HomeMy WebLinkAboutR-97-0523_,,J-97-507
7/16/97
RESOLUTION NO. 9-; N 2 3
A RESOLUTION ACCEPTING THE BID OF DATA STORAGE
CENTERS, A DADE COUNTY/NON-MINORITY VENDOR, FOR
THE PROVISION OF A COMMERCIAL RECORDS
MANAGEMENT AND STORAGE FACILITY FOR VARIOUS CITY
DEPARTMENTS, ON A CONTRACT BASIS FOR ONE (1) YEAR
WITH THE OPTIONS TO EXTEND FOR TWO (2) ADDITIONAL
ONE (1) YEAR PERIODS, AT A ESTIMATED ANNUAL COST OF
$10,677; ALLOCATING FUNDS THEREFOR FROM SPECIAL
PROGRAMS AND ACCOUNTS, ACCOUNT CODE NO. 921002-340;
AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF
PROCUREMENT OFFICER TO ISSUE A PURCHASE ORDER FOR
SAID FACILITY.
WHEREAS, pursuant to public notice, sealed bids were received June 16, 1997, for the furnishing
of a qualified commercial records management and storage facility to provide records management and
storage for various City departments; and
WHEREAS, invitations for Bid No. 96-97-092 were mailed to twenty (20) potential bidders and
four (4) bids were received; and
WHEREAS, this facility will be utilized to store inactive files which must be retained pursuant
to Florida State law; and
WHEREAS, the City Manager and the Director of Human Resources recommend that the bid
received from Data Storage Centers be accepted as the most responsive and responsible bidder,
CIIff COMUSM011
METING OF
k
JU L 2 4 1997
solutio
- 3
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 bid of Data Storage Centers for the furnishing of a commercial records
management and storage facility for various city departments, on a contract basis for one (1) year with the
options to extend for two (2) additional one (1) year periods, at a total proposed annual cost of $10,677, is
hereby accepted, with funds therefor hereby allocated from Special Programs and Accounts, Account Code
No. 921002-340.
Section 3. The City Manager is hereby authorized to instruct the Chief Procurement Officer
to issue a purchase order for said facility.
Section 4. This Resolution shall become effective immediately upon its adoption.
PASSED AND ADOPTED this 2 4 th day of July , 1997.
CITY CLERK
APPROVED AS TO FORM AND CORRECTNESS:
A. Q JO E , III
CITY ATTO Y
W1746:CSK
Page 2 97- 523
TO
FROM
0 CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
Honorable Mayor and Members
of the City Commission
tp—Ed d Marquez
U City Manager
DATE
3 0
JUL 1 7 1997
FILE:
SUBJECT: Recommendation for
Resolution and Award of
Bid No. 96-97-092
REFERENCES:
ENCLOSURES:
RECOMMENDATION:
It is respectfully recommended that the City Commission adopt a resolution awarding Bid
No. 96-97-092 to Data Storage Centers (James Spinney, President), a Dade County/Non-
Minority Vendor owned by Suddath Companies, located at 6900 N.W. 74th Avenue,
Miami, Florida 33166, as the lowest, most responsive and responsible bidder, to furnish a
qualified commercial records management and storage facility. This facility will be
utilized to store inactive files for various City departments which must be retained
pursuant to State law. The proposed contract will be effective for an initial one-year
period with the option to extend for two (2) additional one-year periods. Compensation
during the first year of the initial contract period is in the amount of $10,677.
BACKGROUND:
As a result of the relocation of City departments to Miami Riverside Center and pursuant
to State law which mandates the retention of records (e.g. inactive personnel files must be
retained for 50 years), the need to secure a commercial records management center was
identified.
Bids received pursuant to Bid No. 96-97-092, have been analyzed for the furnishing of a
qualified commercial records management and storage facility. Twenty (20) invitations
were mailed and four (4) responses were received. Data Storage Centers meets the
specifications of Bid No. 96-97-092 and offers the lowest, most responsive and
responsible bid based upon the lowest annual cost of service. It .is therefore
recommended that Data Storage Centers receive the Award of Bid as the lowest, most
responsible and responsive bidder, at a total proposed amount of $10,677.
Funding is available to cover the cost of these services in Special Programs and
Accounts - Account Code No. 921002-340.
97- 523 1
BID TABULATION
BID 96-97-092
COMMERCIAL RECORDS MANAGEMENT CENTER
Iron Mountain
745 Atlantic Ave.
Archive America
3455 N.W. 54 Street
Brambles Records
11800 NW 100 Rd, #2
Data Storage Centers
8900 N.W. 741h Ave.
tl Boston, Ma. 02111
Local Address:
Miami, Florida 33142
M
Medley, Fla. 33178
Miami, Fla. 33168
1630 N.E. 1st Avenue
.ttt
Dade/Non-Minority
Dade/Non-Minority
Dade/Non-Minority
Miami, Florida 33132
Extended
Extended
Extended
Extended
Extended
Extended
l' Extended
Extended
Price
Price
Price
Price
Price
Price
Price
Price
Estim.
