C2K-Award Contract City Hall Elevator RenovationCOMMISSION ITEM SUMMARY
Condensed Title: I Request For Approval To Award A Contract Pursuant To Invitation To Bid (ITB) No. 183-2013, For City Hall Elevator Renovation.
tended Outcome Su orted:
well maintained facilities.
Supporting Data (Surveys, Environmental Scan, etc.):
Issue:
I Shall the City Commission approve the award of Contract?
Item Summary/Recommendation:
The purpose of Invitation to Bid (ITB) No. 183-2013 was to establish a contract, by means of sealed bids, with a qualified vendor(s), for the
complete modernization of one (1) service elevator at the Miami Beach City Hall, and three (3) passenger elevators at 7th Street Parking
Garage. This award recommendation is pertaining to the City Hall elevator portion of the ITB only, as the 7th Street Parking Garage portion
of the ITB was awarded on an emergency basis due to safety considerations of the status of the existing elevators at the 7th Street Parking
Garage.
Four (4) bids were received, in response to ITB 183-2013, from the following companies: Delaware Elevator of Florida, Inc.; Florida State
Elevator, LLC; Oracle Elevator Company; ThyssenKrupp Elevator Corporation. Florida State Elevator was deemed non-responsive to
comply with the licensure requirement. The low responsive, responsible bidder for both the City Hall and 7th Street Parking Garages is
Oracle Elevator Company.
Following the receipt of bids, on June 11, 2013, an emergency was declared by the City Manager to address unsafe conditions regarding
the elevators at the 7th St. Parking Garage. Over time, progressive water intrusion damage to the structural elements of the elevator car
caused extreme corrosion that resulted in a condition that made the elevator unsafe to remain in service. Consequently, the elevator had
been shut-down by the City's elevator inspection section due to a hazardous condition that developed in the structural integrity of the
elevator cab. See attached emergency approval request. As a result of the emergency, a Purchase Order for the 7th Street Garage portion
of the ITB was issued to Oracle Elevator Company, the lowest responsive, responsible bidder.
RECOMMENDATION:
Based on the aforementioned and considering the work for the 7Th Street Parking Garage has been awarded under an emergency
authorization, the Administration recommends that the Mayor and City Commission award a contract to Oracle Elevator Company, pursuant
to Invitation to bid (ITB) No. 183-2013, for City Hall portion of the ITB in the amount of $149,915.00.
Advisory Board Recommendation:
IN/A
Financial Information:
Source of Amount Account
Funds: 1 $149,915 Capital Renewal and Replacement Account No. 125-6973-
000350
~-2
3
OBPI Total $149,915
Financial Impact Summary:
Clerk's Office Le islative Trackin
er
MIAMI BEACH 105
AGENDA tTEM {!.. ;;l. k_
DATE 1-/7-/5
C9 MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Mem
FROM: Jimmy L. Morales, City Manager
DATE: July17,2013
SUBJECT: REQUEST FOR APPROVAL TO AWAR A CONTRACT TO ORACLE ELEVATOR COMPANY
PURSUANT TO INVITATION TO BID (ITB) NO. 183-2013, FOR CITY HALL ELEVATOR
RENOVATION.
ADMINISTRATION RECOMMENDATION
Approve the award of contracts.
KEY INTENDED OUTCOME
Ensure well maintained facilities.
FUNDING
The amount budgeted for the City Hall elevator renovation project was $208,137. Funding in the
amount required will be provided from the following accounts:
$149,915-Capital Renewal and Replacement Account No. 125-6973-000350
Additional funding, if required, will be subject to the review and approval of the Office of Budget and
Performance Improvement (OBPI).
ANALYSIS
The purpose of Invitation to Bid (IT B) No. 183-2013 was to establish a contract, by means of sealed
bids, with a qualified vendor( s ), for the complete modernization of one ( 1) service elevator at the
Miami Beach City Hall, and three (3) passenger elevators at th Street Parking Garage, as specified
herein. Following the modernization, bidder shall be responsible for the maintenance of the elevator
during the warranty period.
BID PROCESS
Invitation to Bid (ITB) No. 183-2013, was issued on May 10, 2013 with a bid opening date of May 31,
2013. Six (6) addenda were issued to provide additional information and to respond to questions
submitted by the prospective bidders, hence postponing the bid opening until June 5, 2013. Public
Purchase issued bid notices to 31 prospective bidders, and a total of 28 companies downloaded the
document. The notices resulted in the receipt of four ( 4) bids from the following companies:
1. Delaware Elevator of Florida, Inc.
2. Florida State Elevator, LLC
3. Oracle Elevator Company
4. ThyssenKrupp Elevator Corporation
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ITB 183-2013-City Hall and fh Street Parking Garage Elevator Renovations
July 17, 2013
Florida State Elevator was deemed non-responsive due to failure to meet the following minimum
requirement: "Bidders must be a Registered Elevator Company with Department of Business and
Professional Regulation (DBPR), Bureau of Elevator Safety, for a minimum of five (5) years': Florida
State Elevator licensure date with DBPR was only effective as of March 9, 2011.
Th t bl b I h e a e eow s ows th It f th e resu so b "tt db e pnces su m1 e ;y respons1ve b"dd I ers:
Company Name City Hall I 7th Street Garage Total i
no""'"·are Elevator I $ 166,599.00 "' ?65,520.00 i $432 119.00
nr~rlo l=lo· ator I $ 149,915.00 $ 149,890.00 I $ 299,805.00
ThyssenKrupp l $ 178,4 7 4.00 ~ 181,603.00 $ 360,077.00
Award is being recommended to Oracle Elevator Company, the lowest bidder for both locations.
Oracle Elevator has been in business since 2004. Oracle is one of the City's elevator maintenance
contractors. Their performance during the last five years in maintaining their contracted elevators
has been satisfactory.
Following the opening of bids received, an emergency was declared by the City Manager on June
11, 2013,, to address unsafe conditions on one of the elevators at the 71h St. Parking Garage. Over
time, progressive water intrusion damage to the structural elements of the elevator car caused
extreme corrosion that resulted in a condition that made the elevator unsafe to remain in service.
Consequently, the elevator had been shut-down by the City's elevator inspection section due to a
hazardous condition that developed in the structural integrity of the elevator cab. See attached
emergency approval request. As a result of the emergency, a Purchase Order was issued to Oracle
Elevator, the lowest bidder. According to Section 2-369 of the City Code, the emergency shall be
reported at the next regular meeting of the City Commission when supplies or services exceed
$25,000.
CONCLUSION:
Based on the aforementioned and considering the work for the 7Th Street Parking Garage has been
awarded under an emergency authorization, the Administration recommends that the Mayor and City
Commission award a contract to Oracle Elevator Company, pursuant to Invitation to bid (ITB) No.
183-2013, for City Hall portion of the ITB in the amount of $149,915.00.
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