HomeMy WebLinkAbout2006-26213 Reso
RESOLUTION NO.
2006-26213
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 RANKING OF CONTRACTORS PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 09-05/06, FOR GROUNDS MAINTENANCE
SERVICES FOR PARKS AND RECREATION; AUTHORIZING THE ADMINISTRATION TO
ENTER INTO NEGOTIATIONS WITH THE TWO (2) TOP-RANKED PROPOSERS,
EVERGLADES ENVIRONMENTAL CARE, INC., AND COUNTRY BILL'S LAWN
MAINTENANCE, INC.; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK
TO EXECUTE AN AGREEMENT OR AGREEMENTS UPON CONCLUSION OF
SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, Request for Proposals (RFP) No. 09-05/06 for Grounds Maintenance Services
was issued on December 7,2005, with an opening date of February 17, 2006; and
WHEREAS, the RFP contemplates the provision of grounds maintenance services for the
City's parks and recreation facilities including, but not limited to, litter retrieval and waste disposal;
mowing; edging; landscape maintenance; herbicide linsecticide application; turf management; athletic
field turf management; and irrigation system operation maintenance 1 repair and replacement of
plants, as required; and
WHEREAS, a pre-proposal conference to provide information to contractors submitting a
response was held on January 12, 2006; and
WHEREAS, BidNet issued bid notices to thirty seven (37) prospective proposers and fifty (50)
proposers were notified via mail, e-mail, and fax circulation, which resulted in the receipt of eight (8)
proposals; and
WHEREAS, three (3) proposals received were deemed non-responsive due to their failure to
provide cost information (Tropics North and Aaron Agriculture), and failure to meet the RFP deadline
for submission (Vila & Sons); and
WHEREAS, the City Manager via Letter to Commission (LTC) No. 100-2006, appointed an
Evaluation Committee ("the Committee") consisting of the Following individuals:
. Ricardo Guzman, Senior Planner, Planning Department
. Lynn Bernstein, Community Resources, Neighborhood Services Department
. Jordanna Rubin, Environmental Manager, Public Works Department
. John Oldenburg, Assistant Director, Parks and Recreation Department
. Graig Trentecosta, Miami Beach Resident, Neighborhood Leadership Academy Graduate
. Lucero Levy, Miami Beach Resident, Neighborhood Leadership Academy Graduate
. Jo Asmundsson, Miami Beach Resident, Neighborhood Leadership Academy Graduate; and
WHEREAS, on May 4, 2006, the Committee convened (members Ricardo Guzman and Graig
Trentecosta were unable to attend); and
WHEREAS, the Committee was provided information on the scope of the project, past
performance evaluation surveys, risk assessment plans, and evaluation criteria; and
WHEREAS, the Committee was also provided presentations by all responsive proposers
except for Tip Top Enterprises, which decided not to participate in the presentation process; and
WHEREAS, following presentations, the Committee discussed the evaluation criteria and the
Committee's overall votes resulted in the following ranking: (1) Everglades Environmental Care,
Inc; (2) Country Bills Lawn Maintenance, Inc; (3) Superior Landscaping & Lawn Services; (4) Elan
Lawn and Landscaping Service; (5) Tip Top Enterprises; and
WHEREAS, the City Manager has exercised his due diligence and recommends that the City
Commission authorize negotiations with the two (2) topped ranked proposers, Everglades
Environmental Care, Inc and Country Bill's Lawn Maintenance, Inc.
NOW, THEREFORE, BE IT 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 Manger pertaining to the ranking of proposals pursuant to Request for
Proposals (RFP) No. 09-05/06, for Grounds Maintenance Services for Parks and Recreation; and
authorize the Administration to enter into negotiations with the two (2) top-ranked proposers,
Everglades Environmental Care, Inc. and Country Bill's Lawn Maintenance Inc.; and further authorize
the Mayor and City Clerk to execute an agreement or agreements upon conclusion of successful
negotiations by the Administration.
(~/vd P Oft ~
2006.
PASSED AND ADOPTED THIS 7th
ATTEST:
CITY CLERK Robert Parcher MA OR David Dermer
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APPROVED AS TO
FORM & LANGUAGE
& FO EXECUTION
COMMISSION ITEM SUMMARY
Condensed Title:
Accept the City Manager's Recommendation Pertaining to the Ranking of Contractors Pursuant Request
For Proposals No.09-05/06, Grounds Maintenance Services; Authorizing to Enter Into Simultaneous
Negotiations with the two (2) ranked contractors; and Authorizing the Mayor and City Clerk to Execute an
A reement or A reements U on Conclusion of Successful Ne otiations.
Ke Intended Outcome Su orted:
To Improve and Maintain The Cleanliness of Miami Beach Rights of Way.
