C2E-Reject Bids Citywide Maintenance Of Elevators -Revised Recommendation-COMMISSION ITEM SUMMARY
Condensed Title:
REQUEST FOR APPROVAL TO REJECT ALL BIDS RECETVED PURSUANT TO INVITATION TO
BtD (!TB) NO. 2013-069 FOR THE CTTYWTDE MATNTENANCE OF ELEVATORS (REVISED
RECOMMENDATION
lntended Outcome Su
Ensure well maintained facilities.
Su Data Environmenta! Scan. etc: N/A
Item Summarv/Recommendation :
lnvitation to Bid (lTB) 2013-069-MF was issued with the purpose of establishing 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.
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 seven (7)
bids.
On February 5,2014, the City Manager issued a recommendation to award contracts to Eastern
Elevator Service, lnc. as primary vendor, Xpert Elevator Services as the secondary vendor, and Oracle
as tertiary vendor. However, since that time certain material facts have come to light which have
necessitated the withdrawal of the City Manager's prior award recommendation of February 5,2014,
including (but not limited to) significant issues with the City's current elevator systems which require the
City to assess these systems and develop a long term plan for their maintenance, repairs and
renovations, particularly for those elevator systems where the systems and replacement parts are
proprietary to a given manufacturer.
After considering the review of City staff with regard to the services contained in the ITB and the need
for further due diligence from staff on how best to address the City's elevator maintenance, repair and
renovation needs, the City Manager has exercised his due diligence and has revised his
recommendation to the Mayor and the City Commission to reject all bids received pursuant to lnvitation
to Bid (lTB) No. 069-2013, for Citywide Maintenance.
It is anticipated that the City's analysis of its elevator systems and the award recommendation for the
maintenance of these systems can be finalized for the City Commission's consideration at its October
22,2014 meeting.
RECOMMENDATION
Based on the aforementioned, the Administration recommends that the Mayor and City Commission
all bids received pursuant to lnvitation to Bid (lTB) No. 069-2013, for Citywide Maintenance.
Adviso
Financial !nformation:
Source of
Funds:
Financial Summa
Alex Denis. ext. 7490 or Eric C ext.6972
DA\201 ne 11 Procureme Elevator Maintenance MMARY.doc
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g MIAMIBEACH
City of Miomi Beoch, I 700 Convention Center Drive, Miomi Beoch, Florido 331 39, www.miomibeochfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members
FRoM: Jimmy L. Morales, City Manager
DATE: July 23,2014
the City
SUBJECT: REQUEST FOR APPROVAL TO REJECT ALL BIDS RECEIVED PURSUANT TO
TNVITATTON TO BtD (tTB) NO. 2013-069 FOR THE CTTYWIDE MAINTENANCE OF
ELEVATORS (REVISED RECOMMENDATION)
KEY INTENDED OUTCOME
Ensure well maintained facilities.
FUNDING
N/A
BACKGROUND INFORMATION
lnvitation to Bid (lTB) 2013-069-MF was issued with the purpose of establishing a contract,
by means of sealed bids, with a qualified firm(s), to provide elevator maintenance services
forthe City of Miami Beach (the "City"), in accordance with the prescribed specifications and
requirements.
ITB PROCESS
ITB No. 2013-069, was issued on August 27,2013, with a bid opening date of September
24,2013. Atotaloffour(4)addendumswereissued,toanswertoquestionsbyprospective
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, lnc.
o Mowrey Elevator Company of Florida
. Oracle Elevator Company. Schindler Elevator Corporation
. Suncoast Elevator Solutions, lnc.
. ThyssenKruppElevator. Xpert Elevator Services, lnc.
The ITB stated thatthe lowest responsive, responsible bidder meeting allterms, 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.
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The bids were tabulated and the following table shows a summary of the results. A detailed
tabulation is included in Appendix A.
Comoanv Name
Estimated Annual
Maintenance & Repairs
* Mowery Elevator Companv $ .l75,647.00
Eastern Elevator Service. lnc.$ 199.080.00
Xpert Elevator Services, lnc.s 213.045.80
Oracle Elevator $ 268.988.50
Suncoast Elevator Solutions s 29s.415.00
Schindler Elevator Corooration $ 349.145.00
Thvssen kruoo Elevator Coro s 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 lTB.
AWARD RECOMMENDATION OF FEBRUARY 5. 2014
On February 5,2014, the City Manager issued a recommendation to award contracts to
Eastern Elevator Service, lnc. as primary vendor, Xpert Elevator Services as the secondary
vendor, and Oracle as tertiary vendor. However, since that time certain material facts have
come to light which have necessitated the withdrawal of the City Manager's prior award
recommendation of February 5,2014, including (but not limited to) significant issueswith the
City's current elevator systems which require the City to assess these systems and develop
a long term plan for their maintenance, repairs and renovations, particularly for those
elevator systems where the systems and replacement parts are proprietary to a given
manufacturer.
CITY MANAGER'S REVIEW & REVISED RECOMMENDATION
After considering the review of City staff with regard to the services contained in the ITB and
the need for further due diligence from staff on how best to address the City's long term
elevator maintenance, repair and renovation needs, the City Manager has exercised his due
diligence and has revised his recommendation to the Mayor and the City Commission to
reject all bids received pursuant to lnvitation to Bid (lTB) No.069-2013, for Citywide
Maintenance.
It is anticipated that the City's analysis of its elevator systems and the award
recommendation for the maintenance of these systems can be finalized for the City
Commission's consideration at its October 22,2014 meeting.
CONCLUSION
Based on the aforementioned, the Administration recommends that the Mayor and City
Commission reject all bids received pursuantto lnvitation to Bid (lTB) No.069-2013, for
Citywidflaintenance.
JLM/ffirEc/AD/Ar
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