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AGENDA ITEM SUMMARY FORM
FILE ID: -0
Date;
Date: 1/12/2010 Requesting Department: Office of City Oklq �r'EMB
Law Department
Commission Meeting Date: 1/28/2010 District Impacted: All 2019 JAN 1 C D&*r2[P No.
Type: X Resolution ❑ Ordinance ❑ Emergency Ordinance ❑ Discussion Item
❑ Other
Subject: A Resolution ratifyina, confirming and approviU the City Manager's written finding to waive
competitive sealed bidding methods for the provision of Custodial Services at City Hall and awarding
said services to Hoge Center, Inc.
'urpose of Item:
It is respectfully recommended that the Miami City Commission adopt the attached resolution, by a
four-fifths (4/5ths) affirmative vote, after an advertised public hearing, ratifying, confirming, and
approving the City Manager's written finding, pursuant to section 18-85 of the Procurement Code of
the City of Miami,. Florida as amended, waiving the requirements for competitive sealed bidding
methods for the provision of custodial services at Miami City Hall and awarding said services to Hope
Center, Inc., retroactively, for a period of October 1, 2009 thru September 30, 2011, with options to
renew for three (3) additional one (1) year periods, at an annual amount not to exceed $56,155.32;
and, further authorizing the City Manager to execute a Professional Services Agreement, in
substantially attached form, as a result thereof. Funds allocated from the Department of General
Services Administration, Property Maintenance, Other Contractual Services, Account Code No.
05001242000.534000.0000.00000.
Information:
SEE ATTACHED
Buket Im-pact Analysis
NO Is this item related to revenue?
YES Is this item an expenditure? If so, please identify funding source below.
General Account No: 05001.242000.534000.0000.00000
Special Revenue Account No:
CIP Project No:
NO Is this item funded by Homeland Defense/Neighborhood Improvement Bonds?
Start Up Capital Cost:
Maintenance Cost:
Total Fiscal Impact:
CIP
If using or receiving capita! funds
Grants
$56,155.32 Annually
Final Approvals E110
(SIGN AND DATE) I 111 oto
Budge
Risk Ma g(
Purchasing Dept. Direct(
Chief City Manage
Page 1 of 1
(CONT'D- 2nd Page)
Subject: A Resolution ratifying, confirming and approving the City Manager's written
finding, to waive competitive sealed bidding methods for the provision of Custodial
Services at City Hall and awarding said services to Hope Center, Inc.
Background Information:
The Office of the City Manager has determined that it is not practicable and
advantageous to the City to adhere; and, therefore waive competitive sealed bidding
methods for the provision of custodial services at Miami City Hall perform[ed] by Hope
Center, Inc.
The Hope Center, Inc., established in 1955, is a non-profit, nonsectarian organization
providing residential and day training programs for individuals with developmental
disabilities. The Hope Center's goal is to provide opportunities to individuals with
disabilities so that they may grow physically, mentally, emotionally and socially to their
fullest potential. One of the ways the Hope Center strives on maximizing participation in
the community is through employment by collaborating with many agencies throughout
the State of Florida. The City of Miami is one of those agencies.
Therefore, when the Miami City Commission awarded Invitation for Bid (IFB) No.
10606 for the provision of Custodial Services -Citywide, it delegated to the City Manager
the authority to add or delete facilities, pursuant to Section 2.26, of the IFB, anticipating
that Miami City Hall would be removed to award said contract to the Hope Center. At
that time, some of the Commissioners opined the city needed to be more socially
responsible and supported the mission of the Hope Center. The lowest responsive and
responsible bidder in response to the IFB to provide custodial services at Miami City Hall
was Vista Building Maintenance Services, Inc. at a monthly low bid amount of
$4,679.61. The Hope Center responded with a bid amount of $7,287.68.
In support of this social cause, Vista Building Maintenance Services, Inc. withdrew its'
bid so long as it did not adversely affect the bid award of the remaining facilities they
were the lowest responsive and responsible bidder on. After several months of
negotiations with the Hope Center, on October 28, 2009, they agreed to match Vista's
low bid amount of $4,679.61 monthly.
This item was to be publicly heard by the City Commission in its second meeting in
November, but due to the unavailability of a full commission body (the item requires a
4/5`d' vote), the item was deferred until the availability of a city commission with all
members present.