The URL can be used to link to this page

Home My WebLink AboutR-95-0720r x i J-95-862 i 10/18/95 C RESOLUTION NO. `� U A RESOLUTION APPROVING THE ACQUISITION OF MICROFILMING SERVICES FROM MICROFILM DEPOT, INC. FOR THE DEPARTMENT OF BUILDING AND ZONING, IN AN AMOUNT NOT TO EXCEED $50,000.00, UNDER EXISTING DADE COUNTY CONTRACT NUMBER 1444-0/96; ALLOCATING FUNDS THEREFOR FROM ACCOUNT CODE NO, 560302-996, PROJECT NO. 421001; 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 acquire microfilming services for its Microfilm Section from Microfilm Depot, Inc., under existing Dade County Contract No. 1444-0/96; and WHEREAS, the said Section is responsible for maintaining and duplicating all plans and permits related to the construction and repair of structures; and WHEREAS, various municipalities and agencies have realized substantial savings utilizing the Dade County contract for the acquisition of said services; and WHEREAS, the City Manager and the Assistant City Manager responsible for the Department of Building and Zoning recommend that the acquisition of microfilm services from Microfilm Depot, CITY COMMISSION MEETING OF 0 C T 2. 6 1995 Roaob ition No. Q 5- 720 M Inc., under an existing Dade County contract, in an amount not to exceed $50,000.00, be approved; and WHEREAS, funds for said acquisition are available from Account Code No. 560302-996, Project No. 421001; 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 acquisition of microfilm services from Microfilm Depot, Inc., for the Department of Building and Zoning, in an amount not to exceed $50,000.00, under existing Dade County Contract Number 1444-0/96, is hereby approved, with funds therefor hereby allocated from Account Code No. 560302-996, Project No. 421001. Section 3. The City Manager is hereby authorized to instruct the Chief Procurement Officer to issue purchase orders for said services. Section 4. This Resolution immediately upon its adoption. _,2 shall become effective 95e 720 d i PASSED AND ADOPTED this 26th day g _ October 1995. CITY OF MIAMI FLORIDA INTER -OFFICE MEMORANDUM TO The Honorable Mayor and DATE Members of the City Commissic,-:. SUBJECT Ces I io FROM City ger REFERENCES ENCLOSURES. Recommendation I Bid #1444-0,/96(County) Microfilming Plans for Building and Zoning Department It is respectfully recommended that the City Commission adopt the resolution awarding the microfilming of plans to Microfilming Depot, as per Dade County Bid #14444-0/96. Funds totalling $50,000 have been verified as available in account code 560302- 996 (Project 421001). State law requires that the Building and Zoning Department maintain al'. plans and documents related to any building construction and renovation for the life of the building. Background The Microfilm Section 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. The in-house process of filming these documents is time consuming and costly. The cost of maintaining and repairing the equipment, the cost of chemical supplies, and the time it takes for a clerk to film is higher, per piece of document, than filming outside. At present, due to the brea;cdown of equipment and shortage of personnel, the department is four (4) years behind in the microfilming process. For effEiciency and safety of these public records, it would benefit try department, and the citizens, to have the records filmed and accessible. 95- 720 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM �Z 0 Judy S . Carter DATE l.F, Chief Procurement Officer SUBJECT Dade County Bid #1444--0/96 Microfilming Plans for -- Building and Zoning Dept. <� Approvals ROM Carlos F . Smith, Director REFERENCES Building and Zoning Department ENcLosuREs This department has verified available funding with the Department of Management & Budget and that funds are available to cover the cost of the subject bid in the amount of $50,000, Account Code Number 560302- 996 Proiect 421001. BUDGETARY REVIEW & APPROVED BY: Manohar Surana, Dire o Department of Management & Budget 720 CONTRACT AWARD ShtET BID NO.: 1444-0/96 (Previous Bid No. 1444-4/92-2) MICROFILMING PLANS FOR BUILDING AND ZONING DEPT. CONTRACT PERIOD: 1/1/94 thru 12/31/96 COMMODITY CODE: 915-68 OTR YEARS: N/A PART #1: VENDORS AWARDED F.E.I.N: 650224569 VENDOR: Microfilm Depot, Inc. STREET: 3149 John C. Curci Dr. Bldg. 1A CITY/STATE/ZIP: Pembroke Park, FL 33009 F.O.B. TERMS: Destination PAYMENT TERMS: 2% 20 Days Net 30 Days DELIVERY: Seven Days from pick up ji PHONE: (305) 625-0509 FAX: (305) 962-3571 CONTACT: Christopher J. Ferrer PART #2: ITEMS AWARDED Price per Image......... .... ...........$ .1475 PART #3: AWARD INFORMATION (X)BCC ( )PMD AWARD DATE: 12/13/94> AGENDA ITEMS #: 1.9 BIDS 8! CONTRACTS RELEASE DATE:12/16/94 OTR YEAR: N/A ADDITIONAL ITEMS ALLOWED: None' SPECIAL CONDITIONS: None TOTAL CONTRACT VALUE: $1,080,000.00 MODIFIED CONTRACT VALUE: $ USER DOLLAR AMOUNT DEPARTMENT ALLOCATED Building & Zoning Dept. $1,040,OOQ,00 WASAD $40,000.00 PROCUREMENT SPECIFICATION SPECIALIST: Gregory D. Hicks, CPPS GDH/rl 12-22-94 95- 720 �� AWARD SHEET METRO-DADE CO LINTY CONTRACT NUMBER ] 444-0/9b ITEM: Microfilming Plans DEPARTMENT: Planning and "Zoning TYPE OF PURCHASE: Short Term Contract REASON: The Planning Department is responsible for maintaining and duplicating all plans and permits relating to construction and repair of structures. RECOMMENDATION: It is recommended that the award be made to Microfilm Depot, Inc. a non-minority/non-local vendor at a cost of 50,000.00.