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HomeMy Public PortalAbout2000-29 Resolution Authorizing amendments with OBM Architedts; Spillis, Candela and Partners IncRESOLUTION 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 1 lth day of July , 2000. MAYOR JOE I. RASCO CONCHITA H. ALVAREZ, CMC, VILLAGE CL APPROVED AS TO FORM AND LEGAL SUFFICIE r RICHARD JAY WEISS, VILLAGE ATTORNEY 3 Department of Management SERVICES 4050 Esplanade Way,. Tallahassee, Florida 32399-0950 . 'Jeb Bush. Governor Building Construction Building 4030, Suite 315, February 28, 2000 • Mr. Sam 'Kissinger, City Manager' Village of Key Biscayne_ '85- West McIntyre Street ' 'Key Biscayne, Florida 33149` •_ • .Village Civic Center Key Biscayne, Florida Tom McGurk, Secretary Dear Mr. Kissinger: • 'Based upon the' original_ written inforTnat}on that your office• supplied to the Department -.of '-,'Management Services;- Division of•Buildiri _:Construction•and subsequent, verbal_discussions,,the , '-Division of Building-ConstrUcti& pzesznted-the Village.of Key Biscayne' with an Agreement for project management services. - - the Agreement between the Division of.Building Construction and the Village ofKey Biscayne" • • •was executed on'August 10, 1599. The Division of Building Construction's Account Receivable . `:',R.dp.ort- indicates that to date the Village of Key"Biseayne;has paid $6,000. Based on the latest information regarding scope changes 'in the attached docuinents, The: Division's revised proposal for project management services is as follows`., :Two Hundred Sixty Thousand FourHundred Fifty-five Dollars ($260,455.00) for 26 months.of2 • serviees:from August 10, 1999 to Odtober,31, 2001. Anyquestions regarding this 'proposal please contact me at 850-487-9926. Bough, , Contracts Administrator HRH/la cc:, Tom Berley Deborah Whitehouse Jud Kurlancheek Revised Manpower Requirements Staff Director of Division Fixed Capital Manager , Area' Manager • • Project Manager Project Inspector Project Support Staff Electrical Engineer Review Mechanical Engineer Review: Architect Review - -Plumbing Review Review Support . Contracts Administrator, Contracts Production, (tMP) Contracts" Clerical' Support Contracts Budget Supportt TOTAL' # Of Hours Rate 52• Hours 122.79 52 Hours ,121,83 452 Hours 100:23 350 Hours 72.64 1,248 Hours 72:64 192 Hours 63.68 - 452 Hours 32.73 62 Hours 83.35 96 Hours '87.51' :96 Hours 57.60 :62 Hours 67.92 18 Hours 34.26 80 Hours 93.14 16 Hours 80.67 16,Hours 44:20 • '16 Hours 56.00 Total $ '6,385.08 6,335.16 45,303.96 25;424.00 90,654.72 12,226:56 14,793.96 5,167.70 8,400:96- 5,529.60 4,211;04 616.68- 7,451-.20 • 1,290.72 707.20 896.00 $235,394.54 Task 2 Hr./MO. Admin. 2 'Hr./Mo. Admin, 3 Hr./Week , 10 Hr/Wk.for 35 Wks. 16, Hr/Wk for 78 Wks: 12_Hr/Mo.For 16 Mo: 4,Hr./Wk for 113 Wks 10 Reviews* 10 Reviews* 10 Reviews* 10 Reviews* * 2 Reviews af Fire Station ,(100% CD and GMP) 4 Reviews `ofridniin. Vices`& Police Station (Schematics', Design Development, 50% CD & GMP. 4 Reviews of Community Center (Schematics, Design Development, 50% CD & GMP). -Staff Ralph Martinez Tom Berley Marty Blair H.R. Hough Deborah Whitehouse Total Revised Travel Requirements l . . 'Title •: # of Trips Cost/Trip Total 416 Project Manager Area Manager Project. Inspector Contracts Administrator Director 56 $220.00 $12,320 "26 $220.00 •5,720 16 • $220.00 3,520 3 " $500.00 , 1,500' ' 4 $500.00 2.000 $25,060 Revised Totals Manpower Requirements Travel Requirements Total $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, ' -1999Civic Center Workshop Financing Plan (copy attached). Basic Scope was as follows: • .Community Center - • Fire Station .