2007-26674 ResoRESOLUTION NO. 2007-26674
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO EXTEND
THE CURRENT TERM OF THE AGREEMENT WITH TROPICAL TENTS, INC.,
FOR THE CONTINUED RENTAL OF THE CUSTOM TENT CURRENTLY BEING
USED AS ATEMPORARY GOLF CART STORAGE AND CHARGING FACILITY
AT THE MIAMI BEACH GOLF CLUB; SAID EXTENSION ON A MONTH TO
MONTH BASIS, COMMENCING IN JANUARY OF 2008, UNTIL THE NEW CART
BARN CONSTRUCTION IS COMPLETE (ANTICIPATED TO BE THE FIRST
QUARTER OF 2009), AT AN ESTIMATED COST OF $60,000.
WHEREAS, the comprehensive plan for the Miami Beach Golf Club improvements
included a new clubhouse, maintenance facility, on-course restrooms, and a new golf cart
storage facility; and
WHEREAS, the old cart barn was demolished as a component of the new clubhouse
construction, and in anticipation of constructing a new cart barn facility; and
WHEREAS, in order to open the new Miami Beach Golf Club in time for the 02/03
winter season the Administration evaluated both the option of buying or renting a tent to serve
as a temporary golf cart charging facility; and
WHEREAS, the results indicated that (for the time that was anticipated the tent would
be needed) it was more cost effective and efficient for the City to rent it; and
WHEREAS, the initial agreement /standing order was entered into between the City
and Tropical Tent, Inc., on November of 2002, in the amount of $23,214 for a period of six
months; and
WHEREAS, at the time the tent was rented it was anticipated the permanent cart
facility would be completed in 03/04; and
WHEREAS, due to increased cost projections for the cart barn project and the
subsequent need to make design modifications in an attempt to reduce construction costs, the
identification for additional funding, an extended geotechnical analysis of the site to ensure
problems similar to those experienced during the clubhouse construction were not
encountered, resubmission to Design Review Board, and preliminary DERM permitting issues
encountered, the time line for the cart barn construction was modified: and
WHEREAS, according to the current project schedule the permanent cart charging
facility design is complete and the actual construction is anticipated to take twelve (12)
months from the first quarter of 2008: and
WHEREAS, based on the anticipated construction schedule for the Miami Beach Golf
Club cart barn, and the need to continue the provision of golf carts for the golfing residents
and guests playing at the Miami Beach Golf Club, the Administration recommends the
extension of the term of the current term o f this agreement/ standing order for a period of
approximately fifteen (15) months at an estimated cost of $60,000.
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 authorize
the Administration to extend the current term of the agreement with Tropical Tents, Inc., for the
continued rental of the custom tent currently being used as a tem ra golf cart storage and
charging facility at the Miami Beach Golf Club; said extension n a th month basis,
commencing in January of 2008, until the new cart barn constructi is c ete anticipated to be
the first quarter of 2009), at an estimated cost of $60,000.
PASSED and ADOPTED this 17th day of October, 2007.
A TEST: / ~ ~~ ~ ~ "David Dermer
CITY CLERK
Robert Parcher
T:WGENDA\2007\oct1707\Consent\Tropical Tent Extension Resolution.doc
APPRC~ QED A3 TO
FORM 8~ 11~-NGUAGE
e~ FOR ~CECUTION
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution authorizing the Administration to extend the current term with Tropical Tents, Inc., for the rental of
the tent being used as a temporary golf cart storage and charging facility at the Miami Beach Golf Club, on a
month to month basis, commencing in January of 2008, when the existing term expires, until the new cart barn
construction is complete, anticipated to be the first quarter of 2009, at an estimated cost of approximately
$60,000.
rte mtenaea uuicome su ortea:
Increase Satisfaction with Recreational Programs
Supporting Data (Surveys, Environmental Scan, etc.): Parks and Recreation appeared as one of the most
important areas affecting resident's quality of life. Of the 79% of residents and 82% of businesses rated the
overall quality of the recreational programs and facilities as excellent or good and 58% of residents stated that
they go to recreational facilities a couple of times a month or more. More recreational opportunities appeared
as one of the chan es residents would make to make Miami Beach a better lace to live, work, and la .
Issue:
Shall the Ma or and Commission a rove the Resolution?
