2013-28308 Reso RESOLUTION NO. 2013-28308
A RESOLUTION ACCEPTING THE RECOMMENDATION OF THE FINANCE
AND CITYWIDE PROJECTS COMMITTEE (FCWPC) TO WITHDRAW THE
APPROVAL TO ISSUE A REQUEST FOR PROPOSALS FOR MAINTENANCE
AND SECURITY SERVICES AT THE LINCOLN ROAD MALL.
WHEREAS, on September 12, 2012, the Mayor and City Commission approved the
issuance of Request for Proposal (RFP) 006-2013TC for the Maintenance and Security
Services (Optional) at the Lincoln Road Mall; and
WHEREAS, RFP 006-2013TC was issued on December 24, 2012, with an opening date
of April 15, 2013; and
WHEREAS, on May 8, 2013, the Mayor and City Commission approved the City
Manager's recommendation to reject all proposals received, pursuant to RFP 006-2013TC, and
to release a new RFP subsequent to conducting an industry review meeting; and
WHEREAS, the City contacted thirty-five mall management companies throughout the
state of Florida to participate in two (2) industry review meetings that were conducted on June 6,
2013 and June 14, 2013, to which only one (1) company participated; and
WHEREAS, the Finance and Citywide Projects Committee (FCWPC), at its August 21,
2013, meeting, recommended to withdraw the approval to issue a new RFP and that the City
install an in-house Mall Manager to direct and coordinate City departments maintaining the
Lincoln Road Mall; and
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 hereby accept the recommendation of the Finance and Citywide Projects
Committee (FCWPC) to withdraw the approval to issue a Request for Proposals for the
maintenance and security services at the Lincoln Road Mall.
PASSED AND ADOPTED this 14k day of &A m (2013.
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COMMISSION ITEM SUMMARY
Condensed Title:
A RESOLUTION ACCEPTING THE RECOMMENDATION OF THE FINANCE AND CITYWIDE
PROJECTS COMMITTEE (FCWPC) TO WITHDRAW THE ISSUANCE OF REQUEST FOR
PROPOSALS (RFP) 006-2013-TC FOR MAINTENANCE AND SECURITY SERVICES AT THE
LINCOLN ROAD MALL
Key Intended Outcome Supported:
Ensure well-maintained facilities
Supporting Data (Surveys, Environmental Scan, etc.): Cleanliness Index for Streets, Sidewalks, Rights-of-Way,
Parks, Parking and Alleys
Issue:
Shall the City Commission reject all proposals received?
Item Summa /Recommendation:
On May 8, 2013, the City Commission approved the recommendation to reject all proposals received in
Response to RFP 006-2013TC because it was deemed that no vendor had demonstrated sufficient
experience with venues similar to the Lincoln Road Mall. At the same time, the City Commission also
approved Administration to release a new RFP subsequent to conducting an industry review meeting to
include the companies that currently manage outdoor pedestrian-oriented facilities, such as Bal Harbour
Shops, Bayside Marketplace, The Falls, and the Village of Merrick Park.
As approved by the City Commission, the Administration conducted two industry reviews, but with
disappointing participation. Property managers for outdoor-type malls within the local area and for
several venues around the state were invited to participate. Only one company ABM Security,
participated in the industry review. At the same time, the City was approached by several members of
the Lincoln Road Property Owner's Association who expressed an interest in submitting a proposal but
also expressed concerns with the overall conditions of Lincoln Road beyond routine maintenance
issues. As a result, staff and several members of the Lincoln Road Property Owner's Association
conducted a comprehensive walk through of the facility, which yielded the conclusions noted in the
attached memorandum.
In lieu of releasing another RFP at this time, it was discussed and recommended at the Finance and
Citywide Projects Committee (FCWPC) that the City should put in place, as soon as possible, an in-
house mall manager that can better direct and coordinate the individual departments involved in Lincoln
Road maintenance, including code enforcement, and act as the City's central liaison with tenants and
property owners to improve communication and facilitate facility improvements. In addition, the mall
manager would assist in the proposed master planning process for Lincoln Road improvements so that
that the master plan is complete by Fiscal Year(FY) 2014/15 when funding becomes available to begin
improvements to the venue. Further, the Administration is proposing increasing the level of dedicated
code enforcement needed for Lincoln Road, which will be submitted for review and approval by the City
Commission as a part of proposed enhancements for the FY 2013/14 budget. The mall manager
position will help to centralize coordination of maintenance efforts by City departments with some
service outsourcing as appropriate(e.g., maintenance of water features and fountains).
