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Home My WebLink AboutR-95-0011J-95-9 12/28/94 RESOLUTION NO. 95- It A RESOLUTION ACCEPTING THE BID OF NATIONAL COMPUTER SYSTEMS FOR THE FURNISHING OF AN OPTICAL MARK SCANNER FOR A TOTAL PROPOSED AMOUNT OF $16,482.40 FOR THE DEPARTMENT OF POLICE; ALLOCATING FUNDS THEREFOR FROM THE LAW ENFORCEMENT TRUST FUND, ACCOUNT CODE NO. 290904-996, PROJECT NO. 690001, SUCH EXPENDITURE HAVING BEEN CERTIFIED BY THE CHIEF OF POLICE AS BEING IN COMPLIANCE WITH FLORIDA STATE STATUTE 932.7055, AS AMENDED; AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE A PURCHASE ORDER FOR THIS EQUIPMENT. WHEREAS, pursuant to public notice, sealed bids were received October 12, 1994 for the furnishing of an optical mark scanner for the Department of Police; and WHEREAS, invitations for Bid No. 93-94-191 were mailed to thirty-eight (38) potential bidders and two (2) bids were received; and WHEREAS, this optical mark scanner will expedite the data entry process time by 40% by eliminating the time consuming task of manual data entry; and WHEREAS, funds for this purchase are available from the Law Enforcement Trust Fund, Account Code No. 290904-996, Project Code No. 690001; and :CITY COMMISSION DMETING OF JAN 1 2 T9151 Resolution No. 95- 11 WHEREAS, the City Manager and the Chief of Police recommend that the bid received from National Computer Systems be accepted as the lowest responsible and responsive bid; 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 October 12, 1994 bid of National Computer Systems for the furnishing of an optical mark scanner for the Department of Police, at a total proposed amount of $16,482.40, is hereby accepted, with funds therefor hereby allocated from the Law Enforcement Trust Fund, Account Code No. 290904-996, Project No. 690001, such expenditure having been certified by the Chief of Police as being in compliance with Florida State Statute 932.7055, as amended. Section 3. The City Manager is hereby authorized to instruct the Chief Procurement Officer to issue a purchase order for this equipment. Section 4. This Resolution shall become effective immediately upon its adoption. 95- 11 -2- PASSED AND ADOPTED this 12th day of January 1995. STfPHEN P. CLARK, YOR AT MA TY HIRAI CITY CLERK PREPARED AND APPROVED BY: RA AEL 0. DIAZ DEPUTY CITY ORNEY APPROVED AS TO FORM AND CORRECTNESS: n ,if A. QUOIN J S, III CITY ATTO Y ROD:csk:M4839 95- 11 -3- CITY OF MIAMI, FLORIDA INTFR-OFFICE MEMORANDUM CA=1 1 TO : The Honorable Mayor and Members DATE : DEC 2 2 1994 FILE of the City Commission SUBJECT: Bid Approval, Bid No. 93-94- 191, Optical Mark Scanner FROM : Ces i , io REFERENCES: City., ger ENCLOSURES: RECOMMENDATION: It is respectfully recommended that the award of Bid No. 93-94- 191 and a Resolution accepting said bid be granted to NCS Technology, Inc., a non -minority, non -local vendor, located at 4401 West 76 Street, Edina, Minnesota 55435, in the amount of $16,482.40, for furnishing an optical mark scanner to the Police Department. The funding source will be the Law Enforcement Trust Fund, Project No. 690001, Index Code 290904-996. BACKGROUND: An Optical Mark Scanner reads marks which are made on an incident report thus eliminating data entry for those portions of the report. The machine is intended to speed up the processing of incident reports. With the purchase of the scanner the Police Department