HomeMy Public PortalAbout2015-26 Authorizing to purchase exercise equipment for the Village Community CenterRESOLUTION NO. 2015-26
A CAPITAL PROJECT AUTHORIZING RESOLUTION OF
THE VILLAGE COUNCIL OF THE VILLAGE OF KEY
BISCAYNE, FLORIDA, AUTHORIZING THE VILLAGE
MANAGER TO PURCHASE EXERCISE EQUIPMENT FOR
THE VILLAGE COMMUNITY CENTER; PROVIDING FOR
WAIVER OF COMPETITIVE BIDDING; AUTHORIZING
EXPENDITURE OF FUNDS; PROVIDING FOR
IMPLEMENTATION; AND PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, pursuant to Section 3.07(b) of the Village Charter, the Village Council desires
to authorize the expenditure of Village funds for a capital project consisting of the purchase of
exercise equipment for the Village Community Center (the "Equipment"); and
WHEREAS, pursuant to Section 2-85 of the Village Code of Ordinances (the "Village
Code"), the Village Council finds that it is impractical to competitively bid the Equipment and
desires to waive competitive bidding requirements; and
WHEREAS, the Village Council finds that the adoption of this Resolution is in the best
interest and welfare of the residents of the Village.
NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE VILLAGE COUNCIL
OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, AS FOLLOWS:
Section 1. Recitals Adopted. That each of the recitals stated above is hereby adopted
and confirmed.
Section 2. Authorization. That the Village Manager is hereby authorized to purchase
Equipment for the Village Community Center subject to the condition that the cost of the Equipment
shall not exceed $230,000. The funding sources and amounts for the Equipment is hereby authorized
and approved as set forth in the Village Manager's Memorandum accompanying this Resolution.
The Village Manager is further authorized to conduct a public sale of the existing Village
Community Center gym equipment for purchase by Village residents. Any equipment not sold to
Village residents shall be sold to the next highest bidder.
Section 3. Waiver of Competitive Biddinn. That pursuant to Section 2-85 of the
Village Code, competitive bidding procedures of the Village Code are hereby waived for the
Equipment.
,Section 4. Effective Date. That this Resolution shall be effective immediately upon
adoption hereof.
PASSED AND ADOPTED this 26th day of May , 2015.
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MAYOR IVIAYRA PENA LINDSA
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CONCHITA H. ALVAREZ, MMC, VILLAGE CLERK
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY
VILLAGE ATTORNEY
2
VILLAGE OF KEY B I S C A Y
I VAage Council
Mayoa P Lindsay, Mayor
Franklin H. Caplan, Vice Mayor
Luis E de la Cruz
Theodore Holloway
Michael E. Kelly
Edward London
James S.Taintor
Village Manager
John C. Gilbert
DATE:
TO:
FROM:
RE:
RECOMMENDATION
Office of the Village Manager
MEMORANDUM
May 26, 2015
Honorable Mayor and Members of the Village Council
John C. Gilbert, Village Manager
Approving the Purchase of Exercise Equipment from
Gym Source USA LLC for the Community Center
It is recommended that the Village Council review the requested staff recommendation
for the Community Center exercise equipment replacement program. The Village is
prepared to proceed with this program if authorized, or proceed in any manner
prescribed by the Village Council.
BACKGROUND
In June of 2004 the Community Center Committee recommended contracting with
nationally renowned Exercise Physiologist Marco Borges to determine the best
equipment provider for the Community Center. Mr. Borges evaluated all of the different
manufacturers and concluded that the Village would be best served by purchasing the
equipment from Gym Source, the largest commercial distributor of fitness equipment in
the US. The Village subsequently selected the lower -end commercial equipment from
Gym Source due to the financial considerations in place when the facility opened. The
cardio equipment has been updated since opening, but the majority of the original
strength equipment remains in service today.
