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2012-27845 Reso RESOLUTION NO. 2012-27845 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE FINANCE AND CITYWIDE PROJECTS COMMITTEE AT ITS OCTOBER 27, 2011 MEETING, TO EXTEND THE CURRENT MANAGEMENT AGREEMENT WITH GREENSQUARE, ON A MONTH-TO-MONTH BASIS, UNTIL SUCH TIME AS THE NEW FLAMINGO PARK TENNIS CENTER IS NEARING COMPLETION, AND COORDINATE THE ISSUANCE OF A TENNIS CENTER(S) OPERATION AND MANAGEMENT AGREEMENT REQUEST FOR PROPOSALS (RFP) IN A MANNER TO HAVE THE SELECTED OPERATOR IN PLACE TO COINCIDE WITH THE GRAND OPENING OF THE NEW FLAMINGO PARK TENNIS CENTER FACILITY, AND AUTHORIZING THE ISSUANCE OF THE ABOVE REFERENCED REQUEST FOR PROPOSALS, AS DESCRIBED. WHEREAS, this matter was referred by the Mayor and Members of the City Commission to the Finance and Citywide Projects Committee at the July 13, 2011 City Commission meeting; and WHEREAS, the current Agreement with Greensquare Inc., for the management and operation of the City's tennis centers, is due to expire in April, 2012, and it has been the Administration's intention to issue a Request For Proposals (RFP) in a timely manner to avoid any break in operations or services to the City's tennis-playing residents and guests; and WHEREAS, the RFP is intended to secure a qualified professional management company for the operation of the City's two (2) public tennis facilities, to include the operation at each facility of the tennis courts; pro shop; a food and beverage concession; other tennis-related operations, as approved by the City; and services also customarily associated with the operation of a public tennis center, including permitted special events related to the tennis center activities; and WHEREAS, the final price and terms would be negotiated after the City Commission approves authorization to negotiate with the selected entity; the new management agreement is expected to be for a three (3) year term, with two (2) one-year renewal options, at the City's option; and WHEREAS, on October 27, 2011, the Finance and Citywide Projects Committee held a discussion pertaining to the "Issuance of the Request For Proposals (RFP) for the Comprehensive Professional Tennis Management and Operations Services at the City's Flamingo Park and North Shore Park Tennis Centers"; and WHEREAS, the Finance and Citywide Projects Committee was also informed that the Flamingo Park Tennis Center construction plan anticipates phasing the work to ensure there are always banks of courts available for play; and WHEREAS, the Committee members recommended extending the current Agreement with Greensquare on a month-to-month basis, until such time as the new Flamingo Park Tennis Center is nearing completion and, at such time, coordinate the issuance of the new RFP in a manner to have the selected operator in place to coincide with the grand opening of the new facility; and WHEREAS, following discussion of the issue at its October 27, 2011 meeting, the Finance and Citywide Projects Committee recommended that the RFP for the selection of the operator of the City's tennis facilities be issued with sufficient time for the selected operator to be able to assume operations of the tennis facilities concurrent with the opening of the renovated Flamingo Park Tennis Center; and WHEREAS, as such, the Committee recommended the extension of the current Agreement with Greensquare, Inc., on a month-to-month basis, until such time as the RFP process is complete. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that Mayor and City Commission hereby accept the recommendation of the Finance and Citywide Projects Committee at its October 27, 2011 meeting, to extend the current Management Agreement with Greensquare, on a month-to-month basis, until such time as the new Flamingo Park Tennis Center is nearing completion, and coordinate the issuance of a tennis center(s) operation and management agreement Request for Proposals (RFP) in a manner to have the selected operator in place to coincide with the grand opening of the new Flamingo Park Tennis Center facility, and authorizing the issuance of the above referenced Request For Proposals, as described. PASSED AND ADOPTED this ?A day of �—f�rKG psi 2012. ATTEST: F-0 L. U "du, CITY CLERK M YOR * INCORP ORATED APPROVED AS TO •.......... FORM &LANGUAGE & Fr1R EXECUTION Attorney to COMMISSION ITEM SUMMARY Condensed Title: A Resolution accepting the recommendation of the Finance and Citywide Projects Committee at their October 27, 2011 meeting to extend the current management agreement with Greensquare on a month-to-month basis until the new Flamingo Tennis Center is nearing completion and issue a new Tennis Centers Operations and Management Request For Proposals (RFP) in time to have the selected operator in place to coincide with the grand opening of the new Flamingo Park Tennis Center Facility and authorizing the issuance of the above referenced request for proposals as described. Key Intended Outcome Supported: Increase satisfaction with family recreational activities Supporting Data (Surveys, Environmental Scan, etc.): Miami Beach Customer Survey indicates 84.9% of residents rated the City's Recreation programs as either excellent or good. Issue: Should the City Commission accept the recommendation of the Finance and Citywide Projects Committee to extend the current management agreement with Greensquare until the new Flamingo Tennis Center is nearing completion and issue a new Request For Proposals (RFP) to have the selected operator in place for the grand opening of the new Flamingo Park Tennis Center Facility? Item Summary/Recommendation: This matter was referred by the City Commission to the F&CWPC on July 13, 2011. The current agreement with Greensquare Inc., expires in April, 2012. It has been the Administration's intention to issue an (RFP) in a manner to avoid any break in quality management operations or services at the tennis centers. On October 27, 2011, the Committee discussed the matter. The discussion focused on the timing of the issuance of this RFP, and the anticipated tennis center reconstruction in the near future. The Committee was advised that the construction plan anticipates phasing the work to ensure there are banks of courts available for play to the patrons. However, this goal presents some potentially challenging issues that may benefit from having a management team familiar with the tennis center's patrons and the conditions of the current tennis center and programs. Additionally, because of fewer available tennis courts there is an expected reduction of tennis revenue during the construction period that will impact the tennis centers' management. It is unclear how this may impact the responses to the RFP, including the subsequent negotiations with the selected operator. Following a discussion that included the Committee members, resident tennis players and the Administration, the Committee members recommended that the RFP for the selection of the operator of the City's tennis facilities not be issued at this time, but that the RFP be issued with sufficient time for the selected operator to be able to assume operations of the tennis facilities concurrent with the opening of the renovated Flamingo Park Tennis Center. As such, they recommended the extension of the current Agreement with Greensquare, Inc. on a month-to-month basis until such time as that competitive process is complete. The item was deferred at the January 11, 2012 Commission meeting. Advisory Board Recommendation: Finance and Citywide Projects Committee on October 27, 2011 Financial Information: Source of Amount Account Funds: I OBPI Total Financial Impact Summary: N/A City Clerk's Office Legislative Tracking: Kevin Smith, Director of Parks and Recreation Sign-Offs: Department Director A sistant City Manager City Manager KS MF JMG r ' T:\AGENDA\2012\2-8-12\Tennis Centers Managm nt Agreement Extension -Comm.Sun Jmary 2-8 12.doc MIAMIBEACH AGENDA ITEM 1 P DATE m MIAMI BEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,www.miamibeachfl.gov COMMISSION MEMORANDUM TO: Mayor Matti Herrera Bower and Members of the City Commission FROM: Jorge M. Gonzalez, City Manager DATE: February 8, 2012 SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE FINANCE AND CITYWIDE PROJECTS COMMITTEE AT THEIR OCTOBER 27, 2011 MEETING TO EXTEND THE CURRENT MANAGEMENT AGREEMENT WITH GREENSQUARE ON A MONTH-TO-MONTH BASIS UNTIL SUCH TIME AS THE NEW FLAMINGO TENNIS CENTER IS NEARING COMPLETION AND COORDINATE THE ISSUANCE OF A NEW TENNIS CENTERS OPERATIONS AND MANAGEMENT REQUEST FOR PROPOSALS (RFP) IN A MANNER TO HAVE THE SELECTED OPERATOR IN PLACE TO COINCIDE WITH THE GRAND OPENING OF THE NEW FLAMINGO PARK TENNIS CENTER FACILITY AND AUTHORIZING THE ISSUANCE OF THE ABOVE REFERENCED REQUEST FOR PROPOSALS AS DESCRIBED. ADMINISTRATION RECOMMENDATION Adopt the Resolution KEY INTENDED OUTCOME SUPPORTED Increase satisfaction with recreational programs BACKGROUND This matter was referred by the Mayor and Members of the City Commission to the Finance and Citywide Projects Committee at the July 13, 2011 Commission meeting. The current agreement with Greensquare Inc., for the management and operations of the City's tennis centers is due to expire in April, 2012. It has been the Administration's intention to issue a Request For Proposals (RFP) in a timely manner to avoid any break in quality operations or services to the City's tennis-playing residents and guests. The RFP is intended to secure a qualified professional management company for the operation of the City's two public tennis facilities, to include the operation at each facility of the tennis courts; pro shop; a food and beverage concession; and other tennis-related operations as approved by the City. Services also include those customarily associated with the operation of a public tennis center, including permitted special events related to the tennis center activities. February 8, 2012 Resolution Extending the Current Tennis Centers Management Agreement Page 2 of 3 The final price and terms for the contracts would be negotiated after the City Commission approves authorization to negotiate with the selected entity. The new management agreement is expected to be for a three (3) year term, with two (2) one-year renewal options at the City's option. Attached, please find a draft of the proposed Scope of Services and Evaluation Criteria for the RFP. ANALYSIS On October 27, 2011, the Finance and Citywide Projects Committee held a discussion pertaining to the "Issuance of the Request For Proposals (RFP) for