Competitive Bid Reports - C2 C
|TO:||Honorable Mayor and Members of the City Commission|| |
|FROM:||Alina T. Hudak, City Manager|| |
|DATE:||April 28, 2023|
|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 (RFP) 2023-073-WG PROFESSIONAL TENNIS MANAGEMENT AND OPERATION SERVICES AT THE CITY'S FLAMINGO PARK TENNIS CENTER, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH CANAS TENNIS ACADEMY LLC, THE TOP-RANKED PROPOSER; AND, IF UNSUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE TOP RANKED PROPOSER, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH CASELY TENNIS FOUNDATION, INC., THE SECONDRANKED PROPOSER; AND FURTHER AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.|
The Administration recommends that the Mayor and City Commission approve the Resolution accepting the City Manager’s recommendation, pursuant to RFP 2023-073-WG, for professional tennis management and operation services at the Flamingo Park Tennis Center, which authorizes the Administration to negotiate with Canas Tennis Academy LLC, the top-ranked proposer and, if unsuccessful, negotiate with Casely Tennis Foundation, Inc., the second-ranked proposer. The Resolution also authorizes the City Manager and City Clerk to execute an agreement upon the conclusion of successful negotiations.
This solicitation is currently under the cone of silence.
On July 14, 2014, the City and Miami Beach Tennis Management entered into an agreement to provide professional tennis management and operation services at the City’s Flamingo Park Tennis Center. The Agreement was scheduled to expire May 31, 2019. Prior to the expiration of the agreement, the City issued RFP 2019-046-WG, seeking proposals for a replacement agreement.
Pursuant to RFP 2019-046-WG, on May 8, 2019, the Mayor and City Commission accepted the recommendation of the City Manager and authorized the Administration to negotiate with Miami Beach Tennis Management, the firm that was the incumbent at the time, for a replacement agreement. However, in January 2020, Miami Beach Tennis Management elected to end negotiations and move out of the facility by February 2020. As a result, the Parks and Recreation Department began managing the facility in the interim until another competitive process could be completed.
On April 21, 2021, the Mayor and City Commission approved the issuance of Request for Proposals (RFP) 2021-188-WG for professional tennis management and operations services at the Flamingo Park Tennis Center. Six responsive proposals were received on May 24, 2021. However, on January 20, 2022, the Mayor and City Commission rejected all proposals received pursuant to the RFP and authorized the Administration to continue the staff’s management of the center. The Parks and Recreation Department continued to operate the facility.
Notwithstanding the successful interim management of the center by the Parks and Recreation Department, the Administration determined that it was in the City's best interest to, once again, issue an RFP. This determination was made due to the post COVID-19 pandemic decline of usage numbers and the demand for world class tennis instruction, while prioritizing a high level of customer service, which will include the additional hiring of tennis industry professionals. This also allows the City to maximize efficiencies in the operation and maintenance of the courts, center, pro shop and food/beverage concession. To achieve this objective, the Administration prepared RFP 2023-073-WG.
On November 16, 2022, the Mayor and City Commission approved the issuance of the RFP. The Procurement Department issued bid notices to 5616 companies, with 42 prospective bidders accessing the solicitation. RFP responses were due and received on January 19, 2023. Proposals were received from the following firms: Canas Tennis Academy LLC, Casely Tennis Foundation, Inc., David Ensignia Tennis Academy, Inc., FM Tennis LLC, Gorin Tennis Academy Inc., Sport Partners LLC, Tennis Innovators, Tennis King Miami LLC, Tennis Revolution LLC, and Van Daalen Tennis, LLC.
On February 15, 2023, the Evaluation Committee appointed by the City Manager convened to consider the proposals received. The Committee was comprised of David Berger, Vice-Chair, Parks and Recreational Facilities Advisory Board, Jose del Risco, Assistant Director, Parks and Recreation Department, Gayle Durham, Resident, Linsey Lovell, Board of Governors, Miami Beach Chamber of Commerce, and Sean Smith, Chair, Parks and Recreational Facilities Advisory Board. 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 proposers being ranked by the Evaluation Committee in the following order (See Attachment A):
1st ranked – Canas Tennis Academy LLC
2nd ranked – Casely Tennis Foundation, Inc.
