2003-25234 ResoRESOLUTION NO. 2003-25234
A RESOLUTION OF THE MAYOR AND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING
THE ADMINISTRATION TO INCREASE A STANDING ORDER
TO TROPICAL TENTS, INC., FOR CONTINUING RENTAL OF
ONE CUSTOM SIZE CLEAR SPAN, ALUMINUM FRAME
TENT FOR USE AS A TEMPORARY GOLF CART STORAGE
AND ELECTRICAL CHARGING FACILITY AT MIAMI BEACH
GOLF CLUB, ON A MONTH TO MONTH BASIS NOT TO
EXCEED SIXTEEN (16) MONTHS FROM THE DATE OF
ADOPTION OF THIS RESOLUTION, FOR A TOTAL COST
NOT TO EXCEED $69,400.
WHEREAS, the construction of the new Miami Beach Golf Club
clubhouse, maintenance facility, on-course restrooms, and golf cart storage
facility are behind schedule due to design/construction delays; and
WHEREAS, in order to open the Miami Beach Golf Club in time to
meet the 02/03 Winter golf season, the Administration secured a temporary
modular clubhouse, and rented a tent to serve as the temporary golf cart
facility in anticipation that the cart charging facility would be completed mid
year of 2003; and
WHEREAS, based on the most recent construction schedule the
Administration will need to continue renting the existing tent as temporary
golf cart storage and electrical charging facility until late Summer of 2004;
and
WHEREAS, in an effort to obtain the best option for the City an
evaluation of cost to purchase versus rental was conducted and based on
the results of this comparison the decision to rent the tent was made and the
City entered into a contract with Tropical Tents, Inc.; and
WHEREAS, due to the extended construction schedule the temporary
cart facility will be needed through the Summer of 2004; and
WHEREAS, Tropical Tents Inc. has agreed to continue renting the
existing tent structure to the City, on a month to month basis, until our new
cart barn facility is in place and has also offered to reduce the monthly rental
fee from $4,642.86 to $4,300 per month, effective as of May 2003.
NOW, THEREFORE, BE IT DULY RESOLVED THAT THE MAYOR AND
CITY COMMISSION OF THE CITY OF MIAMI BEACH authorizing the
Administration to increase a standing order to Tropical Tents, Inc., for
continuing the rental of one custom size clear span, aluminum frame tent for
use as a temporary golf cart storage and electrical charging facility at the
Miami Beach Golf Club, on a month to month basis, not to exceed sixteen
(16) months from the date of adoption of this Resolution, for a total cost not
to exceed $69,400.
PASSED and ADOPTED this llth
day of June 2003.
CITY CLERK
T:V~,GENDA~2003\jun 1103\regular~Tropical Tent_Com. Reso._6-11-03 rev. 1 .doc
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
c /Xttomw( v'-
Date
Condensed Title:
CITY OF MIAMI BEACH
COlt/MISSION ITEM SUMMARY
A Resolution authorizing the Administration to increase a standing order to Tropical Tents, Inc.,
for the continued rental of a custom aluminum frame tent for use as a temporary golf cart storage
and charging facility at the Miami Beach Golf Club, on a month to month basis not to exceed 16-
months for a total cost not to e~ceed $69,400.
Issue:
In order to open the Miami Beach Golf Club in time to meet the 02/03 winter golf season the
administration leased a modular clubhouse and rented a tent to serve as the temporarygolf cart
facility. At the time the tent was rented it was anticipated the cart charging facility would be
completed mid year of 2003. However, based on the most recent construction schedule and the
need to coordinate the construction of the new cart storage facility with the clubhouse it is now
anticipated the new golf cart storage and charging facility will be ready by the summer of 2004.
The tent has been functioning as the temporary cart charging facility since the Miami Beach Golf
Club opened in late December. At this time it would be highly disruptive to the operation of the
golf course and very costly in terms of lost revenue as well as the cost of labor to remove the
existing tent and reinstall the electric and water utilities on another tent.
Prior to renting this tent due diligence was done by the Administration to ensure the City obtained
the best rental rate available. It should also be noted that because of the proposed time
extension, Tropical Tent, Inc., has offered to reduce the monthly rent from $4,642.86 to $4,300
representing reduction of $342.86 per month or a maximum of $5,475 for the full rental period.
Item Summary/Recommendation:
IApprove the resolution to continue the rental of the temporary golf cart storage and charging
facility to permit the continued operation ofthe Miami Beach Golf Club.
