HomeMy WebLinkAbout2005-25966 Reso
RESOLUTION NO. 2005-25966
A RESOLUTION OF THE MA VOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, ACCEPTING THE RECOMMENDATION OF
THE CITY MANAGER PERTAINING TO THE RANKING OF FIRMS
PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 09-04/05 FOR
THE OPERATION OF VENDING MACHINE CONCESSIONS AT
VARIOUS LOCATIONS ON CITY OF MIAMI BEACH PROPERTY;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH THE TOP RANKED FIRM OF BROTHER'S
VENDING, INC.; AND SHOULD THE ADMINISTRATION NOT BE
ABLE TO NEGOTIATE AN AGREEMENT WITH THE TOP-RANKED
FIRM, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH
THE SECOND-RANKED FIRM OF GILL V VENDING, INC.; AND
FURTHER AUTHORIZING THE MA VOR AND CITY CLERK TO
EXECUTE AN AGREEMENT UPON THE COMPLETION OF
SUCCESSFUL NEGOTIATIONS BV THE ADMINISTRATION.
WHEREAS, the City entered into an Agreement on September 1, 1997, with
Miami-Metro Vending Corporation for the operation of vending machine concessions at
various locations on City property, pursuant to Request for Proposals (RFP) No. 92-
96/98; and
WHEREAS, the Agreement expired in 2002, and Miami-Metro Vending has since
been operating on a month to month basis with the City; and
WHEREAS, the Mayor and City Commission, at its February 2, 2005 Meeting,
authorized the Administration to issue an RFP to solicit proposals for the operation of
vending machine concessions at various locations on City property; and
WHEREAS, on February 23, 2005, RFP No. 09/04-05 was issued and notices
sent to over 19 firms; and
WHEREAS, the RFP resulted in the receipt of five proposals from: Bettoli
Trading Corp. dlbla J & H Vendor; Brother's Vending, Inc.; Gilly Vending, Inc.; One Stop
Vending; and The Pepsi Bottling Group; and
WHEREAS, upon review of the proposals, the Administration determined that
One Stop Vending did not address the mandatory Minimum
Requirements/Qualifications, which required a listing of proposed products and pricing,
with pricing to include both name brand and generic products, and was therefore
deemed to be non-responsive for not meeting the minimum requirements; and
WHEREAS, on June 3, 2005, the City Manager via Letter to Commission (LTC)
No. 141-2005, appointed an Evaluation Committee (the "Committee"), consisting of the
following individuals:
1. Maria Cepeda - Executive Director, Unidad;
2. Frank Kruszewski - Resident and Chair of Leadership Academy Alumni;
3. Bruce Lamberto - Property Management, CMB;
4. Jay Moore - Parks and Recreation, CMB;
5. Ellen Peterson - Resident and Youth Center Advisory Board Member;
6. Robert Reboso - Asset Management, CMB;
7. Ellen Vargas - Parks and Recreation, CMB; and
WHEREAS, the Committee convened on June 29, 2005 and was provided with
an overview of the project, information relative to the City's Cone of Silence Ordinance,
and the Government in the Sunshine Law; and
WHEREAS, the Committee then discussed the proposals and decided to short
list the four firms based on their responses relative to the evaluation criteria in the RFP;
and
WHEREAS, following further deliberation, the Committee chose to eliminate The
Pepsi Bottling Group and J & H Vendor from further consideration; and
WHEREAS, the Committee decided to have Brother's Vending, Inc. and Gilly
Vending, Inc. present an overview of their proposals, and respond to a list of points to
address from the Committee; and
WHEREAS, the Committee reconvened on July 11, 2005 to listen to
presentations from the two proposers; and
WHEREAS, upon completion of the proposers' presentations, the Committee
deliberated and discussed each of the proposals and the corresponding firm's
presentation; and
WHEREAS, the Committee scored the two firms based on the following criteria,
as outlined in the RFP, for a maximum possible of 100%:
. Experience, Financial Qualifications and Professional Reputation - 25%;
. Operational Concept for Concessions - 10%;
. Commitment of Equipment andlor Capital Expenditures - 10%;
. Quality and Variety of Proposed Products -15%;
. Pricing to the Public- 20%;
. Fees to be Paid to the City -20%; and
WHEREAS, the Committee then scored and ranked all the firms as follows:
PEPSI PEPSI
BROTHER'S BROTHER'S GILLY GILLY J&H J&H BOTTLING BOTTLING
COMMITTEE VENDING VENDING VENDING VENDING VENDOR VENDOR GROUP GROUP
MEMBER SCORE RANKING SCORE RANKING SCORE RANKING SCORE RANKING
FRANK
KRUSZEWSKI 96 1ST 75 2ND 59 3RD 55 4TH
BRUCE
LAMBERTO 100 1ST 85 2ND 70 4TH 80 3RD
UAY MOORE 98 1ST 80 2ND 52 4TH 66 3RD
