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2019-30777 Resolution RESOLUTION NO. 2019-30777 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH ACCEPTING THE RECOMMENDATION OF THE FINANCE AND CITYWIDE PROJECTS COMMITTEE AND THE WRITTEN RECOMMENDATION OF THE CITY MANAGER, AND WAIVING, BY 5/7THS VOTE, THE COMPETITIVE BIDDING REQUIREMENTS AS TO ALL FUTURE PURCHASES OF PLAYGROUND EQUIPMENT (AQUATIC AND NON- AQUATIC), PARK BENCHES AND OTHER OUTDOOR FURNITURE, OUTDOOR FITNESS EQUIPMENT, SHADE STRUCTURES, RECREATIONAL SURFACES (SAFETY SURFACES, ARTIFICIAL TURF AND HARDCOURT SURFACES), AND LIGHTING SYSTEMS FOR ALL CITY PARKS FACILITIES, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST INTEREST; FURTHER, AUTHORIZING THE CITY MANAGER TO NEGOTIATE AGREEMENTS WITH EACH MANUFACTURER OR MANUFACTURER'S AUTHORIZED AGENT(S) FOR THE FOREGOING CATEGORIES OF GOODS, AS APPLICABLE, AND TO AWARD CONSTRUCTION OR RENOVATION PROJECTS FOR INSTALLATION OF CITY PLAYGROUNDS OR PARK PROJECTS, PROVIDED THE "HARD COSTS" FOR SUCH CONSTRUCTION SERVICES DO NOT EXCEED $300,000 PER PROJECT; FURTHER, AUTHORIZING THE CITY MANAGER TO ESTABLISH THE CITY'S STANDARDS FOR ALL ITEMS TO BE PROCURED PURSUANT TO THIS MASTER WAIVER OF THE CITY'S COMPETITIVE BIDDING REQUIREMENTS, AS NECESSARY BASED ON THE NEEDS OF EACH LOCATION. WHEREAS, at its January 16, 2019 meeting, the City Commission referred an item to the Finance and Citywide Projects Committee (the "Finance Committee") for a discussion on the implementation of City-wide standards and expedited procurement process for parks and playground equipment in order to establish quality and performance standards for all purchases and expedite the completion of projects; and WHEREAS, for the purposes of this item, the term parks and playground equipment shall mean playground equipment (aquatic and non-aquatic), outdoor fitness equipment, outdoor furniture, shade structures, and recreational surfaces (safety, artificial turf and hardcourt), as well as lighting systems necessary to complete a renovation or construction of parks and playground facilities; and WHEREAS, at its February 22, 2019 meeting, the Finance Committee discussed the importance of considering the following factors that impact the types of parks and playground equipment that can be used on any project, including environmental factors, costs, design and community input, all of which may limit the pool of available manufacturers required for any given project; and WHEREAS, most playground equipment is unique in nature, similar to large scale artistic installations, and designs are not easily comparable across manufacturers,thereby further limiting the pool of available manufacturers; and WHEREAS, because of the uniqueness of the products and copyrights relating to each system, adhering to the City's competitive solicitation requirements can lead to unnecessary delays; and WHEREAS, selecting equipment designs for a particular project can be a time-consuming process and in many cases, by the time designs are selected, the acquisition of the equipment and related services must be expedited because the community is expecting the project to be completed expeditiously; WHEREAS, as a result,the Finance Committee has recommended a streamlined process for selecting parks and playground equipment to expedite projects, as further articulated in the Commission Memorandum accompanying this Resolution, which includes: • authorizing the City Manager to establish and maintain a list of prequalified manufacturers of equipment, by category, based on high quality, durability, aesthetic appeal and cost effectiveness, as included in Exhibit A, and, when a manufacturer is added to the pre- qualified list, the City Commission shall be notified via LTC; and • in cases where the selected manufacturers sells directly or the selected manufacturer sells its products through an exclusive dealer, the Administration be authorized to negotiate with the selected vendor to establish the best terms and pricing for the selected items, or, in cases where the selected manufacturer sells its products through a network of dealers, the Administration be authorized to seek quotes from authorized dealers and select the dealer that offers the best combination of terms and cost; and • the City Manager, or his designee, be authorized to approve the purchase for all of the categories of the foregoing equipment, including orders that may exceed