C2E-Issue ITN Facilities Maintenance Services For Property ManagementCOMMISSION ITEM SUMMARY
Condensed Title:
REQUEST APPROVAL TO ISSUE AN TNVTTATTON TO NEGOTTATE (rTN) FOR FACTLTTTES
MAINTENANCE SERVICES FOR PROPERTY MANAGEMENT.
Key lntended Outcome Supported:
Streamline The Deliverv Of Services hAil
Supporting Data (Surveys, Environmental Scan, etc.): N/A
Item Summary/Recommendation :
Recently Property Management embarked upon a re-organization process to improve delivery of
services. As part of this plan, Administration is seeking maintenance services related to general repairs
and installations of components throughout the City.
The referenced ITN seeks proposals from qualified contractors for the provision of facilities maintenance
services, which shall include general maintenance and repairs including but not limited to the following
allowable services: general repairs, plumbing, carpentry, HVAC, minor construction, flooring, painting,
waterproofing, etc.
The selected Contractors must provide management, supervision, labor, materials, equipment, shop or
construction drawings (if applicable) and supplies and shall be responsible for the efficient, effective,
economical, and satisfactory operation, scheduled and unscheduled maintenance, and repair of
equipment and systems for the assigned facilities.
Property Management plays a key role throughout the City to maintain the assets to its buildings, parks
and beaches. Once initiated, this service plan will provide Property Management with the flexibility and
tools required to perform day to day tasks and preventive maintenance initiatives.
CITY MANAGER'S RECOMMEN DATION
The Administration recommends that the Mayor and Commission authorize the issuance of the ITN
2015-090-JR for Facilities Manaqement Services for the Prooertv Manaqement Division.
Advisory Board Recommendation:
N/A
Source of Funds:
Financial lmpact Summary: The annual cost of these services is subject to funds availability approved
throuqh the Cifu's budoetino orocess.
City Clerk's Office Legislative Tracking:
Alex Denis, Director Ext # 6641
Sign-Offs:
Der Ement Director Assistant Citv Manaqer ciw w nilger
AD/Y- rc 2C MT JLW]J'
T:\AGENDA\201 S\January\PROCUREMENflITN 2015-090-JR lssuance for Property Maintenance Services - Sufimafy.doc
MIAMIBEACH AGENDA ,rErn -Q
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MIAMIBEACH
City of Miomi Beoch, 1700 Convenlion Cenler Drive, Miomi Beoch, Florido 33139, www.miomibeochfl.gov
COMMISSION MEMORANDUM
TO:Mayor Philip Levine and Members
FROM: Jimmy L. Morales, City Manager
DATE: January 14,2015
SUBJECT: REQUEST FOR APPROVAL TO ISSUE AN INVITATION TO NEGOTIATE (tTN)
FOR FACILITIES MAI NTENANC E SERVIC ES FOR PROPERTY MANAGEMENT.
ADM!NISTRATION RECOMMEN DATION
Authorize the issuance of the lTN.
BACKGROUND
Recently Property Management embarked upon a re-organization process to improve
delivery of services. As part of this plan, Administration is seeking maintenance services
related to general repairs and installations of components throughout the City. These
services will consist of general repairs, carpentry, ropes and post, dune fencing, boardwalk
maintenance and play-ground equipment to name a few. Property Management plays a key
role throughout the City to maintain the assets to its buildings, parks and beaches. Once
initiated, this service plan will provide Property Management with the flexibility and tools
required to perform day to day tasks and preventive maintenance initiatives.
SCOPE OF SERVICES
The referenced ITN seeks proposals from qualified contractors for the provision of facilities
maintenance services, which shall include general maintenance and repairs including but
not limited to the following allowable services: general repairs, plumbing, carpentry, HVAC,
m inor construction, flooring, painting, waterproofin g, etc.
The selected Contractors must provide management, supervision, labor, materials,
equipment, shop or construction drawings (if applicable) and supplies and shall be
responsible forthe efficient, effective, economical, and satisfactoryoperation, scheduled and
unscheduled maintenance, and repair of equipment and systems for the assigned facilities.
For further details on the scope of services required, refer to Appendix C, ITN 2015-090-JR
OTHER RFP REQUIREMENTS
o MINIMUMQUALIFIGATIONS
Please Reference Appendix C, ITN 2015-090-JR.
o SUBMITTALREQUIREMENTS
Please Reference Section 0300, ITN 2015-090-JR.
o GRITERIA FOR EVALUATION
117
City Merchandise Store ILV
January 14,2015
Page 2 of 2
Please Reference Section 0400, ITN 2015-090-JR. The evaluation criteria are stated as
follows:
Proposer Experience and Qualifications, including Financial Capability
Scope of Services Proposed
Approach and Methodology
25
25
25
Cost Proposal
Veterans Preference
CONCLUSION
The Administration recommends that the Mayor and Commission authorize the issuance of
the ITN 2015-090-JR for Property Maintenance Services for Property Management.
ATTACHMENTS
. Attachment A: ITN 2015-090-JR for Property Maintenance Services for Property
Management.
AD/EC/MT/JLM
T:\AGENDA\20'1S\Januar$PROCUREMENT\lTN 2015-090-JR lssuance for Porperty Management Services - Memo.doc
118
TNVTTATTON TO NEGOTTATE (lTN)
FACILITIES MAINTENANCE SERVICES
20r s-ogo-JR
ITN ISSUANCE DATE:
PROPOSALS DUE: XXXXXXXXXX @ 3:00 PM
ISSUED BY:
r ^]. ^e.I/-,.-,
---
t9t5'2015
'' i a ,. . , li,,:il
Joe V. Rodriguez, CPPB, FCCi/I, Procurement Coordinotor
DEPARTMENT OF PROCUREMENT MANAGEMENT
17OO Convention Center Drive, Miomi Beoch, FL 33.l 39
305.673.7000 x6263 | Fox: 786.394.5494 | www.miomibeochfl.gov
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TABLE OF CONTENTS
SOLICITATION SECTIONS: PAGE
0100 NoT uTrLrzED ......... ............. N/A
O2OO INSTRUCTIONS TO PROPOSERS & GENERAL CONDITIONS ................. X
O3OO SUBMITTAL INSTRUCTIONS & FORMAT .............. X
0400 PRoPoSAL EVALUATTON ....... ............. X
APPENDICES: PAGE
APPENDIX A PROPOSAL CERTIFICATON, QUESTIONNAIRE AND AFFIDAVITS ......... X
APPENDIX B "NO PROPOSAL" FORM ......... X
APPENDIX C MINIMUM REQUIREMENTS & SPECIFICATIONS .................... X
APPENDIX D COST PROPOSAL FORM ....... X
APPENDIX E INSURANCE REQUIREMENTS ............... X
APPENDTX F LTSTTNG OF FACTLTTTES ........ .................. X
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SECTION O2OO INSTRUCTIONS TO PROPOSERS & GENERAL CONDITIONS
1. GENERAL. This lnvitation to Negotiate (lTN) is issued by the City of Miami Beach, Florida (the "City"), as the
means for prospective Proposers to submit their qualifications, proposed scopes of work and cost Proposals (the
"Proposal") to the City for the City's consideration as an option in achieving the required scope of services and
requirements as noted herein. All documents released in connection with this solicitation, including all appendixes
and addenda, whether included herein or released under separate cover, comprise the solicitation, and are
complementary to one another and together establish the complete terms, conditions and obligations of the
Proposers and, subsequently, the successful Proposer(s) (the "contractor[s]") if this ITN results in an award,
The City utilizes PublicPurchase (www,publicpurchase.com) for automatic notification of competitive solicitation
opportunities and document fulfillment, including the issuance of any addendum to this lTN. Any prospective
Proposer who has received this ITN by any means other than through PublicPurchase must register immediately
with PublicPurchase to assure it receives any addendum issued to this lTN. Failure to receive an addendum may
result in disqualification of Proposal submitted.
2. PURPOSE.
The purpose of this ITN is to seek proposals from qualified contractors for the provision of facilities maintenance
services, which shall include general maintenance and repairs including but not limited to the following allowable
services: general repairs, plumbing, carpentry, HVAC, minor construction (protects less than $50,000, unless
approved by the City Commission), flooring, painting, waterproofing, etc. When necessary, the shop or conshuction
drawings may be included in the definition of allowable services. A listing of facilities is attached hereto, The City's
facilities are categorized into one of the following zones.
Zone 1: South Beach (From Government Cut to Dade Blvd excluding Zone 4)
Zone 2: Middle Beach (From Dade Blvd to 63'd ST excluding Zone 4)
Zone 3: North Beach (From 63,0 ST to 87m Ter. excluding Zone 4)
Zone 4: Beach (From Government Cut to 87tn Ter. & to the East of Ocean Dr. & Collins Ave.)
The Contractor must provide management, supervision, labor, materials, equipment, shop or construction drawings
(if applicable) and supplies and shall be responsible for the efficient, effective, economical, and satisfactory
operation, scheduled and unscheduled maintenance, and repair of equipment and systems for the assigned
facilities.
IT The tentative schedule for this solicitation is as follows:
ITN lssued
Pre-Proposal Meeting
Deadline for Receipt of Questions
Proposals Due
Evaluation Committee Review
Proposer Presentations
Tentative Commission Approval Authorizing Negotiations
Contract Negotiations Following Commission Approval
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4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the
Procurement Contact noted below:
Procurement Contact:
Joe V. Rodriguez, CPPB, FCCM
Telephone:
305-673-7490, EXT 6263 ioerodriquez@miamibeachfl.qov
Additionally, the City Clerk is to be copied on all communications via e-mail at: RafaelGranado@miamibeachfl.qov;
or via facsimile: 786-394-4188.
The Bid title/number shall be referenced on all correspondence. All questions or requests for clarification must be
received no later than seven (7) calendar days prior to the date proposals are due as scheduled in Section 0200-3.
All responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum.
5. PRE-PROPOSAL MEETING OR SITE VISIT(S). Only if deemed necessary by the City, a pre-Proposal meeting or
site visit(s) may be scheduled. The details of pre-submittal meeting or site visit(s), if necessary, will be noted in
Appendix B, Minimum Requirements and Specifications.
