Item Coversheet

Resolutions - R7  J




COMMISSION MEMORANDUM

TO:Honorable Mayor and Members of the City Commission 
FROM:Jimmy L. Morales, City Manager 
DATE:May  8, 2019
 



SUBJECT:

A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO REQUEST FOR PROPOSALS NO. 2019-046-WG, FOR PROFESSIONAL TENNIS MANAGEMENT AND OPERATIONS SERVICES AT THE CITY'S FLAMINGO PARK TENNIS CENTER, AND AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH MIAMI BEACH TENNIS MANAGEMENT, LLC, AS THE TOP RANKED PROPOSER; AND, IF UNSUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH MIAMI BEACH TENNIS MANAGEMENT, LLC, AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH ALL FLORIDA TENNIS, LLC, AS THE SECOND RANKED PROPOSER; AND, IF UNSUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH ALL FLORIDA TENNIS, LLC, AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH VAN DAALEN TENNIS, LLC, AS THE THIRD RANKED PROPOSER; AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION; AND FURTHER AUTHORIZING THE CITY MANAGER TO EXECUTE A MONTH TO MONTH EXTENSION OF THE CURRENT AGREEMENT WITH MIAMI BEACH TENNIS MANAGEMENT, LLC UNTIL SUCH TIME AS A NEW AGREEMENT IS EXECUTED.


RECOMMENDATION

Adopt the Resolution.

ANALYSIS

On April 23, 2014, The City of Miami Beach entered into an agreement with Miami Beach Tennis Management, pursuant to RFP 095-2013ME, for tennis management and operations services at the City’s Flamingo and North Shore Tennis Centers.  The initial term of the agreement for both centers was for a three (3) year term with two (2) additional one-year renewal options. However, on July 26, 2017, the Mayor and City Commission adopted Resolution No. 2017-29935, removing the North Shore Tennis Center from the scope of the Agreement. The agreement for the City’s Flamingo Park Tennis Center is effective through May 2019. The management and operations of the North Shore tennis facility are currently not under consideration and are not part of the scope of this RFP.

 

The operation of the City of Miami Beach’s Flamingo Park Tennis Center shall include the operations and maintenance of the tennis courts, pro shop, and a food and beverage concession. Services shall include those customarily associated with the operation of a public tennis center and permitted special events related to the tennis center activities.

 

RFP PROCESS

On February 13, 2019, the City Commission approved to issue the Request for Proposals (RFP) No. 2019-046-WG for Professional Tennis Management and Operations Services at the City’s Flamingo Park Tennis Center.  On February 13, 2019, the RFP was issued.  A voluntary pre-proposal conference to provide information to proposers submitting a response was held on February 26, 2019.  Two addenda were issued.   The Procurement Department issued bid notices to 311 companies utilizing www.publicpurchase.com website. 37 prospective bidders accessed the advertised solicitation.  RFP responses were due and received on April 3, 2019. 

 

The City received proposals in response to the RFP from the following six (6) firms:


ITA-USA Enterprise, LLC DBA Club Med Academies., United States Tennis Association Florida, All Florida Tennis, LLC, Miami Beach Tennis Management LLC, Van Daalen Tennis, LLC and Match Point Tennis Academy, Inc.

 

On February 13, 2019, the City Commission approved the City Manager appointed the Evaluation Committee. The Evaluation Committee convened on April 17, 2019, to consider proposals received.  The Committee was comprised of David Berger, Resident and Parks and Recreation Facilities Advisory Board Member, Javier Fulgueira, Parks Facilities Manager, Parks and Recreation Department, City of Miami Beach, Zhaoming Guan, Superintendent of Recreation, Parks and Recreation Department, City of Miami, Andrew Plotkin, Resident and Parks and Recreation Facilities Advisory Board Member and Erin Weislow, Recreation Administrator, Parks and Recreation Department, City of Doral.  The Committee was provided an overview of the project, information relative to the City’s Cone of Silence Ordinance and the Government Sunshine Law.  The Committee was also provided with general information on the scope of services and a copy of each proposal.  The Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFP. 

