HomeMy WebLinkAboutR-93-0586J-93-619
8/24/93
EYED
RESOLUTION NO. - v
A RESOLUTION ACCEPTING THE BID OF XEROX
CORPORATION FOR THE FURNISHING OF SIX (6)
HEAVY DUTY TYPE E COPIER MACHINES ON A
LEASE/RENTAL BASIS FOR A PERIOD OF FIVE (5)
YEARS TO THE DEPARTMENT OF GENERAL SERVICES
ADMINISTRATION AND SOLID WASTE AT A FIRST
YEAR COST OF $149,544.00, FOR A TOTAL
PROPOSED AMOUNT OF $747,720.00; ALLOCATING
FUNDS THEREFOR FROM THE OPERATING BUDGETS OF
VARIOUS CITY DEPARTMENTS LEASING COPIER);
AUTHORIZING THE CITY MANAGER TO INSTRUCT THE
CHIEF PROCUREMENT OFFICER TO ISSUE PURCHASE
ORDERS FOR THIS SERVICE, SUBJECT TO THE
AVAILABILITY OF FUNDS.
WHEREAS, pursuant to public notice, sealed bids were
received June 23, 1993 for the furnishing of six (6) heavy duty
type E copier machines on a lease/rental basis for a period of
five (5) years to the Department of General Services
Administration and Solid Waste to be used by various City
departments; and
WHEREAS, invitations were mailed to forty-three (43)
potential bidders and four (4) bids were received; and
WHEREAS, funds for this purchase are available from the
operating budget of the various City departments using this
equipment; and
CITY Colk"USSION
Mr..}5 T ;"„Y OF
Reaolution No.
WHEREAS, these copiers will replace six (6) heavy duty units
that are currently utilized by Police, Law, Planning, Building &
Zoning and Public Works Departments; and
WHEREAS, the City Manager and the Assistant City Manager in
charge of the Department of General Services Administration and
Solid Waste recommend that the bid received from Xerox
Corporation be accepted as the only responsible and responsive
bid;
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 June 23, 1993 bid of Xerox Corporation
for the furnishing of six (6) heavy duty type E copier machines
on a lease/rental basis for a period of five (5) years to the
Department of General Services Administration and Solid Waste to
be used by various City departments at a first year cost of
$149,544.00 for a total proposed amount of $747,720.00 is hereby ;
accepted, with funds therefor hereby allocated from the operating i
budget of the various City departments using this equipment.
j Section 3. The City Manager is hereby authorized to
instruct the Chief Procurement Officer to issue purchase orders
for this service.
Section 4. This Resolution shall become effective
j'
immediately upon its adoption. }
93-- 536 t
-2-
PASSED AND ADOPTED this 27th day of September 1993.
VIER R L . SU REZ, MAYOR
ATT
M4AY HIRAI
CITY CLERK
PREPARED AND APPROVED BY:
CARMEN L. LEON
ASSISTANT CITY ATTORNEY
APPROVED AS TO FORM AND CORRECTNESS:
JON S,
CITY ATT R Y
C jLL. 81
.cs .
LL:osk: 3815
93- *586
I
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Honorable Mayor and Members DATE
of the City Commission
SUBJECT
FROM Ces io REFERENCES
Cit ager
ENCLOSURES
RECOMMENDATION:
SEP 1 71993 FILE
Resolution Authorizing
Award of Bid No. 92-93-103
Lease of Six (6) Type E
Heavy Duty Copiers
It is respectfully recommended that the City Commission adopt the
attached resolution awarding a contract for the lease/rental of
six (6) Heavy Duty Type E copier machines from the Xerox
Corporation, a non -minority, Dade County firm with their local
offices at 800 S.W. 37th Avenue, Coral Cables, Florida 33134, as
the only responsible and responsive bidder in accordance with Bid
No. 92-93-103. The total cost of these six lease/rental units for
a five year period is estimated to be $747,720.00 of which the
first year costs shall be approximately $149,544.00. Funds for
this equipment shall be available from the budgets of the Police
Department, Law Department, Planning, Building & Zoning
Department and Public Works Department.
BACKGROUND:
The General Services Administration and Solid Waste Department,
Graphic Reproductions Division has analyzed bids received
pursuant to Bid No. 92-93-103, to lease/rent six (6) heavy duty
copy machines. it is respectfully recommended that the award be
granted to the Xerox Corporation, a non -minority firm in the
annual amount of $149,544.00, as the only responsible and
responsive bidder meeting specifications. 'Three (3) additional
(non minority) firms submitted bids for copier models that did
not meet specifications. These copiers shall replace six (6)
heavy duty units that are currently utilized by Police, Law,
Planning, Building & Zoning and Public Works departments. The
current agreement for the six (6) existing copiers will expire at
the end of September 1993. Each department shall prepare
requisitions to lease copier(s) from this award based upon
approval of the expenditure from the department's budget.
