2014-28485 Reso RESOLUTION NO. 2014-28485
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA WAIVING, BY 5/7THS VOTE, THE
FORMAL COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH
WAIVER TO BE IN THE BEST INTEREST OF THE CITY, AND
AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE
LEASE AGREEMENTS WITH WILLIAMS SCOTSMAN AND
MODSPACE, FOR THE LEASE OF OFFICE TRAILERS, NOT TO
EXCEED ANNUAL AMOUNT OF $32,712, FOR A PERIOD OF ONE (1)
YEAR, IN ORDER TO CONTINUE TO HOUSE THE OFFICES FOR
CERTAIN PROPERTY MANAGEMENT DIVISION STAFF.
WHEREAS,during the past few years,the City's Property Management Division has leased
a total of three (3) trailers from Williams Scotsman and ModSpace to house the maintenance
supervisory staff, support services, and a restroom facility; and
WHEREAS,the annual lease amounts are$22,800 for Williams Scotsman,for the lease of
two trailers; and $9,912 for ModSpace, for the lease of one trailer; for a total annual amount of
$32,712; and
WHEREAS,for Fiscal Year 2014,the Administration is requesting approval to continue the
lease of the trailers from William Scotsman and Modspace for another year; and
WHEREAS, in order to ensure continuity of services and avoid disruption to Property
Management operations, the Administration recommends that the Mayor and City Commission
waive, by 5/7ths vote, the formal competitive bidding requirement, finding such waiver to be in the
best interest of the City.
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 waive, by
5/7ths, the formal competitive bidding requirement, finding such waiver to be in the best interest of
the City, and authorizing the City Manager to negotiate and execute lease agreements with Williams
Scotsman and Modspace, for the lease of office trailers, not to exceed annual amount of$32,712,
for a period of one (1) year, in order to continue to house the offices for certain Property
Management Division staff.
PASSED AND ADOPTED this day of , 2014.
ATTEST:
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CITY LERK M R�%
T:\AGENDA\2014\Febr awer•PFop ement O railers RESO.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 Waiving, By 5/7ths
Vote, The Formal Competitive Bidding Requirement, Finding Such Waiver To Be In The Best Interest Of
The City, And Authorizing The City Manager To Negotiate And Execute Agreements With Williams
Scotsman And Modspace, For The Lease Of Office Trailers, In The Not To Exceed Annual Amount Of
$32,712, For A Period Of One (1) Year, Then On A Month-To-Month Basis Until The Property
Management Facility Is Completed
Key Intended Outcome Supported:
Ensure well maintained facilities
Supporting Data (Surveys, Environmental Scan, etc: In a recent study, 87% of residents and 83% of
businesses rated the appearance of City facilities as excellent or good.
Item Summa /Recommendation:
During the past few years, the City's Property Management Division has leased a total of three (3) trailers
from Williams Scotsman and ModSpace to house the maintenance supervisory staff, support services and
a restroom facility.
The annual lease amounts are$22,800 for Williams Scotsman for the lease of two trailers, and $9,912 for
ModSpace for the lease of one trailer for a total annual amount of$32,712. Historically, lease agreements
and subsequent annual renewals have been signed by the Department head at the time the trailers were
installed and renewals were due. For Fiscal Year 2014, the Administration is requesting approval from
Commission to waive competitive bidding since the annual amount exceeds $25,000 and will require
competitive bidding.
In order to ensure continuity of services and avoid disruption to Property Management's operations, it is
recommended to continue the lease of the trailers from William Scotsman and Modspace for at least one
additional year, then on a month-to-month basis until a facility is ready to house Property Management
Division personnel in the latter part the year 2015.
City Code Section 2-367 (e) states that the City Commission, upon written recommendation of the City
Manager, may by resolution adopted by a five-sevenths vote, waive competitive bidding when the City
Commission finds such waiver to be in the best interest of the City. In the event of such a waiver, the City
Commission may authorize the execution of a negotiated contract.
After considering the review and recommendation of City staff, the City Manager exercised his due
diligence and is recommending to the Mayor and the City Commission waive the competitive bidding
requirement, and authorize the City Manager to negotiate and execute agreements for the lease of office
trailers for Property Management, in the not to exceed annual amount of$32,712, for a period of one (1)
ear, then on a month-to-month basis until the property management facility is completed.