6. PRE-PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective
Proposers are not binding on the City and will be without legal effect, including any information received at pre-
submittal meeting or site visit(s). 0nly questions answered by written addenda will be binding and may supersede
terms noted in this solicitation. Addendum will be released through PublicPurchase.
7. CONE 0F SILENCE. Pursuant to Section 2-486 of the City Code, all procurement solicitations once advertised
and until an award recommendation has been fonruarded to the City Commission by the City Manager are under the
"Cone of Silence." The Cone of Silence ordinance is available at
http://library,municode.com/index.aspx?clientlD=13097&statelD=9&statename=Florida. Any communication or
inquiry in reference to this solicitation with any City employee or City official is strictly prohibited with the of exception
communications with the Procurement Director, or his/her administrative staff responsible for administering the
procurement process for this solicitation providing said communication is limited to matters of process or procedure
regarding the solicitation. Communications regarding this solicitation are to be submitted in writing to the
Procurement Contact named herein with a copy to the City Clerk at rafaelgranado@miamibeachfl.gov.
8. SPECIAL NOTICES. You are hereby advised that this solicitation is subject to the following
ordinances/resolutions, which may be found on the City 0f Miami Beach website:
htto :iiweb. miamibeachfl.qov/procuremenUscrol l. aspx?id=235 1 0
.CONE OF SILENCE
oPROTEST PROCEDURES
.DEBARMENT PROCEEDI NGS
.LOBBYIST REGISTMTION AND DISCLOSURE 0F FEES....
.CAMPAIGN CONTRIBUTIONS BY VENDORS
oCAMPAIGN CONTRIBUTIONS BY LOBBYISTS ON PROCUREMENT
tssuEs.,.... .
oREQUIREMENT F0R CITY CONTRACTORS T0 PROVIDE EQUAL
BENEFITS FOR DOMESTIC PARTNERS .....
oLIVINGWAGEREQUIREMENT. . . . . .
oPREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND
CONTROLLED BY VETEMNS AND TO STATE-CERTIFIED SERVICE-
DISABLED VETEMN BUSINESS ENTERPRISES
.FALSE CLAIMS ORD|NANCE....
.ACCEPTANCE 0F GIFTS, FAVORS & SERV|CES...,
CITY CODE SECTION 2486
CITY CODE SECTION 2.371
CITY CODE SECTIONS 2-397 THROUGH 2-485.3
CITY CODE SECTIONS 2481 THROUGH 2-406
CITY CODE SECTION 2487
CITY CODE SECTION 2488
CITY CODE SECTION 2-373
CITY CODE SECTIONS 2407 THROUGN 2.410
CITY CODE SECTION 2-374
CITY CODE SECTION 7O-3OO
CITY CODE SECTION 2449
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9. POSTPONEMENT OF DUE DATE FOR RECEIPT OF PROPOSALS. The City reserves the right to postpone the
deadline for submittal of Proposals and will make a reasonable effort to give at least three (3) calendar days written
notice of any such postponement to all prospective Proposers through PublicPurchase.
10. PROTESTS. Protests concerning the specifications, requirements, and/or terms; or protests after the Proposal
due date in accordance with City Code Section 2-371, which establishes procedures for protested proposals and
proposed awards. Protests not submitted in a timely manner pursuant to the requirements of City Code Section 2-
371 shall be barred.
11. VETERAN BUSINESS ENTERPRISES PREFERENCE. Pursuant to City of Miami Beach Ordinance No. 2011-
3748, the City shall give a five (5) point preference to a responsive and responsible Proposer which is a small
business concern owned and controlled by a veteran(s) or which is a service-disabled veteran business enterprise.
12. DETERMINATION OF AWARD. The final ranking results of Step 1 & 2 outlined in Section V, Evaluation of
Proposals, will be considered by the City Manager who may recommend to the City Commission that negotiations be
approved with one or more Propose(s) s/he deems to be in the best interest of the City or may recommend rejection
of all Proposals. The City Manager's recommendation need not be consistent with the scoring results identified
herein and takes into consideration Miami Beach City Code Section 2-369, including the following considerations:
(1) The ability, capacity and skill of the Proposer to perform the contract.
(2) Whether the Proposer can perform the contract within the time specified, without delay or
interference.
(3) The character, integrity, reputation, judgment, experience and efficiency of the Proposer.
(a) The quality of performance of previous contracts.
(5) The previous and existing compliance by the Proposer with laws and ordinances relating to the
contract.
The City Commission shall consider the City Manager's recommendation and may approve such recommendation.
The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal
or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals. Upon approval of
selection by the City Commission, negotiations between the City and the selected Propose(s) will commence.
The City reserves the right to make an award by zone, by multiple zones, or in its entirety to one or more contractors.
ln determining zone assignment, the City may: select the propose(s) deemed most qualified for any particular
zone(s); select the propose(s) deemed to be in the best interest of the City for any particular zone(s); or, (during
negotiations) request best and final offers from the contractors selected for negotiations for any particular zone(s).
The City may also award primary, secondary and tertiary contractors for each zone. The determination of the City
Manager or City Commission as to zone assignment shall be final and binding on all parties. The zones are as
follows:
Zone 1: South Beach (From Government Cut to Dade Blvd excluding Zone 4)
Zone 2: Middle Beach (From Dade Blvd to 63rd ST excluding Zone 4)
Zone 3: North Beach (From 63ro ST to 87th Ter, excluding Zone 4)
Zone 4'. Beach (From Government Cut to 87ttt Ter. & to the East of Ocean Dr. & Collins Ave.)
13. ACCEPTANCE OR REJECTION OF PROPOSALS. The City reserves the right to reject any or all Proposals
prior to award. Reasonable efforts will be made to either award the Contract or reject all Proposals within one-
hundred twenty (120) calendar days after Proposals opening date. A Proposer may not withdraw its Proposals
unilaterally before the expiration of one hundred and twenty (120) calendar days from the date of Proposals opening.
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14. PROPOSER'S RESPONSIBILITY. Before submitting a Proposal, each Proposer shall be solely responsible for
making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions
and requirements affecting the full performance of the contract. lgnorance of such conditions and requirements,
and/or failure to make such evaluations, investigations, and examinations, will not relieve the Proposer from any
obligation to comply with every detail and with all provisions and requirements of the contract, and will not be
accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the
Proposer,
15. COSTS INCURRED BY PROPOSERS. All expenses involved with the preparation and submission of Proposals,
or any work performed in connection therewith, shall be the sole responsibility (and shall be at the sole cost and
expense) of the Proposer, and shall not be reimbursed by the City,
16. RELATIONSHIP TO THE CITY. lt is the intent of the City, and Proposers hereby acknowledge and agree, that
the successful Proposer is considered to be an independent contractor, and that neither the Proposer, nor the
Proposer's employees, agents, and/or contractors, shall, under any circumstances, be considered employees or
agents of the City.
17. TAXES. The City of Miami Beach is exempt from all Federal Excise and State taxes.
18. MISTAKES. Proposers are expected to examine the terms, conditions, specifications, delivery schedules,
proposed pricing, and all instructions pertaining to the goods and services relative to this lTN. Failure to do so will
be at the Proposer's risk and may result in the Proposal being non-responsive.
19. PAYMENT. Payment will be made by the City after the goods or services have been received, inspected, and
found to comply with contract, specifications, free of damage or defect, and are properly invoiced. lnvoices must be
submitted in a format consistent with the Purchase Order,
20. PATENTS & ROYALTIES. Proposer shall indemnify and save harmless the City of Miami Beach, Florida, and its
officers, employees, contractors, and/or agents, from liability of any nature or kind, including cost and expenses for,
or on account of, any copyrighted, patented, or unpatented invention, process, or article manufactured or used in the
performance of the contract, including its use by the City of Miami Beach, Florida. lf the Proposer uses any design,
device or materials covered by letters, patent, or copyright, it is mutually understood and agreed, without exception,
that the proposal prices shall include all royalties or cost arising from the use of such design, device, or materials in
any way involved in the work.
21. MANNER OF PERFORMANCE. Proposer agrees to perform lts duties and obligations in a professional manner
and in accordance with all applicable Local, State, County, and Federal laws, rules, regulations and codes. Lack of
knowledge or ignorance by the Proposer with/of applicable laws will in no way be a cause for relief from
responsibility. Proposer agrees that the services provided shall be provided by employees that are educated, trained,
experienced, certified, and licensed in all areas encompassed within their designated duties. Proposer agrees to
furnish to the City any and all documentation, certification, authorization, license, permit, or registration currently
required by applicable laws, rules, and regulations. Proposer further certifies that it and its employees will keep all
licenses, permits, registrations, authorizations, or certifications required by applicable laws or regulations in full force
and effect during the term of this contract. Failure of Proposer to comply with this paragraph shall constitute a
material breach of this contract.
Where contractor is required to enter or go on to City of Miami Beach property to deliver materials or perform work or
services as a result of any contract resulting from this solicitation, the contractor will assume the full duty, obligation
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and expense of obtaining all necessary licenses, permits, and insurance, and assure all work complies with all
applicable laws. The contractor shall be liable for any damages or loss to the City occasioned by negligence of the
Proposer, or its officers, employees, contractors, andior agents, for failure to comply with applicable laws.
22. SPECIAL CONDITIONS. Any and all Special Conditions that may vary from these General Terms and
Conditions shall have precedence.
23. ANT!-DISCRIMINATION. The Proposer certifies that he/she is in compliance with the non-discrimination clause
contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal
employment opportunity for all persons without regard to race, color, religion, sex or national origin.
24. DEMONSTRATION OF COMPETENCY.
A. Pre-award inspection of the Proposer's facility may be made prior to the award of contract.
B. Proposals will only be considered from firms which are regularly engaged in the business of providing the
goods and/or services as described in this solicitation.
C. Proposers must be able to demonstrate a good record of performance for a reasonable period of time, and
have sufficient financial capacity, equipment, and organization to ensure that they can satisfactorily perform the
services if awarded a contract under the terms and conditions of this solicitation.
D. The terms "equipment and organization", as used herein shall, be construed to mean a fully equipped and
well established company in line with the best business practices in the industry, and as determined by the City
of Miami Beach.