Unit of
Unit
Monthly
Annually
Unit Monthly
Annually
Unit Monthly
Annually
Unit Monthly
Price
Annually
Item #
Qty.
Measure
Price
Price
Price
)
1.) Storage Cost on a
Monthly basis.
3000
Box
$ 0.17
$ 510.00
$
6,120.00
$ 0.18 $ 540.00
$ 6,480.00
$ 0.18 $ 540.00
$
6,480.00
$ 0.18 $ 540.00
$ 6,480.00
2.) Initial Cost for
$ $
$
$ $
$
$ $
$
A Pick - Up
3000
Box
$
$
B Inventory/Indexing
$ $
$
$ $
$
$ $
$
Tracking System.
3000
Box
$
$
f%}
3.) Pick up from City loc.
"Per
$
$
300.00
$ $
$
$ 0.75 $
$
225 00 ; 5 $ 0.85 $
$ 255.00
A On a Box" basis.
300
Box
$ 1.00
$
$
$ 0.75 $
$
7.50 $ $
$
B On a "Per File Folder"
10
Folder
$ 1.00
$
$
10.00
$
-
£
I for pickup if completed at
basis.
based on relies w/Brambles
b'< d same time as delivery
4.) Delivery Fee
A Per Box basis
300
Box
$ 8.00
We
$
2,400.00
$ - $ -
$
$ 0.75 $
$
225.00 $ 0.85 $
$ 255.00
1st box
$1 add.
' based on scheduled delivery
0.75 $
$
7.50 $ $
. .
$
B On a "Per File Folder
10
Folder
$ 8.00
Na
$
80.00 .
$ $
$
$ -
C Emergency Delivery, w
1st file, $1 add.
$
$
100.00
$ 13.00 $
$ 65.00 '
$ 1.50 $
$
! l
7.60 $ 6.00 $
$ 30.00
within 1 hour
5
2
Box
Folder
$20.00
$20.00
$
$
..
40.00
$ 13.00 $
$ 26.00
.. $ 1.50 $
$
3.00 '"" $ 15.00 $
$ 30.00
$10 per trip
$
70.00
5). Indexing/Catalog.Fee
100
Box
$ 0.25
$
25.00
" $
$
$ $
$
$ 0.30 $
$ 30.00 + ..
-based on amount of infor. req.
- `_
$
6.) Re -Shelving Fee
300
Box
$ 1.25
$ -
$
375.00 -..
$ - $ -
$
$ 0.75 $
$
225 00 i ? $ - $
7.) Re -Filing Fee
10
File
$ 1.50
$
$
15.00 .'
$ - $
$
$ 0.75 $
$
7.50 $ 1.75 $
$ 17.50
New Accessions
100
Box
$ 1.00
$
$
100.00
$ 1.25 $
$ 125.00
$ $
$)
if
$ 1.25 $
$ 125.00
De -Accessioning
3300
Box
$ 1.25
$ -
$
4,125.00
$ 1.50 $
$ 4,950.00
$ 0.78 $
$
2,57400 $ 2.50 $ -
$ 8,250.00
8). Disposal Fee
100
Box
$ 1.50
$
$
150.00
$ 1.00 $
$ 100.00
$ 0.78 $
$
78.00 $ 2.50 $
$ 250.00
9). Boxes Delivered
100
Box
$ 1.40
$
$
140.00 ,.
, $ 1.25 $
$ 125.00
` $ 1.15 $
$
115.00 j $ 1.95 $
$ 195.00
tr.,
10). Fax Cost
Page
10
Page
$ 1.00
$
$
10.00 '
$ 0.25 $
$ 2.50
$ 0.10 $
$
1.00 $ 1.00 $
$ 10.00
A First
B Additional Pages
10
Page
$ 0.25
$
$
2.50
$ 0.25 $
$ 2.50
$ 0.10 $
$
1.00 $ 0.25 $
$ 2.50
11). Photocopies
10
Page
$ 0.50
$
$
5.00
.: $ 0.75 $
$ 7.50
$ 0.10 $
$
I
1.00 &A $ 0.25 $
$ 2.50
A First Page
B Additional Pages
10
Page
$ 0.20
$
$
2.00
$ 0.25 $
$ 2.50
$ 0.10 $
$
1.00 t $ 0.25 $
$ 2.50
12). Storage Fee
$
$
612.00
$ 0.18 $
$ 648.00
$ 0.18 $
$
648.00 $ 0.204 $
$ 1,598.40
3,001 - 3,500 Boxes
3300
Box
$ 0.17
). Add. Charges
3300
Box
3.50 Perm
Out
$
11,550.00
N/A
N/A1
N/A
$ 1 533.4
TOTAL COST
$
26,021.50
$12,534.00
$
10,677.00
Annual price equals
difference between
3300 boxes
and 3000 boxes.
