R7E-Accept Recommendation-Waive Competitive Bidding Management Of City Golf CourCOMMISSION ITEM SUMMARY
Condensed Title:
A resolution accepting the recommendation of the Finance and Citywide Projects Committee to
waive the competitive bidding for the management and operations of the City's golf courses and
waive by 5/ih, the formal competitive bidding process requirements, finding such waiver in the
best interest of the City, and authorizing the City Manager to execute an agreement with
Professional Course Management II, Ltd. (PCM) for the management and operations under the
negotiated terms as presented, discussed and approved by the FCWPC at their December 20,
2012 meeting.
Key Intended Outcome Supported:
Increase satisfaction with recreational programs
Supporting Data (Surveys, Environmental Scan, etc.): Miami Beach Customer Survey
ndicates 85% of residents rated the City's Recreation programs as either excellent or good.
Item Summary/Recommendation:
Professional Course Management II, ltd. has successfully managed and operated the City's golf
courses and clubhouses since October 1, 2001. The current agreement expired on September
30, 2012 and we are now on a month-to-month with them as authorized by the City Commission
on September 12, 2012. After extensive good faith efforts between the City and PCM to
negotiate a new fee structure with additional benefits to the city in consideration of waving
competitive bidding process, as directed by this Committee on July 10, 2012, the Administration
and PCM have reached the following terms for a fee arrangement that:
• Caps the incentive paid to PCM when certain revenue thresholds are met;
• Provides for a "pay-back" provision when revenue thresholds are NOT met;
• lncentivizes PCM at a lower rate than the current agreement provides for on higher
revenues collected;
• And based on historical averages, saves the City an average of:
o $ 25,000 per year based on the current fee structure with the voluntary reduction
currently in place, or
o $ 75,000 per year based on the original Agreement.
The Administration recommends adopting this Resolution.
September 13, 2011, the Golf Advisory Committee voted unanimously to retain PCM to manage
and o erate the Cit 's olf courses, clubhouses and related facilities.
Financial Information:
Source of Amount Account
Funds: 1 $125,000 Miami Beach Golf Club 011-0970-000322
!'\
I\~ ,~I 2 $125,000 Normandy Golf Club 011-0975-000322
3
OBPI Total $250,000
Financial Impact Summary: Base Management Fee is included in Parks and Recreation
Department's annual budget. Incentive fees only earned if negotiated benchmarks are
met.
City Clerk's Office Legislative Tracking:
Si n-Offs:
Department Director Assistant Ci
KS
T:\AGENDA \2013\April 17\Com_ summary-Waiver competitive bid -golf courses,doc
MIAMI BEACH 473
City Manag
JLM
AGENDA ITEM
DATE
~ 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 Me
DATE: April17, 2013
SUBJECT: A RESOLUTION OF THE MAY R AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE
RECOMMENDATION OF THE FINANCE AND CITYWIDE PROJECTS
COMMITTEE AT ITS DECEMBER 20, 2012 MEETING, AND WAIVING,
BY 5/7TH VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT,
FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE CITY,
AND AUTHORIZING THE CITY MANAGER TO NEGOTIATE, IN
ACCORDANCE WITH THE SUBSTANTIVE TERMS (IN THE TERM
SHEET ATTACHED AS EXHIBIT "A" TO THIS RESOLUTION) AND, IF
SUCCESSFUL, EXECUTE A NEW AGREEMENT WITH PROFESSIONAL
COURSE MANAGEMENT II, L TO., FOR THE MANAGEMENT AND
OPERATIONS OF THE CITY OF MIAMI BEACH GOLF COURSES,
CLUBHOUSES AND RELATED FACILITIES; WITH SAID AGREEMENT
HAVING AN INITIAL TERM OF THREE (3) YEARS, WITH TWO (2) ONE
(1) YEAR RENEWALS, AT THE CITY'S SOLE DISCRETION.
