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HomeMy WebLinkAboutR-99-0188I ­ x:i F }r J-99-248 3/12/99 RESOLUTION NO. 9 9_ 188 A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE BID OF CHI-ADA CORPORATION FOR THE PROVISION OF CUSTODIAL SERVICES AT THE MIAMI RIVERSIDE CENTER (MRC), ON A CONTRACT BASIS UNTIL SEPTEMBER 30, 1999, IN AN AMOUNT NOT TO EXCEED $92,098, WITH THE OPTION TO EXTEND FOR THREE (3) ADDITIONAL ONE (1) YEAR PERIODS; ALLOCATING FUNDS THEREFOR, FROM ACCOUNT CODE NO. 504000.421901.6.340; REQUIRING BUDGETARY APPROVAL FOR THE OPTION PERIODS. WHEREAS, the City Manager's Office requires custodial services at the Miami Riverside Center; and WHEREAS, pursuant to public notice, Invitation for Bids No. 98-99-044 were mailed to fifty-two (52) providers of said services; and WHEREAS, eight (8) bids were received on February 18, 1999; and WHEREAS, the lowest bidder was deemed non -responsible for not having the required years of experience; and WHEREAS, the City Manager recommends that the bid received from Chi -Ada Corporation be accepted as the lowest responsive and CIYF CODWSSION MEETING: OF MAR 2 9 1999 Resolution .io. 99- 188 'responsible bid; and WHEREAS, funds will be allocated from Account Code No. 504000.421901.6.340; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are hereby adopted by reference thereto and incorporated herein as if fully set forth in this Section. Section 2. The bid received on February 18, 1999, from Chi -Ada Corporation for the provision of custodial services at the Miami Riverside Center (MRC), on a contract basis until September 30, 1999, in an amount not to exceed $92,098, with the option to extend for three (3) additional one (1) year periods, is hereby accepted, with funds therefor hereby allocated from Account Code No. 504000.421901.6.340, requiring budgetary approval for the option periods. Section 3. This Resolution shall become effective r 99- 10 immediately upon its adoption and signature of the Mayorll. PASSED AND ADOPTED this 23rd day of March lggg. JOE CAROLLO, MAYOR In accordance with Miami Code Sec. 2-36, since the Mayo, did not indicGt,? agpro„,:l of this legislation by signing it in the designated pl• • pro�-ided, ca ; becomes effective with the elapse of ten 10 rc ,,,- regarding same, without the Mayor e e c sing a to m the of Ccir,r ` �icn craior; ATTEST Wa r J. f= an, City Clerk WALTER J. FOEMAN CITY CLERK APP D AS FO AND ORRECTNESS:t LARELLO - CI ATT Y 3302:CSK l/ 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. 3- 99— I S8 CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM Honorable Mayor and Members ro : of the City Commission DATE: MAR 11 � 1999 FILE SUBJECT: Resolution Authorizing MRC �. Custodial Services FROM: n �Od H. Warshaw ' ""�' City Manager REFERENCES Bid NO. 98-99-044 ENCLOSURES: RECOMMENDATION: It is respectfully recommended that the City Commission adopt the attached Resolution accepting the bid of Chi -Ada Corporation, a Miami-Dade/Black vendor, located at 135 N.W. 1631d Street, Miami, Florida 33169, for the provision of custodial services for the City of Miami Riverside Center (MRC) for the initial period through September 30, 1999, with the option to renew for three (3) additional ogle -year periods, at an amount not to exceed $92.098.00 for the initial period, and $165,956.00 for the first renewal period, and allocating a cost -of -living adjustment -not to exceed 5% for each subsequent renewal year. Funds are available from the MRC budget Account Code No. 504000.421901.6.340, and Budget approval will be required for subsequent renewal years. BACKGROUND: The City Manager has seen a need to secure a contract for custodial services for the City Of Miami Riverside Center (MRC). The Department of Purchasing and the MRC Facility Manager have analyzed the bids received pursuant to Bid No. 98-99-044. Fifty-two (52) Invitations for Bids were mailed and eight (8) bids were received. After Hours Cleaning Service, Inc. was the low bidder, however, same was found to be not responsible as a result of receiving poor performance evaluations from the references cited and for not