C7D-Execute Amendment 2 Ground Maintenance Services For N Shore-Washington AveCOMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Approving And Authorizing
The Mayor And City Clerk To Execute Amendment No.2, In A Negotiated Not-To-Exceed Amountof$145,876, To
An Existing Agreement Between The City And Superior Landscaping And Lawn Services, Inc., Dated June 15,
2011, For Ground Maintenance Services For The North Shore/Washington Avenue Areas; Said Amendment For
The Inclusion Of The Miami Beach Convention Center (MBCC) Ground Maintenance.
Ke Intended Outcome Su orted:
upporting Data (Surveys, Environmental Scan, etc.):
Issue: I Shall the Mayor and City Commission Adopt The Resolution?
Item Summary/Recommendation:
The Miami Beach Convention Center (MBCC) is in the process of improving the aesthetics of both the exterior and
interior of the facility by replacing old high maintenance plants, as well as plants that have outgrown their space.
This will include raising the soil level and installing new indoor plants that are able to thrive with minimal sunlight.
The re-landscaping will also address security concerns; improve irrigation; and overall sense of place.
On August 22, 2012, Request for Quote No. 02-11/12 (an informal bid process) was issued, with an opening date of
September 7, 2011, to all of the full-service landscape providers currently contracted to maintain public areas
Citywide. Four (4) addenda were issued to provide additional information and to respond to all questions submitted
by the prospective bidders, thus extending the bid opening due date to September 21, 2012.
On September 21, 2012 three (3) quotes were received from the following City vendors:
• Everglades Environmental Care, Inc.;
• SFM Services, Inc.; and
• Superior Landscaping and Lawn Services, Inc.
Superior Landscaping was the lowest bidder pursuant to the Request for Quote; in addition, the Administration was
able to further negotiate Superior's quote, resulting in a final price of $145,876. The negotiated total of $145,876
consists of purchase and installation of new landscaping and plant inventory in the amount of $122,518 and ground
maintenance for the first year at a cost of $23,358. Annual landscape ground maintenance is being bid out citywide
and the Convention Center will be included.
The Administration recommends that the Mayor and City Commission execute Amendment No.2, in a negotiated
not-to-exceed amount of $145,876, to the existing Agreement between the City and Superior Landscaping and
Lawn Services, Inc., dated June 15, 2011, for ground maintenance services for North Shore/Washington Avenue
areas, with said Amendment providing for the inclusion of the Miami Beach Convention Center (MBCC) grounds
maintenance.
ADOPT THE RESOLUTION
Advisory Board Recommendation: I N/A
Financial Information:
Source of Amount
~ 1 $132,500
2 $13,376
Total $146,876
Financial Impact Summary:
Clerk's Office Le islative Trackin
artment Director
RA __ _
T:V\GENDA\2012\ 11-14-12\MSCC Grounds Maintenan
MIAMI BEACH
Account
MBCC Capital Budget for Misc. Repair 440-6890-000326
MBCC Operating Budget 440-0441-000325
er
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AGENDA ITEM _C_7~D'----
DATE 1/-l'f-jz_.
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Members of the City Commission
FROM: Kathie G. Brooks, Interim City Manager """
DATE: November 14, 2012
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AMENDMENT NO. 2, IN A
NEGOTIATED NOT-TO-EXCEED AMOUNT OF $145,876, TO THE
AGREEMENT BETWEEN THE CITY BEACH AND SUPERIOR
LANDSCAPING & LAWN SERVICES, INC., DATED JUNE 15, 2011, FOR
GROUND MAINTENANCE SERVICES FOR THE NORTH
SHORE/WASHINGTON AVENUE AREA; SAID AMENDMENT FOR THE
INCLUSION OF THE MIAMI BEACH CONVENTION CENTER (MBCC)
GROUND MAINTENANCE.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
KEY INTENDED OUTCOMES SUPPORTED
Ensure well-maintained facilities
FUNDING
$132,500
13,376
$145,876
MBCC Capital Project for Misc. Repair 440-6890-000326, previously appropriated in
Fiscal Year 2011/2012 Capital Budget
Fiscal Year 2012/2013 Operating Budget 440-0442-000326
BACKGROUND
The Miami Beach Convention Center (MBCC) is in the process of improving the esthetics of both the
exterior and interior of the facility by replacing old high maintenance plants, as well as plants that have
outgrown their space. This will include raising the soil level and installing new indoor plants that are
able to thrive with minimal sunlight. The re-landscaping will also address security concerns; improve
irrigation; and overall sense of place.
SCOPE OF SERVICES AND PROCESS
On August 22, 2012, Request for Quote No. 02-11/12 (an informal bid process) was issued, with an
opening dated of September 7, 2011, to all of the full-service landscape providers currently contracted
to maintain public areas Citywide. Four (4) addenda were issued to provide additional information
and to respond to all questions submitted by the prospective bidders, thus extending the bid opening
due date to September 21, 2012.
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Amendment to Superior Landscaping & Lawn Services, Inc. Contract
November 14, 2012
Page 2 of 2
On September 21, 2012 three (3) bids were received from the following City vendors:
Based on the above grand totals, it was determined that the quotes submitted by the bidders
exceeded the current available funding, as reflected in the adopted Capital Budget FY 2011/2012.
Since Superior was the lowest bidder pursuant to the Request for Quotes, the Administration
determined that it would be in the City's best interest to proceed to negotiate with Superior, using the
price submitted by Superior under the Request for Quote process as a starting point. The negotiated
total of $145,876 consists of purchase and installation of new landscaping and plant inventory in the
amount of $122,518 and ground maintenance for the first year at a cost of $23,358. Annual
landscape ground maintenance is being bid out citywide and the Convention Center will be included.
The price of $122,518 represents a reduction in plant inventory; however; the landscaping services to
be provided for MBCC in the amount of $23,358 under this price is still consistent with the general
levels of service required under Superior's existing ground maintenance Contract with the City.
As stated above, the City currently has a grounds maintenance contract with Superior Landscaping &
Lawn Services, Inc., which was awarded pursuant to ITB No. 20-09/10 (the Contract). Under the
Contract, (pursuant to Section 4.9, entitled "Additional Work"), the City may, at its discretion authorize
the Contractor to perform additional work, including, but not limited to, mowing, trimming, weeding,
edging, litter pickup, repairs and replacements when the need for such work arises. Under such
circumstances the City's Project Manager may request quote(s) from the Contractor, which may be
negotiated as required to obtain a fair and reasonable price.
In order to provide prompt and efficient services, which will result in a minimal disruption to the MBCC,
the Administration recommends amending the City's existing ground maintenance service contract
with Superior (as the lowest bidder in response to the Request for Quotes), in the not to exceed
negotiated amount of $145,876.
CONCLUSION
The Administration recommends that the Mayor and City Commission execute Amendment No. 2, in a
negotiated not-to-exceed amount of $145,876, to the existing Agreement between the City and
Superior Landscaping and Lawn Services, Inc., dated June 15, 2011, for ground maintenance
services for North Shore/Washington Avenue areas; with said Amendment providing for the inclusion
of the Miami Beach Convention Center (MBCC) grounds maintenance.
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