HomeMy WebLinkAboutR-01-1281J-01-1028
11/20/01
•
RESOLUTION NO. J.�
A RESOLUTION OF THE MIAMI CITY COMMISSION
ACCEPTING THE BID OF LASON SYSTEMS, INC., THE
LOWEST RESPONSIVE AND RESPONSIBLE BIDDER
PURSUANT TO INVITATION FOR BIDS NO. 00-01-205,
DATED JULY 31, 2001, FOR THE ACQUISITION OF
MICROFILMING SERVICES FOR THE DEPARTMENT OF
BUILDING, ON A CONTRACT BASIS FOR A PERIOD OF
TWO YEARS, WITH THE OPTION TO RENEW FOR TWO
ADDITIONAL ONE-YEAR PERIODS, IN AN ANNUAL
AMOUNT NOT TO EXCEED $25,000; ALLOCATING FUNDS
FROM THE DEPARTMENT OF BUILDING GENERAL
OPERATING BUDGET FOR FISCAL YEAR 2001.
BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI,
FLORIDA:
Section 1. The bid of Lason Systems, Inc., the lowest
responsive and responsible bidder pursuant to Invitation for Bids
No. 00-01-205, dated July 31, 2001, for the acquisition of
microfilming services for the Department of Building, on a
contract basis for a period of two years, with the option to
renew for two additional one-year periods, in an annual amount
not to exceed $25,000, is accepted, with funds allocated from the
Department of Building General Operating Budget for fiscal year
2001.
,cm COMOSSION
MEETING OF
DEC 1
�eacs3ution l�io:
Y r R
0
Section 2. This Resolution shall become effective
immediately upon its adoption and signature of the Mayor.!/
PASSED AND ADOPTED this 13th day of December
ATTEST:
2001.
MANUEL A. DIAZ, MAYOR
In accordance with PAbrni Code Sec. 2-36, since the. Mayor did not nir
this legislation by signing it in the dc: igna) pt- p iyi('J.-
becomr effective with the elafpso f (I0)) qty m b °de� Coat '-~r
regardin same, without tile iiia xer isin to. �
r_4,fFoornan, City Clark
WALTER J. FOEMAN
CITY CLERK
APPRO S YO. FORM D CORRECTNESS:tj
DRO VILARELLO
ATTORNEY
W5838:LB
1� If the Mayor does not sign this Resolution, it shall become effective at the end
of ten calendar days from the date it was passed and adopted. If the Mayor
vetoes this Resolution, it shall become effective immediately upon override of
the veto by the City Commission.
Page 2 of 2
VS b
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CITY OF MIAMI, FLORIDA -
1
INTER -OFFICE MEMORANDUM
TO
The Honorable Mayor and
Members of the City Commission
DATE : NOV 2 7 21"101
SUBJECT:
Proposed Resolution
REFERENCES
Microfilming Services
ENCLOSURES Bid No. 00-01-205
FILE :
RECOMMENDATION
It is respectfully recommended that the City Commission adopt the attached
Resolution accepting the bids of Lason Systems, a Dade County/Non-Minority vendor
located at 6954 N. W. 12th Street, Miami, Florida, for the furnishing of microfilming
services for the Building Department, for a two (2) year period with the option to
extend two (2) additional one (1) year periods.
Runding is available from the Building Department FY '01 Budget Account Codes Nos.
421001.560402.289 and 421001.560302.340.
The Building Department's Records Section is responsible for maintaining and
duplicating all plans and permits in relation to construction and repair of structures
citywide. Since 1995, the department has had outside microfilming service due to the
lack of storage space, personnel, and the prohibitive costs of supplies and camera
parts replacement.
In order to comply with the public records law, the department is required to maintain
these records for specked lengths of time and make them accessible to the public for
a minimum fee.
The department is requiring the following primary types of services: 35mm planetary
camera microfilming and indexing of plans and documents. The Building Department
has analyzed the bids received pursuant to Bid No. 00-01-205. Twenty-two (22)
invitations for bid were mailed and two (2) responses were received. Lason Systems
was the lowest bidder for the 35mm microfilming services of plans and records at
$0.21 per item was the lowest bidder.
In addition, the department will require other optional services, such as converting
microfilmed 16mm images to optical image and reproduce 35mm microfi]am on to
silver with diazo duplicates.
12 8
Page 2
In order to comply with Florida State Statutes that mandate the preservation and
maintenance of public records, the Building and Zoning Department's ability to have
records med is essential.
