HomeMy WebLinkAboutR-87-0608J-87-539
6/17/87
RESOLUTION NO.
A RESOLUTION ACCEPTING THE BID OF PRODUCTION
ASSOCIATES INC. FOR FURNISHING JANITORIAL
SERVICES AT THE POLICE BUILDING FOR THE
DEPARTMENT OF GENERAL SERVICES ADMINISTRATION
ON A CONTRACT BASIS FOR ONE (1) YEAR
RENEWABLE ANNUALLY AT A TOTAL PROPOSED COST
OF $125,856.00; ALLOCATING FUNDS THEREFOR
FROM THE 1986-87 PROPERTY MAINTENANCE
DIVISION FUNDS, REPAIR AND MAINTENANCE
SERVICES -OUTSIDE #421001-340; APPROVING THE
CHIEF PROCUREMENT OFFICER'S DECISION IN
CONNECTION WITH A BID SOLICITATION PROTEST;
AUTHORIZING THE CITY MANAGER TO INSTRUCT THE
CHIEF PROCUREMENT OFFICER TO ISSUE A PURCHASE
ORDER FOR THIS SERVICE.
WHEREAS, pursuant to public notice, sealed bids were
received March 9, 1987 for the furnishing of Janitorial Services
at the Police Building on a contract basis for one (1) year
renewable annually to the Department of General Services
Administration; and
WHEREAS, invitations were mailed to forty two (42) potential
suppliers and thirteen (13) bids were received; and
WHEREAS, funds for this purchase will be available from the
1986-87 Property Maintenance Division Funds, Repair and
Maintenance Services -Outside #421001-340; and
WHEREAS, this service will be used by the Department of
General Services Administration for the purpose of providing
regular Janitorial Services at the Police Building; and
WHEREAS, the City Manager and the Director of the Department
of General Services Administration recommend that the bid
received from Production Associates, Inc. be accepted as the
lowest responsible and responsive bid;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. The March 9, 1987 bid of Production Associates,
Inc. for furnishing Janitorial Services at the Police Building on
a contract basis for One (1) year renewable annually for the
Department of General Services Administration at a total ►aronosed
CITY COMMISSION
MEETING OF
JUN 25 1987rr
)N No. 87-0ki
i
E
0
cost of $125,856.00 is hereby accepted with funds therefor hereby
allocated from the 1986-87 Property Maintenance Division Funds,
Repair and Maintenance Services -Outside #421001-340.
Section 2. The Chief Procurement Officer's rejection of
a bid solicitation protest by Howard Professional Services, Inc.
in connection with this bid is hereby approved.
Section 2a. The City Manager is hereby authorized to
instruct the Chief Procurement Officer to issue a Purchase Order
for this service.
PASSED AND ADOPTED this 25th day of
ATT
MAT Y HIRAI, CITY CLERK
PREPARED AND APPROVED BY:
ROBERT F. CLARK `
CHIEF DEPUTY CITY ATTORNEY
June 1987.
I Ve;A--
XAVIER L. SUA Z, MAYOR
APPRO D,AS TO FORM AND CORRECTNESS:
"W%V if7 C►
CITY ATTO
87-60 83 '.
i
A 0
CITY OF MIAMI. FLORIDA
14
INTER -OFFICE MEMOIRANbUM
TO. The Honorable Mayor and Members DATE J U N 1 71887 FILE:
of the City Commission Resolution Authorizing
SUBJECT Award of Bid No. 86-87-
059, Furnish Janitorial
Services at the Police
FROM: REFERENCES: Dept. Administration
Cesar H. Odio 60 Building
City Manager
ENCLOSURES:
RECOMMENDATION:
It is respectfully recommended that the City Commission adopt the
attached resolution awarding a contract to furnish janitorial
services to the Police Department Administration Building, 400
N.W. 2nd Avenue, to Production Associates Inc., a Black vendor,
as the lowest complete responsive bidder in accord with Bid No.
86-87-059. Total cost of these materials and servic are
estimated to be $125,856.00, which funds are availab'_:. in the
Property Maintenance Division budget of the General Services
Administration Department.
BACKGROUND:
The General Services Administration Department has analyzed bids
received pursuant to bid #86-87-059, to furnish janitorial
services to the Police Department Administration Building, 400
N.W. 2nd Avenue and has recommended award be made to Production
Associates, Inc., as the lowest acceptable responsible and
responsive bidder, in the amount of $125,856.00. Funds for this
purpose are available in the 1986-87 budget of the Property
Maintenance Division, General Services Administration Department.
