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RESOLUTION NO. 2006-26296
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 PROPOSERS PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 21-
05/06, FOR COMPLETE TURF MOWING SERVICES AT ALL NON-CONTRACTED SITES
CITYWIDE; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH
THE TOP-RANKED CONTRACTOR OF COUNTRY BILL'S LAWN MAINTENANCE, INC.; AND
SHOULD NEGOTIATIONS BE UNSUCCESSFUL, AUTHORIZING NEGOTIATIONS WITH THE
SECOND-RANKED CONTRACTOR OF SUPERIOR LANDSCAPING & LAWN SERVICE, INC.,
AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A CONTRACT
UPON COMPLETION OF SUCCESSFUL NEGOTIATIONS.
WHEREAS, Request for Proposals (RFP) No. 21-05/06 for Complete Turf Mowing Services
at all Non-Contracted Sites Citywide was issued on April 21, 2006, with an opening date of June 9,
2006; and
WHEREAS, the RFP was issued to obtain services of one or two firms under the "Best
Value" procurement process, with the experience and qualifications; the ability; capability, and
capacity; and proven past successful performance in providing high quality turf mowing services;
and
WHEREAS, The scope of the work is to maintain four (4) designated service levels/areas
within North Beach and four (4) designated service levels/areas within South Beach, in a healthy,
growing, safe, clean and attractive condition throughout the year; and
WHEREAS, a pre-proposal conference to provide information to proposers submitting a
response was held on May 17, 2006; and
WHEREAS, Bid Net issued bid notices to 25 prospective proposers, and the Procurement
Division notified an additional ten (10) firms resulting in three (3) proposers requesting the RFP
document, which resulted in the receipt of the following three (3) proposals from:
. Country Bill's Lawn Maintenance, Inc. ("Country Bill's");
. Elan Lawn and Landscaping Services ("Elan");
. Superior Landscaping & Lawn Services, Inc. ("Superior"); and
WHEREAS, the City Manager, via Letter to Commission (LTC) No. 169-2006, appointed an
Evaluation Committee ("the Committee"), consisting of the following individuals:
· Ricardo Guzman, Senior Planner, Planning Department, City of Miami Beach (Chair);
. John Oldenburg, Assistant Director, Parks and Recreation, City of Miami Beach;
· Chuck Adams, Assistant Director, Parking Department, City of Miami Beach;
· Rhonda Gracie, Land Project Coordinator, Parks and Recreation, City of Miami Beach;
. Sydney Goldin, Resident, Neighborhood Leadership Academy;
· Gordon Miller, Resident, Neighborhood Leadership Academy;
· Mario Porcelli, Resident, Neighborhood Leadership Academy; and
WHEREAS, on July 19, 2006, the Committee convened and was provided information on
the scope of services, listened to presentations, and conducted a question and answer session
with the three (3) responsive contractors; and
WHEREAS, the Committee deliberated and voted unanimously to recommend Country
Bill's Lawn Maintenance, Inc. as the top-ranked contractor and Superior Landscaping & Lawn
Services, Inc. as the second-ranked contractor; and
WHEREAS, the City Manager has reviewed the Evaluation Committee's recommendation,
and recommends that the Mayor and City Commission accept the Committee's recommendation,
relative to the ranking of contractors, pursuant to RFP No. 21-05/06.
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 Manager pertaining to the ranking of proposers pursuant to Request
for Proposals (RFP) No. 21-05/06, for Complete Turf Mowing Services at all Non-Contracted Sites
Citywide; authorizing the Administration to enter into negotiations with the top-ranked contractor of
Country Bill's Lawn Maintenance, Inc.; and should negotiations be unsuccessful, authorizing
negotiations with the second-ranked contractor of Superior Landscaping & Lawn Services, Inc.;
and further authorizing the Mayor and City Clerk to execute a contract upon completion of
successful negotiations.
PASSED AND ADOPTED THIS 6th
ATTEST:
~r ~ Ovt~
CITY CLERK
Robert Parcher
T:\AGENDA\2006\sep0606\consent\RFP-21-05-06 Turf Mowing - Reso.doc
APPAOVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
ti~D~
COMMISSION ITEM SUMMARY
Condensed Title:
Accept the City Manager's Recommendation Pertaining to the Ranking of Contractors Pursuant to
Request For Proposals No.21-05/06, for Complete Turf Mowing Services at all Non-Contracted Sites
Citywide; Authorizing the Administration to Enter Into Negotiations with the Top-ranked Contractor of
Country Bill's Lawn Maintenance, Inc. and Should Negotiations be Unsuccessful, Authorize
Negotiations with the Second-ranked Contractor; and Authorizing the Mayor and City Clerk to Execute
an Agreement Upon Conclusion of Successful Negotiations.
Ke Intended Outcome Su orted:
To Maintain and Enhance the Cleanliness Levels throughout the Community.
