HomeMy WebLinkAboutR-98-0896J-98-942
9/11/98
RESOLUTION NO. 9,S - &9 6
A RESOLUTION ACCEPTING THE BIDS OF LASON
SYSTEMS, INC., AND ADVANCED IMAGING
SOLUTIONS, INC., FOR THE FURNISHING OF
MICROFILMING SERVICES, ON A CONTRACT BASIS
FOR ONE (1) YEAR, WITH THE OPTION TO EXTEND
FOR TWO (2) ADDITIONAL ONE-YEAR PERIODS, AT A
TOTAL ANNUAL AMOUNT NOT TO EXCEED $25,000.00,
FOR THE DEPARTMENT OF BUILDING & ZONING;
ALLOCATING FUNDS THEREFOR FROM ACCOUNT CODE
NOS. 421001.560302.340 ($8,280) AND
421001.560402.289 ($16,720).
WHEREAS, the Building and Zoning Department is required to
maintain certain records for specified time periods in compliance
with the public records law, and to make copies available to the
public upon request for a minimum fee; and
WHEREAS, pursuant to public notice, invitations for Bid
No. 97-98-160 were mailed to twenty-seven (27) potential bidders
for the furnishing of microfilming services for one (1) year,
with the option to extend for two (2) additional one (1) year
periods, for the Department of Building and Zoning,; and
and
WHEREAS, six (6) responses were received on August 12, 1998;
WHEREAS, funding is available from the Department of
CITY COMO&WOK
FLEETING OF
SEP 2 8 1998
R"WWW No.
_gR-
Building and Zoning FY 198-99 Budget, Account Code
Nos. 421001.560302.340 (8,280) and 421001.560402.289 ($16,720);
and
WHEREAS, the City Manager and the Director of Building and
Zoning recommend that the bids received from Lason Systems, Inc.,
and Advanced Imaging Solutions, Inc., be accepted as the lowest
responsible and responsive bids;
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 bids submitted by Lason Systems, Inc.,
and Advanced Imaging Solutions, Inc., for the furnishing of
microfilming services, on a contract basis for one (1) year, with
the option to extend for two (2) additional one-year periods, at
a total annual amount not to exceed $25,000.00, for the
Department of Building and Zoning, are hereby accepted, with
funds therefor hereby allocated from Account Code
Nos. 421001.560302.340 ($8,280) and 421001.560402.289 ($16,720).
Section 3. This Resolution shall become effective
- 2 - 98- 896
immediately upon its adoption and signature of the Mayor.1/
PASSED AND ADOPTED this 28th day of September , 1998.
ATTEST:
JOE CAROLLO, MAYOR
In accordance with Miami Code Sec. 2-36, since the Mayor did not indicate approval dl
this legislation by signing it in the designated place provided. said legislatio, j lovi
becomes effective with the elapse of ten (10) da from the date of Commissicn acticr.
regarding same, wWW the May9r axerrAng A Veto. -� , L-q,� ,
WALTER J . FOEMAN WaksP4 Fbeman, City Clerk
CITY CLERK
APPROVE TO FO CORRECTNESS:
///-'00&�
�ft LLO
TATTORNEY
W2893:CSK:kc
1� If the Mayor does not sign this Resolution, it shall become effective at
the end of ten calendar days from the date it was passed and adopted.
If the Mayor vetoes this Resolution, it shall become effective
immediately upon override of the veto by the City Commission.
- 3 - 98- 896
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
CA=11
q_vFP
TO: The Honorable Mayor and DATE : FILE:
Members of the City Commission
SUBJECT: Proposed Resolution
DO/alH�arsh�w____W*
REFERENCES- Microfilming Services
FROM: City Manager Bid No. 97-98-160
ENCLOSURES:
RECOMMENDATION
It is respectfully recommended that the City Commission adopt the attached
Resolution accepting the bids of Lason Systems, a Dade County/Non-Minority
vendor located at 6954 N. W. 12th, Street and Advanced Imaging Solutions, a
Non-Local/Non-Minority vendor located at 1213 S. 30th Avenue, Hollywood,
Florida for the furnishing of microfilming services for the Building and Zoning
Department, for one (1) year period with the option to extend two (2) additional
one (1) year periods.
Funding is available from the Building and Zoning Department FY '99 Budget
Account Codes No. 421001.560302.340 for $8,280 and 421001.560402.289 for
$16,720, totaling $25,000 ($19,000 for Lason Systems and $6,000 for
Advanced Imaging).
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. Since 1995, the department has had outside
microfilming service due to the lack of storage space, personnel, and the
prohibitive costs of supplies and camera parts replacement.
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 department is requiring the following primary types of services: 35mm
planetary camera microfilming and indexing of plans and documents and
conversion of 16mm microfilm or hard copy records, containing tax cards
(75,000 cards, two-sided), to digital optical image. The Building and Zoning
Department has analyzed the bids received pursuant to Bid No.97-98-160.
Twenty-seven (27) invitations for bid were mailed and six (6) responses were
received. Lason Systems was the lowest bidder for the 35mm microfilming
services of plans and records at $0.18 per item. Advanced Imaging Solutions
• ♦ a
Page 2
was the_ lowest bidder for the conversion of the tax cards to digital optical image
at $0.08 per item.
In addition, the department will require other optional services, such as
converting microfilmed 16mm images to optical image and reproduce 35mm
microfilm on to silver with diazo duplicates. Either company will be able to
provide these optional services.
In order to comply with Florida State Statutes which mandate the preservation
and maintenance of public records, the Building and Zoning Department's
ability to have records microfilmed is essential.
v ri -,
DHW/DB/SJV:rb
98- 896
1W --_......,-70-IOV
6.1 BID INFORMATION FORM
.cc;`r ailing Date: July 24, 199�'
Bid No.: 97-98-160
Buyer: Pamela Burns
Telephone: 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 firm 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.
PERIODS
915-68: IMCROFILMING SERVICES
We hive 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.
AJ(ia - number of calendar days required to complete work after Notice to Proceed or issuance of
purchase order.
%fl number of calendar days required before commencement of work.
Delivery will be made within t J IP calendar days after receipt of purchase order.
Terms: 20/o-10 days 0 Net 30 days .vim iv' DAB+-i - Additional discount of O % if awarded all items.
i7 (include cash discount for prompt payment, if any) Other Discounts:
Contact Person/Telephone:
Term of Warranty for equipment:
Term of Warranty for labor. Nl A
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, equipment, or service, 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 1 am authorized to sign this bid for the bidder. Please print
the following and sign your name:
Firm's Name: S4S .
