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Submittal-Olympia Center Supplemental Info
12-003103 609,1riitrlt 1Dtripiu Center 5upplemer ►I inks 12- 00201 OLYMPIA CENTER, INC. MANAGEMENT AGREEMENT FOR THE OLYMPIA BUILDING SUPPLEMENTAL INFORMATION Meeting of the City of Miami Commission Thursday, September 1:3, 2012 Submitted into the public record in connection with items RE.18 and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk TABLE OF CONTENTS 1. OLYMPIA CENTER, INC. BUSINESS MODEL 2. OLYMPIA THEATER AT GUSMAN CENTER MINIMUM OPERATING BUDGET 3. LEAGUE OF HISTORIC AMERICAN THEATERS OPERATING AND CAPITAL ANALYSIS 4. EXCERPT SLIDES FROM THE NORTH GROUP REPORT 5. OLYMPIA BUILDING CAPITAL IMPROVEMENTS BUDGET & R.J. HEISENBOTTLE ARCHITECTS, P.A. CAPITAL ASSESSMENT REPORT (APRIL 30, 2012) 6. OLYMPIA BUILDING EMERGENCY CAPITAL REPAIRS PHOTO DOCUMENTATION AND ESTIMATED BUDGET (FEBRUARY 2011) 7. OLYMPIA THEATER AT THE GUSMAN CENTER 2011- 2012 ANNUAL PLAN & 2012 YTD OPERATIONAL HIGHLIGHTS 8. OLYMPIA CENTER, INC. FINANCIAL STATEMENTS AND ACCOUNTANTS' COMPILATION REPORT, JUNE 30, 2012 & OLYMPIA THEATER AT GUSMAN CENTER TICKETING SURCHARGE ACCOUNT AND VERIFICATION Submitted into the public record in connection with items RE.18 and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk ZT-ET-60 UO 6T 3a pue 81 3a swa;! • • • OLYMPIA CENTER, INC. BUSINESS MODEL EARNED INCOME: Productions, Client Events & Sales DONORS & DIRECTORS RENTAL INCOME: Residential & Commercial GRANTS & INSTITUTION SUPPORT Olympia Theater al the GusMAN CENTER for the Performing Arts Olympia Theater at Gusman Center for the Performing Arts Mlnhnum Operating Budget 1.5 Mllllon• '(Better Practices Recommendation 2.5 Million) Account Description Revenue Rental Income Olympia Apartments Rental Income Theater Rental income Equipment Rental Income Reception Restoration Sax Office Service Concession Sales Front Of House Advertising MLsc Service Guzman Production Grants OCI Donors - Operating City of Miami Operahng Total Revenue Expenses Regular Earnings Benefits Concessions pay Miscellaneous Maintenance - Property Maintenance - Equipment Maintenance - Computers/IT Maintenenance - Fire Repairs & Replacements Repairs - Equipment Cleaning & Housekeeping Supply Expendable Tools & Supplies Ssgns Small Equipment and Tools Maintenance - Other Security Guard Te comm/Dace Light & Power Water Insurance Exp. - Work Comp Insurance Exp. Gen. lab. Building and Land Rental EQUipment - Purchase Eqwpment Rental Gusman Sponsored event Parking Services Front of Hawse Expense Front of House Supplies Credit Card Charges Legal Services Audit Fees Other Consultants Bank Svc Chrgs Postage & Courier Ser Pnntmg Miscellaneous Services Office Supplies Computer Supplies Computer Software Taxes - Other Property Taxes - Metro Mover Licenses & Permits Miscellaneous Entertainment Travel Training Meehngsand Conventions Publications Membership Dues Bad Debt Expense Promotional Public Relations Advertising OLYMPIA SCAFFOLDING•' Total Expenses 2 75,000.00 220,000.00 86,400.00 6,000.00 36,000.00 56,400.00 120,000.00 124,800.00 20,000.00 25,003.00 40.000.00 174,003.00 385,003.00 1,568,600.00 553.000.00 69, 305.00 17,000.00 800.00 42,620.00 16,500.00 31,003.00 7,000.00 23,000 00 13,000.00 49,1100.00 10,000.00 2,000.00 2,000.00 24,600.00 108.000.00 21,600.00 4.275 00 215,000.00 33,000.00 7,500-00 7,500.00 25,000.00 • 35,000.00 3,000.00 7,500.00 • 16,000.00 60,000.00 6,000.00 600.00 10,500.00 4,500.00 1,600.00 1,000.00 850.00 850.00 2,500.00 500.00 7,000.00 500.00 1,800.00 1,200.00 2,000.00 5,000.00 2,000.00 30,000.00 60,000.00 26,000.00 1,568,600.00 Submitted into the public record in connection with items RE.18 and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk • • League of Historic American Theaters 1,200-2,000 Seats • City ST r Seats Reported Budget Capital c;aneir:icf,-n FIT Staff PIT Staff Population Alex Theatre Glendale CA 1381 $2 million $2 million 13 36 205,952 Hawaii Theatre Center Honolulu HI 1400 $2 million 14 16 337,256 Michigan Theater Foundation, Inc. Ann Arbor MI 1900 $2.5 million $20 million 12 50 344,791 Tampa Theatre Tampa FL 1452 $2.1 million $15 million 13 15 346,037 Average Miami FL 1533.25 $2.15 million $12.3 Million 13 29.25 308,509 Olympia Theater Miami FL 1567 S1.5 million $22 million 10 5 408,750 Olympia vs. Averages 33 additional ($650,000) Below Average Operating Budget $9.7 million more capital (3) Positions Understaffed (24.5) Positions Understaffed 100,241 More DODUlated v 0 n 3 -' o UO 61'3H pup 81321 SWa}I 0 lD F�+ N ro 0 0 0 _rt 0 • Thank you for saving the historic Gusman Center! Built in 1926 as a silent movie palace, the Gusman Center was among John Eberson's first "atmospheric" theatres* — a Mediterranean courtyard with golden balconies, classical statuary, ornate ironwork, and clouds drifting across a starry evening sky. It featured air conditioning and a Mighty Wurlitzer organ. It is a Miami treasure and an important American landmark, named to the National Register of Historic Places in 1984. Partially restored in phases, today the 1,567-seat Gusman Center is known for its comfortable seats, superb acoustics, and intimate size. 2 *today, only 41 of 130 are open / not demolished. CASE — is there a comi ling, reason to give? 1 You have a Miami treasure that is all but invisible! • One of the oldest theaters in Miami — the oldest building with air conditioning „ st • BUT how do we talk about and differentiate ourselves from the Adrienne Arsht Center for the Performing Arts, the James L. Knight Center, the Fillmore, the Maurice Gusman Concert Hall at the University of Miami in Coral Gables, and other performing arts venues in the area? Gasman Center could be a key Miami Parking Authority public relations asset! A NW 14th St St •IOnSt NE. NE 14th St a. titE 14 St Adnenne Arsht Center for the PeArts NE 1311 S1 F 121h St ►Iw'»nn ov-11th St Sutton NE 11th S1 Blcentenntal 2 NE loth St Nt w+ , �.... ... A..,. NE .In St M- £..v Su•. r v. %Os •A 4,• S' ASI a NE St . SI .rr IV••••••AntSvm,• :.+...--,•►•11 .,... I. lbw, ,nn..• I'r r..•,..•.I ..•.a. CI. V A+ tutor � �f Ptil N • ,.fir S, NW 'tat SI Park 1 ►Wrv+.,vr r'.•, VMs.s a 4,,w•Vvv".1..• rr..p, IVrrt, Ste, rw. if IY' 1 V E t. t..Or• S' m > I Nf 4e. Sl ti N( IM St •a,_ !r' i 4re••rvH I Nt slr* S1 1 G ▪ NE Yd St if SE 1tit $I _•nTn.., , ,Cn1 w Miarnl /1 Mr••,.•.nw %. :• V..m Stool co,. 1/•1r.....+101....• w ..n... CI..M !ram NE MO ��� `tip r�• ,•...,I..r,... e.r.o'. •. !halve' I•..rov.• .1 1/1 1.10N 1 �w•..•.,...• •.I SI SM.., SE 21+41 SI sr N..,sr r E1.Kwy".. Bn.r.wl We ra 1 SOC her n < 0 n 3 - 0 pry n CASE — is there a cord ling reason to give'? 2 Gusman Center —the Center of Downtown Miami! Marlon Hill, MPA Board member, was catalytic in our thinking — "don't think of it as a Performing Arts Center," he said. "Think of the Gusman as A Center of Downtown!" In other words, position the Gusman as: • a Center with economic impact • a catalyst for downtown revitalization • a community gathering place • your home downtown • a place people can come for meetings, film/dancing/socialization/interaction • this is the place where you want to be when you are downtown • The core of Miami is downtown — geographical center — let's make it sing and dance and give it great energy! • The nexus of energy downtown! Dancing after films — attracting more people downtown. • Downtown Miami is once again becoming a place to live, work, shop and play, and the Gusman Center is at the heart of the action — just as it was in 1926. 5 GUSMAN CENTER the Center of Downtown Miami! CASE — is there a coins ,. ling reason to give? 3 6 The more nights the Gusman is open with events, the more visibility and the larger the economic impact • Right now, the Gusman Center operates roughly 75 nights a year. If you increase tha_ _.. a minimum of 125 nights a year, the Gusman Center will have a major impact on the economic vitality of downtown. If the number of nights of activity is increased to a minimum of 225, it will have a transformative effect on downtown because of the steady flow of audience members. ciT n 3 ,< o n 3 3 • A focus on increasing the number of nights and revitalizing downtown Miami makes the case LARGER than the organization and focuses on the economic impact that will benefit donors — individuals, corporations, foundations, and governments! • In Miami -Dade County, the aggregate economic impact of non-profit arts organizations is $420.1 million in spending annually leveraged by a remarkable $501.9 million (119%) in additional spending by arts audiences that pumps vital revenue into local restaurants, hotels, retail, parking, and other businesses (from Arts & Economic Prosperity III completed 2007 by Americans for the Arts and the Miami -Dade County Department of Cultural Affairs). The Gusman is the gathering place downtown! wit GUSMAN CENTER the Center of Downtown Miami! CASE — is there a coml.. ling reason to give`' Second, seek funding partners/media donors to sponsor a Gusman Center Season of 6-8 shows in 2010-11 Estimated earned income: 25% sold 50% sold Estimated cost based on 6-show season: Ticket sales $99,637 $199,274 Artist costs $193,938 Concessions 9,554 19,107 Production costs 60,675 Program Advertising 7,250 14,500 Marketing & fundraising, Estimated earned income $116,441 $232,881 including creation of case materials 76,750 Investment needed to fill the income gap: Box office 10,805 MPA $50,000 $50,000 Concessions, FOH, Tech, Grants 50,000 50,000 Ushers, Security, Police 39,847 Membership 15,000 15,000 Staff support* 30,000 Funding partners 160,574 44,134 Total estimated cost $ol 2,015 Media donors 20,000 20,000 Estimated contributed income $295,574 $179,134 Total estimated income $412,015 S412,015 8 *Recommendation: Build into the cost structure a Project Coordinator to produce the 6-8 shows and aid with fundraising. Submitted into the public record in connection with items RE.18 and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk GUSMAN CENTER the Center of Downtown Miami! CO , IDENCE —is the organi anon well run (boards & staff)? 