HomeMy WebLinkAboutExhibit ADocuSign Envelope ID: 52D87473-0066-4A27-A3FE-600F5E6058F7
ATTACHMENT "A"
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Arthur Noriega V DATE June 26, 2023
City Manager
FROM: Andrew Frey AA*6.3 w. Fr
Director ,-9AB076E0CF7E4°0___
Department of Real Estate and
Asset Management ("DREAM")
Hector Badia }ti"
Interim Director 138ACAB636B542B__.
Office of Capital Improvements ("OCI")
SUBJECT: Olympia Theater Supplement
No. 2 to Emergency Memo
ENCLOSURES: Emergency Memo and
Supplement No. 1 to
Emergency Memo
BACKGROUND
The Olympia Theater and the Olympia Apartments are co -located in a building at the southwest corner
of NE 2nd Avenue and East Flagler Street. It is a building on the National Register of Historic Places
and has been owned by the City of Miami since 1975.
The vintage 1920s high-rise building is steel framed and clad in brick masonry and terra cotta. The
Olympia Apartments building is ten (10) stories in height, while the Theatre is an equivalent four (4)
stories in height attached to the north elevation of the Olympia Apartments.
The building is recognized for needing major capital needs and urgent structural and electrical repairs
identified during its 40/50-year recertification process, including the major issues with the exterior brick
facade. These repairs include, but are not limited to:
1. A/E design/solicitation/inspection needed for building recertification and stabilization, to include
but not be limited to:
• Monthly Facade Inspections by Structural Engineer; and
• Monthly shoring inspections by Contractor and Shoring Engineer; and
• Quarterly shoring adjustment onsite work; and
• Biannual structural and electrical inspections for recertification status by Structural
Engineer; and
• Structural drawings for impact windows; and
• Exploratory work for exterior and interior design.
2. A/E design/solicitation/inspection needed for building health, human safety items, to include
but not be limited to:
DocuSign Envelope ID: 52D87473-0066-4A27-A3FE-600F5E6058F7
ATTACHMENT "A"
• Perimeter Scaffolding for pedestrian protection (purchase or monthly rental) and
maintenance.
3. A/E design/solicitation/inspection needed to maintain the ongoing operations and maintenance
of equipment and systems to prevent loss of use, to include but not be limited to:
• Required maintenance or rentals to keep the interior environment adequate for a historic
structure.
4. Any other procurements needed to obtain building permits, contractors, vendor agreements for
construction, repairs, equipment replacement, and upgrades, to include but not be limited to:
• Cooling tower tank repairs.
Pursuant to the City Manager' s emergency finding, which finds that a valid public emergency to the
Olympia Theater and Olympia Apartment building, it is most advantageous for the City to waive the
competitive sealed bidding procedures pursuant to F.S. 255.20(1)(c)(I), constitute a danger to the
public health or safety.
In addition, it is not feasible for the City to proceed with the procurement process outlined in F.S.
287.055. The process will delay the vital repairs to the facility and potential loss of revenue and funding
at the Olympia.
F.S. 287.055, CCNA, does however permit exemptions to these requirements in emergency situations,
as stated in Section 3(a)1 entitled "Public Announcement and Qualifications Procedures". The City
Manager as "Agency Head" may declare an emergency.
Accordingly, DREAM and OCI respectfully request your approval to waive the competitive sealed
bidding process for the provision of design and construction services, and any other purchases needed
to repair the facility and get the recertification completed.
A bi-monthly report will be submitted to the City Commission describing the
projects/inspections/purchases made under this emergency until the 40/50 recertification process has
been completed.
CITY MANAGER: ® APPROVED ❑ DISAPPROVED
avflwr Noviula
Arthur Noriega V
DATE:
July 2, 2023 1 19:01:46 EDT
DIRECTOR/CHIEF PROCUEMENT OFFICER ® APPROVED ❑ DISAPPROVED
DEPARTMENT OF PROCUREMENT:
DATE:
Annie Perez, CPPO
June 27, 2023 1 12:41:50 EDT
DocuSign Envelope ID: 52D87473-0066-4A27-A3FE-600F5E6058F7
ATTACHMENT "A"
Additional certification required for emergency purchases greater than $25,000
DIRECTOR, OFFICE OF BUDGET AND In I certify that the funds to cover this
MANAGEMENT: emergency purchase are available.
o . 9 .d e,.
