C2F-Award Contracts Citywide Maintenance Of ElevatorsCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval to Award Contracts Pursuant to Invitation to Bid (ITB) No. 069-2013
For The Cit ide Maintenance Of Elevators
Key Intended Outcome Supported:
Ensure well maintained facilities
Supporting Data (Surveys, Environmental Scan, etc.): N/A
Item Summary/Recommendation:
The purpose of this item is to request approval of a contract for the maintenance of elevators
pursuant to ITB 069-2013. Elevator maintenance is required on all City-wide locations as noted in
the ITB. The Contractor shall provide all supervision, administrative and technical support, labor,
subcontractors, materials, tools, supplies and equipment, and shall plan, schedule, coordinate
and assure effective completion of all elevator maintenance services.
18 vendors were notified of the solicitation. Seven (7) responses were received in response to
the solicitation.
After review of responses received, it is recommended that the contract for these services be
awarded to Eastern Elevator Service, Inc. as primary vendor, Xpert Elevator Services as the
secondary vendor to be utilized should Eastern fail to comply with the terms and conditions of the
contract, and further select Oracle as tertiary vendor should Xpert Elevator fail to comply with the
terms and conditions of the contract.
RECOMMENDATION
Award contracts to: Eastern Elevator Service, Inc., as primary vendor; Xpert Elevator Services,
Inc. as secondary vendor; and, Oracle Elevator Company as tertiary vendor. Initial term shall be
three years, with three one-year optional renewals, as stipulated in the ITB.
Advisory Board Recommendation: c
Financial Information:
Source of . Amount Account
Funds: I~ 1 $ 43, 163 520-1720-000325 Contract Maintenance
02 $ 56,000 480-0463-000325 Contract Maintenance
))3 $ 30,000 480-0463-000342 Repairs
Y4 $ 10,500 467-1996-000325 Contract Maintenance
~J i 5 $ 3,000 467-1996-000342 Repairs
lY6 $ 19,480 463-1990-000325 Contract Maintenance
11 7 $ 5,000 463-1990-000342 Repairs
OBPI 8
Total $167,143
Financial Impact Summary: The annual cost associated with City-wide maintenance of
elevators services is subject to funds availability approved through the annual budgeting
process. Account information and availability of funds shall be verified and approved for each
request prior to procuring the services. The funding and accounts noted above are the FY 2014
budget amounts approved by Commission.
Ci Clerk's Office Le islative Trackin
Alex Denis, Ext. 7 490
Si n-Offs:
ETC
MIAMI BEACH
142
City Manager
AGENDA ITEM __ C,_~_F_
DATE t?-/.,1-If/
~ MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florido 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members
FROM: Jimmy L. Morales, City Manager
DATE: February 12, 2014
SUBJECT: REQUEST FOR APPROVAL TO AWA D CONTRACTS PURSUANT TO INVITATION
TO BID (ITB) NO. 2013-069 FOR THE ITYWIDE MAINTENANCE OF ELEVATORS
ADMINISTRATION RECOMMENDATION
Approve the award of contracts.
KEY INTENDED OUTCOME
Ensure well maintained facilities.
FUNDING
The annual cost associated with Elevator Maintenance services is subject to funds
availability approved through the annual budgeting process. Account information and
availability of funds shall be verified and approved for each request prior to procuring the
services. The funding and accounts noted below are the FY 2014 budget amounts approved
by Commission.
$ 43, 163
$ 56,000
$ 35,000
$ 10,500
$ 3,000
$ 19,480
$ 5,000
$167,463
520-1720-000325 Property Management Contract Maintenance
480-0463-000325 Parking Contract Maintenance
480-0463-000342 Parking Repairs/Maintenance Supply
467-1996-000325 Parking Contract Maintenance
467-1996-000342 Parking Repairs/Maintenance Supply
463-1990-000325 Parking Contract Maintenance
463-1990-000342 Parking Repairs/ Maintenance Supply
Total
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).
BACKGROUND INFORMATION
The purpose of Invitation to Bid (ITB) No. 2013-069 is to establish a contract, by means of
sealed bids, with a qualified firm( s ), to provide elevator maintenance services for the City of
Miami Beach (the "City"), in accordance with the prescribed specifications and requirements.
The contract(s) entered into with the successful bidder(s) will have an initiated term of three
(3) years.
143
Commission Memorandum
!TB 2013-069 Citywide Maintenance of Elevators
February 12, 2014
Page 12
This contract may be extended, upon the same terms and conditions, at the sole discretion
of the City, through its City Manager, for two (2} additional one (1) year terms. During the
renewal term, the City may consider price increases not to exceed the applicable Bureau of
Labor Statistics (www.bls.gov) CPl-U index or 3%, whichever is less. The City may also
consider increases based on mandated Living Wage increases.
The Contractor shall provide all supervision, administrative and technical support, labor,
subcontractors, materials, tools, supplies and equipment, and shall plan, schedule,
coordinate and assure effective completion of all elevator maintenance services.