ELLEN
PETERSON 92 1ST 70 2ND 60 3RD 56 4TH
ELLEN
~ARGAS 95 1ST 75 2ND 65 3RD 62 4TH
;and
WHEREAS, all five Committee members ranked Brother's Vending, Inc. as
number one, and Gilly Vending, Inc. as number two; and
WHEREAS, the City Manager has reviewed the findings of the Committee and
concurs with its rankings.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND THE
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 Request for Proposals (RFP) No. 09-04/05 for the
Operation of Vending Machine Concessions at Various Locations on City of Miami
Beach Property; authorize the Administration to enter into negotiations with the top-
ranked firm of Brother's Vending, Inc.; and should the Administration not be able to
negotiate an agreement with the top-ranked firm, authorize the Administration to
negotiate with the second-ranked firm of Gilly Vending, Inc.; and further authorize the
Mayor and City Clerk to execute an agreement upon the completion of successful
negotiations by the Administration.
PASSED and ADOPTED this 27th day of J
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T:\AGENDA\2005\JUL2705\ConsentWendingReso.doc
David Dermer AS TO
APPROVED
FORM & LANGUAGE
& FOR EXECUTION
~7/;J.K
Robert Parcher
CITY OF. MIAMI BEACH
COMMISSION ITEM SUMMARY
m
Condensed Title:
A Resolution Accepting the City Manager's Recommendation Pertaining to the Ranking of Firms for the
Operation of Vending Machine Concessions, Authorizing the Administration to Enter into Negotiations, and
Authorizing the Mayor and City Clerk to Execute an Agreement for The Operation of Vending Machine
Concessions at Various Locations on Ci Pro e
Issue:
I Shall the Commission Adopt the Resolution?
Item Summary/Recommendation:
Request for Proposals (RFP) No. 09-04/05 was issued for the Operation of Vending Machine Concessions at
Various Location on City Property, as authorized by the City Commission pursuant to Resolution No. 2005-
25804. Responsive proposals were received from Bettoli Trading Corp. d/b/a J & H Vendor; Brother's
Vending, Inc.; Gilly Vending, Inc.; and The Pepsi Bottling Group.
An Evaluation Committee appointed by the City Manager reviewed the proposals, scored and ranked the four
proposals, then short listed to two firms, Brother's Vending, Inc. and Gilly's Vending, Inc. The Committee
reconvened to listen to presentations from the top two vendors, and subsequently deliberated, discussed,
scored, and ranked the firms. Based on the published evaluation criteria, all five Committee Members ranked
Brother's Vending, Inc. as number one, and Gilly Vending, Inc. as number two.
The agreement shall commence upon completion of successful negotiations by the Administration and
execution of agreement by the Mayor and City Clerk, and will remain in effect for a period of two years, with
the option at the City's sole discretion, to renew the agreement for a period of three (3) one-year renewals.
However, pursuant to the RFP and subsequent addendums issued, all bidders were informed of the
following:
'The City may, for its convenience, terminate the services remaining to be performed at any time without
cause by giving written notice to successful proposer of such termination, which shall become effective thirty
(30) days following receipt by proposer of such notice."
ADOPT THE RESOLUTION.
Advisory Board Recommendation:
I N/A
Financial Information:
Source of
Funds:
$0.00 No charge to the City. Vendor will
pay fees to the City.
D
Finance Dept.
TH
uI2705\Consent\VendingSummary.doc
AGENDA ITEM e. 7 H
DATE 7-J7-~S-
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.miamibeachfl.gov
To:
From:
Subject:
COMMISSION MEMORANDUM
Mayor David Dermer and Date: July27, 2005
Members of the City Commission
Jorge M. Gonzalez lU"""'""y
City Manager d
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER PERTAINING TO THE RANKING OF FIRMS PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 09-04105 FOR THE OPERATION OF
VENDING MACHINE CONCESSIONS AT VARIOUS LOCATIONS ON CITY
OF MIAMI BEACH PROPERTY; AUTHORIZING THE ADMINISTRATION TO
ENTER INTO NEGOTIATIONS WITH THE TOP RANKED FIRM OF
BROTHER'S VENDING, INC.; AND SHOULD THE ADMINISTRATION NOT
BE ABLE TO NEGOTIATE AN AGREEMENT WITH THE TOP-RANKED
FIRM, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH THE
SECOND-RANKED FIRM OF GILLY VENDING, INC.; AND FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT UPON THE COMPLETION OF SUCCESSFUL NEGOTIATIONS
BY THE ADMINISTRATION.