E. The City may consider any evidence available regarding the financial, technical, and other qualifications and
abilities of a Proposer, including past performance (experience), in making an award that is in the best interest of
the City,
F. The City may require Proposer s to show proof that they have been designated as authorized representatives
of a manufacturer or supplier, which is the actual source of supply. ln these instances, the City may also require
material information from the source of supply regarding the quality, packaging, and characteristics of the
products to be supply to the City,
25. ASSIGNMENT. The successful Proposer shall not assign, transfer, convey, sublet or otherwise dispose of the
contract, including any or all of its right, title or interest therein, or hisiher or its power to execute such contract, to
any person, company or corporation, without the prior written consent of the City.
26. LAWS. PERMITS AND REGULATIONS. The Proposer shall obtain and pay for all licenses, permits, and
inspection fees required to complete the work and shall comply with all applicable laws.
27. OPTIONAL CONTRACT USAGE. When the successful Proposer (s) is in agreement, other units of government
or non-profit agencies may participate in purchases pursuant to the award of this contract at the option of the unit of
government or non-profit agency.
28. VOLUME 0F WORK TO BE RECEIVED BY CONTRACTOR. lt is the intent of the City to purchase the goods
and services specifically listed in this solicitation from the contractor. However, the City reserves the right to
purchase any goods or services awarded from state or other governmental contract, or on an as-needed basis
through the City's spot market purchase provisions.
29. DISPUTES. ln the event of a conflict between the documents, the order of priority of the documents shall be as
follows:
A. Any contract or agreement resulting from the award of this solicitation; then
B. Addendum issued for this solicitation, with the latest Addendum taking precedence; then
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The solicitation; then
The Propose/s Proposal in response to the solicitation.
30. INDEMNIFICATION. The contractor shall indemnify and hold harmless the City and its officers, employees,
agents and instrumentalities from any and all liability, losses or damages, including attorney's fees and costs of
defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of claims,
demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the
performance of the agreement by the contractor or its employees, agents, servants, partners, principals or
subcontractors. The contractor shall pay all claims and losses in connection therewith, and shall investigate and
defend all claims, suits or actions of any kind or nature in the name of the City, where applicable, including appellate
proceedings, and shall pay all costs, judgments, and attorney's fees which may be incurred thereon. The contractor
expressly understands and agrees that any insurance protection required by this Agreement or othenruise provided
by the contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or
its officers, employees, agents and instrumentalities as herein provided. The above indemnification provisions shall
survive the expiration or termination of this Agreement.
31. CONTRACT EXTENSION. The City reserves the right to require the Contractor to extend contract past the
stated termination date for a period of up to 120 days in the event that a subsequent contract has not yet been
awarded. Additional extensions past the 120 days may occur as needed by the City and as mutually agreed upon by
the City and the contractor.
32. FLORIDA PUBLIC RECORDS LAW. Proposers are hereby notified that all Bid including, without limitation, any
and all information and documentation submitted therewith, are exempt from public records requirements under
Section 119.07(1), Florida Statutes, and s.24(a), Art. 1 of the State Constitution until such time as the City provides
notice of an intended decision or until thirty (30) days after opening of the proposals, whichever is earlier.
Additionally, Contractor agrees to be in full compliance with Florida Statute 119.0701 including, but not limited to,
agreement to (a) Keep and maintain public records that ordinarily and necessarily would be required by the public
agency in order to perform the services; (b) provide the public with access to public records on the same terms and
conditions that the public agency would provide the records and at a cost that does not exceed the cost provided in
this chapter or as othenruise provided by law; (c) Ensure that public records that are exempt or confidential and
exempt from public records disclosure requirements are not disclosed except as authorized by law; (d) Meet all
requirements for retaining public records and transfer, at no cost, to the public agency all public records in
possession of the contractor upon termination of the contract and destroy any duplicate public records that are
exempt or confidential and exempt from public records disclosure requirements. All records stored electronically
must be provided to the public agency in a format that is compatible with the information technology systems of the
public agency,
33. MODIFICATION/WITHDRAWALS OF PROPOSALS. A Proposer may submit a modified Proposalto replace all
or any portion of a previously submitted Proposal up until the Proposal due date and time. Modifications received
after the Proposal due date and time will not be considered. Proposals shall be irrevocable until contract award
unless withdrawn in writing prior to the Proposal due date, or after expiration of 120 calendar days from the opening
of Proposals without a contract award. Letters of withdrawal received after the Proposal due date and before said
expiration date, and letters of withdrawal received after contract award will not be considered.
34. EXCEPTIONS TO lTN. Proposers must clearly indicate any exceptions they wish to take to any of the terms in
this lTN, and outline what, if any, alternative is being offered. All exceptions and alternatives shall be included and
clearly delineated, in writing, in the Proposal. The City, at its sole and absolute discretion, may accept or reject any
or all exceptions and alternatives. ln cases in which exceptions and alternatives are rejected, the City shall require
the Proposer to comply with the particular term and/or condition of the ITN to which Proposer took exception to (as
c.
D.
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said term and/or condition was originally set forth on the ITN).
35. ACCEPTANCE 0F GIFTS, FAVORS. SERVICES. Proposers shall not offer any gratuities, favors, or anything of
monetary value to any official, employee, or agent of the City, for the purpose of influencing consideration of this
Proposal. Pursuant to Sec. 2-449 of the City Code, no officer or employee of the City shall accept any gift, favor or
service that might reasonably tend improperly to influence him in the discharge of his official duties.
Balance of Page lntentionallv Left Blank
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SECTION ()3()O PROPOSAL SUBM]TTAL INSTRUCTIONS AND FORMAT
1. SEALED PROPOSALS.One original Proposal (preferably in 3-ring binder) must be submitted in an opaque,
sealed envelope or container on or before the due date established for the receipt of proposals. Additionally, ten (10)
bound copies and one (1) electronic format (CD or USB format) are to be submitted. The following information
should be clearly marked on the face of the envelope or container in which the proposal is submitted: solicitation
number, solicitation title, Proposer name, Proposer return address. Proposals received electronically, either through
email or facsimile, are not acceptable and will be rgected.
2. LATE PROPOSALS. Proposals are to be received on or before the due date established herein. Any Proposal
received after the deadline established for receipt of Proposals will be considered late and not be accepted
or will be returned to Proposer unopened. The City does not accept responsibility for any delays, natural or
otherwise.
3. PROPOSAL FORMAT. ln order to maintain comparability, facilitate the review process and assist the Evaluation
Committee in review of Proposals, it is strongly recommended that Proposals be organized and tabbed in
accordance with the sections and manner specified below. Hard copy submittal should be tabbed as enumerated
below and contain a table of contents with page references. Electronic copies should also be tabbed and contain a
table of contents with page references. Proposals that do not include the required information will be deemed non-
responsive and will not be considered.
Cover Letter & Minimum Qualifications
1.1 Cover Letter and Table of Contents. The cover letter must indicate Proposer and Proposer Primary Contact for the
purposes of this solicitation.
1.2 Proposal Ceftification, Questionnaire & Requirements Affidavit (Appendix A). Attach Appendix A fully
completed and executed.
1.3 Minimum Qualifications Requirements. Submit verifiable information documenting compliance with the minimum
established in Appendix C, Minimum Requirements and Specificati
ce & Qualifications
2.1 Qualifications of Proposing Firm. Submit detailed information regarding the firm's history and relevant experience
and proven track record of providing the scope of services similar as identified in this solicitation, including experience in
providing similar scope of services to public sector agencies. For each project that the Proposer submits as evidence of
similar experience, the following is required: project description, agency name, agency contact, contact telephone &
email, and yea(s) and term of engagement.
2.2 Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants to be used for
this project if awarded, the role that each team member will play in providing the services detailed herein and each team
members' qualifications. A resume of each individual, including education, experience, and any other pertinent
information, shall be included for each Proposal team member to be assigned to this contract.
2.3 Financial Capacity. Each Proposer shall arrange for Dun & Bradstreet to submit a Supplier Qualification Report
(SOR) directly to the Procurement Contact named herein. No Proposal will be considered without receipt, by the City, of
the SQR directly from Dun & Bradstreet, The cost of the preparation of the SQR shall be the responsibility of the
Proposer. The Proposer shall request the SQR report from D&B at:
https://supplierportal.dnb.com/webapp/wcs/stores/servleUSupplierPorta!?storeld=11696
Proposers are responsible for the accuracy of the information contained in its SQR. lt is highly recommended
that each Proposer review the information contained in its SQR for accuracy prior to submittal to the City and
as early as possible in the solicitation process. For assistance with any portion of the SQR submittal process,
contact Dun & Bradstreet at 800-424-2495.
ITN 201 5-090:JR r0
128
of Services
Submit detailed information addressing the services the Proposer is offering and how those services will achieve
the requirements of the scope of services and technical requirements outlined in Appendix C, Minimum
Requirements and Specifications.
Responses shall be in sufficient detail and include supporting documentation, as applicable, which will allow the
Evaluation Committee to complete a fullv review and score the orooosed scope of services.
h and Methodol
Submit detailed information on how Proposer plans to accomplish the required scope of services, including detailed
information, as applicable, which addresses, but need not be limited to: staffing plan, ability to self-perform the
work, any sub-contracting requirements, contract management, reports, quality control and risk mitigation options
on time and within
al
Submit a Cost Form
Note: After Proposal submittal, the City reserves the right to require additional information from Proposers (or
Proposer team members or sub-consultants) to determine: qualifications (including, but not limited to, litigation
history, regulatory action, or additional references); and financial capability (includlng, but not limited to, annual
reviewed/audited financial statements with the auditors notes for each of their last two complete fiscal years).
r N 20 t5-O90:JR tl
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fr,l, if,,i',r,t, i BEAC H
SECTION O4OO PROPOSAL EVALUATION
1. Evaluation Committee. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each
Proposal in accordance with the requirements set forth in the solicitation. lf further information is desired, Proposers
may be requested to make additional written submissions of a clarifying nature or oral presentations to the
Evaluation Committee. The evaluation of Proposals will proceed in a two-step process as noted below. lt is important
to note that the Evaluation Committee will score the qualitative portions of the Proposals only. The Evaluation
Committee does not make an award recommendation to the City Manager. The results of Step 1 & Step 2
Evaluations will be fonrvarded to the City Manager who will utilize the results to make a recommendation to the City
Commission.