 

The evaluation process resulted in the ranking of proposers indicated in Attachment A, in the following order:

 

1. Miami Beach Tennis Management, LLC

2. All Florida Tennis, LLC

3. Van Daalen Tennis, LLC

4. United States Tennis Association Florida

5. ITA-USA Enterprise, LLC DBA Club Med Academies

6. Match Point Tennis Academy, Inc.

 

Miami Beach Tennis Management, LLC.

On June 2014, Miami Beach Tennis Management, LLC was awarded the contract to manage the Flamingo Park Tennis Center.  Their Team has been in touch with and served the needs of a diverse and demanding community, offering a wide variety of quality instruction and programming, provided excellent court conditions, migrated to the City’s Parks and Recreation Software for complete transparency and enhanced customer features, established a robust social media presence and offered numerous opportunities for free instruction through its partnership with the Parks and Recreation Department.  It has provided instructional services to the whole community-youth, adult, seniors, adaptive and wheelchair users- regardless of economic means.  In 2018 Flamingo Park was voted the #1 tennis facility by Ocean Drive magazine as one of the country’s best public places to play.

CONCLUSION

I have reviewed the proposals and the results of the Evaluation Committee, and note that the City is fortunate to have received excellent proposals in response to the RFP. With regard to the top-ranked proposal received from Miami Beach Tennis Management, the Evaluation Committee noted the proposers successful experience operating the Flamingo Park Tennis Center, its highly qualified pros and staff proposed, and its approach to attracting players with at all levels, including adaptive and wheelchair users. With regard to the second-ranked proposal from All Florida Tennis, the Evaluation Committee noted its court maintenance experience and the involvement of senior leadership in the maintenance program, and its desire to extend operating hours. With regard to the third-ranked proposal from Van Daalen Tennis, the Evaluation Committee noted its successes at the Miami Beach Tennis Center, its intent to share profits with its staff, and its desire to bring a large tournament to the City.

 

While the three top-ranked all offered an excellent combination of experience, approach and options for the City to consider, it is important to note that the Evaluation Committee unanimously ranked Miami Beach Tennis Management as the top-ranked overall proposer offering the City the best combination of experience, services and revenue, as noted in Attachment A. Miami Beach Tennis Management also offered the highest revenue share to the City as noted in Attachment A. However, I recognize that the quality of the services being provided in this case supersedes the relatively small revenue that the City will yield from any resulting agreement. To this end, it is important to note that, even when revenue is not considered as one of the factors, the Evaluation Committee still found Miami Beach Tennis Management as the top-ranked proposer offering the best combination of qualifications and services (see Attachment B). Notwithstanding, Miami Beach Tennis Management's successful tenure as the current incumbent, as well as its top-ranking with the Evaluation Committee, I believe it is important to clarify that, while we are fortunate to have a world class facility, we strive to go a step further. Accordingly, a number of important considerations that go above and beyond the current agreement will be included in any future agreement with Miami Beach Tennis Management, including enhanced maintenance standards for our courts and addressing unauthorized private lessons at other facilities by the contractor’s pros.

   

Therefore, after reviewing all the submissions and the results of the evaluation process, I recommend that the Mayor and City Commission approve the Resolution authorizing the Administration to enter into negotiations with Miami Beach Tennis Management LLC, as the top-ranked proposer, and further, if unsuccessful in negotiating an agreement with Miami Beach Tennis Management LLC; authorizing the administration to enter into negotiations with All Florida Tennis, LLC, as the second ranked proposer; and if unsuccessful in negotiating an agreement with All Florida Tennis, LLC; authorizing the administration to enter into negotiations with Van Daalen Tennis, LLC, as the third ranked proposer; further authorizing the month to month extension of the current agreement with Miami Beach Tennis Management LLC until such time as a new agreement is executed; and further, authorizing the Mayor and City Clerk to execute an agreement upon conclusion of successful negotiations by the administration.

 

KEY INTENDED OUTCOMES SUPPORTED
Enhance Cultural and Recreational Activities

Legislative Tracking
Parks and Recreation/Procurement

ATTACHMENTS:
Description
Attachment A
Attachment B
Resolution