ADMINISTRATIVE RECOMMENDATION
Adopt the Resolution.
ANALYSIS
The City of Miami Beach (the "City") entered into an Agreement on September 1, 1997,
with Miami-Metro Vending Corporation for the operation of vending machine
concessions at various locations on City property, pursuant to Request for Proposals
(RFP) No. 92-96/98. This Agreement expired in 2002, and the vendor has since been
operating on a month to month basis with the City.
On February 2, 2005, the City Commission adopted Resolution No. 2005-25804, which
authorized the issuance of an RFP to solicit proposals for the operation of vending
machine concessions at various locations on City property.
RFP PROCESS
On February 23, 2005, RFP No. 09/04-05 was issued and notices sent to over 19 firms,
which resulted in the receipt of five proposals from the following firms:
Bettoli Trading Corp. d/b/a J & H Vendor
Brother's Vending, Inc.
Gilly Vending, Inc.
One Stop Vending
The Pepsi Bottling Group
Commission Memo
RFP 09-04/05- For the Operation of Vending Machine Concessions at
Various Locations on City of Miami Beach Property
July 27, 2005
Page 2 of5
Upon review of the proposals, One Stop Vending did not address the mandatory
Minimum Requirements/Qualifications, which required a listing of proposed products and
pricing, with pricing to include both name brand and generic products. Due to this
missing information, One Stop's proposal was deemed to be non-responsive, and
subsequently eliminated from further consideration.
On June 3, 2005, the City Manager via Letter to Commission No. 141-2005, appointed
an Evaluation Committee (the "Committee"), consisting of the following individuals:
1. Margarita Cepeda - Executive Director, Unidad
2. Frank Kruszewski - Resident and Chair of Leadership Academy Alumni
3. Bruce Lamberto - Property Management, CMB
4. Jay Moore - Parks and Recreation, CMB
5. Ellen Peterson - Resident and Youth Center Advisory Board Member
6. Robert Reboso - Asset Management, CMB
7. Ellen Vargas - Parks and Recreation, CMB
Margarita Cepeda and Robert Reboso were not able to participate due to scheduling
conflicts.
The City Manager appointed Frank Kruszewski as the Chair of the Committee.
The Committee convened on June 29, 2005 and was provided with an overview of the
project, information relative to the City's Cone of Silence Ordinance, and the
Government in the Sunshine Law.
The Committee then discussed the proposals and decided to short list the four firms
based on their responses relative to the evaluation criteria in the RFP. Furtherdiscourse
resulted in The Pepsi Bottling Group receiving low consideration in the areas of Quality
and Variety of Proposed Products; and Operational Concept for Concessions, due to
their proposal only addressing beverages. J & H Vendor received low consideration in
the areas of Experience, Financial Qualifications and Professional Reputation;
Operational Concept for Concessions; and Commitment of Equipment and/or Capital
Expenditures.
As a result of these assessments, the Committee chose to eliminate Pepsi Bottling
Group and J & H Vendor from further consideration. In addition, the Committee decided
to have Brother's Vending, Inc. and Gilly Vending, Inc. present an overview of their
proposals, as well as respond to a list of points to address from the Committee
The Committee reconvened on July 11, 2005 to listen to presentations from the two
proposers. After each presentation, the Committee engaged in a question and answer
session with the presenters.
Upon completion of the presentations, the Committee deliberated and discussed each of
the proposals and the corresponding firm's presentation.
