C2C-Award Contracts Door Related Repair And Replacement ServicesCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Award Contracts To AAA Automated Door Repair, Inc., Best Garage Doors, Inc.,
And Dash Door And Closer Service, Inc., Pursuant To Invitation To Bid (ITS) No. 9-11/12, For Door Related
Repair And Replacement Services, In The Annual Estimated Amount Of $32,000 For Fiscal Year 2011/2012,
And $75,000 Annually For Subsequent Fiscal Years.
Key Intended Outcome Supported:
Ensure well maintained facilities.
Supporting Data (Surveys, Environmental Scan, etc.): The 2009 Customer Satisfaction Survey indicated
that 87.2% of residents, and 85% of businesses rated the appearance and maintenance of the City's public
buildings as excellent or good.
Issue:
I Shall the City Commission approve the award of Contracts?
Item Summary/Recommendation:
The purpose of Invitation to Bid (ITS) No. 9-11/12 is to establish a contract, by means of sealed bids, to a
qualified contractor(s) for the repair and replacement services for various types of doors, including wood
and metal doors, electric doors, gates and access control products installed throughout the City's facilities,
on an as needed basis.
The contract 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, at the sole option and discretion of the City Manager, for
three (3) additional years, on a year to year basis.
Bidsync issued bid notices to 43 prospective bidders. The notices resulted in the receipt of 3 bids from the
following companies: AAAAutomated Door Repair, Inc., Best Garage Doors, Inc., and Dash Door and Closer
Service, Inc.
The ITS stipulated that the City reserves the right to make multiple awards if deemed in the best interest of
the City. Award is being recommended to all three bidders, who will be requested pricing as the need arises.
The City has had experience working with these vendors in the past and has been satisfied with their
performance.
APPROVE THE AWARD OF CONTRACTS.
Advisory Board Recommendation:
I N/A
Financial Information:
Source of Amount
Funds: 1 $32,000
~ 2
3
4
OBPI 5
6
Total $32,000
Financial Impact Summary:
Clerk's Office Le islative Trackin
MIAMI BEACH
Account
Property Management Account 520-1720-000342
53
AGENDA ITEM _____,c_~_c_ __
DATE l.f-/1-/'L
C9 MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
TO:
FROM:
DATE:
SUBJECT:
COMMISSION MEMORANDUM
Mayor Matti Herrera Bower and Members of the City Commission
Jorge M. Gonzalez, City Manager ~ ,/
April11, 2012 U 0
REQUEST FOR APPROVAL TO AWARD CONTRACTS TO AAA AUTOMATED
DOOR REPAIR, INC., BEST GARAGE DOORS, INC., AND DASH DOOR AND
CLOSER SERVICE, INC., PURSUANT TO INVITATION TO BID (ITB) NO.9-
11/12, FOR DOOR RELATED REPAIR AND REPLACEMENT SERVICES, IN
THE ANNUAL ESTIMATED AMOUNT OF $32,000 FOR FISCAL YEAR
2011/2012, AND $75,000 ANNUALLY FOR SUBSEQUENT FISCAL YEARS.
ADMINISTRATION RECOMMENDATION
Approve the Award of contracts.
KEY INTENDED OUTCOME
Ensure well-maintained facilities.
FUNDING
Funding will be provided from the following account for Fiscal Year 2011/2012:
$32,000 Property Management Account 520-1720-000342
For subsequent Fiscal Years, commencing on October 1, 2012, the estimated annual cost of
$75,000 associated with door related repair and replacement services will be subject to
funds availability approved through the budgeting process.
Additional funding may be required due to increased need of services, subject to the review
and approval of the Office of Budget and Performance Improvement (OBPI).
ANALYSIS
The purpose of Invitation to Bid (ITB) No. 9-11/12 is to establish a contract, by means of
sealed bids, to a qualified contractor(s) for the repair and replacement services for various
types of doors, including wood and metal doors, electric doors, gates and access control
products installed throughout the City's facilities, on an as needed basis.
The ITB consisted of three groups as follows: Group 1: Interior/Exterior Metal and Wood
Doors and Frames, including Automatic Doors, and any related hardware; Group II: Roll-up
Doors and any related hardware; Group Ill: Access Control System, including Clicker Gates.
The contract 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, at the sole option and
discretion of the City Manager, for three (3) additional years, on a year to year basis.
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ITB 9-11112 -Door Related Repair and Replacement Services
April11, 2012
Page2
BID PROCESS
Invitation to Bid (the "ITB") No. 9-11/12, was issued on December 1, 2011 with a bid opening
date of December 22, 2011. Three (3) addenda were issued to provide additional
information and to respond to all questions submitted by the prospective bidders, thus
extending the bid opening due date to January 5, 2012. Bidsync issued bid notices to 43
prospective bidders. The notices resulted in the receipt of 3 bids from the following
companies:
• AAA Automated Door Repair, Inc.
