C7E-Accept Recomm ITN For Mgmt -Maint Services For City Owned Residential PropCOMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida,
Accepting The Recommendation Of The City Manager Pertaining To The Sole Proposal
Received, Pursuant To lnvitation To Negotiate (lTN) No. 2015-055-WG for Management
and Maintenance Services for City Owned Residential Properties.
lntended Outcome Su
Data (Surveys, Environmental Scan, etc: N/A
Item Summarv/Recommendation :
On January 14, 2015, the City Commission approved the issuance of the subject
lnvitation To Negotiation (lTN). On January 14,2015, the ITN was issued with an opening
date of February 19, 2015. A pre-proposal conference to provide information to the
proposers submitting a response was held on January 21 ,2015. A pre-proposal site visit
to allow potential bidders the opportunity to attain a general overview of the present
condition of the facilities was held on February 2, 2015. The City received one (1)
proposal from Royal American Management, lnc.
On February 24,2015, the City Manager appointed, via Letter to Commission (LTC) No.
080-2015, an Evaluation Committee (the Committee), which convened on March 25,
2015, to considerthe sole proposal. The Committee was instructed to score and rank the
sole proposal received pursuant to the evaluation criteria established in the lTN. The
results of the evaluation committee process were presented to the City Manager for his
recommendation to the City Commission.
After reviewing the submission and the Evaluation Committee's rankings of the sole
proposal received, the City Manager recommends that the Mayor and the City
Commission, pursuant to lnvitation To Negotiation (lTN) No.2015-055 WG, for
Management and Maintenance Services for City Owned Residential Properties, authorize
the Administration to enter into negotiations with the sole proposer (who has been
deemed by the Committee to be qualified), Royal American Management, lnc., and
further authorize the City Manager to execute an Agreement upon conclusion of
successful negotiations by the Administration.
RECOMMENDATION
ADOPT THE RESOLUTION.
Financial Information:
Source of
Funds:
Amount Account
1 $23,496 1 1 6-4001 -000349, Lottie Apartments
2 $23,496 1 1 6-4002-000349, Madeleine Apartments
6*r,g)3 $24,000 1 1 6-4003-000349, Neptune Apartments
Total $70,992
Financial lmpact Summarv:
Clerk's Office
Alex Denis, Extension 6641
AGENDA neu C7 EE MIAMIBEACH oerc t*(s-t{
177
g MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,
www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members of tllflCit
FROM: Jimmy L. Morales, City Manag",
[I\bDATE: April 15,2015
SUBJECT:A RESOLUTION OF THE MAYOR AND Clw COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER PERTAINING TO THE RANKING OF PROPOSALS, PURSUANT TO
TNVITATION TO NEGOTTATE (tTN) NO. 20f 5-055-WG FOR MANAGEMENT AND
MAINTENANCE SERVICES FOR CITY OWNED RESIDENTIAL PROPERTIES.
FUNDING
The Funding will be derived from rent collection.
BACKGROUND
The City currently owns the affordable housing residential property known as London House.
Additionally, on September 17,2014 the City Commission adopted Resolution No. 2014-
28756 directing the City Manager to proceed with the purchase of the following residential
properties from Miami Beach Community Development Corporation (MBCDC): Allen
Apartments, Barclay Plaza Apartments, Lottie Apartments, Madeleine Village Apartments, and
Neptune Apartments. These properties represent a total of 189 residential units.
The anticipated acquisition of these affordable residential properties and the expected
rehabilitation of the London House Apartments, will trigger a need for maintenance services to
ensure that these properties are adequately maintained and that tenant service requests for
maintenance are addressed in a timely, professional manner. Since all of the buildings were
acquired and/or rehabilitated with U.S. Department of Housing and Urban Development (HUD)
funds, these properties will need to be maintained in working order to ensure the provision of
safe, sanitary housing in accordance with HUD requirements.
RFP PROCESS
On January 14,2015, the City Commission approved the issuance of the subject lnvitation to
Negotiate (lTN). On January 14,2015, the ITN was issued with an opening date of February
19, 2015. A pre-proposal conference to provide information to the proposers submitting a
response was held on January 21,2015. A pre-proposal site visit to allow potential bidders
the opportunity to attain a general overview of the present condition of the facilities was held
on February 2,2015. The City received one (1) proposal from Royal American Management,
lnc.
On February 24,2015, the City Manager appointed, via Letter to Commission (LTC) No. 080-
2015, an Evaluation Committee (the "Committee") consisting of the following individuals:
o Anthony Kaniewski, Division Director, Property Management, City of Miami Beacho Humberto Cabanas, Director, ClP, City of Miami Beach. Mariano Fernandez, Director, Building Department, City of Miami Beach
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Commission Memorandum - ITN 201 5-05*WG for Management and Maintenance Servlces for City Owned Residential
Properties
April 15, 201 5
Page 2
r Richard Bowman, Housing Specialist, Department of Housing and Community
Services, City of Miami Beach
The following alternates were also appointed:
. Mark M. Milisits, Leasing Specialist, Tourism, Culture and Economic Development
Department, City of Miami Beach. Antonio Gonzalez, Operations Manager, Building Department, City of Miami Beach
The Committee convened on March 25, 2015, to consider the sole proposal received. After
proposer's presentations and interview, the Committee discussed the proposers'qualifications,
experience, and competence, and further scored the proposer in accordance with the
evaluation criteria established in the lTN.