The City Manager, using the authority established under Ordinance
10062, Minority and Women Business Affairs and Procurement
Program Ordinance, designated that this project be set -aside for
Black vendors. The vendor recommended to be awarded the contract
is a Black and a Woman vendor.
Amount of Bid: $125,856.00 % of Cost Estimates: N/A
Budgeted Amount: $125,856.00
Source of Funds: 1986-87 Property Maintenance Division Funds,
Repair and Maintenance Services - Outside, #421001-340.
Minority Participation:
Award is to a Black vendor.
8 -608.,
14
CITY OF MIAMI. FLORIbA
INTEIi=OFFICE MEMOPANDUM
TO The Honorable Mayor and Members OaTE: J U N 17 1987 FILE:
of the City Commission
FROM Cesar H. Odio
City Manager
RECOMMENDATION:
Resolution Authorizing
SUBJECT Award of Bid No. 86-87-
059, Furnish Janitorial
Services at the Police
REFERENCES: Dept. Administration
Building
ENCLOSURES
It is respectfully recommended that the City Commission adopt the
attached resolution awarding a contract to furnish janitorial
services to the Police Department Administration Building, 400
N.W. 2nd Avenue, to Production Associates Inc., a Black vendor,
as the lowest complete responsive bidder in accord with Bid No.
86-87-059. Total cost of these materials and servic..3 are
estimated to be $1259856.00, which funds are availab?:. in the
Property Maintenance Division budget of the General Services
Administration Department.
BACKGROUND:
The General Services Administration Department has analyzed bids
received pursuant to bid #86-87-059, to furnish janitorial
services to the Police Department Administration Building, 400
N.W. 2nd Avenue and has recommended award be made to Production
Associates, Inc., as the lowest acceptable responsible and
responsive bidder, in the amount of $125,856.00. Funds for this
purpose are available in the 1986-87 budget of the Property
Maintenance Division, General Services Administration Department.
The City Manager, using the authority established under Ordinance
10062, Minority and Women Business Affairs and Procurement
Program Ordinance, designated that this project be set -aside for
Black vendors. The vendor recommended to be awarded the contract
is a Black and a Woman vendor.
Amount of Bid:
$125,856.00
Budgeted Amount: $125,856.00
% of Cost Estimates: N/A
Source of Funds: 1986-87 Property Maintenance Division Funds,
Repair and Maintenance Services - Outside, #421001-340.
Minority Participation:
Award is to a Black vendor.
87-608
Award Bid #86-87-059
Page 2
Public Hearings/Notices:
Assessable Project:
Attachment:
Proposed Resolution
Tabulation of Bids
N/A
N/A
W
S7- 60 b
CITY OF MIAMI. FLORIOA 40
INTER -OFFICE M(EMORANDUM
tO; Arthur L. Mullins
Chief Procurement Officer
Procurement Management Division
FROM! Ron E. Williams, Director
General Services Administration
DATE: May 27, 1987 FILE PM/69
SUBJECT Bid #86-87-059, Janitorial
Services at the Police
Dept. Adm. Bldg. Approvals
REFERENCES!
ENCLOSURES
This department has verified available funding with the
Departments of Finance and Management & Budget that funds are
available to cover the cost of the subject bid in the amount of
$125,856.00, Account Code Number 421001-340.
FINANCE REVIEW & APPROVED BY: NDDITIONAL APPROVALS
(IF REQUIRED)
Carlo cia, Director Sergio Rodriguez
Departm t of Finance Director
Planning Department
BUDGETARY REVIEW & APPROVED BY:
(4anohar Sur=' Director Frank Castaneda
Department of ,Management Director
and Budget Community Development
3
ITEM:
DEPARTMENT:
REASON.,
POTENTIAL BIDDERS:
BIDS RECEIVED:
TABULATION:
FUNDS:
AWARD OF BID
Bid No. 86-87-059
Janitorial Services at the Police
Department Administration Building
General Services Administration
Contract for One (1) Year renewable
annually
To provide regular Janitorial Services
the Police Building
42
13
Attached
1986-87 Property Maintenance Division
Funds, Repair and Maintenance
Services -Outside #421001-340.
MINORITY/WOMAN PARTICIPATION: This bid is a Black set -aside.
Invitations to bid were sent to Bidders selected from the
following sources.
1. Dade County Minority Register
2. Previous bids on file in the Procurement Mgmt. Office
BID EVALUATION:
Category
Prior Bidders
Black American
New Bidders
Black American
Courtesy Notification
"No Bids"
Late Bids
Totals
All bids meet the specifications.
