C2K-Issue RFP Maintenance And Security Services For Lincoln Road Mall Service ArCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Issue A Request For Proposals (RFP) For Maintenance And Security Services For The Lincoln
Road Mall Service Area
Key Intended Outcome Supported:
Improve cleanliness of Miami Beach rights-of-ways especially in business areas.
Supporting Data (Surveys, Environmental Scan, etc.):
Cleanliness Index for Streets, Sidewalks, Rights-of-Way, Parks, Parking and Alleys
Issue:
I Shall the Mayor and City Commission approve the Resolution?
Item Summary/Recommendation:
This memorandum is submitted as a follow-up to the February 8, 2012, City Commission Meeting, wherein a discussion
was held on Agenda Item R7F regarding the outsourcing of maintenance services within the Lincoln Road Mall service
area. With the exception of the 11 00 block of Lincoln Road (between Lenox Avenue and Alton Road), the maintenance
services would be ~rovided for the entire length of Lincoln Road, from Collins Avenue to West Avenue, including side
streets between 16 hand 1 ih Streets, also referred to as the Lincoln Road Service Area (LRSA). The Administration was
directed to develop the scope, bring the objective criteria to measure success or failure to the Finance and Citywide
Projects Committee (FCWPC) for approval, and submit the RFP for approval at the following Commission meeting. At its
June 28,2012 meeting, the FCWPC recommended that, in concept, the item be moved and broughttothe Commission,
subject to Staff meeting with Chairperson Weithorn and Commissioner Exposito to further refine the RFP. Staff has met
with and received input from Commissioners Weithorn and Exposito and, as a result, revisions are being incorporated
into the RFP.
The required services and work scope to be outsourced include: Pedestrian Surfaces & Side Streets Maintenance;
Facilities Maintenance; Landscaping Services; Coordination with Code Enforcement, Police and Homeless Outreach;
Special Events; and Miscellaneous Duties. The contract will require the Contractor to have all services supervised under
a mutually agreed upon manager, or representative, to be exclusively assigned to the LRSA, and whose duties will
include responding to any stakeholder issues or complaints; ensuring that the provision of maintenance services is done
with minimal disruption and inconvenience to the Lincoln Road Mall business and property owners; and serving as the
primary point of contact with the City.
A basic requirement of the RFP will be for the Contractor to submit a detailed Quality Control I Quality Assurance
(QA/QC) plan outlining the quality management procedures and responsibilities for the workmanlike and professional
performance of the key maintenance and repair processes associated with this Contract. The QC/QA plan will be subject
to review and input by the City, and the mutually agreed upon performance and quality measures shall be inputted into a
web-based Computerized Maintenance Management System. The quality of the work to be performed shall be
determined by the Contractor's compliance to the performance and quality standards to be established prior to
commencement of the work. Compliance verification shall be accomplished by various methods including random and
scheduled inspections by the City's contract manager, City personnel, and outside professionals; input from the various
Lincoln Road stakeholders; and the City's examination of documents and records, under its contractual rights.
THE ADMINISTRATION RECOMMENDS APPROVING THE ISSUANCE OF THE RFP.
Financial Information:
Source of Funds: Amount:···· ..
:1 $1,680,000
OBPI Total
Financial impact Summary:
Ci Clerk's Office Le islative Trackin
Fred H. Beckmann, Ext. 6012
M'IAMI BEACH
24, 2011, June 28, 2012
.. .,,,, ,,,,.,, , ...•. ' . ,., ... · ·•.· ':; :Account . '• .·, ,,,,.· ) .
