HomeMy WebLinkAboutR-96-0680J-96-990
9/11/96
RESOLUTION NO. 9 6_ 6 S 0
A RESOLUTION, BY A FOUR -FIFTHS (4/5THS)
AFFIRMATIVE VOTE OF THE MEMBERS OF THE CITY
COMMISSION, AFTER A DULY ADVERTISED PUBLIC
HEARING, RATIFYING, APPROVING AND CONFIRMING
THE CITY MANAGER'S FINDING THAT COMPETITIVE
SEALED BIDDING METHODS ARE NOT PRACTICABLE OR
ADVANTAGEOUS AT THIS TIME; WAIVING THE
REQUIREMENT FOR COMPETITIVE SEALED BIDDING
AND APPROVING THE EXTENSION OF AN EXISTING
CONTRACT BETWEEN THE CITY OF MIAMI AND DELTA
BUSINESS SYSTEMS FOR ONE (1) YEAR., AT THE
PROPOSED AMOUNT OF $270,628.68, .AND UNDER THE
SAME TERMS AND CONDITIONS, TO 'PROVIDE FOR THE
CONTINUED ACQUISITION OF CITY-WIDE COPIER
SERVICE ON A LEASH/RENTAL BASIS; ALLOCATING
FUNDS THEREFOR FROM THE INDIVIDUAL BUDGETS OF
THE VARIOUS DEPARTMENTS LEASING COPIERS; AND
AUTHORIZING THE CITY MANAGER TO INSTRUCT THE
CHIEF PROCUREMENT OFFICER TO ISSUE PURCHASE
ORDERS FOR SAID ACQUISITION.
WHEREAS, pursuant to Resolution No. 93-386, adopted June 29,
1993, the City of Miami entered into a three year contract with
Delta Business Systems for the furnishing of copy machines City-
wide on a lease/rental basis; and
WHEREAS, said contract expires September 30, 1996; and
WHEREAS, bid specifications for an Invitation to Bid cannot
be determined until such time as the City assesses and factors in
its needs concerning technology and logistics for the replacement
and placement of copiers throughout City offices, including the
Miaind Riverside Center; and
CITY COMUSSION
NZETING OF
SEP 2 6 1996
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WHEREAS, based upon the foregoing and pursuant to
Section 18-62.1 of the Code of the City of Miami, Florida, as
amended, the City Manager has made a written finding that
competitive sealed bidding methods are not practicable or
advantages at this time; and
WHEREAS, the City Manager recommends that the requirement
for competitive sealed bidding methods be waived and an extension
to the existing contract between the City of Miami and Delta
Business Systems be approved for one year, at a proposed amount
of $270,628.68, and under the same terms and conditions, to
provide for the continued acquisition of copier equipment;
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. By a four -fifths (4/6ths) affirmative vote of
the members of the City Commission, after a duly advertised
public hearing, the City Manager's finding that competitive
sealed bidding methods are not practicable or advantageous at
this time is hereby ratified, approved and confirmed, the
requirement for said competitive sealed bidding methods is hereby
waived and the extension of an existing contract between the City
of Miami and Delta Business Systems for, one (1) year, at the
proposed amount of $270,628.68, and under the sake terms and
conditions, is hereby approved to provide for the continued
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a
acquisition of City-wide copier service on a lease/rental basis,
with funds therefor hereby allocated from the individual budgets
of the various departments leasing copiers.
Section 3. The City Manager is hereby authorized to
instruct the Chief Procurement Officer to issue purchase orders
for said acquisition.
Section 4. This Resolution shall become effective
immediately upon its adoption.
PASSED AND ADOPTED this 26th
ATTEST:
I'ER
CITY CLERK
PREPIaZED AND REVIEWED BY:
O RAMIREL-SEIJ
ASS TANT CITY A O Y
APPROVED AS TO FORM AND CORRECTNESS:
A . �70 I I I
CI ATTO
BSS:W1126
- 3 -
dray of September_ 1996.
