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Home My WebLink AboutR-96-0705Ei J-96-997 8/16/96 9 6 — 705 RESOLUTION NO. _ 4 A RESOLUTION ACCEPTING THE BID OF BOWNE OF MIAMI, INC., FOR THE PRINTING, BINDING AND SHIPPING OF OFFICIAL STATEMENTS FOR BOND FINANCING ON A CONTRACT BASIS FOR ONE (1) YEAR WITH THE OPTION TO ' EXTEND FOR AN ADDITIONAL ONE (1) YEAR PERIOD, FOR THE DEPARTMENT OF GENERAL SERVICES ADMINISTRATION/SOLID WASTE, GRAPHICS DIVISION, AT it A UNIT COST OF $7,158 PER BOND ISSUE, WITH AN ANTICIPATED TOTAL OF THREE BOND ISSUANCES PER f YEAR, AT A TOTAL PROPOSED ANNUAL COST OF $21,476.70; ALLOCATING FUNDS THEREFOR FROM THE DEPARTMENT OF FINANCE ACCOUNT CODE NO. 269902- 680, PROJECT N0, 311028; AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE PURCHASE ORDERS FOR THIS SERVICE AND THEREAFTER TO EXTEND THIS CONTRACT FOR AN ADDITIONAL ONE (1) YEAR PERIOD AT THE SAME PRICES, i TERMS AND CONDITIONS, AND SUBJECT TO THE AVAILABILITY OF FUNDS. ' WHEREAS, pursuant to public notice, sealed bid were received July 15, 1996, for 7 the printing, binding and shipping of official statements for bond financing on a contract t i G basis for a period of one (1) year with the option to extend for an additional one (1) year t' Y for the Department of General Services Administration/Solid Waste, Graphics Division; and WHEREAS, invitations for Bid No. 95-96-096 were mailed to eighteen (18) i E potential bidders and one (1) bid was received; and WHEREAS, funds for this service are available from the Department of Finance r i Account Code No. 269902-680, Project Code No, 31 1028; and i i '�T= CESSION' MEETING OF Q C T 1 0 1996 ResaIutian uo. 96- '705 1i WHEREAS, the City Manager and the Assistant City Manager in charge of the Department of General Services Administration/Solid Waste recommend that the bid received from Bowne of Miami, Inc., be accepted as the only responsible and responsive bid; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: r 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. i { Section 2. The July 15, 1996 bid of Bowne of Miami, Inc., for the printing, t . binding and shipping of official statements for bond financing on a contract basis one (1) i year with the option to extend for an additional one (1year period, for the Department of General Services Administration/Solid Waste, Graphics Division, at a unit cost of $7,158 i !f i per bond issue, with an anticipated total of three bond issuances per year, at a total proposed annual cost of $21,476.70, is hereby accepted, with funds therefor hereby s allocated from the Department of Finance Account Code No. 269902-680, Project No. 311028. I Section 3. The City Manager is hereby authorized to instruct the Chief 1 Procurement Officer to issue purchase orders for this service and thereafter to extend this f i 2 i fL [� .. ►"1 61 C contract for an additional one (1) year period at the same terms, prices and conditions, subject to the availability of funds. Section 4. This Resolution shall become effective immediately upon its adoption. y PASSED AND ADOPTED this 10thday of October , 1996. --CAROLLO, MAYOR 4 i ATTEST: WA,LTER EMAN CITY CLERK PREPARED AND APPROVED BY:' RAFAEL 0. DIAZ 1-/ DEPUTY CITY ATTORNEY APPROVED AS TO FORM AND CORRECTNESS: CITY ATTO W 1049:CS1 r f%A CITY OF MIAMI, FLORIDA 1� I , INTER -OFFICE MEMORANDUM To : Honorable Mayor and Members DATE : SEP 3 0 1996 FILE of the City Commission SUBJECT : Resolution and Award of Bid for the Printing of Official Statements i" Bid No. 95-96-096 FROM : REFERENCES: M r S lea _ . a ENCLOSURES: ECOMMENDATION: It is respectfully recommended that the City