• Best Garage Doors, Inc.
• Dash Door and Closer Service, Inc.
See attached Bid Tabulation.
The ITB stipulated that award of this contract may be made to a primary and secondary
lowest and best bidder per Group, as defined in General Conditions 1.38, whose bid will be
the most advantageous to the City of Miami Beach. The City reserved the right to make
multiple awards if deemed in the best interest of the City.
Prices were submitted on a Time and Materials basis, at firm, fixed hourly labor rates and
percentage markup on materials, and/or percentage off price lists, for those manufacturers
Bidder represents. When a repair/replacement is required, bidders will be requested a
proposal. Bidders are responsible for inspection of equipment/materials and location, taking
measurements when required, and making themselves aware of the total requirements
before submitting a proposal. The nature of the project may require the work of various
trades to complete the project. The contractor shall provide services of any and all trades as
may be required to complete the job. All such costs shall be included in the bidder's
proposal.
The proposal shall include total labor cost, cost of materials required to complete the work,
and estimated time to complete the work. Level of personnel assigned to repair/replacement
and allocated hours must be appropriate to job type, and are subject to review and approval
by the City prior to commencement of any work. In addition to price, the City will consider
completion times when assigning work orders under the contract.
Award is being recommended to all three bidders, who will be requested pricing as stated
above when the need arises. The City has had experience working with these vendors in the
past and has been satisfied with their performance.
AAAAutomated Door Repair, Inc. has provided door related services for the 23 years. AAA
has worked with the City of Miami Beach since 1986.
Best Garage Doors was incorporated in Miami-Dade County in 1983. Best has been
servicing and installing doors for many years for various governmental institutions, including
Miami-Dade County, Homestead Air Force, Broward County, City of Hialeah, Coral Gables
and Oakland Park among others.
Dash Door and Closer Service, Inc. has been in business since 1955. Dash Door currently
holds the contract with Miami International Airport for the maintenance of automatic doors.
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ITB 9-11112 -Door Related Repair and Replacement Services
April11, 2012
Page3
CONCLUSION:
Based on the aforementioned, the Administration recommends that the Mayor and City
Commission award contracts to AAA Automated Door Repair, Inc., Best Garage Doors, Inc.,
and Dash Door and Closer Service, Inc., pursuant to Invitation to Bid (ITB) No. 9-11/12, for
door related repair and replacement services, in the annual estimated amount of $32,000 for
Fiscal Year 2011/2012, and $75,000 annually for subsequent fiscal years.
T:\AGENDA\2012\4-11-12\ITB 9-11-12 Door Repairs and Replacement MEMO.doc
56
ITB 9-11/12-BID TABULATION
DOOR RELATED REPAIR AND REPLACEMENT SERVICES
GROUP I. DOORS: METAL, WOOD, AUTOMATIC, SLIDING
AAA DOOR REPAIR DASH DOOR AND CLOSER
Hourly Labor Hourly Labor Hourly Labor Hourly Labor
Rate I Rate II Rate I Rate II
Description (Straight Time) (Overtime) (Straight Time) (Overtime)
Project Manager $60.00 $90.00 $77.00 $115.00
Journeyman $60.00 $90.00 $70.00 $105.00
Helper/Apprentice $45.00 $67.50 $56.00 $84.00
Specialist/Technician $60.00 $90.00 $75.00 $112.50
Emergency Call $350 Flat Fee $150_Qius Labor and Materials
20% above vendor cost and
Parts and Supplies 20% discount Mfg Price List 20% Discount Mfg Price List
GROUP II. ROLL UP DOORS
BEST GARAGE DOOR
Hourly Labor Hourly Labor
Rate I Rate II
Description (Straight Time) (Overtime)
Journeyman $60.00 $60.00
Helper/Apprentice $16.00 $16.00
Emergency Call $220
Parts and Supplies 18% above Vendor Cost
GROUP Ill. ACCESS CONTROL, CLICKER GATES
AAA DOOR REPAIR
Hourly Labor Hourly Labor
Rate I Rate II
Description (Straight Time) (Overtime)
Project Manager $60.00 $90.00
Journeyman $60.00 $90.00
Helper/ Apprentice $45.00 $67.50
Specialist/Technician $60.00 $90.00
Emergency Call $350 Flat
20% above vendor cost and 20%
Parts and Supplies discount Mfg Price List
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