HomeMy WebLinkAboutR-98-0508J-98-561
5/15/98
RESOLUTION NO. 9 8 - :l 0 8
A RESOLUTION ACCEPTING THE BID OF LASON SYSTEMS, INC., FOR THE
PROVISION OF MICROFILMING SERVICES FOR THE DEPARTMENT OF
POLICE, ON A CONTRACT BASIS FOR TWO (2) YEARS, WITH THE OPTION
TO EXTEND FOR TWO (2) ADDITIONAL ONE (1) YEAR PERIODS, AT A
TOTAL ANNUAL AMOUNT NOT TO EXCEED $15,000.00; ALLOCATING
FUNDS THEREFOR FROM ACCOUNT CODE NO. 001000.290201.6.270.
WHEREAS, pursuant to public notice, sealed bids were received March 30, 1998, for the
provision of microfilming services for the Department of Police, on a contract basis for two years
with the option to extend for two additional one-year periods; and
WHEREAS, invitations for Bid No. 97-98-065 were mailed to twenty-six (26) potential
bidders and five responses were received; and
WHEREAS, to comply with Florida State Statutes which mandates the preservation and
maintenance of public records and the standards set by the Commission on Accreditation for Law
Enforcement Agencies, the Police Department is required to keep various records for specified
lengths of time; and
WHEREAS, there is no adequate space to accommodate the storage of the high volume of
data, and the need for microfilming these records is essential; and
WHEREAS, funding is available from the Department of Police FY '97-98 Budget, Account
Code No. 001000.290201.6.270; and
WHEREAS, the City Manager and the Chief of Police recommend that the bid received from
Lason Systems, Inc., be accepted as the lowest most responsible and responsive bid;
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.
<= COIT111111=0H
MEETMG OF
MAY 2 6 1998
H0.
Section 2. The bid submitted on March 30, 1998, by Lason Systems, Inc., for the provision
of microfilming services for the Department of Police, on a contract basis for two (2) years, with the
option to extend for two (2) additional one (1) year periods, at a total annual amount not to exceed
$15,000.00, is hereby accepted, with funds therefor hereby allocated from Account Code
No.001000.290201.6.270.
Section 3. This Resolution shall become effective immediately upon its adoption.
PASSED AND ADOPTED this 26th day of May , 1998.
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 IEatli.l;c.r;
becomes effective with the elapse of ten (10) days from the date of Coma.j;ssic c.vic
ATTEST: regarding tee, without the Mayor exer ' i a veto. i
alter . eman, City Clerk
WALTER J. FOEMAN,
CITY CLERK
PREPARED AND APPROVED BY: APPROVFW, S TO';FO AND
1 C0135E&N
RAFAL 0. DIAZ, ALEJ D ILARELLO
ASSISTANT CITY ATTO EY Cl AT ORNEY
W2580:CSK
2 98- 5U8
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: The Honorable Mayor and Members
of the City Commission
FROM: Jose Garcia -Pedrosa
City Manager
RECOMMENDATION
CA=16
DATE: May 26, 1998
SUBJECT: Proposed Resolution
REFERENCES: Microfilming Services
ENCLOSURES: Bid No. 97-98-065
FILE :
It is respectfully recommended that the City Commission adopt the attached Resolution accepting
the bid of Lason, a Dade County/Non-Minority vendor, located at 6954 N.W. 12 Street, Miami,
Florida, for the furnishing of Microfilming Services for the Miami Police Department, for two (2)
years with the option to extend for two (2) additional one (1) year periods, at a total proposed
annual amount of $25,000.00.
Funding is available from the Department of Police FY'97-98 Budget, Account Code No.
001000.290201.6.270.
BACKGROUND
The Police Department has analyzed the bids received pursuant to Bid No. 97-98-065. Twenty-
four (24) invitations for bid were mailed and five (5) responses were received. Lason submitted
the lowest most responsive and responsible bid and is, therefore, recommended for award.
