HomeMy WebLinkAboutR-98-0614J-98-629
6/4/98
RESOLUTION NO. 9 O 614
A RESOLUTION APPROVING THE FURNISHING AND
INSTALLATION OF A MICROFILM DIGITAL WORKSTATION
(MICRODAX 3000) AND ACCESSORIES FROM MINOLTA
BUSINESS SYSTEMS, INC., UNDER EXISTING MIAMI-DADE
COUNTY CONTRACT NO. 5048-4/00-2, FOR THE CITY
CLERK'S OFFICE, AT A TOTAL COST NOT TO EXCEED
$18,300.00; ALLOCATING FUNDS THEREFOR FROM THE
CAPITAL IMPROVEMENT PROGRAM, PROJECT NO.
1 1033-229401-840, "CITY CLERK'S OFFICE MICROFILM
ENHANCEMENTS".
WHEREAS, The Office of the City Clerk is purchasing a Windows based Microfilm
Digital Workstation (MicroDax 3000) which will replace equipment purchased in the
1970's which is now obsolete; and
WHEREAS, the MicroDax 3000 will afford more efficient and expeditious retrieval
and delivery of public records requests and other information; and
WHEREAS, funds are available from the Capital Improvement Program, Project No.
31 1033-229401-840, "City Clerk's Office Microfilm Enhancements"; and
WHEREAS, the City Manager and the City Clerk recommend the furnishing and
installation of Microfilm Digital Workstation (MicroDax 3000) from Minolta Business
Systems, Inc., at a total cost not to exceed $18,300.00, under existing Miami -Dade
County Contract No. 5048-4/00-1, be approved;
CITY COMMSSION
MEETING OF
J U N 2 3 1998
Resokiition Na
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 furnishing and installation of a Microfilm Digital Workstation
(MicroDax 3000) and accessories from Minolta Business Systems, Inc., under existing
Miami -Dade County Contract No. 5048-4/00-1, for the City Clerk's Office, at a total cost
not to exceed $18,300.00, is hereby approved, with funds therefor hereby allocated from
the Capital Improvement Program, Project No. 31 1033-229401-840, "City Clerk's Office
Microfilm Enhancements".
Section 3. This Resolution shall become effective immediately upon its adoption.
PASSED AND ADOPTED this 23rd day of June , 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 legis'ata ^.r
becomes effective with the elapse of ten (10) days fr m the dat of Commi, icst .I
ATTEST: regarding sarve, without the Mayor exercisin v
Wafter J Fo n, City Clerk
WALTER J-rF6f IMAi , CITY CLERK
APP OVED 6 � AND CORRECTNESS
ATTORNEY
W2640:CSK:ROD
2 98- 614
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: The Honorable Mayor and
Members of the City Commission
FROM: Donald H. Warshaw
City Manager
Recommendation:
DATE: June 23, 1998
CA-2
FILE:
SUBJECT: Microfilm digital workstation
and accessories: public documents
REFERENCES:
ENCLOSURES:
It is respectfully recommended that the City Commission adopt the attached resolution authorizing
the City Manager to purchase off of the Miami -Dade County Contract No. 5048-4/00-2 to furnish
and install one MicroDax 3000 microfilm digital workstation and accessories from Minolta
Business Systems, Inc., for the City Clerk's Office, at a total cost not to exceed $18,300.00. Funds
are available from our Capital Improvement Project No. 311033-229401-840 (City Clerk's Office
Microfilm Enhancements).
Background:
The Office of the City Clerk requests to purchase a Windows based microfilm digital workstation
(MicroDax 3000) which will replace equipment purchased in the 1970's. Our current retrieval
equipment is now obsolete.
The microfilm retrieval system designed by Minolta Business Systems, Inc. was determined to be
the most advantageous system in meeting the needs of the City Clerk's Office. It is anticipated
that through acquisition of the MicroDax 3000, retrieval of public documents will be more efficient
overall and as such, all parties requesting information from the City's official public records will
be better served.
Y -A
6/21 JF:jkj
98- 614
Donald H. Warshaw
TO: Acting City Manager
FROM: City Clerk
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
June 2, 1998
DATE : FILE
Microfilm digital workstation and
SUBJECT: accessories: public documents
REFERENCES:
ENCLOSURES:
This department has verified that funds are available with the Department of Budget and
Management Analysis to cover the cost of purchase of the MicroDax 3000 Microfilm Digital
Workstation and accessories from Minolta Business Systems, Inc., at a total cost of $18,300.00
under an existing Miami -Dade County Contract Bid No. 5048-4/00-2. The entire $18,300.00 in
funding is to come from the Capital Improvement Project No. 311033-229401-840 (City Clerk's
Office Microfilm Enhancements).
