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
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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