C2D - Routine Contract Renewals

Procurement Requests - C2 D

C2 D REQUEST FOR APPROVAL OF ROUTINE RENEWAL OPTIONS, TASK ORDERS, CHANGE ORDERS, OR CONTRACT AMENDMENTS FOR CITY-AWARDED CONTRACTS. Applicable Area:

COMMISSION MEMORANDUM

RECOMMENDATION

The Administration recommends that the Mayor and City Commission approve the item detailed in Attachment A.

BACKGROUND/HISTORY

This summary item addresses routine adjustments required to City agreements, which may include term extensions or approval of task orders, change orders, or amendments. Contracts included in this item may require one of the following adjustments, as detailed in Attachment A.

Renewals/Extension - As is customary, many agreements resulting from competitive solicitations include renewal clauses that allow for the extension of an Agreement for a certain number of renewal periods beyond the original term, as may be stipulated in the solicitation or resulting agreement. The renewal periods allow the City to continue acquiring the necessary goods and services from reputable contractors at prices established through competitive solicitations. In some cases, the City may require extending agreements, on a month-to-month basis, beyond the terms stated in the solicitation to ensure continuous operations until such time replacement agreements can be executed.

Task/Service Orders - Certain contracts, especially those awarded to pools of contractors, require service/task orders to be approved prior to the commencement of work. The work included in the service/task orders is consistent with the contracts approved by the City Commission.

Change Orders/Contract Amendments - Occasionally, it is necessary to approve minor change orders or amendments to existing contracts.

ANALYSIS

Details on the items for which approval is sought are included in Attachment A.

FISCAL IMPACT STATEMENT

The fiscal impact is included in each item in Attachment A.

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

Financial information is included in each item in Attachment A.

CONCLUSION

The Administration recommends that the Mayor and City Commission approve the renewals/extensions, task/service orders, or change orders/amendments, as detailed in Attachment A.

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

Request Approval, Routine Renewals/Task Orders/CO’s/Contract Amendments. (Meiner) PR

Previous Action (For City Clerk Use Only)

City Commissioner Memorandum – REQUEST FOR APPROVAL TO EXERCISE TERM RENEWAL OPTIONS ON SERVICE/TASK ORDER AND CHANGE ORDERS FOR CITY-AWARDED CONTRACTS. October 29, 2025

Attachment A

Contract Renewal ITEM # 1 Agreement No. Title ITB 2022-007-DF Vertical Transportation Maintenance and Repair for the Miami Beach Convention Center Contractor Initial Award (Past) Renewal Term (Past) Requested Renewal Term (This item) Liberty Elevator Corporation 5/4/2022 - 5/3/2025 5/4/2025 - 5/3/2026 5/4/2026 - 5/3/2027 Brief Scope of Agreement: The purpose of this Agreement is to provide maintenance and repairs for the elevators and electrical escalators at the Miami Beach Convention Center (MBCC). Request: This item seeks approval from the Mayor and City Commission to exercise the last renewal option pursuant to the authority established in Section C6. "Special Conditions," Subsection 2, "Options to Renew," of the ITB. Estimated Fiscal Amount: GL Account No. The average expenditures per fiscal year are approximately 440-0441-000325-35-413-551-00-00-00- $334,266. Expenditures are subject to the availability approved through the City's budgeting process. Justification: During the current term of this Agreement, the Contractor has consistently provided reliable vertical transportation services, including maintenance and repair of elevators and escalators at the Miami Beach Convention Center (MBCC). The Contractor has consistently provided exceptional performance, with proactive maintenance and quick response times that have minimized downtime and ensured safe, efficient operations for visitors and staff.

Renewing this Agreement is crucial to maintain continuous service and emergency support for these essential systems. Reliable elevator and escalator service is vital to the safety, accessibility, and reputation of the MBCC, which hosts high-profile events and welcomes thousands of visitors. Continued partnership with this Contractor supports the seamless operation of our facility and aligns with the City’s best interests. The Economic Development Department has issued a positive performance evaluation and recommends extending the Agreement for one (1) additional year.