Budgetary Review & Approved By:
14V -
Dipak ekh, Director
Office of Budget and Management Analysis
Additional Approvals:
r-
Pilar Saenz- , P Administrator
Office f Budget and Management Analysis
(This form properly signed is part of the bid evaluation and recommendation package to be
placed on the agenda and must be attached to the resolution cover memorandum.)
98 - 614
t N T R A C T
AWARD '1EET
BID NO.: 5048-4/00-1
(Previous Bid No. N/A)
MICROFILM DIGITAL WORKSTATIONS AND ACCESSORIES, FURNISH AND INSTALL AND PROVIDE
MAINTENANCE AFTER WARRANTY EXPIRATION
CONTRACT PERIOD: October 1, 1996 thru September 30,1997
COMMODITY CODE: 205-20
PART #1: VENDORS AWARDED
F.E.I.N.: _
VENDOR:
STREET:
CITY/STATE/ZIP:
F.O.B. TERMS:
PAYMENT TERMS:
DELIVERY:
PHONE:
FAX:
CONTACT PERSON:
22-2147842
Minolta Business Systems
7825 N.M. 148th Street
Miami Lakes, Florida 33016
Destination
0.5% 7 days, Net 30
30 Days ARO
305/826-0994
305/826-9294
Brian Lewis
PART #2: ITEMS AWARDED
OTR YEARS: Four
DIGITAL WORKSTATIONS AND ACCESSORIES
Unit
Quantity
Description
Price
1 Each
File Server $
6,585.00
•
Pentium 90 MHz
32 MB RAM, 4 Gigabyte Hard Drive
1 Each
Uninterrupted Power Supply
660.00
1 Each
Token Ring Intelligent Concentrator
2,170.00
Type 5(20 Users) (Expandable to 40)
1 Each
Tape Backup (4 Gigabyte)
2.350.00
1 Each
Fax Device and Software
205.00
1 Each
Network Software (20 users)
2,430.00
(Expandable to 40)
WorkStations
Microfilm Viewer/Scanner
Personal Computer Intel 486/66MHz
16 MB RAM 340 MB Disk
15" Color VGA:
8 Each
With 15" Touch Screens ..20,000.00
4 Each
With 17" SVGA Monitors
18,300.00
18 Each
Token Ring Cards 16 mbps
352.00
12 Each
Work Station Software
935.00
3 Each
PC Workstations Intel 486/66MHz
2.200.00
16 MB RAM 340 MB Disk
15" Color VGA
9 g _ 6
Unit
Quantity Description Price
3 Each Workstation Software 460.00
2 Each Laser Printers 17 ppm 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 MB 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
199.83
PART #3: AWARD INFORMATION
(x)BCC ( )PMD AWARD DATE: 08/07/95
BIDS b CONTRACTS RELEASE DATE:08/06/96
ADDITIONAL ITEMS ALLOWED: Yes
AGENDA ITEM #: 1.24, 6(f)(2)(a)
OTR YEAR: First of Four
SPECIAL CONDITIONS: Warranty - One Year from date of acceptance.
TOTAL CONTRACT VALUE: $500,000.00
USER DEPARTMENT
Clerk of Courts
MODIFIED CONTRACT VALUE: N/A
DOLLAR AMOUNT
ALLOCATED
$ 500,000.00
PROCUREMENT SPECIFICATION SPECIALIST: Cynthia S. Goldman, CPPB
CSG/g 08-07-96
k7
9$-- 6A
METRO -DADS
BID NO: 5048-4/00
OPENING: ' 1:00 P.M. Wednesday
DATE: June 21, 1995
METROPOLITAN DADE COUNTY, FLORIDA
INVLTA-TI0N
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 BID, AS NOTED BELOW. -
DID DEPOSIT AND PERFORMANCE BOND:
CATALOGUE AND LISTS:
EQUIPMENT LIST:
INDEMNIFICATION/INSURANCE:
PRE -BID CONFERENCE/WALL-THRU
TRACE -CONSCIOUSNESS MEASURE:
SAMPLES/INFORMATION SHEETS:
SITE VISIT/AFFIDAVIT:
SOURCE OF,SUPPLY:
TRADE CERTIFICATION:
WRITTEN WARRANTY: .