ADMINISTRATION RECOMMENDATION
The Administration supports the recommendation of the Finance and Citywide Projects
Committee made at their December 20, 2012 meeting to waive the competitive bidding process
for the management and operations of the City's golf courses, clubhouses and other related
facilities.
KEY INTENDED OUTCOME SUPPORTED
Increase satisfaction with recreational programs
BACKGROUND AND ACTIONS TAKEN BY FCWPC
On September 10, 2003, The Mayor and City Commission authorized the execution of a
management agreement for the Miami Beach Golf course, clubhouse and related facilities. The
term of the agreement was for an initial period of three (3) years, effective October 1, 2003 and
expiring on September 30, 2006, with two (2) one year terms, on a year to year basis.
Subsequently the Mayor and City Commission approved to waive the competitive bidding
process and approve a management agreement between Professional Course Management II,
L TO., (PCM) and the City, which commenced on October 1, 2007 and expired on September
30, 2012. Currently, the City is on a month-to-month agreement with PCM.
This matter was referred by the Mayor and Members of the City Commission at the February 8,
2012 Commission meeting. The item was included in the April 19, 2012 FCWPC agenda and
following a brief discussion referred to the July 10th meeting for further discussion.
474
Resolution adopting the recommendation of the FCWPC to waive competitive bid (by 5/fh) for the management and operations of the City's
Golf Courses, Clubhouses and other Related Facilities
Apri/17, 2013
City Commission Meeting
The Finance and Citywide Projects Committee discussed the management of the City's golf
courses at its July 10, 2012 meeting. More specifically, the members focused on the success of
PCM has had in operating the City's golf courses and clubhouses since the initiation of the first
full-service management agreement was implemented in 2003. It was stated that for the term of
the management agreements, PCM has managed the City's golf clubs at high service levels,
and has received positive comments from the City's residents, tourists and day guests with no
complaints to the Commission or the Administration. Attached is a copy of PCM's
correspondence from June 29, 2012, which was presented to FCWPC. (Exhibit A)
The Committee also discussed whether the City should prepare a Request for Proposals (RFP)
to be issued with the intent of having a new management agreement presented to the City
Commission as soon as possible, or to waive the competitive bidding process and enter into
negotiations with PCM for the continued management and operations of the City's Golf
Courses, Clubhouses and Related Facilities.
Chairperson Weithorn stated that PCM should give the City additional benefits in consideration
of waving competitive bidding. Commissioner Tobin felt that the contract should go out to bid to
see what the market is like. At the conclusion of the discussion the Committee recommended
the contract be extended on a month-to-month basis, that the Administration meet with PCM to
negotiate terms of a new agreement; simultaneously that staff provide more detailed information
on the cost of other golf course management companies and how the golf courses are
maintained and report the results of the negotiations and golf course comparisons back to the
Committee for further direction.
On September 12, 2012 the City Commission adopted a resolution accepting the
recommendation of the Finance and Citywide Projects Committee at their July 10, 2012
meeting, to extend the current management agreement with Professional Course Management
II, LTD., (PCM) which expired on September 30, 2012, on a month to month basis until such
time as a new management agreement for the Management and Operations of the City of Miami
Beach Golf Courses, Clubhouses and other Related Facilities is authorized by the City
Commission.
On December 20, 2012 as recommended by the FCWPC at the July 10, 2012, and
subsequently adopted by the City Commission at the September 12, 2012 meeting, the
Administration submitted a discussion item to the Finance and Citywide Projects Committee that
included negotiated terms for a new agreement, more detailed information on the cost of other
golf course management companies in the area operating courses for municipalities as well
comparisons of the other courses initial management terms and approved extensions, annual
management fees and incentives or bonuses. The FCWPC members reviewed the information
presented and an extensive discussion ensued focused on the proposed negotiated terms and
conditions, the Premier Card Membership Program and the on-going efforts to continue to grow
the South Beach International Amateur golf tournament. Based on the aforementioned the
FCWPC members recommended waiving competitive bidding and re-awarding the contract to
Professional Course Management II, LTD., to manage and operate the City's golf courses under
the new terms of the agreement (as negotiated and presented to the Committee).
