C2C-Award Contract Installation Removal Maintenance And Storage Of Holiday DecorCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Award A Contract Pursuant To Invitation To Bid (ITB) No. 179-2013SW,
For The Installation, Removal, Maintenance And Storage Of Holiday Decorations Not To &ceed
The Amount Of $232,788 Annually, And Further Referring The Selection Of Displays To The
Finance And Citywide Projects Committee.
Key Intended Outcome Supported:
Ensure Safety And Appearance Of Building Structures And Sites; Increase Satisfaction With Family
Recreational Activities.
Su_m>orting Data (Surveys, Environmental Scan, etc.):
Item Summary/Recommendation:
Each year during the end-of-year holiday season at various locations citywide decorations are displayed for
the enhancement of the beauty of the surrounding areas. The purpose of Invitation to Bid (ITB) 179-
2013SW was to establish a contract by means of competitive sealed bids to a qualified provider to inspect,
install, maintain, remove and provide storage (when not in use) of the City-owned holiday decorations and
also provide rental of holiday LEO lighting inclusive of installation, maintenance, daily inspection, and
removal.
Invitation to Bid {ITB) 179-2013SW was issued on September 6, 2013, with an opening date of September
24, 2013. A total of fifty-eight (58) bid notices were issued and six (6) bidders accessed the advertised
solicitation which resulted in the recetpt of two (2) bids from the following firms:
• Christmas Designers, Inc.
• South Florida Lighting Team d/b/a Miami Christmas Lights
The ITB required fixed total pricing for citywide locations. As indicated in Attachment A, Miami Christmas
Ughts submitted the lowest total price. However, the ITB requir-ed bidders to provide evidence, through
client references, that they had previously performed similar services to those specified in the scope of
services, which includes storage of the City's significant investment of holiday lighting and decorations.
Miami Christmas Lights could not provide evidence, as required by the ITB, that the firm had previously
provided storage for customer-owned inventory. Therefore, it is recommended that Miami Christmas
Lights be deemed non-responsive and that Christmas Designers, Inc. be deemed the lowest responsive
bidder to the ITB. Neither vendor is eligible for veteran or local preferences.
After considering the review and recommendation of City staff, the City Manager exercised his due
diligence and considered the specifics of this ITB process. As a result, the City Manager recommends to
the Mayor and City Commission to award the contract to Christmas Designers, Inc. as the lowest
responsive bidder.
RECOMMENDATION
APPROVE THE CONTRACT.
Advisory Board Recommendation:
Financial Information:
Source of Amount Account
Funds: 1 $230,000 Funds will be available in the FY 13/14 Resort Tax
~ Budget Account#. 160-4300-000355
OBPI Total
Financial Impact Summary:
Cit Clerk's {)ffice Le islative Trackin :
John Rebar, Parks and Recreation Director at 6643
istant City Manager Manager
KGB JM
16\Procurement\ITB 179-20 W Installation, Removal, Maintenance an
ommission Item Summary.doc
MIAMI BEACH
91
AGENDA ITEM _G----:~-C.....,..-
OATE to-/6-/_3
~ MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miomibeoch~.gov
N MEMORANDUM
TO: Mayor Matti Herrera Bower and M mbers of
DAT£: October 16, 2013
SUBJECT: REQUEST FOR APPROVAL 0 AWARD A CONTRACT, PURSUANT TO
INVITATION TO BID NO. 179-13SW, FOR THE INSTALLATION, REMOVAL,
MAINTENANCE AND STORAG OF HOLIDAY DECORATIONS.
ADMINISTRATION RECOMMENDATION
Approve the award of contract.
KEY INTENDED OUTCOME SUPPORTED
ENSURE SAFETY AND APPEARANCE OF BUILDING STRUCTURES AND SITES;
INCREASE SATISFACTION WITH FAMILY RECREATIONAL ACTIVITIES.
FUNDING
Account Code:
160-4300-000355-$230,000-Resort Tax Budget
BACKGROUND
Each year during the end-of-year holiday season at various locations citywide decorations are
displayed for the enhancement of the beauty of the surrounding areas. The purpose of
Invitation to Bid (ITB) 179-2013SW was to establish a contract by means of competitive sealed
bids to a qualified provider to inspect, install, maintain, remove and provide storage (when not in
use) of the City-owned holiday decorations and also provide rental of holiday LED lighting
inclusive of installation, maintenance, daily inspection, and removal.