currently servicing an MRC-like facility in terms of type and size as provided for in the Bidder's Qualifications section of the IFB. Chi -Ada Corporation submitted the next lowest bid and was found to be qualified and is therefore recommended for award. It is noted that the difference between After Hours and Chi -Ada is $26.00. The initial and subsequent contract values include the base yearly contract amount plus a yearly contingency. DHW:JWB:SFS �r cover. ltrjan.doc 0J- 188 0 CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM TO: The Honorable Mayor and Members of the C' Commission H. H D FROM : onald Warshaw City Manager DATE: FILE: SUBJECT: Bid No. 98-99-044 Local Vendor Participatioa/Response REFERENCES: ENCLOSURES: Please be advised that Invitation for Bids (IFB) were sent to the following local vendor(s) to procure custodial services at Miami Riverside Center. Bids were opened 12:00 pm, Tuesday, February 18, 1999. As a follow-up, the vendor(s) who did not bid was contacted on February 26, 1999, to determine the reason(s) for not bidding. 1. Name of Vendor Colin Service Systems Vendor Response(s)District Left several message, no Contact Person No. 2. I. Elozie Association J R Alvarez Lanc Clearing avail Mail Returned, Phone Disconnected David Colin Henry O Okafor II IV 4. 5. Macretti Inc. Left several messages, no avail Mail Returned "attempt not known " J R Alvarez III 6. Knight Property Mgmt Svc Inc. P & E Construction Co, Inc.messages, Left several messages, no avail dr Alberto Alberto C Macretti Rabail.adan IV 7. R Holmes Bus & Property Svc. Comm'tted to otheaconn Eusebio Arias 1 1 8. 9. Mr. Maintenance Operation Clean Sweep, Inc. acts Phone Disconnected Renita Holmes Manuel Richardson V I 10. 11. Services Diversified Inc. Royal Mail Returned "attempt not known,, Did not receive package Emeline Alexis 11. Services Not within 10% of low bid Athalie Range V Sergio Barrero V DHW/B WH/JSC/cyb c: Purchasing Dept 99- 188 ,i r 6 4- CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM Judy S. Carter, Director 22 FebrLfai 1995 ro : Department of Purchasing FROM: Stephen F. Shaw MRC Facility Manager OATS . FILE SUBJECT: Award Of MRC Custodial Services Contract REFERENCES: ENCLOSURES: Reference is made to the recently effected IFB for janitorial services for the MRC: As you are aware, the bids for this IFB were just received by your department on Thursday, 18 February 1999. Seven (7) vendors submitted bids and in the absence of not knowing if any of these are not qualified due to not meeting a basic qualification (not being in business for 5 consecutive years, etc.), they are listed in the order of lowest to the highest bid price: After Hours Chi -Ada Vista Omega Best South Florida Royal In an effort to reduce MRC-related operating expenses and to save processing time, an IFB was utilized instead of the RFP process. Also, the use of the IFB and the specifications developed were intended to afford smaller companies a greater opportunity to participate in bidding as compared to the RFP. Of the utmost general importance, in light of the above mentioned considerations, is the adherence to the specifications and qualifications which were emplaced. To this end, and of specific importance, is the experience level of the vendor in terms of servicing an MRC-like property in size and type, the quality of work as determined by interviewing individuals having direct or day-to-day knowledge of same, and the length of time the contract has been in effect. It was my responsibility to check references to determine if the vendors met the qualifications established by the City. To accomplish this task, interview questions were developed and the vendor's references were contacted. The questions were: Page 1 of 2 jan.bid.ltr.doc 99- 188 f Subject: Award Of MRC Janitorial Services Contract continued 22 February 1999 Type of property Time vendor under contract Quality of work Recommendation Based on the attached results of the references checked and interviews conducted pursuant to the IFB, the following was found: After Hours: Disqualified under the provisions of: Special Conditions, 