C2E-Award Contracts Elevator Inspection ServicesCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Award Contracts To Miami Elevator Inspection, A-1 Elevator Inspection, Inc. and
Up & Down Elevator Inspection For Elevator Inspection Services Pursuant to ITB No. 33-11/12 In The
Estimated Annual Amount of $240,000; And Further Approving A Month To Month Extension Of The
Current Elevator Inspection Services Contract With Miami Elevator Inspection, Dade Elevator Inspection
And Consulting Services, And Vertical Assessment Associates, Expiring on April 30, 2012 (The Current
Contract), With Said Extension Commencing Retroactively on May 1, 2012, And Terminating, For
Convenience And Without Cause, At Such Time As A Contract With The Successful Proposer Is
Executed.
Key Intended Outcome Supported:
Ensure Well-maintained infrastructure; Make the City more Business Friendly
Supporting Data (Surveys, Environmental Scan, etc.):
Issue:
Shall the City Commission Approve The Award of Contract?
Item Summary/Recommendation:
The purpose of Invitation to Bid No. 33-11/12 (the "Bid") is to establish a contract, by means of sealed bids
for the supply of all labor, materials, tools, and equipment necessary to provide inspection of elevators on
an as needed basis, from a source(s) of supply that will provide these products in a timely manner.
The contracts shall remain in effect for one ( 1) 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.
The Bid was issued on March 15, 2012, with an opening date of April 16, 2012. A pre-bid meeting to
provide information to the suppliers submitting a response was held on March 30, 2012.
On April26, 2012, the Technical Review Panel convened to discuss the bidder's qualifications, experience,
capability, and performance evaluations received. It was determined to be in the best interest of the City to
recommend A-1 Elevator Inspection, Inc., Up & Down Elevator Inspection and Miami Elevator Inspection
based on the lowest submitted price ranges.
The Administration recommends that the Mayor and City Commission accept the City Manager's
recommendation to award contracts to Miami Elevator Inspection, A1-Eievator Inspection, Inc. and Up &
Down Elevator Inspections for Elevator Inspection Services pursuant to ITB No. 33-11/12 in the estimated
annual amount $240,000.
The Building Department has budgeted $242,250 for elevator inspection services for FY2012.
Expenditures to date for this Fiscal Year are $115,535. Therefore, the requested balance of FY2012 is
$126,715.
AWARD OF CONTRACT
Advisory Board Recommendation:
I N/A
Financial Information:
Amount
1 $126,715
Total
Financial Impact Summary: N/A
City Clerk's Office Legislative Tracking: I Raul Aguila
MIAM1BEACH
Account
Building Department Operating Fund -Professional
Services Account No. 011-1510-0000312
AGENDA ITEM C ,;2 E..
41 DATE 5-f-/2-
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Members of the 'ity Commission
FROM: Jorge M. Gonzalez, City Manager
DATE: May 9, 2012
SUBJECT: REQUEST FOR APPROVAL TO AWARD CONTRACTS TO THE FOLLOWING
VENDORS: MIAMI ELEVATOR INSPECTION, A-1 ELEVATOR INSPECTION,
INC. AND UP & DOWN ELEVATOR INSPECTION AS THE LOWEST AND BEST
BIDDERS, PURSUANT TO INVITATION TO BID NO. 33-11/12, FOR ELEVATOR
INSPECTION SERVICES IN THE ESTIMATED ANNUAL AMOUNT $240,000;
AND FURTHER APPROVING A MONTH TO MONTH EXTENSION OF THE
CURRENT ELEVATOR INSPECTION SERVICES CONTRACT WITH MIAMI
ELEVATOR INSPECTION, DADE ELEVATOR INSPECTION AND CONSULTING
SERVICES, AND VERTICAL ASSESSMENT ASSOCIATES, EXPIRING ON
APRIL 30, 2012 (THE CURRENT CONTRACT), WITH SAID EXTENSION
COMMENCING RETROACTIVELY ON MAY 1, 2012, AND TERMINATING, FOR
CONVENIENCE AND WITHOUT CAUSE, AT SUCH TIME AS A CONTRACT
WITH THE SUCCESSFUL PROPOSER IS EXECUTED
ADMINISTRATION RECOMMENDATION
Approve the award of contracts.