ANALYSIS
Following are the new negotiated terms that were presented and recommended by the Finance
and Citywide Projects Committee at the December 20, 2012 meeting that will be included in the
executed agreement.
475
Resolution adopting the recommendation of the FCWPC to waive competitive bid (by 5/Th) for the management and operations of the City's
Golf Courses, Clubhouses and other Related Facilities
April17, 2013
City Commission Meeting
Current Fee Structure vs. Proposed Option
The fee structure included in the previous management and operations agreements between
the City of Miami Beach and Professional Course Management (PCM) was as based on an
annual management fee of $125,000 per golf course plus a 10% incentive fee earned only after
revenue of $1.875M is attained at each golf course individually, and the debt service at each
golf course is addressed. The 10% incentive was subsequently modified in the summer of 2010
in the form of a voluntary reduction to 8%, by PCM. This represented a savings to the City in FY
2010-11 of approximately $40,000 and $36,000 in FY 2011-12. This goodwill gesture by PCM
was in recognition of the challenges the City was facing in light of the recession we were in at
that time and for consideration of the City agreeing to extend the current agreement for the
remaining available time.
Attached for your review is Exhibit " B" - a worksheet outlining the current terms of the
agreement, including the voluntary reduction of incentive fee mentioned above, and the
negotiated proposed terms agreed to by PCM for future years' management agreement,
contemplated to be for 3 years, plus two (2) one year extensions. Additionally, we have also
included a column outlining potential savings, based on historical averages of prior year actuals
to the negotiated terms. The following points as they related to the baseline management fee
and the incentive fees paid to PCM since the inception of the initial agreement to manage and
operate the City's golf courses and related facilities began in 2003 warrant emphasizing:
• The Management Fee for each golf course was established at $125,000 annually.
This fee has not increased over the past nine years;
• The baseline revenue of $1.875 million established in the agreement that must be
generated at each golf club in order to attain the 10% Incentive Fee that was
negotiated has never been attained at the Normandy Shores Golf Club since the
course completed its first full fiscal year in 2010 therefore an incentive fee has
never been paid for this club:
• Since re-opening (complete fiscal years 2004-2012) the average Incentive Fee
earned at the Miami Beach Golf Club has been $191,205.
Please see the attached Statement of Operations for the Miami Beach and Normandy Shores
Golf Clubs for a comprehensive summary of revenues and expenditures included in Exhibit C.
The following is a summary of the key points that were discussed and negotiated each of which
is discussed below:
• Yearly Management Fee charge per Golf Course (Miami Beach, Par 3 and Normandy)
• Incentive Fee percentage
• Incentive Fee Revenue thresholds
• Debt Service Provision (must cover Debt Service to earn full Incentive fee)
• A capped Incentive Fee
• Incentive Fee "pay-back" if Revenues are not met
Yearly Management Fee:
Miami Beach
Normandy
Par3
Current
$ 125,000
$ 125,000
-0-
476
Proposed
$ 125,000 plus CPI or 3% yearly
$ 125,000 no CPI or yearly adjustment
-0-
Resolution adopting the recommendation of the FCWPC to waive competitive bid (by 5/Th) for the management and operations of the City's
Golf Courses, Clubhouses and other Related Facilities
April17, 2013
City Commission Meeting
Please note that the CPI/ 3% proposed increase for the yearly management fee at the Miami Beach Golf
Club only, starts in year 2 of the contract and totals $38,665 over the 5 years of the agreement. This
amount is substantially lower than the conservatively estimated savings of $125,000 for the five year term
of the agreement the City will recognize by instituting the proposed cap on the incentive fee on annual
revenues up to $3,900,000 at the Miami Beach Golf Club.
