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Home My WebLink AboutR-93-0150J-93-141 3/11/93 03- 150 RESOLUTION NO. A RESOLUTION ACCEPTING THE BID OF FIRST IMAGE MANAGEMENT COMPANY FOR THE FURNISHING OF MICROFICHE AND MICROFILM SERVICES ON A CONTRACT BASIS FOR A PERIOD OF ONE YEAR WITH THE OPTION TO EXTEND FOR ONE (1) ADDITIONAL YEAR FOR THE DEPARTMENT OF MANAGEMENT AND BUDGET, AT A TOTAL PROPOSED FIRST YEAR COST OF $28,000.00; ALLOCATING FUNDS THEREFOR FROM 1992-93 DEPARTMENT OF MANAGEMENT AND BUDGET GENERAL FUND, ACCOUNT CODE NO. 460201-340; AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE PURCHASE ORDERS FOR SAID SERVICE AND THEREAFTER TO EXTEND SAID CONTRACT AT THE SAME PRICE, TERMS AND CONDITIONS, SUBJECT TO THE AVAILABILITY OF FUNDS. WHEREAS, pursuant to public notice, sealed bids were received December 7, 1992 for the furnishing of miorofiohe and microfilm services on a contract basis for a period of one (1) year with the option to extend for four additional one year periods for the Department of Management and Budget; and —'" WHEREAS, invitations were mailed to eighteen potential bidders and two bids were received; and WHEREAS, funds for said services are available from the t: 1992-93 Department of Management and Budget General Fund, Account Code No. 460201-340; and -= WHEREAS, said service will be used by the Department of Management and Budget to provide Computer Output Microfiche (COX) services to various City departments; and CITY C0PM3SION MEETING OF MAR 1 1 M3 Aenludon 03- 0 WHEREAS, the City Manager and the Direotor of Management and Budget reoommend the bid received from First Image Management — Company be accepted as the lowest most responsible and responsive z bid; and WHEREAS, at its March 11, 1993 Meeting, the City Commission- specified that said bid be acoepted for one year with the option - to extend for one additional year; 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— i. thereto and incorporated herein as if fully set forth in this Section. - Section 2. The Deoember 7, 1992 bid of First Image Management Company for furnishing microfiche and microfilm — services on a oontract basis for one year with the option to extend for one year for the Department of Management and Budget ,4 at a total proposed first year cost of $28,000.00 is hereby accepted, with funds therefor hereby allocated from 1992 93 _ Department of Management and Budget General Fund, A000unt Code _ No. 460201-340. Section 3. The City Manager is hereby authorized �`� to instruct the Chief Procurement Officer to issue Purchase Orders for said service and thereafter to extend said contract at the ems. The herein authorization is further subject to compliance - with all requirements that may be imposed by the City :Attorney, inoluding but not limited to those prescribed by applicable City Charter and Code provisions. A 93- 15+0 -2- - .. _ 5 UT CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM CAwl TO.The Honorable Mayor and DATE! FILE: Members of the City Commission M ` 2 1993 SUBJECT: Resolution Authorizing Award of Contract to First Image Management Company n* PROM: REFERENCES: for the Provision of '"- Cesar H. 00o.; Microfiche & Microfilm City Manager'` ENCLOSURES: Services to the Department of Management and Budget RECOMMENDATION: It is respectfully recommended that the City