HomeMy WebLinkAboutR-95-0811J-95-960
11/16/95
95w 81.1
RESOLUTION NO.
A RESOLUTION, BY A 4/5THS AFFIRMATIVE VOTE OF
THE MEMBERS OF THE CITY COMMISSION, AUTHORIZING
THE CITY MANAGER TO ENTER INTO COMPETITIVE
NEGOTIATIONS WITH AND AWARD CONTRACTS, TO THE
FOLLOWING VENDORS: THOMAS W. RUFF & COMPANY, TO
REFURBISH EXISTING CITY -OWNED FURNITURE SUITABLE
FOR RELOCATION TO THE MIAMI RIVERSIDE CENTER;
THOMAS W. RUFF & COMPANY, TO FURNISH ADDITIONAL
FURNITURE COMPONENTS TO SUPPLEMENT DEFICIENT
WORKSTATION UNITS; AND DESIGNERS SERVICE BUREAU,
TO FURNISH RELOCATION SERVICES AND REPLACE
FURNITURE NO LONGER SUITABLE FOR CITY USE IN THE
NEW BUILDING, IN CONNECTION WITH THE CITY'S
RELOCATION SOLUTION SOLICITATION, ISSUED
PURSUANT TO SEC. 18-52.2 COMPETITIVE,
NEGOTIATIONS, CODE OF THE CITY OF MIAMI,
FLORIDA, AS AMENDED; ALLOCATING FUNDS THEREFOR,
IN AN AMOUNT NOT TO EXCEED $1.3 MILLION, FOR
SAID SERVICES AND GOODS, FROM AN ACCOUNT TO BE
IDENTIFIED BY THE DIRECTOR OF FINANCE;
AUTHORIZING THE CITY MANAGER TO DIRECT THE CHIEF
PROCUREMENT OFFICER TO ISSUE PURCHASE ORDERS FOR
SAID SERVICES AND GOODS.
WHEREAS, the City of Miami desires to consolidate into one
building many City offices and departments which are currently housed in
several buildings located throughout the City, to bring greater
efficiency to City of Miami's level of services; and
WHEREAS, the City of Miami purchased the Miami Riverside Center,
located at 400 SW 2 Avenue, on October 16, 1995, in order to achieve
this consolidation; and
WHEREAS, the City of Miami needs to relocate City employees and
property from approximately sixteen (16) offices and departments to the
newly acquired facility; and
CITY COMMISSION
MEETING OF
NOV 1 6 1995
Resolution No.
95- 811
Section 1. The recitals and findings contained in the Preamble to
i
this Resolution are hereby adopted by reference thereto and incorporated
herein as if fully set forth in this Section.
Section 2. By a 4J5ths affirmative vote of the members of the
Miami City Commission, the City Manager is hereby authorized) to enter
into competitive negotiations with and award contracts to the following
vendors: Thomas W. Ruff & Company, to refurbish existing City -owned
furniture suitable for relocation to the Miami Riverside Center; Thomas
W. Ruff & Company, to furnish additional furniture components to
supplement deficient workstation units; and Designers Service Bureau, to
furnish relocation services and replace furniture no longer suitable for
City use in the new building, State of Florida contract numbers
GS OOF-8651A, GS OOF-2029F, 425-001-95-1, and 425-560-95-1, with funds
therefor hereby allocated, in a total amount not to exceed $1.3 million,
from an account to be identified by the Director of Finance.
Section 3. The City Manager is hereby authorized to instruct the
Chief Procurement Officer to issue purchase orders for said services
and goods. i
Section 4. This Resolution shall become effective immediately
upon its adoption.
PASSED AND ADOPTED this 16th day of November , 1995.
TEPHEN P. LARK, MAYOR
ATTEST:
WALTER J. FO
,
CITY CLERK
' The herein authorization is further subject to compliance with all requirements that may be imposed by
the City Attorney, including but not limited to those prescribed by applicable City Charter and Code
provisions.
