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Certification of Contract Eastern Elevator Services, Inc. S~ IAI`~I BEACH CITY OF MIAMI BEACH CERTIFICATION OF CONTRACT TITLE: For the Citywide Maintenance of Elevators CONTRACT NO.: 30-07/08 EFFECTIVE DATE(S): November 5, 2008, through November 4, 2010, with two (2) additional one (1)-year mutually agreeable renewal options. SUPERSEDES: 55-02/03 CONTRACTOR(S): Eastern Elevator Services, Inc. ESTIMATED ANNUAL CONTRACT AMOUNT: $13,200 A. AUTHORITY -Upon affirmative action taken by the Mayor and City Commission of the City of Miami Beach, Florida, on November 5, 2008, for approval to award contracts, upon execution between the City of Miami Beach Florida and Contractor(s). 1 B. EFFECT -This Contract is entered into to provide for citywide maintenance of elevators for the City of Miami Beach, pursuant to City Invitation to Bid (ITB) No. 30-07/08 and any addenda thereto, and Contractor's bid in response thereto (this Contract, the ITB, and Contractor's bid in response thereto may hereinafter collectively be referred to as the "Contract Documents"). C. ORDERING INSTRUCTIONS -All blanket purchase orders shall be issued in accordance with the City of Miami Beach Procurement Division policies and procedures, at the prices indicated, exclusive of all Federal, State and local taxes. All blanket purchase orders shall show the City of Miami Beach Contract Number (30- 07/08), with the current expiration date of November 4, 2010, 2011 or 2012, as applicable. D. CONTRACTOR PERFORMANCE -City of Miami Beach departments shall report any failure of Contractor for citywide maintenance of elevators according to the requirements of the Contract Documents to Robert Halthill, City of Miami Beach, Property Management Director at 305-673-7000 ext. 2984. E. INSURANCE CERTIFICATE(S) -The Contractor shall file Insurance Certificates, as required, which must be signed by a Registered Insurance Agent licensed in the State of Florida, and approved by the City of Miami Beach Risk Manager prior to delivery of supplies, and/or commencement of any services/work by Contractor. 1 Certification of Contract F. ASSIGNMENT AND PERFORMANCE -Neither this Contract nor any interest herein shall be assigned, transferred, or encumbered by either party without the prior written consent of the City. In addition, Contractor shall not subcontract delivery of supplies, or any portion of work, and/or services required by the Contract Documents without the prior written consent of the City. Contractor warrants and represents that all persons providing/performing any supplies, work, and/or services required by the Contract Documents have the knowledge and skills, either by training, experience, education, or a combination thereof, to adequately and competently provide/perform same, to City's satisfaction, for the agreed compensation. Contractor shall provide/perform the supplies, work, and/or services required under the Contract Documents in a skillful and respectable manner. The quality of the Contractor's performance and all interim and final product(s) provided to or on behalf of City shall meet the City's cleanliness standazds for City facilities and parking garages. G. SERVICE EXCELLENCE STANDARDS -Excellent Customer Service is the standazd of the City of Miami Beach. As a Contractor of the City, Contractor will be required to conduct itself in a professional, courteous and ethical manner, and at all times and adhere to the City's Service Excellence standazds. Training will be provided by the City's Organizational Development and Training Specialist. H. PUBLIC ENTITY CRIMES - In accordance with the Public Crimes Act, Section 287.133, Florida Statutes, a person or affiliate who is a contractor, consultant or other provider, who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to the City, may not submit a bid on a contract with the City for the construction or repair of a public building or public work, may not submit bids on leases of real property to the City, may not be awazded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with the City, and may not transact any business with the City in excess of the threshold amount provided in Section 287.017, Florida Statutes, for category two purchases for a period of 36 months from the date of being placed on the convicted vendor list. Violation of this section by Contractor shall result in cancellation of the Contract and may result in Contractor debarment. I. INDEPENDENT CONTRACTOR -Contractor is an independent contractor under this Contract. Supplies, work, and/or services, provided by Contractor pursuant to the Contract Documents shall be subject to the supervision of Contractor. In providing such supplies, work, and/or services, neither Contractor nor its agents shall act as officers, employees, or agents of the City. This Contract shall not constitute or make the parties a partnership or joint venture. J. THIltD PARTY BENEFICIARIES -Neither Contractor nor City intends to directly or substantially benefit a third party by this Contract and/or the Contract Documents. Therefore, the parties agree that there aze no third party beneficiaries to this Contract and 2 that no third party shall be entitled to assert a claim against either of them based upon this Contract and/or the Contract Documents. Certification of Contract The parties expressly acknowledge that it is not their intent to create any rights or obligations in any third person or entity under this Contract and/or the Contract Documents. K. NOTICES -Whenever either party desires to give notice to the other, such notice must be in writing, sent by certified United States Mail, postage prepaid, return receipt requested, or by hand-delivery with a request for a written receipt of acknowledgment of delivery, addressed to the party for whom it is intended at the place last specified. The place for giving notice shall remain the same as set forth herein until changed in writing in the manner provided in this section. For the present, the parties designate the following: For City: Gus Lopez, Procurement Director City of Miami Beach Procurement Division 1700 Convention Center Drive Miami Beach, Florida 33139 With copies to: Robert Halfhill, Property Management Division Director City of Miami Beach PW- Property Management 124_5 Michigan Ave. Miami Beach, Florida 33139 For Contractor: Eastern Elevator Services, Inc. 4301 South Flamingo Road, Suite 103-201 Davie, F133330 Robert Rauch, Vice President L. MATERIALITY AND WAIVER OF BREACH -City and Contractor agree that each requirement, duty, and obligation set forth in the Contract Documents is substantial and important to the formation of this Contract and, therefore, is a material term hereof. City's failure to enforce any provision of the Contract Documents shall not be deemed a waiver of such provision or modification of this Contract. A waiver of any breach of a 3 provision of this Contract shall not be deemed a waiver of any subsequent breach and shall not be construed to be a modification of the terms of this Contract. M. SEVERANCE - In the event a portion of this Contract and/or the Contract Documents is found by a court of competent jurisdiction to be invalid, the remaining provisions shall continue to be effective unless City or Contractor elects to terminate this Contract. An election to terminate this Contract based upon this provision shall be made within seven (7) days after the finding by the court becomes final. N. APPLICABLE LAW AND VENUE -This Contract and/or the Contract Documents shall be enforceable in Miami-Dade County, Florida, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein exclusive venue for the enforcement of same shall lie in Miami-Dade County, Florida. By entering into this Contract, Contractor and City hereby expressly waive any rights either party may have to a trial by jury of any civil litigation related to, or arising out of the Contract andJor the Contract Documents. Contractor, shall specifically bind all subcontractors to the provisions of this Contract and the Contract Documents. O. AMENDMENTS - No modification, amendment, or alteration in the terms or conditions contained herein, or in the Contract Documents, shall be effective unless contained in a written document prepared with the same or similar formality as this Contract and executed by the City and Contractor. P. This Contract shall not be effective until all bonds and insurances) required under the Contract Documents have been submitted to, and approved by, the City's Risk Manager. Q. The ITB and all addenda issued, and Contractor's bid in response thereto, are attached to this Contract and are hereby adopted by reference and incorporated herein as if fully set forth in this Contract. Accordingly, Contractor agrees to abide by and be bound by any and all of the documents incorporated by the Contract Documents. Where there is a conflict between any provision set forth within (i) this Contract; (ii) the ITB; (iii) contractor's bid in response thereto, the more stringent provision (as enforced by the City) shall prevail. 4 Certification of Contract IN WITNESS WHEREOF the City and Contractor have caused this Certification of Contract to be signed and attested on this a~ ^~p day of /tu , 2004 , by their respective duly authorized representatives. CONTRACTOR CITY OF MIAMI BEACH By By Pr ident/ Signature ayor ~)C:Jt 1 riot Name ATTEST: ATTEST: ~- tom,. t;~ GGt~-- ecretary/ Signature City Clerk Print Name F:U'URC1$ALL~.SHIRLEI'~contracts~29-07-08 Eastern Elevator.doc APPROVED AS TO FORM & LANGUAGE 8? FpR CUTION - fi ~3 oY ...ty o ey ate 5 COMMISSION ITEM SUMMARY Condensed Title: Request For Approval To Award Contracts To Oracle Elevator Company and Eastern Elevators Services. For An Estimated Annual Amount of $40,560.00 Pursuant To Invitation To Bid (ITB) No. 30.07/08, For Ci ide Maintenance Of Elevators. Ke Intended Outcome Su orted: Ensure Well-Maintained Facilities Supporting Data (Surveys, Environmental Scan, etc.): Miami Beach Customer Survey indicates 81 of residents and 77% of business rated the appearance of the City's public as either excellent or ood. Issue: Shall the Mayor and City Commission approve award of contract? item Summa /Recommendation: The purpose of this 1TB is to establish a contract, by mean of competitive sealed bids, for citywide maintenance of elevator and elevator repairs services, with responsive and responsible vendors, at the lowest possible cost. This contract shall remain in effect for a period of two (2) year from date of contract execution by the Mayor and City Clerk, and may be renewed by mutual agreement for two (2) additional years, on a year to year basis, providing the successful bidder (s)will agree to maintain the same price, terms and conditions of the contract. Based on the analysis of the bids received it is recommended that the Contracts be awarded to Oracle Elevator company and Eastern Elevators Services as indicated in the attached Bid tabulation sheet. APPROVE THE AWARD OF CONTRACTS. Adviso Board Recommendation: Financial Information: Source of Amount Accoun# Funds: $21,840.00 Property Management Account # 520-1720-000325 $4,800.00 Property Management Account # 011-9315-000325 $13,920.00 Parking 13 , 17 & 42 Street Garage Account # 480-0463-000325 OBPI Total $40,560.00 Financial impact Summary: C Clerk's Office Le islative Trackin Gus Lopez Procurement Division Director Q 6641 Si n-Offs: Depa tbt or Assis ity M' iGlanager FB GL PDW JMG T:IAGEPIDA12008Wov 51C tlCitywide elevator Summary.doc Agenda Item ` CJ i ~ ~ ~ ~ ~ ~ 58 Date ~-D 1V1~~i~1~ A~ City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.aov . COMMISSION MEMORANDUM To: Mayor Matti Herrera Bower and Members of the City Commission FROM: Jorge M. Gonzalez, City Manager DATE: November 5, 2008 SUBIECT: REQUEST FOR APPROVAL T AWARD CONTRACTS TO ORACLE ELEVATOR COMPANY AND EASTERN ELEVATORS SERVICE, THE LOWEST AND BEST BIDDERS PER LOCATION, PURSUANT TO INVITATION TO BID (1TB) NO. 30-07/08, FOR THE CITYWIDE MAINTENANCE OF ELEVATORS, IN THE ESTIMATED ANNUAL AMOUNT OF $40,560. ADMINISTRATION RECOMMENDATION Approve the award of contracts. BID AMOUNT AND FUNDING $21,840.00 -Funding is available in Accounts # 520-1720-000325 $4,800.00 Funding is available in Account # 011-9315-000325 $13,920.00 Funding is available in 13~' Street, 17~' Street and 42"~ Street Garage Account # 480-0463-000325 KEY INTENDED OUTCOME SUPPORTED Ensure Weil-Maintained Facilities. ANALYSIS The purpose of this bid is to establish a contract, by mean of competitive sealed bids, for citywide maintenance of elevators and elevator repair services, with responsive and responsible vendors, at the lowest possible cost The City has the option to award multiple contracts by location to determine the best unit price and lowest total cost for the City. The contracts shall remain in effect for a period of two (2) years from date of contract execution by the Mayor and City Clerk, and may be renewed by mutual agreement for two (2) additional years, on a year to year basis, providing the successful bidder will agree to maintain the same price, terms and conditions of the contract. The Bid was issued on July 18, 2008, with an opening date of September 18, 2008. Bidnet issued bid notices to five (5) prospective bidders, and RFPDepot issued bid notices to six (6) prospective bidders. Additionally, the Procurement Division also issued 59 Commission Memorandum - !TB 30-07/08 -For Citywide Maintenance of Elevators November 5, 2008 Page 2 of 3 bid notices to four (4) prospective bidders. This resulted in the receipt of six (6) bids with five (5) being deemed responsive, and one (1) deemed non-responsive. Elevator Solutions Company's bid was deemed non-responsive. The bidder did not meet the minimum of three (3) years of experience. The lowest and best bids were received from Orade and Eastern Elevator Services. Oracle was the lowest bidder for the following locations: 1. City Hall 2. Police Station 3. Historic City Hall 4. 42"d Street Parking Garage 5. 13~' Street Parking Garage 6. South Shore CC 7. Scott Rakow Youth Center 8. Fire Station #2 9. Bass Museum Eastern Elevator Service was the lowest bidder for the following locations: 1. 17~' Street Parking Garage 2. 77717' Street Building 3. North Shore Pack & YC 4. Police Athletic League Oracle has been in business for four (4) years 'as a specialty mechanical contractor for elevator maintenance and repair. The prior name was Mowrey Elevator inc., which had been in business 24 years, prior to acquiring ail assets. The Procurement Division obtained favorable references from the following organizations: • Meridian Management • Monroe County • Moss & Assodates /Ocean Reef Eastern Elevator Service has been in business for eleven (11) years as a specialty mechanical contractor for elevator maintenance and repair. The Procurement Division obtained favorable references from the following agendas: • The Continental Group • South Dixie Realty • The Courthouse Plaza Inc. • MetroPole Apartments Upon entering into contracts, in the event that one of the contracted vendors does not perform satisfactorily, the other contracted vendor is capable of performing maintenance on all of the elevators. Orade was the overall low bidder, while Eastem was the second lowest overall bidder. 60 Commission Memorandum - IT8 30-07/08 -For Cifywrde Maintenance of Elevators November 5, 20x8 Page 3 of 3 Any additional facilities or Increase in the scope of work will be accomplished via a request for pricing fnxn the five (5) responsive vendors deemed responsive, and be based on the lowest and best bid per location. The respective contract will be amended accordingly. CONCLUSION Based on the analysis of the bids received, the Administration recommends that the Mayor and Ciiy Commission approve the award of contracts to Oracle Elevator Company and Eastern Elevators Service. See attached tabulation result. ATTACHMENT Tabulation Sheet 61 .k~ ~ * b~, 1. C Hall 2 $625.00 $516.00 No Bid $700.00 5330.00 $518.65 2. Police Statbn 4 $1,000.00 $1,231.00 $1,200.00 $600.00 $420.00 $593.80 3. Historic C' Hall 2 $800.00 $621.00 $1,000.00 $500.00 $450.00 $740.40 4.42nd Street Parki Gara e 2 $800.00 $882.00 $960.00 $500.00 $450.00 $740.40 5. 17th Street Parki Gara e 5 $1,500.00 $625.00 $1,600.00 $500.00 $625.00 $792.25 6. 13th Street Parking Gara e 2 $600.00 $615.00 $610.00 $300.00 $210.00 $296.90 7. South Shore CC 1 $250.00 $225.00 $275.00 $200.00 $105.00 $148.45 8. Scott Rakow Youth Center 1 $225.00 $225.00 $275.00 $200.00 $105.00 $148.45 9.77717th Street Building 2 $800.00 $621.00 $960.00 $400.00 $450.00 $740.40 10. Fire Station #2 1 $225.00 $250.00 $300.00 $200.00 $105.00 $148.45 11. Bass Museum 1 $225.00 $195.00 No Bid $300.00 5105.00 $148.45 12. North Shore Park & YC 1 $225.00 $225.00 $275.00 $100.00 $105.00 $148.45 13. Police Athletic Lea ue 1 $225.00 $225.00 $275.00 $100.00 $105.00 $148.45 TOTAL MONTHLY COST 25 $7,500.00 56,456.00 57,730.00 54 600.00 $3,565.00 $5,313.50 TOTAL ANNUAL COST 590,000.00 577,472.00 592,760.00 $55,200.00 542,780.00 563,762.00 TOTAL AWARDED/MONTHLY 51,100.00 $2,280.00 N TOTAL AWARDEDlANNUAL $13,200.00 $27,360.00 . I .a?co~~ CERTIFICATE OF LIABILITY INSURANCE °Ao ,08;20` o ' p~~ THIS CERTIFI A ION 18 IS D AS A MATTER OF iNF RMATION Accredited Insurance Agency ONLY AND CONFI=R3 NO RIGHTS UPON THE CERTIFICATE 470 Delsea Drive. Route 47 HOLDER. TNi$ CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Deptford, NJ 08098 INSURERS AFFORDING COVERAtE NAIC # INSURED INSUAERA TAPCO Underwriters/Scottedal9 ins. Eastern Elevator Servloe inC. -: . INSURER 8: EXCpISIOr InSUrBflCe CD. , _ 4301 So. Flamingo Road INSURER c: Star insurance Co. _ Suite 103-201 " ' INSURER D: Davie, FL 33330 --• _ _ INSURER E: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BE ISSUED TO TWE INSURED NA D ABOVE FOR THE POLICY PERIOD INDICATEb. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DE8CRIBEO HEREIN IS SUBJECT TO ALL TWE TERMS, EXCLU310NS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SWOWN MAY WAVE B~eEN REDUCED BY PAID CLAIMS. { POLICY NUMBER POLICY LFFLCTIVE ~ pOUGV EXPIRATION LIMITS TYPL OF INSURANCE DATE M TE MM/DDrrYYY OENEr1AL LIAea.ITY 09/08/2008 09/08/2009 EACH OCCURRENCE i 1,000,000 GLP~3-88.89 D~f 50,000 A X COMMErtC1Al GENERAL LIABILITY PREMISES Ee oouNfenCe i -... X CWMS MADE ~ OCCUR MED EXP (Any oM perWn) i 5,000 PERSONAL Z ADV INJURY 5 1.000.000 GENERALAOOREQATE _6 2.000,000 OEN'L AGGREGATE LIMIT APPLIES PER; PRODUCTS • COMP/OP AGfa i _ 1,000,000 X POLICY JPERa LOC i AUTOMOeILELIAatLlTY BA9614841 11/10/2008 11/10/2009 COMBINED SINGLE LIMIT 6 1,000,000 B X ANY AUTO (E4 acrJdent) _ . ALL ONMED AUTOS BODILY INJURY 3 SCHEDULED AUTClS (Per pereanl _ _ HIRED AUTOS A BODILY INJURY f NON~ONMJED AUTOd ~ ~ V (PR aGtlAeM) ..Y _ . _ f PROPeRTY DAMAGE i (Per •cpo~nt) OARAGL tJABILIT' AI,ITO ONLY - EA ACCIDENT 9 ANY AUTO OTHER THAN ~ ACC Y AUTO ONLY; AGG i E7UxSE l UMBRELUI UAEILITY EACH OCCURRENCE i OCCUR ~ CWMS MADE AGGREt3ATL i s DEDUCTIBLE _ . s-~- RETENTION S i WOgi(LRb cOYPER9A'11oN AND 12/19/2008 12/19/2009 X T LIMITS EA C LMPLOYERS LIAAIUTY Y 1 N M455108.6-66 ANY PRCPNIETOR/PARTNEr~%ECUTIVE E.L. EACH ACCIDENT i 500,000 aFfICERRAFIIBER ExCWOLD? N? . ~Nu1 E.L.D19EA6E-EA EMPLOYE i 500,000 ~r 6.L.613EASE-POLICYLIM{T r 600,000 OTHER 11/10!2008 11/10/2009 CP96148t34 Tools 25,000 A Property Segion DESCRIPTION OF OPERATIONS ! LOCAT10Ne I VEHICLES 1 EXCLUSIONS ADDEP SY ENDORSEMENT /SPECIAL PRWISIONS CHy of Miami t3e6ch (Cert. Hdaer) E Additional Insured under General Liabtlity and Auto coverage. ERTI E HOLD ELLA City Of Mlalni Beach SHOULD ANY OF TH@ ABOVE Dl8CR{BED POLICIES e! CANCELLED BEFORE THe EXPIRATION DATE THERLOR, THE ISSUING INSURER WILL ENDEAVOR TO MAIL DAVE WRITTEN Procurement DiviRfon NOTICE TO THE CERTIFICAT! MOLDER NAMED TO THE L£FT, eUT FAILURE TO 00 80 SHALL 1700 Conventlon Canter Drive IMP08E NO Oau0AT1oN OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS oR Mieml Beach, FL 33139 REPReSE AUTH REPREBerr TIVE ACORD 26 (2009ro1} ®1988- ACORD CORPO ION. All rights reserved. The ACORD name and logo are registered marks of ACORp FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB# 30-07108 Bid Proposal Page 1 of 2 COMPANY NAME: ~STEd~N ELEVAT®?R SE • ELEVATORS TO BE MAINTAINED We propose to furnish all labor, materials, tools, and equipment necessary to provide maintenance of elevators for the City of Miami Beach in accordance with these specifications. ITEM /DESCRIPTION MONTHLY RATES 1. CITY HALL ~l "Month (3) Hydraulic (1) Traction Passenger Elevators $ 2. POLICE STATION $ ~ Month (4) Hydraulic Passenger Elevators 3. HISTORIC CITY HALL $ .5 C=C`?~ Month (2) Traction Passenger Elevators Month 4. 42ND ST PARKING GARAGE $ `~C~' (2) Traction Passenger Elevators $ ,~C~E`+, Month 5. 17T" STREET PARKING GARAGE (5) Hydraulic Passenger Elevators e GC' Month 6. 13T" STREET PARKING ~ (2) Hydraulic Passenger Elevators 7. SOUTH SHORE COMMUNITY CENTER $ <4~~ Month (1) Hydraulic Passenger Elevator 1 Cti 8. SCOTT RAKOW YOUTH CENTER C ~ Month (1) Hydraulic Passenger Elevator $ ~ C ~~Month 9. BASS MUSEUM (1) Hydraulic Passenger Elevator (1) Hydraulic Freight ~~~Nlonth 10. 777 17~' STREET BUILDING $ (2) Traction/Passenger L ~ • 7 ~-~.~ ~tMonth 11. T.O.P.A $ 1700 Washington Ave. (2) Hydraulic 12. Miami Beach Ballet $ Month (2) Hydraulic 31 of 38 7/17/2008 ITB-30-07/O8 City of Miami Beach FOR THE CITYWI®E MAINTENANCE OF ELEVATORS ITB# 30-07/08 Bid Proposal Page 2 of 2 COMPANY: EAST~R~ ct~ 13. Anchor Piace (16th Street) $ ~'~a -Month 1557 Washington Ave. (2) Traction (1) Hydraulic $ ~``lMonth 14. Fire Station # 2 2310 Pine Tree Drive (1) Hydraulic 1 15. North Shore Park & Youth Center $ / ~ - Month 501 72"d Street (1) Hydraulic $ Month 16. Police Athletic League 999 11th Street (1) Hydraulic $ Month 17. Miami Beach Parking Facility 634 Collins Ave. (3) Traction ~ ~ f~~ Month 18. Miami Beach Convention Center Hall $ ~~--' ~-'~ 1901 Convention Center Dr. (12) Elevator Total$ 7117/2008 32 of 38 City of Miami Beach ITB-30-07/O8 FOR THE CITYWIDE MAINTENA 8CE OF ELEVATORS ITB # 30-07/0 PAYMENT TERMS: NET 30. If other, specify here ANY LETTERS, ATTACHMENTS, OR ADDITIONAL INFORMATION TO BE CONSIDERED PART OF THE BID MUST BE SUBMITTED IN DUPLICATE. SUBMITTED BY: ~ ~~i~ @~T~RN COMPANY NAME: . ,,-~,,~ ~•,,,,,,,,,,.