HomeMy WebLinkAboutR-00-0654J-00-652
7/19/00
RESOLUTION NO. 00— 4
A RESOLUTION OF THE MIAMI CITY COMMISSION BY
A FOUR-FIFTHS (4/5T11) AFFIRMATIVE VOTE, AFTER
A DULY ADVERTISED PUBLIC HEARING, RATIFYING,
APPROVING AND CONFIRMING THE CITY MANAGER'S
FINDING OF SOLE SOURCE, WAIVING THE
REQUIREMENTS FOR COMPETITIVE SEALED BIDDING
PROCEDURES AND APPROVING THE ACQUISITION OF
MAINTENANCE SERVICES FOR THE XEROX 4850 LASER
PRINTING SYSTEM FOR THE DEPARTMENT OF
INFORMATION TECHNOLOGY FROM XEROX
CORPORATION, THE SOLE SOURCE PROVIDER, IN AN
ANNUAL AMOUNT NOT TO EXCEED $70,000 FOR THE
FIRST TWO YEARS, WITH AN OPTION TO RENEW FOR
AN THREE (3) ADDITIONAL ONE-YEAR PERIODS,
WITH ANNUAL MAINTENANCE INCREASES LIMITED TO
NOT MORE THAN TEN PERCENT (10%) ANNUALLY,
COMMENCING WITH THE THIRD 'RENEWAL YEAR;
ALLOCATING FUNDS THEREFOR FROM GENERAL FUND
ACCOUNT CODE NO. 001000.460101.6.670.
WHEREAS, the Department of Information Technology requires
the acquisition of continued maintenance services for the Xerox
4850 Laser Printing System; and
WHEREAS, the Chief Procurement Officer has adopted a finding
that Xerox Corporation is the sole provider of maintenance for
the Xerox 4850 Laser Printing System; and
WHEREAS, the finding of the Chief Procurement Officer has
been approved and adopted as the finding of the City Manager; and
WHEREAS, the City Manager and the.Director of the Department
of Information Technology, recommend that the requirements for
competitive sealed bids be waived and the acquisition maintenance
CITY COMMISSION
MEETING OF
J u L'2 7 2000
Ser"046%
o "0 4
services for the Xerox 4850 Laser ' Printing System, the sole
source provider, be approved; and
WHEREAS, funds are available from General Fund Account Code
001000.460101.6.670;
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. By an affirmative four-fifths (4/5th,) vote of
the members of the Miami City Commission, after a duly advertised
public hearing, the City Manager's finding of sole source and
waiving the requirements for competitive sealed bidding
procedures, are hereby ratified, approved and confirmed, and the
acquisition of maintenance services for the Xerox 4850 Laser
Printing System, for the Department of Information Technology
from Xerox Corporation, the sole source provider, in an annual
amount not to exceed $70,000 for the first two years, with an
option to renew for three (3) additional one-year periods, with
annual maintenance increases limited to not more than ten percent
(10%) annually, commencing with the third renewal year is hereby
approved, with funds therefor hereby allocated from General Fund
Account Code No. 001000.460101.6.670.
Page 2 of 3 0 654
•
Section 3. This Resolution shall become effective
immediately upon its adoption and signature of the Mayor.'/
PASSED AND ADOPTED this 27th day of July 2000.
JOE CAROLLO, MAYOR
In accordance with Miami Code Sec. 2-36, since the Mayor did not Indicate approval of
this legislation by signing it in the designated place provided, said legislation now
becomes effective with the elapse of ten (10) days frthe date of Co : esicr:•a;on
regarding same, without the Mayore r 'si7�_-
ATTEST: Walt an, City Clerk
WALTER J. FOEMAN
CITY CLERK
CORRECTNESS -,!ti
4562:LB:BSS
�i 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
INTER -OFFICE MEMORANDUM
Honorable Mayor and Members
TO : Of The City Commission
FROM
Carlo ez
City Manager
Recommendation
DATE : JUL 13 2000
FILE :
SUBJECT : Acquisition of Maintenance
Services for Xerox 4850
Laser Printing Systems
REFERENCES:
ENCLOSURES:
It is respectfully requested that the City Commission waive the necessity of sealed bids and
approve the attached resolution authorizing the City Manager to acquire maintenance services for
two Xerox 4850 Laser Printing Systems from Xerox Corporation (non-local/non-minority), for
the Department of Information Technology, at a fixed annual cost of $70,000 for the first two
years, with the option to extend this service for three additional one year periods with annual
maintenance increases limited to no more than 10% per year. Funds are allocated from General
Fund Account Code, 001000.460101.6.670.
