HomeMy WebLinkAboutSummary FormAGENDA ITEM SUMMARY FORM
FILE ID: 42 6V39 hh'
Date: 09/06/2012 "l�e�S
Commission Meeting Date: 09/27/2012
Requesting Department: Public Facilities
District Impacted: 2
Type: X Resolution ❑ Ordinance ❑ Emergency Ordinance ❑ Discussion Item
❑ Other
Law Department
Matter ID No.
#12-754
Subject: Execution of a Letter Agreement to prepare and finalize a specifications criteria package ("Phase I") and
furnishing, installation and testing ("Phase II") for the replacement of the fire detection and alarm system and
associated work at the James L. Knight Convention Center.
Purpose of Item:
A Resolution of the Miami City Commission, by a four -fifths (4/5ths) affirmative vote, after an advertised public
hearing, ratifying, confirming, and approving the City Manager's recommendation and written findings, pursuant to
section 18-85 of the Code of the City of Miami, Florida, as amended, waiving the requirements for competitive
sealed bidding as being neither practicable nor advantageous to the City of Miami for the fire detection and alarm
system for the Hyatt Hotel and James L. Knight Convention Center ("Knight Center") located at 400 Southeast 2nd
Avenue, Miami, Florida; authorizing the City Manager to execute a letter agreement, in substantially the attached
form, by and between the City of Miami ("City") and Hyatt Equities, LLC ("Hyatt"), to provide authorization for
Hyatt to prepare and finalize a specifications criteria package ("Phase I") and furnishing, installation, and testing
("Phase II") for the replacement of the fire detection and alarm system and associated equipment that supports the
Hyatt Hotel and the Knight Center, with a total project cost estimate of $778,306 to be paid based on a percentage
use of the system; consisting of a project cost estimate of $32,475 for Phase I, the Hyatt will pay for 69.325% of use,
or $22,513, and the City will pay for 30.675% of use, or $9,962; and a construction cost estimate of $605,310, plus a
10% construction contingency reserve of $60,531, in addition to post design and inspection services cost of $79,990,
for a total for Phase II project construction cost of $745,831, the Hyatt will pay for 69.325% of use, or $517,047, and
the City will pay for 30.675% of use, or $228,783, for a total Phase I and Phase II cost of the City's share not to
exceed $238,745 further authorizing the City Manager to undertake all requirements in order for the City to comply
with the United States Internal Revenue Code of 1986, as amended, subject to approving opinion of Bond Counsel
and consultation with the City Attorney; allocating funds for the City's contribution from CIP Project B-70414; with
terms and conditions as more particularly set forth in said letter agreement.
See attached.
Background Information:
Budget Impact Analysis
NO Is this item related to revenue?
YES Is this item an expenditure? If so, please identify funding source below.
General Account No:
Special Revenue Account No:
CIP Project No: B-70414 w.9 cvr c 'um (7
NO Is this item funded by Homeland Defense/Neighborhood Improvement Bonds?
Start Up Capital Cost:
Maintenance Cost:
Total Fiscal Impact:
Grants
Purchasin
Chief
Not to exceed $238,745
Final Approvals
(SIGN AND DATE)
Budget
Risk Ma ageme
Dept. Director
City Manager
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Subject: Execution of a Letter Agreement to prepare and finalize a specifications criteria package ("Phase I") and
furnishing, installation and testing ("Phase II") for the replacement of the fire detection and alarm system and
associated work at the James L. Knight Convention Center.
The subject equipment is currently thirty (30) years old and has reached its useful life expectancy. Pursuant to Sections
7.3 and 7.4 of the Lease Agreement between Miami Center Associates and the City dated September 13, 1979 (as
assumed by Hyatt on June 26, 1997), the City is obligated to provide a working fire alarm system and related
equipment for the Miami Hyatt Regency and the Miami Convention Center to remain operational.
The Hyatt has agreed to replace the aging fire alarm system that supports the Hotel and the James L. Knight
Convention Center, in accordance with the following terms and conditions:
(a) The City hereby authorizes Hyatt to immediately proceed with the Fire Alarm Project in accordance with the
Fire Alarm Proposal.
(b) The Hyatt has contracted with RJA, Inc. to prepare and finalize a specifications criteria package ("Phase I") as
well as post design and inspection services. Additionally, the Hyatt has contracted with SimplexGrinnell for furnishing,
installation, and testing ("Phase II") for the replacement of the fire detection and alarm system and associated
equipment that supports the Hyatt Hotel and the Knight Center. The total project cost of $778,306 will be paid based on
a percentage of use of the system. For the project cost estimate of $32,475 for Phase I, the Hyatt will pay for 69.325%
of use, or $22,513, and the City will pay for 30.675% of use, or $9,962. Phase II includes a construction cost estimate
of $605,310, plus a 10% construction contingency reserve of $60,531, in addition to post design and inspection services
cost of $79,990, for a total for Phase II project construction cost of $745,831. The Hyatt will pay for 69.325% of use, or
$517,047, and the City will pay for 30.675%, or $228,783, for a total Phase I and Phase II cost of the City's share not to
exceed $238,745.
(c) City Approvals. The City Manager hereby acknowledges its approval of the Fire Alarm Project, the estimated
costs related thereto, and the sharing of the respective costs between Hyatt and the City as set forth herein.
The Department of Capital Improvement Programs has evaluated the RJA, Inc. and SimplexGrinnell proposals and has
agreed that the proposed scope of work and cost estimates for each are reasonable and it is in the City's best interest for
Hyatt's contractors to proceed accordingly. Additionally, CIP will assign a Project Manager to oversee the project
design and construction through completion.
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