Incentive Fee
Miami Beach
Normandy
Current
8% over $1.875M
(after Debt Service)
8% over$ 1.875M
(After Debt Service)
Proposed
Cap of$ 125,000 to$ 3.9M in Revenue
plus 5% over$ 4M in revenues
7% over $1.8M in revenues
Par 3 golf course -0--0-
(PCM has agreed to manage and operate the new Par 3 golf course to be included at no cost which is
estimated between $36,000 and $48,000 annually.)
Debt Service Provision
Miami Beach
Normandy
Par3
Current
Must meet Debt Service
($ 800,000)
Must meet Debt Service
($ 400,000)
N/A
Incentive Fee "pav-back" Provision
Miami Beach No
Normandy No
Par3 No
Proposed
Same
Eliminated
N/A
Approx. 8% of revenues below$ 3.9M
No
No
Assuming a yearly revenue stream at the Miami Beach Golf Club of $ 4 Million and yearly
estimated revenue of $ 1.8 Million at the Normandy Golf Club, the anticipated average yearly
net savings to the City would amount to$ 25,000 from the current agreement and approximately
$75,000 per year from the original agreement(s).
Professional Course Management II, ltd. has successfully managed and operated the City's golf
courses and clubhouses since October 1, 2001. The current agreement expired on September
30, 2012 and we are now on a month-to-month with them as authorized by the City Commission
on September 12, 2012. After extensive good faith efforts between the City and PCM to
negotiate a new fee structure with additional benefits to the city in consideration of waving
competitive bidding process, as directed by this Committee on July 10, 2012, the Administration
and PCM have reached the following terms for a fee arrangement that:
• Caps the incentive paid to PCM when certain revenue thresholds are met;
• Provides for a "pay-back" provision when revenue thresholds are NOT met;
• lncentivizes PCM at a lower rate than the current agreement provides for on higher
revenues collected;
• And based on historical averages, saves the City an average of:
o $ 25,000 per year based on the current fee structure with the voluntary reduction
currently in place, or
o $ 75,000 per year based on the original Agreement.
Management Operations Agreements Comparison
As requested, please find Exhibit D -comparison of a South Florida municipal golf course/
clubhouse/ related facilities management and operation agreements prepared by the
administration which provides more detailed information on the cost of other golf course
management companies, agreement terms and extensions etc.
477
Resolution adopting the recommendation of the FCWPC to waive competitive bid (by 5/fh) for the management and operations of the City's
Golf Courses, Clubhouses and other Related Facilities
Apri/17, 2013
City Commission Meeting
Of the six (6) municipalities included in the analysis there are unique terms to each
management agreement that make a basic management fee comparison challenging. However,
based on the available information related to each agreement, it is possible to establish an
estimated average annual overall comprehensive fee paid by the municipalities to the golf
management companies for their services. Please be advised that the following summary does
not include the City of Coral Gables Biltmore golf course or the Granada golf course as this
management agreement requires the management company to pay the City a base and
percentage of revenue over a twenty-five (25) year period.
Municipality Mgt. Com or Cour Tnt=!! I Estimated Fees & ... d ............ +; ....... P~id F.Y. 2011-12
2 -Miami Beach
Professional and Normandy
Course Shores Golf
City of Miami Management II, Clubs + the Par $390,809-total both golf courses/
Beach Ltd. 3 golf course $195 404.50 each
Delucca 1 -International
I City of Miami Enterprises, In "''"'"" """ + undisclosed incentives
Professional
City of Pembroke Course
Lakes Management II 1 $256 411
Guidant
Management,
City of Plantation Inc. 1 $217 000
Guidant
Management
City of Sunrise Group, LLC 1 $150,000
The total estimated fees paid to all Golf course management companies included in the analysis
in F.Y. 2011-12 was $1,214,220 for the management and operations of six (6) golf courses.
This equates to an average of $202,370 annually per course, with PCM slightly below the
average annual fee paid.