Marie ("Maggie") Gouin
DATE: June 30, 2023 I 09:41:57 EDT
c: Nzeribe Ihekwaba, PhD, PE, Deputy City Manager
Larry Spring, CPA, Assistant City Manager/Chief Financial Officer
Pablo R. Velez, Sr. Assistant City Attorney, Office of the City Attorney
Fernando V. Ponassi, MA Arch., MA PPA, LEED AP, Assistant Director, Procurement
DocuSign Envelope ID: 52D87473-0066-4A27-A3FE-600F5E6058F7
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Arthur Noriega V, City Manager
FROM:
Dig Gay rrgled by
Lulu, Fkctar
Hector Badia Dale 202302OE
1613 15 -05.'Od
Interim Director
Office of Capital Improvements
DATE: February 01, 2023 B-70100
SUBJECT: Olympia Theater Supplemental to
Emergency Memorandum
REFERENCES: Emergency Purchases
Larry Spring
Assistant City Manager
c/o Department of Real Estate Asset Management
ENCLOSURES Backup information
Per the emergency procurement procedures as defined in Section 18-90 of the City Code, authorization to waive the
competitive bid process is requested for this emergency purchase that is greater than $25,000 to perform the critical
repairs on the Olympia Theater and Apartments located at 174 E Flagler ST, Miami, FL 33130.
Background
The Olympia Theater and the Olympia Apartments are co -located in a building at the southwest corner of NE 2nd
Avenue and East Flagler Street. It is a building on the National Register of Historic Places and has been owned by
the City of Miami since 1975.
The vintage 1920s high-rise building is steel framed and clad in brick masonry and terra cotta. The Olympia
Apartments building is ten (10) stories in height, while the Theatre is an equivalent four (4) stories in height attached
to the north elevation of the Olympia Apartments. The ten -story Olympia Apartments building is currently used as a
residential apartment building while the theatre remains in operation today. The building is recognized needing major
capital needs and urgent structural and electrical repairs identified during its 40/50-year recertification process
including the major issues with the exterior brick facade.
On February 15, 2022, an emergency memorandum was authorized to perform emergency stabilization repairs on
the building facade that allowed for the continuation of the Flagler Street renovation project through that portion of
the street. P.O. No. 2113667 was issued to R.J. Heisenbottle (RJH) for $795,195.54 (see attached processed
proposal) that included the facade assessment, emergency stabilization, complete design, permitting and provide
bidding process support services. The construction administration portion wasn't included until the assessment and
emergency stabilization were completed.
The design NTP was issued to RJH on June 02, 2022, for the assessment and the emergency stabilization that was
completed on July 19, 2022, with a cost of $377,467.14. The work included assessment, pinning and removal of
terracotta and brick pieces to prevent them from falling (see attached report). As part of the assessment, the facade
was found in worst condition than expected and additional design work and construction administration work are now
necessary to complete the recertification process. After OCI review, the required amount for these services is
$938,847.11 (per attached fee proposal from RJH) for a total of $1,734,042.65.
The City has constructed temporary emergency repairs to protect the safety of its citizens and users such as internal
structural shoring, as well as other items, including the sidewalk shed protection for the pedestrians on Flagler and
1JPage
DocuSign Envelope ID: 52D87473-0066-4A27-A3FE-600F5E6058F7
SW 2 Avenue, however permanent repairs are necessary to avoid further deterioration of the facility. In addition to
this, the City is paying monthly inspections fees for the installed interior emergency shoring. The design services for
the interior repairs are $651,187.95 (per attached fee proposal from RJH). Then the total cost amounts to
$2,385,230.60. The associated construction estimate cost for these repairs is approximately $22.94M.
Pursuant to the City Manager' s emergency finding, which finds that a valid public emergency to the Olympia Theater
and Olympia Apartment building, it is most advantageous for the City to waive the competitive sealed bidding
procedures pursuant to F.S. 255.20(1)(c)(I), constitute a danger to the public health or safety.
In addition, it is not feasible for the City to proceed with the procurement process outlined in F.S. 287.055, as the
process can take approximately nine (9) months. The lengthy process will delay the vital repairs to the facility and
potential loss of revenue and funding at the Olympia.
F.S. 287.055, CCNA, does however permit exemptions to these requirements in emergency situations, as stated in
Section 3(a)1 entitled "Public Announcement and Qualifications Procedures". The City Manager as "Agency Head"
may declare an emergency.
Accordingly, OCI and DREAM respectfully request your approval to waive the competitive sealed bidding process
for the provision of design and construction administration services to repair the facility and get the recertification
done.
CITY MANAGER:
DocuSigned by:
Qv Novit,ajot.
rOC3726 42A...
Arthur Noriega, V
APPROVED x❑ DISAPPROVED ❑
DIRECTOR, DEPARTMENT OF PROCUREMENT:
Docu Signed by:
09540CD73CAC4GG_.
