HomeMy WebLinkAboutR-94-0396J-94-425
5/26/94
RESOLUTION NO. ;94 -- ; M
A RESOLUTION, BY A 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 ACQUISITION OF
MAINTENANCE SERVICES FOR THE IMTEC 35MM
MICROFILM CAMERA FROM INFORMATION MANAGEMENT
OF FLORIDA THE SOLE SOURCE PROVIDER FOR THIS
SERVICE ON A CONTRACT BASIS FOR ONE (1) YEAR
WITH THE OPTION TO EXTEND FOR TWO (2)
ADDITIONAL ONE (1) YEAR PERIODS, AT A
PROPOSED ANNUAL COST OF $8,420.00 FOR THE
DEPARTMENT OF PLANNING, BUILDING AND ZONING;
ALLOCATING FUNDS THEREFOR FROM ACCOUNT CODE
NO. 560402-722-421001, AUTHORIZING THE CITY
MANAGER TO INSTRUCT THE CHIEF PROCUREMENT
OFFICE TO ISSUE A PURCHASE ORDER FOR THIS
SERVICE AND THEREAFTER TO EXTEND THIS
CONTRACT ANNUALLY, SUBJECT TO THE
AVAILABILITY OF FUNDS.
WHEREAS, the Department of Planning, Building and Zoning is
recommending that competitive bidding be waived for the
acquisition of maintenance service for the Imtec 35MM Microfilm
Camera from Information Management of Florida on a contract basis
for one (1) year with the option to extend for two (2) additional
one (1) year periods a total proposed annual cost of $8,420.00;
and
WHEREAS, this service will be utilized by the Department's
Revenue and Permit section to maintain the equipment in a
operable condition and minimize interruption of service;
CITY COMMISSION
MEET'NIG OF
J U N n 9 1994
Resolution No,
4- 396 -,
WHEREAS, the Chief Procurement Offioer has adopted a finding
that Information Management of Florida is the only vendor able to
provide the service as specified by the City; and
f WHEREAS, the finding of the Chief Procurement Officer have
been approved and adopted as the finding 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 procurement of this service from
Information Management of Florida, as the sole source, be
approved;
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.
i
Section 2. By a 4/5ths affirmative vote of the members of
the City Commission, after a duly advertised public hearing, the
City Manager's finding that Information Management of Florida is
the sole source provider of maintenance services for the Imtec
35MM microfilm camera required by the City, is hereby ratified.
Section 3. The requirements for competitive sealed
bids is hereby waived and the Department of Planning, Building
and Zoning's request for the acquisition of maintenance service
for the Imtec 35MM microfilm camera, at a total proposed annual
cost of $8,420.00, is hereby approved, with funds therefor hereby
allocated from Account Code No. 560402-722-421001.
Section 4. The City Manager is hereby authorized to instruct
the Chief Procurement Officer to issue a purchase order for this
-2- 94- 396
servioe and thereafter to extend this oontraot for one (1) year
with the option to extend for two (2) additional. one (1) year
i
periods subjeot to the availability of funds.
Seotion 5. This resolution shall beoome effective
immediately upon its adoption.
PASSED AND ADOPTED this 9th day of June , 1994.
S EPHEN P. GILARK, MAYOR
ATTES
MAT Y HIRAI, CITY CLERK
PREPARED AND APPROVED BY:
RAFA L 0. DIAZ
DEPUTY CITY AT
TO EY
APPROVED AS TO FORM AND CORRECTNESS:
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AA.Q�QN Jopt, III
i CITY ATTOR
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94- 396
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM 1
�O The Honorable Mayor and DATE MAY 3 1 Igg4 FILE
Members of the City Commission
SUBJECT : Resolution Authorizing
Waiving of Competitive
Sealed Bids for Imtec
FROM : Cesar H io REFERENCES 35mm Microfilm Camera
City SM� ger
V FNCLOSURES
�i
Recommendation
It is respectfully recommended that the City Commission pass the
attached resolution authorizing the continued preventive maintenance
and services for an Imtec 35mm Microfilm camera which is in daily use
by the Planning Building and Zoning Department, thereby requesting to
waive the requirements for competitive sealed bids for "Information
Management of Florida," the sole source provider in South Florida, and
further authorizing the City Manager to instruct the Chief Procurement
Officer to issue a Purchase Order and extend the contract for said
service. Funds for this service are available from accou,r code No.
