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Home My WebLink AboutR-95-0493J-95-599 6/23/95 RESOLUTION NO. 95 L1 9 3 A RESOLUTION ACCEPTING THE BID OF ANACOMP, INC. FOR THE FURNISHING OF MICROFICHE AND MICROFILM SERVICES FOR THE DEPARTMENT OF FINANCE, FOR A PERIOD OF ONE (1) YEAR WITH THE OPTION TO EXTEND FOR FOUR (4) ADDITIONAL TERMS OF ONE (1) YEAR EACH, AT A TOTAL PROPOSED FIRST YEAR COST OF $35,000.00; ALLOCATING FUNDS THEREFOR FROM 1994-95 DEPARTMENT OF FINANCE, GENERAL FUND, ACCOUNT CODE., NO. 460201-340; FURTHER STIPULATING THAT PRICE INCREASES FOR EACH ADDITIONAL TERM ARE LIMITED TO 4% PER YEAR; 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 May 8, 1995, for the furnishing of microfiche and microfilm services for the Department of Finance, for a period of one (1) year with the option to extend for four (4) additional terms of one (1) year each for the Department of Finance; and WHEREAS, invitations for Bid No. 94-95-126 were mailed to eighteen (18) potential bidders and two (2) bids were received; and WHEREAS, for the last seven (7) years, the Department of Finance has contracted out the processing of the microfiche and microfilm services provided to the various City departments; and WHEREAS, the cost of the services for the first year of the term is $35,000 and price increases for each year thereafter are limited to 4% per year; and WHEREAS, the City Manager and the Assistant City Manager in charge of the Department of Finance, recommend that the bid received from Anacomp, Inc., be accepted as the lowest responsive and responsible bid; and WHEREAS, funds for this purchase are available from the Department of Finance 1994-95 General Fund, Account No. 460201-340; and 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 May S, 1995 bid of Anacomp, Inc., for the furnishing of microfiche and microfilm services for the Department of Finance for a period of one (1) year with the option to extend for four (4) additional terms of one (1) year each, at a total proposed first year cost of $35,000.00, with price increases for each additional term limited to 4% per year, is hereby accepted, with funds therefor hereby allocated from the Department- of Finance 1994-95 General Fund, Account No. 460201-340. Section 3. The City Manager is hereby authorized to instruct the Chief Procurement Officer to issue a purchase order for this service z- 95- 493 Section 4. This Resolution shall become effective immediately upon its adoption. PASSED. AND ADOPTED this 13th day of July , 1995. S PHEN P. CLARK, MAYOR ATTEST: ALTER J. 0 , CITY CLERK PREPARED AND APPROVED BY: r4� OLGA IREZ-S JA ASSI ANT CITY ATT RNEY APPROVED AS TO FORM AND CORRECTNESS: 95- 493 - 3 - CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUMCA'15_� TO The Honorable Mayor and DATE : iw L y 1995 FILE ; Members of the City Commission SUBJECT : Resolution Authorizing Award to Anacomp Inc. for the Provision of Ce Microfiche & Microfilm Services FROM : Ci g REFERENCESt6 Department of Finance ENCLOSURES: RECOMMENDATION: It is respectfully recommended that the City -Commission pass the attached resolution awarding a contract to Anacomp Inc., a non -minority, Dade County vendor located 14504 Commerce Way, Suite 800, Miami Lakes, Florida 33016 to provide Computer Output Microfiche and Microfilm Services to the Department of Finance for a contract period of one year with the option to extend 4 additional years. Prices increases are limited to 4% per year for each additional year. Anacomp is the overall low bid vendor whose services include all the features required by the City's users. Total cost for these services is not to exceed $35,000 for the first year. Funds are available in the Fiscal Year 1994-1995 budget of the Department of Finance. BACKGROUND: For the last seven years, the Department of Finance has contracted out the processing of the Microfiche and Microfilm services that it provides to the users within various City departments because of the benefits that occur from contracting out with highly specialized Microfiche service providers. These benefits include cost savings in operational and capital