Commission adopt the attached resolution awarding a contract to First Image Management Company, a non --minority, non -local vendor located at 5101 Northwest 21st Avenue, Suite 460, Fort Lauderdale, Florida 33309 to provide Computer Output Microfiche (COM) Services to the Department of Management and Budget. First Image Management Company is the low bid vendor whose services include all the features required by the City's users. Total cost of these services is estimated to be $28,000 for the first year, for which funds are available in the Fiscal Year 1992-93 budget of the Department of Management and Budget. The estimated cost can increase or decrease in the following years depending on future need of COM services by the City's users. BACKGROUND For the last five years, the Department of Management and Budget has contracted out the off -site processing for the CAM services it provides to microfiche and microfilm users within various City departments because of the benefits that accrue from contracting out with highly specialized COM 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 First Image Management Company is the lowest bidder whose COM services include all the features -fy+i required by the City's users. Estimated Amount: $28,000 $ of Cost Estimates: N/A =° Budgeted Amount: $28,000 -a, Source of Funds: 1992-1993 Department of Management and Budget, _# General Funds account No. 460201-340, "Other Contractual Services". Minority Participation: Minority vendors did not bid in response to the request for quotation. 93- 150 0AI-1 CITY OF MIAMI. rLORIDA INTEROFFICE MEMORANDUM nATE• .'Tannary 20. 1993 TO. Judy Carter Chief procurement SUBJECT? Approval for Acquiring (;eneral Services .Administration Microfiche and Microfilm Services FROM! Robert Parcher REFERENCES: Deputy Director Department of Management and Budget ENCLOSURES: Computers Division This department has verified available funding with the Department of Budget ble to cover the that funds u ubject t of $ 28a 000 from Account Code Nocost pf 460201the E 340. services in the amo BUDGETARY REVIEW & APPROVED BY: VLt` ra7nJar Surana, D rectorp tment of Management & Budget v �T 93- 150 13 =k: t:l.: i0J..0 i+ti 3 V� TJD SHEET (Continued) �SpQR',i'Blt 4: BID SHEET AND ATTACHMENTS MUST HE RETURNED IN TRIPLICATE In THE ATTACHED ENVELOPE IDENTIFIED BY BID NUMBER, TIME AND DATE OF BID OPENING. IF SECURITY IS REQUIRED, A BID WILL NOT BE ACCEPTED UNLESS THE DEPOSIT OR BOND IS SUBMITTED IN THIS ENVELOPE. arms: Net 2Q�d ys (Include cash discount for prompt payment, if any) 3ditional discount of p % if awarded all items. arranty and/or guarantee : 100X Uncondi 11 lkm * Q. alivery:_,M, calendar days required upon receipt of Purchase Order or Notice E Award. requested Number of calendar days required to complete work after start. i accordance with the Invitation to Bid, the Specifications, General Conditicns, Special inditions, and General Information to Bidders, we agree to furnish the Item(s) at Prices idicated on the attached bid sheet(s). NAMES OF COMPANY OWNER(S): NAMES OF COMPANY OFFICER(S): Dwayne WAfee . MQ — William Lurid, Rp-g'nna] Virg FtPaiAPnt � Dime M. Rose. District Manaus i List principal business address: (street address) 5101 N.W. 21st Avenue, Suite 460, Ft. Latderdala, FL -43309 i List all other offices located in the State of