Fund 168-City Center RDA
103
AGENDA 1TEM ---::C.---f).=k--:--
DATE J-/g-{h
.>'"
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
Kathie G. Brooks, Interim City Manage? .1 ~ ,
July 18, 2012 //
SUBJECT: REQUEST FOR APPROVAL TO ISSUE A REQUEST FOR PROPOSALS
(RFP) FOR MAINTENANCE AND SECURITY SERVICES FOR THE
LINCOLN ROAD MALL SERVICE AREA
This memorandum is submitted as a follow-up to the February 8, 2012, City Commission
Meeting, wherein a discussion was held on Agenda Item R7F regarding the· outsourcing of
maintenance services within the Lincoln Road Mall service area. With the exception of the 11 00
block of Lincoln Road (between Lenox Avenue and Alton Road), the maintenance services
would be provided for the entire length of Lincoln Road, from Collins Avenue to West Avenue,
including side streets between 16th and 17th Streets, the Lincoln Road Service Area (LRSA).
Refer to Attachment A for a map of the LRSA.
The discussion on Item R7F led to a Motion by Vice-Mayor Weithorn to issue a publicly
advertised Request for Proposals (RFP). The Motion was seconded by Commissioner Wolfson
and passed by a unanimous vote. The Administration was directed to develop the scope, bring
the objective criteria to measure success or failure to the Finance and Citywide Projects
Committee (FCWPC) for approval, and submit the RFP for approval at the following
Commission meeting.
At its June 28, 2012 meeting, the FCWPC recommended that in concept the item be moved and
brought to the September 12, 2012 Commission Meeting, subject to Staff meeting with
Chairperson Weithorn and Commissioner Exposito to further refine the RFP. Staff has met with
and received input from Chairperson Weithorn and Commissioner Exposito and, as a result,
revisions are being incorporated into the RFP.
BACKGROUND
Existing Maintenance Services Managed by City Personnel
Except for the 1100 block of Lincoln Road (between Lenox Avenue and Alton Road), City of
Miami Beach personnel provide maintenance services for the entire length of Lincoln Road -
from Collins Avenue to West Avenue, including the side streets between Lincoln Lane North and
Lincoln Lane South. Maintenance services for the 1100 Block are provided under a
management agreement with UIA Management, LLC (UIA).
Maintenance I security services provided or managed by City personnel are as follows:
104
City Commission Memorandum -Lincoln Road Maintenance & Security Services RFP
July 18,2012
Page 2 of7
• Parks and Recreation Dept. GreenSpace Management Division -Include turf mowing,
trimming and edging (30/year); shrub and ground cover pruning (12/year); weed control
(40/year); tree/palm pruning (2-3/year); date palm seed removal (4-6/year); mulch
application (2Near); daily irrigation system checks (5 days, weekly) and repairs as
needed; flower installations (3Near) with additional plants also installed; turf fertilization
(3/year); shrub/ground cover granular fertilization (3/year); liquid fertilization (minors)
(4/year); tree/palm fertilization (3/year); and litter removal (supplemental to Sanitation
Division) once per day, 5 days weekly; and integrated pest management. A total of five
City personnel support the above activities.
• Sanitation Division -Include pressure cleaning of all hard surfaces, with scrubber
overlapping pressure cleaners, as well as area garbage cans(5 days, weekly, 15-day
rotation); seven-day litter control from 6:10 a.m. to 11:30 p.m., including blowing and
sweeping the walkways and emptying garbage and recycling containers; reporting of
deficient conditions for follow-up or corrective work by other divisions; and close work
with Code Enforcement, Police and Homeless Outreach Team to support a cleaner and
safer environment for tourists, residents and business owners. A total of 14 City
personnel and three temporary laborers support the above daily activities from 6:30 a.m.
to 11:30 p.m.
• Property Management Division -Include painting of all structures, retaining walls and
"piano keys"; service and maintenance of all decorative, landscaping and pedestrian
street lighting; maintain all electrical service points for vendors; and provide cleaning and
chemical treatment of fountains/water features, as well as repair and maintenance of
associated electrical, pumping and plumbing systems. A total of nine City personnel
support the above activities as well as other maintenance activities that fall within the
RDA area, but outside of the Mall service area. For this reason, the approximate
equivalent of five employees -two Electricians, two Painters, and a MSW II -will be
considered as the equivalent number of full-time Property Management positions fully
dedicated to the Lincoln Road service area.