In order to comply with Plorida State Statutes which mandate the preservation and maintenance of
public records and the standards set by the Commission on Accreditation for Law Enforcement
Agencies, the Police Department is required to keep various records for specified lengths of time
(some extending to ten years). There is no space to accommodate the storage of such high volumes
of data; thus, the Police Department's ability to have records microfilmed is essential.
JGP:DHW:Imr
c: Donald H. Warshaw
Chief of Police
98- 508
SENT BY: C I TY OF M I :AM l ; 5-19-98 ; 8 :16AM ; PROCLIRIl NT MGMT. -y
1 303 250 5441;# 1' 4
(I.
BID NUMBER s? - 9e - 065
COMAODTTY / SERVICE: Microfilming Services
DEPARTMEW/CONTRACT PERSON: Police - I,euraes Rodr' ez
DIRECTIONS TO COIHPLE _ BID AWARD RECOMMENDATION FORM ON THE REVERSE SIDE:
The lop poraoa of the mvem tfk of ft Bid Awnd Rouwun►wdption Farm has been complatad by the
Depa-kncut of Pp vbuing. The user dcps ftm (s) is re4uL-ad to romplett all mmaieiag sections of
this form, including tie f a"S smme(s), codract vahm (if spplic"). and all other mgnired WMvviis
miarta f WW= ding 10 Ptlmbukw.
yrdbiu 10 dtYa. FAX this complmd fam along wah apptovW abd sigpod Bid l akdauoo Form and the
nmlidon mmaa to Pam, ATTN: DidCoatract Sectiou, at 416-1925. Them fww will be uhliod
by the Dent of Pwchmmg to prepm dw Rcenhtdon for x*mkdan to the Agenda Office for
Commission appeovttl. .
Should the dqpsiftau not Concur with the t+rxomntsadstioa for swam, FAX separate }usdfiCetioa memo to
Pbrdba ft Mmoft*• EmmV T PtocugazerAt am OXMPL
IN ADVMN TO THE ABOVE DOCUML' M, PLEASE BMUW A COWIMI D "CONTRACT
REVIEW AND ANALYSIS FORM" ALONG WITH THE SCI SC:RMN. "ACCOUNT SU1rIIVlARY"
FOR SAID COMMODTTYlSERVICE EN PREPARATION FOR THE PRESENTATION AND APPROVAL
OF THB RMICONf RACT BEFORE THE OVERSIGHT BOARD.
Con= Fumla Burns of the W&Coaftud Section at 416-100SumAk"9 tcabould you have
any gaesdam.
APPROVAL TO FORWARD
TO DEPARTIIENT/OFFICE : Gam.
' suer S. Carter �
of Pumhasint
DATE: '� w, — i�
bYDRiC01t.000 s/�/!7 P.N= 1 QT 2 9 8- 508
SENT BY:CITY OF MIAMI 5-11-98 ; 1:15PM ; PROCLREMEN''T MGMT.1 305 250 5441;# 2/ 2
510 AWARD RKOMIMIDATION FORM
BID NUUNIR: 97-98-065 COMMODITY/SERVICE: Microfilming seryi�rb
DEPARTMENT / DIVISION: Miami police Departm nt
TERM OF CONTRACT. Two (2) years with option to extend for 2 additonal one (1)yr. periods.
NUMBER OF BIDS DISTRIBUTED: 2. NUMBER OF BIDS RECEIVED; 5
METHOD OF AWARD: To the lowest most responsive and responsible bidder.
RECOMMENDED VENDOR(%-. STATUS: CONTRACT VALUE:
LaaVLt Dade Go. /Non -Minority $25,000.00 (Dgr yr )
TOTAL: W 9 000. 00
THE POLLOWWO TO 0 MOLETED BY UM DWAW=NT:
JUSCIFICATION: In order to comply with Flnrida State Statutes which maadatco the preservation
and maintenance a•f public trcvrdw and the standards sot by the Commission
on Accreditation for Lave Enforcement Agencies, the Police Department is
required to keep various records for specified lengbe of time (some
extending to ten jear4). There is no space to aceomodate the atgrage of
such high volumes of data; Lliva, We Police Depar[ment's ability to have
records microfilmed is essential.
