C2C-Award Contract Citywide Signage Maintenance And RepairCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Award A Contract To lnvitation To Bid (lTB) No. 2014-160 For City Wide Signage
Maintenance And Repair.
lssue:
Ensure Well-Maintained Facilities.
Supporting Data (Surveys, Environmental Scan, etc.): N/A
Shall the Commission the award of Contract?
Item Summary/Recommendation:
fne pLrrpose of lnvitation to Bid (lTB) No. 2014-160 is to establish a contract, by means of sealed bids, with a
qualified firm(s) to provide: 1) the maintenance and repair of the "Welcome To Miami Beach" sign located at 41st
Street and Julia Tuttle Causeway, and 2) to pre-qualify contractors for maintenance and repair services for signage
located throughout the City of Miami Beach. This contract is necessary to make repairs to the "Welcome to Miami
Beach" sign which is visibly worn and damaged due to years of exposure to climate and traffic debris. As well as
shorten the response time and improve the efficiency of the repair of all signage Citywide when the need arises.
The contract(s) entered into with the successful bidde(s) shall remain in effect for three (3) years.
ITB No. 2014-160, was issued on March 27 ,2014, with a bid opening date of April 11,2014. The ITB resulted in
the receipt of five (5) responses from Acolite Claude United Sign Co., lnc., Baron Sign Manufacturing, Eco
Construction & Maintenance Management, Neon Signs, and USA Signs, lnc.
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 a contract to Neon Signs, for Group 1: "Welcome
to Miami Beach" Sign, as well as authorize that Acolite Claude United Sign Co., lnc., Baron Sign Manufacturing,
Eco Construction & Maintenance Management, Neon Signs, and USA Signs lnc., be pre-qualified vendors for
future work for Group 2: Citywide Signage Maintenance and Repair Pre-Qualified Contractors.
RECOMMENDATION
Based on the aforementioned, the Administration recommends that the Mayor and City Commission award a
contract to Neon Signs, for Group 1: "Welcome to Miami Beach" Sign, as well as authorize that Acolite Claude
United Sign Co., lnc., Baron Sign Manufacturing, Eco Construction & Maintenance Management, Neon Signs, and
USA Signs lnc., be pre-qualified vendors for Group 2: Citywide Signage Maintenance and Repair Pre-Qualified
for future work on an as needed basis.
Financial lnformation:
Source of
Funds: ,'p (l Property Management Repairs & Maintenance Supplies.
f inanciat lmpact Summary: * The annual cost associated with the maintenance and repair of the "Welcome To
Miami Beach" sign located at 41st Street and Julia Tuftle Causeway; and 2) to pre-qualify contractors for
maintenance and repair services for signage located throughout the City of Miami Beach is subject to funds
availability approved through the City's budgeting process. Account information and availability of funds shall be
verified and approved for each request prior to procuring the services. Should additional funding be required due to
it will be subiect to the review and
Alex Denis, Director Ext # 6641
n-Offs:
Detartment Director AsJFlRrtCitv Manager ffir
^Dffit-Erc]trL Mr{!,jd)JLM/t'
n
T:2014-160-SW City Wide Signage Maintenance and Repair SUMMARY.{o
AGENDA neu C2 CS MIAAAISTACH a,r'E 5-2/-/q64
4 MIAMI BEACH
City of Miomi Beoth, 1700 Convenlion Center Drive, Miomi Beoch, Florido 331 39, www.miomibeochfl.gov
COMMISSION MEMORANDUM
To: Mayor Philip Levine and Members of City
FRoM: Jimmy L. Morales, City Manager
DATE: May21,2014
SUBIECT: REQUEST FORAPPROVAL TO A A CONTRACT PURSUANT TO INVITATION TO BID
NAGE MAINTENANCE AND REPAIR.(!TB) NO. 2014-160 FOR C|TY WIDE
ADMINISTMTION RECOMMENDATION
Approve the award of the contract.
KEY INTENDED OUTCOME
Ensure Well-Maintained Facilities.
FUNDING
The annual cost associated with City wide signage maintenance and repair is subject to funds
availability approved through the annual budgeling 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 City Commission.