Issue:
Shall the City Commission approve the City Manager's recommendation to accept the ranking of
contractors, authorize ne otiations and authorize execution of a reements?
Item Summary/Recommendation:
On April 11 2006, the Mayor and City Commission authorized the issuance of Request for Proposals (RFP)
No. 21-05/06, to obtain services of one or two firms under the "Best Value" Procurement process, with the
experience and qualifications; the ability; capability, and capacity; and proven past successful performance
in providing complete turf mowing services at all non-contracted sites citywide.
RFP No. 21-05/06 was issued on April 21, 2006 with an opening date of June 9, 2006. A pre-proposal
submission meeting to provide information to prospective contractors was held on May 17 2006. BidNet
issued bid notices to twenty-five (25) prospective proposers, and the Procurement Division notified an
additional ten (10) firms resulting in three (3) proposers requesting the RFP document, which resulted in
the receipt of (3) proposals from:
. Country Bill's Lawn Maintenance, Inc. ("Country Bill's")
. Elan Lawn and Landscaping Services ("Elan")
. Superior Landscaping & Lawn Services, Inc. (:Superior")
The City Manager via Letter to Commission (LTC) No. 169-2006, appointed an Evaluation Committee ("the
Committee") that convened on July 19, 2006 to listen to presentations, from the 3 contractors, which was
followed by a Q&A session. The committee unanimously recommended Country Bill's as the top-ranked
contractor.
ACCEPT THE CITY MANAGER'S RECOMMENDATION
Advisory Board Recommendation:
I N/A
Financial Information:
Source of Amount Account Approved
Funds: 1 $473,634 011-0940-000312
5W 2
3
4
OBPI Total $473,634
Financial Impact Summary:
Ci Clerk's Office Le islative Trackin
Gus Lopez, ext. 6641
Si
ent Director
KS
City Manager
JM
T:\AGENDA\2006\sep0606\consent\RFP-21-05-06 TurfMowing - Summary.doc
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MIAMI BEACH
AGENDA ITEM
DATE
C.7P
9-6 -CJ~
lD
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 ~~ ~ M. C- .d2
September 6, 2006
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 PROPOSALS RECEIVED
PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 21-05/06, FOR
COMPLETE TURF MOWING SERVICES AT ALL NON-CONTRACTED SITES
CITYWIDE; AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH THE TOP-RANKED CONTRACTOR OF COUNTRY
BILL'S LAWN MAINTENANCE, INC. AND SHOULD NEGOTIATIONS BE
UNSUCCESFUL, AUTHORIZE NEGOTIATIONS WITH THE SECOND-RANKED
CONTRACTOR OF SUPERIOR LANDSCAPING & LAWN SERVICE, INC.; AND
FURTHER AUTHORIZE THE MAYOR AND CITY CLERK TO EXECUTE A
CONTRACT UPON COMPLETION OF SUCCESSFUL NEGOTIATIONS.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
$473,634
Funds are available from the Budget Account Number 011-0940-000312.
ANALYSIS
The City of Miami Beach requires the services from licensed and high performing
contractors with strong professional qualifications in turf mowing services. Pursuant to the
City Key Intended Outcome to Maintain and Enhance the Cleanliness Levels throughout the
Community, the City's Parks and Recreation Department is in need of a "best value"
solution.
The work consists offurnishing all labor, machinery, tools, means oftransportation, supplies,
equipment, materials, services and incidentals necessary to provide complete turf mowing
services as specified herein. The work shall include but not be limited to waste disposal,
mowing, trimming/ edging, turf management, turf fertilization, and traffic control. Proposed
cost shall include all labor, equipment and materials needed to perform those duties set forth
in the scope of work.
Commission Memorandum
RFP No. 21-05/06 - Complete Turf Mowing Services at all Non-Contracted Sites Citywide
Page 2
ANALYSIS (Cont.)
The scope of the work is to maintain four (4) designated service levels/areas within North
Beach and four (4) designated service levels/areas within South Beach, in a healthy,
growing, safe, clean and attractive condition throughout the year.
SCOPE OF WORK
Frequency of Services
Frequencies for the sites and services described herein are based upon normal
circumstances. Individual, several and/or all services to a site or sites may be added at an
agreed upon price, or deleted due to natural disaster, excessive rain, disease, drought, fire,
vandalism, accident, insufficient funds and/or any other reason at the sole discretion of the
City. (See North and South Locations listed below)
24 Full Service Visits Annual Schedule - Schedule 24 service visits annually according to
the following: Schedule service for the third week in March; the second week of April; the
.second and fourth weeks of May (these biweekly visits should occur no closer than ten (10)
and no further than seventeen (17) calendar days apart); weekly for the months of June,
July, Augus~and September (these weekly visits should occur no closer than six (6) and no
further than ten (10) calendar days apart); the third week of October; the fourth week of
November and December.
