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Home My WebLink AboutR-97-0479J-97-426 6/29/97 and RESOLUTION NO. 97, 479 'x, A RESOLUTION BY A FOUR -FIFTHS (4/5THS) AFFIRMATIVE VOTE OF THE MEMBERS OF THE CITY COMMISSION RATIFYING, APPROVING, AND CONFIRMING THE CITY MANAGER'S FINDING OF AN EMERGENCY, WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDS AND APPROVING THE EMERGENCY PURCHASE OF CUSTODIAL SERVICES FROM AFTER HOURS CLEANING SERVICES, INC., FOR THE DEPARTMENT OF POLICE, IN AN AMOUNT NOT TO EXCEED $15,000.00; ALLOCATING FUNDS THEREFOR FROM THE POLICE DEPARTMENT GENERAL OPERATING BUDGET, ACCOUNT CODE NO. 001000.290201.6.340; FURTHER RATIFYING, APPROVING AND CONFIRMING THE CITY MANAGER'S ISSUANCE OF A PURCHASE ORDER FOR SAID SERVICE. WHEREAS, the Department of Police must provide custodial services for its properties; WHEREAS, said service includes the furnishing of all labor, materials, equipment and supervision; and WHEREAS, the funding to cover this expenditure is available from the Department of Police General Operating Budget, Account Code No. 001000.290201.6.340; and WHEREAS, the City Manager approved the emergency purchase of custodial services from After Hours Cleaning Service, Inc.; 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. CITY COMMISSION MEETING OF J U L 10 1997 Resolution No. 9. 7- 479 u "a. Section 2. By an affirmative vote of four -fifths (415ths) of the members of the City Commission, ratifying, approving and confirming the City Manager's finding of an emergency, waiving the requirements for competitive sealed bids and approving the emergency procurement of custodial services for the Department of Police from After Hours Cleaning Service, Inc., in an amount not to exceed $15,000.00; with funds therefor hereby allocated from the Department of Police General Operating Budget, Account Code No. 001000.290201.6.340. Section 3. The City Manager's issuance of an emergency purchase order for this purpose is further ratified, approved and confirmed. Section 4. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 10t1-day of —J113 1997 OE CA,' LLO, MAYOR ATTEST: 4ALTEjJFO N CITY CL PREPARED AND APPROVED BY: APPROVED AS TO FORM AND CORRECTNESS: RAFAEL 0. DIAZ A UI . JONF II DEPUTY CITY ORNEY CITY ATTOR - W 1698:CSK 97- 479 OA 64 .LnM� CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: The Honorable Mayor and Members of the City Commission FROM Edw d arquez City Manager RECOMMENDATION: DATE: JUL ^ 1 1997 FILE: SUBJECT: Ratifying City Manager's Action REFERENCES: Emergency Purchase of ENCLOSURES: Custodial Services It is respectfully recommended that a Resolution ratifying the City Manager's emergency action authorizing the purchase of custodial services from After Hours Cleaning Service, Inc., in an amount not to exceed $15,000.00, be approved. Funding will be from the Police Department General Operating Budget, Account 001000.290201.6.340. BACKGROUND: The Police Department must provide sanitary and tidy conditions for its employees and the public who visit their facilities. Without the service they could not carry out this duty. Formal bids were received and the legislation required for a bid award was forwarded for inclusion on the May S`h, 1997, Commission agenda. However, some of the previous contracts were scheduled to expire prior to that time. It was necessary to authorize an emergency purchase, utilizing the recommended vendor, so there would be no lapse in service. b7- 479 Vil .. J,. CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Edward Marquez City Manager FROM: (onnH. Warshaw Chief of Police Description of commodity/service needed DATE: SUBJECT: Emergency Purchase REFERENCES: Custodial Service ENCLOSURES: The purchase of custodial service from After Hours Cleaning Service, Inc. Emergency Justification FILE: FrN 16-2 The Department must provide sanitary and tidy conditions for its employees. Without the service we will not be able to carry out this duty. The Department has received bids for this service (see attached bid tabulation and Bid Award Recommendation Form reference Bid No. 96-97-033). The necessary legislation has been forwarded for inclusion on the May 8', 1997, Commission agenda; however, we have some previous contracts which will expire before that time. I am requesting your authorization for an Emergency Purchase of this service, in an amount not to exceed $15,000.00, utilizing the low bidder from Bid