2 Recommendations related to the MPA To build confidence in the future, we recommend: 1. Establish a standing subcommittee of the MPA Board that focuses on the Gusman Center. 2. Work with Margaret as she finishes her programmatic Business Plan to assess the staffing and annual operating support needed by the Gusman Center to maximize: a) its service to the community and b) its earned and contributed revenues. 17 Note: Budget erosion over the years has forced the Gusman Center to become primarily a rental house (rather than a presenter/collaborator/partner) with reduced service to the community of only 75 nights a year. Moreover, without a dependable season, marketing and fundraising are nearly impossible. In addition, not having a volunteer corps to assist with front -of -house activities (ushering, concessions, ticket -taking, etc.) adds to the rental cost. Since the last organizational evaluation of 31 January 1992, which stated that the business operation of the Gusman Center was unsupportable in its then current configuration as just a rental house, the staff has dropped from 12 to 6, further reducing the Gusman's community viability and visibility. (cont. next page) N GUSMAN CENTER the Center of Downtown Miami! CON, DENCE — is the organiz..4ion well run (boards & stt.. Recommendations related to the MPA (cont.) To build confidence in the future, we further recommend: 19 5. Actively advocate on behalf of the Gusman Center with other funding sources in tl community — individuals, corporations, foundations, and governments. 6. Assemble a Facility Master Plan Task Force comprised of 10-15 MPA board members and other key leaders who will become involved in working with management and the architect to develop a master plan for the Gusman Center's continued renewal and possible expansion. Target date for first meeting of task force: Spring 2010. 7. Secure an EIN number to raise money under the name of "Gusman Center." 8. Create a unified budget for fundraising by combining FOG and relevant components of Gusman (minus Olympia expenses) — on a single piece of paper. 9. Arrange for an audit for the Gusman Center annually — separate from the Olympia — because the current audited financials with Olympia make no sense to a funder and would not be sufficiently transparent given what is required in the philanthropic world today. 10. Please streamline the accounting process. Currently, the allocated resources dedicated to the Gusman accounting process are hampering the Theater's ability t,Q operate successfully and efficiently. GUSMAN CENTER ill the Center of Downtown Miami! Conc sions Priorities for the Gusman Center's immediate future 1. Position the Gusman as the Center of Downtown Miami! 2. Complete Margaret's Business Plan for the initial 2010-11 season of 6 to 8 shows, and attract sponsors/strategic partners to support the season. 3. Establish a standing subcommittee of the MPA Board to focus on the Gusman Center. 4. Hone and strengthen membership of FOG Board. 5. Streamline the accounting process. 6. Create a unified budget for fundraising by combining FOG and relevant components of Gusman including the audited financials (minus Olympia expenses). 7. Secure an EIN number to raise money under the name of "Gusman Center." 8. Reinstate House Manager as a full time position, reinstate Technical Coordinator position and hire as soon as possible. 9. Hire Project Coordinator, Director's Assistant, and Volunteer Coordinator. 10. Assemble a Facility Master Plan Task Force to tackle list of capital "needs." 11. Identify, cultivate, and involve key community leaders on the list of 100 names. 12. Implement a "Friends of Gusman" membership program. 13. Identify what the Gusman Center would like to develou with Performing Partner Submitted into the public CCIS organizations. record in connection with A t (BUSMAN 'ENTER 27 items RE.18 and RE.19 on 09-13-12 N. the Center of Downtown Miami! Priscilla A. Thompson City Clerk T i‘ 2009 organizational fun ► >1 aising assessment and re b rt NJRTI GROOP Purpose: 1) To optimize the Gusman Center's programming and services to the community. 2) To position the Gusman Center to be more effective in fundraising. Process: Starting in July 2009, we reviewed background material and talked with Margaret Lake, Gusman Center Director. By phone on October 2 and 6 and on -site in Miami October 12-14, we interviewed key community leaders — including the Miami Parking Authority (MPA) Board and staff, the Friends of Gusman (FOG) Board, and staff of the Miami -Dade County Department of Cultural Affairs — to evaluate the Gusman Center case and fundraising capacity at this point in time. On -site on October 14, 2009, we reported the results verbally to members of the FOG Board, Margaret Lake, and Marlon Hill, MPA Board member. Since then, we have worked by phone and email with Gusman Center Director Margaret Lake, FOG Board Chair Maria Blet, MPA CDO Alex Argudin, and additional FOG Board members to refine and finalize this presentation/report to the MPA Board for their 7:30AM meeting on December 9, 2009. Respectfully submitted, Halsey and Alice North The North Group Inc. 29 Submitted into the public record in connection with items RE.18 and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk Halsey M. North, Chairman Alice H. North, President The North Group Inc. 2250 Broadway #20B New York, NY 10024 Phone: 212.875.8423 Fax: 212.875.8425 halseyalice@northgroup.biz www.northgroup.biz GUSMAN CENTER im ail'., the Center of Downtown Miami! • Gusman Center for the Performing Arts Capital Improvements Budget 5/10/2012 Priority 1 Emergenct Facade Repairs/Restoration & Related Olympia Building Facade Restoration - $3,200,000 Gusman Theatre Facade Restoration - $800,000 Gusman Center Wood Windows Restoration - $287,758 Gusman/Olympia Facade Illumination - $225,000 Gusman Second Avenue Marque Replacement - $75,000 Gusman Flagler Street Lower Marque - $85,000 Awning Repair/Replacement/Reinstallation - $125,000 Total Construction Cost - $4,797,758 General Conditions @ 12% - 5575,730 GC Overhead & Profit @ 15% - $806,023 Bond Cost @ 1.25% — $76,868 Total Estimated Cost - $6,256,379 Owner Contingency at 5% - $312,819 A/E Fees & Expenses $642,482 Total Recommended Project Budget - $7,211,680 • Priority 2 Impending Needs Box Office Restoration $80,000 Front of Electrical Rewiring & Lighting Replacement $1,000,000 Stage Dimmer Replacement $850,000 Restore Vestibule Tile Floor $1,250,000 Stage Door Cafe (within existing retail space) $450,000 Total Construction Cost $3,630,000 General Conditions @ 12% - $471,900 GC Overhead & Profit @ 15% - $3,700,785 Bond Cost @ 1.25% — $518,160 Total Estimated Cost - $4,690,845 Owner Contingency @ 5% A/E Fees & Expenses Total Recommended Protect Budget - $234,542 $398,722 $5,324,109 Priority 3 Development Purchase South Neighboring Property $3,500,000 Construct Catering Facility, Load In Births & Theater Parking $3,500,000 Total Recommended Project Budget - $7,000,000 • TOTAL CAPITAL IMPROVEMENTS BUDGET $19,535,789 Submitted into the public record in connection with items RE.1R and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk • • 2144 ro4CE Of 11042 HOUIEVAHU 22,1 ,E WO ZClMI GAM .S f1,34 163.946.7994 102-44h771, MX HEISENBOTTLE ARCH! TECT www.fjha.r er A Pra(caaoaal As»xa,liurt AACp01if3 April 30, 2012 Margaret Lake Director Olympia Theater 169 East Flagler Street, Suite 837 Miami, Fl 33131 Re: Olympia Building/Gusman Center for the Performing Arts Facade Restoration Fee Proposal RJHA Project No. 12-3353 Dear Ms. Lake: R.J. Heisenbottle Architects, PA (RJHA) along with structural engineering