the amount established for bid in the City Code, as well as the approval of any installation or construction services required to implement the selected system up to $300,000 (installation or constructions costs in excess of$300,000 would require City Commission approval); and • the City Commission shall be notified when a project is awarded pursuant to the procedures established by the City Manager; and WHEREAS, the City Manager has recommended the waiver of the competitive bidding requirements for all future purchases of all of the foregoing categories of goods, as being in the City's best interest,for the reasons specified in the Commission Memorandum accompanying this Resolution. 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 Finance and Citywide Projects Committee and the written recommendation of the City Manager, and waive, by 5/7ths vote, the competitive bidding requirements as to all future purchases of playground equipment (aquatic and non- aquatic), park benches and other outdoor furniture, outdoor fitness equipment, shade structures, recreational surfaces (safety, artificial turf and hardcourt), and lighting systems for all City parks facilities, finding such waiver to be in the City's best interest; further, authorize the City Manager to negotiate agreements with each manufacturer or manufacturer's authorized agent(s) for the foregoing categories of goods, as applicable, and to award construction or renovation projects for installation of City playgrounds or park projects, provided the "hard costs" for such construction services do not exceed $300,000 per project; further, authorize the City Manager to establish the City's standards for all items to be procured pursuant to this master waiver of the City's competitive bidding requirements, as necessary based on the needs of each location. PASSED AND ADOPTED this "° day of Q,/2r77 2019. ATTEST: 11123b, 7 RAFAEL . GRAAD , CITY CLERK DAN GELBER, MAYOR ,,�� .1k,4„,44141 . V ,E V 1 '•�-9 FORM LANGUAGE y¢.;' PROVED AS TO ; &FOR EXECUTION roRAiFt- 3"2q 0�7 \ 1;• - City Attorney i.. ( Dace y0,1,1....*.22'�/�j+ '111 Resolutions-C7 P MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Jimmy L. Morales, City Manager DATE: April 10, 2019 SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH ACCEPTING THE RECOMMENDATION OF THE FINANCE AND CITYWIDE PROJECTS COMMITTEE AND THE WRITTEN RECOMMENDATION OF THE CITY MANAGER, AND WAIVING, BY 5/7TH VOTE, THE COMPETITIVE BIDDING REQUIREMENTS AS TO ALL FUTURE PURCHASES OF PLAYGROUND EQUIPMENT (AQUATIC AND NON-AQUATIC), PARK BENCHES AND OTHER OUTDOOR FURNITURE, OUTDOOR FITNESS EQUIPMENT, SHADE STRUCTURES, RECREATIONAL SURFACES (SAFETY SURFACES, ARTIFICIAL TURF AND HARDCOURT SURFACES), AND LIGHTING SYSTEMS FOR ALL CITY PARKS FACILITIES, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST INTEREST; FURTHER, AUTHORIZING THE CITY MANAGER TO NEGOTIATE AGREEMENTS WITH EACH MANUFACTURER OR MANUFACTURERS AUTHORIZED AGENT(S) FOR THE FOREGOING CATEGORIES OF GOODS, AS APPLICABLE, AND TO AWARD CONSTRUCTION OR RENOVATION PROJECTS FOR INSTALLATION OF CITY PLAYGROUNDS OR PARK PROJECTS, PROVIDED THE "HARD COSTS" FOR SUCH CONSTRUCTION SERVICES DO NOT EXCEED $300,000 PER PROJECT; FURTHER, AUTHORIZING THE CITY MANAGER TO ESTABLISH THE CITY'S STANDARDS FOR ALL ITEMS TO BE PROCURED PURSUANT TO THIS MASTER WAIVER OF THE CITY'S COMPETITIVE BIDDING REQUIREMENTS, AS NECESSARY BASED ON THE NEEDS OF EACH LOCATION. RECOMMENDATION Adopt the Resolution. ANALYSIS At the January 16, 2019 Commission meeting, a discussion regarding the implementation of a new citywide standard of design and quality for playgrounds, play surfaces, shade structures, and outdoor fitness equipment was referred to the Finance and Citywide Projects Committee (the "Finance Committee"). For the purposes of this item, the term playground equipment will be utilized to mean playgrounds (aquatic and non-aquatic), playground and park furniture, outdoor fitness, shade structures, and surfaces (safety, artificial turf and hardcourt), as well as • Page 546 of 1091 lighting systems. At its February 22, 2019 meeting, the Finance Committee discussed the implementation of city- wide standards to expedite the construction or renovation of parks and playground facilities. The Parks and Recreation Department considers several variables when selecting playground equipment. As such, the following factors were used to determine department-wide product