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City of Sunny Isles Beach 18070 Collins Avenue Sunny Isles Beach, Florida 33160 Mandatory Pre -REP Submittal Conference Summary Minutes Wednesday, December 28, 2011 at 10:00 a.m. RFP No. 11- 12 -02, City -Wide Landscaping Services Public Works Director Gio Batista welcomed everyone noting that this is a mandatory meeting and that everyone must sign in. Staff present included City Manager Alan J. Cohen, City Clerk Jane A. Hines, Assistant City Attorney Fernando Amuchastegui, Purchasing Agent Marc Anthony Tulloch, Assistant City Clerk Mauricio Betancur, and Administrative Assistant to Public Works Director Marlen Martell. Public Works Director Gio Batista said the intent of this mandatory Pre -RFP Submission meeting is to provide important information related to this RFP and to address questions in a single forum. The previous contract was held by Lukes- Sawgrass Landscape, and the current contract is held by SFM Services. Mr. Batista gave a Power Point presentation and noted that this presentation will be included in the Addendum which will be posted on Demand Star. The RFP Addendum 2, is Section 3 which is the Scope of Work and it is split. It is divided into several sections and it is important to hit these targets, A through L, and he touched upon key items: A. Planting and Application: when you go into the RFP itself you are going to see a long list of landscapes that we currently use in the City. We put a number in there and so as an example, we put in medjools, in Section A you are going to have medjools, there is going to be a quantity, we don't necessarily have to go with that same quantity, we can reduce the unit amounts. We are giving you our best guess as to what kind of quantities or how many we may be utilizing for a particular contract. B. Labor: has to do with labor that is not already covered in the RFP in terms of maintenance. For example on labor, that is basically if we decide to do something outside of regular maintenance, we would request a proposal from the vendor saying we want you to do a certain task, incorporate your labor into that task. That is what B is and it is separated by superintendents, unskilled labor, skilled labor, irrigation, and things of that nature. C. Equipment: the same thing applies as B, it is equipment that is not ordinarily used for your maintenance which is already included in your maintenance of Parks or Rights -of -Way. D. Material: material that is not already covered, and in each section of the RFP you will be able to see the difference. The RFP is divided into those sections. Now we are going to get into those areas that he will just take a little bit of time with. The Atlas Section: If you look at the section of the Atlas you will see where we have written down there G's, I's, E's, F's, etc., those relate back to each section of the RFP, and so if you look through the body of the RFP, each letter, each number Mandatory Pre - Submittal Conference QA 122811.doc Page 1 of 7