four' Hundred Fi ' . - , ?�y . ,, � _Fifty-five' ve Dollars ($260;455.00 -for 26 months : of - -services :from Auo st 10, 1999 to Odtober, 31, 2001. , ti • • . •• . ,Any.questions regarding this'proposal please contact me at 850-487-9926. • i -;Sincerely, Hough;. , Contracts Administrator -. < t••• • , • Jud Kurlancheek cc:, -Tom Berley Deborah Whitehouse 4 • t • .ti I. 4 . • � )• • Revised Manpower Requirements • .. Staff • # Of •Hours Rate Total Task. • Director of Division:.- = • •52' Hours 122.79 $ -6,385.08 . 2 Hr./MO.-Admin.. . Fixed Capital Manager 52 Hours :•121,83 • '6,335..16 ' 2 •Hr./Mo. Admin; :: Area Manager - • 452 Hours 100:23• . 45,303:96 3 Hr:/Week: • ." . • • Project Manager , • • • - 350 Hours _72.64. • : 25;424.00 10 Hr/Wk.for. 35 Wks.' • 1,248 Hours*. - 72:64 90,654.72 • 16• Hr/Wk for.78 Wks: • Project Inspector a` . ,..;192 Hours 63.68 • • 12,226:56" 12;Hr/Mo.• For 16 Mo: -- ,' Project -Support Staff = : 452 Hours 32.73 • 14,793.96 - --4,Hr./Wk for,113 Wks. = Electrical Engineer Review , ; 62 Hours 83.35' • -5,167.70, • 10 Reviews* •.,:•MechanicalsEngineer Review' 96:.Hours •87.51' •_8',400:96: _Architect Review . ,96 Hours • 57:60 5,529.60 Plumbing Review • ;� • , 62 Hours • •-67.92 4,211.04 Review Support • .18. Hours •- • 34.26 • " • 616.68- . :•-Contracts=Administrator.= - 80 Hours -•93.14 7,451•:20- ;.Contracts Production;(CMP). -16 Hours • 80.67 1,290.72 • .:Contracts: Clenoal•' Su•ppo•rt._' • • -•Contracts Budget Support 4 TOTAL •! '• - . • 16,Hours 44:20, • 707:20 • • •-16• Hours 56.00 896.00 '',$235,394..54 • * 2 Reviews of Fire Station•.(100% CD -and GMP) • 2 • - 4 Reviews `ofAdniin: Vices` Stalio_ n .(Schematics, Design Development, S0•% CD"& •• 4 Reviews of Cominuriity.Center (Schein ' - - - CD - .•• Staff 10 Reviews*. • 10 Reviews* 10 Reviews* • • ✓ 4. Revised Travel •Requirehnen.ts • 'Title # of Trips ; Cost/Trip";. • Ralph Martinez •• Project: Manager : -56 Tom. Berley Area Manager . . • • 26 • Marty Blair - • ' • - Project-IInspector .16 H.R.,Hough • Contracts•Adniinistrator _ Deborati Whitehouse Director. . - • ' .• . Total. - • - • $220.00 $220.00 $220.00. • $500.00 ' : 4 $500.00 .Revised Totals • Manpower Requirements - Travel Requirements Total .• . . • Total --$12,320 •5,720 !3,520 1,5.00'.` 2.000 • $25,060.' $235,394.54; ' 25:060.00 $260,454.54. • • • • • • • Revised Project Scope The Division of Building Construction's understanding of the original scope was based on the April 6, ' : " 1999: Civic Center Workshop Financing Plan :(copy attached. Basic Scope was as follows: • 1' ` ^•' a; • .- • ▪ •Community Center - • Fire Station , Police/FireAdministration Engineering Legal Environmental Total, Project- • •$3,000,000 2,000,000' 2, 000, 000 1:000.000.. $8;000,000' - ' "; Ma um The Most recent information .from the Construction nager•, James A. C iinin � Inc, in.•a letter to ;i: ; -•you,�d'ted.January"24, _2000 (copy Attached) indicates•that'the Basic Scope has' been increased and .-`-,.-'-'--....:-.-V-:.- -approved by the Council Members as • follows:' :' +'�' 't =Community Cen . 2.-2;1' . • , •• • . 1 .• • .. • • , ter 2 -Story, , • • 39,000 SF •: Fire Station - : ; . 18,000 SF'• • Administration Offices .& Police Station • • •25,000 SF Site work,- Infrastructure 4 Streets: • • - Construction Contingency. • 1. : -Construction Cost -' Revised.:Project Budget • therefore the following applies: -_$6,045;000' _2,790;000 . =3-;875,00.0 1,650•,000 74o 000. .