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Home My WebLink AboutR-96-06841 J-96-1091 9/26/96 RESOLUTION NO. A RESOLUTION ACCEPTING THE BID OF DATA STORAGE CENTERS, A DADE COUNTY/NON-MINORITY VENDOR, FOR THE FURNISHING OF A. COMMERCIAL RECORDS MANAGEMENT AND STORAGE FACILlrY FOR VARIOUS CITY DEPARTMENTS, 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 COST OF $5,045.00; ALLOCATING FUNDS THEREFOR FROM THE GENERAL OPERATING BUDGETS OF THE DEPARTMENTS OF HUMAN RESOURCES AND FINANCE, ACCOUNT CODE NOS. 270101-340 ($2,545.00) AND 261101-340 ($2,500.00); AUTHORIZING THE CHIEF PROCUREMENT OFFICER TO ISSUE A PURCEIASE ORDER FOR SAID FACILITY, AND THEREAFTER TO EXTEND SAID CONTRACT FOR TWO (2) ADDITIONAL ONE (1) YEAR PERIODS, AT THE SAME PRICE, TERMS AND CONDITIONS, PURSUANT TO BID NO. 95-96-129 AND SUBJECT TO THE AVAILABILITY OF FUNDS. WHEREAS, pursuant to public notice, sealed bids were received August 7, 1996, for the furnishing of a qualified commercial records management and storage facility for various City departments; and WHEREAS, invitations for Bid No. 95-96-129 were mailed to sixteen (16) potential bidders and five (5) bids were received; FW WHEREAS, said facility will be utilized to store inactive files which must be retained pursuant to Florida State law; and WHEREAS, the City Manager and the Fire Chief recommend that the bid received from Data Storage Centers be accepted as the most responsive and responsible bidder; Car -01i 1 ME'f OF SEP 26 10 Rewium kft 96-- 684 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 gully 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 option to extend for two (2) additional one (1) year periods, at a total proposed annual cost of $5,045, is hereby accepted, with funds therefor hereby allocated from the General Operating Budgets of the Departments of Human Resources and Finance, Account Code Nos. 270101-340 ($2,545.00) and 261101-340 ($2,500.00). Section 3. The City Manager is hereby authorized to instruct the Chief Procurement Officer to issue a purchase order for said facility and thereafter to extend said contract for two (2) additional one (1) year periods, at the same price, terms, and conditions, pursuant to Bid No. 95-96--129 and subject to the availability of funds. Section 4. This Resolution shall become effective immediately upon its adoption. - 96- 684 PASSED AND ADOPTED this 26th day of September , 1996. ATTES . i _ j WALTER MAN CITY CLERK APPROVED AS TO FORM AND CORRECTNESS: A. Q , III CITY ATTO Y W1.133 : CSR: BSS mm 96.- 684 " i [i TO !Walter J. Foeman City Clerk FROM Beverly Solomon Legislative Coordinator CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM DATE November 5, 1996 FILE SUBJECT Resolution No. 96-684 adopted September 26, 1996 REFERENCES . Scriveners Error -Account Codes ENCLOSURES: (2) Resolution No. 96-684, adopted September 26, 1996 (Item No. 14) , which accepted the bid of Data Storage Centers for the furnishing of a commercial records management and storage facility, contains a scrivener's error in the Title and in Section 2, as it cites an incorrect account number - Capital Improvement Program, Account Code No. 250102-340 (311042). The accounts from which the allocation of funds is to be made for said bid award are the General Operating Budgets of the .Departments of Human Resources and Finance, (Account Code No. 270101-340 I$2, 545. 001 and Account Code .No. 261101-340 !$2500. 001 respectively) . Inadvertently, staff did not state the correct account numbers on the record when the item was heard, but did however, distribute a memorandum signed by the City Manager (see attached) to the members of the City Commission on September 25, 1996, the day prior to the adoption of said item. Based upon the foregoing, and due to the absence of any impact or effect resulting from this scrivener's error, no further action by the City Convassion is deemed necessary or appropriate as said bid acceptance did not alter the intent, or vary from the specifications %rind costs approved pursuant to Resolution No. 96-684. Therefore, the attached modified original Resolution should be substituted for the Resolution currently maintained by your office as it appropriately reflects the correct account codes. You may wish to keep this memorandum on file with any back- up material you have in your custody regarding the Item. BSS:W091 CC: Judy S. Carter, Chief Procurement Officer Renee S. Jones, Assistant to the Human Resources Director Carol Kelsey, AdministrativeAssistant 96- 684 CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM To Honorable Mayor and Members DATE September 25, 1996 FILE Ci C ' sion SUaJECT Sderheim REFERENCES : 9/26/96 Commission FROM City Manager Meeting ENCLOSURES: Please be advised that a funding source for the Records Management and Storage Faclity in the amount of $5,545.00 has been identified for item #14 on the September 26, 1996 City Commission Agenda as follows: Qgpartment Account Araggnt Personnel Management 270101-340 $29545 Fimmce/Procurement Division 261101-340,L,' $2,500 �� 684 Li CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM TO Walter J. Foeman DATE November 5, 1996 ME City Clerk su�r�cr Resolution No. 96-684 adopted September 26, 1996 FROM�everly Salomon REFERENCES Scrivener's Error -Account Codes Legislative Coordinator ENCLOSURES \7� resolution No. 96-654, adopted September 26, 1996 (Item No. 14), which accepted the bid of Data Storage Centers for the furnishing of a commercial records management and storage facility, contains a scrivener's error in the Title and in Section 2, as it cites an incorrect account- number - Capital Improvement Program, Account Code No. 250102-340 (311042). The accounts from which the allocation of funds is to be made for said bid award are the General operating .budgets of the Departments of Human Resources and .Finance, (Account Code No. 270101-340 f$2,545.001 and Account Code No. 262101-340 ($2500.001 respectively). Inadvertently, staff did not state the correct account numbers on the record when the item was heard, but did however, distribute a memorandiun signed by the City Manager (see attached) to the members of the City Commission on September 25, 1996, the day prior to the adoption. of said item. Based upon the foregoing, and due to the absence of any impact or effect resulting from this scrivener's error, no further action by the City Coimniz^ion is deemed necessary or appropriate as said bid acceptance did not alter the intent, or vary from the specifications ead costs approved pursuant to Resolution No. 96-654. Therefore, the attached modified original Resolution should be substituted for the Resolution currently maintained by your office as it appropriately reflects the correct account codes. You may wish to keep this rneuorandum on file with any back.. up material you have in your custody regarding the Item. BSS:W091 CC: Judy S. Carter, Chief Procurement Officer Renee S. Jones, Assistant to the Human Resources Director Carol Kelsey, Administrative Assistant 9 6-.6 8 4 �r I CITY OF MIAIAI, FLORIDA INTER -OFFICE MEMORANDUM TO : Honorable Mayor and Members DATE September 25, 1996 FILE N C lion SUEJECT ITEM1#14 ierheim 9/26/96 Commission FROM ; REFERENCES: City Manager Meeting ENCLOSURES: { Please be advised that a funding source for the Records Management and Storage Faclity in the amount of $5,545.00 has been identified for item #14 on the September 26, 1996 City Commission Agenda as follows: Department Arcoun Amount Personnel Management 270101-340 $2,545 Finance/Procurement Division 261101-340., $2,500 96--684 -V Honorable Mayor and Members of the City Commission Merrett City Mane CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM C47E SFP 1 !P9S SLSjEC' Resolution and Award of Bid Qualified Commercial Records Management & Storage Facility REFERENCES Bid No. 95-96.129 ENCLOSURES RECOMMEND TA ION: It is respectfully recommended that. the City Commission adopt the attached Resolution awarding Bid No. 95-96-129 to Data Storage Centers, a Dade County/Non-Minority Vendor, located at 6900 N. W. 74 Avenue, Miami, Florida 33166 as the lowest most responsible and responsive bidder, to furnish a qualified Commercial Records Management and Storage Facility. This facility will be utilized to store inactive files which must be retained pursuant to State law for various operating Departments. The first year estimated cost is $5,045.00 with option to extend for two (2) additional one year periods. BACKGROUND: Bids received pursuant to Bid No. 95-96-129, have been analyzed for the furnishing of a qualified Commercial Records and Storage Facility. Sixteen (16) invitations were mailed and five (5) responses were received. Data Storage Centers meets the applicable specification of Bid No. 95-96-129 and offers the lowest most responsible and responsive 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 $5,045. S011 CE OF FUNDS• 1995.1996 Capital Improvement Program - Account Code No. 250102-340 (311042) in the Amount of $5,045.00. MFM0129. DOC 96-M 684 1 a i WITY OF MIAMI, FLORIDA BID NO. 95-96-=129 BID SHEET (Continued) BID SHEET AND ATTACHMENTS MUST BE RETURNED IN TRIPLICATE IN TH ATTACHED ENVELOPE IDENTIFIED BY BID NUMBER, TIME AND DATE OF BID OPENING IF SECURITY -IS REQUIRED, A BID WILL NOT BE ACCEPTED UNLESS THE DEPOSXT O BOND IS SUBMITTED IN THIS ENVELOPE. Terms: Net 30 iInclude cash discount for prompt payment, if any) �Aditional discount of NIA $ if awarded all items. Warranty and/or guarantee: As Stated in the proposal 1Llivery:_Nj.&_calendar days required upon receipt of Purchase Order or Notic= of Award. 14-145 Number of calendar days required to complete work after start. 5 Utions, ccordance with the Invitation to Bid, the Specifications, General Conditions, special and General Information to Bidders, we agree to furnish the Items) at Prices indicated on the'attached bid sheet(s). r NAMES OF COMPANY OWNER(S) : NAMES OF COMPANY OFFICER(S): aMgq Cn'innpy, , PregiAeAr A.Q, Bell, Dixector Tl� +uddath Comaanioc_ Barbara tric an hector Withers/Suddath Relocation Systems, Inc. .Tames G. Barnett, Assistant Secretary List principal, business address: (street address) 5633 Doolittle Road, Jacksonville, Florida 32254 List all other offices located Ln the State of Florida: (street address) 6900 Northwest 74th Ave.,Miami, Fl. 33166 - 1150 Southwest 32nd Way., Deerfield Beach,Fl 101 Suddath Drive., Orlando, Fl. 32806 -- 2591 Kirby Avenue., Palm Bay, F1. 32905 4 Please use the back of this page if more space is necessary OVER -More Location KjNORTIX Y_TtX=FHE= MHP.TANC£,. ke undersigned bidder acknowledges that (s)he has received a copy of ordinance i10062 as amended, the Minority Procurement Ordinance of the City of Miami an ees to compl ith all mmapplicable substantive and procedural provisions therein, c1. any is reto. dder: i n re Data SoragP C:entFrs $ tu g a (company name) ate: Aueusr„I- 199hPrint N Nancy E. ar Indicate if Business is 51% Minority -owned: (Check one box only) BLACK [ j HISPANIC [ ] FEMALE M.F.Y3M A=_TON PJAAN 0 f firmm has an existing plan, effective date of. implementation: January 9,1996 f firm does not have an existing plan, the Successful Bidder(a) shall be red to establish an affirmative Action Policy, pursuant to Ordinan s ad. Appendix for sample. - qidder: DATA STORAGE CENTERS Signatu e: (company name) 1,3._K.t l 9s- 684 r"I BID NUMBER: 95 - 96 - 129 DEPARTMENT/CONTACT PERSON: HS • RENEE JONES The top portion of the reverse side of this Bid Award Recommendation Form has been completed by the Procurement Mamgement Division (PMD). The user department (s) is mqvhvd to complete all ruing sections of this forth, including the funding source(s), contract value (if applicable and all other required appr+ovais REiM to forwarding to PMD. Within ➢ 0 days. FAX this completed fivak along with approved and signed Bid Tabulation Form to Fiwmce u % ATIN: Bid/Contract Section, at 579-6853. '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 = concur with deer recommendation for award, FAX separate justification memo to PMD immediately. Emergency procur ments are exempt Contact PAMELA Bpiq S of the Bid/Contract Section at 579-MS should you have any questions. APPROVAL TO FORWARD TO DEPARTMENT/OFFICE : Judy S. Cartes — Chief Procurement Officer DATE: /- ✓ - 71° 8IDRECON.DOC 5/16/96 PA= X OF 2 PAORS 5 96- 684 elD AWARD RICOMMINDATION FORM No MMOM 95-96- 129 COMMODITYISERVICE: COMMERCIAL RECORDS MGM GENTrER DEPARTMENT 1 DIVISION: HUMAN RESOURCES TERM OF