30 Full Service Visits Annual Schedule - Schedule 30 service visits annually according to
the following: Schedule service for the second week of January and February, the third
week of March; the second and fourth weeks of April and May (these biweekly visits should
occur no closer than ten (10) and no further than seventeen (17) calendar days apart);
weekly during the months of June, JUly)August and September (these weekly visits should
occur no closer than six (6) and no further than ten (10) calendar days apart); biweekly for
the months of October and November and one visit the third week of December.
34 Full Service Visits Annual Schedule - Schedule 34 service visits annually according to
the following: Schedule service for the second week of January and February, the second
and fourth weeks of March; (these biweekly visits should occur no closer than ten (10) and
no further than seventeen (17) calendar days apart); the first, third and fifth weeks of April,
the first, second, third and fourth weeks of May and weekly during the months of June, Jul~
August and September (these weekly visits should occur no closer than six (6) and no
further than ten (10) calendar days apart); biweekly for the months of October and
November and one visit the third week of December.
37 Full Service Visits Annual Schedule - Schedule 37 service visits annually according to
the following: Schedule service for the third week of January and February; The first and
third weeks of March (these biweekly visits should occur no closer than ten (10) and no
further than seventeen (17) calendar days apart); The second, third and fourth weeks of
April; Weekly during the months of Ma~June, July, August, September and October (these
weekly visits should occur no closer than six (6) and no further than ten (10) calendar days
apart); The first and third weeks of November and the second and fourth week of
December.
Commission Memorandum
RFP No. 21-05/06 - Complete Turf Mowing Services at all Non-Contracted Sites Citywide
Page 3
ANALYSIS (Cont.)
NORTH MOWING
LEVEL 1 Thirty-seven (37) Services Annually
1. North Shore Park and Youth Center - 501 72nd St.
2. Polo Park - 4301 N. Michigan
LEVEL 2 Thirty-four (34) Services AnnuallY
1. Muss Park - 4400 Chase Ave.
2. Muss Park Median - 43rd and Meridian Ave.
3. 4200 St. Swale - Both sides of St. Prairie Ave. to Pinetree Dr.
4. Brittney Bay Park - W. Indian Creek Drive between 63rd and 65th St. s
5. Fisher Park - 50th St. and Alton Rd.
6. La Gorce Park - 6421 Alton Rd.
7. Normandy Shores Park - 2401 Biarritz Dr.
8. Normandy Shores Tennis -Intersection of Bay Dr. and N. Shore Dr.
9. Pinetree Park - 45th St. and Pinetree Dr.
10. Police Substation - 69th St. and Indian Creek
11. 71 st St. Welcome Sign - At western city limits on 71 st St. & Normandy
LEVEL 3 Thirty (30) Services Annually
1. Crespi Park - 7801 Crespi Blvd.
2. Fairway Park - 200 Fairway Dr.
3. Poinciana Park - North of 63rd between N. Bay Dr. and La Gorce Dr.
4. Stillwater Park - 8440 Hawthorn Ave.
5. N. Bay Rd. and 63rd St. -landscape chop
6. 44th St. and Nautilus Dr. - landscape chop
7. Tatum Park - 8050 Byron Ave.
8. 81st St. Park - 81st St. and Crespi Blvd.
9. 41st St. - From 44th St. to Collins Ave.
10. 46th St. and Collins Ave. - Boathouse area
11. Fire Station - 53rd. St and Collins Ave.
12. 53rd St. and Collins Ave - Beach (coral rock) wall area.
13. 53rd St. and Collins Ave - Boathouse area. From the pumping station to 5330
blk.
14. Carriage House - 5330 Collins Ave.
15. 67th St. Triangle - Swale at Indian Creek/Abbott
16. Abbott Ave and Indian Creek Triangle - Side swale
17. Pinetree Dr. - 46th St. to the bridge to 49th St. bus stop
18. 51st Terr. And Lakeview/Cherokee Dr. - By Golf Course
19. 51st St. and Lakeview - Comer on left going west.
20. 51st St. and Alton - Center triangle and right corner going west
Commission Memorandum
RFP No. 21-05/06 - Complete Turf Mowing Services at all Non-Contracted Sites Citywide
Page 4
ANALYSIS (Cont.)
Level 3 Cont.
21. 6001 & Pinetree - dead end by the water.