Background
The Information Technology Department's computer center handles the majority of the
production computer printing requirements of the City of Miami. The volume of this printing is
four million pages per year. These. reports are comprised of Financial Reports, Direct Deposit
Slips, Collection Letters, Police Reports, Building and Zoning Reports, Personnel Reports etc.
On a daily basis, almost every department receives reports printed at the Computer center. The
bulk of this printing is handled by two Xerox Laser Printing Systems that were purchased last
year with their first year's maintenance through resolution 98-769. The first year's maintenance
will expire on September 22, 2000.
These printing systems have assisted the City of Miami in reducing printing costs by providing
for duplex printing and by providing the capability of printing forms, thereby eliminating the
need to buy pre-printed forms. These printers also reduced banking fees by reducing bank
lockbox rejection rates, and will reduce postal expenses when the City obtains CASS certification
from the post office.
In order to keep these systems running at optimum capacity, they require 7 day per week 24 hour
per day maintenance on a regular basis. Xerox Corporation is the sole vendor that can provide
full service maintenance on these machines. Furthermore, these systems carry a three year Total
Satisfaction Guarantee that would be voided in the event that another vendor services them during
this time frame.
The director of purchasing has determined that Xerox is the sole provider of maintenance services
for the Xerox 4850 Laser Printing Systems.
CAG:BWH:AC`^ :nmg
® CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
0
Judy Carter June 21, 2000
Director Purchasing Department GATE FILE
SUBJECT : Acquisition of Maintenance
Services for Xerox 4850
Laser Printing Systems
QOM . REFERENCES
Aldo Stancato
Director, Information Technology Department ENCLOSURES:
The Information Technology Department has verified with the Department of
Management & Budget, that funds are available to cover the purchase of maintenance
services for two Xerox 4850 Laser Printing Systems from Xerox Corporation, at a fixed
annual cost of $70,000 for the first two years, with the option to extend this service for
three additional one year periods with annual maintenance increases limited to no more
than 10% per year. Funding is available from the General Fund Account Code,
001000.460101.6.670.
1.
BUDGETARY REVIEW AND APPROVAL:
Luie Brennan, Interim Director
Management and Budget Department
BWH:AGS:NMG:nmg
Cigl of Miami
I nt & ®udpt
AAMIMIItOI3 a-
s1aftift b1 a>i&w number.
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Q�Ja. 6 Q - 654
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: DATE: FILE
C rlos A. enez July 11, 2000
C ty Manager
SUBJECT:
Sole Source Request for the Acquisition
of Maintenance Services for Xerox 4850
Laser Printing Systems
FROM: Judy S. a , Director
REFERENCES
Dep t PurchaSing ENCLOSURES:
Staff conducted ap investigation to determine whether Xerox Corporation, a non -minority / non -local
vendor, located2409 Killarney Way, Tallahassee, Fla. 32308, is the sole source provider to provide
maintenance services for two (2) Xerox 4850 Laser Printing Systems, for the Department of Information
Technology. Funding for the provision of these services, at an annual cost of $70,000 for the first two years,
with the option to extend this service for three additional one year periods at the City's discretion, with
annual maintenance increases limited to not more than 10% annually, subject to beginning the third renewal
year, is available from General Fund Account Code 001000.460101.6.670.
The Department of Information Technology acquired the two laser printers under an existing State of Florida
contract(s), and pursuant to Resolution 98-769, from the Xerox Corporation. The first year's maintenance
included with the purchase expires September 22, 2000.
According to Xerox, there are no authorized dealers other than Xerox to maintain this type of equipment,
the Xerox 4850 Laser Printing Systems.