consultants, Wiss, Janney, Elstner, Associates, Inc. (WJE) and electrical engineering consultants Johnson Avedano Lopez Rodriguez & Walewski (JALRW) is pleased to provide you with this proposal for professional architectural/engineering services related to facade restoration work at the Olympia Building (Olympia) / Gusman Center for the Performing Arts (Gusman) in downtown Miami. In 2009 and 2010, under RJHA's direction, WJE performed reviews of both the Olympia and Gusman facades and prepared separate reports of their findings relating to the existing conditions of the brick and terra cotta tile. The work of this project is expected to include the repair and restoration work outlined in those reports. Additionally, work is anticipated to include wood window restoration, wrought iron railing restoration, Second Avenue marque repair/replacement, new Flagler Street entrance LED message board marque, canvas awning replacement and new exterior building illumination. Ground level storefront restoration is not anticipated at this time. Based on our discussion, we are providing the following background information, restoration scope and budget for this work, along with our fee proposal for developing the necessary restoration/repair construction documents and providing assisting during the bid, permitting and construction phases of the project. Background The historic Olympia Theatre and Office Building was constructed in 1925 and opened in 1926. This vintage I920s high-rise building is a steel framed structure clad in brick masonry and terra cotta. The Olympia Office Building is ten stories in height, while the theatre is an equivalent four stories in height. Olympia Building Facade Restoration In October 2009, WJE, engineering consultants specializing in terra cotta and brick facade repair, performed a close-up visual review of the north and east facades of the 10 story Olympia Building with the assistance of Structural Preservation Systems (Structural), general contractors. At that time, WJE was asked to evaluate the terra cotta and brick masonry facades after severe cracking and displacement were discovered during the wood window restoration project. During a two-day visual Submitted into the public record in connection with items RE.18 and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk survey, several areas of severely distressed brick and terra cotta cladding were noted. Based on those observations, WJE had some immediate structural/safety concerns and along with RJHA recommended immediate action to address these emergency repair items. WJE provided a summary report on their findings dated November 5, 2009, attached. Based on our immediate concerns and recommendations, the Miami Parking Authority (MPA) with emergency funding from the City of Miami moved forward with the stabilization of the brick masonry and terra cotta on the north and east street facades and the returns on the south and west facades. In general, this stabilization work included removal of loose masonry from the facade, shoring of distressed masonry, installation of wire mesh/netting, and installation of lateral ties and a masonry beaming system. Due to the emergency nature of these repairs, Structural began stabilization repairs in early May 2010. WJE submitted permit drawings to the City of Miami on June 15, 2010 for this work. Structural performed the stabilization work in conjunction with the window restoration project and the masonry stabilization work was completed in September 2010. WJE visited the site three times during the stabilization work and provided site visit reports. In a report dated November 5, 2009, WJE also provided a preliminary scope of long term repair/restoration for the brick and terra cotta facades. This long term repair solution would restore the severely damaged portions of the facade back to a historic and maintainable condition. After further review of the facade during the stabilization work, WJE and Structural developed a budget estimate of cost for the long term repair/restoration of the brick and terra cotta facades. In 2010, the estimated budget cost for this work was between $3 million and $3.2 million. Please note that this was a budgetary estimate only and that the estimate was based on visual observations and limited inspection openings. Development of detailed repair and restoration documents and competitive bids are recommended to finalize the cost for the restoration work. Gusman Theatre Facade Restoration The Gusman facade is considered the four-story brick and terra cotta building that extends to the south of the ten -story Olympia building along NE 2nd Avenue and has a return on the south elevation of the theatre. On August 16, 2010, under RJHA's direction WJE performed a visual assessment of the brick and terra cotta facade of the Gusman from a man -lift and ground level with the assistance of Structural. Due to the visual distress from the ground level and severely distressed condition of the adjacent Olympia, WJE was asked to provide an evaluation of the brick and terra cotta facade. WJE reviewed the east elevation of the Gusman and the terra cotta/brick return onto the south elevation and found isolated areas of masonry distress similar to the Olympia, loose/damaged cast iron railings, and severely deteriorated wood windows with loose components. WJE had some immediate structural/safety concerns and recommended immediate action to address these concerns. WJE provided a summary report on their findings dated September 23, 2010, attached. This report included immediate concerns and a potential solution for long term repair/restoration. Sketches outlining the areas requiring immediate stabilization were included with this report. Due to lack of funding, WJE was not asked to Submitted into the public record in connection with items RE.18 and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk • • provide permit drawings or to review any of the stabilization to the Gusman facade. Limited remedial stabilization work was performed by Structural at that time and the issues discussed in the report still remain today. At the conclusion of their visual assessment, WJE and Structural were asked to develop a budgetary estimate for the long term brick and terra cotta repairs/restoration to the Gusman based on their knowledge of the building. In late 2010, the estimated budget cost for this work was between $700,000 and $800,000. Again, please note that this was a budgetary estimate that was based only on visual observations. No investigative openings or facade removal was observed by WJE to review underlying deteriorated support conditions. Development of restoration/repair construction documents and competitive bids are recommended to finalize the cost for the restoration work. Gasman Center Wood Windows Restoration In addition to the brick and terra cotta repairs noted above, the existing Gusman windows are severely rotted and termite damaged. Numerous windows have broken glazing and sealants are severely deteriorated. Because of the buildings unique window designs, we recommend window restoration rather than replacement. In 2010, we had an experienced window restoration contractor, CCS Restoration, estimate the cost of the window and door restoration work at $287,578.00, with scaffolding provided by others. Gusman/Olympia Facade Illumination While facade restoration work on Gusman/Olympia is underway, it is highly recommended that the existing budding illumination system be removed and replaced with new energy efficient facade lighting and new wiring. The current system is in total disrepair and it would be nice if the restored facade can once again be illuminated at night. This facade lighting concept is consistent with the DDA's facade illumination program for all of the Flagler Street Historic District. Gusman Center could become the first facade illumination project in the historic district. The estimated cost of the proposed facade lighting is $225,000.00. See illumination concept drawings attached. Gusman Second Avenue Marque Replacement The Gusman Center NE 2nd Avenue Marque is severely deteriorated. The bronze painted aluminum is bent and damaged, plastic elements have fallen from position, the color is faded and the marque lighting is no longer operable. The entire marque should be replaced as part of the overall facade restoration project. Cost to replace this marque is estimated at $75,000.00. Gasman Flajiler Street Lower Marque It is my understanding that the main Flagler Street marque message board is scheduled to be replaced under a separate project and that this project has already been funded. However, for many years the original lower marque message board has been missing. A flat stucco surface above the main Flagler Street entrance doors sits ready to receive the replacement marque. See historic