2012-28059 Reso RESOLUTION NO.: 2012-28059
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, REJECTING ALL BIDS RECEIVED PURSUANT TO INVITATION TO
BID (ITB) NO. 47-11/12, TO PROVIDE GROUNDS MAINTENANCE SERVICES ON
SELECTED SITES THROUGHOUT THE SOUTH BEACH DISTRICT, AND AUTHORIZING
THE ADMINISTRATION TO ISSUE A NEW INVITATION TO BID.
WHEREAS, the ITB was issued on August 17, 2012, with an opening date of
September 19, 2012; and
WHEREAS, a pre-bid conference to provide information to prospective proposers
was held on August 30, 2012; and
WHEREAS, Bidsync sent notices to 55 prospective proposers resulting in the receipt
of four (4) proposals by Everglades Environmental Care, Inc., SFM Services, Inc., Superior
Landscaping & Lawn Services, Inc., and Valleycrest Landscape Maintenance; and
WHEREAS, on October 8, 2012, the Parks and Recreation Department met with the
Procurement Division to review the proposals received and to discuss inconsistencies
regarding the pricing sheets; and
WHEREAS, the recommendation by the Parks and Recreation Department is to
reject the bids received and to reissue the ITB with a revised and simplified pricing sheet in
addition to including locations in the City Center, Mid Beach, and South Beach Districts; and
WHEREAS, after considering the review and recommendation of the Parks and
Recreation Department, the Interim City Manager exercised her due diligence and
recommends that the Mayor and City Commission reject all bids received and reissue the
ITB upon revisions of the pricing sheet and other specifications.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the City Manager rejecting all bids
received pursuant to Invitation to Bid (ITB) No. 47-11/12, to provide grounds maintenance
services on selected sites throughout the South Beach District, and authorize the
Administration to issue a new Invitation to Bid.
PASSED AND ADOPTED THIS DAY OF U 2012.
ATTEST:
CITY(CLERK �� OR
INCORP ORATED!
y APPROVED AS TO
FORM &LANGUAGE
�` &FOR EXECUTION
City A orn r� at
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution of the Mayor and City Commission of the City of Miami Beach, Florida, Rejecting All Bids Received
Pursuant to Invitation to Bid (ITB) No. 47-11/12, to Provide Grounds Maintenance Services on Selected Sites
throughout the South Beach District,and Authorizing the Administration to Issue a New Invitation to Bid.
Key Intended Outcome Supported:
Maintain Miami Beach public areas and rights-of-way Citywide
Supporting Data(Surveys, Environmental Scan,etc.):
The 2009 Community Satisfaction Survey noted 83% of residents and 81% of businesses rated the percentage of
landscape maintenance in right-of-ways and public areas as"excellent"or"good."
Issue:
Shall the City Commission adopt the resolution?
Item Summary/Recommendation:
The work specified in this Bid requires the proposer to furnish all labor, machinery, tools, means of transportation,
supplies, equipment, materials, services and incidentals necessary to provide complete landscape maintenance
services, as specified herein. The work shall include, but not limited to, litter retrieval, trash receptacles service and
maintenance and waste disposal; landscape maintenance, mowing, edging, pruning; pathway, sidewalk and
hardscape maintenance; herbicide/insecticide/fertilizer application; turf management; irrigation system operation
maintenance/repair;and replacement of plants as required.
Bidsync issued bid notices to 55 prospective bidders of which resulted in the receipt of four(4)bids.
Upon reviewing the cost proposals provided by each proposer, the Procurement Division noted an inconsistency in
regards to the pricing of complete full services in the pricing sheets. Pursuant to Section 3.1.2 of the ITB, a complete
full service is defined to include turf mowing, grass trimming and edging, shrub pruning,groundcover pruning,tree and
palm pruning, weed control, litter control, and complete irrigation inspection. A line item was provided in the pricing
sheet for each location to which proposers were instructed to submit a price for a complete full service in addition to
each of the services defined under Section 3.1.2. The pricing sheet indicated that these services were to be included
as part of the complete full service price. In many instances, proposers submitted pricing for each service which did
not reflect the complete full service price submitted as well. Due to the arithmetical errors, the Procurement Division
revised the pricing sheets to have the complete full service pricing accurately reflect the cost per service provided.
Proposers were informed of the situation and given the opportunity to accept the revised pricing. Only Everglades
Environmental Care, Inc.agreed to the revised pricing.
On October 8, 2012, Parks and Recreation Assistant Director John Oldenburg and Parks Superintendent Millie
McFadden met with the Procurement Division to review the proposals received and to discuss the inconsistencies
regarding the pricing sheets. The recommendation by the Parks and Recreation Department that it is in the best
interest to the City to reject the bids received and to reissue the ITB with a revised and simplified pricing sheet in
addition to including locations in the City Center, Mid Beach,and South Beach Districts.
ADOPT THE RESOLUTION.
