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HomeMy WebLinkAboutR-97-0370J-97-365 6/1/97 RESOLUTION NO. A RESOLUTION ACCEPTING THE BID OF PMI IMAGING SYSTEMS, INC., FOR THE LEASING OF A MICROFILM READER PRINTER TO THE DEPARTMENT OF BUILDING and ZONING ON A FOUR (4) YEAR LEASE/PURCHASE OPTION BASIS AT A TOTAL PROPOSED ANNUAL COST OF $11,460.96; ALLOCATING FUNDS THEREFOR FROM THE BUDGET OF THE DEPARTMENT OF BUILDING AND ZONING, ACCOUNT CODE NO. 560402-880; AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE A PURCHASE ORDER FOR SAID EQUIPMENT, PURSUANT TO BID NO. 95-96-145, SUBJECT TO THE AVAILABILITY OF FUNDS. WHEREAS, pursuant to public notice, sealed bids were received December 9, 1996 for the lease/purchase, including maintenance, of a Microfilm Reader Printer for the Department of Building and Zoning; and WHEREAS, invitations for Bid No. 95-96-145 were mailed to eighteen (18) potential bidders and two (2) bids were received; and WHEREAS, the Department of Building and Zoning has determined that said equipment is required since the present printer is over nineteen years old and in constant need of repairs; and WHEREAS, the Microfilm Office of the Building and Zoning Department is a revenue producer which charges the public for copies of plans, tax cards and blueprints; and RPPA' AMENDED BY: -lwaww�— .s r�ammmv s-w�_ ��,• mu a:. CITY COM USSION MEETING OF J U N 0 9 1997 Resolution No. 97— 370 WHEREAS, funds for said service are available from Account Code No. 560402-880; and WHEREAS, the City Manager and the Director of the Department of Building and Zoning recommend that the bid received from PMI Imaging Systems, Inc. (PMI) be accepted as the lowest most responsible and responsive bid; and WHEREAS, if the System does not meet the department's expectations, PMI will take the unit back, at no cost to the City, within the lease period; 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 December 9, 1996 bid submitted by PMI Imaging Systems, Inc. for the leasing of a Microfilm Reader Printer on a four (4) year lease/purchase option basis, at a total proposed annual cost of $11,460.96 is hereby accepted, with funds therefor hereby allocated from the Budget of the Department of Building and Zoning, Account Code No. 560402-880. Section 3. The City Manager is hereby authorized to instruct the Chief Procurement Officer to issue a purchase order for said equipment. Section 4. This Resolution shall become effective immediately upon its adoption. - 2 - 97- 379 Q��1t+ PASSED AND ADOPTED this 9th day of June 1997. ATTEST: P,�ROLLO, MAYOR � WALTER J. FOEMAN CITY CLERK APPROVED AS TO FORM AND CORRECTNESS 62��wlk a_. . QVYNN JNS, III CITY ATTO Y W1633.BSS - 3 - 97_ 370 0 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: The Honorable Mayor and Members of the City Commission FROM: E Marquez City Manager RECOMMENDATION: DATE: JUN 3 1997 SUBJECT: Resolution Authorizing the Lease/Purchase of a Microfiche Reader Printer REFERENCES: ENCLOSURES: FILE: It is respectfully recommended that the City Commission approve the attached resolution authorizing the lease/purchase of a Microfiche Reader Printer equipment for the Microfilm Office of the Building and Zoning Department. The equipment will be leased/ purchased from PMI Imaging Systems Inc., (Gary Schwartz and David J. Vollmers, owners), a non- minority/non-local vendor, located at 2100 Park Central North, Suite 300, Pompano Beach, Florida. The annual cost of the lease/purchase, including maintenance, will not exceed $11,460.96. Funds