Principal Business Address: bci 54l N.w 17
Mailing Address:
E-Mail Address:__�C-1v a►N4 ®�.r,,,.o„�,
Telephone: '3o9_ 1-k—I l — ci 14�
Fax: 305- Y 77 - 7 SZ.fo
Name: -3QNft r. r
Title: e.^„ ,a
Authorized Signature:
Beeper: Se V -27 C 74 -►P
Bid No. 97-98-160
J✓ 6.. aNDOR BACKGROUND INFORcviATION
INSTRUCTIONS:
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: �SO`� S� S•�S _-Y�C' _
COMPANY OFFICERS:
President iA^►:3. YVN4v^ rc2 Vice President -fz-o
Secretary
Alt A
COMPANY OWNERSHIP:
Treasurer 72--�. \\ j6. V---\-
C— �' C> Pa. % of ownership
% of ownership
% of ownership
% of ownership
LICENSES:
1. County or Municipal Occupational License No.
(attach copy with bid)
2. Occupational License Classification
3. Occupational License Expiration Date: �1 l 3 b Q c>
4. Metro -Dade County Certificate of Competency No. N f A
(attached copy if requested in Bid or RFP)
5. Social Security or Federal I.D. No. -j '8 ' ?,j �jg y g�c�
EXPERIENCE:
6. Number of Years your organization has been in business: i
7. 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: 14 tom. da�1r—S .
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: J C( ��,�� -
Miami, Florida Bid No. 97-98-160
,1 BID INFORMATION FORM
Mailing Date: July 24, 1998
Bid No.:- 97-98-160
Buyer: Pamela Burns
Telephone: 305-416-1905
Please quote on this forms) 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 firm 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)
915-68: DUCROFILMING SERVICES
ONE (1) YEAR PERIODS
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.
dp Coec; l igoAJ number of calendar days required to complete work after Notice to Proceed or issuance of
urchase order.
Lnu ber of calendar days required before commencement of work.
eed tyo:l
Delivery will be made within �� calendar days after receipt of purchase order.
Terms: 20/6-10 days Z Net 30 days Additional discount of % if awarded all items.
(include cash discount for prompt payment, if any) Other Discounts:
Contact Person/Telephone: 3,05 J
Term of Warranty for equipment:
Term of Warranty for labor:
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, fum, or person submitting a bid for the same
materials, supplies, equipment, or service, 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: u4vC2G ,A 1 �o/ f�� �G
opal Busine s Address: 1,IY S Dw A-✓e
C d d _� i� 4 33 aA t7
Mailing Address:
E-Mail Address: A C0
Telephone: J63 -
Fax: 5-
Name:
Title: Ats, Paj
Authorized Signature:
Beeper: '7T - - 97
9 896
�,f Miami, Florida
Bid No. 97-98-160
6.5 ::NDOR BACKGROUND INFORM. ION
INSTRUCTIONS:
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 i 5�`,►,0 % a 'T t cm v2
Secretary
COMPANY OWNERSHIP:
Vice President &Lvt4 k 4,
Treasurer L.,44 rS h c4 \ i J-" 4 e4
ownership
__31 % of ownership
% of ownership
% of ownership
LICENSES:
1. County or Municipal Occupational License No.
(J ,}wqR ��2G -cam! _4�
(attach copy with bid)
2. Occupational License Classification
3. Occupational License Expiration Date:
4. Metro -Dade County Certificate of Competency No.
(attached copy if requested in Bid or RFP)
5. Social Security or Federal I.D. No.
EXPERIENCE:
Number of Years your organization has been in business: Qa Z S
7. Number of Years experience BIDDER/PROPOSER (person, rin i a of owner) has had in operation
of the type required by the specifications of the Bid or RFP: K 1l `e a-1 S
8. Number of Years experience BIDDER/PROPOSER (firm, co o n proprietorship) has had in
operation of the type required by the specifications of the Bid or RFP: 5 :XeQA S
98 - 896
City of Miami, Florida Bid No. 97-98-160
2.0 GENERAL TERMS AND CONDITIONS FOR THE PURCHASE OF SERVICES
INTENT: The General Terms and Conditions described herein apply to the acquisition of general services
with an estimated aggregate cost of $4,500.00 or more.
2.1. ACCEPTANCE OF OFFER - The signed bid response shall be considered an offer on the part of the
bidder; such offer shall be deemed accepted upon issuance by the City of a purchase order or other
contractual document.
2.2. ACCEPTANCE/RE,IECTION -The City reserves the right to accept or reject any or all bids or parts of
bids after bid opening and request rebid on the items described in the IFB. In the event of such rejection, the
Director of Purchasing shall notify all affected bidders and make available a written explanation for the
rejection. The City also reserves the right to waive any irregularities or minor informalities or technicalities
in any or all bids and may, at its discretion, re -bid.
2.3. ANTITRUST PROVISION - At such times as may serve its best interest, the City reserves the right to
advertise for, receive, and award additional bids for these herein items, and to make use of other
competitively bid (governmental) contracts, SNAPS Agreements or other similar sources for the purchase of
these goods and/or services as may be available.
2.4. ASSIGNMENT OF CONTRACT - The contractor shall not assign, transfer or subcontract, at any time
during the term of the Contract, or any part of his/her operations, or assign any portion or part of the
Contract, except under and by virtue of written permission granted by the City through the proper officials,
which may be withheld or conditioned, in the City's sole discretion.
2.5. AUDIT RIGHTS AND RECORDS RETENTION - The Contractor agrees to provide access to the City, or
to any of its duly authorized representatives, to any books, documents, papers, and records of the contractor
which are directly pertinent to this Contract, for the purpose of audit, examination, excerpts, and
transcriptions. The Contractor shall maintain and retain any and all books, documents, papers and records
pertinent to the Contract for three (3) years after the City makes final payment and all other pending matters
are closed. Contractor's failure to adhere to, or refusal to comply with, this condition shall result in the
immediate cancellation of this contract by the City.
2.6. AVAILABILITY OF CONTRACT TO OTHER GOVERNMENTAL AGENCIES - Any Governmental
Unit in Dade, Broward or Palm Beach Counties, Florida, may avail itself of this contract and purchase any
and all items specified herein from the successful bidder(s) at the contract price(s) established herein.
Each Governmental unit which uses a contract(s) resulting herefrom, will establish its own contract, place its
own orders, issue its own purchase orders, be invoiced therefrom and make its own payments and issue its
own exemption certificates as required by the bidder.
2.7. AWARD OF CONTRACT
A. The IFB, Bidder's response, any addenda issued and the purchase order shall constitute the entire
contract, unless modified in accordance with any ensuing contract.
B. The award of a Contract where there are Tie Bids will be decided by the Director of Purchasing 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 Specifications. 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 City. Where the Bidder is in default of these contractual requirements, the City, through action
taken by the Purchasing Department, will void its acceptance of the Bidder's Response and may accept
the Bid from the next lowest responsive, responsible bidder or re -solicit the City's requirements. The
City, at its sole discretion, may seek monetary restitution from the Bidder and its bid bond or guarantee,
if applicable, as a result of damages or increased costs sustained as a result of the Bidder's default.
Rev. 6/8/98
98- 896
City of Miami, Florida
Bid No. 97-98-160
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 a purchase order, notice of award and/or contract
award sheet. Where a conflict between two or more of the several documents exists, the contract award
sheet shall take precedence. _
E. The City reserves the right to automatically extend this contract for up to ninety (90) calendar days
beyond the stated contract term in order to provide City departments with continual service and supplies
while a new contract is being solicited, evaluated, and/or awarded. If the right is exercised, the City
shall notify the Bidder, in writing, of its intent to extend the contract at the same price, terms and
conditions for a specific number of days, not to exceed ninety (90) days, prior to the expiration of the
contract tern.
