2016-29426 Reso RESOLUTION NO. 2016-29426
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER TO REJECT ALL BIDS RECEIVED PURSUANT TO
INVITATION TO BID (ITB) NO. 2016-045-WG FOR THE LEASE OF GOLF
COURSE TURF MAINTENANCE EQUIPMENT FOR THE MIAMI BEACH GOLF
CLUB AND NORMANDY SHORES GOLF CLUB; AND APPROVING AND
AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO. 1 TO
THE AGREEMENT BETWEEN THE CITY AND SHOWTURF, LLC, DATED
OCTOBER 22, 2012, FOR THE LEASE OF GOLF COURSE TURF
MAINTENANCE EQUIPMENT FOR THE NORMANDY SHORES GOLF CLUB;
SAID AMENDMENT EXTENDING THE TERM OF THE AGREEMENT FOR A
PERIOD NOT TO EXCEED ONE (1) YEAR, COMMENCING ON SEPTEMBER
23, 2016 AND EXPIRING ON SEPTEMBER 22, 2017; AND FURTHER
PROVIDING THE CITY WITH THE RIGHT TO TERMINATE THE AGREEMENT,
FOR CONVENIENCE, UPON PROVIDING SHOWTURF, LLC WITH THIRTY
(30) DAYS PRIOR WRITTEN NOTICE.
WHEREAS, on July 18, 2012, ITB 45-11/12 for the lease of golf course turf
maintenance equipment was awarded to ShowTurf, LLC; and
WHEREAS, the agreement with ShowTurf, LLC (the
Agreement) is currently effective through September 22, 2016 and no further options for
renewal are available; and
WHEREAS, on January 12, 2016, the City issued an Invitation to Bid 2016-045-
WG (the "ITB") to establish a lease agreement/contract, by means of sealed bids, to
qualified contractor(s) for the lease of all new golf course turf maintenance equipment
for the Miami Beach Golf Club and Normandy Shores Golf Club; and
WHEREAS, on March 4, 2016, bids were received from: Jacobsen Professional
Lawn Care Inc., ShowTurf, LLC, and Tesco South, Incorporated; and
WHEREAS, the ITB allows the City to consider an award by item or by group, or
for the entirety of all bid items, as deemed in the best interest of the City; and
WHEREAS, in the case of the bids received, an award by item is in the City's
best interest; and
WHEREAS, the City's Procurement Department, after completing its due
diligence, found that while pricing was available by item, the tangible personal property
tax, which the City is required to pay, was provided in lump sum form only, rendering it
impossible to calculate the true cost of each item (which is lease payments plus
applicable tax); and
WHEREAS, since an award by item is not possible and an award by group is
cost prohibitive, the City Manager recommends the rejection of all bids received
pursuant to ITB 2016-045-WG for the lease of golf course turf maintenance equipment
for the Miami Beach Golf Club and Normandy Shores Golf Club; and
WHEREAS, the Administration recommends approving Amendment No. 1,
extending the Agreement until September 22, 2017, or until a new agreement is
awarded and executed for the same services, whichever occurs first, and further
providing the City with the right to terminate the Agreement, upon providing ShowTurf,
LLC with thirty (30) days prior written notice.
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 to reject all bids
received, pursuant to ITB No. 2016-045-WG, for the lease of golf course turf
maintenance equipment for the Miami Beach Golf Club and Normandy Shores Golf
Club; and approve and authorize the City Manager to Execute Amendment No. 1 to the
Agreement between the City and ShowTurf, LLC, dated October 22, 2012 for the lease
of golf course turf maintenance equipment for the Normandy Shores Golf Club; said
Amendment extending the term of the Agreement for a period not to exceed one (1)
year, commencing on September 23, 2016 and expiring on September 22, 2017; and
further providing the City with the right to terminate the Agreement, for convenience,
upon providing ShowTurf, LLC with thirty (30) days prior written notice.
PASSED AND ADOPTED this f day of June 2016.
