HomeMy WebLinkAboutR-99-02050 C7
J-99-278
3J3/99
RESOLUTION NO. 9 9- 205
A RESOLUTION OF THE MIAMI CITY COMMISSION
APPROVING THE PROCUREMENT AND INSTALLATION OF
A MICROFILM DIGITAL WORKSTATION (MICRODAX
3000) AND ACCESSORIES FROM MINOLTA BUSINESS
SYSTEMS, INC., UNDER MIAMI-DADE COUNTY
CONTRACT NO. 5048-4/00-3, FOR THE DEPARTMENT
OF BUILDING & ZONING, AT AN AMOUNT NOT TO
EXCEED $25,000.00; ALLOCATING FUNDS THEREFOR
FROM CAPITAL IMPROVEMENT PROGRAM, "BUILDING
AND ZONING MICROFILM READER/PRINTER MACHINE",
PROJECT NO. 311605.
WHEREAS, the Building and Zoning Department, Record Section,
is responsible for maintaining and duplicating construction and
structural repair plans and permits citywide; and
WHEREAS, to comply with the public records law, the
department is required to maintain these records for a specified
period and to make them available to the public for a minimum
fee; and
WHEREAS, the acquisition of the Microdax 3000 digital
workstation and accessories from Minolta Business Systems, Inc.
will allow more efficient retrieval and delivery of public
records requests; and
WHEREAS, the purchase of
said workstation
and
accessories
under the Miami -Dade agreement
is cost effective
for
the City of
CITY COl►USSION
METING OF
MAR 2 3 1999
Resolution No.
J.9 C1 a
� cis
Miami; and
WHEREAS, funds are allocated from Capital Improvement
Program, "Building and Zoning Microfilm Reader/Printer Machine",
Project No. 311605; and
WHEREAS, the City Manager and the Director of Building and
Zoning recommend that said acquisition from Minolta Business
Systems, Inc., in the amount of $25,000 and awarded under
Miami -Dade County Contract No. 5048-4/00-3, 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. The procurement and installation of a
Microfilm Digital Workstation (MicroDax 3000) from Minolta
Business Systems, Inc., under Miami -Dade County Contract No.
5048-4/00-3, for the Department of Building and Zoning, in an
amount not to exceed $25,000.00, is hereby approved, with funds
therefor hereby allocated from the Capital Improvement Program,
"Building and Zoning Microfilm Reader/Printer Machine", Project
No. 311605.
Section 3. This Resolution shall become effective
2
99- 205
NO]
R11
immediately upon its adoption and signature of the Mayor'l.
PASSED AND ADOPTED this 23rd day of March _
1999.
ATTEST:
WALTER J. FOEMAN
CITY CLERK
NDRO VIL
ATTORNEY
W3331:CSK
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 legisiation now
Zownes effective with the elapse often (10) dws from of Comissicn action
d s �a%same, without the Mayor exe n veto , _� 1
AND CORRECTNESS :/
_✓1Foeman, City Clerk
l� 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 shallbecome effective immediately
upon override of the veto by the City Commission.
3
99-- 205
CITY OF MIAMI. FLORIDA 30
INTER -OFFICE MEMORANDUM
TO: Honorable Mayor and DATE: MR 1 6 ice::-y
Members of the City Commission FILE
Proposed Resolution
SUBJECT: approving Purchase/
Installation of MicroDax
FROM: r _. u_ - 3000 (County Contract
arshaw REFERENC
Donal ES: No. 5048-4/00
City Manager ENCLOSURES: City Commission Meeting
of 3/23/99
RECOMMENDATION
It is respectfully recommended that the City Commission adopt the attached
Resolution approving the furnishing and installation of a Microfilm Digital
, I
Workstation (MicroDax 3000) and accessories from Minolta Business Systemsnc. for
the Building and Zoning Department, under the existing Miami -Dade Contract .No. 5048-4/00 County
Minding of $25,000.00 is available from the Capital Improvement Program, Project No.
311605.
BACKGROUND
The Building and Zoning Department's Records Section_ is responsible for maintaining
and duplicating all plans and permits in relation to construction and repair of
structures citywide.
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.
The purchase of the Microfilm Digital Workstation (MicroDax 3000) Reader/Printer
and accessories will afford more efficient and expeditious retrieval and delivery of
public records requests. This Reader/Printer will also make it possible to share
information with other City offices, via E-Mail. The MicroDax 3000 will also serve as a
back up to the existing Reader Printer RP6072, which at times can be out of service
for days if the part is not locally available.
In order to continue to provide records information to the public upon request, the
purchase of this Reader/Printer is essential.
7
DHW/DB/MGC/rb
99- 205
TO: Donald Warshaw
City Manager
FROM: �g, •Ge �Genov
Interim Director
Building and Zoning Department
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE: February 11, 1999 FILE :
SUBJECT: Resolution authorizing purchase of
Reader Printer per Bid 5048-4/003.
REFERENCES:
ENCLOSURES:
The Department of Building and Zoning will be purchasing a Minolta Micro Dax 3000 Reader
Printer in the amount of $25,000. This equipment is needed to continue to provide services to the
public requesting copies of permit and plans from the Microfilm Section. The Department of
Management and Budget has verified that funds are available in F.Y.'99 Capital Improvement
Project # 311605 for the amount of $25,000. This is the same system purchased recently by the
City Clerk's Office under Bid- # 5048-4/003). Our department will purchase the equipment using
the same bid number.
DB/MGC/tb
CIP Project Review and Approved By:
Pilar Saenz-Butler, CIP- Administrator
Bud Review and Approved By:
OiDip Parek, erector
Department of Management & Budget
Date:- _;1 16,_ 71C?9�
Date: , 1-7
99- 205
M 26 *99 ell*-24PM CLERK CHASING
(
CONTRACT
AWAR0 SHEET
r
Ulu NO.: 5048-4/00-11 ''il �;t f,'1 `'� •\ ►� r. i
(Previous Bid No. 504�-4/00-2j
MICROFILM DIGITAL I,'IRKSTATIONS AND ACCESSORIES, FURNISH AND INSTALL'AN? ROVIOE
MAINTENANCE AFTER iRANTY EXPIRATION ,t
NIJti�ItiLii�G1.;•i+.1YAi�l� "{*.
CONTRACT PERIOD: October 1, 1998 thru Sspten!bfr 30, 1999
COMMODITY CODE: 205-t0
AWARD BASED ON MEASURES: Yes () No (x);
URT 01: NWAS AWARDED
F.E.I.N.:
22-2147842
VENDOR:
STREET;
Minolta Business Systems
CITY/STATE/ZIP:
7993 NV 148 Street
Miami Lakes, Florida 33016
F.O.B. TERMS:
PAYMENT TERMS:
Destination
0.5X 7 days, Not 30
DELI MY:
30 Days, ARO
PHONE; -
FAX:
(306) $24-0994
CONTACT PERSON:
(305) 826-9294
Lae Payne
OTR YEARS; Four (4)
Set Aside ()Bid preference ( )Qo81
ORE ( )HOE ( ME owned ffms
Local Preferanco ) CSSE Level
Prevailing Wages �Reso. 90.143)
PART #2: I105 AI;AR¢ED
Microfilm Digital Workstations and Accessories and Maintenance ........... $5000000.00
ART FA: AWARX7 INFORMATION
MBCC ( )PMD AWARD DATE: 8/7/98 AGENDA ITEM At 1
BIDS b CONTRACTS RELEASE DATE;
9/8/96 OTR YEAR; Third of Four*
ADDITIONAL ITEMS ALLt1WED: Yes
{
SPECIAL CONDITIONS: Warranty • One Year from date of
acceptance
TOTAL CONTRACT VALUE: 8500,000.00
MODIFIED CONTRACT VALUE: 4 N/A
USJR PEPARTMEN
=60 AMOUNT
A LOCA E
`'
Clerk of Courts '
$200,000.00
SENIOR PROCUREMENT AGENT: Cynthia S.
Qaldman, Cpp9
CSG/g 09-08-98
5
FEB, 26 ' 99 (Fit:) :2 20
COWAUNI CATION xo 33 205
: PAG$. ,
Z/Z '30ra
*'
09 : Z T (IDS) 66, 9 L '833
y4v..7] i¢k,,`yT
,i
DIGITAL WORKSTATIONS ACCESSORIES
Quantity
Description
Unit
Price
1
Each
•
File Server
Pentium 90 MHz
$ 6,585.00
1
Each
32 MS RAM, 4 Gigabyte Hard Drive
Uninterrupted Poorer Supply
1
Each
Token Ring Intelligent Concentrator
660.00
2,170.00
1
Each
Tape Backup20 s(4sGigabyte) able to 40)
1
1
Each
Each
Fat Device and Software
2.350.00
Network Software (20 users)
(Expandable to 40)
2,430.00
WorkStations
Microfilm Viewer/Scanner
Personal Computer Intel 486/66MHz
16 MB RAM 340 MB Disk
IS' Color VGA:
8
4
Each
Each
With IS' Touch Screens
with 17" SVGA Monitors
.•20,000.00
18,300.00
18
12
Each
Each
Token Ring Cards 16 ■bps
Work Station Software
352.00
935.00
3
Each
PC Workstations Intel 486/66MHz
2.200.00
16 NO RAM 340 MB Disk
15' Color VGA
3
Each
Workstation Software
460.00
2
Each
Laser Printers 17 pp+s
11,990.00
1
Lot
Installation
3,000.00
1
Lot
Training
3,000.00
WARRANTY: ONE YEAR AFTER ACCEPTANCE.
Maintenance
for first year after warranty expiration:
12 Mos.
File Server
54.87
Pentium 90 MHz
32 M8 RAM, 4 Gigabyte Hard Drive
12 Mos.
UPS (Uninterrupted Power Supply)
5.50
12 Mos.
Token Ring Intelligent Concentrator
18.08
Type 5(20 Users) (Expandable to 40)
"
12 Mos.
Tape Backup (4 Gigabyte)
19.58
12 Mos.
Fax Device and Software
1.70
12 Mos.
Network Software (20 users)
20.25
12 Mos.
12 each Work Stations
1,943.40
Microfilm Viewer/Scanner
12 Mos.
18 each Token Cards 16 mbps
52.80
12 Mos.
12 each Work Station Software
93.55•
12 Mos.
3 each PC Workstations Intel 486/66MHz
54.99
12 Mos.
3 each Workstation Software
11.49
12 Mos.
2 each Laser Printers 17 ppm
19.8
99- 205
METRO- ADE
= 21D
10
BID NO: 50484/00
OPENING: 1:00 P.M. Wednesday
DATE: .Tune 21, 1995
METROPOLITAN FADE COUNTY, FLORIDA
INVI••TATIOICI..
TO BID
TITLE
MICROFILM DIGITAL WORKSTATIONS AND ACCESSORIES, FURNISH
AND INSTALL AND PROVIDE MAINTENANCE AFTER WARRANTY
EXPIRATION, FOR THE CLERK OF COURTS RECORD LIBRARY
THE FOLLOWING ARE REQUIREMENTS OF THIS DID, AS NOTED BELOW:
AID DEPOSIT AND PERFORMANCE BOND:
CATALOGUE AND LISTS:
EQUIPMENT LIST:
INDENNIFICATION/INSURANCE:
PRE -BID CONFERENCE/WALE-THRV
RACE -CONSCIOUSNESS MEASURE:
SAMPLES/INFORMATION SHEETS:
SITE VISIT/AFFIDAVIT:
SOURCE •dF .SUPPLY:
TRADE CERTIFICATION:
WRITTEN WARRANTY:
aPr m' eed an Rwyc1od Piper
NIA
N/A
N/A
SEE SECTION 2.0, PARA. 2.11
NIA
SEE SECTION 2.0, PARA. 2.2
NIA
N/A
N/A
NIA
NIA
FOR INFORMATION CONTACT:, CYNTHIA S. GOLDMAN, CPPB
(305) 375-4947
METROPOLITAN DADE COUNTY
GENERAL SERVICES ADMINISTRATION
PROCUREMENT MANAGEMENT DIVISION
99- 205
Flk
INSTRUCTIONS FOR MAILING A FORMAL BID IN RESPONSE TO'A
SOLICITATION
Each bid proposal returned to the aerk o the Borrrid
marked on the face of the envelope: f tt have following information clearly
► Bidder`s name & return address
► Bid number Opening date of the bid
o' Title of the bid
The Bidder shall submit each Proposal, consisting of one original and three copies, and
required attachments in one envelopele.. The enclosed regirrt envelope mould be t any
whenever
If bids are submitted at the same time for diffemt bid solicitations, each bid must be laced in
previously stated
separate envelopes and each envelope must contain the information P
.
To receive a copy of the tabulation of bids, the Bidder must enclose a self addressed, starts
envelope when submitting their proposal.. ped
THE RESPONSIBILITY FOR OBTAnMG AND SUB
CLERK OF WE BOARD ON OR BEFORE MITTING TFUS BID TO TUE .
SOLELY AND STRICTLY THE RESPONSIBid,T1'STATED 7�E AND DATE IS
COUNTY IS NOT RESPONSIBLE FOR DELAYS CAUSED THE $ THE UNUNrMD STATES DADE
MAIL DELIVERY OR CAUSED BY ANY OTHER
RECEMD
BY THE CLERK OF THE BOARD AFTER BIDS HAVE BEGUN To BE OPENED WILL
NOT BE OPENED AND WELL NOT BE CONSIDERED FOR AWARD. �L'
Bids must be submitted to the address listed below, by the time specified to be considered eyed for
It is the policy of Metro -Dade County,to comply with all requirements of t
Disabilities Act. For sign language interpreter services or bids he Americans with
or large print call (305) 3 75-5289 five days in advance. Forr ADr A complaints (Braille, tape
375-3566. paints call (305)
�.: 99- 2.05
4�eY�j liq fi.ruwige,wvy
i
SECTION 4DEA. RAL TERMS AND CCNV IONS
1.1 APPLICABILM
These General Terms and Conditions apply to all bids made to Metropolitan Dade County
(hereinafter referred to as "County") by all prospective bidders
(her,,inafter referred to ' as
"Bidders") in response to Invitation to Bids issued by the GSA Procurement Management
Division, The word "Bid" is used in reference to any and all offers submitted in
conjunction with this bid solicitition.
1,2 . CONTENTS OF BID
(1) Bidders shall thoroughly. read and "Lamm all Bid documents.
documents �qu�Y mange for cad solecitatio Bidders should As Bid
that this solicitation contains n' should not assume
contained in the same terms and conditions that were
Previous solicitations.
(2) Bidders shall make all investigations necessary
themselves with all the conditions affectin8 tothoroughly
is�thesole
responsibility of the Bidder to familiarize thexnsda withthe bid requirements
and no plea of ignorance by the Bidder of conditions that
exist as a result of the failure to fulfill the e!• or that may
will be accepted as a basis for � of the bid solicitation,
varying the requh m m of the County, compensation to be paid to the successful Bidder who is awardeor the
d the
contract.
(3) Bidders are advised that all County contracts are subject to all legal
requirements contained in the County's Administrative Order 3_2 and other
applicable County Ordinances and/or State and Federal Statutes. Where
conflicts exist between this bid solicitation and these legal documents, the
higher authority shall prevail. •
B. Sonflicts in the Bid Soiicitati n
Where there appears to be a conflict between the General Terns and Conditions, the
Special Terms and Conditions, and/or the Technical Specifications
is the Technical Specifications, Special Terms and Con ns and then the Gene
and Conditions. s
205
Requests for additional information, explanations, clarifications or interpretations must be
made in writing to the GSA Procurement Management Division contact on the cover page of this bid solicitation, no later than two 2 Pet1. identified
(working days
scheduled bid opening. Any request received the
after that timemay not be considered. prioroThe
request must contain the propowes name, address, telephone number
number, if transmitted by facsimile. ..Electronic facsimile will be accepted
fac�ttttile
375-5409, cepted at (305)
Facsimiles must have a cover sheet which includes at a mini
address, number of a es f mun�. the Proposees name,
p g ransmitted, - telephone number and the sender's facsimile
number. ,
The County will issue responses to. inquires and
determines to be any her corrections or amendments it
necessary by written addenda issued prior to the scheduled o
Bidders should not rely on arty, nPresentadons, statem Pig date.
those made in the bid solicitation or in � or explanations other than
appears to be a conflict between this solicitation aao d any solicitation.
id won. Wheredthe
there
addendum issued wt71 prevail. ustied, the last
It is the Bidder's responsibility, to .assure receipt of all addenda. verify with the contact person The Proposer should
received. prore prior to submitting a Bid that all addenda have been
Of this solicitato on the attached red tAddenda Acknowledgment o acknowledge the of addenda received as part
Form.