N/A -
N/A -
N/A
SEE SECTION 2.0, PARA. 2.11
N/A
SEE SECTION 2.0, PARA. 2.2
N/A
N/A
N/A
N/A
N/A
FOR INFORMATION CONTACT:. CYNTHIA S. GOLDMAN, CPPB
(305) 375-4947
METROPOLITAN DADE COUNTY
GENERAL SERVICES ADMINISTRATION
PROCUREMENT MANAGEMENT DIVISION
aPmted on R*cWMd Paper 9 8- 6A
0
INSTRUCTIONS FOR MAILING A FORMAL BID IN RESPONSE TO A
SOLICITATION
Each bid proposal returned to the CZff* of tke Bowl must have the following information clearl
marked on the faoe of the envelope;
► Biddees name & return addras ► Opening date of the bid
► Bid number ► Title of the bid
The_ Bidder shall submit each proposal, consisting of one original and three copies, and an,
required attachments in one envelope. The enclosed return envelope should be used whenever
possible.
If bids are submitted at the same time for different bid solicitations, each bid must be placed in
separate envelopes and each envelope must contain the information previously stated.
To receive a copy of the tabulation of bids, the Bidder must enclose a self-addressed, stamped
envelope when submitting their proposal..
THE RESPONSIBILITY FOR OBTAINING. AND SUBMITTING THIS BID TO THE
CLERK OF THE BOARD ON OR BEFORE THE STATED TIME AND DATE IS
SOLELY AND STRICTLY THE RESPONSIBILITY OF THE BIDDER, DADE
COUNTY IS NOT RESPONSIBLE FOR DELAYS CAUSED BY THE UNTIED STATES
MAIL DELIVERY OR CAUSED BY ANY OTHER OCCURRENCE. BIDS RECEIVED
BY THE CLERK OF THE BOARD AFTER BIDS HAVE BEGUN TO BE OPENED WILL
NOT BE OPENED AND WELL NOT BE CONSIDERED FOR AWARD.
Bids must be submitted to the address listed below by the time specified to be considered for
award. .
CLERK OF THE BOARD
STEPHEN P. CLARK CENTER
I I I N.W. 1ST STREET
SUITE 210
MIAMI9 FLORIDA 33128
It is the policy of Metro -Dade County.to comply with all requirements of the Americans with
Disabilities Act. For sign language interpreter services or bids accessible in format (Braille, tape
or large print call (305) 375-5289 five days* in advance. For ADA complaints call (305)
375-3566.
98- 6A
SECTION I ENERAL TERMS AND C VDITIONS
1.1 APPLICABILITY
These General Terms and Conditions apply to all bids made to Metropolitan Dade Count:
(hereinafter referred to as "County") by all prospective bidders (hereinafter referred to, a_
"Bidders") in response to Invitation to Bids issued by the GSA Procurement Managernen
Division. The word "Bid" is used in reference to any and all offers submitted it
conjunction with this bid solicitition. .
1.2 CONTENTS OF BID
(1) Bidders shall thoroughly- read and examine all Bid documents. As Bid
documents frequently change for each solicitation, Bidders should not assume
that this solicitation contains the same term and conditions that were
contained in previous solicitations.
(2) Bidders shall make all investigations necessary to thoroughly familiarize
themselves with all the conditions affecting this bid solicitation. It is the sole
responsibility of the Bidder to fanuliarize themselves with the bid requirements
and no plea of ignorance by the Bidder of conditions that exist, or that tray
exist as a result of the failure to fulfill the requirements of the bid solicitation,
will be accepted as a basis for varying the requirements of the County, or the
compensation to be paid to the successful Bidder who is awarded the
contract.
(3) Bidden 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. Conflicts in the Bid Solicitation
Where there appears to be a conflict between the General Terms and Conditions, the
Special Terms and Conditions, and/or the Technical Specifications the order of precedence
is the Technical Specifications, Special Terms and Conditions and then the General Terms
and Conditions.