Total Points Evaluation Criteria
30 Proposer Experience and Qualifications, including Financial
Caoabilitv
20 Scope of Services
20 Aooroach and Methodoloov
30 Cost Proposal
The Committee pointed out the importance to the City to attain on-site staff dedicated to City of
Miami Beach properties in an effort to ascertain service levels, as well as the importance of
having the appropriate licensing for maintenance and repairs, when applicable.
The ITN also stipulated that additional points would be applied, if applicable, pursuant to the
City's Veteran's Preference Ordinance. However, the proposer was not eligible for Veteran's
preference.
The evaluation process resulted in the following ranking of proposals.
ITN 2015-055-WG for Management
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Royal American Manaoement, lnc.85 1 83 1 85 1 90 1
A brief summary of the firm and their proposal is provided below for informational purposes.
Royal American Management, lnc. (RAM) has been providing residential property
management services to public and private agencies since 1979. They hold certifications such
as HOME Program Specialist Certification, Housing Choice Voucher Specialists, Low lncome
Housing Tax Credits Property Manager or their equivalent.
CITY MANAGER'S REVIEW & RECOMMENDATION
The City Manager has reviewed the proposals received, pursuant to ITN 2015-055-WG for
Management and Maintenance Services for City Owned Properties, and the results of the
Evaluation Committee process, and recommends that the Mayor and City Commission of the
City of Miami Beach, Florida, authorize the Administration to enter into negotiations with Royal
179
Commission Memorandum - ITN 2015-055-WG for Management and Maintenance Serylces for City Owned Residential
Properties
April 15, 2015
Page 3
American Management, lnc.; and further authorize the Mayor and City Clerk to execute an
agreement upon completion of successful negotiations by the Administration.
RECOMMENDATION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida approve the resolution accepting the recommendation of the City Manager,
pursuant to Invitation to Negotiate (lTN) No. 2015-055-WG for Management and Maintenance
Services for City Owned Residential Properties.
JLM / MT / KGB / MR /AD
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RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CIry OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THECIry MANAGER PERTAINING TO THE RANKING OF PROPOSALS,
PURSUANT TO INVITATION TO NEGOTIATE NO. 2015.055.WG FOR
MANAGEMENT AND MAINTENANCE SERVICES FOR CITY OWNED
RESIDENTIAL PROPERTIES (THE ITN); AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP
RANKED PROPOSER, ROYAL AMERICAN MANAGEMENT, INC.; AND
FURTHER AUTHORIZING THE MAYOR AND GITY CLERK TO EXECUTE AN
AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY
THE ADMINISTRATION.
WHEREAS, lnvitation to Negotiate No. 2015-055-WG (the ITN) was issued on January
14,2015, with an opening date of February 19,2015; and
WHEREAS, a voluntary pre-proposal meeting was held on January 21,2015; and
WHEREAS, the City received one (1) proposal; and
WHEREAS, on February 24, 2015, the City Manager via Letter to Commission (LTC)
No. 080-2015, appointed an Evaluation Committee (the "Committee"), consisting of the following
individuals:o Anthony Kaniewski, Division Director, Property Management, City of Miami Beach;o Humberto Cabanas, Director, ClP, City of Miami Beach;o Mariano Fernandez, Director, Building Department, City of Miami Beach;o Richard Bowman, Housing Specialist, Department of Housing and Community Service,
City of Miami Beach;
The following alternates were also appointed:
. Mark M. Milisits, Leasing Specialist, Tourism, Culture and Economic Development
Department, City of Miami Beach;o Antonio Gonzalez, Operations Manager, Building Department, City of Miami Beach; and
WHEREAS, the Committee convened on March 25, 2015 to consider the proposal
received; and
WHEREAS, the Committee was provided an overview of the project; information relative
to the City's Cone of Silence Ordinance and the Government Sunshine Law; general information
on the scope of services, references, and a copy of the proposal; and engaged in a question
and answer session after the presentation of the proposer; and
WHEREAS, the Committee was instructed to score and rank the proposal pursuant to
the evaluation criteria established in the ITN; and
WHEREAS, the Committee ranked Royal American Management, lnc., as the top-
ranked firm; and
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WHEREAS, after reviewing the submissions and the Evaluation Committee's and
rankings, the City Manager exercised his due diligence and is recommending that the
Administration be authorized to enter into negotiations with Royal American Management, lnc.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the City Manager pertaining to the ranking
of proposals, pursuant to lnvitation to Negotiate No.2015-055-WG for Management and
Maintenance Services for City Owned Residential Properties; authorize the Administration to
enter into negotiations with RoyalAmerican Management, lnc.; and further authorize the Mayor
and City Clerk to execute an agreement upon conclusion of successful negotiations by the
Administration.
PASSED AND ADOPTED this
ATTEST:
Rafael E. Granado, City Clerk Philip Levine, Mayor
day of 2015.
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DoteCity AttorneY
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