C2D - Extend Landscape Maintenance Contracts

Procurement Requests - C2 D

COMMISSION MEMORANDUM

RECOMMENDATION

It is recommended that the Mayor and Commission of the City of Miami Beach, Florida, authorize the issuance of a Request for Proposals (RFP) for routine landscape maintenance services for various locations throughout the City, and further authorize the month-to-month extension of the existing agreements with Brightview Landscape Services, Inc., SFM Services, Inc., and Superior Landscaping & Lawn Services, Inc., until a replacement agreement(s) is executed and services transitioned.

BACKGROUND/HISTORY

The City of Miami Beach (the City), in 2020, entered into agreements with Brightview Landscape Services, Inc., SFM Services, Inc., and Superior Landscaping & Lawn Services, Inc. for a three- year term, with two optional one-year renewals, to provide grounds maintenance for right-of-way areas, causeways, parking facilities, Lincoln Road mall, the Redevelopment Agency area, City buildings, and coastal areas. These agreements include mowing, weeding, edging, hedge trimming, mulching, fertilization, irrigation, and palm and tree trimming, all of which have been managed by a single landscape maintenance provider per area.

However, it has been observed that landscape maintenance companies often face challenges in fully completing the required annual canopy tree trimming (once per year) and palm pruning (three times per year), according to the specified schedule and quality standards outlined in both the contract and the City’s Code of Ordinances. Timely and thorough completion of these tasks is essential to prevent hazards such as broken or dead limbs, hanging fruit, and other potential dangers, while also preserving the aesthetic appeal of the City’s right-of-way areas. To ensure these services are performed correctly and on schedule, it is in the City’s best interest to establish a separate agreement with specialized tree-trimming companies that have the necessary expertise, equipment, and skilled personnel.

The current agreements with Brightview Landscape Services, Inc., SFM Services, Inc., and Superior Landscaping & Lawn Services, Inc. will expire on June 23, 2025. The purpose of this RFP is to seek proposals for a replacement agreement(s) specifically for grounds maintenance services. Additionally, the Administration collaborated with the Office of the City Attorney to revise key provisions of the forthcoming RFP and resulting landscaping agreement. This process delayed the release of the RFP and now requires a month-to-month extension of the current agreements to prevent a lapse in landscaping services.

ANALYSIS

In order to consider a replacement agreement, this Request for Proposals (RFP) seeks proposals from qualified firms to provide grounds maintenance services consisting primarily of landscape and irrigation maintenance services. The Contractor shall perform landscape services which include, but are not limited to, mowing, edging, line trimming, irrigation system operation maintenance/repair, litter retrieval and waste disposal, pruning, mulching, weeding, pesticide and fertilizer applications, turf management, and replacement of dead, failing, and missing plants as required (the "Maintenance Services").

Maintenance Services will be performed at the following areas:  South Beach right-of-way  Middle Beach right-of-way  Miami Beach Causeways  North Beach right-of-way  Coastal Areas  Lincoln Road Mall  South Redevelopment Agency (RDA)  City Buildings and Maintenance Facilities  Parking Lots and Garages

In addition, one of the City’s quality objectives is to maintain the landscaping in a vigorous, healthy, and growing condition and provide safe, clean, and attractive site conditions throughout the year, as defined in the Cleanliness Index Manual, Public Area Cleanliness Index in Appendix G, attached to the RFP (the “Quality Objective”). The Maintenance Services shall meet the Quality Objective at all times. All work shall be performed in accordance with the highest professional maintenance standards and horticultural techniques. Standards and frequencies may be modified from time to time by the Greenspace Management Division Director or designee as necessary to ensure proper maintenance to achieve the Quality Objective.

The Scope of work is more fully defined in the RFP attached as Attachment A. Following the receipt of proposals, an Evaluation Committee (“Committee”) will review proposals in accordance with the criteria established in the RFP. After the Committee has evaluated the proposals, the City Manager will present an award recommendation to the City Commission for approval.

FISCAL IMPACT STATEMENT

Once proposals are received, the Administration will consider qualifications, approach, and cost in developing an award recommendation. It is not anticipated that grant funding will be utilized for this project.

Does this Ordinance require a Business Impact Estimate? (FOR ORDINANCES ONLY)

If applicable, the Business Impact Estimate (BIE) was published on: See BIE at: https://www.miamibeachfl.gov/city-hall/city-clerk/meeting-notices/

FINANCIAL INFORMATION

142-6976-000312 -27-413-526-00-00-00- 463-1990-000312 -27-413-526-00-00-00- 467-1996-000312 -27-413-526-00-00-00- 468-1998-000312 -27-413-526-00-00-00-

$6,000.00 $6,000.00 $6,000.00 $6,000.00

480-0463-000312 -27-413-526-00-00-00- 011-0940-000325-29-406-545-00-00-00- 168-9966-000325-29-406-545-00-00-00- 427-0427-000325-29-421-517-00-00-00-

$403,000.00 $537,893.22* $69,884.61* $33,000.00

*Upon the final award of the contract to the successful bidder(s), the amounts will be adjusted, and the appropriate budget amendment will be requested, if necessary.

CONCLUSION

It is recommended that the Mayor and Commission of the City of Miami Beach, Florida, authorize the issuance of RFP 2025-009-ND for routine landscape maintenance services for various locations throughout the City, and further authorize the month-to-month extension of the existing agreements with Brightview Landscape Services, Inc., SFM Services, Inc., and Superior Landscaping & Lawn Services, Inc., until a replacement agreement(s) is executed and services are transitioned.

Applicable Area

Citywide

Was this Agenda Item initially requested by a lobbyist which, as defined in Code Sec. 2-481, includes a principal engaged in lobbying? No

If so, specify the name of lobbyist(s) and principal(s):

Department

Procurement

Sponsor(s)

Co-sponsor(s)

Condensed Title

Issue RFP 2025-015-ND, Routine Landscape Maintenance Services in the City. PW/PR

Previous Action (For City Clerk Use Only)