Commission Memo
RFP 09-04/05- For the Operation of Vending Machine Concessions at
Various Locations on City of Miami Seach Property
July 27, 2005
Page 3 of5
The Committee was instructed to rank and score each proposal pursuant to the
evaluation criteria established in the RFP, which was as follows (total possible 100
points ):
Evaluation Criteria/Factors
Weight
· Experience, Financial Qualifications and Professional Reputation 25%
. Operational Concept for Concessions 10%
· Commitment of Equipment and/or Capital Expenditures 10%
. Quality and Variety of Proposed Products 15%
. Pricing to the Public 20%
. Fees to be Paid to the City 20%
After discussing the pros and cons of each proposal, the Committee then scored and
ranked all the firms as follows:
PEPSI PEPSI
BROTHER'S BROTHER'S GILLY GILLY J&H J&H BOTTLING BOTTLING
COMMITTEE VENDING VENDING VENDING VENDING VENDOR VENDOR GROUP GROUP
MEMBER SCORE RANKING SCORE RANKING SCORE RANKING SCORE RANKING
FRANK
KRUSZEWSKI 96 1ST 75 2ND 59 3RD 55 4TH
BRUCE
LAMBERTO 100 1ST 85 2ND 70 4TH 80 3RD
IJAY MOORE 98 1ST 80 2ND 52 4TH 66 3RD
ELLEN
PETERSON 92 1ST 70 2ND 60 3RD I 56 4TH
ELLEN
IvARGAS 95 1ST 75 2ND 65 3RD 62 4TH
All five Committee Members ranked Brother's Vending, Inc. as number one and Gilly
Vending, Inc. as number two.
The Committee recommended Brother's Vending based on the following:
1. The quality and variety of products offered;
2. Pricing to the public, especially low rates for the Youth Center;
3. Fees to be paid to the City;
4. Marketing value offered to the City;
5. Methodology and approach to service requests;
6. Cash accountability, inventory control, food tracking and forecasting; and
7. Proven performance.
Commission Memo
RFP 09-04/05- For the Operation of Vending Machine Concessions at
Various Locations on City of Miami Beach Property
July 27, 2005
Page 4 of5
Following are the revenue options, as submitted by Brother's Vending, Inc., to be
negotiated by the Administration:
Minimum guarantee $38,400.00 $33,600.00 $28,800.00 $26,400.00
($3200x12 months) (S2800x12 months) (S2400x12 months) ($2200x12 months)
OR
The greater of assigned 20% 25% 30% 35%
flat commission rate
Signing Bonus (Year 1) $3,000.00 $3,000.00 $3,000.00 $3,000.00
Non-Cash Remuneration $68,000.00 $68,000.00 $68,000.00 $68,000.00
(Marketing SUpport)
Total Cash & Marketing $109,400.00 $104,600.00 $99,800.00 $97,400.00
Each option Is for one year and good for yean; 1 & 2.
All commission rales based on vend IBtes and commission rates on attached schedule, see Section V
titled Commissions / Price Proposal.
Non RemunelBtIon / Marll.etlng SUpport figures, see attachment In Section III Titled Non Remuneration.
The agreement shall commence upon completion of successful negotiations by the
Administration and execution of agreement by the Mayor and City Clerk, and will remain
in effect for a period of two years, with the option at the City's sole discretion, to renew
the agreement for a period of three (3) one-year renewals. However, pursuant to the
RFP and subsequent addendums issued, all bidders were informed of the following:
"The City has published an RFP for the Development and Implementation of a Citywide
Corporate Marketing and Sponsorship Program. The City cannot provide the successful
vending machine proposer with a promise of first right of refusal, or any other option to
work with any successful proposer on the sponsorship program, as requested at the pre-
proposal conference. This vending machine RFP is to be considered exclusively on its
own.
"The City's Termination for Convenience clause noted on page 22 of the RFP and on
section 4.5.2 of the Professional Services Agreement Sample cannot be changed for this
project. The terms noted in the RFP and the Professional Services Agreement Sample
are to remain as they are in the RFP documents: "The City may, for its convenience,
terminate the services remaining to be performed at any time without cause by giving
written notice to successful proposer of such termination, which shall become effective
thirty (30) days following receipt by proposer of such notice."
Commission Memo
RFP 09-04/05- For the Operation of Vending Machine Concessions at
Various Locations on City of Miami Seach Property
July 27, 2005
Page 5 of5
CONCLUSION
The Administration recommends that the Mayor and City Commission approve the
attached resolution, which recommends the acceptance of the ranking of the firms and
authorizes the Administration to enter into negotiations with the top-ranked firm of
Brother's Vending, Inc.; and should the Administration not be able to negotiate with the
top-ranked firm, authorizing the Administration to negotiate with the second-ranked firm
of Gilly Vending, Inc.; and further authorizing the Mayor and City Clerk to execute an
agreement upon the completion of successful negotiations by the Administration.
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