CAG/DB/ I,Lon`
BID NUMBER: 00-01-205
�J
0
BID AWARD RECOMMENDATION FORM
COMMODITY/SERVICE: Microfilming Services
DEPARTMENT / DIVISION: Building and Zoning
TERM OF CONTRACT: Two years with OTR for two additional one year periods
NUMBER OF BIDS DISTRIBUTED: 22
METHOD OF AWARD:
RECOMMENDED VENDORiSh
Lason Systems,. Inc.
NUMBER OF BIDS RECEIVED: 2
To the overall lowest responsive and responsible bidder.
STATUS:
TOTAL:
THE FOLLOWING TO BE COMPLETED BY USER DEPARTMENT:
CONTRACT VALUE:
(N t t Exceed)
?2500
JUSTIFICATION: The Building Department's Records Section is repsonsible for maintaining
and duplicating all plans and permits in relation to construction
and repair of structures citywide. Since 1995, the department has had
outside microfilming service due to the lack of storage space, personnel,
and the prohibitive costs of supplies and camera parts replacement.
In order to comply with the public records law, the department is
required to maintain these records for specified lengths of time and make
them accessible to the public for a minimum fee.
ACCOUNT CODE(S): 421001.560402.289
421001.560302.340
DEPARTMENT APPROVAL: BUDGET REVIEW APPROVAL:
Department Director/ Linda M. Haskins"
Designee Director
OTHER FUNDING APPROVALS, IF APPLICABLE:
PAGE 2 OF 2
TITLE:
S.
APPROVAL:
.-128 �.
ITEM: DESCRIPTION:
1 Price per 35 mm microfilmed
image.
2 Price to image 1 scan front &
back from hardcopy taxcards
TOTAL ITEM 1 & 2
OPTIONAL ITEMS
3 Price per microfilmed image to
convert 16 mm microfilm to
optical image.
4 Price to reproduct 35 mm
microfilm onto silver & produce
dfazo duplicate.
Approved
i
i�
PAGE # 1
ESTIM.
QTY.
100,000
75,000
Date:
$ 0.045
$ 10.00
Prepared by: Pamela Bums, 8/7/2061
Lason Systems, Inc. s
6954 N.W. 12th St.
TABULATION OF BIDS
Miami, Fla. 33126
MICROFILMING SERVICES
Dade 1 Non -Minority
BID NO, 00-01-205
United Micrographics WN
8095 NW 98th
Street 10-11
Hialeah Gardens, Fla. 33016
F
Dade 1 Non -Minority
ITEM I,
E PRICE
EXTENDED E,Ii ESTIM.
PER
PRICE; QTY.
1 ITEM
x
$ 012 1 , $ 9,000 00
$ 0.450 5 $
x
45,000.00 - 1oo,00(
R,b
€
t
$
x
0.085 $
6,375.00 75,000
E
N.
$
51,375.00 y=
$ 0.045
$ 10.00
Prepared by: Pamela Bums, 8/7/2061
Lason Systems, Inc. s
6954 N.W. 12th St.
Miami, Fla. 33126
Dade 1 Non -Minority
•I
PRICE i`¢ EXTENDED;
L6�
PER PRICE
ITEM I,
$ 0.21 $ 21,000 00
$ 012 1 , $ 9,000 00
�s
F-41,
$ 30,000.00
$ 0.05 _,
$1 B.00
Approved by:
Director ! Designee
Date: // 0/
0
J-01-1028
11/20/01
RESOLUTION NO.
A RESOLUTION OF THE MIAMI CITY MMISSION
AC PTING THE BID OF LASON SYSTEMS, INC., THE
LOWE RESPONSIVE AND RESPONS LE BIDDER
PURSUA TO INVITATION FOR BIDS N . 00-01-205,
DATED J Y 31, 2001, FOR THE CQUISITION OF
MICROFILMI G SERVICES FOR THE DEPARTMENT OF
BUILDING, O A CONTRACT BASIS FOR A PERIOD OF
TWO YEARS, TH THE OPTION 0 RENEW FOR TWO
ADDITIONAL 0 -YEAR PERI4 , IN AN ANNUAL
AMOUNT NOT TO XCEED $25,0 ALLOCATING FUNDS
FROM THE DEP TMENT O BUILDING GENERAL
OPERATING BUDGET\FOR FISCAL YEAR 2001.