~e./C- SIGNED: (I certify tha I am authorized to execute this bid and commit the bidding firm) Bidders must acknowledge receipt of addendum (if applicable). Addendum No. 1: Addendum No. 2: Insert Date Insert Date Addendum No. 3: Addendum No. 4: Insert Date Insert Date Addendum No. 5: Addendum No. 5: Insert Date Insert Date t~ NAME/T'ITLE(Print): ADDRESS: CITY/STATE: ?1~~~ d 4= 1~~_ ZIP: ~ ~ TELEPHONE NO: ~ ~~t ~ ~ i FACSIMILE NO: FEDERAL I.D.#: , C j ~ ~ ~ ~ , SIGNED: 33 of 38 7117!2008 ITB-30.07/08 City of Mieml Beach FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB# 30-07/08 BID CHECK i_IST To ensure that your bid is submitted in conformance with the Contract Documents, please verify that the following items have been completed and submitted as required. X Original and three copies of bid (including all submittal information) General Conditions Section 1.1 Special Conditions Section 2.0 X Execution of Bid General Conditions Section 1.2 N!A Equivalents General Conditions Section 1.10 insurance and Indemnification (including Insurance Checklist) X General Condition Section 1.26 General Conditions Section 1.59 Bid GuarantylPerformance Bond N/A General Condition Section 1.27 N!A Warranty General Condition Section 2.16 NIA ProductlCatalog Information Special Conditions Section 2.15 X References Special Conditions Section 2.18 and Page 35 X Bidder Qualifications Special Conditions Section 2.22 X Minimum to Specifications Special Conditions Section 3.0 Contractor's Questionnaire X (Page 37,38) Declaration: Non-discrimination in Contrats and Benefits X Past Performance Client Survey Information (sent to clients) X 34 of 38 7/17/2008 ITB-30-07/08 City of Miami Beach FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB # 30-07!08 CUSTOMER REFERENCE LISTING Bidder's shall furnish the names, addresses, and telephone numbers of a minimum of six(6) firms or government organizations for which the Contractor is currently furnishing or has furnished, similar services. Company Name fir) .~`~7 k= f~_ i `~~-j=ti~"f ~ K -~-~. Address d ~hJ{~ ~l ~'d I til'?z'~-~ I~~v, ~/~C~ / ~ _ . Contact Person/Contract Amount ~.- r n.- ~ ~~-' ` Telephone No.,~'~-{ ~-~`' ~1~'~~~'~Fax Na '3C'--~-~- i ~ E-mail ~~--f:..) tf? ~ n ~ C,k~ 2) Company Name ,~~~Y~~~ 1 v v~! i~~~`l Address l''d SC" ~h1() ~~1,f~ ~.i...=~ . ~I ~°~/~'1 / ~~-i~ Contact Person/Contract Amount t-~~ ~-~"1 ~~*-~ Telephone No. r~ "-' ~ "~C "~'G~- Fax No. E-mail ~ a [ ~ ~ 3) Company Name ^ t l~'_T'~C3~ ~`'t= t,~...i'~ ? ~-P~~°-: Address 1~~:~7'" ~.a`lC"~C~ ~ 1(~C-~7"'' i ~,r,~~?'1 / ~ 1 Contact PersonlContract Amount ~~--=~~ ~ ~_L,~ r`~ ~ L- h-,' ~:~- `~~~°-I~~~eFaxNo. ;1 C,c;~..-r~1~~_ SC'`~ 7 Telephone No. r--a ~ _s.Z y 7/17!2008 35 of 38 City of Miami Beach ITB-30-07/08 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB-30-07/08 CUSTOMER REFERENCE LISTING (CONTD.) 4} Company Name `-~"~'"~~ Address .~x~r, ~ ~ ~~..~~~_-11#~~:_; '~~C _ I`~ k'~'~~ . Contact PersontContract Amount r~~~' ~I tit ~ 1-~~ Telephone No. ~?'S~ ` ~'-~--~(~C.~J Fax No. ~ SZ/ - S~` S - C~~~~-{ E-mail ~`1~1C~~~.~r...`3 ~ ~LL`~ C ~f~7 5) Company Name ~~~1t~° ~ c~~`~~/r~.~~-'mil ~~-1~~;°~.,:~-"a Address { 5~ A.yi s s r~3 % ~~~:°>~i~~~~l ~~--~-- Contact Person/Contract Amocu~nt Telephone No.~r7~ ~~Lcd ~ Fax No. ~ _ E-mail aZ~~ ~~C ~ ~r •n ~'t"7.:.~.~- R -; r1( ~s-~'~:t._~''_`~~~~,... C'~ >%%J g) Company Name k c '~"i"~.l Address ~ l'CiC ~+`- Contact Person/Contract Amount ~ ~~'-~ l ~ ~--~~~~+~ Telephone No. - ~.l%~C~, ~-~"Fax No. ~t" ~a C<~' e ~ ....~--- E-mail --I-~..'• i~=C~ i I C'i. f ~`l ~ f ~~.z =!"E'~ 7/17/2D08 36 of 38 City of Miemi Beach ITB-30-07/08 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB# 30-07108 CONTRACTOR'S/ BIDDER'S QUESTIONNAIRE NOTE: Information supplied in response to this questionnaire is subject to verification. Inaccurate or incomplete answers maybe grounds for disqualification from award of this bid. Submitted to The Mayor and City Commission of the City of Miami Beach, Florida: By C~~`~°.~ ~ ~=~~~---~~ vim ~r = I S c t-~ ~ m i~ Cam:; 5 (17r~r e ~ Cs _ ~ '-' ~C~ 1 f ~ t~ ~/Cc Principal Office How many years has your organization been in business under your present business name? J Does your organization have current occupational licenses entitling it to do the work/service contemplated in this Contract? ~ Please state license(s) type and number: Include copies of above licenses and certificates with bid. Have you ever had a contract terminated due to failure to comply with contractual specifications? ~ ` ~r If so, where and why? ~ ~ ~ In what other lines of business are you financially 'nterested or engaged?__.~G~~i~'/•7Z'~ Give refer nces as to experience, ability, and financial standing 7 4'~~ jYT~~ ~ f Cpl - ' lI ~1 <<- ~:.t~~~.flr~ in r:1r1 r7')?-1i~~'~~=~~J~=tt~~t~- c ` r ITB-3p~07/08 7/17/2008 37 of 47 City of Miami Beach FOR THE CITYWIDE MAINTENANCE OF ELEVATORS {TB- 30-07108 CONTRACTOR'S 1 BIDDER'S QUESTIONNAIRE (CONTD.) Vendor Campaign Contribution(s): a. You must provide the names of all individuals or entities (including your sub-consultants) with a controlling financial interest. The term "controlling financial interest" shall mean the ownership, directly or indirectly, of 10% or more of the outstanding capital stock in any corporation or a direct or indirect interest of 10% or more in a firm. The term "firm" shall mean any corporation, partnership, business trust or any legal entity other than a natural person. ~ b. Individuals or entities (including our sub-consultants) with a controlling financial interest: have ? have not contributed to the campaign either directly or indirectly, of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. Please provide the name(s) and dates} of said contributions and to whom said contribution was made. I HEREBY CERTIF that the above 'veers ar true and correct. ~ ~ , f ~ ~ (SEAL) (SEAL) ITB-30-07/OB 7!17/2008 38 of 47 City of Miami Beach ~ M1AEBEA~H City of Miami Beach, 1700 l.onvention Center Drive, Miami Beach, Florida 33139, www.miamibeuchfl.gov PROCUREMENT DIVISION Tel: 305.b73.7490, Fax: 786.394.4011 PERFORMANCE EVALUATION SURVEY EASTERN Group or individual Name: EQ1~ INC. Point of Contact: ~ ~ ~ ~ - ~ ' Phone and a-mail ~SZ~ ~ l ~ t Please evaluate the performance of the group or individual (10 means you are very satisfied and have no questions about hiring them again, and 1 is if you would never hire them again because of very poor performance). If you don't know, please leave blank. NO CRITERIA UNIT 1 Ability to fill purchase orders accurately (1-10) 2 Ability to maintain delivery schedule (on-time /conforming (1-10) to re ulated delive hours or earl Professionalism and ability to manage (includes responses (1-10) and rom t a ments to su Piers and subcontractors 4 Professionalism of delive services i-10 5 Condition of products at delivery (1-10) 6 Quali of Products 1-10 ? Abilit to rovide roducts under emer enc conditions 1-10 Overall customer satisfaction based on performance and (1-10) 8 quality of products Overall Comments: Agency or Contact Reference Business Name: Contact Name: Contact Phone and a-mail: Date of Services: - Dollar Amount for Services: Please fax this questionnaire to Shirley Thomas at 786-394-4011 ITB-30-07/OB 7!1712006 40 of 47 City of Miami Beach CITY OF MIAMI BEACH DECLARATION: NONDISCRIMINATION IN CONTRACTS AND BENEFITS Section 1. Vendor Information Name of Company: ~h~ l z f x{~~ Name of Company Contact Person: ~SZ~ ' S `.s~E" I Fax Number: ° ~ 1 ~ ~E-mail: ~lY7~~? `"t=~~ Phone Number: Vendor Number (if known): ~ Federal ID or Social Security Number: Approximate Number of Employees in the U.S.: ~ (If 50 or less, skip to Section 4, date and sign) Are any of your employees covered by a collective bargaining agreement or union trust fund? Yes_No Union name(s): Section 2. Compliance Questions Question 1. Nondiscrimination -Protected Classes A. Does your company agree to not discriminate against your employees, applicants for employment, employees of the City, or members of the public on the basis of the fact or perception of a person's membership in the categories listed below? Please note: a "YES" answer means your company agrees it will not discriminate; a "NO" answer means your company refuses to agree that it will not discriminate. Please answer yes or no to each category. Race ~ s _ No G Sex /Yes _ No Color ~s _ No ? Sexual orientation ~(es _ No Creed ,~S'es _ No C Gender identity (transgender status) ~i'es No ? Religion Yes _ No Domestic partner status ,,15'es _ No National origin ~es _ No _ Marital status ~l'es _ No Ancestry s _ No ~ Disability rj~(es _ No Age ~s _ No AIDS/HIV status ;,(5!es _ No Height _ Yes _ No ~ Weight ~~Yes _ No B. Does your company agree to insert a similar nondiscrimination provision in any subcontract you enter into for the performance of a substantial portion of the contract you have with the City? Please note: you must answer this question, even if you do not intend to enter into any subcontracts. Yes _ No ITB-30-07/08 7/17/2008 41 of 47 City of Miami Beach Question 2. Nondiscrimination -Equal Benefits for Employees with Spouses and Employees with Domestic Partners Questions ZA and 2B should be answered YES even if your employees must pay some or all of the cost of spousal or domestic partner benefits. A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? ~es _ No B. Does your company provide or offer access to any benefits to employees with (same or oppos to sex) domestic partners' or to domestic partners of employees? _ Yes ,~lo "The term Domestic Partner shall mean any two (2) adults of the same or different sex, who have registered as domestic partners with a government body pursuant to state or local law authorizing such registration, or with an internal registry maintained by the employer of at least one of the domestic partners. A Contractor may institute an internal registry to allow for the provision of equal benefits to employees with domestic partner who do not register their partnerships pursuant to a governmental body authorizing such registration, or who are located in a jurisdiction where no such governmental domestic partnership exists. A Contractor that institutes such registry shall not impose criteria for registration that are more stringent than those required for domestic partnership registration by the City of Miami Beach If you answered "NO" to both Questions 2A and 2B, go to Section 4 (at the bottom of this page), complete and sign the form, filling in all items requested. If you answered "YES" to either or both Questions 2A and 26, please continue to Question 2C below. question 2. (continued) C. Please check all benefits that apply to your answers above and list in the "other" section any additional benefits not already specified. Note: some benefits are provided to employees because they have a spouse or domestic partner, such as bereavement leave; other benefits are provided directly to the spouse or domestic partner, such as medical insurance. BENEFIT Yes for Yes for Employees No, this Benefit Documentation of this Employees with with Domestic is Not Offered Benefit is Submitted S ous Partners with this Form Health ° ° ° Dental ° ° ° Vision ° ° ° Retirement (Pension, ° ° ° 401 k etc. Bereavement ? ° ° Famil Leave ° ° ° Parental Leave ? ° ° Employee Assistance ° ° ~ ° Pro ram Relocation & Travel ° ° D~ ° Company Discount, ? ° ° Facilities & Events Credit Union ° ° ° Child Care ° ° ° Other ° ° ~ ° Note: If you can not offer a benefit in a nondiscriminatory manner because of reasons outside your control, (e.g., there are no insurance providers in your area willing to offer domestic 7!17/2008 ITB-30-07108 City of Miami Beach 42 of 47 partner coverage) you may be eligible for Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent, submit a completed Reasonable Measures Application with all necessary attachments, and have your application approved by the City Manager, or his designee. Section 3. Required Documentation YOU MUST SUBMIT SUPPORTING DOCUMENTATION to verify each benefit marked in Question 2C. Without proper documentation, your company cannot be certified as complying with the City's Equal Benefits Requirement for Domestic Partner Ordinance. For example, to document medical insurance submit a statement from your insurance provider or a copy of the eligibility section of your plan document; to document leave programs, submit a copy of your company's employee handbook. If documentation for a particular benefit does not exist, attach an explanation. Have you submitted supporting documentation for each benefit offered? _Yes;~IVo Section 4. Executing the Document I declare under penalty of perjury under the laws of the State of Florida that the foregoing is true and correct, and that I am authorized to bind this entity contractually. ~ ~ , `~- Executed this,~~day of in the year - ~ , at _~y --~ v City State Signature Mailing Address ~s.~,i ~ ~ < <-~' ~a ~~-`' t Name of Sig~~ry (please print) City, State, Zip Code ~ 4, Title 7n 7rzooa ire-3ao7ros City of Miami Beach 43 of 47 CITY OF MIAMI BEACH REASONABLE MEASURES APPLICATION Declaration: Nondiscrimination in Contracts and Benefits Submit this form and supporting documentation to the City's Procurement Division ONLY IF you: a. Have taken all reasonable measures to end discrimination in benefits; and b. Are unable to do so; and c. Intend to offer a cash equivalent to employees for whom equal benefits are not available. You must submit the following information with this form: 1. The names, contact persons and telephone numbers of benefits providers contacted for the purpose of acquiring nondiscriminatory benefits; 2. The dates on which such benefits providers were contacted; 3. Copies of any written response(s) you received from such benefits providers, and if written responses are unavailable, summaries of oral responses; and 4. Any other information you feel is relevant to documenting your inability to end discrimination in benefits, including, but not limited to, reference to federal or state laws which preclude the ending of discrimination in benefits. I declare (or certify) under penalty of perjury under the laws of the State of Florida that the foregoing is true and correct, and that I am authorized to bind this entity contractually. EASTERN S~EVnTOR >~ER~ INC. ~{3c ~ ~C~, ~/h i~ f~~ ~~~.J Name of Company (please print) Mailing Address of Company Cam, j T~ ~ ~ ~~p ~ Signature City, State, Zip Name of Signa(t~ory (please print) Telephone' Number Title Date 7/17!2008 IT830-07/OB City of Miami Beach 44 of 47 Definition of Terms A. REASONABLE MEASURES The City of Miami Beach will determine whether a City Contractor has taken all reasonable measures provided by the City Contractor that demonstrates that it is not possible for the City Contractor to end discrimination in benefits. A determination that it is not possible for the City Contractor to end discrimination in benefits shall be based upon a consideration of such factors as: (1) The number of benefits providers identified and contacted, in writing, by the City Contractor, and writfen documentation from these providers that they will not provide equal benefits; (2) The existence of benefits providers willing to offer equal benefits to the City Contractor; and (3) The existence of federal or state laws which preclude the City Contractor from ending discrimination in benefits. B. CASH EQUIVALENT "Cash Equivalent" means the amount of money paid to an employee with a Domestic Partner (or spouse, if applicable) in lieu of providing Benefits to the employees' Domestic partner (or spouse, if applicable). The Cash Equivalent is equal to the employer's direct expense of providing Benefits to an employee for his or her spouse. Cash Equivalent. The cash equivalent of the following benefits apply: a. For bereavement leave, cash payment for the number of days that would be allowed as paid time off for death of a spouse. Cash payment would be in the form of wages of the domestic partner employee for the number of days allowed. b. For health benefits, the cost to the Contractor of the Contractor's share of the single monthly premiums that are being paid for the domestic partner employee, to be paid on a regular basis while the domestic partner employee maintains the such insurance in force for himself or herself. c. For family medical leave, cash payments for the number of days that would be allowed as time off for an employee to care for a spouse that has a serious health condition. Cash payment would be in the form of wages of the domestic partner employee for the number of days allowed. 7/17/20!)8 ITB-30-07108 City of Miami Beach 45 of 47 ~1.J1~~: f REFEf'EI~II:_ E ~:=1_fiC;E T~~:= E~:~L1Hl BENEFIT'S i~.;~',~~',FLL~:I~I!_:E STEP 1: UNDERSTANDING THE LAW STEP 2: HOW TO COMPLETE THE DECLARATION: NON-DISCRIMINATION tN CONTRACTS AND What doss the law require? BENEFITS FORM The prcpcsPd ~)rduxuuP well reduire certan-+ :vntradol:. don~g I>usu+er with the ity of rWcum Neen:h, who are ciwurcled a Section 1 asks fur mfcrrm-Ihc>n about yc+ur company if the <:vntract pursuant to ccml;Ptihve bids, to provide "E<lual Etenehts" company employs 58 or less ernployees in the tv iheu empi:;yeas wlt~~ civmesti+: pclrlrers, cu tl+ey prowelP to U.5., skip fo Section 4, date and sign. Pmplvyees with sl;ouses Section L C_~UestlOn la asks whether ycwr ccmparry Who is covered by this Ordinance? lxohlblts disuunuratlon against I;avple based on the. Cornpehtively hid ity contracts vcllued ut aver $lOf~,i)ix) whc>se ccrieyvriPS fisted cantracturs miantcun .51 or ni~xP full pine erriployees on tl-+eil • Answer "YES" ii your icrnpany does Nava such ca payrolls dunng 2U or mare ccalPndcu work weeks Fur more policy InfC+lmahOn, see ECIUiII Bel}Pots C)IdnxmcP Surnrnary • Answer "NC)" if your company doss rrrt have such a pvli<y What benefits are covered? Tlfe Chdmance applies to all benefits offered by a contractor to Its t:Jueshon 1 E asks wheilx+r your company agrees to include ernplcryess who hfIVP spcuses cr dvmeshc parn;ers aril all IsnefUs a nonchscnmincdica; clause u7 all sulxvntracts enlerecl uit+; c;ffered directly to such spouses or clomesik Ixartners, oven when for d,e performance of a substantial portivn of the any the employee pays the enhrP cost i,f the hPnefit TI•~is uxlvdes but fcntrcicts ycu have wide the C_:Ity 7hls clausr. must include is not limited to sick leave, bereavement iecive, family n~Pdn:al all r.,f the categories fisted u•. queshc:n lA Yiu must answer {Pave, aix! health I;enehts t{•ds quesnvn even if yc7ul cvrcgxmy will nal he entering into any subcontrclcts assi~ucitPd wltl7 we>rk performed for the What is a Domestic Partner? c.Ity a "l)vineshe F'arir~er" shall mean any two {21 adults of the same or answer "YES" If you will a~;~ree to Include a different sex wlx> have regislPrecl as domestic partner with a ncrndiscnminahvn clause ire suk;contraets government k:~.xly pursuant tc• state rind Ixal law authorizing such Answer "NC!' If yuu will nut agree to uulude it registration, cx with an internal reylstry mcnntnmecf by the nondlscnmrna6on clause u-. subcontracts employer of at least one of the dulnPStic. piimrers >•.~UeshGn 2A asks whether your company offers l;enefrts What if a contractor is unable to offer benefits jsuch as medi::al insurarr~.:ej to employees' spouses or tc• equally? employees because they are nuuned jsuch as l;ereavemant Some cavmctas are unable to find an insur<aiee company wilting IecwP whlcL con I;e taken I;PCause of the death of a to offer durneshc I;nrtner urverctge When a contractor takes all spouse, tir family medical leave which can be Taken reclsoncible measures to stop dlscrimmatinct, lain can`t fur reasa•+s beccwse of a sficuse having a serious me<hr..al caxlitionl c;utsida its c;;ntrol, d can cuniply with t{~+e Equal Fieneflt; C)rclilxrnce Answer "YES" if you offer any such henehts 14 rt agrees tv pay a crap equivalerd a cash eyulvctlerd rs tf~e answer "NCY' If yvv dv not offer any such benefits amount of money paid by an employer for tLP spousal benefit thclt Is unavailill;le for dcxnestic partners, or vice very For mcrP NOTF: 1'ou are <onsiderad ire o~errr;g a uer;eii! avRrt ri niformation, see Reasanoble Measures AI;{;hcaticn you dcn't pity fog it actas< to ttra f;enent rsn~faract: fwt tna cost n;as! be pant m vd:oia or ir. txrrt fig t!;a empfoyae, What if a company will comply but needs time to do ys~:, shvv;il s1i1! imswer "1'ES". it? C)ncP a cuntrach;r makes it deaf that rt will <.umply with the C;1uPshen 2R asks whether you cunllxmy offers benefits Ge,lardtirm, m cedcen situations ending chscnmu•+ation m benefits {sucf+ as rnechcal msurcaxPl tc. einl;loyees' do>meshc nary fie delayer! Fc:r instance, vffenny mechcal insuraixe may be !>ariners or to ernplvyPPS because they are m a dvrneshc delayed until the cvntraeh;r's next enrvlln,Pnt F;erwd, other liartnershq; jsuch as bereavement leave which ccu•, be taken benefih, sac ~ as herecrvement leave, may he dPlay4•:I until the because of the dealt of a dvmesn:: partiwr, or fnrculy cvrdreicicrs personnel pvllues eon he rewsed For mere rnecla~al leclve whi::h can fs: taken heuwsP of it domestic u7formahon, see kules of Prvicedvre c>f the Substantial Compliance I;artrwr I~,avnlg a senvus niediad evnchhon) Furrn Answer "YES' If yuu offer any such heneflts • Answer "N If you do not offer arty sL+cl•i benefits ITB-30-07108 7/17!2008 46 of 47 City of Miami Beach NOTE: 7o con:p•'y. your answers to ruPShon; 2A arx( 2R siloufii Family Leave Yvur cvinfrany's Family and MHdlcal bP the carne fr. very 1;n:1!et! cirtums!i7nces, yi]., may con;l7ly LHCrve Ad l:>r~hiy All carrq]antes with Si) yr more wrtLaut of%errui l.Teneiits egt:crl~ See RecrscmaLue Measures employees muss offer this ben9flt Ycxt+ Ix:llcy should Apt}iicatrcut Form 7nr.Iu:ute tl-,at employees may take leave beccrasH v{ the senvus rnHdlatl iondlhon of d-tHlr spouses or dvmHStt c~uesnc;n 'tC should be fdla<l out C:)NLY IF you Ixrve answered partner '•YES" to qu9shca•~ 2A and!or 2B It asks you to n'tchcate whuh benefits yr>u offer tv spouses (ar employees becilvs9 they era Parental Leave Yvur company`s fxdK.y Irtchcahnct duN Inurn9dl, which I?anafds ynv offer to domestic. prutnsrs ivl emfloyees rncry take 19irve fur tfte berth yr advphvn of a amplayass b?cause dt9y are m a domeshc piuhtsrshlp), and cl-tdd, to care far a child who is 111. and,/or to aner,d s<:haol whicFt Lwneftls you do nr]t oFFer Please mdn:itle only dose benaflts ctprx>intments If leClve is avaikrble for stHfa-children {the c?ffererl IF yvv after I?enefrts not already lister.!, wnta Them hr where sfwuse's cl7dch then lecwH also sf-tvuld f>E+ uvculablH for t{,e d says "bth9r" Remember- otr9rrnct acres ra a iarrenr is srilj cI'dId Gf a fAfNrle311C l]adner f ]lts:ilerei+ a !]H;7P~17, PYPn 1! yOCU CUIn(]an)' aUHS r;U! pity f4~ !f. Employee Assistance Program Your <omfxrnys Note: you c<+r.'r otter a(( benalit in a rondisrritru;i•+tory rraP.ner amplayHH asslstanca lxvgrum pcdry cvnflmm~g that because nl reasons outstdP. your a?t:mof, (P.y tl7Hre are na spouses, rlam9shc Ixrrtrters cnxl then- lxuents and children irsurar:ce t?rovir'rer.: wiliiny to offer clnmastic (xrrrl7Hr ,:overcryP; are equally ehcpble IGH II'iHI1St11"ilH) fOr such benehts you ru.ty !