Resolution 2024-33057RESOLUTION NO. 2024-33057
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING
THE INTERIM CITY MANAGER TO EXTEND, ON A MONTH-TO-MONTH
BASIS, THE PROFESSIONAL SERVICES AGREEMENT, DATED MAY
28, 2019, BETWEEN THE CITY OF MIAMI BEACH AND SFM SERVICES,
INC. FOR CITYWIDE JANITORIAL SERVICES (EXISTING
AGREEMENT) FOR AN ADDITIONAL SIX (6) MONTHS, BASED ON
CURRENT FINANCIAL TERMS, COMMENCING ON MAY 28, 2024 AND
EXPIRING ON NOVEMBER 28, 2024, OR UNTIL NEGOTIATIONS FOR
CITYWIDE JANITORIAL SERVICES PURSUANT TO RFP 2024 -032 -WG
ARE FINALIZED AND A NEW AGREEMENT IS EXECUTED,
WHICHEVER COMES FIRST.
WHEREAS, on July 26, 2017, the Mayor and City Commission approved the
issuance of Request for Proposals (RFP) No. 2017 -070 -JC for Janitorial Services, City-
wide (the RFP); and
WHEREAS, on October 18, 2018, the Mayor and the City Commission accepted
the recommendation of the City Manager, pursuant to RFP No. 2017 -070 -JC, to enter
into simultaneous negotiations with Able Business Services, Inc. and SFM Services, Inc.;
and further authorized the City Manager to select a firm that will serve as the primary
contractor, with the remaining firm to serve as the secondary contractor; and
WHEREAS, on May 16, 2019, the Mayor and City Clerk executed a Professional
Services Agreement with Able Business Services, Inc. (Able) to serve as the primary
contractor for City garages (Zone 4) and City parks (Zone 6) and serving as the secondary
contractor for Zones 2 and 3; and
WHEREAS, on May 28, 2019, the Mayor and City Clerk executed a Professional
Services Agreement with SFM Services, Inc. (SFM) to serve as the primary contractor for
Zones 2 and 3 and serving as the secondary contractor for City garages (Zone 4) and
City parks (Zone 6); and
WHEREAS, on September 30, 2019, the City terminated the Professional Services
Agreement with Able Business Services, Inc.; and
WHEREAS, on April 22, 2020, the Mayor and City Commission adopted
Resolution No. 2020-31227, approving Amendment No. 1 to the Agreement; said
amendment (1) retroactively approving additional services in the amount of $68,688; (2)
retroactively approving, effective January 5, 2020, the transfer of janitorial services for the
City garages (Zone 4) and City parks (Zone 6) from Able Business Services, Inc. to SFM,
in the amount of $1,410,309.28 per year, increasing the contract price to $2,531,286.03
per year; and (3) approving additional sites and services, in the amount of $117,900.00
per year, for a total contract price of $2,649,186.03 per year, subject to increases or
decreases in the level of service, as authorized by Amendment No. 1; and
WHEREAS, on September 16, 2020, the Mayor and City Commission adopted
Resolution No. 2020-31403, approving Amendment No. 2 to the Agreement; said
amendment (1) approving, effective January 25, 2020, additional sites' and services, in
the amount of $146,381.00 per year, for a total contract price of $2,795,567.03 per year;
(2) approving additional services in response to the COVID-19 pandemic, in the amount
of $325,528.31, for fiscal year 2019-2020 only; and (3) memorializing the living wage
increase, under the City's Living Wage Ordinance effective January 1, 2020; and
WHEREAS, on May 12, 2021, the Mayor and City Commission adopted Resolution
No. 2021-31701, approving, Amendment No. 3 to the Agreement; said amendment (1)
retroactively approving, effective October 1, 2020, additional janitorial services, in the
amount of $111,599.84 per year; and (2) approving the addition of sweeping services for
all City -owned surface parking lot, with a tentative start date of May 2021, in the annual
total amount of $906,525.00 for a total contract price, not to exceed $3,813,691.87 per
year; and
WHEREAS, on September 18, 2021, the City and SFM executed Amendment
No.4 to the Agreement; said amendment incorporating into the Agreement the omitted
"Contract Provisions for Non -Federal Entity Contracts Under Federal Award," the "Byrd
Anti-Lobbying)Amendment Certification," the "Suspension and Debarment Certification,"
and other miscellaneous requirements of the City Code and Florida Law; and
WHEREAS, in order to improve and maintain sanitary conditions in the City, the
Administration recommended including additional sites and services in the scope of the
Agreement, effective June 22, 2022, in the amount of $84,459.56 per year, increasing the
current contract price to an estimated annual amount of $3,898,151.43 per year, not
including additional services that may added by the City Manager, as needed, within the
limits of the City Manager's purchasing authority under the City Code;. and
WHEREAS, on June 22, 2022, the City and SFM approved Amendment No. 5 to
the Professional Services Agreement dated May 28., 2019 with SFM Services, Inc.; said
amendment approving, effective June 22, 2022, additional sites and services in the
amount of $84,459.56 per year, increasing the current contract price to an estimated
annual amount of $3,898,151.43 per year, -not including additional services that may be
added by the City Manager, as needed, within the limits of the City Manager's purchasing
authority under the City Code; and
WHEREAS, on October 19, 2023, the City issued RFP 2024 -032 -WG, for Janitorial
Services and received proposals from thirteen (13) firms on February 2, 2024; and
WHEREAS, while the Administration negotiates an agreement with the primary
and secondary service providers pursuant to RFP 2024 -032 -WG, the Interim City
Manager recommends the approval of the month-to-month extension of the Agreement
until the earlier of (1) the execution of a new agreement for Janitorial Services pursuant
to RFP 2024 -032 -WG or (2) November 28; 2024.