98- 6A
. • • 1 111 . • 1 71, X r. 1 • r
Requests for additional information, explanations, clarifications or interpretations must b
made in writing to the GSA Procurement Management Division contact person, identifiec
on the cover page of this bid solicitation, no later than two (2) working days prior to tht
scheduled bid opening. Any request received after that time may not be considered, Thf
request must contain the proposer's name, address, telephone number, and facsimile
number, if transmitted by facsimile. ..Electronic facsimile will be accepted at (305,
375-5409.
Facsimiles must have a cover sheet which includes at a minimum,. the proposers name,
address, number. of pages iransmitted, telephone number and the sender's facsimile
number.
The County will issue responses to. inquires and any other corrections or amendments it
determines to be necessary by written addenda issued prior to the scheduled opening date.
Bidders should not rely on any representations, statements. or explanations other than
those made in the bid solicitation or in any addenda to this solicitation. Where there
appears to be a conflict between this solicitation and any addenda issued, the last
addendum issued will prevail.
It is the Bidder's responsibility to .assure receipt of all addenda. The Proposer should
verify with the contact person prior to submitting a Bid that all addenda -haw been
received. Proposers are required to acknowledge the number of addenda received as part
of this solicitation on the attached Addenda Acknowledgment Form.
D. Prices Contained in Bid
(1) Prompt Payment Terms
a. Bidders may offer a cash discount for prompt payments, however, such
discounts shall not be considered in determining 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 erp centa,g , it is hereby understood and agreed that the
terms shall be 2% 20 days, effective after receipt of invoice or final
acceptance by the County, whichever is later.
(2) Current Prices
Bids indicating prices in effect "at time of shipment" will be rejected, unless
otherwise specified in the Special Terms and Conditions.
2 98- 614
(3 iscounts Offered During Term of Cc ict
Prices offered in the Bid shall 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 price;
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 minimurr
of 120 days from acceptance by the County.
(4) Collusion
The Bidder, by afii-ar g-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 Procurement Division or initiating department. The Bidder
certifies that its Bid is fair, without control, collusion, fraud or otherwise
ipegal action. The Bidder certifies.that they are in compliance with Section
2-11.1, Conflict of Interest and Code of Ethics Ordinance, of the Dade
County Code. The County will investigate all potential situations where
collusion may have occurred and the County reserves the right to 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 resuh 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
documentationrnformation 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. Where there is a discrepancy
between 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.
(6) Proposed delivery time, if required, must be stated in calendar.days.
3 98- 614
Bidders shall not charge federal taxes ..jr State of Florida sales, excise and uE
taxes in bid prices as the County is exempt from payment of all such taxes, excel
where the goods are for resale by the County. Such taxes shall be borne by th
Bidder except where the County is purchasing the goods for resale. An exemptio
certificate will be provided where applicable upon request.
(9) The Bid must be typed -or printed in ink. Use of pencil or erasable ink wi'.
result in the Bid being rejected. AM corrections made by the Bidder must h.
initialed in ink by the authorized anent or the Bid may be.r�eiected.
(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.
B. r.. _ ..
Prospective Bidders should register with the GSA Procurement Management Division as
this will ensure that they receive notice of solicitations when they are issued by the
County. The successful Bidder(s) must register with GSA Procurement Management
Division, as specified herein, prior to award. Failure to so register will result in the
rejection of their Bid.
Conducting business with the County requires a business entity to complete a registration
application, available through GSA Procurement Management Division, and to pay an
annual administrative fee. The following documents are required and included in the
registration application form:
1. Commodity Code listing
2. Certificate of Filing of Articles of Incorporation
Every Florida based corporation is required to submit a copy of the single
Certifications page that was signed and dated by the Florida Secretary of State
that shows receipt of the duly executed Articles of Incorporation.
3. Copy of current Business or Occupational License
Most Dade County based businesses are require to purchase an Occupational
License to conduct business within the County. Where no license exists the
business entity must submit such a statement to that effect on their letterhead.
4. Executed Cuba Affidavit
This affidavit requires business entities to attest to their business activities and
investments in Cuba, and that they are in compliance with Dade County
Resolution No. R-656-93, as adopted by the Board of County Commissioners
on July 3, 1993.
5. Executed Florida Public Entity Crime Affidavit
Florida Statutes, Sections 287.132-133, effective Julv 1, 1989 requires that
business entities complete an affidavit with regard to the commission of public
entity crimes.