APPROVED 8
r
APPROVED BY:
D
ctar / Desig e
��
Jud rter
Chief Proc rem t fficer
DATE:
DATE:
•
L-1
BIDRD RECOMMENDATION FOR
BID NUMBER: 96-97-092 COMMODITY/SERVICE:Commercial Records Management -renter
DEPARTMENT / DIVISION: Haman Racrnirc-oa
TERM OF CONTRACT: One (1) year with the opt -inn i-n cox+-,.nri for 7 nAAi t; ona 1 i y-r n— exiicdS.
NUMBER OF BIDS DISTRIBUTED: 20 NUMBER OF BIDS RECEIVED: 4
METHOD OF AWARD: To the lowest most responsive and responsible bidder.
RECOMMENDED VENDOR(S):
Data Storage Centers
STATUS: CONTRACT VALUE:
Dade Non -Minority $10,677
TOTAL: $10,677
THE FOLLOWING TO BE COMPLETED BY USER DEPARTMENT:
JUSTIFICATION: pursuant to State law, the City of Miami is required to retain
various records for specified time periods (e.g., inactive
personnel files must be retained for 50 years). In order to
comply with this requirement in an efficient manner, a bid
was issued to secure a qualified commercial records management
and storage facility.
ACCOUNT CODE(S): 421A 02- 14 0
APPROVAL:
Dipak M. Parekh
Director
OTHER FUNDING APPROVALS, IF APPLICABLE:
PAGE 2 OF 2 PAGES
PURCHASING
\ JUdy S. Carter
Chief Procurement Officer
TITLE:
rd
97- 523
BID NUMBER:
96 - 97 - 092
COMMODITY / SERVICE:- Commercial Records Mgmt. Center
DEPARTMENT/CONTACT PERSON: Rene Jones
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.
Should the department not concur with the recommendation for award, FAX separate justification 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 416-1905XM4=)EKIZXshould you have
any questions.
APPROVAL TO FORWARD
TO DEPARTMENT/OFFICE :
71- hudy S. Carter
Chid Procurement Officer
BIORECOM.DOC 4/30/97 PAGE 1 OF 2 PAGES
TIME PERIOD
1996 - present
CITY OF MIAMI
SUMMARY OF CONTRACTS AWARDED
FOR: COMMERCIAL RECORDS
MANAGEMENT CENTER
AWARDED TO: Data Storage Centers
NUMBER OF BIDS DOLLAR AMOUNTS
95-96-129
PRIOR CONTRACT AWARD: Data Storage Centers
($5,045.00)
$ 5,045.00
SUMMARY OF CONTRACTS. DOC
97- 523
`i
09ITY OF MIAMI OFFICE OF THE CIT &ERK
BID SECURITY LIST
BID ITEM: COMMERCIAL RECORDS MANAGEMENT
i
BID NO.: 96-97-092
DATE BID(S) OPENED: J U N E 16, 1997 TIME 11 : 0 a.m.
BIDDER
TOTAL BID
AMOUNT
BID BOND (ER)
CASHIER'S CHECK
ARCHIVE AMERICA
See attached bid
BRAMBLES RECORDS M
"
--DATA STORAGE CENTERS
"
IRON MOU4TIAIN
NO BID
DANIEL MOVING SYSTEMS
received t,.ame)y as of the above Q?en° ; c
.
ex t , and i l-o .
177 renpunimtv 111!S..
are hereby re acted as late."
l.i G... • i I
A
(City Department)
SIGNED:
Deputy City Clerk
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on
(Date
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City of Miami''
REQUISITION FOR ADVERTISEMENT This number must
of'(o.r`"�`� •
appear in the
. �
iadvertisement.
INSTRUCTIONS: Please type and attach a copy of the advertis m nt with thia reguisition..
1. Department: t
2. 'Division::
Human Resousrces
a
3. Account Code number:
4. Is this a'confirmation:
5. Prepared by:
270101-'287 }
El Yes El No
61adys Bermudez
6. Size of advertisement:. I
•7. Starting date:
8. Telephone number: .
legal
5/30/97
9. Number of times this advertisement is to be
10. Type of advertisement: -
ublished: (1) otie I
❑x Legal ❑ Classified ❑ Dis la
11. Remarks:
Commerciale Records Mgt.
Bid No. 96,-97-092 `
12. .
.
Y
Date(s) of
Advertisement
Invoice No.
Amount
Publication
MIAMI TIMES 6
MIAMI REVIEW
DIARIO. LAS APIER'IC$S
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13.
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❑ Approved
e
❑ Disapproved
Department birector/ .Designee 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.
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