ITB PROCESS
Invitation to Bid (ITB) 179-2013SW was issued on September 6, 2013, with an opening date of
September 24, 2013. A total of fifty-eight (58) bid notices were issued and six (6) bidders
accessed the advertised solicitation which resulted in the receipt of two (2} bids from the
following firms:
• Christmas Designers, Inc.
• South Florida Lighting Team d/b/a Miami Christmas Lights
92
Commission Memorandum -ITB 179-2013/NSTALLAT/ON, REMOVAL, MAINTENANCE AND STORAGE OF
HOUDA Y DECORATIONS.
October 16, 2013
Page2
The ITB required fixed total pricing for citywide locations. As indicated in Attachment A, Miami
Christmas Lights submitted the lowest total price. However, the ITB required bidders to provide
evidence, through client references, that they had previously performed similar services to those
specified in the scope of services, which includes storage of the City's significant investment of
holiday lighting and decorations. Miami Christmas Lights coutd not provide evidence, as
required by the ITB, that the firm had previously provided storage for customer-owned inventory.
Therefore, it is recommended that Miami Christmas Lights be deemed non-responsive and that
Christmas Designers, Inc. be deemed the lowest responsive bidder to the ITB.
Neither vendor is eligible for veteran or local preferences.
CITY MANAGER'S DUE DILIGENCE
After considering the review and recommendation of City staff, the City Manager exercised his
due diligence and considered the specifics of this ITB process. As a result, the City Manager
recommends to the Mayor and City Commission to award the contract to Christmas Designers,
Inc. as the lowest responsive bidder.
CONCLUSION
The Administration recommends award of the contract to Christmas Designers, Inc. as the
lowest responsive bidder.
JM/~B/JR/AD
F:\T _Drive\AGENDA\2013\0ctober 16\Procurement\ITB 179-2013SW Installation, Removal, Maintenance and Storage of Holiday
Decorations MEMO.docx
93
(.0 ~ ITB 179-2013 Installation, Removal, Maintenance and Storage of Holiday Decorations, Attachment A t=:::-:------------------'I"'-TB:;.-....::1..:..;79=--=;20r,;1;,;3.,::1N~S;iT~A:;;L~LATION REMOVAL MAINTENANCE AND STORAGE OF HOLIDAY DECORATIONS l~!~p A-Holiday Displays : : . lf;~H;::m~ni.nn r' ~~,; :~:,; ~1~M~~d2~161~~i~~~~~~?~~~jj ;['Jj;r:l1TW~' :nr:,a:~;[; ::' nF1W~''·.:,· ... ,:·;~~' ; Ml~l;g:RISf~~;m~~r~·f!(:; :.·' ' Section 1 Main Entries I lnspec/maint ltnstaU/Oper. I Removal . . IStora!le I lnspec/maint. llnstaii/Ooer. IRemovai IStor~ge Areal t-19S-41st Julia TutlleCausewaY1P8rviarl· I$ _taoQ.O!Ll_L __ 3,700.0() I$ 450.00 I$ 3,000.00 Is 672.00 I $ · · 1,344.00 J S 672.00 I$ 672.00 Area 2 Normandy Isle -71 Street (per year) n-u 1 $ -1.3so:oo Is 1:$oo.OOT$'------ns.bo I $ OOO.O(fJT--912.001 $ -1,824.00 '-~ ~9f2.0lll$ 912.00 Area 3 5th Street aiid LenoxAvenue (ru:!"Yearl I $ 1,000.00( $ aoo.Olll $ 100.00 I $ 400.0() [$ 600.0Q]_$ ___ 1:2oo.ooT$ ®ILQQJ$ 600.00 Total cost per year ----l$ 4,150.00 I$· 6,100.00 I $ 825.00 I $ 4,000.00 I $ . 