C2B-Award Contracts Citywide Lot Clearance ServicesI
COMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Award Contracts As Primary Vendors To Personally Yours Lawn Service, Inc.;
Jerry's Custom Landscaping, Inc.; C & M Landscaping, Inc.; And Elan Lawn and Landscaping Services For
Mowing; And Secondary Vendors To Groundkeepers And Superior Landscaping & Lawn Service, Inc. For
Pool Cleaning, Pool Pumping, Removal of Rodents, and Removal Of Beehives, Pursuant To Invitation To
Bid (ITS) No. 21-11/12 For Citywide Lot Clearance Services.
Key Intended Outcome Supported:
Ensure Compliance with Code within reasonable time frame
Supporting Data (Surveys, Environmental Scan, etc.): 61% of residents are satisfied or very
satisfied with fairness and consistency of enforcement of codes and ordinances.
Issue:
Shall the Mayor and City Commission approve award of contracts?
Item Summary/Recommendation:
The purpose of this ITS is to establish a contract by means of sealed bid, for Citywide Lot Clearance
Services, with responsive and responsible vendors, at the lowest possible cost.
This City has the option to award to multiple vendors by line item or by group to achieve the best unit and
total cost for the City. This Contract(s) shall remain in effect for four {4) years from date of contract
execution by the Mayor and City Clerk, and may be renewed at the sole discretion of the City, through its
City Manager, for two (2) additional one (1) year terms.
Based on the analysis of the nine (9) responsive Bids received, it is recommended that the City
Commission approve multiple awards to vendors based on the lowest and best bid received for mowing,
pool cleaning, and pumping, and removal of rodents and beehives, as indicated in the attached Bid
Tabulation sheet.
APPROVE THE AWARD OF CONTRACTS.
Advisory Board Recommendation:
Financial Information:
Source of Amount Account
Funds: 1
I I 2
OBPI Total
Financial Impact Summary: The City contracts and pays for the services. Properties are then billed to
offset the expenses incurred by the City. This becomes a special assessment lien against such properties
thirty (30) days after notice of completion of the work by the City if the City bill for these hard costs remains
unpaid.
Si n-Offs:
Department Director
RS __ _
T:\AGENDA\2012\June 6 \consent\Lot Clearan
MlA,MIBEACH 29
AGENDA ITEM _C_;).--'-8 __
DATE 6 ... 6-1?...
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
TO:
FROM:
DATE:
SUBJECT:
COMMISSION MEMORANDUM
Mayor Matti Herrera Bower and Members of the City Commission
Jorge M. Gonzalez, City Manager';) D
June 6, 2012
REQUEST FOR APPROVAL TO AWARD CONTRACTS AS PRIMARY VENDORS
TO PERSONALLY YOURS LAWN SERVICE, INC.; JERRY'S CUSTOM
LANDSCAPING, INC.; C & M LANDSCAPING, INC.; AND ELAN LAWN AND
LANDSCAPE SERVICE, INC. FOR MOWING; AND SECONDARY VENDORS TO
GROUNDKEEPERS, INC. AND SUPERIOR LANDSCAPING & LAWN SERVICE,
INC. FOR POOL CLEANING, POOL PUMPING REMOVAL OF RODENTS, AND
REMOVAL OF BEEHIVES, PURSUANT TO INVITATION TO .BID (ITB) NO. 21-
11/12, FOR CITYWIDE LOT CLEARANCE SERVICES.
ADMINISTRATION RECOMMENDATION
Approve the Award of Contracts.
FUNDING
The City contracts and pays for the services. Properties are then billed to offset the expenses
incurred by the City. This becomes a special assessment lien against such properties thirty (30)
days after notice of completion of the work by the City if the City bill for these hard costs
remains unpaid.
ANALYSIS
The Code Compliance Division will only request a lot clearance on a property after all
possibilities of having a responsible party take care of the vacant property are exhausted,
including the issuance of the appropriate violation. Generally, lot clearances are requested
when property conditions can pose sanitary, health and cleanliness issues. The services often
include mowing and tree trimming and have included pool services. These services are
typically needed for abandoned properties. Due to the recent foreclosure crisis, the Code
Compliance Division saw an increase in properties requiring City intervention. In addition to the
obvious health and sanitation concerns, unkept properties tend to attract unwanted activities.
This is referred to, commonly, as the "broken window theory." A City~bill is created for the cost of
the lot clearance service secured, and if the City bill is not paid, a lien is placed on the property.
This reimbursement process is often lengthy, with the City not only incurring the out-of-pocket
costs, but having to wait to get reimbursed. In light of the increased use of lot clearance
services, it was determined that an ITB would assist in determining if another vendor(s) could
provide the services at a better price.
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June 6, 2012
Commission Memorandum
ITB 21-11/12
Page2
The purpose of Invitation to Bid No. 21-11/12 (the "Bid") was to establish a contract(s), by
means of sealed bids, for citywide lot clearance services for mowing, retrieval of materials and
disposal in the City of Miami Beach, on an as needed basis. This contract(s) shall remain in
effect for four (4) years from date of contract execution by the Mayor and City Clerk, and may be
renewed at the sole discretion of the City, through its City Manager, for two (2) additional one
(1) year terms.
BID PROCESS
The Bid was issued on March 15, 2012, with an opening date of April 27, 2012. A pre-bid
conference to provide information to prospective contractors was held on March, 28, 2012.
The Florida Online Bid System issued bid notices to one hundred and twenty-six (126)
prospective bidders. Additionally, the Procurement Division sent notices to seven (7)
prospective bidders. The notices resulted in the receipt of nine (9) bids from the following firms:
• Jerry's Custom Landscaping, Inc.:
• Personally Yours Lawn Service, Inc.;
• BCLS Landscaping Group, Inc.;
• C & M Landscaping, Inc.;
• Groundkeepers, Inc.;
• Orchidman Landscape Artisans, Corp.;
• Elan Lawn and Landscape Services, Inc;
,. Superior Landscaping and Lawn Service, Inc.; and
• Greco International, Corp.
On May 11, 2012, the Procurement Division sent the bid submissions to the following individuals
for evaluation:
• Mercedes Carcasses, Code Compliance Administrator;
• George Castell, Code Compliance Administrator, and
• Manuel Villar, Code Compliance Administrator
On May 21, 2012 the Procurement Division requested clarification as to whether all the firms'
line items No. 1 under "Mowing Rates" was a rate per square foot. All the firms provided an
affirmative response.
Based on the analysis of the nine (9) responsive Bids received, it is recommended that the City
Commission approve multiple awards to vendors based on the lowest and best bids received for
mowing, pool cleaning, and pumping, and the removal of rodents and beehives, to the following
firms:
Personally Yours Lawn Services, Inc.; Jerry's Custom Landscaping, Inc.; C & M Landscaping,
Inc.; and Elan Lawn and Landscape Services, Inc. for mowing, and additional landscaping tasks
2-5 (see attached schedule), and to secondary vendors Groundkeepers, Inc. and Superior
Landscaping & Lawn Service, Inc. for pool cleaning, pool pumping, removal of rodents and
removal of beehives.
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June 6, 2012
Commission Memorandum
ITB 21-11/12
Page 3
Listed on the attached schedule is the estimated annual contract amount of the six (6) firms that
are being recommended for award.
The Procurement Division secured satisfactory references on the six (6) vendors being
recommended.
CONCLUSION
Based on the analysis of the Bids received, the Administration recommends that the City award
contracts to multiple vendors pursuant to Invitation Bid (ITB) No. 21-11-12 For Citywide Lot
Clearance.
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June 6, 2012
Commission Memorandum
ITB21-11/12
Page4
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