Annie Perez, CPPO
APPROVED ❑ DISAPPROVED ❑
Date: March 16, 2023 1 14:22:30 EDT
Date:
March 6, 2023 1 14:45:10 EST
Additional certification required for emergency purchases greater than $25,000:
DIRECTOR, MANAGEMENT AND BUDGET:
I certify the funds to cover this emergency purchase are available.
e:202 03.02 11 26:50 OSr00
Gouin, Marie
Marie "Maggie" Gouin
2IPage
DocuSign Envelope ID
52D81473-0066-4A27-A3FE-600F5E6058F7
CITY OF MIAMI. FLORIDA
INTER -OFFICE MEMORANDUM
Arthur Noriega V, City Manager DATE
Dvibinaignobby SUBJECT
PE
+ssa:�a
c�:anaa�aAngel Carrasquillo, P.E. •osva+s REFERENCES
Director, Office of Capital Improvements
Fernando Casamayor
Assistant City Manager
c/o Department of Real Estate Asset Management
February 15, 2022
Olympia Theater
Emergency Purchases
ENCLOSURES Backup information
FILE N/A
Per the emergency procurement procedures as defined in Section 18-90 of the City Code, authorization to waive the
competitive bid process is requested for the emergency purchase if greater than $25,000 to perform the critical repairs
on the Olympia Theater and Apartments.
Background
The Olympia Theater and the Olympia Apartment are co -located in a building at the southwest corner of NE 2nd Avenue
and East Flagler Street. It is a building on the National Register of Historic Places and has been owned by the City of Miami
since 1975.
The vintage 1920s high-rise building is steel framed and clad in brick masonry and terra cotta. The Olympia Apartment
building is ten (10) stories in height, while the Theatre is an equivalent four (4) stories in height attached to the north
elevation of the Olympia Apartments. The ten -story Olympia Apartment building is currently used as a residential
apartment building while the theatre remains in operation today.
The building is recognized needing major capital needs and urgent structural and electrical repairs identified during its
40/50-year recertification process including the major issues with the exterior brick facade, See attached.
Further, the $27 million Flagler Street renovation project that includes complete roadway reconstruction between
Biscayne Blvd and West 1st Avenue will have construction activities start in front of the Olympia in the next few weeks.
The construction activities will produce vibrations that may further destabilize conditions of the building namely the
exterior facade.
The City has constructed temporary emergency repairs to protect the safety of its citizens and users such as internal
structural shoring, as well as other items, including the installation of sidewalk shed protection for the pedestrians on
Flagler and SW 2 Avenue. A specialized terracotta historic restoration consultant team needs to perform
assessment/inspections on the facade and provide a written report and the methodology of the repairs. In addition, any
1ll'8ge
DocuSign Envelope ID: 52D87473-0066-4A27-A3FE-600F5E6058F7
emergency repairs such as pinning, or removal of any terracotta or brick pieces to prevent them from falling must also be
undertaken forthwith by the consultant/contractor until the long-term restoration can be performed.
Pursuant to the City Manager's emergency finding, which finds that a valid public emergency to the Olympia Theater and
Olympia Apartment building, it is most advantageous for the City to waive the competitive sealed bidding procedures
pursuant to F.S. 255.20(1)(0(4 constitute a danger to the public health or safety.
In addition, it is not feasible for the City to proceed with the procurement process outlined in F.S. 287.055, as the process
can take approximately nine (9) months. The lengthy process will delay the vital repairs to the facility and potential loss
of revenue at the Olympia as well as cause increase delays and costs for the Flagler Street project.
F.S. 287.055, CCNA, does however permit exemptions to these requirements in emergency situations, as stated in Section
3(a)1 entitled "Public Announcement and Qualifications Procedures". The City Manager as 'Agency Head" may declare an
emergency.
Accordingly, OCI and DREAM respectfully request ynur approval to waive the competitive sealed bidding process for the
provision of design and construction services to repair the facility.
CITY MANAGER:
Arthur Noriega V
APPROVED DISAPPROVED I I
DIRECTOR, DEPARTMENT OF PROCUREMENT:
y-�
❑igitaily signed by Perez, Annie
Perez, Annie ie Date: 2022.02.16 16:28:22
-05'00'
Date:
Annie Perez, CPPO
APPROVED DISAPPROVED E Date;
Additional certification required for emergency purchases greater than $25,000:
DIRECTOR, MANAGEMENT AND BUDGET:
I certify the funds to cover this emergency purchase are available
Digitally signed by Gouin. Marie
GOuln, Marie Date 202202.1 16:27:26
-05'00'
Marie "Maggie" Gouin
2I
Date: