2003-25323 Reso
RESOLUTION NO. 2003-25323
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, RATIFYING THE FOLLOWING CITY
MANAGER ACTIONS: 1) APPROVAL TO INCREASE THE STANDING
ORDER WITH NEXTEL COMMUNICATIONS FOR CITYWIDE RADIO AND
CELLULAR TELEPHONE SERVICES, IN THE AMOUNT OF $65,000; AND 2)
APPROV AL AND EXECUTION OF AN AGREEMENT WITH FLORIDA
DEPARTMENT OF TRANSPORTATION TO RECEIVE ANNUAL FUNDING OF
$150,000 FOR LANDSCAPE MAINTENANCE OF THE JULIA TUTTLE
CAUSEWAY, PURSUANT TO RESOLUTION NO. 2003-25295, WHICH
AUTHORIZED THE CITY MANAGER, OR HIS DESIGNEE TO SELECT,
NEGOTIATE, AWARD AND REJECT ALL BIDS, CONTRACTS,
AGREEMENTS, PURCHASE ORDERS, CHANGE ORDERS AND GRANT
APPLICATIONS; RENEW EXISTING CONTRACTS WHICH MAY EXPIRE;
TERMINATE EXISTING CONTRACTS AS NEEDED; FROM THE LAST
COMMISSION MEETING ON JULY 30, 2003, UNTIL THE FIRST REGULARLY
SCHEDULED COMMISSION MEETING IN SEPTEMBER 2003, SUBJECT TO
RATIFICATION BY THE CITY COMMISSION AT ITS FIRST REGULARLY
SCHEDULED MEETING IN SEPTEMBER 2003.
WHEREAS, the Mayor and City Commission at its July 30, 2003 meeting, adopted
Resolution No. 2003-25295, which authorized the City Manager, or his designee, to sign
all contracts, agreements, purchase orders, change orders, and grant applications;
renew any existing contracts, for an appropriate period of time; terminate existing
contracts, as needed, from the last Commission meeting on July 30, 2003, until the first
regularly scheduled Commission meeting in September 2003, subject to ratification by
the City Commission at its first regularly scheduled meeting in September 2003; and
WHEREAS, the City Manager exercised the authority granted to him by the City
Commission by signing a Memorandum of Agreement on behalf of the City Commission
with the Florida Department of Transportation on August 29, 2003. Said Agreement
was a renewal of an existing contract the City has in place with FOOT for the ongoing
landscape maintenance of the Julia Tuttle Causeway for which the City is paid $150,000
annually; and
WHEREAS, Resolution No. 2000-23922, dated May 24, 2000, authorized the City to
enter into the current agreement and subsequent renewals or amendments. The
current agreement expired on August 31, 2003, and to avoid a lapse in payment of
$150,000 to the City, the Manager signed the agreement on behalf of the City
Commission; and
WHEREAS, the annual compensation from FOOT of $150,000 pays for the total cost
of the agreement with the private contractor and plant material replacement as well as
the time required for supervision of the project; and
WHEREAS, to ensure the Julia Tuttle Causeway landscaping continues to be
maintained at the high standards set by the City of Miami Beach, and to receive the
annual funding of $150,000 from FDOT that is necessary to support these maintenance
standards, the City Commission is asked to ratify the City Manager's approval of the
new Fiscal Year 2003/2004 Memorandum of agreement which is to commenced on
September 1,2003 and conclude on August 31,2004, with an option for renewal for two
years, on a year- to-year basis; and
WHEREAS, the City Commission at its October 23, 2002 meeting adopted
Resolution No. 2002-25027, which authorized the Administration to issue a standing
order to Nextel Communications, pursuant to State of Florida Contract No. 725-330-98-
1, in the amount of $120,000 for Citywide Radio and Cellular Telephone Services; and
WHEREAS, the City's Information Technology (IT) Department requested a change
order increase in the amount of $65,000, which brought the total cost to $185,000; and
WHEREAS, the City Manager authorized the increase in order to ensure that the
City's radio and cellular telephone services were not interrupted.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission ratify the following City Manager actions: 1) approval to increase the
standing order with Nextel Communications for citywide radio and cellular telephone
services, in the amount of $65,000; and 2) approval and execution of an agreement with
Florida Department of Transportation to receive annual funding of $150,000 for
landscape maintenance of the Julia Tuttle Causeway, pursuant to Resolution No. 2003-
25295, which authorized the City Manager, or his designee to select, negotiate, award
and reject all bids, contracts, agreements, purchase orders, change orders and grant
applications; renew existing contracts which may expire; terminate existing contracts as
needed; from the last commission meeting on July 30, 2003, until the first regularly
scheduled commission meeting in September 2003, subject to ratification by the city
commission at its first regularly scheduled meeting in September 2003.