560402-722-421001.
Background
The Planning, Building and Zoning Department recommends that the City
Commission approves the attached resolution so as not to interrupt
preventive maintenance services to the general public as provided by
the Imtec 35mm Microfilm camera. "Information Management of Florida"
is the sole source provider of the aforementioned services.
State law requires that the Planning, Building and Zoning Department
maintain plans and documents for all and any new construction and
building renovations in the City of Miami. The Department's Revenue
and Permit section is responsible for providing the service to the
public and uses the Imtec 35mm camera to comply with the above
requirements. It is of utmost importance to maintain the equipment in
serviceable condition and minimize interruption of service.
The attached Resolution would authorize the City Manager to instruct
the Chief Procurement Officer to issue a Purchase Order for the annual
cost of $8,420.00 on a contract basis with the option to extend for
two (2) additional one (1) year periods.
34- 396 //' /
4 • BY :CITY OF 11 I .AM 1 3:15PN1 PROCLIRENIENT WNW.
S
.AOtNIS�pA�VE�� MIAMI• FLORIDA
Q,01t p* roUM6.'OFFICE MEMORANDUM
TO
Cesar Odic
City Manager
r (
A _ M . .C•ly � ,�•
o E. Williams
Assistant City Manager
BATE April 26, 1994�3
SUBJECT
ncrCACNCES :
ENCLOSURES:
Maintenance Agreement
for 35MM Microfilm
Camera
;WM3/3
An investigation was conducted by the Procurement Management
staff to determine whether Information Management of Florida, a
non -minority, vendor of 2100 Park Central Blvd. North,' Suite
300, Pompano Beach, F1. 33064 is the sole source provider of
maintenance service to the 35MM Camera requested by the
Department of Planning, Building and Zoning.
As per resolution 90•-192, the City Commission accepted the bid of
Information Management of Florida for a ImLec AO Microfilm
Camera on a Lease/purchase basis for five (5) years in which the
maintenance of the camera was included in the agreement. State
law requires that the Planning, Building and Zoning •Department
maintain files on plans, documents and any new construction and
building renovation with the City of Miami.
Several camera/computer vendors were contacted including:
Computer Resolutions, Eastman Kodak, Image Memory Systems, Unisys
Computer, United Micrographics, Anacomp and Dataplex to find out
whether they could ,provide the maintenance as specified by the
Department of Planning, Building and Zoning.
None of the vendors contacted could provide the req&ired.
maintenance. Based on the informaL•ion gathered from other vendori:
and the letter received from IMF, it has been determined that IMF:
is the only authorized dealer to service the 35MM camerFf and!-_
provide the necessary arts and equipment needed for
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functioning in South Florida. s
Accordingly, I am recommending that the requirements," fox.;
competitive bidding be waived and the above Einding be apRraved1`
that Information Management of Florida is the sole s.Ource,
provider of maintenance services for the 35MM camera as requested
by toe Department of Planning, Building and Zonin
Approved:
Disapproved:.
Date:
cr: Sergio Rodriquez
Assistant City Manager
.
.9 4 -
396
3=
MAY-13-94 FRI 8:07 CITY OF MIAMI BUDGET FAX NO, 3055796081 P.01
CITY OF MIAMI. FLORIDA
INTER -OFFICE MEMORANDUM
Judy Carter
Chief Procurement Officer
GSA
FROM :Santiago J ge-Ventura A.I.A.
Deputy Dire for/Building Official
Planning, Building and Zoning
DATE May 5, 1994 FILE :
SU&IF.CT Waiver. of Competitive Bid/
Imtec AO Camera
REFERENCES
FNCLOSJRES
This Department has verified with the Department of Management
and Budget that funds are available to cover the cost of the
subject camera in the amount of $8,420, account number 560402-
670-421001.
