HomeMy WebLinkAboutR-96-0829J-96-1193
11/21/96
(, 6
RESOLUTION NO. 9 `U' � � �� 9
A RESOLUTION AUTHORIZING AN ADDITIONAL
EXPENDITURE, IN AN AMOUNT NOT TO EXCEED
$15,000.00, FOR ACQUISITION BY THE DEPARTMENT
OF BUILDING AND ZONING OF MICROFILMING
SERVICES FROM MICROFILM DEPOT INC., UTILIZING
EXISTING DADE COUNTY CONTRACT NO. 1444-0/96;
ALLOCATING FUNDS THEREFOR FROM ACCOUNT CODE
NO. 560302-996, PROJECT NO. 421991; AND
AUTHORIZING THE CITY MANAGER TO INSTRUCT THE
CHIEF PROCUREMENT OFFICER TO ISSUE PURCHASE
ORDERS FOR SAID SERVICES.
WHEREAS, it is necessary that the Department of Building and
Zoning continue to utilize the existing microfilming services
contract and expend an additional $15,000.00 in order to adhere
to State law to maintain all plans and documents related to any
building construction; and
WHEREAS, said Department is responsible for maintenance and
duplication of all plans and permits related to the construction
and repair of structures; and
WHEREAS, State law requires that the Building and Zoning
Department maintain all plans and documents related to any
building construction and renovation for the life of the
building; and
WHEREAS, various municipalities and agencies have realized
substantial savings utilizing an existing Dade County contract
for the acquisition of said services; and
CITY CORMSSION
MEETING OF
NOV 2 1 1996
Resolution No.
b- 829
r
WHEREAS, funds for said acquisition are available from
Account Code No. 560302-996, Project Code No. 421991; and
WHEREAS, the City Manager and the Assistant City Manager
responsible for the Department of Building and Zoning recommend
that an increased expenditure of $15,000.00 from Microfilm Depot,
Inc., utilizing existing Dade County Contract No. 1444-0/96, be
authorized;
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 additional expenditure, in an amount not
to exceed $15,000.00, for acquisition by the Department of
Building and Zoning of microfilming services from Microfilm
Depot, Inc., utilizing existing Dade County Contract
No. 1444-0/96, is hereby authorized, with funds therefor hereby
allocated from Account Code No. 560302-996, Project No. 421991.
Section 3. The City Manager is hereby authorized to
instruct the Chief Procurement Officer to issue purchase orders
for said services.
- 2 -
f,,
Section 4. This Resolution shall become effective
immediately upon its adoption.
PASSED AND ADOPTED this 21st day of November 1996.
CAROLLO, MAYOR
ATTEST
ATTEST
WAALTE4RJ.
CITY CLERK
APPROVED AS TO FORM AND CORRECTNESS:
III
CITY
0 T7
A. J9
TY ATTO
W1253:BS :kd
-ALI
- 3 -
I
CITY OF MIAM1, FLORIDA
INTER -OFFICE MEMORANDIIh
To : The Honorable Mayor and
Member of the City Commission
Recommendation
DATE : October 25, 1996 FILE :
SUBJECT : Bid #1444-0/96
Microfilming Plans for
Building and Zoning
REFERENCES: Department
ENCLOSURES:
It is respectfully recommended that the attached resolution be approved authorizing the
Building and Zoning Department to continue to use the service of Microfilm Depot, Inc.
for the microfilming . of plans at an annual cost of $15,000. Microfilm Depot Inc. was
awarded Dade County Bid No. 1444-0/96, funds have been verified and available in
account code 560302-996 (Project No. 421001).
State law requires that the Building and Zoning Department maintain all plans and
documents related to any building construction and renovation for the life of the building.
Background
The microfilm office of the Building and Zoning Department is responsible for maintaining
and duplicating all plans and permits relating to the construction and repair of structures.
For a fee, customers are able to get copies of these plans and documents.
State law requires that public records be microfilmed in duplicate, one set for the working
file, and another set stored in a safe location. As per Chapters 119 and 257 of the Florida
Statutes, a legal basis has been established for the custody and disposal of public records
and for public access to these records, which as a government agency, we follow. For
efficiency and safety of these public records, it would benefit this Department, to have the
services of Microfilm Depot Inc. be continued, they were initially approved as per
Resolution No. 95-720 on October 26, 1995.
96-829
1
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO ; Judy S. Carter DATE ; October 16, 1996 FILE
Chief Procurement Officer
SUBJECT : Dade County Bid #1444-0/96
Microfilming Plans for
Building and Zoning Dept.
REFERENCES : Approvals
FROM : AarlosF. Smith, Director
Building and Zoning Department
ENCLOSURES:
This Department has verified available funding with the Department of Management and
Budget and that funds are available to cover the cost of the subject bid in the amount of
$15,000, for the service of microfilming plans, and blue prints for the public. State Law
requires, that plans, documents or microfiche prints be maintained for the life of the
building or structure and to file an additional copy in another safe location, Account Code
Number 560302-996 Proiect No. 421991.
BUDGETARY REVIEW & APPRO D BY:
Michael Lavi , irector
Department of Finance
96.®829 3
10130;96 10:16 e305 375 4726 GSA PROCLREMEN'T f�j002 KR.ynu Jtt.+�•
ADDENDUM NO. 3
TU: ALL DEPARTMENTS DATE: SEPTEMBER 26, 1996
FROM: METROPOLITAN DADE COUNTY SUBJECT:. BID NO. 1444-0/96
GSA/PROCUREMENT MGMT.'DIV. TITLE:. MICROFILMING OF PLANS
Please note the 'following change(s):
CONTRACT LIFE HAS BEEN EXTENDED 7HRU: MARCH 31, 1997
i PREVIOUS VALUE OF CONTRACT; $1,080,000.00
THREE (3) MONTH PRORATION: $270,000.00 ($102,000•FROM UNALLOCATED FUNDS)
REVISED CONTRACT VALUE: $68,250.00
DEPARTMENT ALLOCATION + CGE.ORDER + PRORATION = CURRENT
OPOR $1,0401000.00 O $258,563.54 41,298,563.54
WASA $ 46,000.00 0 $ 11,436.46 $ 57,436.46
Unallocated $ 102,000.00 0 <$102,000.00> $ 0
ALL ELSE REMAINS THE SAME
TAMETRIA HARRIS, CPPB/mab
9 6•a ®2 9 5
r
ITEM:
AWARD UNDER METRO DADS COUNTY
CONTRACT NO. 1444-0/96
MICROFILMING SERVICES
DEPARTMENT: BUILDING & ZONING DEPARTMENT
TYPE OF PURCHASE: SHORT TERM CONTRACT
REASON: Microfilming Services are required in order to
comply with the Law for maintaining and duplicating all
plans and permits related to the construction and
repair of structures for the life of the building.
RECOMMENDATION:
AWARDDADE.DOC
IT IS RECOMMENDED THAT AWARD BE MADE
TO MICROFILM DEPOT INC., UNDER EXISTING
DADE COUNTY CONTRACT NUMBER 1444-0/969
AT A TOTAL PROPOSED AMOUNT OF $15,000.00.
Chief Pocureme t Offic
Date
96-829 7