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HomeMy WebLinkAbout2002-24882 Reso RESOLUTION NO. 2002-24882 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROPRIATING FUNDS, IN THE AMOUNT OF $450,000, FROM CITY OF MIAMI BEACH GENERAL FUND UNDESIGNATED FUND BALANCE, TO BE COMBINED WITH $267,500 CURRENTLY APPROPRIATED IN THE BAYSHORE GOLF COURSE CONSTRUCTION PROJECT, FOR A TOTAL OF $717,500, TO ESTABLISH THE BAYSHORE GOLF COURSE GROW-IN AND PRE-OPENING MARKETING PROGRAM; ADDITIONALLY AUTHORIZING A REIMBURSEMENT OF $450,000, PLUS INTEREST, TO THE GENERAL FUND UN DESIGNATED FUND BALANCE AS GOLF COURSE FUNDS BECOME AVAILABLE; FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN INTERIM MANAGEMENT AGREEMENT, IN A FORM SUBSTANTIALLY ATTACHED, BETWEEN THE CITY OF MIAMI BEACH AND PROFESSIONAL COURSE MANAGEMENT II, LTD., IN THE AMOUNT OF $225,498; COMPRISED OF $167,333 FOR THE PROFESSIONAL GOLF COURSE MANAGEMENT SERVICES NEEDED FOR THE GROW-IN, AND $58,165 FOR PRE-OPENING MARKETING OF THE BAYSHORE GOLF COURSE; SAID AGREEMENT COMMENCING ON JUNE 1, 2002, AND CONCLUDING ON SEPTEMBER 30, 2002, WITH THE OPTION OF EXTENDING THE AGREEMENT, ON A MONTH-TO-MONTH BASIS, PENDING THE EXECUTION OF THE FINAL COMPREHENSIVE PROFESSIONAL SERVICES MANAGEMENT AGREEMENT WITH PROFESSIONAL COURSE MANAGEMENT II, LTD.; AND AUTHORIZING EXPENDITURES NOT TO EXCEED $492,002 FOR OTHER RELATED CITY EXPENSES AS DELINEATED IN THE ATTACHED BUDGET. WHEREAS, for the past several years the City has been planning the reconstruction of the Bayshore Golf Course, clubhouse and related facilities; and WHEREAS, an integral component of this comprehensive revitalization has been the selection of a new professfonal golf course management firm to operate the Course, as the City's representative, when reconstruction was completed; and WHEREAS, in August of 2000, the City issued Request for Proposal No. 125-99/00 the Comprehensive Management and Operation of the City's Golf Courses, Clubhouses and Related Facilities (the RFP); and WHEREAS, on November 29, 2000, the Mayor and City Commission accepted the recommendation, of the City Manager pursuant to RFP, and authorized the Administration to enter into negotiations with Professional Course Management, as the top ranked proposer; and WHEREAS, the reconstruction of the Bayshore Golf Course began in late 2001 and is currently projected to be open for play no later than December 2002, the City's contactor is to begin planting grass on the Course the last v,eek of April 2002; and WHEREAS, according to this schedule, the City began managing the grow-in (cutting the grass, watering, fertilizing etc,) the first week of May 2002; and WHEREAS, the projected opening of the new Bayshore Golf Course is projected for mid- December 2002 and the City plans to begin the pre-opening marketing campaign in July of 2002; and WHEREAS, accordingly, the Administration would recommend that the Mayor and City Commission approve the attached Interim Management Agreement with Professional Course Management II, Ltd" for the interim Management required for Bayshore Golf Course grow-in period and for the pre-opening marketing services, commencing on June 1, 2002, and concluding on September 30, 2002, with the option to extend on a month-to-month basis until the full Management Agreement for the Bayshore Golf Course is in effect; and WHEREAS, in addition to the $225,498, to be allocated for expenditures for the grow-in and pre-opening marketing to be done by Professional Course Management II, Ltd" the City will be directly expending approximately $492,002 for costs, including but not limited to, fertilizers, chemicals, water, electricity and clubhouse facility rental; and WHEREAS, the funding for these expenses will be allocated from two sources; $267,500 from the Bayshore Golf Course Construction Project, and $450,000 from the City's General Fund, Undesignated Fund Balance, and $450,000, plus interest, will be reimbursed to the City as golf course funds become available; and WHEREAS, the Administration will develop an annual operational budgetforthe Golf Course that will be submitted with the Parks and Recreation Department's Fiscal Year 2002/03-budget request. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission herein appropriate funds, in the amount of $450,000, from the City of Miami Beach General Fund Undesignated Fund Balance, to be combined with $267,500 currently appropriated in the Bayshore Golf Course Construction Project, for a total of $717,500, to establish the Bayshore Golf Course Grow-in and Pre-opening Marketing Program; additionally, authorizing a reimbursement of $450,000, plus interest, to the General Fund Undesignated Fund Balance as golf course funds become available; further authorizing the Mayor and City Clerk to execute an Interim Management Agreement, in a form substantially attached, between the City of Miami Beach and Professional Course Management II, Ltd. in the amount of $225,498, comprised of $167,333 for the professional golf course management services needed for the grow-in, and $58,165 for the pre-opening marketing of the Bayshore Golf Course; said Agreement shall commence on June 1, 2002, and concluding on September 30, 2002, with the option of extending the Agreement on a month-to-month basis pending the execution of a comprehensive professional service an gement agreement with Professional Course Management II, Ltd, and authorizing expe itu e , ot to exceed $492,002, for other related City expenses, as delineated in the attached udg t PASSED and ADOPTED this 29th day May, 2002. APPROVED AS 10 fORM & LANGUAGI . FOR EXECUTION L:\CMGR\AGENDA\2002\MA Y2902\REGULAR\5_29_02 RES, P. i -, CI1Y OF MIAMI BEACH CONMISSION ITEM SUMMARY m Condensed Title: A Resolution of the Mayor and City Commission of Miami Beach, Flortda appropriating $450,000 from the City of Miami Beach General Fund Undesignated Fund Balance to establish the Bayshore Golf Course Grow-in and Pre-opening Marketing Program and further authorizing the Mayor and City Clerk to execute an Interim Management Agreement with Professional Course Management II, L TD" for the professional services needed for the grow-in and pre-opening marketing of the Bayshore Golf Course in a form substantiallv attached, Issue: Shall the City appropriate the funding in the amount of $450,000 needed for the remainder of this fiscal year for the grow-in and pre-opening marketing for the Bayshore Golf Course and authorize the reimbursement of the $450,000, plus interest, to the General Fund Undesignated Fund Balance as funds become available and further authorize the Mayor and City Clerk to execute an Interim Agreement with Professional Course Management II. L TD, for the professional services needed for the grow-in and pre- o enin marketin of the Ba shore Golf Course in a form substantiall attached. Item Summary/Recommendation: For the past several years the City has been planning the reconstruction of the Bayshore Golf Course, clubhouse and related facilities. An integral component of this comprehensive revitalization has been the selection of a new professional golf course management firm to operate the course, when reconstruction was completed, In August of 2000 the City initiated the RFP process for the Comprehensive Management and Operation of the City's Golf Courses, Clubhouses and Related Facilities, On November 29, 2000, the Mayor and City Commission accepted the recommendation of the City Manager and authorized the Administration to enter into negotiations with Professional Course Management for these services, The reconstruction of the Bayshore Golf Course began in late 2001 and is currently projected to be open for play mid-December 2002, The contractor began planting grass the last week of April 2002. Accordingly, the City needed to begin managing the grow-in (cutting the grass, watering, fertilizing etc,) the first week of May, Additionally, to comply with the mid-December opening the City plans to begin the pre-opening marketing in July, 2002, To accomplish these objectives according to schedule and ensure the City's major investment in the Bayshore Golf Course is protected, it is recommended an appropriation in the amount of $450,000 from the Genreal Fund Undesignated Fund Balance and the attached Interim Management Agreement be aooroved, Advisory Board Recommendation: On November 29, 2000, the Mayor and City Commission accepted the recommendation of the City Manager and authorized the Administration to enter into negotiations with the most qualified firm of Professional Course Management Beach, Limited, for the management of the City's golf courses, clubhouses and related facilities, Financial Information: Amount to be expended: Source of Funds: ~ Finance De t. Bayshore Golf Course Renovations Pro'ect General Fund Undesignated Fund Balance AGENDA ITEM