D. Prices contained to Bird
(1) Prompt Payment Terms
a. Bidders may offer a cash discount for prompt payments, however, such
discounts shall not be considered in der
u ermlmng the lowest priced
Bidder. for bid evaluation
purposes. Bidders are encouraged to reflect
cash discounts in payment terms. - .
b. Bidders are required to provide their prompt payment terms in the space
Provided on the Bid Proposal signature page of this solicitation. If no
Prompt payment discount is being offered the Bidder must enter zero
(0) for the percentage discount to indicate no discount. If the Bidder
fails to enter a Wsentage_ it
terms shall be 0' 20 dayc -effective
aft,later.
`na at
acceptance by the County, whichever is lateer.r��Pt of invoice or final
(2) Current Prices
Bids indicating prices in effect "at time of shipment" will be rejected, unless
otherwise specified in the Special Terms and Conditions.
.�
99 -
205
mw
f #
- -
(iscc. .s Offered During Term of Liract i
Prices offered in the Bid shill be fixed for a period of 120 days after award b;
the Board of County Commissioners, unless otherwise specified in the SPecia
Terms and Conditions. Thereafter price discounts off the original prices
quoted in the Bid Proposal will be accepted from successful Bidder(s) during
the term of the contract. _ Such discounts shall remain in effect for a minimum
of 120 days from acceptance by the County.
(4) Collusion
The Bidder, by affising-a signature -to their Bid. certifies that its Bid is made
without previous understanding, �& agreement or connection either with any
person, firm or corporation making a Bid for the same items, or with the
Dade County Procumm Division or initiating dot. The Bidder
certifies that its Bid is fair, without control, collusion, fraud or otherwise
illegal action. The Bidder cer6fies.that they are in compliance with Section
2-11.1, Conflict of Inte= and Code of Ethics Ordinance, of the Dade
County Code. The County will investigate all potential situations
collusion may have occurred &W the County reserves the right t i where reject any
and all bids where collusion may have occurred.
1.3 PREPARATION AND SUBMISSION OF BIDS
(1) The Bid Proposal Form, which is part of the bid solicitation must be used
when submitting a -Proposal. Use of any other form will result in the
rejection of the bid.
(2) The Bidder must furnish any samples or other documents/information required
by the bid solicitation. Failure to supply the required samples or
documentatiomrinformation as. required may result in the Bid being rejected,
(3) The Bidder's authorized agent must sign the Bid Proposal Form in ink. Failure
to sign as provided herein may result in the Bid being rejected. .
(4) Unit prices must be shown where required. Whet there is a discrepancybetween the unit prices and any extended prices the unit prices shall prevail.
(5) Multiple Bids will only be accepted if submitted as separate bids, submitted in
separate envelopes, which are not for the same product or service. All Bids
must meet all requirements of the bid solicitation. Where multiple Bids are
submitted for an identical product or service only the lowest price will be
considered.
(b) Proposed delivery time, if required, must be stated in calendar days.
3 99-- 205
( 3idders shall no
t charge federal taxes nor State of Florida sales, excise and
ty is exe
taxes in bid prices as the Counmpt from payment of all such taxes, exc-
where the goods are for resale by the County. Such taxes shall be borne by t
Bidder except where the County is purchasing the goods for resale. An ex
certificate will be provided where applicable upon request.empti•
(8) The Bid must be typed -or printed in ink. Use of
Pencil or ecassble: ink wi
result in the Bid being rejected. All corrcctioats otade by the dlidder nr rtr �
wnitinled far lack by the math ,.�•aQ��a .,..z_ o.� �_-- -
•(9) . Telegraphic or facsimile; bids will not be considered.
(10) Once a Bid has been opened, the County.
will not consider any subsequent
submissions which alter the Bid.
Prospective Bidders should register with the GSA
this wtal ensure that they receive notice of soL' � gement Division as
County. The successful Bidder(s) must cttatlons ° �' are issued by the
4 register with GSA Procurement
rejection of sPecBi'd , prior to award. Failure to so register win Management
the
Conducting business with the County requires a business entity
application, available through GSA Procurement to entcomplete a registration
annual administrative fee. The following documents are Division, and to pay an
registration application form: required and included is the
1. Commodity Code listing
2. Certificate of Filing of Articles of incorporation
Every Florida based corporation is required to submit a co
Certifications page that was signed and dated PY of the single
that shows receipt of the dulyex s the Florida Secretary of State
3. Copy of current Business or Occupational License
Inc°rp°ration.
Most Dade County based businesses are
License to conduct business within the re to purchase an Occupational
business entity must submit such a statement t County. hat effect on thac'r letterhead.ense xiisth
e
4. Executed Cuba Affidavit
This affidavit requires business entities to attest to their business activities and
investments in Cuba, and that they
Resolution No. R-656.93, as ado tb e in compliance with Dade County
on July 3, 1993. p y the Board of County Commissioners
5. Executed Florida Public Entity Crime Affidavit
Florida Statutes, Sections 287.132-133, effective July 1, 1989 requires that
business entities complete an affidavit with regard to the commission of public
entity crimes. p
6. Executed Vendor Disclosure of Ownership Form
4 99- 205
n (7'`'
erg F. _.: Workplace Affidavit
8. Family Leave Affidavit
9. W-9 Form
It is the responsibility of the business entityto update
plate its application concerning any
changes. such as; new address, telephone number, commodities, etc. This must be on
Assistance.company
and sent to the. GSA Procurement Management Division, Vendor
potential Bidders may contact the Office of Vendor Assistance at (305) 375-5289 for
guidance in completing the registration apPucation.
Pursuant to Ordinance No. ' 94-34, "Any individual who has
during the past ten years and been convicted of a felony
entity having an officer dinns;ttor�M gyp' joint venture or other legal
executive who has beers convicted of a felony during
the past ten years shalldisclose this information prior to enteringinto a contract with or
receiving funding from the County." Acco
available upon request at GSA Procurem Management
Record davit forms are
Assistance r those individuals nr rm"e>Viruagertterrt
f-Division✓Offrce of Vendor
The County endeavors to obtain the participation of all minority and
business enterprise businesses. Contact the Office of Vendor disadvantagedAssistance for information.
1.4 MODIFICA'TIONS OR WITHDRAWAL OF RIDS
A. lliodificati n of 13ic1¢
Bids may only be. modified by submission of a modification as provided below prior to the
time and date set for bid opening. Any modification submitted to the GSA
Alanagementy Division must contain a new Bid Proposal Form and a letter oncomp ny
letterhead, signed by an authorized. agent of the Bidder, stating that this submittal
supersedes the previous bid submittal. The envelope must contain the following
information:
(1) Bidder's Name & Address
(2) Bid Number
(3) Opening Date of Bid
(4) Title of Bid
(5) The following statement; "This is a modification (b) Date of Modification to a previously submitted hid~
5
r
99- 205 .
B .
I1�11'�
Bids shall be irrevocable unless the Bid is withdrawn as provided herein. A Bid may
withdrawn only by written letter received by the contact
Person, prior to the Bid Openi,
Date or ninety (90) days after the o
company letterhead and signed Ping of the Bid. The withdrawal letter must be �
>d by an authorized agent of the Bidder.