• Police Department -Contracted security services provide two daily shifts I 7 -day
coverage; each shift staffed by two guards. Split shifts are from 6:00 am to 2:00 pm and
6:00 pm to 2:00 am.
Existing Maintenance Services Managed by UIA Management and Excluded from RFP
On January 2010 the City Commission approved the execution of a Management Agreement
between the City and UIA Management, LLC (UIA) for the maintenance of improvements to the
1100 block of Lincoln Road Mall. Under the Maintenance Management Agreement, UIA has
provided maintenance, repair and replacement of the water features, landscaping, trees, Pedra
Portuguesa stone pavement, lighting, electrical equipment, mechanical systems and sanitation
services on the 1100 Block of Lincoln Road. Over the course of the past eighteen (18) months,
UIA has met expectations under the terms and conditions of the Agreement. General consensus
is that the levels of maintenance, oversight, and repair for the contracted portion of Lincoln
Road Mall compare favorably to other Mall areas maintained by City forces.
The Management Agreement of the 1100 block of Lincoln Road Mall was contracted to UIA
Management, LLC in accordance with Section 52-6 of the original Development Order for the
construction of UIA's mixed use parking garage facility. The purpose of the Agreement was to
evaluate the benefits received by consolidating oversight and management of all maintenance
activities under a single entity as an attempt to control costs while improving levels of service
105
City Commission Memorandum -Lincoln Road Maintenance & Security Services RFP
July 18, 2012
Page 3 ofB
and response time. To date, the general consensus is that the contract has been successfully
executed. The 11 00 block is excluded from the service area
Cleanliness Standards
The City's Cleanliness Index for Streets, Sidewalks, Rights-of-Way, Parks, Parking and Alleys
program is used to evaluate and score the condition of existing facilities. Cleanliness index
scores provide an objective measurement of performance, ranging from 1.0 (Very clean) to 6.0
(Very Dirty}, and include assessment of litter, litter/garbage cans and dumpsters, organic
material and fecal matter. The target assessment score for streets and sidewalks is 1.5.
The results of the assessments are used to monitor the impact of recently implemented
initiatives to target areas for future improvements and assure the quality of services. Average
scores from the City's Cleanliness Index & Assessment Program's recent surveys for Lincoln
Road are as follows: ·
From FY10/Q2(1) through FY11/Q4:
• Lincoln Road, excluding the 1100 block: 1.6
• Lincoln Road, 11 00 block only: 1.4
(1) Commencement of UtA contract for maintenance of 1100 Block.
Maintenance Budget for Existing and Contracted Services
The expenses for maintenance services are funded from the adopted City Center RDA budget
for the LRSA. This budget includes expenses for corresponding management, supervisory, and
administrative positions in the various Divisions that will remain after maintenance services are
outsourced. The expenses are not separately budgeted, but based on allocations of cost
estimated at $2.4 million. Consequently, the effective RDA budget available is estimated as
follows:
• GreenSpace Management Division: $310,000
• Sanitation Division: $666,000
• Property Management Division: $453,000
• Police Department (Security): $186,000
• UIA Contract: $158,000
• Special Events Coverage: ~65,000
Total: $1,838,000
Excluding the amount of $158, 1 02 required to cover the active U lA Contract for the 11 00 block
of Lincoln Road, the projected amount available to fund contract maintenance services for the
remaining portion of the Lincoln Road service area is $1,680,000.
Capital Improvement Projects for Lincoln Road
As part of the FY2011/2012 budget process, a new capital project, "Lincoln Road Landscaping-
Lenox Ave. to Washington Ave." was approved and funded at $150,000 to initially address
wholesale replacement of landscaping along the entire length of the Lincoln Road Mall. A
second capital project "Lincoln Road Landscaping Future Years" was also approved with the
intent of programming future annual appropriations to invest in the landscaping revitalization of
the Mall, with an additional $150,000 programmed for appropriation in FY 2012/13.