F. The City reserves the right to award the contract on a split -order, lump sum or individual -item basis or
such combinations as shall best serve the interest of the City unless otherwise specified.
2.8. BID SECURITY/ BID DEPOSIT - A cashier's or certified check, or a Bid Bond signed by a recognized
surety company that is licensed to do business in the State of Florida, payable to the City of Miami, for the
amount bid is required from all bidders, if applicable. This check or bond guarantees that a bidder will
accept the order or contract, as bid, if it is awarded to bidder. Bidder shall forfeit bid deposit to the City
should City award contract to Bidder and Bidder fails to accept the award. The City reserves the right to
reject any and all surety tendered to the City. Bid deposits are returned to unsuccessful bidders within ten
(10) days after the award and successful bidder's acceptance of award. If sixty (60) days have passed after
the date of the formal opening of the bids, and no contract has been awarded, all bid deposits will be returned
on demand.
Certified Minority/Women vendors may apply to participate in the City's Bid Bond Voucher Program
by contacting the Minority/Women Business Affairs office.
2.9. BID SECURITY FORFEITED LIQUIDATED DAMAGES - Failure to execute a Contract and/or file an
acceptable Performance Bond, when required, as provided herein, within ten (10) days after written notice of
award has been given, shall be just cause for the annuhnent of the award and the forfeiture of the Bid
Security to the City, which forfeiture shall be considered, not as a penalty, but in mitigation of damages
sustained. Award may then be made to the next lowest responsible Bidder or all bids may be rejected.
2.10. CANCELLATION - The City reserves the right to cancel all Invitations for Bid before bid opening. In the
event of bid cancellation, the Director of Purchasing shall notify all affected bidders and make available a
written explanation for the cancellation.
2.11. CAPITAL EXPENDITURES - Contractor understands that any capital expenditures that the firm makes, or
prepares to make, in order to perform the services required by the City, is a business risk which the
contractor must assume. The City will not be obligated to reimburse amortized or unamortized capital
expenditures, or to maintain the approved status of any contractor. If contractor has been unable to recoup
its capital expenditures during the time it is rendering such services, it shall not have any claim upon the
City.
2.12. COLLUSION - The Bidder, by affixing 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 City Purchasing Department or initiating Department. The Bidder certifies
that its bid is fair, without control, collusion, fraud, or other illegal action. The Bidder certifies that it is in
compliance with Section 2.611, Conflict of Interest and Code of Ethics Laws. The City will investigate all
situations where collusion may have occurred and the City reserves the right to reject any and all bids where
collusion may have occurred.
2.13. COMPLIANCE WITH FEDERAL, STATE, AND LOCAL LAWS - Contractor understands that
contracts between private entities and local governments are subjects to certain laws and regulations,
including laws pertaining to public records, conflict of interest, records keeping, etc. City and Contractor
Rev. 6/8/98
98_ S�6
City of Miami, Florida
Bid No. 97-98-160
agree to comply with and observe all applicable laws, codes and ordinances as that may in any way affect the
goods or equipment offered, including but not limited to:
2.13.1. Executive Order 11246, which prohibits discrimination against any employee, applicant, or client
because of race, creed, color, national origin, sex, or age with regard to, but not limited to, the
following: employment practices, rate of pay or other compensation methods, and training
selection.
2.13.2. Occupational, Safety and Health Act (OSHA), as applicable to this bid.
2.13.3. The State of Florida Statutes Section 287.133(3)(A) on Public Entity Crimes.
2.13.4. Minority/Women Business Affairs Enterprise (M/WBE) City Ordinances No. 10062, 10538, 11272,
as amended, as applicable to this bid.
2.13.5. Environment Protection Agency (EPA), as applicable to this bid.
2.13.6. Uniform Commercial Code (Florida Statutes, Chapter 672), as applicable to this bid.
2.13.7. Americans with Disabilities Act of 1990, as amended. '
2.13.8. First Source Hiring, Agreements, City Ordinance No. 10032, as amended, as applicable to this bid.
Implemented to foster the creation of new and permanent jobs for City of Miami residents.
2.13.9. National Institute of Occupational Safety Hazards (NIOSH), as applicable to this bid.
2.13.10. National Forest Products Association (NFPA), as applicable to this bid.
2.13.11. City Local Preference Ordinance No. 11087, as applicable to this bid.
2.13.12. Conflict of Interest, City Code Section 2-611; 612, as applicable to this bid.
Lack of knowledge by the bidder will in no way be a cause for relief from responsibility. Non-compliance with all
local, state, and federal directives, orders, and laws may be considered grounds for termination of contract(s).
Copies of the City Ordinances may be obtained from the City Clerk's Office.
2.14. CONFLICT OF INTEREST - Bidders, by responding to this IFB, certify that to the best of their
knowledge or belief, no elected/appointed official or employee of the City is financially interested, directly
or indirectly, in the purchase of goods specified in this IFB. Any such interests on the part of the Bidder or
its employees must be disclosed in writing to the City. Further, you must disclose the name of any City
employee who owns, directly or indirectly, an interest of five percent (5%) or more of the total assets of
capital stock in the your firm.
2.15. CONTRACT AND BONDS - The bidder whose bid is accepted may be required, within the time
established in the IFB, to enter into a written contract with the City, and if required, furnish performance and
payment bonds on City standard forms in the amounts indicated in the IFB.
2.16. DEFAULT/FAILURE TO PERFORM - The City shall be the sole judge of nonperformance, which shall
include any failure on the part of the successful Bidder to accept the award, to furnish required documents,
and/or to fulfill any portion of this contract within the time stipulated.
Upon default by the successful Bidder to meet any terms of this agreement, the City will notify the Bidder of
the default and will provide the contractor three (3) days (weekends and holidays excluded) to remedy the
default. Failure on the contractor's part to correct the default within the required three (3) days shall result in
the Contract being terminated and upon the City notifying in writing the contractor of its intentions and the
effective date of the termination. The following shall constitute default:
Rev. 6/8/98 S 9
City of Miami, Florida
Bid No. 97-98-160
A. Failure to perform the work required under the Contract and/or within the time required; or failing
to use the subcontractors, entities and personnel as identified and set forth, and to the degree
specified in the Contract.
B. Failure to begin the work under this Contract within the time specified.
C. Failure to perform the work with sufficient workers and equipment or with sufficient materials to
ensure timely completion.
D. Neglecting or refusing to remove materials or perform new work where prior work has been
rejected as non conforming with the terms of the Contract.
E. Becoming insolvent, being declared bankrupt, or committing any act of bankruptcy or insolvency,
or making an assignment for the benefit of creditors, if the insolvency, bankruptcy, or assignment
renders the successful Bidder incapable of performing the work in accordance with and as required
by the Contract.