CONTRACT: One (1) year with option to extend for two (2) additional one (1) yr periods NUMBER OF BIDS DISTRIBUTED: ,SLltean (16) NUMBER OF BIDS RECEIVED: Five (5) METHOD OF AWARD: ,,_ th"oyjst,,,agist reaR2usible gad responsive Bidder. RECOMMENDED VENDOR(S): STATUS: Data Storage Centers Dade Non -Minority CONTRACT VALUE: $5,045 TOTAL: $ 5 , 045 JUSTIFICATION: Pursuant to State law;the City of Miami is required to retain various records for specified time periods (e.g. inactive personnel filets 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. ACCOUNTCODEG: CIP-250102-340 (Project 311042) BUDGET (REVIEW APPROVAL: Di pax areklh De*%uty Director PRO APPROVAL: y S. Carter chief Procurement officer OTHER FUNDING APPROVALS, IF APPLICABLE: TITLE:+ ]PAGE 2 OF 7 PAOM 96- 684 L :.Y a:• - Ito :r tr ►: �;+ *, + r � 375 .751$ 75 - 75 $ .75f$ 750 $I .4i7 Y' AD I $ .22/$2,640* G- -U- !M ititi,00 �r pem $ .145t$1,70 $1.7Qt$1,70' $ .75t$ 750 +Tjf� 30) -0- -U- .0- $1.25 t$ 625 �.75 /$ '� $1.25 � 125 $1.Q 5m $ .15 t$ 75 $1.Wi$ 1a0 35 t$2,350 $ .70 t$ � $, .sop fflo $1.75 t$1,75'D $1.10 t$1►1�i 150 4)- em 15.710 r DID ZTZX& r. QHMRR.rA JU�.(�• RDS MANAGEMENT AND STORAGE FACILITIES w 41 BID INC.* 95-96� 1�9 ,ATX 219(s) O:SUtsDe AUGUST. 7, 1996 10:30 rn o ww •.wlr swww-w•wwr.N •.mow..—s w � � �s •��e um tte�rr �� u ��i��w�o6 amino lira• wow PIERCE LEAHY ARCHIVES See attjedd r DATA ARCHIVE SERVICES "•ARChIVEAMERICABRAMBLES RECORDS NO BID a�� ' w�wr,sr BULLET COURIER SERVICES, INC, WASTE MANAGEMENT , IRON MOUNTAIN w DANIEL MOVING SYSTEMS woa. —wwr.ww��wwq,�• ASTRO MOVING & STORAGE my offer "Offers from the vendors listed herein are tha other offers submitted in response to ths a_? cltati if any, tare Rereby rem' ctelFs a[; .f�we•—•wow • a R 9161 I.rw \Oil .Yv.�riiY.a••OwiMw M�•M Mrw w waro�wwwww�•lw�.f0 _ a 0a4oisysa on iehe2t of CSAISOM MASTS•PROCU MSNT DIVISION (City v o'se YfdsM sear r.rr�w.r rw►w wrp�s� A, - wow—.rwrwr�.+yl•a�o.asrN r '�6p:jet ,vt; : - .ir � •—,...o ;m w RECEIVFn V6 AUG -7 A10 :30 WALTER J, FOEMAN CITY CLERK CITY Or "ll AM.I. FLA. MDNo. 95-9o.129 CONINIERCA AL RECORDS NIC�4 V, SYSTr.NJ hal If -lit the opening dato ar,:1 11 w—A ple:t:o� L-0 gas o;Xili'19 J.,or Of August 51 1996 m 1 1:30 A.M. 96 10:30 A.M, gy av, r,v c, t..) r in filconvortierce f1his. miy it, S, o Sul AL Y LEGAL ADVERTISEMENT 7 � 122 Sealed bids will be received by the City of Miami City Clerk at his office Iwocat at City Hall, 3500 Pan American Drive, Miami, Florida 33133 no later than t� .11:30 g.M. from qualified commercial records management and storage facilities to provide records management and storage of approximately 1,000 one (1) cubic foot boxes containing inactive files/documents from various City departments on a contract basis for one (1) year for the Department of Human Resources. 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 on an equal basis. 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's Procurement Office located at 300 Biscayne Blvd. Way, Sulte 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 a 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 Procurement Office. The City Manager may reject a!I bids and readvertise. (Ad No. 04162 ) Cesar H. Od!o City Manager AK 04162 City of Miami NIN ! REQUISITION FOR ADVERTISEMENT This number must appear In the t advertisement 111099 • eitnan! with,INA Mgui 1. Departments 2. Division: 3. Account Cade number: 4. Is thls rr confirmation: 5. Prepared by: 2 ��.�.-267 ` ❑ Y�� I No _ Pamela 13Grz�a S. Size of advertisement 7. Starting date: 7/18/ 96 S. Telephone number. 579-6845 al S. Number of times this advertisement is to be 1fD. Ty of advertisement ublished: (1) one agal ❑ Clanified ❑ DISRlay 11. Remarks: Bid No.; 95• 9(0• 1.29 Cotzunerclal Records M91ut C,tr. 12. r Publication j Date(s) of Advertisement Invoice No. Amount UAAI TIMES—_ i i :&,ru IZEVIEW D.- AR 1.0 LAS AMERI CAS 1 , 1 1 f zt trn sry .. 0 � s Op A 2 C 13. I ❑ Approved ❑ Dlsapproved � Department Director/Designer Date Approved for Payment Date 1 iv §S/PC 503 Rev. 12/88 Roubn : Forward 'White and Canary to G.S.A. (Procurement Management) and retain Pink copy. DISTENTION: 1Whits - GSA, Canary - Department