HomeMy WebLinkAboutR-95-0858U-70-1VVV
11/22/95
858
RESOLUTION NO.9 —
A RESOLUTION, BY A FOUR -FIFTHS (4/5THS)
AFFIRMATIVE VOTE OF THE MEMBERS OF THE CITY
COMMISSION, AFTER A DULY ADVERTISED PUBLIC
HEARING, RATIFYING THE CITY MANAGER'S FINDING
OF SOLE SOURCE; WAIVING THE REQUIREMENTS FOR
COMPETITIVE SEALED BIDS AND APPROVING THE
FIVE (5) YEAR LEASE/PURCHASE OF A XEROX
DOCUTECH COPIER, FROM XEROX CORPORATION, THE
` SOLE SOURCE PROVIDER, AT AN ANNUAL COST OF
$90,344.64, FOR A PROPOSED TOTAL COST OF
$451,723.64, FOR THE DEPARTMENT OF GENERAL
SERVICES ADMINISTRATION/GRAPHIC REPRODUCTIONS
DIVISION; ALLOCATING FUNDS THEREFOR FROM THE
DEPARTMENT OF GENERAL SERVICES
ADMINISTRATION/GRAPHIC REPRODUCTIONS DIVISION
GENERAL OPERATING BUDGET, ACCOUNT CODE NO.
420501-610; AUTHORIZING THE CITY MANAGER TO
INSTRUCT THE CHIEF PROCUREMENT OFFICER TO
ISSUE A PURCHASE ORDER FOR SAID ACQUISITION.
WHEREAS, the Department of General Services
Administration/Graphic Reproductions needs to acquire a new
copier to satisfy the City's printing needs; and
WHEREAS, the Xerox Docutech is a high speed, multi -task
copier that will be used to produce the City's agenda and
mailouts, as well as Commission and civil service minutes,
procurement bid packages, RFP's, grant proposals, reports,
flyers, newsletters, annual reports and various other City
related information; and
:CITY cObnessrom,
MEETING OF,
DEC 0 7 1995
Aesolutian No.
95- 858
WHEREAS, Kodak and Delta Business Systems were contacted to
determine if they offered a system compatible to the requested
Xerox Docutech; and
WHEREAS, the Kodak system offers similar features, however
the components, i.e., the. computer and scanner are not housed
under the same unit, thus requiring third party vendor to meet
servicing needs; and
WHEREAS, Delta Business Systems does not manufacture any
large copiers that would even compare to the Xerox Docutech; and
WHEREAS, the City of Miami Beach and Broward County have
both procured the Xerox Docutech on a sole source basis and have
found the system to adequately meet their needs; and
WHEREAS, funds for this equipment are available from the
Department of General Services Administration/Graphic
Reproductions Division, General Operating Budget, Account Code
No. 420501-610; and
WHEREAS, the Chief Procurement Officer has adopted a finding
that Xerox is the sole source provider of the Xerox Docutech as
requested by the Department of General Services
Administration/Graphic Reproductions Division; and
WHEREAS, the findings of the Chief Procurement Officer have
i
been approved and adopted as the findings of the City Manager;
and
WHEREAS, the City Manager and the Chief Procurement Officer
recommend that the requirements for competitive formal sealed
bids be waived and the acquisition of the Xerox Docutech from
Xerox, the sole source provider, be approved;
-r
95- 858
NOW, THEREFORE, BE IT RESOLVED BY ".CITE 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. By a four -fifths (4/5ths) affirmative vote of
the members of the City Commission, after a duly advertised
public hearing, the City Manager's finding of sole source is
hereby ratified, the requirements for competitive sealed bids are
hereby waived and the request from the Department of General
Services Administration/Graphic Reproduction Division for the
five-year lease/purchase of a Xerox Docutech Copier from Xerox
Corporation, the sole source provider, at an annual cost of
$90,344.64, for a proposed total cost of $451,723.20, is hereby
approved, with funds therefor hereby allocated from Account Code
No. 420501-610.
Section 3. The City Manager is hereby authorized to
instruct the Chief Procurement Officer to issue a purchase order
for this acquisition.
Section 4. This Resolution shall become effective
immediately upon its adoption.
3-
PASSED AND ADOPTED this %th day of December 1995
STE EN P. CLARK', MAYOR
95- 858
if 1"
�•u0Hr oW OKHrhiu KLr i GL. •�0v.o—ul1 J4iLJY ICU Li �.. 1u • vv..
