C7B-Accept Recommendation Maintenance And Security Services At The Lincoln RoadCOMMISSION ITEM SUMMARY
Condensed Title:
A RESOLUTION ACCEPTING THE RECOMMENDATION OF THE FINANCE AND CITYWIDE
PROJECTS COMMITTEE (FCWPC) TO WITHDRAW THE ISSUANCE OF REQUEST FOR
PROPOSALS (RFP) 006-2013-TC FOR MAINTENANCE AND SECURITY SERVICES AT THE
LINCOLN ROAD MALL
Key Intended Outcome Supported:
Ensure well-maintained facilities
Supporting Data {Surveys, Environmental Scan, etc.): Cleanliness Index for Streets, Sidewalks, Rights-of-Way,
Parks, Parking and Alleys
Issue:
I Shall the City Commission reject all proposals received?
Item Summa /Recommendation:
On May 8, 2013, the City Commission approved the recommendation to reject all proposals received in
Response to RFP 006-2013TC because it was deemed that no vendor had demonstrated sufficient
experience with venues similar to the Lincoln Road Mall. At the same time, the City Commission also
approved Administration to release a new RFP subsequent to conducting an industry review meeting to
include the companies that currently manage outdoor pedestrian-oriented facilities, such as Bal Harbour
Shops, Bayside Marketplace, The Falls, and the Village of Merrick Park.
As approved by the City Commission, the Administration conducted two industry reviews, but with
disappointing participation. Property managers for outdoor-type malls within the local area and for
several venues around the state were invited to participate. Only one company ABM Security,
participated in the industry review. At the same time, the City was approached by several members of
the Lincoln Road Property Owner's Association who expressed an interest in submitting a proposal but
also expressed concerns with the overall conditions of Lincoln Road beyond routine maintenance
issues. As a result, staff and several members of the Lincoln Road Property Owner's Association
conducted a comprehensive walk through of the facility, which yielded the conclusions noted in the
attached memorandum.
In lieu of releasing another RFP at this time, it was discussed and recommended at the Finance and
Citywide Projects Committee (FCWPC) that the City should put in place, as soon as possible, an in-
house mall manager that can better direct and coordinate the individual departments involved in Lincoln
Road maintenance, including code enforcement, and act as the City's central liaison with tenants and
property owners to improve communication and facilitate facility improvements. In addition, the mall
manager would assist in the proposed master planning process for Lincoln Road improvements so that
that the master plan is complete by Fiscal Year (FY) 2014/15 when funding becomes available to begin
improvements to the venue. Further, the Administration is proposing increasing the level of dedicated
code enforcement needed for Lincoln Road, which will be submitted for review and approval by the City
Commission as a part of proposed enhancements for the FY 2013/14 budget. The mall manager
position will help to centralize coordination of maintenance efforts by City departments with some
service outsourcing as appropriate (e.g., maintenance of water features and fountains).
RECOMMENDATION
As a result of the recommendation to implement the mall manager as discussed above, the
Administration recommends the withdrawal of the approval for the issuance of Request for Proposals for
the Maintenance of Lincoln Road.
Advisory Board Recommendation:
I N/A
Financial Information·
Source of Amount
Funds: 1 N/A
OBPI 2
Total
Financial Impact Summary: N/A
MIAMI BEACH
260
Account
AGENDA ITEM _C-::--'-7.....,."g::.___
DATE --..L..f--'--~.._'/-___,13=----
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miomibeachA.gov
COMMITIEE MEMORANDUM
TO: Mayor Matti Herrera Bower and Me
FROM: Jimmy L. Morales, City Manager
DATE: September 11, 2013
SUBJECT: A RESOLUTION ACCEPTING TH RECOMMENDATION OF THE FINANCE AND
CITYWIDE PROJECTS COMMITTEE (FCWPC) TO WITHDRAW THE ISSUANCE OF
REQUEST FOR PROPOSALS (RFP) 006-2013-TC FOR MAINTENANCE AND
SECURITY SERVICES AT THE LINCOLN ROAD MALL
BACKGROUND
The Lincoln Road Mall 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, as well as securing the viability
of this important economic engine for the City. For a number of years, the management of
maintenance services within the Lincoln Road Mall service area has been provided by the
Property Management, Sanitation, and GreenSpace Management Divisions, with the Police
Department managing the contracted security services.
In an effort to improve coordination among the various service providers to the Lincoln Road
Mall, on September 12, 2012, the City Commission approved the issuance of Request for
Proposals (RFP) 006-2013TC to consider options for maintaining and securing the Lincoln Road
MaiL On April 15, 2013, bids were received from Keystone Property Management, Inc.,
Standard Parking, SP Plus Maintenance d/b/a Parking Facility Systems, and Superior
Landscaping & Lawn Service, Inc.