photograph attached. Submitted into the public record in connection with items RE.18 and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk • Replacement of this historic marque with a new LED message board technology marque should be a part of the facade restoration project. At the same time, the existing unsightly poster cabinets should be replaced with new illuminated poster cabinets. The new marque and poster cabinets are estimated to cost $85,000. Awning Repair/Replacement/Reinstallation The street level awnings were removed from the building by the Miami Parking Authority in order to facilitate installation of the protective scaffolding that exists today. Upon completion of the facade restoration project, these awnings should be reinstalled. However, after all the time that has passed since there removal, the condition of the canvas awnings is unclear. If they are found to be deteriorated, new canvas awnings may need to be fabricated. We recommend budgeting $125,000 for their repair/replacement and re -installation. Total Estimated Project Cost The project cost is estimated as follows: Olympia Building Facade Restoration - Gusman Theatre Facade Restoration - Gusman Center Wood Windows Restoration - Gusman/Olympia Facade Illumination - Gusman Second Avenue Marque Replacement - Gusman Flagler Street Lower Marque - Awning Repair/Replacement/Reinstallation - Total Construction Cost - General Conditions @ 12% - GC Overhead & Profit @ 15% - Bond Cost @ 1.25% — Total Estimated Cost - $3,200,000.00 $ 800,000.00 $ 287,758.00 $ 225,000.00 $ 75,000.00 $ 85,000.00 $ 125,000.00 $4,797,758.00 $ 575,730.00 $ 806,023.00 $ 76,868.00 $6,256,379.00 Owner Contingency at 5% - $ 312,8I9.00 Total Recommended Project Budtet* - $6,569,198.00 *Excludes A/E Fees and Expenses Scope of A/E Services During the facade assessment and review of the stabilization repairs on the Olympia, WJE recorded as -built conditions and documented typical openings on the building in order to prepare repair documents. At the Gusman, WJE performed only a one - day visual review and no openings were created. They recorded as -built conditions on the Gusman; however, underlying support conditions are currently unknown. Based on our past discussion and discussions with Structural, we had intended to develop drawings and specifications for the facade restoration work of the Olympia based on the information we had and further investigative work would be required on the Gusman. Based on our more recent discussions and the cost for accessing the Gusman facade and creating openings, we have prepared this proposal for Submitted into the public record in connection with items RE.18 and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk • development of restoration construction documents for both building facades without further investigation. Thus, assumptions will be made with regard to Gusman facade repairs and details which may require adjustments in the field. We propose the following phased scope of services for the preparation of repair/restoration construction documents, bidding, permitting and construction phases services for the Olympia/Gusman restoration project. Based on previous experience with similar projects, the actual scope and magnitude of repairs of historic terra cotta buildings is difficult to determine until the work is well underway. The number of unique conditions and concealed distress that is not evident until the work commences requires a more interactive approach between the Owner, Architect/Engineer, and Contractor throughout the restoration. It has been our experience that a more interactive approach during construction in combination with predefined unit costs and allowances produces a more expeditious and effective use of both professional fees and repair funds. This proposal is based upon just this kind of approach. Phase 1- Development of Restoration Documents and Bid/Permit Phase Services Based on the linuted investigative work in 2010, we propose to perform the following work for development of the restoration documents required to accomplish the scope of work previously outlined: 1. Review field notes and documentation gathered during earlier investigative work. 2_ Attend initial project meetings at the site and perform on site review of the facade to update the condition of the facade. Information gathered during the site visit will be used to prepare the documents below. 3. Prepare repair/restoration drawings and specifications based on the conditions observed during our investigation and in accordance with directions provided by the Building Owner. As previously stated, based on our experience with similar extensive repair projects, we have found that the majority of the repair details and quantities are finalized during the construction phase of the project. Thus, the drawings and specifications will outline the repair scope, detail typical repairs and include allowances and unit pricing for repairs based on our initial investigation and experience on similar repair projects. These repair/restoration drawings will be limited to the scope items listed above and include exterior masonry cladding, window restoration, wrought iron railing restoration, NE 2nd Avenue Marquee replacement, new building illumination system the addition of a new LED message board marquee above the Flagler Street entrance and replacement/reinstallation of all canvas awnings. 4. These documents will be submitted to you for review at 50 percent and 95 percent completion. 5. All of the restoration work will be in accordance with the Secretary of the Interior's Standards for Treatment of Historic Properties and final contract documents will be submitted to the City of Miami — Historic Preservation Board, the State Historic Preservation Office and the City of Miami Building Department for their respective review and approval. 6. This proposal assumes the RJHA staff architects attendance and participation at bi-monthly project team meetings (every two weeks) for a Submitted into the public record in connection with items RE.18 and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk • maximum construction timeframe of 18 months, for a total of 40 site visits including project close out visits. WJE representatives will attend on site meetings once a month and provide a total of 20 three day site visits. Their work will focus exclusively on brick and terra cotta repairs. JALRW electrical engineering consultants representatives will attend a total of 4 site meetings, when electrical related work is underway. The entire A/E team is available to attend additional on site meetings if requested by you or your designee; however, additional site representation by the architect or the engineering consultants will need to be performed as an additional service on an hourly basis at the standard hourly rates in effect at the time of service. 7. In addition to drawings the construction documents will include the technical material specifications and a bid fonn for the entire facade restoration project. We recommend that all bidders be prequalified prior to bidding of this type of specialty project. They must have experience in complex historic preservation projects and experience in terra cotta facade restoration. We will review bidder pre -qualification submissions and make specific recommendations to you. We also have assumed that RJHA will develop the front end specifications and that we will assist you with the development of the invitation to bid and bid documents. 8. Work will include our attendance at a pre -bid meeting. 9. We will review bids submitted by restoration contractors and assist with development of a bid summary and recommendation of award. 10. We will also provide assistance to the Owner and selected general contractor in permitting the work. Phase 2 - Construction Phase Services During the construction phase, we will conduct periodic on -site observation of the work to determine if the work is generally being performed in accordance with the plans and specifications. We have estimated that the construction phase will take a total of 18 months to complete beginning with the Owner's Notice to Proceed to the Contractor. Should the construction extend beyond the 18 month timeframe extended construction administration services will need to be provided on an hourly basis as an additional service. Specific construction period services to be performed include: 1. Review required technical submittals and/or shop drawings. 2. Perform an initial examination of the facade and identify and finalize repair locations and types throughout the building with the selected contractor. 3. Review, jointly with the Owner, and/or City of Miami Historic Preservation Officer, initial mock-ups. Mock-ups would be reviewed for technical conformance and appearance, and would serve as the standard of expected quality for the remainder of the project. 