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Home My WebLink AboutR-03-0507J-03-433 05/14/03 RESOLUTION N0. 03- 507 A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE BIDS OF BEST'S MAINTENANCE, AND AFTER HOURS CLEANING SERVICE, INC. FOR THE PROVISION OF CUSTODIAL SERVICES TO BE USED BY VARIOUS USER DEPARTMENTS AND AGENCIES, EACH ON A CONTRACT BASIS FOR A TWO-YEAR PERIOD, WITH THE OPTION TO RENEW FOR TWO ADDITIONAL ONE-YEAR PERIODS, AT AN ESTIMATED ANNUAL AMOUNT OF $45,420, SUBJECT TO INCREASES DUE TO THE ADDITION OF NEW FACILITIES AS NEEDED, AND AS ALLOWED BY CONDITIONS OF THE BIDS; ALLOCATING FUNDS FROM THE OPERATING BUDGETS OF THE VARIOUS USER DEPARTMENTS AND AGENCIES, SUBJECT TO BUDGETARY APPROVAL. BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The bids of Best's Maintenance, and After Hours Cleaning Service, Inc., for the provision of custodial services to be utilized by various user departments and agencies, each on a contract basis for a two-year period with the option to renew for two additional one-year periods, at an estimated annual amount of $45,420, subject to increases due to the addition of new facilities as needed, and as allowed by CITY COMMISSION MEETING OF MXf 2 2 2003 Resolution No. 03- 507 conditions of the bids are accepted, with funds allocated from the Operating Budgets of the various user departments and agencies, subject to budgetary approval. Section 2. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.!' PASSED AND ADOPTED this 22nd _ day of May 2003. NUEL A. DIAZ, MAY ATTEST: PRCILLA A. THOMPSON CI Y CLERK APPROVEJ;� O FORM AD CORRECTNESS: arAA&KN= V=RELLO CT7 ATTORNEY W7225:tr:AS:BSS 1� If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. Page 2 of 2 03-- 507 CITY OF MIAMI, FLORIDA CA=3 INTER -OFFICE MEMORANDUM ?JAY i 4 203 TO: Honorable Or d DATE: FILE tubers the City Commiss' SUBJECT: Resolution Authorizing Custodial Services for C_\ Various City Facilities FROM: REFERENCES: Jo Arriola ENCLOSURES: Bid No. 02-03-088-M/WBE C ief Administrator/City Manager RECOMMENDATION It is respectfully recommended that the City Commission adopt the attached Resolution accepting the bids of Best's Maintenance, a Hispanic/Miami-Dade County vendor, located at 3290 NW 291' Street, Miami, Florida 33142 and After Hours Cleaning Service, Inc., a Black/Miami-Dade County vendor, located at 2040 NW 131 Street, Miami, FL 33167, for the furnishing of custodial maintenance services at various City facilities, on a contract basis for two (2) years, with the option to renew for two (2) additional one (1) year periods at an estimated annual amount of $45,420.00, subject to increases due to the addition of new facilities as needed, and as allowed by conditions of the bid. Allocating funds therefore from the Operating Budgets of the various user City departments, authorizing said purchases, as needed, subject to availability of funds. BACKGROUND The Department of Purchasing has analyzed the bids received on March 26, 2003. Pursuant to Bid No. 02-03-088-M/WBE, seventy-three (73) Invitation for Bids were mailed and ten (10) responses were received. Three (3) responses were deemed non-responsive for failure to meet certain requirements of the IFB. Best's Maintenance and After Hours Cleaning Service, Inc., have submitted the lowest responsive and responsible bids and have met the City of Miami's Minority/Women Business Enterprise Set -Aside requirement for this bid. They