FA
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 approve and authorize the Interim City Manager to extend, on a
month-to-month basis, the Professional Services Agreement dated May 28, 2019,
between the City of Miami Beach and SFM Services, Inc. for Citywide janitorial services
(existing agreement) extending the term of the existing agreement for an additional six
(6) months, commencing on May 28, 2024 and expiring on November 28, 2024, or until
negotiations for Citywide janitorial services pursuant to RFP 2024 -032 -WG are finalized
and a new agreement is executed, whichever comes first.
PASSED and ADOPTED this 15th day of May, 2024
ATTEST:
7�5f MAY 2 1 2024 teven Meiner, Mayor
Rafael E. Granado, City Clerk
K
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
City Attorney 1 1 Date
Agenda Item: C7 AZ
Date: 5/15/2024
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Honorable Mayor Steven Meiner and Members of the City Commission
FROM: Rickelle Williams, Interim City Manager
DATE: May 15, 2023
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, APPROVING AND AUTHORIZING THE INTERIM CITY
MANAGER AND CITY CLERK TO EXTEND, ON A MONTH-TO-MONTH BASIS, THE
PROFESSIONAL SERVICES AGREEMENT, DATED MAY 28, 2019 BETWEEN THE
CITY OF MIAMI BEACH AND SFM SERVICES, INC. FOR CITYWIDE JANITORIAL
SERVICES (EXISTING AGREEMENT) EXTENDING THE TERM OF THE EXISTING
AGREEMENT FOR AN ADDITIONAL SIX (6) MONTHS, COMMENCING ON MAY 28,
2024 AND EXPIRING ON NOVEMBER 28, 2024, OR UNTIL NEGOTIATIONS FOR
CITYWIDE JANITORIAL SERVICES ARE FINALIZED AND A NEW AGREEMENT IS
EXECUTED, WHICHEVER COMES FIRST.
RECOMMENDATION
The Administration recommends that the Mayor and City Commission adopt the Resolution.
BACKGROUND
On October 17, 2018, the City adopted Resolution No. 2018-30535 accepting the Administration's
recommendation pursuant to Request for Proposal (RFP) No. 2017 -070 -JC, to simultaneously negotiate
with Able Business Services Inc. and with SFM Services, Inc. the first and second ranked proposers
respectively, for janitorial services. Said resolution further authorized the City Manager to select a primary
contractor and a secondary contractor, based on the determination of the final negotiated proposals that
offered the City the best combination of pricing and service.
Consequently, on May 16, 2019, the City Mayor and Clerk executed a Professional Services Agreement
with Able Business Services Inc. (Able) as the primary contractor for City garages (Zone 4) and City Parks
(Zone 6) and serving as the secondary for Zones 2 and Zone 3. Furthermore, on May 28, 2019, the City
Mayor and Clerk executed a Professional Services Agreement with SFM Services, Inc. (SFM) as the
primary contractor for Zone 2 and Zone 3 and serving as the secondary contractor for Zone 4 and Zone 6
(the Agreement). Subsequently on September 30, 2019, the City terminated the Professional Agreement
with Able Business Services, Inc.
On April 22, 2020, the Mayor and City Commission adopted Resolution No. 2020-31227, approving
Amendment No. 1, which expanded the scope of the Agreement by retroactively approving the transfer of
janitorial services for the City garages (Zone 4) and City parks (Zone 6) from Able Business Services, Inc.
to SFM Inc. Further, said amendment expanded the scope by incorporating additional facilities which were
not defined as part of RFP No. 2017 -070 -JC, including new City offices and locations.
On September 16, 2020, the Mayor and City Commission adopted Resolution No. 2020-31403, approving
Amendment No. 2, which expanded the scope by incorporating additional facilities which were not defined
as part of RFP No. 2017 -070 -JC, including new City offices and locations. Further, said amendment
retroactively approved additional services in response to the COVID-19 pandemic for FY 2019-2020 only.
