2015-28945 Reso RESOLUTION NO. 2015-28945
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE
RECOMMENDATION OF THE CITY MANAGER AND APPROVING, BY
A 5/7 VOTE,A WAIVER OF COMPETITIVE BIDDING, PURSUANT TO
SECTION 2-367 (e) OF THE MIAMI BEACH CITY CODE, FINDING
SUCH WAIVER TO BE IN THE BEST INTEREST OF THE CITY, AND
AUTHORIZING THE CONTINUATION, ON A MONTH TO MONTH
BASIS, OF THE CURRENT LEASES FOR THE PORTABLE
BUILDINGS CURRENTLY HOUSING THE CITY'S PROPERTY
MANAGEMENT DIVISION, UNTIL SUCH TIME AS THE NEW
FACILITIES ARE COMPLETED.
WHEREAS,the City's Property Management Division has leased a total of three(3)modular
buildings from Williams Scotsman and ModSpace to house the maintenance supervisory staff,
support services, and a restroom facility; and
WHEREAS,on February 12,2014,the Mayor and City Commission passed Resolution No.
2104-28485, extending said leases for the term of one(1)year, for Fiscal Year 2013-2014; and
WHEREAS, the total annual payments under said leases are: $33,857.85, payable to
Williams Scotsman for the lease of two (2) modular buildings, and $15,928.00, payable to
ModSpace for the lease of one(1)modular building,for a total annual amount of$49,785.85; and
WHEREAS, the City Manager recommends a month to month extension of the leases,
retroactively commencing on October 1, 2014, in order to ensure continuity of services and avoid
disruption to Property Management's operations, until the Property Management facility is ready to
be occupied; and
WHEREAS,additionally,the Administration shall be authorized to pay any costs required for
disconnection of the equipment and other charges for which the City is responsible under said
leases, in connection with the dismantling and removal of the modular units; and
WHEREAS, the extension of the current leases shall be memorialized in the form of an
amendment to said leases.
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 and approve, by a 5/7 vote, a waiver of competitive bidding,
pursuant to section 2-367 (e)of the Miami Beach City Code, finding such waiver to be in the best
interest of the City,and authorize the continuation,on a month to month basis,of the current leases
for the portable buildings currently housing the City's Property Management Division, until such time
as the new facilities are completed.
PASSED AND ADOPTED this 1/ day of Ate4 2015.
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COMMISSION ITEM SUMMARY
Condensed Title:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA,
AMENDING RESOLUTION NO. 2014-28485,WHICH AUTHORIZED, PURSUANT TO SECTION 2-367 (E) OF
THE MIAMI BEACH CITY CODE, THE WAIVING OF THE COMPETITIVE BID REQUIREMENTS, BY A 5/7.
VOTE, FOR THE CONTINUATION OF LEASES FOR THE PORTABLE BUILDINGS CURRENTLY HOUSING
THE CITY'S PROPERTY MANAGEMENT DIVISION, TO EXTEND SAID LEASES ON A MONTH-TO-MONTH
BASIS UNTIL SUCH TIME AS THE RELOCATION OF THE PROPERTY MANAGEMENT DIVISION IS
FINALIZED UPON COMPLETION OF ITS NEW FACILITIES.
Key Intended Outcome Supported:
Ensure well maintained facilities
Supporting Data (Surveys, Environmental Scan, etc.: Build And Maintain Priority Infrastructure With Full
Accountability
Item Summary/Recommendation:
The Property Management Division is currently house in three (3) modular buildings, in the western end of
Flamingo Park, currently leased from Williams Scotsman and ModSpace. The modular buildings house the
maintenance supervisory staff, support services and a restroom facility. The restroom facility was installed in
October 2000. In July 2005, a second modular building was installed to house supervisory staff. Last, and in
June 2006, a third modular building was installed to provide space to warehouse plans, staff and a conference
room.
The annual lease amount are currently approximately$33,857.85 for Williams Scotsman for the lease of two(2)
modular buildings, and $15,928.00 for ModSpace for the lease of one (1) modular building for a total annual
amount of$49,785.85. The costs are subject to periodic increases from both providers.
In February, 2014, through Resolution 2014-28485, the City Commission authorized the continuation of the
subject leases for an additional one (1) year period. However, due to unforeseen delays in the construction of
the new Property Management Division's new facility, currently under construction in the Sunset Harbor area, it
is necessary to continue the leases until such time as the new facility is completed and the division can relocate.
Upon relocation of the division, the City will no longer require the use of the modular buildings; and, as such,
they will be dismantled and removed by either the lessor.
In order to ensure continuity of services and avoid disruption to Property Management Division's operations, the
Administration recommends the continuation of the leases for the modular buildings from Williams Scotsman
and ModSpace on a month-to-month basis until the Property Management facility is ready to be occupied in
November 2015, or until the certificate of occupancy is issued for this facility. Additionally, the Administration is
seeking authority for the costs relating to the dismantling and removal of the units.
