| | | | | | | |  | Competitive Bid Reports - C2 B
COMMISSION MEMORANDUM |
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| | | | | | | | | TO: | Honorable Mayor and Members of the City Commission | | | FROM: | Alina T. Hudak, City Manager | | | DATE: | June 28, 2023 | | | |
| | SUBJECT: | A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA ACCEPTING THE CITY MANAGER’S RECOMMENDATION PERTAINING TO THE PROPOSALS RECEIVED, PURSUANT TO RFP 2023-001-ND, FOR ELEVATOR MAINTENANCE, REPAIRS, AND PARTS; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH SUNCOAST ELEVATOR SOLUTIONS INC., THE TOP-RANKED PROPOSER, AS THE PRIMARY VENDOR; SW ELEVATORS LLC, THE SECOND-RANKED PROPOSER, AS THE SECONDARY VENDOR, AND PRESTIGE ELEVATOR SERVICES, LLC, THE THIRD-RANKED PROPOSER, AS THE TERTIARY VENDOR; FURTHER AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AGREEMENTS WITH EACH OF THE RECOMMENDED PROPOSERS UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS. |
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| | | | | | | | RECOMMENDATION
| The Administration recommends that the Mayor and City Commission approve the Resolution accepting the City Manager’s recommendation pertaining to the proposals received, pursuant to RFP 2023-001-ND, for Elevator Maintenance, Repairs, and Parts, authorizing the Administration to enter into negotiations with Suncoast Elevator Solutions Inc., the top-ranked proposer, as the primary vendor; SW Elevators LLC, the second-ranked proposer, as the secondary vendor, Prestige Elevator Services, LLC, the third-ranked proposer, as the tertiary vendor. The Resolution also authorizes the City Manager and City Clerk to execute agreements with each of the recommended proposers upon the conclusion of successful negotiations.
The solicitation is currently under the cone of silence. |
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| | | | | | | | BACKGROUND/HISTORY
| Elevator maintenance and repair services for City facilities are essential to the Administration’s ability to provide the City’s staff, residents, and visitors with safe and reliable access to facilities. For approximately five years, the City of Miami Beach (the City) has had an agreement for elevator maintenance, repairs, and parts. The current contract expires on May 29, 2023.
As a result of the expiring contract, the RFP was developed seeking proposals for a replacement agreement. |
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| | | | | | | | ANALYSIS
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On February 22, 2023, the Mayor and the City Commission authorized the issuance of Request for Proposals (RFP) No. 2023-001-ND, for Elevator Maintenance, Repairs, and Parts. On February 27, 2023, the RFQ was issued. A voluntary pre-proposal conference to provide information to proposers submitting a response was held on March 8, 2023. Four (4) addenda were issued. The Procurement Department issued bid notices to 4,076 companies through the e-procurement system, with 41 prospective bidders accessing the advertised solicitation. RFP responses were due and received on May 5, 2023. The City received a total of seven (7) proposals from the following firms:
· Liberty Elevator Corporation
· Otis Elevator Company
· Prestige Elevator Services, LLC
· Schindler Elevator Corporation
· SW Elevators LLC
· Suncoast Elevator Solutions Inc.
· TK Elevator Corporation
On May 8, 2023, the City Manager appointed an Evaluation Committee via LTC # 214-2023. The Evaluation Committee convened on May 19, 2023, to consider the proposals received. The Committee was comprised of Joey Gan, Chief Elevator Inspector, Public Works Engineering Department, Pablo Gomez, Senior Capital Project Coordinator, Housing and Community Development, Angelo Grande, Director of Venue Operations, OVG360 Venue Management, Jenny Hernandez, Business Manager, Facilities and Fleet Management Department, and Albert Ventura, Assistant Director, Parking Department. The Committee was provided an overview of the project, information relative to the City’s Cone of Silence Ordinance, and the Government Sunshine Law. The Committee was also provided with general information on the scope of services and a copy of each proposal. The Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFP. The evaluation process resulted in the ranking of proposers as indicated in Attachment A.
A summary of each of the three top-ranked firm follows based on information provided by the firms.
Suncoast Elevator Solutions Inc.
Suncoast Elevator Solutions Inc.’s (Suncoast) owner and executive staff have a combined experience of over 20 years in the elevator industry. Suncoast considers its strongest and best asset to be communication, as its owners and managers are hands-on and accessible to their customers. Suncoast currently maintains the elevator fleet for the Miami Parking Authority, the South Beach Group, and KW Property Management and Consulting.