2,184.00 I $ 4,368.00 I $ 2,184.00 I $ 2.184.00 Section 2 Street D6cor . ·-I lns~~maint _j]/lslaii/Oper. r Removal . ---rstorage ~spec/main\. !lnstaii/Oper. !Removal I Storage Area 1 Wa§Jlj11gi.Qrl Aye. 5lh-Street to f6iilSireel (per yearL: __ n-f,8DO..QQJ1_ .. ____ _1,160.00T$ 300.!)0 I $ 800.00 r $ 720.00 l $ 1,4:40.00 I $ 72o:oo I $ 720.00 Area 2 Co]li~ 6th S!r~~tt<> l!>th_Sireef (per yearfc --.. ___ [ $ _ 2,570.o0l $ 1;810.bo r$ Slo.oo I $ 1,366.oo 1 $ 1 ,2:;!4.oo 'J $ 2,448.00 I $ 1,224.00 I $ 1,224.00 Area__17_1t_h $teet Collins to. Versailles(per'year ~----J $------2.31b.oo~l $ J.98o.oo I$ 540.00 Is 1,440.00 I$ 1.296.00 I$ 2.5~2.00 Is 1'.296.00 I$ 1,296.00 Area 4 Ocean Ot-ive Lummus ParkJ~vearl IS . ~ __ 5,90itoo I $ o!I.®O.OQ l$ '490.00 I $ 2,8$9.00 I $ 1,764.00 I$ 3.528.00 l $ 1,764.00 I S 1,764.00 Area 5ArtdecoThemometeronA1A~!-t,~mmu~tP_jiJ.;_·-.. --'H" . '55.01ll$ 445.ooTS • · 56.601"$ ___ 15o.ooH 1,392-:1)0)$ 2,184.oors ·---1.392.00T$ 1.392.00 Total cost par o}ear • I $--12,635.00 I $ --1o,195:0oT$ 1,890.00 I'$ -&;&otf.i!ol $ 6,39&.ooT1.--12,792.00 1$ 6,396.00 I $ 6.396.00 Section 3 Arth"ur Godfrey-ind-ian Creek ltnspec/maini llnslatVOper. · ··1 Removal' ·I Storage ' · llnspec/mainj._.>_ __ Ltns!all/Oper. · · · I Removal l~to!_@ge Area 1Sotardisc skylines (pervearl -TS 1,250.00 I $ ~.30o.oo IS . c~O:OIITL---1.aoo.oo rs -120~00 I' s 1.Mo.oo I s 120.oo Is 12o.oo Area 2 Banners and stars (per year) I-$-1,700.00 [}___::----4:05lf.OO_ll __ 45Q.QQJ$._-~_J;aoo.Qifl_$______1.~.00 ~3)40.001$ 1,620.00.) $ 1,£20.00 -------.-~-s 460.00 s 450.00 Hs 110.00 1 s 420.00 1 $ 504.00 1 s 1,008.00 1 s 504:oo 1 s 504.00 _ _ __ s 3,41o.oo .s 6,8oo.oo s 81o.oo s 4,11o.oo s 2,844.oo s 5,68a.oo s 2,844.oo s 2.844.ii0 Section 4 Collins Avenue Medians----ltnspliclrrialnt ltnstaii/Oper. ·I Removal I Storage linspeclmainl. llnslaiVOper. !Removal !Storage Area 1 Median 20-5900 block (per yearL _ _ I $ 250.00 I $ 400.00 I $ 80.00 I $ 360.00 I $ 21)8.00 I $ 576.00 I $ 288.00 I $ 288_.00 Area2CollinsAvenue(peryear) _____ ____ J $ 700.00.1$ 2,850.00 I$ 350.00 I$ t340.00l$ 1,152.00.1 S 2,304.00 I$ 1,152.00 IS 1.152.00 Total cosher year ' $ 950]10 l ~ 3;2~0.0-(11 $~Cf.oo I $--1,700.00 'I $ ---1,440.00 'I$--2,8BO.iXiT $ . 1,440.00 r $ 1.440.00 SecttonTLincoln Road Mall I lnsp~mairif -:-~.J'Install/~. __ :=1 R~moy~L ~I Storage~~. l.i_nspec/m~f!h_:::::::lt!1.5la.ll{~. -I Removal ~StoraQe Area 1 WasllnigtonA.veriue atLinCQI~oad~MaH(peryearr--.. , $ ·7oo.og_L$" __ -~850.oon __ 100.00 I$ _ _320.il()U __ ' 5?6.QOJ$ . '_1,152.00 I$ --!U6.00 J.