>e aFic(iblP for Reasuncrbfe Measures cr]r!:p(icr;:c P. To ron;pty on r(tis ixrsis, ynu nwsr crgrHe to lr+y a crsh equrvcrleni Relocation & Travel Yvur compimys lsohr-y ronFinning submit a cort:pie!e:c! Recrso;;abiP Meusur~, Af:p!iranon Farm with that exl?enses br trov9l or relvcahcat will fie l?akl on the aL~ necessary atKtc(:rnenrs crrxl Lave ya;,r ap~r(iratio;: crpl?roveii !]y same Ixtsrs For spouses curd domesh<: lxuhwrs of rite Procuremenr [hvisior. or'rhe C'iry n! Miami BHacL eml>loyeas Discounts, Facilities & Events Yriur romparry's pahcy Step 3: ATTACH THE NECESSARY DOCUMENTATION cvn6rrrunrt drat chscounts, farihhes ;9 g gym) and events {e g halulcry party/ are equally avcrilablH to spouses err! '_4n skrles thcrr you must svbrntt dc~:umentatran That v9nfies dOrne511~ fxtrtn9rs of Hmpbyees all bw-tehts marked Ire your answer tv «uesnnrt 2c eves offered uti a nvt•tdiscnmtnatory manner. When l?osslbla. It Is 1?ast if you submit Credit Union Uacurrt9ntanvn frvln the credit unlan this dacmnentcrhon alvlxd with your [)edarahcn form fur pohcles inchcutuu~ that spouses cmd domestk: (xirtners haves equal that era mwrntten, submit a letter h? the Pri>t;urement [)ivlslon c>=cHSS tv credit union sarvlces nichcatrng this Use th9 list I]elow as n guafe far the type of dowmentation nePClec! Child Care Uoeurnantuhe~n that th9 chd<Iren of spouses (step-chdclran} lard children of domestic partners have equal N{edi<al Insurance A statement from yvvr m9droal Ir1sV7UnCB :N'ceSS to cFtllcl Cgl'e Ser YICeS provider that a?nflrrns sfx,uses cmd dvm9stic partners has defined under Thu C>rdlnancaj receive equal c:ov9raga In yet}r mHClical Other Benefits {)octnnentation of any atlrer berrehts hst9d plan This nray be m a letter from yaur insurance provider, or tv utidlcalH that they are offered equalfy rafleclHd m the ehgibdity sachon of yaur offlnal nnurcmce plan document Slmilcu documentuhon Is naedacl far othc]r typ9s of Fvr made_al u'tsuranc9 comlxaues providm~t dvnteshc Insururae plans. lxnh-ter cvveraye m the States of Fbrida, reFer tv the C)afn95hC farmer Insuuince C_vv9rxlae 59arch avadablH Retirement Plans (including 401k 8R pension plans) online td www rruamlbeacF,fl uov under E{usitwss. Th9 sections of ycwr l?ansu%n plan deklding how emplc>yeas Procurement drop d:>wn list receive I]en9flts Thls shavlcl sever loud cau-tuity ophnns and pre rehremerd decd Pt I?ane6?s D«_umantahon sftoulcf uxlrcrte tFtut for any questions on tlia City ,af Nuaml Heacl-t Equcrl employees wltft dt?mashr partners atxl aml]Ioyeas wrtL slxwsHS Ber~efds C?rchnanca or (tivw tv carnplate tfie apphccrbla recerv9 the sam9 benefits anc) payment options forms, plensH cerdad Bereavement Leave Yvur I-]ereuvHrn9rd leave of fwrercll leave Cristina Diaz, Ccn±,tac!s Corr!ofiunce Sckr:-ioltsi FRnCUREMENT DI~ISIcjN I?nlicy oxhecdntct ttt9 benefit is c>fFered equally If your policy 1?00 Conv+ntinn CenMr Pme, lAinrni fssach, FL '33139 allows amploy99s lima off from work ber.nuse of the daatL of o Tel 3QSb73-74v6!Fox 78E~-394~40W! spouse, It sl•toulcl also allow k]r hme off I?9CaV59 Of 1119 d9lltfl OF a rrtStIDCK.IKIZ~'mKIm11NXKhil.nov donwshc parlnar I4 die l:ahcy alb?ws for hme off due to th9 death of a ptrrent in-law or vtl-iar re?ahva of a spouse, it must n'iclvcl« tim9 t't'e are c vnroi7en m racwiutna excr6ent pul]t:e service arn~ sofery off for the death itf a dorn9she partner's ec{uivalerd r9kthve :c a!.' who kve. arrk ano play ie our v;Mo,~l, ho}rcal, hr:rorh: cummardy. 7/17!2008 ITB-30-07/08 City of Miami Beach 47 of 47 TERN Eastern Service Inc. 4301 South Flamingo Road Bus. Phone 1-800-257-5520 Suite l 03-201 Phone 954-591-2831 Davie, FL 33330 August 12, 2008 City of Miami Beach Procurement Division 1700 Convention Center Drive Miami Beach, FL 33139 Attn: Procurement. Re: Qualifications of Bidder: Eastern Elevator Service has been regularly engaged in the Servicing and Installing Elevator Equipment of all types covered by these Bid Specifications since 1998. Eastern Elevator Service Inc.'s nearest Service Facilities address is: 4301 South Flamingo Road Suite 103-201 Davie, FL 33330 Employees that will be responsible for Service and Maintenance of the equipment covered under this bid will be: Robert Rauch, 22 Years of Service, Maintenance and Troubleshooting in the Elevator Industry. l0 Years of Service with Eastern Elevator Service Inc. State of Florida Certificate of Competency. Anthony James, 9 Years of Service, Maintenance and Construction in the Elevator Industry. 9 Years of Service with Eastern Elevator Service Inc. Jacque James, 10 Years of Service, Maintenance in the Elevator Industry. 10 Years of Service with Eastern Elevator Service Inc. All Elevator Equipment covered under this Bid will be Maintained in a safe and Dependable Manner. Page 1 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB# 30-07108 SCHEDULE OF EQUIPMENT TO BE MAINTAINED , 1. CITY HALL (Excludes City Hall Annex Building 777 17th Street Building) 1700 Convention Center Drive Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM Hydraulic D-4977 Montgome~ , IPassen~er_ _ _ 4 ~ _ 4 F 1,500 100 Hydraulic D-4978 - Montgomery! __~Passenger 4 _ 4 F 3,600 ~ 150 _ - Hydraulic D-4979 Montgomery_ __-_ - _-_/Passenger _ 4 _-- 4 F_ __-, _ _ 3,500. _ --_--150_--- D-4980 Mont ome Traction 4 4 F/1 R 3,500 350 2. POLICE STATION 1100 Washin ton Avenue Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM Hydraulic D-6574 S Dover /Passenger 4 4 F _ 2,500 125 Hydraulic D-6575 N Dover _/Passenger -_ 4 4 F 2,500 125 Hydraulic D-6576 ~ Mowery _[_/Passenger_ - 4 4 F 4,000 _ _100__ D-67577 .Hydraulic arkin Dover ! /Passen er 5 5 F 4,000 125 3. HISTORIC CITY HALL 1130 Washin ton Avenue Front! Capacity Speed ID # Make T e Landin s Rear lbs. FPM D-6661 W Dover Traction _8 8F ._____2,500__.____ 350 D-6660 E Dover Traction 8 _ 8F _._2,500_____. 350 4. 42ND STREET PARKING GARAGE 42"d Street and Sheridan Avenue Front/ Capacity Speed 1D # Make T e Landin s Rear lbs. FPM D-4403 Dover Traction _ 5_____ 5F 2,500 350 D-4404 Dover Traction 5_______ 5F 2,500 350 7117/2008 27 of 38 City of Miami Beach ITB-30-07/08 5. 17T" STREET PARKING GARAGE 1701 Meridian Court Front/ Capacity Speed D # Make T e Landin s Rear lbs. FPM D-5083 _Dover _ _ _ Hydraulic/passenger 5 5F ___._.,.2,500..__,__ 200 D-5084__x____ Dover Hydraulic/Passenger __5 5F 2500`__ 200 D-4989 ___Dover_____ Hydraulic/Passenger _ 5 _ 5F _ 2,500_____ 200 D-4990 ________Dover________ Hydraulic/Passenger _ _ 5 _ 5F 2,500_____ 200 D-4991 Dover H dra lic/Passers er 5 5F 2,500 200 6. 13'}' STREET PARKING GARAGE 1301 Collins Avenue Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM D-7407 _Modern_ Hydraulic/Passenger 5 5F ._____2,500 100 D-7408 __Modern____: Hydraulic/Passenger 4 4F : _ 2,500 100 7. SOUTH SHORE COMMUNITY CENTER 833 6~' Street Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM D-5173 ESS Hydraulic/Passenger 2___ 2F 3,500 100 8. SCOTT RAKOW YOUTH CENTER 2700 Sheridan Avenue Front/ Capacity Speed ID # Make T e Landin s Rear ibs. FPM Hydraulic/Passenger D-5163 Dover 2________ 2F _ 1,500 100 9. BASS MUSEUM 2121 Park Avenue 2100 Collins Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM Hydraulic/Freight MB-1744 Dover 2 2 F 2 R 17,500 100 Hydraulic/Passenger ~ ` D-3369,___,__!____ Dover___ ___2 2F/2R 2 500 ~ 125 7/17/2008 28 of 38 City of Miami Beach ITB-30-07/08 10.777 17T" STREET BUILDING (City Hall Annex Building) 1701 Meridian Ave 777 17'~" STREET Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM 4F ___2, 500___ _ _ 300 D-5023 'Westinghouse Traction/Passenger 4 5F 2,500 300 D-5024 Westin house Traction/Passen er 5 11.T.O.P.A 1700 Washin ton Ave. Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM BL-956302 I_______Otis_______ I Hydraulic 3_ F 2,500 MB-1381...-----___--Otis---___--- Hydraulic 3 F 5,000__-- 12. MIAMI BEACH BALLET 2100 Collins Ave Front! Capacity Speed tD # Make T e Landin s Rear lbs. FPM MB-1751 ____-_-_Dov_er Hydraulic 3 F __.__2,500________ 150 MB-1752. ______l7ov_er _ Hydraulic _____3 F 51000_,.-__. 150 13. Anchor Place (16th Street) 1557 Washin ton Av. Front! Capacity Speed ID # Make T e Landin s Rear lbs. FPM MB-1639. Do_v_er__-__ _ Traction ( 6 F 3,500 350 MB-1640,_,_'u.Dover_____: Traction 500__ ----------6------- F '--3, MB-1641 Dover Traction 6 F 3,500 175 14. Fire Station # 2 2310 Pine Tree Drive Front) Capacity Speed iD # Make T e Landin s Rear lbs. FPM EU3059 Th ssenKru H deaufic 3 2,000 15. North Shore Park 8 Youth Center 501 72"d Street Front! Capacity Speed ID # Make T e Landin s Rear lbs. FPM BL-032083 Otis H draulic 2 F 3,500 100 29 of 38 7/17/2008 1TB-30-07/08 City of Miami Beach 16. Police Athletic Leaaue 999 11'h Street Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM FI ~ 2,000 _ 100 MB-1850__ Canton__ Hydraulic - -- 17. Miami Beach Parking Facility 634 Collins Ave. Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM BL-961533 MB-1533___ Dover _ Traction ._______6__ F 2,500 350 BL-961534 6 F 2,500 _ 350 MB-1534 ____Dover Traction _ _ BL-961535 F 2500____ 350 MB-1535 _ __Dovver_-_, Traction __._6_ _ 18. Miami Beach Convention Center Hall 1901 Convention Center Dr. Front/ Capacity Speed ID # Make T e Landin s Rear ibs. FPM BL-951113 2 F 5,000 80 D-5076 Mont ome _ Hydraulic 951114 2 F _ 5,000 l 80 D-5077 _ Mon~omer~, Hydraulic _ _ _ , - 951115 F 4,000_ 80 2 _ D-5078 ~ Montgomery ;Hydraulic , 951116 M&1116 Mont ome _ Hydraulic 2_ _ F 6,000 125 -----g-- --~ _ _ 951124 D-7417 _ Mont omery___ Escalator ~ Down3.2 _ S-E -5,000 951125 3 F ~ 6,000 50 D-7419 Montgomer~i_ Hydraulic 951127 D-7421 Montgomery' Hydraulic 3 F 2,500 150 951128 -7418 Mont ome J Hydraulic 2_ _ F ~ 6,000 50 951336 MB-1336 'Montgomery :Hydraulic 2.__ F 3,500 125 951339 MB-1339 Montgomei Hydraulic 4 F _____2,500 951340 MB-1340 Mont ome Hydraulic 4 F _ 2,500___ BL001818 MB-1818 Mont ome Escalator U 2-3 7(17(2008 30 of 38 Clty of Miami Beach ITB-30-07/08 fi~tlAl BEACH City of Miami Beath, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.c3ov PROCUREMENT DIVISION Tel: 305.673.7490 ,Fax: 786.394.4011 July 17, 2008 To: Phone: Fax: E-mail: Subject: Performance Evaluation of Number of pages including cover: 2 To Whom It May Concern: The City of Miami Beach has implemented a process that collects past performance information on companies that provide Maintenance of Elevators information will be used to assist City of Miami Beach in the procurement Division The group or individual listed in the subject line has chosen to participate in this program. They have listed you as a past client that they have done work for. Both, the group or individual and City of Miami Beach would greatly appreciate you taking a few minutes out of your busy day to complete the accompanying questionnaire. Please review all items in the following attachment and answer the questions to the best of your .knowledge. If you cannot answer a particular question, please leave it blank. Please return this questionnaire to Shirley Thomas by August 15, 2008 at 3:00 p.m. by fax: 786.394.4011; or e- mail sthomas jmiamibeachfl.aov. Thank you for your time and effort. ~- Gus Lopez, CPPO Procurement Director ITB-30-07/08 7/17/2008 39 of 47 City of Miami Beach i City of Miami Beath, 1700 Convention Center Drive, Miami Beach, Florida 33139, vrww.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305-673-7490 Fax: 786.394.4011 September 15, 2008 RE: ADDENDUM NO. 5 TO INVITATION TO BID (ITB) NO. 30-07/08 FOR CITYWIDE MAINTENANCE OF ELEVATORS Clarification on the following items. 1. An indemnification provision on insurance certificate. The indemnification agreement should be part of the contract, and not part of the insurance certificate. The insurance certificate is a description of the insurance only. The indemnification agreement is in the'actual contract, and the City must be named as an additional insured. II. Force Majeure Clause Answer: The City will not incorporate a Force Majeure provision in the contract. III. Request for limitation of liability? Answer: There is no limitation of liability CITY OF MIAMI BEACH ~....-F-' .:'-- ir - Gus Lopez, CPPO Procurement Director September 15, 2008 ITB 30-07/08 City of Miami Beach Addendum No. 5 City of Miami Beath, 1700 Convention Center Drive, Miami Beach, Florida 33139, vaww.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305-673-7490 Fax: 786.394.4011 September 11, 2008 RE: ADDENDUM N0.4 TO INVITATION TO BID (ITB) NO. 30-07/08 FOR CITYWIDE MAINTENANCE OF ELEVATORS I. The deadline for receipt of Bids has been changed from September 15, 2008 to September 18, 2008 by 3:00 pm. CITY OF MIAMI BEACH - Gus Lopez, CPPO Procurement Director August 8, 2008 ITB 30-07/08 City of Miami Beach Addendum No. 1 1~~ City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305-673-7490 Fax: 786.394.4011 September 5, 2008 RE: ADDENDUM NO. 3 TO INVITATION TO BID (ITB) NO. 30-07/08 FOR CITYWIDE MAINTENANCE OF ELEVATORS The subject ITB is hereby amended as follows: I. Addendum No. 1 on the last page, The City of Miami Beach is asking for labor rates and underneath it says DO NOT EXCEED HOURLY RATES TO BE NEGOTATIED by the Public Works Director. The Following is deleted: "TO BE NEGOTATIED BY THE PUBLIC WORKS DIRECTOR" II. The Equal Benefits Ordinance as stipulated on page 41 and 47 DOES NOT APPLY TO THIS ITB OR ANY RESULANT CONTRACT.: .III. Section 2.0 Special Conditions under Section 2.2 Term of Contract is replaced with the following: This contract shall remain in effect for two (2) years from date of contract execution by the Mayor and City Clerk, and may be renewed by mutual agreement for two (2) additional years, on a year to year basis. IV. Elevators at the following building/ locations will not be covered under this contract: Miami Beach Parking Garage 210 7th Street City Hall (2 glass Elevators) 1700 Convention Center Drive V. REPAIRS NOT COVERED UNDER MAINTENANCE AGREEMENT At the City's sole discretion, additional services other than those specified in this solicitation, may be requested and will only be authorized by the contract administrator or his designee. VI. REVISED BID PROPOSAL ATTACHED September 5, 2008 ITB30-07/08 City of Miami Beach Addendum No. 3 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB# 30-07/08 SCHEDULE OF EQUIPMENT TO BE MAINTAINED 1. CITY HALL (Excludes City Hall Annex Building 777 17'h Street Building) 1700 Convention Center Drive Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM Hydraulic _D-4977 Montgomery /Passenger 4 4 F 1,500 100 D-4980 Montgomery Traction 4 ! 4F/1 R 3,500 350 2. POLICE STATION 1100 Washin ton Avenue Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM Hydraulic D-6574 S Dover ; /Passenger 4 4 F 2,500 ;___..__1.25__.____.__ Hydraulic D-6575 N Dover /Passenger 4 4 F 2,500 125 _ _ _ Hydraulic D-6576 Mowery _/Passenger 4 4 F 4 000 100 D-67577 ;Hydraulic arkin Dover /Passen er 5 5 F 4,000 125 3. HISTORIC CITY HALL 1130 Washin ton Avenue Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM D-6661 W Dover Traction 8 8F 2,500 350 D-6660..._E. Dover.... _~_Traction. ------ -- ---_; 8 _ : 8F .._2,500 350 4. 42ND STREET PARKING GARAGE 42"d Street and Sheridan Avenue Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM x D-4403 ~ Dover Traction ~ 5 5F 2,500 350 D-4404 Dover _Traction 5 5F 2,500__ 350 September 3, 2008 ITB 30-07/08 City of Miami Beach Addendum No. 3 5. 17T" STREET PARKING GARAGE 1701 Meridian Court Front/ Capacity Speed D # Make T e Landin s Rear lbs. FPM D-5083 Dover Hydraulicpassen er 5 ~ 5F ~ 2,500 ~ ___200..__._._.. _ . _ _ _ g _ ~ _ D-5084 Dover H~rdraulic/Passenger 5 5F 2.500 200 D-4989 _ Dover _ _~draulic/Passenger_ 5 5F_ 2,500 200 _ D-4990 ..........Dover. H~rdraulic/Passenger 5 ._5F_ 2.,500........_'^.. 200 D-4991 Dover H dra lic/Passen er 5 5F 2,500 200 6. 13T" STREET PARKING GARAGE 1301 Collins Avenue Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM i D-7407 .Modern 'Hydraulic/Passenger_, 5 5F ~ 2,500 100 D-7408 Modern Hydraulic/Passenger _ 4 _ 4F _.2,500 100 7. SOUTH SHORE COMMUNITY CENTER 833 6th Street Frond Capacity Speed ID # Make T e Landin s Rear lbs. FPM D-5173.__ _ ESS Hydraulic/Passenger_ 2 2F 3,500 100 8. SCOTT RAKOW YOUTH CENTER 2700 Sheridan Avenue Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM Hydraulic/Passenger __D-5163 _____Dover 2 2F 1500 100 ---------------- ---.__ _-------=_-- -t----------- 9. 777 17T" STREET BUILDING (City Hall Annex Building) 1701 Meridian Ave 777 17T" STREET ID Front/ Capacity Speed # Make T e Landin s Rear lbs. FPM D-5023 Westinghouse .Traction/Passenger + 4 4F e 2,500 300 D-5024 Westin house % Traction/Passen er 5 5F 2,500 300 10. Fire Station # 2 September 3, 2008 ITB 30-07/08 City of Miami Beach Addendum No. 3 2310 Pine Tree Drive Front) Capacity Speed ID # Make T e Landin s Rear lbs. FPM EU3059 Th ssenKru H draulic 3 F 2000 11. Bass Museum 2100 Collins Ave Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM D-3369 Dover Hydraulic 3 F 2,500 150 12. North Shore Park 8~ Youth Center 501 72"d Street Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM BL-032083 ' Otis H draulic 2 F 3,500 100 13. Police Athletic League 999 11th Street Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM MB-1850 Canton ?Hydraulic 2 FI 2,000 ~ 100 September 3, 2008 ITB 30-07/08 City of Miami Beach Addendum No. 3 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB# 30-07/08 Bid Proposal Page 1 of3 COMPANY NAME: ELEVATORS TO BE MAINTAINED We propose to furnish all labor, materials, tools, and equipment necesgary to provide maintenance of elevators for the City of Miami Beach in accordance with these specifications. ITEM /DESCRIPTION MONTHLY RATES 1. CITY HALL $ Month (2) Elevators 2. POLICE STATION $ Month (4) Elevators 3. HISTORIC CITY HALL $ Month (2) Elevators 4. 42ND ST PARKING GARAGE $ Month (2) Elevators 5. 17T" STREET PARKING GARAGE $ Month (5) Elevators 6. 13T" STREET PARKING $ Month (2) Elevators 7. SOUTH SHORE COMMUNITY CENTER $ Month (1) Elevator 8. SCOTT RAKOW YOUTH CENTER $ Month (1) Elevator 9. 777 17th STREET BUILDING $ Month (2) Elevator 10. Fire Station # 2 $ Month (1) Elevator 11. Bass Museum $ Month (1) Elevator 12. North Shore Park 8~ Youth Center $ Month (1) Elevator 13. Police Athletic League $ Month (1) Elevator Total$ September 3, 2008 ITB 30-07/08 City of Miami Beach Addendum No. 3 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB # 30-07/08 2 of 3 COMPANY NAME: Hourly Labor Rate I Hourly Labor Rate II PARTS AND SUPPLIES TO BE SUPPLIED AT VENDOR COST: September 3, 2008 ITB 30-07/08 City of Miami Beach Addendum No. 3 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB # 30-07/08 3of 3 PAYMENT TERMS: NET 30. If other, specify here ANY LETTERS, ATTACHMENTS, OR ADDITIONAL INFORMATION TO BE CONSIDERED PART OF THE BID MUST BE SUBMITTED IN DUPLICATE. SUBMITTED BY: COMPANY NAME: SIGNED: (I certify that I am authorized to execute this bid and commit the bidding firm) Bidders must acknowledge receipt of addendum (if applicable). Addendum No. 1: AddendumNo.2: Insert Date Insert Date Addendum No. 3: AddendumNo.4: Insert Date Insert Date Addendum No. 5: AddendumNo.6: Insert Date Insert Date NAME/TITLE (Print): ADDRESS: CITY/STATE: ZIP: TELEPHONE NO: FACSIMILE NO: FEDERAL I.D.#: SIGNED: September 3, 2008 ITB 30-07/08 City of Miami Beach Addendum No. 3 Bidders are reminded to please acknowledge receipt of this addendum as part of your bid submission. Potential bidders that have elected not to submit a response to the bid requested to complete and return the "Notice to Prospective bidder questionnaire with the reason(s) for not submitting a bid. CITY OF MIAMI BEACH Gus Lopez, CPPO Procurement Director September 3, 2008 ITB 30-07/08 City of Miami Beach Addendum No. 3 Powered by BidNet's E-Procurement System Page 1 of 1 r~. ;mow. i SQUTH ~LQRiDA PUI~CHA~fiN~ " . ~~w Addendum Notice #2 The following message appears for vendors when they view this addendum online: Please review the information below and make a note of this change. Be sure to print this addendum and include it with the original ITB document, if you are responding to this opportunity. All responses must be received by 9/18/2008 3:00 PM E.S.T. Ori final Document Information: ITB Title: FOR CITYWIDE MAINTENANCE OF ELEVATORS ITB Number: ITB-30-07-08 Close Date: 9/3/2008 @ 3:00 PM Addendum Information Issued 8/28/2008: Summary: Addendum # 2 New Close Date: Yes: 9/15/2008 @ 3:00 PM Cancelling Document: No Details: Date change If you have any questions regarding this change please call Ms. Shirley Thomas, City of Miami Beach at (305) 673 - 7490. Thank you for your continued participation. Please use your back button at the top of the page to return to the notice. https://www.govbids.com/scripts/SouthFlorida/Admin SouthFlorida/Library_Local/displa... 11/7/2008 City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305-673-7490 Fax: 786.394.4011 August 7, 2008 RE: ADDENDUM NO. 1 TO INVITATION TO BID (ITB) NO. 30-07/08 FOR CITYWIDE MAINTENANCE OF ELEVATORS I. The deadline for receipt of Bids has been changed from August 15, 2008 to September 3, 2008 at 3:00 pm. II. There are no significant pre-existing conditions on the city elevators. Some elevators must be brought up to Phase 11 Standard which involves wiring for fire service and smoke detectors. III. A Site Visit is scheduled for August 27, 2008 at 9:30 a.m Prospective bidders shall meet at 1700 Convention Center Drive transportation will be provided from city Hall IV. The successful bidder(s) will be required to provide Performance and Payment Bonds, in the amount of $100,000 each. V. 2.16 WARRANTY: The successful bidder will be required to warranty all equipment and parts supplied for a minimum of one-hundred-eighty (180) days, upon acceptance by the Public Works Director or designated representative of all work provided. The successful bidder must accept return for full credit for items shipped in error or damaged in shipment. The City of Miami Beach shall return items in "as received" condition? 2.17 GUARANTEE: The successful bidder will be required to guarantee all labor for a minimum of ninety (90) days, upon acceptance by the Public Works Director or designated representative, of all work provided. August 8, 2008 ITB 30-07/08 City of Miami Beach Addendum No. 1 As additional information, bidders shall provide their proposed preventive maintenance schedule with proposed scope of work, with their proposed cost, in addition to their monthly bid price (Bid Proposal Forms). Bidders shall also indicate the number of proposed man hours required to provide and complete the Scope of Work. This additional information will be reviewed, discussed and evaluated by the User Group along with the bid prices, to determine if bidders have a clear understanding of the required Scope of Work. A sign-in/out logbook will be located in each elevator machinery room. The successful bidder will be required to enter in the logbook, the date of service, service delivered, equipment conditions, and recommended action. The City will review these logbooks on a set schedule and annotate the date and any further action taken. VIII. See attached copy of revise proposal form Elevators at the following building/locations will not be covered under this contract 1. City hall 1700 convention Center Drive 2. Bass Museum 2121 Park Avenue 3. T.O.P.A 1700 Washington Ave. 4. Miami Beach Ballet 2100 Collins Ave. 5. Anchor Place 16th Street 1557 Washington Ave. 6. Miami Beach Convention Center 1901 Convention Center Dr. August 8, 2008 ITB 30-07/08 City of Miami Beach Addendum No. 1 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB# 30-07/08 SCHEDULE OF EQUIPMENT TO BE MAINTAINED 1. POLICE STATION 1100 Washin ton Avenue Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM ~ ~ Hydraulic D-6574 S 1 Dover , /Passen er 4 4 F ~ 2,500, ~ 125 9 ;Hydraulic _D-6575 N Dov_e_ r /Passenger 4 4 F 2,500 _ _ ~ 125_._ Hydraulic D-6576 Mowery /Passenger 4 4 F 4,000. 100 _ Y _ D-67577 ` H draulic arkin Dover /Passen er 5 5 F 4,000 125 2. HISTORIC CITY HALL 1130 Washin ton Avenue Frond Capacity Speed ID # Make T e Landin s Rear lbs. FPM D-6661 W Dover :Traction 8 8F 2,500 350 _D-6660 E Dover Traction _8 8F 2,500 350 3. 42ND STREET PARKING GARAGE 42"d Street and Sheridan Avenue Frond Capacity Speed ID # Make T e Landin s Rear lbs. FPM D-4403_ Dover Traction 5 5F 2,500 350 _ D-4404 Dover .Traction 5 5F 2,500 350 4. 17T" STREET PARKING GARAGE 1701 Meridian Court Front/ Capacity Speed D # Make T e Landin s Rear lbs. FPM D-5083 Dover Hydraulic/passenger_ 5 5F 2 500 200 D-5084 Dover 'Hydraulic/Passen~er_ 5 5F _ 2.500._, 200 D-4989__ Dover ,Hydraulic/Passen~er_ 5 5F 2,500 200 D-4990 Dover Hydraulic/Passenger_ 5 - 5F_ 2,500 200 D-4991 Dover H dra lic/Passen er 5 5F 2,500 200 August 8, 2008 ITB 30-07/08 City of Miami Beach Addendum No. 1 5. 13T" STREET PARKING GARAGE 1301 Collins Avenue Frontl Capacity Speed ID # Make T e Landin s Rear lbs. FPM D-7407 Modern ;Hydraulic/Passenger_: 5 5F 2,500 100 D-7408 Modern 'Hydraulic/Passen~er__. 4 ~__4F_ x__2,500 100 6. SOUTH SHORE COMMUNITY CENTER 833 6th Street Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM D-5173 ESS _Hydraulic/Passenger 2 ~ 2F 3 500 100 7. SCOTT RAKOW YOUTH CENTER 2700 Sheridan Avenue Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM Hydraulic/Passenger D-5163 Dover 2 2F 1,500 100 8. 777 17T" STREET BUILDING (City Hall Annex Building) 1701 Meridian Ave 777 17T" STREET ID Front/ Capacity Speed # Make T e Landin s Rear lbs. FPM D-5023 .Westinghouse .Traction/Passenger ; 4 4F_ 2,500_ 300 D-5024 :Westin house `Traction/Passen er ' S 5F 2,500 300 9. Fire Station # 2 2310 Pine Tree Drive Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM EU3059 Th ssenKru H deaulic 3 2,000 August 8, 2008 ITB 30-07/08 City of Miami Beach Addendum No. 1 10. North Shore Park 8~ Youth Center 501 72"d Street Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM BL-032083: Otis H draulic 2 F 3,500 100 11. Police Athletic League 999 11th Street Front) Capacity Speed ID # Make T e Landin s Rear lbs. FPM MB-1850 Canton Hydraulic 2 , FI 2,000 100 12. Miami Beach Parking Facility 634 Collins Ave. Front) Capacity Speed ID # Make T e Landin s Rear lbs. FPM BL-961533 MB 1533 ; ____Dover_ _- Traction 6 F 2,500 ' 350 BL-961534 I-------__---------- ----..____.~_.-.._ ~___--- MB-1534 Dover ~ Traction _ 6 F 2,500 ~ 350 _- -- BL-961535 MB 1535._ ,,,,..._..._._._Dover_ Traction 6 F --- - . ? 500...... ~ 350----- August 8, 2008 ITB 30-07/08 City of Miami Beach Addendum No. 1 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB# 30-07/08 Bid Proposal Page 1 of 2 COMPANY NAME: ELEVATORS TO BE MAINTAINED We propose to furnish all labor, materials, tools, and equipment necessary to provide maintenance of elevators for the City of Miami Beach in accordance with these specifications. ITEM /DESCRIPTION MONTHLY RATES 1. POLICE STATION (4) Hydraulic Passenger Elevators $ Month 2. HISTORIC CITY HALL (2) Traction Passenger Elevators $ Month 3. 42ND ST PARKING GARAGE $ Month (2) Traction Passenger Elevators 4. 17T" STREET PARKING GARAGE $ Month (5) Hydraulic Passenger Elevators 5. 13T" STREET PARKING $ Month (2) Hydraulic Passenger Elevators 6. SOUTH SHORE COMMUNITY CENTER $ Month (1) Hydraulic Passenger Elevator 7. SCOTT RAKOW YOUTH CENTER $ Month (1) Hydraulic Passenger Elevator 8. 777 17th STREET BUILDING $ Month (2) Traction/Passenger 9. Fire Station # 2 $ Month 2310 Pine Tree Drive (1) Hydraulic August 8, 2008 ITB 30-07/08 City of Miami Beach Addendum No. 1 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB# 30-07108 Bid Proposal Page 2 of 3 COMPANY NAME: 10. North Shore Park 8~ Youth Center $ Month 501 72"d Street (1) Hydraulic 11. Police Athletic League $ Month 999 11th Street (1) Hydraulic 12. Miami Beach Parking Facility $ Month 634 Collins Ave. (3) Traction Total$ August 8, 2008 ITB 30-07/08 City of Miami Beach Addendum No. 1 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB# 30-07/08 Bid Proposal Page 3 of 3 COMPANY NAME: Additional work: Normal Working Hours: $ /hr Overtime: $ /hr (Not to Exceed Hourly Labor Rate; to be negotiated by the Public Works Director or designated representative). NOTE: Normal Working Hours are defined as the hours of operation for the specific building, housing the elevator to be maintained/repaired. Cost for Parts utilized for Additional Work: VENDOR COST CITY OF MIAMI BEACH ` Gus Lopez, CPPO Procurement Director August 8, 2008 ITB 30-07/08 City of Miami Beach Addendum No. 1 INVITATION TO BI D TITLE: FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB# 30-07/08 BID OPENING: August 15, 2008 AT 3:00 P.M. Gus Lopez, CPPO, Procurement Director PROCUREMENT DIVISION 1700 Convention Center Drive, Miami Beach, FL 33134 www.miamibeachfl.gov n i utuvo 1 of 38 City of Miami Beach ITB-30-07/08 . 1 4 ~ City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION PUBLIC NOTICE Tel: 305-673- 7490, Fax: 786-394-401 1 Invitation to Bid No 30-07/08 Sealed bids will be received by the City of Miami Beach Procurement Director, 3rd Floor, 1700 Convention Center Drive, Miami Beach, Florida 33139, until 3:00 p.m. on August 15, 2008 for: FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB # 30-07/08 Purpose: The purpose of this bid is to establish a contract, by means of sealed bids, for the supply of all labor, materials, tools, and equipment necessary to provide maintenance of elevators for citywide elevators on an as needed basis, from a source(s) of supply that will provide these products in a timely manner. This contract shall remain in effect for one (2) year from date of contract execution by the Mayor and City Clerk, and may be renewed by mutual agreement for two (2) additional years, on a year to year basis. At time, date, and place above, bids will be publicly opened. Any bids or bids received after time and date specified will be returned to the bidder unopened. The responsibility for submitting abid/bid before the stated time and date is solely and strictly the responsibility of the bidder/proposer. The City is not responsible for delays caused by mail, courier service, including U.S. Mail, or any other occurrence. A Pre-bid conference will be held on July 29, 2008 at 11:00 a.m. in the City Manager's Small Conference Room, 4th Floor, City Hall, and 1700 Convention Center Drive, Miami Beach, Florida 33139. Attendance (in person or via telephone) to this Pre-bid meeting is encouraged and recommended as a source of information, but is not mandatory. Bidders interested in participating in the pre-bid submission meeting via telephone must follow these steps: (1) Dial the TELEPHONE NUMBER: 1-800-915-8704 (Toll-free North America) (2) Enter the MEETING NUMBER: *2659980* (note that number is preceded and followed by the star key). The City uses with BidNet as our electronic procurement service for automatic notification of bid opportunities and document fulfillment. We encourage you to participate in this bid notification system. To find out how you can receive automatic bid notifications or to obtain a copy of this Bid, go to www.govbids.com/scripts/southflorida/public/home1.asp or call toll-free 1-800-677-1997 ext. 214. The City is also using RFP Depot, a central bid notification system which provides bid notification services to interested vendors. RFP Depot allows for vendors to register online and receive notification of bids, amendments and awards. Vendors with Internet access should review the registration options at the following website: www.rfpdepot.com If you do not have Internet access, please call the RFP Depot's vendor support group at 800-990-9339 or 801- 765-9245. Any questions or clarifications concerning this Bid shall be submitted in writing by mail or facsimile to the 7/17/2008 2 of 38 City of Miami Beach ITB-30-07/08 Procurement Division, 1700 Convention Center Drive, Miami Beach, FL 33139, or FAX: (786) 394-4000. The Bid title/number shall be referenced on all correspondence. All questions must be received no later than ten (10) calendar days prior to the scheduled Bid opening date. All responses toquestions/clarifications will be sent to all prospective bidders in the form of an addendum. The City of Miami Beach reserves the right to accept any bid or bid deemed to be in the best interest of the City of Miami Beach, or waive any informality in any bid or bid. The City of Miami Beach may reject any and all bids or bids. YOU ARE HEREBY ADVISED THAT THIS INVITATION TO BID IS SUBJECT TO THE CAMPAIGN CONTRIBUTIONS BY VENDORS ORDINANCE N0.2003-3389. YOU ARE HEREBY ADVISED THAT THIS INVITATION TO BID IS SUBJECT TO THE FOLLOWING ORDINANCES/RESOLUTIONS, WHICH MAY BE FOUND ON THE CITY OF MIAMI BEACH WEBSITE: http://www.miamibeachfl.gov/newcity/depts/purchase/bidintro.asp • CONE OF SILENCE --ORDINANCE NO. 2002-3378 • CODE OF BUSINESS ETHICS -- RESOLUTION NO. 2000-23879. • DEBARMENT PROCEEDINGS -- ORDINANCE NO. 2000-3234. • PROTEST PROCEDURES -- ORDINANCE NO. 2002-3344. • LOBBYIST REGISTRATION AND DISCLOSURE OF FEES -- ORDINANCE NO. 2002-3363 • LOCAL PREFERENCE ORDINANCE NO. 2003-3413 • EQUAL BENEFITS ORDINANCE -ORDINANCE NO. 2005-3494 Detailed representation of all these ordinances can be found on the City of Miami Beach website at http://www.miamibeachfl.gov/newcity/depts/purchase/bidintro.asp Sincerely, f Gus Lopez, CPPO Procurement Director 7/17/2008 3 of 38 Cfty of Miami Beach ITB-30-07/08 € ~ a" City of Miami Beath, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION NOTICE TO PROSPECTIVE BIDDERS Tel: 305-673-7490, Fax: 786.394.4011 ITB 30-07/0$ NO BID If not submitting a bid at this time, please detach this sheet from the bid documents, complete the information requested, and return to the address listed above. NO BID SUBMITTED FOR REASON(S) CHECKED AND/OR INDICATED: _ Not responding due to workload issues. -Not responding due to minimum experience requirements. -Not responding due to specifications/scope of services. -Not responding due to timely payment issues. -OTHER. (Please specify) We do _ do not _ want to be retained on your mailing list for future bids for the type or product and/or service. Signature: Title: Company: Note: Failure to respond, either by submitting a bid or this completed form, may resulf in your company being removed from the City's bid list. 7/17/2008 4 of 38 City of Miami Beach ITB-30-07/08 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB # 30-07/08 1.0 GENERAL CONDITIONS 1.1 SEALED BIDS: An Original and three (3) copies of the Bid Form as well as any other pertinent documents must be returned m order for the bid to be considered for award. All bids are subJect to the conditions specified hereon and on the attached Special Conditions, Specifications and Bid Form. The completed bid must be submitted in a sealed envelope clearly marked with the Bid Title to the City of Miami Beach Procurement Division, 3rd floor, 1700 Convention Center Drive, Miami Beach, Florida 33139. Facsimile, electronic, or e-mailed bids will not be accepted. 1.2 EXECUTION OF BID: Bid must contain a manual signature of an authorized representative in the space provided on the Bid Form. Failure to properly sign bid shall invalidate same and it shall NOT be considered for award. All bids must be completed in pen and ink or typewritten. No erasures are permitted. If a correction is necessary, draw a single line through the entered figure and enter the corrected figure above it. Corrections must be initialed by the person signing the bid. Any illegible entries, pencil bids or corrections not initialed will not be tabulated. The original bid conditions and specifications CANNOT be changed or altered in any way. Altered bids will not be considered. Clarification of bid submitted shall be in letter form, signed by bidders and attached to the bid. 1.3 NO BID: If not submitting a bid, respond by returning the enclosed bid form questionnaire, and explain the reason. Repeated failure to bid without sufficient justification shall be cause for removal of a supplier's name from the bid mailing list. 1.4 PRICES QUOTED: Deduct trade discounts and quote firm net prices. Give both unit price and extended total, when requested. Prices must be stated in units of quantity specified in the bidding specifications. In case of discrepancy in computing the amount of the bid, the UNIT PRICE quoted will govern. All prices must be F.O.B. destination, freight prepaid (unless otherwise stated in special conditions). Discounts for prompt payment. Award, if made, will be in accordance with terms and conditions stated herein. Each item must be bid separately and no attempt is to be made to tie any item or items in with any other item or items. Cash or quantity discounts offered will not be a consideration in determination of award of bid(s). 1.5 TAXES: The City of Miami Beach is exempt from all Federal Excise and State taxes. State Sales Tax and Use Certificate Number is 04-00097-09-23. 1.6 MISTAKES: Bidders are expected to examine the specifications, delivery schedules, bid prices and extensions and all instructions pertaining to supplies and services. Failure to do so will be at the bidder's risk. 1.7 CONDITION AND PACKAGING: It is understood and agreed that any item offered or shipped as a result of this bid shall be the latest new and current model offered (most current production model at the time of this bid). All containers shall be suitable for storage or shipment, and all prices shall include standard commercial packaging. 1.8 UNDERWRITERS' LABORATORIES: Unless otherwise stipulated in the bid, all manufactured items and fabricated assemblies shall be U.L. listed or re-examination listing where such has been established by U.L. for the item(s) offered and furnished. 1.9 BIDDER'S CONDITIONS: The City Commission reserves the right to waive irregularities or technicalities in bids or to reject all bids or any part of any bid they deem necessary for the best interest of the City of Miami Beach, FL. 7!77/2008 S of 38 City of Miami Beach ITB-30.07/08 1.10 EQUIVALENTS: If bidder offers makes of equipment or brands of supplies other than those specified in the following, he must so indicate on his bid. Specific article(s) of equipment/supplies shall conform in quality, design and construction with all published claims of the manufacturer. Brand Names: Catalog numbers, manufacturers' and brand names, when listed, are informational guides as to a standard of acceptable product quality level only and should not be construed as an endorsement or a product limitation of recognized and legitimate manufacturers. Bidders shall formally substantiate and verify that product(s) offered conform with or exceed quality as listed in the specifications. Bidder shall indicate on the bid form the manufacturer's name and number if bidding other than the specified brands, and shall indicate ANY deviation from the specifications as listed. Other than specified items offered requires complete descriptive technical literature marked to indicate detail(s) conformance with specifications and MUST BE INCLUDED WITH THE BID. NO BIDS WILL BE CONSIDERED WITHOUT THIS DATA. Lacking any written indication of intent to quote an alternate brand or model number, the bid will be considered as a bid in complete compliance with the specifications as listed on the attached form. 1.11 NON-CONFORMANCE TO CONTRACT CONDITIONS: Items may be tested for compliance with specifications. Item delivered, not conforming to specifications, may be rejected and returned at vendor's expense. These items and items not delivered as per delivery date in bid and/or purchase order may be purchased on the open market. Any increase in cost may be charged against the bidder. Any violation of these stipulations may also result in: A) Vendor's name being removed from the vendor list. B) All departments being advised not to do business with vendor. 1.12 SAMPLES: Samples of items, when required, must be furnished free of expense and, if not destroyed, will, upon request, be returned at the bidder's expense. Bidders will be responsible for the removal of all samples furnished within (30) days after bid opening. All samples will be disposed of after thirty (30) days. Each individual sample must be labeled with bidder's name. Failure of bidder to either deliver required samples or to clearly identify samples may be reason for rejection of the bid. Unless otherwise indicated, samples should be delivered to the Procurement Division, 1700 Convention Center Drive, Miami Beach, FL 33139. 1.13 DELIVERY: Unless actual date of delivery is specified (or if specified delivery cannot be met), show number of days (in calendar days) required to make delivery after receipt of purchase order, in space provided. Delivery time may become a basis for making an award. Delivery shall be within the normal working hours of the user, Monday through Friday, excluding holidays. 1.14 INTERPRETATIONS: Unless otherwise stated in the bid, any questions concerning conditions and specifications should be submitted in writing to the Procurement Director, 1700 Convention Center Drive, Miami Beach, FL 33139. E-mail sthomasCu~miamibeachfl.gov. with a copy to GusLopezCc~miamibeacfl.gov. 1.15 BID OPENING: Bids shall be opened and publicly read on the date, time and place specified on the Bid Form. All bids received after the date, time, and place shall be returned, unopened. 1.16 INSPECTION, ACCEPTANCE 8~ TITLE: Inspection and acceptance will be at destination unless otherwise provided. Title to/or risk of loss or damage to all items shall be the responsibility of the successful bidder until acceptance by the buyer unless loss or damage result from negligence by the buyer. 7/17/2008 6 of 38 City of Miami Beach ITB-30-07/08 If the materials or services supplied to the City are found to be defective or not conform to specifications, the City reserves the right to cancel the order upon written notice to the seller and return product at bidder's expense. 1.17 PAYMENT: Payment will be made by the City after the items or services awarded to a vendor have been received, inspected, and found to comply with award specifications, free of damage or defect and properly invoiced. 1.18 DISPUTES: Incase of any doubt or difference of opinion as to the items to be furnished hereunder, the decision of the City shall be final and binding on both parties. 1.19 LEGAL REQUIREMENTS: Federal, State, county and city laws, ordinances, rules and regulations that in any manner affect the items covered herein apply. Lack of knowledge by the bidder will in no way be a cause for relief from responsibility. 1.20 PATENTS & ROYALTIES: The bidder, without exception, shall indemnify and save harmless the City of Miami Beach, Florida and its employees from liability of any nature or kind, including cost and expenses for, or on account of, any copyrighted, patented, or unpatented invention, process, or article manufactured or used in the performance of the contract, including its use by The City of Miami Beach, Florida. If the bidder uses any design, device or materials covered by letters, patent, or copyright, it is mutually understood and agreed, without exception, that the bid prices shall include all royalties or cost arising from the use of such design, device, or materials in any way involved in the work. 1.21 OSHA: The bidder warrants that the product supplied to the City of Miami Beach, Florida shall conform in all respects to the standards set forth in the Occupational Safety and Health Act of 1970, as amended, and the failure to comply with this condition will be considered as a breach of contract. Any fines levied because of inadequacies to comply with these requirements shall be borne solely by the bidder responsible for same. 1.22 SPECIAL CONDITIONS: Any and all Special Conditions that may vary from these General Conditions shall have precedence. 