1.5 EVALUATION OF BIDS
A. Bcf�tion of Bi c
The County may reject a Bid Proposal. for any of the following reasons:
(1) Bidder fails to acknowledge receipt of addenda
(2) Bidder misstates or conceals any materW fact in the Bid Proposal (3) Bid does non corttbrm to the requites of the Bid
(4) Bid requires a conditional award that conflicts with the
(S) Bid does not include method of award
(6) Bid was not executedl�' cereific8tes, licenses as required
Form by the Bidder's authorized agent on the Bid proposal
The foregoing are not the exclusive reasons for which a Bid may be rejected. The County
may reject and re -advertise for all or any part of the Bid Solicitation wirrenever itd
in the best interest of the County. is
�. r.•. • r ��_ .
�•i,�
.-Sze•„
(l) A contract shall not be awarded to, any person or firm
which is in an=n to.
. Dade County upon any debt or contract or which is a defaulter as Surety or
Otherwise upon any obligation to the County.
(2) • A contract may not be awarded to, an
perform any previous contract with the Cou�ntyn or firm which has failed to
(3) A contract may not be awarded to, an
Person
t fidebarred by the County in accordance with the rCountya which Debarement
Ordinance.
C. WAiver of I &r.+M!a
The County reserves the right to waive any minor informalities or irregularities in or
all bids. any
6 99- 205
(1) Bids will only be considered from firms who are regularly engaged in th
business of providing the goods and/or services required by the Bid. Bidder'
must be able to demonstrate a good record of performance and have sufficient
financial resources, equipment and organization to insure that they can
satisfactorily provide the goods/services if awarded the contract. The terms
"equipment and organization" as used herein shall be construed to mean a
fully equipped and. well established company in line with the best industry
practices in the industry as determined by he County.
(2).. The County may conduct 'a pre -award site inspection or hold a pre -award
qualification hearing to determine if the bidder is capable of performing he
contract if awarded.
(3) The County may consider any evidence available regarding the financial,
technical and other qualifications and abrRitie s of a Bidder, inchWing past
performance (experience) ientce) with the County or any other governmental entity, in
making the award.
(4) The County Wray require the Bidder(s) to show proof that they have been
designated as an authorized representative of a manufacturer or supplier
which is the actual source of supply, if required by the Bid.
1.6 AWARD OF CONTRACT
A. The Bid Solicitation, any addenda issued and the purchase order, if issued, constitute
the entire contract, unless modified in accordance with the contract.
.B. Tie Bids will be decided by the Director of Procurement or designee.
C. The award of this Bid may be preconditioned on the subsequent submission of oth
documents as specified in the Special Conditions or Technical S
Bidder shall be in default of its contractual obligation
Fecification• er
The
submitted in a timely manner and in the form rey required b • he Countmerits are not
Bidder is in default of these contractual requirements, tY
aI cuts, the County, through action
taken by the Procurement Management Division, will void its acceptance of the
Bidder's Proposal and may accept the Bid from the next lowest
Bidder or re -solicit the County's requirements. The Count}• at its sole discretion narmponsy seek monetary restitution from the Bidder and its bid bond or
as a result of damages or increased costs sustained as a result of the guaranty,
Bidder's d pefauh, le'
D. The term of the contract shall be specified in one of three documents which shall be
issued to the successful Bidder. These documents may either be the contract, a
purchase order, notice of award or an award sheet.
99- 205
w: `3'oti'isi§itiw53 '1�'F:J,wlYnh'rtR: '.DYi�l 'aL1�,G?t�'ry.TL{��-�'
t
0,11
E. The 1 ItY reserves the right to automati4Y extend this contract for up to nin
(90) calendar days beyond the stated
departments with continual service and supplies awh e a new contterm in �ractiProvide Coin
evaluated and/or awarded. if the right .is exercised, the Count being solicit.
in writing, of its intent to extend the contract for a Y shall notify the Bidd-
exceed ninety (90) days, prior to the expiration of the specific
term of ds
Ys, not
F• Where the contract involves a sin
term shill conclude upon completion Q shipment of goods to the Coun the
contr
depressed or implied warranty a
1.7 RIGHTS -OF APPEAL ty Prods.
Any - Bidder may protest any recOmmendation for
Procedures contained in Dade County Ordaum
Dade County Code.
"S CONTRAMAL OBLIGATIONS
A. latior>c � i"�jj IIIQ lCCO f�
contract award in accordance with the
94-26, 94-72 and Section 2-8.4 of the
The Bidder shall comply with all Iaws and
contemplated herein. Bidders are presumed r tions applicable to the goods or services
offcespecially
� d regulations that may in O be wa afr all °ate State and local
as amended Executive order 1 I246 emitted y the
8�ds or services
by Executive order No. I I375 Equal �PIOYment DPP°ftunitya and
Regulations (41 .CF1� Part 60) the Amen suPPlet . ented by the Dement of
implementing regulations,cans with Disabilities Act of 1990 r
Florida Sthe Rehabilitation Act of 1973 as amend
carafes and any and all other local, State and Federal d� Chapter 553 of
orders and laws relating to people with disabilities.
O11d'nitnces, rules,
B. C �nditio�nsofMaterial and Pack 'n
(1) All goods furnished must be new, unless
Technical Specifications from
in the Special Conditions or
suitable for shipment and/or storage.
� om defects.
All containers shall be
commercial pack 8 The bid price shall include scan
Technical Specifications.
unless otherwise specified in the S lord
P�cations. Special Conditions or
(?) All goods furnished shall be fully guaranteed by the Bidder against shall be fit for the purpose intended factory
defects which may occur within the under this contract. ,�,y
warranty or the failure of the product to be fit for r he the r s lard
c°rrected by the Bidder at no ex Purposes intended shall
be manufactc:rK's wa,,,,�t},� ^e to the County. The standard
Technical Specifications. ~ "� •he SPec:al Conditions or
8
99- 205
1R.- ,MR-11
The Bidder shall not subcontract at
consent of the County. The ability to
Conditions or Technical Specifications.
1•Pu T1
y portion of the work without the written prior
subcontract may be further limited by the Special
The Bidder shall not assign, transfer, sublet or otherwise
�Y rights, title or interest ther+ei or their �°� of the contract, including
n. power to execute such contract to any person,
company, •or corporation without the prior written consent of the County.
E. Delivery
Prices quoted and deliveries are to be FOB ,Destination, freight included,
specified in the Specie! Conditions. DdwMes are to be made during County budness
hours unless otherwise specified in the Special Conditions.
F. Title
Title to the goods shall not pass to the 'County until after the County has accepted the
goods or utilized the goods, whichever comes first.
1.9 MODIFICATION OF THE CONTRACT
The contract may be modified from time to time in wri* thought the issuance of a
change order or modification to the contract, purchase order or award sheet as appropriate.
1.10 TERMINATION FOR CONVENIENCE
The County at its sole discretion may terminate this contract, without cause, by providing
the Bidder(s) with thirty (30) days advance notice. Upon the receipt of such notice the
Bidder shall not incur any. additional costs under this. contract. The County shall be liable
only for reasonable costs incurred by the Bidder(s), as determined by the Coun ,
regardless of the method of payment required by the contract, as the result of su h
termination.
1.11 TERMINATION FOR DEFAUkT
The County may terminate this contract upon the failure of the Bidder to comply with the
provisions and requirements of the contract. The County s decision not to take action upon
a failure of the Bidder to perform shall not be construed as a waiver of the ability of the
County to take action at a later date and time. The date of termination shall be stated in a
written notice to the Bidder.
6
99- 205
a}
In the 3v;:
eve,. the Bidder is terminated for default, the County re
re -procure the goods or services from the next to serves the right t,
re -solicit the contract. The Countywest reaponsive/responsible bidder o
the l3iddeNa rice and the rea may charge the Bidder any differences in cast betweer
p warded price and the coats
re -soliciting this contract, associated with ratwarding er
0
� 2
' + !� { :,rc"v-k r ice, t t g.. atrs,i .(a ra` ) i � { ., .-........;.......,••+«w•.rin+.
yr �
METROPOLITAN DADE COUNTY
BID N0, 5048-4/00
SECTION 2.0 SPECIAL CONDITIONS
MICROFILM DIGITAL WORKSTATIONS AND ACCESSORIES
2.1 PURPOSE:TO FURNISH AND INSTALL ITEMS
The purpose of this Invitation To Bid is to secure Bid pro
furnish and install a Micrographic Digital Workstation 'System Net
• and provide maintenance after warrant Proposals. to
specified herein and•in the Bid Proposal warranty as listed .wand.