No. 96-97-033. We would additionally require the service on a emergency basis until is July 31', 1997 or the conclusion of the formal bid process, whichever comes first. Solicitations See attached bid tabulation Reason for selecting vendor After Hours Cleaning Service, Inc., is the low bidders for the procurement of this service (Bid No. 96-97-033). Total cost of purchase $15,000.00 U ice of he Chief of Police Miami, Fla. MAY 1 6 1991 DHW:rph p eae[9 APR 161997 D 97- 4'79 3 Edward Marquez City Manager Page 2 APPROVED/DISAPPROVED: ,0�" 7 Edw4d Marquez Da e City Manager Office of Budget and Management Analysis Approval: Account Code: 001000.290201.6.340 Amount: $15,000.00 **** See attaqied Bid Award Recommendation Award for ap ro aI (7 Dipak Parekh ate Director i 4 BID AWARD RECOMMENDATION FORM 11D NUMBER: 96-97-033 M/WBE COMMODITY/SERVICECustodial Services for the MPD )EPARTMENT/DIVISION: Miami Police Department 'ERM OF CONTRACT: One (1) year with the option to extpnd for 2 addi_tional one (1) yr. periods. (UMBER OF BIDS DISTRIBUTED: 53 NUMBER OF BIDS RECEIVED: 7 IIETHOD OF AWARD: To the lowest most resnonsive and r,-esvonsible bidder (s) based nn the 1 nwaet rrrniDL3.z arnni nnai-c _ ECOMMENDED VENDOR(S): STATUS: CONTRACT VALUE: :ter Hours Cleaning Service Black/Dade Co. SI 8(1�,00 :cetera Service, Inc. Black/Dade Co.Sa- TOTAL -r HE FOLLOWING TO BE COMPLETED BY USER DEPARTMENT: JSTIFICATION: 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. OMUNT CODE(S): "' V/000, dYOZI, 6, 9Yb "6 l,^W 16, 00 _ �'l�rSD3ool.9/30/, b, dos8 8�6, 5a EPARTMENT APPROVAL' BUDGET IEW APPROVAL: apartment Director/ Dipak Parekh asignee Director 11HER FUNDING APPROVALS, IF APPLICABLE: 3 PAGE 2 OF 2 PAGES �C PROCUREMENT APPROVAL: 'judvI- -C-are C ief Procurement Officer 97— 479 5 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Edward Marquez DATE: FILE : FIN 16-2 City Manager SUBJECT: Emergency Purchase IM (on, d H. Warshaw REFERENCES: Custodial Service Chief of Police ENCLOSURES: Description of commodity/service needed The purchase of custodial service from After Hours Clearing Service, Inc. Emergency Justification The Department must provide sanitary_ and tidy conditions for its employees. Without the service we will not be able to carry out this duty. The Department has received bids for this service (see attached bid tabulation and Bid Award Recommendation Form reference Bid No. 96-97-033). The necessary legislation has been forwarded for inclusion on the May 8"', 1997, Commission agenda; however, we have some previous contracts which will expire before that time. I am requesting ,your authorization for an Emergency Purchase of this service, in an amount not to exceed $15,000.00, utilizing the low bidder from Bid No. 96-97-033. We would additionally require the service on a emergency basis until is July 31', 1997 or the conclusion of the formal bid process, whichever comes first. Solicitations See attached bid tabulation Reason for selecting vendor After Hours Cleaning Service, Inc., is the low bidders for the procurement of this service (Bid No. 96-97-033). Total cost of purchase $15,000.00 DHW:rph a Office of fhe Chief of Police triami, Fia. 14AY 1 6 1991 p 19@r9ad� APR 16 1997 D 97- 479 7 u C O N T R A C T A W A R BID NO. 96-97-033-2000 NAME OF BID: CUSTODIAL SERVICES FOR THE POLICE DEPARTMENT CONTRACT PERIOD: JUNE 15, 1997 THROUGH JUNE 14, 1998 COMMODITY CODE: 910-39 TERM OF CONTRACT: ONE YEAR OTR FOR TWO (2) ADDITIONAL YEARS METHOD OF AWARD: LOWEST FIXED PRICE SECTION #1 VENDORS AWARDED VENDOR NAME AFTER HOURS CLEANING ETCETERA SERVICE STREET: 1515 NW 167 ST, #232 46 NW 105 ST. CITY/STATE/ZIP: MIAMI, FL 33169 MIAMI, FL 33150 CONTACT PERSON: EDDY ALLEN DIANA DAVIS PHONE #: (305) 623-8863 (305) 758-7222 FAX #: (305) 623-8571 (305) 757-1360 TERMS: NET 30 N/A DELIVERY: 10 CALENDAR DAYS N/A WARRANTY: N/A N/A ITEMS AWARDED: GROUP A 8L B GROUP C SECTION #2 AWARD INFORMATION C.C. AWARD DATE: MAY 7, 1997 AMENDED AMOUNT: NONE AGENDA ITEM #: 27 SPECIAL CONDITIONS: SEE ATTACHED RESOLUTION NO: 97-317 INSURANCE REQUIREMENT. YES TOTAL AWARD AMOUNT: $90,662.52 SECTION #3 AFFIRMATIVE ACTION POLICY YES SECTION #4 REQUESTING DEPARTMENT INFORMATION USER DEPARTMENT/DIVISION: POLICE CONTRACT ADMINISTRATOR: RON HAZZARD TELEPHONE NO.: (305) 579-6180 FAX NO. (305) 579-6634 SECTION #5 PROCURING AGENCY SENIOR BUYER: PAMELA BURNS DATE PREPARED: JUNE 3, 1997 TELEPHONE NO: (305) 416-1905 FAX: (305) 416-1925