3.6 Bidders Qualifications; Sub -Section 4: Bidder "shall currently be servicing a multi- story Class "A" administrative type property having at least 200,000 square feet ..." Sub -Section 5: ".. - City reserves the right to verify and/or visit these or any other references as part of the evaluation and will be used as a disqualifier to perform work under this IFB should references reveal poor performance." A check of two (2) references revealed poor performance and the references would not recommend the vendor to the City. Additionally, no references were revealed where the bidder was currently serving a Class "A" building. Chi -Ada: Qualified Vista: Qualified In light of the above findings and assuming that all requirements are met to your satisfaction, it is recommended that Chi -Ada, a Miami -Dade, minority -owned vendor, be awarded the MRC custodial services contract. Thank you. L G4 cc: J. Buhrmaster c, 1 P. Burns Page 2 of 2 9J-- 188 INTERVIEW RESULTS MRC CUSTODIAL SERVICES IFB The City Of Miami Riverside Center Vendor: After Hours Date: 19 February 1999 Reference: Stephen Swang Operations Manager Jackson Medical Towers (305) 585-5720 Result: "Did not complete full term of contract due to poor performance - did not meet specifications - facility is a class B/C building - do not recommend." Reference: Danette Perez Assistant to the Director City of Miami / GSA (305) 575-5130 Result: "Several complaints, past and present. Poor performance - lack of supplies - employees frequently fail to show up for work - class "C" buildings - do not recommend." Vendor: Chi -Ada Date: 19 February 1999 Reference: John Young Manager of Facilities Broward County Government (954)831-6548 Result: "Currently services multiple facilities for County of Broward, includes class "A", high -profile facilities exceeding 200,000 square feet. Quality of work is very good for a period of three years - no problems with supplies. Performs better than companies which are larger and have been in business longer - would like to renew contract - highly recommended." Page 1 of 2 99- 188 6Z INTERVIEW RESULTS CONTINUED MRC CUSTODIAL SERVICES IFB The City Of Miami Riverside Center Vendor: Chi -Ada continued Reference: Tom Harrington Operations Manager Coral Springs Medical Center North Broward Hospital District (954)796-3918 Result: "Currently handles doctor's administrative office building. Satisfactory performance from July 1998 to the present - would recommend." Vendor: Vista Date: 22 February 1999 Reference: Peter Fernandez Building Manager Downtown Courthouse Building Miami -Dade County Government (305) 375-5079 Result: "Contract in effect for 3 years and 9 months - class "A" administrative offices and court rooms, 284,000 square feet high-rise. Does a good job on a continuing basis, very responsive - highly recommended." Reference: Beverly - Building Management Assistant Reports to Juan Silva - Building Manager. Stephen P. Clark Center Miami -Dade County Government (305) 375-2616 Result: "Contract in effect for 3 years and 9 months - class "A" with well over 200,000 square feet - 30 floor administrative office building. Very satisfactory work, does a good job - recommended." Page 2 of 2 99- 188 Miami, Florida Bid No. 98-99-44 6.1 BID INFORMATION FORM ling Date: I+ebruary 2, 1999 No.: 98-9944 Buyer: Pamela Burns Telephone: 305416.190S Please quote on this form(s) net prices for the item(s) attached. Return signed original and retain a copy for your files. Prices should include all costs, including transportation to destination. The City reserves the right to accept or reject all or any part of this bid. Prices should be firm for a minimum of 90 days. Reference to manufacturers' .names or catalog numbers are for identification only. If alternates are quoted, complete information must be given. In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices. yJLu-sy: c; JbXUJJLA-L SERVICES FOR MRO We have read your Invitation for Bids, completed the necessary documents, and propose to furnish and deliver, F.O.B. DESTINATION, the items or service specified herein. ALL,?MITED BIDS MUST BE SUBTIN TRIPLICATE OR YOUR BID MAY BE DISQUALIFIED. number of calendar days required to complete work after Notice to Proceed or issuance of purchase order. number of calendar days required before commencement of work. Delivery will be made within calendar days after receipt of purchase order. Terms: 2%-10 days 0Uet 30 days V Additional discount of if awarded aU items. (include cash discount for prompt payment, if any) Other Discounts: ^ -A Contact Person/Telephone: Term of Warranty for equipment: Term of Warranty for labor: All exceptions to this bid have been documented in the section below. EXCEPTIONS: L ) Gf4Q— I certify that any and all information contained in this bid is true; and I further certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid for the same materials, supplies, equipment, or service, and is in all respects fair and without collusion or fraud. I agree to abide by all terms and conditions of this bid and certify that I am authorized to sign this bid for the bidder. Please print the following and sign your name: Firm'sName: CiHI —� A G���ft'T ephone.- cipal Business ddress: Fax: ry . , ... Name: �- ,1,4iami, Florida 6.5 VENDOR B''� GROUND INFORMATION �; ,�STRUCTIONS: our bid. Do not leave any questions unanswered. This questionnaire is to be includeNow , or Not Applicable", as appropriate. Please print. does not apply, write the word(s) COMPANY NAME' — COMPANY OFFICERS: Vice President President ►"J� Secretary Treasurer When the question COMPANY O`yNERSFITP•�o�, of ownership % of ownership; - % of ownership 1 : % of ownership LICENSES: 1 6 —, '.t County or Municipal Occerp�atr License No. I . (attach copy with bid) 2. Occupational License Classification z_ it 3. Occupational License Expiration Date: r ' Of Competency q Metro -Dade County Cettifi in Bid or RFP) (attached copy if requested Social Security or Federal 5. I.D. No. EXPERIENCE: in 6. Number of Years your our organization has been business: Number of Years experi ROPOSER (pen principal � of firm, owner) has had m operation 7• N ence BIDDERIP of the Bid of the type required by the specifications or RFP: Number of Years experience BIDDEIVPROPOSER (firm, corporation, ropri getorship) has had in operation of the type required by the specifications of the Bid or RFP:_ BID AWARD RECOMMENDATION FORM BID NUMBER: 98-99-044 COMMODITY/SERVICE: Custodial services for the DEPARTMENT /DIVISION: Riversideo f . TERM OF CONTRACT: Shall commence upon date of award and bthee effective until 9/30/99, with NUMBER OF BIDS DISTRIBUTED: 52 ter. NUMBER OF BIDS RECEIVED: 7 (1 nonresponsive) METHOD OF AWARD: To the lowest responsible and responsive bidder whose bid meets the re uirements and criteria set forth in the bid. RECOMMENDED VENDOR(S): STATUS: C ,q� (�E- Chi Ada Corporation Dade Count / Black �tial pNerioY1g'M�r - y 30 Sep 99) $92,098 1st ear Y 165 9 6100 TOTAL: THE FOLLOWING TO BE COMPLETED BY USER DEPARTMENT: JUSTIFICATION: TO _provide custodial services for the DM. ACCOUNT CODE(S) 504000.421901.5.340 DEPARTMENT APPROVAL: OTHER FUNDING APPROVALS, IF APPLICABLE: TITLE: PAGE 2 OF 2 TABULATION OF BIDS Custodial Services for the Miami Riverside Cantor Bid No, 98-99-044 South Florida Maint. Omega Mainl. Co. Royal Services orso. Services, Inc. 13735 S.W, 176 Terr. Florida, LLC. 8221 N.W. 54111 Street i Miami, Fla. 33177 711 N.W. 6th Ave Maui, Fla. 33166 Miami -bade Co./remnie Miami, Fln. 33136-3243 Miami -Dade (.'o. / 1lisp. !'t I-ocal / NonMinority PEm" N REQUIRED SERVICES i 'Daytime Janitorial Support $ 39,800.00 $ 27,887.00 $ t. 37,440,00 �% $ 2Night-Time Cost $ 169,000.00 i { $ 136,689.00 j $ , 181,776.00 $ 3Gauge Cleaning Cost $ 9,650.00 r� $ 8,096.00$ $ 10,318.00TOTAL ANNUAL COST 218,450 00 s $ 172,672.00$ IItemized Costs f; taytime 229,534.00 $ Janitor, Regular Rate ` $ Daytime Janitor, Overtime Rate $ 9.95 / hi�' l $ t 14.93 / hr'r $ 5.25 / hr. t $ 8.88 / hr. ; 2 . A. Night -Time Costs** ? $ a Q. Night -Time Costs** '; $ 169,000.00 / r i Y j $ 7 87 / hr. „ $ 136,689.00 / yr. ;t $ 13.32 / he 181,776.00 / t ; C. Night -Time Costs *$ ; i $ D. Night 147,000.00 / yr�4 $ 143,000.00 / r;� Yt1 $ 130,000.00 / •r. ,' $ y 