20
Finally, said amendment also memorialized the living wage increase, under the City's Living Wage
Ordinance effective January 1, 2020.
On May 12, 2021, the Mayor and City Commission adopted Resolution No. 2021-31701, approving,
Amendment No. 3 to the Agreement, which: (1) retroactively approved effective October 1, 2020,
additional janitorial services, in the amount of $111,599.84 per year; and (2) approved the addition of
sweeping services for all City -owned surface parking lots, in the annual total amount of $906,525.00 for a
total contract amount, not to exceed $3,813,691.87 per year.
On September 18, 2021, Amendment No.4 to the Agreement was added administratively, said amendment
incorporated into the Contract the omitted "Contract Provisions for Non -Federal Entity Contracts Under
Federal Award," the "Byrd Anti -Lobbying Amendment Certification," the "Suspension and Debarment
Certification," and other miscellaneous requirements of the City Code and Florida Law.
On September 14, 2022, the Mayor and City Commission adopted Resolution No. 2022-32276, approving
a revised Amendment No. 5 to the Agreement, said amendment approved effective June 22, 2022,
additional sites and services in the amount of $84,459.56, for a total contract amount of $3,898,151.43
per year.
ANALYSIS
The current Agreement is set to expire on May 27, 2024. Prior to its expiration, the Administration pursued
a replacement agreement for janitorial services. On October 18, 2023, the Mayor and City Commission
approved the issuance of RFP 2024 -032 -WG (the RFP) Janitorial Services. On October 19, 2023, the
RFP was issued and on February 2, 2024, the City received proposals from thirteen (13) firms. On
February 24, 2024, the City Manager appointed an Evaluation Committee via LTC # 065-2024.
On the May 15, 2024, City Commission agenda, an item is being considered to accept the City Manager's
recommendation authorizing the Administration to enter into simultaneous negotiations with the two (2)
top ranked proposers of the RFP.
While the Administration negotiates an agreement with the primary and secondary service providers
pursuant to the RFP, and in order to ensure continuity of services, the Administration recommends the
approval of the month-to-month extension to the current Agreement until the earlier of (1) the execution of
a new agreement for janitorial services pursuant to RFP 2024 -032 -WG or (2) a period of six (6) months
(November 28, 2024).
LOBBYIST DISCLOSURE
In accordance with Resolution No. 2023-32857, adopted by the City Commission on December 13, 2023,
the following information has been provided by the Administration as it relates to the subject resolution:
1. Was the Agenda Item initially requested by a lobbyist which, as defined in Code Sec. 2-481, includes
a principal engaged in lobbying? No
2. If so, specify name of lobbyist(s) and principal(s): N/A
FISCAL IMPACT
This month-to-month extension does not contemplate any changes to the existing financial terms of the
Professional Services Agreement. Funding for janitorial services citywide has been appropriated in the
City's FY 2024 budget.
CONCLUSION
The Administration recommends that the City Commission authorize the City Manager to extend on a
month-to-month basis, the current Agreement with SFM to continue with Citywide janitorial services while
a new agreement is negotiated.
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ATTACHMENTS
Resolution
22
MIAMI BEACH
TO: Honorable Mayor and Members of the City Commission
FROM: Rickelle Williams, Interim City Manager
DATE: May 15, 2024
COMMISSION MEMORANDUM
SUBJECT. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH,
FLORIDA, APPROVING AND AUTHORIZING THE INTERIM CITY MANAGER TO EXTEND, ON A
MONTH-TO-MONTH BASIS, THE PROFESSIONAL SERVICES AGREEMENT, DATED MAY 28,
2019 BETWEEN THE CITY OF MIAMI BEACH AND SFM SERVICES, INC. FOR CITYWIDE
JANITORIAL SERVICES (EXISTING AGREEMENT) FOR AN ADDITIONAL SIX (6) MONTHS,
BASED ON CURRENT FINANCIAL TERMS, COMMENCING ON MAY 28, 2024 AND EXPIRING
ON NOVEMBER 28, 2024, OR UNTIL NEGOTIATIONS FOR CITYWIDE JANITORIAL SERVICES
ARE FINALIZED AND A NEW AGREEMENT IS EXECUTED, WHICHEVER COMES FIRST.
(REM TO BE SUBMITTED IN SUPPLEMENTAL)
SUPPORTING SURVEY DATA
N/A
FINANCIAL INFORMATION
TBD
Amounts)/Account(s):
N/A
Applicable Area
Citywide
Is this a "Residents RighLtQ
Know" item, pursuant to
Cl y Code Section 2-147
Yes
Strategic Connection
Non -Applicable
Legislative Tracking
Facilities and Fleet Management
Does this item utilize G.O.
Bond Funds?
No
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