Amount Account
,l $50,000 Property Manaqement Repairs & Maintenance Supplies. 520-1720-000342
Total $50,000.00
Should additional funding be required due to increased need of services, it will be subject to the
review and approval of the Office of Budget and Performance lmprovement (OBPI).
BAGKGROUND INFORMATION
The purpose of lnvitation to Bid (lTB) No. 2014-160 is to establish a contract, by means of sealed
bids, with a qualified firm(s) to provide: 1) the maintenance and repair of the "Welcome To Miami
Beach" sign located at 41st Street and Julia Tuttle Causeway, and 2) to pre-qualifo contractors for
maintenance and repair services for signage located throughout the City of Miami Beach. This
contract is necessary to make repairs to the "Welcome to Miami Beach" sign which is visibly worn
and damaged due to years of exposure to climate and traffic debris. As well as shorten the response
time and improve the efficiency of the repair of all signage Citywide when the need arises. The
contract(s) entered into with the successful bidde(s) shall remain in effect for three (3) years.
ITB PROGESS
ITB No. 2014-160, was issued on March 27,2014, with a bid opening date of April 11, 2014. No
addenda were issued. The Department of Procurement Management issued bid notices to twenty-
three (23) firms utilizing the Public Group and the Florida Purchasing Group website. Six (6)
prospective bidders accessed the advertised solicitation. ln addition, the Department of
Procurement Management sent the ITB document to additional firms not registered with the Public
Group via email.
65
Commission Memorandum
ITB 2014-160 Cifuide Signage Maintenance and Repair
March 21 , 2014
P a g e l2
The notices resulted in the receipt of five (5) responses from Acolite Claude United Sign Co., lnc.,
Baron Sign Manufacturing, Eco Construction & Maintenance Management, Neon Signs, and USA
Signs, lnc.
The ITB stated that the lowest responsive, responsible bidder meeting all terms, conditions, and
specifications of the ITB will be recommended for award for Group 1; and all responsive bidderswill
be recommended for award for Group 2. Veterans and local preferences were considered during the
tabulation of the bids received. Neither veterans nor local preference was applicable to any of the
bidders.
ln evaluating the bids received it has been determined that, for Group 1, the bid from Neon Signs is
the lowest responsive, responsible bid. All vendors that submitted pricing for Group 2 were
responsive and met the minimum requirements and, therefore, are considered as 'pre-qualified' to
quote for future work as the need may arise.
ln its due diligence, the Department of Procurement Management verified the following:
o Minimum Requirements
The ITB stated that bids will only be considered from firms that are regularly
engaged in the business of providing goods and services for a minimum of three (3)
years inclusive of at least one (1) governmental agency currently being serviced by
the bidder and provide a contact name and phone number for verification.
Acolite Claude United Sign Co., lnc. provided verifiable references from
Miami-Dade County, Esserman lnternational and City of Miami Beach.
Baron Sign Manufacturing provided references from City of North Miami, Miami-
Dade Aviation Department and CTR Systems Parking, lnc.
Eco Construction & Maintenance Management provided verifiable references
from Florida Department of Transportation, Channel Letter Networth, and UNO
Restaurant, LLC.
Neon Signs provided verifiable references from Port of Miami, Miami-Dade County
Fire Department, and Broadway National.
USA Signs provided verifiable references from Logistical Outsourcing, lnc., Mount
Sinai Medical Center and City of Miami Beach.
. Past Performance
Neon Signs, the recommended bidder for Group 1, has more than fifteen (15) years of
service with local businesses and also has offered signage manufacturing and installation
services to many companies nationwide. ln addition to electrical signage product line, they
offer a wide and comprehensive line of non-electrical manufactured signs including full
custom designed goods.
Pricing tabulation is attached.
After review of responses received, it is recommended that the lowest responsive, responsible
bidder be awarded the contract for Group 1, "Welcome to Miami Beach" sign.
. Neon Signs, as sole awarded vendor for Group 1: "Welcome to Miami Beach" Sign.
Also, after review of responses received, it is recommended that all firms that submitted responsive
66
Commission Memorandum
ITB 2014-160 Ciwide Signage Maintenance and Repair
March 21,2014
Page l3
bids for Group 2, Citywide Signage Maintenance and Repair Pre-Qualified Contractors be awarded
the contract as pre-qualified vendors for future work.