Additional Points to Note
• The Administration conducted salary comparisons of the PCM employees utilizing;
1) GCSAA (Golf Course Superintendent's Association of America) 2011 Compensation
and Benefits Report;
2) PGA of America Annual Compensation Survey
3) The Beekman Report 2012 edition
The result of these salary comparisons indicated that with few exceptions each position was
below the median salary being paid in Florida for the position evaluated. It should also be noted
that, with the exception of an increase in job scope or increased responsibilities, no PCM
employee has received a raise in the past 4 years.
• The City's Living Wage Ordinance will be in effect for the new agreement when
executed.
478
Resolution adopting the recommendation of the FCWPC to waive competitive bid (by 5/fh) for the management and operations of the City's
Golf Courses, Clubhouses and other Related Facilities
Apri/17, 2013
City Commission Meeting
CONCLUSION
The Administration supports the recommendation of the Finance and Citywide Projects
Committee made at their December 20, 2012 meeting to waive the competitive bidding process
for the management and operations of the City's golf courses, clubhouses and other related
facilities and further recommends waiving by 5/ih, the formal competitive bidding process
requirements, finding such waiver in the best interest of the City, and authorizing the City
Manager to finalize and execute an agreement with Professional Course Management II, Ltd.
(PCM) for the management and operations under the negotiated terms as presented, discussed
and approved by the FCWPC at their December 20, 2012 meeting.
JLM/MAS/RAIKS
Attachments
T:\AGENDA\2013\April 17\Com_ Memo-Waiver of Competitive Bid-Managment and Operations-Golf Courses 4-
13.docx
479
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EXHIBIT A
JUNE 29, 2012 CORRESPONDENCE FROM JOHNNY I...APONZINA, PRES10ENT Of
PROFESSIONAl. COURSE MANAGEMENT
PROFESSIONAl
COURSE MA.'f\t\GE.l\IDIT
Ms. li:J.!J!ic 0. l31~CkJ
Cit)' Mll:.~qar
cn1'0FNfi~~IBEACH
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~1tlfof~~cft!:l!MllO:.Cily~1!.lll.'!nblllll<~ftl:tt~e!Wi
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1n~-~-~Mile~ ~ml~· :uno &M l'CM~I!~ t.mrl!l.!ti:U ~~ w . ~e:tt!W~
lW Sslli! ~ :!0"11 Tltill llil:l POM'a cc»\~M .a~ Eltc City :wert.~ S15,GOO durin$
~:hat~ .u pm~~iilrtitc ta=tt.rtcftlioM'mlt ~. N:M a
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t.rt !he iii"Uillm llll'Wlticll !haill~i~~~> C. !I~ for lht ~ oft~~a City. W4prCJpoMZ Cl.e~t
all~~ ~kms mdubliiDttlom t=llilllm 1\le. ~a~"Llr.l~~; Hliyml~ttt41ulhe 01i(;ill."ll
2001,~.
I'CM"Is mlc!y z•llSiWB lbrcru:ing ll~e ~0\~IDll tx.ehellvc ~ lnitizulv=! lisl.::d llabw.
li!Wint r=~ 1111~ c!i=l bcn~tu lltnt 110 mho!:' :n~llll!IWJ!Gil! b Cl,ll flfier m !.he Ci.ly.
l. Tho Prom.i~t' Card. ~"Mo lll'.tl o~ by I'CM. iscow;ida:e4 1M XMlli n~
''Ot'fSWOil" lt'WI<~IWu :ill"O~ liVe:' de>./clopad ll.! th!; pu!.lli~ li~Mf llOill'~ ioJd!ISl:r'Y.
l't=~cr lw &ll!Mltcd r~Mr~V.t ~:tile Cit}•o!'Mla:ni Bet~ o( !1\!11'4 tJ;an s.:u rr.llli~>" Ill
tm.a1 flll:WJW!. ~ iis::ll ~lll'ldl!loii.~L:.~:t~ pmtille~: ovtt5>L21:1ilhDn in~~
~ !iv;w:. ymr.