• $15,100,000 • Historical experience has shown the`Construction Budget is between 82-85% of the project budget,. • • • 1 • .. :- • Construction Budget Project Budget • ' Factor..' $15,100.000 = $18,192;771 • Budget distributed as follows: Construction Budget A/E Related Fees 'Owners Contingency . Division ofBIdg. Const. -Fee New Project Budget Old Project Budget • ' - . Increase in Budget -:83 $15,100,000 1,510,000 1,322,316 260,455 $18,192,771 $18,192,771 8.000.000- $19,192,771 •Digisioti of • Buildin •t� effe tively'1nanag p 1 e. is : �. �Zi . .•�� ,y. •�.:� _ . this. 83.00% "8.30% 7.27% 1.43% _100.00% • • • • ~• : -With the Project Budget increasing in excess 'Of. 100% over the original; the Division of Building.. • .'Construction reanalyzed .the new budget and the man-hours': required • to manage' this. project The . • g Construction's records indicate that it take• _s-.1'/z% of the project budget.for"it to. e a ro•ect�of " - CIVIC CENTER WORKSHOP _ APRIL 6,1999 --- VI. VILLAGE CIVIC CENTER FINANCING PLAN: LONG TERM 1999 CAPITAL BUDGET The 1999 Goals and Objectives required that the following Long Term Capital Budget be prepared for the following list of major projects with associated costs, funding, estimated construction schedule, and a tentative borrowing plan. Land acquisition costs are in accordance with contracts and construction costs are based on historic square foot estimates and other standard cost information available at this time. As planning proceeds for these projects estimates shall be further refined. Final costs can only be determined upon project completion. ITEMS PROJECT COST BORROWING SCHEDULE Village Green Refinancing (balance 11. Land Acquisitions: A. SunTrust Property Phase One Phase Two 1999 -gdk 2000 S 5,090,000 l` $ 5,090,000 B. 560 Crandon Boulevard Property $ 3,482,500' $ 3,225,000' $ 3,225,000' $ 3,482,500' 1999 C. County Property (East Enid Drive D. Bayfront Park $ 1,000,000© $ 1,000,000° 1999 M. Construction Projects: CONSTRUCTION BEGIN END Community Center $ x,000,000 $ 3,000,000 ( Jul 2001 Dec 2002 Fire Station S 2,000,000 $ 1,685,000 S 315,000 1 Feb 2000 Apr 2001 Police/Fire Administration 5 2,000,000 S 2,000,000 , Feb 2001 Oct 1002 Village Hall 46. 5 1,000,000 5 1,000,00Q Feb 2001 Beach Park (recreation reserve fund) S 0 Jan 2001 Oct 2002 Dec 2001 • Beach Renourishment (village thare) (Included in Annual Capital Budget) S 0 Jan 2000 May 2000 Sanitary Sewer (village share) (Included in Annual Capital Budget) S 0 Sep 1999 Mar 2001 Engineering, environmental, legal, etc. •3 1,000,000 5 1,000,000 Total Long Term Debt S21,797,500 $10,000,000 S11,797,500 Less: Current Facilities Reserve -S 3,000,000 -S 3,000,000 Total Long Term Borrowing S 18,797,500 S 10,000,000 S 8,797,500 Cumulative Long Term Borrowing S 18,797,501 ROUNDED BORROWING TOTAL 519,000,000 revised March )1. I4a 1 DACrUAL COST OESTIMATED COST 2 CIVIC CENTER WORKSHOP APRIL 6,1999 V. PROPOSED VILLAGE CIVIC CENTER MASTER PLANS A. Components of the Village Civic Center The following is a breakdown of the elements that comprise the Village Civic Center as defined in the Civic Design Charrette and in post Charrette work sessions: • Community Center: This facility is envisioned to be a 20,000 square foot multi- functional building containing an indoor gymnasium with basketball courts, racquet ball or squash courts, meeting and class rooms, a weight room, restrooms with lockers, a reception area and administrative offices. • Fire Station: This stand alone 15,710 square foot facility is being designed as a four -bay drive through apparatus room, with living and support facilities for 12 on -duty fire personnel. • Police Station and Emergency Services Facility: This facility is comprised of approximately 15,000 square feet