A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER AND WAIVING, BY 5/7TH VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT PURSUANT TO SECTION 2-367 OF THE CITY CODE, FINDING SUCH WAIVER TO BE IN THE CITY’S BEST INTEREST, AND AUTHORIZING THE PURCHASE OF TREES AND INSTALLATION SERVICES AT BISCAYNE POINT FROM SFM SERVICES, INC. FOR GENERAL OBLIGATION BOND PROJECT NO. 33 (STREET TREE MASTER PLAN); FURTHER, IF TREES ARE NOT AVAILABLE FOR PURCHASE THROUGH SFM SERVICES, INC., AUTHORIZING THE CITY MANAGER TO PURCHASE TREES AND INSTALLATION SERVICES FROM OTHER VENDORS, IN THE TOTAL AGGREGATE NOT TO EXCEED AMOUNT OF $200,000.

The City of Miami Beach General Obligation Bond created Project No. 33 for the development of a Street Tree Master Plan to install trees around the City as part of their beautification initiative. Part of the scope of the Street Tree Master Plan is to remove, relocate and install new landscaping at Biscayne Point (the “Project”). This Project was designated as a “Quick Win” in the G.O. Bond implementation plan by the G.O. Bond Committee and has already planted 151 trees along the 5^th Street corridor, in Normandy Isle, and in Brittany Bay Park. The Project is currently scheduled to plant 122 trees in the Biscayne Point neighborhood starting December 31, 2019.

On September 25, 2017, the City establish a list of four (4) prequalified contractors for the purchase, delivery and installation of trees pursuant to Invitation to Bid (ITB) 2017-019-WG. Since time is of the essence to have this Project completed, the Environmental and Sustainability Department sought to leverage two (2) already established City contracts related to the purchase and installation of trees. On August 26, 2019, and on September 19, 2019, staff requested quotes from these four (4) contractors in order complete the Project, however, no responses were received on either attempt.

In order to keep the project moving, the Environment & Sustainability Department requested quotes from the vendor list for the grounds maintenance of right of way (ROW), parking facilities, Lincoln Road and coastal areas, pursuant to Invitation to Bid (ITB) 2014-275-LR (the “Contract”). The initial invitation to quote did not return any results.

On October 22, 2019, the Environment & Sustainability Department requested quotes for a second time. Below are the results of the quotes received:

1)    SFM Services, Inc. …………………………………..$182,123

2)    Superior Landscaping & Lawn Service, Inc……….$211,947.34

3)    Brightview Landscape Services, Inc………………..No Bid

Upon reviewing the quote provided by SFM, the lowest vendor, the Procurement Department determined that the pricing submitted was not pursuant to the Contract. The scope of the Contract included additional services which established a percentage markup for the purchase, installation of trees and hourly rates for labor. The percentage markup established in the Contract is based on the “Betrock’s Plant Finder Guide,” a company that compiles and publishes wholesale prices of horticultural industry by region.  The size of the trees, and the pricing were not within the range of the published wholesale prices listed in the latest edition of the Betrock’s Plant Finder Guide and, therefore, not in accordance with the Contract.

The Project will be planting trees in the right-of-way within Biscayne Point. Per the City’s Landscape Code, trees in the right-of-way must meet a pre-determined quality standard and minimum height to maintain sightlines and clearance. However, the supply market for canopy trees has been negatively impacted by recent devastating hurricanes that have damaged existing tree canopies in the Caribbean and Southeastern United States. Since Florida’s tree nurseries are the main suppliers for these impacted areas, demand for canopy trees currently exceeds their available supply. It has been difficult for the City to secure high-demand trees, such as native and Florida-friendly species, at the required height and quality. The Environment and Sustainability Department has determined that pricing provided by SFM is fair and reasonable.

Since the quote was obtained in October, and availability may change, the City Manager recommends that the Mayor and City Commission waive the formal bidding requirements and authorize the purchase and installation of trees at Biscayne Point from SFM, or the other contractors, as available, in the estimated amount of $185,000.

Based on the foregoing, I recommend that the Mayor and City Commission hereby accept the written recommendation of the City Manager and waive, by 5/7ths vote, the formal competitive bidding requirement, in accordance with Section 2-367 of the City Code, finding such waiver to be in the City’s best interest, and authorize the purchase of trees and installation services at Biscayne Point from SFM Services, Inc. for General Obligation Bond Project No. 33 (Street Tree Master Plan); further, if trees are not available for purchase through SFM Services, Inc., authorizing the City Manager to purchase trees and installation services from other vendors, in the total aggregate not to exceed amount of $200,000.