TO: Mayor and Commissioners
FROM: Suzanne Fisher, Director of Parks and Recreation
THROUGH: Mark R. Lauzier, City Manager
DATE: February 20, 2018
Title
AWARD OF AN AGREEMENT WITH UNIVERSAL BEACH SERVICES CORP FOR BEACH CLEANING MAINTENANCE AND BEAUTIFICATION SERVICES IN A NOT-TO-EXCEED AMOUNT OF $79,000
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Recommended Action:
Recommendation
Motion to award a (3) three year Agreement with Universal Beach Services Corp. for Beach Cleaning Maintenance And Beautification Services in a total amount not to exceed amount of $237,000 for the Agreement term and authorize the City Manager to exercise any and all renewal options.
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Background:
On December 19, 2017, the City advertised Request for Proposals, No. 2018-020 for Beach Cleaning Maintenance And Beautification Services. Fifty-four potential Bidders were notified of the bid. Two bid responses were received from Universal Beach Services Corp. and W.D. Thompson dba Beach Raker. Proposals were evaluated based upon the criteria in the RFP. The final ranking of firms is as follows:
Ranking Initial Ranking Total Final Ranking Total
Universal Beach Services Corp. 79.0 78.0
W.D. Thompson dba Beach Raker 71.1 71.2
The cost submitted by Universal Beach Services Corp. in the proposal was an amount of $79,000. The Agreement staff is presenting to Commission is for a not-to-exceed an annual amount of $79,000. The Agreement is for (3) three years with the option to renew for an additional (2) two years
Beach cleaning maintenance and beautification services, which includes raking, sand sifting, debris removal, and beach tilling has a direct relationship to the monitoring requirements of beach renourishment of the area between DEP range monuments R-175+300 feet and R-179 as noted in permit No. 0303553-007-JN which was granted in August 2013 and expires January 27, 2022.
This motion is in accordance with the City Code of Ordinances, Section 36 and City Policies and Procedures.
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
This expense is included as part of the FY17/18 Parks Maintenance budget 001-75-738-572-34.90 (Parks & Recreation, Parks Maintenance, Other Contractual Services).
RFP No. 2018-020, required the vendors to submit a price for seven (7) days-a-week cleaning services. This was a change over previous requests which only allowed for beach cleaning maintenance and beautification services five (5) days a week. The addition of the two days is due to increased attendance on the beach that is estimated to surpass 2,000,000 visitors in 2018. RFP No 2018-020 also adding the use of a sand sifter to address items left on the beach which may have been missed by the raking systems previously used.
Expenses for this service for the past five (5) years have been:
2013 ---- $89,624
2014 ---- $94,896
2015 ---- $94,896
2016 ---- $94,896
2017 ---- $69,847
Timing of Request:
This matter is time sensitive as the current contract expires on March 3, 2018.