RECOMMENDATION
As a result of the recommendation to implement the mall manager as discussed above, the
Administration recommends the withdrawal of the approval for the issuance of Request for Proposals for
the Maintenance of Lincoln Road.
Advisory Board Recommendation:
N/A
Financial Information:
Source of Amount Account
Funds: 1 N/A
OBPI 2
Total
Financial Impact Summary: N/A
City Clerk's Office Legislative Tracking:
Jay Fink,ext.6319
Sign-Offs:
De ent Di Actor Assistant City M er city
er
EC AD MT KGB JLM
T:\AGENDA\2013\ a B 006-2013TC—Lincoln Road Mall Mainte ce—Summary.doc
AGENDA ITEM C73.
MIAMIBEACH DATE 1-k-13
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov
COMMITTEE MEMORANDUM
TO: Mayor Matti Herrera Bower and Me bers of th City Commission
FROM: Jimmy L. Morales, City Manager
DATE: September 11, 2013
SUBJECT: A RESOLUTION ACCEPTING TH RECOMMENDATION OF THE FINANCE AND
CITYWIDE PROJECTS COMMITTEE (FCWPC) TO WITHDRAW THE ISSUANCE OF
REQUEST FOR PROPOSALS (RFP) 006-2013-TC FOR MAINTENANCE AND
SECURITY SERVICES AT THE LINCOLN ROAD MALL
BACKGROUND
The Lincoln Road Mall is a major South Florida destination serving tourists, residents and the
general public. Maintaining this key thoroughfare clean and well-maintained is essential to
helping preserve the City's status as a world-class destination, as well as securing the viability
of this important economic engine for the City. For a number of years, the management of
maintenance services within the Lincoln Road Mall service area has been provided by the
Property Management, Sanitation, and GreenSpace Management Divisions, with the Police
Department managing the contracted security services.
In an effort to improve coordination among the various service providers to the Lincoln Road
Mall, on September 12, 2012, the City Commission approved the issuance of Request for
Proposals (RFP) 006-2013TC to consider options for maintaining and securing the Lincoln Road
Mall. On April 15, 2013, bids were received from Keystone Property Management, Inc.,
Standard Parking, SP Plus Maintenance d/b/a Parking Facility Systems, and Superior
Landscaping & Lawn Service, Inc.
On May 8, 2013, the City Commission approved the recommendation to reject all proposals
received in Response to RFP 006-2013TC because it was deemed that no vendor had
demonstrated sufficient experience with venues similar to the Lincoln Road Mall. At the same
time, the City Commission also approved Administration to release a new RFP subsequent to
conducting an industry review meeting to include the companies that currently manage outdoor
pedestrian-oriented facilities, such as Bal Harbour Shops, Bayside Marketplace, The Falls, and
the Village of Merrick Park.
STATUS UPDATE
As approved by the City Commission, the Administration conducted two industry reviews, but
with disappointing participation. Property managers for outdoor-type malls within the local area
and for several venues around the state were invited to participate. Only one company ABM
Security, participated in the industry review.
Commission Memorandum— Withdraw Issuance of RFP for Lincoln Road Mall Maintenance and Security
Services
September 11, 2013
Page 2
At the same time, the City was approached by several members of the Lincoln Road Property
Owner's Association who expressed an interest in submitting a proposal but also expressed
concerns with the overall conditions of Lincoln Road beyond routine maintenance issues. As a
result, staff and several members of the Lincoln Road Property Owner's Association conducted
a comprehensive walk through of the facility, which yielded the following conclusions:
• The overall condition of many of Lincoln Road's structures, surfaces and systems are in
poor condition and in general need of a refresh or replacement. Although $20 million in
programmed over two years in the City's adopted Capital Improvement Program (FY
2014/15 and FY 2015/16)' for upgrading the Lincoln Road venue, including its
infrastructure, there is no master plan in place to provide an overall comprehensive plan
or specifications for the use of the funds
• There is a significant lack of information in the City regarding the infrastructure that the
RFP requires that proposers maintain; including specifications for the pumps for the
various water features and fountains, for the light fixtures, etc.