3rd ranked – Van Daalen Tennis, LLC
3rd ranked – FM Tennis LLC
5th ranked – Tennis Revolution LLC
6th ranked – Tennis King Miami LLC
7th ranked – Sport Partners LLC
8th ranked – David Ensignia Tennis Academy, Inc.
9th ranked – Tennis Innovators
10th ranked - Gorin Tennis Academy Inc.
The experience and qualifications sections of the proposals submitted by Canas Tennis Academy and Casely Tennis Foundation are attached (See Attachments B and C). The full proposals are available upon request.
SUPPORTING SURVEY DATA
In consideration of the City executing a contract and granting the rights provided in the contract, the successful proposer shall pay the City a Minimum Guaranteed Annual Concession Fee of $282,000.00. Final revenue amounts will be negotiated, including, in addition to the minimum guarantee, a percentage of gross revenues. These revenues are greater than what was paid to the City by the previous management company (approximately $105,119.28 in FY 2019) and are greater than the profit currently made at the center in the City-run model (approximately $248,305 in FY 2022).
The RFP included criteria that stipulated proposals would be evaluated on 1) the experience and qualifications of the firm and key positions, 2) the approach to managing the facility, 3) the public benefit(s), and 3) the revenue yield to the City. Therefore, after reviewing the results of the Evaluation Committee process and information presented by the firms, it is recommended that negotiations commence with Canas Tennis Academy LLC, as the proposer receiving the overall top-rank in the Evaluation Committee process, and, if unsuccessful, negotiating with Casely Tennis Foundation, as the second-ranked proposer.
While some proposers received higher scores on one criterion or another, the RFP clearly stipulated that rankings would be based on the aggregate scores of all criteria included. It would be improper to emphasize or disregard one evaluation criteria factor over another to the benefit a particular proposer. Proposers that disagreed with the evaluation criteria and ranking process stipulated in the RFP were provided an opportunity to question or challenge the evaluation process outlined in the RFP. No questions or challenges were received on this matter.
Canas Tennis Academy has successfully managed tennis centers across South Florida, including the JW Marriot Turnberry, the Turnberry Marina, Indian Springs Country Club, Tropical Park Tennis Center, Tamiami Tennis Center and Ives Estates Tennis Center. The references contact have all provided positive feedback, including the response provided by Miami Dade County (for the Tamiami, Tropical, and Ives States Park Tennis Facilities) which stated that “the Canas Tennis Academy staff are extremely professional, personable, and a pleasure to do business with.” Similarly, the references provided by Turnberry Marina added, “Canas staff are always very attentive, organized, clean, eco-friendly and accommodating to all the customers and neighbors.” Further, Canas Tennis Academy has proposed public benefits including but not limited to free community programs, development programs for children, adaptive tennis, after school programs, competition camps, discounts to residents, and other promotional activities that vary on a weekly basis. Finally, Canas Tennis Academy has proposed a guaranteed annual revenue of $282,000.
If awarded, the Administration will proceed to negotiate a contract with Canas Tennis Academy which will include clearly defining roles and responsibilities, revenue and the public benefits to be offered. The Parks and Recreation Department is cognizant of the importance of the tennis center to the community and will ensure that the resulting agreement will address the tennis communities’ highly regarded issues of coaching staff and maintenance.
As evidenced by the results of the Evaluation Committee process, Casely Tennis Foundation is also well qualified and should be considered if negotiations with Canas Tennis Academy are unsuccessful.
For the reasons stated herein, it is recommended that the Mayor and City Commission approve the Resolution authorizing the Administration to enter into negotiations with Canas Tennis Academy LLC, as the top-ranked proposer; and, if unsuccessful, authorizing the Administration to enter into negotiations with Casely Tennis Foundation, Inc., as the second-ranked proposer. The Resolution further authorizes the City Manager and City Clerk to execute an agreement upon the conclusion of successful negotiations.
|Is this a "Residents Right to Know" item, pursuant to City Code Section 2-14?|| ||Does this item utilize G.O. Bond Funds?|
|No|| ||No|| |
Parks and Recreation/Procurement