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HomeMy WebLinkAboutR-96-0606J-96.1016 8/14196 RESOLUTION NO. _9_6 - 6 0 6 A RESOLUTION ACCEPTING THE BID OF UNITED BUSINESS SYSTEMS, FOR THE FURNISHING OF A HIGH DENSITY MOBILE STORAGE SYSTEM FOR THE DEPARTMENT OF HUMAN Rf;SOURCE S, AT A PROPOSED AMOUNT OF $44,024.80, AND FULL SERVICE MAINTENANCE CONTRACT AT A PROPOSED ANNUAL COST OF 4621.00, FOR A TO"rA.L PROPOSED FIRST YEAR COST OF $44,645.80; ALLOCATING FUNDS THEREFOR FROM CAPITAL IMPROVEMENT PROJSCT NO. 311029 025,00000) AND SPECIAL PROGRAMS AND ACCOUNTS NO. 911128 019,645.80); AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE A PURCHASE ORDER FOR THIS ACQUISITION AND THEREAFTER TO EXTEND THE FULL SERVICE MAINTENANCE CONTRACT ANNUALLY, AT THE SAME PRICE, TERMS, AND CONDITIONS, SUBJECT TO THE AVAILABILITY OF FUNDS. WHEREAS, pursuant to public notice, sealed bids were received August 7, 1996 for the furnishing of a High Density Mobile Storage System for the Department of Human Resources; and WHEREAS, invitations for Bid No. 95-96-128 were mailed to twenty-seVon f27) potential bidders and two, (2) bids were received; and WHEREAS, pursuant to the Code of the City of Miami (Section 2-268), one of thra functions of the Department of Human resources is to establish procedures and facilities for the creation, retrieval And preservation of employee personnel records; and WHEREAS, in order to effectiveiy and efficiently address this mandate, a High Density Mobile Storage System is required; and CM CoMMSION L�€t or SEP it 19W awwAutim NO. t i j t mom i 9 WHEREAS, utilizing less floor space then conventional file cabinets, this system will result in greater storage capacity and enhanced records management; and WHEREAS, funds for this acquisition are available from Capital Improvement Project No. 311029 025,000.00) and Special Programs and Accounts No. 911120 t 19,645.803; and WHEREAS, the City Manager, and the Assistant City Manager in charge of the Department of Human Resources recommend that the bid received from United Susiness Systems be accepted as the lowest most responsible and responsive bid; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF TIME CITY OF } MIAMI, FLORIDA. Section 1. The recitals and findings contained in the Preamble to this Resolution d are hereby adopted by reference thereto and incorporated herein as if fully set forth in this section. JV I Section 2. The bid received from United Business Systems for the furnishing ,of High Density Mobile Storage System for the Department of Hur en Resources, at ,a proposed amount of $44,024.80, and full service maintenance contract, at a proposed annual arnount of , 621.00, for a total proposed first year cost of $44,645.80, is hereby accepted, with funds therefor hereby allocated from' Capital Improvement Project No. 311029 ($25,000.00� and Special Programs and Accounts No. 911128 018,645.80). c Section 3. The City Manager is hereby authorized to Instruct the Chief Procurement Officer to issue a purchase order for this acquisition and thereafter to extend the full service maintenance contract annually, at the same price, terms and conditions,, subject to i the availability of funds. Page 2 60 Section 4, This Resolution shall become affective immediately upon its adoption. PASSED AND ADOPTED