C2C - Pool Equipment Maintenance

Procurement Requests - C2 C

C2 C REQUEST FOR APPROVAL TO AWARD A CONTRACT PURSUANT TO INVITATION TO BID (ITB) 2025-139-WG, FOR MAINTENANCE AND REPAIR OF CITY POOL EQUIPMENT. (PARKS AND RECREATION) Applicable Area:

COMMISSION MEMORANDUM

RECOMMENDATION

It is recommended that the Mayor and City Commission approve the award of a contract pursuant to Invitation to Bid (ITB) 2025-139-WG, for Maintenance and Repair of City Pool Equipment to Commercial Energy Specialist, LLC, the sole responsive, responsible bidder responding to ITB.

This solicitation is currently under the cone of silence.

BACKGROUND/HISTORY

The City of Miami Beach is responsible for maintaining pool-related equipment across its aquatic facilities. These facilities include a wide range of equipment such as filtration systems, chemical controllers, heaters, pumps, and safety devices. Proper maintenance of this equipment is essential to ensure a safe and enjoyable experience for all patrons. To support this goal, the City seeks a contractor capable of delivering comprehensive preventative maintenance services.

Accordingly, Invitation to Bid (ITB) 2025-139-WG was developed to establish a contract, by means of sealed bids, with qualified firm(s) to provide preventative maintenance services for the City’s aquatic facility equipment. A structured maintenance plan is critical to ensuring the safety, efficiency, and longevity of this equipment. The City’s aquatic facilities include: • Flamingo Park Activity Pool and Main Pool • Normandy Isle Park Activity and Main Pools • Scott Rakow Youth Center Pool

The awarded bidder will be responsible for providing quarterly maintenance services that align with the City’s operational needs and comply with applicable health and safety regulations, including those set forth by the Florida Department of Health. In addition to the specified preventative maintenance, the City may also engage the awarded bidder(s) for: • Repairs, modifications, or maintenance necessary for uninterrupted equipment operation. • Work related to any scope necessary to ensure overall system functionality. • Replacement of damaged or obsolete equipment that is no longer serviceable.

ANALYSIS

The ITB was issued June 6, 2025, with an opening date of July 18, 2025. Bid notices were issued to approximately 272 companies utilizing the City’s e-procurement system, with 25 prospective

bidders accessing the solicitation. A non-mandatory pre-bid conference and site visits of each facility were conducted on June 18, 2025. The ITB resulted in the receipt of one (1) bid from Commercial Energy Specialist, LLC. (CES) (see attachment A for tabulation).

Because of the limited number of bids received, the Procurement Department conducted outreach to interested bidders to determine why they did not submit a response. The primary reason cited was current workload constraints that prevented participation.

The ITB stated that the responsive, responsible bidder(s) meeting all ITB terms, conditions, and specifications would be recommended for award. In its due diligence, the Procurement and Parks and Recreation Department verified that CES met the requirements of the ITB. Accordingly, CES, has been deemed responsive and responsible to the ITB requirements.

Commercial Energy Specialist, LLC (CES) was founded in 1983 as the commercial division of a leading solar, energy, and contracting company, Commercial Energy Specialists has expertly applied controls, technology, and hands-on service to streamline aquatic operations around the United States. CES offers comprehensive aquatic products and services. From municipal, to institutional and commercial operations, CES provides a wide range of water management programs. Their programs are customizable on a site-by-site basis and consist of a combination of chemical treatment and filtration hardware, software, training, service, supplies, and on-going support. Some of their clients include the City of Almonte Springs, Martin County, Palm Beach County, Florida State University, and MGM Resorts. The references provided by CES were verified and found to be satisfactory. In addition, CES also provides and maintains the City’s proprietary pool equipment serviced through separate agreements that ensure continued warranty coverage and manufacturer service recommendations.

FISCAL IMPACT STATEMENT

The City of Miami Beach’s pool equipment inventory, parts, and maintenance schedules are uniquely tailored to its facilities, which makes direct comparisons with other agencies challenging. Additionally, this is the City’s first procurement of a quarterly maintenance plan, so there is no internal historical pricing data available for direct benchmarking. To assess the competitiveness of the proposed pricing, staff conducted research into comparable services offered by other municipal agencies.

The findings indicate that the proposed labor rates and materials markup are consistent with fair market value. For example, the City of Almonte Springs charges $245 per hour for standard service and $355 for emergency service, with a parts markup ranging from 10% to 15%. Martin County’s rates are $150 per hour for standard service and $220 for emergency service, with a 10% parts markup. In comparison, the City of Miami Beach’s proposed rates are $160 per hour for standard service, $235 for emergency service, and a 10% parts markup. These figures demonstrate that the City’s pricing is significantly lower than Almonte Springs and only slightly higher than Martin County, while still reflecting the specialized nature of the services required for Miami Beach’s facilities.

The City’s estimated annual budget for pool maintenance and repair services, including competitively sourced parts and labor, is $60,000. This amount aligns with the proposed pricing and supports a cost-effective investment in maintaining the City’s aquatic facilities at a high standard.

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

The costs of the related services are subject to funds availability approved through the City's budgeting process. It is not anticipated that grant funding will be utilized for this project.

Amount $60,000 annually Budget Code: 011-0950-000325-28-406-545-00-00-00-

CONCLUSION

Based on the foregoing, it is recommended that the Mayor and City Commission of the City of Miami Beach, Florida, approve the award of a contract to Commercial Energy Specialist, LLC the sole, responsive and responsible Bidder pursuant to Bid (ITB) 2025-139-WG, for Maintenance and Repair of City Pool Equipment.

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

Award ITB 2025-139-WG, Maintenance and Repair of City Pool Equipment. PR

Previous Action (For City Clerk Use Only)

Bid Tabulation ITB 2025-139-WG Maintenance and Repair of City Pool Equipment

Commercial Energy Specialist, LLC

Group

Location

57,273.08

Group E