2:2 RACE/ETHNICITY/GENDER CONTRACT MEASURFc
This contract includes .Participation rProvisions for
Certified Blac
Business Enterprises (BBE's) and/or Certified Hispanic Business Enter-
prises (HBE's) and/or Certified Women Business Enterprises (WBE's) as
indicated in Appendix A of this Bid/Proposal solicitation.
2.3 Intentionally Omitted
2.4 TERM OF CONTRACT: UPON COMPLETION
This contract shall commence upon the date of the
shall remain in effect until such time as the commodities, equipment
and/or services acquired in conjunction with this Invitation to Bid,
have been completed and accepted by the County's
representative, and the first year maauthorized
intenance period has expired.
2.5 OPTION TO RENEW FOR ADDITIONAL YEARS (With Price Adjustment)
The prices fora one year period from effective date shall be
consistent with the provisions outlined in section 2.7 of these terms
and conditions; at which time Dade County shall have the option to
renew for 'an. additional three (3) years on a
r to that time Dade County will consider adjustment to riceyear basis. At
Department of Labor Consumer Price Index, All Urban Consumers b M anion
Ft. Lauderdale. Adjustments in excess of 5% considered. Continuation of the contract beyond pthe�initshall
ial
p rtot be
a County prerogative; not a right of the bidder. This period is
ero
may be exercised only when such continuation is clearly in the ative
interest of the County.
NOTE: SHOULD THE COUNTY EXERCISE THE OPTION TO RENEW, IT SHALL BE
ONLY FOR THOSE ITEMS ORIGINALLY AWARDED.
2.6 METHOD OF AWARD: To Low Bidder In The Aggregate
Award of this contract will be made to the responsive, responsible
bidder who bids on all items and whose bid offers the lowest price
when all items are added in the aggregate. If bidder fails to bid on
all items its bid shall be declared non -responsive. The County will
award the total contract to a sing16 bidder.
Page 1 9 9- 205
METROPOLITAN DADE COUNTY
BID NO. 5048-4/00
2.7 PRICES SHALL BE FIXED AND FIRM FOR TERM OF
If the bidder is awarded a contract under this bid solicitation, the
prices proposed by the bidder shall remain fixed and firm during the
term of contract; provided, however, that the bidder may offer
incentive discounts from. -this fixed price to the Co
during the contractual ti unty at
erm.
2.8 EXAMINATION OF SITE (RECOMMEkDEp)
Prior to submitting its proposal it is advisable that the bidder visit
the site of the proposed work and become familiar with any conditions
which may in any manner affect the work to be done or affect the equip-
ment, materials and labor required. The bidder is also advised to
examine carefully the- drawings and specifications and to become
thoroughly informed regarding any and all conditions and requirements
that may in any manner affect. the work to be
perfo
under
contract. No additional allowances will be made becausedOf lack theofknowledge of these conditions. For site visitation appointment and
for any additional information required regarding the specifications
and requirements of this bid contact Marie Gantt at 305/372-7863 for
appointment.
2.9 Intentionally Omitted
2.10 Intentionally Omitted
2.11 INDEMNTFTrertnw A.,^ ,
The successful bidder/vendor shall indemnify and save the County
harmless from any and all claims,
action liability, losses and causes of
which may arise out of the fulfillment of the Agreement. The
vendor shall pay all claims and losses of any nature whatever in
connect ion 'the rewi th, and shall defend all suits, in the name of the
County when applicable, and shall pay all costs and judgments which
may issue thereon.
The vendor shall furnish to Bid Section, Metropolitan Dade County, c/o
Procurement Management Division, 111 N.W. 1st Street, Suite 2350,
Miami, Florida 33128-1989, Certificate(s) of Insurance which indicate
that insurance coverage has been obtained which meets the requirements
as outlined below:
A. Workmen's Compensation Insurance for all employees of the vendor
as required by Florida Statute 440.
B. Public Liability Insurance on a comprehensive basis in an .amount
not less than $3009000 combined single limit per occurrence for
bodily injury and property damage. Dade County must be shown as
an additional insured with respect to this coverage.
Page 2
99- 205
METROPOLITAN DADE COUNTY
BID NO. 504E-4100
C. Automobile Liability Insurance covering
hired vehicles used in connection with thelworknedin non -owned and
nt not
less than $300,000 combined single limitan injury and property damage. g per occurrence forubodily
as listed The insurance coverage -required. shall include those clas
reflect hein standard liability operatiioris f the vendonsurance manuals
sifications,
r. which mo-st nearly
All insurance policies required above shall be issued
authorized to do business under the laws of the State of the following qualifications: y companies.'
Florida,Awith
The company must be rated no management, and no less than "Classnas to
less
ythan "B"
strength, by the latest edition of as Ito financial
Guide, published by A.M..Bests Insurance
Jersey, or its equivalent Best Company, OlciM►ick, New
sbject the County Risk Management Division. to the approval of
or
The company must hold a valid Florida Certificate of
Authority as shown in the latest "
r List of All Insurance
Companies Authorized oy Approved to Do Business in
Florida"
issued b the State of Florida Department of
Insurance and are members of the Florida Guaranty Fund.
Certificates will indicate no modification or
shall be made without thirty (30) days written advance notice toth insurance
certificate holder. to the
NOTE: DADE COUNTY BID NUMBER AND TITLE OF BID MUST APPEAR PEAR ON EACH
Compliance with the foregoing requirements shall not relieve
vendor of his liability and obligation under this section or u r the
other section of this Agreement.
any
Issuance of a purchase order is contingent upon the receipt
insurance documents within fifteen 15 of County Commission approval. ( ) calendar days after Board the
within the specified time frame but insurance
the manner p is received
this Invitation To Bid, the Bidder shall be verbally notified o
deficiency and shall have an additional five prescribed in
submit a corrected certificate to the Count f such
submit the required insurance documents in (5) calendar days to
this Invitation To Bid within twentyy. If the Bidder fails to
the manner prescribed in
County Commission a (2Q) calendar days after Hoard of
contractual terms and®vcondit the Bidder
shall be
Under such circumstances, the Bidder m �n default of. the
contract, shall not be awarded the
submitting future Proposal to the :County 1.0, para 1..6 of the General Terms and Conditins r ancer ed w i hit
Sec ion
o
Page 3 99 205
0
METROPOLITAN DADE COUNTY
BID NO. 5048-4/00
The Bidder shall be responsible for assuring that the insurance
certificates required in conjunction with this .Section remain in force
for the duration of the contractual period; including any and all
option years that may be granted to the Bidder in accordance with
Section 2.5 of the Special Conditions. If insurance• certificates are
scheduled to expire during the contractual period, the Bidder shall be
responsible for submitting new or renewed insurance certificates to
the County -at a minimum..of thirty. (30) cal•endar days .in advance, of
such expiration. . In the event that. expired -certificates are not
replaced with new or renewed certificates which cover the contractual
period, the County shall suspend the contract until such time as the
new or renewed certificates are received by the County in the manner
prescribed in the Invitation'To Bid; provided, however, that this
suspended period does not exceed thirty (30) calendar days. If such
suspension exceeds thirty (30) calendar days, the County may, at its
sole discretion, terminate this contract for cause and seek
re -procurement charges from the Bidder in conjunction with Section
1.0, para. 1.11 of the General Terms and Conditions.