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n\ll' OOlllP'UlY· '!'CM Willi zb1e m k>cwa ll>e lim Mol.ean Oolr Acll!l..:ny, a~~e Qf \haw.at:!
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~~~ot ro :iN aty. nun tt.t¢tlr&l p>Mt ofPC'M's ~til~> Jw Me.i.Mn Cit>lt
Aca&n;y w:"l'l Rl!Uiio Ill M.lunl Boocll CloJf Club ~gil !he. ~l<rRI'!C<i =
10500 Tltfl. 5\nll!.\ • l'millrokl! Pin<!~, FJOflda a~
C'n(• 4;1!1-8800 • I':IX (Jl¥) 43:1-?387
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-~ lil4llll!ll!l$t~ lllll'.iiiU!illsllmllllkmat ~ JA'Ilf~ in flit
~ lt Qlltl\ltvd l:IXIIIY afllle world'stop amst=r ~I!Dg 32 IIIIaS lltld lS
c:.c~umrics 1lllli -ViOtt ~y ttmll1l ti~ t'tt.'ltt ~11\lf ~~~ Klllly Kn.ft, The
m::ll.lmlugb: Oflr 301> \i:liton tll ~ J~ch~ ovtt '100 !UI:II'I\nll!hls tt.t.1 r.r.
e&tiz:We 314S!J.OOil In vmt4r ~U!s 11m1 Sl')lfr~"mmll.
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No,..••• Sho••• Golf Cou"e
S~~n~m••• Jtate ... nt ef Oper .. lon Fiscal Yeut 2010, 2011 ancl20t2
Acllllll :\cl\ml Actual Totals
REVENUES 2010 2011 2012
Golf Memberships $ 158,970.00 $ 145,357.00 $ 161,852.00 s 466,179.00
Cart Fees $ 598,184.00 $ 785,634.00 s 824.750.00 i 2,006,5611.00
Green Fees $ 768.~6.00 $ 835,086.00 $ 802,888.00 s 2,·10~,600.00
Range Fees $ 34,509.00 $ 44,450.00 $ S9,999.00 $ 118,95(1.00
Restaurant $ 14,215.00 $ 18,350.00 $ 14,928.00 s -~7.493.00
Pro Shop $ 7,214.00 $ 9,145.00 s 8,715.00 s 25,07·i.OO
Golf Lessons s 10,069.00 s 13,484.00 s 10,512.00 s 8>1,065.00
Total $ ,8!51,506.00 $ 5,102,937.00
lsuagetforRevenue : I 1,73~330.00
EXPEDITURES
Uniforms $ 7,803.40 $ 7,000.00 $ 8,417.00 s 23,22MO
Professional Services s 814,217.09 $ 857,057.00 s 794,030.00 s .~?,-165,304.0!1
Electricity $ 58,045.81 s 60,004.00 $ 59,108.00 s 177,U7.81
Water $ 37,319.98 $ 37,9911.00 $ 237,716.00 s 318,0:H.9ll
Admin. Fees $ 125,000.00 $ 125,000.00 $ 125,000.00 s 375,000.00
Rent-Bultding & Equip. $ 242,815.09 s 233,587.00 s 218,203.00 s 6!»,605.09
PCM Bonus $ $ $ s
Operating Expenses s 2115,248.43 $ 223,542.00 s 199,979.00 s G88,769.-l:i
Internal Service $ 127,714.7!! s 1411,069.00 $ 172,971.00 s 4.ui,75oi.75
Total
l@iudget for Expense:
lnt.Sev. $ 1,940,583.00 $
Net Operating Income $ (4 Hi I. cl.'•1.7~u.mh $ (80,90!,,;);))
$ (388.750.00
484
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485
RESOLUTION NO.-----
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF
THE FINANCE AND CITYWIDE PROJECTS COMMITTEE AT ITS
DECEMBER 20, 2012 MEETING, AND WAIVING, BY 5/7 1 H VOTE, THE
FORMAL COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH
WAIVER TO BE IN THE BEST INTEREST OF THE CITY, AND
AUTHORIZING THE CITY MANAGER TO NEGOTIATE, IN
ACCORDANCE WITH THE SUBSTANTIVE TERMS (IN THE TERM
SHEET ATTACHED AS EXHIBIT "A" TO THIS RESOLUTION) AND, IF
SUCCESSFUL, EXECUTE A NEW AGREEMENT WITH PROFESSIONAL
COURSE MANAGEMENT II, L TO., FOR THE MANAGEMENT AND
OPERATIONS OF THE CITY OF MIAMI BEACH GOLF COURSES,
CLUBHOUSES AND RELATED FACILITIES; WITH SAID AGREEMENT
HAVING AN INITIAL TERM OF THREE (3) YEARS, WITH TWO (2) ONE
(1) YEAR RENEWALS, AT THE CITY'S SOLE DISCRETION.
