C2C-Award Contracts Emergency Board Up And Securing ServicesCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Award Contracts To A Quick Board Up Services, Inc., As Primary Vendor And To Sanchez
Arango Construction, As Secondary Vendor, Pursuant to Invitation To Bid (ITS) No. 63-11/12 For Emergency Board
Up And Securing Services, In The Estimated Annual Amount of $60,000 For FY 2013.
Key Intended Outcome Supported:
Ensure Safety and Appearance of Building Structures and Sites.
Supporting Data (Surveys, Environmental Scan, etc.): In Fiscal Year 2011/12, the Building Department
l::ontracted for 13 board-ups of properties totaling $53,044.00. Fiscal Year 2010/11 expenditures totaled $54,989,
~nd Fiscal Year 2009/10 expenditures totaled $106,222 (reflecting the heir~ht of the financial crisis).
Item Summary/Recommendation:
The purpose of Invitation to Bid No. 63-11/12 (the "Bid") is to award contracts for emergency board-up and securing
services that will allow the Building Department to address the safety and security issue of abandoned buildings,
including furnishing all materials, labor, supervision, means of transportation, permits, licenses, equipment and
incidentals necessary for the emergency board-up and securing of buildings and structures citywide on an as needed
basis. These services are often initiated by the Police Department, the Code Compliance Division of the Building
Department, or the Building Department directly in response to crime, public safety, neighborhood aesthetics or other
quality of life issues that impact the City.
Services are requested by the Building Department following a determination of non-compliance with a code
violation. The property owner is billed for the board-up service upon receipt of the invoice for services rendered In
addition to verification from the Chief Code Compliance Inspector that the board-up and securing services have been
provided. The property owner has 30 days to satisfy the outstanding city bill for the services. If the bill has not been
paid in 30 days the owner of the property is issued via regular postage a 20 day lien warning notification {intent to
lien). If the owner has not complied by the 21st day the lien process is initiated. Property owners usually settfe the
lien when the property is being sold. Many of these owners are absentee landlords or residents who reside in another
state or out of the country. Typically, in the case of absentee landlords, the communication in reference to board-up
and securing services is often handled by the owner's representative, (i.e., a management company or attorney}.
The Bid was issued on October 4, 2012 and on October 18, 2012 a pre-bid meeting was held. Ninety (90) bid notices
were issued, eighty-six (86) through the Bid Net system and another four (4) through the Procurement Division. Ten
(10) vendors downloaded the bid documents. On Noveml)er 2, 2012, bids were opened. Two (2) bids were received
from: A Quick Board Up Service, Inc., and Sanchez Arango Construction.
After review of bids received, the Administration is recommending award to a primary and a secondary bidder (in the
event that primary is unable to perform) as follows: A Quick Board Up Service, Inc, as the primary lowest responsive
bidder, and to Sanchez Arango Construction as the secondary lowest responsive bidder.
This new contract(s) entered into with the successful bidder(s) will have an initial term of two (2) years, and may be
renewed at the sole discretion of the City, through its City Manager, for three (3) additional one {1} year terms.
Funding for future years is contingent on approval of future year budgets.
The contracts will offer more flexible resources to ensure that the Building Department fulfill the securing and board
up needs in a timely manner while always securing the lowest cost.
APPROVE THE AWARD OF THE CONTRACTS.
Advis~oard Recommendation:
L~~--~~--~~--~--~--~~~--Financiallntormation: Expenditures incurred by the City are billed to the respective property owner and funding
availabili is based billin of these expenses. ;:.:-;.;::::S.:.:;o:.:::u~r:.:..c'-'e:.::::o...::f===.;.:.:=t...:::.:..;.., A::.: .. :::::m;::o:,.u:::.:nx.t:.:::.:.;r-1 =-. ..----,.,..,....., . ..---..-----~---,-A-c-co_u_n_t_·::-c· -~..-----.~-.. -. -....,-.. -. -.-.
Funds: ~· I $60,000 i Board up Demolmon Services No. 188-6801-000340 1tJ lll. $60.000 I
OBPI ------~------~--~--------------·----------------~
Financial Impact Summary: Funding for future years beyond FY2013 is contingent on approval of future year
~budgets. ~--·------·
City C_!erk's Office Legislative Tracking:_~-----------------------~· fNex Denis, Director Ext# 6641 J
Sign-Offs:
SS AD .\l / JGG )/ft·· POW ___ _ -··~ (
MIAMI BEACH 34
/
AGENDA ITEM C :;;2 c._
DATE l-/tdr-l3
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, wvtw.miomibeachfLgov
TO:
FROM:
DATE:
SUBJECT:
COMMISSION MEMORANDUM
Mayor Matti Herrera Bower and Members of the City Commission
Kathie G. Brooks, Interim City Manager/;('~/--.
January 16, 2013
REQUEST FOR APPROVAL TO AWARD CONTRACTS TO A QUICK BOARD
UP SERVICE AS PRIMARY VENDOR AND TO SANCHEZ ARANGO
CONSTRUCTION AS SECONDARY VENDOR PURSUANT TO INVITATION TO
BID (ITB) NO. 63 .. 11/12 FOR EMERGENCY BOARD UP AND SECURING
SERVICES, IN THE ESTIMATED ANNUAL AMOUNT OF $60,000.
ADMINISTRATION RECOMMENDATION
Approve the award of contracts.
KEY INTENDED OUTCOME SUPPORTED
Ensure safety and appearance of building structures and sites
FUNDING
The estimated expenditure for FY 2012/13 Is based on prior experience for emergency
board up and securing services. Expenditures incurred by the City are billed to the
respective property owner and funding availability is based on billing these expenses.