1.23 ANTI-DISCRIMINATION: The bidder certifies that he/she is in compliance with the non-discrimination clause contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal employment opportunity for all persons without regard to race, color, religion, sex or national origin. 1.24 AMERICAN WITH DISABILITIES ACT: To request this material in accessible format, sign language interpreters, information on access for persons with disabilities, and/or any accommodation to review any document or participate in any city- sponsored proceeding, please contact 305-604-2489 (voice), 305-673-7524 (fax) or 305-673-7218 (TTY) five days in advance to initiate your request. TTY users may also call 711 (Florida Relay Service). 1.25 QUALITY: All materials used for the manufacture or construction of any supplies, materials or equipment covered by this bid shall be new. The items bid must be new, the latest model, of the best quality, and highest grade workmanship. 7117/2008 7 of 38 City of Miami Beach ITB-30-07/08 1.26 LIABILITY, INSURANCE, LICENSES AND PERMITS: Where bidders are required to enter or go onto City of Miami Beach property to deliver materials or perform work or services as a result of a bid award, the successful bidder will assume the full duty, obligation and expense of obtaining all necessary licenses, permits and insurance and assure all work complies with all applicable Miami-Dade County and City of Miami Beach municipal code requirements as well as the Florida Building Code. The bidder shall be liable for any damages or loss to the City occasioned by negligence of the bidder (or agent) or any person the bidder has designated in the completion of the contract as a result of his or her bid. 1.27 BID BONDS, PERFORMANCE BONDS, CERTIFICATES OF INSURANCE: Bid Bonds, when required, shall be submitted with the bid in the amount specified in Special Conditions. After acceptance of bid, the City will notify the successful bidder to submit a performance bond and certificate of insurance in the amount specified in Special Conditions 1.28 DEFAULT: Failure or refusal of a bidder to execute a contract upon award, or withdrawal of a bid before such award is made, may result in forteiture of that portion of any bid surety required equal to liquidated damages incurred by the City thereby, or where surety is not required, failure to execute a contract as described above may be grounds for removing the bidder from the bidder's fist. 1.29 CANCELLATION: In the event any of the provisions of this bid are violated by the contractor, the Procurement Director shall give written notice to the contractor stating the deficiencies and unless deficiencies are corrected within ten (10) days, recommendation will be made to the City Commission for immediate cancellation. The City Commission of Miami Beach, Florida reserves the right to terminate any contract resulting from this invitation at any time and for any reason, upon giving thirty (30) days prior written notice to the other party. 1.30 BILLING INSTRUCTIONS: Invoices, unless otherwise indicated, must show purchase order numbers and shall be submitted to the ordering department; with a copy to the Accounts Payable Department, 1700 Convention Center Drive, Miami Beach, Florida 33139. 1.31 NOTES TO VENDORS DELIVERING TO THE CITY OF MIAMI BEACH: Receiving hours are Monday through Friday, excluding holidays, from 8:30 A.M. to 5:00 P.M. 1.32 SUBSTITUTIONS: The City of Miami Beach, Florida WILL NOT accept substitute shipments of any kind. Bidder(s) is expected to furnish the brand quoted in their bid once awarded. Any substitute shipments will be returned at the bidder's expense. 1.33 FACILITIES: The City Commission reserves the right to inspect the bidder's facilities at any time with prior notice. 1.34 BID TABULATIONS: Bidders desiring a copy of the bid tabulation may request same by enclosing aself-addressed stamped envelope with the bid. 1.35 PROTEST PROCEDURES: Bidders that are not selected may protest any recommendation for Contract award in accordance with City of Miami Beach Ordinance No. 2002-3344, which establishes procedures for resulting protested bids and proposed awards. Protest not timely pursuant to the requirements of Ordinance No. 2002-3344 shall be barred. 7/17/2008 8 of 38 City of Miami Beach ITB-30-07/08 1.36 CLARIFICATION AND ADDENDA TO BID SPECIFICATIONS: If any person contemplating submitting a Bid under this Solicitation is in doubt as to the true meaning of the specifications or other Bid documents or any part thereof, the Bidder must submit to the City of Miami Beach Procurement Director at least ten (10) calendar days prior to scheduled Bid opening, a request for clarification. All such requests for clarification must be made in writing and the person submitting the request will be responsible for its timely delivery. Any interpretation of the Bid, if made, will be made only by Addendum duly issued by the City of Miami Beach Procurement Director. The City shall issue an Informational Addendum if clarification or minimal changes are required. The City shall issue a Formal Addendum if substantial changes which impact the technical submission of Bids are required. A copy of such Addendum shall be sent by BidNet®via a-mail or facsimile to each Bidder receiving the Solicitation that is a subscriber to the Bidnet®notification system. Bidders who are not subscribers to the Bidnet® system are responsible for ensuring that they have received all addenda. In the event of conflict with the original Contract Documents, Addendum shall govern all other Contract Documents to the extent specified. Subsequent addendum shall govern over prior addendum only to the extent specified. The Bidder shall be required to acknowledge receipt of the Formal Addendum by signing in the space provided on the Bid Bid Form. Failure to acknowledge Addendum shall deem its Bid non-responsive; provided, however, that the City may waive this requirement in its best interest. The City will not be responsible for any other explanation or interpretation made verbally or in writing by any other city representative. 1.37 DEMONSTRATION OF COMPETENCY: 1) Pre-award inspection of the Bidder's facility may be made prior to the award of contract. Bids will only be considered from firms which are regularly engaged in the business of providing the goods and/or services as described in this Bid. Bidders must be able to demonstrate a good record of performance for a reasonable period of time, and have sufficient financial support, equipment and organization to insure that they can satisfactorily execute the services if awarded a contract under the terms and conditions herein stated. The terms "equipment and organization" as used herein shall be construed to mean a fully equipped and well established company in line with the best business practices in the industry and as determined by the City of Miami Beach. 2) The City may consider any evidence available regarding the financial, technical and other qualifications and abilities of a Bidder, including past performance (experience) with the City in making the award in the best interest of the City. 3) The City may require Bidders to show proof that they have been designated as authorized representatives of a manufacturer or supplier which is the actual source of supply. In these instances, the City may also require material information from the source of supply regarding the quality, packaging, and characteristics of the products to be supplies to the City through the designated representative. Any conflicts between this material information provided by the source of supply and the information contained in the Bidder's Bid may render the Bid non-responsive. 4) The City may, during the period that the Contract between the City and the successful Bidder is in force, review the successful Bidder's record of performance to insure that the Bidder is continuing to provide sufficient financial support, equipment and organization as prescribed in this Solicitation. Irrespective of the Bidder's pertormance on contracts awarded to it by the City, the City may place said contracts on probationary status and implement termination procedures if the City determines that the successful Bidder no longer possesses the financial support, equipment and organization which would have been necessary during the Bid evaluation period in order to comply with this demonstration of competency section. 1.38 DETERMINATION OF AWARD: The City Commission shall award the contract to the lowest and best bidder. In determining the lowest and best bidder, in addition to price, there shall be considered the following: a. The ability, capacity and skill of the bidder to perform the Contract. b. Whether the bidder can perform the Contract within the time specified, without delay or interference. 7/17/2008 9 of 38 City of Miami Beach ITB-30-07/08 c. The character, integrity, reputation, judgment, experience and efficiency of the bidder. d. The quality of performance of previous contracts. e. The previous and existing compliance by the bidder with laws and ordinances relating to the Contract. 1.39 ASSIGNMENT: The contractor shall not assign, transfer, convey, sublet or otherwise dispose of this contract, including any or all of its right, title or interest therein, or his or its power to execute such contract to any person, company or corporation without prior written consent of the City of Miami Beach. 1.40 LAWS, PERMITS AND REGULATIONS: The bidder shall obtain and pay for all licenses, permits and inspection fees required for this project; and shall comply with all laws, ordinances, regulations and building code requirements applicable to the work contemplated herein. 1.41 OPTIONAL CONTRACT USAGE: As provided in Section 287.042 (17), Florida Statutes, other State agencies may purchase from the resulting contract, provided the Department of Management Services, Division of Procurement, has certified its use to be cost effective and in the best interest of the State. Contractors have the option of selling these commodities or services certified by the Division to the other State agencies at the agencies option. 1.42 SPOT MARKET PURCHASES: It is the intent of the City to purchase the items specifically listed in this bid from the awarded vendor. However, items that are to be a Spot Market Purchased may be purchased by other methods, i.e. Federal, State or local contracts. 1.43 ELIMINATION FROM CONSIDERATION This bid solicitation shall not be awarded to any person or firm who is in arrears to the City upon any debt, taxes or contracts which are defaulted as surety or otherwise upon any obligation to the City. 1.44 WAIVER OF INFORMALITIES The City reserves the right to waive any informalities or irregularities in this bid solicitation. 1.45 ESTIMATED QUANTITIES Estimated quantities or estimated dollars, if provided, are for City guidance only. No guarantee is expressed or implied as to quantities or dollars that will be used during the contract period. The City is not obligated to place any order for a given amount subsequent to the award of this bid solicitation. Estimates are based upon the City's actual needs and/or usage during a previous contract period. The City for purposes of determining the low bidder meeting specifications may use said estimates. 1.46 COLLUSION Bids from related parties. Where two (2} or more related parties each submit a bid or bid for any contract, such bids or bids shall be presumed to be collusive. The foregoing presumption may be rebutted by presentation of evidence as to the extent of ownership, control and management of such related parties in the preparation and submittal of such bids or bids. Related parties mean bidders or proposers or the principals thereof which have a direct or indirect ownership interest in another bidder or proposer for the same contract or in which a parent company or the principals thereof of one (1) bidder or proposer have a direct or indirect ownership interest in another bidder or proposer for the same contract. Bids or bids found to be collusive shall be rejected. Bidders or Proposers who have been found to have engaged in collusion may be considered non- responsible, and may be suspended or debarred, and any contract resulting from collusive bidding may be terminated for default. 7!17!2008 10 of 38 Ctty of Miami Beach ITB-30-07/08 1.47 DISPUTES In the event of a conflict between the documents, the order of priority of the documents shall be as follows: • Any agreement resulting from the award of this Bid (if applicable); then • Addenda released for this Bid, with the latest Addendum taking precedence; then • The Bid; then • Awardee's Bid. 1.48 REASONABLE ACCOMMODATION In accordance with the Title II of the Americans with Disabilities Act, any person requiring an accommodation at the Bid opening because of a disability must contact the Public Works Department at (305) 673-7080. 1.49 GRATUITIES Proposers shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of the City, for the purpose of influencing consideration of this bid. 1.50 SIGNED BID CONSIDERED AN OFFER The signed bid shall be considered an offer on the part of the bidder or contractor, which offer shall be deemed accepted upon approval by the City Commission of the City of Miami Beach, Florida and in case of default on the part of successful bidder or contractor, after such acceptance, the City may procure the items or services from other sources and hold the bidder or contractor responsible for any excess cost occasioned or incurred thereby. 1.51 BID CLARIFICATION: Any questions or clarifications concerning this Invitation to Bid shall be submitted in writing by mail or facsimile to the Procurement Department, 1700 Convention Center Drive, Miami Beach, Florida, 33139 via e-mail: sthomas@miamibeachfl.gov. with a copy to GusLopezCcr~miamibeachfl.gov. The bid title/number shall be referenced on all correspondence. All questions must be received no later than ten (10) calendar days prior to the scheduled bid opening date. All responses toquestions/clarifications will be sent to all prospective bidders in the form of an addendum. NO QUESTIONS WILL BE RECEIVED VERBALLY OR AFTER SAID DEADLINE. 1.52 TIE BIDS: Please be advised that in accordance with Florida Statues Section 287.087, regarding identical tie bids, preference will be given to vendors certifying that they have implemented a drug free work place program. A certification form will be required at the time of Bid submission. 1.53 PUBLIC ENTITY CRIMES (PEC): A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crimes may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, sub-contractor, or consultant under a contract with a public entity ,and may not transact business with any public entity in excess of the threshold amount provided in Sec. 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 1.54 DETERMINATION OF RESPONSIVENESS: Determination of responsiveness will take place at the time of bid opening and evaluation. In order to be deemed a responsive bidder, your bid must conform in all material respects to the requirements stated in their Bid. 1.55 DELIVERY TIME: Vendors shall specify on the attached Bid Form, the guaranteed delivery time (in calendar days) for each item. It must be a firm delivery time; no ranges will be accepted, i.e.; 12-14 days. 7/17/2008 1 1 of 38 City of Miami Beach ITB-30-07/08 1.56 CONE OF SILENCE This invitation to bid is subject to the "Cone of Silence" in accordance with Ordinance No. 2002-3378. A copy of all written communication(s) regarding this bid must be filed with the city clerk. 1.57 TERMINATION FOR DEFAULT If through any cause within the reasonable control of the successful bidder, it shall fail to fulfill in a timely manner, or otherwise violate any of the covenants, agreements, or stipulations material to the Agreement, the City shall thereupon have the right to terminate the services then remaining to be performed by giving written notice to the successful bidder of such termination which shall become effective upon receipt by the successful bidder of the written termination notice. In that event, the City shall compensate the successful bidder in accordance with the Agreement for all services performed by the bidder prior to termination, net of any costs incurred by the City as a consequence of the default. Notwithstanding the above, the successful bidder shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the Agreement by the bidder, and the City may reasonably withhold payments to the successful bidder for the purposes of set off until such time as the exact amount of damages due the City from the successful bidder is determined. 1.58 TERMINATION FOR CONVENIENCE OF CITY The City may, for its convenience, terminate the services then remaining to be performed at any time without cause by giving written notice to successful. bidder of such termination, which shall become effective thirty (30) days following receipt by bidder of such notice. In that event, all finished or unfinished documents and other materials shall be properly delivered to the City. If the Agreement is terminated by the City as provided in this section, the City shall compensate the successful bidder in accordance with the Agreement for all services actually performed by the successful bidder and reasonable direct costs of successful bidder for assembling and delivering to City all documents. No compensation shall be due to the successful bidder for any profits that the successful bidder expected to earn on the balanced of the Agreement. Such payments shall be the total extent of the City's liability to the successful bidder upon a termination as provided for in this section. 1.59 INSURANCE AND INDEMNIFICATION: (See Check List for applicability to this contract) The contractor shall be responsible for his work and every part thereof, and for all materials, tools, appliances and property of every description, used in connection with this particular project. He shall specifically and distinctly assume, and does so assume, all risks of damage or injury to property or persons used or employed on or in connection with the work and of all damage or injury to any person or property wherever located, resulting from any action or operation under the contract or in connection with the work. It is understood and agreed that at all times the contractor is acting as an independent contractor. The contractor, at all times during the full duration of work under this contract, including extra work in connection with this project shall meet the following requirements: Maintain Automobile Liability Insurance including Property Damage covering all owned, non-owned or hired automobiles and equipment used in connection with the work. No change or cancellation in insurance shall be made without thirty (30) days written notice to the City of Miami Beach Risk Manager. All insurance policies shall be issued by companies authorized to do business under the laws of the State of Florida and these companies must have a rating of at least B+:VI or better per Best's Key Rating Guide, latest edition. Original signed Certificates of Insurance, evidencing such coverages and endorsements as required herein, shall be filed with and approved by the City of Miami Beach Risk Manager before work is started. 7/17/2008 12 of 38 City of Miami Beach ITB-30-07/08 The certificate must state Bid Number and Title. Upon expiration of the required insurance, the contractor must submit updated certificates of insurance for as long a period as any work is still in progress. It is understood and agreed that all policies of insurance provided by the contractor are primary coverage to any insurance or self-insurance the City of Miami Beach possesses that may apply to a loss resulting from the work performed in this contract. All policies issued to cover the insurance requirements herein shall provide full coverage from the first dollar of exposure. No deductibles will be allowed in any policies issued on this contract unless specific safeguards have been established to assure an adequate fund for payment of deductibles by the insured and approved by the City's Risk Manager. The liability insurance coverage shall extend to and include the following contractual indemnity and hold harmless agreement: "The contractor hereby agrees to indemnify and hold harmless the City of Miami Beach, a municipal corporation, its officers, agents, and employees from all claims for bodily injuries to the public in and up to the amount of $1,000,000.00 for each occurrence and for all damages to the property of others in and up to the amount of $1,000,000.00 for each occurrence per the insurance requirement under the specifications including costs of investigation, all expenses of litigation, including reasonable attorney fees and the cost of appeals arising out of any such claims or suits because of any and all acts of omission or commission of any by the contractor, his agents, servants, or employees, or through the mere existence of the project under contract". The foregoing indemnity agreement shall apply to any and all claims and suits other than claims and suits arising out of the sole and exclusive negligence of the City of Miami Beach, its officers, agents, and employees, as determined by a court of competent jurisdiction. The contractor will notify his insurance agent without delay of the existence of the Hold Harmless Agreement contained within this contract, and furnish a copy of the Hold Harmless Agreement to the insurance agent and carrier. The contractor will obtain and maintain contractual liability insurance in adequate limits for the sole purpose of protecting the City of Miami Beach under the Hold Harmless Agreement from any and all claims arising out of this contractual operation. The contractor will secure and maintain policies of subcontractors. All policies shall be made available to the City upon demand. Compliance by the contractor and all subcontractors with the foregoing requirements as to carrying insurance and furnishing copies of the insurance policies shall not relieve the contractor and all subcontractors of their liabilities and obligations under any Section or Provisions of this contract. Contractor shall be as fully responsible to the City for the acts and omissions of the subcontractor and of persons employed by them as he is for acts and omissions of persons directly employed by him. Insurance coverage required in these specifications shall be in force throughout the contract term. Should any awardee fail to provide acceptable evidence of current insurance within seven days of receipt of written notice at any time during the contract term, the City shall have the right to consider the contract breached and justifying the termination thereof. If bidder does not meet the insurance requirements of the specifications; alternate insurance coverage, satisfactory to the Risk Manager, may be considered. It is understood and agreed that the inclusion of more than one insured under these policies shall not restrict the coverage provided by these policies for one insured hereunder with respect to a liability claim or suit by another insured hereunder or an employee of such other insured and that with respect to claims against any insured hereunder, .other insureds hereunder shall be considered members of the public; but the provisions of this Cross Liability clause shall apply only with respect to liability arising out of the ownership, maintenance, use, occupancy or repair of such portions of the premises insured hereunder as are not reserved for the exclusive use of occupancy of the insured against whom claim is made or suit is filed. 