-3-
y5- 811
WHEREAS, the newly purchased Miami Riverside Center facility will
house approximately 740 employees from these offices and departments;
and
WHEREAS, the City will be required to efficiently utilize the
space within the building to adequately accommodate the 740 employees in
the Miami Riverside Center facility; and
WHEREAS, pursuant to Section 18-52.2, entitled Competitive
Negotiations, of the Code of the City of Miami, Florida, as amended, the
City solicited proposals for a Relocation Solution; and
WHEREAS, the City evaluated proposals received from seven (7)
vendors who responded to this solicitation; and
WHEREAS, the City has deemed the proposals from the following
vendors as the most advantageous and cost effective to the City:Thomas
W. Ruff & Company, to refurbish existing City -owned furniture suitable
for relocation to the Miami Riverside Center; Thomas W. Ruff & Company,
to furnish additional furniture components needed to supplement
deficient workstation units; and Designers Service Bureau, to furnish
relocation services and .replace furniture no longer suitable for City
use in the new building; and
WHEREAS, a portion of the goods and services may be procured under
State of Florida, contract nos. GS OOF-2029F, GS OOF-8651A,
425-001-95-1, and 425-560-95-1; and
WHEREAS, funding for said services and goods shall be allocated
from an account to be identified by the Director of Finance; and
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF
MIAMI, FLORIDA:
95- 811
Walter J. Foeman
City Clerk
ROM Beverly Solomon
Legislative Coordinator
j
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE . August 1, 1996 FILE
SUWECT : Resolution No. 95-811
adopted November 16, 1995
REFERENCES: Scrivener's Error: Contract Number
ENCLOSURES'
Resolution No. 95-811, adopted November 16, 1995 (Item
No. 1), which authorized the acquisition or refurbishing of
furniture for the Miami Riverside Center, contains a scrivener's
error in the Ninth "Whereas" Clause and in Section 2, as it cites
an incorrect State of Florida contract number.
Contract No. GS OOF-2029F appears in the Resolution, but the
actual contract from which said furniture and services were
acquired was "State of Florida Contract No. GS OOF-5100A". The
vendor, who has several contracts with the State of Florida,
inadvertently submitted the incorrect contract number.
Due to the absence of any impact or effect resulting from
this scrivener's error, no action is deemed necessary or
appropriate as said acquisition did not alter the intent, or vary
from the specifications and costs approved pursuant to Resolution
No. 95-811.
You may wish to keep this memorandum on file with any back- j
up material you have in your custody regarding the Item.
BSS:W082
CC: Rafael 0. Diaz, Deputy City Attorney
Judy S. Carter, Chief Procurement Officer
Anne Whittaker, Procurement Contracts Officer
Carol Kelsey, Administrative Assistant �?
-4 y
M
! p
Ti
r A
�. z Ln
NOV- 7-95 TUE 15I34 CITY OF MiAM1 8JVW' rwr, tvu, ouniauuoi r,
CITY CF MIAMI, FLORIDA 41
INTER -OFFICE MEMORANDUM
Honorable Mayor and Members NOV - 8 I°95
ro : Y cn-=_ FILE
of the City Commission
suarcT ; Resolution Authcriz,rq the City M,ir
to Enter into Competitive Negotiate-1
with and Award Contracts to Thre:: ,
FROM : REFEPENC'ES Wsndors, related to Relocation
Ces*-r
Solution Services
City ENCLO$URES
RECOMMENDATION:
It is respectfully recommended that the City Commission adopt the attached resolution
authorizing the City Manager to enter into competitive negotiations with and award :;ontracts to
three (3) vendors for services and goods, in connection with tha City's Re'ccation Solution
project, This relocation project will consolidate an estimated sixteen ('6) City offices and
departments into the newly acquired Miami Riverside Center, it cated at 403 SIA' 2 Avenue
The following vendors submitted the most advantageous and cost effective proposais to the
City; I to refurbish ex!sting fL.rnitu'e suitable for-alocaticn; and
Thomas W. Ruff & Company, to supply additional f;irniture components to supplement
deficient workstation units, and Ees gners Service Bureau, Inc , to provide relocat on services
and replace furniture no longer suitable for City use in the new buildi:icg, S,,ate of Rori&.
contract numbers GS-OOF-6651A, GS-00E-2029D, 425-0D1-95-1, and 425-5601-95-1. The
total amount for said relocation solution services shall not exceed $1 3 rn llion Funds to be
allocated from an account to be identified by the Director of Fir`ance.
BACKGROUND:
The City of Miami desires to consolidata approximately 740 ernp!oyees in an efilirnated sixtee+,
(16) office s/deoa rtmen ts in diverse locat;ons throughout the City, by relocating them to the
newly acquired Miami Riverside Center Building As a result, the City Manager appointed a
Relocation Services Task Force to effect a smooth transition for This corsolidatien.