WHEREAS, on February 8, 2012, a referral concerning the current management and
operation of the City of Miami Beach golf courses, clubhouses, and related facilities was made
by the Mayor and City Commission to the Finance and Citywide Projects Committee (FCWPC)
for discussion and further direction; and
WHEREAS, on April 19, 2012, the item was included in the FCWPC agenda and,
following a brief discussion, referred to the July 10, 2012 FCWPC meeting; and
WHEREAS, on July 10, 2012, the FCWPC discussed the management of the City's golf
courses and, in particular, the success that the current manager, Professional Course
Management II, Ltd. (PCM), has had in operating the City's golf courses since the first full-
service management agreement was implemented in 2003; and
WHEREAS, the Committee members stated that PCM has managed the City's golf clubs
at high service levels, and that the City has received positive comments from its residents,
tourists, and day guests, with no complaints to the City Commission or the Administration; and
WHEREAS, the Committee also discussed whether the City should prepare a new
Request for Proposals (RFP) for management and operations of the City's golf courses or, in
the alternative, whether (given PCM's exemplary performance), it would be in the best interest
of the City to waive the competitive bidding process, and enter into negotiations with PCM for a
new agreement for its continued management and operations of the City's golf courses,
clubhouses and related facilities; and
WHEREAS, at the conclusion of the FCWPC discussion, the Committee recommended
that PCM's current management agreement, which expires on September 30, 2012, be
extended on a month-to-month basis; that, in that interim, the Administration meet with PCM to
negotiate the terms of a new management agreement; and that, simultaneously, City staff
provide more detailed information on the cost of other golf course management companies and
how their golf courses are maintained; and report the results of the negotiations and the golf
course comparisons back to the Committee for further direction; and
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WHEREAS, on December 20, 2012, (as recommended by the FCWPC at its July 10,
2012 meeting, and subsequently adopted by the City Commission at its September 12, 2012
meeting), the Administration submitted proposed negotiated terms for a new management
agreement with PCM, as well as the requested information on the cost of other golf course
management companies in the area operating courses for municipalities, as well comparisons
of the other courses' initial management terms and approved extensions, annual management
fees and incentives or bonuses; and
WHEREAS, the FCWPC reviewed the information presented and, following an extensive
discussion, recommended that the City Commission waive competitive bidding and continue
negotiations with PCM for a new management and operation agreement for the City's golf
courses, clubhouses, and related facilities.
NOW, THEREFORE, BE IT DULY RESOLVED THAT THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the Finance and Citywide Projects
Committee at its December 20, 2012 meeting, and waive, by 5/ih vote, the formal competitive
bidding requirement, finding such waiver to be I the best interest of the City, and authorizing the
City Manager to negotiate, in accordance with the substantive terms (in the term sheet attached
as Exhibit "A" to this resolution) and, if successful, execute a new agreement with Professional
Course Management II, Ltd., for the management and operations of the City of Miami Beach
golf courses, clubhouses and related facilities; with said agreement having an initial term of
three (3) years, with two (2) one (1) year renewals, at the City's sole discretion.