Following is an analysis of the
Invitations to Bid:
Number of Bid Number of
Invitations Mailed Responses
5 4
37 9
s 4 0
2
0
46 15
Reasons for "No Bid" were as follows:
1. C & C Landscaping & Lawn Service - "L1ot certified on time
to bid."
2. Grants Cleaning Service, Inc. - "No Bid"
Page 1 of 2
^ 0
r
RECOMMENDATION: IT IS RECOMMENDED THAT THE AWARD BE
MADE TO PRODUCTION ASSOCIATES, INC.
FOR A TOTAL PROPOSED AMOUNT OF
$125,856.00.
i
/Chief Procurement Officer
Date
The Minority & Women Business Administrator concurs with the
above recommendation.
Minority & Women Business
Administrator
7 1 c'?
ate
Page 2 of 2
87-GO L5 ,
1r,
TABULATION OF BIAS #86-87-059
titorial Services at the I _ice it
art'ent Administration Building
BIDER TOTAL COST
Production Associates Inc. $125,856.00
6022 N.W. 6th Avenue
Miami, FL 33127
C & C Maintenance 128,415.60
21515 S.W. 119th Avenue
Miami, FL 33177
Services Diversified Inc. 129,000.00
P.O. Box 440708
Miami, FL 33144
Robert Brawn Bldg. Maint. Inc. 143,988.00
1301 N.W. 51st Street
Miami, FL 33142
Thompson Cleaning 1,A,000.00
3861 N.W. 196th Street
Miami, FL 33055
Howard's Professional Serv. Inc. 152,620.68
11255 S.W. 211th Street
Suite 208
Miami, FL 33189
David & Eddie's General Maint. 174,000.00
225 N.W. Redland Road
Florida City, FL 33034
Dennis' Cleaning Service Inc. 176,532.00
P.O. Box 531152
Miami, FL 33153
Rufus Troup Enterprises 192,492.00
17880 S.W. 112th Place
Miami, FL 33157
Mr. Clean Reliable Service 197,280.00
8260 N.E. 4th Avenue
Miami, FL 33138
DUBS 301,116.00
3840 N.W. 187th Street
Carol City, FL 33055
AC&E Property Maintenance 339,988.32
793 N.W. 80th Street
Nuami, FL 33150
Affordable Maid & Janitorial 360,000.00
3517 N.W. 17th Avenue
Miami, FL 33147
Lowest acceptable and
responsive bid per
specifications
11
8 '-60Ft
CITY Off' MIAM1. PrLOIZIt�
INTE1:-COrK10E MEMORANDUM
Cesar H. Odio
City Manager
.OM:t. Mu lies,
Ief Procurement Officer
OATE: June 17, 1987 PILIL
SUBJECT: Bid Protest Rejection
Bid No. 86-87-059
REFERENCES: Janitorial Services
MPD Building
ENCLOSURES: one
Pursuant to public notice, sealed bids were received March 9,
1987 for furnishing Janitorial Services on a contract basis for
one (1) year at the MPD Building for the General Services
Administration Department.
This was a Black set -aside bid. Invitations were mailed to 42
potential bidders and 13 bids were received.
One of the bidders, Howard's Professional Services Inc., wrote a
letter to the City protesting the recommended bid award to the
lowest bidder.
The bid specifications (par b) under SCOPE OF WORK General Areas
and Office -Monthly Services required the following:
Number 5. Clean and buff tile floors.
Strip and refinish as required by City
in heavy traffic areas.
Howard's Professional Services, Inc. chose to include in their
bid an exception to the specifications the following:
-Spray, strip and buff floors.-
lst & 2nd floors - every 2 weeks.
The lowest responsive and responsible bid meeting specifications:
Production Associates, Inc. $125,856.00
The bid received from
Howard's Professional Services $152,620.68
The General Services Administration Department
that the bid specifications under item 5 above
meet the cleaning needs at the M.P.D. building,
not cost effective for the City to pay $26,000
extra to clean, spray, and buff the floors on 2
the building every two weeks instead of monthly.
has determined
are adequate to
and that it is
(approximately)
floor levels of
87-606
c
Cesar Odio
City Manager
June 17, 1987
Page 2 of 2
I have reviewed this matter, and predicated on the above, it is
my decision, pursuant to City Code section 18-56.1 that the
complaint of Howard's Professional Services should be rejected.
Following a positive recommendation by you and the City Attorney,
it will then be necessary for the City Commission to approve my
decision.
City Manager City Attorney
0
8 - 608 •.
