Summary of Specifications:
The purpose of this ITB is to establish a contract, by means of sealed bids, with a qualified firm(s) to provide cleaning, chemical and repair services of 23 fountains (as referenced in Appendix E, Bid Tender Form) located within the City of Miami Beach (the “City”) for the Department of Property Maintenance in accordance with the prescribed specifications and requirements. Interested vendors are invited to submit bids in response to this ITB.
The Minimum Eligibility Requirements for this solicitation are listed below. Proposer shall submit detailed verifiable information affirmatively documenting compliance with each minimum requirement. Proposers that fail to comply with minimum requirements will be deemed non-responsive and will not be considered.
1. Bidders have must regularly engaged in the business of providing the services as described in this Bid for a minimum of three (3) years. 2. Bidder shall submit at least three (3) references for whom the Bidder has completed work or is currently working on a project similar in size and nature as the work referenced in solicitation.
SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact Individual Name & Title, 3) Address, 4) Telephone, 5) Contact’s Email and 6) Narrative on Scope of Services Provided.
C2. Statement of Work Required. The purpose of this ITB is to establish a contract, by means of sealed bids, with a qualified firm(s) to provide cleaning, chemical and repair services of 23 fountains located within the City of Miami Beach (the “City”) for the Department of Property Maintenance in accordance with the prescribed specifications and requirements. Interested vendors are invited to submit bids in response to this ITB.
C3. Specifications. Contractor shall provide all labor, equipment, supplies, chemicals, and materials necessary to perform on-going cleaning, maintenance and repairs of the City’s (23) interactive re-circulating fountains. The City’s current listings of fountains are as follows
Lincoln Rd Mall fountain (Block 1000) Palm Island fountain, 156 Palm Ave. 777 Building Fountain. 777 17th St. Meridian Ave. Lincoln Rd Mall fountain (Block 900) Star Island fountain, 12 Star Island Dr. The “Rotunda” fountain, 2111 Collins Ave Lincoln Rd Mall fountain (Block 800) 21 St. fountain 21st & Alton Rd. The “North” fountain, 2111 Collins Ave Lincoln Rd Mall fountain (Block 700) 41 St. fountain 41st & Pinetree Dr. The “South” fountain, 2111 Collins Ave Lincoln Rd Mall fountain (Block 600) 71 ST. fountain 71st & Ruevendome Dr. The “Tranquility” fountain, 2111 Collins Ave Lincoln Rd Mall fountain (Block 500) Welcome Sign fountain, 71st & Biarritz Dr. Ocean Front Auditorium, 1001 Ocean Drive Lincoln Rd Mall fountain (Block 400) #1 6th St. Community Center fountain South Pointe Park Lincoln Rd Mall fountain (Block 400) #2 Topa Fount. 1700 Washington Ave.
The fountain maintenance work to be done consists of furnishing all labor, materials, tools, equipment and incidentals required to maintain all of the fountains listed and as specified or as directed by the City Representative. All workmanship shall conform to standard trade practices governing, and approved by the City prior to beginning any maintenance.
It is highly recommended that contractors visit each fountain location before submitting their bid.
MAINTENANCE AND CLEANING The Contractor shall clean the twenty-three (23) fountains a minimum of three (3) times per week unless otherwise requested by the City. The City reserves the right to request a modification of services. The cleaning includes, but is not limited to:
1. Removing any foreign substances or debris deposited into, on, or directly adjacent to all fountains. 2. Treating and removing mold and mildew as well as any surface scaling. 3. Maintaining of all equipment, mechanical and electrical, as necessary to ensure a fully operational and/or illuminated fountain system.
4. Cleaning all filters during each visit. 5. Unclogging all drain lines during each visit. 6. Skimming the fountains during each visit. 7. Checking lint traps during each visit. 8. Scrubbing tiles and/or walls during each visit. 9. Vacuuming shallow fountains during each visit. 10. Performing a water quality at least once a week.
The Contractor shall submit, to the City Representative, written monthly maintenance reports on each fountain. The report shall address the condition of each fountain including, but not limited to, water quality parameters and planned/unplanned corrective work performed to be approved by the City.
The Contractor shall also maintain a log sheet for each fountain. The log sheet shall, as a minimum, contain the following information:
• Chemical additions and dosage rates. • Total pounds/gallons of chemicals added. • Water quality test date detailing all listed parameters in this specification. Test data shall show results of test before and after chemical additions. • All problems associated with water quality maintenance and final resolution of problem. • All other maintenance activities performed and problems found, if any, with final resolution to correct the said problem.
Log sheets shall be maintained by the Contractor and be accessible to the City Representative at any time. The log sheets shall become the property of the City at the expiration of the contract.