2. Step 1 Evaluation. The first step will consist of the qualitative criteria listed below to be considered by the
Evaluation Committee. The second step will consist of quantitative criteria established below to be added to the
Evaluation Committee results by the Department of Procurement Management. An Evaluation Committee, appointed
by the City Manager, shall meet to evaluate each Proposal in accordance with the qualifications criteria established
below for Step 1, Qualitative Criteria. ln doing so, the Evaluation Committee may:
. review and score all Proposals received, with or without conducting interview sessions; or. review all Proposals received and short-list one or more Proposers to be further considered during
subsequent interview session(s) (using the same criteria).
Proposer Experience and Qualifications, including Financial Capability
Scope of Services Proposed
Approach and Methodology
3. Step 2 Evaluation. Following the results of Step 1 Evaluation of qualitative criteria, the Proposers may receive
additional quantitative criteria points to be added by the Department of Procurement Management to those points
earned in Step 1, as follows.
Cost Proposal
25
25
Veterans Preference
4. Cost Proposal Evaluation. The cost Proposal points shall be developed in accordance with the following
formula:
Samole Obiective Formula for Cost
Vendor Vendor
Cost
Proposal
Example Maximum
Allowable Points
(Points noted are for
illustrative purposes only.
Actual points are noted
above.)
Formula for Calculating Points
(lowest cost / cost of Proposal
being evaluated X maximum
allowable points = awarded
points)
Round to
Total
Points
Awarded
Vendor A $ 100.00 20 $100 / $100 X20 = 20 20
Vendor B $150.00 20 $100 / $150 X 20 = 13 13
Vendor C $200.00 20 $100 I $200 X 20 = 10 10
rTN 20r5-090-]R t2
130
,nrl,Ipy\,r,',i BEACH
5. Determination of Final Ranking. At the conclusion of the Evaluation Committee Step '1 scoring, Step 2 Points
will be added to each evaluation committee member's scores by the Department of Procurement Management. Step
1 and 2 scores will be converted to rankings in accordance with the example below:
* Final Ranking is presented to the City Manager for further due diligence and
recommendation to the City Commission. Final Ranking does not constitute
an award recommendation until such time as the City Manager has made his
recommendation to the City Commission, which may be different than final
ranking results,
Committee
Member 1
Step 1
Points 82 76 80
Step 2
Points 22 15 12
Total 104 91 92
Rank 1 3 2
Committee
Member 2
Step 1
Points 79 85 72
Step 2
Points 22 15 12
Total 101 100 84
Rank 1 2 3
Committee
Member 2
Step 1
Points 80 74 66
Step 2
Points 22 15 't2
Total 't02 89 78
Rank 1 2 3
r N 20 t5-09O-lR t3
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APPENDIX A
MIAMIBTACH
Proposo I Certificotion,
auestionnoire &
Req uirements Affid ovit
FACILITIES MAINTENANCE SERVICES
2015-090JR
PROCUREMENT DIVISION
I200 Convention Center Drive
Miomi Beoch, Florido 33139
rN 20r5090jR t4
132
Solicitation No:
201 5-090-JR
Solicitation Title:
Facilities Maintenance Services
Procurement Contact:
Joe V. Rodriquez, CPPB, FCCM
Tel:
305 673.7000 x.6263
Email:
ioerodrio ueztOmiamibeachfl .oov
PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT
Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform
prospective Proposers of certain solicitation and contractual requirements, and to collect necessary information from
Proposers in order that certain portions of responsiveness, responsibility and other determining factors and
compliance with requirements may be evaluated. This Proposal Certification, Questionnaire and Requirements
Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed.
1. General Proposer lnformation.
FIRM NAME:No of Employees:
No of Years in Business:No of Years in Business Locally:
OTHER NAIUE(S) PROPOSER HAS OPERATED UNDER IN THE LAST 1O YEARS:
FIRM PRIMARY ADDRESS (HEADQUARTERS):
CITY:
STATE:ZIP CODE:
TELEPHONE NO.:
TOLL FREE NO.:
FAX NO.:
FIRM LOCAL ADDRESS:
CITY:
STATE:ZIP CODE:
PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT:
ACCOUNT REP TELEPHONE NO.:
ACCOUNT REP TOLL FREE NO,:
AUUUUNI KtsP tsMAIL:
FEDERAL TAX IDENTIFICATION NO,:
The City reserves the right to seek additional information from Proposer or other source(s), including but not limited to: any firm or principal
information, applicable licensure, resumes of relevant individuals, client information, financial information, or any information the City deems
necessary to evaluate the capacity of the Proposer to perform in accordance with conhact requirements.
rTN 20 r 5-090-JR r5
133
'1 Veteran Owned Business. ls Proposer claiming a veteran owned business status?f--l vrs l--_l ruo
SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving that firm
is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States
federal government, as required pursuant to ordinance 2011-3748.
2. Conflict Of lnterest. All Proposers must disclose, in their Proposal, the name(s) of any officer, director, agent, or immediate family
member (spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must
disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the
Proposer entity or any of its affiliates.
SUBMITTAL REQUIREMENT: Proposers must disclose the name(s) of any officer, director, agent, or immediate family member
(spouse,parent,sibling,andchild)whoisalsoanemployeeoftheCityofMiamiBeach, Proposersmustalsodisclosethenameof
any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of
its affiliates
3. References & Past Performance. Proposer shall submit at least three (3) references for whom the Proposer has completed work
similar in size and nature as the work referenced in solicitation.
SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact
lndividual Name & Title, 3) Address, 4) Telephone, 5) Contact's Email and 6) Narrative on Scope of Services Provided.
4. Suspension, Debarment or Contract Cancellation. Has Proposer ever been debarred, suspended or other legal violation, or had a
contract cancelled due to non-performance by any pq[!!c sector agency?
l__l ves [-_l ruo
SUBMITTAL REQUIREMENT: lf answer to above is "YES," Proposer shall submit a statement detailing the reasons that led to
action(s).
Vendor Campaign Contributions. Proposers are expected to be or become familiar with, the City's Campaign Finance Reform laws,
as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable
provisions of the City's Campaign Finance Reform laws are complied with, and shall be subject to any and all sanctions, as
prescribed therein, including disqualification of their Proposals, in the event of such non-compliance.
SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (including your sub-consultants) with a controlling financial
interest as defined in solicitation. For each individual or entity with a conkolling financial interest indicate whether or not each
individual or entity has contributed to the campaign either directly or indirectly, of a candidate who has been elected to the office of
Mayor or City Commissioner for the City of Miami Beach.
Code of Business Ethics. Pursuant to City Resolution N0.2000-23879, each person or entity that seeks to do business with the City
shall adopt a Code of Business Ethics ("Code") and submit that Code to the Procurement Management Department with its
response or within five (5) days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply with all
applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the
City of Miami Beach and Miami Dade County.
SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. ln lieu of submitting Code of Business
Ethics, Proposer may submit a statement indicating that it will adopt, as required in the ordinance, the City of Miami Beach Code ol
Ethics, available at www.miamibeachfl .gov/procuremenU.
Living Wage. Pursuant to Section 2-408 of the Miami Beach City Code, as same may be amended from time to time, Proposers shall
be required to pay all employees who provide services pursuant to this Agreement, the hourly living wage rates listed below:o the hourly living rate will be $11.62/Hour with health benefits of at least $1.69/Hour, and $13.31/Hour without
benefits.
The living wage rate and health care benefits rate may, by Resolution of the City Commission be indexed annually for inflation
using the Consumer Price lndex for all Urban Consumers (CPl-U) Miami/Ft. Lauderdale, issued by the U.S. Department of Labo/s
r N 20 r5-09O-lR t6
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Bureau of Labor Statistics. Notwithstanding the preceding, no annual index shall exceed three percent (3%). The City may also, by
resolution, elect not to index the living wage rate in any particular year, if it determines it would not be fiscally sound to implement
same (in a particular year).
Proposers' failure to comply with this provision shall be deemed a material breach under this proposal, under which the City may,
at its sole option, immediately deem said Proposer as non-responsive, and may fufter subject Proposer to additional penalties
and fines, as provided in the City's Living Wage Ordinance, as amended. Further information on the Living Wage requirement is
available at www.miamibeachfl .gov/procuremenV.
SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees
to the living wage requirement.
Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding competitively solicited
contracts valued at over $100,000 whose contractors maintain 5'l or more full time employees on their payrolls during 20 or more
calendar work weeks, the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business
with the City of Miami Beach, who are awarded a contract pursuant to competitive proposals, to provide "Equal Benefits" to their
employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a
Contractor who work within the City limits of the City of Miami Beach, Florida; and the Contracto/s employees located in the United
States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami
Beach.
A, Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees?f--l ves [__--] t'to
B. Does your company provide or offer access to any benefits to employees with (same or opposite sex) domestic partners* or to
domestic partners of employees?[-_l ves f--l rrro
c. Please check all benefits that apply to your answers above and list in the "othe/' section any additional
benefits not already specified. Note: some benefits are provided to employees because they have a spouse or
domestic partner, such as bereavement leave; other benefits are provided directly to the spouse or domestic
partner, such as medical insurance.
BENEFIT Firm Provides for
Employees with
Soouses
Firm Provides for
Employees with
Domestic Partners
Firm does not
Provide Benefit
Health
Sick Leave
Family Medical Leave
Bereavement Leave
lf Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.9., there are no insurance
providers in your area willing to offer domestic partner coverage) you may be eligible for Reasonable Measures compliance. To
comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application
(attached) with all necessary documentation. Your Reasonable Measures Application will be reviewed for consideration by the City
Manager, or his designee. Approval is not guaranteed and the City Manage/s decision is final. Further information on the Equal
Benefi ts requirement is available at www.miamibeachfl .gov/procuremenU.
9. Public Entity Crimes. Section 287.133(2)(a), Florida Statutes, as currently enacted or as amended from time to time, states that a
person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit
a proposal, Proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a proposal,
Proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit
proposals, Proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor,
supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity
in excess of the threshold amount provided in s.287.017 for CATEGORY TWO for a period of 36 months following the date of
r N 20 r5-O90lR t7
135
10.
being placed on the convicted vendor list.
SUBMITTAL REQUIREMENT: No additional submittal is required. By vi(ue of executing this affidavit document, Proposer agrees
with the requirements of Section 287.133, Florida Statutes, and certifies it has not been placed on convicted vendor list.
