C7N-Accept Recomm ITN For Facilities Maintenance Services For Property ManagemenCOMMISSION ITEM SUMMARY
Condensed Title:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH,
FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PERTAININGTO
THE RANKING OF PROPOSALS, PURSUANT TO TNVTTATTON TO NEGOTTATE (lTN) NO.
2015-O9O.JR FOR FACILITIES MAINTENANCE SERVICES FOR THE PROPERTY
MANAGEMENT DIVISION.
!ntended Outcome
Data Environmental Scan. etc: N/A
Item Summary/Recommendation :
The City is seeking qualified contractors forthe provision of facilities maintenance services, which
shall include be: general repairs, plumbing, carpentry, HVAC, minor construction (projects less
than $50,000, unless approved by the City Commission), flooring, painting, waterproofing, etc. The
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
repairs for the assigned facilities.
On January 14, 2015, the City Commission approved the issuance of the subject lnvitation to
Negotiate (lTN). On January 21,2015, the ITN was issued with an opening date of February 26,
2015. A pre-proposal conference to provide information to the proposers submitting a response
was held on February 9, 2015. The City received two (2) proposals from Delcons, lnc. and
Halcyon Builders, lnc.
On March 19,2015, the City Managerappointed, via Letterto Commission (LTC) No. 117-2015, an
Evaluation Committee (the Committee), which convened on April 2,2015, to considerthe received
proposals. The Committee was instructed to score and rank the proposals received pursuant to the
evaluation criteria established in the lTN. The results of the evaluation committee process were
presented to the City Manager for his recommendation to the City Commission.
After reviewing the submission and the Evaluation Committee's rankings of the proposals received,
the City Manager recommends that the Mayor and the City Commission, pursuant to lnvitation To
Negotiation (lTN) No. 2015-090-JR, for Property Management Seryices, authorize the
Administration to enter into negotiations with both Delcons, lnc., and Halcyon Builders, lnc., and
further authorize the City Manager to execute an Agreement upon conclusion of successful
negotiations by the Administration.
RECOMMENDATION
ADOPT THE RESOLUTION.
Board Recommendation:
Financial !nformation :
Source of
Funds:
OBPI
Amount Account
1
Total The annual cost associated with the procurement of facilities
maintenance services is subject to funds availability approved through
the Citv's budoetinq process.
Financia! lmpact Summary:
Clerk's Office
Alex Denis, Extension 6641
AGENDA }TEM CA/1/* IIAIAMIBEACH aaTE 16'/{360
g MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,
www.miamibeachfl.gov
COM ION MEMORANDUM
TO:Mayor Philip Levine and Members the City
FROM: Jimmy L. Morales, City Manager
DATE: May6,2015
SUBJECT: A RESOLUTION OF THE
OF MIAMI BEACH, FLORIDA, AGCEPTING THE RECOMMENDATION OF
THE CITY MANAGER PERTAINTNG TO THE RANKING OF PROPOSALS,
puRsuANT TO tNVtTATtON TO NEGOTTATE (lTN) NO. 201s-090-JR FOR
FACILITIES MAINTENANCE SERVIGES FOR THE PROPERry
MANAGEMENT DIVISION.
FUNDING
The annual cost associated with the procurement of facilities maintenance services is subject
to funds availability approved through the City's budgeting process.
BACKGROUND
The City is seeking qualified contractors for the provision of facilities maintenance services,
which shall include be: general repairs, plumbing, carpentry, HVAC, minor construction
(projects less than $50,000, unless approved by the City Commission), flooring, painting,
waterproofing, etc.
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 repairs for the assigned facilities.
RFP PROCESS
On January 14,2015, the City Commission approved the issuance of the subject lnvitation to
Negotiate (lTN). On January 21, 2015, the ITN was issued with an opening date of February
26, 2015. A pre-proposal conference to provide information to the proposers submitting a
response was held on February 9,2015. The City received two (2) proposals from Delcons,
lnc. and Halcyon Builders, lnc.
On March 19,2015, the City Managerappointed, via Letterto Commission (LTC) No. 117-
2015, an Evaluation Committee (the "Committee") consisting of the following individuals:o Ramon Duarte, Superintendent, Property Management, City of Miami Beacho Oniel Toledo, Construction Manager, Property Management, City of Miami Beacho Elizabeth Valera, Deputy Director, Parks and Recreation Department, City of Miami
Beach
The following alternates were also appointed:o Mark Morgan, Maintenance Management Coordinator, Property Management, City of
Miami Beach. Carlos Da Cruz, Office Associate V, Parks and Recreation Department, City of Miami
Beach
OR AND CITY COMMISSION OF THE CITY
361
Commission Memorandum - ITN 2015-090-JR for Property Maintenance Servlces
May 6,2015
Page 2
The Committee convened on April 2, 2015, to consider the proposals received. After
proposer's presentations and interview, the Committee discussed the proposers'qualifications,
experience, and competence, and further scored the proposer in accordance with the
evaluation criteria established in the lTN.