ACCOUNT CODE(S). 001000. 190aa 1. to, 870 a,;_
DEPAR rMff APPROVAL_
Department rector!
Designee
et1DM APPROVAL:
Ipak M. Parekh d
Director #�
PURCHASINC APPROVAL:
C'SeEa r0
OTHER FUNDING APPROVALS, IF APPLICABLE: TITLE:
PAGE 2 VF 2
98- 508
Dataplex Corporation
5204 N.W. 165 Street
Miami, Florida 33014
Dade County / Non -Minority
TABULATION OF BIDS
MICROFILMING SERVICES
BID NO. 97-98-065
Medley Micro, Inc.
175 Fountainbleau Blvd., Ste. 2,15
Miami, Fla. 33172
Dade County /Hipanic
Broward Microfilm, Inc.
6601 N.W. 143 Street, Ste. 4
Plantation, Fla. 33313
Non -Local / Female
Est.
Extended
Est.
Extended
City.
Extended
Item Description
City.
Unit Price
Amount
Q�
Unit Price
Amount
Est.
Unit Price
Amount
1 Price per image with staples
500,000
$ 0.021 lea
$ 10,500.00
500,000
$ 0.0300 lea $
15,000.00
500,000
$ 0.024
lea $ 12,000.00
2 Price per image without staples
500,000
$ 0.028 lea
$ 14,000.00
500,000
$ 0.027 lea $
13,500.00
500,000
$ 0.015
lea $ 7,500.00
TOTAL ITEMS 1 AND 2
$ 24,500.00
$
28,500.00
$ 19,500.00
Optional Service
Price for additional duplicates
$ 4.50 lea
$ 4.00 lea
$ 7.00
roll
Approved `F
Judy S. art
Chia rocu�ment Officer
Date: �/
00
i
00
Approved by: -
4Diretesignee
Date: //-/ ?-9�
Prepared by Pamela Burns
416/98
u
CJ"C
UBC / United Micrographics
8095 N.W. 98th Street
Miami, Fla. 33016
Dade County / Non -Minority
TABULATION OF BIDS
MICROFILMING SERVICES
BID NO. 97-98-065
Lason
6964 N.W. 12 Street
Miami, Florida 33126
Dade County / Non -Minority
QtY.
Extended
Q .
Extended
Item Description
Est.
Unit Price
Amount
Est.
Unit Price
Amount
1 Price per image with staples
500,000
$ 0.02724
\ea $ 13,620.00
500,000
$ 0.018
\ea $ 9,000,00
2 Price per image without staples
500,000
$ 0.01724
\ea $ 8,620.00
500,000
$ 0.012
\ea $ 6,000.00
TOTAL ITEMS 1 AND 2
rotary
— $ 22,240,00
$ 15,000.00
Optional Service
Price for additional duplicates
$ 6.50
\ea
$ 0.03124 We $ 15,620.00
$ 0.02124 \ea $ 10,620.00
$ 26,240.00
planetary —
$ 5.50 \ea
Approved jby.�PrJudy a
ocuyement Oifi r
Date: A
Approved by: eTi
Director / De ignee
Date: 719YWX 99
Prepared by Pamela Burns
4/6/98
2
r ioriva
40
6.1 BID INFORMATION FORM
ailing Date: March 9, 19S
Bid No.: 97-98-65R
Telephone
Buyer: Pamela Burns
305-416-1905
Please quote on this form(s) net prices for the item(s) attached. Return signed original and retain a copy for your
files. Prices should include all costs, including transportation to destination. The City reserves the right to accept or
reject all or any part of this bid. Prices should be fret for a minimum of 90 days.
Reference to manufacturers' names or catalog numbers are for identification only. If alternates are quoted,
complete information must be given.
In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices.