7/17/2008 13 of 38 City of Miami Beach ITB-30-07/08 1.60 MODIFICATION/WITHDRAWALS OF BIDS: A Bidder may submit a modified bid to replace all or any portion of a previously submitted bid up until the bid due date and time. Modifications received after the bid due date and time will not be considered. Bids shall be irrevocable until contract award unless withdrawn in writing prior to the bid due date or after expiration of 120 calendar days from the opening of Bids without a contract award. Letters of withdrawal received after the bid due date and before said expiration date and letters of withdrawal received after contract award will not be considered. 1.61 EXCEPTIONS TO BID Bidders are strongly encouraged to thoroughly review the qualification requirements set forth in this ITB, specifically the minimum specifications found on page 21, identified by the words "must", "shall", and "will". Bidders who fail to satisfy the requirements set forth, may be deemed non-responsive and receive no further consideration. Should your proposed bid not be able to meet one (1) or more of the requirements set forth in this ITB and you are proposing alternatives to said requirements, you must notify the Procurement Office in writing at least five (5) days prior to the deadline for submission of bids. The City reserves the right to revise the scope of services via addendum prior to the deadline for receipt of bids. 7/17/2008 14 of 38 City of Miami Beach ITB-30-07/08 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB # 30-07/08 INSURANCE CHECK LIST XXX 1. Workers' Compensation and Employer's Liability per the Statutory limits of the state of Florida. XXX 2. Comprehensive General Liability (occurrence form), limits of liability $ 1,000,000.00 per occurrence for bodily injury property damage to include Premises/ Operations; Products, Completed Operations and Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement exactly as written in "insurance requirements" of specifications). XXX 3. Automobile Liability - $1,000,000 each occurrence -owned/non-owned/hired automobiles included. 4. Excess Liability - $ .00 per occurrence to follow the primary coverages. XXX 5. The City must be named as and additional insured on the liability policies; and it must be stated on the certificate. 6. Other Insurance as indicated: _ Builders Risk completed value $ .00 _ Liquor Liability $ .00 _ Fire Legal Liability $ .00 _ Protection and Indemnity $ .00 _ Employee Dishonesty Bond $ .00 Other $ .00 XXX 7. Thirty (30) days written cancellation notice required. XXX 8. Best's guide rating B+:VI or better, latest edition. XXX 9. The certificate must state the bid number and title BIDDER AND INSURANCE AGENT STATEMENT: We understand the Insurance Requirements of these specifications and that evidence of this insurance may be required within five (5) days after bid opening. Bidder Signature of Bidder 7/17/2008 15 of 38 CRy of Miami Beach ITB-30-07/08 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB # 30-07/08 2.0 SPECIAL CONDITIONS 2.1 PURPOSE: The purpose of this bid is to establish a contract, by means of sealed bids, for the supply of all labor, materials, tools, and equipment necessary to provide maintenance for elevators for citywide elevators on and as needed basis, from a source(s) of supply that will give prompt and efficient service. 2.2 TERM OF CONTRACT: This contract shall remain in effect for one (2) year from date of contract execution by the Mayor and City Clerk, and may be renewed by mutual agreement for two (2) additional years, on a year to year basis. 2.2.1 Orders will be placed to vendors on an as needed basis to meet City usage requirements. 2.2.2 Providing the successful bidder(s) will agree to maintain the same price, terms and conditions of the current contract, this contract could be extended for an additional two (2) years, on a year to year basis, if mutually agreed upon by both parties. 2.3 METHOD OF AWARD Award of this contract may be made to the primary and secondary Lowest and Best Bidders, as defined in General Conditions 1.38. Should the primary vendor fail to comply with the Terms and Conditions of this Contract, the City reserves the right to award to the secondary vendor, if it is deemed to be in the best interest of the City. Award of orders will be based on the vendor's pricing and availability of materials at the time the need arises. However, the City reserves the right to award per line item and/or by group, should it be determined it is in the City's best economic interest. It shall be the sole prerogative of the City as the total amount of awarded vendors on this contract. During the term of this contract, the City reserves the right to add or delete vendors as it deems necessary, in its best interest. 2.4 PAYMENT: Invoices for payment will be submitted upon delivery. Invoices will be subject to verification and approval by the ordering Department's designated representative. 2.5 SHIPPING TERMS: Prices shall include freight to City's premises, and shall be F.O.B. Destination. Vendor shall hold title to the goods until such time as they are delivered, installed and accepted by an authorized City representative. 2.6 PRICES SHALL BE FIXED AND FIRM FOR TERM OF CONTRACT: If the Bidder is awarded a contract under this bid solicitation, the prices quoted by the Bidder on the Bid Form shall remain fixed and firm during the term of this contract; provided, however, that the Bidder may offer incentive discounts from this fixed price to the City at any time during the contractual term. 2.7 PRE-BID CONFERENCE: A Pre-bid conference will be held on July 29, 2008 at 11:00 a.m. in the City Manager's Small Conference Room, 4th Floor, City Hall, and 1700 Convention Center Drive, Miami Beach, Florida 33139. Attendance (in person or via telephone) to this Pre-bid meeting is encouraged and recommended as a source of information, but is not mandatory. Bidders interested in participating in the pre-bid submission meeting via telephone must follow these steps: 7/17/2008 16 of 38 City of Miami Beach ITB-30-07/08 (1) Dial the TELEPHONE NUMBER: 1-800-915-8704 (Toll-free North America) (2) Enter the MEETING NUMBER: *2659980'` (note that number is preceded and followed by the star key). 2.8 SITE INSPECTION: N/A 2.9 CONTACT PERSON: The contact person for this Invitation to Bid is Shirley Thomas. The contact person may be reached by phone: 305.673.7490; fax: 786.394.4011; or a-mail: sthomas(a~miamibeachfl.gov. proposer, bidder, lobbyist or consultant and Procurement Staff is limited to matters of process or procedure. Requests for additional information or clarifications must be made in writing to the contact person, with a copy to the City Clerk, no later than ten (10) calendar days prior to the scheduled Bid opening date. The City will issue replies to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the deadline for responding to the Bid. Bidders should not rely on representations, statements, or explanations other than those made in this Bid or in any written addendum to this Bid. Bidders should verify with the Procurement Division prior to submitting a bid that all addenda have been received. YOU MUST FAMILIARIZE YOURSELF WITH GENERAL CONDITION 1.56, ENTITLED CONE OF SILENCE, WHICH SETS FORTH THE POLICIES AND PROCEDURES RELATIVE TO ORAL AND WRITTEN COMMUNICATIONS. 2.11 DELIVERY TIME: Vendors shall specify on the attached Bid Form the estimated delivery time (in calendar days) for each item. Upon delivery, all materials shall be unloaded by vendor. Delivery shall be prior to 3:30 PM, Monday through Friday with-in the City of Miami Beach. 2.12 LIQUIDATED DAMAGES: N/A 2.13 PERCENTAGE ABOVE VENDOR COST: N/A 2.14 DISCOUNTS (From published price lists): Bids shall be submitted on the basis of a discount from a manufacturer's published price list(s). Such published price list(s) must be common to, and accepted by, the industry in general. The lists must be printed, properly identified, and dated as to issuance and effectiveness. Revised published prices list(s) may be used as a means of price adjustments. However, all bids are to be firm through September 30, 2008, and revised price list(s) will not be accepted by the City until after that date. Revised published price list(s) will be accepted only in the event of an industry-wide price change, as evidenced by the issuance of revised price lists by the manufacturer. Revised prices will not become effective until revised list(s) are submitted to the City under the vendor cover letter identifying the applicable bid number. Vendor cover letter and pricing list(s) must be dated, signed and submitted to the Procurement Director. 2.15 ESTIMATED QUANTITIES: Quantities, if stated, are for Bidders' guidance only and no guarantee is given or implied as to quantities that will be used during the contract period. Estimated quantities are based upon previous needs. Said estimated quantities may be used by the City for the purpose of evaluating the low Bidder meeting specifications. 2.16 WARRANTY: N/A 2.17 GUARANTEE: N/A 7/17/2008 17 of 38 City of Miami Beach ITB-30-07/08 2.18 REFERENCES (PROVIDE REFERENCES, IN THE CUSTOMER REFERENCE FORM) Bidder's shall furnish the names, addresses, telephone numbers, and a-mail address of a minimum of six(6) firms or government organizations for which the Contractor is currently furnishing or has furnished, similar services. 2.19. COMPLETE PROJECT REQUIRED: N/A 2.20 FACILITY LOCATION: Refer to the list of the equipment to be maintained 2.21 PURCHASE OF ITEMS NOT LISTED WITHIN THIS SOLICITATION: N/A 2.22 BIDDER QUALIFICATIONS: In order for bids to be considered, bidders must submit with their bid, evidence that they are qualified to satisfactorily perform the specified service. Evidence shall include all information necessary to certify that the bidder: maintains a permanent place of business; is an authorized distributor of the items specified in their proposal; has not had just or proper claims pending against him or his firm; and has provided similar type products. The evidence will consist of listing of contracts for similar equipment that have been provided to public and private sector clients, within the last three (3) years, and letter from the manufacturer that bidder is an authorized distributor for the proposed manufacturer. 2.23 LATE BIDS: At time, date, and place above, bids will be publicly opened. Any bids or bids received after time and date specified will be returned to the bidder unopened. The responsibility for submitting abid/bid before the stated time and date is solely and strictly the responsibility of the bidder/proposer. The City is not responsible for delays caused by mail, courier service, including U.S. Mail, or any other occurrence. 2.24 COMPLETE INFORMATION REQUIRED ON BID FORM: All bids must be submitted on the attached Bid Form and all blanks filled in. To be considered a valid bid, the ORIGINAL AND THREE COPY of the Bid Form pages and all required submittal information must be returned, properly completed, in a sealed envelope as outlined in the first paragraph of General Conditions. 2.25 MAINTENANCE AGREEMENT: Refer to Section 3 of the Specification for a detailed Scope of Work 2.26 EQUAL PRODUCT: N/A 2.27 USAGE REPORTS: The City may request Annual Usage Reports from successful bidder(s), to include: item number, item description, quantity ordered/supplied, unit/extended costs and total dollar amount citywide and per department. 2.28 MIAMI-DADE/STATE CONTRACTS: The City reserves the right to purchase supplies such as the ones specified in this contract from Miami Dade County or State Contract Vendors should it be determined that it is in the City's best interest. 2.29 CUSTOMER SERVICE: Excellent customer service is the standard of the City of Miami Beach. As contract employees of the City, all employees will be required to adhere to the City's "Service Excellence" standards and expected to conduct themselves in a professional, courteous and ethical manner in all situations. The successful bidder's employees must work as a cooperative team of well-trained professionals, and must serve the public with dignity and respect. All business transactions with the City will be conducted with honesty, integrity, and dedication. 7/17/2008 i 8 of 38 CRy of Miami Beach ITB-30-07/08 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB # 30-07/08 3.0 MINIMUM SPECIFICATIONS 3.1 SCOPE OF SERVICES: The purpose of this bid is to establish a contract whereby the contractor shall furnish all labor, materials, tools, and equipment necessary to provide maintenance of elevators for the City of Miami Beach in accordance with the following specifications. 3.2. (NOT USED) 3.3. QUALIFICATION OF BIDDERS: The importance of maintaining this equipment in line with its original design performance and in safe operating condition requires the service to be performed by an elevator contractor who has satisfactorily maintained equipment of the grade and to the degree included in these specifications. Bidders shall submit with the bid: 3.3.1 A statement that he is regularly engaged in the business of servicing and installing equipment of the type and character covered by these specifications. 3.3.2 A complete description and location of his nearest service facilities available for furnishing maintenance of the equipment covered by these specifications and including the following items: 3.3.3. A list, including names of personnel directly employed by the bidder, whose responsibility is performing maintenance, giving the length of time each has had in maintaining equipment of the same type and manufacture as used on the equipment covered in these specifications. Employees and supervisors servicing the elevators must be registered with the State of Florida and hold a valid Certificate of Competency issued by the Department of Business and Professional Regulations, Bureau of Elevators. 3.3.4 An outline of warehousing facilities, showing a complete list of genuine spare parts on hand of the same type and manufacture as used on the equipment covered in these specifications. 3.3.5 A list of at least three (3) other installations of the same equipment, characteristics, operation and manufacture as each item covered in these specifications that has been successfully maintained by the bidder for the past three (3) years. 3.3.6 A description of any other factors concerning the bidder's maintenance program, personnel and service facilities that will substantiate his ability to properly maintain the equipment in a safe, dependable manner. 3.4. MAINTENANCE TOOLS AND INSTRUMENTS: The contractor must own or have available at all times for immediate use a complete set of pertinent elevator maintenance and repair tools and instruments. These tools and instruments shall include the following but are not limited to such: 3.4.1. Turning tools capable of turning any of the hoisting machine commutators on the job site. 3.4.2. Generator turning tools capable of turning the commutator on any of the motor generator sets without removing rotating elements from generator. 3.4.3. Machine tools capable of turning main motor drive sheave grooves on the machine. 3.4.4. Electronic test instruments capable of checking all electrical circuits of the elevator equipment on a prologue registered scope. 7/17/2008 19 of 38 City of Miami Beach ITB-30-07/08 3.5. MAINTENANCE SERVICE: Successful Bidder shall: 3.5.1. Maintain the elevator equipment herein described using skilled elevator maintenance employees under his/her supervision. Successful bidder will employ all reasonable care to see that the elevator equipment is maintained in proper operating condition. 3.5.2. Regularly and systematically examine each unit of elevator and/or escalator equipment, its component parts and operation in accordance with minimum maintenance pre-approved checklist; and, as conditions warrant, adjust, lubricate, clean, repair or replace such parts and mechanisms as necessary to render full maintenance care and keep the elevator and/or escalator equipment in proper and safe operating condition. Extra care shall be taken to look for any cracked, defective, or worn parts and replace same. Maintenance and Repair Records duly signed to be kept for each unit at site in machine room. Time Tickets describing time spent and work performed to be submitted with each monthly invoice. 3.5.3. The Contractor shall maintain all elevators and/or escalators under this contract in first-class operating condition to comply with all requirements of the current American Standard Safety Code Manual, A17.2, and all other applicable laws, regulations, ordinances, codes, etc. The ANSI/ASME Standards and Inspector's manual shall be used as a guide to establish that equipment is operating safely. 3.5.4. The Contractor shall maintain the original efficiency, safety and rated speeds of the units including full running speed, acceleration, deceleration, landing and leveling and floor-to-floor time including door opening and closing time where power door operation exists, all per manufacturers specifications and/or by code requirements. Additionally the Contractor shall maintain vibration and noise levels within acceptable industry standards for each piece of equipment. 3.5.5. To prevent build-up of lint and dirt, periodically (at least twice per year): brush lint and dirt from the guide rails, overhead beams and sheaves, counterweight frames, car tops, bottom of platforms, pit equipment, machine-room floor and hoistway door hangers and tracks; on escalators and moving walks. 3.5.6. Renew wire ropes as often as deemed necessary to maintain an adequate factor of safety. Periodically the Contractor shall equalize the tension of all hoist ropes, and lubricate in accordance with wire rope manufacturers recommendations. 3.5.7. Rust or rouge will not be tolerated for wire ropes on this equipment. If noted on any inspection, the Contractor shall remedy the condition permanently within fourteen (14) days from written notice. Wire ropes must be replaced prior to wear below minimums required by ANSI A17.1 A17.2. 3.5.8. Periodically examine all safety devices and governors and make annual safety tests; also make inspections and safety tests as required by the current American Standard Safety Code for Elevators, Dumbwaiters and Escalators. to include five (5) year full load and full speed tests. NOTE:The contractor shall notify the Contract Administrator 48 hours in advance of regularly scheduled safety tests, including pressure tests and full load tests, of the time and place of the test. 3.5.9. Conduct monthly tests of elevator portion of emergency power operation and maintain log of all tests and the results. Year and five-Year tests to be witnessed by City of Miami Beach Inspector to be included in the contract. 3.5.10. ~draulic Elevators, the contractor shall furnish all labor, materials and equipment necessary to 7117!2008 20 of 38 City of Miami Beach ITB-30-07/08 keep the hydraulic pumping equipment in top working order including but not limited to inspection of the system noting controller operation adjustment, repair or replacement of electrical circuitry, oil levels, hydraulic lines, pump operating frequency, pit cylinder condition, keeping the pit and all drip pans free of oil accumulation, dirt and debris. Traction Elevators: Elevator machine, motor generator, and control parts including mechanical parts, gears, worms, bearings, thrust bearings, brake, brake lining, magnetic frames, coils, and resistors for motor and operating circuits. 3.5.11. Signal Light Bulbs shall be replaced during regular service visits. 3.5.12. The following accessory equipment will be examined, lubricated, adjusted, repaired and/or replaced by contractor: Door Operator, Car Door Hangers, Car Door Contacts and Door Protective Devices. Emergency Car Lighting, Fans, and Blowers. 3.5.13. The following items are not included in this contract: Refinishing, repairing or replacement of car enclosure, its gate and/or doors, hoistway enclosure, hoistway doors, door frames and sills, hoistway gates, finished flooring, power feeders, switches, their wiring and fusing, hydraulic cylinder, and underground piping. 3.5.14. Should an elevator be out of service for more than 72 hours for any reason except while scheduled repairs are being performed, the City reserves the right to deduct the daily cost of maintenance from the monthly billing until elevator is put back in service. 