should be able to speed up the data entry process by 40%. The Police Department has analyzed the bids received on October 12, 1994, for the provision of an optical mark scanner. The Department has found that NCS Technology, Inc. has met their requirements and specifications. Scantron provided a lower bid than NCS Technology, Inc.; however, they did not meet their requirements and specifications. The scanner to be provided by Scantron did not have the specified open feed path for ready clearance of jams. Additionally, the cost of producing forms for use with the scanner is considerably less with the NCS Technology bid. On September 26, 1994, invitations for sealed bids were sent to prospective vendors. Bids were opened on October 12, 1994, with two (2) responsive vendors. It is, therefore, recommended that the bid award be made to NCS Technology, Inc., in the amount of $16,482.40. The Department's specifications have been met, and the funding source will be the Law Enforcement Trust Fund, Project No. 690001, Index Code 290904-996. 95- if The Honorable Mayor and Members of the City Commission Page 2 Amount of Bid $16,482.40 Cost Estimate/Budgeted Amount: $19,750.00 Source of Funds: Law Enforcement Trust Fund Project No. 690001 Index Code 290904-996 Minority Representation: N/A Public Hearings/Notices I N/A Assessable Project: N/A i I I I i i Bid No. 93-94-191 % of Cost Estimate: 83% CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO : Judy S . Carter DATE :( FILE Chief Procurement Officer SUsJECT : Bid Approval, Bid No. �0_e 93-94-191, Optical Mark Scanner Donad H. Warshaw FROM : Chief of Police REFERENCES ENCLOSURES: This department has verified that funds are available with the Department of Budget to cover the cost of furnishing an optical mark scanner to the Police Department, at a cost of $16,482.40. Funding is to be from the Law Enforcement Trust Fund, Project No. 690001, Index Code 290904-996. BUDGETARY REVIEW & APPROVED BY: ar Surana, Director DJ�tment of Budget REVIEWED AS TO ACCOUNTING AND TREASURY REQUIREMENTS BY: Finance Department ADDITIONAL APPROVALS (IF REQUIRED) Eduardo Rodriguez, CIP Manager City Manager's Office e4iwd P�93(p%perly signed is part of the bid evaluation and recommendation package to be placed on the agenda and must be 141 - resolution cover memorandum.) EMI, FLORIDA v BID NO. 93-94-191 X (Continued) BID SHEET AND ATTACHMENTS MUST BE RETURNED IN TRIPLICATE IN THE ATTACHED ENVELOPE IDENTIFIED BY BID NUMBER, TIME AND DATE OF BID OPENING. IP SECURITY IS REQUIRED, A BID WILL NOT BE ACCEPTED UNLESS THE DEPOSIT OR BOND IS SUBMITTED IN THIS ENVELOPE. Terms: Net 30 days (Include cash discount for prompt payment, if any) Additional discount of None % if awarded all items. Warranty and/or guarantee: One year warranty from date of shipment business Delivery: to ge4-a days required upon receipt of Purchase Order or Notice of Award. N/A Number of calendar days required to complete work after start. In accordance with the Invitation to Bid, the specifications, General Conditions, Special conditions, and General Information to Bidders, we agree to furnish the Item(s) at Prices indicated on the attached bid sheet(s). NAMES OF COMPANY OWNER(S): NAMES OF COMPANY OFFICERS): N/A Charles W. Oswald Robert C. Bowe Russell A. Gullotti Donald J. Gibson Jeffrey W. Taylor John W. Fenton, Jr. a) List principal business address: ( street