CITY OF MIAMI, Ft I
SID_,NO. Q6-8i=05.9:_ SPUCIFICATIONS
Interested bidders shall consider the following location and
schedule of services:
SITE LOCATION!
I'* 400 N.W. 2nd Avenue
Police Department
Service shall be between 7:00 p.m. and 11:00 p.m., 7 days a
week. The first shift supervisor shall be available on -site,
during the entire eight hour shift. The second shift
supervisor shall be availabe on -site, a minimum of four
hours per eight hour shift. Five custodians must be
assigned for each eight hour shift. Bids not adhering to
these minimum staffing requirements will be considered non-
responsive.
SCOPE OF WORK*
Except as noted under "Exceptional Scope of Work", the following
shall be the minimum standard requirements for the locations as
applicable:
a) GENERAL AREAS AND OFFICES
DAILY SERVICE 7 days per week Sun. Sat.)
1. Empty and clean waste baskets, replace plastic liners.
2. Empty and damp wipe ash trays
3. Empty and sift sand urns.
4. Sweep all tiled areas with treated dust mops.
5 Vacuum all carpets.
6. Remove finger marks from doors, walls, light switches,
glass panels and partitions.
7. Dust horizontal surfaces of all office furniture and
fixtures
8. Clean and disinfect drinking fountains
9. Spot clean carpets and floor tiles as needed.
10. Sweep elevators, stair wells, and outside ramps.
11. Keep water coolers filled and clean.
12. Raise and lower flag.
b) GENERAL AREAS AND OFFICES
MONTHLY SERVICE
1. Dust all surfaces of office furniture and fixtures.
2. Dust areas too high to be reached in normal daily
service
3. Dust venetian blinds, window sills and light fixtures
4. Clean air conditioning vents and surrounding areas
6. Vacuum all carpets & shampoo as required by City.
7. Clean windows as required by City.
8. Clean glass partitions
page 1 of 3
9
87-60 8
ErE
�owa'tc a tvArsz. f eSs'tvic a, Inc.
CutlerRidge Ewcutive Center
Suite 208
11255 Cutler Ridge Boulevard
Miami, Florida 33189
June 4th, 1987 (305)255-2145
Mr. Art Mullins
Procurement Manager Div.
P. 0. Box 330708
Miami, Plorida
33233-0708
Re: Bid No. 86-87-059 -
Janitorial Services at Miami Police Dept.
Dear Mr. Mullins:
I have been informed by Mr. James` Thomas of Property Maintenance that
Howard's Professional Services, Inc:'s variance denoted on its Bid form
for the referenced bid was not considered in the recommendation of the
awarding of such contract. Therefore, in accordance with §18.561 of the
City of Miami Code, I lodge a protest of the award.
Mr. Mullins, Howard's has been cleaning the M.P.D. for the last eleven
(11) months. We have had to strip and wax the floors approximately every
6-8- weeks. There has been a need to spray buff the floors at least 2-3
times a week. However, because of the loss to Howard's, Howard's was
forced to cease the spray buffing and attempt to maintain the floors
without a change order to diminish Howard's loss. Question why? Because
the floors reflect upon Howard's and a company's goodwill and reputation
in a service orientened field are most important.
Mr. Mullins, with all of this understanding, Howard's realized that the
Bid Specifications did not address the needs of M.P.D. Therefore, Howard's
denoted a variance based upon its immediate experiences at M.P.D. Now,
Howard's has been informed because of its sensitivity to the needs of
M.P.D. they will not be considered for the Award. Howard's bid is not
the lowest.
In light of the above, Howard's beseech you to reconsider the bids and the
needs of M.P.D., as well as inquire of your Building Manager what the
needs of M.P.D. are. It is a public building. Moreover, I inquire,
"Is it fair to issue charge orders in the future equivalent to Howard's
variance when the building is in such a disarray that property maintenance
must respond to increase the service to decrease the complaints about the
building?
Continued......./2
"- 2 t E M
JUN 10 1987
"BUP " ":S PROFESSIONALLY CLEANED"
`GRIERA! SERVICES A( IINIMPTI"+I
87-608
-2-
Mr. Art Mullins
Procurement Manager Div.
June 4th, 1987
Continued...../2
I appreciate your consideration regarding the above noted protest.
Yours very truly,
Carolyn Y. Howard
President
CYH/alw
''f : i[f
JUN 10 1987
i*;ICES ADMIIIISTRATIO11
," ; �k'fIIT �I".yaSEMfNi DIVISION
1 •NL..y
87-60