C2D-Award Contract Grounds Maintenance - ROW Parking Lincoln Rd And Coastal AreCOMMISSION ITEM SUMMARY
Condensed Title:
REQUEST FOR APPROVAL TO AWARD A CONTRACT PURSUANT TO |NVITAT|ON TO BID (tTB) 2014-275-LR
FOR GROUNDS MAINTENANCE- RIGHT OF WAY, PARKING FACILITIES, LINCOLN ROAD AND COASTAL
AREAS.
Advisory Board Recommendation:
Financial I nformation:
Clerk's Office
4\November 29\Procurement\lTB 201 Facilities, Lincoln Road and - SUMMARY.doc
AGENDA TTEM CED
Maintain Miami Beach areas & riqhts of
Data (Surveys, Environmenta! Scan, etc.): N/A
Item Summary/Recommendation:
The ITB was issued on September 5,2014, with bids due on October 28,2014. Nine (9) addenda were issued. The
Procurement Department issued bid notices utilizing the Public Group and via email.
The ITB resulted in the receipt of five (5) responses from Valley Crest Landscape Maintenance lnc., Everglades
Environmental Care lnc., SFM Services lnc., Superior Landscaping & Lawn Service lnc., and Florida Turf and
Landscape Horticulture lnc.
After considering the review and recommendation of City staff, the City Manager exercised his due diligence and is
recommending to the Mayor and City Commission to award a contract to the following bidders. Secondary bidders
would be utilized in the event that the primary bidder is unable to perform the requirements of the contract. Tertiary
bidders would be utilized in the event that the secondary bidder is unable to perform the requirements of the contract.
SFM Services lnc., as Primary the Group I - Rights of Way South, Rights of Way South RDA and Rights of Way South
Municipal Buildings, Secondary for Group lV - Lincoln Road Mall, and Tertiary in Group lll - Parking Facilities.
Everolades Environmental Care, lnc. as Primary for Group ll - Rights of Way North, Rights of Way North Municipal
Buildings, Group lll - Municipal Parking Facilities and Group V - CoastalAreas.
VallevCrest Landscaoe Maintenance lnc., as Primary for Group lV - Lincoln Road Mall, and Secondary for Group I -
Rights of Way South, Rights of Way South RDA, Rights of Way South Municipal Buildings, Group ll - Rights of Way
North, Rights of Way North Municipal Buildings and Group lll - Municipal Parking Facilities and Tertiary for Group V -
Coastal Areas.
Suoerior Landscapinq and Lawn Service lnc., as Secondary for Group V - Coastal Areas and Tertiary in Group lV -Lincoln Road Mall.
RECOMMENDATION
The Administration recommends that the Mayor and City Commission of the City of Miami Beach, Florida approve the
City Manager's recommendation, pursuant to lnvitation to Bid (lTB) No.2014-27S-LR for Grounds Maintenance- Right Of
Way, Parking Facilities, Lincoln Road And CoastalAreas.
Source of
Funds:
@
f
A
Budget Code No Amount
1JL 01 1 -0940.000325 FY 15 Amount: $1 .315.912.0't2qt168-9966-000325 FY 15 Amount: $ 161.041 .08
3%480-0463-000312 FYl5Amount: $ 302,890.00
4.2 142.6976-000312 FY 15 Amount: $ 24,560.00
5,463-1 990-00031 2 FY 15 Amount: $ 4.930.0064467.1996-000312 FY 15 Amount: $ 9.280.00
7 01 1-0940-000325 FY 16 Amount: $1,660,250.04 Subject to Budget Approval
8 168-9966-000325 FY 16 tunount; $ 200,429.48 Subject to Budget Approval
I 480-0463-000312 FYl6Amount: $ 379,540.00 Subjectto BudgetApproval
10 142.6976-000312 FYl6Amount: $ 23,900.00SubjecttoBudgetApproval
11 463-1990-000312 FYl6Amount: $ 6,120.00 Subjectto BudgetApproval
12 467-1996-000312 FYl6Amount: $ 11,520.00 Subjectto BudgetApproval
Total FY 15 = $1,818,613.09 / FY 16 = $2,286,489.52
Financial lmpact Summary:
availability approved throuqh
[he annual cost associated with the providing Grounds Maintenance for FY16 is subject to funds
he Cifu's budqetinq orocess.
Alex Denis, Director Ext # 6641
E MIAMIBEACH DATE79
MIAMIBEACH
City of Miomi Beoch, lZ00 Convention Center Drive, Miomi Beoch, Florido 33,l39, www.miomibeochfl.gov
COMMISSION MEMORANDUM
Mayor Philip Levine and Members
Jimmy L. Morales, City Manager
November 19,2014
BID (lTB) 2014-275-LR FOR GROUNDS
PARKING FACILITIES, LINCOLN ROAD
PURSUANT TO
MAINTENANCE-
AND COASTAL
TO:
FROM:
DATE:
SUBJECT: REQUEST FOR
INVITATION TO
RIGHT OF WAY,
AREAS.
KEY INTENDED OUTCOME SUPPORTED
Maintain Miami Beach public areas & rights of way citywide.
FUNDING
FY 15 Budget Code: 01 1-0940-000325:
FY 15 Budget Code: 168-9966-000325:
FY 15 Budget Code: 480-0463-000312:
FY 15 Budget Code: 142-6976-000312:
FY 15 Budget Code: 463-1990-000312:
FY 15 Budget Code: 467-1996-000312:
FY 16 Budget Code: 01 1-0940-000325:
FY 16 Budget Code: 168-9966-000325:
FY 16 Budget Code: 480-0463-000312:
FY 16 Budget Code: 142-6976-000312:
FY 16 Budget Code: 463-1990-000312:
FY 16 Budget Code: 467-1996-0003121:
BACKGROUND
The City requires qualified contractors to provide grounds maintenance services to all City
rights of way, parking facilities, Lincoln Road mall and coastal areas. The awarded contracts
will have an initial term of three (3) years from date of contract execution, and may be renewed
atthe sole discretion of the City, through its City Manager, fortwo (2) additional one (1) year
terms.