The aforementioned process was initiated because Ken Ballard, as well as other
industry experts, stated that a public selection process tended to create more issues
than it addressed. Opinions regarding equipment providers and specific pieces of
equipment tend to be inflexible and focused on the needs of the individual rather than
the entire population served; therefore, rarely generate an actionable consensus.
Taking into account the needs of users that range in age from 16 to 90+ is crucial for a
heavily used facility like the Community Center.
Staff felt that the after ten years of operating the facility it was imperative to hear from
the facility users to formulate a recommendation to Council. A survey was sent to
Community Center members on April 9th and handed out to members as they entered
the Fitness Center. The Village received 241 responses to the survey. The survey and
media materials advertised a public presentation by Techno Gym, Life Fitness, and
88 West McIntyre Street • Suite 210 • Key Biscayne, Florida 33149 • (305) 365-5514 • Fax (305) 365-8936
MISSION STATEMENT "TO PROVIDE A SAFE. QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT'
www.keybiscayne.fl.gov
Gym Source on April 21St at 6:30 PM in the Village Council Chambers. Each provider
discussed their company and the equipment they proposed for the facility, followed by a
question and answer session. The meeting was attended by 12 members of the public.
In addition to the survey and public meeting staff visited sites where each type of
equipment was currently in service.
Staff reviewed the proposals, public input and information gathered from the site visits
and agreed that Gym Source could provide the Village of Key Biscayne with the best
facility.
This recommendation is based on the following criteria:
• Quality:
LifeFitness and Cybex together make up the majority of the commercial grade
fitness equipment in the United States of America while TechnoGym is prominent
in the international market place. While the merits of each can be debated, it
cannot be debated that any one of these is not a premier fitness equipment
manufacturer in the industry. In our discussions with facility operators, the
durability, service, and responsiveness were the determining factors in
recommending Cybex.
• Variety:
By selecting Cybex through GymSource, the community is provided a greater
variety of equipment including unique items that, according to the survey results,
are very popular by facility users like the Arc Trainer. GymSource can provide
products from Cybex, Hoist, Expresso, Octane, Stairmaster and others to create
a first-rate experience for the various user demographics utilizing the facility.
• Flexibility:
GymSource and staff have proposed an equipment selection, but are willing to
adjust the specific items selected within the wide range of products available
through GymSource to address any specific concerns or desires.
• Vendor:
GymSource is the world's largest commercial grade equipment dealer. Bob
Lawrence has a wealth of knowledge, backed up by a lengthy resume of
installations for comparable constituents, selected by qualified and experienced
fitness facility directors.
o Admirals Cove, Jupiter FL
o Ocean Reef Club and Spa, Key Largo FL
o The Point of Aventura, Aventura FL
o Williams Island Spa and Fitness Center
o Woodfield Country Club, Boca Raton FL
o JCC, Davie Florida
o PGA National Resort and Spa
o GL Homes, multiple locations
o Altman Companies, multiple locations
o You Fit Health Club, multiple locations
• Service:
The references provided have all spoken very highly about the service provided
by GymSource. Purchasing through GymSource provides a singular service
provider for the wide variety of equipment that can be selected to address the
needs of the community. Unlike other services providers, GymSource maintains
its own trained staff of service technicians that can usually be on site within 24
hours. They also have in their warehouse a large stock of parts which minimizes
the downtime of broken equipment.
• Benchmarking and Best Practices:
Staff felt that Ocean Reef Club and Spa was the most comparable facility visited
based on the demographic served and desire to provide the highest quality
membership experience. In 2012, their team of facility managers, certified
trainers and instructors completed a fitness provider evaluation for their 7,000
square foot facility. The team recommended changing their equipment provider
from Life Fitness to GymSource for the vast majority of their equipment. Ocean
Reef has subsequently chosen GymSource for their other facilities equipment
needs.
Reviewed by Mr. Chad Friedman from Weiss Serota Helfman Pastoriza Cole & Boniske
as to form and legal sufficiency.