Issue:
Shall the City Commission approve the City Manager's recommendation to accept the ranking of
contractors, authorize simultaneous ne otiations and authorize execution of an a reement?
Item Summary/Recommendation:
On December 7, 2005, the Mayor and City Commission approved the issuance of Request for Proposals
(RFP) No. 09-05/06 for Grounds Maintenance Services to seek selection of a contractor who possesses
strong professional qualification in landscaping services to comply with the City Key Intended Outcome to
maintain and enhance Miami Beach rights of ways.
RFP No. 09-05/06 was issued on December 22, 2006 with an opening date of February 17, 2006. A pre-
proposal conference to provide information to contractors was held on January 12, 2006. Bid Net issued bid
notices to thirty seven (37) prospective proposers and fifty (50) proposers were notified thru mail, e-mail,
and fax circulation, which resulted in the final evaluation of the following five (5) contractors: (1) Elan Lawn
and Landscaping Services; (2) Superior Landscaping & Lawn Services; (3) Everglades Environmental
Care, Inc.; (4) Tip Top Enterprises; and (5) Country Bill's Lawn Maintenance, Inc.
The City Manager via Letter to Commission (LTC) NO.1 00-2006, appointed an Evaluation Committee ("the
Committee") that convened on May 4th, 2006. After the evaluation of proposals and presentations from
Contractors, the Committee's overall votes resulted in the following scoring: (1) Everglades Environmental
Care, Inc. (2) Country Bill's Lawn Maintenance, Inc.(3) Superior Landscaping & Lawn Services
The City Manager exercised his due diligence and based on the results being extremely close,
recommends that the City Commission authorize simultaneous negotiations with both Everglades
Environmental Care, Inc and Country Bill's Lawn Maintenance, Inc.
ADOPT THE RESOLUTION
Advisory Board Recommendation:
IN/A
Financial Information:
Source of Amount Account Approved
Funds: 1 $ 500.000.00 Parks and Recreation
Account 011-0940-000312
D 2
3
4
OBPI Total
Financial Impact Summary:
islative Trackin
JMG
GL
rtment Director
KS
Manager
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MIAMI BEACH
AGENDA ITEM
DATE
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MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
FROM:
Mayor David Dermer and Members of the City Commission
Jorge M. Gonzalez, City Manager ) v- ~
June 7, 2006 0
TO:
DATE:
SUBJECT:
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 RANKING OF CONTRACTORS
PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 09-05/06, FOR
GROUNDS MAINTENANCE SERVICES FOR PARKS AND RECREATION;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO SIMULTANEOUS
NEGOTIATIONS WITH EVERGLADES ENVIRONMENTAL CARE, INC. AND
COUNTRY BILL'S LAWN MAINTENANCE, INC.; AND FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT OR AGREEMENTS UPON CONCLUSION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
ANALYSIS
On December 7, 2005, the Mayor and City Commission approved the issuance of Request
for Proposals (RFP) No. 09-05/06 for Grounds Maintenance Services. The RFP process
seeks to select qualified landscape contractors that would provide complete landscape
maintenance services for the Parks and Recreation Department. The issuance of this RFP
and the selection of a contractor who possesses strong professional qualification in
landscaping services were projected to comply with the City Key Intended Outcome to
maintain and enhance Miami Beach public areas and rights of way especially in business
districts.
The work consist of furnishing all labor, machinery, tools, means of transportation, supplies,
equipment, materials, services and incidentals necessary to provide complete landscape
maintenance services as specified herein. The work shall include but not limited to, litter
retrieval and waste disposal, mowing, edging, landscape maintenance, herbicide
linsecticide application, turf management, athletic field turf management, irrigation system
operation maintenance 1 repair and replacement of plants as required. Proposed cost shall
include all labor, equipment and materials needed to perform those duties set forth in the
scope of work, and traffic control.
RFP No. 09-05/06 was issued on December 22, 2006 with an opening date of February 17,
2006. A pre-proposal conference to provide information to contractors submitting a
response was held on January 12, 2006. Bid Net issued bid notices to thirty seven (37)
prospective proposers and fifty (50) proposers were notified thru mail, e-mail, and fax
Commission Memorandum - RFP-29-05/06
June 7, 2006
Page 2 of 4
circulation, which resulted in the receipt of eight (8) proposals. However, three (3) of the
eight (8) proposals received were not presented to the Evaluation Committee for different
reasons. The proposal submitted by Vila & Son was delivered thirty four (34) minutes late
on the opening date which resulted in the rejection of acceptance by the Procurement
Division. The proposals submitted by Tropics North and Aaron Agriculture were received on
time, however both proposals failed to submit cost information and were deemed non-
responsive precluding them from further evaluation. The proposals presented to the
Evaluation Committee for evaluation were the following five (5):
