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HomeMy WebLinkAboutR-96-0917r J-96-1278 12/2/96 9 6 -* 91 d RESOLUTION NO. A RESOLUTION ACCEPTING THE BID OF BEST'S MAINTENANCE AND JANITORIAL SERVICE, INC., FOR THE FURNISHING OF EVENTS MAINTENANCE SERVICES AT THE COCONUT GROVE CONVENTION CENTER ON A CONTRACT BASIS FOR ONE (1) YEAR WITH THE OPTION TO EXTEND FOR TWO (2) ADDITIONAL ONE (1) YEAR PERIODS FOR THE DEPARTMENT OF CONFERENCES, CONVENTIONS AND PUBLIC FACILITIES AT A TOTAL PROPOSED ANNUAL COST OF $80,000.00; ALLOCATING FUNDS THEREFOR FROM THE FY' 96/97 COCONUT GROVE CONVENTION CENTER DIVISION BUDGET, ACCOUNT CODE NO. 415000-350201-340; AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE A PURCHASE ORDER FOR THIS SERVICE AND THEREAFTER TO EXTEND THIS CONTRACT FOR TWO (2) ADDITIONAL ONE (1) YEAR PERIODS, AT THE SAME PRICE, TERMS AND CONDITIONS AS STIPULATED ON BID NO. 95-96-155, SUBJECT TO THE AVAILABILITY OF FUNDS. WHEREAS, pursuant to public notice, sealed bids were received November 4, 1996, for the furnishing of events maintenance services at the Coconut Grove Convention Center on a contract basis for one (1) year with the option to extend for two (2) additional one (1) year periods for the Department of Conferences, Conventions and Public Facilities; and CITY COMMISSION MEETING OF DEC 1 2 1996 6 Resolution Np�,, �w (aj,' ..ag. �6T WHEREAS, invitations were mailed to forty-nine (49) potential bidders and two (2) bids were received; and WHEREAS, funds for this service are available from the FY' 96/97 Coconut Grove Convention Center Division Budget, Account Code No. 415000-350201-340; and WHEREAS, this service will be used for the furnishing of annual events maintenance services at the Coconut Grove Exhibition center during and after scheduled events; and WHEREAS, the City Manager and the Director of the Department of Conferences, Conventions and Public Facilities recommend that the bid received from Best's Maintenance and Janitorial Service Inc., be accepted as the lowest most responsible and responsive bid; 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 November 4, 1996 bid of Best's Maintenance and Janitorial Service, Inc., for the furnishing of events maintenance services at the Coconut Grove Convention Center on a contract basis for one (1) year with the option to extend for two (2) additional one (1) year periods at a total proposed annual cost of $80,000, for the Department of Conferences, Conventions and Public Facilities, is hereby accepted, with funds therefor hereby allocated from the FY '96/97 Coconut Grove Convention Center Division Budget, account code no. 415000-350201-340. Section 3. The City Manager is hereby authorized to instruct the Chief Procurement Officer to issue purchase orders for said services and thereafter to extend this contract for two (2) additional one (1) year periods, at the same price, terms and conditions as stipulated on Bid No. 95-96-155, subject to the availability of funds. Section 4. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 12th day of December 1996. CAROLLO, MAYOR AT ST- WALTER J. OE CITY CLERK j PREPARED AND APPROVED BY: R FAEL O.-IJIAZ DEPUTY CITY ORNEY APPROVED AS TO FORM AND CORRECTNESS: aU N ,tflNES, II CITY ATTORNEY W 1288:csk:ROD Page 3 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM : (,%ward M r ez, :._ I'lanag RECOMMENDATION: DEC 3 ,nrS DATE : FILE SUBJECT: Award of Bid and Authorization of Contract for Events Maintenance Services REFERENCES: under Bid #95-96-155 ENCLOSURES: It is respectfully recommended that the City Commission adopt the attached resolution accepting the bid of Best's Maintenance and Janitorial Service, Inc., a Female/Dade County Vendor, (Susana and Pedro Diaz - Owners), located at 3290 N.W. 29th