• Police/Fire Administration • Engineering Legal Environmental Total Project $3,000„000 2,000,000` 2,000,000 1.000.000 $8,000,000.' most recent information from the Constriction Manager, James A. CummingsTuc., in.a letter to }rou, dated January`24, 2000 (copy Attached) indicates, that the Basic Scope has' been increased and, ;approved by the Council Members as follows: ; • Community- Center'2-Story, 39,000 SF • .16,045;060: ' • Fire Station , : ' . 18,000 SF 2,790;000 . • Administration Offices'& Police Station 25,000 SF 3,87.5,000 - • Site work, Infrastructure $=Streets - ,1,650,000 _ • Construction Contingency _ , 740,000 $15,100,000 Construction Cost - Revised Project Budget Historical experience has shown the` Construction Budget is between 82-85% of the project budget, • therefore the following applies: 7 ' " ti Construction Budget =' Project Budget Factor $15,100,000 :83 $18,192,771 Budget distributed as follows: Construction Budget $15,100,000 83.00% A/E Related Fees 1,510,000 8.30% Owners Contingency 1,322,316 7.27% Division of » Bldg. Const. Fee 260.455 1.43% $18,192,771 _100.00% New Project Budget $18,192,771 Old Project Budget 8.000.000 .' Increase in Budget $10,192,771 -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: ' .Division of Building Construction's records indicate that it takes 1'/2% of the project budget"for it to effectively manage a project 'of this size. 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 I. Village Green Refinancing (balance) f PROJECT COST BORROWING SCHEDULE TIME LINE Phase One Phase Two 1999 9' 2000 S 5,090,000 \1\ $ 5,090,000 1 • II. Land Acquisitions: ACQUISITION A. SunTrust Property $ 3,482,500° $ 3,482,500° 2001 13. 560 Crandon Boulevard Property C. County Property (East Enid Drive) D. Bayfront Park $ 3,225,000° $ 1 $ 1,000,000° $ 3,225,000° 1999 $ 1,000,000° 1999 III. Construction Projects: CONSTRUCTION BEGIN I END Community Center $ x,000,000 n $ 3,000,000 ( Ju12001 ( Dec 2002 Fire Station $ 2,000,000 $ 1,685,000 $ 315,000 1 Feb 2000 Apr 2001 Police/Fire Administration S 2,000,000 S 2,000,000 I Feb 2001 Oct 2002 Village Hall $ 1,000,000 $ 1,000,001 Feb 2001 Oct 2002 Beach Park (recreation reserve fund) Beach Renourishment (village Share) (Included in Annual Capital Budget) Sanitary Sewer (village share) (Included in Annual Capital Budget) s 0 s 0 S 0 Jan 2001 .Jan 2000 Dec 2001 May 2000 Sep 1999 Mar 2001 Engineering, environmental, legal, etc. $ 1,000,000 $ 1,000,000 Total Long Term Debt 321,797,500 S10,000,000 S11,797,500 Less: Current Facilities Reserve -S 3,000,000 Total Long Term Borrowing S18,797,500 S 10,000,000 Cumulative Long Term Borrowing -S 3,000,000 S 8,797,500 S18,797,501 ROUNDED BORROWING TOTAL 1 519,000,000 cDACTUAL COST OEST1MATED COST 1 1 revised .larch 31 1 .1 a• 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 meeting room. This facility should be designed to hold at a minimum,150 pe la. • Village Green Entrance Pavilion: This will facilitate the drop-off and pick-up at the Community Cf- and serve to connect the Village Civic Center with the • • Village Green. 8 . ; ll1V UF' BUILDING CONSTR Fax:813-744-6290 Feb 10 '00 14:40 P.01 out 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 , January 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. Buildings ©5155.00/sf =F` ire Station--- .