ATTEST: - -
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RA AEL . RANAP.40\ k I0-YEQ I 4 PHILIP r7. 4' AYOR
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APPROVED AS TO
FORM & LANGUAGE
& F•R ExECUTION •
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City Attorney ,��y Date
T:W GENDA\2016\June\Procurement\2016-045-WG (ITB) Lease of Golf Course Turf Maintenance Equipment\ITB-
2016-045-WG Lease of Golf Course Turf Maintenance Equipment(Reissuance)-Resolution 5.24.16.doc
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 TO REJECT ALL BIDS RECEIVED
PURSUANT TO INVITATION TO BID (ITB) NO. 2016-045-WG FOR THE LEASE OF. GOLF COURSE
TURF MAINTENANCE EQUIPMENT FOR THE MIAMIBEACHGOLF CLUB AND NORMANDY SHORES
GOLF CLUB; AND APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE
AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY AND SHOWTURF, LLC, DATED
OCTOBER 22, 2012, FOR THE LEASE OF GOLF COURSE TURF MAINTENANCE EQUIPMENT FOR
THE NORMANDY SHORES GOLF CLUB; SAID AMENDMENT EXTENDING THE TERM OF THE
AGREEMENT FOR A PERIOD NOT TO EXCEED ONE(1)YEAR,COMMENCING ON SEPTEMBER 23,
2016 AND EXPIRING ON SEPTEMBER 22, 2017; AND FURTHER PROVIDING THE CITY WITH THE
RIGHT TO TERMINATE THE AGREEMENT,FOR CONVENIENCE,UPON PROVIDING SHOWTURF,LLC
WITH THIRTY (30) DAYS PRIOR WRITTEN NOTICE.
Key Intended Outcome Supported:
Increase satisfaction with recreational programs
Supporting Data(Surveys, Environmental Scan, etc: N/A
Item Summary/Recommendation:
In order to complete a successor agreement, on January 12, 2016,the City issued an Invitation to Bid 2016-
045-WG (the "ITB") to establish a lease agreement/contract, by means of sealed bids, to qualified
contractor(s)for the lease of all new golf course turf maintenance equipment for the Miami Beach Golf Club
and Normandy Shores Golf Club.
The ITB was issued on January 12, 2016.20 bid notices were issued and a pre-bid conference was held on
January 27, 2016. On March 4, 2016, bids were received from Jacobsen Professional Lawn Care Inc.,
ShowTurf, LLC, and Tesco South, Incorporated.The ITB allowed the City to consider an award by item or by
group. In the case of the bids received, an award by item is in the City's best interest. However, the
Procurement Department, after completing its due diligence,found that while pricing was available by item,
the tangible personal property tax, which the City is required to pay, was provided in lump sum form only,
rendering it impossible to calculate the true cost of each item (which is lease payments plus applicable tax).
Therefore, an award by item is not possible and an award by group is cost prohibitive and not in the City's
best interest.
Given that these items are still needed by the Parks and Recreation Department,a new solicitation needs to
be issued to establish a successor agreement. In the interim,the current agreement should be continued on
a month-to-month basis, until such time as the new agreement can be awarded and executed.
RECOMMENDATION
The City Manager considered the staff's recommendation and bids received,pursuant to ITB 2016-045-WG,
as well as the best interest of the City to award to the bidder offering the lowest cost by item, and
recommends that the Mayor and City Commission approve the Resolution authorizing the rejection of all bids
received pursuant to ITB 2016-045-WG for the lease of golf course turf maintenance equipment for the
Miami Beach Golf Club and Normandy Shores Golf Club and approve Amendment No. 1 to the Agreement
extending the current Agreement for a period not to exceed one (1) year, commencing on September 23,
2016 and expiring on September 22, 2017, and further providing the City with the right to terminate the
Agreement, for convenience, upon providing ShowTurf, LLC with thirty(30)days prior written notice.
