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HomeMy WebLinkAboutR-2003-280 amendment JANITORIAL SERVICE A & A r RESOLUTION NO. 2003-280 A RESOLUTION OF THE CITY OF DANIA BEACH, FLORIDA AMENDING THE EXISTING AGREEMENT FOR JANITORIAL SERVICES FOR THE CITY ADMINISTRATION CENTER (AGREEMENT WITH A & A MAINTENANCE ENTERPRISE INC.), TO EXTEND THE TERM FOR TWO ADDITIONAL YEARS AND TO INCREASE THE AMOUNT PAYABLE TO $16,357.56 PER YEAR (INSTEAD OF $15,097.56 PER YEAR); FURTHER, AUTHORIZING THE PROPER CITY OFFICIALS TO EXECUTE THE AMENDMENT; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Charter of the City of Dania Beach, Part III, Article 3, Section 4, Subsection 0), provides that contracts for the purchase of supplies, services, equipment and materials for city government in excess of fifteen thousand dollars ($15,000.00) shall not be entered into or let except by authorization and approval of the City Commission, after advertisement for bids in a newspaper published in Broward County, Florida, with such publication to be published weekly for two (2) consecutive weeks with the first publication to be not less than fifteen (15) days prior the reception of bids; and WHEREAS, the City Manager had determined a need existed to contract for janitorial services for the City of Dania Beach Administration Center; and WHEREAS, bids and specifications for Janitorial Services were advertised and received on June 26, 2002; and WHEREAS, the City Manager had determined, after review of the bids received, that such services could be provided at the least cost to the City by awarding the bid to A & A Maintenance Enterprise Inc., in the amount of $15,097.56 per year; and WHEREAS, the contract provided for an automatic renewal for annual terms not to exceed two additional years; and WHEREAS, the Fire Prevention Bureau Division was relocated to the second floor in the Administration Center in FY 2003, and additional janitorial service will be required for that area necessitating an increase in the cost of the services, which requires an amendment to the existing agreement; and WHEREAS, City staff also recommend that the Agreement now be extended, as authorized by its terms; 1 RESOLUTION NO. 2003-280 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA: Section 1. That the City Manager is hereby authorized to execute an amendment to the agreement existing between the City and A & A Maintenance Enterprise Inc., to increase the amount payable to $16,357.56 per year (instead of $15,097.56 per year) and to extend the term for an additional two years, to address the additional services needed to serve the additional area occupied by the Fire Prevention Bureau in the City Administration Center. Section 2. That the City Manager is authorized to pay A & A Maintenance Enterprise Inc. an amount not to exceed $16,357.56 per year from the General Fund. Section 3. That the City Manager and City Attorney are authorized to make minor revisions to such Amendment to the Agreement as are deemed necessary and proper for the best interests of the City. Section 4. That all resolutions or parts of resolutions in conflict with this resolution are repealed to the extent of such conflict. Section 5. That this resolution shall be in force and take effect immediately upon its passage and adoption. PASSED and ADOPTED on December 8, 20 . BA T ATTES MAYOR — COMMISSIONER CHARLENE JO N ON CITY CLERK ROLL CALL: COMMISSIONER CHUNN - YES APPROVED AS TO FORM AND CORRECTNESS: COMMISSIONER FLURY - YES COMMISSIONER MIKES - YES VICE-MAYOR MCELYEA - YES MAYOR ANTON - YES BY: q 1 THOMAS jANE43RO CITY ATTORNEY 2 RESOLUTION NO. 2003-280 AMENDMENT TO AGREEMENT A AN AGREEMENT the "Agreement"), which THIS IS AN AMENDMENT TO ( g ), Agreement is dated �Z��nd which Agreement is existing between THE CITY OF DANIA BEACH, FLORIDA, a municipal corporation of Florida (the "City") and A & A MAINTENANCE ENTERPRISE, INC., a Fllorr* corporation, jointly referred to as "the Parties". This Amendment is dated December A ; 2003. In consideration of the mutual covenants, terms and conditions contained in this Amendment to Agreement, and other good and valuable consideration, the adequacy and receipt of which are acknowledged, the parties agree as follows: Section 1. The term of this Agreement is extended for two years, retroactive to October 1, 2003, and will expire on September 30, 2005. Section 2. That the annual amount payable shall be $16,357.56 per year (instead of $15, 097.56 per year). Section 3. That in all other respects, except as amended, the Agreement is ratified and confirmed. ® IN WITNESS OF THE FOREGOING, the parties have set their hands and seals the day and year first above written. CITY OF DANIA BEACH,PfORIDA ATTEST: BY• -- to, City Manager BY: Charlene Johnson, C• Clerk Dated• 'z�/6, 2003 APPROVED AS TO LEGAL SUFFICIENCY: A & A MAINTENANCE ENTERPRISE, orida corporation BY: Thomas J. An ro, Ci y Attorney B As Its: i 2Z 03 nl • FLORIDA