C2C-Extend A Month To Month Basis Street Lighting Maintenance-Service AgreementCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Extend On A Month To Month Basis, The Street Lighting Maintenance and
Service Agreement With Under Power Corporation, Which Expired On May 31, 2012; With Said
Extension Commencing Retroactively On June 1, 2012, And Terminating, For Convenience And
Without Cause, At Such Time As A New Contract Is Entered Into With A Successful Bidder, Following
A Successful Bidding Process.
Key Intended Outcome Supported:
Maintain City's Infrastructure
Supporting Data (Surveys, Environmental Scan, etc.): The 2009 Customer Satisfaction Survey
indicated that 87% of City of Miami Beach street and landscape lighting assessed in good condition
Issue:
Shall the City Commission Approve The Extension?
Item Summary/Recommendation:
At its June 6, 2007 meeting, the Mayor and City Commission adopted Resolution No. 2007-26567,
which approved and authorized, pursuant to Section 2-367 (e) of the Miami Beach City Code, a waiver
of the competitive bidding process, by 5/7ths vote, a two-year Maintenance and Service Agreement
with Under Power Corporation at the rate of $10.22 per light, per month (the Agreement).
The maintenance and service rate of $10.22 per light, per month, was a fixed cost for year one, and
additional years were subject to the Consumer Price Index for Miami and Fort Lauderdale, which has
not been exercised, to date. Invoices for January and February 2012 reflected additional expenses
due to repairs to light poles as a result of an accident and theft. The average monthly cost has been
$8,298.64 for the maintenance of 812 street light poles, which includes eight (8) added lights on 63
Street, Indian Creek Road that were not part of the original maintenance agreement.
The Agreement expired on May 31, 2012. The Administration recommends that the Mayor and City
Commission approve a month to month extension of the Agreement, under the same terms and
conditions, until a new maintenance agreement is awarded via a bidding process.
The Administration is finalizing the specifications of the new Invitation to Bid (ITB), and it is estimated
that the recommendation of award pursuant to the new ITB will be presented at the July 18, 2012
Commission meeting.
APPROVE THE EXTENSION
Advisory Board Recommendation:
Financial Information:
Source of Amount Account
Funds: 1 $ 16,597.28 011-0840-000325 General Fund for Public Works-
lA· I
Streets, Contract M~intenance
2
OBPI Total
Financial impact Summary: N/A
City Clerk's Office Legislative Tracking: I Raul Aguila
Assistant City
JGG
MIAMI BEACH
35
er City Manager
JMG
AGENDA ITEM _C_2_C._
DATE '-{;,-12..
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
TO:
FROM:
DATE:
COMMISSION MEMORANDUM
Mayor Matti Herrera Bower and Members of the City Commission
Jorge M. Gonzalez, City Manager ~
June 6, 2012 U L./
SUBJECT: REQUEST FOR APPROVAL TO EXTEND ON A MONTH TO MONTH BASIS, THE
STREET LIGHTING MAINTENANCE AND SERVICE AGREEMENT WITH UNDER
POWER CORPORATION, WHICH EXPIRED ON MAY 31, 2012; WITH SAID
EXTENSION COMMENCING RETROACTIVELY ON JUNE 1, 2012, AND
TERMINATING, FOR CONVENIENCE AND WITHOUT CAUSE, AT SUCH TIME AS
A NEW CONTRACT IS ENTERED INTO WITH A SUCCESSFUL BIDDER,
FOLLOWING A SUCCESSFUL BIDDING PROCESS.
ADMINISTRATION RECOMMENDATION
Approve the extension.
FUNDING
Funding will be provided from the following account for the months of June and July, 2012
until a new maintenance agreement is awarded via a bidding process:
$ 16,597.28 General Fund for Public Works-Streets, Contract Maintenance
Account No. 011-0840-000325
The Public Works Department has budgeted $99,584 (approximately $8,928 per month) for
street lighting maintenance services for FY2012. Expenditures to date for this Fiscal Year
are $59,692.
BACKGROUND
At its April 11, 2007 meeting, the Mayor and City Commission approved and authorized the
Mayor and City Clerk to execute a State Highway Lighting, Maintenance, and Compensation
Agreement between the City and the Florida Department of Transportation for the street
light ~aintenance services for FOOT-owned lighting systems on Miami Beach.
The aforementioned authorization was based on the Administration's recommendation that
the City take over the maintenance of FOOT owned lighting systems within the City of Miami
Beach to provide sufficient mounting assets for the deployment of the City's WiFi system.
The FOOT Lighting Systems are located along the following roads:
Abbott Avenue -72nd Street to Indian Creek Drive
Alton Road -5th Street to 63rd Street
36
Commission Memorandum -Street Lighting Maintenance
June 6, 2012
Page 2 of 2
Collins Avenue-5th Street to 61st and 72nd Street to 87th Terrace
5th Street -Alton Road to Ocean Drive
41st Street-Alton Road to Collins Avenue
63rd Street-Alton Road to Collins Avenue
71st Street-West of North Bay Causeway to Rue Notre Dame
Harding Avenue -72nd Street to 87th Terrace
Indian Creek Drive-26th Street to 44th Street and 59th Street to 71st Street
Normandy Drive -Rue Notre Dame to West of North Bay Causeway
MacArthur Causeway -Alton Road to West City Limits
The City agreed to be responsible for energy costs, replacement or system upgrades,
location of underground electrical conduits, response to citizen reports of street light
malfunctions, and all other maintenance activities (including emergency responses).
At its June 6, 2007 meeting, the Mayor and City Commission adopted Resolution No. 2007-
26567, which approved and authorized, pursuant to Section 2-367 (e) of the Miami Beach
City Code, a waiver of the competitive bidding process, by 5/7ths vote, a two-year
Maintenance and Service Agreement with Under Power Corporation at the rate of $10.22
per light, per month (the Agreement).
The maintenance and service rate of $10.22 per light, per month, was a fixed cost for year
one, and additional years were subject to the Consumer Price Index for Miami and Fort
Lauderdale, which has not been exercised, to date. Invoices for January and February 2012
reflected additional expenses due to repairs to light poles as a result of an accident and
theft. The average monthly cost has been $8,298.64 for the maintenance of 812 street light
poles, which includes eight (8) added lights on 63rd Street at Indian Creek Road that were
not part of the original maintenance agreement.
The Agreement expired on May 31, 2012. The Administration recommends that the Mayor
and City Commission approve a month to month extension of the Agreement, under the
same terms and conditions, until a new maintenance agreement is awarded via a bidding
process.
The Administration is finalizing the specifications of the new Invitation to Bid (ITB), and it is
estimated that the recommendation of award pursuant to the new ITB will be presented at
the July 18, 2012 Commission meeting.
CONCLUSION
The Administration recommends that the City Commission approve a month to month
extension to the Street Lighting Maintenance and Service Agreement with Under Power
Corporation, which expired on May 31, 2012; with said extension commencing retroactively on
June 1, 2012, and terminating, for convenience and without cause, at such time as a new
contract is entered into with a successful bidder, following a successful bidding process.
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