Advisory Board Recommendation:
Financial Information:
Source of Amount Account Approved
Funds: 1 $22,100 011.0970.000323 - FY02/03
2 47,300 011.0970.000323 - FY 03/04
(Included as budget request for FY
~*~~~ 3 03/04)
4
Finance Dept. Total $69,400
City Clerk's Office Legislative Tracking:
1
City Manager
Sign-Offs:
] Department Director ]~~t~City Manager
T:~AGENDA~2003\jun1103\regular~Trffp-'Tcal Tent. Summary cov sheet. DOC
AGENDA ITEM
DATE
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.ci.miami-beach.fi.us
COMMISSION MEMORANDUM
To:
From:
Subject:
Mayor David Dermer and Date: June 11, 2003
Members of the City Commission
Jorge M. Gonzalez ~.. ~_../'"'~'
City Manager (/u" ~)
A RESOLUTION,OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO
INCREASE A STANDING ORDER TO TROPICAL TENTS, INC., FOR
CONTINUING RENTAL OF ONE CUSTOM SIZE CLEAR SPAN,
ALUMINUM FRAME TENT FOR USE AS A TEMPORARY GOLF CART
STORAGE AND ELECTRICAL CHARGING FACILITY AT MIAMI BEACH
GOLF CLUB, ON A MONTH TO MONTH BASIS NOT TO EXCEED
SIXTEEN (16) MONTHS FROM THE ADOPTION OF THIS RESOLUTION,
FOR A TOTAL COST NOT TO EXCEED $69,400.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
BID AMOUNT AND FUNDING
$69,400 - Funding is available from the Parks and Recreation Department, Miami Beach
Golf Club Division Budget Department - FY 02/03 - Account Number 011.0970.000323
in the amount of $22,100 and $47,300 as included in the departmental FY 03/04 budget
request.
ANALYSIS
The new Miami Beach Golf Club improvements include a new clubhouse, a maintenance
facility, on course restrooms and a new golf cart storage facility. Unfortunately, due to
design/construction delays the clubhouse and cart facility are behind schedule.
In order to open the Miami Beach Golf Club in time to meet the 02/03 winter golf season
the Administration secured a temporary modular clubhouse and rented a tent to serve as
the temporary golf cart facility. At the time the tent was rented it was anticipated the cart
charging facility would be completed mid year of 2003. However, based on the most recent
construction schedule, the Administration will need to continue renting the existing tent as
temporary golf cart storage and electrical charging facility in order to safely store and
maintain seventy-five (75) new golf carts currently on lease with E-Z-GO and protect the
computerized global positioning system (CPS) that is installed on each cart until late
Summer of 2004.
Commission Memorandum
June 11, 2003
Tropical Tent Rental Standing Order Increase
Page 2 of 3
The old cart barn was demolished in order to leave room for construction of the new facility
and for needed temporary parking. A custom clear span, aluminum frame tent (50' X 115')
was installed inside the tennis courts at Miami Beach Golf Club in November of 2002, to
serve as a temporary golf cart storage and electric charging facility. The tennis courts
represented the best alternative since the tennis courts offered the required storage and
maintenance space along with a 10-feet high surrounding fence for overnight security. All
other possible site space was reserved for construction of the new club house, site for the
temporary modular club house, and limited parking space.
In an effort address the City's need for a temporary cart charging facility both the options of
purchasing and renting a tent were evaluated in late summer of 2002. The option to buy a
new tent was determined to be cost prohibitive based on the short-term use, and urgency
for delivery, limited storage space, and the need for trained staff to provide assembly
expertise. The cost to purchase a new tent would start at approximately $67,053 not
including movable side walls (windows) and electrical light fixtures and labor and material
for installation.
Based on the above information a decision was made to rent a tent. To be certain the City
obtained the best possible product and rate, an informal competitive bid was conducted in
October 2002. There are only a few local companies capable of renting this type of custom
size structure. A total of eight (8) local tent rental dealers were contacted resulting in three
(3) responsive bids and five (5) "No Bid" responses. Tropical Tents, Inc. was deemed the
lowest and best, responsible bidder. Tropical Tents Inc., is approved by the City of Miami
Beach Code Compliance and has installed numerous tents throughout the City of Miami
Beach during special events including the Jackie Gleason Theater (front lawn), Also,
Tropical Tents Inc., is an approved vendor for Miami-Dade County, and the City of Miami.
BID TABULATION
October 10, 2002
Tropical Tents Inc.
$4,642.86/month
United Rental
$5,135.00/month
Christina's Party Production Inc.
$6,660.O0/month
Due to the extended need for the rental, Tropical Tents Inc., has agreed to a monthly rental
fee reduction from $4,642.82 to $4,300. In addition to this cost savings, business at Miami
Beach Golf Club will not be disrupted by not having electric- power to charge the current
fleet of 75 golf carts, along with the needed continuous safe storage.
Commission Memorandum
June 11, 2003
Tropical Tent Rental Standing Order Increase
Page 3 of 3
"No Bid" response was obtained from:
Florida Party Rental, F&S Tents, Economic Tents, Ayestaran Tents, and A Nava Party
Production Inc.
Tropical Tents Inc. has agreed to continue renting the existing tent and structure to the City
of Miami Beach on a month to month basis until our new cart barn facility is in place and
will also reduce our monthly rental fee to $4,300 effective May 2003.
CONCLUSION
Based on the analysis, the Administration recommends that the Mayor and City
Commission authorize the Administration to increase the current standing order to Tropical
Tents Inc., to allow the Miami Beach Golf Club to continue to operate temporary golf cart
storage and charging facility until such time the new facility is constructed.
JMeS:CD
T:~,GENDA~2003\jun1103\regular\Tropical Tent_MBGC_Comm. Memo.doc