6. Executed Vendor Disclosure of Ownership Form
4 98- 614
7. ig Free Workplace Affidavit
8. eamily Leave Affidavit
9. W-9 Form
It is the responsibility of the business entity to update its application concerning any
changes, such as, new address, telephone number, commodities, etc. This must be on
company letterhead and sent to the..GSA Procurement Management Division, Vendor
Assistance.
Potential Bidders may contact the Office of Vendor Assistance at (305) 375-5289 for
guidance in cpmpleting the registration application.
Pursuant to Ordinance No. 94-34, "Any individual who has been convicted of a felony
during the .past ten years and any corporation, partnership,, joint venture or other legal
entity having an officer, director, or executive who has been convicted of a felony during
the past teat years shall disclose this information prior to entering into a contract with or
receiving funding from the County." Accordingly, Criminal Record Affidavit forms are
available upon request at GSA Procurement Management Division/Office of Vendor
Assistance for those individuals or firms Mquired to disclose this infonmatign_
The County endeavors to obtain the participation of all minority and disadvantaged
business enterprise businesses. Contact the Office of Vendor Assistance for information.
1.4 MODIFICATIONS OR WITHDRAWAL OF BIDS
A. Modification of Bids
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 Procarewe nt
Afanagementy Division must contain a new Bid Proposal Form and a letter on company
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 to a previously submitted hid"
(6) Date of Modification
5 98- 614
Bids shall be irrevocable unless the Bid is withdrawn as provided herein. A Bid may bE
withdrawn only by written letter received by the contact person, prior to the Bid Opening
Date or ninety (90) days after the opening of the Bid. The withdrawal letter must be or.
company letterhead and signed by an authorized agent of the Bidder.
1.5 EVALUATION OF BIDS
►i .y U•1 •iI:�7
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 material fact in the Bid Proposal
(3) Bid does non conform to the requirements of the Bid
(4) Bid requires a conditional award that conflicts with the method of award
(5) Bid does not include required samples, certHiicates, licenses as required
(6) Bid was not executed by the Bidder's authorized agent on the Bid Proposal
Form
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 whenever it is deemed
in the best interest of the County.
• 11 • 1 7"Ir M.
(1) A contract shall not be awarded to, any person or firm which is in arrears 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, any person or firm which has failed to
perform any previous contract with the County.
(3) A contract may not be awarded to, any person or firm which has been
debarred by the County in accordance with the County's Debarement
Ordinance.
C. Waiver of Informalities
The County reserves the right to waive any minor informalities or irregularities in any or
all bids.
6 98- 614
r N i M, 1 • • tt -7
(1) Bids will only be considered from firms who are regularly engaged in tt
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 sufficier
financial resources, equipment and organization to insure that they ca
satisfactorily provide the goods/services if awarded the contract. The tear.
"equipment and organization" as used herein shall be construed to mean
fully equipped and- well established company in line with the best industr
practices in the industry as determined by the County.
(2) . The County may conduct a pre -award site inspection or hold a pre-awarc
qualification hearing to determine if the bidder is capable of performing tht
contract if awarded.
(3) The County may consider any evidence available regarding the financial,
technical and other qualifications and abilities of a Bidder, including past
performance (experience) with the County or arty other governmental entity in
making the award.
(4) The County may 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 other
documents as specified in the Special Conditions or Technical Specification. The
Bidder shall be in default of its contractual obligation if such documents are not
submitted in a timely manner and in the form required by the County. Where the
Bidder is in default of these contractual requirements, 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 responsive, responsible
Bidder or re -solicit the County's requirements. The County at its sole discretion may
seek monetary restitution from the Bidder and its bid bond or guaranty, if applicable,
as a result of damages or increased costs sustained as a result of the Bidder's default.
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.
7 98— 614
E. The . -inty reserves the right to automatica.. f extend this contract for up to ninet
(90) calendar days beyond the stated contract term in order to provide Count
departments with continual service and supplies while a new contract is being solicitec
evaluated and/or awarded. If the right is exercised, the County shall notify the Bidder
in writing, of its intent to extend the contract for a specific number of days, not v
exceed ninety (90) days, prior to the expiration of the contract term.
F. Where the contract involves a single shipment of goods to the County the contrac
term shall conclude upon completion of the expressed or implied warranty periods.
1.7 RIGHTS -OF APPEAL . .
Any - Bidder may protest any recommendation for contract award in accordance with the
procedures contained in Dade County Ordinances 94-26, 94-72 and Section 2-9.4 of the
Dade County Code.