On May 8, 2013, the City Commission approved the recommendation to reject all proposals
received in Response to RFP 006-2013TC because it was deemed that no vendor had
demonstrated sufficient experience with venues similar to the Lincoln Road Mall. At the same
time, the City Commission also approved Administration to release a new RFP subsequent to
conducting an industry review meeting to include the companies that currently manage outdoor
pedestrian-oriented facilities, such as Bal Harbour Shops, Bayside Marketplace, The Falls, and
the Village of Merrick Park.
STATUS UPDATE
As approved by the City Commission, the Administration conducted two industry reviews, but
with disappointing participation. Property managers for outdoor-type malls within the local area
and for several venues around the state were invited to participate. Only one company ABM
Security, participated in the industry review.
261
Commission Memorandum -Withdraw Issuance of RFP for Lincoln Road Mall Maintenance and Security
Services
September11, 2013
Page2
At the same time, the City was approached by several members of the Lincoln Road Property
Owner's Association who expressed an interest in submitting a proposal but also expressed
concerns with the overall conditions of Lincoln Road beyond routine maintenance issues. As a
result, staff and several members of the Lincoln Road Property Owner's Association conducted
a comprehensive walk through of the facility, which yielded the following conclusions:
• The overall condition of many of Lincoln Road's structures, surfaces and systems are in
poor condition and in general need of a refresh or replacement. Although $20 million in
programmed over two years in the City's adopted Capital Improvement Program (FY
2014/15 and FY 2015/16) for upgrading the Lincoln Road venue, including its
infrastructure, there is no master plan in place to provide an overall comprehensive plan
or specifications for the use of the funds
• There is a significant lack of information in the City regarding the infrastructure that the
RFP requires that proposers maintain; including specifications for the pumps for the
various water features and fountains, for the light fixtures, etc.
• There are areas for improvement both on the side of the City and on the side of property
owners. Unfortunately, given the competing priorities for code enforcement in the City, I
do believe that Lincoln Road does not have the level of dedicated Code Enforcement
officers that it needs. Further, the limited code enforcement resources are typically
focused on sidewalk cafe operations, rather than on litter, safety concerns and general
maintenance issues generated by property owners.
It is the Administration's position that the current condition of some of the Lincoln Road
structures, surfaces and systems, coupled with the general lack of information about
maintaining many of these items, are significant drawbacks in getting qualified proposers to
respond to the RFP. In addition, as many of you know, there are several departments involved
in the maintenance of Lincoln Road, but no one entity responsible for the facility as a whole
which impedes coordination efforts among maintenance service providers, property owners and
code enforcement. As a result of these observations, the Administration believes that releasing
an RFP at this time is premature.
In lieu of releasing another RFP at this time, it was discussed and recommended at the Finance
and Citywide Projects Committee (FCWPC) that the City should put in place, as soon as
possible, an in-house mall manager that can better direct and coordinate the individual
departments involved in Lincoln Road maintenance, including code enforcement, and act as the
City's central liaison with tenants and property owners to improve communication and facilitate
facility improvements. In addition, the mall manager would assist in the proposed master
planning process for Lincoln Road improvements so that that the master plan is complete by
Fiscal Year (FY) 2014/15 when funding becomes available to begin improvements to the venue.
Further, the Administration is proposing increasing the level of dedicated code enforcement
needed for Lincoln Road, which will be submitted for review and approval by the City
Commission as a part of proposed enhancements for the FY 2013/14 budget. The mall
manager position will help to centralize coordination of maintenance efforts by City departments
with some service outsourcing as appropriate {e.g., maintenance of water features and
fountains).
RECOMMENDATION
As a result of the recommendation to implement the mall manager as discussed above, the
Administration recommends the withdrawal of the approval for the issuance of Request for
Proposals for the Maintenance of Lincoln Road.
262
Commission Memorandum -Withdraw Issuance of RFP for Lincoln Road MaU Maintenance and Security
Services
September 11, 2013
Page3
With assistance from the proposed mall manager the Lincoln Road mall will benefit from
maintenance improvements and coordination of the master planning efforts and future
construction and infrastructure improvements with all stakeholders, including City staff,
contractors, property owners and tenants. Once the City has completed the scheduled
upgrades, and have improved the condition of the facility and its systems through the mall
manager and enhanced code enforcement, it is believed that significantly greater interest will be
expressed by potential service providers in responding to a future Request for Proposals for
maintenance of the Lincoln road Mall.
CONCLUSION
The City recommends withdrawing the approved issuance of Request for Proposals for the
Maintenance of Lincoln Road and pursue the addition of a mall manager, enhanced code
enforcement, and completion of a master plan for the upgrade of Lincoln Road through the FY
2013/l::Judget process.
JLM/Kqa/AO
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RESOLUTION TO BE SUBMITTED
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