Commission adopt the attached resolution awarding Bid No. 95-96-096 to Bowne of Miami, Inc., a non-minority/local vendor located at 1001 South Bayshore Drive, Suite 3000, Miami, Florida, 33131 to provide printing, binding and shipping of Official Statements for Bond Financing for the Department of General Services Administration and Solid Waste, Graphics Division. The cost associated with this project is $7,158.90 per bond issue with an anticipated total of three (3) bond issues per year for an estimated annual amount of $21,476.70. This service is on a contract basis, for a period of one (1) year, with the option to extend for one (1) additional year. Funds are available from the Department of Finance Account Code No. 269902-680, Project Code No. 311028. BACKGROUND: The Department of General Services and Solid Waste has analyzed the bids received, pursuant to Bid No. 95-96-096, for the printing, binding and shipping of Official Statements. Eighteen (18) invitations for bids were mailed and one (1) response was received. Bowne of Miami, Inc., met all the specifications of Bid No. 95-96-096 and offered the only responsible and responsive bid based upon the lowest per bond issue cost of $7,158.90. It is therefore recommended that Bowne of Miami, Inc., receive the award of bid as the only responsible and responsive bidder, at a proposed annual amount of $21,476.70 based on an anticipated total of three (3) bond issues per year. Attachments 96- 705 1 1 0 TO Judy S. Carter Chief Procurement Officer r FROM: Y Pamela Burns Sr. Procurement Contracts Officer CiTY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM DATE: August 7, 1996 FILE SUBJECT: printing of Official Statements Bid No. 95-96-096 REFERENCES: ENCLOSURES: The subject bid opened July 15, 1996 and one (1) bid was received from Bowne of Miami for the typesetting and printing of City of Miami official statements on an as needed basis for thQ Department of General Services/Solid Waste, Graphic Reproductions Division. Be advised eighteen (18) Bid packages were mailed by this office to potential bidders. Two (2) vendors responded with a "no bid" for the following reasons: American National Ltd. - Delivery required one day after O.K. of proof. Ross Printing - Does not fit equipment. Contact was made with the above potential vendors to determine further information for not submitting a bid. According to Tony Mazeika of American National Ltd, he reported the turn- around time of 24 hours from the approval of the proof to the provision of the product was too short a timetable for his firm to meet. Additionally, Carl Bollinger from Ross Printing reported had his firm bid, it would not have been a competitive bid as his firm is one of the ten (10) largest firms in Florida and considered the Bid too small a job for his firm. One additional bid was received from Pride of Florida, Tallahassee, Florida, however, it was submitted after the Bid opening date and time; it was therefore returned unopened. Contact was made with Ms. Carol Brantley of Pride of Florida. She reported she had submitted a "no bid" as their firm did not possess a facility in Dade County to provide the printing services as required. In addition, contact was made with Mr. Tim Kern of Evaco, Inc. to determine why the firm did not bid nor submit a "no bid" as they had submitted a bid previously. Mr. Kern reported that at the time of the bid, the firm had more work than what they could handle, and was unable to obtain additional work and therefore did not provide a bid. Contact was additionally made with Ms. Carol Brantley of Pride of America. The Price Sheet to quote prices includes a total of for 40 individual items upon which to provide a price quote on an as -needed, when -needed basis. Bowne of Miami was the only firm to bid, possesses the current contract, and has been the sole provider for the printing of these official _• statements for the City since 1992. WE Dat cc: Bid File 96- 705 3 I'm T OF MIAMI,-FLORIDA SHEET (Continued) BID NO. 95-96-096 _. M : 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 THIS ENVELOPE. &_ 1% discount for payments received within 10 days. ms : 30 days net (Include cash discount for prompt payment, if any) itional discount of N/A % if awarded all items. ranty and/or guarantees N/A ivery: two calendar days required upon receipt of Purchase Order or Notice Award. one Number of calendar days required to complete work after start. accordance with the Invitation to Bid, the Specifiehtions, General Conditions, Special 1tions, and General Information to Bidders, we agree to furnish the Item(a) at Prices rated on the'attached bid sheet(s). ►• NAMES OF COMPANY OWNER(S) : NAMES OF COMPANY OFFICER(S) : me ,of Miami ($owne & • .n - 4 Public r1nmpnny) MiChae1 Knight, Vice President and General Manager, Bowne of Miami List principal business address's (street address): —Bowne of Miami-, 100I Solth Baysore Drive. Suite 3000, Miami, Florida 33131 List all other offices located in the State of Florida: (street address) Bowne of Tampa, Barnett Plaza, Suite 3600, 101 East- Kennedy Blvd., Tampa, Florida 33602 ease use the back of this page if more space is necessary) TNQ i'j( BIRD= CL�MPL� 1 undersigned bidder acknowledges that (s)he has received a copy of Ordinance #10062 as sided, the Minority Procurement Ordinance of the City of Miami and agrees to compIrwith all i.icable substantive and procedural provisions therein, in l.0 er o. der: Bowne of Miami Signature: (company name) e: July 12, 1996 Print Name: Michael Knight irate if Business is 51% Minority -owned& (Check one box only) BLACK [ ] HISPANIC [ ] FEMALE ]4:rPT pTTME A=TOH PLAN .irm has an existing plan, effective date of implementation: 'firm does not have an existing plan, the Successful Bidder(s) shall be re _red to tblish an Affirmative Action Policy, pursuant to Ordinance 10062 nded. Ap dix ')r sample. der: Bowne of Miami Signature: (company name) 5 (!RF TO COMPLETE, SIGN. AND -RETURN TNIS FORM MAY DISOUAL_IFY TWILBID. 96 - -7 0 5 P N BID AWARD RECOMMENDATION FORM BID NUMBER: 95--96-096 COMMODITY/SERVICE: PRINTING OF OFFICIAL STATEMENTS DEPARTMENT / DIVISION: GSA - GRAPHICS TERM OF CONTRACT: ONE (1) YEAR WITH AN OPTION TO RENEW FOR AN ADDITIONAL ONE (1) YEAR. NUMBER OF BIDS DISTRIBUTED: 18 NUMBER OF BIDS RECEIVED: 1 :'. METHOD OF AWARD: AWARD TO BE MADE TO THE ONLY RESPONSIBLE• AND RESPQNSIVE' RT D)F.R_ RECOMMENDED VENDOR(S): i BOWNE OF MIAMI STATUS: __'CONTRACT VALUE: NON-MIN./LOCAL $ 7,158.90 . ._ Per Bond Issue TOTAL: $21,476-70 FOR THREE BOND ISSUES THE FOLLOWING TO BE COMPLETED BY USER DEPARTMENT: JUSTIFICATION: The Department of General Services Administration and Solid Waste/Graphic Reproductions Division has evaluated the only bid received pursuant to Bid No. 95-96-096 for the printing, binding and shipping of Official Statements for bond financing. This bid was received from Bowne of Miami, Inc. a non -minority vendor located within the City of Miami limits. It was determined that Bowne of Miami, Inc. was the lowest responsible and responsive bidder meeting all requirements. As a result, I award is being recommended to Bowne of Miami, Inc. The total cost associated with this project is estimated at 7158.90 per bond issue. - ACCOUNT CODE(S): ' 269902680-311028 TMENT APPROVAL: BUDGET REVIEW APPROVAL: PROCUREMENT APPROVAL: .