CITY OF MAW, FLORIDA
INTER -OFFICE MEMfOHANDUlV!12
,
TO: The Honorable Mayor and Members DATE: November 20, 1995 FILE
Of the City-Cosn-ission Sole Source Purchase of
Xerox DocuTech Copier
FROM Cesa o W5 :
City gam' ENCLOSURES:
MRMM..
ION
it is respectfully recommended that the sole source acquisition and
Resolution accepting said. 5-year lease/Purchase be granted to Xerox
Corporation, a non -minority vendor, located at 15150 N.W. 7.9th Court
Miami Lakes, Florida 33016, in the amount of $90, 344.64 per year or a
total of $451,723.20. Funds are available to cover this cost in the
Department of GSA/Solid Waste Graphic Reproductions Division General
Operating Budget, Index Code 420501-610.
The Xerox DocuTech is a high speed, multi -tasking, digital system
equipped with an electronic control center and a collator/finisher. The
DocuTech is intended for use in the City of Miami Graphic Reproduction
Division. The DocuTech will be used to produce the City's agenda and
mailouts as wellasCommission and civil service minutes, procurement
bid packages, RFP's, grant proposals, reports, newsletters, flyers,
notices,-carbonless and single part forms, informative materials, SOP's,
police departmental orders, CIP manuals, annual budget books, annual
financial report books, citywide memorandums, brochures, and legal
documents for an estimated monthly volume of 400,000 copies per month.
It is operated by the staff of the Graphic Reproduction Division with
its capabilities available to all authorized personnel and offices.
Therefore, it is recommended that the sole source Xerox DocuTech as
described above is recommended for sole source acquisition based upon
the fact that Xerox Corporation is the only vendor and the DocuTech
system is a system unmatched by any other copier manufacturer.
95- 858
r
CITY OF MIAMI, FLORIDA '
INTER -OFFICE MEMORANDUM
Cesar H. Odlo NMI 16 11195
TO : City, M&r0cuent
DATE : FILE
SUBJECT Sole Source Approval for the
acquisition of a New Xerox
Docutech Copier
FROM
Judy S
: Chiefpffilcer REFERENCES
ENCLOSURES:
i
An investigation conducted by the Procurement Management staff to determine whether
Xerox Corporadon non-minority/Dade County vendor Is the sole source vendor for the provision
of the Xerox Doctt ch Copier for the Department of General Services Administradon/Graphic
Reproductions Dhrisi n.
The Xerox Docutech Is a high speed, mull -task oriented, digital system equipped with an electronic
control center and collator/finisher. The Docutech is Intended for use in the City of Miami
Graphic Reproductions Division. The machine will be used to produce the City's agenda and
mallouts as well as Commission and civil service minutes, procurements bid packages, RFP's, grant
proposals, reports, newsletters, flyers, notices, carboniess and single part forms, informative
materials, SOP's, police departmental orders, CIP manuals, annual budgets books, annual financial
.report books, citywide memorandums, brochures, and legal documents for an estimated monthly
volume of 400,000 copies per month.
The Docutech will easily accommodate the current load and has the capability to handle future
Increases. No other manufacturer produces a copier with the distinguished features as the Xerox
Docutech. The following major features distinguish this copier from all others:
* Concurrent input and output
* Scan one print many function
* 60OX600 dpl print quality
* 11 X 17 two-sided printing
* Auto signature booklets
* Set labeling
*Digital storage of 12,000 text pages
and unlimited storage on DAT tapes
*Automatic page numbering
D+
Kodak and Delta Business Systems were contacted to find out If they offered a system compatible
to the requested Xerox Docutech. According to Kodak, their system offers similar features,
however the components i.e., the computer, and scanner are not housed under one unit which will
allow for third party vendors. Delta Business Systems does not manufacturer any large copiers that
would even come close to the Xerox Docutech. The City of Miami Beach and Broward County are
both using the Xerox Docutech System, both agencies procured the system on a sole source basis.
45- 858
�r.
'5
0
Sole source
Zermt Docutedh
page 2
The Docutech differs from many machines because It digitally scans the Image from the original
onto an Internal hard drive (memory) that Is capable of retaining approximately 12,000 scanned
pages. This machine produces 135 copies per minute and will be able -to handle the City's fast
turnaround needs, I.e. agenda booklets five days prior to City Commission meeting. In addition
the Docutech will reduce overtime costs associated with a slower less efficient machine.