�'�ROLLO, MAYOR
96- 680
i
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO : Honorable Mayor and Members
of the City Commission
Merrett R
FROM : City Manj
�1
UCO.N04 N ATION:
DATE : September 18, 1996
SUBJECT
Continuation of Copier
REFERENCES : Contract for a period of
One (1) Year
ENCLOSURES:
FILE :
It is respectfully recommended that the City Commission pass the attached resolution
ratifying the City Manager's findings that competitive sealed bidding methods are not
practicable or advantageous at this time, waiving the requirement for competitive sealed
bidding and approving the extension of an existing copier contract for one (1) year
between the City of Miami and Delta Business Systems at the proposed amount of
$270,628.68.
BACKGROUND:
On May 5, 1993, advertised Bid No. 92-93-068 was opened for the provision of City-
wide copy machines. This bid was to be effective for three (3) years with the option to
extend for one (1) additional 1-year period. The option to extend the contract was listed
as being the prerogative of the City, not the right of the Contractor. During the
development of the bid package, the renewal option was inadvertently left out of the
resolution passed on June 9, 1993.
At present, the City of Miami is approaching the end of its 3-year ropier contract with
Delta Business Systems for low -and mid -volume copy machines. There are several
factors that must be considered because they impact upon the development of new bid
specifications, new contract, and subsequent placement of new machines in the Miami
Riverside Building.
The Information Technology Division of the Finance Department has advised the
Department of General Services Administration and Solid Waste/Graphic Reproductions
Division that the direction of the Riverside Building is to move towards a paperless
environment. Many businesses have taken this approach to reduce the costs associated
with copying and mail delivery. As offices are moved to the Riverside Building, new
computers are issued to replace 15 year old Burroughs Systems and outdated clone.
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The Honorable Mayor and Members
of the City Commission Page 2
Each personal computer in the Riverside Building, and eventually all computers City-
wide, -Aill Lv connected via Windows NT Network. These computers will be capable of
sending facsimiles and electronic mail to all locations throughout the Network. 'These
new features will have a major impact on the amount of copies being generated by City
departments, divisions and offices. Additional concerns are the logistics of replacing
copiers at their present locations, coordinating their moves to the Miami Riverside
Building, and contending with the problem of these copiers being inadequate or
unnecessary.
Delta Business Systems has proven to be a reliable company with excellent service and
respoase time. They have also provided supplies in a timely manner to all copier
worksites throughout the contract. In addition, each copier model tinder this contract has
performed well when used within the specifications of the contract. Delta Business
Systems has assumed the city that any machine with problems or excess wear will be
replaced at no additional cost to the City.
After lengthy discussions with the Law Department, a decision was made that the
continuation of the contract beyond the 3-year period would require further Commission
authorization. Therefore, the Department of General Services Administration and Solid
Waste/Graphic Reproductions Division is recommending a one (1) year extension of the
current copier contract in order to evaluate specifically the copier needs of the Riverside
Building at full capacity and to re-evaluate the needs of the remaining City
c%gartmentYoffc-s before committing to another 3-year contract.
,wads for this equipment shall be available from the budgets of the various departments
leasing* copiers.
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SEP—ie--1996 13:11
P.01
CITY OF KAMI, FLORIDA
INTER -OFFICE MEMORANDUM
To : Me= R. Stiedzim cA-t September 17,1996 FILE
City mampr
sualECY : Continuation of Copier
Co1+<trsat
s
►AOM : on wiam REFEFIP.MMS WAIVER OF iCQMPETITIVE BIDDING
Anistant City h1aruiger ekCLOSUPIEa
The City of N Wni is currently approaching the end of its copier contract with Delta
Business Systerns for low- and mid -volume copy machines. This rontract is usually
renewed every three years because of wear and tear on equipment and advancements in
technology. At this time, however, there are othw faetora wizich must be considered that
will have a direct impact on the bid specifications and subsequent placement of new
machirm in the City, particularly the Miami Riverside Building.