BE IT RESOLVED BY THE MMISSION OF THE CITY OF MIAMI,
FLORIDA:
Section 1. The id of Laso Systems, Inc., the lowest
responsive and respons' le bidder purs nt to Invitation for Bids
No. 00-01-205, date July 31, 2001, or the acquisition of
microfilming cervi es for the Departmen of Building, on a
contract basis f r a period of two years, with the option to
renew for two ditional one-year periods, i an annual amount
not to exceed 25,000, is accepted, with funds a located from the
Department o Building General Operating Budget r fiscal year
2001. ,
CITY OF MIAMI OF THE CITY CLERK
BID SECURITY LIST
BID ITEM: MICROFILMING SERVICES
BID NO: 00-01-205
DATE BID(S) OPENED: JULY 31, 2001
TIME 10:00 a.m.
BIDDER
LASON SYSTEM, INC.
UNITED MICROGRAPHICS
NO BID
ANACOMP
MANE GROUP, INC.
MINOLTA BUSINESS SOLUTIONS
RCS CORP.
£ V^'Z a07.3
other offers submitted in response to
TOTAL BID I BID BOND (ER)
See attac heq bid
MbI whechewa 'Lntetocogoocureme t
are the oTMll offers
solicitation, I if any,
N
received ) envelops on behalf of
erson receiving bid(s)
PROCUREMENT DEPARTMENT
{City Department} on - (Dat )
SIGNE r
Deputy City Clerk -i
CITY OF MIAMI
ADVERTISEMENT FOR BID
Sealed bids will be received by the City of Miami City Clerk at his office located at City
Hall, 3500 Pan American Drive, Miami, FL 33133 for the following:
BID NO. 00-01-205 MICROFILMING SERVICES
OPENING DATE: 10:00 A.M. TUESDAY, JULY 31, 2001
(Deadline for Request of additional information/clarification:
JULY 24, 2001)
Detailed specifications for this bid are available upon request at the City of Miami,
Purchasing Department, 444 SW 2nd Avenue, Sixth Floor, Miami, FL 33130 or download
from City's website at www.ci.miami.il.us. Telephone No. 416-1906.
THIS BID SOLICITATION IS SUBJECT TO THE "CONE OF SILENCE" IN
ACCORDANCE WITH MIAMI-DADE COUNTY SECTION 2-11.1. (PLEASE PRINT
THIS SECTION IN BOLD PRINT).
Carlos A. Gimenez CITY OF MIAMI
City Manager LOGO
AD NO. 9154
C GS/PC 503 Rev. 12/89 Routing: Forward White and Canary to G.S.A. (Procurement Management) and retain Pink copy.
I]ISTRIBUTION: White - G.S.A,; Canary - Department
09154
City of Miami
This number must
REQUISITION FOR ADVERTISEMENT ;appear in the
•
INST UCTION t: Please type and attar,h a coov of the advertisemeat
1. Department:
b Building
2. Division:
Code Adm./Microfilm P Office
C GS/PC 503 Rev. 12/89 Routing: Forward White and Canary to G.S.A. (Procurement Management) and retain Pink copy.
I]ISTRIBUTION: White - G.S.A,; Canary - Department
09154
City of Miami
This number must
REQUISITION FOR ADVERTISEMENT ;appear in the
advertisement.
INST UCTION t: Please type and attar,h a coov of the advertisemeat
1. Department:
b Building
2. Division:
Code Adm./Microfilm P Office
3. Account Qde number:.
42 160302.6.287
4. Is this a. confirmation:
11
5. Prepared by: ,
Tony .:Bosque
El "Yes No
6, Size of advertisement:
7. Starting date:
:lune 1, 2001
8. Telephone number:
305-416-1103
9. Number of times this advertisement is to be
10, Type of advertisement:
ublishedi ONCE
� Le al ❑ Classified El` Display
11. Remarks,
Mi.crpfam Services for the Building Dept:.
00-01".-205 d
j
Publication Date(s) of Invoice No. Amount
Advertisement
bdXilt�i3lGitYXX
"
MIAMI TI IES
MIA AT, . REV IEC A'..
DIARz0 IFAS AMERICAS
I
}
13.
i
EIA . ppro6d
❑ Disapproved
s.
Depar m..ent Director/Designee Date
Approved for Payment Date
C GS/PC 503 Rev. 12/89 Routing: Forward White and Canary to G.S.A. (Procurement Management) and retain Pink copy.
I]ISTRIBUTION: White - G.S.A,; Canary - Department