F. Failure to comply with any of the terms of the Contract in any material respect.
All costs and charges incurred by the City as a result of a default or a default incurred beyond the time limits
stated, together with the cost of completing the work, shall be deducted from any monies due or which may
become due on this Contract.
2.17. EMERGENCY/DISASTER PERFORMANCE - In the event of a hurricane or other emergency or
disaster situation, the successful vendor shall provide the City with the commodities/services deemed within
the scope of this bid at the price contained within vendor's bid. Further, successful vendor shall
deliver/perform for the city on a priority basis during such times of emergency.
2.18. EVALUATION OF BIDS
A. Rejection of Bids
The City may reject 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
(3) Bid does not 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, certificates, licenses as required
(6) Bid was not executed by the Bidder's authorized agent on the Bid Form
The foregoing is not the all inclusive list of reasons for which a Bid may be rejected. The City may reject
and re -advertise for all or any part of the IFB whenever it is deemed in the best interest of the City.
B. Elimination From Consideration
(1) A contract shall not be awarded to any person or firm which is in arrears to the City upon any
debt or contract, or which is a defaulter as surety or otherwise upon any obligation to the City.
(2) A contract may not be awarded to any person or firm which has failed to perform under the
terns and conditions of any previous contract with the City or deliver on time contracts of a
similar nature.
(3) A contract may not be awarded to any person or firm which has been debarred by the City in
accordance with the City's Debartment and Suspension Ordinance.
C. Demonstration of Responsibility
Rev. 6/8/98 9 8- 8
96
City of Miami, Florida
Bid No. 97-98-160
(1) Bids will only be considered from firms/sole proprietors who are regularly engaged in the
business of providing the services required by the Bid. Bidder's must be able to demonstrate a
satisfactory record of performance and integrity and have sufficient financial, material,
equipment, facility, personnel resources, and expertise to meet all contractual requirements.
The terms "equipment and organization" as used herein shall construed to mean a fully
equipped and well established firm/sole proprietorship in line with the best industry practices
in the industry as determined by the City.
(2) The City may consider any evidence available regarding the financial, technical and other
qualifications and abilities of a Bidder, including past performance (experience) with the City
or any other governmental entity in making the award.
(3) The City may require the Bidder's to show proof that they are designated as an authorized
representative of a manufacturer or supplier which is the actual source of supply, if required
by the Bid.
2.19. FIRM PRICES The bidder warrants that prices, terms, and conditions quoted in his/her bid will be firm
throughout the duration of the contract unless otherwise specified in the IFB. Such prices will remain firm
for the period of performance or resulting purchase orders or contracts, which are to be performed or
supplied over the designated period of time. '
2.20. INDEMNIFICATION - The Contractor shall indemnify and save harmless forever the City, and all the
City's agents, officers and employees from and against all charges or claims resulting from any bodily injury,
loss of life, or damage to property from any act, omission or neglect, by Bidder or its employees; the
Contractor shall become defendant in every suit brought for any of such causes of action against the City or
the City's officials, agents and employees; the Contractor shall further indemnify City as to all costs,
attorney's fees, expenses and liabilities incurred in the defense of any such claims and any resulting
investigation.
2.21. INSPECTION OF BID - Sealed bids received by the City pursuant to Invitations For Bid will not be made
available until such time as the City provides notice of a decision or intended decision or within 10 days after
bid opening, whichever is earlier. Bid Tabulations will be fumished, after a recommendation for the award
is made to the City Commission by the Purchasing Department in concurrence with the user department
request, and upon provision of a self addressed, stamped envelope by the bidder to receive the tabulation.
2.22. INSURANCE - Within ten (10) days after receipt of Notice of Award, the successful Contractor, shall
furnish evidence of insurance to the Purchasing Department. Submitted evidence of coverage shall
demonstrate strict compliance to all requirements listed on the attached form entitled "Insurance
Requirements". The City shall be listed as an "Additional Insured."
Issuance of a purchase order is contingent upon the receipt of proper insurance documents. If the insurance
certificate is received within the specified time frame but not in the manner prescribed in this Invitation to
Bid, the Contractor shall be verbally notified of such deficiency and shall have an additional five (5) calendar
days to submit a corrected certificate to the City. If the Contractor fails to submit the required insurance
documents in the manner prescribed in this IFB within fifteen (15) calendar days after receipt of Notice of
Award, the contractor may be in default of the contractual terms and conditions and may not be awarded the
contract. Under such circumstances, the Bidder may be prohibited from submitting future bids to the City.
Information regarding any insurance requirements shall be directed to the Risk Administrator, Risk
Management Office, at (305) 416-1700.
2.23. INVOICES - Invoices shall contain purchase order number of goods or equipment delivered (i.e. quantity,
unit price, extended price, etc.)
2.24. LOCAL PREFERENCE - City Ordinance 11087, states that the City Commission may offer to a
responsible and responsive local bidder, whose primary office is located in the City, the opportunity of
accepting a bid at the low bid amount, if the original bid amount submitted by the local vendor does not
exceed 110 percent of the lowest responsible and responsive bidder.
Rev. 6/8/98 9 8_ 896
96
City of Miami, Florida
Bid No. 97-98-160
2.25. MINORITY/ PROCUREMENT PROGRAM - Ordinance No. 10062, as amended, entitled the Minority
and Women Business Affairs and Procurement Ordinance of the City, Florida, sets forth "...a goal of
awarding at least 51 percent of the City's total annual dollar volume of all expenditures for all goods and
services to Black, Hispanic and Women minority business enterprises on an equal basis." A minority
business enterprise is defined as a business firm "...in which at least 51 percent of said enterprise is owned by
Blacks, Hispanics, or Women and whose management and daily business operations are controlled by one or
more Blacks, Hispanics or Women."
To achieve the goal established by these Ordinances, participation in providing goods and services to the
City by minorities is being encouraged in a number of ways. All bidders doing business with the City are
encouraged to include the participation of minority firms in their bids. In evaluating bids for determination
of awards, minority participation may be a factor. Failure to adequately involve minority firms may be a
basis for rejecting any and all bids.
Possible ways to include minority participation would involve:
1. Joint venture with a minority firm(s)
2. Utilizing minority firm(s) as subcontractor(s).
3. Utilizing minority firm(s) to supply goods and/or services.
4. Successful implementation of well defined affirmative action program.
5. Other forms of minority participation, if properly documented.
Successful bidder(s) shall be required to establish an Affirmative Action Plan, if not, an Affirmative
Action Policy shall be established, pursuant to Ordinance #10062 as amended. Effective date of
implementation must be indicated on the policy.
A "Minority Staters Information Sheet" in Section 6.7 is provided to assist bidders in presenting information
concerning minority participation.
Minority and women business firms are encouraged, but not required, to register with the City prior to
submitting bids. The Purchasing Department will provide the necessary forms and instructions upon
request. All bidders are urged to submit bids for any goods or services that they are able to supply,
regardless of minority classification. However, compliance with all requests for information regarding
Minority/Women Status or Participation is required. Bidder's cooperation is greatly needed to aid the City in
achieving its goal.