We have been advises by the Wonnaiion Technology Division of the Finance:
Departmau that the direction of the Riverside Building is to move towards a p q=less
enviromnent. Many businesses have take this approach to reduce the cogs% amoeiated
with copying and mail delivery. This is achieved through technology and training, bath
of which have been incorporated in the planning of the Maori Rivaerssde Building. Each
personal computer in the Riverside Building, and t=etimliy all computers City-wide,
will be connected via Windows ATT Network. lbom computers will be cV&le of
sending facsimiles and electronic mail to all locations throughout the Network. These
new featums will have a major impact on the amount of copies being geneirated by City
departmcnts, divisions and offices.
Another conaidcration is the logistics of replacing copises at their present locations,
coonUnaling their moves to the Miami Riverside Building, .and contending with the
problem of them being inadequate or unnecessary.
After reviewing these facawss. the Department of General Services and Solid
Waste/Graphic Reproductions Division considers that it would not be practical or
advantageous for the City to enter into a new 3-year conuvo until all offices have been
moved into the Miami Riverside Building. its equipment reeds have been assa~s,-cd, and
the needs of other City deparmenatoYfices nave been w—v%luat*L Tbemfore, it is
r specdUly rownimended and requested that the requirement for the competitive settled
bidding pros be waived and the cmrm contract be approved for continuation for a
period not to exceed one (1) year at a total esdmoad cost of $270,628.68.
96-3 680
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Merrett R. Stierheim SEP
City Manager Page 2
The original bid specifications, advertised and opened ou May 5, 1993, included a 1-year
renewal option of this contract at the discretion of the City; however, this option was
inadvertently left out of the resolution during the development of the bid vaclmge
awarded on June 29, 1993. After much discussion with the L,lxw Department, it was
determined that further Commission authorization would be required in order to extend
the copier contract for one (1) additional 1-year period. Delta Business Systems has
agreed to this continuation and would honor all terms and conditions stated in the current
contract.
If you concur with this request, please indicate by sjgning below.
Approved:
Men-ett R. Stierheira
City Manager
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GSA/SDI GRAPHIC REP TEL :305--5755152
Sep 13,96 13:35 No,003 P.02
CITY OF MIAMI, FLORIDA
INTER -OFFICE AbElldt}I'tAI°YDUM
To : Walter J. Foe"n DATE
City Clark
sUNURCT
FROM : t1t&cnMisell, Superintendent REFEPENM
oraphic Reproductions Division
ENCLOSURN
F":
Request to Publish Notice for
Public Hearing
Please make arrangements to publish a Notice of Public Hearing for
objection's to the waiving of the requirements for formal sealed bids and
and extending the current copier contract with Delta Business systems
14101 Commerce Way, Miami Lakes, Florida 33016 to, include an additional
one (1) year period. Attached is the advertisement.
The date and time of this public hearing will be at a.m.
glvi Gallastegui
Agenda Coordinator
96- 680
GSA/SW GRAPHIC REP TEL:305-5755152 Sep 13'96 13:39 No.003 P.03
CITY OF MIAXI, FLORIDA
NOTICE TO THE VMLIC
FLZUZ ALL TAKE NOTICE THAT a pubic hearing will be held by the City
Commission of the City of Miami, Florida, on September 26, 1996 at. 9:00
a.m. , in the City Commission Ci a nbers at City Hall, 3500 Fan American
Drive, Miami, Florida, for the purpose of considering, ratifying,
approving and confirming than City Manager's findings that convetitive
seal bidding methods are not practicable or a:'cvantageous at this time;
waiving the reWirawmt for cc&Vetitive sealed bidding and approving the
extension of an existing contract for one (1) year between :he City of
Miami and Delta Business Systeme, 16.101 Cmnerce Way, Miami. Lakes,
Florida 33016, at the proposed mount of $270,628.68.
All interested persons are invited to appear and may be heard concerning
this item. Should any person desire to app%al any decision of the City
Coluission with respect to auiy matter consideretl at this he&ring, that
person shall ensure that a verbatim record of the proceeding is made.
includingall testimony grid evidence upon which any ajVeai may be based.
WALI-W J . FOEMN
City Clerk
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