BUDGETARY REVIEW
APPROVED BY:
Manohar Surana
Assistant City Manager
Management and Budget
(This form properly signed is part of the Bid evaluation and
recommendation package to be placed on the agenda and must be
attached to the resolution cover memorandum.)
post -It" brand fax transmittal memo 7671 # Of Pages ►
To J_ue Chi 1-v From /iN A IJ DA+cI
Co. 'S'A-. so co. tau 1)
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Dept. Phone M
Fax �A^�/ Fax
.ram
�4- 396 `S
lz JAMESH SERVICES, INC.
` 6349 NOB HILL ROAD
SUNRISE, FLORIDA 33361
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BROWARD 306 741-4163 DADE 305 947-1058 FAX 305 741-4266
APRIL 20, 1994
MR. ANTHONY BOSQUE
CITY OF MIAMI
PLANNING BUILDING & ZONING
275 NW 2 STREET
MIAMI, FLORIDA 33128
DEAR MR, SOSQUE:
AS PER OUR CONVERSATION, WE DO NOT AT THIS TIME SERVICE THE IMTEC LINE OF
MICROGRAPHICS EQUIPMENT..
IF YOU HAVE ANY QUESTIONS, DO NOT HESITATE TO CONTACT ME.
SINCERELY,
JAY A. SAPERSTEIN
MANAGER
JAS:ss
04- 396
D
-
REQ. NO. 69728
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- City of Miami
E
p
1. Pre Enc. Amount:
2. Batch No:
REQUEST FOR PURCHASE
p
$8 420.00
3. Pre -Encumbered By:
4. Date:
T
M
E
Instructions: 1. Check BE200 for available balance before pre -encumbering estimated
5. Minority Status when vendor is
amount. DO NOT SUBMIT FORM it funds not available.
T
predetermined:
2. USE TYPEWRITER to till in shaded areas numbered 1-15 only.
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6. Suggested Source:
3. Each Requisition must be for items which are obtainable from
L
Information Management of
the same vendor,
R
Florida
Vendor No:
Social Security No:
M
2100 Park Central Blvd. N.
Suite 300
V ��
Tax ID No:
E
A
Pompano Beach, Fla. 33064
N
D
Entity Type:
❑ Sole Proprietorship
R
s
Sole Source Vendor '
refer to:
O
L
❑ Corporation
Per Res. 94- PO 67705
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❑ Partnership i
VENDORS CONTACTED
7. Deliver To:
City of Miami Planning, Building and Zoning
275 NW 2 Street, 1st Floor
Miami, Fla 33128
F.O.B. DESTINATION
Quote By: Quote Date:
Terms: Delivery:
8. Prepared By: 9. Dept/Dlv: Planning, Building & (d'
T. Bos ue Zoning Code Administration
10. Date: 11. Authorized Signature: (e;
April 14 1994
12. Phone No: 13. Account Codes,.; (�
(305) 579-6800 560402-670-421001
14. QTY 15. DESCRIPTION UNIT EXTENDED
PRICE PRICE
1 Routine preventive maintenance
for Imtec AO Camera with in
line printer; tandem head/
vacuum hold-down, Serial #386.
Emergency service without
charge during normal business
hours.
Parts replacement - parts are
to be checked for wear and
replaced as required. All
parts. are to be covered (except
glass parts and operating
supplies such as lamps, ink
rollers and drums).
Replacement of consumable
supplies is not included.
Resolution
For 12 months: 9/l/94 - 8/31/9
FY.
TOTAL
Certified City Manager
Approval, if
applicable.
Date: By:
VENDOR QUOTATION
W 4
w y
C,W 396
O 6
CL p
0.
I.M.F.
INFORMATION MANAGEMENT OF FLORIDA
A SPALDING COMPANY, INC.