standards and general product specifications, which may limit the pool of available manufacturers for any given project. • Environmental Factors Miami Beach's environmental factors, such as the salt air, degree of sunshine and susceptibility to high wind speeds, affect the lifespan of play equipment and must be considered in the process of material selection. While all playgrounds are impacted by these environmental realities, the playgrounds adjacent to the beach are most vulnerable and require maintenance much more often than the playgrounds further inland. Stainless steel, aluminum and resin-based materials are ideally suited for working around salt water, but equipment needs to be designed to prevent heat related injuries while also withstanding the harsh conditions of its coastal properties. • Budget A large, high quality traditional playground costs between $50,000 and $150,000. Incorporating more custom options may raise the price and result in lengthier installation periods and longer lead times. As a recent example, the cost estimate of a non- traditional thematic playground in Maurice Gibb Memorial Park, custom designed by Monstrum, ranged between$287,000 to$296,000. In addition to the cost of a product, certain equipment has additional cost components such as sketch fees, permitting, excavation related fees and installation fees, which make up between 25-40 percent of the final cost. Considering the rate at which playgrounds are replaced due to the City's environmental factors, long-term budget impacts must be considered in determining the design of a playground. • Design Design elements such as equipment color schemes are subject to approval from the Planning Department, and occasionally the Design Review Board or the Historic Preservation Board. Additionally, visibility by the public must be incorporated into the playground design to meet CPTED criteria. Additionally, project architects usually have wide discretion in the types of playgrounds selected in order to meet the design's aesthetic and functional goals. • Community Input For a number of projects, community feedback is important to establish needs and the design of future recreational components for a given project. In these cases, the community's input heavily influences the design, which may determine the manufacturer used. Observance of the above considerations usually results in one (or a limited number) of playground equipment manufacturers being identified as the most appropriate for a particular site under consideration. Given the amount of feedback and consideration of the aforementioned factors, selecting a specific design for a playground can be a time-consuming process. By the time a design is selected for a given project site, the community is expecting the selection to be implemented expeditiously. It is important to note that playgrounds are unique in nature, similar to large scale artistic installations. One manufacturer's design is not easily comparable to other manufacturers. It is usually not possible to seek alternative options for the selection as most manufacturers have copyrighted their designs; therefore, after a design has been selected, adhering to the City's Page 547 of 1091 competitive solicitation requirements can lead to unnecessary delays because, as previously stated, it is unlikely that other manufacturers can compete against a selected design. In light of the preceding factors, the Finance Committee recommended a streamlined process for procuring playground and related equipment in order to expedite projects, including capital and G.O. Bond program projects. In order to streamline and standardize on a number of playground equipment manufacturers that offer high quality, durable and aesthetically appealing products, the Administration has evaluated available vendors and selected a lineup of preferred companies based on quality of materials, variety of choices and aesthetics for each respective product category (see Exhibit A). It is important to note that Exhibit A varies slightly from the version reviewed by the Finance Committee because it now includes lighting systems that were inadvertently omitted from the original list of items. For illustrative purposes, Exhibit B contains photographs of the some of the selected designs. The list of standard equipment in Exhibit A would available to architects engaged by the City, to the community groups engaged during the playground