HomeMy WebLinkAboutMemo - Manager's ApprovalCITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Emilio T. Gonzalez, Ph D.
City Manager
FROM: Annie Perez, CPPO
Director, Procurement
DATE: May 9, 2018 FILE:
SUBJECT: Recommendation of Award of a
Contract for Urban Design, Landscape
Architecture and Engineering Services for a Flex
Park at Virginia Key
REFERENCES: RFQ No. 16-17-003
ENCLOSURES:Chairperson's Report with
Score Sheets; Evaluation Committee
Appointment Memo
Recommendation
Based on the findings below, the Department of Procurement (Procurement) hereby
recommends award of Contract No. RFQ 16-17-003, to Civitas, Inc. (Civitas), for Urban Design,
Landscape Architecture and Engineering Services for a Flex Park at Virginia Key (Project).
The Project is necessary to provide a full range of urban design, landscape architecture and
engineering services to create a conceptual plan and schematic design for a world -class
waterfront park, hereinafter referred to as the "Flex Park." The Project must reflect the historic
regional significance of Virginia Key, including but not limited to, kick-off investigations, studies,
professional surveying, location of underground utilities and structures, grading and drainage,
review of pertinent plans and context analysis, special event strategy/economic analysis, traffic
analysis/parking planning, project management and research, public outreach/community
engagement and presentations, consensus building and facilitation, design options, framework
planning, demonstration project, civil/site planning, landscape design/space planning, schematic
design, and perspective illustration. The City's mission and goal is to completely re -energize the
Virginia Key area through guided decisions, which consider public access and use, historic
preservation, parkland use, design integrity, conservation and financial viability. A Flex Park
and the surrounding areas present a rare and exciting opportunity for the City to support the
revival of a landmark and establish a new cultural center.
Fiscal Impact
The fiscal impact to the City of Miami (City) for the negotiated contract is $844,730 for Phase 1,
Pre -Design Planning/Concept Design and Study Activities to include Assessment and
Recommendations Report, Programming, Budget Cost Estimate and Documentation of Existing
Conditions, and Phase 2, Schematic Design. The original price proposal submitted by Civitas
totaled to $1,482,686; therefore, negotiations resulted in $637,956 of considerable savings for
our taxpayers.
Background
On, April 28, 2017, the City of Miami (the City), through Procurement, issued a solicitation for
the Project under full and open competition. On June 26, 2017, the Office of the City Clerk
received seven (7) proposals in response to the solicitation. Subsequently, the proposals were
reviewed by Procurement staff, upon which six (6) proposals were deemed responsive and
responsible in accordance with the minimum and submission requirements of the RFQ. One (1)
Page 2 - Urban Design, Landscape Architecture and Engineering Services for a Flex Park
Emilio T. Gonzlez, Ph.D., City Manager
proposal. submitted by Design Workshop, Inc., was deemed nonresponsive and therefore;
disqualified from the procurement process for failure to meet the minimum requirements of the
RFQ. Accordingly, on August 24, 2017, the Evaluation Committee ("Committee") met and
completed the evaluation and ranking of the six (6) responsive and responsible proposals
following the stipulated guidelines in the solicitation. The proposals were evaluated in
accordance with the five (5) evaluation criteria, and ranked by total awarded points (see
enclosed Evaluation Committee Report).
Upon the review, and subsequent approval of the Evaluation Committee's Report by the City
Manager, negotiations were initiated with Civitas, the highest ranked firm. For several months,
the City's negotiation team, comprised of Planning, Office of Capital Improvements, Parks &
Recreation, and Procurement staff, held good faith negotiations with Civitas principals which
addressed:
1. Coordination of the various professional consulting services necessary for the Project;
2. Established and capped fair market professional services fee schedule;
3. A Project tasking solution which supports an implemental and fiscally sound agreement,
in the best interest of the City and its residents, and;
4, Legally sufficient and binding agreement terms and conditions, with the assistance and
support of the City Attorney's Office.
Successful negotiations were accomplished, and an agreement was mutually reached on May
3, 2018. As a result, Procurement hereby recommends award of a Professional Services
Agreement with Civitas for the Project on a phased basis. Compensation shall be negotiated at
the time of need for Phases 3 through 6 of the Project.
Consequently approval of this recommendation to award is requested. Your signature below
will indicate approval of this recommendation.
Approved:
/milio T`Gonzalez, Ph. D., City Manager
c: Joseph F. Napoli, Deputy City Manager
Nzeribe lhekwaba, Ph.D., P.E., Assistant City Manager
Sandra Bridgeman, Assistant City Manager/Chief Financial Officer
Rafael Suarez -Rivas, Chief Assistant City Attorney
Todd B. Hannon, City Clerk
Francisco J. Garcia, Director, Planning Department (PD)
Jeremy Calleros Gauger, Deputy Director, PD
Kevin M. Kirwin, Director, Parks & Recreation Department
Steven C. Williamson, Director, Office of Capital Improvements (OCI)
Hector Badia, Assistant Director. OCI
Lydia Osborne, Ph.D., CPPO, CPPB, Assistant Director/Chief Negotiator, Procurement
Fernando V. Ponassi, MA Arch., MA PPA, LEEDOAP, Assistant Director, Procurement
Date: - e
PRISM