1. ELAN LAWN AND LANDSCAPING SERVICES
2. SUPERIOR LANDSCAPING & LAWN SERVICES
3. EVERGLADES ENVIRONMENTAL CARE, INC.
4. TIP TOP ENTERPRISES
5. COUNTRY BILLS LAWN MAINTENANCE, INC
The City Manager via Letter to Commission (LTC) NO.1 00-2006, appointed an Evaluation
Committee ("the Committee") consisting of the Following individuals:
. Ricardo Guzman, Senior Planner, Planning Department
. Lynn Bernstein, Community Resources, Neighborhood Services Department
. Jordanna Rubin, Environmental Manager, Public Works Department
. John Oldenburg, Assistant Director, Parks and Recreation Department
. Graig Trentecosta, Miami Beach Resident, Neighborhood Leadership Academy
Graduate
. Lucero Levy, Miami Beach Resident, Neighborhood Leadership Academy Graduate
. Jo Asmundsson, Miami Beach Resident, Neighborhood Leadership Academy
Graduate
On May 4th, 2006, the Committee convened. The Committee member Ricardo Guzman and
Graig Trentecosta were unable to attend. The Committee was provided information on the
scope of the project by John Oldenburg, Assistant Director of the Parks and Recreation
Department. The Committee unanimously nominated Jordanna Rubin as Chair of the
Committee. The Committee was also provided presentation by almost all companies who
provided a response to this RFP. Tip Top Enterprises decided not to participate on the
presentation process. In addition, the Committee members were provided by the
Procurement Division with references for all the firms being evaluated. Following is the
Evaluation Criteria which was used to evaluate and rank the contractors:
A. The experience and qualifications of the Contractor (20 points)
B. The experience and qualifications of the key Personnel (20 points)
C. The experience and qualifications of the Team (10 points)
D. Cost (20 points)
E. Methodology and Approach (5 points)
F. Risk Assessment Plan for ensuring quality of work (10 points)
G. Past Performance based on number and quality of the Performance Evaluation
Surveys ( 15 points)
Commission Memorandum - RFP-29-05l06
June 7, 2006
Page 30f4
After evaluation and proposals and presentations from Contractors, the Committee
discussed the evaluation criteria and the Committee's overall votes resulted in the following
scoring:
Jordanna John Jo
Rubin Olden bur Asmundsson TOTALS
ELAN LAWN
LANDSCAPING 37 4 64 4 50 4 240
SUPERIOR
LANDSCAPING 94 1 78 3 451
EVERGLADES
ENVIRONMENTAL 94 1 97 3 459
TIP TOP ON
ENTERPRISES WITHDRAWAL NOTICE RECEIVED 05/04107
COUNTRY BILL'S
LAWN 91 3 463
ELAN LANDSCAPING
SUPERIOR
LANDSCAPING 1
EVERGLADES
ENVIRONMENTAL 3
TIP TOP
ENTERPRISES WITHDRAWAL
COUNTRY BILL'S
LAWN 2
5
2
2
2
NOTICE
2
ON
RECEIVED 05/04107
1
FINAL RANKING ORDER
1. EVERGLADES ENVIRONMENTAL CARE, INC
2. COUNTRY BILLS LAWN MAINTENANCE, INC
3. SUPERIOR LANDSCAPING & LAWN SERVICES
4. ELAN LAWN AND LANDSCAPING SERVICES
5. TIP TOP ENTERPRISES
Everglades Environmental Care, Inc received with more than 50% (3 out of 5) of the
Committee Members' first-place ranking and was deemed the top-ranked contractor.
Subsequent contractors will be ranked based on the total low aggregate ranked score.
Commission Memorandum - RFP-29-05/06
June 7, 2006
Page 4 of4
CITY MANAGER'S REVIEW
The City Manager exercised his due diligence and based on the results being extremely
close as reflected below, recommends that the City Commission authorize simultaneous
negotiations with both Everglades Environmental Care, Inc and Country Bill's Lawn
Maintenance, Inc, which is a similar process to the City's WiFi RFP. Additionally, the
Administration will reserve the option to pursue a multiple award whereby both contractors
could provide the needed services in different areas of the City.
EVERGLADES
ENVIRONMENTAL
COUNTRY BILL'S
LAWN
3
2
2
2
1
459
463
CONCLUSION
A Resolution of the Mayor and City Commission of the City of Miami Beach, Florida
accepting the recommendation of the City Manager pertaining the ranking of contractors
pursuant to Request for Proposals (RFP) No. 09-05/06, for Grounds Maintenance Services
for Parks and Recreation; Authorizing the Administration to enter into simultaneous
negotiations with Everglades Environmental Care, and Country Bill's Lawn Maintenance,
Inc.; and further Authorizing the Mayor and City Clerk to execute an agreement or
agreements upon conclusion of successful negotiation by the Administration.
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