C2E-Award Contract Purchase And Delivery Of Magnetic Portable Dance FloorsCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Award A Contract To Mity-Lite Inc. Pursuant To Invitation To Bid 11-11/12,
For Purchase And Delive Of Ma netic Portable Dance Floors, In The Total Amount Of $75,373.15.
Key Intended Outcome Supported:
Improve Convention Center Facility.
Supporting Data (Surveys, Environmental Scan, etc.): 2009 Community Satisfaction Survey
indicated 61 % occupancy of the Miami Beach Convention Center
Issue:
Shall the City Commission Approve The Award of Contract?
Item Summary/Recommendation:
On November 15, 2011, Invitation to Bid (the "ITB") No. 11-11/12, was issued, a Pre-Bid Conference
was held on November 29, 2011. Two (2) Addendums were issued to provide additional information
and to respond to all questions submitted by the prospective bidders, thus extending the bid opening
due date from December 13, to December 16, 2011.
Bid Net issued bid notices to 90 prospective bidders. Additionally, the Procurement division notified 10
other contractors via e-mail, which resulted in the receipt of four (4) bids from the following vendors:
(1) PS Furniture, Inc., (2) Mity-Lite Inc., (3) SICO America, Inc., (4) Stagestep Inc.
After review of the bids received it was determined that three (3) bidders were non-responsive for the
following reasons: (1) PS Furniture was deemed non-responsive for failure to provide the bid form by
the bid opening date/time, (2) SICO America, Inc. was deemed non-responsive and notified via letter
dated January 4, 2011, after determining that the proposed portable dance floors did not meet the bid
specifications ("magnetic"); and (3) Stagestep, Inc. was deemed non-responsive for failure to meet bid
specifications after a sample of the dance floor was analyzed .
An administrative review of the remaining bidders' qualifications, experience, capability, and
performance evaluations was conducted. Based on analysis, Mity-Lite Inc. was recommended for
award.
The Administration recommends Approving the Award.
Advisory Board Recommendation:
Financial Information:
Source of Amount
~ 1 $75,000 440-6036-000672
2 $373.15 440-6808-000676
p Total $75,373.15
Financial Impact Summary: N/A
Clerk's Office Le islative Trackin
Gus Lopez, Director Ext # 6641
Si
ity Manager
PDW __
MIAM1BEACH 51
Account
AGENDA 1TEM c .;J. E
DATE ,J.-ff-12-
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO:
FROM:
re~.~~~~r and Members of the City Commission
J~e M. Gonzalez, ~nager
DATE: February 8, 2012
SUBJECT: REQUEST FOR APPROVAL TO AWARD A CONTRACT TO MITY-LITE INC.,
PURSUANT TO INVITATION TO BID (ITB) NO. 11-11/12, FOR PURCHASE
AND DELIVERY OF MAGNETIC PORTABLE DANCE FLOORS, IN THE
ESTIMATED ANNUAL AMOUNT OF $75,373.15. ""
ADMINISTRATION RECOMMENDATION
Approve the Award of the contract.
KEY INTENDED OUTCOME
Improve Convention Center Facility.
FUNDING
$75,373.15 from Convention Center Fund previously appropriated in FY 2011/12
Capital Budget.
ANALYSIS
The purpose of this bid was to establish a contract to furnish all labor, material, equipment,
supervision and transportation necessary to supply and deliver magnetic portable dance
floors for the Miami Beach Convention Center, from a source of supply that will give prompt
and efficient service.
This Contract shall remain in effect from the time of award by the Mayor and City
Commission until completion of delivery.
BID PROCESS
On November 15, 2011, Invitation to Bid (the -':ITS") No. 11-11/12, was issued, a Pre-Bid
Conference was held on November 29, 2011. Two (2) Addendums were issued to provide
additional information and to respond to all questions submitted by the prospective bidders,
thus extending the bid opening due date from December 13, to December 16, 2011.
BidNet issued bid notices to 90 prospective bidders. Additionally, the Procurement division
notified 10 other contractors via e-mail, which resulted in the receipt of four (4) bids from the
following vendors:
1. PS Furniture, Inc.
2. Mity-Lite Inc.
52
Commission Memo
ITB 11-11/12
February 8, 2012
3. SICO America, Inc.
4. Stagestep Inc.
After review of the bids received it was determined that two (2) bidders were non-responsive
for the following reasons:
• PS Furniture was deemed non-responsive for failure to provide the bid form by the
bid opening date/time (December 16, 2011 at 3:00pm}, as revised by Addendum No.
2.
• SICO America, Inc. was deemed non-responsive and notified via letter dated
January 4, 2011, after determining that the proposed portable dance floors did not
meet the bid specifications ("magnetic").
In determining the lowest and best bidder, the City utilized the "Best Value" Procurement
process to select a contractor with the experience and qualifications; the ability; capability,
and capacity; and proven past successful performance for the electric motor rewind and
repair services.
An administrative review of the two (2) responsive bidders' qualifications, experience,
capability, and performance evaluations was conducted by the following individuals:
• Max Sklar, Division Director, Tourism and Cultural Development Department;
• Angelo Grande, Director of Operations, Miami Beach Convention Center.
Samples of the dance floors from both Mity-Lite Inc. (Mity-Lite) and Stagestep Inc.
(Stagestep) were requested and compared because of the significant difference in price
between the two bidders. Upon review of the sample from both bidders, it was determined
that Stagestep's bid was deemed non-responsive for failure to meet the bid specifications.
In exercising the City's due diligence, staff compared the pricing provided by Mity-Lite for
dealers (which in turn sell the magnetic portable dance floors at a profit) versus the pricing
Mity-Lite submitted per the ITB. Staff tabulated a total of $8,089.85 in savings, as follows:
36' x 36' magnetic portable
dance floor kit-to include all
edges, corners and carts
for storage (oak finish,
1 2 146.92
8' x 16' magnetic portable
dance floor kit-to include all
edges, corners and carts
for storage (oak finish,
2 1 274.93
53 2
Commission Memo
ITB 11-11/12
February 8, 2012
Universal Corner; silver
metal -to fit either dance
3 floor (each)
Universal border steel edge
ramp; silver -to fit on either
dance floor perimeter
4 (each)
Cost of Freight
Total Amount
Guaranteed delivery (in calendar
days after receipt of order)
2
10
$ 880.00 $ 960.00 $ 80.00
$ 862.00 $ 950.00 $ 88.00
$ -$ 3,500.00 $ 3,500.00
$ 75,373.15 $ 83,463.00 $ 8,089.85
30 days
Therefore, it can be determined that the pricing for the magnetic portable dance floors bid by
Mity-Lite is fair and reasonable. Mity-Lite proposes "Magnatech" portable dance floors,
which specifications note that magnets will not interfere with electronics, medical devices
(i.e.-pacemakers), credit cards or hotel room keys.
Based on the analysis of the bids received, it is recommended that the City commission
approve a contract award to Mity-Lite.
CONCLUSION
Based on the aforementioned, the Administration recommends that the Mayor and City
Commission Awards a Contract to Mity-Lite, pursuant to ITB No. 11-11/12, for Purchase and
Delivery of Magnetic Portable Dance Floors in the total amount of $75,373.15.
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