• There are areas for improvement both on the side of the City and on the side of property
owners. Unfortunately, given the competing priorities for code enforcement in the City,
do believe that Lincoln Road does not have the level of dedicated Code Enforcement
officers that it needs. Further, the limited code enforcement resources are typically
focused on sidewalk cafe operations, rather than on litter, safety concerns and general
maintenance issues generated by property owners.
It is the Administration's position that the current condition of some of the Lincoln Road
structures, surfaces and systems, coupled with the general lack of information about
maintaining many of these items, are significant drawbacks in getting qualified proposers to
respond to the RFP. In addition, as many of you know, there are several departments involved
in the maintenance of Lincoln Road, but no one entity responsible for the facility as a whole
which impedes coordination efforts among maintenance service providers, property owners and
code enforcement. As a result of these observations, the Administration believes that releasing
an RFP at this time is premature.
In lieu of releasing another RFP at this time, it was discussed and recommended at the Finance
and Citywide Projects Committee (FCWPC) that the City should put in place, as soon as
possible, an in-house mall manager that can better direct and coordinate the individual
departments involved in Lincoln Road maintenance, including code enforcement, and act as the
City's central liaison with tenants and property owners to improve communication and facilitate
facility improvements. In addition, the mall manager would assist in the proposed master
planning process for Lincoln Road improvements so that that the master plan is complete by
Fiscal Year (FY) 2014/15 when funding becomes available to begin improvements to the venue.
Further, the Administration is proposing increasing the level of dedicated code enforcement
needed for Lincoln Road, which will be submitted for review and approval by the City
Commission as a part of proposed enhancements for the FY 2013/14 budget. The mall
manager position will help to centralize coordination of maintenance efforts by City departments
with some service outsourcing as appropriate (e.g., maintenance of water features and
fountains).
RECOMMENDATION
As a result of the recommendation to implement the mall manager as discussed above, the
Administration recommends the withdrawal of the approval for the issuance of Request for
Proposals for the Maintenance of Lincoln Road.
Commission Memorandum— Withdraw Issuance of RFP for Lincoln Road Mall Maintenance and Security
Services
September 11, 2013
Page 3
With assistance from the proposed mail manager the Lincoln Road mail will benefit from
maintenance improvements and coordination of the master planning efforts and future
construction and infrastructure improvements with all stakeholders, including City staff,
contractors, property owners and tenants. Once the City has completed the scheduled
upgrades, and have improved the condition of the facility and its systems through the mall
manager and enhanced code enforcement, it is believed that significantly greater interest will be
expressed by potential service providers in responding to a future Request for Proposals for
maintenance of the Lincoln road Mall.
CONCLUSION
The City recommends withdrawing the approved issuance of Request for Proposals for the
Maintenance of Lincoln Road and pursue the addition of a mall manager, enhanced code
enforcement, and completion of a master plan for the upgrade of Lincoln Road through the FY
2013/A budget process.
JLM/K /AD
MIAMI BEACH
; P a ^ n33 i ,w kqo,t CMiami , ie ' 4 tie* r VG, . T sfi6� ,
COMMITTEE MEMORANDUM
TO Mayor Matti Herrera Bower and Members of the C:/Commission
FROM Jimmy L. Morales, City Manager 71,
DAJ August 21, 2013 i
ue,JE-l' PROPOSED REDEVELOPMENT �GENCY/LINCOILN ROACH ENHANCEMENTS
BACKGROUND
The Lincoln Road Mall is a major South Ronda destination serving tourists, residents and the
general public, Maintaining this key thoroughfare clean and well-maintained is essential to
helping preserve the City's status as a world-class destination., as well as securing the viability
of this important economic engine for the City. For a number of years, the management of
maintenance services within the Lincoln Road Mall service area has been provided by the
Property Management, Sanitation, and GreenSpace Management Divisions, with the Police
Department managing the contracted security services.
