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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #17070 Date: 12/18/2024 Commission Meeting Date: 01/23/2025 Requesting Department: Department of Fire - Rescue Sponsored By: District Impacted: District 1 Type: Resolution Subject: Amendment No. 1 - Design Criteria Package for Fire Station No. 10 Purpose of Item: The purpose of this item is to approve a resolution from the Miami City Commission, authorizing an amendment to the Agreement with Silva Architects, LLC ("Silva Architects"), a Florida Limited Liability Company, solicited and awarded pursuant to RFQ No. 19-20-027, to provide the Design Criteria Package for Fire Station No. 10 ("Project"). The amendment will allow Silva Architects to bring the Design Criteria Package to a complete, permittable set of Construction Documents for the Project, by increasing the original contract compensation amount from Five Hundred Thousand Dollars ($500,000.00) to One Million Three Hundred Twenty -Eight Thousand Seven Hundred Forty Dollars ($1,328,740.00), on a phased basis; allocating funds from Project No. B-193207, subject to budgetary approval at the time of need; authorizing the City Manager to execute an amendment with Silva Architects in a form acceptable to the City Attorney, for said purpose, and to issue Silva Architects the appropriate notices to proceed for each phase, once the previous phase has been completed to the full satisfaction of the City, and subject to availability of funds; further authorizing the City Manager to negotiate and execute any and all documents, including any amendments, renewals, and extensions, subject to all allocations, appropriations and budgetary approvals having been previously made, compliance with applicable provisions of the Code of the City of Miami, Florida, as amended, ("City Code"), including, the City of Miami's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, in a form acceptable to the City Attorney, and in compliance with all applicable laws, rules and regulations, as may be deemed necessary for said purpose. Background of Item: On June 24, 2020, the Department of Procurement ("Procurement") issued RFQ No. 19- 20-027, under full and open competition, to procure the Design Criteria Package for Fire Station No. 10. On August 14, 2020, five (5) proposals were received in response to the RFQ. Subsequently, one (1) proposal was found to be non -responsive to the Minimum Requirements of the RFQ, after Procurement completed its due diligence effort. On December 11, 2020, an Evaluation Committee met and completed the Step 1 evaluations of the remaining four (4) proposals submitted by responsive and responsible proposers, following the guidelines stipulated in the RFQ, and recommended Silva Architects, the highest ranked responsive and responsible Proposer for negotiations. On February 22, 2021, a Negotiation Committee appointed by the City Manager met and conducted negotiations through April 15, 2021. After the original scope of work was completed, it was determined in November 2023 to be in the best interest of the City to retain Silva Architects to further provide professional services beyond the scope of work of the original Agreement, up to and including one hundred percent (100%) construction documents and construction administration services. As a result, successful negotiations have been held between the City and Silva Architects to define the level of effort and the cost associated with the new scope of work. Therefore, the City Manager requests authorization to execute an amendment to Silva Architects' Agreement, increasing the original contract compensation from Five Hundred Thousand Dollars ($500,000.00) to One Million Three Hundred Twenty -Eight Thousand Seven Hundred Forty Dollars ($1,328,740.00), on a phased basis. Budget Impact Analysis Item is an Expenditure Item is NOT Related to Revenue Item is NOT funded by Bonds Total Fiscal Impact: Total Fiscal Impact: $1,328,740.00 CIP Project No: B-193207 Department of Fire -Rescue Department of Fire -Rescue Department of Fire -Rescue Department of Fire -Rescue Department of Procurement Department of Fire -Rescue Department of Fire -Rescue Office of Management and Budget Office of Management and Budget City Manager's Office Legislative Division Office of the City Attorney Office of the City Attorney City Commission Office of the City Clerk Reviewed B Robert C Hardy Johnny Duran Carolina Aguila Adrian Plasencia Annie Perez Niorge Aragon Robert Hevia Lai -wan McGinnis Leon P Michel Arthur Noriega V Valentin J Alvarez Thomas M. Fossler George K. wysong III Maricarmen Lopez City Clerk's Office Fire Review Fire Budget Review Fire Review Fire Review Procurement Review Fire Review Fire Chief Review Budget Analyst Review Budget Review City Manager Review Legislative Division Review ACA Review Approved Form and Correctness Meeting Rendered Completed Completed Skipped Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed 12/30/2024 10:07 AM 01/02/2025 8:21 AM 12/30/2024 10:48 AM 01/02/2025 10:56 AM 01/08/2025 6:43 PM 01/09/2025 10:06 AM 01/13/2025 3:05 PM 01/13/2025 8:02 PM 