2100 PARK CENTRAL BLVD. NORTH
SUITE 300
POMPANO BEACH, FLORIDA 33064
PHONE (305) 978-9900
FAX (305) 978.6324
APRIL 14, 1994
CITY OF MIAMI BUILDING & ZONING
275 NW 2nd STREET
Canon
An
Micmgm - ± Optical
Systa, slat
MIAMI, FL. 33323
ATT: ANTONIO BOSQUE
.DEAR MR. BOSQUE:
PLEASE BE ADVISED THAT INFORMATION MANAGEMENT OF FLORIDA IS THE SOLE
SOURCE IMTEC DEALER FOR PARTS AND SERVICES IN THE SOUTH FLORIDA AREA.
IF I COULD BE OF FURTHER ASSISTANCE PLEASE FEEL FREE TO GIVE ME A CALL
AT (305) 978-9900.
BEST REGARDS,
/fir �-
GARY BECK
SERVICE MANAGER
MICROGRAPHICS/OPTICAL IMAGING DIVISION
_ 396
SOLE SOURCE
ITEM: MAINTENANCE FOR THE IMTEC 35MM MICROFILM
CAMERA
DEPARTMENT: PLANNING, BUILDING AND ZONING
TYPE OF PURCHASE: ON A CONTRACT BASIS FOR ONE (1) YEAR
WITH THE' OPTION TO EXTEND FOR -TWO (2)
ADDITIONAL ONE (1) YEAR PERIODS.
REASON: STATE LAW REQUIRES THAT THE PLANNING ,
BUILDING AND ZONING DEPARTMENT MAINTAIN
PLANS AND DOCUMENTS FOR ALL AND ANY NEW
CONSTRUCTION AND BUILDING RENOVATIONS IN
THE CITY OF MIAMI.
RECOMMENDATION: IT IS RECOMMENDED THAT THE AWARD BE MADE
TO INFORMATION MANAGEMENT OF FLORIDA AT
A ANNUAL COST OF $8,420.00.
-Ehief ure ent Of icer
Date
� 4- 396 �3
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
Matty Hirai DATE : April 14, 1994 FILE
City Clerk
SUaJECT . Public Hearing Notice; Competi-
tive Bid Waiver; Sole Source
Provider for Microfilm Camera
ot, =inDiroctor
rge-Ventura REFERENCES: and Printer Maintenance
Planning, Building & Zoni ,g Dept. ENCLOSURES,
Attached please find the public hearing notice for a
waiver of the requirement for competitive bids for the
provision of maintenance services for the Planning,
Building and Zoning Department's Imtec AO Microfilm
Camera with in -line printer, for the City Commission
meeting of June 9, 1994.
Please contact Antonio A. Bosque, Sr. Staff Analyst, at
6800, if further information is required.
Attachment
cc: Judy S. Carter, Chief Procurement Officer, GSA/SW
Sara Gonzalez, Procurement Management, GSA/SW
APPROVAL:
Josephine Argi66in
Asst. to City Manager II
396
CITY OF MIAMI, FLORIDA
NOTICE TO THE PUBLIC
A public hearing will be held by the Commission of the
City of Miami, Florida, on Thursday, June 9, 1994, at
10:00 AM in the City Commission Chambers at City Hall,
3500 Pan American Drive, Miami, Florida, for the
purpose of considering a'waiver of the requirement of
obtaining sealed competitive bids for the provision of
maintenance services for the Planning, Building and
Zoning Department's Imtec AO Microfilm Camera with in -
line printer, offered by Information Management of
Florida, at an annual cost of $8,420, with the option
to be extended at the same cost for a total two-year
period.
Inquiries from other potential sources of supply who
feel that they might be able to satisfy the City's
requirements in this acquisition may contact Sergio
Rodriguez, Director, Department of Planning, Building
and Zoning. at (305) 579-6800.
All interested persons are invited to appear and may be
heard concerning such proposed waiver and purchase.
The hearing will be held at the time and place
specified above.
Should any person desire to appeal any decision of the
City Commission with respect to any matter considered
at this hearing, that person shall ensure that a
verbatim record of the proceeding is made, including
all testimony and evidence upon which any appeal may be
based.
Matty Hirai
City Clerk
Miami, Florida
14- 396 ��