this 12th day of SppjA har___._, 1996. AROLLQ, MAYOR ATTEST: r v WALTER J. FOEMAN CITY CLERK PREPARED AND APPROVED BY: RAFAEL 0. DTA'Z ' DEPUTY CITY AiTO EY APPROVED AS TO FORM AND CORRECTNESS: A.IDUINN ONES, l CITY ATTORNEY W1053:CSK Page 3 96w' G06 a TO: CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUIV DATE, AUG 2 7 19.0,00 z FILE Honoreble ?41Ryor and Members of the City Cornmission suaJFcr Resolution and Award of Bid High Density Mobile Storage System j Bid No. 95-96-128 Fr�t1N! : Ce REFERENCES . City er ENCLOSURES: i It is respectfully recommended that the City Commission adopt the attached resolution accepting the low bid of United Business Systems, a Non-Minority/Non-focal Vendor, located at 3109 W. Hallandale Beach Blvd., ##101, Hallandale, Florida 33009 for the furnishing of a High Density Mobile Storage Systein at a total amount of $44,64 5.80. !I Pursuant to the Code of the City of Miami (Section 2-268), one of the functions of the Department of Human resources is to establish procedures and facilities for the creation, retrieval and preservation of employee ;personnel records. In order to effectively and efficiently address this mandate, a Nigh Density Mobile Storage System is required. Utilizing less floor space thain conventional file cabinets, this system will result in greater storage capacity and enhanced records management. The Depailment of Human Resources has analyzed bids received on August 7, 1996, pursuant. to Bid No. 95-96-128 for the furnishing of a High Density Mobile Storage System. Twenty-seven (27) invitations for bids were mailed and two (2) bids were received. it was det€nnined that j United Business Systems provided the lowest most responsible and responsive bid. Funds for this equipment are available from Capital Improvement Project No. 311029 ($25,000.00) and I froze Special'Programs and Accounts No. 911128 (S19,645.80). 96- 606 f CITY OF MIAMI, FLORIDA BID NO, BTD. SHEET (Continued) TWXt)Et=: BID SHEET AND ATTACHMENTS MUST BE RETURNED IN TRIPLICATE IN THE ATTACHED FsIMLOPE IDENTIFIED BY BID NIMER., TIME AllDA1.I'E OF AID OPEttINO. IF SECURITY IS R«EQUIRIED, A BID WILL NOT BE ACCEPTED UNLESS THE DEPOSIT OR BOND IS SUBMITTED IN THIS ENVELOPE. Terms: NET 30 (Include cash discount for prompt payment, if any) Additional discount, of N/A %-if .warded all items. Warranty and/or guarantee a__r.�_.__�__�__.��_.�..��__�_�__ Delivery: calendar days reguired upon receipt of Purchase Order or Notice of Award. Number of calendar days required to complete work..after start. an accordance, with the Invitation to Bid, the Specifications, General Conditions, Special. Conditions, and General Information to kidders, we agree to furnish the Item(s) at Prices indicated on the, attached bid sheet(a). P. MIAMS OF COMPANY OWNER(S) ; 3 J*-1ES OF COMPANY OFFICER (S) 3 CONRAD C . PALUMBO D . FLAY PALUr9BO DANNY A. SMITH a) List principal business address: (street address). 1996 STANHOME WAY ORLANDO, FLORIDA 32804 b) List all o;:her offices .located in the State of Florida: (street: address) (SEE' OVER) (Please use the back of this page if more space is necessary) M 'HIND TTY PHQ=RMRrrr QHP,j, The undersigned bi.dder acknowledges that (s)he has received a copy of Ordinance 110062 as amended, the Minority Procurement Ordinance of the City of Miami and agrees to comply with all applicable substantive and procedural provisions therein, including sx:y wants thereto.. Bidder: UNITED BUSINESS SYSTEMS CO I � (company name) - Date: AUGUST 5,• 1996 _ Print Name: D�Wy" PALU.MBO�_,� Indicate if Business is 51% Minority -owned: (Check nne box only) [ ] BLACK ] HISPANIC f ] FEMALE N/A AE IEKaRy,�iR "3 jj ,A.