01/13/2025 8:35 PM 01/13/2025 9:16 PM 01/13/2025 9:30 PM 01/13/2025 9:59 PM 01/13/2025 10:20 PM 01/23/2025 9:00 AM 01/29/2025 5:59 PM City of Miami Legislation Resolution Enactment Number: R-25-0014 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 17070 Final Action Date:1/23/2025 A RESOLUTION OF THE MIAMI CITY COMMISSION, AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH SILVA ARCHITECTS, LLC, AWARDED PURSUANT TO REQUEST FOR QUALIFICATIONS NO. 19-20-027, TO INCREASE THE CONTRACT AMOUNT BY EIGHT HUNDRED TWENTY EIGHT THOUSAND SEVEN HUNDRED FORTY DOLLARS ($828,740.00) FOR A TOTAL CONTRACT VALUE OF ONE MILLION THREE HUNDRED TWENTY EIGHT THOUSAND SEVEN HUNDRED FORTY DOLLARS ($1,328,740.00) FOR ADDITIONAL SERVICES ASSOCIATED WITH THE COMPLETION OF ONE HUNDRED PERCENT (100%) CONSTRUCTION DOCUMENTS ON A PHASED BASIS; WAIVING THE REQUIREMENTS OF RESOLUTION NO. R-24-0138 OF THE MIAMI CITY COMMISSION; ALLOCATING FUNDS FROM THE CAPITAL PROJECT NO. 40-B193207 AND DEPARTMENTAL BUDGETS, SUBJECT TO AVAILABILITY OF FUNDS AT THE TIME OF NEED; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ALL OTHER DOCUMENTS, INCLUDING AMENDMENTS, RENEWALS, AND EXTENSIONS, ALL IN FORMS ACCEPTABLE TO THE CITY ATTORNEY, AS MAY BE DEEMED NECESSARY FOR SAID PURPOSE. WHEREAS, on June 24, 2020, the Department of Procurement ("Procurement") issued Request for Qualifications No. 19-20-027 ("RFQ"), under full and open competition, to procure a design criteria package for Fire Station No. 10 ("Project"); and WHEREAS, on August 14, 2020, five (5) proposals were received by the Office of the City Clerk in response to the RFQ, and subsequently, one (1) proposal was found to be non- responsive to the Minimum Requirements of the RFQ, after Procurement completed its due diligence effort; and WHEREAS, on December 11, 2020, an Evaluation Committee met and completed the Step 1 evaluations of the remaining four (4) proposals submitted by responsive and responsible proposers, following the guidelines stipulated in the RFQ, and recommended Silva Architects, LLC ("Silva Architects") the highest ranked responsive and responsible Proposer for negotiations; and WHEREAS, a Negotiation Committee appointed by the City Manager, on February 22, 2021, met and conducted negotiations through April 15, 2021; and WHEREAS, the City and Silva Architects entered into a Professional Services Agreement on or about April 15, 2021 ("Agreement"); and WHEREAS, it has been determined to be in the best interest of the City to retain Silva Architects to further provide professional services beyond the scope of its original design criteria package -related Agreement, up to and including one hundred percent (100%) construction documents and construction administration services; and WHEREAS, successful negotiations have been held between the City and Silva Architects to define the level of effort and the cost associated to turn the original thirty percent (30%) construction documents into one hundred percent (100%) construction documents; and WHEREAS, the City Manager requests authorization to execute an amendment to Silva Architects' Agreement, increasing the original project compensation amount by an amount of Eight Hundred Twenty -Eight Thousand Seven Hundred Forty Dollars ($828,740.00), thereby increasing the original project compensation amount from Five Hundred Thousand Dollars ($500,000.00) to the amended project compensation amount of One Million Three Hundred Twenty -Eight Thousand Seven Hundred Forty Dollars ($1,328,740.00), for additional services associated with the completion of one hundred percent (100%) construction documents for the Project on a phased basis; and WHEREAS, funds are to be allocated from Capital Project No. 40-B193207 and Department budgets at the time of need. NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. The City Manager is hereby authorized' to negotiate and execute an amendment to the Agreement with Silva Architects to increase the contract amount by eight hundred twenty-eight thousand seven hundred forty dollars ($848,740.00) for a total contract value of one million three hundred twenty eight thousand seven hundred forty dollars ($1,328,740.00) for additional services associated with the completion of one hundred percent (100%) construction documents on a phased basis. Section 3. The requirements of Resolution No. R-24-0138 of the Miami City Commission are hereby waived by an affirmative vote of three or more City Commissioners. Section 4. Funds are to be allocated from Capital Project No. 40-B193207 and Department budgets at the time of need. Section 5. The City Manager is further authorized1 to negotiate and execute all other documents, including amendments, renewals, and extensions, all in forms acceptable to the City Attorney, as may be deemed necessary for said purpose. Section 6. This Resolution shall become effective immediately upon its adoption. APPROVED AS TO FORM AND CORRECTNESS: 1 The authorization herein is further subject to compliance with all legal regulations that may be imposed, including but not limited to those prescribed by applicable City Charter and City Code provisions.