are, therefore, recommended for the award. FISC CT: AT TIME OF NEED /vl JA/ L R/ms ResoMemo AGENDA BRIEFING FORM Agenda Date: 5/22/03 Department/Division: Citywide Item No: Department Contact Name/Number: Terry Byrnes 416-1917 Staff Meeting Date: Agenda Office Received: April 25, 2003 Summary/Description of Purchase: Custodial Services for Various City Facilities Bid No. Description: 02-03-088-M/WBE The Department of Purchasing has seen the need for custodial maintenance services at various city facilities. Type of Item: Source of Item: Recommended Vendor(s) Best's Maintenance & After Hours Cleaning Service, Inc. ® Resolution ❑ Commission Directive ❑ Ordinance ❑ Normal Purchase ❑ Sole Source ® Contract Item ❑ Emergency Ratification Discussion Item ❑ Public Hearing Item Contract Period 2 years OTR: 2 years No. of Bidders Notified/MWBE Status: No. of Bids Receive/MWBE Status: Award/Contract Value 71 bids notified 10 bids received $45,420 25 Black 14 Unknown 4 Black 0 Unknown 17 Hispanic 3 Hispanic 14 Female 3 Female 1 Non -Minority 0 Non -minority $45,420 Total Value of Award/Contract (including value associated with potential OTR): AgendaBreifortn v � 2. 4. 0 7. Budgetary Impact Analysis Department Fire -Rescue Division: Support Services Agenda Item # (if available) Title and brief description of legislation or attach ordinance/resolution: Resolution accepting the bid of After Hours Cleaning Service for the acquisition of custodial services for the Department of Fire -Rescue Training` Center and Fire Garage facilities, for a period of two (2) years with the OTR for two (2) additional one-year periods in the amount of $4,605 for the first fiscal year effective through September 30 2003 and $18,420 for each contract year 2 and 3 beginning October 1 2003 and October 1 2004 for a total contract award not to exceed $41,445. Is this item related to revenue? NO: X YES (If yes, skip to item #7.) Are there sufficient funds in Line Item? YES: X Index Code 280601 Minor Obj. Code 340 Amount $4,605 (FY '02-03) NO: — Complete the following questions: Source of funds: Amount budgeted in the Line Item $ Balance in Line Item $ Amount needed in the Line Item $ R„ffcie„t fiends will he transferred from the following line items: ACTION ACCOUNT NUMBER ACCOUNT NAME TOTAL Index/Minor Object/Project No. by: From $ From $ From Is To1$-77771 Any additional comments? FOR DEPARTMENT OF MANAGEMENT AND BUDGET USE ONLY tVerified by: Transfer done by: e of to' P g, Budgeting, and Budget Analyst Budget Analyst Perfo /De 'gne Date 1 01 6� Date Date 03— 507 AWARD RECOMMENDATION AND AYeROVAL FORM Date: 4/1/03 Department/Division: NET Administration Q Department Contact Name/Number: Berta Davis - 416-2017 Bid/Contract Number: 02-03-088-M/WBE Sr. Buyer: Maritza Suarez, CPPB Summary/Description of Purchase: Custodial Services for the NET offices. Justification for Award/Contract: C -T n ry �rnr�� rC -41 i4 int , lord In MrimJ�. I ssu j 12.� l J_Mau Type of Contract: Method of Purchase: ❑ Single Purchase ® Formal Bid (include bid tabulation) ❑ Short -Term Contract ❑ Competitive Negotiation (include documentation) ❑ Lease ❑ Other Governmental Contracts (include documentation) ® Term Contract ❑ Contract Increase Contract Period Two (2) years OTR: For Two (2) additional one year periods Recommended Vendor(s): MWBE/Location Status: Award/Contract Value Hispanic/Dade County $27,000.00 Best's Maintenance (Group 1) Total Value of Award/Contract (including value associated with potential OTR): $108,000.00 Award Recommended By:--��{ f Department Director/Designee Signature Source(s) of Funds:' Account Code(s): 145cot- 05111?). LD . 