BID AMOUNT AND FUNDING
Funding will be provided from the following account for Fiscal Year 2011/2012 (FY12):
$126,715 Building Department Professional Services Account No.
011-1510-000312
The Building Department has budgeted $242 1250 for elevator inspection services for
FY2012. Expenditures to date for this Fiscal Year are $115,535. Therefore, the requested
balance of FY2012 is $126,715.
For subsequent Fiscal Years, commencing on October 1, 2012, the estimated annual cost of
$240,000 associated with elevator inspection services will be requested as part of the
Building Department operating budget.
42
Commission Memorandum -ITB-33-11112
May 9, 2012
Page 2 of 4
KEY INTENDED OUTCOME SUPPORTED
Make the City more Business Friendly
Ensure Well-Maintained Facilities
ANALYSIS
The purpose of Invitation to Bid No. 33-11/12 (the "Bid") was to establish a contract, by
means of sealed bids for the supply of all labor, materials, tools, and equipment necessary
to provide inspection of elevators on an as needed basis, from a source(s) of supply that will
provide these products in a timely manner.
The contracts shall remain in effect for one (1) 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.
The Bid was issued on March 15, 2012, with an opening date of April 16, 2012. A pre-bid
meeting to provide information to the suppliers submitting a response was held on March
30, 2012.
BidNet issued bid notices to 54 prospective bidders, and 31 additional bidders were notified
by the Procurement Division via mail, e-mail, and fax transmission, which resulted in the
receipt of the following six (6) bids:
1. Miami Elevator Inspection
2. Dade Elevator Inspections, Inc.
3. A-1 Elevator Inspection, Inc.
4. Up & Down Elevator Inspection, Inc.
5. Vertical Assessment Associates, LLC
6. Lerch Bates
The ITB process was structured to bid the work on a per inspection basis, allowing the
opportunity to combine the annual inspections with the witnessing test inspections. The City
will reserve the right to utilize either vendor for any category, should the primary awardees
fail to provide the needed services or additional work is required to be performed.
On April 26, 2012, the Technical Review Panel convened to discuss the bidder's
qualifications, experience, capability, and performance evaluations received. It was
determined to be in the best interest of the City to recommend A-1 Elevator Inspection, Inc.,
Up & Down Elevator Inspection and Miami Elevator Inspection based on the lowest
submitted price ranges.
The Building Department estimates that the yearly range for inspections services will be
between 1800 to 2000 yearly inspections for all categories except for CAT 5, which is done
every five (5) years. Therefore primary and secondary awards are based on said estimates.
(see attached cost tabulation of all bidders)
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Commission Memorandum -/TB-33-11112
May 9, 2012
Page 3 of 4
I P =Primary I A-1 ELEVATOR
I S= ;secondary I INSPECTION, INC.
I. TRACTION ELEVATOR SYSTEMS
Bid 1: Periodic Inspections
Per unit/inspection p $ 65.00
Incomplete inspection p $ 50.00
Bid 2: Witnessing of Test Cat. 1
Per unit/test P$ 70.00
Incomplete test P$ 50.00
Bid 3: Witnessing of Test Cat. 5
Per unit/test P$ 130.00
Incomplete test P$ 100.00
Bid 4: Combined Periodic Inspections and
Witnessing of Test Cat. 1
Per unit/both reports P$ 100.00
Incomplete reports $ 80.00
II. HYDRAULIC ELEVATOR SYSTEMS
Bid 5: Periodic Inspections
Per unit/inspection P$ 50.00
Incomplete inspection P$ 40.00
Bid 6: Witnessing of Test Cat. 1
Per unit/test P$ 50.00
Incomplete test P$ 40.00
Bid 7: Combined Periodic Inspections and
Witnessing of Test Cat. 1
Per unit/both reports P$ 85.00
lncomj>lete re!>_orts S$ 7o.oo ·
Ill. ELEVATOR COMPLIANCE INSPECTION
Fee for combined Compliance Inspection
Report with action AP or DN and new Periodic
P$ 65.00 Inspection Report as per description above
Fee for each Compliance Inspection, with
action AP or ON without any new violation
Periodic Inspection Report as per description
P$ 30.00 above
A-1 Elevator Inspections, Inc.
UP&DOWN
ELEVATOR MIAMI ELEVATOR
INSPECTION INSPECTION
S$ 75.00 $ 80.00
S$ 50.'00. $ 80.00
S$ 75.00 $ 85.00
. S$ 50;00 $ 85.00
$ 200.00 S.$ ... • .. 115.00'., .. :
S$ 150.00 $ 175.00
$ 125.00 $ 120.00
P$ 75.00 $ 120.00
S$ :V5:00. $ 80.00
s:$. 40:00> $ 80.00
S$ so:oo.· $ 75.00
S$ 40;00 $ 75.00
S$ 100:00 $ 110.00
P$ 60.00 $ 110.00
$ 100.00 "S:$ •· .. 75.:0.0
$ 100.00 s$········ .. 7:5;00
A-1 Elevator Inspection, Inc. was founded in July 2000. They have a full customer service
staff available Monday thru Friday. Inspectors are nationally certified (QEI), as well a$
Florida Certified (CEI). None of their inspectors have ever had their QEI license revoked. A-
1 inspector's are hired & insured through A-1 Elevator Inspection, Inc. Vice President, F.
Charlie Slater, is an elevator industry continuing education instructor for NAESA
International, a member of NAESA International's board of directors, the current president of
the Florida Elevator Inspectors Association and a member of two ASME A 17.1 working
committees. A-1 Elevator Inspection, Inc. has a physical office located at 433 Plaza Drive,
Tarpon Springs, FL 34689 staffed with four dedicated individuals.
44
Commission Memorandum-/TB-33-11112
May 9, 2012
Page 4 of 4
Up & Down Elevator Inspections, Inc.
Up & Down Elevator Inspections Inc., founded in August 2004, is a full service vertical
transportation inspection company, with offices in Miami and Fort Myers, Florida. President,
Peter Rivero, has been in the elevator industry for over 20 years and received his
inspector's license in 2002. Registered with the State of Florida's Bureau of Elevator Safety,
inspectors are QEI-certified through the National Association of Elevator Safety Authorities
(NAESA) or Work Preservation Fund, and are accredited by the American Society of
Mechanical Engineers (ASME).
Miami Elevator Inspection
Miami Elevator Inspection is a local company that has been in business since 2007. Owner,
Jorge Fernandez, has been in the elevator industry since 1992. He has worked as an
inspector under contract with City of Miami Beach for the last three (3) years and with
Miami-Dade County. Miami Elevator Inspection meets the minimum requirements set forth in
ITB# 33-11/12 and has submitted proof of the applicable Certified Elevator Inspector
Licenses required.
CONCLUSION
Based on the aforementioned, the Administration recommends that the Mayor and City
Commission accept the City Manager's recommendation to award contracts to Miami
Elevator Inspection, A1-Eievator Inspection, Inc. and Up & Down Elevator Inspections for
Elevator Inspection Services pursuant to ITB No. 33-11/12 in the estimated annual amount
of $240,000; and further approving a month to month extension of the current contract with
Miami Elevator Inspection, Dade Elevator Inspection and Consulting Services, and Vertical
Assessment Associates, expiring on April 30, 2012 (the current contract}, with said
extension commencing retroactively on May 1, 2012, and terminating, for convenience and
without cause, at such time as a contract with the successful proposer is executed.
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