expenditures, higher quality and other functional benefits. The evaluation of the two bids that were received showed that Anacomp Inc. would provide these services at the most advantageous prices to the city over a 5 year period. Source of Funds: 1994-1995 Department of Finance, General Fund; account no. 460201- 340, "Other Contractual Services". Minorit..y Participation: Minority vendors did not participate in this bid. 95- 493 C'P I CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO : Judy Carter DATE : FILE Chief Procurement Officer SUBJECT : Bid # 54-95-126 Microfiche and Microfilm Development Services FROM : REFERENCES: lirianohar Surana Assistant City Manager ENCLOSURES: The Department of Finance has verified available funding with the Management and Budget Division that the funds are available to cover the cost of the subject bid in the amount of $35,000, Account Code Number 460201-340. BUDGETARY REVIEW & APPROVED BY: (Except for items funded through Capital Improvement Program) Surana, City Manager .ai r BID NO. 94-95-126 ' IAMI, FLORIDA w� l T ( Continued) ' t BID SHEET AND ATTACHMENTS MUST BE RETURNED IN TRIPLICATE IN THE sATTACHED ENVELOPE IDENTIFIED BY BID NUMBER, TIME AND DATE OF BID OPENING. IF SECURITY IS REQUIRED, A *BtD WYLL NOT BE ACCEPTED UNLESS THE DEPOSIT OR 'BOND IS SUBMITTED IN THIS ENVELOPE. 1«8: NET '3U Days ( Include cash discount for prompt payment, if any) Iitional discount of -0- % if awarded all items. -ranty and/or guarantee: All microfilm proauced shall b I. Standards of resolution and -archival quality. _ivery: l calendar days required upon receipt -of Purchase Order or Notice Award. -0 Number of calendar -days -required to complete work after start. accordance with the' Invitation to Bid, the specifications, General Conditions, Special diti.one, and General Information to Bidders, we agree to furnish the Items) at Prices icated on the attached bid sheet(s). NAMES OF COMPANY OWNER(S): NAMES OF COMPANY OFFICER(S): Public Corporation- Lou Ferrero - CEO • - Mark Woods - C 10 Don viles - Secretary List principal business address: (street address) 14505 Commerce Way, Suite 800 Miami Lakes, Florida 33016 List all other offices located in the State of Florida: (street address) 4920 West Cypress Street Tampa, Florida 33607 / 74UO Baymeadows Way Uacksonville- F1 11296 7121 Grand National Drive Orlando, Florida 32189 `ease use the back of this page if more space is•necessary) MTNORTTY PROCUREMENT COM L•.T NCE undersigned bidder acknowledges that (s)he has received a .copy of ordinance #10062 as nded, the Minority procurement Ordinance of the City of Miami and agrees to comply with all livable substantive and procedural provisions therein,.including any amendments thereto. Nero _ Anacomp, Inc. Signature: _ (company.name) _e; U5/U4/95 Print Name: Robert W. Donat licate if Business is 51% Minority -owned: (Check one. box only) 1 BLACK [ ] HISPANIC. [ ] FEMALE 9 J -' 93 AFFTRMATTVE ACTION PLAN firm has an existing plan, effective date of implementation: 10/01/88 firm does not have an existing plan, the Successful Bidder(s) shall be required to ablish an Affirmative Actin Policy,- pursuant to Ordinance #10062 as amended. see Appendix or sample. =der: Anacomp, Inc. Signature. (company name) �"' Fiche Cost - 5 Year Comparison ,e a 4% increase in costs per year costs were calculated by using the exact number of Microfiche Originals, Copies and Film produced from May 1994 to April 1995 1st Year 2nd Year 3rd Year 4th Year 5th Year imp Inc. :�ommerce Way, Suite 800, Miami Lakes, Florida 33016 inority vendor y Charges $24,468.07 $25,446.79 $26,464.66 $27,523.25 $28,624.18 lion Costs City Employee Time $3,960.00 $0.00 $0.00 $0.00 $0.00 Total $28,428.07 $25,446.79 $26,464,66 $27,523.25 $28,624.18 image 'W 21st Way, Suite 460, Fort Lauderdale, Florida 33309 inority vendor iy Charges $26,142.20 $27,187.89 $28,275.40 $29,406.42 $30,582.68 -sion Costs City Employee Time $0.00 $0.00 $0.00 $0.00 $0.00 Total $26,142.20 $27,187.89 $28,275.40 $29,406.42 $30,582.68 it First Image is cheaper by: $2,286 ar Anacomp is cheaper by: $1,741 if Anacomp, is cheaper by: $1,811 rr Anacomp is cheaper by: $1,883 it Anacomp is cheaper by: $1,959 5 years Anacomp is ,er by a total of: $5,108 If:1i? i Reason(s) for NOT awarding to local vendor: Local vendor did not respond to invitation to bid. Reason(s) for No Bids are as follows. Dataplex Archive Service, Inc - no reason given Amercian Micro -Image- no longer offering microfilming services KVH Architects not in field expertise Data Corporation - completion time insufficient RECOMMENDATION: IT IS RECOMMENDED THAT AWARD BE MADE TO MIAMI ANACOMP INC. A NON -MINORITY, DADE COUNTY VENDOR A TOTAL PROPOSED FIRST YEAR COST OF $35,000.00. Ch'e ProchreKent Officer (P I I& I 0\ ,,<- - — Dat 95- 493 FUNDS:_ 1994-95 Department of Finance, General Fund Account No. 460201-340 BID TABULATIAN: SEE ATTACHED BID EVALUATION: Bid Invitations Bid Mailed Responses a ALL VENDORS ............................ is 2 MINORITY/FEMALE (M/F) VENDORS.......... j 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" 2 0 0 0 2 0 0 0 0 0 0 0 1 0 0 0 1 0 1 1 0 0 1 1 16 1 1 0 8ID_SRCURITT LIST BID ITZXt MICROFICHE AND MICROFILM DEVELOPMENT SERVICESa ------ — --- -- — N------- --lw-- w---------------------------la---------N--------- DID NO. s 94-95-126 Oa! w a!---------NN----w Nw—w-----a--ems!---a �•! ww!l... DATE BID(S) OPENED: MAY 9__1995 10 : 30 a.m. TOTAL DID BOND�orZ BIDDER DID AMOUNT GS' EISR_S CHECK__ Anacomp,.Inc. _sl�,lNw_a!N— See attached bid — — — — — — — — — — — — — — — — — FIRST IMAGE — w!M—NN N—Nw — -- NO BID wwNwlNw—!w wN� DATA ARCHIVE SERVICES, INC. AMERICAN MICRO -IMAGE lwawMwN OwwNlO!!N KVH ARCHITECTS, P.A. w NwMlNlalw DATAPLEX CORPORATION wwwwwwwla. Mwlwwl� !! w! ulte s rom the venMRS— iste-c ' received time ccs •��,�jQ_gl�sar� he e-1; are i�i�e - Qnliaie my offs .ter._li------ other offers Stlbm tted in response �� !�! to this solicitali -------w! if any, M— !lawNlN !!Mw ! w!lw NO—wwNl—w wwwwN !lll�Nw---lwl---lw i , • ...! —w— --N—w-----wM wva i Nlwlw!! ! wNNwwNlwaw wa!—N NN—. wwNlNlN wwwww—ww--! NNwww!!w!•aw !!lwwwlwNNwO MnO------ N-----1 ?N ) w� www.wlww6 ON �wwlw�wl��!! wwwlwwwwNlw wNwlwoNw . OO!!N lMNNM !wNlw! MwwMlwN Ni0lwlwwwl Nww!!wN !w ' —wYw.fwlwMONO w—Mw00—wwwllwO.�aOlw NOOINw! ----l--wl--- NMwNNMOYw ----!! wwalNOwNlOwlwpwla llwNNlw4------- —N-- __ _ received (L) envelopes on behalf of on re a s) OD MENT DIVISION VISION onS /S —�— (City Departaent) Nw SIGNED: !w ww—Nw sputy City Clerk) -RK G L t- co OF 100, VI A LEGAL ADVERTISEMENT l IMF `Nb. 94=95-126 RPR 24 A 9 :S�q .Sealed bids will be received by the City of M1 i..,City Clerk at her 'office located at City Hall,.3500 Pan Ameri %`Driye� Miami, Florida 33133 : not. later than:' furnishing of Ficrofiche and .Microfi m 'bevelepm -n't i,ces on a contract basis for one (1) year for the Department of Finance/Management and.Budge.t.Division. 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 N.W. 20th Street, Second Floor, Telephone 575-5174. 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 tax return and any other documents to verify the location of the firm's primary office. All vendorswhoseprimary office is located within the City of ..Miami mustprovidea 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. 2007 ) Cesar H. Odio City Manager Lee City of Miami 2007• , This.number'must REQUISBIOId I"O ADVETISEMENi appear in:the • j t °E ►4 ° advertisement C'il N ppeakliple it bepartment ' 2. Division , Computexs aria:Budd emend & { A 4 I81his a confirmation: ;❑,Yes7 No 5. Prepared b B B�'clair ` 1 G Size oftadver4istlment 7 Starting date: 13. Telephone nu be ,., Aria 20 5995 57575T r. 9 Number, Sof tomes thi tlveMoment is to be 10. Tye of advertisement: ❑ ❑ DispligyI ; Legal Classified 11, Remarks 4''� Bid NO.:94-95--126 Microfiche/Microfilm. ;services ?i 2. Publication Date(s) of Advertisement Invoice:. No. Amount , 3: AS Americas 'review -•TiMeS } 1 ' r ,� -7777- .. I i 13. , ❑ - 'Approved ❑ '.Disapproved �- - a ,. epartment Director/D. gn a Date Approved for Payment Date ' C GS/PC 503 Rev. 12/89 Routing Forward White and Canary torG.S.A. (Procurement Management) and retain Pink copy. G.S.A.; Canary Department DISTRIBUTION: White. - - RA