34 � C p VEr -� t�nos • Thy � u n Funding ApprroovVal: Certified By: Qe cer/DesigneeD Di e igne SIDAWARDRECOMFORM A r 0x --U0 r u% F; scat year Approv d: City Manager Date 03- 507 AWARD RECOMMENDATION AND APrROVAL FORM Date: 4/1/03 Department/Division: Fire Rescue Department Contact Name/Number: Julia Martin - 416-1672 Bid/Contract Number: 02-03-088-M/WBE Summary/Description of Purchase: Sr. Buyer: Maritza Suarez, CPPB Custodial Services for the Fire Training Center and Fire Garage. Justification for Award/Contract: The Department of Fire -Rescue requires custodial maintenance services for the Fire Training Center and Fire Garage Administration facilities. These fire facilities are widely utilized during the day by personnel and need to be thoroughly cleaned. Type of Contract: Method of Purchase: ❑ Single Purchase ® Formal Bid (include bid tabulation) ❑ Short -Term Contract ❑ Competitive Negotiation (include documentation) ® Lease ❑ Other Governmental Contracts (include documentation) Term Contract ❑ Contract Increase Contract Period Two (2) years OTR: For Two (2) additional one year periods Recommended Vendor(s): MWBE/Location Status: Award/Contract Value After Hours Cleaning Service Black/Dade County $18,420.00/annually (Groups II & 111) Total Value of Award/Contract (including value associated with potential OTR): $73,680.00 Award Recommended By: Source(s) of Funds: Department Director/Designee Signature d.). AccountCode(s): Funds will be allocated from Account Code No. 01000.280601.6.340 ($4,605) for the first fiscal year effective through September 30, 2003, and ($18,420) for each contract year 2 and 3 beginning October 1, 2003 and October 1, 2004. Funliing Approval- Certified By: Approved: C's�r. y c cr I t 3 5y- Q q o -, ire r/De ee a ocure ent O er/Designee City Manager Date BIDAWARDREWMFORM 03— 507 Item No. Descrintlon Furnishing all labor, supervision, supplies, equipment, and paper products for the provision of custodial services in accordance with Bid Specifications to the following facilities: Group 1: 1 Little Haiti NET 2 Flagami NET 3 Wynwood Edgewater NET 4 Coconut Grove NET 5 East Little Havana NET 6 Downtown NET 7 Allapattah NET 8 Coral Way NET 9 Overtown NET 10 SW Coconut Grove NET Total for Group I: Group It: 1 Fire Training Center Group III: 1 Fire Garage TABULATION OF BIDS CUSTODIAL SERVICES FOR VARIOUS FACILITIES BID NO.02-03-088-M/WBE Best's Maintenance 3290 NW 29th Street Miami, Florida Female/Dade CITY OF MIAMI MWBE CERTIFIED MONTHLY ANNUAL COST COST After Hours Cleaning Service 2040 NE 131 Street Miami, FL 33167 Black/Dade CITY OF MIAMI MWBE CERTIFIED MONTHLY ANNUAL COST COST $ QW.UV 111lu 4b z,zuU.UU /yr no bid /mo no bid /yr', 6,300.00 190.00 /mo $ 2,280.00 /yr no bid /mo no bid /yr $ 250.00 /mo $ 3,000.00 /yr no bid /mo no bid /yr $ 250.00 /mo $ 3,000.00 /yr no bid /mo no bid /yr $ 230.00 /mo $ 2,760.00 /yr no bid /mo no bid /yr $ 230.00 /mo $ 2,760.00 /yr no bid /mo no bid /yr $ 230.00 /mo $ 2,760.00 /yr no bid /mo no bid /yr $ 250.00 /mo $ 3,000.00 /yr no bid /mo no bid /yr $ 230.00 /mo $ 2,760.00 /yr no bid /mo no bid /yr $ 200.00 /mo $ 2,400.00 /yr no bid /mo no bid /yr $ 27,000.00 1 $ $ 1,140.00 /mo $ 13,680.00 /yr $ 720.00 /mo $ 8,640.00 /yr Prepared by Maritza Suarez, 3/31/03 Page 1 0 1 Vista Building