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HomeMy WebLinkAboutR-97-0317J-97-269 4/30/97 RESOLUTION NO. 9 7 - 317 A RESOLUTION ACCEPTING THE BIDS OF AFTER HOURS CLEANING SERVICE, INC., FOR THE FURNISHING OF CUSTODIAL SERVICES, IN AN ANNUAL AMOUNT OF $81,816.00, FOR THE NORTH AND SOUTH DISTRICT POLICE STATIONS (GROUP A) AND THE POLICE DEPARTMENT MINI - STATIONS AND SATELLITE OFFICES (GROUP B) AND ETCETERA SERVICE, INC., FOR THE FURNISHING OF CUSTODIAL SERVICES, IN AN ANNUAL AMOUNT OF $8,846.52, FOR THE FLEET SERVICE CENTER (GROUP C), FOR A ONE (1) YEAR PERIOD WITH THE OPTION TO EXTEND FOR TWO (2) ADDITIONAL ONE (1) YEAR PERIODS, AT A TOTAL PROPOSED ANNUAL AMOUNT OF $90,662.52; ALLOCATING FUNDS THEREFOR FROM THE POLICE DEPARTMENT GENERAL OPERATING BUDGET, ACCOUNT CODE NO. 001000-290201.6.340 ($81,816.00) AND FROM THE FLEET SERVICE CENTER OPERATING BUDGET, ACCOUNT CODE NO. 503001.291301.6.705 ($8,846.52); AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE PURCHASE ORDER FOR THIS SERVICE, AND THEREAFTER TO EXTEND SAID CONTRACT FOR TWO (2) ADDITIONAL ONE (1) YEAR PERIODS AT THE SAME PRICES, TERMS AND CONDITIONS, PURSUANT TO BID NO. 96-97-033, SUBJECT TO THE AVAILABILITY OF FUNDS. WHEREAS, pursuant to public notice, sealed bids were received on February 24, 1997 for the furnishing of custodial services for the Department of Police; and WHEREAS, invitations for Bid No. 96-97-033 were mailed to fifty-three (53) potential bidders and seven (7) bids were received; and WHEREAS, the Department of Police must provide custodial services for its properties; and CITY COMMISSION MEETING OF MAY 0 7 1997 Revolution No. 9 WHEREAS, said service includes the furnishing of all labor, materials, equipment and supervision; and WHEREAS, funds for this service are available from the Police Department Operating Budget, Account Code No. 001000.290201.6,340 ($81,816.00) and from the Fleet Service Center Operating Budget, Account Code No. 503001.291301.6.705 ($8,846.52); and WHEREAS, the City Manager and the Chief of Police recommend that the bids received from After Hours Cleaning Services, Inc., and Etcetera Service, Inc., be accepted as the lowest most responsible and responsive bidders; 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 bids submitted on February 24, 1997 by After Hours Cleaning Service, Inc., for the furnishing of custodial services, in an annual amount of $81,816.00, for the North and South District Police Stations (Group A) and the Police Department mini - stations and satellite offices (Group B) and Etcetera Service, Inc., for the furnishing of custodial services, in an annual amount of $8,846.52, for the Fleet Service Center, for a one (1) year period with the option to extend for two (2) additional one (1) year periods, at a total annual amount of $90,662.52, are hereby accepted, with funds therefor hereby allocated from the Police Department Operating Budget, Account Code No. 001000.290201.6.340 ($81,816.00) and from the Fleet Service Center Operating Budget, Account Code No. 503001 ,290402.6.705 ($8,846.52). 2- 97- 317 Section 3. The City Manager is hereby authorized to instruct the Chief Procurement Officer to issue purchase orders for these services, and thereafter to extend said contract for two (2) additional one (1) year periods at the same prices, terms and conditions, in accordance with Bid No. 96-97-033, subject to the availability of funds. Section 4. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 7th ATTEST; WALTE J. MAN CITY CLERK BUDGETARY & FINANCIAL REVIEW: � p6z��' DIPAK PAREKH, DIRECTOR OFFICE OF BUDGET AND MANAGEMENT ANALYSIS day of May 1997. 7"Jul CAROLLO, MAYOR APPROVED AS TO FORM AND CORRECTNESS: A. I N S, III CITY ATT EY I W1594:CSK 3- 97-- 317 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO The Honorable Mayor and Members of the City Commission FRo Marquez City Manager Recommendation: DATE : APR 2 2 1997 SUBJECT: Proposed Resolution REFERENCES: Purchase of Custodial Services; ENCLOSURES: Bid No. 96-97-033 FILE : It is respectfully recommended that the award of Bid No. 96-97-033 and a Resolution accepting 'said bid for the provision of Custodial Services be granted to: 1) Group A and Group B: After Hours Cleaning Service, Inc., a Black, Dade County vendor, located at 1515 NW 167`" Street, #232, Miami, Florida, 33169, whose owners are Joe, Eddy and Marie Allen, in an annual amount of $81,816.00. 2) Group C: Etcetera Service, Inc., a Female, Dade County vendor, located at 46 NW 105'' Street, Miami, FL, 33150, whose owner is Diana Newbold -Davis, in an annual amount of $8,846.52. Funding, in a total amount not to exceed $90,662.52, is to be from the Police Department General Operating Budget, in the amount of $81,816.00, Account Code 001000.290201.6.340 and the Fleet Service Center General Operating Budget, in the amount of $8,846.52, Account Code 503001.291301.6.705. Background The Police Department is responsible for providing custodial services for its properties. Formal bids have been received and after review it has been determined that the listed vendors are the low bidders on the awarded properties. The vendors will be accountable for providing custodial services within each of the properties. Properties include: Group A which consists of the North and South District Stations, Group B which consists of all mini -stations and satellite offices and Group C which is the Fleet Service Center. These services are necessary as the Department does not have applicable personnel to perform them. Without these services the properties will fall into an untidy and unsanitary condition. On January 24`'', 1997, invitations for sealed bids were sent to fifty-three (53) prospective vendors. Bids were opened on February 24', 1997, with seven (7) responsive vendors. �__ 97-. 317 1 The Honorable Mayor and Members Bid No. of the City Commission _ 96-97-033 Amount of Bid: % of Cost Estimate: $90,662.52 70.4% Cost Estimate/Budgeted Amount: $128,812.00 Source of Funds: Police Department General Operating Budget Account Code 001000,290201.6.340 Amount: $81,816.00 Fleet Service Center General Operating Budget Account Code 503001.291301.6.705 Amount: $8,846.52 Minority Representation: Black Public Hearings/Notices: N/A Assessable Project: N/A 2 97- 317 6.5 V U BACKGROUND INFOR IA' dre is to be included with your bid. Do not leave any questions unanswered. When the question write the word(s) "None", or "Not Applicable", as appropriate. Please print. MYAIV Y OFFICERS: /President Vice President .1 e h Secretary _ l � (� y � ice{ � � C V� Treasurer lJ (�l� f t 1 COMPANY OWNERSHIP: mD p _ 1.