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City Commissioner Memorandum – REQUEST FOR APPROVAL TO EXERCISE TERM RENEWAL OPTIONS ON SERVICE/TASK ORDER AND CHANGE ORDERS FOR CITY-AWARDED CONTRACTS. October 29, 2025

Extension

ITEM # 2

Agreement No. Title ITB 2021-195-DF Leasing of Motorcycles Contractor Initial Term (Past) Month-to-Month (Past) Month-to-Month (This Item) TMCAA, Inc. d/b/a Alligator 5/27/2022 – 5/26/2025 05/26/2025 – 11/26/2025 From 11/27/2025 and until the new fleet is Alley Harley-Davidson manufactured and the agreement can be executed. Brief Scope: TMCAA Inc. d/b/a Alligator Alley Harley-Davidson provided leased Harley-Davidson Electra Glide Police Motorcycles to support the operational needs of the City of Miami Beach Police Department. The contractor supplied and maintained a fleet of 19 motorcycles under a three-year lease agreement, with provisions for renewal and fleet replacement. A month-to-month extension of the current agreement was approved by the City Commission on April 23, 2025, under Commission Item C2 G, to ensure uninterrupted service while the new fleet was manufactured and the contract was finalized and implemented. Request: TMCAA Inc. d/b/a Alligator Alley Harley-Davidson informed the Procurement Department that the motorcycle fleet would not be completed by the Agreement’s expiration date of November 26, 2025. Therefore, the City is requesting to extend the agreement until the new agreement is executed and the fleet manufactured and delivered. This extension will remain in effect until the new agreement is finalized, and the new motorcycle fleet has been successfully delivered. The extension will follow the same terms, conditions, and compensation as the current contract. Estimated Fiscal Impact: GL Account No. $569.21 monthly per motorcycle 011-1120-000323-20-401-595-00-00-00- ($10,814.99 monthly for 19 motorcycles) Justification: On May 26, 2022, the City of Miami Beach (“City”) and TMCAA Inc., doing business as Alligator Alley Harley-Davidson (“Alligator Alley Harley-Davidson”), executed a three-year agreement pursuant to Invitation to Bid (ITB) No. 2021-195-DF for the lease of 19 Harley- Davidson Electra Glide Police Motorcycles (FLHTP) for the City’s Police Department.

Under the Agreement, TMCAA Inc. d/b/a Alligator Alley Harley-Davidson provided leased Harley-Davidson Electra Glide Police Motorcycles to support the operational needs of the City of Miami Beach Police Department. The Contractor supplied and maintained a fleet of 19 motorcycles under a three-year lease Agreement, with provisions for renewal and fleet replacement.

On October 16, 2024, the Administration contacted Alligator Alley Harley-Davidson to request a renewal under the terms of the Agreement. However, the contractor advised that it could not offer a replacement fleet while maintaining the same pricing and terms. As a result, the Administration issued Invitation to Bid (ITB) No. 2025-141-MP to establish a new Agreement for the lease of motorcycles.

To ensure continuity of services during the transition period, the Administration requested a month-to-month extension of the existing Agreement with Alligator Alley Harley-Davidson. The six-month extension was approved by the City Commission on April 23, 2025, under Commission Item C2 G, to maintain uninterrupted service while the new contract was finalized and implemented.

Subsequently, TMCAA Inc. d/b/a Alligator Alley Harley-Davidson informed the Procurement Department that the motorcycle fleet may not be completed by the Agreement’s expiration date of November 26, 2025. Therefore, the City is requesting to extend the Agreement until the new agreement is executed and the fleet is manufactured and delivered.

Accordingly, this item requests the City Commission’s approval to continue the month-to-month extension of the existing agreement with TMCAA Inc. d/b/a Alligator Alley Harley-Davidson. This extension will remain in effect until the new agreement is finalized, and the motorcycle fleet has been successfully delivered. The extension will follow the same terms, conditions, and compensation as the current contract.

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