106
City Commission Memorandum -Lincoln Road Maintenance & Security Services RFP
July 18, 2012
Page 4 ofB
In addition, the "Lincoln Road Washington Ave. to Lenox Ave." project is programmed for a
future appropriation of $20,000,000 beginning in Fiscal Year 2014/15 for the purpose of
comprehensive enhancements including new lighting, pedestrian surface refurbishment, street
furnishings, healthy tree fertilization systems, milling and resurfacing pavement surfaces, and
crosswalk enhancements.
ANALYSIS
Extending along a nearlyA,OOO foot long corridor, Lincoln Road is a major South Florida
destination serving tourists, residents and the general public. Maintaining this key thoroughfare
clean and well-maintained is essential to helping preserve the City's status as a world class
destination. For a number of years, the management of maintenance services within the
Lincoln Road service area has been provided by the Property Management, Sanitation, and
GreenSpace Management Divisions, with the Police Department managing the contracted
security services. Attachment 8 lists the full-time City positions assigned to Lincoln Road, as
well as their disposition in the event maintenance services are outsourced.
An integrated maintenance service program offers the benefit of competitive pnc1ng while
maximizing value and service delivery efficiencies. Following the unanimous vote to issue the
RFP for maintenance services at the February sth City Commission meeting, staff completed a
draft of the scope of work and performance standards that will be included as Section II of the
proposed RFP.
RFP Scope of Work
Section II of the proposed RFP is divided into three main sections:
• Minimum Requirements I Qualifications -The primary objective of the RFP is to enter
into a contract with a responsive and responsible Contractor to ensure ever improving
level of cleanliness and maintenance services within the Lincoln Road service area. Key
requirements include:
o Proven track record of maintenance management in pedestrian-oriented public
venues and facilities.
o Ability to develop and implement a quality control I quality assurance plan to
ensure that quality control services are provided by its organization, suppliers,
sub-Contractors and vendors.
o Demonstrate possession of all necessary attributes to successfully manage the
maintenance and expectations of the City, Lincoln Road property and business
owners, visitors and the general public.
o Possess and demonstrate successful use of a web-based Computerized
Maintenance Management System (CMMS) where all service requests, work
orders, and performance measures are entered and tracked.
• Cost Proposal -The cost proposal format has been structured in a manner that requires
the Contractor to provide a detailed breakdown of how it arrived at the value of its
proposal; not unlike a unit price contract. Required cost information includes: number of
positions, description of duties, hourly rates, and estimated hours per year; description
and number of vehicles and equipment, with annual operating expenses; projected
quantities of maintenance supplies and costs; projected quantities of repair and
replacement parts and unit costs; and projected quantities of plant and shrub
107
City Commission Memorandum -Lincoln Road Maintenance & Security Services RFP
July 18, 2012
Page 5 ofB
replacement expenses and unit costs. The Contractor will also separately list a
percentage-based amount for general, administrative, and overhead costs, and profit for
each of the major cost categories in the proposal. However, the proposal will ultimately
be evaluated and awarded based on a lump sum amount. The major cost categories in
the Base Proposal section are the following:
o Maintenance Labor Expenses
o Vehicle and Equipment Operating Expenses
o Maintenance Supplies and Consumable Expenses
o Repair and Replacement Parts Expenses
o Plant and Shrub Replacement Expenses
The cost proposal also includes the following two "Add Alternates" that require ·the
Contractor to provide similar cost breakdowns as detailed above:
o Mall Manager Services
o Security Services
The detailed cost proposal format will make it easier for the Review Panel to:
1) Determine the thoroughness of the Contractor in conducting its due diligence
with respect to the resources necessary to perform the required services and
scope of work;
2) Tabulate and compare all submittals, across the various categories, in order to
seek clarification of any apparent disparities or deficiencies in the manner in
which resources were allocated for the work; and
3) Request an explanation of any apparent pricing irregularities, and/or imbalances,
across individual items and cost categories.
