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Home My WebLink AboutR-00-0910J-00-896 10/13/00 RESOLUTION NO. 00— A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE BID OF ANACOMP, INC. FOR THE ACQUISITION OF MICROFICHE AND MICROFILM DEVELOPMENT SERVICES FOR THE DEPARTMENT OF INFORMATION TECHNOLOGY ON A CONTRACT BASIS FOR ONE (1) YEAR, WITH THE OPTION TO RENEW FOR FOUR (4) ADDITIONAL ONE (1) YEAR PERIODS, IN AN ANNUAL AMOUNT NOT TO EXCEED $35,000; ALLOCATING FUNDS THEREFOR FROM THE GENERAL FUND, ACCOUNT CODE NO. 001000.460101.6.340. WHEREAS, the Department of Information Technology requires the acquisition of Microfiche and Microfilm development services in order to minimize paper usage, save 'storage space, and facilitate long-term retention of paper documents; and WHEREAS, pursuant to public notice, Invitation for Bids No. 99-00-218 was mailed to sixteen (16) potential bidders; and WHEREAS, two (2) responses were received on September 12, 2000; and WHEREAS, the City Manager and the Director of Information Technology recommend that the bid received from Anacomp, Inc., be accepted as the lowest responsive and responsible bidder; and CITY COMMISSION MEETING G OT OCT 2 6 2000 kesolution No. CJ WHEREAS, funds are available from the General Fund, Account Code No. 001000.460101.6.340; 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 and incorporated as if fully.set forth in this Section. Section 2. The bid received on September 12, 2000 from Anacomp, Inc., for the acquisition of microfiche and microfilm development services for the Department of Information Technology, on a contract basis for one (1) year, with the option to renew for four (4) additional one (1) year periods, in an annual amount not to exceed $35,000, is hereby accepted, with funds therefor hereby allocated from the General Fund, Account Code No. 001000.460101.6.340. Section 3. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.'/ �i If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the'veto by the City Commission. Page 2 of 3 10 0 .9 ., J • PASSED AND ADOPTED this 26th ATTEST: • day of October , 2000. JOE CAROLLO, MAYOR In rdance with Miami Code Sec. 2-36, since the Mayor did not indicate approval of this as ftlation by signing it becor, =$ affective with the olc regarding same, without the K WALTER J. FOEMAN CITY CLERK APP �EDS;F0FOS CORRECTNESS :t% � ANDITO V I L TY ATTORNEY W4762:LB:BSS LLO Page 3 of 3 0 � -L CITY OF MIAMI, FLORIDA CA=6 MEMORANDUM TO : Honorable Mayor and Members DATE : OCT l 0 11U100FILE Of The City Commission SUBJECT : Microfiche and Microfilm Services FROM REFERENCES: City Manager ENCLOSURES: Recommendation It is respectfully requested that the City Commission approve the attached resolution authorizing the City Manager to accept the bid of Anacomp Inc. a Non-minority/Non- local vendor, for the provision Microfiche and Microfilm development Services for the Department of Information Technology for a period of one year with an option to renew for up to four additional one-year extensions at a total annual cost not to exceed $35,000, and a total 5 year cost not to exceed $175,000. Funds are allocated from General Fund Account Code, 001000.460101.6.340. Background In order to minimize paper usage and facilitate long term retention of paper reports the Information Technology department routinely produces printed reports on magnetic media for transmission to microfiche and microfilm. On an annual basis, the Information Technology Department produces over 10,000 microfiche pages and 350,000 microfilm frames generated from 93 different production jobs. The types of reports sent for microfiche services include, but are not limited to, audit reports, W2 reports, month-end and year-end financial reports, etc. If these reports had to be printed and saved on paper the -space requirements would be cost prohibitive. Currently, these services are provided by Anacomp Inc., however, their contract with the City of Miami expires November 12, 2000. The Information Technology Department has analyzed the bids received pursuant to Bid No. 99-00-218. Sixteen (16) invitations for bids were mailed and two (2) responses were received. Anacomp Inc., submitted the lowest responsible and responsive bid and is therefore, recommended for award. CAG:RJN:AGS:&.nm g C: Aldo Stancato, Interim Director Information Technology Department 00- 910 0 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Judy Carter September 21, 2000 To : Director Purchasing Department DATE : FELE SUBJECT : Microfiche and Microfilm Development Services FROM Aldo Stancato REFERENCES: Director, InformDepartment ENCLOSURES: The Information Technology Department has verified with the Department of Management & Budget, that funds are available to acquire the services of Anacomp Inc. a Non-minority/Non-local vendor, for the provision Microfiche and Microfilm development Services for the Department of Information Technology for a period of one year with an option to renew for up to four additional one-year extensions at a total annual cost not to exceed $35,000, and a total 5 year cost not to exceed $175,000. Funds are allocated from General Fund Account Code, 001000.460101.6.340. BUDGETARY REVIEW AND APPROVAL: �• � 9/a �- f ca Linda Haslans, Director Management and Budget Department RJN:AGS: G:nmg Y atop— moo } ever*" &OMW 00- 910 AWARD RECOMMENDATION IRM BID NUMBER: 99-00-218 COMMODITY/SERVICE: Microfiche/Microfilm Services DEPARTMENT / DIVISION: Information Technology TERM OF CONTRACT: Contract for one year with OTR for fo,yr (4). adidtional one year periods. NUMBER OF BIDS DISTRIBUTED: sixteen (16) NUMBER OF BIDS RECEIVED: Two (2) METHOD OF AWARD: Lowest responsible and responsive bidder meeting Specifications. RECOMMENDED VENDOR(S): STATUS: CONTRACT VALUE: Anacomp, Inc. Non-Minority/Non-Local $35,000.00/annually TOTAL: $35,000.00/annually THE FOLLOWING TO BE COMPLETED BY USER DEPARTMENT: JUSTIFICATION: ACCOUNT CODE(S): p0lq00Q LV00I<))-(,.,, DEPARTMENT APPROVAL: BUDGET REVIEW APPROVAL: PURCHASING APPROVAL: L9 9j—p Department Director/ Linda M. HaskinsJud arter Designee Director Dire r OTHER FUNDING APPROVALS,,IF APPLICABLE: TITLE: PAGE 2 OF 2 � � — TABULATION OF BIDS MICROFICHE/MICROFILM SERVICES BID NO. 99-00-218 Item No. Description 1 Microfiche Originals 2 Microfiche Duplicates 3 Microfilm 16mm Roll Original Frames 4 Programming Charges (initial job setup) 5 Programming Charges (modifications) 6 Custom Form Slides (initial setup) 7 Custom Form Slides (redesign) 8 Minimum monthly charge (if any) TOTAL 1 ST YEAR CONTRACT: 2ND YEAR OF CONTRACT Percentage Increase Contract Amount 3RD YEAR OF CONTRACT Percentage Increase Contract Amount 4TH YEAR OF CONTRACT Percentage Increase Contract Amount a 5TH YEAR OF CONTRACT Percentage Increase Contract Amount TOTAL FIVE YEAR CONTRACT AMOUNT: Prepared by Maritza Suarez, 9/18/00 ( Est. 10000 30000 350000 10 10 10' 10' 1' Lason € Anacomp, Inc. 6954 NW 12 Street 5101 NW 21 st Avenue Miami, FL 33126 Ft. Lauderdale, FL 33309 Non-Minority/Dade Non-Minority/Non-Local Unit Extended Unit Extended Price Price Price Price I $ 1.50 /ea $ 15,000.00 I 4% $ $ 1.08 /ea $ $ 0.08 /ea $ 2,400.00 $ 0.09 /ea $ $ 0.02 /ea $ 7,000.00 $ 0.02 /ea $ $ 200.00 rJob $ 2,000.00 nc /job $ $ 100.00 /ea $ 1,000.00 nc /ea $ $ 250.00 /job $ 2,500.00 $ 300.00 /job $ $ 250.00 /ea $ 2,500.00 $ 300.00 /ea $ $ 300.00 /job $ 300.00 na /job $ $ 32,700.00 2% $. 33,354.00 2% $ 34,021.08 2% $ 34,701.50 2% $ 35,395.53 $ 170,172.11 2,595.00 6,055.00 3;000.00 3,000.00 $ 25,450.00 4% $ 26,468.00 4% $ 27,526.72 4% $ 28,627.79 4% $ 29,772.90 $ 137,845.41 Approval:4 I&WIle24t Page 1 Department Director/(a ee 00- 910 BID ITEM: h CITY OF MIAMI OF THE CITY CLERK. BID SECURITY LIST MICROFICHE J MICROFILM SERVICES 99-00-218 DATE BID(S) OPENED: SEPTEMBER 12, 2000 TIME 10:00 a.m. BIDDER TOTAL BID AMOUNT BID BOND (ER) CASHIER'S CHECK ANACOMP, INC. See attached LASON Ii NO BID JAMESH SERVICES, INC. "Offers f- m the vcn,�crs I'rtod tim ':y es cf :°,.� _,,��-.s c ,....�•... are hereby rejected v3 lcic ' rr�e� r„ .� s• .., n • f received ( )envelops on behalf of -' Person receiving bid(s) PURCHASING DEPARIMENT on (City Department) SIGNED: uty City Clerk (Date) 00- 910