RECOMMENDATION
The Administration recommends that the Mayor and City Commission approve the Resolution accepting the
recommendation of the City Manager to continue the leases for the modular buildings from Williams Scotsman
and ModSpace on a month-to-month basis until the Property Management Division is relocated to the new
facility currently under construction; and, further authorize the City Manager to approve the terms and costs for
the dismantling and removal of the units upon relocation of the Property Management Division.
Advisory Board Recommendation:
N/A
Financial Information:
Source of Amount Account
Funds:
OBPI 1 $49,785.85 FY 13/14 Property Mgmt. Rental 520-1720-000323
2
Total $49,785.85
Financial Impact Summary: N/A
City Clerk's Office Legislative Tracking:
Sign-Offs: Dep rtment Assistant City Ma t!er City M ager
ic Directo
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ENi C
MIAMIBEACH AGENDA DATE 3-11-1S-
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 01 the City C; mmission
FROM: Jimmy L. Morales, City Manager
DATE: March 11, 2015
SUBJECT: A RESOLUTION OF THE MAY��R AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, AME DING RESOLUTION NO. 2014-28485, WHICH
AUTHORIZED, PURSUANT TO SECTION 2-367(E)OF THE MIAMI BEACH CITY
CODE, THE WAIVING OF THE COMPETITIVE BID REQUIREMENTS, BY A 5/7
VOTE, FOR THE CONTINUATION OF LEASES FOR THE MODULAR BUILDINGS
CURRENTLY HOUSING THE CITY'S PROPERTY MANAGEMENT DIVISION,TO
EXTEND SAID LEASES ON A MONTH-TO-MONTH BASIS UNTIL SUCH TIME AS
THE RELOCATION OF THE PROPERTY MANAGEMENT DIVISION IS FINALIZED
UPON COMPLETION OF ITS NEW FACILITIES.
ADMINISTRATION RECOMMENDATION
Adopt the resolution.
FUNDING
The annual cost with associated with these leases of modular buildings 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 accounts noted below are the FY2015 budget amounts approved by
Commission.
$49,785.85 FY 14/15 Property Management 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
The Property Management Division is currently house in three(3)modular buildings, in the western
end of Flamingo Park, currently leased from Williams Scotsman and ModSpace. The modular
buildings house the maintenance supervisory staff, support services and a restroom facility. The
restroom facility was installed in October 2000. In July 2005, a second modular building was
installed to house supervisory staff. Last, and in June 2006,a third modular building was installed to
provide space to warehouse plans, staff and a conference room.
The annual lease amount are currently approximately $33,857.85 for Williams Scotsman for the
lease of two (2) modular buildings, and $15,928.00 for ModSpace for the lease of one(1)modular
building for a total annual amount of$49,785.85. The costs are subject to periodic increases from
both providers.
Commission Memorandum
Continuation of Leases for Property Management Modular Buildings
March 11, 2015
Page 12
ANALYSIS
In February, 2014, through Resolution 2014-28485, the City Commission authorized the
continuation of the subject leases for an additional one(1)year period. However,due to unforeseen
delays in the construction of the new Property Management Division's new facility, currently under
construction in the Sunset Harbor area, it is necessary to continue the leases until such time as the
new facility is completed and the division can relocate. Upon relocation of the division, the City will
no longer require the use of the modular buildings; and, as such, they will be dismantled and
removed by either the lessor.
In order to ensure continuity of services and avoid disruption to Property Management Division's
operations,the Administration recommends the continuation of the leases for the modular buildings
from Williams Scotsman and ModSpace on a month-to-month basis until the Property Management
facility is ready to be occupied in November 2015, or until the certificate of occupancy is issued for
this facility. Additionally, the Administration is seeking authority for the costs relating to the
dismantling and removal of the units.
CITY MANAGER'S REVIEW
After considering the review and recommendation of City staff, the City Manager exercised his due
diligence and is recommending that the Mayor and the City Commission authorize the continuation
of the leases for the modular buildings from Williams Scotsman and ModSpace on a month-to-
month basis until the Property Management Division is relocated to the new facility currently under
construction; and, further authorize the costs for the dismantling and removal of the units upon
relocation of the Property Management Division.
CONCLUSION
The Administration recommends that the Mayor and City Commission approve the Resolution
accepting the recommendation of the City Manager to continue the leases for the modular buildings
from Williams Scotsman and ModSpace on a month-to-month basis until the Property Management
Division is relocated to the new facility currently under construction; and, further authorize the City
Manager to approve the terms and costs for the dismantling and removal of the units upon
relocation of the Property Management Division.
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