2.12 Intentionally Omitted
2.13 Intentionally Omitted
2.14 Intentionally Omitted
2.15 METHOD OF PAYMENT: LUMP SUM PAYMENT AFTER WORK IS COMPLETED -
ACCEPTANCE OF SYSTEM
Upon completion and acceptance of the work required in conjunction
with this contract, the successful bidder(s) shall submit one lump sum
invoice that reflects the total value of the contract. This invoice
shall be submitted to the County using department(s) that accessed the
contract through a purchase order. The invoice shall reflect the
appropriate purchase order number, the address of the work place, and
all itemized material and labor costs; if applicable.
METHOD OF PAYMENT: MONTHLY INVOICES - MAINTENANCE
The successful bidder(s) shall submit monthly invoices by the tenth
(10th) calendar day of each month. These invoices shall be submitted
to the County using department(s) that requested the service through a
purchase order. The invoices shall reflect the appropriate purchase
order number, the service location(s) and the type of service provided
to the County in the prior month.
2.16 SHIPPING TERMS: F.O.B. DESTINATION
All bidders shall quote prices based on F.O.B. Destination and shall
hold title to the goods until such time as they are delivered to,
installed at•and accepted by, an authorized County representative at
the Clerk of Courts Record Library, 44 West Flagler Street, 9th Floor,
Miami, Florida 33130.
j, Page 4 99- 205
'
r4
METROPOLITAN DADE COUNTY
BID NO. 5048-4/00
2.17 DELIVERY AND INSTALLATION SHALL BE THIRTY DAYS AFTER DATE OF PURCHASE
ORDER
The bidder shall deliver and install the system within thirty (30)
calendar days after the date of the purchase order. Delivery shall be
made in accordance with ,good commercial practice and shall be adhered
to .by the successful bidder(s); except in such cases where the
delivery will be delayed.due.to acts of God, strikes,,or other causes
beyond the control of the bidder. In- these cases, the bidder •shall.
notify the County of the delays in advance of the delivery date so
that a revised delivery schedule can be negotiated.
Should the bidder(s) to whom the contract(s) is awarded fail to
deliver in the number of days as stated in its proposal, the County
reserves the right to cancel the contract after any back order period
which is specified in the Special Conditions has lapsed. If the
contract is cancelled, it is hereby understood and agreed that the
County has the authority to purchase the goods elsewhere and to charge
the bidder with any re -procurement costs. If the bidder fails to
honor these re -procurement costs, .the County may suspend the bidder
from submitting bid proposals on County contracts for a minimum period
of six (6) months.
2.18 BACK ORDERS SHALL NOT BE ALLOWED
The County shall not accept any back orders of deliveries from the
bidder. Accordingly, the bidder is required to deliver all items to
the County within the time specified in this solicitation; and no
grace period shall be honored. In the event that the bidder fails to
deliver the goods within the time specified, the County reserves the
right to cancel the order, seek the items from another vendor, and
charge the bidder for any re -procurement costs.
2.19 WARRANTY SHALL BE ONE YEAR FROM DATE OF ACCEPTANCE
A. Type of Warranty Coverage Required
In addition to all other warranties that may be supplied by the
bidder, the bidder shall warrant its products and/or service
against faulty labor and/or defective material for a minimum
period of one (1) year after the date of acceptance of the labor,
materials and/or equipment by the County. This warranty
requirement shall remain in force for the full one (1) year
period; regardless of whether the bidder is under contract with
the County at the time of*defect. Any payment by the County on
behalf of the goods or services received from the bidder does not
constitute a waiver of these warranty provisions.
B. Correcting Defects Covered Under Warranty
METROPOLITAN DADE COUNTY BID NO. 5048-4/00
to correct or replace the defective work or items within the
period specified, the County may, at its discretion, notify the
bidder, in writing, that the bidder may be debarred as a County
bidder and/or subject to contractual default if the corrections or
replacements are not completed to the satisfaction of the County
within fifteen (15) calendar days of receipt of the notice. - If
the bidder fails .to satisfy the warranty within the period
specified in the notice, the County may (a) place the .bidder .in
default- -of its contract, *ard/or (b) procure the products or
services from another vendor *and charge the -bidder. for . -..any
additional costs that are incurred by the County for this work or
items; either through a credit memorandum or through invoicing.
2.20 CONTACT PERSON
For any. additional information regarding the specifications and
requirements of this contract, Contact: Cynthia S. Goldman, CPPB at
305/375-4947.
2.21 LOCAL PREFERENCE
The award of this contract is subject to Ordinance No. 94-166 amending
the code of Metropolitan Dade County, Florida effective September 23,
1995 which, except where federal or state law mandates to the
contrary, allows preference to be given to a local business in the
amount of one and one-half percent (1.5%) of the bid proposal price.
In the case of tie bids involving local businesses, preference will be
given to the local business having the greatest percentage of its
employees that are Dade County residents.
For the purposes of the applicability of this ordinance, "local
business" means the vendor has its headquarters located in Dade County
or has a place of business located in Dade County at which it will
produce the goods or perform the services to be purchased.
2.22 QUARTERLY REPORTING, WHEN SUB -CONTRACTORS ARE UTILIZED
Bidders are advised that when sub -contractors are utilized to fulfill
the -terms and conditions of this contract, Metropolitan Dade County
Resolution No. 1634-93 will apply to this contract. This resolution
requires the successful contractor(s) to file quarterly reports as to
the amount of contract monies received from the county and the amounts
thereof that have been paid by the contractor directly to Black,
Hispanic and Women -Owned businesses performing part of the contract
work.
Additionally, the listed businesses are required to sign the reports,
verifying their participation in the contract work and their receipt
of such monies.
For purposes of applicability, the requirements of this resolution
shall be in addition to any other reporting requirements required by
law, ordinance or administrative order.
99- 205
Page 6
METROPOLITAN DADE COUNTY BID NO. 5048-4/00
2.23 Intentionally Omitted
2.24 Intentionally Omitted _
2.25 ADDITIONAL NUMBER OF BID ITEMS OR UNITS MAY BE PURCHASED DURING
CONTRACT PERIOD
Although'thts bid solicitation '-specifies the exact'or'estimated number
of items• or units to be purchased by the County, it is understood and
agreed that the County may, during the tern of the contract, purchase
additional workstations from the successful bidder; provided that
these additional items or units represent the same manufacturer, model
or brand, and price offered by the successful bidder in its bid
proposal.
2.26 CLEAN-UP
All unusable materials and debris shall be removed from the premises.
At completion, the successful bidder shall thoroughly clean up all
areas where work has been involved as mutually agreed with the
Department -Project Manager:
2.27 COMPLIANCE WITH FEDERAL STANDARDS
All items to be purchased under this bid shall be in accordance with
.all governmental standards, to include, but not limited to, those
issued by the Occupational Safety and Health Administration (OSHA),the
National Institute of Occupational Safety Hazards (NIOSH), and the
National Fire Protection Association (NFPA).
2.28 DAMAGED GOODS WHEN SHIPPING IS PROVIDED BY BIDDER
The bidder shall be responsible for filing, processing and collecting
all damage claims against the shipper.
2.29 -EMPLOYEES ARE RESPONSIBILITY OF BIDDER
All .employees of the bidder shall be considered to be, at all times,
the sole employees of the bidder under its sole direction and not an
employee or agent of Dade County. The bidder shall supply competent
and physically capable employees. Dade County may require the bidder
to remove an employee it deems careless, incompetent, insubordinate or
otherwise objectionable and whose continued employment on Dade County
property is not in the best interest of the County. Each employee
shall have and wear proper identification.
2.30 EQUIPMENT SHALL BE MOST RECENT MODEL AVAILABLE
The equipment being offered by the Bidder shall be the. most recent
model available. Any optional components which are required in
accordance with the Bid Specifications shall be considered standard
equipment for purposes of this solicitation. Demonstrator models will
not be accepted. Omission of any essential detail from these
specifications does not relieve the vendor from furnishing a complete
Page 7 99 -- 205
7777777U77777=
METROPOLITAN DADE COUNTY
BID NO. 5048-4/00
unit. The unit shall conform to all applicable O.S.H.A., State, and
Federal safety requirements. All components, including but not
limited to assists, wiring, accessory mountings, parts, connectors and
adjustments, are to be in accordance with current S.A.E. standards and
recommended practices. The engineering, materials and workmanship
shall exhibit a high level, of quality and appearance consistent with
or exceeding industry standards.
