2013-28423 Reso RESOLUTION NO. 2013-28423
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER PERTAINING TO THE RANKING OF FIRMS, PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 157-2013, FOR GYMNASTIC
PROGRAM INSTRUCTION SERVICES; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP-
RANKED PROPOSER, GYM KIDZ INC.; AND SHOULD THE
ADMINISTRATION NOT BE SUCCESSFUL IN NEGOTIATING AN
AGREEMENT WITH THE TOP-RANKED PROPOSER, AUTHORIZING THE
CITY TO ISSUE A NEW REQUEST FOR PROPOSALS; FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY
THE ADMINISTRATION.
WHEREAS, on April 17, 2013, the Mayor and City Commission approved the issuance
of Request for Proposals (RFP) 157-2013 for Gymnastic Program Instruction Services; and
WHEREAS, on April 24, 2013, RFP No. 157-2013, was issued with an opening date of
May 30, 2013; and
WHEREAS, a pre-proposal conference to provide information to prospective proposers
was held on May 7, 2013; and
WHEREAS, forty three proposers were notified via email and The Public Group, which
resulted in the receipt of three (3) proposals; and
I
WHEREAS, on June 7, 2013, the City Manager via Letter to Commission (LTC) No.
196-2013, appointed an Evaluation Committee (the "Committee") for the purpose of evaluating
the proposals received; and the Committee convened on August 30, 2013 to evaluate the
proposals in accordance with the criteria established in the RFP; and
WHEREAS, the following ranking based on the overall Committee scoring was
presented to the Manager for his due diligence and recommendation: (1) Gym Kidz Inc; (2)
Universal All Star; and (3) Eileen M. Diaz; and
WHEREAS, after receiving the recommendation of the Committee and City staff, the
City Manager exercised his due diligence and is recommending that the Mayor and the City
Commission authorize the Administration to enter into negotiations with the only top-ranked
proposer, Gym Kidz Inc.; and should the Administration not be successful in negotiating an
agreement with the top-ranked proposer, the Manager recommends that the City Commission
authorize the issuance of a new Request for Proposals.
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 City Manager pertaining to the ranking
of proposals pursuant to Request for Proposals (RFP) No. 157-2013, for Gymnastic Program
Instruction Services; authorize the Administration to enter into negotiations with the top-ranked
proposer, Gym Kidz Inc.; and should the Administration not be successful in negotiating an
agreement with the top-ranked proposer, authorize the Administration to issue a new Request
for Proposals; further authorizing the Mayor and City Clerk to execute an agreement upon
conclusion of successful negotiations by the Administration.
PASSED AND ADOPTED this- .� day of)j 013.
ATTEST:
Rafa I Granado, City Clerk Phil' ayor
TA AGENDA\2 3&e;e mend - 7-2013-Gymnastic Program Instruction Services-Resolution.doc
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COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Accepting The
Recommendation Of The City Manager Pertaining To The Ranking Of Proposals, Pursuant To Request For
Proposals RFP No. 157-2013, For Gymnastic Program Instruction Services.
Key Intended Outcome Supported:
Increase satisfaction with recreational programs.
Supporting Data (Surveys, Environmental Scan, etc: N/A
Item Summary/Recommendation:
The Parks and Recreation Department has been offering gymnastics instruction as part of its year round
curriculum of classes at the Scott Rakow Youth Center. The Center is home to after school and summer
camp programs, specialty camps, athletic leagues and offers classes in swimming, ice skating, dance,
exercise, gymnastics and much more.
On April 17, 2013, the Mayor and City Commission approved the issuance of Request for Proposals(RFP)
No. 157-2013 for Gymnastic Program Instruction Services.The RFP was issued on April 24, 2013,with an
opening date of May 30, 2013. The solicitation was advertised and notices were released to prospective
proposers. Proposals were received from three(3)firms.
On June 7, 2013,the City Manager via Letter to Commission(LTC)No. 196-2013,appointed an Evaluation
Committee(the"Committee").The Committee convened on October 2,2013,to consider proposals received
and interview proposing firms and submit a recommendation to the City Manager.
After the review of proposals, presentations by the proposers and deliberations by the Committee,a motion
was presented by Ellen Vargas, seconded by Glenda Phipps, and unanimously approved by all Committee
members, to recommend entering into negotiations with the top-ranked proposer, Gym Kidz Inc., and that
should negotiations fail,for the City to reissue the request for proposal. Gym Kidz is offering the City a 70/30
split in revenue, and is currently providing the services for the City of Coral Gables. Revenue split is
consistent with the revenue split of the prior vendor procured under a yearly Independent Contractor
Agreement(ICA).
RECOMMENDATION
In accordance with the recommendation of the Committee and the due diligence review bythe City Manager,
the Administration recommends that the Mayor and City Commission of the City of Miami Beach, Florida
accept the recommendation of the City Manager pertaining to the ranking of proposals,pursuant to Request
for Proposal(RFP)No. 157-2013, Gymnastic Program Instruction Services;authorizing the administration to
enter into negotiations with the top-ranked proposer, Gym Kidz Inc., and should the Administration not be
successful in negotiating an agreement with the top-ranked proposer, reissuing the request for proposal.
ADOPT THE RESOLUTION
Advisory Board Recommendation:
Financial Information:
Source of Amount Account
Funds- $45,000 011-0950-000312
...............................
' 2
BPI Total $45,000
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Alex Denis, Extension 6641
Sign-Offs:
De rtmelnt dire r Assis t City Manager pity anager
AD J RVZ KGB MT JLM
W AV
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MIAMIBEACH AGENDA ITEM � 7
��
DATE
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,
www.miamibeachfl.gov
CO ISSION MEMORANDUM
TO: Mayor Philip Levine and Members f the City ommission
FROM: Jimmy L. Morales, City Manager
DATE: December 11, 2013
SUBJECT:A RESOLUTION OF THE MAY R AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, A CEPTING THE RECOMMENDATION OF THE
CITY MANAGER PURSUANT REQUEST FOR PROPOSALS (RFP) NO. 157-
2013, FOR GYMNASTIC PROGRAM INSTRUCTION SERVICES.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
KEY INTENDED OUTCOME SUPPORTED
Increase satisfaction with recreational programs.
FUNDING
Account Number: 011-0950-000312
BACKGROUND
The Parks and Recreation Department has been offering gymnastics instruction as part of its
year round curriculum of classes at the Scott Rakow Youth Center. The City of Miami Beach
issued a request for proposal to seek proposals from qualified firms, and/or individuals, to
provide gymnastic program instruction services at the Scott Rakow Youth Center.
The Scott Rakow Youth Center offers a variety of programs and activities for the entire
community. It is a place where people of all ages come to have fun, learn a new skill, and
spend time with their families. The Center is home to after school and summer camp
programs, specialty camps, athletic leagues and offers classes in swimming, ice skating,
dance, exercise, gymnastics and much more.
The Scott Rakow Youth Center includes an ice skating rink, gymnasium,
gym nastics/cheerleading room, swimming pool, fitness center, patio, play field, arts and crafts
center, game room, media room, computer lab and a music room.
The gymnastics multipurpose room is approximately 5,000 square feet and is equipped with a
spring exercise floor, uneven bar, vault, mats and balance beams. This multipurpose room
was equipped and programmed as part of the recent renovations to the entire Youth Center
facility.
RFP PROCESS
On April 17, 2013, the Mayor and City Commission approved the issuance of Request for Proposals
(RFP) No. 157-2013 for Gymnastic Program Instruction Services. The RFP was issued on April 24,
2013, with an opening date of May 30, 2013. The solicitation was advertised and notices were released
to prospective proposers. THE RFP resulted in proposals from the follow three firms:
Commission Memorandum—RFP#157-2013 Gymnastic Program Instruction Services
December 11, 2013
Page 2
1. Gym Kidz, Inc.
2. Universal All Star LLC
3. Eileen M. Diaz
On June 7, 2013, the City Manager via Letter to Commission (LTC) No. 196-2013 appointed
an Evaluation Committee (the "Committee") consisting of the following individuals:
• Ellen Vargas, Facility Manager, Scott Rakow Youth Center, Parks & Recreation
Department.
• Stephanie Rosen, Resident and Scott Rakow Center Advisory Committee.
• Glenda Phipps, Resident and City of Miami Beach Leadership Academy Graduate.
• Eric Stevens, Resident and City of Miami Beach Leadership Academy Graduate.
• Edgar Botto, Director of Athletics, Miami Beach Senior High School.
Alternates:
• Tracey Herrera, Recreation Program Supervisor, Parks & Recreation Department.
• Esther Choukroun, Resident and Scott Rakow Center Advisory Committee.
• Mar Rodriguez, Resident and City of Miami Beach Leadership Academy Graduate.
• Kris Puryear, Resident and City of Miami Beach Leadership Academy Graduate.
The only Committee members that were able to attend where Ellen Vargas, Glenda Phipps,
and Edgar Botto. The Evaluation Committee (the "Committee") convened on October 2, 2013,
to consider proposals received pursuant to the evaluation criteria established in the RFP and
interview the proposers. The Committee was provided with information relative to the City's
Cone of Silence and Government in the Sunshine law, general information of the scope of
services, Performance Evaluation Surveys and additional pertinent information from all
proposers.
responsive P P P
The Committee was instructed to score and rank each proposal pursuant to the evaluation
follows:
criteria established in the RFP, which was as o 0 ws:
25 Proposer Qualifications
25 Scope of Services
25 Approach &Methodology
25 Financial Proposal
Additional points, over the aforementioned potential points were to be allocated, if applicable and in
accordance to the following ordinances.
LOCAL PREFERENCE: The City, through the Procurement Division, will assign an additional five (5)
points to Proposers which are a Miami Beach-based vendor as defined in the City's Local Preference
Ordinance.
VETERANS PREFERENCE: The City, through the Procurement Division, will assign an additional five
(5) points to Proposers which are a small business concern owned and controlled by a veteran(s) or a
service-disabled veteran business enterprise, as defined in the City's Veterans Preference Ordinance.
Please note that no proposer was eligible for Veteran's preference.
Commission Memorandum—RFP#157-2013 Gymnastic Program Instruction Services
December 11, 2013
Page 3
After proposer's presentations and interviews, the Committee discussed the proposers'
qualifications, experience, and competence, and further scored and ranked the proposers
accordingly. The Committee's final rankings are as follows:
Edgar Glenda Ellen Low Aggregate
Final Rankings Botto Phipps Vargas Totals
Gym Kidz Inc. 85 (l) 100 (i) 95 (l) 3 (l)
Universal All Star 65 (2) 70 (2) 65 (2) 6 2
Eileen M. Diaz 55 (3) 45 (3) 25 (3) 9 (3)
Following the review of the rankings, a motion was presented by Ellen Vargas, seconded by
Glenda Phipps, and unanimously approved by all Committee members, to recommend
entering into negotiations with the top-ranked proposer, Gym Kidz Inc., and that should
negotiations fail, for the City to issue a new request for proposal. Gym Kidz is offering the City
a 70/30 split in revenue, and is currently providing the services for the City of Coral Gables.
Revenue split is consistent with the revenue split of the prior vendor procured under a yearly
Independent Contractor Agreement (ICA).
GYM KIDZ INC.
According to the information presented by the proposer:
Gym Kidz Inc. ("Gym Kidz") is an experience and full service gymnastics company which
operates multiple successful gymnastics facilities and provides a broad array of gymnastics
classes and programs for children ages six months and up.
Gym Kidz' ownership and leadership currently consists of Joslyn Pedraja-Varona and Jennifer
Burnley Austin, which collectively bring over 40 years of in-depth and extensive experience
with respect to "hands-on" gymnastics instruction, staff management, gym design and
development, and the gymnastic industry business.
Gym Kidz was born out of a gymnastic services business known as J&E Sports, founded by
Ms. Pedraja-Varona in 1997. In order to continue the development and expansion of the
gymnastic business, Gym Kidz was incorporated in 2002, under the current leadership team.
Gym Kidz currently operates two (2) separate full-service gymnastics facilities in North Miami
Beach at 2038 N.E. 155 Street, and the other for the City of Coral Gables at the Coral Gables
Youth Center located at 405 University Drive.
Their North Miami Beach location was founded in 2002 and offers preschool, recreational and
competitive programs. Their leadership team works together to implement and maintain
quality customer service while creating a safe and fun environment for children of all ages.
As the current gymnastics contractor for the City of Coral Gables, Gym Kidz has been
providing the comprehensive gymnastics services and programs at the Coral Gables Youth
Center for approximately nine (9) years,
MANAGER'S DUE DILIGENCE
After considering the review of the recommendation of City staff, the City Manager exercised
his due diligence and is recommending that the Mayor and City Commission enter into
Commission Memorandum—RFP#157-2013 Gymnastic Program Instruction Services
December 11, 2013
Page 4
negotiations with the top-ranked proposer, Gym Kidz Inc., and should negotiations not be
successful, for the City to issue a new request for proposal.
CONCLUSION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida accept the recommendation of the City Manager pertaining to the ranking of
proposals, pursuant to request for proposals (RFP) No. 157-2013, Gymnastic Program
Instruction Services; authorizing the administration to enter into negotiations with the top-
ranked firm, Gym Kidz Inc., and should negotiations not be successful, for the City to issue a
new request for proposal. Further authorizing the Mayor and City Clerk to execute an
agre ment upon completion of successful negotiations by the Administration.
JLM/ /AD/LR
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