are available in the Fiscal Year 1996-1997 budget of the Building and Zoning Department. BACKGROUND: The Department of Building and Zoning has determined that this equipment is needed since the present printer is over nineteen (19) years old and in constant need of repairs. Eighteen (18) invitations for bids were mailed and two (2) bids were received. It was determined that PMI Imaging, Inc. submitted the lowest, most responsible and responsive bid for the leasing of this equipment. Due to the rapid change in technology, a lease/purchase for four (4) years at a cost of $11,460.96 per year, which includes maintenance, is being recommended rather than an outright purchase of $39,445. If the system does not meet the department's expectations, PMI Imaging Systems, Inc. will take the unit back at no cost to the City, within the lease period. The Microfilm Office is a revenue producer. It charges the public for copies of plans, tax cards, and blueprints. The new Microfiche Canon NP-700 Reader Printer has the capability of reading and printing 16 mm / 35 mm rolls of films, in addition to a two (2) hours response time for maintenance servicing. SOURCE OF FUNDS: 1996-1997 Building and Zoning Department; Account No. 560402-880, "Capital Lease" 97- 370 1 S, tt.. CITY OF MIAMI; FLORIDA j" BID N0. 95-96=145 BID SHEET (Continued) 1VDI TM.— BID SHEET AND ATTACHMENTS MUST BE RETURNED- IN TRIPLICATE IN THE ATTACHED ENVELOPE IDENTIFIED BY BID NUMBER, TIME AND DATE OF BID OPENING. IF SECURITY IS REQUIRED, A BID WILL NOT BE ACCEPTED UNLESS THE DEPOSIT OR BOND IS SUBMITTED IN 'PHIS ENVELOPE. Terms: Net 30 Days (Include cash discount for prompt payment, if any) Additional discount of N/A % if awarded all items. Warranty and/or guarantee: 90 Days Delivery: 10 calendar days required upon receipt of Purchase Order or Notice of Award. 2 Number of calendar days required to complete work after start. In accordance with the Invitation to Bid, the specifications, General Conditions, Special Conditions, and General Information to Bidders, we agree to furnish the Item(s) at Prices indicated on the attached bid sheet(s). r NAMES OF COMPANY OWNER(S): Gary Schwartz David J. Vollmers NAMES OF COMPANY OFFICER(S): Gary Schwartz, President David J. Vollmers, Vice President a) List principal business address: (street address) 2100 Park Central Blvd. N. Suite 300 Pompano Beach, FL _33064 b) List all other offices located in the State of Florida: (street address) Same As Above (Please use the back of this page if more space is necessary) MINORITY PROCUREMENT COMPi,TANC� The undersigned bidder acknowledges that (s)he has received a copy of Ordinance #10062 as amended, the Minority Procurement Ordinance of the City of Miami and agrees to comply with all applicable substantive and procedural provisions therein, including any amendments thereto. Bidder: (company name) Date: Signature: N/A Print Name: Indicate -if Business is 51% Minority —owned: (Check gne box only) ( ] BLACK [ ] HISPANIC ( ] FEMALE AF'TRMATTVE ACTIONPLA11 If fire, has an existing plan, effective date of implementation: 8/82 If firm does not have an existing plan, the Successful Bidder(s) shall be required to establish an Affirmative Action Policy, pursuant to Ordinance #10062 as amended. See Appendix I for sample. Bidder: PMI Imaging Systems, Inc. Signature: (company name) TH K._ FAILURE TO COMeLETE..�.�1G.N� AND ,RETURN THIS FORM MAY DISOUAL FY ISM � � A BID NUMBER: 95-96-145 COMMODITY / SERVICE: Microfilm Reader/Printer DEPARTMENT/CONTACT PERSON: Building & zoning - Tony Bosgue 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 Procurement Management Division (PMD). 