Accordingly, I am recommending that the requirements for competitive bidding be waived, and these
findings be approved: Xerox Corporation is the sole source service provider to provide maintenance services
for two (2) Xerox 4850 Laser Printing Systems, for the Department of Information Technology. Funding for
the provision of these services, at an annual cost of $70,000 for the first two years, with the option to extend
this service for three additional one year periods at the City's discretion, with annual maintenance increases
limited to not more than 10% annually, subject to beginning the third renewal year, is available from General
Fund Account Code 001000.460101.6.670.
APPROVED BY:
CAGBWH/JSC/peb
Date: D�
04
100—
•
Judy Carter, Director
TO: Department of Purchasing
FROM: Pamela E. Burns, CPPB
Sr. Procurement Contracts Officer
F__1
LJ
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
July 11, 2000
DATE:
FILE :
SUBJECT: Sole Source Request for the
Acquisition of Maintenance Services
for Xerox 4850 Laser Printing
Systems
REFERENCES:
ENCLOSURES:
I conducted an investigation to determine whether Xerox Corporation, a non -minority / non -local vendor,
located at 2409 Killarney Way, Tallahassee, Fla. 32308, is the sole source provider to provide maintenance
services for two (2) Xerox 4850 Laser Printing Systems, for the Department of Information Technology.
Funding for the provision of these services, at an annual cost of $70,000 for the first two years, with the
option to extend this service for three additional one year periods at the City's discretion, with annual
maintenance increases limited to not more than 10% annually, subject to beginning the third renewal year, is
available from General Fund Account Code 001000.460101.6.670.
The Department of Information Technology acquired the two laser printers under an existing State of Florida
contract(s), and pursuant to Resolution 98-769, from the Xerox Corporation. The first year's maintenance
included with the purchase expires September 22, 2000.
According to Xerox, there are no authorized dealers other than Xerox to maintain this type of equipment,
the Xerox 4850 Laser Printing Systems.
Accordingly, I am recommending that the requirements for competitive bidding be waived, and these
findings be approved: Xerox Corporation is the sole source service provider to provide maintenance services
for two (2) Xerox 4850 Laser Printing Systems, for the Department of Information Technology. Funding for
the provision of these services, at an annual cost of $70,000 for the first two years, with the option to extend
this service for three additional one year periods at the City's discretion, with annual maintenance increases
limited to not more than 10% annually, subject to beginning the third renewal year, is available from General
Fund Account Code 001000.460101.6.670.
DATE:
�" 04
. . _ __- � . . G/ p
� DRUMENT coMPArnr �
XEROX
Bob VpobW, ftD.
AmaW (lane MW"ff
P Wi& GVVa=ftd and B&=W0o
June 19, 2000
r'
Ms. Neyda Galvez
Department of Purchasing
City of Miami
444 SW 2°4 Avenue
Miami, Florida 33130
Dear Ms. Galvez,
To be best of our knowledge, Xerox Corporation is the sole vendor that can provide full service
maintenance for your currently installed Xerox 4850 Laser Printing Systems.
Several State agencies; such as the Department of Labor and Employment Security, the Department
of Management Services, and the Department of Banking and Finance have issued competitive bids
with Xerox Corporation providing the only bid response.
In the event, the City of Miami decides to perform its own maintenance, or is able to obtain a third -
Party maintenance organization — Xerox Total Satisfaction guarantee will be voided. Enclosed is a
copy of the Xerox Total Satisfaction Guarantee.
The full service maintenance for your two (2) installed Xerox 4850 NPS Printers is:
Original Pool Plan Agreement 150000566:
Painter 1 $1,740.00
Painter 2 $1,740.00
Controller 1 $ 185.40
Controller 2 $ 185.40
SUB -TOTAL $3,850.80
This includes a total of 550,000 impressions for both machines. All excess impressions over
550,000 are charged at $0.0040 each. This pricing is fixed until September 30, 2002.
x cam Te
2409 Mmmy way DOOZArM
TaWhwee�4�PA" 32308-3118 COMMOL .0�.7ii.OT2627 XER13X
Paai,dle 830.894.1456 NNW IP ..
0
THE� COMPANY
XEROX
Extiended Fool Pian Agreen=4 whicb provides maintenance 7 days per week at 24 hours per
day is:
PrintedControlla1 $ 670.00
Printed Controller 2 $ 670.00
SUB -TOTAL $1,340.00
This charge may increase every September 30, by no more than 109 per year.