2.26. MODIFICATIONS OR CHANGES IN PURCHASE ORDERS OR CONTRACTS
No agreement or understanding to modify this IFB and resultant purchase orders or contracts shall be
binding upon the City unless made in writing by the Director of Purchasing. Through the issuance of a
Change Order or Modification to the Contract Purchase Order or Award Sheet as appropriate.
2.27. NONDISCRIMINATION - Bidder agrees that it shall not discriminate as to race, sex, color, age, religion,
national origin, marital status, or disability in connection with its performance under this solicitation.
Furthermore, Bidder agrees that no otherwise qualified individual shall, solely by reason of his/her race, sex,
color, age, religion, national origin, marital status or disability, be excluded from the participation in, be
denied benefits of, or be subjected to discrimination under any program or activity receiving federal financial
assistance.
In connection with the conduct of its business, including rendition of services and employment of personnel,
Bidder shall not discriminate against any person on the basis of race, color, religion, disability, age, sex,
marital status or national origin. All persons having appropriate qualifications shall be afforded equal
opportunity for employment
2.28. OCCUPATIONAL LICENSE - Any person, firm, corporation or joint venture, with a business location in
the City and submitting a Bid under this IFB shall meet the City's Occupational License Tax requirements in
accordance with Chapter 31.1, Article I of the City Charter. Others with a location outside the City shall
meet their local Occupational License Tax requirements. A copy of the license must be submitted with the
Rev. 6/8/98
9`
City of Miami, Florida
Bid No. 97-98-160
Bid; however, the City may, at its sole option and in its best interest, allow the Bidder to supply the license to
the City during the evaluation period, but prior to award.
2.29. PROHIBITIONS - Contractor represents and warrants to the City that it has not employed or retained any
person or company employed by the City to solicit or secure this Contract and that it has not offered to pay,
paid, agreed to pay any person any fee, commission, percentage, brokerage fee, or gift of any kind
contingent upon or in connection with, the award of this Contract.
2.30. PROMPT PAYMENT - Bidders may offer a cash discount for prompt payment; however, such discounts
shall not be considered in determining the lowest net cost for bid evaluation.
Bidders are required to provide their prompt payment terms in the space provided on the Bid Information
Form. 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 percentage, it is understood and agreed that the
terms shall be 2% 20 days, effective after receipt of invoice or final acceptance by the City, whichever is
later.
When the City is entitled to a cash discount, the period of computation will commence on the date of
delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is
necessary due to damage, the cash discount period shall commence on the dale final approval for payment is
authorized. If a discount is part of the contract, but the invoice does not reflect the existence of a cash
discount, the City is entitled to a cash discount with the period commencing on the date it is determined by
the City that a cash discount applies.
Price discounts off the original prices quoted on the Price Sheet will be accepted from successful bidders
during the term of the contract.
2.31. PUBLIC ENTITY CRIMES - A person or affiliate who has been place on the convicted vendor list
following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or
services to a public entity, may not submit a bid on a contract with a public entity for the construction or
repair of a public building or public work, may not submit a bid on a lease of real property to a public entity,
may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract
with any public entity, and may not transact business with any public entity in excess of the threshold
amount provided in Section 287.017 of Florida Statutes for Category Two for a period of 36 months from
the date of being placed on the convicted vendor list.
2.32. PUBLIC RECORDS - Contractor understands that the public shall have access, at all reasonable times, to
all documents and information pertaining to City contracts, subject to the provisions of Chapter 119, Florida
Statutes, and Sec. 18-104 of the City Code, and agrees to allow access by the City and the public to all
documents subject to disclosure under applicable law. Contractor failure or refusal to comply with the
provision of this section shall result in the immediate cancellation of this Contract by the City.
2.33. QUALITY OF WORK - The work performed must be of the highest quality and workmanship. Materials
furnished to complete the service shall be new and of the highest quality except as otherwise specified in this
IFB.
2.34. RESOLUTION OF CONTRACT DISPUTES - Contractor understands and agrees that all disputes
between Contractor and the City based upon an alleged violation of the terms of this Contract by the City
shall be submitted to the City Manager for his/her resolution, prior to Contractor being entitled to seek
judicial relief in connection therewith. In the event that the amount of compensation hereunder exceeds
$4,500.00, the City Manager's decision shall be approved or disapproved by the City Commission.
Contractor shall not be entitled to seek judicial relief unless: (i) it has first received City Manager's written
decision, approved the City Commission if the amount of compensation hereunder exceeds $4,500.00, (ii) a
period of sixty (60) days has expired, after submitting to the City Manager a detailed statement of the
dispute, accompanied by all supporting documentation (90 days if City Manager's decision is subject to City
Commission approval); or (iii) City has waived compliance with the procedure set forth in this section by
written instruments, signed by the City Manager.
Rev. 6/8/98 9 Q — Q - 6
City of Miami, Florida
Bid No. 97-98-160
2.35. RESOLUTION OF PROTEST - Any actual or prospective contractual party who feels aggrieved in
connection with the solicitation or award of a contract may protest in writing to the Director of
Purchasing/Chief ,Procurement Officer who shall have the authority, subject to the approval of the City
Manager and the City Attorney, to settle and resolve a protest with final approval by the City Commission.
Bidders are alerted to Ordinance No. 11072 describing the protest procedures. Protests failing to meet the
requirements for filing shall not be accepted. Failure of a party to timely file shall constitute a forfeiture of
such parry's right to file a protest. NO EXCEPTIONS.
2.36. SERVICE AND WARRANTY - Unless otherwise specified, the bidder shall define any warranty, service
and replacements that will be provided. Bidders must explain on the attached Price Sheet to what extent
warranty and service facilities are available.
2.37. SILENCE OF SPECIFICATIONS - The apparent silence of these specifications and any supplemental
specification as to any detail or the omission from it of detailed description concerning any point shall be
regarded as meaning that only the best commercial practices are to prevail and that only materials of first
quality and correct type, size and design are to used. All workmanship is to be first quality.
All interpretations of these specifications shall be made upon the basis of this statement.
If your firm has a current contract with the State of Florida, Department of General Services, to supply the
items on this bid, the bidder shall quote not more than the contract price; failure to comply with this request
will result in disqualification of bid.
2.38. TERIVIINATION - The City reserves the right to terminate this contract by written notice to the contractor
effective the date specified in the notice should any of the following apply:
The contractor is determined by the City to be in breach of any of the terms and conditions of the
contract and/or to have failed to perform his/her services in a manner satisfactory to the City. In the
event the contractor is found to be in default, the contractor will be paid for all labor and materials
provided as of the termination date. No consideration will be given for anticipated loss of revenue
or the canceled portions of the contract.
2. The City has determined that such termination will be in the best interest of the City to terminate the
contract for its own convenience.
Funds are not available to cover the cost of the services. The City's obligation is contingent upon
the availability of appropriate funds.
2.39. VARIATIONS OF SPECIFICATIONS - For purposes of bid evaluation, bidders must indicate any
variances from bid specifications and/or conditions, no matter how slight. If variations are not stated on the
Price Sheet, it will be assumed that the service to be provided fully complies with the City's specifications.