Street, Miami, Florida 33142 as the lowest most responsible and responsive bid to provide Events Maintenance Services at the Coconut Grove Convention Center for the Department of Conferences, Conventions & Public Facilities at a total proposed annual cost of $80,000.00. This contract is for a period of one (1) year with the option to extend for two (2) additional one (1) year periods s::-ect to the availability of funds. Funds for this service are available from the 1996/97 Coconut Grove Convention Center Division Budget, Account Code No. 415000- 350201-340. BACKGROUND: Forty -Nine (49) Bids were mailed to potential bidders on October 10, 1996. On November 4, 1996 two (2) responses were received from potential bidders. Best's Maintenance and Janitorial Service, Inc. submitted the lowest most responsive and responsible bid and is therefore recommended for the award of this Contract. This service will be used for the furnishing of annual events maintenance services at the Coconut Grove Convention Center. e sm9� .TY' OF, MIAMI, FLORIDA ) 'IBID NO. 95-96-1.55 :D SHEET (Continued) MUM: • BID SHEET AND ATTACHMENTS MUST BE RETURNED IN TRIPLICATE IN THE ATTACHED ENVELOPE IDENTIFIED BY BID NUMBER, TIME AND -DATE OF BID OPENING. IF SECURITY IS REQUIRED, A BID WILL NOT BE ACCEPTED UNLESS THE DEPOSIT OR BOND IS SUBMITTED IN THIS ENVELOPE. =rms: N/A (Include cash discount for prompt payment, if any) iditional discount of N/A % if awarded all items. irranty and/or guarantees N/A ?livery: calendar days required upon receipt of Purchase Order or Notice Award. N/A Number of calendar days required to complete work after start. i accordance with the Invitation to Bid, the Specifications, General Conditions,special )nditions, and General Information to Bidders, we agree to furnish the Items) at Prices idicated on the•attached bid sheet(s). 8• NAMES OF COMPANY OWNER(S): Susana Diaz Pedro M. Diaz NAMES OF COMPANY OFFICER(S): Susana Diaz Pedro M. Diaz �) List principal business address: (street address). 3290 NW 29th Street Miami, Florida 33142 _ ) List all other offices located. in the State of Florida: (street address) N/A' Please use the back of this page if more space is necessary) MINORITY PROCMRMENT COMPLIANCE ae undersigned bidder acknowledges that (s)he has received a copy of Ordinance #10062 as vended, the Minority Procurement Ordinance of the City of Miami and agrees to comply with all pplicable substantive and procedural provisions therein, including any amendments thereto. idder: Best's Maintenance & Janitorial Signature:_ -vice, Inc. (company name) ate: - October 21, 1996 Print Name: Susana Diaz ndicate if Business is 51% Minority -owned: (Check one box only) ] BLACK [ ] HISPANIC [X] FEMALE f firm has an existing plan, effective date of implementation: June 1991 f firm does not have an existing plan, the Succestful Bidder(s) shall be establish an Affirmative Action Policy, pursuant to ordinance #k10062 as amended. for sample. required to see Appendix ,idder: Best's Maintenance & Janitorial Servic6icjnature: -,)�i-k-AJ-&,r� °°' g 7- (company name) 3 'AILURE TO G�IMP(_ETE, SIGN AND RETURN THT FORM MAY DIS�IUALIFY THIS BID. - �i BID NUMBER: 95-96-155 COMMODITY / SERVICE: Events Maintenance a4- the Coconut Grove Convention Center DEPARTMENT/CONTACT PERSON: Public Facilities - Crai g wri ght 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 Division (PMD). Tire 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 rior to forwarding to PMD. Within 10 days, FAX this completed form along with approved and signed Bid Tabulation Form to FinancelPMD, 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 Maritza Fresno of the Bid/Contract Sectioti atAlfigR25ror 416-1907 should ,you have any questions. APPROVAL TO FORWARD TO DEPARTMENT/OFFICE: BIDRECOM.DOC 5116196 Judy S. Carter 41 Chief Procurement Officer DATE: PAGE 1 OF 2 PAGES 96-917 r BID AWARD RECOMMENDATION FORM BID NUMBER: _ 95-96-155 COMMODITY/SERVICE: Events Mainntenance at the eGcr-. DEPARTMENT/DIVISION: Public Facilities TERM OF CONTRACT: One (1) year with option to extend fnr twn (2) additional onia 41 ?