It is recommended that the Mayor and City Commission of the City of Miami Beach, Florida, approve the award of a contract to AAA Automated Door Repair, Inc. for Groups 1 through 7 as the primary vendor; Atlas Door & Gate, Inc. for Groups 1, 2, 4, and 6 as the secondary vendor; and B & B Rolling Door Co., for Groups 3, 5, and 7 as the secondary vendor and Group 1 as the tertiary vendor; and to OV Doors, Corp. for Groups 2 through 7 as the tertiary vendor.

This solicitation is currently under the cone of silence.

The Facilities and Fleet Management Department , from time to time, requires the services of qualified door contractor(s) to provide various routine door maintenance, repair, or replacement services. On October 17, 2018, the City Commission approved the award of a contract pursuant to Invitation to Bid (ITB) 2018-028-ND for door related repair, replacement, and preventive maintenance services with a three (3) year original term and two (2) additional one (1) year optional renewals. The contract has exhausted all renewal options and will expire on November 05, 2023.

In order to continue the services, a replacement contract ITB 2023-517-JP was developed.

On August 04, 2023, the Administration issued ITB 2023-517-JP with an opening date of September 21, 2023. One (1) addendum was issued. The Procurement Department issued 6,542 bid notices through the e-procurement system, with 40 prospective bidders accessing the advertised solicitation. The notices resulted in the receipt of 5 responses from:

·         AAA Automated Door Repair, Inc.

·         Atlas Door & Gate, Inc.

·         B & B Rolling Door Co.

·         Centerline Services Group, Inc.

·         OV Doors, Corp.

See Attachment A for a tabulation of bids received.

The bid submittal from Centerline Services Group, Inc. was deemed non-responsive for failure to comply with minimum requirements because the bidder did not provide proof of experience as required in the ITB. Accordingly, the bid submitted by this contractor could not be further considered.

The ITB stated that the responsive and responsible bidder meeting all terms and conditions of the ITB will be recommended for award. The Procurement Department verified that the responsive bids from AAA Automated Door Repair, Inc., Atlas Door & Gate, Inc., B & B Rolling Door Co., and OV Doors, Corp. meet the solicitation's requirements, including compliance with submittal requirements and prior experience. Accordingly, based on the bids received and the responsiveness of each bidder to the ITB requirements, the lowest bidder, second lowest, and third lowest bidder for each group is identified in the table below.

A brief description of the lowest responsive and responsible bidders is below based on information provided by each firm.

AAA Automated Door Repair, Inc.

AAA Automated Door Repair, Inc. has provided door related services to Miami Dade and Broward County for approximately 30 years. AAA specializes in international sales and installations, and its products and services are provided to private and public entities. AAA has worked with the City of Miami Beach since 1988. To date, the city is satisfied with the services being provided. References include Jackson Hospital, City of North Miami Beach, and Miami Jewish Health Systems.

Atlas Door & Gate, Inc.

Atlas Door & Gate, Inc., located in Hialeah, Florida, specializes in manufacturing and repairing doors for homes or businesses with a wide range of design options and materials. References such as Miami-Dade Public Library System, Miami-Dade Elections Department, and Miami-Dade County Parks indicate satisfaction with the services provided.

B & B Rolling Door Co.

B & B Rolling Door Co. has been providing South Florida businesses with door services. A locally owned and operated company offering the community sales, servicing, and installations of various doors. They service, repair, and install most commercial and industrial doors. B & B Rolling Door provide door services to Baptist Health of South Florida, Miami Marlins, AutoNation, Hardrock Stadium, Rick Case Automotive Group and The Satai Miami Beach. 

OV Doors, Corp.

N/A

Staff performed a cost analysis to determine whether the potential fiscal impact of the bids received was in the City's best interest. From the time the services were last awarded in 2018 through 2023, the Bureau of Labor Statistics reports a Consumer Price Index (CPI-U) increase for the local area of 20.1%. The pricing received from AAA Automated Door Repair, Inc., the lowest responsive, responsible bidder for all groups, reflects an average decrease of 0.13% compared to similar items in the previous ITB for these services. The recommended secondary and tertiary bidders provided higher prices but will only be used in the event that the primary bidder cannot perform the services.

Funding for these services is subject to the approval of each ordering department’s operating funds through the City’s budgeting process. The average annual expenditure for these services has been $71,608.20. Grant funding will not be utilized for this project.

520-1720-000325-29-413-592-00-00-00- ($35,000.00)

520-1720-000342-29-413-592-00-00-00- ($192,000.00)

120-6230-000342-29-404-537-00-00-00- ($30,500.00)

119-6231-000342-00-401-508-00-00-00- ($15,000.00)

110-6232-000342-00-401-508-00-00-00- ($9,300.00)

111-6233-000342-00-401-508-00-00-00- ($4,000.00)

Based on the preceding, it is recommended that the Mayor and City Commission of the City of Miami Beach, Florida, approve the award of a contract to AAA Automated Door Repair, Inc. for Groups 1 through 7 as the primary vendor; Atlas Door & Gate, Inc., for Groups 1, 2, 4, and 6 as the secondary vendor; and B & B Rolling Door Co., for Groups 3, 5, and 7 as the secondary vendor and Group 1 as the tertiary vendor; and to OV Doors, Corp. for Groups 2 through 7 as the tertiary vendor.