2016-29610 Reso RESOLUTION NO. 2016-29610
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER, PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ)
NO. 2016-170-KB, FOR GLOBAL POSITIONING SYSTEM TREE INVENTORY
SERVICES; AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH E-SCIENCES, INC., AS THE TOP RANKED
PROPOSER; AND, SHOULD THE ADMINISTRATION BE UNSUCCESSFUL IN
NEGOTIATING AN AGREEMENT WITH E-SCIENCES, INC., AUTHORIZING
THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH MILLER
LEGG AND ASSOCIATES, INC., AS THE SECOND HIGHEST RANKED
PROPOSER; AND, FURTHER, AUTHORIZING THE MAYOR AND CITY
CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF
SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, On July 13, 2016, the Mayor and City Commission approved issuance of
Request for Qualifications (RFQ) 2016-170-KB for Global Positioning System Tree Inventory
Services; and
WHEREAS, the RFQ was issued on July 13, 2016 with an opening date of August 29,
2016; and
WHEREAS, a voluntary pre-proposal meeting was held on August 1, 2016; and
WHEREAS, on August 29, 2016, the City received a total of five (5) proposals; and
WHEREAS, the proposal from Smart Sciences, Inc., was deemed non-responsive for
failure to meet the minimum requirements of the RFQ; and
WHEREAS, the Evaluation Committee was provided an overview of the project,
information relative to the City's Cone of Silence Ordinance and the Government Sunshine Law,
general information on the scope of services, and a copy of each proposal; and
WHEREAS, the Evaluation Committee was instructed to score and rank each ro osal
P P
pursuant to the evaluation criteria established in the RFQ; and
WHEREAS, the Evaluation Committee's ranking was as follows: E-Sciences, Inc., as
first ranked; Miller Legg & Associates, Inc., as second ranked; Keith & Schnars, P.A., as third
ranked; and Kadrmas, Lee & Jackson, Inc., as fourth ranked; and
WHEREAS, after reviewing all the submissions and the results of the evaluation
process, the City Manager recommends that the Mayor and City Commission approve a
resolution authorizing the Administration to enter into negotiations with the top ranked proposer,
E-Sciences, Inc.; and, should the Administration be unsuccessful in negotiations and agreement
with E-Sciences, Inc., authorizing the Administration to enter into negotiations with the second
highest ranked proposer, Miller Legg & Associates, Inc., and further authorize the execution of
an agreement upon successful negotiations by the Administration.
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 Qualifications No. 2016-170-KB (the RFQ), Global
Positioning System Tree Inventory Services; authorize the Administration to enter into
negotiations with E-Sciences, Inc., as the top ranked proposer; and should the Administration-
be unsuccessful in negotiating an agreement with E-Sciences, Inc., authorize the Administration
to enter into negotiations with Miller Legg & Associates, Inc., as the second highest ranked
proposer; and, further, authorize the Mayor and City Clerk to execute an agreement, upon
conclusion of successful negotiations by the Administration.
PASSED AND ADOPTED this /9 day of abbe( 2016.
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Philip L; 'i { mayor
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Resolutions - R7 H
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: October 19, 2016
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER, PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) NO. 2016-
170-KB, FOR GLOBAL POSITIONING SYSTEM TREE INVENTORY SERVICES;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH
E-SCIENCES, INC., AS THE TOP RANKED PROPOSER; AND, SHOULD THE
ADMINISTRATION BE UNSUCCESSFUL IN NEGOTIATING AN AGREEMENT
WITH E-SCIENCES, INC., AUTHORIZING THE ADMINISTRATION TO ENTER
INTO NEGOTIATIONS WITH MILLER LEGG AND ASSOCIATES, INC., AS THE
SECOND HIGHEST RANKED PROPOSER; AND, FURTHER, AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION
OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
RECOMMENDATION
Adopt the Resolution.
ANALYSIS
The City of Miami Beach is currently inventorying municipally managed trees within swale,
median, and park areas in the Middle and North Beach. The City has already completed three
phases of the tree inventory for North and Middle beach neighborhoods. The initial three
phases were completed pursuant to RFQ 2014-346-YG for Architecture and Engineering.
However, the remaining phases of the project would have exceeded the allowable threshold of
$200,000, per study activity in accordance with the Florida's Consultants Competitive
Negotiations Act. Therefore, a separate solicitation was issued. The award of this solicitation
will allow the completion of the GPS Tree Inventory for City's trees located on public property
and in the public right-of-way, including along city, county and state roads, city properties, and
city parks located in the South Beach neighborhood.
The inventory will include identifying GPS coordinates; location; species and genus using both
botanical and commons names; tree size (DBH); site type; maintenance needs; maintenance
priority; condition of the tree rated according to categories adopted from the International
Society of Arboriculture rating system; pruning recommendations determined based on the
ANSI A-300 pruning specifications; visual assessment based on ANSI A300 Standards to
Page 1144 of 1614
•
identify defects; general observation including cavity/decay, pests, suitability of location, root
system health, proper mulching, signs of stress, nutrient deficiencies, and pruning; location of
above ground utilities; and growing space availability.
RFQ PROCESS
On July 13, 2016, the City Commission approved the issuance of Request for Qualifications
(RFQ) RFQ 2016-170-KB for Global Positioning System Tree Inventory Services. On July 13,
2016, the RFQ was issued. A voluntary pre-proposal conference to provide information to the
proposers submitting a response was held on August 1, 2016. RFQ responses were due and
received on August 29, 2016. The City received a total of five (5) proposals from the following
firms: E-Sciences, Inc., Miller Legg & Associates, Inc., Keith & Schnars, P.A., Kadrmas, Lee &
Jackson, Inc., and Smart Sciences, Inc.