-4� ) 1 P n . LA ;I—_% of ownership Coil, M I e 2� j—% of ownership MOW 1 L al It Y� j_�% of ownership % of ownership LICENSES: 1. County or Municipal Occupational License No._ 10 03 1 5--- % (attach copy with bid) 2. Occupational License Classification 7 G Yl , A-[j r 1 CL 3. Occupational License Expiration Date: q - 3 Q - q 4. Metro -Dade County Certificate of Competency No. (attached copy if requested in Bid or RFP) S. Social Security or Federal I.D. No.__ % 4 le 5-4-2 41 EXPERIENCE: 6. Number of Years your organization has been in business:2 �i_ '? V Y-s 7. Number of Years experience BIDDERIPROPOSER (person, principal of fu7n, owner) has had in operation of the type required by the specifications of the Bid or RFP: 8. Number of Years experience BIDDERIPROPOSER (firm, corporation, proprietorship) has had in operation of the type required by the specifications of the Bid or RFP: 97-- 317 3 .tv",, r torida � Bid No. 96-97-33 VE OR BACKGROUND INFOX MAI 1XN INSTRUCTIONS: This questionnaire is to be included with your bid. Do not leave any questions unanswered. When the question does not apply, write the word(s) "None", or "Not Applicable", as appropriate. Please print. COMPANY O��F��rFICERS: President I/t��£ Z/W— A Vice President Secretary /I Treasurer COMPANY OWNERSHIP: l 1 j A o1 c / le-(— AliS % of ownership % of ownership % of ownership % of ownership LICENSES: 1. County or Municipal Occupational License No. c�- b Z �J j — j (attach copy with bid) 2. Occupational License Classification J7ft I? IA-t�gk'V�I4e4- 3. Occupational License Expiration Date: �P N�-� e,- P- 4. Metro -Dade County Certificate of Competency No. (attached copy if requested in Bid or RFP) 5. Social Security or Federal I.D. No. 6 9 ,2 3 6 EXPERIENCE: 6. Number of Years your organization has been in business: 7. Number of Years experience BIDDER/PROPOSER (person, principal of firm, owner) has had in operation of the type required by the specifications of the Bid or RFP: j 8. Number of Years experience BIDDER/PROPOSER (fain, corporation, proprietorship) has had in operation of the type required by the specifications of the Bid or RFP: 9'7- 317 5 BID NUMBER: 96 - 97 - 033 M/WBE COMMODITY / SERVICE: CUSTODIAL SERVICES DEPARTMENT/CONTACT PERSON: Mr Mr POLICE DEPT - RQN HAZZARO/BUDGET UNIT DIRECTIONS TO COMPLETE BID AWARD RECOMMENDATION FORM ON THE REVERSE SIDE: The top portion of the reverse side of this Bid Award Recommendation Form has been completed by the Procurement Management DivisionSPMD). The user department (s) is required to complete all remaining sections of this form, including the funding source(s), contract value (if applicable), and all other required approvals prior to forwarding to PMD. Within 10 days, FAX this completed form along with approved and signed Bid Tabulation Form to Finance/PMD, ATTN: Bid/Contract Section, at 416-1925. These forms will be utilized by PMD to prepare the resolution memo and the Resolution for submission to the Agenda Office for Commission approval. Should the department not concur with the recommendation for award, FAX separate justification memo to PMD immediately. Emergency procurements are exempt. Contact PAMELA BURNS of the Bid/Contract Section at 416-1905;8 =fiXMXXhould you have any questions. APPRO' TO DEP BIDRECOM.DOC 2/28/97 PAGE 2 OF 2 PAGES 7 97- .317 BID AWARD RECOMMENDATION FORM BID NUMBER: 96-97-033 M/WBE COMMODITY/SERVICECustodial Services for the MPD DEPARTMENT / DIVISION: Miami Police ce Dppartment TERM OF CONTRACT: one (1) ,year with the extend for 2 additional one (1) yr. periods NUMBER OF BIDS DISTRIBUTED: 53 NUMBER OF BIDS RECEIVED: 