REQUEST FOR PROPOSALS
On September 12, 2012, the City Commission approved the issuance of Request for Proposals
RFP) 006:-2013TC to consider options for maintaining and securing the L,inwin Road Mall, The
RIP was issued on December 24, 2012. The Public group issued bid notices to 39 prospective
bidders of which 2.3 accessed the advertised solicitation, In addition, 30 vendors were notified
via email. The pre-bid conference was held on January 15, 2013, During the pre-bid
conference, prospective bidders were instructed on the procurement process and the
information their respective proposals: should contain. On April 15, 2013, three (3) bids were
received from Keystone Property Management, Inc,, Standard Parking, SP Plus Maintenance
dlb/a Parking Facility Systems and Superior Landscaping & Lawn Service, Inc,
I
Through the Procurement Division's review of each bid for responsiveness, it. was determined
that the proposals received were nonresponsive based on the following reasons."
Keystone Property Management, Inc, was deemed nonresponsive for falling to
demonstrate a proven track record of maintenance management in pedestrian-oriented
venues and facilities open to the public similar to the Lincoln Road mall.
�► Standard Parking, SP Plus Maintenance d1bla Parking Facility Systems was deemed
nonresponsive for failing to submit its pricing on the pricing form provided in Addendum
7 -a mandatory requirement of the RPP..
Superior Landscaping & Lawn Service, Inc.., was deemed nonresponsive for failing to
dernonstrate a proven track record of maintenance management in pedestrian-oriented
venues and facilities open to the public similar to the Lincoln Road Mall,
I
FCWPC Memorandum—Proposed Redevelopment Agency/Lincoln Road Enhancements
August 21, 2013
Page 2
After considering the review and recommendation of City staff, the City Manager exercised his
due diligence and carefully considered the specifics of this RFP process. As a result, the City
Manager recommended to the Mayor and City Commission to reject all proposals received.
Prior to releasing a subsequent RFP, the City Manager instructed City staff to conduct an
industry review meeting to include the companies that currently manage outdoor pedestrian-
oriented facilities, such as Bal Harbour Shops, Bayside Marketplace, The Falls, and the Village
of Merrick Park.
STATUS UPDATE
The Administration conducted two industry reviews, but with disappointing participation.
Property managers for outdoor-type malls within the local area and for several venues around
the state were invited to participate. Only one company participated in the industry review. At
the same time, the City was approached by several members of the Lincoln Road Property
Owner's Association who expressed an interest in submitting a proposal but also expressed
concerns with the overall conditions of Lincoln Road beyond routine maintenance issues.
As a result, staff and several members of the Lincoln Road Property Owner's Association
conducted a comprehensive walk through of the facility, which yielded the following conclusions:
The overall condition of many of Lincoln Road's structures, surfaces and systems are in
poor condition and in general need of a refresh or replacement. Although $20 million is
programmed over two years in the City's adopted Capital Improvement Program -- Fiscal
Year (FY) 2014/15 and FY 2015/16 -- for upgrading the Lincoln Road venue, including
its infrastructure, there is no master plan in place to provide an overall comprehensive
plan or specifications for the use of the funds. In addition, this effort needs to be
coordinated with the Basis of Design Report (BODR) for the City Center 9B project
which will impact the side-streets leading to Lincoln Road. There is a significant lack of
information in the City regarding the infrastructure that the RFP requires that proposers
maintain; including specifications for the pumps for the various water features and
fountains, for the light fixtures, etc.
• There are areas for improvement both on the side of the City and on the side of property
owners. Unfortunately, given the competing priorities for code enforcement in the City, I
do believe that Lincoln Road does not have the level of dedicated Code Enforcement
officers that it needs. Further, the limited code enforcement resources are typically
focused on sidewalk cafe operations, rather than on litter, safety concerns and general
maintenance issues generated by property owners.
I believe that the current condition of some of the Lincoln Road structures, surfaces and
systems, coupled with the general lack of information about maintaining many of these items,
are significant drawbacks in getting qualified proposers to respond to the RFP. In addition, as
many of you know, there are several departments involved in the maintenance of Lincoln Road,
but no one entity responsible for the facility as a whole which impedes coordination efforts
among maintenance service providers, property owners and code enforcement.
i
I
FCWPC Memorandum—Proposed Redevelopment AgencylLincoln Road Enhancements
August 21, 2013
Page 3
RECOMMENDATIONS
As a result of these observations, I now believe that releasing an RFP at this time is premature.
