C2A-Award Contract Maintenance And Repair Of Citywide FountainsCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Award A Contract To lnvitation To Bid (lTB) No. 2014-159 For Maintenance And Repair
Of Citv Wide Fountains.
Ensure Well-Maintained Facilities
Supporting Data (Surveys, Environmental Scan, etc.): N/A
lssue:
Shall the City Commission the award of Contract?
Item S
The purpose of lnvitation to Bid (lTB) No.2014-159 is to establish a contract, by means of sealed bids, with a
qualified firm(s) to provide cleaning, chemical and repair services o'f 22'fountains located within the City of Miami
Beach (the "City'') for the Department of Property Management. This item is necessary in order to ensure the
proper functioning and the pleasant appearance of the fountains which are located in areas frequently visited by
tourists and residents. ln addition, this service will shorten the response time and improve the efficiency of the
repair of the fountains whenever the need arises. The contract(s) entered into with the successful bidde(s) shall
remain in effect for three (3) years with the option to extend for two (2) additional one (1) year periods
ITB No. 2014-159, was issued on June 11,2A14, with a bid opening date of July 2,2014. The ITB resulted in the
receipt of three (3) responses from Cast Development LLC, Fountain Design Group, lnc., and Miami Pool Tech.
After review of responses received, it is recommended that Miami Pool Tech, the lowest responsive, responsible
bidder, be awarded the contract for Section 1, Maintenance and Cleaning; and Section 2, Repairs.
RECOMMENDATION
Based on the aforementioned, the Administration recommends that the Mayor and City Commission award a
contract pursuant to lnvitation to Bid (lTB) No.2014-159 for Maintenance and Repair of Citywide Fountains to
Miami PoolTech.
Advisorv Board Recommendation:
Financial lnformation:
Funds:'/@ Lincoln Road. 1 68-9964-000325
M anaoem en t 520-1 7 20-000325
Financial lmpact Summary: " The annual cost associated with the maintenance and repair of City wide fountains
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 reouired due to increased need of services. it will be subiect to the review and
Alex Denis, Director Ext # 6641
De rartment Director Assistant Ql0lWanaqer City Mhnaqer
aAD,r /erc%MTtr[P JLM/N
F:\T 2014-159-SW City Wide Fountains SUMMARY.doc
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26
MIAMIBEACH
City of Miomi Beoe h, ,l700 Convention Center Drive, Miomi Beoch, Florido 33I39, www.miomibeochfl.gov
COMMISSION MEMORANDUM
To: Mayor Philip Levine and Members
FROM: Jimmy L. Morales, City Manager
DATE: September10,2014
(lTB) NO. 2014-159 FOR MAINTENANCE AND REPAIR OF CITY WIDE FOUNTAINS.
ADM!NISTRATION RECOMMEN DATION
Approve the award of the contract.
KEY INTENDED OUTCOME
Ensure Well-Maintained Facilities.
FUNDING
The annual cost associated with the maintenance and repair of City wide fountains 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 anticipated FY 2015 budget amounts.
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).
BACKGROU N D !N FORMATION
The purpose of lnvitation to Bid (lTB) No. 2014-159 is to establish a contract, by means of sealed
bids, with a qualified firm(s) to provide cleaning, chemical and repair services of twenty-two (22)
fountains located within the City of Miami Beach (the "City") for the Department of Property
Management. This item is necessary in order to ensure the proper functioning and the pleasant
appearance of the fountains which are located in areas frequently visited by tourists and residents.
ln addition, this service will shorten the response time and improve the efficiency of the repair of the
fountains wheneverthe need arises. The contract(s)entered into with the successful bidder(s) shall
remain in effect for three (3) years with the option to extend for two (2) additional one (1) year
periods.
ITB PROCESS
ITB No. 2014-159, was issued on June 11,2014, with a bid opening date of July 2,2014. One (1)
addendum was issued. The Procurement Department issued bid notices to twenty-one (21) firms
utilizing the Public Group and the Florida Purchasing Group website. Six (6) prospective bidders
accessed the advertised solicitation. ln addition, the Procurement Department sent the ITB
document to additional firms not registered with the Public Group via email.
Amount Account
1 $25,000 Lincoln Road. 1 68-9964-000325
2 $50,000 Prooertv Manaqemenl 520-1 7 20-000325
Total $75,000
27
Commission Memorandum
ITB 2014-1 59 Maintenance and Repair of Citywide Fountains
September 10,2014
Page l2
The notices resulted in the receipt of three (3) responses from Cast Development LLC, Fountain
Design Group, lnc., and Miami PoolTech.
The ITB stated that the lowest responsive, responsible bidder meeting all terms, conditions, and
specifications of the ITB will be recommended for award for Section 1 , Maintenance and Cleaning;
and Section 2, Repairs (Hourly Labor and Cost of Equipment and/or Materials). Veterans and local
preferences were considered during the tabulation of the bids received. Local preference was not
applicable to any of the bidders. Veterans preference was applicable to Cast Development, LLC.
ln evaluating the bids received it has been determined that, forSections 1 and2, the bid from Miami
Pool Tech is the lowest responsive, responsible bid.
ln its due diligence, the Procurement Department 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 the services for a minimum of three (3) years and that firms provide a
contact name and phone number for verification.
Cast Development LLC provided verifiable references from Miami Dade Park and
Recreation Department, City of Miami Beach, and City of West Miami.
Fountain Design Group, lnc. provided verifiable references from Alhambra Towers, Jackson
Memorial Hospital, and Cig of Jacksonville.
Miami Pool Tech provided verifiable references from Belle Mare at Williams lsland Condo,
Trump Doral Golf Resort and Spa, 2600 lsland Boulevard Condominium, and the City of
Miami Beach.
o Past Performance
MiamiPoolTech, the recommended bidderforSections 1and2, has more than twenty-one
(21) years of service with local businesses and also has provided fountain cleaning and
repair services for the City of Miami Beach in the past. ln addition their employees are all
subject to background checks, extensive training and certification. They only employ direct
hires and do not utilize sub-contractors.
Pricing tabulation is attached.
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 Miami
Pool Tech for Section 1, Maintenance and Cleaning; and Section 2, Repairs.
CONGLUSION
Based on the aforementioned, the Administration recommends that the Mayor and City Commission
award a contract pursuant to lnvitation to Bid (lTB) No. 2014-159 forthe Maintenance and Repairof
Citywide Fountains.
28
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