7 METHOD OF AWARD: To the lowest most responsive and responsible bidder(s) based RECOMMENDED VENDOR(S): After Hours Cleaning Service Ftcetera Service, Inc. STATUS: Black/Dade Co. CONTRACT VALUE: TOTAL: P qo, (b02, sa: T THE FOLLOWING TO BE COMPLETED BY USER DEPARTMENT: JUSTIFICATION: AFTER HOURS CLEANING: Group_A and Group B . ETCETERA SERVICE• Group C. Provide general janitorial service, to include vacuuming, thorough cleaning of bathrooms, mopping, emptying trash cans, dusting of surfaces (desks, file cabinets, etc.)- This is necessary to maintain the physical facilities in a neat, clean, & professional atmosphere ACCOUNT COOE(S): in� DEPARTMENT APPROVAL: Department Director/ Designee BUDGETfJMVIEW APPROVAL: 4 _0AV_/. Dipak Parekh Director OTHER FUNDING APPROVALS, IF APPLICABLE: E PAGE 2 OF 2 PAGES PROCUREMET APPROVAL: r1efjuPcr"oyc"UrementOfficer .arter qC TITLE: BID TABULATION 96.97-033 M/WBE CUSTODIAL SERVICES FOR THE DEPARTMENT OF POLICE GROUP A GROUP B GROUP C VENDORS Mr. Clean Reliable Services 212 N.E. 154 Street Miami, Fla. 33162 Black/Dade Co. $ 103,776.00 NO BID $ 19,980.00 no record of attendance at Best's Maintenance and site visit Janitorial Service, Inc. 3290 N.W. 29th Street Miami, Fla. 33142 Female/Dade Co. $ 87,780.00 $ 18,540.00 $ 17,424.00 After Hours Cleaning Service 1515 N.W. 167 Street #232 Miami, Fla. 33169 Black/Dade Co. $ 66,000.00 $ 15,816.00 $ 16,500.00 Etcetera Service Inc. 46 N.W. 105 Street Miami, Fla. 33150 Black/Dade Co. $ 101,268.00 $ 21,000.00 $ 8,846.52 no record of attendance at Dexter -Clean Corp. site visit at Edgewater 10201 Hammocks Blvd. Miami, fla. 33196 Female/Dade Co. $ 66,600.00 $ 22,380.00 $ 43,200.00 N & K Enterprises Inc. 1495 N.E. 129 Street N. Miami, Fla. 33161 $ 147,010.32 $ 25,844.78 NO BID Terry's Extradordinary 2420 N.W. 140 Street Opa Locka, Fla. 33054 $ 75,000.00 $ 28,880.00 NO BID Black/ Co. Approve Approved by:,�41 y S. Carter Direct esigne Chie rocurement Officer Date: v�/� Prepared By: Pamela Burns 3/4/97 Group A: North and South Substations Group B: Mini Stations: Omni, Overtown, N.E., & Edgewater Marine Patrol, David Herring Center, Mounted Unit Group C: Fleet Service Center 97- 317 9 CITY OF MIAMI SUMMARY OF CONTRACTS AWARDED FOR: CUSTODIAL SERVICES FOR THE MIAMI POLICE DEPARTMENT AWARDED TO: After Hours Cleaning Service Etcetera Service, Inc. TIME PERIOD NUMBER OF BIDS After Hours Cleaning Service From: 1997 to Present #96-97-024 #95-96-066 #94-95-017M/W #94-95-015M/W Etcetera Service, Inc. ' #93-94169NVW SUMMARY OF CONTRACTS, DOC DOLLAR AMOUNTS $17,796.00 $11,556.00 $ 8,640.00 $ 19,691.00 $96,000.00 97_ 317 11 DID No. s 96-97-033 SATZ 310(2) O1RIN"' FEBRUARY 24, 1997 12:00 IOTA fig_!®MDCA s1 :� NIR. CLEAN RELIABLE SERVICES See attached bid BEST'S MAINTENANCE & JANITORIAL SERV. ETCETERA SERVICES DEXTER CLEAN CORP. AFTER HOURS CLEANING SERVICES N. & K. ENTERPRISES We received only ne copy of the bid which _F)ep�rtmeUt TERRYS EXTRA ORDINARY .See attacneCl COASTALBUILDING MAINTENENCE CENTURY BUILDING SERVICES NEWAY SYSTEMS INC. MERIDIAN MANAGEMENT CORP. P [ME SERVICES OF AMERICA —YM.. VISTA BUILDING MAINTENENCE SERV. NMI!—_OMM YMY—�NN_N_—ice___ _ ifs�is.s w—r--s—N vt ulters from = ven,1: received_t;rne�. CifaiY i ��w ��i~rr? ��^'`" other offer?, s�',i:a:tt+�,� i:Va �---- 00 M• YN MpM MOM ,."" savelopes on babslt of orsoo re 01 `6) A///SOiiLID WASTE -PROCUREMENT DIVISIOti ®• (CR Dspsrt'asat) I M___ ( oput� CSt Clock) v1 f =' i ZIitI� f 1 y }`l�l}• / 8 J t ! �`t 1114;•,hRt t r.t'\H.