ITB PROCESS
ITB No. 2013-069, was issued on August 27, 2013, with a bid opening date of September
24, 2013. A total of four (4) addendums were issued, to answer to questions by prospective
bidders, and to conduct a site visit, thus postponing the bid opening date to October 15,
2013. The Public Group issued bid notices and 18 bidders accessed the advertised
solicitation which resulted in the receipt of the following seven {7} bids:
• Eastern Elevator Service, Inc.
• Mowrey Elevator Company of Florida
• Oracle Elevator Company
• Schindler Elevator Corporation
• Suncoast Elevator Solutions, Inc.
• ThyssenKrupp Elevator
• Xpert Elevator Services, Inc.
The ITB stated that the lowest responsive, responsible bidder meeting all terms, conditions,
and specifications of the ITB will be recommended for award per group, or in its entirety, as
well as award to primary and secondary vendors, as deemed in the best interest of the City.
Veterans and local preferences were considered during the tabulation of the bids received.
Please note that neither veteran nor local preference was applied to any of the bidders.
The bids were tabulated and the following table shows a summary of the results. A detailed
tabulation is included in Appendix A.
Estimated Annual
Company Name Maintenance & Reoairs
• Mowerv Elevator Comoanv $ 175,647.00
Eastern Elevator Service, Inc. $ 199,080.00
Xoert Elevator Services, Inc. $ 213,045.80
Oracle Elevator $ 268,988.50
Suncoast Elevator Solutions $ 295,415.00
Schindler Elevator Corporation $ 349,145.00
Thyssenkruoo Elevator Coro $ 362,331.05
* During the evaluation of bids, Mowrey Elevator notified the Department of Procurement
Management (DPM) that they would not agree to compliance with the requirements of the
City's Equal Benefits Ordinance. Mowery was advised by DPM of the options available in
order to meet the requirements of the ordinance, including compliance on the basis of
Reasonable Measures application, which requires the vendor to pay a cash equivalent to
employees for whom benefits are not available. Mowery has refused to comply; and,
therefore, is deemed non-responsive to the requirements of the ITB.
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Commission Memorandum
fTB 2013-069 Citywide Maintenance of Elevators
February 12, 2014
Page 13
In determining responsiveness and responsibility of the firms, the Department of
Procurement Management verified the following compliance with the minimum requirements
established in the ITB, financial capacity as contained in the Dun & Bradstreet Supplier
Qualifier Report, and past performance through client references submitted by each bidder.
Accordingly, Eastern Elevator Service, Inc. has been deemed the lowest responsive and
responsible bidder followed by Xpert Elevator Service as the second, and Oracle Elevator
Company as the third, lowest responsive, responsible bidders. Therefore, it is recommended
the contract for these services be awarded to Eastern Elevator Service, Inc. as primary
vendor, Xpert Elevator Services as the secondary vendor to be utilized should Eastern fail to
comply with the terms and conditions of the contract, and further select Oracle as tertiary
vendor should Xpert Elevator fail to comply with the terms and conditions of the contract.
COMPANY PROFILE
Eastern Elevator Service. Inc.
Eastern Elevator has been in business for 16 years. Eastern specializes in all types of
elevator projects, from maintenance to modernization projects, for both commercial and
residential elevators, including passenger, freight, hydraulic, traction. Eastern has been
servicing City of Fort Lauderdale satisfactorily for the past five year. Eastern is exempt from
Equal Benefits requirements since their company has less than 51 employees.
Xpert Elevator Services, Inc.
Xpert Elevator was established in 2007. Xpert is an elevator installation, modernization,
maintenance and repair company servicing major name brand elevators, as well as all non-
proprietary equipment. Xpert is exempt from Equal Benefits requirements since their
company has less than 51 employees.
Oracle Elevator Company
Oracle Elevator Company has been in business since 2004. Oracle is an independent
elevator service company that maintains all types of elevator equipment from major brand
elevators. Oracle Elevator currently has elevator service contracts with the City of Miami, Tri-
Rail of South Florida, and City of Hialeah among others. Oracle has been the service
provider for the City of Miami Beach during the past five years.
CITY MANAGER'S REVIEW
After considering the review and recommendation of City staff, the City Manager exercised
his due diligence and is recommending to the Mayor and the City Commission to award
contracts to Eastern Elevator Service, Inc. as primary vendor, Xpert Elevator Services, Inc.
as secondary vendor, and Oracle Elevator Company as tertiary vendor.
CONCLUSION
Based on the aforementioned, the Administration recommends that the Mayor and City
Commission award contracts pursuant to Invitation to Bid (ITB) No. 069-2013 for Citywide
Maintenance of Elevators to Eastern Elevator Service Inc. as primary vendor, Xpert Elevator
Services, Inc., as secondary vendor, and Oracle Elevator Company as tertiary vendor.