—rear periodE NUMBER OF BIDS DISTRIBUTED: forty-nine (49)_ _ NUMBER OF BIDS RECEIVED: two (2) METHOD OF AWARD: Lowest most responsible and respans i ve bidder RECOMMENDED VENDOR(S): STATUS: Bests Maintenances & .Tan;i-nria1 Female/Local__ TOTAL: CONTRACT VALUE: 14O V E2 1 "'h t 6 r,rEo.01)l y�1' THE FOLLOWING TO BE COMPLETED BY USER DEPARTMENT: JUSTIFICATION: Provide personnel for cleanings and prepari ng haija 4er - provide personnel to clean the facility after events; and provide maintenance personnel for general maintenance and cleaning of the facility and exterior grounds when there is no show in the building. ACCOUNT CODE(S): 3 Y10 DEPARTMENT APPROVAL: 1311001 REVIEW APPROVAL: Department Director/ ipak M. Parekh k' Designee Deputy Director , OTHER FUNDING APPROVALS, IF APPLICABLE: 6 PAGE 2 OF 2 PAGES PROCUREMENT APPROVAL Judy S. Carter Chief Procurement Offic( TITLE: BID NO. 95-96-155 ..� EVENTS MAINTEN,-MCE AT THE COCONUT GROVE CONVENTION CENTER TABULATION OF BIDS VENDORS: I i i Prepared b Maritza Fresno 11/12/96 P Y i SOUTH FL MAINTENANCE 8221 NW 64 ST MIAMI FL 33166 HISPANICIDADE PRICE 7.95 /HR 9.91 /HR Approval: Ve'eoz Department Director/Designee 1 of 1 i :7 6 .. CITY OF MIAMI AWARD RECOMMENDATION OF BID NO. 95-96-155: EVENTS MAINTENANCE AT THE COCONUT GROVE CONVENTION CENTER SUMMARY OF CONTRACTS AWARDED TO BEST'S MAINTENANCE & JANITORIAL SERVICE. INC. TIME PERIOD From 12/1/90 to present 6/28/94 - 6/29/96 9/30/94 - 9/29/96 3/18/96 - 3/17/97 7/15/96 - 7/14/97 11 /1 /96 - 10/30/97 B ids\word\sumcon. doc NUMBER OF BIDS DOLLAR AMOUNT Five (5) Custodial at SW $11,184.00/annually Custodial at Net Offices $19,320.00/annually Custodial at MRC Bldg. $145,328.00/annually Custodial at Police $129,328.00/annually Custodial at Manuel Artime $40,540.00/annually 41 an 1ST= CUSTODIAL MAINTENANCE SERVICES -AT THE COCONUT GROVE CONVENTION fta®. 95-96-155 IpATZ sla(s) .orsum �E�i_4.. .��... .�2 ._--_-----__a--___---- � r Inult 11P.42011 Isvia sl,s casCK�/ DARYL PROF. SERVICES, INC. See attached bi AFTER HOURS CLEANING SERVICES BMS OF AMERICA " CENTURY BUILDING SERVICE "• it OMEGA MAINT. CO. " " BEST'S MAINTENANCE & JANITORIAL S RV: SOUTH FLORIDA MAINTENE C DEXTER CLEAN CORP. We received only e,�na ne copy of the bid which was .ram_ TCB SYSTEMS, INC. " NO BID N & K ENTERPRISES, INC. PRIME SERVICE OF AMERICA, INC. NEWAY SYSTEMS, INC. "bff©rs from the vendors listed __.�____�_ here,m are the a __Mo 11Zoffe'rp - _ receii t1me.y as of 411e. C.E?�Gry,� o.pf?rv:';qj C?. atE. ;iTbu tk1`:f.R.Nl��r are hereby ro;:':clecl as latc." _YMM_ ---`— M_ _�--�-- --- � _wrsMM•l�..�w�►.!'_l01R ii�o_+i.r"b�.l.ii �GK f1Q reeolvo® (L2�6.) envelopes on bebelt of (lass aeeeivi,t ►ite) . GSA/SOLID WASTE -PROCUREMENT DIVISION on Nis tltlltltlM�Y+_.►_M____�__�_NO _.Y_ _ �__��___—O��_tl_�f__ (Cit' D�partneat) r s1CN=D= pnt7 Cl � erg) [A 0 of 0::E VY OpM :74 D' (D.:{r, ADDENDUM NO. 1 r r-- > BID NO. 95-96-155 OCTOBER 21, 1996 z EVENTS MAINTENANCE AT THE COCONUT GROVE CONVENTION CENTER rn n 1� Cn co Please note that the opening date and time for the above referenced bid have been changed, as follows: The original bid opening date of Friday, October 25, 1996 at 10:00 A.M. has been changed to Monday, November 4 1996 at 11:00 A.M. In addition, due to the short time span provided between the mailing date and the mandatory pre -bid conference, a second pre -bid conference has been scheduled to allow for greater vendor participation. The