address) Marcia A. Switenki 11000 Prairie Lakes Drive, Eden Prairie, Minnesota 55344 b) List all other offices located in the State of Florida: (street address) None (Please use the back of this page if more space is -necessary) MINORITY PROCUREMENT COMPLIANCE The undersigned bidder acknowledges that (s)he has received a .copy of Ordinance. #10062 as amended, the Minority Procurement Ordinance of the City of Miami and agrees to comply with all applicable substantive and procedural provisions therein, including any amendments thereto. Bidder: National Computer Systems, Inc. Signature: 10/11/94company . name ) rr Date: Print Name: Indicate if Business is 51% Minority -owned: (Check one box only) [ ] BLACK [ HISPANIC [ ] FEMALE AFFIRMATIVE ACTION PLAN If firm has an existing plan, effective date of implementation: Annually renewed (7/1/94) If firm does not have an existing plan, the Successful Bidder(s) shall be required t establish an Affirmative Action Policy, pursuant to Ordinance #10062 as amended. See Appendi I for sample. (NCS' Affirmative Action Policy is attached) Bidder: National Computer Systems, Inc. Signature: C ( company name) :- 5 TABULATION OF BIDS FOR OPTIC MaK S['ANNI?R BID # 93r-94-191 City Manager. City Gork A. M. P_ u ScalitrM_ Bidder NCS 108Y 4401 W 76 St. 7900 SW 24 St (20 ) - - 2 -3707 Itom No. DESCRIPTION TY Unit Price Total Unit Price Total Unit Price Total Unit Price Total Unit Price Total Unit Price Tar OPTICAL MARK SCAINR 1 16,482.4 16,482.40 15,965.0 15965.0 1 (includLbg printirg cost) --I i Ind few IRREGULARITIES LEGEND. IT IS RECOMMENDED THAT The NCS Bid be accepted since the A —He Pe-er-o1.Attorner SCSntrt711 Bid does not meet B — He Allido.it as to Capitol S Suplus of Banding Company spec Ca lens Un C — Corrected E,tanuens 193-94-191 D — Proposal Unsigned or improperly Signed or No Corporate Seal E—Ijut•::rlunnnIre Nrrt I:Illed I)ut B I D 193-94-191 F— G — Imprepar $id Bond N _ Conacred Bid t_`1 ITE : DEPARTMENT: MVDV nr nrrnr+uacr. Bid No. 93-94-191 Optical Mark Scanner Police Single Purchase The Optical Mark Scanner will eliminate time consuming data entry for police reports. The Police Department will be able to speed up the data entry process by approximately 40%. 38 2 Law Enforcement Trust Fund, Project 690001, Account Code 290904-996. SEE ATTACHED ALL VENDORS ........................... MINORITY/FEMALE (M/F) VENDORS......... Within City limits ................. Registered with City ............... Black (B) Vendors.. ............. Located within City limits......... Registered with City ............... Female (F) Vendors. .. ........... Located within City limits......... Registered with City ............... Hispanic (H) Vendors .................. Located within City limits......... Registered with City ............... NON MINORITY (NM) VENDORS. Located within City limits......... "No Bids" Bid Invitations Bid Mailed Responses 38 2 .16 0 1 0 16 0 5 0 1 0 5 0 2 0 0 0 2 0 9 0 0 0 9 0 22 2 2 0 . - 3 Reason(s) for NOT ,carding to local vendor: Local vendor did not respond to invitation for bid Reason(s) for NO BIDS are as follows: Accurate Cash Register - Unable to meet specs. Guillermo Miralles - Time constraints RECOMMENDATION: IT IS RECOMMENDED THAT AWARD BE MADE TO NATIONAL COMPUTER SYSTEMS, A NON -LOCAL, NON - MINORITY VENDOR AT A TOTAL PROPOSED AMOUNT OF $16,482., hi f Pr cure ent Officer i Date 10 i.r '.f 95- 11 .,:. J.. •ID TTT.9 k, ONE OPTICAL MARK SCANNER w rr _.rrrrw Va woo f 93-94-191 wwr+..