HomeMy WebLinkAboutR-94-0758J-94-828
10/14/94
RESOLUTION NO. 9 758
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 THAT AN EMERGENCY NEED
EXISTED, WAIVING- THE REQUIREMENTS. FOR
COMPETITIVE SEALED BIDS, AND APPROVING THE
PRINTING, FOLDING AND BINDING OF FOUR COLOR
PROCESS 1994 HISPANIC CONFERENCE BOOKS FROM
COLONIAL PRESS INTERNATIONAL, INC., AT A
TOTAL PROPOSED AMOUNT OF $9,622.00, FOR THE
DEPARTMENT OF CONFERENCES, CONVENTIONS AND
PUBLIC FACILITIES/OFFICE OF PIIBLIC
INFORMATION; ALLOCATING FUNDS THEREFOR FROM
ACCOUNT CODE 270601-773; AUTHORIZING THE CITY
MANAGER TO INSTRUCT THE CHIEF PROCUREMENT
OFFICER TO ISSUE A PURCHASE ORDER FOR THIS
SERVICE.
WHEREAS, the Department of Conferences Conventions and
Public Facilities/Office of Public Information needs to have the
1994 Hispanic Media Conference books printed for distribution at
the Hispanic Media Conference October 26-28, 1994; and
WHEREAS, informal quotes were obtained from Swanson
Printing, Inc. in the amount of $11,675.00, Ross Printing in the
amount of $13,589.00, Colonial Press International, Inc. in the
amount of $9,622.00, American National in the amount of
$12,015.00.. and Jordan Graphics, Inc. in the amount of
$12,335.00, and the City Manager has approved the emergenoy
acquisition of the Hispanic Media Conference books from Colonial
Press International, Inc., the lowest responsible and responsive
bidder, at a total proposed amount of $9,622.00; and
CITY COMECSSION
?ZEETTI G OF
0 G T 2 7 1904
Resolution Na
94- 758
WHEREAS, funds are available from the Department of
Conferences, Conventions and Public Facilities Account Code
9270601-773; 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. By a 4/5ths affirmative vote of the members
of the City Commission, after a duly advertised public hearing,
the City Manager's written finding that a -valid emergency need
existed for the printing, folding and binding of four color
process 1994 Hispanic Conference books, in the proposed amount of
$9,622.00, is hereby ratified, confirmed and approved, with funds
therefor hereby allocated from Account Code No. 270601-773.
Section 3. The requirements for competitive sealed bids
is hereby waived for the Department of Conferences, Conventions
and Public Facilities acquisition of this service.
Section 4. The City Manager is hereby authorized to
instruct the Chief Procurement Officer to issue a purchase order
for this service.
Section 5. This Resolution shall become effective
immediately upon its adoption,
94- 758
-2-
e
PASSED AND ADOPTED this 22th day of October. 1994.
& V I
4
STEPHEN P. CLERK, MAYOR
T • J �
!eon 04
HIRAI, CITY CLERK
PREPARED AND APPROVED BY:
RAFAEL 0. DIAZ
DEPUTY CITY ATTORNEY
APPROVED AS TO FORM AND CORRECTNESS:
A. QUI N J III
CITY ATTO
-3-
94- '758
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM .12
TO: The Honorable Mayor and Members
of the City Commission
DATE : Ul; I 14 ILZA FILE :
SUBJECT: Ratification of
Emergency Purchase of the
Hispanic Media Conference
FROM : Cesa O REFERENCEPPoks
Cityto
ENCLOSURES:
It is respectfully recommended that the City Commission pass the
attached resolution ratifying, approving and confirming the City
Manager's emergency action in authorizing the acquisition of the
1994 Hispanic Media Conference books to be used at the Hispanic
Media Conference, October 26-28, 1994 from Colonial Press
International, a Hispanic, Dade County vendor located at 3690 NW
50th Street, Miami, Florida 33142 for the printing, folding and
binding of the four color process 1994 Hispanic Media Conference
books. Funds are available from Account Code 270601-773.