3.6. NUMBER OF MAN HOURS TO BE FURNISHED: The successful bidder shall be required to provide the necessary man hours per month for routine cleaning, inspection and adjusting service. In addition, the successful bidder shall provide the necessary man hours for tuning and adjusting of control systems and other maintenance such as hatch cleaning, safety tests, governor tests, etc., to insure the equipment is in good operating condition at all times. This includes man hours consumed in emergency call backs either during regular working hours or after regular working hours, and includes hours used for major maintenance repairs. 3.7. EMERGENCY CALL BACK SERVICE: The successful bidder shall be required to provide emergency call back service as required by these specifications within two hours from receipt of notification of each such requirement from the designated authority or his representative. 3.8. PERFORMANCE REQUIREMENTS: It is the intent of this contract that equipment be maintained so as to preserve the operation characteristics in line with the original design. Should the City's designated authority find through his own investigation or that of his representative that these standards are not being maintained, the contractor shall be given 14 days notice to restore the performance (Cure Notice) to the required level. Failure by the contractor to restore the performance to the required level within the 14 days period shall constitute sufficient cause for termination of the contract by reason of default. 3.8.1. DEFAULT The designated authority may, by written notice of default to the contractor, terminate the whole or any part of this contract if the contractor fails to pertorm the service within the time specified in the manner required herein or if the contractor does not cure such failure within a period of 14 days after receipt of notice from the designated authority specifying such failure. In the event the designated authority terminates this contract in whole or part as provided herein, he may procure in such manner as seems appropriate supplies or services similar to those so terminated and the contractor shall be liable for any excess cost for such similar supplies or 7/17/2008 21 of 38 City of Miami Beach ITB-30-07/08 services. However, the contractor shall continue the performance of this contract to the extent not terminated under the provisions of this clause. 3.9. ADDITIONAL PROVISIONS: 39.1. Service call schedule shall be at least monthly for the contract term unless otherwise directed. 3.9.2 Contractor is not required under this contract to make renewals or repairs necessitated by reason of negligence, accident, or misuse of machinery, apparatus or car, or due to any other similar or dissimilar causes beyond its control. Contractor shall not be required to make additional safety tests, nor be required to install new attachments on the elevator which may be recommended or directed by Insurance Companies, or Government, State, Municipal, or other authorities. 3.9.3 Contractor is required to provide and maintain a service record for work to be performed as part of the maintenance agreement, satisfactory to the Property Management Division. See attached sample Maintenance Service Record for Bidder's reference. 7/17/2008 22 of 38 City of Miami Beach ITB-30-07/08 ELEVATO~t C~1lV~PANY MASTER MAINTENANCE SERYtCE RECQRD CONTRACT NAM E._.....___...,_ ~ CONTRACT NO. BUILDING ELEVATOR NO._-.___, CALLBACK5 INGLUDE~ REG~ TIME ~ pVERTIME ELEVASOSi 9EftIAL NO. ~ A55iGNED TO ROUTE NO. M O N T M , 2 s I w~ TO THE I1lAINTENANCE TECHNICIAN ~J~NU~RY~ ! ..__i THIS SERVICE RECORD IS DESIGNED AS aRUARY 1 A TOOL Tp KELP YOU MAINTAIN TkIS M cH _ -} EQUIPMENT AT .PEAK OPERATING Ara ~ E!"FICIENCY, PROYIDlNG DEPENDABLE, MAY TRnU84.E fitEE SERVICE. JUNE ~ ON EVERY VISIT JULY ~-- I ? RYDE CAR AUGUST • OBSERYEOPERATION SEPTEM6I=R i - • AbJUSTASNEEOED t a CONTACT MANAGER OR BUILDING ENGINEER AT OCTOBER IVOYEMBER_, Z~{i/trfpllE OF t f0 VOLT BftEAKEii: UEGEMBER MECNANiC WILL INi71A{. •ERYtGE RECORD AfrTER C E%AMtNA70N. PREVEN !VE MAilVTENANCE LC}G . _.~...~.~..~..--~-T-~--_._..._._----- -- CNECK THE IOLLOWiNG ITCNf .ONCE E CHECK QUARTER--NOTE ANY f16NIriCAk7 ANQ POINTS ANO MARE NECEffARY CORR6GTIONf TO N. APR. JUL. OCT. rRtaENT axuTOOWNS. E8. MAY AUG. NOV. MAR. JUN. SEP. DEC. t. MAIN (,1NE VOL Ta GE 'W_Y_- f 1 2. £Xr4TAT lDN s.l CONTROL CIRCUIT VOLTAGE YOLTAGB f DQOR arcs aecTrr~cR YDt.`AGt' ! _ CHECK a. sY surrt,r s+ s: 1 { a. 4 s ca RD .NOtC aTOA uGNTt; T. NL nLC --- f.; _ f. GDND V~ STARTER CONTA[TS f /D. MFL CUNT 4CTflR 1 CONTACTS f t. ~ tow --- ~ _i "~""-~ art, TIMER ~.,,n~c •-E rice aeeo~o.. j AND 12.f 6OOR Y{ME.A U!C..T[.. ~~t iN f[CONO~~ M1~ TIMED fE. FAf L'uAE TIMER _ RELAYS --- _-. t 4.t IONtNG nJMiNG 3~ (WNEN Uitb? 4lS.. RFI~£R5E P+.rS> R.EiAY - 1B.' ~ - I -'.~ - I . ,_-~ - _ ~ PawER S7. flIt igYE:t ~ .q. I UNIT a BEST TENSaoNa ~ , \ ~ --`-`~`"" -~- ' t 0.'i .y j 20 ? DATE Cn wNGEp 6EhR Ott.. t 2 i. BaCX tA$H -SnRUST { ~-..~....~~ MACHIN$ sa. GEAP :.uND{T,oN 3] GROOVE wE.1R .~-.. ._i...__e....,.--.___ 24. ti £ ----- ~ -_. i 2f saEE Pt EDGE' LtTE RAY t------~~~-'-`~ -"" 2f DOi- OA pPERATOR BE;-TL + S _ t MISC. 27, ~ RovE ..Eh$ 4 N ~ ^-. '--_ 2U. f SAFETY CiRClitT$ I ~ ~ ~ -~~ 3 - I~ Sf.: LEYELINGACGt1RACT ~~-'~~"" I sa ` ` i 7/17/2008 23 of 38 City of Miami Beach ITB-30-07/08 REPAIR--TEST & CALLBACK L.UG DATE RT OT DESCRIPTION OF WpRK DONE MECH. ~ e i I ' s t i ~t f INDICATE REG. TIME OR OVERTIME CALLBACK 7It 7/2008 24 of 38 Ctty of Miami Beach ITB-30-07/08 u_ _ . u....~ - _ O ~ LUBRICATION CHART , ELEVATOR C©MPA111Y FoR " ELECTRIC TRACTION ELEVATORS COMPONENT SCHEDULE. METHOD OF LUBRICATION LUBRICANT TYPE NOT[: MOTOR--SEALED •EARINGf. DAOR OPERATOR LIFETIME BEARINGS ~i14AiCATVON NO7 AE uiR EDf BALL 6 ROLLER ?O3t'J DRIYf ARM ROLLER QUARTERLY t GREASE GUN TO ORtVE ARM ROLLER ON BEARING GREASE ' OC•62 ONLY CAR 8 H015TWAY HANGER ROLLERS. L1FET{ME SEALED BEARING DOOR HANGERS. TRACKS 'MONTHLY BEARINGS~PIY0T5. BUSHINGS-OIL GAN 7p306 ( & CLOSERS TRACKS~MANUAL-OIL CAN SPARINGLY OiL CHECK OIL LEVEL WO GEAR HOISTING MACHINE -GEARED MONANNLALtN.Y NGE GEAR CASE ~IL 709p4 CAPPED ADMISSION HOLES IN BAf.L 6 HOtSTENG MACHINE ~ GEARLESS tt ANNUALLY PEDESTALS ;- ROLLS !hS>~RiNG ryp8ig 5EALE0 8v PRESSOR 6 ~ p HOIST MOTORS/M.G SETS tt gg ttttiii,iiiii~~~ LLER BEARING 7pgi9 SHIELDED BEARINGS OR HA~stO'PAGKgD GREASE _ _ __-- _ _ _ _ , _ _ _ ~C _ -_-.__ _ _ _ BALL .-'' 2:1 IDLER 6 pEFLECTOR SHEAVES tt ANNUAL PRES RE G RO ER BL'/tERING 70319 ........____._.........._~...-...-_._.__.---___...__.....__. _.___...._----~--._._----- .-----_._......_. ._-.-~.._..A.S_.._ ____.,.-. GEARED BRAKES MONTHLY MANUAL -OIL CA O PIVOT PIN BEARING OiL _ 70805 wN5! MONTHLY MANUA lL GAN _BEARING OSL 70806 T GEARLESS BRAKE it _.__........._.._- _ _ PIVOTS MONTHLY PR SSURE UN BALL Qc ROLLER 70319 HEARING GREASE _ _ . _..._.__.._.L,_- , . ..._..----...,_._. ----__---- ___....-_ --.._.._ SELECTOR MACHINE GEAR BOXSf QUARTERLY ~ GEAR CA¢ WOROMt` EAR 7090p SELECTOR DRIVE WORM QUARTERLY ~ PEN APPLICATION LUBRIPLATE --- PRE55 E GUN TO F{TTFNGS BALL J!< ROLLER TYPE P-143 GOVERNOR Ql}~1 RLY MANUAL - TO GEAR TEETk BEARING GREAS£ 70313 TYPE 61206 GOVERNOR GUAR RLY MANUAL . O{L CAN TO GAPPED BEARING 04L ~ 70305 OIL HOLE TYPE 62{26 GOVERNOR Q A TERLY _ MANUAL.OILGAN"TOSNAFT BEARING OtL 70305 TYPE 667p0 GOVERNOR QUA TERLY PRESSURE GUN B & R GREASE 70318 GOVERNOR TENSION SH AYE,..."" ~ QUA ERLY PRESSURE GUN BEARIN ss GREASE 70913 ..GUIDE RAILS^INSTANTANEOUS SAFETY ---- -.._._..._._ FILL flIL RESERVOIR GUIDE WITH Lu BRIC ATOAS MONTHLY ? WITHOUT LUBRICATORS MANUAL•OIL CAN RAIL 7pgpry LUBRICANT ~~._...._-. LIFETIME SEALED ~..._-_ ._....._--.___.._. ~ R!?LLER GUIDES ~ t1EARING5 I NO t.UBRiCAT10N REQUIRED 1 ~ C.l._ k1t1FFER5 i.,. tt~a'. ii-v ~.n7t R' f'i l.l_ TO INDIC ATEC) t_EY Ea. I, cii!t fER bIL. ','..1316 r tF FtEUUari tl": t-___ . ~ HOIST ROPES t~xJV Efi NC?R & •.IAryU AL gWPLf WITH ii F~uSl-~ CNECR QUARTERLY <7R PAINT R~JI L.£R SPARING. ~..'v 'J`+IF?E t~ti~PE r ..._i COMPENSATING ROPES lk5 REQUIREOI ~ T~' 38 v LUt3RIGANT ..V„v.~~.._..__ L.._.,_,... _ N d m NQTE!!: FOR FLEX CLAMP SAFETY USE ` • SUGGESTED INTERVAL UNDER ~.vr<mnv_ c.UNP1T1(J NS-UNDER SEVERE CONDITIONS IT MAY BE WISE TO SHORTEN ~ ~ vY REFER 70 MAiNT ENANCE HAND BOOK. O ~ #TNE FOLLOWING PROCEDURE IS SUGGESTED-LOOSEN CLAMP SCREW. REMOVE PIN. LUBRICATE. REPLACE. TIGHTEN SCREW. TO N`O CHECK FOR NEED OF LUBRICATION. LOOSEN SCREW AND SEE iF PiN CAN BE ROTATED FREELY. IF NOT. REMOVE ANO RELU BRICATE. ~ a PILLOW BLOCK BEARINGS ARE LIFETIME LUBRICATED ~ ~j ~...m.. ?.Vrvtffn4l Hp CAI„#_R ACK S^~°REC, O T #ND/GATE WC1RK OC)NE 8V MARKiNC. .r. ,...__w M O -'%" OR LETTER 1N 80XEc~;.CLEAN- o ^o ADDRES5 ELEV Np._ .MEG .IC..~_„...,.,,,.._..._._.--._____.___........._..._.,.,...,,.___.._ `.LLL6RIGA7 E--E.E%AMINI ..ADJU5T- N O SEMI.MpNTNLY Off4GtiAM SHOWN WITH OOTS II AtONTNIY 6p •lL 'xOPrt SC hEDJt/LEO fUR EACH • WEE'i PEt+10U ON EACH CMAy R~REPAIR---T TEST (SAFETY OR BUF FERi cn 0.1 1 2~3 4 5 6 7 6 9?pif 12131 2 3 4 5 6 7 8 4it)II 52 191 X~ 1 4 S fi 7 8 91011 t2 t3 t 2 3 l 56 7 8 9101#Y2 T3 F" CLEAN M ACHIµE°-'6RAKE • ? ? ? I MOTOR-- MG SET - - _ _ -. ~ _ . . _ ? . ? R ~ STARTER OVERLOADS • • _ . Z_ iLOOR SELECTOR d DRIYE _ _ _~.,.-._. _ s _ NOR..r.._._..._.. LER.~__ . .._- _ -- _ _ _ ? CLEAN { ' • - U H015T ROPE5~60V. ROPE • ,f T:iSHEAVES.CAR6CWT + a _ ~ RETIRING CAM bEVICE • • • ? ? ~ GATE OR DOOR CONTACT ? ? • ? H DOOR OPERATOR: • • ? ROTAT[ MO19T ROPES t J4 T • ? ? ? CLEAN ~ ? YRAVY CAALE ~ aUNC 80% + • _ _ HO#$TW AY DOORS ? 0 ? iiia«oii i ? Cl.. AN •r • • #DE HOES~SAFETIES • ~ ~ ? GOV T N510N SHEAVE ~ -. ._y t COMP e::~:i.`~:ii -- ~ - ODL.OR SPRING BUFFERS - ~ t...... yu.. iu.o RIDE ON CAR ° • • • ? • E ._..._...._r.._._____._._._....__....._ ? . ? ? ? . ? t GAR OPERATING 6+XNEL U CARPOS#TDON IND. ...-. w ..-. • • „ ? CXR RAIV~ #-IGNT5 ~ m~~ ~ ~w HALt.. BIiTTONB ? • • ? U HRLL LANTERNS P# • • ? uu _ _ . . ° ~ m M AF TYEOGE . EL:EC.. EYE • ° ...m,..~.._ ~ SAFETY TEST ~ ? _ ro w N w r`O MASTER MAINTENANCE CHECK CHART EtEYATQ~t CQMPAN'1C _ a`o~ Tb 1?!^Y~f?t?i IC• c'ai w ~rs~.rse FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB# 30-07/08 SCHEDULE OF EQUIPMENT TO BE MAINTAINED 1. CITY HALL (Excludes City Hall Annex Building 777 17th Street Building) 1700 Convention Center Drive Frontl Capacity Speed ID # Make T e Landin s Rear lbs. FPM Hydraulic D-4977: Mont~om~_~__ /Passenger ~ 4 4_F _ ~ 1,500 ~ 100_ Hydraulic D 4978 Montgomery _ /Passenger _ 4 _ 4 F 3,500 150 Hydraulic D-4979 _ _ Mont~omery____ /Passenger 4 4 F 1.3,500 x__150 ~- _ ~ i D-4980 Mont ome i Traction , 4 4 F/1 R ~ 3,500 350 2. POLICE STATION 1100 Washin ton Avenue Front! Capacity Speed ID # Make T e Landin s Rear lbs. FPM ~ ?Hydraulic D-6574 S j Dover ~ /Passenger _ _ _ _ 4 _ _ 4 F 2,500 125 Hydraulic D-6575 N Dover /Passenger 4 _4 F _ . 2,500 125 Hydraulic D-6576 ~ Mowery _ /Passenger _ _ I 4 _ _4 F _ 4,000 _ 100 _ - --- D-67577 Hydraulic arkin Dover /Passen er 5 5 F 4,000 125 3. HISTORIC CITY HALL 1130 Washin ton Avenue Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM D-6661 W Dover Traction 8 8F 2,500 350 D-6660 E Dover Traction 8 8F 2,500 350 4. 42ND STREET PARKING GARAGE 42"d Street and Sheridan Avenue Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM i D-4403 Dover ;Traction ~ 5 5F 2,500 350 D-4404 Dover 'Traction 5 5F 2,500 350 7/17/2008 27 of 38 City of Miami Beach ITB-30-07/08 5. 17T" STREET PARKING GARAGE 1701 Meridian Court Front! Capacity Speed D # Make T e Landin s Rear lbs. FPM D-5083 Dover _ Hydraulic/passenger _ 5____ 5F _ _ 2,_500 _ 200______._,,, D 5084 Dover___ Hydraulic/Passenger}- 5 5F 2.500 200 D 4989. Dover____ Hydraulic/Passenger-' S 5F 2,500 200 D-4990 ' Dover Hydraulic/Passenger _ 5 5F 2,_500 200,,._.,,, D-4991 Dover ' H dra lic/Passen er 5 ~ 5F ~ 2,500 200 6. 13T" STREET PARKING GARAGE 1301 Collins Avenue Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM D-7407 _ Modern Hydraulic/Passenger _ 5 y 5F _ 2,500 100 D-7408 Modern_____ Hydraulic/Passenger 4_u 4F ' 2,500 100 7. SOUTH SHORE COMMUNITY CENTER 833 6th Street Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM . D-5173 ESS__-_ _H~idraulic/Passenger _ 2 2F _-_ 3,500 _ _ 100 8. SCOTT RAKOW YOUTH CENTER 2700 Sheridan Avenue Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM Hydraulic/Passenger D-5163 Dover 2 2F 1500 100 9. BASS MUSEUM 2121 Park Avenue 2100 Collins Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM Hydraulic/Freight MB-1744 Dover 2 2 F 2 R 17,500 100 Hydraulic/Passenger D-3369 ~ Dover 2 2F/2R 2,500 u _ 125 7117!2008 28 of 38 City of Miami Beach ITB-30-07/08 10.777 17T" STREET BUILDING (City Hall Annex Building) 1701 Meridian Ave 777 17T" STREET ID Front/ Capacity Speed # Make T e Landin s Rear lbs. FPM D-5023 _Westinghousg_ Traction/Passenger ~ 4 4F _ 2,500 300 D-5024 Westin house Traction/Passen er 5 5F 2,500 300 11.T.O.P.A 1700 Washin ton Ave. Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM BL-956302 Otis Hydraulic 3 F 2,500 MB-1381 Otis _-_ ' Hydraulic _ 3-- ___F 5 000 12. MIAMI BEACH BALLET 2100 Collins Ave Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM MB 1751 Dover Hydraulic__ _ ! 3 F 2,500 150 _..MB-1752 ..._..--Dover _-._.. Hydraulic ._._._.-..-_3....------.... F----5,000 _ 1.50......._...... 13. Anchor Place (16t'' Street) 1557 Washin ton Av. Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM MB-1639 Dover Traction 6 F 3,500 350 MB-1640 Dover Traction 6 F 3,500 MB 1641__ ___._.._Dover _- Traction _ . 6 _ _ F 3,500 175 14. Fire Station # 2 2310 Pine Tree Drive Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM EU3059 Th ssenKru H deaulic 3 2,000 15. North Shore Park 8~ Youth Center 501 72"d Street Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM BL-032083 ' Otis H draulic 2 F 3,500 100 7/17!2008 29 of 38 City of Miami Beach ITB-30-07/08 16. Police Athletic League 999 11th Street Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM MB-1850.:.._...__..._Canton ..._......Hydraulic_...... ...._...._2. FI 2 000. 100..._.__.... 17. Miami Beach Parking Facility 634 Collins Ave. Front/ Capacity Speed tD # Make T e Landin s Rear lbs. FPM BL-961533 MB-1533 Dover Traction 6 F 2,500 350 BL-961534 ~------..__._ MB-1534 Dover ;Traction s 6 F ~ 2,500 ' 350 BL-961535 MB-1535 Dover Traction _ 6 _ F _ 2,500 350,,,,..,,, 18. Miami Beach Convention Center Hall 1901 Convention Center Dr. Front/ Capacity Speed ID # Make T e Landin s Rear lbs. FPM BL-951113 D-5076 ;____Montgomery___ Hydraulic _ _ 2 _F 5,000 80 951114 D-5077 Montgomery _ Hydraulic _ _ 2 _F 5,.000 80 951115 4 D-5078 Montgomer~r H~draulic____ 2 F _ ,000 ____...__80 . _ _ 951116 MB-1,116 _Montgomery ,Hydraulic _ 2 ~ F 6,000 125 951124 D 74.17 _Montgomery Escalator Down3.2 S-E 5,000 951125 D-7419 'Montgomery_._ Hydraulic 3 F ' 6,000 50 951127 D-7421 _Montgomery Hydraulic 3 F 2,500 150 951128 D-7418 Montgomery Hydraulic _ ~ 2 ~ F ~ 6,000 ~ _ _ 50 951336 _ MB-1.336 T_Montg_omer~r ;Hydraulic 2 F 3,500 125 951339 MB-1339 = Montgome~ ;Hydraulic 4 F 2,500 951340 MB-1.340 __Mont~c.omer~r_ Hydraulic ' 4 F 2,.500 _ BL001818 ~ ~-._- .__..._-_ _ _ MB-1818 Mont ome i Escalator U 2-3 7/17/2008 City of Miami Beach 30 of 38 ITB-30-07/08 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB# 30-07/08 Bid Proposal Page 1 of 2 COMPANY NAME: ELEVATORS TO BE MAINTAINED We propose to furnish all labor, materials, tools, and equipment necessary to provide maintenance of elevators for the City of Miami Beach in accordance with these specifications. ITEM /DESCRIPTION MONTHLY RATES 1. CITY HALL (3) Hydraulic (1) Traction Passenger Elevators $ Month 2. POLICE STATION (4) Hydraulic Passenger Elevators $ Month 3. HISTORIC CITY HALL (2) Traction Passenger Elevators $ Month 4. 42ND ST PARKING GARAGE $ Month (2) Traction Passenger Elevators 5. 17T" STREET PARKING GARAGE $ Month (5) Hydraulic Passenger Elevators 6. 13T" STREET. PARKING $ Month (2) Hydraulic Passenger Elevators 7. SOUTH SHORE COMMUNITY CENTER $ Month (1) Hydraulic Passenger Elevator 8. SCOTT RAKOW YOUTH CENTER $ Month (1) Hydraulic Passenger Elevator 9. BASS MUSEUM $ Month (1) Hydraulic Passenger Elevator (1) Hydraulic Freight 10. 777 17~h STREET BUILDING $ Month (2) Traction/Passenger 11. T.O.P.A $ Month 1700 Washington Ave. (2) Hydraulic 12. Miami Beach Ballet $ Month (2) Hydraulic 7117!2008 31 of 38 CRy of Miami Beach ITB-30-07/08 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB# 30-07/08 Bid Proposal Page 2 of 2 COMPANY: 13. Anchor Place (16th Street) $ Month 1557 Washington Ave. (2) Traction (1) Hydraulic 14. Fire Station # 2 $ Month 2310 Pine Tree Drive (1) Hydraulic 15. North Shore Park 8~ Youth Center ~ $ Month 501 72"d Street (1) Hydraulic 16. Police Athletic League $ Month 999 11th Street (1) Hydraulic 17. Miami Beach Parking Facility $ Month 634 Collins Ave. (3) Traction 18. Miami Beach Convention Center Hall $ Month 1901 Convention Center Dr. (12) Elevator Total$ 7/17/2008 City of Miami Beach 32 of 38 ITB-30-07/08 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB # 30-07/08 PAYMENT TERMS: NET 30. If other, specify here ANY LETTERS, ATTACHMENTS, OR ADDITIONAL INFORMATION TO BE CONSIDERED PART OF THE BID MUST BE SUBMITTED IN DUPLICATE. SUBMITTED BY: COMPANY NAME: SIGNED: (I certify that I am authorized to execute this bid and commit the bidding firm) Bidders must acknowledge receipt of addendum (if applicable). Addendum No. 1: Addendum No. 2: Insert Date Insert Date Addendum No. 3: Addendum No. 4: Insert Date Insert Date Addendum No. 5: Addendum No. 6: Insert Date Insert Date NAME/TITLE(Print): ADDRESS: CITY/STATE: ZIP: TELEPHONE NO: FACSIMILE NO: FEDERAL I.D.#: SIGNED: 7~17r2oos CRy of Miami Beach 33 of 38 ITB-30-07/08 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB# 30-07/08 BID CHECK LIST To ensure that your bid is submitted in conformance with the Contract Documents, please verify that the following items have been completed and submitted as required. X Original and three copies of bid (including all submittal information) General Conditions Section 1.1 Special Conditions Section 2.0 X Execution of Bid General Conditions Section 1.2 N/A Equivalents General Conditions Section 1.10 Insurance and Indemnification (including Insurance Checklist) X General Condition Section 1.26 General Conditions Section 1.59 Bid Guaranty/Performance Bond N/A General Condition Section 1.27 N/A Warranty General Condition Section 2.16 NIA Product/Catalog Information Special Conditions Section 2.15 X References Special Conditions Section 2.18 and Page 35 X Bidder Qualifications Special Conditions Section 2.22 X Minimum to Specifications Special Conditions Section 3.0 Contractor's Questionnaire X (Page 37,38) Declaration: Non-discrimination in Contrats and Benefits X Past Performance Client Survey Information (sent to clients) X 7/17!2008 City of Miami Beach 34 of 38 ITB-30-07/08 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB # 30-07/08 CUSTOMER REFERENCE LISTING Bidder's shall furnish the names, addresses, and telephone numbers of a minimum of six(6) firms or government organizations for which the Contractor is currently furnishing or has furnished, similar services. 1) Company Name Address Contact Person/Contract Amount Telephone No. Fax No. E-mail 2) Company Name Address Contact Person/Contract Amount Telephone No. Fax No. E-mail 3) Company Name Address Contact PersonlContract Amount Telephone No. Fax No. E-mail 7n 7rzoos City of Miami Beach 35 of 38 ITB-30-07/08 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB-30-07/08 CUSTOMER REFERENCE LISTING (CONTD.) 4) Company Name Address Contact Person/Contract Amount Telephone No. Fax No. E-mail 5) Company Name Address Contact Person/Contract Amount Telephone No. Fax No. E-mail 6) Company Name Address Contact Person/Contract Amount Telephone No. Fax No. E-mail 711712008 City of Miami Beach 36 of 38 ITB-30-07/08 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB# 30-07/08 CONTRACTOR'S/ BIDDER'S QUESTIONNAIRE NOTE: Information supplied in response to this questionnaire is subject to verification. Inaccurate or incomplete answers maybe grounds for disqualification from award of this bid. Submitted to The Mayor and City Commission of the City of Miami Beach, Florida: By Principal Office How many years has your organization been in business under your present business name? Does your organization have current occupational licenses entitling it to do the work/service contemplated in this Contract? Please state license(s) type and number: Include copies of above licenses and certificates with bid. Have you ever had a contract terminated due to failure to comply with contractual specifications? If so, where and why? In what other lines of business are you financially interested or engaged? Give references as to experience, ability, and financial standing 7/17/2008 ITB-30-07/08 City of Miami Beach 37 of 47 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS ITB- 30-07/08 CONTRACTOR'S /BIDDER'S QUESTIONNAIRE (CONTD.) Vendor Campaign Contribution(s): a. You must provide the names of all individuals or entities (including your sub-consultants) with a controlling financial interest. The term "controlling financial interest" shall mean the ownership, directly or indirectly, of 10% or more of the outstanding capital stock in any corporation or a direct or indirect interest of 10% or more in a firm. The term "firm" shall mean any corporation, partnership, business trust or any legal entity other than a natural person. b. Individuals or entities (including our sub-consultants) with a controlling financial interest: have have not contributed to the campaign either directly or indirectly, of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. Please provide the name(s) and date(s) of said contributions and to whom said contribution was made. HEREBY CERTIFY that the above answers are true and correct. (SEAL) (SEAL) 7/17/2008 ITB-30-07/08 City of Miami Beach 38 of 47 ~~i ~ City of Miami Beath, 1700 Convention Center Drive, Miami Beach, Florida 33134, vaww.