Rev. 6/8/98 9 8 -- 896
3.0 SPECIAL CONDITIONS
3.1 SCOPE AND PURPOSE
It is the intention of the City of Miami to establish a term contract for the provision of microfilming
services for the Department of Building and Zoning.
3.2 CONTRACT TERM
The Contract shall commence upon the date of award and shall be effective for an initial one (1) year
period, with the option to extend for two (2) additional one (1) year periods, subject to the availability
of funds for succeeding fiscal years.
Continuation of the contract beyond the initial period is a City prerogative, not a right of the bidder.
This prerogative will be exercised only when such continuation is clearly in the best interest of the
City.
3.3 EXAMINATION OF SITE / WORK TO BE PERFORMED
Each bidder is highly encouraged, prior to submitting a bid, to inspect the site, and to acquaint
himself/herself with the needs and requirements of the specified services. The bidder is further
required to carefully examine the specifications and to inform himself/herself thoroughly, regarding
any and all conditions and or requirements that may in any manner affect the work to be performed.
No allowances will be made because of lack of knowledge of these conditions.
Location: Department of Building and Zoning
444 S.W. 2nd Avenue, 4th Floor
Miami, Florida 33131
Bidders shall contact Mr. Antonio Bosque at (305) 426-1103 in advance to make an appointment to
inspect the documents to be microfilmed.
3.4 CONDITIONS FOR RENEWAL
Each renewal of this contract is subject to the following:
a. Advance written mutual agreement.
b. Continued satisfactory performance compliance with the specifications, terms and conditions
established herein.
c. Availability of funds
In the event the Contractor is unable to extend the contract for any subsequent period under the
above conditions, or for whatever cause, advance written notice and explanation must be submitted
to the Chief Procurement Officer no later than ninety (90) days prior to the annual expiration date.
Such notification is subject to the acceptance of the City, or the Contractor may be found to be in
default.
3.5 METHOD OF AWARD
The contract will be awarded to the lowest responsible and responsive bidder whose bid meets the
requirements and criteria set forth in the IFB.
The City reserves the right to accept or reject any or all bids or parts of bids, waive informalities, and
request rebids on the services in the IFB.
CITY OF MIAMI, FLORIDA SPECIAL CONDITIONS (CONT.) BID 97-98-160
3.6 APPROVAL BY EMERGENCY FINANCIAL OVERSIGHT BOARD
The State of Florida has appointed an Emergency Financial Oversight Board ("Oversight Board")
which is empowered to review and approve all pending City of Miami contracts. As a result, contracts
shall not be binding on the City until such time as they have been approved by the Oversight Board.
Issuance of a Purchase Order shall constitute evidence of its approval by the Oversight Board.
3.7 NON -APPROPRIATION OF FUNDS
In the event no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable
in any fiscal period for payments due under this contract, then the City, upon written notice to
Contractor or his assignee of such occurrence, shall have the unqualified right to terminate the contract
without any penalty or expense to the City.
3.8 CANCELLATION
The City Manager by written notice may terminate in whole or part any Agreement resulting from this
invitation, when such action is in the best interest of the City. If the Agreement is so terminated, the
City shall be liable only for payment for services rendered prior to the effective date of termination.
3.9 BIDDER QUALIFICATIONS
Bids will be considered only from firms that are regularly engaged in the business of providing the
goods as described in this bid. Subsequently, the Bidder will:
a) Be fully licensed to perform the work described herein, and shall provide all information
requested in the Specifications and Price Sheet.
b) Have no record of pending lawsuits or criminal activities and not have conflicts of interest which
may be of embarrassment to the City.
c) Must have its facility meeting City's requirements within the City of Miami, Miami -Dade
County, or Broward County.
d) Not submit a bid should the contractor have any member, officer, or stockholder that is in arrears
or is in default of any debt or contract involving the City, is a defaulter or surety otherwise, upon
any obligation to the City, and/or has failed to perform faithfully any previous contract with the
City.
3.10 MANAGEMENT CONTACT INDIVIDUAL
Bidder shall supply the name and telephone numbers, home and office, including beeper numbers, of
at least two (2) of Bidder's employees with the authority to make management decisions and to
whom the City can contact on a twenty-four (24) hour basis when the service is needed.
3.11 MATERIALS AND EQUIPMENT
The Bidder shall furnish, at his/her own expense, all equipment, materials or supplies, including
gasoline and oil, necessary for completion of all the services specified in this Bid. Bidder shall
additionally possess back-up equipment to perform the required services should equipment require
repairs or replacement.
3.12 CONTRACT ADMINISTRATOR
Upon award, contractor shall report and work directly with Mr. Hector Lima, Assistant Director,
who shall be designated as the Contract Administrator and who may be contacted at telephone
number (305) 416- 1102.
2 98- S9
CITY OF All: I M1. FLORIDA SPECIAL CONDITIONS (CONT) BID 97-98-I b0
3.13 LOCATION OF PICKUP AND DELIVERY OF ITEMS
For purposes of microfilming:
Department of Building and Zoning
444 S.W. 2nd Avenue
4th Floor
Miami, Florida 33131
Pickup and delivery of items shall be made in coordination with the Contract Administrator.
Destruction forms and Certificates of Authenticity shall be delivered to the Records Administrator,
3500 Pan American Drive, 1st Floor, Miami, Florida 33133.
3.14 SUBCONTRACTING
The Contractor shall not assign the contract or enter into subcontracts for any of the work described
herein. Any request for the use of a subcontractor must be approved in alivance by the City. Strict
adherence to this condition is required.
3.15 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 Office of Safety and Health Administration (OSHA),
the National Institute of Occupational Safety Hazards (NIOSH), the National Forest Products
Association (NFPA), ANSI and other state regulations.
3.16 PERFORMANCE
The contractor shall be fully responsible for performing all the work necessary to meet City
standards in a safe, neat, and good workmanlike manner, using only generally accepted methods in
carrying out the work, and complying with all federal and state laws, and all ordinances and codes of
the City relating to such work.
3.17 FACILITY
Bids shall only be accepted from Bidders who have its facility(s) located within the City of Miami,
Miami -Dade County or Broward County in order to expedite the provision of the required services
as specified within this solicitation. The City reserves the right to visit the facility of bidder(s) to
determine if bidder is responsive to this IFB regarding its facility prior to bid award.
3.18 CONFIDENTIALITY
The successful bidder shall agree to comply with any confidentiality requirements established by the
City, if applicable, and successful bidder's personnel shall comply with same.
3.19 DEFAULT OF CONTRACT
In case of default by the successful bidder, the City may procure the services from other sources and
hold the bidder or contractor responsible for any excess costs incurred.
3.20 INDEMNIFICATION
The successful Bidder shall defend, indemnify and save harmless the City of Miami and all its
officers, agents, and employees from all suits, actions, or other claims of any character, name and
description brought for or on account of any injuries or damages received or sustained by any
person, persons, or property on account of any negligent act or fault of the successful bidder, or of
any agent, employee, subcontractor or supplier in the execution of, or performance under, any
98- 856
CITYOF NIMail. FLORIDA SPECL4L CONDITIONS (CONT) BID 97-98-160
contract which may result from the award of bid. Successful bidder shall pay any judgments with
cost which may be obtained against the City of Miami growing out of such injury.