1.8 CONTRACTUAL OBLIGATIONS
A Rules. Regulations. Licensing Requirements
The Bidder shall comply with all laws and regulations applicable to the goods or services
contemplated herein. Bidders are presumed to be familiar with all Federal, State and local
laws, ordinances, codes and regulations that may in any way affect the goods or services
offered, especially Executive order 11246 entitled "Equal Employment Opportunity" and
as amended by Executive order No. 11375, as supplemented by the Department of Labor
Regulations (41 CFR, Part 60), the Americans with Disabilities Act of 1990 and
implementing regulations, the Rehabilitation Act of 1973, as amended, Chapter 553 of
Florida Statutes and any and all other local, State and Federal directives, ordinances, rules,
orders and laws relating to people with disabilities.
B. Conditions of Material and Packaging
(1) All goods furnished must be new, unless specified in the Special Conditions or
Technical Specifications, and free from defects. All containers shall be
suitable for shipment and/or storage. The bid price shall include standard
commercial packaging unless otherwise specified in the Special Conditions or
Technical Specifications.
(2) All goods furnished shall be fully guaranteed by the Bidder against factory
defects and shall be fit for the purpose intended under this contract. Any
defects which may occur within the period of the manufacturer's standard
warranty or the failure of the product to be fit for the purposes intended shall
be corrected by the Bidder at no expense to the County. The standard
manufacturer's warm-i.ty may be s ;pe: -s.,.ede—A boy the SpccW Conditions or
Technical Specifications.
8 98- 614
C. subm ;Ming
The Bidder shall not subcontract any portion of the work without the written pric
consent of the County. The ability to subcontract may be further limited by the Specia
Conditions or Technical Specifications.
D. Assignment
The Bidder shall not assign, transfer, sublet or otherwise dispose of the contract, including
any rights, title or interest therein, or their power to execute such contract to any person.
company, •or corporation. without the prior written consent of the County.
R7as
Prices quoted and deliveries are to be FOB Destination, freight included, unless otherwise
specified in the Special Conditions. Deliveries are to be made during County business
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 writing 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 County,
regardless of the method of payment required by the contract, as the result of such
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.
0
98- 614
in the evt..t the Bidder is terminated for default, the County reserves the right tc
re -procure the goods or services from the next lowest responsive/responsible bidder o
re -solicit the contract. The County may charge the Bidder any differences in cost between
the Bidders price and the reawarded price and the costs associated with reawarding or
re -soliciting this contract.
wv. LIa"
io 98— 614
METROPOLITAN DADE COUNTY BID NO. 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 Proposals.to
furnish and - install a Micrographic Digital Workstation -System Network
and provide maintenance after warranty expiration as listed. and.
specified herein and in the Bid Proposal Form.
2:2 RACE/ETHNICITY/GENDER CONTRACT MEASURES
This contract includes .Participation Provisions for Certified Black
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 purchase order and
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 authorized
representative, and the first year maintenance period has expired.
2.5 OPTION TO RENEW FOR ADDITIONAL YEARS (With Price Adjustment)
The prices for a 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 year to year basis. At
that time Dade County will consider adjustment to price based on
Department of Labor Consumer Price Index, All Urban Consumers, Miami -
Ft. Lauderdale. Adjustments in excess of 5% per item shall not be
considered. Continuation of the contract beyond the initial period is
a County prerogative; not a right of the bidder. This prerogative
may be exercised only when such continuation is clearly in the best
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 singl6 bidder.
Page 1 98 - 614
METROPOLITAN DADE COUNTY BID NO. 5048-4/00
2.7 PRICES SHALL BE FIXED AND FIRM FOR TERM OF CONTRACT
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 County at any time
during the contractual term.
2.8 EXAMINATION OF SITE RECOMMENDED
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 performed tinder the
contract. No additional allowances will be made because of lack of
knowledge 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 INDEMNIFICATION AND INSURANCE - '(1) GENERAL SERVICE AND MAINTENANCE
CONTRACT
The successful bidder/vendor shall indemnify and save the County
harmless from any and all claims, liability, losses and causes of
action which may arise out of the fulfillment of the Agreement. The
vendor shall pay all claims and losses of any nature whatever in
connection - therewith, and sha1J 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 $300,000 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 98- 614
METROPOLITAN DADE COUNTY BID NO. 5048-4/00
C. Automobile Liability Insurance covering all owned, non -owned and
hired vehicles used in connection with the work, in an amount not
less than $300,000 combined -single limit per occurrence for bodily
injury and property damage.