Acknowledgement of Addendum. After issuance of solicitation, the City may release one or more addendum to the solicitation which
may provide additional information to Proposers or alter solicitation requirements. The City will strive to reach every Proposer
having received solicitation through the City's e-procurement system, PublicPurchase.com. However, Proposers are solely
responsible for assuring they have received any and all addendum issued pursuant to solicitation. This Acknowledgement of
Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation. Failure
to obtain and acknowledge receipt of all addendum may result in Proposal disqualification.
lnitial to Confirm
Receiot
lnitial to Confirm
Receiol
lnitial to Conlirm
Receiol
Addendum'1 Addendum 6 Addendum 1 1
Addendum 2 Addendum 7 Addendum'12
Addendum 3 Addendum 8 Addendum't3
Addendum 4 Addendum 9 Addendum 14
Addendum 5 Addendum'10 Addendum 15
lf additional confirmation of addendum is required, submit under separate cover.
r N 20 r5-O9OJR 1B
136
The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach (the "City") for the recipient's convenience.
Any action taken by the City in response to Proposals made pursuant to this solicitation, or in making any award, or in failing or refusing to
make any award pursuant to such Proposals, or in cancelling awards, or in withdrawing or cancelling this solicitation, either before or after
issuance of an award, shall be without any liability or obligation on the part of the City.
ln its sole discretion, the City may withdraw the solicitation either before or after receiving Proposals, may accept or reject Proposals, and
may accept Proposals which deviate from the solicitation, as it deems appropriate and in its best interest. ln its sole discretion, the City may
determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation.
Following submission of a Bid or Proposal, the applicant agrees to deliver such further details, information and assurances, including
financial and disclosure data, relating to the Proposal and the applicant including, without limitation, the applicant's affiliates, officers,
directors, shareholders, partners and employees, as requested by the City in its discretion.
The information contained herein is provided solely for the convenience of prospective Proposers. lt is the responsibility of the recipient to
assure itself that information contained herein is accurate and complete. The City does not provide any assurances as to the accuracy of any
information in this solicitation.
Any reliance on these contents, or on any permitted communications with City officials, shall be at the recipient's own risk. Proposers should
rely exclusively on their own investigations, interpretations, and analyses. The solicitation is being provided by the City without any warranty
or representation, express or implied, as to its content, its accuracy, or its completeness. No warranty or representation is made by the City
or its agents that any Proposal conforming to these requirements will be selected for consideration, negotiation, or approval.
The City shall have no obligation or liability with respect to this solicitation, the selection and the award process, or whether any award will be
made. Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer, is totally
relying on this Disclosure and Disclaimer, and agrees to be bound by the terms hereof. Any Proposals submitted to the City pursuant to this
solicitation are submitted at the sole risk and responsibility of the party submitting such Proposal.
This solicitation is made subject to conection of errors, omissions, or withdrawal from the market without notice. lnformation is for guidance
only, and does not constitute all or any part of an agreement.
The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the applicable
definitive agreements pertaining thereto, are approved and executed by the parties, and then only pursuant to the terms of the definitive
agreements executed among the parties. Any response to this solicitation may be accepted or rejected by the City for any reason, or for no
reason, without any resultant liability to the City.
The City is governed by the Governmenlin{he-Sunshine Law, and all Proposals and supporting documents shall be subject to disclosure as
required by such law. All Proposals shall be submitted in sealed proposal form and shall remain confidential to the extent permitted by
Florida Statutes, until the date and time selected for opening the responses. At that time, all documents received by the City shall become
public records.
Proposers are expected to make all disclosures and declarations as requested in this solicitation. By submission of a Proposal, the Proposer
acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement
information contained in the Proposal, and authorizes the release to the City of any and all information sought in such inquiry or investigation.
Each Proposer certifies that the information contained in the Proposal is kue, accurate and complete, to the best of its knowledge,
information, and belief.
Notwithstanding the foregoing or anything contained in the solicitation, all Proposers agree that in the eventof a finalunappealable judgment
by a court of competent jurisdiction which imposes on the City any liability arising out of this solicitation, or any response thereto, or any
action or inaction by the City with respect thereto, such liability shall be limited to $10,000.00 as agreed-upon and liquidated damages. The
previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which
imposes no liability on the City.
ln the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation, it is understood that
the provisions of this Disclosure and Disclaimer shall always govern. The solicitation and any disputes arising from the solicitation shall be
governed by and construed in accordance with the laws of the State of Florida.
rrN 20r5o90JR t9
137
I hereby certify that: l, as an authorized agent of the Proposer, am submitting the following information as my firm's
Proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document,
inclusive of this solicitation, all attachments, exhibits and appendices and the contents of any Addenda released hereto,
and the Disclosure and Disclaimer Statement; Proposer agrees to be bound to any and all specifications, terms and
conditions contained in the solicitation, and any released Addenda and underctand that the following are requirements
of this solicitation and failure to comply will result in disqualification of Proposal submitted; Proposer has not divulged,
discussed, or compared the Proposal with other Proposers and has not colluded with any other Proposer or party to any
other Proposal; Proposer acknowledges that all information contained herein is part of the public domain as defined by
the State of Florida Sunshine and Public Records Laws; all responses, data and information contained in this Proposal,
inclusive of the Certification, Questionnaire and Affldavit are true and accurate.
Name of Propose/s Authorized Representative:Title of Propose/s Authorized Representative:
Signature of Propose/s Authonzed Representative:Date:
State of FLORIDA )
)
On this _day of _, 20_, personally
appeared before me who
Countyof _) stated that (s)he is the
of , a corporation, and that the instrument was signed in behalf of
the said corporation by authority of its board of directors and acknowledged said
instrument to be its voluntary act and deed. Before me:
Notary Public for the State of Florida
My Commission Expires:
rrN 20r5 090-jR 20
138
APPENDIX B
MIAMIBTACH
"No Bid" Form
FACILITIES MAI NTENANCE SERVICES
2015-090JR
PROCUREMENT DIVISION
1700 Convention Center Drive
Miomi Beoch, Florido 33,l39
rTN 201 5-090JR 21
139
WE HAVE ELECTED NOT TO SUBMIT A PROPOSAL AT THIS TIME FOR
REASON(S) CHECKED AND/OR INDTCATED BELOW:
_ Workload does not allow us to proposal
_lnsufficient time to respond
_ Specifications unclear or too restrictive
_ Unable to meet specifications
_Unable to meet service requirements
_Unable to meet insurance requirements
_Do not offer this producVservice
_OTHER. (Please specify)
We do _ do not _ want to be retained on your mailing list for future proposals
of this type product and/or service.
Signature:
Title:
Legal Company Name:
Note: Failure to respond, either by submitting a proposal or this completed form, may
result in your company being removed from our vendors list.
PLEASE RETURN TO:
CITY OF MIAMI BEACH
DEPT. OF PROCUREMENT MANAGEMENT
ATTN: Joe V. Rodriguez, CPPB, FCCM
PROPOSAL #2015.090-JR
1700 Convention Center Drive
MIAMI BEACH, FL 33139
il N 20 r5-09O-JR LL
140
APPENDIX C
MIAMIBTACH
Minimum Requirements,
Specificotions & Speciol
Conditions
FACILITIES MAINTENANCE SERVICES
2015-090JR
PROCUREMENT DIVISION.l700 Convention Center Drive
Miomi Beoch, Florido 33,l39
ITN 201 5-O9O:lR IJ
141
C1. Minimum Requirements. The Minimum Eligibility Requirements for this solicitation are listed below. Proposer
shall submit detailed verifiable information affirmatively documenting compliance with each minimum requirement.
Proposers that fail to complv with minimum requirements will be deemed non-responsive and will not be
considered.
1. Proposer shall provide evidence that it has provided services similar in scope to those defined herein to at
Iast three (3) public or private sector organizations with at least 500,000 square feet in size within the
last three (3) years. For each organization, Proposer shall provide: name of organization; organization contact
name, telephone number and email address; and, a brief description of the work provided.
2. Proposer's primary account representative or project manager for the City shall have provided services
similar in scope to those defined herein to at last one (1) public sector agencies for a period of not less
than two (2) years within the last three (3) years. Provide resume of primary account representative or
project manager to include the following: name of agencies serviced; agency contact name, telephone number
and email address; and, a brief description of the work provided.
3. Proposer shall be licensed or retain within its staff a Florida licensed commercial general or building
contractor.
C2. Work Requirements.
The Contractor must provide management, supervision, labor, materials, equipment, shop or conshuction drawings
(if applicable) and supplies and shall be responsible for the efficient, effective, economical, and satisfactory
operation, scheduled and unscheduled maintenance, and repair of equipment and systems for the facilities included
herein (Appendix G). ln general, the work shall include the following:L Buildings
1. Structural (Walls, Beams, Stairs, Floors)
2. Doors, Gates, (proper operation, conditions)
3. Roof. (Gutters, Fascia, etc.)
4. Windows. (Seals, operation, condition, etc,)
5, Child care center playground equipment (all facilities equipment associated with a child care center is
included to the extent similar equipment is included for the main facility),
ll, Parks
1. Structural (Walls, Beams, Stairs, Floors)
2. Doors, Gates, (properoperation, conditions)
3. Roof. (Gutters, Fascia, etc.)
4. Windows. (Seals, operation, condition, etc.)
5. Play Ground Equipment, Training Equipment, etc.
6. Benches, Tables, Grilles, Etc.
lll. Garages
1. Structural (Walls, Beams, Stairs, Floors)
2. Doors, Gates. (properoperation, conditions)
3. Roof. (Gutters, Fascia, etc.)
4. Windows. (Seals, operation, condition, etc.)
lV. Beach
1, Lifeguard Stands (wood, hinges, skuctural)
2. Rope & Post (Condition, repairs, replacement)
3. Mobi-Mats (Condition, cleanliness, hazardous conditions)
4. Boardwalk (uplifting woods and nails, handrails, etc.)
[N 20r509GlR 24
142
5. Beachwalk (Sunken or uneven pavers, planters, columns, etc,)
6. Paper and soap dispensing equipment in restrooms.
7. Dune fencing
V. General:
Cut wood pieces for the board walk, piers and other structures.
Repairing of the city wide benches.