CONTRACT FOR ONE (1) YEAR WITH OPTION TO EXTEND FOR TWO (2) ADDITIONAL ONE (1)
YEAR PERIODS
FOR
915-68: MICROFILMING SERVICES
We have read your Invitation for Bid, completed the necessary documents, and propose to furnish and deliver,
F.O.B. DESTINATION, the items or service specified herein.
ALL BIDS MUST BE SUBMITTED IN TRIPLICATE OR YOUR BID MAY BE DISQUALIFIED.
ti \p, number of calendar days required to complete work after Notice to Proceed or issuance of
purchase order.
to number of calendar days required before commencement of work.
Delivery will be made within! 1 P` calendar days after receipt of purchase order. "
Terms: 20/o-10 days Net 30 days V/ Additional discount of % if awarded all items.
(include cash discount for prompt payment, if any)
Contact Person/Telephone: C' -4 `4-11 —,: k�6.
Warranty and/or guarantee: H I P
All exceptions to this bid have been documented in the section below.
EXCEPTIONS:
I certify that any and all information contained in this bid is true; and I further certify that this bid is made without
prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid for the same
materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. I agree to abide by all
terms and conditions of this bid and certify that I am authorized to sign this bid for the bidder. Please print the
following and sign your name:
Firm's Name: Telephone: I111 - ci 1 4°i
Principal Business Address: 4-7-1 --lSz(o
Name: rto�•.r. C:.,�.`s`
Mailing Address: Title: o-{
Authorized Signature.
1 0 r
! !
iMraw
6.5 VENDOR BACKGROUND INFORMATION
,r4STRUCTIONS:
This questionnaire is to be included with your bid. Do not leave any questions unanswered. When the question
does not apply, write the word(s) "None", or "Not Applicable", as appropriate. Please print.
COMPANY NAME:
COMPANY OFFICERS:
President
Secretary L- _4 -c'r�4_\) CAc-\.L
COMPANY OWNERSHIP:
Q'
LICENSES:
Vice President 'ems \\ K YA, C; .. Y,
Treasurer
of ownership
% of ownership
% of ownership
% of ownership
] . County or Municipal Occupational License No. �j gjQ
(attach copy with bid)
2. Occupational License Classification c� 3`
3. Occupational License Expiration Date: �"( O q p
4. Metro -Dade County Certificate of Competency No.
(attached copy if requested in Bid or RFP)
5. Social Security or Federal I.D. No. 3 _ (> 4 8 0Q__3
EXPERIENCE:
6. Number of Years your organization has been in business: 3
Number of Years experience BIDDER/PROPOSER (person, principal of firm, owner) has had in operation
of the type required by the specifications of the Bid or RFP: 1
8. Number of Years experience BIDDER/PROPOSER (firm, corporation, proprietorship) has had in
operation of the type required by the specifications of the Bid or RFP: 1 "'J
CITY OF MIAMI
SUMMARY OF CONTRACTS AWARDED
FOR: MICROFILMING SERVICES
POLICE DEPARTMENT
AWARDED TO: Lason System, Inc.
BID NO.97-98-065
($259000.00)
TIME PERIOD NUMBER OF BIDS DOLLAR AMOUNTS
1992- Present None
PRIOR CONTRACT AWARD: Anacomp, Inc. (94-95-126/00) ($34,361/Mgmt.& Budget)
SUMMARY OF CONTRACTS. DOC
98- 508
CITY OF MIAMI OFFICE OF THE CI'. .:LERK
BID SECURITY LIST
BID ITEM:
MICROFILMING SERVICES
BID NO.: 97-98-065 1 /
DATE BID(S) OPENED: MARCH 30, 1998 TIME 11: 0 0 a . m .
BIDDER
•
TOTAL BID
AMOUNT
BID BOND (ER)
CASHIER'S CHECK
DATAPLEX CORPORATION
See attached b
d
MEDLEY MICRO, INC.