�.. N If firm has an existing plan, effective date of implementation: N/A j _ f firm does not have an existing the Succsssful Bidder(s) shtall be ryquired tc Aalblish ,plan, an Affirmative Acti+gin Policy, pursuant to Ordinance # [d12�r2 as rinse ed. See Appand ..x 3: for samplz. ,•'' • a Bidder: UNITED BUSINESS SYSTEMS CO INCSigna.ture7z,2 I ( company name) FATI 11Rr �yy �1f TA 1`nuni r1'c r,r^a1 aun nr-`P'1.n., Tillt% Ionia ► &W "Tt�.'l..G2 wr,ae +d�+1.`�n T%m t!A •,••. COMMODITY/ SERVICE: HIGH DEN. ITY MOBILE STORAGE SYSTEM DEFAR'n'ta mCONTACT PERIISON: INSS, Rig J©NgS 71-e 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) bi IzWdrsd to complete all remcau Wg sections of this form, including the funding source(s), contract value (if applicable), and all other res ubvd approvals;cioz to forwarding to PMD. �� ithi� 10 darx FAX this completed form along with approved and signed Bad Tabulation Form to Financ,eJPMD, ATTN: Rid/Conuw Section, at 574-aS3. These forms Will be utiliwd by PMD to prepare the solution memo and, the Resolution for submission to the Agenda Office for Commission approval. Should Ito department tip concur with the recommendation for award, FAX sepmue justification mamo to PIAD immediately. emergency procumments are exempt. Comet PAhMA $Iil?.NS of the Bid/Contract Section a, 579-6945 should you Dave xny question& APPROVALTO iJ FORWARD 2— J To Dr-;PAR:t'MFNT/oFFIGE Judy S. Carter w' Chief Procurement Officer DATE: BIDRFtCYJ44.I 5/��/96 PAGE i OF 2 PAGES 96- 606 1 810 AWARD RECOMMENDATION FORM 1"D INUM8064 9596-129 COMM00ITY/SERVICE:_HIGH DENSITY 140 1LE ST0,AILUMTEM DEPARTMENT / DIVISION: HUMM REM, RCES TERM OF CONTRACT: SINGLE P RH!#SE NUMBER OF BIDS DISTRIBUTED: .27 _ NUMBER OF BIDS (RECEIVED: � W METHOD OF AWARD: To the single most responsible and responsive bidder,, - RECOMMENDED VEIIIOOR(S): STATUS: CONTRACT VALUE, MITER BUSINESS SYST'E14S NON-HjN, lNQK-L CAL $44 , 64 5.80 TOTAIZ $44 , 64 5.30 T ME! FOLLOVINNO TO NR CAMPLETED BY UM DEPARTIIE : JUSMIFICATION• Pursuant to the Code of the City of Miami (Section 2-268) , one of the functions of the Department of Human Resources is to establish., procedures and facilities for the creation, retrieval and pras2rvn= tion of employee personnel records. In order to effectively End efficiently address this mandate, a high Density Mobile System is required. utilizing less floor space than conventional file cabinets, this System will result in greater storage capac—Ity i and enhanced records management. r. ACCOUN'rCOPE(S): CIP 311029 ($25,000) cP&A 91112E ($19, 64 5.30) BUDGET REVIEW APPROVAIZ ar S. surana 1� �lazi City Mariager rtile"t OTHER FUNDING APPROVALS, IF APPLICABLE:_ --TITLE; PAGE 2 OF 2 PAGES s, cuter rement Officer �Y 606 CITY OF MIAMI BID NO.95-96.128 HIGH DENSM MOBILE STORAGE SYSTEM 810 TABULATION OFFICE SYSTEMS OF F'LA., INC UNrMD BUSINESS SYSTEMS BIDDERS 5160 N.W.167TH STREET 3109 W. HALLANDALE OCH BLV04 01101 MIAMI, .FLORIDA 