2.31 ENVIRONMENTALLY ACCEPTABLE PACKAGING
Effective June 16, 1992, al-1 contracts in excess of ten thousand
($10,000) dollars will be affected by Resolution Number R738-92
amending Metropolitan Dade County Administrative Order 3-2 (relating
to the procurement.of goods and services).
As a waste management alternative, and as an additional means, of
reducing the volume and toxicity of waste and by-products entering
Florida's solid waste stream, Metropolitan Dade County has instituted
the following policy with regard to source reduction.
In order to discourage excessive packaging of a product solely for
marketing purposes and to encourage packaging for purposes of ensuring
durability, re -usability and recyclability. No goods shall be
purchased if the goods constitute less than 90 percent (by volume) of
the item being purchased or if the goods contains more than 10 percent
package and packing material .(by volume). No packaging shall be
purchased which is not environmentally acceptable packaging.
For purposes of meeting the requirements of this resolution,
"Environmentally Acceptable" shall be defined as; any item that is
returnable for reuse or recycling, or which is recyclable.
In order to insure compliance with this resolution, bidders shall
indicate in the space provided on the bid proposal page, the method to
be used for returning packaging materials to the distributor in
conjunction- with this solicitation and/or by completing the General
Services Certification of Recycled Product Content Form indicating the
ability of the materials to be recycled through existing recycling
collection programs.
Appeals for waiver of these requirements may be made in writing to the
County Manager through the Director of Procurement Management. No
waiver shall be effective unless approved -by a majority vote of the
Board of County Commissioners. Proposals failing to provide this
information may result in being declared non -responsive; however the
Bidder shall be given the opportunity to provide the information
during the bid evaluation period. At such time, the Bidder shall be
given fifteen (15) calendar days to submit this information. `~
Vendors wishing to obtain a copy of the complete resolution should
contact The Office of Vendor Assistance at (305) 375-5289.
99 - 205 r
Page 8
METROPOLITAN DADE COUNTY
BID N0. 5048-4/00
2.32 FURNISH AND INSTALL REQUIREMENTS
These specifications describe .-the various functions and classes of
work required as necessary for the completion of the
technical omissions of functions or classes within the rsections -of
these specifications shall not relieve the bidder from furnishing,
installing or performing such work ,where required to the satisfactory
completion of 'the project.
2.33 MATERIALS SHALL BE NEW AND WARRAFlTED AGAINST DEFECTS
The Bidder hereby acknowledges and agrees that all materials, except
where recycled content is specifically requested, supplied by the
Bidder in conjunction with this Bid shall be new, warranted for their
merchantability,, and fit for a particular purpose. In the event any
of the materials supplied to the County by the Bidder are found to be
defective or do not conform to specifications, the County reserves the
right to (1) cancel the order and return such materials to the Bidder
at the Bidder's expense or (2) require the Bidder to replace the
materials at the Bidder's expense.
2.34 OMISSION FROM THE SPECIFICATIONS
The apparent silence of this specification and any addendum regarding
description concerning any poi'any details or the omission from the specification of a detailed
nt shall be regarded as meaning that
only the best commercial practices are to prevail, and that only
materials and workmanship of first quality are to be used. All
interpretations of this specification shall be made upon the basis of
this agreement.
2.35 PACKING SLIP/DELIVERY TICKET TO ACCOMPANY ITEMS DURING DELIVERY:
The successful bidder shall enclose a complete packing slip or
delivery ticket with any items to be delivered in conjunction with
this' bid solicitation. The packing slip shall be attached to the
shipping carton(s) which contain the items and shall be made available
to the County's authorized representative 'during delivery. The
packing slip or delivery ticket shall include, at a minimum, the
following information: purchase order number; date of order; a
complete listing of items being delivered; and back -order quantities
and estimated delivery of back -orders if applicable.
2.36 PATENTS AND ROYALTIES
The bidder, without exception, shall indemnify and save harmless the
County and its employees from liability of any nature or kind,
including cost and expenses for or as a result of any copyrighted,
patented, or unpatented invention, process, or article manufactured by
the bidder. The bidder has no liability when such claim is solely and
exclusively due to the combination, operation or use of any article
supplied hereunder with equipment or data not supplied by bidder or is
based solely and exclusively upon the County's alteration of the
Page 9 99 - 205
0
METROPOLITAN DADE COUNTY
BID NO. 5048-4/00
article. The purchaser will provide prompt written notification of a
claim of copyright or patent infringement.
Further, if such a claim is made or is pending, the Bidder may, at its
options. and expenses, procure for the purchaser the right to continue
use of, replace or modify. the article to render it non -infringing.
(If none of the alternatives are reasonably available, the County
agrees to return the article on request to the contractor and receive
reimburseinent, if any,. as may be determined by a court of competent
jurisdiction.). If• the bidder uses any design,' device, or materials
covered by letters, patent or copyright, it is mutually agreed and
understood without exception that the bid prices shall include all
royalties or cost arising from the use of such design, device, or
materials in any way involved'in the work.
2.37 WORK ACCEPTANCE
This project will be inspected by an authorized representative of the
County. This inspection shall be performed to determine acceptance of
work, appropriate invoicing, and warranty conditions.
2.38 DEMONSTRATION:
After the Bid Proposals are opened by the County, the apparent low
bidder will be required to install on site three microfilm digital
workstations and a printer in a network environment for a one week
demonstration of the equipment which has been proposed for evaluation
by, and at no cost to, the County. The purpose of the demonstration
is to observe the equipment in an operational environment and to
verify its capability, suitability, and adaptability vis-a-vis the
performance requirements stipulated in the bid. The County shall be
the sole judge of the acceptability of the equipment in conformance
with the bid specifications and its decision shall be final. If the
apparent low bidder's equipment fails to meet the requirements of the
bid within the one week period, the County may either extend the
demonstration period or*ask the bidder to .remove its equipment and ask
the next low bidder to demonstrate its equipment.
Due to the vast differences in the quality of microfilm, the vendor
must be able to provide a legible copy of the following Official
Record Books: Book 11469, Page 2586; Book 11469, Page 2587; Book 8895,
Page 505; and Book 8895, Page 575. These referenced records can be
viewed in the Clerk's Record Library on Monday thru Friday from 8:30
A.M. to 4:30 P.M.
The equipment used for the -demonstration shall be the same as the
manufacturer's model identified in the bidder's proposal.
Accordingly, the equipment used in the demonstration shall create an
express warranty that the actual equipment to be provided by the
bidder during the contract period shall conform to the equipment used
in the demonstration. The bidder shall be required to provide
adequate restitution to the County, in the manner prescribed by the
County, if this warranty is violated during the term of the contract.
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r
METROPOLITAN DADE COUNTY
BID NO. 5048-4100
2.39 TRAINING
The bid must include on -site training.
areas: (1) basic operation including. Training will include three
and faxing for fourteen people, 9 workstations, printing options
backups, assigning users, maintenance, etc.
for 1fo�rration including
troubleshooting including clearingPeople and (3)
checking cable connections, etc, or�fo� elm Jams, replacing lamps,
remain on site for a'three week pe°ple' the vendor must
addition, the vendor will provide passist assd6ristance training. he egular'
customers.
2.40 ACCEPTANCE OF PRODUCT BY THE COUNTY
The County shall conduct acceptance testing during the first thirty
(30) days immediately following installation of the equipment. During
this period the equipment shall meet or exceed the following criteria.
The equipment shall operate 97% of the time for a period of no less
than thirty (30) consecutive days.
If acceptance is not achieved within the thirty (30) day
County shall have the option of terminating the contract, wit, theh no
obligation incurred on its part, or continuing the acceptance tests.
The County's option to terminate the contract shall remain in effect
until such time as successful completion of the acceptance period is
attained.
2.41 MAINTENANCE
Maintenance must be on site, Monday thru Friday from 8 A.M. to 5 P.M.
If the machine is' down for more than one day, a loaner must be
provided the next day or necessary repair parts shipped overnight.