Maintenance Svcs -q, c. 8200 Coral Way Miami, FL 33155 Hispanic/Dade MIAMI-DADE HBE CERTIFIED MONTHLY ANNUAL COST COST $ 425.00 /mo $ 5,100.00 /yr $ 525.00 /mo $ 6,300.00 /yr $ 240.00 /mo $ 2,880.00 /yr $ 515.00 /mo $ 6,180.00 /yr $ 210.00 /mo $ 2,520.00 /yr $ 290.00 /mo $ 3,480.00 /yr $ 375.00 /mo $ 4,500.00 /yr $ 590.00 /mo $ 7,080.00 /yr $ 250.00 /mo $ 3,000.00 /yr $ 515.00 /mo $ 6,180.00 /yr $ 47,220.00 $ 1,800.00 /mo $ 21,600.00 /yr i $ 1,200.00 /mo $ 14,400.00 /yri Item No. Description Furnishing all labor, supervision, supplies, equipment, and paper products for the provision of custodial services in accordance with Bid Specifications to the following facilities: Group I: 1 Little Haiti NET 2 Flagami NET 3 Wynwood Edgewater NET 4 Coconut Grove NET 5 East Little Havana NET 6 Downtown NET 7 Allapattah NET 8 Coral Way NET 9 Overtown NET 10 SW Coconut Grove NET Total for Group I: Group II: 1 Fire Training Center Group III: 1 Fire Garage TABULATION OF BIDS CUSTODIAL SERVICES FOR VARIOUS FACILITIES BID NO.02-03-088-MIWBE Omega Maintenance Co. 13735 SW 176 Terrace Miami, FL 33177 Female/Dade CITY OF MIAMI MWBE CERTIFIED MONTHLY ANNUAL COST COST no bid /mo no bid /yr no bid /mo no bid /yr' no bid /mo no bid /yr no bid /mo no bid /yr no bid /mo no bid /yr no bid /mo no bid /yr no bid /mo no bid /yr no bid /mo no bid /yr no bid /mo no bid /yr no bid Imo no bid /yr $ 1,403.00 /mo $ 16,836.00 /yr 8 no bid /mo no bid Jireh Janitorial Services, Inc. 3121 NW 100 Place Miami, FL 33172 Hispanic/Dade CITY OF MIAMI MWBE CERTIFIED MONTHLY ANNUAL COST COST no bid /mo no bid /yr no bid /mo no bid /yr no bid /mo no bid /yr no bid /mo no bid /yr no bid /mo no bid /yr no bid /mo no bid /yr no bid /mo no bid /yr no bid /mo no bid /yr no bid /mo no bid /yr no bid /mo no bid /yr $ 1,626.77 /mo $ 19,521.24 /yr Briteway Cleaning Service 6210 SW 130 Avenue Miami, FL 33183 Hispanic/Dade MONTHLY COST N O N 14 - 16 R 17 E 18 S 18 P 14 O 14 18 N 14 S 14 V E ANNUAL COST $ 1,680.00 /yr $ 1,920.00 /yr $ 2,100.00 /yr $ 2,160.00 /yr $ 2,160.00 /yr $ 1,680.00 /yr $ 1,680.00 /yr $ 2,160.00 /yr $ 1,680.00 /yr $ 1,680.00 /yr $ 18,900.00 1 $ 679.00 /mo $ 8,148.00 /yr /yr $ 1,230.89 /mo $ 14,770.68 /yr I $ 425.00 /mo $ 5,100.00 /yi "Deemed non-responsive for failing to submit proof of M/WBE certification Prepared by Maritza Suarez, 3/31/03 Page 2 Item No. Description Furnishing all labor, supervision, supplies, equipment, and paper products for the provision of custodial services in accordance with Bid Specifications to the following facilities: Group I: 1 Little Haiti NET 2 Flagami NET 3 Wynwood Edgewater NET 4 Coconut Grove NET 5 East Little Havana NET 6 Downtown NET 7 Allapattah NET 8 Coral Way NET 9 Overtown NET 10 SW Coconut Grove NET Total for Group I: Group II: 1 Fire Training Center Group III: 1 Fire Garage TABULATION OF BIDS CUSTODIAL SERVICES FOR VARIOUS FACILITIES BID NO.02-03-088-MIWBE Expert Lawn and Property Maint. Inc. 10523 SW 185 Terrace Miami, FL 33157 Black/Dade MIAMI-DADE BBE CERTIFIED MONTHLY ANNUAL COST COST $ 264.00 /mo $ 3,168.00 /yr $ 324.90 /mo $ 3,898.80 /yr $ 246.60 /mo $ 2,959.20 /yr' $ 297.00 /mo $ 3,564.00 /yr, $ 322.80 /mo $ 3,873.60 /yr $ 233.00 /mo $ 2,796.00 /yr $ 268.60 /mo $ 3,223.20 /yr $ 336.00 /mo $ 4,032.00 /yr $ 371.80 /mo $ 4,461.60 /yr $ 238.00 /mo $ 2,856.00 /yr $ 34,832.40 $ 1,262.75 /mo $ 15,153.00 /yr $ 749.50 /mo $ 8,994.00 /yr I Prepared by Maritza Suarez, 3/31/03 Page 3 Daryl Professional