December 17, 2003 Ms. Mercedes Rodriguez Regional Vice President A & A Maintenance Enterprise, Inc. 3785 NW 82"d Avenue Suite 203 Miami, FL. 33166 RE: AMENDMENT TO AGREEMENT FOR JANITORIAL SERVICES Dear Ms. Rodriguez: On December 8, 2003, the Dania Beach City Commission adopted Resolution No. 2003-280 approving an amendment to the existing agreement • between the City of Dania Beach and A & A Maintenance Enterprise Inc. We are enclosing a copy of the resolution and two original agreements for execution by your company. Once you have executed this document, please retain one original for your files and return the other one to me. If you have any questions regarding this agreement, please contact Nanci Denny, Purchasing Agent, at (954) 924-3674. Sincerely, Miriam Nasser Deputy City Clerk Enclosures • "Broward's First City" 100 West Dania Beach Boulevard Dania Beach, Florida 33004 Phone: (954) 924-3600 -www.ci.dania-beach.fl.us _ Agenda Request Form City of Dania Beach Agenda Item • -7 Date of Commission meeting: 12/8/2003 Description of Agenda Item: Automated renewal of Janitorial Services Commission action being requested: Adopt Resolution or Ordinance ® Expenditure ❑ Award BID/ RFP ❑ Presentation ❑ General approval of item ❑ Continued from meeting ©ther(Pleaseexplan)"'Ak" 461, Summary explanation and background y � . In FY 2003, the Commission approved the contract with A&A Maintennace to perform janitorial service in the administrative building. The contract allows for an automatic renewal on an annual basis for an additional two years. Due to the relocation of the Fire Prevention Bureau to the second floor, there is an additional cost of$105.00 per month. Request approval by Commission to extend the contract and to include an additional cost of$1,260 per year for the additional service. c s 1q, Attached exhibits and`additional'backup materials (Please For purchasing requests ONLY Department: Amount: Fund: General: ® Water: ❑ Sewer: ❑ Stormwater: ❑ Grants: ❑ Capital: ❑ Account Name: Account Number: Submitted by. pvarney Date: 12/4/2003 Department Director.- Date: Admin. Services Director. Date: ® Finance Director: pvarney Date: 12/4/2003 City Manager. Ivan Pato Date: 12/4/2003 CITY OF DANIA BEACH T. DEPARTMENT OF FINANCE MEMORANDUM TO: Ivan Pato Memo: DF-04-10 FROM: Patricia Varney, Director of Finance DATE: December 4, 2003 SUBJECT: Janitorial Service In June 2002, the city issued a "Request for Proposal" for janitorial service. A & A Maintenance was awarded the bid in an amount of $15,097.56 for service to be provided from October 2002 to September 2003. The agreement also allows for an automatically renewal for annual terms not to exceed two additional years. The amount we received from A & A for the administrative center remains the same, except that because of the relocation of the Fire Prevention Bureau in the second floor, there will be an additional cost of $105 per month. The Fire Department will be paying this cost from their department budget. ® I therefore, recommend that Commission to approve a revised contract with the additional area and to extend the contract on an annual term for the next two fiscal year in an amount not to exceed $16,357.56. RESOLUTION NO. 2002-121 ® A RESOLUTION OF THE CITY OF DANIA BEACH, FLORIDA AWARDING THE BID FOR JANITORIAL SERVICES FOR THE CITY FACILITY KNOWN AS THE ADMINISTRATIVE CENTER, TO A & A MAINTENANCE ENTERPRISE INC., IN THE AMOUNT OF $15,097.56, AUTHORIZING THE PROPER CITY OFFICIALS TO EXECUTE AN AGREEMENT WITH A & A MAINTENANCE ENTERPRISE, INC. AND THE CITY OF DANIA BEACH FOR JANITORIAL SERVICES; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Charter of the City of Dania Beach, Part III, Article 3, Section 4, Subsection (J), authorizes that contracts for the purchase of supplies, services, equipment and materials for the city government in excess of fifteen thousand dollars ($15,000.00) shall not be entered into or let except by authorization and approval of the City Commission, after advertisement for bids in a newspaper published in Broward County, Florida, with such publication to be published weekly for two (2) consecutive ® weeks with the first publication to be not less than fifteen (15) days prior the reception of bids; and WHEREAS, the City Manager has determined a need to contract for janitorial services for the City of Dania Beach Administrative Center; and WHEREAS, bids and specifications for Janitorial Services were advertised and received on June 26, 2002; and WHEREAS, the City Manager has determined, after review of the bids received, that such services can be provided at the least cost to the City by awarding the bid to A & A Maintenance Enterprise Inc., in the amount of$15,097.56; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA: Section 1. That the contract and bid documents received from A & A ® Maintenance Enterprise Inc., in the amount of $15,097.56 for Janitorial Services for the City facility