Upon request from the City Representative, and within five (5) days of request, the Contractor shall provide one (1) copy of the Material Safety Data Sheet (MSDS) for each chemical utilized at the sites within five (5) days.
The Contractor shall provide the weekly water test results to the City Representative for review. The City Representative contact information will be provided upon award of contract.
CHEMICAL SERVICES The Contractor must maintain water quality balance in all fountains by performing, at minimum once per week the following:
• Test and adjust water chemistry: Chlorine 2 to 5 PPM, pH 7.2 to 7.6 PPM, Total Alkalinity 80 to 120 PPM, Calcium Hardness 250+ PPM, Cyanuric Acid/Conditioner 30 to 60 PPM, and Algaecides. To meet standards of oxidation and sanitation. • Add and monitor amounts of Algaecides, Filter Coagulants and shock treatments. • Monitor and interpret gauges, flow meters, operational and recirculation efficiency of various filters and filter media systems. • Provide all chemicals necessary to maintain proper water quality and pH balance.
REPAIRS. Contractor may be asked to repair, upon City’s approval and on an as needed basis, all fountain features including components related to the operation and illumination of each fountain. Repairs shall be billed on an hourly basis plus the cost of materials with mark-up as required by Bid Tender Form in Appendix E, Sec. 2. Bidders are required to submit a copy of invoice(s) for supplies and parts purchased for the repairs at the time of invoicing the City for the purpose of verification of mark-up charges.
• The Contractor shall supply the City Representative with a detailed schedule of all fountain repairs to be performed on each individual fountain for schedule review and approval prior to beginning any fountain repair. • Prior to the start of the repair work included in this award, a meeting shall be held by the City Representative with the Contractor for the purpose of establishing a schedule of operations which shall coordinate the repair work to be done. The Contractor shall present a comprehensive schedule for all items of work to be accomplished, which shall be used as a basis for the development of an overall operational schedule. Furthermore, the Contractor and the City Representative shall meet at the site and examine all surfaces to be covered; review methods of application of materials; verify that all facets of applications are understood by all parties; and confirm that the methods are acceptable to the City Representative. • For repair work that requires permits, the Contractor shall submit three (3) copies of shop drawings, prior to meeting with the City Representative. The shop drawings for repair work shall have been checked and stamped approved by the Contractor and identified as the City Representative may require. The data shown in the shop drawings shall be complete with respect to dimensions, design criteria, and materials, to enable the City to review the information required. All chemical solutions and chemicals used in maintaining fountain structure and water quality not listed in the specifications shall be included in these submittals. The data shown on and/or attached to the shop drawings, if applicable, shall include the following:
1. Specification information, factory literature catalog sheets, suitable to show compliance with Technical and Material specifications. 2. Factory certified performance test data. 3. Proposed Independent Testing facility. 4. M.S.D.S., if applicable.
Incomplete submissions of the shop drawings shall be returned without action. The City shall review and promptly return two (2) of the shop drawings with remarks. The Contractor’s stamp of approval on any shop drawing shall constitute a representation to the City Representative that the Contractor has either determined and verified all field service criteria, materials, catalog numbers and similar data or he assumes full responsibility for doing so, and that he has reviewed or coordinated each shop drawing with the requirements of the work and technical specifications.
One complete set of reviewed shop drawings, product data and samples shall be kept with the Property Management Department or City Representative at all times. The Contractor shall make no deviations from the reviewed drawings, and changes made thereon by the City, if any.
Whenever a standard of quality is established by a reference specification, the Contractor shall submit a certificate by the manufacturer that the material supplied meets the requirements of both these technical specifications and the referenced specifications and standards.
CONTRACTOR REQUIREMENTS. • The Contractor shall provide a name and contact information of a Supervisor for emergencies or special requests. Also, The Contractor shall have an appointed Operations Supervisor to oversee all work specified in this award.
• During normal working hours (7:00a.m. – 5:00p.m, Monday – Friday); the Contractor is required, after initial notification from City Representative, to contact City Representative within four (4) hours. For Emergency Calls, (After 5:00p.m., Mon. – Fri., weekends, holidays); the Contractor is required, after initial notification from City Representative, to contact City Representative within two (2) hours.
• The City requires that Contractor have a Portable Filtration System in order to have accessibility to all fountains Citywide.
• The City requires that Contractor have the necessary tools to be able to vacuum shallow fountains.
• The Contractor shall provide for the complete coordination of services provided, including the work of subcontractors, the effort of independent testing agencies, and shall be responsible for careful coordination with the work of other Contractors, if other work is underway within the project area.
• It shall be the Contractor’s responsibility to alert the City Representative at least 48 hours in advance of work, to any conflict or potential conflicts with the proposed work. This
Statewide