and will house the entire police department. Fire administrative offices (2000 square feet) shall be located in this structure. • • Village Administrative Offices: This facility is envisioned to be approximately 10,000 square feet and will house the Village Manager's Office, Village Clerk's Office, the Finance and Administrative Offices, the Building, Zoning and Planning Department, and Public Works. • Village Hall: The facility will be used as Council Chambers, a Community Theater, and a public rioting room. This facility should be designed to hold at a minimum, 150 peop16. • Village Green Entrance Pavilion: This will facilitate the drop-off and pick-up at the Community a --,.......,..--,and serve to connect the Village Civic Center with the • • Village Green. 8 DIV OF BUILDING CCNSTR Fax:813-744-6290 Feb 10 '00 14:40 P.01 5.- 44 ouc3r-If _ • • • January 24, 2000 Mr. Sam Kissinger, Village Manager Village of Key Biscayne 85 West McIntyre Street Key Biscayne, Florida 33149 Faxed to: 305-365-'8936 Re: Village Civic Center Dear Mr. Kissinger, • • • In confirmation of our discussions regarding the new Civic Center project's budget and schedule at the public workshop meeting held on January 18, 2000 at the Village with the pubic, yourself, Mr.Kurlancheek, the Mayor, the Council Members, the Department of Management Services, and the three architects and for the record, please be advised 'that based on the information and directions provided during said meeting we have revised our preliminary estimates for the project. Also, based on your directions today , Tanuaiy 24, 2000, regarding the estimated sizes to be used in the calculations of the future facilities, our preliminary conceptual estimate for the • overall project as now defined and as listed below will run approximately $19,000,000.00. 1. T3uildings (a�$15 0 5.0 /s_f :Fire station__. - Admin. Offices & police Station(No Chambers) - Community Center Two Story Built Out ' • 18,000 sf 25,000 sf 39,000 sf Total Arca 82,000 sf - Subtotal Target Budget 82,000 sf x 5155.00/sf -- 2. • Building ® $300.00/s£ :Theater & Council Chambers Combined ???scats 8,000 sf $12,710,000.00 Total Area 8,000 sf Subtotal Target Budget 8,000 sfx 5300.00/sf'- S 2,400,000.00 3. Parking Garage w/ 150 cars ® 510,000.00/Parking Space 1 • DIV OF BUILDING CONSTR Fax:813-744-6290 Feb 10 '00 14=40 P.02 • -Parking Garage ' 150 spaces • • • Subtotal Target Budget 150 Spaces x S10,000.00/Space = S 1,500,000.00 4. Sitework, Infrastructure & Streets (Work Not designed or Defined) Subtotal Target Budget= 5. Construction Contingency Variance Factor 4% S 1,650,000.00 S 740,000.00 Total Preliminary Conceptual Estimate Target Budget = S19,000,000.00 Attached please find a revised schedule dated February 1; 2000 which reflects the construction of all of the new buildings. With regard to the schedule, the almost simultaneous construction of the Administrative Offices and Police Station, the Fire Station and the Conununity Center by December of 2001 is the basis for the original budget. Unless other temporary facilities are provided, the construction of the Theater/Council Chambers and the Parking Garage will start after the vacating and demolition of the existing Fire and Police facilities and, the existing Administrative and Bank facilities. Therefor, the construction time frame far the 'heater/Council Chambers is from November 2001 to October 2002 and for the Parking Garage is from November 2001 to June 2002. The Sitework, Infrastructure and Streets work should be able to be accomplished as shown after the completion of the Administrative and Police, Fire and - - Coromunity Center with the balance of the sitework required for the Theater and Parking Garage to be performed with those buildings themselves. 'lease contact us at once if you require any additional information_ very truly yours, JAMES A. CUMMINGS, I N'C. 40. Michael F. Lanciault Senior Vice president' cc: ' Ind Kurianchcck Fax to: 305-365.5556 Tom Berley Fax to: 813-744-6290 Ralph Martinez Fax to: 813-744-6290 James A.. Cummings William R. perm Raul Lastra Larry Kline Nina Gladstone Robert Currie John Monahan Fax to: 305--4-45-0997 Fax to: 305-447-3580 Fax to: 305-447-3580 Fax to: 561-243-8184 • DEPARTMENT OF MANAGEMENT SERVICES 4050 Esplanade Way • Tallahassee, Florida 32399-0950 JEB BUSH, GOVERNOR Building Construction Building 4030, Room 315 /r June 13, 2000 Mr. Samuel Kissinger, Village Manager, Village of Key Biscayne 85 West McIntyre Street Key Biscayne, Florida 33149 RE: VKB-98069000 Proposed Village Community Center, Village Fire Station, Police Station And Administrative Office Of The Village, Village of Key Biscayne, Florida DOCUMENT: AMENDMENT #1 TO CLIENT AGENCY AGRPEEMENT Dear Mr. Kissinger: TOM MCGURK, SECRETARY • Enclosed are Two (2) copies of the above referenced document for the referenced Project, which has been executed -by the Department of Management Services, for your execution. Please have signed by the appropriate persons in' your office, keep one copy, and return the remaining copy back to this office for distribution by the Department of Management Services. Sincerely, 11 7/ AZ,p-7, H.R. Hough, Contracts Administrator E -Mail: hough@dms . state . fl . us Enclosure STATE OF FLORIDA DEPARTMENT OF MANAGEMENT SERVICES BUILDING CONSTRUCTION (BC) BUILDING 4030, SUITE 315 4050 ESPLANADE WAY TALLAHASSEE, FLORIDA 32399-0950 AMENDMENT OF AGREEMENT BETWEEN CLIENT AND AGENT • BC PROJECT NUMBER: VKB-98069000 PROJECT NAME AND LOCATION: PROPOSED VILLAGE COMMUNITY CENTER, VILLAGE FIRE STATION, POLICE STATION AND ADMINISTRATIVE OFFICE OF THE VILLAGE, VILLAGE OF KEY BISCAYNE, FLORIDA CLIENT: AMEND 1 46. VILLAGE OF KEY BISCAYNE 85 WEST MCINTYRE STREET KEY BISCAYNE, FLORIDA 33149 PHONE: (305)365-5500 FAX: (305)365-8936 Jeb Bush, Governor Tom McGurk, Secretary • •••is " . ' + " A m e n d m e n t N o . 1 P r o j e c t N o . : V K B - 9 8 0 6 9 0 0 0 A M E N D M E N T T O A G R E E M E N T B E T W E E N C I : F E , N T A G E N C Y A N I S ' A G E N T S t a t e P r o j e c t N o . : V K B - 9 8 0 6 9 0 0 0 - S t a t e P r o j e c t N a m e A n d L o c a t i o n : P r o p o s e d V i l l a g e C o m m u n i t y - C e n t e r , V i l l a g e F i r e S t a t i o n , P o l i c e S t a t i o n a n d A d m i n i s t r a t i v e O f f i c e O f T h e V i l l a g e , V i l l a g e O f K e y B i s c a y n e , F l o r i d a T H I S A M E N D M E N T m a d e t h i s 8 t h d a y o f J u n e i n t h e y e a r T w o T h o u s a n d B Y A N D B E T W E E N B U I L D I N G C O N S T R U C T I O N , D E P A R T M E N T O F M A N A G E M E N T S E R V I C E S , S T A T E O F F L O R I D A , h e r e i n a f t e r c a l l e d t h e A G E N T f o r t h e O W N E R , a n d V I L L A G E O F K E Y B I S C A Y N E 8 5 W E S T M C I N T Y R E S T R E E T K E Y B I S C A Y N E , F L O R I D A 3 3 1 4 9 P H O N E : ( 3 0 5 ) 3 6 5 - 5 5 0 0 F A X : ( 3 0 5 ) 3 6 5 - 8 9 3 6 h e r e i n a f t e r c a l l e d t h e O W N E R . W I T N E S S E T H , t h a t w h e r e a s t h e O w n e r - a n d t h e A g e n t e n t e r e d i n t o A g r e e m e n t o n A u g u s t 1 0 t h 1 9 9 9 f o r i m p l e m e n t i n g t h e P r o j e c t a s d e s c r i b e d a b