C2E - Extend Palm Pruning Contracts

Procurement Requests - C2 E

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 palm pruning and tree trimming 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.

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 the palm pruning and tree trimming 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 palm pruning and tree trimming services. The Contractor shall perform palm pruning and tree trimming services, and monthly inspections of all palms and trees in various City of Miami Beach streetscapes, municipal facilities, parking lots, garages, and coastal areas per the specifications found herein which include, but are not limited to dead tree and palm removals, root pruning, mangrove trimming, invasive tree removals, royal palm frond banding, repairing damage landscaping resultant from tree work activities, and generating written reports (the “Maintenance Services”).

The Palm Pruning and Tree Trimming Maintenance Services shall be conducted in the following locations:  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

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- 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-

$2,000.00 $2,000.00 $2,000.00 $1,000.00 $95,000.00 $106,067.39* $22,068.82* $9,000.00

*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 2025-272-ND for palm pruning and tree trimming 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 2025-272-ND, Palm Pruning and Tree Trimming Services in the City. PW/PR

Previous Action (For City Clerk Use Only)