Advisory Board Recommendation:
N/A
Financial Information:
Source of Amount Account
Funds:
OBPI 1 $32,712 FY 13/14 Property Mgmt. Rental 520-1720-000323
2
Total $32,712
Financial Impact Summary: N/A
City Clerk's Office Legislative Tracking:
Sign-Offs: Department Assistant City Manager City All nager
irector
ETC KGB JLM
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AGENDA ITEM C 7F
MIAMIBEACH DATE a'I X fV
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members of the City Co ission
FROM: Jimmy L. Morales, City Manager
DATE: February 12, 2014
SUBJECT: A RESOLUTION OF THE MAYOR ND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA WAIV G, BY 5/7THS VOTE, THE FORMAL
COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN
THE BEST INTEREST OF THE CITY,AND AUTHORIZING THE CITY MANAGER
TO NEGOTIATE AND EXECUTE AGREEMENTS WITH WILLIAMS SCOTSMAN
AND MODSPACE, FOR THE LEASE OF OFFICE TRAILERS, IN THE NOT TO
EXCEED ANNUAL AMOUNT OF $321712; FOR A PERIOD OF ONE (1) YEAR,
THEN ON A MONTH-TO-MONTH BASIS UNTIL THE PROPERTY
MANAGEMENT FACILITY IS COMPLETED
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
The annual cost associated with the lease of office trailers for Property Management is subject to
funds availability approved through the annual budgeting process. Account information and
availability of funds shall be verified and approved for each request prior to procuring the services.
The funding and accounts noted below are the FY 2014 budget amounts approved by Commission.
$32,712 FY 13/14 Property Mgmt. Rental Account 520-1720-000323
Should additional funding be required due to increased need of services, it will be subject to the
review and approval of the Office of Budget and Performance Improvement (OBPI).
BACKGROUND INFORMATION
During the past few years, the City's Property Management Division has leased a total of three (3)
trailers from Williams Scotsman and ModSpace to house the maintenance supervisory staff,support
services and a restroom facility. The restroom facility trailer was installed in October 2000. In July
2005, a second trailer was installed to house supervisory staff. Last, and in June 2006,a third trailer
was installed to provide space to warehouse plans, staff and a conference room.
The annual lease amounts are $22,800 for Williams Scotsman for the lease of two trailers, and
$9,912 for ModSpace for the lease of one trailer for a total annual amount of$32,712. Historically,
lease agreements and subsequent annual renewals have been signed by the Department head at
the time the trailers were installed and renewals were due. For Fiscal Year 2014,the Administration
is requesting approval from Commission to waive competitive bidding since the annual amount
exceeds $25,000 and will require competitive bidding.
Commission Memorandum
Bid Waiver Office Trailers
February 12, 2014
Page 12
ANALYSIS
In order to ensure continuity of services and avoid disruption to Property Management's operations,
it is recommended to continue the lease of the trailers from William Scotsman and Modspace for at
least one additional year, then on a month-to-month basis until a facility is ready to house Property
Management Division personnel in the latter part the year 2015.
City Code Section 2-367 (e) states that the City Commission, upon written recommendation of the
City Manager, may by resolution adopted by a five-sevenths vote, waive competitive bidding when
the City Commission finds such waiver to be in the best interest of the City. In the event of such a
waiver, the City Commission may authorize the execution of a negotiated contract.
CITY MANAGER'S REVIEW
After considering the review and recommendation of City staff,the City Manager exercised his due
diligence and is recommending to the Mayor and the City Commission waive the competitive bidding
requirement, and authorize the City Manager to negotiate and execute agreements for the lease of
office trailers for Property Management.
CONCLUSION
Based on the aforementioned,the Administration recommends that the Mayor and City Commission
waive, by 5/7ths vote, the formal competitive bidding requirement, finding such waiver to be in the
best interest of the City, and authorize the City Manager to negotiate and execute agreements with
Williams Scotsman and Modspace, for the lease of office trailers, in the not to exceed annual
amount of$32,712, for a period of one (1) year, then on a month-to-month basis until the property
management facility is completed.
J LM/K /G&/AK
TAAGENDA\2014\February\Bid Waiver Office Trailers Property Mgt-MEMO.doc