22. 63rd St. Pine Tree Circle - on corner
23. 81st St. & Hawthorn - old dump at 81st St. and Crespi
24.1410 Daytonia Rd. - Biscayne Point Swale
25.1400 Cleveland Rd. - Biscayne Point Swale
26.1145 Noremac Ave. - Biscayne Point dead end
27. Biscayne Point Entrance and Bridge Approach - 77'h and Biscayne Lane
28. 71 st St. and Biarritz - Triangle and Swale area
29. 6900 Bay Dr. and Brest Esplanade - Bay Dr. and Brest Esplanade
30. Bay Dr. and Versailles - King Cole Hotel
31. 1101 Biarritz Dr. and Rue Versailles - Cui de sacs
32. 620 Trouville Esplanade and Normandy Dr. - Center parkways
33. 1690 Trouville Esplanade and Bay Dr. - St. end north and south
34. 6830 Rue Grandville and Biarritz Dr. - Cui de sacs
35. 1919 Rue Grandville and Bay Dr. - St. end and seawall
36. 1905 Rue Grandville at Calis Dr. - two small chops
37. North Shore Open Space Park - Collins Ave from 79th to 86th.
38. North Shore Open Space Park Out Parcels
39. Bay Drive and Rue Grandville - across the St. from 1919
40. Bay Dr. and Rue Grandville - strip from Bay Dr. to the bay.
41. Rue Granville and Biarritz Dr. - side planting
LEVEL 4 Twenty-four (24) Services Annuallv
1. S.E Corner of 76th St. and Collins Ave. - small swale between curb and sidewalk
on south side of 76th St. east of Collins.
2. 7150 Indian Creek - St. end seawall
3. 62nd St. Pumping Station - 6200 and 6145 La Gorce
4. 85th St. Bridge Approach
5. 75th St. and Dickens - Water Treatment, fenced area, on west side
6. 73rd and Dickens - Bridge approach
7. 72nd and Dickens - Parking Lot, west side where guardrail is located
8. 72nd and Dickens - Seawall
9. 73rd St. Medians - Dickens and Harding
10.2135 Biarritz Dr. and Calais - Bridge approach both sides
11.2316 W. Bay Dr. - St. end, Biarritz area
12. Normandy Pumping Station - 601 Hagan St. and Southshore Dr.
13. South Shore Dr. and Biarritz - St. end
14. 71st St. Bridge and Bridge embankment
15. 1630 Bayside Lane - St. ends and canal bank
16. 80th St. ends - Tatum Water Way Dr.
17. Butterfly Park - Corner of Wayne and Michaels
18. Tatum Water Way Dr, Triangle - 79th St.
Commission Memorandum
RFP No. 21-05/06 - Complete Turf Mowing Services at all Non-Contracted Sites Citywide
Page 5
ANALYSIS (Cont.)
Level 4 Cont.
19. Tatum Water Way Dr. and 77th St. - Bridge approach
20. North Beach Elementary Alleyway - 41 st St. and Prairie Dr.
21.880 Jones St. and South Shore Dr. - Dead end
22. 7136 Bonita Dr. - St. end seawall
23. 71st St. Pumping Station 71st St. and Bay Dr.
24. 7227 Fairway Dr. - Bridge Approach 3 sides
25. 350 Ray St. and Southshore Dr. - St. end seawall
26. 193 Fairway and Northshore Dr. - St. end seawall
SOUTH MOWING
LEVEL 1 Thirty-seven (37) Services Annually
1. City Hall - 1700 Convention Center Drive.
2. Police Station -1100 Washington Ave.
3. Lummus Park - Ocean Drive from 5th St. to 15th St.
4. 3rd St. Park - Ocean Drive
5. 20th St. Fountain - 20th St. and Alton Road
6. South Beach Police Substation - SW Corner of Collins and 2nd St.
LEVEL 2 Thirty-four (34) Services Annually
1. Alton Road Medians - Michigan Ave. to 62nd St.
2. Alton Rd. and 29th St. - Side chops, north and south
3. Alton Rd. and 43rd St. - Side chops, north and south
4. Alton Rd. and 47th St. - small chop
5. Alton Rd. and 50th St. - small swale area
6. Alton Rd. and 51st St. - Bridge approach, north and south
7. Alton Rd and 62nd St. - Side chop
8. 21 st St. Recreation Center - 2100 Washington Ave.
9. Scott Rakow Youth Center - 2700 Sheridan Ave.
10. Palm Island Park - Palm Island
11. Maurice Gibb Park (FKA Island View) - Purdy Ave and Dade Blvd.
12. 3 mec;lians on Purdy Ave - In front of and North of Maurice Gibb Park
13. Sunset Islands 1 & 2 Entrance - 29th St. and N. Bay Road
14. Sunset Islands 3 & 4 - Sunset Drive and N. Bay Rd.
15. Bass Museum and Collins Park - 21 st St. and Collins Ave.
16. 23RD St. Library
17. 6th St. Community Center - 6th St. between Meridian and Jefferson
LEVEL 3 Thirty (30) Services Annually
1. 1st St. Swales and Medians - Washington Ave to Jefferson Ave.
2. 1 ih St. and West Ave. - Bridge approach
3. South Pointe Park and Median - Biscayne St. and Washington Ave.
4. St. end - 300' strip of grass south of Penrods.
Commission Memorandum
RFP No. 21-05/06 - Complete Turf Mowing Services at all Non-Contracted Sites Citywide
Page 6
ANALYSIS (Cont.)
Level 3 Cont.