Advisory Board Recommendation:
Financial Information:
Source of Amount Account Approved
Funds: 1 N/A
OBPI 2
3
4
5
6
Total $
City Clerk's Office Legislative Tracking:
Kevin Smith ext.6643
Sign-Offs:
Department Director Assistant City Manager/Chi i Officer Interim City Man er
KS MS PDW KGB
T:\AGENDA\2012\11-14-12\ITB-47-11-12—Grounds Maintenance South a each District-SUMMARY.doc` `H Im AGENDA 11TEM d 7-T-
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MIAMI -�
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® /\AIAMI 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: Kathie G. Brooks, Interim City Manager •��//�
DATE: November 14, 2012
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, REJECTING ALL BIDS RECEIVED PURSUANT TO INVITATION
TO BID (ITB) NO. 47-11112, TO PROVIDE GROUNDS MAINTENANCE SERVICES
ON SELECTED SITES THROUGHOUT THE SOUTH BEACH DISTRICT, AND
AUTHORIZING THE ADMINISTRATION TO ISSUE A NEW INVITATION TO BID.
ADMINISTRATION RECOMMENDATION
Adopt the resolution.
KEY INTENDED OUTCOME
Maintain Miami Beach public areas and rights-of-way Citywide
SCOPE OF WORK
The work specified in this Bid requires the bidder to furnish all labor, machinery, tools, means of
transportation, supplies, equipment, materials, services and incidentals necessary to provide
complete landscape maintenance services, as specified herein.
The work shall include, but not limited to, litter retrieval, trash receptacles service and
maintenance and waste disposal; landscape maintenance, mowing, edging, pruning; pathway,
sidewalk and hardscape maintenance; herbicide/insecticide/fertilizer application; turf
management; irrigation system operation maintenance / repair; and replacement of plants as
required.
INVITATION TO BID
Invitation to Bid (ITB) No. 47-11/12 was issued on August 17, 2012, with an opening date of
September 19, 2012. The pre-bid conference was held on August 30, 2012. During the pre-bid
conference, prospective bidders were instructed on the procurement process and the information
their respective proposals should contain.
Bidsync issued bid notices to 55 prospective bidders of which resulted in the receipt of the
following four(4) bids:
• Everglades Environmental Care, Inc.
• SFM Services, Inc.
• Superior Landscaping & Lawn Services, Inc.
• Valleycrest Landscape Maintenance
Commission Memorandum—ITB-47-11112— Grounds Maintenance for South Beach District
November 14, 2012
Page 2 of 2
The following table provides the total base bid prices of the four(4) responsive bids:
Grand Total Base Corrected Grand
Bid Submitted Total Base Bid
Everglades Environmental Care, Inc. $401,321.00 $410,471.00
Superior Landscaping & Lawn Services, Inc. $436,352.54 $77,408.98
Valleycrest Landscape Maintenance $775,673.10 $3,347,092.34
SFM Services, Inc. $1,241,347.00 $2,467,081.00
Upon reviewing the cost proposals provided by each proposer, the Procurement Division noted
an inconsistency in regards to the pricing of complete full services in the pricing sheets.
Pursuant to Section 3.1.2 of the ITB, a complete full service is defined to include turf mowing,
grass trimming and edging, shrub pruning, groundcover pruning, tree and palm pruning, weed
control, litter control, and complete irrigation inspection. A line item was provided in the pricing
sheet for each location to which proposers were instructed to submit a price for a complete full
service in addition to each of the services defined under Section 3.1.2. The pricing sheet
indicated that these services were to be included as part of the complete full service price. In
many instances, proposers submitted pricing for each service which did not reflect the complete
full service price submitted as well. Due to the arithmetical errors, the Procurement Division
revised the pricing sheets to have the complete full service pricing accurately reflect the cost per
service provided. The revisions are noted in the table above. Proposers were informed of the
situation and given the opportunity to accept the revised pricing. Only Everglades Environmental
Care, Inc. agreed to the revised pricing.
On October 8, 2012, Parks and Recreation Assistant Director John Oldenburg and Parks
Superintendent Millie McFadden met with the Procurement Division to review the proposals
received and to discuss the inconsistencies regarding the pricing sheets. The recommendation
by the Parks and Recreation Department is that it is in the best interest to the City to reject the
bids received and to reissue the ITB with a revised and simplified pricing sheet in addition to
including locations in the City Center, Mid Beach, and South Beach Districts.
INTERIM CITY MANAGER'S REVIEW
After considering the Administration's review and recommendation, the Interim City Manager
exercised her due diligence and carefully considered the specifics of this ITB process. As a
result, the Interim City Manager recommends to the Mayor and City Commission to reject all bids
received and reissue the ITB upon revisions of the pricing sheet and other specifications.
CONCLUSION
The Administration recommends that the Mayor and City Commission reject all bids received
pursuant to Invitation to Bid (ITB) No. 47-11/12, to provide grounds maintenance services on
selected sites throughout the South Beach District; and authorize the Administration to issue a
new Invitation to Bid.
TAAGENDA\2012\11-14-12\ITB 47-11-12-Grounds Maintenance South Beach District-MEMO.docx