Florida: (street address) 3728 Phillips Highway, Suite 49, Jacksonville, FL 32207 - rz' Tease use the back of this page if more space is necessary) - - - MTitOR1'PY PRAL'�1:t1lMIRIdT E�QKPLIJ►NCa e undersigned. bidder acknowledges that (s)he has received a copy of ordinance f10062 as ended, the Minority Procurement Ordinance of the City of Miami and agrees to comply with all = plicable substantive and procedural peovisione therein, including any amendments thereto. .dder: First Iwgg Manammnt CgMMU Signature: - (company name) :te: 12 /3 /92 Print Name: Dianei _ Rnae idicate if Business is 51% Minority -owned: (Check me box only) _ ] BLACK [ ] HISPANIC [ ] FEMALE AFFIRMATIVE l►2'TIt?N PI.�H firm has an existing plan, effective date of implementation:_ 4/26/92 - �a firm does not have an existing plan, the Successful Bidders) shall be required to tablish an Affirmative Action Policy, pursuant to Ordinance #10062 as amended. tree Appendix -_ for sample. _ �Y = dder: First Image Management C Signature: - ( company name) 9 3 - 150 dLURF TO COMPLETE, SIRN, ANDRETURNTHIS FORM MAY DISQUALI_EX THIS BID. -,� AWAY_ _Q1,B- O Sind No.92--93-025 Microfiche & Microfilm Service Management and Budget On a contract basis for one (1) with the option to extend for four (4) addtional one (1) year periods. The Department of Management and Budget provides computer output microfiche and microfilm services to various city departments. 18 2 1992-93 Department of Management and Budget, General Fund; Account Code No. 460201-340. See Attached ALL VENDORS ..................... • ....... Bid Invitations Mailed Bid : Resnon�_ses_ • • • • e • 1 8 2 0 0 ...... 0 0 ...... 0 0 ...... 0 0 ...... 0 0 e • • • • • 0 0 ...... 0 0 ...... 18 2 ...... 2 0 • e • • . • " 5 MINORITY/FEXALE (M/F) VENDORS... 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 (NX) VENDORS........ Located within City limits.... "No 93- 10 • 1 The reasons for NO BIDS were as follows: XEROX - ,DO NOT SUPPLY MICROFILM SERVICES` WESTRCHESTER MICROFILM, INC - -NOT QUALIFIED DUE TO INSURANCE" DATAPLEX CORP. "WE DO NOT OFFER COM SERVICES AT THIS LOCATION" NCR, CORPORATION - ,CAN NOT MEET ALL REQUIREMENTS' PROFESSIONAL MICROFILM SERVICE -,,NO DEEP TANK PROCESSING CAPABILITES" RycommEnDATION: IT IS RECOMMENDED THAT THE AWARD BE MADE TO FIRST IMAGE MANAGMENT COMPANY, A NON -LOCAL, NON -MINORITY FIRM AT A TOTAL PROPOSED FIRST YEAR COST OF $28,000-00- I Pro reme fficer 19 Date 93- 150 co W 4 Tabulation Bid No. 92-93-025 Microfiche and Microfilm Services A Bid N A C 0 First M P Five F Bid I R S T First I M A G E Five Quote Year Year Quote Year Year Microfiche (42X) *14,410 Originals 1.80 25,938 129,690 .97 13,978 69,890 Microfiche (42X) *24,743 Duplicates .13 3,217 16,085 .07 1,732 8,660 Microfilm (16MM) *486,654 .0195 9,490 47,450 .0150 7,300 36,500 TOTALS: 38,645 193,225 22,830 114,150 Less Discounts Indicated In Bid: 20% <7,729> <38,645> -0- ----- ----- Plus One Time Conversion Expenses (from Page 2) to be Incurred By the City of Miami: -0- -0- 5,253 5,253 City Cost One & Five Year: 30,916 154,580 28,083 119,403 One Year Estimated Volume (September 1, 1991 - August 31, 1992) E I f�!Iollii �' 1411 I � �! l Ills II ICIi ,�li �r Ili )_aR�i�i. I .n,ia I�iuu�ii��i ;i i i i�7��"ON ilik-: ilk . , r II it I i i �iJII �Yii{Il w 1 r� CFt Q Tabulation Bid No. 92-93-025 Microfiche and Microfilm Services i CONVERSION EXPEI1SES BREA DOWN *85 HOURS @ $54.62 $4,643.00 3,000 SAMPLE MICROFICHE DUPLICATES 510-00 100.00 1 16MM SAMPLE ROLL TOTAT, COWMRSION COST: $5, 253.00 * Per time estimates (pages 3 to 6) times the hourly rate (page 7) Of pAary i � _;I i _i. _ ..i 1Iff �1�1I,; It ,, I 9 � WE DID rmt MICROFICHE AND MICROFILM SERVICES, -- Ills NO-* 91-92-025 DA23 STU(s) 0!