Title
MOTION TO AWARD IFB # PSPW-24-06 "ELEVATOR MAINTENANCE AND REPAIRS" TO THE MOST RESPONSIVE/ESPONSIBLE BIDDER, MAVERICK UNITED ELEVATOR LLC, IN THE AMOUNT NOT EXCEED $33,990 FOR MONTHLY MAINTENANCE AND ANNUAL INSPECTION SERVICES AND TO ESTABLISH UNIT PRICING FOR ADDITIONAL SERVICES ON AN AS-NEEDED BASIS.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines an Invitation for Bid as “A written solicitation for competitive sealed bids with the title, date and hour of the public bid opening designated therein and specifically defining the commodities or services for which bids are sought. The invitation for bid shall be used when the city is capable of specifically defining the scope of work for which a service is required or when the city is capable of establishing 15 precise specifications defining the actual commodities required. The invitation for bid shall include instructions to bidders, plans, drawings and specifications, if any, bid form and other required forms and documents to be submitted with the bid.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS.”
- Section 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $25,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.19 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE."
- Section 35.19(A) states "All sealed competitive solicitations as defined in § 35.18 shall be presented to the City Commission for their consideration prior to advertisement."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval.”
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On August 7, 2024, the City Commission authorized the advertisement of IFB # PSPW-24-06 "Elevator Maintenance and Repairs", which was advertised on August 22, 2024.
2. The purpose of the solicitation was to seek proposals from qualified firms, hereinafter referred to as the Contractor, to provide maintenance and annual inspection services for 31 elevators located in various municipal buildings, in accordance with the terms, conditions, and specifications contained in the solicitation.
3. On October 1, 2024, the City opened five (5) proposals, from the following vendors:
|
|
Vendor |
Total Cost |
|
|
Mowrey Elevator Company of Florida, Inc. |
$15,302.00 |
|
|
Maverick United Elevators |
$17,995.00 |
|
|
South Florida Elevator Service Corp. |
$25,100.90 |
|
|
Otis Elevator Company |
$25,600.00 |
|
|
Elevated Facility Services |
$26,710.00 |
4. The bid price sheet was comprised of four components: the Monthly Maintenance Fees, the Annual Inspection Fees, the Installation and Activation of the Door Lock Monitoring System, and the Hourly Rates. The Hourly Rates are to be utilized for necessary repairs outside of the monthly maintenance scope.
5. The Public Services Department evaluated the bids received based on the annual amount for the Monthly Maintenance and Inspection Fees, as these components are the main use and regular function of the contract. The other components of the price sheet were intended to establish as-needed unit pricing.
The evaluation resulted in the following total cost per vendor:
|
|
Vendor |
Total Cost |
|
|
Maverick United Elevators |
$33,990.00 |
|
|
Mowrey Elevator Company of Florida, Inc. |
$53,664.00 |
|
|
South Florida Elevator Service Corp. |
$60,412.80 |
|
|
Elevated Facility Services |
$66,960.00 |
|
|
Otis Elevator Company |
$70,680.00 |
Mowrey Elevator Company of Florida, Inc. initially appeared to have submitted the lowest proposal because the City’s Procurement Portal, OpenGov, does not allow for customized calculations (i.e. Quantity x Unit Price x Months). OpenGov’s tabulation is only a sum of unit pricing as can be seen in the table in bullet 3.
The more detailed evaluation summarized in this bullet shows Maverick United Elevators actually submitted the lowest overall bid for Monthly Maintenance and Inspection Fees, for an annual amount of $33,990.
The unit prices established for the Installation and Activation of the Door Lock Monitoring System, as well as the Hourly Rates, will be utilized on an as-needed basis and are therefore excluded from the annual cost of $33,990.
A detailed breakdown of the evaluation can be found in the “Bid Tabulation” attachment.
6. The Public Services Department has deemed Maverick United Elevators as the most responsive/responsible bidder.
7. In addition, Maverick United Elevators has also completed the Equal Benefits Certification Form and has stated that the "Contractor currently complies with the requirements of this section."
8. Request Commission to award IFB # PSPW-24-06 "Elevator Maintenance and Repairs", to the most responsive/responsible bidder, Maverick United Elevators in the annual amount not to exceed $33,990 for Monthly Maintenance and Annual Inspection Services and to establish unit pricing for additional services on an as-needed basis.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Annual amount not to exceed $33,990 for Monthly Maintenance and Annual Inspection Services. Installation and Activation of the Door Lock Monitoring System, and Hourly Rates to be invoiced at the unit rates Established by Exhibits B and C of this contract on an as-needed basis.
b) Amount budgeted for this item in Account No: Funds are available in Object Code # 546150 (R&M Land Bldg. & Improvement) across all City Departments.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project:
|
|
Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
|
|
|
|
|
|
Expenditures |
$33,990 |
$33,990 |
N/A |
N/A |
N/A |
|
Net Cost |
$33,990 |
$33,990 |
N/A |
N/A |
N/A |
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.