$ Area2400BtoeliWestendatt:5iexelAvehue(peryearT ____ rr-:-:::=_--=---:. Is -1"$~-~-:.--rr-.-IS I$ -rs -Area 3 500 Slock Eash~nd at Drexel Avenue (t:ier vearl I s 'I $ -I s -I s · I $ -I $ ~ I $ -Area 4 50ll"siiicil-westendat Pennsylvania Ave (PeiYearl I"$ -I$ -IS -T$ -r I i --_ .. -T$ -Areas 600Biock-Eastendat"PennsYlvaniaAve.(perYea~l-----T • I'S ----: T$---·-IS IS -I$ -I$ -Area 6 Be1Ween 600 (wesferid)& 700block (east end) Euclid Avenue) ( per year) Area 7 70"0 Block West Meridian Avenue (per year) J&ea 8 800 Block East at Meridian Avenue (per year) Area 9. 800 Block West at Jefferson Avenue {per year Area 10 900 Block East at Jeffe..Son Avenue (per year Area11900 Block West at Michigan Awnue foer vear Area 12 1000 Block East at Michigan Avenue <Peryearl $ $ $ $ $ $ $ 700.00 $ 850.00 $ -$ -$ -$ -$ -$ -$ -' $ -$ -$ -$ -$ -$ 100.00 s 720.00 $ 576.00 $ 1.1s2.oo Is 576.00 -$ -$ -s -• $ --$ -$ -$ -• $ --$ -$ -$ -IS --$ -$ -$ -• $ --$ -$ -$ -• $ --$ -$ -$ •$ -$ $ $ $ $ $ _!_ Area 13 1100 Block -Center Median-Between lenox arid Aiton (per year) Total cost per year $ -$ 1 400.00 $ . 1,700.00 s -I IS .-IS -IS -Is -1 .. ~., IIR 1 e_ ;..-----4~~~_!!:=~,+..:!.----::--'~~+,L~~~~.-$ '• •~••vv I ~ 576.00 576.00 -------_1.152.00 I section 6 Llnclon Road fro111 WaJhlngton to Collins lnsp~c/ma iht lnstallfQQ_er Removal -· ;:nora e Area 1 $ 250.00 $ 900.00 $ . 200.00 I $ . · 4SO.oo I $ 39s.oo I s 792.00 ·1 s 396.00 Total cost J)(ii iear r' 25li.o<~ $ '00.00 · s 2oo.oo rs 46o.oo 1 s 39s.oo 1. s . __ 792.oo 1 s 396.00 Group_ A-TOTAL IS 22.79s.oo r s 28.945.00 I S 4.355.00 I L ~U.310.oo L$_ 14.412.00 Ll. -2$,8~4-.0QJ $ 14.412.00 14.412.00
(,0 U'l ITB 179-2013 Installation, Removal, Maintenance and Storage of Holiday Decorations, Attachment A l9roup_IL§IlP~_mJII'I~IJ-Ioliclay _ Llghtfug and D(!c:or seC!iori'Tclt): Han - ' -. · ' h 4,ooo.oo 1 s · 15.ooo.oo Area '1 Total cost - r ear ---$ H• nnn nn Section 2 Espanola Way lnstall~r [Arl!aT-- --(per year) I $ 700.00 I $ 900.0() s 70lf.iilfl-,---9bo-:oo ========:.::!!=~===v.:::e!!n:::ue::.,_, ___ -lli'l_s_pArlm.:~int '""'"11/0nnr -----l~ea f_( p_er~ai " --• · --~--J_j ___ _:_1~Q._OQ_I)_ 1,200.00 I Total co~IJII!~ ---------------~---']_$__---_ _'_ .. 450.00] · $ . ·:-__ 1~2Q_g~o_g' (Group B· TOTAL -----··~-.--~ I S 5,150.00 I'$ 11,jl)_(l.tliJ Grail : E: Rental and lnstallatlori ofAcillda lstoraae-I'"' ji§O.OO $ . 2,262.00 $ 9&MI!.~--2_2§_2,oon ~ 13_5.0!1 I' 54o.oo I s 135.00 I , 540.00 I , temova( ' · 'Storage ' 16Q,_QQ_I_$_-_· _-f!8MP L_$_ _16~.oo]$_ _ eaa:oo 1 s 1 ,255.D_O_LL __ 3,690.00 I S 4,on.oo rs 4,o12.oo n 540.00 540.00 i!_il1t __720.00 " 120.00 I'S ~.332.00 ., $ a,144.oo L! __!(,)_7_2.00 a,144.'oo I s 4,072.00 1,08!J.()CJ 540.00 1,080.00 540.00 temoval 1,440.00 720.00 1;44ii:60 720.00 10,6M:oo . 