. Acolite Claude United Sign Co., lnc., Baron Sign Manufacturing, Eco Construction &
Maintenance Management, Neon Signs, and USA Signs lnc., all awarded as pre-qualified
vendors for Group 2: Citywide Signage Maintenance and Repair Pre-Qualified Contractors.
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 a contract to Neon
Signs, for Group 1 : "Welcome to Miami Beach" Sign, as well as authorize thatAcolite Claude United
Sign Co., lnc., Baron Sign Manufacturing, Eco Construction & Maintenance Management, Neon
Signs, and USA Signs lnc., be pre-qualified vendors for future work for Group 2: Citywide Signage
Maintenance and Repair Pre-Qualifled Contractors.
CONCLUSION
Based on the aforementioned, the Administration recommends that the Mayor and City Commission
award a contract to Neon Signs, for Group 1: "Welcome to Miami Beach" Sign, as well as authorize
that Acolite Claude United Sign Co., lnc., Baron Sign Manufacturing, Eco Construction &
Maintenance Management, Neon Signs, and USA Signs lnc., be pre-qualified vendors for Group 2:
Citywide Signage Maintenance and Repair Pre-Qualified Contractors, for future work on an as
needed basis.
67
VENDORAcollte Claude UnltsdSlqn co. lnc.Barcn SlqnEGO Gonstructlonson SlqnsUSA SlonsGROUP 1Estimated Timelo CompletEToirl Co3ttulimrted Tlme toCompleteTotrlCo.tEstimalcd Time toConploteTotrl CosIEltimded Time toComple{eTotal Co.tBtlmaled Tim€ toComgleteTotalCostGR(ITP l: Tot lCod3RBoairino Marli Boach Eihn6 - I w6€tssr+en6U3€tss{4s.o/t .6 trrsfg$r0,6003 !r€€18$9,5{n6 Eekss.3,616GROUP 2Estimatld ArnuslSerylca HouEu/itt nit Co3tTotal(Quanlrly x UnitCJlatlulxtlnitCo.tTobl(ouanlityx Unita.sllu/lrUnitCo3tTotrl(ouantity x Unilu/ilUnICo6tTotal(ouantrty x tlnitU'i,UnitCo3tIotal(Quantity x UnilGroup ltem 2AHourly Labor RateRcorlar240Houdy Rate190.00$45,600.00Hourly Rate65.00$15,600.00Houdy Rate115.50$27,720.Nlourly Rates0.00$21,600.00Ho0rly Rale1s0.00$36,000 00Group ltem 28Hourly Labor RateNon Regular40Houdy Rale28s 00$11,400.00Hourly Rate97.50$3,900.00Hourly Rate146.25$s,850.00Hourly Rate121.50$4,860.00Hoody Rale185.00$7,400.mSub- tolal ltem 1 - Labor llbm! 'lA + I B)$57,000.00$r9,500.00t33,570.00t26,160.00$,13,o0.00E*im.t d ArnurlGroE6 Cod! (llerlerlnvoice Co!t)% mrrft.upTotal (EstimatedAnnualGro6sCost x Mark'up)% mrlk-upTotal(EstimatedAnnualGrossCost x Marl-up)% mar*-upTotal (Estimat€dAnnualGrossCost x ltlark-up)% mark upTotal(EstimatedAnnual GrossCostx t ark-up)% ma*-uplotal(EslimatedAnoual GrossGroup llem 2CMart-up br Parls$50,00020%markup =$10,000.0020v,markup$10,000.0030%markup$ 15,000.005%rarkup$a50o.oo10%markup$5,000.00Sub. total Group 2 - Estimat€d turnual Gro!8 Cost + mrrt-u0 lltem 2C) = $60,000.00$60,000.00t55,000.00$52,5tt0.00$s5,000.006ROUP 2: PnEAn ALFER Td Cod I fld O!.|! 2ttr na.2CIsrrr,o0.00sn,100Il$0t5r!.m37tro.00s0,400.mcoRRE cTlo N'vendor 5u bmitted l5%har[uDw/565.000tota. should be 30%COnqECTlONrvendor r!bmitted 5% markupb!t did not.dd mark-upto ertiroted cosr!(sobtota croup 2; should be Ssz,soo68