3.21 WARRANTY
All work hereinafter specified shall be fully guaranteed by the Contractor against defects. Any
defects may occur as the result of either faulty material or workmanship will be corrected by the
Contractor without expense to the City of Miami.
3.22 SUBCONTRACTING
The Contractor shall not assign the contract or enter into subcontracts for any of the work described
herein without the advance written approval by the City. Strict adherence to this condition is
required.
3.23 PRICES SHALL BE FIXED AND FIRM
If the bidder(s) is awarded a contract under this bid solicitation, the prices proposed by the bidder
shall remain fixed and firm during the term of the contract.
3.24 LIQUIDATED DAMAGES
The successful bidder shall at all times guard against damage to or loss of property of the City and of
any others, and shall replace or repair any loss or damage unless such be caused by the City, other
vendor or other Contractors.
The City may withhold payment or make such deductions as it might deem necessary to insure
reimbursement for loss or damage to property through negligence of the successful bidder or his -her
agent.
3.25 ASSIGNMENT
Neither the Bid nor the ensuing Contract shall be transferred, conveyed, assigned, or disposed of,
in whole or in part, without the prior written consent of the City, which may be withheld or
conditioned, in the City's sole discretion.
3.26 PERSONNEL
All personnel of the successful bidder must be covered by Workmen's Compensation,
unemployment compensation and liability insurance, a copy of which is to be provided to the
City. Bidder shall be deemed to represent that it has, or will have upon the award of the Contract, all
necessary qualified personnel required to perform all services arising from the award of the
Contract. All personnel employed shall be employees of Bidder.
All the services required herein shall be performed by the successful Bidder, and all personnel
engaged in performing the services shall be fully qualified to perform such services. Personnel
shall perform all required services in a confidential manner.
3.27 OWNERSHIP OF DOCUMENTS
It is understood by and between the parties than any documents, records, files, or any other matter
whatsoever which is given by the City to the successful Bidder pursuant to this solicitation shall at
all times remain the property of the City and shall not be used by the Bidder for any other purposes
whatsoever without the written consent of the City.
3.28 UNAUTHORIZED WORK
Neither the Successful Bidder(s) nor any of his/her employees shall perform any work unless duly
authorized by a City representative. The Successful Bidder shall not be paid for any work performed
98- 896
CITY OF Po IAMI. FLORIDA SPECLdL CONDITIONS (CONT) BID 97-98-160
outside the scope of the contract or any work performed by an employee not otherwise
previously authorized.
3.29 QUANTITIES
Quantities reflected within this solicitation are estimates only. Amounts may be for more or less than
estimated herein.
3.30 AVAILABILITY OF CONTRACT TO OTHER MUNICIPALITIES / MIAMI-DADE
COUNTY
Although this solicitation is specific to the City of Miami, it is hereby agreed and understood that
any other municipality located within Miami -Dade County and including Miami -Dade County, may
avail itself of this contract and purchase any and all items specified herein from the successful
bidder(s) at the contract price(s) established herein. The aforementioned shall be utilized only after
the successful bidder(s) has been contacted and agreed to provide said commodities / services at
those established prices.
3.31 INQUIRIES
Questions regarding this bid should be directed to Ms. Pamela Burns, Sr. Procurement Contracts
Officer, at (305) 416-1905.
3.32 SAMPLES
A sample of a 35 mm microfilm must be submitted with bid at no expense to the City. Sample will
be used by the City when making a determination of award to ensure quality of the product bidder is
intending to provide to the City.
5
• ♦ t
BID NUMBER: 97-98-160
COMMODITY / SERVICE: Microfilming Services for B & Z
DEPARTMENT/CONTACT PERSON: Hector Lima
DIRECTIONS TO COMPLETE BID AWARD RECOMMENDATION FORM ON THE REVERSE SIDE:
The top portion of the reverse side of this Bid Award Recommendation Form has been completed by the
Department of Purchasing. The user department (s) is required to complete all remaining sections of
this form, including the funding source(s), contract value (if applicable), and all other required approvals
prior to forwarding to Purchasing.
Within 10 days, FAX this completed form along with approved and signed Bid Tabulation Form and the
resolution memo to Purchasing, ATTN: Bid/Contract Section, at 416-1925. These forms will be utilized
by the Department of Purchasing to prepare the Resolution for submission to the Agenda Office for
Commission approval.
aPP c.._
Should the department not concur with the recommendation for award, FAX separate just& adore memo to
Purchasing immediately. Emergency procurements are exempt. =
IN ADDITION TO THE ABOVE DOCUMENTS, PLEASE RETURN A COMPLETED'"CONTRACT
REVIEW AND ANALYSIS FORM" ALONG WITH THE SCI SCREEN "ACCOUNT SUMMARY"
FOR SAID COMMODITY/SERVICE IN PREPARATION FOR THE PRESENTATION AND APPROVAL
OF THE BID/CONTRACT BEFORE THE OVERSIGHT BOARD.
Contact Pamela Burns of the Bid/Contract Section at 416-1905xwxK*cWOfthould you have
any questions.
APPROVAL TO FORWARD
TO DEPARTMENT/OFFICE: .1-t-
Judy S. Carter
Director of Purchasing
DATE: e /j -
aIDRRCOM.DOC 8/8/97 PADS 1 OF 2 06
BID NUMBER: 97-98-160
BID AWARD RECOMMENDATION FORM
COMMODITY/SERVICE: Microfilming services for B&Z
DEPARTMENT / DIVISION: Building and Zoning
TERM OF CONTRACT: one year with the option to extend for 2 additional 1 yr. periods.
NUMBER OF BIDS DISTRIBUTED:
METHOD OF AWARD:
RECOMMENDED VENDOR(S):
27
NUMBER OF BIDS RECEIVED: 6
To the overall lowest responsive and responsible bidder meeting
specifications, or on an item by item basis. as determ. by City.
STATUS:
Lason Systems (microfilming services/plans) Non -Minority
Advanced Imaging_; Solutions,(imagjng_. tax
cards - front and back) --
CONTRACT VALUE:
$19,000.00
Non -Minority- 1 6,000.00
TOTAL: $25 , 000.00
THE FOLLOWING TO BE COMPLETED BY USER DEPARTMENT:
JUSTIFICATION: The Building & Zoning Department's Records Section is responsible for
maintaining and duplicating all Dlans and Dermitsin r
struction and repair of structures. The continuation of
services and imaging (scanning) services is required because State law
mandates that public records be made accessible to the public for a fee.
These records once filmed in duplicate will be maintained as follows:
one (1) set will be a working copy and the other set kept for storaae in
safekeeping It would be cost prohibitive to perform the filming in-house,
as it was done in previous years, it is no longer feasible due to lack of
personnel, lack of space for storage and the camera equipment is very
expensive.