• Required Services/Scope of Work -The required services and work scope are detailed
in the following sub-sections:
o Pedestrian Surfaces & Side Streets Maintenance
o Facilities Maintenance
o Landscaping Services
o Coordination with Code Enforcement, Police and Homeless Outreach
o Special Events
o Miscellaneous Duties
The Contractor will be required to have all services supervised under a mutually agreed
upon manager, or representative, to be exclusively assigned to the Lincoln Road service
area, and whose duties will include responding to any stakeholder issues or complaints;
ensuring that the provision of maintenance services is done with minimal disruption and
inconvenience to the Lincoln Road Mall business and property owners; and serving as
the primary point of contact with the City's contract manager.
The City's contract manager will be appointed by the City Manager and will have
responsibilities that include monitoring and documenting Contractor responsiveness and
quality of work. The City's contract manager will also coordinate as necessary with the
City's appropriate Division(s) in matters requiring certain levels of technical expertise
regarding performance and quality standards, as well as coordination of special
procurement items.
108
City Commission Memorandum -Lincoln Road Maintenance & Security Services RFP
July 18, 2012
Page 6 ofB
Performance and Quality Standards
The goal of the City is to improve the actual and perceived cleanliness of the Lincoln Road
service area, as well as the timely and effective delivery of maintenance services through the
implementation and enforcement of performance and quality standards.
An effective tool for monitoring and evaluating the effectiveness of various targeted City
initiatives is the currently used Cleanliness Index assessments described in page 3. In addition
to this useful tool, the development of the RFP presented an opportunity to introduce a series of
performance standards that are included for the various activities described in the scope of
work. The standards address response times that depend on the nature and urgency of the task
to be performed.
The Contractor Standards section provides specific requirements regarding quality of operation,
personnel, equipment, supplies, program management, safety regulations, and fines and
penalties.
A basic requirement of the RFP will be for the Contractor to submit a detailed Quality Control I ·•
Quality Assurance (QA/QC) plan outlining the quality management procedures and
responsibilities for the workmanlike and professional performance of the key maintenance and
repair processes associated with this Contract.
Prior to commencement of the contract, the Contractor shall describe how it will measure quality
and performance thresholds for work performed under this Contract. The QC/QA plan will be
subject to review and input by the City, and the mutually agreed upon performance and quality
measures shall be entered into a web-based Computerized Maintenance Management System
(CMMS).
The requirement for the Contractor to utilize a CMMS, where all service requests, work orders,
and performance and quality measures are entered and tracked, will be the key to monitoring
the progress and evaluating quality of the maintenance services provided under the contract.
The Contractor will be required to provide CMMS "read-only" and management report
generating access to the City.
The quality of the work to be performed shall be determined by the Contractor's compliance to
the performance and quality standards to be established prior to commencement of the work ..
Compliance verification shall be accomplished by various methods including random and
scheduled inspections by the City's contract manager, City personnel, and outside
professionals; input from the various Lincoln Road stakeholders; on-line review of CMMS
management reports and data; and the City's examination of documents and records, under its
contractual rights.
EVALUATION I SELECTION PROCESS
The procedure for response, evaluation and selection will be as follows:
1. The RFP will be issued
2. A Pre-Proposal Submission Meeting with potential Proposers will be conducted.
3. All timely received Proposals will be opened and listed.
4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each
Proposal in accordance with the requirements set forth in the RFP. If further information
109
City Commission Memorandum -Lincoln Road Maintenance & Security Services RFP
July 18, 2012
Page 7of8
is desired, Proposers may be requested to make additional written submissions or oral
presentations to the Evaluation Committee.
5. The Evaluation Committee will recommend to the City Manager the Proposer or
Proposers that it deems to be the best candidate(s) by using the following evaluation
criteria:
T:otali•~PointS >· ; > ... ·.· ........ ····•· ;.\. ··EvatuafionOriteria· >; .. . .....