5. Flamingo Park - 11 th to 15th St. s between Michigan and Meridian Ave. All grass
areas except sports fields.
6. Michigan Ave West of Flamingo - 12 small chops
7. 14th St. Park - Westem St. end of 14th St.
8. B~ Road 14th to 16th St. - East and West Swales
9. 23 and North Bay Road - Greensoace
10. Pinetree Drive Median - 23rd to 2ih St.
11. Hebrew Academy - Swale area 24th and Pinetree Dr.
12. Prairie Ave. and 28th St. - Circular median
13. Parkview Park - Jefferson and 19th St.
14. Dade Blvd. - North side from Prairie to Pinetree/23rd St.
15. Dade Blvd. Canal Bank - North side from the Bay just east of Purdy Ave. to 23rd
and Pinetree Drive; South side; from 2129 Washington Court to 22nd St. and
Washington Ct.
16. Belle Island Park -Island Avenue and Venetian Way
17. Four (4) Medians - Rivo Alto and Venetian Way
18. 2850 Flamingo Drive - Bridge approach both sides
19. 3rd St. Library and Washington Park - 3rd St. and Washington Ave.
20. Fire Station - 11 th St. and Meridian
21. Fountain Area - 41 st St. and Pinetree Drive
22. Bus Bench Area - 40th St. and Indian Creek
23. 40th St. and Flamingo Dr. - Chop
24. Flamingo Dr. St. -Ends - 2ih - 39th St.
25. 35th St. and Flamingo - Landscape chop
26. 33rd St. and Flamingo - Landscape chop
27. Flamingo Dr. and Pinetree Drive. - Landscape chop
28. 28th St. and Prairie Ave. - Landscape chop
29. 24th St. and Lake Pancoast Dr. - Bridge approach
30. 23rd St. and Flamingo Dr. - Bridge approach
31. Fire Station - 23rd St. and Dade Blvd.
32. 29th St. and Bathroom area
LEVEL 4 Twenty-four (24) Services Annuallv
1. Pumping Station - Alton Road and 41 st St.
All work is to be completed in a continuous manner. That is all mowing, edging, weed
control, trimming etc. shall be completed before leaving the job site.
Standard and frequencies may be modified from time to time by the City of Miami Beach
Assistant Director of Parks and Recreation as necessary to assure proper maintenance to
achieve the Quality Objective.
All work shall be done in a thorough and workmanlike manner under competent Contractor
supervision to the satisfaction of the City of Miami Beach Assistant Director of Parks and
Recreation.
Commission Memorandum
RFP No. 21-05/06 - Complete Turf Mowing Services at all Non-Contracted Sites Citywide
Page 7
ANALYSIS (Cont.l
Inspections
The Contractor's Representative shall perform maintenance inspections daily during daylight
hours of all sites assigned for the day. Inspections by City of Miami Beach Greenspace
Management Personnel shall provide continuing inspection of the sites to ensure adequacy
of maintenance and that methods of performing the work are in compliance with these
specifications. Discrepancies and deficiencies in the work shall be brought to the attention
of the Contractor's Representatives in writing, directly by the City of Miami Beach Project
Manager, and shall be corrected by the Contractor immediately.
The City of Miami Beach Project Manager and the Contractors Representatives shall meet
on the sites once a month, or more frequently, at the discretion of the Project Manager, for a
walk-through inspection. The meeting shall be at the convenience of the City of Miami
Beach. All on-going maintenance functions shall be completed prior to this meeting.
Deficiency/Cure Notices and CorrectivelTermination Process
If the Project Manager determines that there are deficiencies by the Contractor in the
performance of the contract, the Project Manager will notify the Contractor and the
Procurement Director will issue a Cure Notice to the Contractor to correct the efficiencies
within seven (7) calendar days of notification.
If both parties agree that actual damages would require more than seven (7) days to repair,
a time frame, in writing, will be determined by the City of Miami Beach Procurement Director
for that deficiency. The parties agree that the Contractor shall be liable to the City of Miami
Beach for liquidated damages (not a penalty) in the amount of two hundred dollars ($200.00)
per day, for each day exceeding the above noted time frame per deficiency that the
Contractor fails to correct deficiencies of the Notice.
City of Miami Beach Riaht to Correct Deficiencies
Additionally, and notwithstanding the above provision, the City has the right to move on site
with City forces or private Contractors to correct deficiencies seven (7) calendar days after
notification in writing, by the City of Miami Beach Parks and Recreation Department Director,
or his designee.
If, in the sole discretion or judgment of the Project Manager, the Contractor and/or his
employee(s) are not properly performing the services required under the Contract, then the
Contractor and/or all employees may be temporarily replaced by City personnel and payment
to be made by the City may be suspended while the matter is being investigated. Total costs
incurred by completion of the work by the City will be deducted and forfeited from the
payments to the Contractor from the City.