Uncollected amount at year-end will be funded by the Building Department.
$60,000 Board up Demolition Services No. 188-6801-000340
ANALYSIS
The purpose of Invitation to Bid No. 63-11/12 (the "Bid") was to pre-qualify bidders for the
purchase of emergency board-up and securing services whereas all work shall include the
furnishing of all materials, labor, supervision, means of transportation, permits, licenses,
equipment and incidentals necessary for the emergency board-up and in the securing of
buildings and structures citywide on an as needed basis for the term of the contract.
The property owner is billed for the board-up service upon receipt of the invoice for services
rendered in addition to verification from the Chief Code Compliance Inspector that the
service has been provided. The customer has 30 days to satisfy the outstanding city bill for
the board-up service for which they have been billed. If the bill has not been paid in 30 days
the owner of the property is issued via regular postage a 20 day lien warning notification
(intent to lien). If the owner has not complied by the 21st day the lien process is initiated.
Of the violations issued annually, approximately six {6) to ten (1 0) violations are issued
annually as a result of non-payment. Property owners usually settle the lien when the
35
Commission Memorandum -ITB-63·11112 Emergency Board-up and Securing Services
January 16, 2013
Page 2 of4
property is being sold. Many of these owners are absentee landlords or residents who
reside in another state or out of the country. Typically the communication in reference to
board-ups is handled by the owner's representative, i.e a management company or an
attorney.
For the past three (3) years, the Building Department has utilized the services of A Quick
Board Up Service, Inc, Pillar Consultants, Inc., and TCS Empire, Inc. Pursuant to ITB 11-
09/1 0 for the emergency board up and securing services. The total expenditures for the life
of the contracts have been $129,027.59. These contracts will expire on February 2, 2013.
This new contract(s) entered into with the successful bidder(s} will have an initial term of two
(2) years. and may be renewed at the sole discretion of the City, through its City Manager,
for three (3) additional one (1) year terms. Funding for future years is contingent on approval
of future year budgets.
BID PROCESS
The Bid was issued on October 4, 2012, with an opening date of November 2, 2012. A pre-
bid meeting was held October 18, 2012 to provide information to the bidders submitting at
bid.
Ninety (90) bid notices were issued, eighty-six (86) through the BidNet system and another
four (4) through the Procurement Division. Ten (10) vendors downloaded the bid
documents. Two (2) bids were received from: A Quick Board Up Service, Inc., and Sanchez
Arango Construction.
The responsiveness test performed by the Procurement Division resulted in all bids received
being deemed responsive.
A Technical Review Panel {"the Panel") consisting of the following individuals reviewed the
responsive bids and made the final recommendation:
• Adrian Avalos, Chief Building Code Compliance Officer, Building Department
• Richard McConachie, Assistant Director, Building Department
• Sonia LeCounte, Office Associate V
The Administration is recommending award to a primary and a secondary bidder (in the
event that primary is unable to perform) as follows: A Quick Board Up Service, Inc, as the
primary lowest responsive bidder, and to Sanchez Arango Construction as the secondary
lowest responsive bidder. (See Appendix "A''-Tabulated results).
The !TB process requested bidders to submit unit pricing for the items/tasks most frequently
used by the Building Department to properly secure buildings. The structure of this ITB
would allow the Building Department to anticipate and accurately estimate the cost of the
majority future board up or securing projects while guaranteeing the lowest possible cost.
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Commission Memorandum -ITB-63-11112 Emergency Board-up and Securing Services
January 16, 2013
Page 3 of 4
COMPANY PROFILES
A Quick Board Up Service, Inc
A Quick Board Up Service, inc. has been in business for twenty years and has provided
services for the City of Pompano Beach, City of Hollywood, City of North Miami Beach, City
of Lauderdale Lakes, City of Lauderhill, and City of Fort Lauderdale. A Quick Board Up
Service, Inc. was highly rated by the performance evaluation surveys and the references
received. A Quick Board Up Service, Inc. is the lowest bidder and holds a General
Contractor license.
Sanchez Arango Construction
Sanchez Arango Construction has been in business for seventeen years and has provided
services for the City of Miami, Miami Dade County, Clear Channel Outdoor, and Florida
Department of Transportation. Sanchez was highly rated by the performance evaluation
surveys. Sanchez holds a Certified General Contractor.
CITY MANAGER'S REVIEW
After considering the review and recommendation of City staff, the Interim City Manager
exercised her due diligence and is recommending to the Mayor and the City Commission to
award the contracts to A Quick Board Up Service, Inc., and Sanchez Arango Construction.
CONCLUSION
Based on the aforementioned, the Administration recommends that the Mayor and City
Commission accept the City Manager's recommendation to award contracts to A Quick
Board Up Service, Inc., as primary vendor and To Sanchez Arango Construction, Inc. as
secondary vendor for Emergency Board Up and Securing Services, pursuant to invitation to
bid (ITB) No. 63-11/12, in the estimated annual amount of $60,000.
T:IAGENDA\2013\January 16\ITB-63~1 H2 Board-up Services ~mo.doc
37
w 00 10 Additional Charges (if applicable} (minimum charge per call) F:IPURC\$ALL\Shirely\Bids11-12\!T8#63-11-12 Securing Abandoned Building\ Commission· Memo.doc A QUICK BOARD UP SERVICES, INC. $225.00 SANCHEZ ARANGO CONSTRUCTION $50.00
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