4. Perform an evaluation during the start-up of each type of work, including a review of the exposed structure, a review of the repair preparation prior to the installation of new material, and an inspection subsequent to the installation. 5. Evaluate quantities submitted with contractor's payment applications and review payment application amounts. Submitted into the public record in connection with items RE.18 and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk • 6. Document on -site observations and the status of the work with site visit reports submitted to the Owner, and the City of Miami's Historic Preservation Officer. 7. Attend bi-weekly progress meetings with the owner/contractor project team. 8. Develop repairs for unforeseen conditions encountered during the repair work. This may include analysis and design of new structural elements required to support the exterior cladding at locations of significant distress. We have included a total of 80 hours of design services for unforeseen conditions. If additional time is necessary, we will contact you prior to proceeding with the additional work. 9. Process required change orders, construction change directives, and minor changes in the work. 10. Issue final certificate for payment when, based upon our observations, knowledge, information and belief, that the repairs have been completed in accordance with the plans and specifications. 11. Perform a final inspection of the visible portions of the completed repair work for conformance with the Contract Documents and as required by the City of Miami. 12. Determine the date of substantial completion and prepare a punch list of remedial or incomplete work to be corrected by the contractor. FEES Our fees for the performance of the "Scope of Basic Services" outlined above will be a lump sum fee broken down as follows: Phase 1— Preparation of Construction Documents - S 230,945.00 Phase 2 — Bid & Permit - S 22,237.00 Phase 3 - Construction Administration - S 364,300.00 TOTAL AVE BASIC SERVICE LUMP SUM FEE - S 617,482.00 Estimated Reimbursable Expenses - S 25,000.00 A complete breakdown of this fee proposal is attached hereto and made a part hereof. In addition to the Basic Service Labor Fee listed above, we will also bill monthly for reimbursable expenses at our cost plus a 10% handling charge. Reimbursable expenses will include travel and lodging expenses for WJE staff, printing and reproduction services, Federal Express, courier services and permit expediting fees. We will invoice monthly for both labor and expense charges. All invoices will be due and payable immediately upon receipt. To get started we will require a retainer in the amount of $25,000.00. Said retainer will be credited to your account at the time of our final invoice. ADDITIONAL SERVICES All services not specifically indicated in the "Scope of Basic Services" outlined above, any significant additions to the project or to our scope of A/E services, any client generated changes to design work already completed and approved, and Construction Phase Administration beyond the 18 month period contemplated in this proposal shall be considered Additional Services. Submitted into the public record in connection with items RE.18 and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk • If Additional Services are requested, and provided that the scope of work is clearly defined, the A/E fee for those additional services shall be mutually agreed upon by the parties in writing at the time services are requested. If the scope is unclear, the additional services shall be performed on an hourly basis at the standard hourly rates in effect at the time of service. SERVICES BY OTHERS If it is determined that the services of a testing laboratory are required to perform testing services such as chemical analysis of concrete, concrete strength tests, metal detection, xx-rays, load testing or others, a certified testing laboratory will be hired by the Owner. For our investigation, it may be necessary for Owner to provide access to all appropriate areas. Also, if it becomes advisable to remove existing finishes or other construction to observe structural members, such removal and repair will be provided by Owner or by a contractor hired by the Owner. RJHA takes no responsibility for survey, assessment or abatement of any hazardous materials such as asbestos, lead paint, etc. that may be discovered on site. It is understood that all construction activities (including shoring, forming, re - shoring and construction site safety) and the conformance of the construction to the drawings and Building Code will be the responsibility of the Owner's general contractor. It will be the Contractor's responsibility to assure that all required inspections have been completed prior to continuing with subsequent construction work. It is recognized that any observations performed by R.J. Heisenbottle Architects and its consultants in no way relieve the Contractor from his responsibility to construct in accordance with his contract documents and the Building Code. Surveying, civil, mechanical and plumbing engineering, landscape architecture and cost estimating services are not included in the fee proposal at this time. You should anticipate that a signed and sealed site survey will be required for submission of the project to the City of Miami Building Department. The Owner shall arrange for the preparation of this survey by a licensed land surveyor. No previous survey exists for this site. LIMITATIONS It must be understood that our review of the existing construction will be only for the purpose stated in the "Scope of Basic Services". We will not otherwise be verifying the adequacy of the existing building's design or construction of the existing structural systems and will not assume responsibility for them. Also, while we will be performing observation of the existing structural systems, our observations will be limited by time constraints, and they will be limited to what can be readily observed in the completed building. Notwithstanding the above, RJHA and its structural and electrical engineering consultants, will utilize their best professional skill and judgment in reviewing the existing condition of these buildings to assure their safe occupancy. Submitted into the public record in connection with items RE.18 and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk • HIDDEN EXISTING CONDITIONS AND HAZARDOUS MATERIALS A structural condition is hidden if concealed by existing finishes or if it cannot be investigated by reasonable visual observation. R.J. Heisenbottle Architects and its engineering consultants shall not be responsible for hidden conditions nor any resulting damages to persons or property. CONCLUSION Thank you for the opportunity to be of service on this project. We are confident that our many years of experience in historic preservation projects and with the Gusman Center project in particular will help assure that this project is a great success. We look forward to working with you on the restoration of this significant historic landmark. Provided that this proposal meets with your approval we will prepare a Standard AEA Owner/Architect Agreement for your review and signature. We are prepared to start work on your project as soon as we receive a signed agreement and retainer. Sincerely yours, R.J. HEISENBOTT I E ARCHITECTS, P.A. Richard J. Heisenbottle, FALA President Submitted into the public record in connection with items RE.18 and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk Gusman Center/Olympia Building Facade Restoration Fee Proposal R.J. Heisenbottle Architects, P.A. 4/30/2012 Basic Service Fee Breakdown CONSTRUCTION DOCUMENTS PHASE (3 Month completion timeframe) Hours Avg. Rate Total Architecture Project Administration 40 $ 185.00 $ 7,400.00 Field Measurements (Verification of Existing Conditions, 2 persons 3 days) 48 $ 125.00 $ 6,000.00 Prepare CADD Drawings Ground Floor Plan 16 $ 125.00 $ 2,000.00 Mezzanine Level Plan 16 $ 125.00 $ 2,000.00 Balcony Level Plan 16 $ 125.00 $ 2,000.00 Upper Balcony Level Plan 16 $ 125.00 $ 2,000.00 Roof Plan - 8 $ 125.00 $ 1,000.00 Elevations - 40 $ 125.00 $ 5,000.00 Elevations - 40 $ 125.00 $ 5,000.00 Elevations - 40 $ 125.00 $ 5,000.00 Partial Elevations 40 $ 125.00 $ 5,000.00 Building Sections - 40 $ 125.00 $ 5,000.00 Building Sections - 40 $ 125.00 $ 5,000.00 Wall Section 40 $ 125.00 $ 5,000.00 Wall Section 40 $ 125.00 $ 5,000.00 • Window Restoration Schedule & Details 80 $ 125.00 $ 10,000.00 Window Details 48 $ 125.00 $ 6,000.00 Window Details 48 $ 125.00 $ 6,000.00 Second Ave Marque Details 54 $ 125.00 $ 6,750.00 Flagler Street Marque Details 54 $ 125.00 $ 6,750.00 Misc. Details 40 $ 125.00 $ 5,000.00 Specifications 160 $ 125.00 $ 20,000.00 SUBTOTAL ARCHITECTURAL