Mold and cast pieces to repair several wall and floor treatment.
lnstallation and Repair of bicycle stands and signs.
Construct and repair all kind of furniture like conference tables, desks, shelving and cabinets.
Welding, assemble and repair of fence sections.
Molding and fabrication of sand interceptors.
Maintain the life guard stands.
Construction of access ramps and small bridges.
Repair and installation of mobi-mats,
The City reserves the right to add or delete facilities. Additional services may be ordered at the discretion of the
Property Management for work relating to the operations, maintenance and repair or upgrade of the covered
facilities, but not covered in the basic services of the contract, as described in this document.
ln compliance with all terms and conditions of this Agreement, the Contractor shall provide those services
relating to facilities maintenance as specified herein and in any resulting agreement. As a material inducement to
the City entering into any Agreement, Contractor represents and warrants that it has the qualifications,
experience, and facilities necessary to properly perform the services required under this Agreement in a
thorough, competent, and professional manner, and is experienced in performing the work and services
contemplated herein, Contractor shall at all times faithfully, competently and to the best of its ability, experience
and talent, perform all services described herein. Contractor covenants that it shall follow the highest
professional standards in performing the work and services required hereunder and that all materials will be
of good quality, fit for the purpose intended. The phrase "highest professional standards" shall mean those
standards of practice recognized by any applicable national standard (e.9., ASTM) or one or more first-class
firms performing similar work under similar circumstances.
All work products are subject to review and acceptance by the City, and must be revised by the
Contractor without additional charge to the City until found satisfactory and accepted by City.
C2.1 Contractorwil! perform the following Maintenance Services:
A. lnterior building maintenance and repair
B. Exterior building maintenance and repair (including but not limited to roofs)
C. Building painting (exterior and interior)
D. Plumbing repairs and restorations
E. Electrical repairs and restoration
F. HVAC repairs and rehabilitation
C2.2Project Costs. Any project resulting from this solicitation shall be priced in one of the following manners,
C2.2,1 Time & Materials, Proposers shall provide hourly cost, for the categories of labor as identified on the
Cost Proposal Form. Proposer shall also provide the mark-up for any materials (e.9., building materials,
supplies or equipment) necessary for the pro1ect(s). For the purposes of this section, materials shall be
defined only as those materials which are applied to or installed as part of the project (e.9., paint,
rTN 201 s 090-jR 25
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replacement pumps, lighting, etc.) and shall remain the property of the City. Materials shall not be
defined as any equipment (e.9., hand or power tools) necessary for the contractor to complete the
work. The cost of the latter shall be borne by the Contractor.
a. Regular Hours. Regular hours shall be defined as any work performed between 7:00 a.m. and
7:00 p.m.
b. Non-Regular Hours, Non-Regular hours shall be defined as any work required by the City to be
performed between 7:00 p.m, and 7:00 a.m.
C2.2.2 Lump Sum Plus Administrative Mark-Up. For small construction or multi-discipline construction
projects, the City may require the contractor to provide project pricing based on lump sum plus mark-
up. ln doing so, the contractor shall solicit at least three (3) quotes for each trade or discipline required.
The contractor shall select the lowest priced quote meeting all requirements. When the lowest priced
quote is not selected, the reasons for doing so must be substantiated and provided to the contract
manager. The project cost shall be defined as the sum of all trades or disciplines plus the
Administrative Mark-up. No further charges will be allowed for the project unless a change order is
issued by the City. The Administrative Mark-up shall be applied in accordance with the following project
complexity matrix:
1. Greater Than Average Complexity: Complex repairs or renovations that will involve major
systems or sensitive site conditions.
2. Average Complexity: Routine maintenance and repairs with some major systems involvement or
possible sensitive site conditions.
3. Less Than Average Gomplexity: Routine maintenance and repairs without major systems
involvement or other sensitive site conditions,
The Contractor and the City's Contract Manager shall consider each site condition prior to the
determination of complexity. The City's Contract Manager decision as to the level of complexity shall be
final and binding on both parties,
C2.3 Approval Thresholds for Lump Sum Plus Administrative Mark-up Projects.
o Project with costs equal to or less than $25,000 may be approved by the Project Manager.. Project with costs equal to or less than $250,000 may be approved by the City Manager.o Projects with cost exceeding $250,000 must be approved by the City Commission.
C2.4 Exclusions. The following items are excluded from the scope of this project, unless approved in writing by the
City,
1. Fire protection and life safety systems and equipment.2. Maintenance of landscape irrigation systems. Locks, keycard systems, and static and dynamic bollard
systems.3. Elevator and vertical transportation systems, including locks, keycard systems, and static and dynamic
bollard systems.4. Security systems.5, Telecommunication systems.6. Equipment owned and operated by tenant agencies.
7 . Furnishings (not installed as fixtures).8. Kitchen appliances and equipment (but ductwork above the ceiling, grease traps with associated
piping, and any fire suppression or fire alarm equipment are included in the scope).9. Equipment owned by servicing public utilities.
rTN 20 r 5-090-JR 26
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10. Fitness center equipment.11, Lawn sprinkler heads.12. Locksmith services
C3. SPECIAL TERMS AND CONDITIONS.
C3.1 TERM OF CONTRACT. The term of this contract will be for three (3) years, with the City having the
sole option to renew the contract with the contractor for one-year extensions for an additional two
years. The contract is subject to and contingent upon funds being appropriated by the City Council for
each fiscal year, lf such appropriations are not made, the contract shall automatically terminate
without penalty to the City.
C3.2 ASSIGNMENT AND SUBCONTRACTORS. The experience, knowledge, capability and reputation of
Contractor, its principals and employees were a substantial inducement for the City to enter into
this Agreement. Therefore, Contractor shall not contract with any other entity to perform in whole or
in part the services required hereunder without the express written approval of the City. ln addition,
neither this Agreement nor any interest herein may be transferred, assigned, conveyed,
hypothecated or encumbered voluntarily or by operation of law, whether for the benefit of creditors
or otherwise, without the prior written approval of City. Transfers restricted hereunder shall include the
transfer to any person or group of persons acting in concert of more than twenty five percent
(250/o) of the present ownership and/or control of Contractor, taking all transfers into account on
a cumulative basis. ln the event of any such unapproved transfer, including any bankruptcy
proceeding, this Agreement shall be void. No approved transfer shall release the Contractor or
any surety of Contractor of any liability hereunder without the express consent of City.
C3,3 NOTICE OF LABOR DISPUTE. Whenever Contractor has knowledge that any actual or potential
labor dispute may delay the award of this RFP, Contractor shall immediately notify and submit all
relevant information to the City of Bell. Contractor shall insert the substance of this entire clause in
any subcontract hereunder.
C3.4 PERFORMANCE DURING DISPUTES. Unless othenruise directed by the City Manager, successful
Contractor shall continue performance under the Agreement while matters in dispute are being
resolved.
C3.5 ASSUMPTION OF RISK OF LOSS. Unless othenrvise provided, Contractor shall have title to and bear
the risk of loss of or damage to the items purchased hereunder until they are delivered in
conformity as outlined in the RFP at the F.O.B. point specified herein, and upon such delivery
Contractor's responsibility for loss or damage shall cease, except for loss or damage resulting from
Contractor's negligence.
C3.6 ANNUAL COST ADJUSTMENT. At the request of the Contractor, the City may consider cost
adjustments for the second and subsequent years will be made to the Contractors annual prices
using the annual indexes of the "Consumer Price lndex for Miami Area as published by the U.S.
Department of Labor, Bureau of Labor Statistics. This adjustment may be made in first month of each
new contract year if agreed to by the City. lf the City denies a request for cost adjustment, the Contractor
shall be obligated to continue work at the then cunent rates.
C3.7 Records.
a. Cost Records. Contractor shall maintain all books, documents, papers, employee time sheets,
rTN 20r5090JR 27
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accounting records, and other evidence pertaining to the costs while performing under this
agreement and shall make such materials available at its office at all reasonable times during
the term of this agreement and for three (3) years from the date of final payment for inspection by
the City and copies of thereof shall be promptly furnished to the City upon request.
b. Environmental Compliance Records. Contractor shall also maintain adequate records to
demonstrate compliance with Best Management Practices and established environmental
standards.
c. lnspection of Records. The City reserves the right to audit all of the Contractor's records
related to the work performed under this contract.
C3.8 Reports and Communicationsa. lncident Reports. The successful contractor shall be required to complete "lncident
Reports" arising out of any unusual occurrences during performance of this contract. Such
reports must be submitted to City of Bell for review within forty-eight (48) hours and shall be
submitted after incidents such as complaints, requests, damaged personal and/or public
property, or environmentally sensitive discharges and observations within the public right of way.b. Accident Reports, Any vehicle accidents or personal injury occurring during or as a result of
this contract shall be reported to City of Bell by telephone immediately during normal
business hours or not later than 8:00 a.m. the following day (regardless of the amount of
damage or lack thereof) and a police report must be immediately obtained from law
enforcement agency that responded to accident, The Contractor must submit written Accident
Reports to the City within twenty-four (24) hours of any accident.c. Manaqement Reports. The Contractor shall furnish a report with each month's billing giving the
amount and type of work completed, the location of the work completed, and any and all
materials and equipment utilized in the completion of the work. The contractor will also provide
any additional reports requested by the City.
d. Criticism and lnitiative. The Contractor shall work closely with the City to make the service as
responsive, cost effective, and complaintfree as possible, Contractor shall also make
recommendations to the City for maintenance work that may be required as part of
maintenance and operations of the public infrastructure.e. Complaints. The contractor shall institute a procedure for receiving, logging and resolving
customer and citizen complaints by collecting pertinent information and deriving a resolution.
Complaints and their resolution shall be reported to the City of Bell within 10 days of their
receipt.
C3.9 PersonnelPracticesa, Fair Employment Practices. The Contractor must not discriminate in its recruitment, hiring,
promotion, demotion or termination practices on the basis of race, religious creed, color,
national origin, ancestry, gender, age or physical disability in the performance of any
Agreement with the City, and shall comply with the provisions of the State Fair Employment
Practices Act, the Federal Rights Act of 1964 and all amendments thereto, and the Americans
with Disabilities Act of 1990, Proposal shall include a brief statement of intent to comply with
the aforementioned laws,b. Safety and Training, Proposal shall include a description of a comprehensive safety plan that
the Contractor has adopted and that demonstrates the Contractor's commitment to work safety.
c. Contractor shall also comply with California Department of Motor Vehicles (DMV) " Pull
Notice" Practices Program if applicable to the operating of all equipment.d. Contractor shall comply with any mandatory drug testing procedures required by the California
rTN 201 5-O9O-lR 2B
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Department of Transportation for any employee operating a vehicle requiring a commercial
driver's license used in the provision of the services specified in this Request for Proposals.