selection process for a particular site, or to departmental staff seeking to complete scheduled replacements of playgrounds across the City. Having a prequalified pool of potential suppliers will efficiently structure the selection process. Further, to streamline the process for expeditiously acquiring a selected system, the Administration recommended the following: • In cases where the selected manufacturers sell directly to the consumer, or where the selected manufacturer sells its products through an exclusive dealer, it is recommended that the Administration be authorized to negotiate with the selected vendor to establish the best terms and pricing for the selected items. • In cases where the selected manufacturer sells its products through a network of dealers, it is recommended that the Administration be authorized to seek quotes from authorized dealers and select the dealer that offers the best combination of terms and cost. In an effort to streamline the selection and procurement of playground equipment, the Finance Committee recommends that the Mayor and City Commission authorize the City Manager to establish the following procedures for standardizing and expediting the acquisition of equipment and related items for parks and playgrounds: 1. Pre-Qualified Pool of Suppliers. Establish, maintain and amend a list of pre-qualified manufacturers for playground equipment, by category, based on high quality, durability, aesthetic appeal and cost effectiveness. When a manufacturer is added to the pre-qualified list, the City Commission shall be notified via LTC. 1. Expedited Acquisition Process. In cases where the selected manufacturers sell directly to the consumer or where the selected manufacturer sells its products through an exclusive dealer, it is recommended that the Administration be authorized to negotiate with the selected vendor to establish the best terms and pricing for the selected items. In cases where the selected manufacturer sells its products through a network of dealers, it is recommended that the Administration be authorized to seek quotes from authorized dealers and select the dealer that offers the best combination of terms and cost. 1. Approval Threshold. The City Manager, or his designee, would be authorized to approve the purchase of playground equipment, including orders that may exceed the amount established for bid in the City Code.Additionally, the City Manager, or his designee, would be authorized to approve any construction hard costs for the selected system up to$300,000. Construction hard costs in excess of$300,000 would require City Commission approval. 1. Notice to City Commission. The procedure would require that the City Commission be notified when a project is awarded pursuant to the procedures established by the City Manager. CONCLUSION Page 548 of 1091 For the reasons stated herein, as well as the need to expedite the implementation of projects across the City (including G. O. Bond projects), I recommend that the Mayor and City Commission of the City of Miami Beach approve the Resolution accepting the recommendations of the Finance and Citywide Projects Committee, relating to the City's acquisition of equipment and related items necessary for the construction or renovation of City playgrounds and parks facilities, authorizing the waiver of the competitive bidding requirements, by a 5/7ths vote, finding such waiver to be in the City's best interest; and authorizing the City Manager to negotiate agreements with each manufacturer (for the categoriesnoted herein) or manufacturer's authorized agent(s), as applicable; and, authorizing the City Manager, or his designee, to award projects, including any installation or construction services (hard costs) required for implementation when said services do not exceed $300,000 on a per project basis; further, authorizing the City Manager to establish the City's standards as necessary based on the needs of each location. KEY INTENDED OUTCOMES SUPPORTED Streamline The Delivery Of Services Through All Departments Legislative Tracking Parks and Recreation/Procurement Sponsor Commissioner Ricky Arriola ATTACHMENTS: Description o Resolution o List of Vendors Page 549 of 1091 Exhibit C Preferred Vendors Preferred Manufacturer or Dealer Justification jAquatix !Vortex International 'Splash pads serve the toddler-to-teen demographic and must Waterplay I be designed into zones and areas for those different age !Rain Drop Products LLC 1 ranges. Products require variety in the form of gentle, non- Water Odyssey !intimidating sprays for the youngest users and higher-volume Fountain People 'sprays and dumping elements for older users. Equally 1 Kraftsman Play !important is the type of system used. White Water Preferred Manufacturer or Dealer Justification 'Arcata Dumor —�Preferred vendors provide aesthetically appealing designs, I!Escofett durability to withstand the harsh oceanside climate,and 'utilize recycled plastic material when possible. 