| | | | | | | | |  | Town of Miami Lakes
Memorandum | |
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| | | | | | | | | To: | Honorable Mayor and Councilmembers
| | From: | Alex Rey, Town Manager
| | Subject: | RLI 2016-28 Facilities Technician Services, Award
| | Date: | 5/3/2016
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| | | | | | | | | Recommendation: | | It is recommended to award three multi-year contracts to the highest ranked firms, D & M Construction of Dade County, La Perla Contractors, Inc. and Eskimo Air Conditioning and appliances for Facilities Technician Services for an annual amount not to exceed budgeted funds per fiscal year. |
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| | | | | | | | | Background: | The Town currently provides facilities maintenance services thru a contract with South Florida Maintenance (SFM) that is due to expire December, 2017. The current year budget for this service is approximately $80,000 per year.
Staff felt that we could get lower prices and better qualified individuals by contracting with smaller firms where the overhead would be lower. To that end, the Town of Miami Lakes (“Town”) issued RLI (“Request for Letters of Interest”) No. 2016-28 Facilities Technician Services, on February 4, 2016, in order to procure qualified contractor(s) to provide various trade and handyman services to the Town on a continual basis. Services include but are not limited to painting, plastering, minor plumbing, minor electrical, HVAC, carpentry, flooring, carpeting and minor cosmetic repairs.
The solicitation was advertised in the Miami Daily Business Review, posted on the Town's Contractual Opportunities web page, noticed in the Town Hall lobby, and sent to at least twenty-five (25) potential respondents.
The Evaluation Committee (“Committee”) comprised of the following individuals met on February 22, 2016 to evaluate the submittals and establish the ranking of the firms:
- Eliezer Palacio, Building Official
- Luis Sanchez, Facilities & Property Manager
- Daniel Angel, Business Operations Supervisor
The six (6) responses were evaluated based on the criteria set forth in the solicitation:
- Overall Experience and Proposed Personnel's History Performing Similar Work – 25 Points
- Range of Trade Knowledge, Skills and Abilities – 50 Points
- Client References and Ability to Perform – 25 Points = 100 Possible Points
The Committee ranked the responses as follows:
Firm Total Points Ranking
D&M Construction of Dade County “D&M” 293 Points 1
La Perla Contractors, Inc. “La Perla” 271 Points 2
Eskimo Air Conditioning & Appliances “Eskimo” 265 Points 3
Ceepco Contracting LLC 178 Points 4
Professional Services Management, Inc. 162 Points 5
Executive Cleaning Services LLC 115 Points 6
The three highest ranked firms, D&M, La Perla and Eskimo, were established as the shortlist as the Committee felt the range of disciplines offered were consistent with the Town's ongoing needs. Reference verifications, background checks and interviews were conducted for the three firms, no issues arose. Upon my approval of the Committee's recommendation to establish hourly rates through competitive negotiations with the shortlisted firms, I encouraged two separate fixed hourly rates, given that potential work orders run the gamut between non-skilled (moving heavy boxes) and skilled tasks (minor repairs/renovations such as replacing doors or floor resurfacing).Under the current Handyman agreement, the Town pays a flat rate of $23.00 per hour regardless of the type of work.
The proposed hourly rates are as follows:
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Firms
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Non-Skilled Per Hour
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Skilled Per Hour
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Materials/Equipment Mark-up
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D&M
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$25.00
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5%
(Not to exceed)
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La Perla
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$15.00
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Eskimo
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In order to secure the unskilled rate with La Perla, the Town committed to 40 hours per week of unskilled work. The Project Manager reserves the right to reduce the amount of hours upon 14-day advanced written notice.
Assuming an equal split between skill and non-skill work, the new blended rate will be $20 per hour or approximately a 15% reduction.
A percentage for mark-up on materials and equipment was included as an option should user departments determine it to be advantageous in lieu of using staff time to obtain materials. The Town can access these hourly rates for labor on Town-as-General-Contractor projects.
In accordance with the above, the Committee recommends that the Town award agreements in substantially the attached form to D&M Construction of Dade County, La Perla Contractors, Inc. and Eskimo Air Conditioning and Appliances in an amount not to exceed budgeted funds per fiscal year for an initial three (3) year term with two (2) additional 12-month renewal options.
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