C3.10 Equipmenta. Contractor shall furnish sufficient Equipment to permit the proper completion of the work as
specified in this Request for Proposals. Such Equipment shall comply with the rules and
standards established by the South Coast Air Quality Management District section 1186 and
1186.1 and any rules adopted during thetermof thecontract.
b. Contractor shall furnish sufficient materials to complete each maintenance, restoration, or
rehabilitation pgect to the standards acceptable to the City andto the Standards and
Specifications as identified in the latest Edition of the Uniform Building Code, Uniform Electric
Code, and Uniform Plumbing Code.
c, Telephone. Contractor shall furnish a telephone number to receive customer comments and
requests regarding the Services required in this Request for Proposals. Personnel shall be
available to answer this telephone from 7:00 AM to 6:00 PM Monday through Friday except
those days designated by the City of Bell as official Holidays.
C3.1 1 Penalties and lncentivesa. Service Complaint Penalties. Contractor will be allowed no more than three substantiated
complaints per month regarding work that has been completed by the contractor. The City
will levy a $100.00 penalty for each substantiated complaint above that threshold.b. Service lncentives.i. The City desires that the Contractor seek to optimize the provision of the services
specified herein. Should the Contractor furnish the services at a fixed unit cost less
than the bid amount, then the City and the Contractor shall split the amount of the
cost reduction fifty-fifty thereby providing the Contractor with an incentive for any
efficiency achieved,ii. The above referred efficiency shall not cause any reduction in the quality of the work to
be completed, or the safety of the public during the completion of the work,
C3.12 Equipment To Be Furnished. The Contractor is responsible to provide and maintain all equipment
needed to furnish the services specified herein comparable with the equipment currently being used in
the industry.
C3.13 Work Plan And Budget. Contractor shall meet with the Designated City Representative weekly to
discuss and establish the work schedule and priorities for the week. The work schedule may be
adjusted throughout the week to meet changing demands and budget.
C3,14 Contractor Availability. Contractor and the Contractor's crews/personnel are to act as an extension of
City staff, and as such, must be available to work nights and weekends if required.
C3.15 Licenses, Permits, Fees And Assessments. Contractor shall obtain at its sole cost and expense
such licenses and certifications as may be required by law for the performance of the services
required by this Agreement, Contractor shall have the sole obligation to pay for any fees,
assessments and taxes, plus applicable penalties and interest, which may be imposed by law and
arise from or are necessary for the Contractor's performance of the services required by this
Agreement, and shall indemnify, defend and hold harmless City, its officers, employees or agents of
r N 20 r5-o9GlR 29
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City, against any such fees, assessments, taxes penalties or interest levied, assessed or imposed
against City hereunder. Contractor shall obtain all permits, to be reimbursed by the City, as
may be required by law for the performance of the services required by this Agreement.
C3.16 Care Of Work. The Contractor shall adopt reasonable methods during the life of the Agreement
to furnish continuous protection to the work, and the equipment, materials, papers, documents,
plans, studies and/or other components thereof to prevent losses or damages, and shall be
responsible for all such damages, to persons or property, until acceptance of the work by City, except
such losses or damages as may be caused by City's own negligence.
C3.17 Warranty. Contractor warrants all Work under the Agreement (which for purposes of this Section
shall be deemed to include unauthorized work which has not been removed and any non-
conforming materials incorporated into the Work) to be of good quality and free from any defective
or faulty material and workmanship, Contractor agrees that for a period of one year (or the period of
time specified elsewhere in the Agreement or in any guarantee or warranty provided by any
manufacturer or supplier of equipment or materials incorporated into the Work, whichever is later)
after the date of final acceptance, Contractor shall within ten (10) days after being notified in writing by
the City of any defect in the Work or non-conformance of the Work to the Agreement, commence and
prosecute with due diligence all Work necessary to fulfill the terms of the warranty at his sole cost
and expense. Contractor shall act sooner as requested by the City in response to an emergency. ln
addition, Contractor shall, at its sole cost and expense, repair and replace any portions of the Work
(or work of other contractors) damaged by its defective Work or which becomes damaged in the
course of repairing or replacing defective Work. For any Work so corrected, Contractor's obligation
hereunder to correct defective Work shall be reinstated for an additional one year period, commencing
with the date of acceptance of such corrected Work. Contractor shall perform such tests as the City
may require to verify that any corrective actions, including, without limitation, redesign, repairs, and
replacements comply with the requirements of the Agreement. All costs associated with such
corrective actions and testing, including the removal, replacement, and reinstitution of equipment and
materials necessary to gain access, shall be the sole responsibility of the Contractor. All warranties
and guarantees of subcontractors, suppliers and manufacturers with respect to any portion of the
Work, whether express or implied, are deemed to be obtained by Contractor for the benefit of the
City, regardless of whether or not such warranties and guarantees have been transferred or assigned
to the City by separate agreement and Contractor agrees to enforce such warranties and guarantees,
if necessary, on behalf of the City. ln the event that Contractor fails to perform its obligations under
this Section, or under any other warranty or guaranty under this Agreement, to the reasonable
satisfaction of the City, the City shall have the right to correct and replace any defective or non-
conforming Work and any work damaged by such work or the replacement or correction thereof at
Contractor's sole expense. Conkactor shall be obligated to fully reimburse the City for any expenses
incurred hereunder upon demand. This provision may be waived if the services hereunder do not
include construction of any improvements or the supplying of equipment or materials.
C3.18 Additional Services. City shall have the right at any time during the performance of the services,
without invalidating this Agreement, to order extra work beyond that is specified in the Scope of
Services or make changes by altering, adding to or deducting from said work. No such extra work
may be undertaken unless a written order is first given by the Contract Officer to the Contractor,
incorporating therein any adjustment in (i) the Agreement Sum, and/or (ii) the time to perform this
Agreement, which said adjustments are subject to the written approval of the Contractor, Any
increase in compensation of up to five percent (5%) of the Agreement Sum or $25,000, whichever
rTN 20r5-09GlR 30
148
is less; or in the time to perform of up to one hundred eighty (180) days may be approved by the
Contract Officer. Any greater increases, taken either separately or cumulatively must be approved
by the City Manager.
C3.19 Schedule of Performance. Contractor shall commence the services pursuant to this Agreement
upon receipt of a written notice to proceed and shall perform all services within the time period(s)
established in the "Schedule of Performance" attached hereto as Exhibit "C" and incorporated herein
by this reference. When requested by the Contractor, extensions to the time period(s) specified in the
Schedule of Performance may be approved in writing by the Contract Officer but not exceeding one
hundred eighty (180) days cumulatively.
C3.20 Force Majeure. The time period(s) specified in the Schedule of Performance for performance of
the services rendered pursuant to this Agreement shall be extended because of any delays due to
unforeseeable causes beyond the control and without the fault or negligence of the Contractor,
including, but not restricted to, acts of God or of the public enemy, unusually severe weather, fires,
earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars,
litigation, and/or acts of any governmental agency, including the Agency, if the Contractor shall within
ten (10) days of the commencement of such delay notify the Contract Officer in writing of the
causes of the delay. The Contract Officer shall ascertain the facts and the extent of delay, and
extend the time for performing the services for the period of the enforced delay when and if in the
judgment of the Contract Officer such delay is justified. The Contract Officer's determination shall
be final and conclusive upon the parties to this Agreement. ln no event shall Contractor be entitled
to recover damages against the City for any delay in the performance of this Agreement, however
caused, Contractor's sole remedy being extension of the Agreement pursuant to this Section.
C3.21 lnspection and Final Acceptance. City may inspect and accept or reject any of Contractor's work
under this Agreement, either during performance or when completed. City shall reject or finally
accept Contraclor's work within forth five (45) days after submitted to City. City shall accept work by a
timely written acceptance, othenrvise work shall be deemed to have been relected. City's acceptance
shall be conclusive as to such work except with respect to latent defects, fraud and such gross
mistakes as amount to fraud. Acceptance of any work by City shall not constitute a waiver of any of
the provisions of this Agreement including, but not limited to, Section X, pertaining to indemnification
and insurance, respectively.
C3.22 Status of Contractor. Contractor shall have no authority to bind City in any manner, or to incur any
obligation, debt or liability of any kind on behalf of or against City, whether by contract or othenrrrise,
unless such authority is expressly conferred under this Agreement or is othenruise expressly conferred
in writing by City. Contractor shall not at any time or in any manner represent that Conkactor or any of
Contractor's officers, employees, or agents are in any manner officials, officers, employees or agents
of City, Neither Contractor, nor any of Contractor's officers, employees or agents, shall obtain any
rights to retirement, health care or any other benefits which may othenruise accrue to City's
employees. Contractor expressly waives any claim Contractor may have to any such rights,
C3.23 Contract Manager. The Contract Manager shall be the City's representative for any resulting
agreement. lt shall be the Contractor's responsibility to assure that the Contract Manager is kept
informed of the progress of the performance of the services and the Contractor shall refer any
decisions which must be made by City to the Contract Manager. Unless othenruise specified herein,
any approval of City required hereunder shall mean the approval of the Contract Manager.
ITN 20 I 5.09G]R 3t
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C3,24 lndependent Contractor. Neither the City nor any of its employees shall have any control over the
manner, mode or means by which Contractor, its agents or employees, perform the services
required herein, except as othenruise set forth herein. City shall have no voice in the selection,
discharge, supervision or control of Contractor's employees, servants, representatives or agents,
or in fixing their number, compensation or hours of service. Contractor shall perform all services
required herein as an independent contractor of City and shall remain at all times as to City a wholly
independent contractor with only such obligations as are consistent with that role. Contractor shall not
at any time or in any manner represent that it or any of its agents or employees are agents or
employees of City. City shall not in any way or for any purpose become or be deemed to be a
partner of Contractor in its business or othenruise or a joint venturer or a member of any joint
enterprise with Contractor.