The unique page numbering programming on the Docutech eliminated the need to manually
-number pages for the agenda and other such documents. It offers the ability to Insert three paper
stocks In. a document, i.e., 110 lb. cover with 911 tabs printed on-line and 20 lb. stock. This
machine can electronically cut and paste and print 11 X 17 two-sided pages.
it Is therefore recommended that the requirements for competitive bidding be waived and the five
(5) year lease/purchase of the Xerox Docutech be awarded to Xerox Corporation the sole
manufacturer and distribrbr of the requested machine.
APPROVEDe
DATE.
A'
NUV-14--1995 14430
NUV-14-1995 111101 PIBi
CITY OF MIAMI, FLOAIDA
iNT&R-0 OCE M6M0RANDUM
ro • Study Caxtax CATE November 14, 1993 +"
Chief Frocwwukat Officer
art ant Finance SUGUs g . Bole Source Purchase,
Apprvvs,l, XQz0X DocuTech
copier
FRt1M ! X Z . Ut AEFBrtdN�E6
AbsiatAnt City Hazager
u�c�osurses
This department has verified available funding with the D/pat Uwmt of
Ma ftgeme-'Ist and Budget to cover t2'!eo goat of leasing a Xozox DoCuTech
Copier for a period of (5) five Years at a cost of $90.344.64 per year
or a total of $451,723,20, Fuuft ate available to coder this cost in the
Pepartment of GSA/Solid Waste Graphic Raproductiona DiViaiors "neral
Operating Budget,, Indext Code 420501-61.0.
BUDGETARY REVIEW "PROVED BY o
Malsr�i+ar Sux+�ma. Director
Department of Finance
ry
1
9 5 - Tgrs P.02
AWARD
SOLE SOURCE
XEROX DOCUTECH
General Services Administradon/Graphic
Reproductions Division
Five (5) year Lease
To meet the City's printing needs
1T 1S RECOMMENDED THAT AWARD BE MADE
TO XEROX (NM/DC) FOR THE ACQUS1T10N
OF THE XEROX DOCUTECH AT A TOTAL
PROPOSED AMOUNT OF $451,723.20.
95- 858
^
Fr
CITY OF MIAMI, FLORIDA ,
INTER -OFFICE MEMORANDUM
TO: Walter' S. Poemen DATE : November 16, 1995 FILE :
city Clerk
sua,cct : Request to Publish
Notice for Public
Hearing
FROM ; REFERENCES:
on E. Williams
Assistant City Manager
ENCLOSURES:
Please make arrangements to publish a Notice of Public Hearing
for objections to the waiving of the requirements for formal
sealed bids for the sole source purchase of a Xerox DocuTech
I Copier from the Xerox Corporation. Attached is the advertise-
ment.
The date and time of this public hearing will be December 71 the
time should be set by the Agenda Office.
Agpro e - —
Elvi Gallastegui
Agenda Coordinator
l '
9
95- 858
CITY OF MIAMI, FLORIDA
NOTICE TO THE PUBLIC
PLEASE ALL TAKE NOTICE THAT a Public hearing will be held by the
City Commission of the City. of Miami, Florida, on December 7r
1993 at , in the City Commission Chambers at City Hall,
3500 Pan American Drive, Miami, Florida, for the purpose of
purchase of a Xerox
considering a waiver for the sole source
DocuTech Copier at a cost of $90,344.64 per year or a total cost
j of $451,723.20 for which the Xerox Corporation holds the
privileges. This item will be provided by Xerox Corporation,
15150 N.W. 79th Court, Miami Lakes, Florida, 33016.
Inquiries from other potential sources of such services who feel
that they might be able to satisfy the City's requirements for
this item may contact Milton Mizell,
Soliiat i Wastehe CitY at 575 5154. Of Miami,
Department of General Services
All interested persons are invited to appear and may be heard
concerning this item, Should any person desire to appeal any
decision of the City Commission with respect to any ratter
considered at this hearing, that person shall ensure that a
verbatim record of the proceedings is made, including all
testimony and evidence upon which any appeal may be based.
(CITY SEAL) WALTER FOEMAN
CITY CLERK