Total Points Evaluation Griteria
25 Proooser Exoerience and Qualifications. includinq Financial Capability
25 Scope of Services Proposed
25 Aooroach and Methodoloov
25 Cost Prooosal
The Committee pointed out the importance to the City to attain on-site staff dedicated to City of
Miami Beach properties in an effort to ascertain service levels, as well as the importance of
having the appropriate licensing for maintenance and repairs, when applicable.
The ITN also stipulated that additional points would be applied, if applicable, pursuant to the
City's Veteran's Preference Ordinance. However, none of the proposers were eligible for
Veteran's preference.
The evaluatio resulted in the followino rankino of ls.n orocess resutleo tn SA
ITN 2015-090-JR for Property
Management Services
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Delcons. lnc.90 1 70 2 90 1
Halcvon Builders, lnc.69.67 2 72.67 1 89.67 2
The ITN will allow the Property Management Division to assign work to the contractors on a
time and material basis or on a lump sum basis depending on the project and the best interest
of the City. Final fees will be negotiated with each contractor.
CITY MANAGER'S REVIEW & RECOMMENDATION
The City Manager has reviewed the proposals received, pursuant to ITN 2015-090-JR for
Property Maintenance Services, and the results of the Evaluation Committee process, and
recommends that the Mayor and City Commission of the City of Miami Beach, Florida,
authorize the Administration to enter into negotiations with both Delcons, lnc., and Halcyon
Builders, lnc.; and further authorize the Mayor and City Clerk to execute an agreement upon
completion of successful negotiations by the Administration.
RECOMMENDATION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida approve the resolution accepting the recommendation of the City Manager,
pursuant to lnvitation to Negotiate (lTN) No. 2015-090-JR for Property Management Services.
JLM/MT/EC/AD
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362
RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THECITY OF MIAM! BEACH, FLORIDA, AGCEPTING THE
RECOMMENDATION OF THE CITY MANAGER PERTAINING TO THE
RANKING OF PROPOSALS, PURSUANT TO INVITATION TO
NEGOTIATE (rTN) NO. 2015-090-JR FOR FACTLTTTES MATNTENANCE
SERVICES FOR THE PROPERTY MANAGEMENT DIVISION.
WHEREAS, lnvitation to Negotiate No. 2015-090-JR (the ITN) was issued on January
21,2015, with an opening date of February 26,2015; and
WHEREAS, a voluntary pre-proposal meeting was held on February 9,2015; and
WHEREAS, the City received two (2) proposals; and
WHEREAS, on March 29,2015, the City Manager via Letter to Commission (LTC) No.
117-2015, appointed an Evaluation Committee (the "Committee"), consisting of the following
individuals:
. Ramon Duarte, Superintendent, Property Management, City of Miami Beach. Oniel Toledo, Construction Manager, Property Management, City of Miami Beach. Elizabeth Valera, Deputy Director, Parks and Recreation Department, City of Miami
Beach
The following alternates were also appointed:
. Mark Morgan, Maintenance Management Coordinator, Property Management, City of
Miami Beach. Carlos Da Cruz, Office Associate V, Parks and Recreation Department, City of Miami
Beach; and
WHEREAS, the Committee convened on March 25, 2015 to consider the proposal
received; and
WHEREAS, the Committee was provided an overview of the project; information relative
to the City's Cone of Silence Ordinance and the Government Sunshine Law; general information
on the scope of services, references, and a copy of the proposal; and engaged in a question
and answer session after the presentation of the proposer; and
WHEREAS, the Committee was instructed to score and rank the proposals pursuant to
the evaluation criteria established in the ITN; and
WHEREAS, ln evaluating the proposals received it has been determined that both
proposers submitted proposals that meet all terms, conditions, and specifications of the ITN and
therefore are considered as "pre-qualified" to quote for future work as the need may arise; and
WHEREAS, after reviewing the submissions and the Evaluation Committee's and
rankings, the City Manager exercised his due diligence and is recommending that the
Administration be authorized to enter into negotiations with Delcons, lnc. and Halcyons Builders,
lnc.
363
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE GITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the City Manager pertaining to the ranking
of proposals, pursuant to lnvitation to Negotiate No. 2015-090-JR for Property Maintenance
Services; authorize the Administration to enter into negotiations with Delcons, lnc. and Halcyon
Builders, lnc.; and further authorize the Mayor and City Clerk to execute an agreement upon
conclusion of successful negotiations by the Administration.
PASSED AND ADOPTED this _ day of 2015.
ATTEST:
Rafael E. Granado, City Clerk Philip Levine, Mayor
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
M+;?r-:5
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