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305.673.7490 ,Fax: 786.394.4011 July 17, 2008 To: Phone: Fax: E-mail: Subject: Performance Evaluation of Number of pages including cover: 2 To Whom It May Concern: The City of Miami Beach has implemented a process that collects past performance information on companies that provide Maintenance of Elevators information will be used to assist City of Miami Beach in the procurement Division The group or individual listed in the subject line has chosen to participate in this program. They have listed you as a past client that they have done work for. Both, the group or individual and City of Miami Beach would greatly appreciate you taking a few minutes out of your busy day to complete the accompanying questionnaire. Please review all items in the following attachment and answer the questions to the best of your knowledge. If you cannot answer a particular question, please leave it blank. Please return this questionnaire to Shirley Thomas by August 15, 2008 at 3:00 p.m. by fax: 786.394.4011; or e- mail sthomasCc~miamibeachfl.c~ov. Thank you for your time and effort. Gus Lopez, CPPO Procurement Director 7/17/2008 ITB-30-07/OB City of Miami Beach 39 of 47 City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, veww.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305.673.7490, Fax: 786.394.401 1 PERFORMANCE EVALUATION SURVEY Group or individual Name: Point of Contact: Phone and a-mail: Please evaluate the performance of the group or individual (10 means you are very satisfied and have no questions about hiring them again, and 1 is if you would never hire them again because of very poor performance). If you don't know, please leave blank. NO CRITERIA UNIT 1 Ability to fill purchase orders accurately (1-10) Ability to maintain delivery schedule (on-time /conforming ( ) 2 to re ulated delive hours or earl 1-10 3 Professionalism and ability to manage (includes responses (1-10) and rom t a ments to su tiers and subcontractors 4 Professionalism of delive services 1-10 5 Condition of products at delivery (1-10) 6 Quati of Products 1-10 7 Abili to rovide roducts under emer enc conditions 1-10 Overall customer satisfaction based on performance and 8 quality of products (1-10) Overall Comments: Agency or Contact Reference Business Name: Contact Name: Contact Phone and a-mail: Date of Services: Dollar Amount for Services: Please fax this questionnaire to Shirley Thomas at 786-394-4011 7/17/2008 ITB-30-07/08 City of Miami Beach 40 of 47 } E. CITY OF MIAMI BEACH DECLARATION: NONDISCRIMINATION IN CONTRACTS AND BENEFITS Section 1. Vendor Information Name of Company: Name of Company Contact Person: Phone Number: Fax Number: E-mail: Vendor Number (if known): Federal ID or Social Security Number: Approximate Number of Employees in the U.S.: (If 50 or less, skip to Section 4, date and sign) Are any of your employees covered by a collective bargaining agreement or union trust fund? _Yes_No Union name(s): Section 2. Compliance Questions Question 1. Nondiscrimination -Protected Classes A. Does your company agree to not discriminate against your employees, applicants for employment, employees of the City, or members of the public on the basis of the fact or perception of a person's membership in the categories listed below? Please note: a "YES" answer means your company agrees it will not discriminate; a "NO" answer means your company refuses to agree that it will not discriminate. Please answer yes or no to each category. Race _Yes _ No Sex _Yes _ No Color _Yes _ No Sexual orientation _Yes _ No Creed _Yes _ No Gender identity (transgender status) _Yes _ No Religion _Yes _ No Domestic partner status _Yes _ No National origin _Yes _ No Marital status _Yes _ No Ancestry _Yes _ No Disability _Yes _ No Age _Yes _ No AIDS/HIV status _Yes _ No Height _Yes _ No Weight _Yes _ No B. Does your company agree to insert a similar nondiscrimination provision in any subcontract you enter into for the performance of a substantial portion of the contract you have with the City? Please note: you must answer this question, even if you do not intend to enter into any subcontracts. _ Yes _ No 7/17/2008 ITB-30-07/08 City oT Miami Beach 41 of 47 Question 2. Nondiscrimination -Equal Benefits for Employees with Spouses and Employees with Domestic Partners Questions 2A and 2B should be answered YES even if your employees must pay some or all of the cost of spousal or domestic partner benefits. A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? _ Yes _ No B. Does your company provide or offer access to any benefits to employees with (same or opposite sex) domestic partners" or to domestic partners of employees? _ Yes _No 'The term Domestic Partner shall mean any two (2) adults of the same or different sex, who have registered as domestic partners with a government body pursuant to state or local law authorizing such registration, or with an internal registry maintained by the employer of at least one of the domestic partners. A Contractor may institute an internal registry to allow for the provision of equal benefits to employees with domestic partner who do not register their partnerships pursuant to a governmental body authorizing such registration, or who are located in a jurisdiction where no such governmental domestic partnership exists. A Contractor that institutes such registry shall not impose criteria for registration that are more stringent than those required for domestic partnership registration by the City of Miami Beach If you answered "NO" to both Questions 2A and 2B, go to Section 4 (at the bottom of this page), complete and sign the form, filling in all items requested. If you answered "YES" to either or both Questions 2A and 2B, please continue to Question 2C below. Question 2. (continued) C. Please check all benefits that apply to your answers above and list in the "other' section any additional benefits not already specified. Note: some benefits are provided to employees because they have a spouse or domestic partner, such as bereavement leave; other benefits are provided directly to the spouse or domestic partner, such as medical insurance. BENEFIT Yes for Yes for Employees No, this Benefit Documentation of this Employees with with Domestic is Not Offered Benefit is Submitted S ouses Partners with this Form Health ? ? ? ? Dental ? ? ? ? Vision ? ? ? ? Retirement (Pension, ? ? ? ? 401 k ,etc. Bereavement ? ? ? ? Famil Leave ? ? ? ? Parental Leave ? ? ? ? Employee Assistance ? ? ? ? Pro ram Relocation & Travel ? ? ? ? Company Discount, ? ? ? ? Facilities & Events Credit Union ? ? ? ? Child Care ? ? ? ? Other ? ? ? ? Note: If you can not offer a benefit in a nondiscriminatory manner because of reasons outside your control, (e.g., there are no insurance providers in your area willing to offer domestic 7/17/2008 ITB-30-07/08 City of Miami Beach 42 of 47 partner coverage) you may be eligible for Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent, submit a completed Reasonable • Measures Application with all necessary attachments, and have your application approved by the City Manager, or his designee. Section 3. Required Documentation YOU MUST SUBMIT SUPPORTING DOCUMENTATION to verify each benefit marked in Question 2C. Without proper documentation, your company cannot be certified as complying with the City's Equal Benefits Requirement for Domestic Partner Ordinance. For example, to document medical insurance submit a statement from your insurance provider or a copy of the eligibility section of your plan document; to document leave programs, submit a copy of your company's employee handbook. If documentation for a particular benefit does not exist, attach an explanation. Have you submitted supporting documentation for each benefit offered? _Yes _ No Section 4. Executing the Document I declare under penalty of perjury under the laws of the State of Florida that the foregoing is true and correct, and that I am authorized to bind this entity contractually. Executed this day of , in the year , at , City State Signature Mailing Address Name of Signatory (please print) City, State, Zip Code Title 7/17/2008 ITB-30-07/08 City of Miami Beach 43 of 47 CITY OF MIAMI BEACH REASONABLE MEASURES APPLICATION Declaration: Nondiscrimination in Contracts and Benefits Submit this form and supporting documentation to the City's Procurement Division ONLY IF you: a. Have taken all reasonable measures to end discrimination in benefits; and b. Are unable to do so; and c. Intend to offer a cash equivalent to employees for whom equal benefits are not available. You must submit the following information with this form: 1. The names, contact persons and telephone numbers of benefits providers contacted for the purpose of acquiring nondiscriminatory benefits; 2. The dates on which such benefits providers were contacted; 3. Copies of any written response(s) you received from such benefits providers, and if written responses are unavailable, summaries of oral responses; and 4. Any other information you feel is relevant to documenting your inability to end discrimination in benefits, including, but not limited to, reference to federal or state laws which preclude the ending of discrimination in benefits. I declare (or certify) under penalty of perjury under the laws of the State of Florida that the foregoing is true and correct, and that I am authorized to bind this entity contractually. Name of Company (please print) Mailing Address of Company Signature City, State, Zip Name of Signatory (please print) Telephone Number Title Date 7/17/2008 ITB-30-07/08 City of Miami Beach 44 of 47 Definition of Terms A. REASONABLE MEASURES The City of Miami Beach will determine whether a City Contractor has taken all reasonable measures provided by the City Contractor that demonstrates that it is not possible for the City Contractor to end discrimination in benefits. A determination that it is not possible for the City Contractor to end discrimination in benefits shall be based upon a consideration of such factors as: (1) The number of benefits providers identified and contacted, in writing, by the City Contractor, and written documentation from these providers that they will not provide equal benefits; (2) The existence of benefits providers willing to offer equal benefits to the City Contractor; and (3) The existence of federal or state laws which preclude the City Contractor from ending discrimination in benefits. B. CASH EQUIVALENT "Cash Equivalent" means the amount of money paid to an employee with a Domestic Partner (or spouse, if applicable) in lieu of providing Benefits to the employees' Domestic partner (or spouse, if applicable). The Cash Equivalent is equal to the employer's direct expense of providing Benefits to an employee for his or her spouse. Cash Equivalent. The cash equivalent of the following benefits apply: a. For bereavement leave, cash payment for the number of days that would be allowed as paid time off for death of a spouse. Cash payment would be in the form of wages of the domestic partner employee for the number of days allowed. b. For health benefits, the cost to the Contractor of the Contractor's share of the single monthly premiums that are being paid for the domestic partner employee, to be paid on a regular basis while the domestic partner employee maintains the such insurance in force for himself or herself. c. For family medical leave, cash payments for the number of days that would be allowed as time off for an employee to care for a spouse that has a serious health condition. Cash payment would be in the form of wages of the domestic partner employee for the number of days allowed. 7/17/2008 ITB-30-07/08 Ci[y of Miami Beach 45 of 47 ~iUl~f; RE1=EFEI~~E ~UIC~E T~~ EQUAL BEt~}EF1T5 C~N'~PLI~f~~CE STEP l: UNQERSTANQING THE LAW STEP 2: Ht>W TO Ct'~MPLETE THE DECLARATION: NON-DISCRINIINATICtN IN CONTRACTS AND What cbes the law require? BENEFITS FORM The proposed CJrdinance will regal€e ce€tain contractors doing business with the City of Miami !leach, who are awarded o Section 1 asks far informmation about yQUr company. R the contract pursuant to competitive buds, to provide "Equal Benefits" company employs 50 ar kxx empbyeex in the to their employees with domestic. panne€s, as they provide to U.S„ xkip fio Section 4, date and sign. employees with spouses. Section 2. Question lA asks whether your company Who is covered by this Ordinance? prohibits disertmination against people based on the Competitively bid City contracts valued at aver $1a0,0i~ whale categories fished, contactors maintain .~l or more full firne employees on their Answer °YES" if your company does have such a payrolls during 2U or more .calendar work weeks:. For mare policy. information, see Equal Benefits Qrdinance Summary. Answer "NG" if your company does not have such a policy. mat benefits are covered? The ~dinance applies to all benefits offered by a contractor to its Question 1 B asks whether your company agrees to include employees who have spouses or domestic partners and.all benefits a nondiscrimination clause in all subcontracts entered into offered directly to such spouses or domestic partners, even when for the performance of a substantial poduon of the any the empksyee pays .the entire cast of the benefit.. This includes but contracts you have with. the City. This clause must include is not limited. ta, sick leave, bereavement leave, family medical all of the categories listed in question lA. Yau must answer leave, and health lserrefits. this question even tf your company will not fee entering into any subcontracts associated with work performed #ar the Wlrsst is a Domestic Partner? City.. A "1}amestuc Partner"' shelf mean any two d2l adults of the same or Answer "YES" if yav will agree to include a different .sex who have registered as domestic partners v,~th a nondiscrimination clause in subcontracts. government body pursuant to state and local law authorizing such Answer °Nt~" if you will not agree to include a registration, or with nn internal registry maintained by the nondiseriminatian clause in subcontracts. employer of at least one of the domestic partners. Question 2A asks whether your company offers benefits What if a contractor is unable to offer benefits such as medical insurance} to employees' spouses or to equafly7 employees because they are married €such as bereavement Same contractors are unable to find an insurance company willing leave which can be taken because of the death of a to offer domestic partner coverage. When a contractor takes all spaus~, or family medical leave which can be taken reasonable measures to stop discriminating, but can't for reasons because of a spouse having a serious medical eondituon~.. outside its control, it can comply with the Equal Benefits Ctrdinanoe Answer "YES" if you offer any such benefits.. if it agrees to pay a cash equivalent. A cash equivalent is the Answer "NQ" if you do not offer any such benefits, amount of money paid by an employer for the spousal benefit that is unavailable for domestic partners, or vice versa. Far more NOTE: you are considered as offering a benefit even if information, see Reasonable Measures Application, you donY pay far it. ff access fc'r fire benefit ds offeredi but the cast must be paid in whole or in part by the employee, What if a camparry will comply but needs time to da you should still answer "YFS". itZ CJnce a contractor makes it clear that it will comply witw~ the Question 2B asks whether you company offers benefits f)eclaration, in certain situations ending discrimination in benefits (such as medu:cal insurance) to employees' domestic may be delayed, Far instance, offering medical insurance may be partners or to employees because they are in a domestic delayed. until the contractor's next enrollment period; other parmershi~ (such as bereavement leave wfrich can be taken benefits, such as bereavement leave, may lee delayed until the because of the death of a domestic partner, or family contractors personnel policies can be revised. For more medical leave which can be taken because a# a domestic information, see Rules of Procedure of the Subs#antial Compliance partner (raving a serious medical condition), Form. Answer "YES" if yrsu offer any such benefits. • Answer "NC?°" if you do not offer any such. benefits 7117/zoos ITB-30-07/08 City of Miami Beach 46 of 47 NOTE: To Comply, year an:savers to questions 2A arad 2Fs shnvld Family Leave Your company"s family and Medical be the same, In very lo`mited circumstances, you may, comply !-cave Act policy. All companies with SG or mare without afferEng benefits equally. .rice Reasonable Measures employees must offer this benefit. Your policy should Application Form. indicate that employees may take leave because of the serious medico! condition of their spouse or domestic ~ e tian .should be filled cut CtNIY if yav have answered partner. "YES" to queshon 2A and/ar 26. It asks you to indicate which benefits you offer to spouses (or employees beaause they are Parental Leave Your companry's policy indicating thot married), which benefits you offer to domestic partners (or employees may take leave for the birth or adnptian of a employees because they are in a domestic partnership), and child, to care far a child who is ill, and/or to attend school which benefits you do net after. Please indicate only those benefits appnintrnents, If leave is available far step-children (the offered. if you offer benefits not already listed, write them in where spouse's child) then leave also should be available far tfae it says "other"`. Remember, altering oecess to a benefit is still child of a domestic partner. considered a benefit even ff your company does not pay for it. Entplayee Assistance Program Your company's Mote: if you can"t offer elf benefit [n a pond%sCriminatory manner employee assistonce program policy confirming that because of reasons outside your controP, (e.g, there. are no spouses, domestic partners and their parents and children insurance providers vvflling to offer domestic partner coverage) are equally eligible (or ineligible) far such benefits. you may be eligible for Reasonable Measures carnpliance. To cornply on Ibis basis,. you must agree to poy a cash equivalent Relocation F. Travel Your company`s pahcy oonfirming submit a Completed Reasonable Measures Application Form with that expenses far travel or relocation will be paid nn the aFl necessary attachments and have your application approved by same basis for spouses and domestic partners of the Procurement f3fvtslon of the City of Mianaf 8eoch. employees. Discounts, Facilities & Events Your company's policy Step 3: ATTACH THE NKESSI4RY pOCUk!@NTATION cnnfirrning that discounts, facilities (e.g. gym) and events (e.g, holiday party} are equally available to spouses and Section 3 states that yav must submit dacumentration that verifies domestic partners of employees. all benefits marfced in your answer to threstinn 2C are offered in a nondiscriminatory manner. When passible, it is best if you submit Credit Ltnian Documentation from the credit union this documentahan along with your Declaration form. far policies indicating that spouses and domestic partners have equal that are unwritten, submit a letter to the Procurement Division access ici credit union services.. indioating flits. €Jse the hs# below as a guide for the type of documentation needed. Child tare Documentotion that the children of spouses (stepchildren) and children of dameshc partners have equal Medical lnsuresnee A statement from your medical insurance access h7 child care services.. provider that confirms spouses and domestic. partners (as defined under this Chdtnance) receive equal coverage in year medical Otfrer Benefits Documentation of any other benefits listed plan.. This may be in a letter from your insurance provider, or to indicate that they are offered equolly. reflected in the eligibility section of your officioP insurance plop document. Similar documentofian is needed for other types of For medic©) insurance companies providing domestic insurance plans, partner coveroge in the State of Florida, refer to the E3omestic Partner insurance Coverage Search available Retirernan# Plans {including 401 k & pension plans} online at° www.miamibeaChfl acv under Business, The sections of your pension plan detailing how employees Procurement drop down list. receive benefits This should cover Eoint annuity options and pre retirement death benefits. Documentation shaufd indicate that for ony questions an the Ctty of Miami Beach Equal employees with domestic partners and employees with spouses Benefits C}rdinarece or how to complete the applicable receive the same benefits a:nd payment options. farms, please contact:: Bereavement Leave Yaur bereavement leave of funeral (sous Et'st11° Diaz, Cantraets Compliance Specialist t~tOCUREMENT DIV1SICrN policy indicating the benefit is offered equally, ff year policy 1700 Convention Center Drive, Miami &:ach, FL 33134 allows employees time off from work 6ecouse of the death of a Tel. 305E+73-744b )Fax. 785394.4000) spouse, it should also allow for time off because of the death of a cristinadia~miamibeachfl.aov domestic partner. If the policy allows far time off due to the death of a parent In-law ar ether relative of a 5pOase, it mU3t InC17Jde time 1h`e are committers to provadirag excellent public service and sa{el~~ off for the death of a domeshc partner's equivalent relative, to all who bva, watk ancf p%y in our vibrant, trapca( historic community. 7/17/2008 ITB-30-07!08 City of Miami Beach 47 of 47 ' ~ f ~...W PROCUREMENT Division MEMORANDUM TO: Robert Parcher, City Clerk FROM: Gus Lopez, CPPO, Procurement Director DATE: January 27, 2009 SUBJECT: CONTRACT N0.30-07/08 FOR THE CITYWIDE MAINTENANCE OF ELEVATORS Attached please find the Contract Books pursuant to ITB No. 30-07/08 For the Citywide Maintenance of Elevators. The attached Contracts are for the City Clerk's and the Mayor's signature and execution. All four (4) Contracts have been executed by Eastern Elevator Service Inc. and they have agreed to all terms and conditions set forth in the contract. The City Attorney's Office has approved the form and language for contract execution. Please call Kenneth Patterson ext. 6615 when the contracts are fully executed and ready for pick-up. Thank you for your prompt attention to this matter. Thank you, Gus Lopez, CPPO Procurement Director F:\PURC\$ALL\KENNETH\LETTERS\30-07-08 Eatern Elevator Company CityClerk.doc We are committed to providing excellent public service and safety ro all who live, work, and play in our vibrant, tropical, historic community.