fi 71\ DATE s-().9-o~ CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 www.cLmiami-beach.f1.us lQ To: From: Subject: COMMISSION MEMORANDUM Mayor David Dermer and Date: May 29, 2002 Members of the City Commission Jorge M, Gonzalez ) - /' City Manager U rJo/V7) A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROPRIATING FUNDS, IN THE AMOUNT OF $450,000, FROM CITY OF MIAMI BEACH GENERAL FUND UN DESIGNATED FUND BALANCE, TO BE COMBINED WITH $267,500 CURRENTLY APPROPRIATED IN THE BAYSHORE GOLF COURSE CONSTRUCTION PROJECT, FORA TOTAL OF $717,500, TO ESTABLISH THE BAYSHORE GOLF COURSE GROW-IN AND PRE-OPENING MARKETING PROGRAM; ADDITIONALLY AUTHORIZING A REIMBURSEMENT OF $450,000, PLUS INTEREST, TO THE GENERAL FUND UNDESIGNATED FUND BALANCE AS GOLF COURSE FUNDS BECOME AVAILABLE; FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN INTERIM MANAGEMENT AGREEMENT, IN A FORM SUBSTANTIALLY ATTACHED, BETWEEN THE CITY OF MIAMI BEACH AND PROFESSIONAL COURSE MANAGEMENT II, LTD., IN THE AMOUNT OF $225,498; COMPRISED OF $167,333 FOR THE PROFESSIONAL GOLF COURSE MANAGEMENT SERVICES NEEDED FOR THE GROW-IN, AND $58,165 FOR PRE-OPENING MARKETING OF THE BAYSHORE GOLF COURSE; SAID AGREEMENT COMMENCING ON JUNE 1, 2002, AND CONCLUDING ON SEPTEMBER 30, 2002, WITH THE OPTION OF EXTENDING THE AGREEMENT, ON A MONTH-TO-MONTH BASIS, PENDING THE EXECUTION OF THE FINAL COMPREHENSIVE PROFESSIONAL SERVICES MANAGEMENT AGREEMENT WITH PROFESSIONAL COURSE MANAGEMENT II, LTD.; AND AUTHORIZING EXPENDITURES NOT TO EXCEED $492,002 FOR OTHER RELATED CITY EXPENSES AS DELINEATED IN THE ATTACHED BUDGET. ADMINISTRATION RECOMMENDATION Adopt the Resolution, ANALYSIS For the past several years the City has been planning the reconstruction of the Bayshore Golf Course, clubhouse and related facilities, An integral component of this comprehensive revitalization has been the selection of a new professional golf course management firm to operate the course, as the City's representative when reconstruction was completed. In August of 2000 the City initiated the RFP process for the Comprehensive Management and Operation of the City's Golf Courses, Clubhouses and Related Facilities, On November 29, 2000, the Mayor and City Commission accepted the recommendation of the City Manager and authorized the Administration to enter into negotiations with Professional Course Management II, LTD., (PCM) for these services. The City shall establish an account pursuant to this Agreement, to be maintained solely for the purpose of the management, operation and maintenance of Bayshore Golf Course to pay for all approved budgeted operational expenses arising from the management or operation of the Golf Course. The City shall deposit an advance amount equal to the monthly expenses projected in the established operational budget on the first working! banking day of each month, The Contractor is authorized to withdraw from such account amounts necessary to pay, or reimburse Contractor, for the payment of all budgeted operational expenses arising from the management and operation of the Golf Course, including its management fee, as set forth in the approved operating budget, during the term of this Agreement, but, in the case of the management fee, the Contractor shall withdraw its agreed upon fee on the last regular work/banking day of the month (except as otherwise approved by the City's Finance Director). The Contractor shall submit, within ten (10) days following the close of each month, original records and reports related to the receipts and expenditures with respect to all expenses during such month at the Golf Course, Such records and reports shall support the expenditures made and be in a form satisfactory to the City's Finance Director. The City shall review all operating expenses to ensure compliance with the approved line item budget. The City retains the right to make adjustments to the reimbursement to the Contactor for any unsatisfactorily resolved discrepancies in the invoices and payments made to Contractor. It should also be noted, that in addition to the $225,498 to be allocated for expenditures for the grow-in and pre-opening marketing to be done by Professional Course Management II, L TO" the City will be directly expending approximately $492,002 for costs including but not limited to fertilizers, chemicals, water, electricity, site security and clubhouse facility rental. The funding for these expenses will be