the Comprehensive Professional Tennis Management and Operations Services at the City's Flamingo Park and North Shore Park Tennis Centers". The discussion focused on the issues related to the timing of the issuance of this RFP, taking into consideration that the Flamingo Park Tennis Center was anticipated to be under complete reconstruction in the near future. At the time, the Commission had taken the actions necessary to secure the construction company to provide the GMP pre-construction and construction services for the Flamingo Park Tennis Center project. It was also reported at that time it was anticipated that the demolition and construction of the Flamingo Park Tennis Center would begin in January, 2012. It was further reported that the construction would take approximately one year, with an expected completion date of January, 2013. Since that meeting, this schedule has now been modified with the commission action to award the GMP (Guaranteed Maximum Price) anticipated to be no later than March, 2012 and construction beginning in April, 2012. The Finance and Citywide Projects Committee was also informed that the Flamingo Park Tennis Center construction plan anticipates phasing the work to ensure there are always banks of courts available for play to the patrons. However, the goal of keeping the tennis center open while under construction and continuing to provide quality customer service for our residents and guests presents some potentially challenging issues that may benefit from having a management team familiar with the tennis patrons and the conditions of the current tennis center and programs. Some of these challenges include, but are not limited to: • Anticipated complaints from current tennis center members and guests trying to obtain a court reservation with approximately 50% fewer courts available for play. • Assuring a delicate balance of member play, non-member play, private lesson and clinics, given the reduction of available courts between the Flamingo and North Shore Tennis Centers. • Continue the existing and expand the successful youth programs currently underway. Additionally, as a result of fewer available tennis courts there is an expected negative financial impact to the tennis center and a reduction of tennis revenue during the construction period that will impact the tennis centers' management. It is unclear how this may impact the responses to the RFP, including the subsequent negotiations with the firm awarded the agreement. Following a discussion that included the Committee members, resident tennis players and the Administration, the Committee members recommended extending the current agreement with Greensquare on a month-to-month basis until such time as the new Flamingo Park Tennis Center is nearing completion and at such time coordinate the issuance of the RFP in a manner to have the selected operator in place to coincide with the grand opening of the new facility. The Committee also recommended that an item regarding the creation of a Tennis Advisory Committee be added to a Commission agenda. The October 27, 2011, Finance and Citywide Projects Committee recommendations were included in the December 14, 2011, City Commission agenda, item C6C — Report of The Finance And Citywide Projects Committee On October 27, 2011, and approved by the full Commission. February 8, 2012 Resolution Extending the Current Tennis Centers Management Agreement Page 3 of 3 CONCLUSION Following discussion of the issue at their October 27, 2011 meeting, the Finance and Citywide Projects Committee recommended that the RFP for the selection of the operator of the City's tennis facilities not be issued at this time but, rather, that the RFP be issued with sufficient time for the selected operator to be able to assume operations of the tennis facilities concurrent with the opening of the renovated Flamingo Park Tennis Center. As such, they recommended the extension of the current Agreement with Greensquare, Inc. on a month-to-month basis until such time as that competitive process is complete. JMG/HMF/KS T:\AGENDA\2012\2-8-12\Tennis Centers Managment Agreement Extension -Comm Memo 1-11-12.doc DRAFT CITY OF MIAMI BEACH COMPREHENSIVE PROFESSIONAL TENNIS MANAGEMENT AND OPERATIONS SERVICES AT THE CITY'S FLAMINGO AND NORTH SHORE PARK TENNIS CENTERS. SCOPE OF SERVICES A. Premises to be managed: The City-owned Flamingo Tennis Center located at 11th Street and Jefferson Avenue, and the North Shore Tennis Center located at 501 72nd Street, together with all buildings, improvements and fixtures located thereon. B. Services to be provided: Services shall include those customarily associated with the operation of a public tennis center, and permitted special events related to the tennis center activities. Services shall include but not be limited to: • Provide, promote and instruct lessons in the game of tennis by certified and licensed tennis professionals to individuals, groups and clinics. Said services shall offer the tennis patron a choice of instructor levels and hourly fee commensurate with the instructor's level. • Provide the City of Miami Beach Parks and Recreation Programs: two (2) courts at each center twice per week for two (2) hours on a schedule to be determined by the City, to provide free instructional lessons to after school participants, at no cost to the City. • Coach tennis teams sanctioned and approved by the City's Parks and Recreation Department, such services to be provided for a coaching fee or free, depending on mutual advance agreement of the City. • Offer demonstrations and instruction on all aspects of the game of tennis in promotion of the Center. Such demonstrations may be either for a fee or free of charge, depending on mutual advance agreement of the City. • Operate a "pro shop" at each facility, to include providing adequate and appropriate inventory, and commensurate with pro shops at other publicly-owned tennis facilities. • Operate a food and beverage concession at each facility, commensurate with food and beverage concessions at other publicly-owned tennis facilities. • Pursue, Establish and/or manage tournaments, as requested by the City or facility tennis patrons, including participation in establishing specific needs for individual tournaments. • Promote junior tennis by establishing a junior tennis team or league (s). • Provide advice to the City of changes regarding the tennis industry in general, tennis rules and regulations, equipment and promotional methods associated with the operation of public tennis facilities. • Provide Seasonal group clinics to the community. • Provide overall Tennis Center Management in accordance with City directives and policies, including but not limited to: a. Manage and maintain a computerized Tennis Court reservation system to include proper monitoring of court use and court time. b. Daily and routine maintenance of the buildings, facilities/courts/ grounds as determined by the City, and at a level commensurate with other publicly managed tennis facilities. To include, but not limited to: complying with the City's facility and courts' maintenance standards as established by the City and the tennis courts manufacturer's standards and guidelines for hydro-courts or other tennis court systems to be installed; quarterly maintenance inspection by City approved outside independent certified tennis court builder/manufacturer to ensure courts are up to industry standards, such inspections to be paid by the Management Company, for as long as it is required by the City or as necessary to assure consistency by the Management Company; implement any corrective actions when identified. c. Develop and implement ongoing Marketing, promotion and advertising of the City's Tennis Centers to residents, day guests and Miami Beach hotels. d. Develop and Provide summer and specialty camps based on the established Recreation Division format. f. Adhere to all City of Miami Beach established tennis center fees, regulations and rules. g. Hire, train and supervise appropriate staff to support the Tennis Center operations, including, but not limited to: 1) hiring Tennis instruction professionals that possess appropriate licensing and credentials commensurate with tennis instruction professionals employed at other public tennis facilities. ; 2) using certified background investigations, in a format acceptable to the City), for all employee hires; 3) developing a drug screening process and protocol; 4) developing specific job descriptions for the hiring of personnel; 5) ensuring appropriate levels of staffing at all times at the facility; 6) Designated staff will be required to attend industry standard training on court maintenance as mandated by the City and as required; and 7) ensuring all staff is properly identified (uniforms, etc). h. Develop, implement and maintain a revenue collection system and revenue and expense reporting process, to include the provision of monthly and annual financial reporting. C. Fee Structure: The Proposer shall submit their proposed fee structure, including the proposed minimum guarantee and percentage of gross revenues. This fee proposal shall include, as may be applicable, the corresponding fees for the services to be provided (e.g. pro shop revenues, food and beverage revenues, lesson/program revenues, court usage revenue, etc). Proposers are advised that an escalator on the minimum guarantee (greater of CPI or 3%) will be required. D. Term: Three (3) years, with two (2) one-year extensions on a year to year basis at the City manager's option. Additionally, the City shall have the option to terminate this Agreement at its convenience and without cause and/ or any time at the City's convenience and without cause with sixty (60) days written notice to the Management Company. It shall also be the City's option to suspend the terms and conditions of this Agreement during the period the Flamingo Tennis Center is under construction and resume it when the Center reopens, with no impact to the City or the Management Company. E. Customer Service Standards: City employees have been trained and are expected to perform to the City of Miami Beach's customer service standards. All vendors and contractors that are partnered with the City are also expected to perform and comply with these customer service standards. The customer service standards are provided below and are segmented based on different forms of customer interactions. Information is also provided on how these customer standards are monitored. MINIMUM REQUIREMENTS In order to be deemed qualified for