CONSTRUCTION DOCUMENTS FEE 964 $ 122,900.00 Non reimbursable expenses at 5% $ 6,145.00 TOTAL ARCHITECTURAL CONSTRUCTION DOCUMENTS FEE $ 129,045.00 Engineering Consultants Wiss, Janney, Elstner Associates, Inc. Johnson Avadano Lopez Rodriguez & Walewski Engineering Group, Inc. Sub Total Engineering $ 80,000.00 $ 21,900.00 $ 101,900.00 TOTAL PHASE 1 PREPARATION OF CONSTRUCTION DOCUMENTS PHASE FEE $ 230,946.00 Submitted into the public record in connection with items RE.18 and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk BIDDING & PERMIT PHASE FEE architecture Administration Review with Building Dept. Respond to Building Department Comments Meetings with Owner Sub Total Architectural Non Reimbursable Exp. @ 5% Total Architectural Bid Phase Fee 3 months 24 $ 185.00 $ 4,440.00 24 $ 125.00 $ 3,000.00 48 $ 125.00 $ 6,000 00 20 $ 125.00 $ 2,500.00 116 $ 15, 940.00 $ 797.00 $ 16,737.00 Engineering Services Wiss, Janney, Elstner Associates, Inc. $ 4,500.00 Johnson Avadano Lopez Rodriguez & Walewski Engineering Group, Inc. $ 1,000.00 Mechanical, Plumbing and Fire Protection NIC CM! Engineering Not Required NIC Landscape Architects Not Required NIC Sub Total Engineering Services Fee $ 5,500.00 TOTAL A/E PERMIT, BID & AWARD PHASE FEE $ 22,237.00 Construction Phase Administration (18 month maximum construction period 2 site visits per month ) R.J. Heisenbottte Architects, P.A. 32 hrs. Per Mo. Monthly Const. Admin. & Field Observations (40 site visits) 576 $ 125.00 $ 72,000.00 Response to Contractor Questions (RFI's) 376 $ 125.00 $ 47,000.00 Punch List & Project Close Out 80 $ 125.00 $ 10,000.00 Shop Drawing Review & Processing 200 $ 125.00 $ 25,000.00 "pub Total Architectural 1232 $ 154,000.00 Non Reimbursable Exp. © 5% $ 7,700.00 Total Architectural Services CA Phase Fee $ 161,700.00 Engineering Services bliss, Janney, Elstner Associates, Inc, 20 - three day site visits Johnson Avadano Lopez Rodriguez & Walewski Engineering Group, Inc. Mechanical, Plumbing and Fire Protection Civil Engineering Landscape Architects Sub Total Engineering Services Fee TOTAL AIE CONSTRUCTION ADMINISTRATION PHASE FEE TOTAL BASIC SERVICE NE FEE $ 195,500.00 4 site visits $ 7,100.00 Not Required NIC Not Required NIC Not Required NIC $ 202,600.00 364,300.00 $ 817,482.00 Submitted into the public record in connection with items RE.18 and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk • Oympia Theater at the GUSMAN CENTER for the Performing Arts GUSMAN EMERGENCY REPAIR Photo Documentation UO 61'38 Pue 81'3a Swa;l Meeting: February 2' , 2011 • Submitted into the public record in connection with items RE.18 and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk GUSMAN !AADE *See Engineering Report Terra Cotta Tile Repair/Replacement Brick Anchorage, Repainting & Crack Repair Structural Repairs Waterproof Coating $3,000,000 • ZI-fI-1 • GUSMAN fAcADE *See Engineering Report Terra Cotta Tile Repair/Replacement Brick Anchorage, Repointing & Crack Repair Structural Repairs Waterproof Coating • • 'See Engineering Report Terra Cotto Tile Repair/Replacement Brick Anchorage, Repainting & Crack Repair Structural Repairs Waterproof Coating U$+ ct GU514+& uiTURAL CENTER OR-,N€ F'Eq ir1t'4G GUSMA#FAcADE MAURICE GUSMAN CU1TURAL CENTER •R k ERFQRMING ARTS w .E. Corner • • GUSMAAAcADE *See Engineering Report Terra Cotta Tile Repair/Replacement Brick Anchorage, Repointing & Crock Repair Structural Repairs Waterproof Coating UO 61'321 Pue 8T'311 SU18;1 Damaged Railings • In the center of the east parapet is a decorative terra cotta pilaster and finial. The terra cotta pilaster was found with a large vertical crack (3/8 inch wide) near the face of the surrounding brick masonry cladding v D <0 (3 • GUSMANKAcADE *See Engineering Report Terra Cotta Tile Repair/Replacement Brick Anchorage, Repointing & Crack Repair Structural Repairs Waterproof Coating Terra Cotta Haunches • Terra Cotta General n co • GUSMAN *See Engineering Report Terra Cotta Tile Repair/Replacement Brick Anchorage, Repointing & Crack Repair Structural Repairs Waterproof Coating 0 3 ton ZI-£I-60 uo 6T•3a pup at•3a SWa;i • • 1,825,000 GUSMAN WINDOWS Window Restoration/ Replacement Sealants • 4th floor windows i • Window Restoration/ Replacement Sealants < o n CD -0 GUSMAN WINDOWS • APATERPROOFING, WATEINTRUSION REPAIRS ADD MISC. STRUCTURAL REPAIRS **CAP 08/09 North and West Wall Repair & Waterproofing ***CAP 10/11 Fire Escape Repair & Structural Repairs Remaining Water remediation North/West Exterior repairs MISC. Roof Repairs, Drainage Improvements etc. Drainage Improvements & Repaving of Alley Basement Drainage Improvements (New Sump Pit & Pumps) Outdoor Duct and Parapet Sealing Repair Projection Room Walls Due to Water Intrusion Replace Cracked Floor Slab at Fire Pump Room Seal Attic HVAC Ductwork Repair Water Damage to Decorative Plaster Balcony Beams FUNDING SECURED EST. FUNDING NEEDED $40,000 $22,931 $40,000 $42,069 $250,367 $100,000 $100,000 $35,000 $25,000 $15,000 $20,000 $25,000 $50,000 $702,436 items RE.18 and RE.19 on 09-13-12 4;inn uoipauuoD ui p.io3ai pqgnd ay1 ow! pa44ivagns V\TERPROOFING, WATEOINTRUSION REPAIRS ADD MISC. STRUCTURAL REPAIRS **CAP 08/09 North and West Wall Repair & Waterproofing Temporary cosmetic repair • n 0 3 N 0 UO 6i•3a pue 813a swa;l 0 lD W N VOATERPROOFING, WATEADINTRUSION REPAIRS AAKI1 MISC. STRUCTURAL REPAIRS **CAP 08/09 North and West Wall Repair & Waterproofing 1! uosdwoyl v euuPsiad IIw r$:4‘ 13 VIITERPROOFING, WATEINTRUSION REPAIRS ARD MISC. STRUCTURAL REPAIRS **CAP 08/09 North and West Wall Repair & Waterproofing items RE.18 and RE.19 on 09-13-12 �N r_ u- O 3 a z o n 0- O - . rp n K O r9 • -2 C Cr rr = n NAIIATERPROOFING, WATE�INTRUSION REPAIRS ADD MISC. STRUCTURAL REPAIRS ***CAP **CAP / 0/ 7 j Fire. .Etcapr Repair Struct rn! Repo, rs 3 0 ar: m 3CL on 3. 3 3 ► a � O m S VD co O 3 � 3 _. S O r+ _ kD n N 1145kTERPROOFING, WATEOINTRUSION REPAIRS AD MISC. STRUCTURAL REPAIRS ***CAP 10/11 Fire Escape Repair & Structural Repairs 144TERPR00FING, WATEOINTRUSION REPAIRS AD MISC. STRUCTURAL REPAIRS Remaining Water remediation North/West Exterior repairs N MTERPROOFING, WATEIINTRUSION REPAIRS AMD MISC. STRUCTURAL REPAIRS Remaining Water remediation North/West Exterior repairs 1PAATERPROOFING, WATEINTRUSION REPAIRS AD1 MISC. STRUCTURAL REPAIRS MISC. Roof Repairs, Drainage Improvements etc. items RE.18 and RE.19 On 09-13-12 V\TERPROOFING, WATEIVINTRUSION REPAIRS ADD MISC. STRUCTURAL REPAIRS MISC. Roof Repairs, Drainage Improvements etc ♦ i p S.,rj \1IMTERPROOFING, WATEINTRUSION REPAIRS ADD MISC. STRUCTURAL REPAIRS MISC. Roof Repairs, Drainage Improvements etc. ZT-£T-60 uo 6T 3a pUe sT 3a SWa}i Water standing in bottom right corner. V�\TERPROOFING, WATEIOINTRUSION REPAIRS AND MISC. STRUCTURAL REPAIRS MISC. Roof Repairs, Drainage Improvements etc. VATERPROOFING, WATENDINTRUSION REPAIRS A*1 MISC. STRUCTURAL REPAIRS MISC. STRUCTURAL REPAIRS MISC. Roof Repairs, Drainage Improvements etc. II •.1 1 VOKTERPROOFING, WATENDINTRUSION REPAIRS AND MISC. STRUCTURAL REPAIRS Drainage Improvements & Repaving of Alley AATERPROOFING, WATEINTRUSION REPAIRS AD-1 MISC. STRUCTURAL REPAIRS Drainage Improvements & Repaving of Alley ZI-Fi-60 UO 6I'3H PUe 8I'3H SU1a4! ql!M uo!pauuo) u! pao)a.i �i�gnd aqi o;u! pa;;!wgns rIKTERPROOFING, WATEiNTRUS1ON REPAIRS Ai9D MISC. STRUCTURAL REPAIRS Basement & Electrical Room Drainage Improvements (New Sump Pit & Pumps) n et lD 4 n 0 3 N 0 11111111111 VSATERPROOFING, WATEAINTRUSION REPAIRS AD MISC. STRUCTURAL REPAIRS MISC. STRUCTURAL REPAIRS Outdoor Duct and Paropet Sealing V\TERPROOFING, WATENDINTRUSION REPAIRS AkeD MISC. STRUCTURAL REPAIRS Repair projection Room - Interior Walls deteriorating Due to Water Intrusion VATERPROOFING, WATEINTRUSION REPAIRS AD1 MISC. STRUCTURAL REPAIRS rf Reploce Cracked Floor Slob at Fire Pump Room i VOATERPROOFING, WATEINTRUSION REPAIRS AD 1 MISC. STRUCTURAL REPAIRS Seal Attic HVAC Ductwork & Machine Room Seal ZI-�T-i \IPATERPROOFING, WATEIONTRUSION REPAIRS AD MISC. STRUCTURAL REPAIRS Repair Water Damage to Decorative Gloster Balcony Beams • EXISTING EMAGENCIES ****CAP 09/10 Emergency Egress REPLACE DETERIORATED FIRE PUMP VALVES *****MISC REPAIRS URGENT SUBTOTAL A/E FEES & EXPENSES ESTIMATED @ 10% TOTAL GUSMAN EMERGENCY REPAIRS UO 6i'32i PUe 8I'321 SWOU • FUNDING SECURED EST. FUNDING NEEDED $39,000 S101,931 $51,907 $90,000 $32,576 $174,483 $570,192 $6,272,110.90 • • REPLACE DETERIORATED FIRE PUMP VALVES nO rD 7 -O (D "a C z O rt O S n. • UPCOMING URGEN?rGUSMAN NEEDS Decorative painting/Piaster work CD 3 0 0 N m 3' n 00 cu a � CD f'f o O 0 3 O '* tD W • • UPCOMING URGENT GUSMAN NEEDS Box Office Repairs Under Marquee Repair • • UPCOMING URGENT GUSMAN NEEDS Restore Lobby Floor 47- ' EIT • r, -i -c O CD r1 3 N jr O UO 613N pue 813H sU. ! 