PASSED and ADOPTED this----day of February, 2013.
ATTEST:
RAFAEL GRANADO, CITY CLERK
MATTI HERRERA BOWER
MAYOR
T:\AGENDA\2013\February 6\Comm. Reso. Waiver of Competitive Bid-Golf Mgt. and Ops .. doc
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EXHIBIT "A"
TERMS SHEET
Current Fee Structure vs. Proposed Option
The fee structure included in the previous management and operations agreements between
the City of Miami Beach and Professional Course Management (PCM) was as based on an
annual management fee of $125,000 per golf course plus a 10% incentive fee earned only after
revenue of $1.875M is attained at each golf course individually, and the debt service at each
golf course is addressed. The 10% incentive was subsequently modified in the summer of 2010
in the form of a voluntary reduction to 8%, by PCM. This represented a savings to the City in FY
2010-11 of approximately $40,000 and $36,000 in FY 2011-12. This goodwill gesture by PCM
was in recognition of the challenges the City was facing in light of the financial crisis and
recession we were in at that time and for consideration of the City agreeing to extend the
current agreement for the remaining available time.
Below for review is a worksheet outlining the current terms of the agreement, including the
voluntary reduction of incentive fee mentioned above, and the negotiated proposed terms
agreed to by PCM for future years' management agreement, contemplated to be for 3 years,
plus two (2) one year extensions. Additionally, included is a column outlining potential savings,
based on historical averages of prior year actuals to the negotiated terms.
The following points as they related to the baseline management fee and the incentive fees paid
to PCM since the inception of the initial agreement to manage and operate the City's golf
courses and related facilities began in 2003 warrant emphasizing:
• The Management Fee for each golf course was established at $125,000 annually.
This fee has not increased over the past nine years;
• The baseline revenue of $1.875 M established in the agreement that must be
generated at each golf club in order for the 10% Incentive Fee that was negotiated
has never been attained at the Normandy Shores Golf Club since the course
completed its first full fiscal year in 2010 therefore an incentive fee has never been
paid for this club:
• Since re-opening (complete fiscal years 2004-2012) the average Incentive Fee
earned at the Miami Beach Golf Club has been $191,205.
The following is a summary of the key points that were discussed and negotiated:
• Yearly Management Fee charge per Golf Course (Miami Beach, Par 3 and Normandy)
• Incentive Fee percentage
• Incentive Fee Revenue thresholds
• Debt Service Provision (must cover Debt Service to earn full Incentive fee)
• A capped Incentive Fee
• Incentive Fee "pay-back" if Revenues are not met
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Yearly Management Fee: Current Proposed
Miami Beach $ 125,000 $ 125,000 plus CPI or 3% yearly
Normandy $ 125,000 $ 125,000 no CPI or yearly adjustment
Par3 ~-~-
(Please note that the estimated fee to manage a new Par 3 golf course to be included at no cost by
PCM is estimated between $36,000 and $48,000 annually.)
Incentive Fee
Miami Beach
Normandy
Par 3 golf course
Debt Service Provision
Miami Beach
Normandy
Par3
Current
8% over $1.875M
(after Debt Service)
8% over$ 1.875M
(After Debt Service)
-0-
Current
Must meet Debt Service
($ 800,000)
Must meet Debt Service
($ 400,000)
N/A
Incentive Fee "pay-back" Provision
Miami Beach No
Normandy No
Par3 No
Proposed
Cap of$ 125,000 to$ 3.9M in Revenue
plus 5% over$ 4M in revenues
7% over $1.8M in revenues
-0-
Proposed
Same
Eliminated
N/A
Approx. 8% of revenues below$ 3.9M
No
No
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