GRAND .TOTAL
$5,190.80.
The above information is consistent with the enclosed correspondence from your local Xerox
Representative Rick Arenciba, dated February 16, 1999 and my correspondence of May 5, 2000.
If you need additional information, please call to at 850,894-2627.
Enclosures
00- 654
0 . 0
Total Satdaction Guarantee
At Xerox we are committed to the highest quality in the design, manufacture and service
of all we sell. We treasure our success by one standard: Total Customer Satisfaction.
Our winning of the Malcom Baldridge Award testifies to this principle.
Taking this commitment one step further, Xerox offers the exclusive Xerox Total
Satisfaction Guarantee:
If you are not satisfied with your Xerox equipment, at your request Xerox will replace
it without charge to you with an identical model or a machine with comparable
features and capabilities.
The term of the Xerox Total Satisfaction Guarantee is three years from equipment
delivery. If the newly delivered equipment is financed by Xerox for more than 3
years, the Guarantee will apply during the entire term of your Xerox financing.
This Xerox Total Satisfaction Guarantee applies to Xerox equipment acquired by you
from Xerox (including -Sales Agents and participating Dealers and Retailers) and
continuously maintained by Xerox or its authorized representatives under our
manufacturers warranty or a Service Conuict. This guarantee applies to all
equipment acquired on or after September 5, 1990, and is not applicable to equipment
damaged or destroyed due to an Act of God.
We make this offer to clearly demonstrate that at Xerox our measure of quality is our
customer's satisfaction.
Rev. Date 1/23/98
Rev. A
ILL:
MIAMI DAILY BUSINESS. REVIEW
PublbhW Daily except Saturday, Sunday am
Legal Malidays
Miami, MWni-Olde County, Florida.
STATE OF FLOM"
COUNTY OF WN&DAOE:
aisrom the undoMigned authcwhy paraonally app041nd
OcWima Y. Farbeyre. who on oath soya VW AM Is the
Supervisor. Legal Nottees of the IIINinN Oaur Business
f vj&w Ma MMM Nevlew, a OW jmW in
angal lf
d LeeadaM nMwUpepbther, puW of a11Wd !n M MI-
omm County, Florma: 00 tn0 atuel»d c0®y 01 adwatles-
foom, beteg a LOW Adverts ew"ord of fdotios to the rt111 of
CITY OF MIAMI
PUBLIC HEARING 7/27/00
RE: ACQUISITION OF 7 X 24
HOUR MAINTENANCE SERVICES
FOR TWO XEROX ETC.
MtM ............ XXXXX ..................... co^
w1 aifM" M s paper an 1110 Issues of
ANlant Anther says haat the And Oland Daily BtfsklrH
no"" is a nsaapaper pu0hahed at Miami M Said Miami.
Dads County, Florida. and that the said newspaper hoe
hervIeWo been eontlinuft q pubhs11ed in 0011011111110M dada
County, frlerirl<a, each day isttcept 6ahudt. Smiley and
Megan MNdq* arta has clan win I as escom oaas feefi
natty atUna post am" In Miami in a" MlWfl
a-Dat1P
County. nonda, for a period of one yearnext pfeolio the
drat "111,111011111111o" of the arta~ =w of � mw
Swam knom Mqa that She w Pali ser graifilaod
any pesos, f m or cor WAIL r00aea, coos:
fnlealea p tnr eaeilrtfi0 dei sarertlas•
fnnsrri to latamew.
Jul 125"UU
w
1 1 : 125 NO . UU1 V . U4
Cf'y OF Malum#
-`f moTm To IME Puux
i�A pubdit hearing win be held by the City Cormriisaion at Me Cky of MIA- ..,
mi. Florida on July 27,2m. at 9:30 a:m.; in the City Comndsion Cham
bens at City Moa, 3500 Pan American Drive. Mamf, Flortda. fc} the pur-
pose of Yaw" the mMrenwrts of oblakwV sealed buts for the aoW*-
lion of 7 x 24 hour maintenance services for two Xerox 4850 laser Pfint-
WQ Systems from Xom Corporation. for the Departrnent of Information
Technotopy. at a fixed annual oust of WM,000 for the fiM two years, vAth
Via Option to extend this service for three additional one year periods with
amwo mairi4ame +ce increases limite0 So no moro than 10% per year.