+e-++w.�.........�w�r.. �r'e rr•� rr ••.rr rsr rr—� e e rr.,��r 31l?Z 3TDCB) 0pZ1i=Dt OB R 2� 1994 10:30 a. Tit. w•.e..rr�..,....�-,rw! y 0?1L �Sn_1O1tDse�2 N FANTRON AL COMPUTER SYSTEMS INC. S CORPORATION BID: ACCURA`TE CASH REGISTER GUILLERMO MIRALLES See attached • id n n M e effarrirrr"' received timely as of the abov Zcn!nS.j date ann All other offers submitted in respons, to thin solicitati —�lr�-e�wlrMe _fir_.3:_ n, if any. ra•e r— !leee+w++�w+�r lw�e�rela-�►e •e re—ae w+�reew.�!!•rw-w�rwe s w ee w�erer-e..w-�.r; •�rweM•!le eie •eos r��eM e•er�wier•r e rr rw��e rw w��-r�rfw•-+�re�! eee w.w�e-.-MMw�r.�•re.! -iwww/+�We�rl�_w•wr le •!!w ws.—1 Vw�w �•i�Mwl�er w_ ww!—wie lerelw�.!•—w—rrr�—r.r.wa •�PlMweyO�l ww`•w! wwM!—•e—e!!eM!—_w MMe•►l-i_lwrw wwe �.-1 rsw�w ee•eww.e w�—�eM el�ww!•e�r_- Mr—�-.r�•wwr rO //�///I/��/L//M�'w•t—MMiM�ww ►wee-e•e-Mrr w�—r�l— •_.Orw-e!!•! • w�i—__r ws�r,Iwi�•wNw-r Ow lbw-•�rwwrr!—v �_r M �}�r �p-M�•l.�M�lw— ei t �� -e.ws wit w�. W Mr s e ►�- � - �. e � rM�M wA • rw �� w�---M—�e.e—twwrw�r•e--M• w-I _--w�wr�•---lr•we �� r I --------rr------------ i� TH ; / - -- /1'�y��'IOQ/�—_��..►�.r��=Ara1�.�� .ii�ZvyY�l O� o�aeYt •s `resaoa recsi�ia� DiCs) GSA/Solid Waste -Procurement n Divisio _ - _ ----- y-------- (city Tipirtc&at) ----_ SIGNED 1�__a-- •Dut; Clty Clerk% RECI '94 OCT 12 NO *.30 MA' i c I I y ".,I, R K CITY OF "ON1, FL A. LEGAL ADVERTISEMENT Sealed bids will be received by the City of Miami City Clerk at her office located at 3500 Pan American Drive, Miami, Florida 33133 not later than 10:30 a.m. October 12, 1994 for the furnishing of one (1) Optical Mark Scanner (OMR) and accessories for the Department of Police. Bids submitted past such deadline and/or submitted to any other location or office shall be deemed not responsive and will 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 Goods 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 Procurement Office, 1390 NW 20th Street, Second Floor, Telephone 575-5174. LOCAL PREFERENCE 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 charter 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 Procurement Office, 1390 NW 20th Street, Second Floor, Telephone 575-5174. The City Manager may reject all bids and readvertise. (Ad No. 1372) Cesar H. Odio City Manager 4 ::�,A ('i'�(Z � o,;l��l>x ° a•tii.*�'ri. l.�r } R.�i; e c.. � '::u . ... .. l.. �,,:.`�� t a rr� ly..}. � . {t�nt'i City of Miami 1372 REQUISITION FOR ADVERTISEMENT This number must appear In the advertisement. :INSTRUCTIONS: Please type and attach a copy of the with this reaulsition, 1. Department.. 2. Division: POLICE 3. Account' Code number: 4. Is this a confirmation: 5. Prepared by: ❑ Yes Z1 No JENNIFFER MILLER' 6. Size of advertisement: 7. Starting date: p ` 8. Telephone number: LEGAL September 4, 1994 575-5174 9. Number of times this advertisement is to be 10. Ty a of advertisement: published: Legal ❑ Classified ❑ Display 11. Remarks: BID NO; 93-94-191 12. s) of Date(s) Advertisement Invoice No. Amount Publicatit�i c s. MIAMI REVIEW MIAMI TIMES S ' DIARIO LA.S AMERICAS t r h r i Approved ❑ Disapproved epertmerxLJQkeot'or/Desig a Date Approved for Payment Date C IG"C 503 Rev. 12/89 I Routing: Forward White and Canary to G.S.A. (Procurement Management) and retain Pink copy. DISTRIBUTION: White - G.S.A.; Canary - Department