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Resolution 2021-31701 RESOLUTION NO. 2021-31701 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE CITY MANAGER AND. THE CLERK TO EXECUTE AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES AGREEMENT DATED MAY 28, 2019 WITH SFM SERVICES INC; SAID AMENDMENT: (1)APPROVING ADDITIONAL SITES AND SERVICES, IN THE AMOUNT OF $111,599.84, EFFECTIVE AS OF OCTOBER 1, 2020;AND(2)APPROVING THE ADDITION OF SWEEPING SERVICES FOR ALL CITY-OWNED SURFACE PARKING LOTS, WITH A TENTATIVE START DATE OF MAY 2021, IN THE TOTAL ANNUAL AMOUNT OF$906,525.00, INCREASING THE TOTAL CONTRACT PRICE TO AN AMOUNT NOT TO EXCEED $3,813,691.87 PER YEAR. WHEREAS, on July 26, 2017, the Mayor and City Commission approved the issuance of Request for Proposals (RFP) No. 2017-070-JC for Janitorial Services, City-wide (the RFP); and WHEREAS, on October 18, 2018, the Mayor and the City Commission accepted the recommendation of the City Manager, pursuant to RFP No. 2017-070-JC, to enter into simultaneous negotiations with Able Business Services, Inc., and SFM Services, Inc.; and further authorized the City Manager to select a firm that will serve as the primary contractor, with the remaining firm to serve as the secondary contractor; and WHEREAS, on May 16, 2019 the City Mayor and City Clerk executed a Professional Services.Agreement with Able Business Services, Inc. (Able) to serve as the primary contractor for City garages (Zone 4) and City parks (Zone 6) and serving as the secondary contractor for Zones 2 and 3; and WHEREAS, on May 28, 2019 the City Mayor and City Clerk executed a Professional Services Agreement (Agreement) with SFM Services, Inc. (SFM) to serve as the primary contractor for Zones 2 and 3 and serving as the secondary contractor for City garages (Zone 4) and City parks (Zone 6); and WHEREAS, on September 30, 2019 the City terminated the Professional Services Agreement with Able Business Services, Inc.; and WHEREAS, on April 22, 2020 the Mayor and City Commission adopted Resolution No. 2020-31227, approving, in substantial form, Amendment No. 1 to the Agreement; said amendment expanding the scope of the Agreement by: (1) retroactively approving the City Manager approval, dated May 10, 2019, for additional services in the amount of $68,688; (2) retroactively approving, effective January 5, 2020, the transfer of janitorial services for the City garages (Zone 4) and City parks (Zone 6) from Able Business Services, Inc. (original primary contractor for Zones 4 and 6) to SFM, in the amount of $1,410,309.28 per year, increasing the contract amount to $2,531,286.03 per year; (3) approving additional sites and services, in the amount of$117,900.00 per year, for a total contract amount of $2,649,186.03 per year, subject to additions or deletions approved by the City Manager, as authorized by this Amendment; and (4) authorizing the City Manager or his designee to reduce the service levels covered by the Agreement; and WHEREAS, on September 16, 2020, the Mayor and City Commission adopted Resolution No. 2020-31403, approving, in substantial form, Amendment No. 2 to the Agreement; said amendment: (1)approving effective January 25,2020, additional sites and services, in the amount of $146,381.00 per year, for a total contract amount of $2,795,567.03 per year; (2) approving additional services in response to the COVID-19 pandemic, in the amount of $325,528.31, for fiscal year 2019-2020 only; and (3)memorializing the living wage increase, under the City's Living Wage Ordinance effective January 1, 2020; and WHEREAS, pursuant to Section 49 (Modification of Sites and Service Levels) of the Agreement, additional locations and services may be added to the scope of the Agreement by the City Manager, in an amount not to exceed $100,000; however, any services exceeding the City Manager's authority shall require the approval of the City Commission; and WHEREAS, in order to improve and maintain acceptable levels of cleanliness in the City, the Administration recommends: (1) approving additional sites and services, in the amount of$111,599.84 per year, effective as of October 1, 2020; and (2) approving the addition of sweeping services for all City-owned surface parking lots, with a tentative start date of May 2021, in the annual total amount of $906,525.00, increasing the total contract to an amount not to exceed of$3,813,691.87 per year; and WHEREAS, the City Manager recommends the approval of Amendment No. 3 to the Agreement, a copy of which is incorporated herein by reference and attached to this Resolution as Exhibit"1". NOW,THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby approve and authorize the City Manager and City Clerk to execute Amendment No. 3 to the Professional Services Agreement dated May 28, 2019 with SFM Services, Inc.; said amendment: (1) approving additional sites and services, in the amount of$111,599.84 per year, effective as of October 1, 2020; and (2) approving the addition of sweeping services for all City-owned surface parking lots, with a tentative start date of May 2021, in the total annual amount of $906,525.00, increasing the total contract price to an amount not to exceed $3,813,691.87 per year. PASSED and ADOPTED this 12th day of May 2021. ,42z11,_,___ Dan Gelber, Mayor ATTEST: J/2-61 2/ Raf el E. rana o Cit Clerk APPROVED AS TO Y i,----g4.;,g. :q'c,, FORM & LANGUAGE ' f ' �''- & FOR EXECUTION ', .,... AP OATED�' S —C-24 ",z5,7*..T.---- %°'_-- City Attorney v4 l Date .. r 4 AMENDMENT NO. 3 TO PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI BEACH, FLORIDA AND SFM SERVICES, INC. This Amendment No. 3 ("Amendment") to the Professional Services Agreement, dated May 28, 2019 ("Agreement"), by and between the CITY OF MIAMI BEACH, FLORIDA, a municipal corporation organized and existing under the laws of the State of Florida, having its principal place of business at 1700 Convention Center Drive, Miami Beach, Florida 33139 (the "City"), and SFM SERVICES INC., a Florida for profit corporation, whose address is 9700 NW 79th Avenue, Hialeah Gardens, FL 33016 (the "CONTRACTOR"), is entered into this day of , 2021. RECITALS WHEREAS, on July 26, 2017, the Mayor and City Commission approved the issuance of Request for Proposals (RFP) No. 2017-070-JC for Janitorial Services, City- wide (the RFP); and WHEREAS, on October 17, 2018, the Mayor and the City Commission adopted Resolution No. 2018-30535, accepting the recommendation of the City Manager, pursuant to RFP No. 2017-070-JC for Janitorial Services, to enter into simultaneous negotiations with Able Business Services, Inc. and SFM Services, Inc.; and further authorizing the City Manager to select a firm that will serve as the primary contractor, with the remaining firm to serve as the secondary contractor; and WHEREAS, on May 16, 2019 the City Mayor and City Clerk executed a Professional Services Agreement with Able Business Services, Inc. (Able)to serve as the primary contractor for City garages (Zone 4) and City parks (Zone 6) and serving as the secondary contractor for Zones 2 and 3; and WHEREAS, on May 28, 2019 the City Mayor and City Clerk executed a Professional Services Agreement with SFM Services, Inc. to serve as the primary contractor for Zones 2 and 3 and serving as the secondary contractor for City garages (Zone 4) and City parks (Zone 6); and WHEREAS, on September 30, 2019 the City terminated the Professional Services Agreement with Able Business Services, Inc.; and WHEREAS, on October 1, 2019, SFM Services Inc. absorbed Zones 4 and 6, as secondary contractor; and WHEREAS, on April 22, 2020 the Mayor and City Commission adopted Resolution No. 2020-31227, approving, in substantial form, Amendment No. 1 to the Agreement; said amendment expanding the scope of the Agreement by: (1)retroactively approving the City Manager approval, dated May 10, 2019, for additional services in the amount of$68,688; (2) retroactively approving, effective January 5, 2020, the transfer of janitorial services for the City garages (Zone 4) and City parks (Zone 6) from Able Business Services, Inc. Page 1 of 5 Exhibit."1" (original primary contractor for Zones 4 and 6) to SFM, in the amount of $1,410,309.28 per year, increasing the contract amount to $2,531,286.03 per year; (3) approving additional sites and services, in the amount of$117,900.00 per year, for a total contract amount of$2,649,186.03 per year, subject to additions or deletions approved by the City Manager, as authorized by this Amendment; and (4) authorizing the City Manager or his designee to reduce the service levels covered by the Agreement; and WHEREAS, on September 16, 2020, the Mayor and City Commission adopted Resolution No. 2020-31403, approving, in substantial form, Amendment No. 2 to the Agreement; said amendment: (1) approving effective January 25, 2020, additional sites and services, in the amount of $146,381.00 per year, for a total contract amount of $2,795,567.03 per year; (2) approving additional services in response to the COVID-19 pandemic, in the amount of $325,528.31, for fiscal year 2019-2020 only; and (3) memorializing the living wage increase, under the City's Living Wage Ordinance effective January 1, 2020. The Agreement and the Amendments No. 1 and No. 2 shall be collectively referred to herein as the "Agreement". WHEREAS, pursuant to Section 49 (Modification of Sites and Service Levels) of the Agreement, additional locations and services may be added to the scope of the Agreement by the City Manager, in an amount not to exceed $100,000; however, any services exceeding the City Manager's authority requires the approval of the City Commission; and WHEREAS, in order to improve and maintain acceptable levels of cleanliness in the City, the City has requested that CONTRACTOR provide additional janitorial services, as more particularly set forth herein; and WHEREAS, on May 12,2021,the Mayor and City Commission adopted Resolution No. 2021- , approving, Amendment No. 3 to the Agreement; said amendment: (1,) retroactively approving effective October 1, 2020, additional janitorial services, in the amount of $111,599.84 per year, (2) approving the addition of sweeping services for all City-owned surface parking lots,with a tentative start date of May 2021, in the annual total amount of$906,525.00 for a total contract amount, not to exceed $3,813,691.87 per year. NOW THEREFORE, in consideration of the mutual promises and conditions contained herein, and.other good and valuable consideration, the sufficiency of which is hereby acknowledged, the City and CONTRACTOR hereby agree to amend the Agreement as follows: 1. ABOVE RECITALS. The above recitals are true and correct and are incorporated as part of this Amendment. 2. MODIFICATIONS. The Agreement is hereby modified (deleted items stRislh and inserted items underlined) as follows: (a) Effective October 1, 2020, Exhibit"A" (Pricing Schedule) is hereby amended by adding Exhibit 'C-3" to the Agreement, incorporated herein by reference and attached hereto. Page 2 of 5 3. RATIFICATION. Except as amended herein, all other terms and conditions of the Agreement shall remain unchanged and in full force and effect. In the event there is a conflict between the provisions of this Amendment and the Agreement, the provisions of this Amendment shall govern. THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK. Page 3 of 5 IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be executed by their appropriate officials, as of the date first entered above. FOR CITY: CITY OF MIAMI BEACH, FLORIDA ATTEST: By: Rafael E. Granado, City Clerk Aline T. Hudak, City Manager Date FOR CONTRACTOR: SFM SERVICES, INC. ATTEST: By: Secretary President Print Name Print Name Date Date APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION Page 4 of 5 City Attorney ' Date v� ' Exhibit "C-3" Page 5 of 5 1115PM SERVICES, INC. Friday, January 29, 2021 Re: Janitorial Services Santiago Sellan City of Miami Beach 1833 Bay Rd. Miami Beach,FL. 33139 Dear Santiago: Pursuant to your request and site inspections,below please find our estimate to provide the following janitorial services in the City of Miami Beach for the following costs. ocation Frequeny monthly C o An I nal C Transportation Office 5 days per week $1,719.00 $20,628.00 Code Enforcement 5 days per week $1,282.00 $15,384.00 ocation Option 1 Gta floor ware Dr equenc-y Krorkfh ;nnual abat City Office Space at Penn Garage 2 days per week $930.00 $11,160.00 Location©p ion g without Floor CC3 Frequencyy iontihhy Cost A I, nal ThEo2 City Office Space at-Penn Garage 2 days per week $640.00 $7,680.00 Notes: o Above rates based on current Miami Beach Living Wage pay rate of$15.15 per hour. o Above rates based on specifications stated in RFP 2017-070-JC- o No Floor care is included in the Code Enforcement Office Respectfully Submitted, Paeeale Z Pascale Lopez. Janitorial Manager 9700 N.W.79'Avenue,Hialeah Gardens,FL 33016•Phone: (305)818-2424 Fax:(305)818-2428• 41111 SFM SERVICES, INC. Tuesday,January 19, 2021 Adrian Morales Ref: Parking lot sweeping& City of Miami Beach Waste receptacle maintenance 1833 Bay Rd, 2nd Floor Miami Beach,FL. 33139 Dear Adrian: Pursuant toyour request and site inspections,below please find our estimate to provide parking lot sweeping 7 x per week as per the specifications to the 64 parking lots throughout the City of Miami Beach for the following costs:. Descriptionnnu Aal dost Labor, equipment, supervision to provide parking lot sweeping services to 64 parking lots. Includes emptying approximately(156)trash receptacles located throughout the $906,525.00 lots and proper disposal of collected debris. Cost includes vacuum street sweepers, fuel, and proper disposal of collected debris. Weekly hose down of P14 &P15. Notes: o Rates are based on the current Miami Beach Living Wage Ordinance. o Rates include proper disposal of all collected debris. o Waste receptacles pick up and disposal is included above. Respectfully Submitted, 9litgatiauc Tekucte Christian Infante President ACCEPTANCE OF PROPOSAL The above price, specifications, and conditions are satisfactory and-are hereby accepted. You are authorized to do the work as specified. Payments will be made within 30 days of receipt of invoice. Print Name Signature Date 1oft IHSFM SERVICES, INC. Monday,November 30, 2020 Re: Janitorial Services Mark Morgan City of Miami Beach 1833 Bay Rd. Miami Beach,FL. 33139 Dear Mark: Pursuant to your request and site inspections,below please find our estimate to provide the following janitorial services in the City of Miami Beach for the following costs. JLocat'o> l`_' '°lel 11 onthL© ___ Ann al E. a ` Parking Garage 12 7 days per week $4,530.00 $54,360.00 3 times per day Notes: o Above rates based on current Miami Beach Living Wage pay rate of$15.15 per hour. o Above rates based on specifications stated in RFP 2017-070-JC Respectfully Submitted, Ltiul TaKte Christian Infante i President 9700 N.W..79`h,Avenue,Hialeah Gardens,Fl.33016•Phone: (305)818-2424 Fax:(305)818-2428• 1115PM SERVICES, INC. Friday, October 02, 2020 Ref: Guardhouses Janitorial.Services Santiago Sellan City of Miami Beach 1833 Bay Rd Miami.Beach;FL 33139 Dear Santiago:: Pursuant to your request below please find our cost to provide additional Janitorial services one per week to the following Guardhouse Guardhouses: Price: Guardhouse Allison: 6313Allyson Rd, Miami Beach FL 33141 $22.96 per services Guardhouse Stillwater:_960 Stillwater Dr, Miami Beach FL 3141 $22.96.per services Respectfully Submitted, Pa4eale d Pascale Lopez. Janitorial Manager. ACCEPTANCE OF PROPOSAL The above prices,specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified.Payments terms: Upon completion of service. Signature Print Name Resolutions -C7 F MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Alina T. Hudak, City Manager DATE: May 12, 2021 SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE CITY MANAGER AND THE CLERK TO EXECUTE AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES AGREEMENT DATED MAY 28, 2019 WITH SFM SERVICES INC; SAID AMENDMENT: (1) APPROVING ADDITIONAL SITES AND SERVICES, IN THE AMOUNT OF $111,599.84, EFFECTIVE AS OF OCTOBER 1, 2020; AND (2) APPROVING THE ADDITION OF SWEEPING SERVICES FOR ALL CITY-OWNED SURFACE PARKING LOTS, WITH A TENTATIVE START DATE OF MAY 2021, IN THE TOTAL ANNUAL AMOUNT OF $906,525.00, INCREASING THE TOTAL CONTRACT PRICE TO AN AMOUNT NOT TO EXCEED $3,813,691.87 PER YEAR. SUPPORTING SURVEY DATA N/A Applicable Area Not Applicable Is this a"Residents Right Does this item utilize G.O. to Know" item, pursuant to Bon%1 Funds? City Code Section 2-14? No No Legislative Tracking Property Management ATTACHMENTS: Description ❑ Memorandum o Resolution and Agreement Page 163 of 859 i\/\IA v City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov COMMISSION MEMORANDUM To: Honorable Mayor Dan Gelber and Members of the City Commission FROM: Alina T. Hudak, City Manager DATE: May 12, 2021 SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE CITY MANAGER AND THE CLERK TO EXECUTE AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES AGREEMENT DATED MAY 28, 2019 WITH SFM SERVICES INC; SAID AMENDMENT: (1) APPROVING ADDITIONAL SITES AND SERVICES, IN THE AMOUNT OF $111,599.84, EFFECTIVE AS OF OCTOBER 1, 2020; AND (2) APPROVING THE ADDITION OF SWEEPING SERVICES FOR ALL CITY-OWNED SURFACE PARKING LOTS, WITH A TENTATIVE START DATE OF MAY 2021, IN THE TOTAL ANNUAL AMOUNT OF $906,525.00, INCREASING THE TOTAL CONTRACT PRICE TO AN AMOUNT NOT TO EXCEED$3,813,691.87 PER YEAR. RECOMMENDATION The Administration recommends that the Mayor and City Commission adopt the Resolution BACKGROUND On October 17, 2018, the City adopted Resolution No. 2018-30535 accepting the Administration's recommendation pursuant to Request for Proposal (RFP) No. 2017-070-JC, to simultaneously negotiate with Able Business Services Inc. and with SFM Services, Inc. the first and second ranked proposers respectively, for janitorial services. Said resolution further authorized the City Manager to select a primary contractor and a secondary contractor, based on the determination of the final negotiated proposals that offered the City the best combination of pricing and service. Consequently, on May 16, 2019, the City Mayor and Clerk executed a Professional Services Agreement with Able Business Services Inc. (Able) as the primary contractor for City garages (Zone 4) and City Parks (Zone 6) and serving as the secondary for Zones 2 and Zone 3. Furthermore, on May 28, 2019, the City Mayor and Clerk executed a Professional Services Agreement with SFM Services, Inc. (SFM) as the primary contractor for Zone 2 and Zone 3 and serving as the secondary contractor for Zone 4 and Zone 6 (the Agreement). On April 22, 2020, the Mayor and City Commission adopted Resolution No. 2020-31227, approving Amendment No. 1, which expanded the scope of the Agreement by retroactively approving the transfer of janitorial services for the City garages (Zone 4) and City parks (Zone 6)from Able Business Services, Inc. to SFM Inc. Further, said amendment expanded the scope by incorporating additional facilities which were not defined as part of RFP No. 2017-070-JC, including new City offices and locations. Page 164 of 859 On September 16, 2020, the Mayor and City Commission adopted Resolution No. 2020-31403, approving Amendment No. 2, which expanded the scope by incorporating additional facilities which were not defined as part of RFP No.2017-070-JC, including new City offices and locations. Further, said amendment retroactively approved additional services in response to the COVID- 19 pandemic for FY 2019-2020 only. Finally, said amendment also memorialized the living wage increase, under the City's Living Wage Ordinance effective January 1, 2020. ANALYSIS Pursuant to Section 49, of the Agreement, "Modification of Sites and Service Levels", the City Manager may request additional goods, services or facilities (items), collectively "Additional Services". In order to improve and maintain sanitary conditions in the City. Additional services were requested for facilities thereby requiring an increase to janitorial service days and hours. The total of these locations is $ 111,599.84 per year and is more particularly described in Exhibit C-3 to the proposed Amendment No. 3, attached hereto. Furthermore, in order improve the overall cleanliness of City-owned surface parking lots, additional sweeping services in the amount of $906,525.00 is being recommended. Accordingly, an Amendment is necessary to incorporate and memorialize the additional sites and services. CONCLUSION The Administration recommends that the Mayor and City Commission approve and authorize the City Manager and City Clerk to execute Amendment No. 3 to the Professional Services Agreement dated May 28, 2019 with SFM Services, Inc.; said amendment: (1) approving additional sites and services, in the amount of$ 111,599.84 per year, effective as of October 1, 2020; and (2) approving the addition of sweeping services for all City-owned surface parking lots, with a tentative start date of May 2021, in the total annual amount of $906,525.00, increasing the a total contract price to an amount not to exceed $3,813,691.87 per year. Page 165 of 859