second mandatory pre -bid conference will be held on Monday, October 26, 1996 at 9:00 A.M. at the Coconut Grove Convention Center, 2700 South Bayshore Drive, Executive Office, Miami, Florida. Bidders who did not attend the first scheduled mandatory pre -bid conference must attend the second one, in order for their bid to be considered. Those prospective bidders who attended the first pre -bid conference are not required to attend the second one. Failure to attend either one of the mandatory pre -bid conferences shall deem your bid non -responsive. All other terms and conditions of the original bid document remain the same except as amended by this addendum. l 4. Cart Chi f rocurement O cer PLEASE SIGN AND RETURN THIS ADDENDUM TOGETHER WITH YOUR BID SHEETS AS ACKNOWLEDGMENT OF RECEIPT. Signature Company Name DEPARTMENT OF FINANCE/ PROCUREMENT MANAGEMENT DIVISION 300 Biscayne Boulevard Way, Suite 210, Miami, FI 33131/(305) 579.6845/Fax: (305) 579. 6853 l�r LEGAL ADVERTISEMENT BID NO. 95-96-155 V6 GOT 11 A 9.57 I Sealed b 1ik 661,M i by the City of Miami City Clerk at his office located at City Hall, 35WF(caT. rive, Miami, Florida 33133 no later than October 25, 1996 at 10:00 a.m. for the furnishing of events cleaning and daily custodial maintenance services at the Coconut Grove Convention, on a contract basis for one (1) year for the Department of Public Facilities. A Mandatory pre -Bid Conference will take place at the Coconut Grove Convention Center, 2700 South Bayshore Drive, Executive Office, on October 16, 1996 at 9:00 a.m. Failure to attend shall disqualify any bid submitted. Bids submitted after the deadline and/or submitted to any other location or office shall be deemed non -responsive and shall be rejected. Ordinance No. 10062, as amended, established a goal of awarding 51 % of the City's total dollar volume of all expenditures for all good and services to Black, Hispanic and Women Minority Business Enterprises on an equal basis. Section 18-52.1(h) of the City Code, as 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 vendor does not exceed 110 percent of the lowest other responsible and responsive bidder. The City reserves the right to request copies of the occupational license, professional and/or trade licenses, corporate chart and tax return, and any other documents to { verify the location of the firm's primary office. All vendors whose primary office is located within the City of Miami must provide a copy of their City Occupational License with their bids. Detailed specifications for the bids are available upon request at the City's Procurement Office. The City Manager may reject all bids and readvertise. (Ad No.4188) Merrett Stierheim City Manager i 1 City of Miami This number must ;ADVERTISEMENTappear in the FOR AD i ;.,,REQUISITION advertisement. INSTRUCTIONS: Please lype and attagh a copyth v rt 1. Department: 2. Division, PR0CURL;UF,; T (.FOR l 0Bf,.i:C 3i',4 i J. :'s 3. Account Code number: 4. Is this a confirmation: j 5, Prepared by: 350201.-'I 3 i' ❑Yes ❑ No 141 R:i�,'Z FRESNO 6. Size of advertisement: ; 7. Starting date: 8. Telephone number: i.L; tlt OC`1OBE.,k 3.0, 7.9,9E 5 �c .wti�3�r 9. Number of times this advertisement is to be 10, Type of advertisement ublished: Om,' L f 0 Lepal ❑ Classified ❑ Display 11. Remarks: BID NO.. 95- 9�-155 s EVENTS ir-LNINTEtaANCE SERVICES AT THE COCONUT GROVE CONV. CENTEP 12. k . Invoice No. Amount Publication t Date(s) of Advertisement MIAMI REVIEW r MIA1.11 TIMES � DIARIO LAS, E'.^lBRICAS i a 13. p Approved Disapproved ; Department Director/Designee Date Approved for Payment Date C GS/PC 503 Rev. 12l89 .i Flouting: Forward White and Canary to G.S.A. (Procurement Management) and retain Pink copy. DISTRIBUTION: White - G.S.A.; Canary - Department