allocated from two sources; $267,500 from the Bayshore Golf Course Construction Project and $450,000 from the City's General Fund, Undesignated Fund Balance, The $450,000, plus interest will be reimbursed to the City as funds become available, Additionally, the Administration will develop an annual operational budget for the golf course that will be submitted with the Parks and Recreation Department's 2002!03-budget request. In order to accomplish the grow-in as specified and begin the pre-opening marketing according to schedule and to ensure the City's $10 million investment in the Bayshore Golf Course is protected, the Administration recommends that the Mayor and City Commission approve appropriation of $450,000 from the City's General Fund Undesignated Fund Balance to be expended as indicated and the Interim Management Agreement with Professional Course Management II, LTD., in the form substantially attached. JMG\RCM\PW\KS T:\AGENDA\2002\MA Y2902\REGULAR\5_29_02 PCM Com.Memo,doc The reconstruction of the Bayshore Golf Course began in December of 2001, and is currently projected to be open for play in mid-December of 2002. The contractor began planting grass on the golf course the last week of April 2002, Accordingly, the City needed to begin managing the grow- in (cutting the grass, watering, fertilizing etc,) in early May, To accomplish this the Administration entered into a short-term professional services agreement with PCM in an amount not to exceed $22,948 for the month of May, The attached proposed Interim Agreement with PCM will extend the required grow-in and pre-opening marketing services through the remainder of this fiscal year. It was the Administration's intention to have the long-term Management Agreement, as proposed in RFP NO, 125-99/00, Comprehensive Management and Operation of the City's Golf Courses, Clubhouses and Related Facilities in place in time to meet the grow-in schedule. However, due to a substantial workload, the Legal Department was not able to accomplish this objective, It is the Administration's objective to have the full management agreement that will address the long-term operations and management of the City's Golf Courses available for the Commission's review and approval no later than the July 31, 2002, meeting. Proposed Interim ManaQement AQreement Below is a listing of the salient points of the proposed Interim Management Agreement: 1. Execution Date: Date of adoption by the City Commission, 2. Commencement Date: June 1, 2002. 3, Services to be provided: The professional golf course management services necessary to properly grow-in the Bayshore Golf Course in accordance with maintenance standards and specifications prepared by the City's Golf Course Architect's Agronomist, Terry Buchen of Golf Agronomy International. Said services shall include those customarily associated with a grow- in operation. Services shall include but not be limited to: cutting of greens, fairways, tees and roughs in accordance with established specifications; fertilization as specified, topdressing, rolling and irrigation of all areas ofthe golf course, Additionally, services shall include the proper upkeep and maintenance of all golf course maintenance equipment, irrigation and pumps and testing of soils as deemed necessary, (See attached specifications), Additionally, in anticipation ofthe opening of the Bayshore Course in December, 2002, Professional Course Management II, LTD., shall begin pre-opening marketing necessary to properly inform the residents, tourists and hotels of the City's new world class golf course, PCM will also promote and sell advance memberships; begin taking advanced bookings etc, for the upcoming season. Attached is an interim comprehensive overview of services to be provided. 4, Term: The Agreement shall commence on June 1, 2002, and conclude on September 30, 2002, with the option to extend on a month-to-month basis until the comprehensive management agreement as anticipated in RFP NO. 125-99/00 for the Comprehensive Management and Operation of the City's Golf Courses, Clubhouses and Related Facilities is in executed, 5. Payment to Contractor: The Contractor shall be paid a management fee and expenses in accordance with the attached Summary of Expenses, A separate budget will be maintained for each of the two major services. Additionally, the City will pay for the direct costs as delineated in the Summary as noted. .