=XXp4 DECEMBER ?, 1992 10:30 a.m. i' IFITAL111Lal�®��..is�2 Beck . SD t�O t: ►fH lt; _ ANACOMP, INC. Bid attacned FIRST IMAGE MANAGEMENT CO. " N0 BID XEROX WESTCHESTER MICROFILM INC. DATAPLEX?MIAMI r! �l.�rrrNM�1.. �rlNlN.Yi�M!!• A C R CORPORATION r�rwrrrirl�.rrl� rrI•�r�N!!!N lwrl�rMMIN PROFESSIONAL MICROFILM SERVICE �MMNMAirlr'y/.•Ir.i�.�IOO.>�O! rOrYN�! rl�r.•.rrrr.s��a! ..�r�sr..r�rrw.��wr� �srriarr�� .•�wr�.wrw�m r+�rs�.rrr .�rr�.r.�r�r wsrrrrrrs-rrrr r .�rsrr�aro�rrswe rwarr..►r�rmsrr+r 3 - /pro !r!•lt+rl�.r•�!!Mi Ar•.�MlrlMi! l�rMNrOMr+r �.rO�Yl��rr w�oww.�rw rrNNN..•!.1 srwr�.r�.�.sr�.r !lMfd�MM�M �MI�rIMfiMlr'�iMiOs awrwra.�sarrewr �!� .II.aY�firrlNrY�.1ro i.r�rrN • !ld�r • �fll�NA.► i�r Nx�Mi�!!r IMAi.OrI.M•r+iM.�r! ..M Y_rl�rlON.l.iis�rrr!! envelopes on behalf Est (@srsaa recelvia� ►!es) ,,.GSA/Solid Waste -procurement Division oa iu+� � w.•..w.11rrl r�r�__r!l.a r•rrrMrrrrl.�rM� il.YlMrrlY.�..I.•r•►.ail.•lNOr,�•.�,�l� (City Dopartosat) SIGNIV ( putp .Citp C1rrIc LEGAL ADVERTISEMENT P If { Sealed bids will be received by the City of Miami City Clerk at her office located at 3500 Pan American Drive, Miami, Florida, 33133 not ;dater than .1009 A.m. a V2CSabfkr 7 a 1992; to 'furnish microfiche and microfilm development services on a contract basis, for the Department of Management and Budget. Bids submitted after the deadline and/or submitted to any other location or of€ice shall be deemed not responsive and will be rejected. s 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 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. Local preference may be applied to those bidder whose primary office is located in the City of Miami, provided the amount of the bid is not more than ten percent (10%) in excess of the lowest other responsible bidder. Detailed specifications for the bids are available upon request at the City Procurement Office. The City Manager may reject all bids and readvertise. (Ad No. 088�0) Cesar H. Odio City Manager �'h- -; i. ._. ,,;� ,�.* -..� : _ � '.r:r;+s?^•seer-.....,.q: rr:...• �._Y;r�'° s`9.+�� ; City of Miami `t1,ttSlfilt3lOR ADVERTISEMENT This 14EThis number mutt in the advertisement.. 1. Department Procurement ( for Managemen 2' & i Buse: et ) 3. Account Code number: 460101-�287 4, is this a confirmation: ❑Yes ., -6 ❑ No 5. Prepared by: � Maritza Pages 6. Site of edv"sement: Legal 7. Starting date: 11/23/92 s. Telephone number: 575-51.74 9. Number of times this advertisement is to be published: one j Fo-TY of advertisement tXl Legal ❑ Classified ❑ i�isnlay 11. Remarks Bid No. 92-93-025t Microfiche and Microfilm Services _ 12. Publication Date(s) of Advertisement invoice No.. Amount Miami Review Miami Times Diario Las Americas i 13. ❑ Approved ❑ Disapproved D@Aartment Directoftbesigo;�e Date IL Approved for Payment Dee, GS/PC 503 Rev. 12/89 1 Rotstlnt-._Forward White and Canary to G.SA. (Procurement Manaaementl and retain Pink COW. v+m 1 "11ww r #vrw. wrUm - wenary • uapanment