+ )t 1 e 1.14iP1 � � l .1'i i.in JI.i ���•I I t•, t, jll; r l',I1" I(11 �� �1(111 111.1 it fl L' A DDENDI I Nc �. 1 %'IA t, A AN1) !iiF(;LAR NIA11, Ii11) 'tit,). ()6 9 W i 1,11111WARY 10, IQ9 C'11STODIAL SERV1C'h•S V OR TI-IF MIAM1 POLICE 1)14'TAE TNIE•:N•1' A t\1andawrV Pre Bid Conference and Site Visits occut)cd (In January W- i {, 1')e)i• ()nc kit tltc .It, 11 •tecl nl )he `;pccif caliwin, of the Bid IA)etiment was Ilot vi:,itl:d that dale Clue 1(, sonic i.orlf l"I"lt ;_Iltllln;, whollel the location etimed or Plot. The F,dgc\vatt.r Mini Ciliation ill :'-I I Biscaync Etlkd. d,ws cX!•,i and )s Inc ated al that address A mandator-, ti;t•. \ I;It h)r• the higeNva(ur Mini Stalion will o':,.'m ,III Tile velar, hebruai•) Ilk, OW7 .11 Q 01) ,1 III al the I dgt-%%a1,•r Mill) StMlott at the c(t((1 rthe,,.c• All I,,,tclttr:rl Eiidtler. 10 hC Ian 1)11IQ All ltn{1 ,.'I , h+RI Il Jll+ tell' dllti site 11)'my hid suilnia wd. 111 r Wl. NIN(, 1)A11. r-41) ( NIF FOR THIS tilt) 11A-+ BY FN ('11AN(JA1 '1111 A tip) 1• BIDS AUF.. I)UV IS *111FSPAY, FF H'kVARY .r l fe}t)" :i b i HI I: It i:ti•1ti AND (ONI)l ( ON", OF 1I1E HID kt.t\1;11`J 1 EIE ';ANTI I MS ADDF.NDt );\I IS 10 I;i'. Sk sN-t l) ANI) t)A 11.1) HY ial.l ttllli)f.Rti A"dt) tit ltAtl l'i FL) A:j Pio r ,I I H ItHA Ill wl I I-t t I if. �10111%4Iti;,I+ )N Ol 1'tZt )F'r )`,•11 5 i)AII- I -IP11'Ir.lI,41,11II.J, 11„•,I-•t{,•. i .t I I � h,' ... 'N9•n, ,,,.1� I' .}t itlu 11• ,ni +tl I •:'e �i. . I:' i. i -• i i �; 4 t r• 1 ;� ` c F t l 1 CITY OF MIAM1 ADVERTISEMENT FOR BID ' Sealed bids 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: BID NO.96-97-033 Qualified firms regularly engaged in the provision of Custodial Services for various locations of the Miami Police Dept., on a contract basis for one (1) year. A Mandatory Pre -Bid Conference will take place at the Miami Police Headquarters located at 400 N.W. 2nd Avenue, Miami, Lobby area, on Thursday, January 30, 1997 at 9:00 a.m. Site visits to various locations will occur that date and January 31, 1997. Failure to attend specific sites shall disqualify any bid submitted for those locations. OPENING DATE: 11:30 A.M. February 12, 1997 These bid has been designated as a set aside for Black, Hispanic and Female vendors certified with the City of Miami's Minority/Women Business Enterprise (M/WBE) Program. M/WBE firms currently certified with Dade County Public Schools or Metro - Dade County must be certified with the City's M/WBE program, prior to bid award. M/WBE certification as a Black, Hispanic or Female vender must be current and valid at the time of bid opening and proof must be submitted with your bid. FAILURE TO MEET ABOVE SET ASIDE REQUIREMENTS MAY DEEM YOUR BID NON- RESPONSIVE. Detailed specifications for this bid are available upon request at the City of Miami, Procurement Division, 444 SW 2 Avenue, Sixth Floor, Miami, FI. 33130. Telephone No. 416-1904, Edward Marquez CITY OF MIAMI City Manager LOGO AD.4308 City of Miami REQUISITION FOR ADVERTISEMENT This number must appear in the advertisement. INSTRUCTIONS: Please type end attach a coov of the advertisement wilh thi§ r ion. 1. Department: 2. Division: 3. Account Code number: 4. Is this a confirmation: 5. Prepared by: 0�,-!0 1--: t3 i ❑ Yes No 6. Size of advertisement: , 7. Starting date: 8. Telephone number: - 9. Number of times this advertisement is to be 10. Type of advertisement: published: t l c,:.