Inquiries from other potential vw x3om of such rt+aYuanance seMoes
who teal that they might be able to satisly the Cky's feWrementa for Blas
Item may contact Pomsla Bums, Sr. Procurement Comects Officer, at
the Department of Purch"kV at (301P 410-1905.
is Waiter J. Foeman
City Clerk
0307) .
7112 va3.60+716391fa
• .1�1Y .r•-• P. .YfT ...t...........
2 W�nO before WA 7000
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EXS't�h a,
Oeta Y. FarDvy►a paofaKy kon 011a„9-20TtgoofyposcNdDwfts
SENT BY�CITY OF MIAMI
7-11- 4 1 49PM ; PRaCiJREMENT MGMT.93458581614;9 Z/
r CITY OF MIAMI. t'LORIOA
iNTEIR.OFFICE MEMORANDUM
Walter J. Yoemmn IMU, June 21, 2000 FILA!
City Cleric
susrEcr : Ra9iWst to Publish Notice
%r Public Hearing
_ Aldo StancatoFROM
DimcWr. 'on'd'echnology DepwWmt
r
Please mab arrattgemmts to pubiish a no6m of Public 11car4 for objecai= to flay
waiving of the mq irewsats for format seddd bids fvr the Mhase of �ce
semew for Xerox 4850 Laser Printing Syptstetm ftnm Xemx Capotahm Attached is the
advertimt. e
The date and time of thisiublic hearing will z at 9` 3 00(-
APPRO —,
Elvi fir. A1ow, Agdnda Caordk9=
BWH:AGS:NWmw
Attwhmmt
SENT BY : c rrY OFMIAMI
7-11- 0 1 lUY1� NOCUKENE:N'1 NIGNf.-� y;�o5t35tS161U; ,
City of miand
Notice to the -Public
A public bearing will be hold by the City Comm d m of the City of MiwW, Florida on
r at 9 -'-da a.m. in the City Commminjon
qLmAiii at City Bail, 3500 Pm Amerim Drive, Miami, Florida, for the PmPW of
waiving to roqukcmm % of obtaining scaled bids for the acquisition of 7 x 24 hour
msiateuanca services for two Xam 4850 Luer Printing Syatecas firm Xerox
COrporsdM for the Diparmw of hfmmradw Tecimology, at a fixed annual cwt of
$70,000 for the fu* two yems, with the optm to extud this service fear timee additionad
one year periods with aneual increases lim1ftd to no MM dm 109 per
Yew.
Inquiries from other potWW vendors of ach umktmmme arvicca who foal that diey
might be able to satisfy the City's requum Imhr&kW=mWcowwtPsmdaBurw,
Sr. Pmmement Conbraaft Offim, at tine Depaunm of Purchasing at 305-416-1905.
Ll
AWARD
SOLE SOURCE 99-00-246
Ll
ITEM: Maintenance Services for Xerox 4850 Laser Printing
Systems
DEPARTMENTS: Information Technology
TYPE OF PURCHASE: Term Contract
REASON: The Department of Information Technology requires
the acquisition of maintenance services for its Xerox
4850 Laser Printing Systems acquired from a State
Contract(s). The first year's maintenance, provided
by Xerox, will expire September 221 2000.
According to Xerox, there are no authorized dealers
other than Xerox to maintain this type of equipment,
the Xerox 4850 Laser Printing Systems, other .than
the Xerox Corporation.
RECOMMENDATION: Xerox Corporation is the sole source service
provider to provide maintenance services for two (2)
Xerox 4850 Laser Printing Systems, for the
Department of Information Technology. Funding for
the provision of these services, at an annual cost of
$70,000 for the first two years, with the option to
extend this service for three additional one year
periods at the City's discretion, with annual
maintenance increases limited to not more than 10%
annually, subject to beginning the third renewal year,
is available from General Fund Account Code
001000.460101.6.6 70.
udy S.
Dai
SoleSourceXerox
00,