This shall not be construed as a penalty, but as an adjustment of payment to Contractor for
only the work actually performed, and accepted by the City, and the recovering of City costs
from the failure of the Contractor to complete or comply with the provision of the Contract.
Commission Memorandum
RFP No. 21-05/06 - Complete Turf Mowing Services at all Non-Contracted Sites Citywide
Page 8
ANALYSIS (Cont.l
Quality Control - Performance Reports
The Contractor shall submit to the City Project Manager a written report of each service via
fax or email within twenty four (24) hours of the work performed, under terms of the Contract.
Written reports of the Contractor's performance for the proceeding month shall also be
submitted not later than the fifth (5th) day of each month following the month in which
services were performed. Failure to do so shall result in delay of payment until this
requirement is fulfilled.
SCHEDULING
Contractors shall accomplish normal landscape maintenance required under the Contract
during daylight hours. The City Project Manager may permit night scheduling on an
individual function or task basis.
Contractor shall schedule and conduct the work at times and in a manner which shall not
interfere with normal pedestrian traffic on adjacent sidewalks or vehicular traffic on adjacent
streets, and shall not cause annoyance to residents near the site or users of the site. During
periods of peak rush hour traffic, the Contractor will not block or impede arterial or collector
streets.
All work shall be scheduled and completed in a continuous manner, that is, other than a
holiday or non-work day in order to maintain the site in a uniform manner.
Contractor shall not work or perform any operations during inclement weather which may
destroy or damage landscaped areas.
Contractor shall recognize that during the course of the Contract, other activities and
operations may be conducted by City work forces and other Contractors. These activities
may include but not be limited to landscape refurbishment, irrigation system modification or
repair, construction and storm related operations. The Contractor may be required to modify
or curtail certain operations without decreased compensation and shall promptly comply with
any request by the Project Manager. In the event a Site or part of a Site becomes
unavailable for servicing by the Contractor, the Project Manager may temporarily delete the
Site or part of the Site and compensation to the Contractor will be decreased.
Contractor shall, during the hours and days of operation, respond to all emergencies by
taking the appropriate/required action within two (2) hours.
Contractor shall have completed all Landscape Maintenance functions prior to the
scheduled maintenance inspection.
ADDITIONAL WORK
The Project Manager may, at his discretion authorize the Contractor to perform additional
work, including, but not limited to, mowing, trimming, weeding, edging, litter pickup, repairs
and replacements when the need for such work arises out of extraordinary incidents such as
vandalism, acts of God, and third party negligence, or for any additional Basic Landscape
Maintenance needed.
Any work not provided for elsewhere in the Contract and authorized by the Project Manager
and performed by the Contractor shall be considered as additional work and shall be paid as
specified in the Bid Proposal.
Commission Memorandum
RFP No. 21-05/06 - Complete Turf Mowing Services at all Non-Contracted Sites Citywide
Page 8
ANALYSIS (Cont.l
Quality Control - Performance Reports
The Contractor shall submit to the City Project Manager a written report of each service via
fax or email within twenty four (24) hours of the work performed, under terms of the Contract.
Written reports of the Contractor's performance for the proceeding month shall also be
submitted not later than the fifth (5th) day of each month following the month in which
services were performed. Failure to do so shall result in delay of payment until this
requirement is fulfilled.
SCHEDULING
Contractors shall accomplish normal landscape maintenance required under the Contract
during daylight hours. The City Project Manager may permit night scheduling on an
individual function or task basis.
Contractor shall schedule and conduct the work at times and in a manner which shall not
interfere with normal pedestrian traffic on adjacent sidewalks or vehicular traffic on adjacent
streets, and shall not cause annoyance to residents near the site or users ofthe site. During
periods of peak rush hour traffic, the Contractor will not block or impede arterial or collector
streets.
All work shall be scheduled and completed in a continuous manner, that is, other than a
holiday or non-work day in order to maintain the site in a uniform manner.
Contractor shall not work or perform any operations during inclement weather which may
destroy or damage landscaped areas.
Contractor shall recognize that during the course of the Contract, other activities and
operations may be conducted by City work forces and other Contractors. These activities
may include but not be limited to landscape refurbishment, irrigation system modification or
repair, construction and storm related operations. The Contractor may be required to modify
or curtail certain operations without decreased compensation and shall promptly comply with
any request by the Project Manager. In the event a Site or part of a Site becomes
unavailable for servicing by the Contractor, the Project Manager may temporarily delete the
Site or part of the Site and compensation to the Contractor will be decreased.
Contractor shall, during the hours and days of operation, respond to all emergencies by
taking the appropriate/required action within two (2) hours.
Contractor shall have completed all Landscape Maintenance functions prior to the
scheduled maintenance inspection.
ADDITIONAL WORK
The Project Manager may, at his discretion authorize the Contractor to perform additional
work, including, but not limited to, mowing, trimming, weeding, edging, repairs and
replacements when the need for such work arises out of extraordinary incidents such as
vandalism, acts of God, and third party negligence, or for any additional Basic Landscape
Maintenance needed.
