C7I-Reject All Bids Grounds Maintenance Services On Selected Sites In South BeacCOMMISSION ITEM SUMMARY
Condensed Title:
A Resolution of the Mayor and City Commission of the City of Miami Beach, Florida, Rejecting All Bids Received
Pursuant to Invitation to Bid (ITB) No. 47-11/12, to Provide Grounds Maintenance Services on Selected Sites
throughout the South Beach District. and Authorizing the Administration to Issue a New Invitation to Bid.
The 2009 Community Satisfaction Survey noted 83% of residents and 81% of businesses rated the percentage of
landsca e maintenance in ri ht·of-wa s and ublic areas as "excellent" or" ood."
I Shall the City Commission adopt the resolution?
Item Summary/Recommendation:
The work specified in this Bid requires the proposer to furnish all labor, machinery, tools, means of transportation,
supplies, equipment, materials, services and incidentals necessary to provide complete landscape maintenance
services, as specified herein. The work shall include, but not limited to, litter retrieval, trash receptacles service and
maintenance and waste disposal; landscape maintenance, mowing, edging, pruning; pathway, sidewalk and
hardscape maintenance; herbicide/insecticide/fertilizer application; turf management; irrigation system operation
maintenance I repair; and replacement of plants as required.
Bid sync issued bid notices to 55 prospective bidders of which resulted in the receipt of four (4) bids.
Upon reviewing the cost proposals provided by each proposer, the Procurement Division noted an inconsistency in
regards to the pricing of complete full services in the pricing sheets. Pursuant to Section 3.1.2 of the ITB, a complete
full service is defined to include turf mowing, grass trimming and edging, shrub pruning, groundcover pruning, tree and
palm pruning, weed control, litter control, and complete irrigation inspection. A line item was provided in the pricing
sheet for each location to which proposers were instructed to submit a for a complete full service in addition to
each of the services defined under Section 3.1.2. The pricing sheet indicated that these services were to be included
as part of the complete full service price. In many instances, proposers submitted pricing for each service which did
not reflect the complete full service price submitted as well. Due to the arithmetical errors, the Procurement Division
revised the pricing sheets to have the complete full service pricing accurately reflect the cost per service provided.
Proposers were informed of the situation and given the opportunity to accept the revised pricing. Only Everglades
Environmental Care, Inc. agreed to the revised pricing.
On October 8, 2012, Parks and Recreation Assistant Director John Oldenburg and Parks Superintendent Millie
McFadden met with the Procurement Division to review the proposals received and to discuss the inconsistencies
regarding the pricing sheets. The recommendation by the Parks and Recreation Department that it is in the best
interest to the City to reject the bids received and to reissue the ITB with a revised and simplified pricing sheet in
addition to including locations in the City Center, Mid Beach, and South Beach Districts.
ADOPT THE RESOLUTION.
Advisory Board Recommendation:
Financial information:
Source of
Funds:
OBPI
1
2
3
4
5
6
Total$
Amount
N/A
Account
137
A roved
AGENDA ITEM ----'---
DATE --L.L.-!......L.-L-.......,._
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 ;fA "I-
DATE: November 14, 2012
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, REJECTING ALL BIDS RECEIVED PURSUANT TO INVITATION
TO BID (ITB) NO. 47-11/12, TO PROVIDE GROUNDS MAINTENANCE SERVICES
ON SELECTED SITES THROUGHOUT THE SOUTH BEACH DISTRICT, AND
AUTHORIZING THE ADMINISTRATION TO ISSUE A NEW INVITATION TO BID.
ADMINISTRATION RECOMMENDATION
Adopt the resolution.
KEY INTENDED OUTCOME
Maintain Miami Beach public areas and rights-of-way Citywide
SCOPE OF WORK
The work specified in this Bid requires the bidder to furnish all labor, machinery, tools, means of
transportation, supplies, equipment, materials, services and incidentals necessary to provide
complete landscape maintenance services, as specified herein.
The work shall include, but not limited to, litter retrieval, trash receptacles service and
maintenance and waste disposal; landscape maintenance, mowing, edging, pruning; pathway,
sidewalk and hardscape maintenance; herbicide/insecticide/fertilizer application; turf
management; irrigation system operation maintenance I repair; and replacement of plants as
required.
INVITATION TO BID
Invitation to Bid (ITB) No. 47-11/12 was issued on August 17, 2012, with an opening date of
September 19, 2012. The pre-bid conference was held on August 30, 2012. During the pre-bid
conference, prospective bidders were instructed on the procurement process and the information
their respective proposals should contain.
Bidsync issued bid notices to 55 prospective bidders of which resulted in the receipt of the
following four ( 4) bids:
• Everglades Environmental Care, Inc.
• SFM Services, Inc.
• Superior Landscaping & Lawn Services, Inc.
• Valleycrest Landscape Maintenance
138
Commission Memorandum -/TB-47-11112-Grounds Maintenance for South Beach District
November 14, 2012
Page 2 of2
The following table provides the total base bid prices of the four (4) responsive bids:
Upon reviewing the cost proposals provided by each proposer, the Procurement Division noted
an inconsistency in regards to the pricing of complete full services in the pricing sheets.
Pursuant to Section 3.1.2 of the ITB, a complete full service is defined to include turf mowing,
grass trimming and edging, shrub pruning, groundcover pruning, tree and palm pruning, weed
control, litter control, and complete irrigation inspection. A line item was provided in the pricing
sheet for each location to which proposers were instructed to submit a price for a complete full
service in addition to each of the services defined under Section 3.1.2. The pricing sheet
indicated that these services were to be included as part of the complete full service price. In
many instances, proposers submitted pricing for each service which did not reflect the complete
full service price submitted as well. Due to the arithmetical errors, the Procurement Division
revised the pricing sheets to have the complete full service pricing accurately reflect the cost per
service provided. The revisions are noted in the table above. Proposers were informed of the
situation and given the opportunity to accept the revised pricing. Only Everglades Environmental
Care, Inc. agreed to the revised pricing.
On October 8, 2012, Parks and Recreation Assistant Director John Oldenburg and Parks
Superintendent Millie McFadden met with the Procurement Division to review the proposals
received and to discuss the inconsistencies regarding the pricing sheets. The recommendation
by the Parks and Recreation Department is that it is in the best interest to the City to reject the
bids received and to reissue the ITB with a revised and simplified pricing sheet in addition to
including locations in the City Center, Mid Beach, and South Beach Districts.
INTERIM CITY MANAGER'S REVIEW
After considering the Administration's review and recommendation, the Interim City Manager
exercised her due diligence and carefully considered the specifics of this ITB process. As a
result, the Interim City Manager recommends to the Mayor and City Commission to reject all bids
received and reissue the ITB upon revisions of the pricing sheet and other specifications.
CONCLUSION
The Administration recommends that the Mayor and City Commission reject all bids received
pursuant to Invitation to Bid (ITB) No. 47-11/12, to provide grounds maintenance services on
selected sites throughout the South Beach District; and authorize the Administration to issue a
new Invitation to Bid.
T:\AGENDA\2012\11-14-12\ITB 47-11-12-Grounds Maintenance South Beach District-MEMO.docx
139
RESOLUTION TO BE SUBMITTED
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