known as the Administrative Center (exclusive of those spaces occupied by 1 RESOLUTION NO. 2002- 121 the Broward Sheriff's Office) in substantial form as Exhibit "A", attached, is approved and the appropriate city officials are authorized to execute it. Section 2. That the City Manager is authorized to pay A & A Maintenance Enterprise Inc. an amount not to exceed $15,097.56 from the General Fund Account #001-12-0240- 53-340. Section 3. That the City Manager and City Attorney are authorized to make minor revisions to such Agreement as are deemed necessary and proper for the best interests of the City. Such Agreement and award of the bid shall not be deemed accepted by the City unless and until the City has completed its execution of the Agreement. Section 4. That all resolutions or parts of resolutions in conflict with this resolution are repealed to the extent of such conflict. Section 5. That this resolution shall be in force and take effect immediately upon its passage and adoption. PASSED and ADOPTED this 13th day of August, 2002. G R B T H. CHUNN, JR. MAYO — COMMISSIONER ATTEST: ROLL CALL: COMMISSIONER BERTINO - YES COMMISSIONER MCELYEA - YES CHARLENE HNSON COMMISSIONER MIKES - YES CITY CLERK VICE-MAYOR FLURY - YES MAYOR CHUNN - YES APPROVED AS TO FORM AND CORRECTNESS: BY: THOM ,S J ANSBRO CITY ATTORNEY 2 RESOLUTION NO. 2002- 121 Exhibit "A" AGREEMENT This is an Agreement, dated between CITY OF DANIA BEACH (City), a Florida municipal corporation, with a business location at 100 West Dania Beach Boulevard, Dania Beach, Florida 33004, and A & A Maintenance Enterprise, Inc. (Contractor), a Florida contractor with its principal place of business located at Doral Executive Corporate Park, 3785 NW 82 Avenue, Suite 203, Miami, FL 33166. In consideration of the mutual terms, conditions, promises, covenants and payments set forth in this Agreement, the sufficiency and receipt of which are acknowledged, City and Contractor agree as follows: Contractor will provide all labor, materials, supplies and equipment necessary to properly maintain the Administration Center in an acceptable condition as set forth in Exhibit "A" attached hereto. The City shall provide paper products, trash can liners and liquid hand soap for dispensers. Employees of the Contractor shall be required to wear shirts bearing the name of the company and must also display an identification card. Contractor shall provide City with Certificates of Insurance and shall contain a provision that the coverage afforded under the policies will not be canceled or materially changed until at least 30 days prior to written notice given to the City. The following insurance limits are required: Commercial General Liability: $100,000.00 per occurrence combined single limit for bodily injury and property damage. Policy shall include coverage for premises/operations; products/completed operations; contractual liability; independent contractors. Workmen's Compensation: Statutory: Policy must include Employer's Liability: $100,000.00 for each accident, $50,000.00 disease (policy limit), and$100,000.00 disease (each employee). Comprehensive Auto Liability: $1,000,000.00 per occurrence combined ihiredautosoandonoin injury and property damage. Policy shall include coveragefor s owned autos. The City of Dania Beach is to be named as an additional insured on both the general liability and auto liability policies. City agrees to accept the terms of this Agreement and to pay therefore the sum of $15,097.56 per year. City will accept invoices no more than once a month. Invoices shall be processed and paid within 30 days of receipt of invoice, except on items questioned. Service will commence by the Contractor on the 1st day of October, 2002, and will continue through September 30, 2003. Thereafter, this agreement will be automatically renewed for annual terms not to exceed two additional years, beginning October 1 and ending September 30 unless a 30-day written notice to terminate is given by either party to the other party. IN WITNESS OF THE FOREGOING, the parties have set their hands and seals the day and year first written above. CITY: CITY OF DANIA BEACH, A Florida Municipal Corporation AT ESIT: � J U CHARLENE JO 4 N RO ERT H. C CITY CLERK MA OR- COM S ER VAN T CITY MANAGER APPROVED F R FtOCITY AND CORRECTNESS: THOMA J. ATTORNEY CONTRACTOR: ® COMPANY NAME CORPORATE SEAL: By: (IF APPLICABLE) SIGNATURE PRINT NAME TITLE STATE OF FLORIDA COUNTY OF BROWARD BEFORE ME,an officer duly authorized by law to administer oaths and take acknowledgments,personally appeared , as ,and , as > respectively, of Contractor, ,a Florida and acknowledged execution of the foregoing Agreement for the use and purposes mentioned in it and that the instrument is the act and deed of the Contractor. IN WITNESS OF THE FOREGOING, I have set my hand and official seal at in the State and County aforesaid on 12002. Notary Public, State of Florida at Large My Commission Expires: