HomeMy WebLinkAboutR-00-0540J-00-533
6/16/00
RESOLUTION NO.
0
A RESOLUTION OF THE MIAMI CITY COMMISSION
AUTHORIZING AN INCREASE IN THE CONTRACT WITH
XEROX CORPORATION, IN AN AMOUNT NOT TO EXCEED
$50,000, FROM $451,723.20 TO $501,723.20 FOR
THE LEASE/PURCHASE OF THE XEROX DOCUTECH
COPIER, FOR THE DEPARTMENT OF GENERAL
SERVICES ADMINISTRATION, GRAPHICS
REPRODUCTION DIVISION; ALLOCATING FUNDS
THEREFOR FROM ACCOUNT CODE
NO. 505000.420501.6.610.
WHEREAS, the Department of General Services Administration
has seen an increase in the volume of printing requests and cost
per copy over. the past four years and anticipates a shortage of
funding for the Xerox Docutech copier for FY'99-00; and
WHEREAS, Resolution No. 95-858, adopted December 7, 1995,
approved the five-year lease/purchase of a Xerox Docutech copier
from Xerox Corporation, the sole source provider, at an annual
cost of $90,344.64, for a proposed total cost of $451,723.20; and
WHEREAS, an additional amount of $50,000 is needed to meet
the increase in printing costs; and
WHEREAS, funds are available from Account Code
No. 505000.420501.6.610; and
CITY COMMISSION
MEETING OF
J U N 2 9 2000
iiesolution No.
�
0- 540
WHEREAS, the City Manager and the Director of the General
Services Administration recommend that an increase in the
contract with Xerox Corporation, in an amount not to exceed
$50,000, be approved;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
Preamble to this Resolution are hereby adopted by reference
thereto and incorporated herein as if fully set forth in this
Section.
Section 2. An increase in the contract with Xerox
Corporation, in an amount not to exceed $50,000, from $451,723.20
to $501,723.20, for the Department of General Services
Administration, is hereby approved, with funds therefor hereby
allocated from Account Code No. 505000.420501..6.610.
r 6 U
Page 2 of 3
1
Section 3. This Resolution shall become effective
immediately upon its adoption and signature of the Mayor.1/
PASSED AND ADOPTED this 29th day of June , 2000.
JOE CAROLLO, MAYOR
In ==dance with Miami Code Sec. 2-36, since the Mayor did not indicate approval of
Ws legislation by signing it in the designated place provided, said legislation nova
banes effective with the elapse of ten (10) days fr/°4 the date of Com soton
riling, same, without the Mayor Oprcising,aryela/ �� �,
ATTEST:"
WALTER J. FOEMAN
CITY CLERI
• • • •, i si
IgDRO VILARELLO
ATTORNEY
4479:lb:RCL
S S.
. F ema , City Clerk
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 3 of 3
CITY OF MIAMI, FLORIDA 17
INTER -OFFICE MEMORANDUM
TO The Honorable Mayor and Members
of4,CityCssion
FROMz
City Manager
RECOMMENDATION
DATE : JUN I 4 2000 FILE
SUBJECTResolution Authorizing Contract
:
Increase for the Lease/Purchase
of Xerox Docutech Copier
REFERENCES
ENCLOSURES:
It is respectfully recommended that the City Commission adopt the attached Resolution,
increasing the total contract amount with Xerox Corporation, a non -minority vendor, located at
15150 N.W. 79th Court, Miami Lakes, Florida 33016, in an amount not to exceed $50,000, from
$451,723.20 to $501,723.20 for the lease/purchase of the Xerox Docutech copier, for the
Department of General Services Administration to satisfy the City's printing needs. Funds are
available from General Services Administration, Graphics Reproduction Division, Account Code
No. 505000.420501.6.610.
BACKGROUND
Resolution No. 95-858, adopted on December 7, 1995, authorized a five-year lease/purchase of a
Xerox Docutech copier from Xerox Corporation, the sole source provider, at an annual cost of
$90,344.64, for a proposed total cost of $451,723.20.
The Department of General Services Administration is currently in its fifth and final year of a
contract for the lease/purchase of a Xerox Docutech high-speed copier. The Docutech copier is
utilized in the quick copy reproductions of various documents including: City Commission agendas
with backup documentation, .Commission and Civil Service minutes, procurement bid packages,
RFD's, grant proposals, reports, newsletters, flyers, notices, carbonless and single part forms,
informative materials, SOP'S, police departmental orders, CIP manuals, annual budget books,
annual financial report books, citywide memos, brochures, and legal documents, etc. At the present
time, this is the only in-house copier used to produce the above referenced items for citywide
departments, divisions and offices.
When installed in December 28, 1995, Docutech's volume was approximately 375,000 copies per
month with a cost per copy eharge of $.0088; this has increased to 550,000 copies per month and a
cost per copy charge of $.0098. The volume increase is solely attributed to incoming printing
540
The Honorable Mayor and Members
of the City Commission,
Page 2 of 2
-requests. from citywide departments. Xerox has gradually increased the cost per copy charge over
the past our (4) years through annual renewals of maintenance contracts. Because of these factors,
there is an anticipated shortage in the funding for the Xerox Docutech copier for FY'99-00. It is
therefore respectfully requested that you approve the increase of this contract.
DHW/RM/D
Y
5.40.
1.
2.
3.
4.
5.
6.
7.
Budgetary Impact Analysis
Citydisi
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ODD
8v account nt�fflp�
Verifie-o b . SIGNATURE
Department General Services Adm. Division Graphics Reproduction Div.
Agenda Item # (if available)
Title and brief description of legislation or attach ordinancelresolution:
Resolution Authorizing Contract Increase for the Lease/Purchase
of Xerox Docutech Copier in an amount not :Lo exceed $50.QQQ.
_ Is this item related to revenue? NO: X YES (If yes, skip to item #7.)
Are there sufficient funds in Line Item?
YES: x Index Code Minor Obj. Code Amount $
NO: _ Complete the following question.
Source of funds: Amount budgeted in the Line Item $
Amount needed in the Line Item
d ed from the following line items
Sufficient fun 1�@'nsfg�rr
ACTION ACCOUNT NUMBER ACCOU1tPi'I'�fA�- �- `fi0
Index/Mino Oh' o"ect No.
From elow $
To Sr
Any additi;iaad-eammen,, . :
); and
and
from1503001.420905.6.340 $8,700 to ).
Approved by:
S. — &.0— 1&
Department Direct(s1r/DtQgnee
FOR DEPARTHENT OF
Verified by:
Department of ManagementVnd Budget 94eeter/Designee
Date 3 $8 00
"aIs10
Date
D BUDGET USE ONLY
Verified by: j b tnUOM,
CITY OF MIAMI BUDGET USE ONLY
TRANSFER OF FUNDS REQUEST LOG NO.
NAME ULAN L&JUNG ►
DEPT GENERAL SERVICES ADMINISTRATION
TITLE ACTING DIRECTOR
DATE 3/27/00 TRANSFER NO.
26
fFROM
TO ILUIE BRENNAN, ACTING DIRECTOR
!OFFICE OF BUDGET AND MANAGEMENT ANALYSIS
TRANSFER FROM 509000, 4209Q'1 6340:34090:
OF FUNDS TO: 505000.420501::6330.61090 "
(..
OTHER CONTRACTUAL: SERVICES OUTSIDE
RENT OF EQUIPMENT -OUTSIDE
$4,300
$4300
I
I I
TRANSFER
JUSTIFICATION ACCOUNT TRANSFERRED FROM:
ACCOUNT TRANSFERRED TO:
I
j BUDGET PRIOR TO TRANSFER:
TRANSFER AMOUNT:
(MODIFIED BUDGET:
,YTD EXPENDITURES:
$39,455.
($4,300);:
$35,155
$10,646y
BUDGET PRIOR TO TRANSFER: $140002::
TRANSFER AMOUNT: $4,300:
MODIFIED BUDGET: $144,302'
JYTD EXPENDITURES:
AVAILABLE BALANCE:
$24,50,9(,
JAVAILABLE BALANCE: `$50001.
i
IMPACT ON ACCOUNT
REASON FOR TRANSFER
MINIMAL
JAdditional monies needed in the lease/purchase
contract of the Xerox Docutech copier due to
volume increase of citywide copy requests.
I
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FOR OFFICE OF BUDGET AND MANAGEMENT ANALYSIS ONLY
I
I
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'
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I
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APPROVED: DISAPPROVED:
I
OFFICE OF BUDGET AND MANAGEMENT ANALYSIS1
DATE
i
Page 1
00-- 540
CITY OF MIAMI BUDGET USE ONLY
TRANSFER OF FUNDS REQUEST LOG NO.
FROM INAME
I DEAN DEJONG
DEPT GENERAL SERVICES ADMINISTRATION
TITLE
ACTING DIRECTORATE
3/27/00 TRANSFER NO.
25
TO
jLUIE BRENNAN, ACTING DIRECTOR
OFFICE OF BUDGET AND MANAGEMENT ANALYSIS
TRANSFER
OF FUNDS
FROM 503001.420905:6340:67019
TO ..505000.420501:6330.61090 :: ,
REPAIR/MAI,NTENANCE -:OUTSIDE
RENT OF EQUIPMENT OUTSIDE'
$37;000
$37,000
TRANSFER
j
JUSTIFICATIONI ACCOUNT TRANSFERRED FROM:
ACCOUNT TRANSFERRED TO:
BUDGET PRIOR TO TRANSFER:
TRANSFER AMOUNT:
MODIFIED BUDGET:'
YTD EXPENDITURES:
j
:$14423,718:
($37000)
$1,386;718 1:
$970;044
BUDGET PRIOR TO TRANSFER:
TRANSFER AMOUNT:
MODIFIED BUDGET:
YTD EXPENDITURES:
$103 002-
$37,000
$.140,002;
$94,301)
AVAILABLE BALANCE:
$416.674
AVAILABLE BALANCE:
�Z,;:7n1
i
IMPACT ON ACCOUNT REASON FOR TRANSFER
'MINIMAL Additional monies needed in the lease/purchase
contract of the Xerox Docutech copier due to
j
volume increase of citywide copy requests.
j
i
APPROVED: DISAPPROVED:
dZ
OFFICE OF BUDGET AND MANAGEMENT ANALYSIS 'DATE I
I i
Pagel
•
CITY OF MIAMI
TRANSFER OF FUNDS REQUEST
•
BUDGET USE ONLY
LOG NO.
FROM NAME
I DEAN DEJONG
DEPT
I GENERAL SERVICES ADMINISTRATION
TITLE
JACTING DIRECTOR
TE
1 3/27/00 ITRANSFER NO.
24
TO
I LUIE BRENNAN, ACTING DIRECTOR
I
t
!OFFICE OF BUDGET AND MANAGEMENT ANALYSIS I
TRANSFER
OF FUNDS
FROM: 503001.420905.6340.34019
TO: 505000.420501:6330.61090
OTHER CONTRACTUAL SERVICES -OUTSIDE
RENl'. OF EQUIPMENT -OUTSIDE
$8,700
. $8,700
I
TRANSFER
JUSTIFICATION1 ACCOUNT TRANSFERRED FROM:
ACCOUNT TRANSFERRED TO:
BUDGET PRIOR TO TRANSFER:
TRANSFER AMOUNT:
!MODIFIED BUDGET:
YTD EXPENDITURES:
$170;712:
($8,700)
$162,012
$1,341105
BUDGET PRIOR TO TRANSFER: $9.4,302:
TRANSFER AMOUNT:_
MODIFIED, BUDGET: $103,Q02:
YTD EXPENDITURES:
AVAILABLE BALANCE:
$27r9Q7
AVAILABLE BALANCE: $8,701:.
IMPACT ON ACCOUNT
REASON FOR TRANSFER='
MINIMAL
Additional monies needed in the lease/purchase
contract of the Xerox Docutech copier due to
volume increase of citywide copy requests.
I
FOR OFFICE OF BUDGET AND MANAGEMENT ANALYSIS ONLY
I
i
.APPROVED:
DISAPPROVED:
I
MO
'OFFICE OF BUDGET AND MANAGEMENT ANALYSISI
DATE
I
I
Pagel 540
.1 Fr 1 1 _ xS P _ q7
J-95-1000
11/22/95
RESOLUTION NO. 5- 858
A RESOLUTION, BY A FOUR-FIFTHS (4/5THS)
AFFIRKATIVE VOTE OF THE MEMBERS OF THS CITY
C(MISSION, AFTER A DULY ADVERTISED PUBLIC
HEARING, RATIFYING THE CITY MANAGER'S YMING
OF 190,2 SOURCE; WAIVING THR REQUIREMENTS FOR
COMPETITIVE SEALED BIDS AND APPROVING THE
FIVE (5) YEAR LEASE/PURCHASS OF A XEROX
DOCUTECH COPIER, FROM XEROX CORPORATION, THE
SOLE SOURrR PROVIDER, AT AN ANNUAL COST OF
$90,344.64, FOR A PROPOSED TOTAL COST OF
$451,723.64, FOR THE DSPARTMENT OF GENERAL
SERVICES ADMINISTRATION/GRAPHIC REPRODUCTIONS
DIViSIONt ALLOCATING FUNDS THEREFOR FROM THE
DEPARTMENT OF GENERAL SERVICES
ADMINISTRATION/GRAPHIC REPRODUCTIONS DIVISION
GENERAL OPERATING BUDGET, ACCOUNT CODE NO.
420502-G10; ALPPTiORIZING THE CITY MANAGER TO
INS'T'RUCT THE CHIEF PROCUREMENT OFFICER TO
ISSUS A PURCHASE ORDER FOR SAID ACOUTSITION.
WHEREAS, the Department of General Services
AQminlstrat ion/Graphic Reproductions needs to acquire a new
copier to satisfy the CILy's printing needs; and
WHEREAS, the Xerox Docutech is a high speed, multi -task
copier that will be used toIproduce the City's agenda ani
mailouts, as well as Commission and civil service minutes,
procurement bid packages, RFPs, 9L-WI4
flyers, newsletters, annual reports and
related information; and
proposals, rcporte,
various other City
!?FETING OF
DEC fl 7 f9�5
Ael<otutloa Dla
60— `� Q
I
WHEREAS, Kodak and Delta Buslness,Systems.were contacted to
determine if they offered a system compatible to the requested,
Xerox Docutech; and
WHEREAS, the Kodak system otters similar features, however
the components, i.e., the computer and scanner are not housed
under the same unit, thus requiring third party vendor to meet
servicing needs;,and
WHEREAS, Delta Business Systems does not. manufacture any
large copiers.that would even compare to the Xerox Docutech; and
WHEREAS, the City of Miami Beach and Broward County have
-both procured the Xerox Docutech on a sole source basis and have
found the system to adequately meet. their needs; and
WHRRSAS, funds for this equipment are available from, the
Department of General Services Administration/Graphic
Reproductions Division, General Operating Budget, Account Code
No. 420503-610; and
WHEREAS, the Chief,Procurement Officer has adopted a finding
that Xerox is the sole source provider of the Xerox Docutech as
requested by the Department' of General Services
Administration/Graphic Reproductions Division; and
' d
WHEREAS, the f indings of the Chief Procurement Of f icer have
been approved and adopted as the findings of the City Manager;*
and
WHEREAS, the City Manager and the Chief Procurement Officer
recommend that the requirements for competitive formal. sealed
bids be waived and the acquisition of. the Xerox Docutech from
Xerox, the sole source provider, be approved;
9 Ft
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION Or THE .CITY
OP MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
Preamble to this Resolution are hereby adopted by reference
thereto and incorporated herein as if fully set forth in this
Section.
Section 2. By a four-fifths (4/5ths) affirmative vote of
the members of the City Commission, after a duly advertised
public hearing, the City Manager's finding of sole source is
hereby ratified, the requirements for competitive sealed bids are
hereby waived and the request from the Department of General
Services Administration/Graphic Reproduction Division for the
five-year lease/purchase of a Xerox Docutech Copier from Xerox
Corporation, the sole source provider, at an annual cost of
$90,344.64, for a proposed total cost of $451,723.20, is hereby
approved, with funds therefor hereby allocated from Account Code
No. 420501-610.
d
Section 3. The City Manager is hereby authorized to
instruct the Chief Procurement Officer to issue a purchase order
for this acquisition.
Section 4. This Resolution shall become effective
immediately upon its adoption.
ffm�'
...... Q..n. .�.
PASSED AND ADOPTED this 7th day of December.—
STEPHEN P. CLARK, MAYOR
IZ
WALTER ., CITY CLERIC
PREPARED AM APPROVED RY:
A
L DI
TY
DEPUCI TTORNEY
APPROVED AS TO FORM AND CORRECTNESS:
A! QDJNN
CITY RTT
W446:0WRUU
e
-4- 00-- 540
•
INCREASE
SOLE SOURCE CONTRACT
•
ITEM: Xerox Docutech Copier
DEPARTMENT: Citywide
TYPE OF PURCHASE: Increase in Contract
REASON: The Department of General Services
Administration, Graphics Reproduction
Division, has seen a need to increase beyond
their initial projection due to a volume
increase and a gradual increase per copy
charge over the past four (4) years through
annual renewals of maintenance contracts.
RECOMMENDATION: It is recommended that an increase in
contract with Xerox Corporation, the sole
source provider, in an amount not to exceed
$50,000.00 for a total contract amount not
to exceed $501,723.20, for the Department
of General Services Administration, Graphics
.Reproduction Division; allocating funds
therefor from the Department of General
Services Administration, Graphics
roduction Division, Account Code No.
505000.4205Q1.6.610.7 -s.
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Dat e
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