5,332.00 ~t_Q@g:"'e""'='=-=-"""" ~4.Q72.00 4,072.00 itorage 540.00 540.00 :to rage 720.00 720.00 5,332.00 11.£~~~~?~'?:~~#;~{~~:?:~~ SectiOn 1' Main Entires' lnstaiVOP?r Removal ,.~,s·&"i~>iiUt;: :~;;,_, Area 1 '' $ ' _ .. _1,635.00 $ · · 378.00 ·';;.:'"~~c«f!~!.;•.c?'r Total cost per year --------$ 205.00 $ 1 635.00 ·s 185.00 :;'::i'tt3~'":•J02f\5fi $ 378.00 $ 1134.00 $ 378.00 ~-j:*J.~U~~!F;•.;flt'~' ~~ction 2_ Normandy Isle -71 street lnspec/maint lnstaii/Oper · Removal , ·f!fij{,ti'IInspec/mainl lnstaii/Oper Removal 11':i'f'C: Area 1 (~vear) ' $ 515.00 $ 4175.00 $ · 465.00 tF''"'''" $ 816.00 $ '2,448.00 $ 816.00 <o-rr ,_,:;'~fl Total cost oervear ·s 515.00 S 4175.00 $ 4G5.00 ,, ":p:l;lifi~lk-$ 816.00 S 2448.00 $ 816.00 '?iiU'f Section 35th Street and Lenox Avenue · · ,,,.,:yr:r~· $ 108.00 $ 324.00 $ 108.00 ',i't..'J 1\rea 1 ('per year) $ 56.00 '$ 452.00 · $ 50.00 it:' , ,,,,, 5.1~1fl $ 108.00 $ 324.00 $ 108.00 ~ :f. Total cost per year $ 56.00' S ol52.00 $ 50.00 ~ = ~-' i. Ins ec/maint $ 885.00 1 392.00 $ 885.00 1,392.00 -·-.. :.n:;·~f~ 555.oo· ,,.;,,,,:,"::'>:""·'· s 1.032.oo ·s · 3.o96.oo s 1 032.00 1,032.00 lection 9 Miami BeachCilyHall \rea 1 $ Totaill cost per year $ Groug E-to~AL -$ GRAND TOTALS IGi()IJp_A_(;~nd total roroub B Grand Total !GroupE Grand Total I GRAND TOTAL (iROI,Jf'~_A, B,E (per year) Ul-'fiUNAL LOCATfONS (please quote separately from others) I Section 10 Llnclon Road East of Alton Ale a Toial cost per year Se'c:tlon 12 Espanola Way West of Washingto-i!_p._11enue rs $ '$' $ 1 Is· '$ ft 555.00 !'''''·''''•"'•'/!"~-·'I S 1 032.00 $ 3 096.00 . S k.:; ~->;:...-.,~~~...: ;-~~:~-;-~,~-lnstaii/Ot)er · RE . 1,750.00 _1,750.00 11 $ 3,552.oo $ 10.6s6.oo s· ! $ 3,552.00 $ 10,65&.00 s 3.552.00 615.00 $ . 555.00 615.00 $ 555.00 13,121.oo ·s 11,825.QQ. ~lnt llnstaU/Oper temoval ISiorag "22,795.00 I·~ -?A Qol'i (I( 4,355.oo I'$ 18,310.00 I s ·s..150.oo r s 17.JlliDJO ·1.255.oo rs 3.Mo.oo 1 $ 1~,)21 ,OOJ$ _ 1M'?4? (I( 11,8_2_~.Q_o p;~:tr:i~l·t:i'Ml~'r('i'l s 41.o&6.oo Is 152.2s1.oo 1 s 17,435.oo 1·s 22.ooo.oo 1 s t. · CHRISTMAS OESIGNERS, l~t_ -·$232;788.011:,·.-' .. •!1. · .... ·"--.• , •• _. •. 3,096.00 $ 3,0!16. 0 $ _10)17.00 $ _1, 552_.Q_II_ ,:~, 1\:l.Q lin lf3:: ~ aint llnstaii/Oper ___ lfl~rriOifa_l _____ ]~_!9@9_1!_ 14.412.oo 1 s 2S:S24.oo 1 s · 14,412.oo rs · · 14.412.oo· 5,332.001'$ 10',664.oo I S 5,332.00 I s 5,332.00 23,639.00 I $ 70~917.00 r $ 23.639:oo I s . 4~:l.B3nn I$ 110,405.~ $ 43,383.00 I $ 19,744.00 I Ml.t.Mf C JStMAS LIGHfS $216;9~5.00 .. lln<.t,.niOnAr ]Removal I'"' ':._..., x: "'· · fli,spec/Maint ]lnslaii/Oper ]Rel-iiOVal T '' ·'·'·';-' · '-' 435.00 $ 43s.oo_1,:-s.,....,.=--=~:~f~-~~~~~;.;;;..;,;.~~~....,........::-..;,.::,.::.:.~~.,..,.,;=~~~-.,....-...;::.:.~:;..,.:;.;..;..~.....,.~ .II .n.n. ....
THIS PAGE INTENTIONALLY LEFT BLANK
96