T:\AGENDA\2014\February\Procurement\ITB 069-2013 Elevator Maintenance Cityvvide -MEMO.doc
145
~ ~ 0) APPENDIX A -TABULATED RESULTS Eastern Xpert Suncoast Schindler Mowery Elevator Elevator Oracle Elevator Elevator Thyssenkrupp Elevator* Service Inc. Services Elevator Co. Solutions Corporation Elevator Corp. Estimated Estimated Estimated Estimated Estimated Estimated Estimated Annual Annual Annual Annual Annual Annual Annual LOCATIONS Maint&Repairs Maint&Repairs Maint&Repairs Maint&Repairs Maint&Reoairs Maint&Reoairs Maint&Reoairs 1. City Hall $ ~2,897.QQ $ 15,720.00 $ 15,725.00 $19,831.50 $ 21,825.00 $ 24,495.00 $ 30,130.95 2. 777 Bui1dinq $ rn,aaG.GG $ 11,680.00 $ 12,883.60 $ 16,005.00 $ 17,070.00 $ 20,770.00 $19,931.30 3. MPMPF Building $ 2§,8~§.QQ $ 32,200.00 $ 32,209.00 $ 40,312.50 $ 43,995.00 $ 51,925.00 $ 54,289.25 4.Police Station $ t2,94a.GG $ 13,920.00 $ 15,725.00 $ 19,759.50 $ 21,825.00 $ 24,495.00 $ 23,794.95 5. Historic City Hall $ rn,9aG.GG $ 11,680.00 $ 12,883.60 $ 15,525.00 $ 17,790.00 $ 20,770.00 $ 19,931.30 6. 42nd Street oarkinq Garaqe $ rn,9a9.QG $ 11,680.00 $ 12,883.60 $ 15,525.00 $ 17,070.00 $ 20,770.00 $ 24,119.30 7. 13th Street parklnq Garaqe $ 7,2QQ.QQ $ 8,280.00 $ 9,233.60 $ 13,025.00 $ 13,300.00 $15,130.00 $ 18,781.30 8. South Shore Community Ctr $ 4.~aa.GG $ 4,640.00 $ 5,241.80 $ 6,562.50 $ 7,095.00 $ 8, 165.00 $ 7,931.65 9. Scott Rakow Youth Center $ 4,~aa.GG $ 4,640.00 $ 5,241.80 $ 6,802.50 $ 7,275.00 $ 7,625.00 $ 9, 179.65 10. Bass Museum $ Hl,29Q.QQ $ 9,280.00 $ 10,483.60 $ 14,325.00 $ 15,570.00 $16,750.00 $15,863.30 11.Fire Station# 2 $ 8,97Q.QQ $ 9,280.00 $ 11,683.60 $ 14,385.00 $ 16,410.00 $ 20,470.00 $ 17,897.30 12. North Shore park & youth Ctr $ 4,Hia.QQ $ 4,640.00 $ 5,241.80 $ 6,622.50 $ 7,095.00 $ 8, 165.00 $ 8,459.65 13. Police Athletic Leaque $ 4.~aa.GQ $ 4,640.00 $ ,241.80 $ 6,562.50 $ 7,095.00 $ 8, 165.00 $ 8,171.65 14. 12th Street Parkinq Garaqe $ 4,4aa.GQ $ 4,640.00 $ 5,241.80 $ 7,042.50 $ 7,275.00 $ 8, 165.00 $ 8,387.65 15.16th Street Parking Garage $ ~a.79a.GG $ 17,520.00 $ 18,125.40 $ 22,627.50 $ 24,765.00 $ 28,935.00 $ 32,512.95 16. Sunset Harbour Garaqe $ 9,a9G.QQ $ 9,880.00 $ 10,483.60 $ 13,365.00 $ 14,670.00 $ 16,330.00 $ 15,860.30 17.Pennsylvania Parking Garage $ 19.~ rn.GQ $ 24,760.00 $ 24,517.20 $ 30,710.00 $ 35,290.00 $ 48,020.00 $ 47,088.60 Annual Cost $ ~ 7fi,64+.00 $ 199,080.00 $ 213,045.80 $ 268,988.50 $ 295,415.00 $ 349, 145.00 $ 362,331.05 Hourly Labor Rate Reqular $aa.GG $78.00 $90.00 $125.00 $130.00 $150.00 $153.16 Hourly Labor Rate Overtime $7Q.QQ $98.00 $135.00 $187.50 $195.00 $175.00 $252.13 % Mark-up over cost of materials ~ 0% 25% 30% 25% 20% 15% * During the evaluation of bids, Mowrey Elevator notified the Department of Procurement Management (DPM) that they would not agree to compliance with the requirements of the City's Equal Benefits Ordinance. Mowery was advised by DPM of the options available in order to meet the requirements of the ordinance, including compliance on the basis of Reasonable Measures application, which requires the vendor to pay a cash equivalent to employees for whom benefits are not available. Mowery has refused to comply; and, therefore, is deemed non-responsive to the requirements of the ITB.
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