consideration, the proposing Management Company must: 1) Have a minimum of five (5) years of verifiable experience within the last ten (10) years in the following tennis related fields: a. Management and/or operation of a tennis center of similar quality, facilities and amenities of the Flamingo or North Shore Tennis Centers. b. A minimum of five (5) years of experience within the last ten (10) years in the provision of professional tennis lessons (private, group, and clinic) for youth and adults. The City will require the Head Teaching Professional to be certified Tennis Professional by USPTA and/or USPTR. All assistants must demonstrate a knowledge and experience in tennis instruction and related activities. The Head Tennis Professional and/or Center Manager(s) must demonstrate knowledge and experience in tennis instruction and related activities, facility management, tennis court maintenance and related activities, as well as, knowledge of the legal requirements that are involved in this type of operation. All personnel must be hired according to specific qualification as stated in the Job Descriptions. The Management Company shall provide full resumes of the key personnel assigned to this project and must meet the qualifications stated in said job descriptions. C. Pro shop operations, including scheduling or management of tennis lessons, equipment repairs, food and beverage and merchandise sales. d. Documented evidence of tennis (hard surface and clay) courts maintenance experience and operations. 2) Possess and demonstrate a record of financial responsibility commensurate with the obligations contemplated under this RFP. 3) Possess a competent record of employment or history of contract service in the operation of a similar tennis facility business as verified and supported by references, letters, and other necessary evidence from all employers and/or public agencies, including but not limited to disclosure of all non contract renewal for management and/or operation of tennis facilities. 4) A Performance Bond or irrevocable Letter of Credit in the amount of $50,000 shall be required prior to the final execution of the Agreement. The Performance Bond may be reduced later at City choice. 5) Operating Plan: The Management Company shall describe the operating policies and procedures to be employed by the Management Company. Describe any proposed initiatives which would improve the revenue to the City. The Operating Plan shall at a minimum include the staffing levels, maintenance procedures, operating procedures, maintenance plan, and food and beverage operations. EVALUATION PROCESS The procedure for Proposal evaluation and selection is as follows: 1) Request for Proposals issued. 2) Receipt of proposals. 3) Opening of responses and determination if they meet the minimum standards of responsiveness. 4) An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each proposal in accordance with the requirements of this RFP. The Management Company may be requested to make additional written submissions or oral presentations to the Evaluation Committee. 5) The Evaluation Committee shall recommend to the City Manager the proposal or proposals acceptance of which the Evaluation Committee deems to be in the best interest of the City. The Evaluation Committee shall base its recommendations on the following factors, for a total of 100 possible points: 1) Fee proposal (35 points) 2) Qualifications of the Management Company and key personnel proposed as part of the Team (25 points). 3) Corporate Responsibility (Community Involvement/Clinics/Tournaments) (10 points) 4) Strengh and Sustainability of the Operating Plan (15 points). 5) Interview of management company key personnel (5 points). 6) Past Performances based on number and quality of the Performance Evaluation Surveys (10 points). After considering the recommendation(s) of the Evaluation Committee, the City Manager shall recommend to the City Commission the response or responses, acceptance of which the City Manager deems to be in the best interest of the City. The City Commission shall consider the City Manager's recommendation(s) in light of the recommendation(s) and evaluation of the Evaluation Committee and, if appropriate, approve the City Manager's recommendation(s). The City Commission may reject the City Manager's recommendation(s) and select another response or responses. In any case, City Commission shall select the response or responses, acceptance of which the City Commission deems to be in the best interest of the City. The City Commission may also reject all proposals. Negotiations between the selected respondent and the City take place to arrive at agreement terms. If the City Commission has so directed, the City may proceed to negotiate an agreement with a respondent other than the top ranked respondent if the negotiations with the top ranked respondent fail to produce a mutually acceptable agreement within a reasonable period of time. A proposed contract or contracts are presented to the City Commission for approval, modification and approval, or rejection. If and when a contract or contracts acceptable to the respective parties is approved by the City Commission, the Mayor and City Clerk sign the contract(s) after the selected respondent(s) has (or have) done so.