•.. ···.··• i) •••. •·•••• 25 Maintenance Services Experience & Qualifications of Project Team
5 Methodology and Approach
20 Previous Similar Projects
10 References & Past Performance Surveys Provided by Prior Clients
40 Total Base Proposal Amount
LOCAL PREFERENCE: The Evaluation Committee will assign an additional five (5)
points to Proposers, which are, or include as part of their proposal team, a Miami Beach-
based vendor as defined in the City's Local Preference Ordinance.
VETERANS PREFERENCE: The Evaluation Committee will assign an additional five
(5) points to Proposers, which a·re,. or include as part of their proposal team, a small
business concern owned and controlled by a. veteran(s) or a service-disabled veteran
bw;;iness enterprise, as defined in the City's Veterans Preference Ordinance.
6. The City Manager shall recommend to the City Commission the Proposal or Proposals
which he deems to be in the best interest of the City.
7. The City Commission shall consider the City Manager's recommendation and, if
appropriate, approve such recommendation. The City Commission may also, at its
option, reject the City Manager's recommendation and select another Proposal or
Proposals which it deems to be in the best interest of the City, or it may also reject all
Proposals.
8. Negotiations between the City and the selected Proposer(s) will take place to arrive at a
mutually acceptable Agreement. If the City Commission has so directed, the City may
proceed to negotiate an Agreement with a proposer other than the top-ranked proposer.
9. The final proposed agreement(s) will be presented to the City Commission for approval.
10. If the agreement(s) are approved by the City Commission, the Mayor and City Clerk
shall execute the contract(s), after the Proposer (or Proposers) has (or have) done so.
CONCLUSION
Should the City Commission approve this item, the Administration will proceed to issue a
Request for Proposals for Maintenance and Security Services for the LRSA.
Attachments:
A: Map of Proposed Lincoln Road Service Area
B: List of Lincoln Road City Staff Positions
KB/JGG/FHB/JJF/JC
T:\AGENDA\2012\7-18-12\Lincoln Road Mall Maintenance MEMO 2012-07-18.docx
110
0 w u cr:: :::»
0
(/)
1-
::l
0
w m 1-----.
0
1-
<( w
cr::
<(
w u
~ w
(/)
w u z
<( z w
1-z -<(
:E
0 w
(/)
0 a.
0
cr:: a.
Attachment A
111
Attachment 6
LIST OF CITY FULL-TIME EQUIVALENT POSITIONS ASSIGNED TO LINCOLN ROAD
'Sanitation Divisi.on ··. .. ~.. . . . :: .. ·
Position Number Bargaining Unit Disposition Following Outsourcing
MSW Ill 1 AFSCME
................................................................................................................................................................................. Positions could be accomodated within existing
MSW II 6 AFSCME vacancies in Sanitation Division currently filled by
.............................................................. ············································ ....................................................................... temporary employees.
MSW I 7 AFSCME
Temp 3 N/A Reduce temps by three.
TOTAL 17
'Piuksi&!Recre~tiohlDepartment · ·
Position Number Bargaining Unit Disposition Following Outsourcing
Tree Trimmer 1 AFSCME
................................................................................................................................................................................. Positions could be accomodated within existing
MSW II 3 AFSCME vacancies in Sanitation Division currently filled by
······························································ ............................................ ······································································· temporary employees.
MSW I 1 AFSCME
TOTAL 5
'Prgpe~YMei~aiem~ntzDi~ision•'
' " . ~' ,' . ' ' '·,·/ .. ·' ''
Position Number Bargaining Unit Disposition Following Outsourcing
Electrician 2 CWA Pursuant to the CWA Collective Bargaining
.............................................................. ············································ ······································································· Agreement, these employees would be relocated to
Painter 2 CWA a position within the City. ······························································ ...................................................................................................................................................................................................................................... .
MSWII 1
TOTAL 5
AFSCME
Position could be accomodated within existing
vacancies in Sanitation Division currently filled by
temporary employees.
F:\WORK\$ALL\(1) EMPLOYEE FOLDERS\CANO\Lincoln Road Maintenance\Comm. Item July. 2012\Lincoln Road RFP-City Positions Assigned to LR
112