0 1-� W NJ 0 Q 0 O 3 • • UPCOMING URGENT GUSMAN NEEDS Carpet Damage Mold • • UPCOMING URGENT GUSMAN NEEDS Remodel The Exterior Appearance • uosdwogl 'd ellPs!Jd • • Oympia Theateratue (BUSMAN CENTER for the Pe forming Arts • GUSMAN EMERGENCY REPAIR ESTIMATED BUDGET DISCUSSION Meeting: February 2nd, 2011 • • • GUSMAN EMERGENCY REPAIR LIST UPDATED JANUARY 25, 2011 PHOTO DOC PG it FUNDING SECURED EST. FUNDING NEEDED pages 3-8 GUSMAN FACADE *See Engineering Report Terra Cotta Tile Repair/Replacement Brick Anchorage, Repointing & Crack Repair Structural Repairs Waterproof Coating TOTAL 3,000,000 pages 9-10 pages 12-31 page 33 GUSMAN WINDOWS Window Restoration/Replacement Seala nts TOTAL 1,825,000 WATERPROOFING, WATER INTRUSION REPAIRS AND MISC. STRUCTURAL REPAIRS **CAP 08/09 North and West Wall Repair & Waterproofing 40,000 40,000 ***CAP 10/11 Are Escape Repair & Structural Repairs 22,931 42,069 Remaining Water remediatlon North/West Exterior repairs 250,367 MISC. Roof Repairs, Drainage Improvements etc. 100,000 Drainage Improvements & Repaving of Alley 100,000 Basement Drainage Improvements (New Sump Pit & Pumps) 35,000 Outdoor Duct and Parapet Sealing 25,000 Repair Projection Room Walls Due to Water Intrusion 15,000 Replace Cracked Floor Slab at Fire Pump Room 20,000 Seal Attic HVAC Ductwork 25,000 rt = Repair Water Damage to Decorative Plaster Balcony Beams 50,000 3 0 ' SUBTOTAL 702,436 Lo o a EXISTING EMERGENCIES 3 h ****CAP 09/10 Emergency Egress 39,000 51,907 ci m n oh REPLACE DETERIORATED FIRE PUMP VALVES 90,000 r+ S o' ro *****MISC REPAIRS URGENT 32,576 cSUBTOTAL 174,483 to S NE FEES & EXPENSES ESTIMATED @ 10% 570,192 IL, TOTAL GUSMAN EMERGENCY REPAIRS $ 101,931.00 $ 6,272,110.90 I✓ N • • • OLYMPIA FAc'ADE pages 34-38 UPCOMING URGENT GUSMAN NEEDS Necessary upgrades and improvements to equipment and the building Repair Dressing rooms Carpet Cleaning Replace (3) Marquee Message Boards & Add (1) New Message Board above Entrance Doors Rewire F.0.H. Electrical & Misc. Lighting Replacement Box Office Repairs Replace Stage Lighting Dimmers Remodel Dressing Rooms Repair Second Ave Marquee Restore Vestibule Tile Floor Wiring the building for a T-1 line: Parts labor and services TBD Replace All Deteriorated Exterior Facade Lighting SUBTOTAL $ $ 3,696,238 2,497,250 308,238 26000 10,000 200,000 500,000 75,000 850,000 700,000 100,000 750,000 27,000 150,000 A/E FEES & EXPENSES ESTIMATED @ 10% $ 369,624 GRAND TOTAL URGENT NEEDS $ 4,065,862 GRAND TOTAL EMERGENCY & URGENT GUSMAN NEEDS $ 101,931.00 $ 10,337,972.70 GRAND TOTAL OLYMPIA AND GUSMAN COMBINED $ 13,335,222.70 Weiss Tenney Report on the Gusman Facade 09/08 CAP GRANT (Expires If work is not complete September 30, 2011) 10/11 CAP GRANT 90/10 CAP GRANT INTERNAL ONGOING REPAIR LIST UPDATED ZT-£T-60 U0 6T•3a PUe sr 3a SWa4i Olympia Theater at the Gusman Center Annual Plan October 1, 2011-September 30, 2012 3 vl PC r CO 7 Q 77 i 0 3 0 F+ W I--1 N . • . . . • . . . rD n 0 0 3 n 0 7 z co n o' m S v) c 0- 3 ;.••• 3 0 z ro v S n. • • !ist of Clients at the Olympia Theater Our recurring (2 or more shows in the last 3 years) rental clients at the theater include: Miami International Film Festival New World School of the Arts Maria Verdeja School of the Arts McIntyre Institute Miami Lyric Opera Florida Classical Ballet Miami Symphony Orchestra Macy's Friends of WLRN Allied/Time Warner Young Arts -National Foundation for the Advancement of the Arts Calvary Church Arts Ballet of Florida Friends of Gusman Chamber Theater American Institute of Architects Third Century Development Alhambra Music Recent Cinema from Spain/Egeda Stop, Breathe, Smile Gusman Center for the Performing Arts: (Flickin Summer) Miami Dance Project Artistic Dance Center Design Architecture Senior High The Gold Diggers ShockEntertainment Rise Kern Cultural Presentations Brito Miami Private School . . . . . • • • . • • • • Univision Corporate Radio Miami Dade College Live (formerly Cultura del Lobo) M.A.S.T. Academy Miami Youth Ballet Telefutura Network Greater Miami Youth Symphony H.B.O. Telemundo Fuego Entertainment Terry Hines and Associates In Motion Dance Center South Florida Youth Symphony Hello Florida Miami Dade County Public Schools Christopher Columbus High School Square Peg Concerts Miami Gay and Lesbian Film Festival Miami Today Downtown Miami Partnership Downtown Development Authority Miami Dade College: Honors College Rhythm Foundation Pablo Croce, Inc. DanceTown Cuban Classical Ballet TheaterWorks U.S.A. A.E.G. Goldenvoice Leadership Miami uosdwoyl 'tf eIIPs!ad ZI-ET-60 uo 61•3a pue 81.38 swat! • Personnel Directly Involved with • Programming and Operations Margaret Lake -Executive Director A proven champion for the theater and its partners, Lake has dedicated herself —day and night —to her vision of the Olympia Theater as an iconic community space and economic engine for downtown Miami. A trained visual artist and poet, Lake studied at Westminster College in Salt Lake City, Utah; Glasgow School of Art Scotland, England and La Sorbonne, Paris, France. She brings with her to the Olympia Theater an assortment of expertise from the Sundance Film Festival, Provincetown International Film Festival and Miami International Film Festival. Prior to her appointment at the Olympia she was the top on -air music host for KRCL 90.9FM in Salt Lake City. She is currently a board member of the League of Historic American Theaters, a national non-profit association dedicated to sustaining America's historic theatres. Lake is a proud graduate of the Greater Miami Chamber of Commerce Leadership Miami class of 2010. The Theater itself is restored and host to touring shows, corporate meetings, and community events. Lake has made amazing progress since she arrived completing a $1,400,000 renovation, increasing bookings by 42%, renegotiating vendor contracts and boosting the theater's visibility in print and broadcast media as well as on social media sites. Lake is working on incorporating more original s programming into the theater's season and secured a Knight Arts Challenge grant from the John S. and Q 3. James L. Knight Foundation which is currently funding a theater rental subsidy program to allow mid- Fol sized arts organizations to utilize the venue. She has lead the organization through the successful 0 E. transition of the theater from a municipal management structure under the Miami Parking Authority to o a 501(c)(3) Olympia Center, Inc. that is both publicly and privately funded. n '+ r+ � s 'C{ C 7r T items RE.18 and RE.19 on 09-13-12 • • • Olympia Center, Inc. Board Structure The Olympia Center, Inc. board is comprised of individuals and corporations that have committed to funding the theater in the following ways: • Individuals contribute $10,000 a year for 5 years to serve on the Board of Directors • Corporations contribute $10,000 a year for 5 years or • Corporations contribute $100,000 of in -kind services for 5years n • O O 5 • Sponsorships and advertising within the venue are also n a rp available at negotiated rates. _, T O m * • O _. a • • In -Kind Services • Univision-23 and Telefutura 69 : — $500,000 of in -kind air time ($100,000 a year for 5 years.) • Spanish Broadcasting System: — $500,000 of in -kind air time ($100,000 a year for 5 years.) • BVK MEDIA: — Pro -Bono Graphic Design • • • • Service Agreements Summary • Ticketing : ShoWare • Theatrical Jurisdiction : I.A.T.S.E. Local 500 • Cleaning : Ace Cleaning • Garbage: Waste Services of Florida • Payroll : ADP • Copiers: Delta Buisness Solutions • Fire Alarms and equipment: All Fire and Fire Alarm Systems • Air Conditioning Maintenance: Biscayne Air • Staffing for Events and part-time: City of Miami Police Department, City of Miami, WorkSquare, D&B staffing. ZT-ET-60 uo 6T'38 pue 81'3H swaT ?.rmite Remediation: Guaranteed oridian ostage: Neopost • Pest Control: Terminex • Internet Backup at theater: Corncast • Internet Office and Ticket Booth: AT&tT (soon to be Earthlink) • Long Distance: Birch Communications • Phone Service (Office and Theater): AT&T • Workman's Comp and General Liability: Furman Insurance • Website Services and Hosting: Paymenta • Banking: Continental Bank • Marketing and PR: The Patton Group/Silvia Morales • Advertising: New Times, Pollstar, Billboard and others. • Grant Writing: Rhodes Arts Consulting items RE.18 and RE.19 on 09-13-12 • • • Community Services COMMUNITY BENEFIT: • Education: - We have tours available two times a week at the theater open to the public. — We have M.D.C. and U.M. Theatrical and Architecture classes that we work with to visit the theater and learn more about their respective disciplines. - We work with the Historical Museum, Dr. Paul George, Arva Moore Parks, Joe Rosenberg, Becky Matcove and other historians to open the space for special historic tours of downtown. • Non-profit rates: — 90% of the rentals at the Gusman Center are non-profit organizations. We have a special reduced rate for our non-profit community. • Community