PASSED AND ADOPTED this 10th day of
September
,2003.
ATTEST:
:lIli41;',fp.d#~
V,if- OR: I
_~JM-~
CITY CLERK
T:\AGENDA \2003\sep1003\consent\RatifyReso.doc
APPROVED AS TO
FORM & LANGUAGr
& FOR EXeCUTION
~~~
CITY OF MIAMi BEACH
COMMISSION ITEM SUMMARY
m
-
Condensed Title:
A Resolution Ratifying the City Manager's Exercise of the Authority Granted to Him by the City Commission
on the Following Projects: 1) Increase the Standing Order with Nextel Communications for Citywide Radio
and Cellular Telephone Services, in the Amount of $65,000; and 2) Approval and Execution of an
Agreement with Florida Department of Transportation to Receive Annual Funding of $150,000 for
Landscaoe Maintenance of the Julia Tuttle Causewav
Issue:
Shall the City Commission Ratify the City Manager's actions?
Item Summary/Recommendation:
The Mayor and City Commission at its July 20, 2003 meeting, adopted Resolution No. 2003-25295, which
authorized the City Manager, or his designee, be authorized to sign all contracts, agreements, purchase
orders, change orders, and grant applications; renew any existing contracts, for an appropriate period of
time; terminate existing contracts, as needed, from the last Commission meeting on July 30,2003, until the
first regularly scheduled Commission meeting in September 2003, subject to ratification by the City
Commission at its first regularly scheduled meeting in September 2003.
The City Manager exercised the authority granted to him by the City Commission on two separate projects
that are detailed below:
1. The City Manager signed a Memorandum of Agreement on behalf of the City Commission with the
Florida Department of Transportation on August 29, 2003. The Agreement was a renewal of an existing
contract the City has in place with FOOT for the ongoing landscape maintenance of the Julia Tuttle
Causeway for which the City is paid $150,000 annually.
2. The City's Information Technology (IT) Department requested a change order increase in the amount of
$65,000, which brought the total cost to $185,000. The City Manager authorized the increase in order to
ensure that the City's radio and cellular telephone services were not interrupted. Therefore, it is requested
that the City Commission ratify the City Manager's approval to increase Nextel's standing order to provide
radio and cellular telephone services.
Advisory Board Recommendation:
\ N/A.
Financial Information"
.
Source of Amount Account Approved
Funds: 1
D 2
3
4
Finance Dept. Total
Ci Clerk's Office Le islative Trackin
Gus Lopez, ext. 6641
Si
Assistant City Manager
City Manager
RCM
JMG
AGENDA ITEM
DATE
C1-G
q "-(0 ,..0;
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.miamibeachfl.gov
To:
From:
Subject:
COMMISSION MEMORANDUM
Mayor David Dermer and Date: September 10, 2003
Members ofthe City Commission
J~rge M. Gonzalez 2. ~.
City Manager .' ()
A RESOLUTION THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, RATIFYING THE FOLLOWING CITY MANAGER ACTIONS: 1)
APPROVAL TO INCREASE THE STANDING ORDER WITH NEXTEL
COMMUNICATIONS FOR CITYWIDE RADIO AND CELLULAR TELEPHONE
SERVICES, IN THE AMOUNT OF $65,000; AND 2) APPROVAL AND EXECUTION OF
AN AGREEMENT WITH FLORIDA DEPARTMENT OF TRANSPORTATION TO
RECEIVE ANNUAL FUNDING OF $150,000 FOR LANDSCAPE MAINTENANCE OF
THE JULIA TUTTLE CAUSEWAY, PURSUANT TO RESOLUTION NO. 2003-25295,
WHICH AUTHORIZED THE CITY MANAGER, OR HIS DESIGNEE TO SELECT,
NEGOTIATE, AWARD AND REJECT ALL BIDS, CONTRACTS, AGREEMENTS,
PURCHASE ORDERS, CHANGE ORDERS AND GRANT APPLICATIONS; RENEW
EXISTING CONTRACTS WHICH MAY EXPIRE; TERMINATE EXISTING CONTRACTS
AS NEEDED; FROM THE LAST COMMISSION MEETING ON JULY 30, 2003, UNTIL
THE FIRST REGULARLY SCHEDULED COMMISSION MEETING IN SEPTEMBER
2003, SUBJECT TO RATIFICATION BY THE CITY COMMISSION AT ITS FIRST
REGULARLY SCHEDULED MEETING IN SEPTEMBER 2003.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
BACKGROUND
The Mayor and City Commission at its July 30, 2003 meeting, adopted Resolution No.
2003-25295, which authorized the City Manager, or his designee, to sign all contracts,
agreements, purchase orders, change orders, and grant applications; renew any
existing contracts, for an appropriate period of time; terminate existing contracts, as
needed, from the last Commission meeting on July 30, 2003, until the first regularly
scheduled Commission meeting in September 2003, subject to ratification by the City
Commission at its first regularly scheduled meeting in September 2003.
The City Manager exercised the authority granted to him by the City Commission on two
separate projects that are detailed below:
1. Agreement with Florida Department of Transportation (FOOT) for landscape
maintenance of the Julia Tuttle Causeway. The City Manager signed a Memorandum
of Agreement on behalf of the City Commission with the Florida Department of
Transportation on August 29, 2003. The Agreement was a renewal of an existing
contract the City has in place with FOOT for the ongoing landscape maintenance of the
Julia Tuttle Causeway for which the City is paid $150,000 annually.
A history of the agreement with FOOT is as follows:
In July of 1994, the City Commission approved the initial Memorandum of Agreement
with FOOT to provide for maintenance of landscaping along the Julia Tuttle Causeway,
specifically from the east end of the westernmost bridge to Alton road.
Resolution No. 2000-23922, dated May 24, 2000, authorized the City to enter into the
current agreement and subsequent renewals or amendments. The current agreement
expired on August 31, 2003. and to avoid a lapse in payment of $150,000 to the City,
the Manager signed the agreement on behalf of the City Commission.
For the past several years, the City has utilized the services of a private landscape
maintenance company to provide the required work within the limits covered under
subject agreement. The annual compensation from FOOT of $150,000 pays for the
total cost of the agreement with the private contractor and plant material replacement as
well as the time required for supervision of the project. The Parks and Recreation
Department's Parks Division recently hired a Contract Administrator to monitor the work
of the contractor on a regular basis to ensure specifications are complied with and the
landscape materials are properly maintained. Any deviations from the contract are
noted in writing and followed resolved.
To ensure the Julia Tuttle Causeway landscaping continues to be maintained at the
high standards set by the City of Miami Beach, and to receive the annual funding of
$150,000 from FOOT that is necessary to support these maintenance standards, the
City Commission is asked to ratify the City Manager's approval of the new Fiscal Year
2003/2004 Memorandum of agreement which is to commenced on September 1, 2003
and conclude on August 31, 2004, with an option for renewal for two years, on a year-
to-year basis.
2. Citywide Radio and Cellular Telephone Services. The City Commission at its
October 23. 2002 meeting adopted Resolution No. 2002-25027, which authorized the
Administration to issue a standing order to Nextel Communications, pursuant to State of
Florida Contract No. 725-330-98-1, in the amount of $120,000 for Citywide Radio and
Cellular Telephone Services.
The City's Information Technology (IT) Department requested a change order increase
in the amount of $65,000, which brought the total cost to $185,000. The City Manager
authorized the increase in order to ensure that the City's radio and cellular telephone
services were not interrupted. Therefore, it is requested that the City Commission ratify
the City Manager's approval to increase Nextel's standing order to provide radio and
cellular telephone services.
JMG:RCM:GL - t
T:\AGENDA\26b3\jUI3003\regUlaMUgUstReceSSodoc
;) eo] -2.r s 23
Florida Department of Transportation
JEB BUSH
GOVERNOR
District Six · Maintenance Office
1000 Northwest 111 th Avenue, Raam 6214
Miami, Florida 33172-5800
JOSE ABREU
SECRETARY
September 2, 2003
Mr. Kevin Smith, Director
Recreation, Culture and Parks Department
City of Miami Beach
1700 Convention Center Drive
Miami, Beach, Florida 33139
RE: NOTICE TO PROCEED
Renewal Contract No.:B-C687, Turf and Landscape Maintenance Agreement
Financial No.: 25308617203
County: Miami-Dade
Dear Mr. Smith:
Attached is a copy of the executed renewal for your files. The contract time for this
renewal shall begin on September 1, 2003, for a period of one year or until August 31,
2004. The City may invoice the Department immediately after the end of a quarter.
:A
(/l ~
C
"TJ -
.."
- .t:'"
Please include in the City's invoice the agreement number, financial number ~d .me
quarter being invoiced
First Quarter
Second Quarter
Third Quarter
Fourth Quarter
September 1,2003, thru November 30, 2003
December 1, 2003, thru February 29,2004
March 1,2004, thru May 31, 2004
June 1,2004, thru August 31,2004
C') 0
--; w
;
(./)
C) f"T1
I '.0
,.'t""i
_:"'1 0
::.0
rn
(")
in
The schedule for payment of invoices is the following:
<
m
o
If you have any questions regarding the renewal process, please contact me at telephone
number (305) 470-5360.
Thank you.
Sincerely,
/- ..
Q.J/.. A.../<-c>-r--/
Heman Villar
Area Contract Administrator
(Co: Jill,,) tll/J&.J1JJfl.
/10 I>.td "'~
~k.:
cc: Jim Underwood, Matt Baldwin, Jesus Valderrama, Sarah Perez, Nancy Lyons,file.
www.dot.state.fl.us
* FlECYClED PAPER
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
CONTRACT RENEWAL
375-020-23
CONTRACTS AOMINISTRATION
OGC-08I98
Contract No.: B-C687
Financial Project No(s).:
WPI No(s).:
County(ies): Miami-Dade
Renewal:
25308617203
@ First 0 Second
~
This Agreement made and entered into this ", ~ay of , ").ct>3. by and between the State of
(This date 0 be e ered by DOT only,)
Florida Department of Transportation, hereinafter called "Department", and The City of Miami Beach
of 1700 Convention Center Drive, Miami Beach, Florida 33139
hereinafter called "Contractor".
WITNESSETH:
WHEREAS, the Department and the Contractor heretofore on August 8, 2000
entered into an Agreement whereby the Department retained the Contractor to perform Maintenance of all lands-
cape and/or turfea areas within the Department's right of way having the limits described in Attachment "A" of the original
Agreement.
: and
WHEREAS, said Agreement has a renewal option which provides for a renewal if mutually agreed to by both
parties and subject to the same terms and conditions of the original Agreement;
IN WITNESS WHEREOF, the parties have executed this Agreement by their duly authorized officers on the day,
month, and year set forth above.
City of Miami Beach
Name of Contractor
BY: ~~)) /''-o-=:r
Auth ized SignatureJ)
(SEAL)
STATE OF FLORIDA
:rrPNT F T
District S
t~
(SEAL)
Title:
David Dermer, Mayor
n f\ ALLY r cu. (I, I "
~~rt Parcher~i;Y Clerk
Tille:
Attest:
Legal: 0"",..: 0 g 0
Surety
Date
By'
. At't"KUVt:U P:J I ()
CountefQSW & LANGUAGE
'I1=O'R ~1lQMda Agent
C~ D, "
. J~ '/ .
\'~ly~~~~'
Fiscal:
Date
Approval as to Availability of Funds
Dale
(SEAL)
,qlli/i.:,;
Data
1-
0.
t.J.,l
_,0
~--. .
I * ~ ~ ~.,
-"~\..
.........
r
--
I,:,i '.
(..) ~.~.
~.d~.,
f.;C ,
':c
-'.
0..
..
Ln
8
::.c
oM:l:
co
I
0"
W
(/)
....,
=
C'"~
c--J
a;:::::io.~~
_.o~ (').
!!l 0 0 ~ ~
~. (') ...., e. ~
w 0 ~ (3 _.
~ ~ _. p ~
~g3(')3
=-,.... _. s:: _.
.. o. t:C ::+ s=-
'"'1::s C1> c:: .
o(')~~9.
::2. C1> ::r ~ '"'
Q.. - C1>
II> ~ 0. 0
C1> .....
w'"' '"tl 0
wa 1>>'"'
W::3. *'
'0< '"
C1> a
C1>
"0
I>>
g
C1>
a
fill
~~~~
!i~~
OlE I
~ Q
I !
-..I
CJ
CJ
""'
-
-
=
-
=
CJ
....
ru
CJ
-
-
-
-
-
-
CJ
CJ
CJ
....
-
-
iiiiiiiii
-
-
-
<n
...II
ru
....
-
~
-
IT' =
ru
....
..r=
l~~
:x: J. ',""
?'" '" \
r; .i.r'-\:..,::
,-)
"~",
.,.
~' ..~...;.
City of Miami Beach. City Clerk's Office
May 24, 2000 I CONSENT AGENDA I C7 - Resolutions
C7H Commission Memorandum No. 409-00
A Resolution Authorizing the Mayor and City Clerk to Execute a Memorandum of Agreement (MOA),
with the Florida Department of Transportation (FDOT) for the Turf and Landscape Maintenance
Services on 1-195 (Julia Tuttle Causeway) from the East Side of the Intracoastal Bridge to Alton Road at
an Annual Cost of $150,000 to Be Paid to the City FDOT; Said Agreement Commencing on September
1, 2000, and Concluding on August 31, 200 I, with an Option to Renew for Two Years, on a
Year-To-Year Basis.
Administration Recommendation: Adopt the Resolution.
(Parks and Recreation Department)
ACTION: Resolution No. 2000-23922 adopted. Kevin Smith to handle.
J
MIl IV ([
C;Ufl'
(/;;l/
Prepared by the City Clerk's Office
Date Printed: 10/6/2003 Time Printed: 9:28:27 AM
Data Sourcebase: M:\$CMB\CITYCLER\folio4.2\Clerkfolio.nfo