Any work not provided for elsewhere in the Contract and authorized by the Project Manager
and performed by the Contractor shall be considered as additional work and shall be paid as
specified in the Bid Proposal.
Commission Memorandum
RFP No. 21-05/06 - Complete Turf Mowing Services at all Non-Contracted Sites Citywide
Page 9
ANALYSIS (Cont.)
Prior to performing any additional work, the contractor shall prepare and submit a written
description of the work with a cost estimate to the Project Manager. No work shall
commence without the written authorization from the Project Manager.
Not withstanding the above authorization, when a condition exists wherein there is imminent
danger of injury to the public or damage to property, the Project Manager may verbally
authorize the work to be performed upon receiving a verbal estimate from the Contractor.
However, within 24 hours after receiving a verbal authorization, the Contractor shall submit a
written estimate to the Project Manager for the required approval.
EMERGENCY RECOVERY SERVICES
In the event of a declared emergency and the emergency is of sufficient magnitude that the
City needs to utilize disaster related services, those services are generally subject to
reimbursement by the County, State and Federal governments. FEMA as the principal
federal agency dealing with disaster recovery prefers that agreements for disaster services
be put in place prior to an emergency and where possible, the services be obtained by a
bidding process.
Consequently, the successful contractor must agree to add a provision to the City's contract
that allows for a fair and reasonable contract price for emergencies (i.e. hurricanes), if
market conditions warrant such action. This provision, as recommended by FEMA, protects
the City from over pricing in an emergency.
CONTRACT TERM
This contract will be for a period of three (3) years upon the date of execution. The City of
Miami Beach has the option to renew the contract at its sole discretion for an additional three
(3) year period on a year-to-year basis. Renewal of the contract is a City of Miami Beach
prerogative, not a right of the contractor. Such option will be exercised, if at all, only when it
is in the best interest of the City of Miami Beach.
In the event that the contract is held over beyond the term herein provided it shall only be
from a month-to-month basis only and shall not constitute an implied renewal of the contract.
Said month-to-month extension shall be upon the same terms of the contract and at the
compensation and payment provided herein, and shall not exceed six (6) months.
In the event the City of Miami Beach exercises its option to renew beyond the initial three (3)
year contract, the contract prices and any other terms the City may choose to negotiate, will
be reconsidered for adjustment prior to renewal due to increases or decreases in labor
costs; but in no event will the prices be increased or decreased by a percentage greater
than the percentage change reflected in the Consumer Price Index - All Urban Areas (CPI-
U) as published by the U.S. Department of Labor. The City of Miami Beach reserves the
right to accept the renewal adjustment or to allow the contract to terminate and re-advertise
for bids, whichever is in the best interest of the City.
Commission Memorandum
RFP No. 21-05/06 - Complete Turf Mowing Services at all Non-Contracted Sites Citywide
Page 1 0
ANALYSIS (Cont.)
MINIMUM REQUIREMENTS / QUALIFICATIONS
a) The Prime Contractor shall submit incorporation or other business entity/form
documentation with their proposal. Contractor shall have been in continuous services
and incorporated in the State of Florida for a minimum of four (4) years.
b) The Prime Contractor or its contractor's consultants must be licensed with all
required State and/or Local government licenses, and permits (irrigation, pest
control, horticultural services, etc.).
c) The Prime Contractor must have a Certified Pest Control Operator on staff or as part
of their team.
d) The Prime Contractor must provide a drug and alcohol free workplace.
On April 11 2006, the Mayor and City Commission authorized the issuance of Request for
Proposals (RFP) No. 21-05/06, to obtain services of one or two firms under the "Best Value"
Procurement process, with the experience and qualifications; the ability; capability, and
capacity; and proven past successful performance in providing complete turf mowing
services at all non-contracted sites citywide.
RFP No. 21-05/06 was issued on April 21, 2006 with an opening date of June 9, 2006. A
pre-proposal submission meeting to provide information to prospective contractors was held
on May 17, 2006. BidNet issued bid notices to twenty-five (25) prospective proposers, and
the Procurement Division notified an additional ten (10) firms resulting in three (3) proposers
requesting the RFP document, which resulted in the receipt of the following three (3)
proposals from:
. Country Bill's Lawn Maintenance, Inc. ("Country Bill's")
. Elan Lawn and Landscaping Services ("Elan")
. Superior Landscaping & Lawn Service, Inc. ("Superior")
The City Manager via Letter to Commission (LTC) No. 169-2006, appointed an Evaluation
Committee ("the Committee") consisting of the following individuals:
- Ricardo Guzman, Senior Planner, Planning Department, City of Miami Beach; (Chair)
- John Oldenburg, Assistant Director, Parks and Recreation, City of Miami Beach;
- Chuck Adams, Assistant Director, Parking Department, City of Miami Beach;
- Rhonda Gracie, Land Project Coordinator, Parks and Recreation, City of Miami Beach;
- Sydney Goldin, Resident, Neighborhood Leadership Academy
- Gordon Miller, Resident, Neighborhood Leadership Academy
- Mario Porcelli, Resident, Neighborhood Leadership Academy
On July 19, 2006 the initial Evaluation Committee ("the Committee) meeting convened. The
Committee was provided information on the scope of services by John Oldenburg, City of
Miami Beach. Mario Porcelli and Gordon Miller were unable to attend.