Pursuant to Sec, 18-52.2. of the City Code, Ccrnpetitive_ P egotiati3i)s the Ciiy solicite;:
proposals from seven vendors to pmvida a relocation solutiuri for the consolidation efforts
The proposals for turn,iey relocation services and furniiure were evaivated by an evaluatior
committee and ranked as listed be'ow,
Designers Service Eiureau/Knoll Furniture 1
Office Pavilio�i/Herman Miller Furniture 2
J. C. White Office r/H aywortn Furniture 3
"Y /
95- 811
NOV- f-y5 IUD, Iut rilriflI IijukiGI
Honorable Mayor end
Members of the City
Commission
Page 2
NIA IN, JUJU � tlUUU 1
The most advantageous and cost effective proposals were. as follows:
to refurbish existing furniture; Thomas W. Ruff & Company, to provide additional turniture
components to supplement t`!e refurbist,ed furniture; and Des gners Service Burpau, to
provide turrkey se -vices for relocation and fum tore, respectively, State of Florida contract
numbers: GS-OOF-865'P., GS•OOF-2029D, 425.001-95-1, and 425-560-05-1
Funding for this relocation solution project shall be allocat�d frorn an ;;,c lint to tie identified by
the Director of Finarce.
Enc. Resolution
DID ITEM: 11ET'IEI'll Or 1 N.I'I,,1"vs'.I' I�Ui:�RI�;LUCA"1� 1 (N-SEkV 1 Ct"t
------
�-_-
RF1)
31 D NO - s _— _.------------
____-_
OFEtdBDs AUGUST 31, 1995 10.00 a.m.
DATEBID (S)--------------____-_._...__...-...__.-.........__-__-__-___-_-__-__.�
TOTAL, 31D_1OND_j®rlj .�
BIDDER DID AHOUlNT CASBIBRMS_CHECK
_--
J.C. kgh1'.1'E OFFICE FURNITURE
DESIGNEES SERVICE BUREAU
A & �i BUSINESS INTERIOR SERVICES,
INC.
CAMI:LO MUEBLES, INC.
THOMAS W. RUFF & CO.
OFFICE PAVILLION
DECORA OFFICE FURNITURE
i;rnc. A" d
received ,irncl y cs e; iho rbove
opening dcr?e grad
e �? r.
i r c lets �fw
areh�reb _--_
_--_—_—_ —
-_.__�-
C.2Z. v.
—
-------
_—a-
1
_-------�_�--
I.
--------------
--------------------
-- ---------
--
--------------
-------------1
-- - - ----------
_-.__— —
--- ------------------- -
/�✓/i�fi�__bi_Y�_ received (,) sae►®lopes on behalf of
6Ferson receiving da)
GSA/SOLID WASTE -PROCUREMENT DIVISION on
(City Dspart�ant)
SE\T,BYXITY O1= 19IAMI 7-26-93 :140:00R1l : PROCL•RENIE' '101T, 4 2/ 3
TURNKEY PROJECT TO MOVE CITY DEPARTMENTS TO FPL BUILDING
LETTER OF INTEREST - RELOCATION SOLUTION
SCOPE
1. INTENT
The City of Miami is seeking proposals from firms interested in a turnkey project to provide a
variety of services to effectuate the move of several City departments from diverse locations,
namely:
Dupont Plaza Office Building, at 300 Biscayne Boulevard Way, Miami, FL
City Administration Building, at 275 NW 2 Street, Miami, FL
Parks Administration Building, at 1390 NW 7 Street, Miami, FL
ParkslDisabilities Division, 2600 S. Bayshore Drive, Miami, FL
GSA/Graphic Reproductions, 1390 NW 20 Street, Miami, FL
Fire/Support Services, 1151 NW 7 Street, Miami, FL
City Hall, 3500 Pan American Drive, Miami, FL
2. STATEMENT OF PROBLEM
The City of Miami intends to relocate an estimated 625 employees from sixteen (16)
departments/units (See Exhibit 1), to the former FPL building (Miami Riverside Center), located at
400 11tL2nri Av_gnuQ. The City expects to close on this building in October 1995. The Miami
Riverside Center is a ten -story structure of approximately 135,152 net useable square feet. (See
Exhibit II) Currently, these City departments are operating with a wide variety of office furniture,
the majority of which is comprised of traditional wood, file cabinets and a minimal number of
Steelcase modular units, or other custom-made modular units. The age and condition of the
furniture also vary extensively.
Current City employees primarily operate from private offices and will be transitioned into an
open- work environment with limited, private -office space in the new building. When proposing,
Firms shall consider solutions that will fully maximize space utilization, address concerns for
furniture systems, and other requirements that will impact departmental/employee needs. In
addition, the City is faced with significant budgg conStrairnU and must efficiently expend funds
in this endeavor.