The proposal for Smart Sciences, Inc., failed to provide verifiable proof that it was licensed as
an Engineering firm by the State of Florida, and was deemed non-responsive for failure to meet
the minimum requirements of the RFQ and was not further evaluated. Smart Sciences, Inc.
failed to provide verifiable proof that it was licensed as an Engineering firm by the State of
Florida.
The Evaluation Committee appointed by the City Manager pursuant to LTC# 353-2016
convened on September 13, 2016, to consider the responsive proposals received. The
committee was comprised of Mark Williams, Supervisor, Environmental and Sustainability
Department, Keary Cunningham, GIS Manager, Public Works Department, Ricardo Guzman,
Senior Planner, Planning Department and Flavia Tonioli, Environmental Resources Manager,
Environmental and Sustainability Department.
The Committee was provided an overview of the project, information relative to the City's Cone
of Silence Ordinance and the Government Sunshine Law. The Committee was also provided
with general information on the scope of services and a copy of each proposal. The Committee
was instructed to score and rank each proposal pursuant to the evaluation criteria established in
the RFQ. The evaluation process resulted in the ranking of proposers as indicated Attachment
A.
E-Sciences, Inc.
E-Sciences is an environmental, engineering and ecological consulting firm providing a wide
range of services to clients in both public and private sectors. Their firm was formed in 2000,
bringing together a team of professional and technical staff members with a long history of
successfully executing projects throughout Florida. They specialize in providing similar services
to municipalities and other governmental agencies throughout the state. E-Sciences' arborists
and urban forestry consultants are leaders in the field and frequently conduct training,
workshops and seminars related to urban forest management and maintenance practices.
E-Sciences, Inc., has previously been awarded a City contract and has successfully provided
GPS tree inventory services to the City.
Miller Legg and Associates. Inc.
During the last 13 years, Miller Legg has inventoried more than 40,000 trees utilizing GPS in
South Florida. They estimate that during the past 51 years in business, they have collected
data for more than 500,000 trees, many prior to the development of GPS, utilizing their
Page 1145 of 1614
surveying crew's data collection capabilities. Miller Legg has provided numerous municipalities
with GPS tree inventory services as well as landscape architecture and inspection services,
specifically irrigation, monument sign review, code review, compliance and development, site
planning, public workshops, traffic analysis review, and site/landscape review services.
Miller Legg and Associates has previously been awarded a City contract and has successfully
provided services to the City.
Keith and Schnars. P.A.
Keith and Schnars have extensive experience, expertise and resources in municipal work
throughout Florida. Headquartered in Fort Lauderdale with offices in the City of Doral, Miami-
Dade County; Jacksonville; and Altamonte Springs, is a multi-disciplinary consulting firm
focused on solving the surveying, mapping, G.I.S. planning, engineering, and environmental
challenges faced by its diverse client base. The firm is currently home to over 120
professionals: surveyors; civil and structural engineers; transportation planners; construction
inspection specialists; urban designers; environmental scientists; landscape architects; graphic
designers; computer analysts; and a whole range of technical and administrative support staff.
Keith and Schnars has previously been awarded a City contract and has successfully provided
services to the City.
Kadrmas, Lee & Jackson. Inc.
KLJ assembled a diverse and experienced team of professionals to successfully complete the
tree inventory work required with a dedicated and responsive team to meet the project's goals
and challenges. Services would be provided and coordinated from their Lake Worth, FL office.
Their team has the experience and ability to undertake the challenges and successfully deliver
project results. They offer more than 50 environmental professionals, including National
Environmental Policy Act (NEPA) specialists, environmental engineers, scientists,
archaeologists, biologists and support staff, which include ISA-certified arborists with
comprehensive knowledge of native and ornamental tree species that occur in South Florida
which include tree health/maintenance assessment techniques.
KLJ has never been awarded a City contract.
CONCLUSION
After reviewing all the submissions and the results of the evaluation process, the City Manager
recommends that the Mayor and City Commission approve the Resolution authorizing the
Administration to enter into negotiations with the top ranked proposer, E-Sciences, Inc.; and,
should the Administration be unsuccessful in negotiations and agreement with E-Sciences, Inc.,
authorizing the Administration to enter into negotiations with the second highest ranked
proposer, Miller Legg & Associates, Inc.; and, should the Administration be unsuccessful in
negotiations and agreement with Miller Legg &Associates, Inc., authorizing the Administration to
enter into negotiations with the third highest ranked proposer, Keith & Schnars, PA; and further
authorizing the Mayor and City Clerk to execute an agreement, upon conclusion of successful
negotiations by the Administration.
KEY INTENDED OUTCOMES SUPPORTED
Enhance Beautification And Cleanliness Of City Owned Corridors
Page 1146 of 1614
FINANCIAL INFORMATION
Grant funding will not be utilized for this project.
Amount 1 $59,000.00 Account 1 011-0830-000312— Environment and
Sustainability - Professional Services (FY16
Funds)
Amount 2 $55,000.00 Account 2 127-6506-000312 —Tree Preservation Trust
Fund— Professional Services (FY16 Funds)
Amount 3 $60,000.00 Account 3 011-9505-000676— Capital Investment
Upkeep Account- Reforestation (FY17
Funds)
Total $174,000.00
Legislative Tracking
Environment and Sustainability/ Procurement
ATTACHMENTS:
Description
❑ Attachement A: Evaluation Committe Scoring Matrix
❑ Resolution
Page 1147 of 1614
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