BACKGROUND
The Department of Conference, Conventions and Public
Facilities/Office of Public Information has approximately 45 days
before the Hispanic Media Conference. Due to the fact that the
Directory is funded through fund-raising efforts of the
Conference and because the preparation of this book is very
detailed and involves information which has to be as current as
possible, it was necessary to wait until now before proceeding
with quotes. Informal quotes were obtained from Swanson Printing,
Inc. in the amount of $11,675.00, Jordan Graphics, Inc. in the
amount of 12,335.00, Colonial Press International, Inc. in the
amount of $9,622.00 and Ross Printing, Inc. in the amount of
$13,589.00 The award was made to Colonial Press International,
Inc. the lowest most responsive and responsible bidder at a total
proposed amount of $9,622.00. Funds for this purchase are
available from Account Code No. 270601-773.
Attachments
94- 758 /R-/
W
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Cesar H. Odio DATE:
City Manager
tTony Pajares, Directo
FROM:: Dept. of Conferences, Conven ions
& Public Facilities REFERENCES
ENCLOSURES:
September 7, 1994 FILE :
Request to Waive Formal
Bid Process
Printing of Hispanic
Media Resource Directory
for Conference on 10/26
We are in the process of completing preliminary work -up and data
gathering for the printing of ,the Hispanic Media Resource
Directory, which will be distributed to all participants of the
Hispanic Media Conference to be held October 26-28, 1994. We
estimate the cost as follows:
Printing of 3,000 directories $17,000
In view of the fact that we only have about 45 days before the
Conference, i-t would be impossible to follow the formal bid
procedure. Therefore, your approval is requested to waive the
formal bid process so that the Directories can be ready for
distribution at the Hispanic Media Conference on October 26.
Since we are at the end of the fiscal year, we also need the
attached purchase requisition to the treated as an emergency.
Due to the fact that the Directory is funded through fundraising
efforts of the Conference and because the preparation of this
book is very detailed and involves information which has to be
as current as possible, it was necessary to wait until now before
we proceeded with the bids.
We have discussed the printing of the Directories with John
Austen, Supervisor of Graphic Reproductions/GSA, and he will
assist us in the selection of an outside vendor.
In accordance with procedure, a Resolution will be prepared by
Procurement Management, for City Commission ratification of this
action. Your assistance in expediting this request will be
greatly appreciated.
APPROVED:
VP/TP Cesar H. Odio, City Manager
cc: Ron Williams
Judy Carter
John Austen
94- 758 _3
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9 662. Of
1994 HISPANIC MEDIA DIRECTORY
PER ATTACHED SPECIFICATIONS
FY
TOTAL
9 j662.00
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RATIFICATION OF EMERGENCY
ITEM: For the printing, folding & binding of
Four Color Process 1994 Hispanic Media
Conference Books
DEPARTMENT: Conferences, Conventions/Office
of Public Information
T PE OF PURCHASE: Short Term Contract
RECOMMENDATION: IT IS RECOMMENDED THAT AWARD BE MADE
TO COLONIAL PRESS INC. A HISPANIC, DADE
COUNTY VENDOR AT A TOTAL PROPOSED AMOUNT
OF $9,662.00.
94- 758
0 ,,awl
CITY dF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
Matty Hirai
TO : City Clerk ` DATE : FILE
Request to Publish Notice
SUBJECT : for Public Hearing
FROM: Angela Bellamy REFERENCES:
Assistant City Manager
ENCLOSURES:
Please make arrangements to publish a'Notice of Public Hearing to
entertain objections to the waiving of competitive sealed bids
for the emergency aquisition of the four color process Hispanic
Media Conference books for the Hispanic Media Conference, October
26-28, 1994-from Colonial Press International, Inc. for the
Department of Conferences, Conventions and Public Facilities
TM date and time of this public hearing will be
Z 7 1994, at /o.'ea r/!k, .
APPROVED
Elvi Gallastegui
Agenda Coordinator
94- 758 G�
CITY OF MIAMI, FLORIDA
A public hearing will be held by the City commission of the City
of Miami, Florida on , at M. in the City
Commission Chambers at City Hall, 3500 Pan American Drive, Miami,
Florida, for the purpose of hearing any objections by the City
Commission from any interested parties affected by a Resolution
ratifying the City Manager's emergency action in waiving
competitive sealed bids and authorizing the printing, binding of
four color process books for the Hispanic Media Conference being
held October 26-28, 1994, from Colonial Press International, Inc.
at a total proposed amount of $9,622.00.
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 matter
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.
94- 758
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