Advisory Board Recommendation:
N/A
Financial Information:
Source of Amount Account
Funds: 1
Total
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Alex Denis, John Rebar •
Sign •ffs:
Dep. .. ent Dir o Assistant City Manager City er
AD JR MT JLM a
T:\AGEN F 016\J a\Procurement\2016-045-WG(ITB)Lease of Golf Course Turf Maintenanc• ∎uipment\Item Summary
5.26.16.d•
MIAMI BEACAGENDA ITEM enti
DATE i‘•
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 f the City Co ( ission
FROM: Jimmy L. Morales, City Manager
DATE: May 26, 2016
SUBJECT:A RESOLUTION OF THE MAYOR AN CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA,ACCEPTING THE RECOMMENDATION OF
THE CITY MANAGER TO REJECT ALL BIDS RECEIVED PURSUANT TO
INVITATION TO BID(ITB) NO.2016-045-WG FOR THE LEASE OF GOLF
COURSE TURF MAINTENANCE EQUIPMENT FOR THE MIAMI BEACH
GOLF CLUB AND NORMANDY SHORES GOLF CLUB; AND
APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE
AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY AND
SHOWTURF, LLC, DATED OCTOBER 22, 2012, FOR THE LEASE OF
GOLF COURSE TURF MAINTENANCE EQUIPMENT FOR THE
NORMANDY SHORES GOLF CLUB; SAID AMENDMENT EXTENDING
THE TERM OF THE AGREEMENT FOR A PERIOD NOT TO EXCEED
ONE (1) YEAR, COMMENCING ON SEPTEMBER 23, 2016 AND
EXPIRING ON SEPTEMBER 22,2017; AND FURTHER PROVIDING THE
CITY WITH THE RIGHT TO TERMINATE THE AGREEMENT, FOR
CONVENIENCE, UPON PROVIDING SHOWTURF, LLC WITH THIRTY
(30) DAYS PRIOR WRITTEN NOTICE.
KEY INTENDED OUTCOME
NA
FUNDING
N/A
BACKGROUND
On July 18, 2012, ITB 45-11/12 for the lease of golf course turf maintenance equipment was
awarded to ShowTurf, LLC (the "Agreement"). The Agreement with this firm is currently
effective through September 22, 2016 and no further options for renewal are available.
In order to complete a successor agreement, on January 12, 2016, the City issued an
Invitation to Bid 2016-045-WG(the"ITB")to establish a lease agreement/contract, by means
of sealed bids, to qualified contractor(s)for the lease of all new golf course turf maintenance
equipment for the Miami Beach Golf Club and Normandy Shores Golf Club.
ITB PROCESS
The ITB was issued on January 12, 2016. 20 bid notices were issued and a pre-bid
conference was held on January 27, 2016. On March 4, 2016, bids were received from
Jacobsen Professional Lawn Care Inc.,ShowTurf, LLC,and Tesco South, Incorporated.The
ITB allowed the City to consider an award by item or by group. In the case of the bids
received, an award by item is in the City's best interest. However, the Procurement
Commission Memorandum
ITB 2016-045-WG The Lease of Golf Course Turf Maintenance Equipment for the Miami Beach Golf Club and Normandy
Shores Golf Club
May 17, 2016
Page 12
Department, after completing its due diligence, found that while pricing was available by
item, the tangible personal property tax, which the City is required to pay, was provided in
lump sum form only, rendering it impossible to calculate the true cost of each item(which is
lease payments plus applicable tax). Therefore, an award by item is not possible and an
award by group is cost prohibitive and not in the City's best interest.
Given that these items are still needed by the Parks and Recreation Department, a new
solicitation needs to be issued to establish a successor agreement. In the interim, the
current agreement should be continued on a month-to-month basis, until such time as the
new agreement can be awarded and executed.
CITY MANAGER'S RECOMMENDATION
After considering the staff's recommendation and bids received, pursuant to ITB 2016-045-
W G, as well as the best interest of the City to award to the bidder offering the lowest cost by
item, the City Manager recommends that the Mayor and City Commission approve the
Resolution authorizing the rejection of all bids received pursuant to ITB 2016-045-WG for
the lease of golf course turf maintenance equipment for the Miami Beach Golf Club and
Normandy Shores Golf Club and approve Amendment No. 1 to the Agreement extending the
current Agreement for a period not to exceed one(1)year, commencing on September 23,
2016 and expiring on September 22, 2017, and further providing the City with the right to
terminate the Agreement, for convenience, upon providing ShowTurf, LLC with thirty (30)
days prior written notice.
JLM / ND/AD /AK/ MLT
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