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Home My WebLink AboutR-98-1204J-98-1159 11/30/98 RESOLUTION NO. S O— 1 2 0 4 A RESOLUTION AUTHORIZING AN INCREASE, IN AN ANNUAL AMOUNT NOT TO EXCEED $150,000 ANNUALLY, IN THE CONTRACT WITH APRICOT OFFICE SUPPLIES, APPROVED PURSUANT TO RESOLUTION NO. 98-92, FOR THE PROCUREMENT OF OFFICE SUPPLIES FOR VARIOUS CITY DEPARTMENTS; ALLOCATING FUNDS THEREFOR FROM THE FY '98-99 OPERATING BUDGETS OF THE VARIOUS USER DEPARTMENTS. WHEREAS, pursuant to Resolution No. 98-92, adopted January 27, 1998, the City Commission accepted the bid of Apricot Office Supplies, for the furnishing of office supplies for various City departments, on an as needed basis, for the term of one (1) year with the option to extend for two (2) additional one (1) year periods; and WHEREAS, the original annual amount approved for said bid was based upon total sales to the City of Miami by Apricot Office Supplies for the period of January, 1997 through December, 1997; and WHEREAS, since that time, there has been a significant increase in the requirements for office supplies among various user departments, particularly the Departments of Community Off %J%A—SStOIf iwrnw OF DEC 0 8 1998 AmbAwn RM S8-1204 Development (Office of Workforce Development) and Police; and WHEREAS, the Chief Procurement Officer recommends that the contract with Apricot Office Supplies be increased annually by an amount not to exceed $150,000; and WHEREAS, the increase only authorizes the total annual award amount, as the unit prices and discount percentages remain the same as approved by the original award, terms and conditions; and WHEREAS, funds are available from the FY 198-99 budgets of the various user City departments, subject to budgetary approval at time of need; 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 contract with Apricot Office Supplies for the procurement of office supplies citywide, approved pursuant to Resolution No. 98-92, adopted January 27, 1998, is hereby increased by in an amount not to exceed $40,000 annually, with funds therefor hereby allocated from the FY 198-99 operating budgets of the various user departments for said increase. Section 3. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.1/ PASSED AND ADOPTED this 8th day of December JOE CAROLLO, MAYOR 1998. In accondarm with Miami Code Sec. 2-36, since the Mayor did not indicate approval of this lregjabdion by signing it in the designated place proAded, said legislatbn now becomes effective with the elapse of ten (W�0)dafrom the date of Cam son action n�rding same, without the Mayor exercio r ) / ATTEST: City Clerk WALTER J. FOEMAN CITY CLERK APPROVED�AS FORM,--FORM,--46 CORRECTNESS: r PY ATTORNEY 061:BSS:kc 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 - -�204 Honorable Mayor and Members ro : of the City Commission FROM: Tornald H. Warshaw City Manager RECOMMENDATION: CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM 37 NOV `' DATE: FILE Resolution Authorizing Contract SUBJECT: Extension and Increase for the purchase of Office Supplies Citywide Bid No. 97-98-028 REFERENCES: ENCLOSURES: It is respectfully recommended that the City Commission adopt the attached Resolution extending the term of the contract between the City and Apricot Office Supplies, Co., Bid No. 97-98-028, previously authorized by Resolution No. 98-92, for the furnishing of office supplies for various City Departments, for an additional term of one year and increase the annual contract amount by $150,000.00. Funds are available from FY'98-99 budgets of the various user City departments subject to budgetary approval at time of need. BACKGROUND: The original award amount of this contract was based upon total sales of Apricot Office Supplies, Co. to the City of Miami for office supplies for the period of January, 1997 through December, 1997. Since that time, there has been an increase in the requirements for office supplies among various user departments, in particular the Departments of Community Development and Police. The expansion of existing programs and implementation of new programs have significantly increased the level of service provided by the Office of Workforce Development; thus, forming the primary basis for the increase usage of this contract. Finally, it is noted that in the past, the Police Department did not utilize the existing Office Supplies Contract to purchase certain commodities. They have now determined that it is more cost effective to purchase these commodities under the Citywide Office Supplies Contract; hence, the additional funding requirement for this contract is necessary to meet their needs. The terms and conditions of the original contract, including the unit price and percentage discounts remain the same. MemoOfficesu ppl iesUdnc Q' S -1204 J-98-102 1 /15/98 RESOLUTION N0. 9 S ` 92 A RESOLUTION ACCEPTING THE BID OF APRICOT OFFICE SUPPLIES FOR THE FURNISHING OF OFFICE SUPPLIES CITYWIDE, ON A CONTRACT BASIS FOR ONE (1) YEAR WITH THE OPTION TO EXTEND FOR TWO (2) ADDITIONAL ONE (1) YEAR PERIODS, AT A TOTAL PROPOSED ANNUAL AMOUNT OF $325,000.00; ALLOCATING FUNDS THEREFOR FROM FY '97-98 BUDGETS OF THE VARIOUS USER CITY DEPARTMENT, SUBJECT TO BUDGETARY APPROVAL; AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE PURCHASE ORDERS FOR THESE PURCHASES. WHEREAS, pursuant to public notice, sealed bids were received on December 31, 1997, for the furnishing of office supplies Citywide, on a contract basis for a period of one 11) year with the option to extend for two (2) additional one (1) year periods; and WHEREAS, invitations for Bid No. 97-98-028R-M/WBE were mailed to fifty-one (51) potential bidders and three (3) responses were received; and WHEREAS, funds for these purchases will be available from FY '97-98 budgets of the various user City departments, subject to budgetary approval; and WHEREAS, the City Manager and the Director of Purchasing recommend that the bid received from Apricot Office Supplies, be accepted as the lowest most responsible and responsive M. NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: COi+IIWss' G OF A1998 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 bid submitted on December 31, 1997, by Apricot Office Supplies for the furnishing of office supplies citywide, on a contract basis for one (1) year with the option to extend for two (2) additional one (1) year periods, at a total proposed annual amount of $325,000.00, is hereby accepted, with funds therefor hereby allocated from FY ' 97-98 budgets of the various user City departments, subject to budgetary approval. Section 3. The City Manager is hereby authorized to instruct the Chief Procurement Officer to issue purchase orders for these purchases. Section 4. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 27thday of January , 1998. ATTES . WALTE J EMAN, CITY CLERK APPROVED AS TO FORM AND CORRECTNESS: "405"to—law)'l-IJ F-MrsilliPlik • W2191:CSK VIER L. SUA EZ, MAYOR 98MU,o4 2 EXTENSION AND INCREASE OF CONTRACT ITEM: DEPARTMENT: TYPE OF PURCHASE RECOMMENDATION: AwardExtlncOfficeSuppl ies Office Supplies Citywide Contract for one (1) year with the option to extend for two (2) additional one (1) year periods IT IS RECOMMENDED THAT AN EXTENSION OF THE CONTRACT BETWEEN THE CITY AND APRICOT OFFICE SUPPLIES, CO. FOR THE FURNISHING OF OFFICE SUPPLIES CITYWIDE AND AN INCREASE TO THE ANNUAL CONTRACT AMOUNT BY $150,000.00 BE APPROVED. FUNDS ARE AVAILABLE FROM FY'98-99 BUDGETS OF THE VARIOUS USER CITY DEPARTMENTS SUBJECT TO BUDGETARY APPROVAL AT TIME OF NEED. recto Pu ing Da e 98-1204