C3.25 Prohibition against Subcontracting or Assignment. The experience, knowledge, capability and
reputation of Contractor, its principals and employees were a substantial inducement for the Agency
to enter into this Agreement. Therefore, Contractor shall not contract with any other entity to perform
in whole or in part the services required hereunder without the express written approval of the
Agency. ln addition, neither this Agreement nor any interest herein may be transferred, assigned,
conveyed, hypothecated or encumbered voluntarily or by operation of law, whether for the
benefit of creditors or othenruise, without the prior written approval of Agency. Transfers restricted
hereunder shall include the transfer to any person or group of persons acting in concert of more than
twenty five percent (250/o) of the present ownership and/or control of Contractor, taking all transfers
into account on a cumulative basis, ln the event of any such unapproved transfer, including any
bankruptcy proceeding, this Agreement shall be void. No approved transfer shall release the
Contractor or any surety of Contractor of any liability hereunder without the express consent of
Agency.
C3.26 Reports, Contractor shall periodically prepare and submit to the Contract Officer such reports
concerning the performance of the services required by this Agreement as the Contract Officer shall
require. Contractor hereby acknowledges that the City is greatly concerned about the cost of work and
services to be performed pursuant to this Agreement. For this reason, Contractor agrees that if
Contractor becomes aware of any facts, circumstances, techniques, or events that may or will
materially increase or decrease the cost of the work or services contemplated herein or, if Contractor is
providing design services, the cost of the project being designed, Contractor shall promptly notify the
Contract Officer of said fact, circumstance, technique or event and the estimated increased or
decreased cost related thereto and, if Contractor is providing design services, the estimated
increased or decreased cost estimate for the prolect being designed,
C3.27 Ownership of Documents. All drawings, specifications, maps, designs, photographs, studies,
surveys, data, notes, computer files, reports, records, documents and other materials (the "documents
and materials") prepared by Contractor, its employees, subcontractors and agents in the
performance of this Agreement shall be the property of City and shall be delivered to City upon
request of the Contract Officer or upon the termination of this Agreement, and Contractor shall have
no claim for further employment or additional compensation as a result of the exercise by City of its
full rights of ownership use, reuse, or assignment of the documents and materials hereunder. Any
use, reuse or assignment of such completed documents for other pqects and/or use of uncompleted
documents without specific written authorization by the Contractor will be at the City's sole risk and
without liability to Contractor, and Contractor's guarantee and warranties shall not extend to such
rTN 20r5-090-JR JI
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use, revise or assignment. Contractor may retain copies of such documents for its own use.
Contractor shall have an unrestricted right to use the concepts embodied therein. All
subcontractors shall provide for assignment to City of any documents or materials prepared by
them, and in the event Contractor fails to secure such assignment, Contractor shall indemnify
City for all damages resulting therefrom.
rTN 20 r 5-090-JR
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APPENDIX D
MIAMIBTACH
Cost
FACILITIES
Proposol Form
MAINTENANCE SERVICES
2015-090JR
PROCUREMENT DIVISION.l700 Convention Center Drive
Miomi Beoch, Florido 33139
Miami Beach
rTN 201s{90-JR
AppendixD-Page'l
rrN 20r5o9olR 34
152
cosT PRoPoSAL FORM (APPENDTX D)
Bidder affirms that the prices stated on the proposal price form below represents the entire cost of the items in full accordance with the
requirements of this lTN, inclusive of its terms, conditions, specifications and other requirements stated herein, and that no claim will be
made on account of any increase in wage scales, material prices, delivery delays, taxes, insurance, cost indexes or any other unless a
cost escalation provision is allowed herein and has been exercised by the City Manager in advance. The Bid Price Form (Section 5) shall
be completed mechanically or, if manually, in ink. Cost Proposal Forms completed in pencil shall be deemed non-responsive. All
corrections on the Cost Proposal Forms shall be initialed.
Group ltem
Description
(A)
Estimated
Annual
Service Hours
(B)U/M Unit Cost
Total
(AXB)
1A Hourlv Rate - Reoular 5.000 Hourly Rate $$
1B Hourlv Rate - Non-Reoular 1,000 Hourly Rate $$
Group ltem Description
Estimated
Annual Gross
Costs
(A)
Administrative Mark-up for
Equipment and Supplies
(B)
Net Cost for
Materials
(AXB)
1C Materials $50.000 ot/o $
Administrative Mark-up
for Equipment and
Supplies
Net Cost for
Materials
Projects with Greater than
* Total Proposed Cost shall be the basis for the calculation of cost points during the evaluation process.
Company:
Authorized Representative:
Telephone:
Authorized Representative's Signature:
rTN 20 r5-0eOJR J5
153
APPENDIX E
MIAMIBTACH
lnsuro nce Requirements
FACILITIES MAINTENANCE SERVICES
201 5-090JR
PROCUREMENT DIVISION
1700 Conveniion Center Drive
Miomi Beoch, Florido 33.l39
rrN 20r5o9oJR 36
154
AAIAMIBTACH
INSURANCE REQUIREMENTS
This document sets forth the minimum levels of insurance that the contractor is required to
maintain throughout the term of the contract and any renewal periods.
XXX 1. Workers' Compensation and Employe/s Liability per the Statutory limits of the state of Florida.
XXX 2. Comprehensive General Liability (occurrence form), limits of liability $ 1,000,000,00 per occurrence for bodily
injury property damage to include Premises/ Operations; Products, Completed Operations and
Contractual Liability. Contractual Liability and Contractual lndemnity (Hold harmless endorsement
exactly as written in "insurance requirements" of specifications).
XXX 3. Automobile Liability - $1,000,000 each occurrence - owned/non-owned/hired automobiles included.
-4,ExcessLiability.$-.00peroccurrencetofollowtheprimarycoVerageS.XXX 5. The City must be named as and additional insured on the liability policies; and it must be stated on the
certificate.
_ 6. Other lnsurance as indicated:
_ Builders Risk completed value $_.00_ Liquor Liability $_.00_ Fire Legal Liability $_.00_ Protection and lndemnity $_,00_ Employee Dishonesty Bond $_.00_ Other $_.00
XXX 7. Thirty (30) days written cancellation notice required.
XXX 8. Best's guide rating B+:Vl or better, latest edition.
XXX 9, The certificate must state the proposal number and title
The City of Miami Beach is self-insured. Any and all claim payments made from self-insurance are subject
to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable
Statutes.
17r N 20 r5-o9olR
155
APPENDIX F
MIAMIBTACH
Listing of Focilities
FACILITIES MAINTENANCE SERVICES
2015-090JR
PROCUREMENT DIVISION
1700 Convention Center Drive
Miomi Beoch, Florido 33139
rTN 20r509OJR 3B
156
APPETIDIX F
Property Management Locations Addresses & Hours of Operation
BEACH lIAINT RESTROON,IS
\INT RFST
BEACH VIAINT
BE,\CH VIAINT
PV llST Colvllvl CENTER
Ptvl 55,i Btil
Plvl ADLIIN
P\,I {D IVI IN
PIVI.\RT FIL\,IS
PIV( ART FIL}IS
PLI BE,\CH PATROL
P\I BNI CITYWIDE
PfuI BN( SHOWER
Pfvl Blvl SHOWER
PNI BNI SHOWER
ST & OCEAN DR.RESTROOLIS
IST.FLOOR. I755 VERIDIAN
rTTH ST- IST FI-OOR
-14(nA-P\t-cAR
. I.lOOF.P!I HI JRRIC{NE
ST & OCEAN DRIVE-OFFICE/
\RD STAND- BEACH P\TROI-
! ST STREET.SHOWER/FOOTBATH
-22 t5-rRD ST-SHOWER
rTN 201s-090-JR 39
157
Property Management Locations - Hours of Operation
,,,''l'i,tr1'!:,f!.fi'!' 4'
;.;:'ffiffil11i' : :.1 .|)'i!r-r:1i.:-r,.1;,:rn
i:.::}!ii$d&(II'!t 3!t sHo\\ ER
P\r B[{ Sl{'}WFR
PlI BNI SHOIVER
PIVI CHA!IBERS
P!1 CHANIBERS
Pfvl CITY HALL
PM CIry HAI I-
Plvl CITY HALL
P\t
P\,I CITY HALL
P!I CIry
P!I
Pfvl FIRE ST\TION
P!I FI-ANII
rTN 2015-090-JR 40
158
Property Management Locations - Hours of Operation
q\{ i]!-AlIIN(;O PARK
PVI FI-fTIINCO P\RK
PVI FI-EET lICNIT
P]VI FOI]NTAINS
PVI NORTH SHORE P{RK
PLI \ORTH SHORE P{RK
PUI OTHER PARKS
PlI OTHER P\RKS
ER P{RKS
PLI OTHER P{RKS
-i i0lH-l l-li sr-NII(-
.tTi.iLETIC LEACUE I ITH.I5TH ST/I\,IICH \\/E.POI ]CE \THLETIC
- I IOIL,I I I5 ST I{IL-H AVE.FOOTBAI-I-
I l0tM-l t-15 sT-v[cH \vE,
I{O \IACARTHtJR CSW\"BAYS
BLK FOIJNT\IN - I-INCOI-N RO{D VIAt-I-
.O9O]D-LINCOI-N 7(X) FOI JNT\IN
IOOO BLK FOUNT,fIN - LINCOLN ROAD IIALL
.IVELCONIE SICN FO(JNT\IN
I]O WASHINCTON,\VENI]E-ALL FI-OORS
.l I l5-;01-7:ND ST-OF
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PARK {4OO CHASE \VE
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tTN 2015-090-JR 41
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Property Management Locations - Hours of Operation
PNI PARKIN("; I.I5
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P!I PARKING I6-22
PNI P{RKING I5-]2
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tTN 2015-090-JR 42
160
Property Management Locations - Hours of Operation
*od;!.&JPll rraKs
P
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P[I P{JBI-IC WORKS
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PNI P{]BLIC IVORKS
PNI SOTJTH
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tTN 2015-090-JR
161
Property Management Locations - Hours of Operation
P!I SPEC PROCR.\}I
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P!!I SPEC PROCR-\}I
PLI SPEC PROCR{ilI
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PIVI LIFECUARD
tTN 2015-090-JR
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