o v e a n d t h a t w h e r e a s t h e O w n e r a n d A g e n t n o w a g r e e t o a m e n d t h i s A g r e e m e n t t o i n c l u d e t h e a d d i t i o n o f a 1 4 5 s p a c e p a r k i n g g a r a g e t o b e d e s i g n e d b y S p i l l i s C a n d e l l a a n d A s s o c i a t e s a n d t h a t w h e r e a s t h i s i s t h e p u r p o s e o f t h i s a m e n d m e n t . ' " " N O W T H E R E F O R E , ' i n r e c o g n i t i o n o f t h e g o o d a n d v a l u a b l e c o n s i d e r a t i o n s e x c h a n g e d b e t w e e n t h e p a r t i e s , t h e O w n e r a n d t h e A g e n t h e r e b y c o v e n a n t a n d a g r e e t o a m e n d t h i s A g r e e m e n t a s f o l l o w s . G E N E R A L : T h o s e A r t i c l e s a n d E x h i b i t s n o t s p e c i f i c a l l y c h a n g e d b y t h i s A m e n d m e n t s h a l l r e m a i n i n f o r c e . Amendment No. 1 Project No. VKB-98069000 1. Article 4. BC is authorized and requested to enter into agreements with architect, engineers, contractors, etc., using BC forms and procedures, for the design, bidding and construction of the Project (the "Project Contracts"). However, BC recognizes that architectural services for the Community Center shall be provided by Robert G. Currie Partnership, pursuant to Exhibit II, which Exhibit II by reference and attachment hereto forms a part of this Agreement. Further, BC recognizes that architectural -services for the Fire Station shall be provided by Q.B.M., Miami, Inc., pursuant to Exhibit III, which Exhibit III by reference and attachment hereto forms a part of this Agreement and that whereas the Owner now wishes to include a 145 space parking garage to be designed by Spillis Candella and Associates to this Agreement. The CLIENT understands and agrees that the Project Contractswill designate BC as the AGENT for the OWNER and will contain a provision substantially as follows: The entity that will occupy, use and own the Project upon substantial completion is the Village of Key Biscayne, Florida. The funds with which the compensation of the architects, engineers, contractors, etc., will be paid are under the control of the Village of key Biscayne, Florida. Payments under this contract, as prescribed hereinabove, will be made by the Village of Key Biscayne, Florida, based on approval of each payment by BC, Department of Management Services, State of Florida. BC shall provide for CLIENT to participate in the contractor selection and contractor fee negotiation process, in a manner approved by the Village Manager of OWNER. CLIENT agrees that, upon review and approval by the Village Council, the Project Contracts shall be deemed to be the agreements of the CLIENT in view of the fact that the funds are under the control of the CLIENT and BC will not have responsibility to make payments on the Project Contracts. Each of the Project Contracts shall contain provisions requiring insurance and indemnification by the architects -engineers and contractors, which protects OWNER and BC, in a form,/approved by OWNER and BC. 1' Amendment No. 1 Project No.VKB-98069000 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first written above. CLIENT:: VILLAGE OF KEY BISCAYNE,, FLORIDA Attest: By. By Village Clerk Village Manager Reviewed and Approved for Legal Form And Sufficiency • By: Village Attorney AGENT: BUILDING CONSTRUCTION DEPARTMENT OF MANAGEMENT SERVICES, STATE OF FLORIDA As Witnessed: i 1 Approved: By .R. Hough, Contracts Administrator Approved As To Form And Legality: By: Office of General SLounsel, Department of anagement Services, State of Florida