Suncoast is an incumbent providing these services to the City, and the City has been satisfied with its work and offered positive feedback.
SW Elevators LLC
SW Elevators LLC (SW Elevators) was founded in Fort Worth, Texas, in 2003. SW Elevators is a leading national independent provider of vertical transportation repair, maintenance, modernization, and new construction services. It is a union company with technicians certified by the National Association of Elevator Contractors (NAEC). SW Elevators has provided elevator maintenance services to the Miami Dade Transit System, the Memorial Regional Hospital, and the Miami Dade Children’s Courthouse.
Prestige Elevator Services, LLC
Prestige Elevator Services, LLC’s (Prestige) mission is to protect and extend the useful life of the equipment while preparing customers for the inevitable repairs and future modernizations as the equipment ages. Prestige fully understands the value of high-quality preventative elevator maintenance. Its technicians are highly qualified, with years of experience in all types of equipment. Prestige, based out of Texas, provides services to the Alliance Airport, the Naval Air Station Joint Reserve Base in Fort Worth, and the Houston Independent School District
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| | | | | | | | SUPPORTING SURVEY DATA
| | Not Applicable |
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| | | | | | | | FINANCIAL INFORMATION
| Estimated expenditure under the current agreement for the services has averaged approximately $400,000. Suncoast, the top-ranked bidder, has submitted a slightly less expensive proposal totaling approximately $380,000. While the current maintenance budget for the work is $370,000, some of the major projects (e.g., complete elevator modernizations) completed under the agreement are paid from specific capital project budgets, not the allocated maintenance funds.
It is not anticipated that grant funding will be utilized for this project. |
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| | | | | | | | | Amount(s)/Account(s): | 520-1720-000325-29-413-592-00-00-00- $90,000
520-1720-000342-29-413-592-00-00-00- $35,000
480-0463-000325-27-413-526-00-00-00- $47,000
480-0463-000342-27-413-526-00-00-00- $80,000
142-6976-000325-27-413-526-00-00-00- $11,000
142-6976-000342-27-413-526-00-00-00- $50,000
463-1990-000325-31-413-526-00-00-00- $10,000
463-1990-000342-31-413-526-00-00-00- $10,000
467-1996-000325-31-413-526-00-00-00- $14,000
467-1996-000342-31-413-526-00-00-00- $15,000
468-1998-000325-27-413-526-00-00-00 $10,000 |
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| | | | | | | | CONCLUSION
| After reviewing the submissions and the Evaluation Committee’s rankings and commentary, Suncoast Elevator Solutions Inc., the top-ranked firm, SW Elevators LLC, the second-ranked firm, and Prestige Elevator Services, LLC, the third-ranked firm, have been deemed as the most qualified to maintain and repair the City’s fleet of elevators. Suncoast has provided maintenance and repair services to the City’s fleet of elevators for approximately five (5) years and performs to the highest industry standards. SW Elevators is a small company with vast experience in South Florida, providing maintenance and repair services to elevators of different manufacturers, models, ages, and usage types. Finally, Prestige provides high-quality preventative maintenance, timely repair solutions, capital planning services, and safe, reliable equipment for the riding public.
To maintain operational excellence, it is prudent, in addition to having a primary service provider, to have secondary and tertiary firms awarded so that, in the event of a performance issue with an awarded firm, another firm can quickly be brought in to provide the necessary services. For this reason, it is recommended that primary, secondary and tertiary firms be awarded.
For the reasons stated herein, the Administration recommends approval of the Resolution authorizing the Administration to enter into negotiations with Suncoast Elevator Solutions Inc, the top-ranked proposer, as the primary vendor, SW Elevators LLC, the second-ranked proposer, as the secondary vendor, Prestige Elevator Services, LLC, the third-ranked proposer, as the tertiary vendor; and further authorize the City Manager and City Clerk to execute agreements with each of the proposers upon conclusion of successful negotiations by the Administration. |
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| | | | | | | | | Is this a "Residents Right to Know" item, pursuant to City Code Section 2-14? | | Does this item utilize G.O. Bond Funds? | | | No | | No | |
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| | | | | | | | Legislative Tracking
Facilities and Fleet Management/Procurement |
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