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 PMD. Within 10 days, FAX this completed form along with approved and signed Bid Tabulation Form to Finance/PMD, ATIN: Bid/Contract Section, at 416-1925. These forms will be utilized by PMD to prepare the resolution memo and the Resolution for submission to the Agenda Office for Commission approval. Should the department not concur with the recommendation for award, FAX separate justification memo to PMD immediately. Emergency procurements are exempt. Contact Maritza Fresno of the Bid/Contract Section at 4MXWA or 416-1907 should you have any questions. APPROVAL TO FORWARD TO DEPARTMENT/OFFICE : Judy S. Carter hief Procurement Officer DATE: BiDRECOM.DOC 5116196 PAGE 1 OF 2 PAGES 5 97'7 - 30 }F% x4'l �tiP.t BID A ARD RECOMMENDATION FORD _ � t i BID NUMBER: 95-96-145 COMMODITY/SERVICE: MICROFILM READER/PRINTER' DEPARTMENT / DIVISION: BUILDING & ZONING - TONY BOS_QUE TERM OF CONTRACT: LEASE PURCHASE NUMBER OF BIDS DISTRIBUTED: Eighteen (18) NUMBER OF BIDS RECEIVED: Two (2) METHOD OF AWARD: Lowest most responsible and responsive bidder RECOMMENDED VENDOR(S): STATUS: CONTRACT VALUE: PMI IMAGING SYSTEMS INC NON-MINORITY/DADE TOTAL: $11.460.96 THE FOLLOWING TO BE COMPLETED BY USER DEPARTMENT: JUSTIFICATION: The Department of Building and Zoning has determined that this equipment is needed since the present printer is over nineteen years old and in constant need of repairs. A lease/purchase for four (4) years at a cost of $11,460.96 per year, which includes maintenance, is being recommended rather than an outright purchase of $39,445 due to the rapid change in technology. The Microfilm Office is a revenue producer. It charges for copies of plans, Tax cards, and blueprints to the public. The new Microfiche Reader Printer, Canon NP700 Printer has the following features: capability to read and print 16 mm/ 35 mm rolls of film in addition to 2 hours response time for maintenance servicing. ACCOUNT CODE(S): 560402-880 DEPARTMENT APPROVAL: APPROVAL: ff �- - %, &' �� Depa ment Director/ Dipak M. Parekh Designee � Director L� a7 OTHER FUNDING APPROVALS, IF APPUCABLE: PAGE 2 OF 2 PAGES PROCUREMENT APPROVAL: tf . Ca Curement officer TITLE: ' 97- 37 t" VENDORS item Description 1 MICROFILM READER/PRINTER AS OR EQUAL TO MINOLTA RP609Z Manufacturer/Model No. Bid Standard warranties: Prepared by Maritza Fresno, 12-19-96 BID NO. 95-96-145: MICROFILM READER/PRINTER TABULATION OF BIDS Minolta Business systems Inc PMi imaging Systems Inc 7825 NW 148 Street 2100 Park Central N. Suite 300 Miami lakes FI 33016 t Pompano Beach PI 33064 Dade/Non-Minority Ef, Dade/Non-Minority MONTHLY RATES Option 1 Option 2 Option 3 f 3 Yr lease 4 Yr lease 5 Yr Lease b f $ 1,207.84 \mo $ 1,074.00 \mo 975.67 \mo Minolta/RP609Z 3 ' 90 days Page 1 MONTHLY RATES Option 1 Option 2 Option 3 3 Yr Lease 4 Yr Lease 5 Yr Lease $ 1,052.70 \m $ 955.08 \m $ 848.22 {Canon NP 700 Printer 190 Days Approva . Department Director/Designee CITY OF MIAMI SUMMARY OF CONTRACTS AWARDED FOR: LEASING OF A MICROFILM READER/PRINTER TIME PERIOD AWARDED TO: PMI Imaging Systems, Inc. NUMBER OF BIDS DOLLAR AMOUNTS 1992- present None awarded SUMMARY OF CONTRACTS. DOC 9 ►7-- 370 an YTKK: TWO MICROFILM READER PRINTER- Ste- - n K:D 10. 95-96-145 •AZ! miD(Di 0!lMEDe DECEMBER 9,_1996 10�00 a.m. �sD a TOTA � �la�_� li __g�smscoc MINOLTA. BUSINESS SYSTEM See attached bid — PMI IMAGING SYSTEMS, INC. M -NO BID AMERICAN HAICRO I14AGE SOUTHERN BUSINESS•COMMUNICATIONS OFFICE SYSTEMS FUTURE MEDIA PRODUCTS, INC. FIRST IMAGE MANAGEMENT CO. MEDLEY MICRO, INC. LOIS CORPORATION COIN CURRENCY_"' DOCUMENT SYS. =�< Offers from the vendors list other offers suhmittcd in r.�- ..,�•� herein are t?� - o-0-ir r `t^T7' ,�---�- ,v,,Es Ma 57' _.��OMfYIYfYaM-- --M— O— a•a YOIMM— — -receivedenvelopes on behalf of (:arvoa rseai�-all bits) GSA/SOLID TASTE -PROCUREMENT DIVISION --.on �-/ 2 - 9%---- ---__ (City Departasat) D aCit Cisrk) W LEGAL ADVERTISEMENT rn BID NO.95-96-145 0 AM Sealed bids will be received by the City of Miami City Clerk at his officD logateUt City Hall, 3500 Pan American Drive, Miami, Florida 33133 no later than Decemb-or 9, 'W96 at 10:00 a.m. for the leasing of two (2) Microfilm Reader/Printers as or equal to Minolta's #RP603Z and #RP609Z for the Departments of Police and Planning, Building and Zoning. Bids submitted after the deadline and/or submitted to any other location or office shall be deemed non -responsive and shall be rejected. Ordinance No. 10062, as amended, established a goal of awarding 51 % of the City's total dollar volume of all expenditures for all goods and services to Black, Hispanic and Women Minority Business Enterprises, on an equal basis. (See Ordinances 10062 and 10538) . Minority and women vendors who are interested in submitting bids and who are not registered with the City as minority or women vendors are advised to contact the City Procurement Office located at 300 Biscayne Blvd. Way, Suite 210, (305) 579-6845. Section 18-52.1(h) of the City Code, as amended, states that the City Commission may offer to a responsible and responsive local bidder, whose primary office is located in the City of Miami, the opportunity of accepting a bid at the low bid amount, if the original bid amount submitted by the local vendor does not exceed 1 10 percent of the lowest other responsible and responsive bidder. The City reserves the right to request copies of the occupational license, professional and/or trade licenses, corporate chart and tax return and any other documents to verify the location of the firm's primary office. All vendors whose primary office is located within the City of Miami must provide a copy of their City Occupational License with their bids. Detailed specifications for the bids are available upon request at the City's Procurement Office. The City Manager may reject all bids and readvertise. (Ad No. 04196) Edward Marquez City Manager eM j* r 0 City of Miami I °t^s VI, This number must REQUISITION FOR ADVERTISEMENT appear In the t advertisement INSTRUCTIONS: Please nd attach a cogy of the advertil 1: bepartment: 2. Division:, I'61ic;e 3. Account Code number:. . 4. Is this a confirmation: 5. Prepared by: ) 290201-28 ❑ Yes ❑ No Gladr, tic iwidnz 6. Size of advertisement: 7. Starting date: S. Telephone number: legal 1112 2 /96 416 -1904 9. Number of times this advertisement is to be 1 10. TYPe of advertisement: published: 1 i © Legal ' ❑ Classified ❑ Display 11. Remarks: Did, No. 95-96--145 jg Microfilm Rearder. Prini.er k 3 12. j Publication Date(s) of Advertisement Invoice No. 7 Amount 14IA141 T 1,1ES • 3 MI:AMI REV-1,0( i DIARIG LA S AIAER T.CA!3 i ? -t D► � -t rrn i yK M -+� 3: s�f r D lfl j l i t F I 13. ❑ Approved i ❑ Disapproved ; i Department Director/ Di'signee Date Approved for Payment Date C GS/PC 503 Rev. 12/89 outing: Forward White and Canary to G.S.A. (Procurement Management) and retain Pink copy. vw � n�uv � wn. •�nuo - v..a.n.� vmm.� - voNai uuon