Rather, I believe that we need to put in place, as soon as possible, the following enhancements
which I have recommended as proposed enhancements for the FY 2013/14 budget:
• Add an in-house mall manager that can better direct and coordinate the individual
departments involved in Lincoln Road maintenance, including code enforcement, and
act as the City's central liaison with tenants and property owners to improve
communication and facilitate facility improvements.
• Undertake a master planning process for Lincoln Road improvements so that it is
complete by FY 2014/15 when funding becomes available. The scope of this master
plan would cover the area from 17th Street to Lincoln Lane South and from West Avenue
to Collins Avenue and would include a facilities and infrastructure assessment, a
historical overlay assessment, and a conceptual master plan, all of which would interface
to the City's Geographic Information System (GIS). The facilities and infrastructure
assessment components will help the City determine the condition and required
replacement cycles of both above and below ground facilities and infrastructure
components of the Lincoln Road mall. The inclusion of these components in the master
planning process will assure that identified deficiencies are included in future
improvements, resulting in greater accuracy of capital resource requirements and
predictability of future maintenance expenses.
In addition, the scope would include coordination and integration of improvements with
the Citer Center 913 BODR and the approved program for the Miami Beach Convention
Center Renovation and Expansion project, as well as an evaluation of any impacts to the
surrounding residential areas.
The estimated cost of this study is approximately $500,000.
• Add two code compliance officers for Lincoln Road which will provide for dedicated
coverage on Lincoln Road. These officers would be able to address a number of issues
related to Sidewalk Cafes (i.e. site plan modification and expansion, stacking of chairs,
solicitation) which take place from early morning until late evening, as well as many
other code issues related to property maintenance, illegal vendors/peddlers, Business
Tax Receipt violations, excessive/illegal signage on private property, unauthorized
sampling, and a more effective way to address our licensed artists/vendors and
performers. There are also other code violations that would be deterred as a result of
the presence along this district. When necessary, the officers could also address
sanitation-related concerns regarding overflowing dumpsters along North or South
Lincoln Lane.
The two CCOs would be deployed in two separate shifts in an effort to maximize visibility
and coverage. To maximize the number of hours of coverage for Lincoln Road, one
Code Compliance Officer will cover day shift and the other will be on night shift with
staggered days off to provide for weekend coverage. A typical deployment might be
configured as follows:
FCWPC Memorandum—Proposed Redevelopment Agency/Lincoln Road Enhancements
August 21, 2013
Page 4
SUN MON TOES WED THURS PRI SAT
8:30a-4:30p 12p-8p 12p--8p 8:30a-4:30p 8:30a-4:30p
4:30p-12:30a 12p-8p 12p-8p 4:30p-12:30a 4:30p-12:30a
This enhancement will also free up some code enforcement resources which can be
directed to Ocean Drive while providing enhanced services on Lincoln Road.
Other initiatives already underway include enhanced maintenance of water features through a
new City contract, and development of short-term landscaping improvements with property
owners (funded by $150,000 already included in the Redevelopment District FY 2013/14
budget).
I believe that it is, therefore, appropriate to discontinue the process for the issuance of Request
for Proposals for the Maintenance of Lincoln Road and consider in its stead, through a mall
manager position, centralize coordination of maintenance efforts by City departments with some
service outsourcing as appropriate (e.g., maintenance of water features and fountains). The
mall manager will also help to coordinate master planning efforts and future construction and
infrastructure improvements with all stakeholders, including City staff, contractors, property
owners and tenants. Once we have completed the scheduled upgrades, and have improved the
condition of the facility and its systems through the mall manager and enhanced code
enforcement, I believe that significantly greater interest will be expressed by potential service
providers in responding to a future Request for Proposals.
If these initiative are as successful as I expect them to be, we will evaluate similar initiatives for
other business areas of the City in the following fiscal year.
LINCOLN ROAD PROPERTY OWNERS
I have reviewed this approach with Lincoln Road property owners and they are supportive of
this approach. In fact, their board has already passed a motion unanimously supporting a
Lincoln Road Mall Manager.
CONCLUSION
The City should discontinue the process for the issuance of Request for Proposals for the
Maintenance of Lincoln Road and pursue the addition of a mall manager, enhanced code
enforcement, and completion of a master plan for the upgrade of Lincoln Road through the FY
2013/14 budget process.
JLM/KGB/MAS/EC/AD