- - • 18,000 sf -Admin. Offices & Police Station(No Chambers) 25,000 sf -Community Center Two Story Built Out 39,000 sf Total Area 82,000 sf - Subtotal Target Budget 82,000 sf x S 155.00/sf = $12,710,000.00 2. . Building @ $300.00/sf -Theater & Council Chambers Combined ???seats 8,000 sf Total Area 8,000 sf Subtotal Target Budget 8,000 sf x $300.00/sf'- S 2,400,000.00 3. Parking Garage w/ 150 cars ® $10,000.00/Parking Space 1 uiv ur •bu1LU1N6 CNSTR Fax: $13-744-6290 Feb 10 '00 14:40 P.02 -Parking Garage ' 150 spaces • Subtotal Target Budget 150 Spaces x S10,000.00ISpace = 4. Sitework, Infrastructure & Streets (Work Not designed or Defined) r � Subtotal Target Budget= S 1,650,000.00 5. Construction Contingency Variance Factor 4% S 1,500,000.00 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 Community 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 for the Theater/Council Chambers is from November 2001 to October 2002 and for the Parking Garage is from November 2001 to Tune 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 Community Center with the balance of the sitework required for the Theater and Parking Garage to be performed with those buildings themselves. Please contact us at once if you require any additional information_ Very truly yours, JAMES A. CUMMIsNGS, INC. Michael F. Lanciault Senior Vice president' cc: 1' Jud Kurlanchsck Fax to: 30;-36S-5556 'torn Berley Fax to: 813-744-6290 Ralph Martinez Fax to: 813-744-6290 James A. Cummings William R Dearer Raul Lastra Larry l'linc Nina Gladstone Robert Currie John Monahan Fax to: 305-44S-097 Fax to: 305-447-3580 Fax to; 305-447-3580 Fax to: S6I-243-8184 DEPARTMENT OF MANAGEMENT SERVICES 4050 Esplanade Way • Tallahassee, Florida 32399-0950 EB BUSH, GOVERNOR TOM MCGURK, SECRETARY Building Construction Building 4030, Room 315 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 AGRIEEMENT Dear Mr. Kissinger: 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, /44-7-k- H.R. Hough, Contracts Administrator E -Mail: hough@dms . state . f 1 . us Enclosure • Recycled raper 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 IiPSCAYNE, FLORIDA CLIENT: 1• AMEND 1 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 Amendment No. 1 Project No.: VKB-98069000 AMENDMENT TO AGREEMENT BETWEEN CLIENT AGENCY AND`AGENT State Project No.: VKB-98069000 - State Project Name And Location: Proposed Village Community -Center, Village Fire Station, Police Station and Administrative Office Of The Village , Village Of Key Biscayne, Florida THIS AMENDMENT made this 8th day of June in the year Two Thousand BY AND BETWEEN BUILDING CONSTRUCTION, DEPARTMENT OF MANAGEMENT SERVICES, STATE OF FLORIDA, hereinafter called the AGENT for the OWNER, and VILLAGE OF KEY BISCAYNE 85 WEST MCINTYRE STREET KEY BISCAYNE, FLORIDA 33149 PHONE: (305) 365-5500 FAX: (305) 365-8936 hereinafter called the OWNER. WITNESSETH, that whereas the Owner- and the Agent entered into Agreement on August 10th 1999 for implementing the Project as described above and that whereas the Owner and Agent now agree to amend this Agreement to include the addition of a 145 space parking garage to be designed by Spillis Candella and Associates and that whereas this is the_ purpose of this amendment. ' • : NOW THEREFORE,' in recognition of the good and valuable considerations exchanged between the parties, the Owner and the Agent hereby covenant and agree to amend this Agreement as follows. GENERAL: Those Articles and Exhibits not specifically changed by this Amendment shall remain in force. 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. 2 t 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: Approved: By .R. Hough, Contracts Administrator Approved As To Form And Legality: By: Office of General ounsel, Department of anagement Services, State of Florida 3