'Austin I i Preferred Justification Manufacturer or Dealer _•3'i",' -., f- F r - ��as' za� ni`.�' .grt -.�€+ 2 i , -.-02 '}f" F ,�•,..?���. .� � =:fir� .+�t �_. IKompan I I !Landscape Structures i Playworld Berliner •Gametime Freeplay !Per direction from the City Commission, parks and I Monstrum 'playgrounds should factor in iconic design elements unique to Cemer !Miami Beach and implement non-traditional play structures Cre 8 Play !in parks. Preferred playground equipment manufactures offer Dynamo �a mix of traditional and non-traditional high-quality products, !Little Tikes • I Iwhich focus on design,craftmanship and safety. 'Miracle Themed 'Eco-Play I I Play& Park Structures Burke 'Custom Fabrication, In. I iGoric Preferred Justification Manufacturer or Dealer _ '+l am-3r AMI SIV Z-` 1dt t _ i Ii t..Y Ste` �a •; €. "z'`t --_ Page 553 of 1091 Exhibit C Preferred Vendors I Kompan 'Landscape Structures My Equilibria IOutdoor fitness equipment serves the teen-to-senior IGT Fitness demographic and must be designed to provide a wide range Greenfields !of contemporary equipment with a mix of calisthenic and IXccent 'aerobic components.Durability in the harsh salt air !Gametime Thrive 'environment is key,as any equipment with moving parts is 'Stilum 'highly susceptible to rusting. Preferred vendors adhere to 'Farah Service USE Urban Sport these specifications as well as offer a wide range of 'Equipment LLC 'contemporary equipment. BeaverFit USA Mobile Fitness Equipment Preferred Manufacturer or Dealer Justification Shade Systems ! I. USA Shade I I !Florida Playgrounds (Shade FLA Miami Awning AAs a City Standard all playground shade structures should 'Apollo Sunguard 'have a quick release system,which improves maintenance as Tenshon well as reduces manpower needed to efficiently remove 'Little Tikes shades in times of potential or real hurricane threats. 'Commercial Shade Structures i I I Modern Shade LLC Bliss Products 'Miracle Recreation I i Preferred Manufacturer or Dealer Justification 1,e tx -.1 -?`'% x-15 " r ''yes '. `f2"� z 4 ' -{ r • Hard Court. I Fast-Dry Courts SportSurfaces Hard courts provide a fast,flat, uniform surface which are McCourt 'more predictable than grass or clay courts and require less ;Welch Tennis Courts 'maintenance. Hard courts must have slip resistant qualities, Mondo Worldwide moisture resistance and provide low skin abrasion. Snapsports Athletic Surfaces 'Play On Courts jSafety Surface: _ jTotTurf jNo Fault ;Cofnta,ciirfnrinn minimi ini,iriot ncenrintaa‘aiith Page 554 of 1091 Exhibit C Preferred Vendors ..raicLy au,,aui16 inn nnncco 111JUI ICJ a.,ouLiaLcu YVILII Florida Playgrounds Rubaroc playground equipment.All surfaces should be ADA approved, Fall Zone Safety Surfacing and provide the option for fully customizable designs with i (decorative textured,slip-resistant features and no peeling or GameTime fading from UV light. Surface America Play it Surfacing Artificial Turf: Astro Turf !Unlike cities with sports complexes, Miami Beach does not ISportTurf !have the capacity to rotate to other fields, nor does our !community have the tolerance to pause play for weeks while Field Turf !the field is recuperating.The Department is transitioning all lits sport fields to artificial turf surfacing to address field wear Shaw Sports Turf land tear,as well as save on maintenance time and costs. 