$1,315,912.01$ t0t,041.08
$ 302,890.00
$ 24,560.00
$ 4,930.00
$ 9,280.00
$1,660,250.04 Subject to Budget Approval
$ 200,429.48 Subject to Budget Approval
$ 379,540.00 Subject to Budget Approval
$ 28,900.00 Subject to Budget Approval
$ 6,120.00 Subject to Budget Approval
$ 11,520.00 Subject to Budget Approval
80
Commission Memorandum - ITB No.2O14-275-LR, Grounds Maintenance- Right of Way, Parking
Facilities, Lincoln Road and CoastalAreas
November 19,2014
Page2
ITB PROCESS
lnvitation to Bid (lTB) 2014-275-LR was issued with the purpose of establishing a contract, by
means of sealed bids, with a qualified firm(s) for the required scope. The ITB was issued on
September 5,2014, to approximately 285 firms. Following a pre-bid conference and necessary
addenda issued to the lTB, bids were on October 28,2014 from the following firms:. Everglades Environmental Care, lnc.o Florida Turf and Landscape Horticulture, lnc.. SFM Services, lnc.. Superior Landscaping & Lawn Service, lnc.o Valley Crest Landscape Maintenance, lnc.
The ITB stated that the lowest responsive, responsible bidder(s) meeting all terms, conditions,
and specifications of the ITB will be recommended for award by bid item, bid group, or for the
entirety of all bid items, as deemed in the best interest of the City, to the City Manager for his
consideration. Veteran's preference was considered during the tabulation of the bids received.
However, veteran's preference was not applicable to any of the bidders.
ln evaluating the bids received, it has been determined the lowest responsive and responsible
bidders are as follows:
Tertiary lowest bidders were not selected for Group I - Rights of Way South, Rights of Way
South RDA and Rights of Way South Municipal Buildings and Group ll - Rights of Way North,
Right of Ways North Municipal Buildings since they are significantly higher than the second
lowest bidder.
ln its due diligence, the Procurement Department verified the following:
Minimum Qualifications and Requirements
The ITB stated that bids will only be considered from firms that are qualified to satisfactorily
perform the specified services. Evidence shall include all information necessary to certify
that the bidder: maintains a permanent place of business; has not had just or proper claims
pending against him or his firm; and has provided similar type products and/or services.
The evidence of similar type products and/or services will consist of a listing of contracts
having provided grounds maintenance to public and/or private sector clients, three (3) must
have been for contracts with a minimum annual cost of $100,000.00 and two (2)
references must be from a government contract with a minimum annual cost of
Group Primarv Secondarv Tertiarv
Group I SOUTH ROW TOTAL SFM Services lnc.ValleyCrest Landscape
Maintenance lnc.
NO AWARD
Group ll NORTH ROW TOTAL Everglades
Environmental Care,
lnc.
ValleyCrest Landscape
Maintenance lnc.
NO AWARD
Group lll PARKING FACILITIES Everglades
Environmental Care,
lnc.
ValleyCrest Landscape
Maintenance lnc.
SFM Services lnc.
Group lV LINCOLN ROAD
MALL
ValleyCrest
Landscape
Maintenance lnc.
SFM Services lnc.Superior Landscaping and
Lawn Service lnc.
Group V COASTAL AREAS Everglades
Environmental Care,
lnc.
Superior Landscaping
and Lawn Service lnc.
ValleyCrest Landscape
Maintenance lnc.
81
Commission Memorandum - ITB No.2014-27 S-LR, Grounds Maintenance- Right of Way, Parking
Facilities, Lincoln Road and CoastalAreas
November 19,2014
Page 3
$250,000.00 or more. The determination of capacity pursuant to this requirement is solely
at the City Manager's discretion.
ValleyCrest Landscape Maintenance lnc., Superior Landscaping and Lawn Service lnc.,
Everglades Environmental Care lnc., and SFM Services lnc., provided verifiable
references and presently provide satisfactory services to the City.
MANAGER'S DUE DILIGENCE & RECOMMENDATION
After considering the responsiveness of the bids received, the City Manager exercised his due
diligence and is recommending to the Mayor and City Commission to award a contract as
follows:
SFM Services lnc., as Primary the Group I - Rights of Way South, Rights of Way South RDA
and Rights of Way South Municipal Buildings, Secondary for Group lV - Lincoln Road Mall,
and Tertiary in Group lll - Parking Facilities.
Everglades Environmental Care lnc. as Primary for Group ll - Rights of Way North, Rights of
Way North Municipal Buildings, Group lll - Municipal Parking Facilities and Group V - Coastal
Areas.
ValleyCrest Landscape Maintenance lnc., as Primary for Group lV - Lincoln Road Mall, and
Secondary for Group I - Rights of Way South, Rights of Way South RDA, Rights of Way South
Municipal Buildings, Group ll - Rights of Way North, Rights of Way North Municipal Buildings
and Group lll - Municipal Parking Facilities and Tertiary for Group V - Coastal Areas.
Superior Landscaping and Lawn Service lnc., as Secondary for Group V - Coastal Areas and
Tertiary in Group lV - Lincoln Road Mall.
CONCLUSION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida approve the City Manager's recommendation pertaining to the bids received,
pursuant to ITB 2014-275-LR for Grounds Maintenance, Right of Way, Parking Facilities,
Lincoln Road and CoastalAreas.
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