Services, Inc. 3895 NW 183 Street Miami, FL Black/Dade CITY OF MIAMI MWBE CERTIFIED MONTHLY ANNUAL COST COST 3,900.00 /yr bid /yr bid /yr 4,200.00 /yr bid /yr bid /yr 3,900.00 /yr bid /yr 4,200.00 /yr 3,900.00 /yr 20,100.00 $ 998.00 /mo $ 11,976.00 /yr i $ 998.00 /mo $ 11,976.00 /yr i "Non-responsive for Group I for failing to bid on all items within the group. The Zone Cleaning, Inc. 590 NW 114 Ave., #408 Miami, FL 33172 Female/Dade MONTHLY ANNUAL COST COST $ 260.00 N $ 3,120.00 O $ 325.00 N no bid 3,120.00 _ no bid 300.00 R $ 350.00 E no bid 265.00 S no bid 3,180.00 P $ 325.00 O no bid 3,120.00 N $ 350.00 8 $ 325.00 /yr $ 260.00 V $ 3,120.00 E 3,900.00 /yr bid /yr bid /yr 4,200.00 /yr bid /yr bid /yr 3,900.00 /yr bid /yr 4,200.00 /yr 3,900.00 /yr 20,100.00 $ 998.00 /mo $ 11,976.00 /yr i $ 998.00 /mo $ 11,976.00 /yr i "Non-responsive for Group I for failing to bid on all items within the group. The Zone Cleaning, Inc. 590 NW 114 Ave., #408 Miami, FL 33172 Female/Dade MONTHLY ANNUAL COST COST $ 260.00 /mo $ 3,120.00 /yr $ 260.00 /mo $ 3,120.00 /yr $ 300.00 /mo $ 3,600.00 /yr $ 265.00 /mo $ 3,180.00 /yr $ 260.00 /mo $ 3,120.00 /yr $ 290.00 /mo $ 3,480.00 /yr $ 260.00 /mo $ 3,120.00 /yr $ 275.00 /mo $ 3,300.00 /yr $ 280.00 /mo $ 3,360.00 /yr $ 265.00 /mo $ 3,180.00 /yr $ 32,580.00 $ 1,200.00 /mo $ 14,400.00 /yr I $ 950.00 /MO $ 11,400.00 /yr 1 TABULATION OF BIDS CUSTODIAL SERVICES FOR VARIOUS FACILITIES BID NO.02-03-088-MIWBE Item No. Description Furnishing all labor, supervision, supplies, equipment, and paper products for the provision of custodial services in accordance with Bid Specifications to the following facilities: Group I: 1 Little Haiti NET 2 Flagami NET 3 Wynwood Edgewater NET 4 Coconut Grove NET 5 East Little Havana NET 6 Downtown NET 7 Allapattah NET 8 Coral Way NET 9 Overtown NET 10 SW Coconut Grove NET Total for Group I: Group II: 1 Fire Training Center Group III: 1 Fire Garage Riteway Magic Supply Co., Inc. 1927 Vine Street Kansas City, MO 64108 Black/Non-Local MONTHLY ANNUAL COST COST Prepared by Maritza Suarez, 3/31/03 Page 4 $ 2,201.00 /mo $ 26,412.00 /yr $ 226.00 /mo $ 2,712.00 /yr "Deemed non-responsive for failing to submit proof of M/WBE certification N O $ 21 N 10 $ 3,120.00 /yr $ 2 - 10 $ 3,120.00 /yr $ 2 R io $ 3,204.00 /yr $ 2 E io $ 3,516.00 /yr $ 2 S o $ 3,516.00 /yr' $ 1 P o $ 1,764.00 /yr $ 1 O 10 $ 1,764.00 /yr $ 2 N o $ 3,516.00 /yr $ 2 S o $ 3,516.00 /yr $ 2 1 io $ 2,712.00 /yr V E $ 29,748.00 Prepared by Maritza Suarez, 3/31/03 Page 4 $ 2,201.00 /mo $ 26,412.00 /yr $ 226.00 /mo $ 2,712.00 /yr "Deemed non-responsive for failing to submit proof of M/WBE certification AWARD SHEET CUSTODIAL SERVICES FOR VARIOUS FACILITIES BID NO.02-03-088-MIWBE Item 11 No. Description MONTHLY COST VENDORS: Furnishing all labor, supervision, d supplies, equipment, and paper products for the provision of custodial services in accordance with Bid Specifications to the following facilities: Group 1: 1 Little Haiti NET 4, $ 190.00 /mo Best's Maintenance 2 Flagami NET $ 190.00 /mo 3 Wynwood Edgewater NET $ 250.00 /mo s 4 Coconut Grove NET $ 250.00 /mo 5 East Little Havana NET $ 230.00 /mo 6 Downtown NET $ 230.00 /mo 7 Allapattah NET $ 230.00 /mo 8 Coral Way NET $ 250.00 /mo 9 Overtown NET $ 230.00 /mo 10 SW Coconut Grove NET $ 200.00 /mo a s Group II: 1 Fire Training Center $ 905.00 /mo 4 I After Hours Cleaning Service Group III: 1 Fire Garage $ 630.00 /mo After Hours Cleaning Service Page 1 03- '07 '0 !