Commission Memorandum
RFP No. 21-05/06 - Complete Turf Mowing Services at all Non-Contracted Sites Citywide
Page 11
ANALYSIS (Cont.l
Additionally, the Committee discussed the following Evaluation Criteria, which was used to
evaluate and rank the Firms proposals:
A. Experience and qualifications of the Contractor (20 points);
B. Experience and qualifications of the Key Personnel (20 points);
C. Experience and qualifications of the Team (10 points);
D. Cost (20 points)
E. Risk Assessment Plan for ensuring quality of work (15 points);
F. Past Performance based on number and quality of the Performance
Evaluation Surveys (15 points)
The three (3) contractors that submitted proposals provided a presentation relative to their
proposal submittal, with a Question and Answer session following each presentation.
At the conclusion of the presentations and Question and Answer sessions, the Committee
deliberated and voted unanimously to recommend Country Bill's Lawn Maintenance, Inc. as
the top-ranked Contractor, and Superior Landscaping & Lawn Service, Inc. as the second-
ranked Contractor.
Committee Member Country Bill's Lawn Superior Landscaping Elan Lawn &
Maintenance, Inc. & Lawn Service, Inc. LandscapinQ Services
Ricardo Guzman 85 1 80 2 45 3
John Oldenburg 91 1 87 2 50 3
Chuck Adams 84 1 70 2 48 3
Rhonda Gracie 82 1 80 2 44 3
Sydney Goldin 92 1 90 2 35 3
Country Bill's Lawn Maintenance. Inc.
Country Bill's has been in business over 20 years is family owned and operated and has
provided landscape management services to the City of Miami Beach over 10 years. Last
year Country Bill's provided more than $1, 000,000 in landscape management services to
the City of Miami Beach with excellent results. They have a staff of more than 40 people,
with an additional 50 workers on standby should the City have a need for large projects
and/or disaster recovery.
Country Bill's currently has contracts with the City of North Miami Beach ($400,000/year),
City of North Miami ($300,OOO/year), City of Hollywood ($95,OOO/year), Swerdlow Boca
Developers ($300,OOO/year), Lauris Boulanger Developers, ($175,OOO/year), and Hidden
Cove Town Homes ($45,OOO/year).
COST
Country Bill's has submitted a total price of $205,407 for the North Mowing, and a total price
of $268,227 for the South Mowing, for a grand total of $473,634, which is subject to
negotiations. They have also submitted a proposed price schedule (hourly labor rate per job
classification) for any additional work required by the City, and for Disaster/Emergency
Recovery Services (regular hourly rate and overtime rates) which are also subject to
negotiations.
Commission Memorandum
RFP No. 21-05/06 - Complete Turf Mowing Services at all Non-Contracted Sites Citywide
Page 12
ANALYSIS (Cont.)
Superior Landscapina & Lawn Service. Inc.
Superior has been in business over 20 years and has become one of South Florida's largest
independently-owned landscaping and lawn service companies and currently have contracts
with the City of Miami Beach, City of Sunrise, City of Plantation, City of Boca Raton, and the
Miami International Airport. Superior has worked closely with the Federal Emergency
ryJanagement Agency (FEMA) to provide storm recovery services. Superior is a full service
landscaping company with over 280 team members that include management,
administrative staff, and over 250 fully-trained technicians. Last year Superior provided more
than $ 1,000,000 in landscape management services to the City of Miami Beach with
excellent results.
COST
Superior has submitted a total price of $256,089 for the North Mowing, and a total price of
$228,477.72 for the South Mowing, for a grand total of $484,566.72, which is subject to
negotiations. They have also submitted a proposed price schedule (hourly labor rate per job
classification) for any additional work required by the City, and for Disaster/Emergency
Recovery Services (regular hourly rate and overtime rates) which are also subject to
negotiations.
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 proposals
received pursuant to Request for Proposals (RFP) No. 21-05/06, for Complete Turf Mowing
Services at all Non-Contracted Sites Citywide; Authorizing the Administration to enter into
negotiations with the top-ranked Firm of Country Bill's Lawn Maintenance, Inc. and should
negotiations be unsuccessful authorize negotiations with the second-ranked Firm of
Superior Landscaping & Lawn Service, Inc.; and further authorize the Mayor and City Clerk
to execute a contract upon completion of successful negotiations.
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