The City must make a determination on what options are available for economically furnishing the
new facility, i.e.: whether to acquire 100% new workstation systems; 100% remanufactured
systems; a combination of refurbished and remanufactured systems; or a combination of
refurbished and new systems, with supplemental panels, lateral files, and other components, as
required. Firm's proposal should include details on buy -backs, credit, exchanges, in proposing
furniture solutions to the City. Furthermore, it is the City's desire to effectuate a turnkey project, if
available, for a myriad of services, as detailed below.
3. SYSTEMS WORKSTATION/FURNITURE REQUIREMENTS
The following describes three (3) levels of systems workstations/furniture that the City seeks to
use, which may include new or remanufactured systems, as follow. (See also Exhibit 111)
Level
,�ericallSuo�.c�r$;
Each modular workstation unit, approximately 61x8' in size, may contain:
• one (1) 65" H x 42" W Acoustical/Tack Panel w/power
• one (1) 65" H x 46" W Acoustical/Tack Panel, w/power
• two (2) 65" H x 30" W Acoustical/Tack Panel
• 30" W x 30" D Work Surface, w/end panel
42" W x 30" D comer Work Surface
SENT BY;CITy OF M, IAM) 7-26-85 ;12;01PNM PROCURENIEN"r NIGNIT,
:# 3/ 3
LETTER OF INTEREST/RELOCATION SOLUTION
!r
CCnsideratl - Buy -backs, credit or exchange services for surplus City furniture shall be
included in services proffered. Firms whose proposals contain this service will be given
favorable consideration. Firms should note that disposal of surplus workstations(furniture
no longer used by City and not relocated to the Miami Riverside Center shall be
removed at Firm's expense, The workstations/furniture shall be picked up by vendors
at various City sites, as mutually arranged with the City;
o Other Services - Firm should detail any/all other services to be provided to effectuate the
move
7. MANDATORY PRE -PROPOSAL CONFERENCE/SITE INSPECTION
All Firms are required to attend a manda ory ur�nroAos81. �onferenr for this solicitation,Altmy!ed
by a site insgeotion of the buildings to be vacated and of the Miami Riverside Center. Firms
igul edicate tha��ntire day for Ibis-coiderence/si inspection, which will be held in the lobby,
Qathe fir
;ttfloQr. MiarrL_Riverside Genii[, located at 400 S.W. Second Avenue Miami Florida. on
Thursday. August 3rd, '1995. bsginning at 9:00 a.m, A list of contact persons for each building will
be distributed at this meeting. Additional inspections desired may be arranged by contacting
these individuals. Failure to attend this conferencelstte inspection will be cause for
disqualification of proposal.
8. PROPOSAL RECEIPT
Interested Proposers shall submit five (5) copies, plus one (1) original of their proposal, by 10:00
a.m., Monday, August 31, 1996, clearly identified as Letter of Interest for Relocation Services,
delivered to;
City Clerk's Office
City of Miami
3500 Pan American Drive
Miami, FL 33133
Mailing Address:
P. O, Box 330708
Miami, FL 33233-0708
S. PROPOSER SELECTIOWEVALt1ATION CRITERIA
The City will evaluate all options presented by firms to determine which proposal(s) is/are most
advantageous and cost -beneficial to the City.
A. Proposals may be evaluated by an Evaluation Committee established to review and rank
all responses to this solicitation, in accordance with the criteria noted below. The highest
ranked firms may be selected. Following evaluation, a recommendation will be made to
the City Commission for the authorization to negotiate with the top ranked firm(s). A final
contract will be negotiated and executed with the Successful Proposer before
commencement of any work,
The City of Miami reserves the right to award to more than one firm, in the best interest of
the City. The City of Miami also reserves the right to accept or reject any or all proposals,
or portions thereof, or to select the proposal(s), which the City deems to be in its best
interest or most advantageous. The City also reserves the right to resolicit for these
services,
5
_NT BY:CITY OF M I M I 7-26-95 112100PM PROCUREMENT MGMT. "
1#1!3
Fri
=rom:
Ah e�`;
'omments:
This page 1 of: 3
Date: I— : ! jj
Ii there are any questions or d you
did not receive all documents or
readable copy, please call:
PROCUREMENT MANAGEMENT DIVISION
300 Biscayne Boulevard Way, Suite 210
Miami., Florida 33131
Tel. No. (305) 579-6845
FAX No. (305)579-6853
n I GS1AQ 007 Rnv 11M