IfIf
BROWARD MICROFILM, INC.
it It
LASON SYSTEMS, INC.
it
UBC / UNITED MICROGRAPHIC
NO BID
.LEAHY
INTERNATIONAL DATA
FIRST IMAGE
JAMESH SERVICES, INC.
K
received timely cs of the c=hcvc. c� �` ' .
e
.' to and time. All
+^
are hereby rejec44cd as late."
received
Person receiving bid(s)
(City Department)
Ienvelopes on behalf of
on 3 3 6 -irc
(Date)
SIGN
rFJ
01.1,# of 4 H I a Mt
Y OF
JUDY S. CARTER
�
F i3 LOSE GARCIA-PEDROSA
Director
a ���!� ����� Ce City Manager
}
z <
0.,F10
S
C*
Q J
ADDENDUM NO. 1
__
w
VIA FAX AND REGULAR MAIL
t
u-
>-
BID NO.9?-WO65 MARCH 24, 1998
MICROFILMING SERVICES
Please be advised that the Specifications, Section 4.3 (d) Document Microfilming Requirements,
has been changed and should be replaced.. The new (d) should read the following:
Document shall be planetary or rotary microfilmed and a unique sequential number shall
be assigned to each frame.
THE DUE DATE AND TIME FOR BID
DATE AND TIldE IS MONDAY, 9
HAS BEEN CHANGED. THE NEW
1:00 A.M..
ALL OTHER TERMS AND CONDITIONS FOR THIS BID REMAIN THE SAME.
SINCE LY,
DY S. CARTER 4�
HIEF P OCUREMENT OFFICER
THIS ADDENDUM IS TO BE SIGNED AND DATED BY BIDDERS (AS PROOF OF RECEIPT) AND
SUBMITTED WITH BID RESPONSE.
SIGNATURE:
DATE:
NAME OF FIRM:
DEPARTMENT OF PURCHASING/444 S.W. 2nd Avenue, 6th Floor/Miami, Florida 33130/(305) 416-1900/Fax: (305)416-1925
E-Mail Address: purchase®ci.miami.fl.us/ Website Address: httpJ/ci.miami.fl.ux/
Mailing Address: P.O. Box 330708 Miami, FL 33233-0708
CITY OF MIAMI
ADVERTISEMENT FOR BIDS
Sealed bids will be received by the City of Miami City Clerk at his office located at City Hall,
3500 Pan American Drive, Miami, Fl. 33133 for the following:
B : Furnishing microfilming services for the Department of Police
OPENING DATE: 11:00 A.M. MA1; QH25, 1998
BID NO. 97-98-069 Furnishing dog food for the Canine Detail of the Department of Police
OPENING DATE: 10:00 A.M. MARCH 25, 1998
Detailed specifications for these bids are available upon request at the City of Miami,
Purchasing Department, 444 SW 2 Avenue, Sixth Floor, Miami, FI. 33130. Telephone No.
416-1904.
Jose Garcia -Pedrosa
City Manager
AD NO. 4461 & 4462
CITY OF MIAMI
LOGO
CITY OF MIAMI
-i
-
3
M
`..�
C)
°c
City of Miami
REQUISITION FOR ADVERTISEMENT
This number must
appear in the
advertisement.
INSTRUCTIONS: Please type
and attach a copy of the advert* m nt with this r n.
1. Department:
2. Division:
3. Account Code number:
4. Is this a confirmation:
❑ Yes ❑ No
5. Prepared by:
6. Size of advertisement:
7. Starting date:
8. Telephone number:
9. Number of times this advertisement is to be
published:
10. Type of advertisement:
(l Legal ❑ Classified ❑
Display
11. Remarks:
12.
Publication
Date(s) of
Advertisement
Invoice No.
Amount
13.
❑ Approved
❑ Disapproved
Department Director/Designee Date
Approved for Payment
J
Date
C IGS/PC 503 Rev. 12/89
1 Routing: Forward White and Canary to G.S.A. (Procurement Management) and retain Pink copy.
uw i niau i ivn: nmne - u.a.A.; Lanary - veparimeni