118,000.00 /yr.t`: yr. 159,888.00 / yr. -Time Costs•• $ E. Night -Time Costs •• $ 141,000.00 /yr,j $ 143,000.00 r, $ 120,000.00 /yr. $ y 148.044.00 /yr. 156,216.00 / yr, 3 'Garage Cleaning $ / Y . $ 9.65 / he i $ 99,500.00 / yr. ;; $ 146,376.00 /yr. 8.00 / hr. ; $ 9.92 /hr.,' 2 A: Daily vacuuming & dusting 0: Dusting Itfnte week., vacuuming twice week C: Dusting & vacuuming I time per week D: No dusting & vacuuming 2 times per week. E: No dusting and vacuuming I time per week 06 b Chl-Adn Corp. Vista Qldg. Maint. Svcs. I35 N.W. I63rd St. 8200 Coral Way Miami, Fla. 33169 Miami, Fla. 33155 Minml-Dade Co/Qlnck Miami -Dade Co./Ilisp. i! $ 36,000,00 23,000.00 $ 119,500.00 91,965.00 28,946.00 �} $ 10,062.50 7,045.00 I50 x j Best's Maintenance Rr. i; Janitorial Svc., Inc. {i 3290 N.W. 29th St. Miami, Fla. 33142 Miami -Dade Co./llisp. $ 29,900.00 $ 139,732.00 $ 7,250.00 ,956.00 $ 165,562.50 I' $ 9.00 ;$ * L6ca1 Vendor not within 10% Approved by: Director /�Be Sim Date: a'att� 5.75 / hrr $ 13.86 / fir'.$ 8.65 / hry; $ 140,140.00 / hr� $ 127,956.00 /yr $ 131,640.00 /yr� $ 99,965.00 /yr;' $ 123,140.00 / yr�� $ 95,503.00 / yr: $ 118,890.00 / yr {; $ 92,503.00 /yr $ 114,640.00 /yr�! $ 88,503.00 /yr{� $ 8.50 /yr!, $ 6.00 /hr; $ 8.50 /hr!! $ t 176,882.00 7.50 /hr.' 10.80 /hr.' 139,732.00 /yr. 133,482.00 /yr. 127,232.00 /yr, 120,982.00 / yr..: 114,732.00 /yr.. 7.50 / hr. Afler I lours Cleaning Scrn•icl 20600 N.W .1411 Miami, Fla. 316; Miami -Dade Co N O N I. • Did not meet qualifications. BID ITEM: CITY OF_AIIAMI OF TIIE CITY CLERK BID SECURITY LIST CUSTODIAL SERVICES FOR MIAMI RIVERSIDE CENTER BUILDING BID NO: 98-99-044 DATE BID(S) OPENED: FEBRUARY 18, 1999 BIDDER TOTAL BID SOUTH FLORIDA MAINTENANCE SERVICES, INC. AFTER HOURS CLEANING SERVICE, INC. OMEGA MAINTENANCE CO. ROYAL SERVICES OF SOUTH FLORIDA, LLC CHI—ADA CORPORATION VISTA BUILDING MAINTENANCE SERVICES BEST'S MAINTENANCE & JANITORIAL SERVICE, INC. NO BID: TIME 12:00 PM BID BOND (ER) rACUILInto - MR. CLEAN RELIABLE SERVICES, INC. SERRA CLEANING SERVICES CORP. -Offers f-,Orn t n received tz.rs cf r�..- QTe hereby .. - f: r� .i t ; A.I. i li eby Wected �as 1crle. .._ _�:.,�..�.; .,, c any, Pees` n r ervmg bid(s) �� ��r— received C--� envelops on behalf of PURCHASING DEPARTMENT (City Department) on .2 (Date) SIGNS De u C'j P tY Clerk CITY OF MIAMI rr ADVERTISEMENT FOR PROPOSAL Sealed proposals will be received by the City of Miami City Clerk at his office located at City Hall, 3500 Pan American Drive, Miami, FI. 33133 for the following: RPP NO.98-99-044 Custodial Services for Miami Riverside Center Building All Bidders shall attend the mandatory Pre -Bid Conference. This conference will be held at the Miami Riverside Center, 444 SW 2nd Avenue, Miami, Florida (meet in lobby) on Wednesday, February 10, 1999 at 9:30 a.m. A walk-through of the Center will be conducted and all requirements and specifications detailed in this IFB will be discussed. It is mandatory that a representative (s) of the bidder attend in order to qualify to bid. OPENING DATE: 12:00 P.M. Thursday, February 18, 1999 Detailed specifications for this proposal are available upon request at the City of Miami, Purchasing Department, 444 SW 2nd Avenue, Sixth Floor, Miami, Florida 33130. Telephone No. (305) 416-1906. Donald H. Warshaw City Manager AD NO.5364 CITY OF MIAMI LOGO ., N '. City of Miami ,I,,I::,,, T ° REQUISI ION FOR ADVERTISEMENT This number muss appear in the advertisement INSTRUCTIONS: Elease type.and attach a copy of t 1. Department: !p 2. Divisioh: I Account Code number a. Is this a confirmation: S. Prepared by ❑ Yes 0 No 6. Size, of advertisement: 7. Starting date: B. Telephone number: 9. Number of times this advertisement is to be 10. Tyne, of advertisement: ublished: I_ lJ Legal ❑ Classified ElDisplay 11. Remarks: 12. I Publication Date(s) of Advertisement Invoice No. Amount 4^ 3' ,S 13, Approved ❑ Disapproved •�' 1-1�- Department Director/Designee Date I 1 Approved for Payment Date C IGS/PC 503 Rev. 12/89 Routing: Forward White and Canary to G.S.A. (Procurement Management) and retain Pink copy. ura s niou i wn: nm►e - t7.O.H.; Lwanary - uepanmenr