�, Ct_ Department Director/ Dipak M. Parekh ' Judy S. Carter Designee Deputy Director hief Procurement officer 1 OTHER FUNDING APPROVALS, IF APPLICABLE: TITLE: I PAGE 2 OF 2 PAGES !1 BID NO. 95-96-096 WORKSHEET ESTIMATE TAX ANTICIPATION NOTES -SERIES 1996 Quantity: 500 Preliminar official StatgmenLs Cover - 4 Pages Text -'120 Pages Bowne of Miami NM Typeset Cover - 2 Pages of tabular Cover Printing - 4 Pages - Red & Black Ink (211) 250.00 Text Printing - 120 Pages - Black Ink (1/1) 214.50 2 s6 8a , 2961.30 Printing 120.00 Mailing* 700,00 Postage* $3781.30 Quantity: 50o official Statements Cover - 4 Pages Text - 120 Pages Bowne of Miami (NM) Cover Printing - 4 Pages - Black Ink (111) Text Printing - 120 Pages - Black Ink (1/1) 148.00 2409.60 2557.60 Printing 120.00 Mailing* , ZO-0.00 Postage* $3377.60 Cos Preliminary Official Statements - Official Statements $3781.30 $_3a77.60 $7158.90 Note: This estimated cost has been compiled based upon the specifications used for the printing, binding and shipping Anticipation Notes - Series 1996 from the pricing structure submitted by of the PQS & OS for Tax Bowne of Miami, Inc, in Bid No 95-96-096 ** Bowne of Miami, a non -minority local vendor located at 1001 South Bayshore Drive Suite i and responsive bidder meeting all requirements. 3000, Miami, Florida 33131, is the only responsible *Mailing and Postage cast are estimated. eye tD DID—SICURITT LIST ziD ITINt -,PLINTlNG OFOFI.'ICIAL STATEMENTS DID Ito - a - 1) - - - - -- - - - - --- - -- DATZ SID(S) OPENED LCLTAL "Em P-M—MMIT 16HUB's CHZCK BOWNE OF MIAMI See attached b-d NO BID .AMERICAN NATIONAL LTD ROSS PRINTING I F F. r 777 7 70-� received oavelopea on behalf of (person recolvNi—bids) GSA/SOLID WASTE -PROCUREMENT DIVISION oa '(Clti r LEGAL ADVERTISEMENT BID NO.95-96-096 Sealed bids will be received by the City of Miami City Clerk at his office located at City Hall, 3500 Pan American Drive, Miami, Florida 33133 no later than July 15, 1996 at 10:00 a.m. from qualified firms regularly engaged to provide the necessary services for the printing of Official Statements for the Department of Finance, on a contract basis for one (1) year. 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, 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 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. E 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. i Detailed specifications for the bids are available upon request at the City's Procurement Office. n � The City Manager may reject all bids and readvertise. (Ad No. 2150) Cesar H. Odio sh`- 171 :00 City Manager�o _ < �i City of \,�� I• `This REQUISITION FOR Miami ADVERTISEMENT 2. number must appear in the advertisement. INSTRUCTIONS: Please D4pe and attach a copy of the advertisement with thi;i reQQiqjtLCLn- 1. Department: 2. Division: 3. Account Code number: 4. Is this a confirmation: Yes ❑ No 5. Prepared by: 6. Size of advertisement: 7. Starting date: 8. Telephone number: 5'i 9 9. Number of times this advertisement is to be published: J. oi!C 10, Ty of advertisement: Type �_j Legal El Classified El Display- 11. Remarks: 01;' OFFICIAL S TAT EMIEN A.'S, 12. Publication G.S.A. (Pro urement Manaaernentl USE ONLY Date(s) of Advertisement Invoice No. Amount .MIAI�11 TIMES MI.NMY REVIEW DIAIZIO LAS AMERICAS 13. ❑ Approved El roved J VUesignee Date Department Dire6tor Approved for Payment Date C JGS/PC 503 Rev. 12/89.1 Routing: Forward White and Canary to G.S.A. (Procurement Management) and retain Pink copy. DISTRIBUTION: White - G.S.A.; Canary - Department