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trtdw,".."riaf.3adr•rou''`.w&°Pi1 3
METROPOLITAN DADE COUNTY
SECTION 3.0 TECHNICAL SPECIFICATIONS 8I0 NO. 5048-4/00
DIGITAL WORKSTATIONS AND ACCESSORIES
3.1 ENVIRONMENT:
Present Environment
The Clerk's Record Library is located at,44 W'Flagler St'. °n
9th'Floor.. It maintains 16 mm copies of all documents recorded
the County Recorders Office and 16 mm copies of all indexes f
both official records and.Civil records,
readers are available for public use and 6 reader/printer microfi
workstations are available for employees to make copies.
addition to the public, there are a
group of regular• users w;
are in the librar
y virtually every day and are our core customei
accounting for a significant portion of the 2,000 copies made on a
average day. Typically the piiblic checks the online index or th
microfilm index to determine the book and
would like to see. They then r Page of the document tile:
request up to five) . The film chess �� reel of film (they ca:
cartridge which is inserted into a microfilmrviewedr .. Into fi,
page is then located with a manual knob control. The specifi
specific document is required, the film is If a copy of
the book and gages to be given to a clerk wit:t
for an entire document beginning with a times,
u boo er may as
number. At that point, the clerk must determine where thelendd 0:
the document is while making the copies. The clerk loads the filr[
and makes a copy of the pages) and sends them to the cashier. The"
clerk performs a cropping procedure to reduce the usage of toner
New Environment
Initially, eight digital workstations will be placed for public use1-,.,
in the Records Library and four will be placed in the
area. All of these workstations will be networked so that a
employee_..
copy can be sent to the server with a user's identification priarl',"
be printed, on demand, by the cashier when the individual p car(,
,Three PC's without digital scanner stations will be included pay
control printing, preview print
functions. (see item jobs and to access network€
will be capable of host comnuni ton tetall w tion acces have a PC that!'.,,.
index system. This will allow searches for informatis to on
°aline;:
copies of documents are being sent to the server file, n whilef:
In the future, we would like to '
Provide the most current scanned
images from film of the
for five days). previous five days documents( 25,000 pagest
Y ) . The workstations must be capable of scanning a':.;}::
roll of film, format on the file server. (see itunattended, and'storing the images in a compressedF,_,
em 3)
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9 9- 205
METROPOLITAN DADE COUNTY BID NO. 5048-4/00
3.2 MINIMUM REQUIREMENTS:
MICROFILM DIGITAL WORKSTATION
1. The workstation must be able to scan 16 mm reel microfilm at a
minimum of 400 dpi resolution to allow for the electronic/digital
processing of the film images.
2. ' The workstation must have a.uset-selectable "sign -on" function
that controls system access and which will identify the customer
requesting the printed copies.
3. The workstation must be capable of providing unattended
scanning of 'a roll of microfilm to a file at the server. This
would be used to allow scanning of the previous days images at PC
workstations in the future.
4. The workstation must automatically thread 16 mm microfilm upon
insertion of an ANSI magazine.
S. The workstation must transport microfilm at a minimum of 15
feet per second while searching and refiling.
6. The workstation must allow manual control of the film movement
through a variable speed, motorized film control.
7. The workstation must provide access to an image after
operators key in a unique film address and initiate a search..
8. The system must incorporate open architecture to allow for
future upgrades and acquisitions that are not vendor dependent.
9. The workstation. must have a. viewing screen with minimum
dimensions of-ll" X ii'
10. The workstation must allow the operator to adjust lamp
intensity from bright to dim.
11. The workstation must have a manual focus control.
12. The workstation must maintain constant focus at a given
magnification from roll to roll and from film edge to film edge.
13. The workstation must offer a zoom lens with a minimum range of
16X to 30X. The system must maintain focus throughout each zoom
range.
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Page 13
METROPOLITAN DADE COUNTY
BIb N0. 5048-4/00
14. The workstation must have a pC (INTEL 486-66Mhz 16 MS RAM 34
MB Hard Disk 15" Color VGA Monitor) to view the digitized image, t;
allow the user to sign on and to allow 3270 emulation to access th;
mainframe indexing system. The 3270 card and software need not ba
added to the bid, however the Clerk's Office, as part of th-
demonstration, will install a 3270 card and software to test.foi
compatibility with the vendor's hardware and software as part of
the demonstration.
15. The workstation must allow the operator to automatically scan
a desired number of images from the last page to the first page to
produce the prints from the first page to the last page.
16. The workstation must offer both automatic and manual crop
options for delivering a section of a displayed image to an output
device.
17. The workstation must automatically detect the edges of a
document and automatically activate -the cropping values needed to
eliminate the areas outside the'image edges from being scanned and
printed.
18. The workstation must allow the operator to correct the skew of
a film image prior to delivery to an output device.
19. The workstations and their associated software must be able to
print at loot of the microfilm image or to reduce the image to
letter -size (8 1/2• by 111) paper based on the operator's
instructions.
20. Each unit must: be delivered as a complete workstation with its
own base :or console which must comply with existing ADA
requirements.
21. Images must be stored in a standard TIFF format.
iftm
22. The system must incorporate open architecture to allow for
future upgrades and acquisitions that are not vendor dependent.
23. The server must include 4 gigabytes of hard disk storage.
24. The server must be able to receive a digitized image from the
microfilm retrieval device and store it on its hard disk.
25. The server must provide the option to route any or all the
documents to a printer and/or to fax any or all documents directly
r
Page 14 9 9 - 205
METROPOLITAN OAOE COUNTY
to another facsimile machine. @IO NO. 5045-4/00
26. The server (access only thru one of the 3 PC workstations)
must allow the employee to
..)either print or delete the file
B.)print and save the file
C.)fax and delete the file
p.)fax and save the file
. E. )default certain workstations te, a' specific. printer
P.)allow.emplo ees to selecta certain
file folder y Printer for an electronic
G:)preview the file or selected documents within the file at one of
the 3 PC workstations. This must be done by employees only.
27. -The system must be able to transmit facsimiles in back
mode, thereby allowing other retrieval activities to continue on
the system.
28. The network must be capable Of supporting 40 microfilm
retrieval devices, as well as 6 PCs for control and 5 printers without a Preview and printing
response time. significant degradation in
29. The server must be able to keep a statistical record for each
individual user that will track the number
user has requested under their account ode. documents that the
deleted or maintained at the operator's The file can be
sc. For
statistical purposes, the system must keep trackretionf the total
number of prints and faxes per day and the total per month.
30. Token -ring topology (TYPE 5 UTP cabling) must be used for the
network.
31. The network server must be a minimum of a Pentium 90 MHz 32
M'8 RAM with 4 gigabytes of hard disk space.
32. The network must have a tape drive capable of backing up 4
gigabyte on a single tape.
33. -The network operating system must utilize TCP/IP protocol.
PRINTERS
34. The bid must provide two printers with a minimum print speed
Of fifteen pages per minute.
35. The printers must use plain 8 1/2- X 11' 20
not thermal paper. The printer must have two Pound bond paper,
Paper trays each
METROPOLITAN DADE COUNTY
8I0 NO. 5048-4/00
capable of holding a ream of paper (500 sheets).
36. The cost per page (toner) must be $.02 per page or less.
37. Each print job must have a header sheet to identify the
customer.
OTHER
38. Three' additional ,Pd's (I.NTEL 486-66Mhz 16 HB RAM 340 iB* Hard
Drive 15• Color VGA monitor) are to be included in the bid. These
machines will be used to control printing of requested documents by
employees and to provide preview of the documents prior to
printing.
39. The system must be installed and made fully operational by
trained service engineers as part of the bid. Token ring cabling
including tipping shall be installed by the vendor.
40. System must be user friendly. workstation operation must be
simple enough for the general public to use with little or no
assistance. The Clerk's Office Staff will be the sole judge of the
ease of use of the system's operation.
41. The vendor must provide three customer references who have
similar systems installed and operating by said vendor. Please
provide company name, contact person, telephone number, address and
description of the system.
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99- 205