Engagement: — Participation in City-wide events/activities the Gusman is always open to participate in events like Flagler Festival, Dade Heritage Trust Days, A Taste of Downtown and other events that occur on Flagler street. • Friends of Gusman: - Friends of Gusman runs the membership arm of the theater and his been involved in the preservation and vitality of the theater for more than 25 years. ,„ — Friends of Gusman has received a John S. and James L. Knight Foundation grant to fund the Red Curtain c 0- Series which has given local arts organizations an opportunity to have financial help with their events. This brings more events to the theater while assisting the local arts community. • FP Cooperative Marketing: O a o — We do cooperative or cross marketing with the Downtown Development Authority, Downtownmiami.com, e . Downtown Miami Partnership, Miami International Film Festival, Miami Book Fair, and many other • 3 organizations. c S n' uosduaogi 'V eIIPs!Jd UO 61'311Pue Si'32i sw 4I 0 0 9 2012-YTD Operational Highlights • 23% increase in booking over last year (does not include September bookings.) • 50% are new clients to the venue • Attendance is increased over last year • Concessions revenues have increased over last year N• Live Nation, A.E.G. and other national a mor, � promoters have engaged the venue for the 0: i na BP first time. o� F Q • • • Olympia Center, Inc. Financial Statements and Accountants' Compilation Report June 30, 2012 Submitted into the public record in connection with items RE.18 and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk • IlI"RT&C I:t ,, r 1.11 /. I I?I II It \ •1 I 1 I CERTIIIED PUBLIC ACCOUNTANTS Accountants' Compilation Report To the Board of Directors Olympia Center, Inc. Miami, Florida We have compiled the accompanying balance sheet of Olympia Center, Inc. (a Florida not for profit corporation under IRS 501(c)(3)) as of June 30, 2012, and the related statement of activities for the nine month period then ended. We have not audited or reviewed the accompanying financial statements and, accordingly, do not express an opinion or provide any assurance about whether the financial statements are in accordance with accounting principles generally accepted in the United States of America. Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America and for designing, implementing, and maintaining internal control relevant to the preparation and fair presentation of the financial statements. Our responsibility is to conduct the compilation in accordance with Statements on Standards for Accounting and Review Services issued by the American Institute of Certified Public Accountants. The objective of a compilation is to assist management in presenting financial information in the form of financial statements without undertaking to obtain or provide any assurance that there are no material modifications that should be made to the financial statements. Management has elected to omit substantially all of the disclosures and the statement of cash flows required by accounting principles generally accepted in the United States of America. If the omitted disclosures and the statement of cash flows were included in the financial statements, they might influence the user's conclusions about the Company's financial position, results of operations, and cash flows. Accordingly, the financial statements are not designed for those who are not informed about such matters. We are not independent in connection with Olympia Center, Inc. Kao ,T�f - comp, . Certified Public Accountants Doral, Florida July 19, 2012 Submitted into the public record in connection with items RE.18 and RE.19 On 09-13-12 Priscilla A. Thompson City Clerk (!oral Office: 1985 NW 88th Court, Suite 101, Dorsi, FL 33172 - Phone: 305-593-2644 • Fax: 305-593-0390 %1;arni-Lakes Office . 8040 SW 155h SL, Suite 206, Miami Lakes, FL 33016 • Phone: 305-779-1120 • Fax: 305-779-1121 ens* rlc-cpa can Member of the American Institute of Certified Public Accountants ' Member of the Florsta Institute of Certified Public Accountants • Olympia Center, Inc. Balance Sheet June 30, 2012 Assets Current Assets Cash and cash equivalents $ 101,829 Other amounts receivable 96,090 Total Current Assets $ 197,919 Liabilities and Net Assets Current Liabilities Accounts payable $ 53,490 Unearned revenue (net of advance payments) 54,244 Total Current Liabilities 107,734 Net Assets - Unrestricted 90,185 Total Liabilities and Net Assets $ 197,919 Submitted into the public record in connection with items RE.18 and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk Read the accompanying accountants' compilation report. 2 Olympia Center, Inc. Statement or Activities For the Nine Month Period Ended June 30, 2012 Revenues Box office and ticketing $ 1,262,143 Other income including donations 243,484 Total Revenues 1,505,626 Expenses Salaries and wages 358,164 Events cost 747,577 General and administrative 267,190 Contracted services 37,535 Box office and ticketing cost 24,467 Concession and beverage cost 26,252 OT productions 9,467 Total Expenses 1,470,652 Change in Net Assets 34,974 Net Assets - September 30, 2011 55,211 Net Assets - June 30, 2012 $ 90,185 Submitted into the public record in connection with items RE.is and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk Read the accompanying accountants' compilation report. 3 Olympia Theater at Gusman Center for the Performing Arts - Included Fees/Cost Report Page 1 of 1 Olympia Theater at Gusman Center for the Performing Arts - Included Fees/Cost Report Report Date: Event/Performances: Box Office: Promoter: Venue: Payment Type: Sales Date Range: Performance Date Range: teat An evening with Deva Premal and Miten The Screwtape Letters "Whet My Husband Doesn't Know" Recent Cinema From Spain Festival Director's Box seats Vladimir Issaev's The Nutcracker IQrova Ballet Academy Presents Florida Classical Ballet Presents Friends of Guzman, KnightArts Red Curtain Series Event Presents Miami Symphony Orchestra Presents New World School of the Arts Presents Miami Lyric Opera Presents "LUCIA" Miami Lyric Opera Presents "Madame Butterfly' Miami Lyric Opera Presents "barber of Seville" "YoungArts Week Finale Performance" Miami Symphony Orchestra "Mahler First" Mleml Symphony Orchestra "A Night At The Opera" Miami International Film Festival 2012 The McIntyre Institute/Called 2 Dance RENASCENTIA: Presented by Motivate Miami DASH: 2012 Phantom Film Festival Pusclhr with Carina Round Spring Unique Gala Dance Redtal 2012: Presented by In Motion Performing Arts Center Marla Vard*Ja School of the Arts Lindsey Buckingham Miami Nice Jazz Festival AmericanAirlines & Miami Hispanic Ballet Present 9/7/2012 1:04:30 PM All Performances All Box Offices Ail Promoters All Venues All Payment Types 10/1/2011, 12-00:00 am - 911/2012, 11:59:59 pm All Time Grand Total Compare: No Comparison Show: Facility Restoration Fee (FRF) Group by. Event Data Selection: Net Sales 'Ticket Fees Description FRF = Facility Restoration Fee Qty FRF 23 $0.00 702 $1,053.80 885 $1,724.00 4071 $7,478.00 3043 31,919.00 100 $0.00 1210 $1,286.00 1209 $1,224,00 799 $880.00 688 5226.50 258 $167.00 1036 $1,074.00 263 5296.00 714 5929.00 486 5839.00 1284 $141.25 403 3250.00 827 $355,00 433 $337.25 809 $1.340.00 1132 $305 25 314 $189.00 888 $1,622.00 619 $363.00 630 $1,137.00 2155 $3,441.00 429 $728.00 80 $130.00 1 $2.00 252fi1 $29.217,05 Submitted into the public record in connection with items RE.18 and RE.19 on 09-13-12 Priscilla A. Thompson City Clerk https://tickets. gusmancenter.org/admin/reports/InternalFeeReport. asp?e=0&p=&b=0&o=0&... 9/7/2012 • • • https T x. Er20 cey-ebnldng.com f! I:PCB 066r9456'Sit indey P - + Online Banking Fle Edit Vie* Favorites Took H x It Convert . IS Select • El • — aim • Page. Safety • Tooke e Ealt0 Illi Continental National IF Bank of Miami I r.rn•,tnrr ei rhntc Other S+ervlce% r1r Show Account Detail Fmport File ninate.t Report - Upcoming Transactions • Pesso nt Aleep Ilwlm.e Laleroy.N- c.rr Inc Last Login oat. W11rletz to:c2 2 AM ET Show Account DetaB • Chang. quick Links Account Detail: DDAxxxx8064 The account information displayed is updated each morning after all transactions from the previous day hare been processed. Account Inromlation Profile Transaction Cetail Account Information Profile Account Alias DOAJocxx8064 Amount Last klterest Payment S0.00 Antowrt of Captured Float S0.00 Amount of Credits 50.00 Amount of Debits 50.60 Amount on Hod $0.00 /waadable Balance S36,083 99 Current Balance S36,083.99 Current Interest Rate 096 Effectire Date 511012012 Interest Accrued no Paid S0.00 Interest Accrued on Account 50.00 Interest Paid Last Year S0.00 Interest Paid on Account 50 00 Last Statement Balance S36,083 99 Last Statement Drop Date 8/31J2012 Number Credits Since Statement 0 Number Debits Since Statement 0 Origin Interest Rate 0.000 t