` Legal ❑ Classified ❑ Display 11. Remarks: Date(s) of Invoice No. Amount Publication Advertisement I T i lcl i :74 > �! Pi y S' '� tt T� O 1 i 13. ❑ Approved j ❑ Disapproved Department Director/Designee Date 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. DISTRIBUTION: White - G.S.A.; Canary - Department City of Miami, Florida Bid No. 96-97-33 .0. BID DOCUMENT CHECK LIS. This is provided to help you conform with all requirements stipulated in this IFB. YES 6.1. Bid Information Form - This form must completed and signed for validity of your bid. YES 6.2 Statement of No Bid (only if applicable)- If you do not intend to submi-i a bid on this commodity or service, please return this form in the bid envelope on or before bid opening. If the "Statement of No Bid" form is not completed and returned, your company may be deleted from the City Miami bidders' list for of this commodity or service. YES 6.3. Insurance Requirements - Acknowledgment of receipt of information on the insurance requirements for this bid. YES 6.4. Price Sheet - To be completed and signed by bidder. YES 6.5. Vendor Background Information - This form must be completed in its entirety to verify the capability of bidder to perform/deliver the services/goods specified in the IFB. YES 6.6. Minority/Women Business Affairs Registration Affidavit, if applicable - Must be completed only if one or more of the owners in the business enterprise is at least 5 1 % owned by a Black, Hispanic or Female. YES 6.7. Minority Status Information Sheet YES 6.8. Sample of Affirmative Action Policy for Equal Employment Opportunity 6.9. Primary Office Location Affidavit , if applicable - Section 18-52.1(h) of the City Code, as YES amended, states that the City Commission may offer to a responsible and responsive local bidder, whose primary office is located in the City of Miami, the opportunity of accepting a bid at the low bid amount, if the original bid amount submitted by the local bidder does not exceed 110 percent of the lowest other responsible and responsive bidder. (Must be signed and notarized by the local bidder, only for use in attesting primary office location). 6.10. Public Entity Crimes Sworn Statement - "A person or affiliate who has been placed on the YES convicted bidder list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted bidder list." (Must be signed and notarized). 6.11. Debarment and Suspension Certificate YES 6.12. Vendor Application, if applicable - All prospective bidders should complete a vendor YES application for the commodities/services the vendor can regularly suppply to the City. Should a prospective bidder not be currently listed on the City's vendor/bidder's list, a vendor application will be enclosed with the bid package. Vendors who have already submitted an application and secured a vendor number from the City are not required to submit a new,, vendor application. Should a bidder return a bid or a "No Bid", a fully completed vendor; m application should be returned and the information contained therein will be added to thec r- City's vendor/bidder's list. —i_ �1 �r0YEs r 6.13. Occupational License - All bids shall be accompanied by a copy of your license(s), as_ -r �7 required. 6.14. Two (2) Letters of Reference ::_ ' c'YES �n 6.15. Proof of M/WBE Certification - C > YESi-; f kc, Submitted With Bid