Item Summa /Recommendation:
The comprehensive plan for the Miami Beach Golf Club improvements included a new clubhouse, maintenance
facility, on course restrooms and a new golf cart storage facility. The old cart barn was demolished as a
component of the new clubhouse construction and in anticipation of constructing a new cart barn facility.
Pending the completion of a new cart barn, a tent has been rented to temporarily address the need. As the new
cart barn is not yet completed, it is necessary to extend the tent rental agreement under the previous terms and
price.
At this time the permanent cart charging facility design is complete and pending permitting approvals. The
funding in the amount of $1,041,186 has been identified for construction (excluding project contingency), it is
anticipated that the permitting and construction bid processes will be completed in the next 3 months-with the
actual construction takin an estimated 12 months.
Adviso Board Recommendation:
Financiallnformation:
Source of ( ~ Amount
Funds: ~ 1 ~ $40,000
Account
Approved
2 $20,000
U 3
4
OBPI Total $60,000
Financial Impact Summary:
F.Y. 07/08 General Fund -Miami
Beach Golf Club Operations
#011-0970-000323
To be appropriated as part of the
F.Y. 08/09 General Fund -Miami
Beach Golf Club Operations
#011-0970-000323
Cit Clerk's Office Le islative Trackin
Kevin Smith, Director of Parks & Recreation
Sign-Offs:
Department Director Assistant City anager City Manager
KS/ GL JMG
T:\AGENDA\2007\oct1707\Consent\Tropical Tent Rental Extension Summary Cover.doc
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?~ MIAMIBEACH
a~EINQ~- ITEM C 7.Z~
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m MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor David Dermer and Members of the City Commission
FROM: Jorge M. Gonzalez, City Manager
DATE: October 17, 2007
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO
EXTEND THE CURRENT TERM WITH TROPICAL TENTS, INC., FOR THE
CONTINUED RENTAL OF THE CUSTOM TENT CURRENTLY BEING USED
AS A TEMPORARY GOLF CART STORAGE AND CHARGING FACILITY AT
THE MIAMI BEACH GOLF CLUB, ON A MONTH TO MONTH BASIS,
COMMENCING IN JANUARY OF 2008, UNTIL THE NEW CART BARN
CONSTRUCTION IS COMPLETE, ANTICIPATED TO BE THE FIRST
QUARTER OF 2009, AT AN ESTIMATED COST OF $60,000.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
Funding
Funding for this expenditure is included in the annual budget of the Parks & Recreation
Department's Golf Courses Division.
BACKGROUND
The comprehensive plan for the Miami Beach Golf Club improvements included a new
clubhouse, maintenance facility, on course restrooms and a new golf cart storage facility.
The old cart barn was demolished as a component of the new clubhouse construction and
in anticipation of constructing a new cart barn facility.
Pending the construction of the new cart barn, a tent was identified as the best method to
temporarily address the need. An informal competitive bid was issued with eight (8) local
tent rental dealers being contacted resulting in three (3) vendors responding. Tropical Tent
was the lowest responsive bidder with an initial monthly cost of $4,642. Since the issuance
of the initial rental the Administration has extended the term as necessary and has
negotiated a reduced monthly rental rate of $4,000 per month.
According to the current project schedule the permanent cart charging facility design is
complete and pending permitting approvals. The funding in the amount of $1,041,186 has
been identified for construction (excluding project contingency) and it is anticipated that the
permitting and construction bid processes will be completed in the next 3 months with the
actual construction taking an estimated 12 months. Assuming this timeline is accomplished
the construction will begin in early 2008 and be completed the first quarter of 2009.
October 17, 2007
Commission Memorandum
Extension of the Term of the Miami Beach Golf Club Tent Rental Agreement
Page 2 of 2
As the term of the initial rental agreement will expire in December, it is necessary to extend
the agreement until the new facility is completed. The extension will allow for the scheduled
construction period and provide for month to month additions to address any schedule
changes without subsequent Commission action.
CONCLUSION
Based on the anticipated construction schedule for the Miami Beach Golf Club cart barn
and the need to continue the provision of golf carts for the golfing residents and guests
playing at the Miami Beach Golf Club the Administration recommends the recommends the
approval of this resolution.
T:WGENDA\2007\oct1707\Consent\Tropical Tent Rental Extension Memo.doc