1Sport surfacing must be strong enough to withstand heavy Mondo Worldwide !use on a regular basis and versatile enough to house multiple !sport activities on one surface.Sport surfacing must also be Xgrass water permeable,to allow for good water drainage and use in fall weather conditions. The Recreational Group Preferred Justification Manufacturer or Dealer • k_�}t$;#• 4# >:k- v*iS.Tr rc s;' = t`I U _ .,t Acuity Brands !Ephesus Lighting Forms+Surfaces Preferred vendors provide LED lighting with aesthetically Holophane !appealing designs,sufficient capacity and durability to Louis Poulsen Lighting !withstand our harsh oceanside climate. Turtle friendly IMusco Lighting 'options are also available. IS Lighting Page 555 of 1091 Aquatic Playgrounds Preferred Manufacturer Justification Dealers Contracting Option Notes Aquatix Vortex International Splash pads serve the toddler-to-teen demographic and Waterplay must be designed into zones and areas for those Rain Drop Products LLC different age ranges.Products require variety in the Water Odyssey form of gentle,non-intimidating sprays for the youngest Fountain People users and higher-volume sprays and dumping elements Kraftsman Play for older users.Equally important is the type of system White Water used. Page 556 of 1091 Benches Preferred Manufacturer Justification Dealers Contracting Option Notes Arcata Preferred vendors provide aesthetically appealing Dumor designs,durability to withstand the harsh oceanside Escofett climate,and utilize recycled plastic material when Austin possible. Page 557 of 1091 Commercial Playgrounds Preferred Manufacturer Justification Dealers Contracting Option Notes Kompan Landscape Structures Playworld Berliner Gametime Freeplay Per direction from the City Commission,parks and Monstrum Cemer playgrounds should factor in iconic design elements Cre 8 Play unique to Miami Beach and implement non-traditional play structures in parks.Preferred playground Dynamo Little Tikes equipment manufactures offer a mix of traditional and Miracle Themed non-traditional high-quality products,which focus on Eco Play design,craftmanship and safety. Play&Park Structures Burke Custom Fabrication,In. Goric Page 558 of 1091 Outdoor Fitness Preferred Manufacturer Justification Dealers Contracting Option Notes Kompan Landscape Structures My Equilibria GT Fitness Outdoor fitness equipment serves the teen-to-senior Greenfields demographic and must be designed to provide a wide Xccent range of contemporary equipment with a mix of Gametime Thrive calisthenic and aerobic components.Durability in the Stilum harsh salt air environment is key,as any equipment with moving parts is highly susceptible to rusting. Farah Service USE Urban Preferred vendors adhere to these specifications as well Sport Equipment LLC as offer a wide range of contemporary equipment. BeaverFit USA Mobile Fitness • Equipment • Page 559 of 1091 Shade Structures Preferred Manufacturer Justification Dealers Contracting Option Notes Shade Systems USA Shade Florida Playgrounds Shade FLA Miami Awning As a City Standard all playground shade structures Apollo Sunguard should have a quick release system,which improves Tenshon maintenance as well as reduces manpower needed to Little Tikes efficiently remove shades in times of potential or real Commercial Shade hurricane threats. Structures Modern Shade LLC Bliss Products Miracle Recreation Page 560 of 1091 Recreational Surfaces Preferred Manufacturer Justification Dealers Contracting Option Notes Hard Court: Fast-Dry Courts SportSurfaces Hard courts provide a fast,flat,uniform surface which McCourt are more predictable than grass or clay courts and Welch Tennis Courts require less maintenance.Hard courts must have slip Mondo Worldwide resistant qualities,moisture resistance and provide Snapsports Athletic Surfaces low skin abrasion. Play On Courts Safety Surface: TotTurf No Fault Safety surfacing minimizes injuries associated with Florida Playgrounds playground equipment.All surfaces should be ADA Rubaroc approved,and provide the option for fully Fall Zone Safety customizable designs with decorative textured,slip- Surfacing resistant features and no peeling or fading from UV GameTime light. Surface America Play it Surfacing Artificial Turf: Astro Turf SportTurf Field Turf • Unlike cities with sports complexes,Miami Beach does Shaw Sports Turf not have the capacity to rotate to other fields,nor Mondo Worldwide does our community have the tolerance to pause play for weeks while the field is recuperating.The Xgrass Department is transitioning all its sport fields to The Recreational Group artificial turf surfacing to address field wear and tear, as well as save on maintenance time and costs.Sport surfacing must be strong enough to withstand heavy use on a regular basis and versatile enough to house multiple sport activities on one surface.Sport surfacing must also be water permeable,to allow for good water drainage and use in all weather conditions. Page 561 of 1091