33014 HALLANDA.L.E, FLA. 33009 NON--MINORITYIDADE CO. I NON-MSldIiRr(YI'NON-VADE COIlNrf PRICE OF ITEMS 01 HIGH DENSITY MOBILE STORAGE SYSTEM $ 20,837.00 $ 82 LABEL GENERATOR SYSTEM (PC BASED) $ 6,495.00 $ #3 RECORDS MANAGEMENT SYSTEM $ 5,235.00 $ #4 FOLDER CONVERSION $ 31.426.00 $ #5 FLOORING INSTALLATION $ 360.00 $ #5 ELECTRICAL INSTALLATION $ - #7 VOICE DATA. CABLING $ - STRUCTURAL RAIL $ - $ SAFETY SWEEP - 2 PER AISLE $ - $ TOTAL ITEMS#1 -47 $ 64,352.00 $ ADDITIONAL ITEM: FULL SERVICE COST OF ANNUAL MAINTENANCE AFTER THE $ FIRST YEAR i APPROVED BY: (.Judy S. Carter Chia Procurement Officer - GATE. Prepaw By: Pamela Gums August 9, 1U96 APPROVED PY: GATE: 15„251.00 5,103.80 6,43t'0.00 ' 17,195:00 400.00 INCLUDED NIA 273.00 312.00 4024.80 621.00 T' 96' 606 BID Y3ZNa ___ RjQj a-1J ITY MOBILE� STORAGE SYSTEMS '831 ll�. 9 5--'96- 128 mono s�aso�a�r �yym ara.a.+osv rsr�` DAYS 312(l) 61392DI AUGUST 7, 1396 11:00 a.m. Wm nw PAsiteII[ �deR12e! are �ft.1,w---�ae��iv�t �, �,� ����E��►s� asp Aahalf of 994/saLx As'c " ROMs ZXRVT DIVIS1011 Pat Mute q glAi:/!WW ' ol R `• CEIVEI WALTER J. FOEMAN CITY CLERK 7 CITY 0v 1.11,ktfl. FL a ' i 1- I rn © M LEGAL A DVERTISEMENT BID NO, 95-96-120 �,`"oa S 0-11" _Y Sealed raids will be received by the City of Miami City Clerk at his office ocat d at Cii), Hall, 3500 Pan American Drive, Miami, Florida 33133 no later than Est L1996 JJJQD g,n, from qualified firms regularly engorged in the provision of high density mobile storage systems for the storage of records for the Department of Human Resources can a contract basis for one (1) year.. A voluntary Pre -Bid Examination of Site will occur on We nesdav, Jul .11, 19 66 otM,_LQQ a„ it at the Miami Riverside Center, 444 S.W. 2 Avenue, M iomi. All Bidders are to meet in the lobby area prior to the inspection of site. A walk-through of the facility where the system will be installed on the 7th floor will be conducted. 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 good and services to Black, Hispanic and Women Minority Business Enterprises an an equal basis. Minority and women vendors who are interested in submitting bids and who Care not registered with the City as minority or women vendors are advised to contact the City's Procurement Office located at 300 Biscayne Blvd, Woy, Suite 210, Telephone (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 sa bid at the low bid amount, if the original bid amount submitted by the local vendor does not exceed 110 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 Procurornent Office. The City Manager may reject all bids and readvertise. `Ad No. 04164) Cesar H. Odio City Manager 1 i 4�y'� City dii]33'dlf 0 This numbw must REQUISITION FOR ADVERTISEMENT app"I (n the � a�veriismm.nt i�nnm'w�r»su'nna �s�ra�ori+w�u� water mrmr 1. Department i Z Division: I Account Code num ior�_ � 4. is this a confirmation: 5. Prepared tnr: 6. Size of adv"tement: 7. Starting date: 5. TeWrhons+ number. 9. Number of tinm this ndvt M-nent is to be 10. Type of advertisement: ned: .i_ .r B' d No. 12. nate(s) of Advertisement Pubpicadon Invoice No. Arriount _ - Job, !. i .. roved 4 � DisapprovedWIR r ibir te�rr,i n Q4te Approved) for Payment Da`e S/M 503 R-by. l9ift o Forward Whi% and Catiary to G.S.A.{��n roment M&naQiomsnQ wd retain► Pink cM. DO ON: *W** - G.S.Aw t