ACCOUNT CODE(S): FY' 99 421001.560302.340 $8,280.00
FY'99 421001.560402.289 16,720.00
TOTAL 25,000.00
DEPARTMENT APPROVAL:
Department Director/
Designee
BUDGET REVIEW APPROVAL:
a/7�/9P
pak M. Parekh
Irector
PURCHASING APPROVAL:
tCa err
OTHER FUNDING APPROVALS, IF APPLICABLE: TITLE:
PAGE 2 OF 2 9 Q_ 8- 6
ITEM: DESCRIPTION:
1 Price per 35 mm microfilmed
image.
2 Price to image / scan front &
back from hardcopy taxcards
TOTAL ITEM 1 & 2
OPTIONAL ITEMS
3 Price per microfilmed image to
convert 16 mm microfilm to
optical image.
4 Price to reproduct 35 mm
microfilm onto silver & produce
diazo duplicate.
Approved
CA
I
00
C� PAGE # 1
TABULATION OF BIDS
MICROFILMING SERVICES
BID NO. 97-98-160
Dataplex Corporation
Lason Systems
Advanced Imaging Solutions
5204 N.W. 165th St.
6954 N:W. 12th St.
1213 S. 30th Ave.
Miami, Fla. 33014
Miami, Fla. 33126
Hollywood, Fla. 33020
Dade / Non -Minority
Dade / Non -Minority
Non -Local / Non -Minority
i
ESTIM.
PRICE EXTENDED ESTIM.
PRICE EXTENDED
ESTIM. PRICE EXTENDED
CITY.
PER PRICE CITY.
PER PRICE
CITY. PER PRICE
ITEM
ITEM
ITEM
100,000
$ 0.635 $ 63.500.00 100,000
$ 0.18 $ 18,000.00
100,000 $ 0.21 $ 21,OOC
75,000
$ 0.145 $ 10,875.00 75,000
$ 0.12 $ 9,000.00
75,000 $ 0.08 $ 6,000.00
$ 74,375.00 $ 27,000.00
$ 0.055 $ 0.08 $ 0.05
$ 5.50 $18.00 $19.00
Approved by:
Director / Designee
Date: a ( 13 k`t 0
Prepared by: Pamela Burns, 8/13/98
$ 27,000.00
ITEM: DESCRIPTION:
1 Price per 35 mm microfilmed
image.
2 Price to image / scan front &
back from hardcopy taxcards
TOTAL ITEM 1 & 2
OPTIONAL ITEMS
3 Price per microfilmed image to
convert 16 mm microfilm to
optical image.
4 Price to reproduct 35 mm
microfilm onto silver & produce
diazo duplicate.
Approved by:
w
I Dz
x
PAGE # 2
TABULATION OF BIDS
MICROFILMING SERVICES
BID NO. 97-98-160
Broward Microfilm
United Micrographics
/ UBC
International Data Depository
6601 N.W. 14 St, Ste. 4
8095 N.W. 98th St.
5195 N.W. 77th Ave.
Plantation, Fla. 33313
Miami, Fla. 33016
Miami, Fla. 33166
Non -Local / Female
Dade / Hispanic
Dade / Non -Minority
i
ESTIM. PRICE
EXTENDED ESTIM. PRICE
EXTENDED
ESTIM. PRICE EXTENDED
QTY. PER
PRICE QTY. PER
PRICE
QTY. PER PRICE
ITEM
ITEM
ITEM
100,000 $ 0.29
$ 29,000.00 100,000 $ 0.33
$ 33,000.00
100,000 NA NA
75,000 $ 0.15
$ 11,200.00 75,000 $ 0.075
$ 5,625.00
75,000 $ 0.086 $ 6,450.00
$ 40,250.00
$ 38,625.00
$ 0.15
$ 0.03
$ 0.038
$ 18.00
(silver)
$ 8.00
(diazo)
Prepared by: Pamela Burns, 8/13/98
$ 7.50
Approved by:
Director / Designee
Date: o tv%N9 4
NA
TIME PERIOD
1992- Present
CITY OF MIAMI
SUMMARY OF CONTRACTS AWARDED
FOR: MICROFILMING SERVICES
Building & Zoning Department
AWARDED TO: Lason System, Inc., and
Advanced Imaging Solutions, Inc.
Bid No. 97-98-160
($25,000.00)
NUMBER OF BIDS DOLLAR AMOUNTS
Lason- 97-99-065 (Police)
PRIOR CONTRACT AWARD: None
$25,000.00
SUMMARY OF CONTRACTS. DOC
CITY OF MIAMI OFFICE OF THE CIT LERK
BID SECURITY LIST
BID ITEM:
BID NO.:
MICROFILMING SERVICES
97-98-160
DATE BID(S) OPENED: AUGUST 12, 1998 1 TIME 11:00 a.m.
BIDDER
'
TOTAL BID
AMOUNT
BID BOND (ER)
CASHIER'S CHECK
INTERNATIONAL DATA DEPOSITORY
See attached bid
DATAPLEX CORPORATION
LASON SYSTEMS
`i
ADVANCED.U4AGING SOLUTIONS INC.
'
BROWARD MICROFILM INC.
W received onl
wehich was sent
e copy of the bid
Procurement
UNITED MICROGRAPHICS
NO BID
JANE GROUP, INC.
MINOLTA
xecetved fsr:� �'T ` c ors fisted he- w
y c s Of t..ir c-bode
are the only a
a
fern
.. r x2 in responso to th
are hereby rejected as late."
sol:catcrtaa:�. If
ny,
received
Pe receivinE bid(s)
(City Department)
() envelopes on behalf of
oa Z e-->
(Date)
SIGNE
City Clerk
L
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:
BID NO.97-98-160 Mia~ des for the Department of Building and Zoning
OPENING DATE: 11-00 A.M. Wednesday, August 12, 1998
BID NO.97-98-113 Steel Picket Fencing at Allapattah Comstock Park for the Department of
Parks and Recreation
OPENING DATE: 10..00 A.M. Tuesday, August 11, 1998
BID NO.97-98-175 Steel Picket Fencing at various City Parks for the Department of Parks
and Recreation.
OPENING DATE: 11.00 A.M. Tuesday, August 11, 1998
Detailed specifications for these bids are available upon request at the City of Miami,
Purchasing Department, 444 SW 2nd Avenue, Sixth Floor, Miami, R. 33130. Telephone No.
416-1904.
Donald H. Warshaw CITY OF MIAMI
City Manager LOGO
AD NO.5316, 5317 & 5318
-r
Y�
o ,o
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 i ' ' 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:
Legal ❑ Classified ❑
Dis la
11. Remarks:
12.
Publication
Date(s) of
Advertisement
Invoice No.
Amount
1,7
c:
(
_
%
13.
❑ Approved
❑ Disapproved
Department Director/Designee Date
Approved for Payment
Date
C IGS/PC 503 Rev. 12/89
1 Routing: Forward White and Canary to G.S.A. (Procurement Manaaement) and retain Pink coov.
DISTRIBUTION: White - G.S.A.; Canary - Department