The insurance coverage -required shall include those classifications,
as listed in standard liability insurance manuals, which most nearly
reflect the operations of'the vendor.
All insurance policies required above shall be issued by companies.
authorized to do business under the laws of the State of Florida, with
the following qualifications:
The company must be rated no less than "B" as to
management, and no less than "C.lass V" as to financial
strength, by the latest edition of Best's Insurance
Guide, published by A.M-. Best Company, Oldwick, New
Jersey, or its equivalent, subject to the approval of
the County Risk Management Division.
or
The company must hold a valid Florida Certificate of
Authority as shown in the latest "List -of All Insurance
Companies Authorized or Approved to Do Business in
Florida", issued by the State of Florida Department of
Insurance and are members of the Florida Guaranty Fund.
Certificates will indicate no modification or change in insurance
shall be made without thirty (30) days written advance notice to the
certificate holder.
NOTE: DADE COUNTY BID NUMBER AND TITLE OF BID MUST APPEAR ON EACH
CERTIFICATE.
Compliance with the foregoing requirements shall not relieve the
vendor of his liability and obligation under this section or under any
cther section of this Agreement.
Issuance of a purchase order is contingent upon the receipt of the
insurance documents within fifteen (15) calendar days after Board of
County Commission approval. If the insurance certificate is received
within the specified time frame but not in the manner prescribed in
this Invitation To Bid, the Bidder shall be verbally notified of such
deficiency and shall have an additional five (5) calendar days to
submit a corrected certificate to the County. If the Bidder fails to
submit the required insurance documents in the manner prescribed in
this Invitation To Bid within twenty (20) calendar days after Board of
County Commission approval, the Bidder shall be in default of the
contractual terms and conditions and shall not be awarded the
contract. Under such circumstances, the Bidder may be prohibited from
submitting future Proposal to the County in accordance with Section
1.0, para 1.6 of the General Terms and Conditions.
98 614
Page 3
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
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
(loth) 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.
Page 4 98 - 614
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 bi.dder(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
The bidder shall be responsible for promptly correcting any
deficiency, at no cost to the County, within one (1) calendar day
after the County notifies the bidder of such deficiency in
writing. If the bidder fails to honor the warranty and/or fails
Page 5 98 -- 614
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 fail.s 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.
Page 6 9 8 -- 614
METROPOLITAN DADE COUNTY
2.23 Intentionally Omitted
2.24 Intentionally Omitted
2.25 ADDITIONAL NUMBER OF BI
BID NO. 5048-4/00
Although*thi.s bid solicitation specifies the exactor estimated number
of items. or units to be purchased by the County, it is understood and
agreed that the County may, during the term 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 9 8 - 61 4
METROPOLITAN DADE COUNTY
BID NO. 5048-4/00
unit. The unit shall conform to all applicable O.S.N.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, shalt 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.
98- 614
Page 8
METROPOLITAN DADE COUNTY BID NO. 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 project. Any
technical omissions of functions or classes within the sections 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 WARRANTED 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
any details or the omission from the specification of a detailed
description concerning any poi-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
thin 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 98 - 614
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
reimbursement, if any, as may be -determined by a court of competent
jur-isdiction.).-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.
2.37WORK 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.r-emove 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.
98- 614
Page 10
METROPOLITAN DADE COUNTY
2.39 TRAINING
BID NO. 5048-4/00
The bid must include on -site training. Training will include three
areas: (1) basic operation including workstations, printing options
and faxing for fourteen people, (2) network administration including
backups, assigning users, maintenance, etc. for four people and (3)
troubleshooting including clearing microfilm jams, replacing lamps,
checking cable connections, etc. for four people. - The vendor must
remain on site for a'three. week period during the training... In
addition, the vendor will provide assistance training the regular
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 period, the
County shall have the option of terminating the contract, with 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.
S- 611
Page 11
METROPOLITAN DADE COUNTY BID NO. 5048-4/00
SECTION 3.0 TECHNICAL SPECIFICATIONS
DIGITAL WORKSTATIONS AND ACCESSORIES
3.1 ENVIRONMENT:
Present Environment
The Clerk's Record Library is located at -44 W" Flagler St'. on t
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, Presently, 36 microfi
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 library virtually every day and are our core customer
accounting for a significant portion of the 2,000 copies made on
average day. Typically the public checks the online index or t:
microfilm index to determine the book and page of the document thi
would like to see. They then request the reel of film (they cz
request up to five) . The film has been preloaded into an AN:
cartridge which is inserted into a microfilm viewer. The specif:
page is then located with a manual knob control. If a copy of
specific document is required, the film is .given to a clerk wit
the book and pages to be printed. At times, a customer may as
for an entire document beginning with a certain book and pas
number. At that point, the clerk must determine where the end c
the document is while making the copies. The clerk loads the fil
and makes a copy of the page(s) and sends them to the cashier. Th
clerk performs a cropping procedure to reduce the usage of toner
New Environment
Initially, eight digital workstations will be placed for public us
in the Records Library and four will be placed in the employee
area. All of these workstations will be networked so that a prin
copy can be sent to the server with a user's identification and ca
be printed, on demand, by the cashier when the individual pays
Three PC's without digital scanner stations will be included t
control printing, preview print jobs and to access networ'
functions. (see item 38) . Each workstation will have a PC tha
will be capable of host communication to allow access to the onlin,
index system. This will allow searches for information while
copies of documents are being sent to the server file.
In the future, we would like to provide the most current scannec
images from film of the previous five days documents( 25,000 page=
for five days). The workstations must be capable of scanning z
roll of film, unattended, and'storing the images in a compresses
format on the file server. (see item 3)
Page 12 9 8 - 614
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 um microfilm upon
insertion of an ANSI magazine.
5. 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 11"
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.
Page 13 9 8_ 614
METROPOLITAN DADE COUNTY 6ID N0. 5048-4/00
14. The workstation must have a PC (INTEL 486-66Mhz 16 MB RAM 34C
MB Hard Disk 15" Color VGA Monitor) to view the digitized image, tc
allow the user to sign on and to allow 3270 emulation to access the
mainframe indexing system. The 3270 card and software need not be
added to the bid, however the Clerk's Office, as part of the
demonstration, will install a 3270 card and software to test for
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 100% of the microfilm image or to reduce the image to
letter -size (8 1/2" by 110) 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.
LAN
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
Page 14 9 8 - 614
METROPOLITAN DADE COUNTY
to another facsimile machine.
BID NO. 5048-4/00
26. The server (access only thru one of the 3 PC workstations)
must allow the employee to _
A.)either print or delete the file
B.)print and save the file
C.)fax and delete the file
D.)fax and save the file
E.) default certain workstations td. a' specific. printer
F.)allow.employees to select a certain printer for an electronic
file folder
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 facsintiles in background
mode, thereby allowing other retrieval activities to continue on
the system.
28. The network musts be capable_ of supporting 40 microfilm
retrieval devices; as well as 6 PCs for"preview and printing
control and 5 printers without a significant degradation in
response time.
29. The server must be able to keep a statistical record for each
individual user that will track the number of documents that the
user *has requested under their account code. The file can be
deleted or maintained at the operator's discretion. For
statistical purposes, the system must keep track of 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
MB 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 1/20 X 11. 20 pound bond paper,
not thermal paper. The printer must have two paper trays each
98- 614
c2„o 1s
METROPOLITAN DADE COUNTY
BID 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'PC's (INTEL 486-66Mhz 16 MB RAM 340 MB Hard
Drive 150 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.
98- 614
Page 16
AWARD UNDER MIAMI-DADE COUNTY
CONTRACT NO. 5048-4/00-1
ITEM: - Microfilm Digital Workstation (MicroDax 3000) and
Accessories, Furnish/Deliver a Install
DEPARTMENT: City Clerk's Office
TYPE OF PURCHASE: Short Term
REASON: The Office of the city Clerk needs to procure a Window
based microfilm digital workstation which will replace
equipment purchased in the 1970's. The current retrieval
equipment is now obsolete.
RECOMMENDATION: It is recommended that award be made to Minolta
Business System, Inc., under existing Miami -Dade County
Contract No. 5048-4/00-1, at a total cost not to exceed
$18,300.00; Allocating funds from the Capital
Improvement Project No. 311033-229401-840, "City
Clerk's Office Microfilm Enhancements".
Judy S.
irector of Purchasing
(P
/� lc*�
Date
Award Under Dade County Contracts
98- 614