Funds in the annual total amount of $149,544.00 will be utilized
from the operating budgets of the four (4) user departments, 610
account code.
- 54 0
HUU-.1J-dJ rK1 jLoal U111 Vr uiniii uvuuL,
CITY OF MIAMI, FLORiDA
• INTER -OFFICE MEMORANDUM
To: Judy S. Carter
Chief Procurement Officer DATE FILE
Procurement Management Division Bid no. 92-93-103
sUa,ecT :Lease of Type E Heavy
Duty Copiers
FROM : Ron E . Williams REFERENCES
Assistant City Manager
ENCLOSURES:
The Department of General Services Administration and Solid Waste
has prepared specifications and received bids for the
leaserental of six (6) Heavy Duty copier machines for four (4)
departments of the City. The existing copier leases terminates
at the end of September and new requisitions must be prepared by
each department and approved for lease of copiers for the new
fiscal year. Funds for copier leasing shall be available in the
budget of the department making the request prior to approval of
the request. Therefore, this item is approved for placement upon
the agenda, with the understanding that individual leases by the
departments will not be approved unless departmental funds are
available for the lease. The total cost of these leases/rentals
over a five year period is estimated to be $747,720.00 or
149,544.00 per year.
BUDGETARY REVIEW & APPROVED BY:
Manohar Surana, Director
Department of Management
and Budget
3
93- �86
MIL, FLORIDA �s
Continued )
BID NO. 92-93-103
1. �; BID SHEET AND ATTACHMENTS MUST BE 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.
Terms: N/A - (Include cash discount for prompt payment, if any)
Additional discount of NSA if awarded all items.
Warranty andjor guarantee: TER14 OF BID
Delivery:�20 calendar days required upon receipt of Purchase Order or Notice
of Award.
20 or sooneiNumber of calendar days required to complete work after start.
In accordance with the Invitation to Bid, the Specifications, General Conditions, Special
Conditions, and General Information to Bidders, we agree to furnish the Items) at Prices
indicated on the attached bid sheet(s).
NAMES OF COMPANY OWNER(S):
XEROX CORPORATION
NAMES OF COMPANY OFFICER(S):
Paul A Allaire _ CEO
Eunice M . Filter - Vice President
John Cuciti-State & Local Gov't Contrac
r
s 7
a) List principal business address: (street address)
100 S. Clinton Ave. Rochester, t4Y 14644
b) List all other offices located in the State of Florida: (street address)
Barnett Bank Bldg., 1 E. Broward Blvd. Ft. Lauderdale
800 S. W. 37th venue -- oral �C�bles, FL 33134
Ornl C 1.1 9-1 tiva ��,to r_1 ainor%ii a---- --
(Please use the back of this -page if more space is necessary)
The undersi:-ned bidder acknowledges that (s)he has r e," spy of ordinance #10062 as
amended, the Minority Procurement Ordinance of the C' of Piiami and agrees to comply with all
applicable substantive and procedural provisions th ¢in incl'ud ng ny amendments thereto.
Bidder: Xe—k C—Qpp ,Rtie- S gnI
(company name)
Date: 6-15-93 rint
John Cuciti
Indicate if Business is 51% Minority -owned: -(Check one box only)
[ ] BLACK [ ] HISPANIC [ ] FEMALE
AFFIRMATIVE ACTION PLAN
If firm has an existing plan, effective date of implementation:
If firm does not have an existing plan, the Success Bidder(s)
establish an Affirmative Action Policy, pursuant to Or aanc�- IDQ62 as
I for sample.
Bidder: Xarnx rprnnr;ti�n ignat _ r`
(company name)
shall be required to
amended. See Appendix
John Cuciti
e 3 C;
iS Rin.
A
AWARD QF BID
Bid No. 92-93-103
ITEM: Six (6) Heavy Duty Type E Copier Machines
DEPARTMENT: General Services Administration and Solid
Waste
TYPE OF PURCHASE: Lease/Rental basis for five (5) years.
REASON: These copiers will replace six (6) heavy duty
units that are currently utilized by Police,
Law, Planning, Building & Zoning and Public
Works departments.
POTENTIAL BIDDERS: 43
BIDS RECEIVED: 4
I
FUNDS: Operating budgets from various City
departments leasing copiers.
s BID TABULATION: See Attached
Bid
Invitations
Bid
Mailed
Regponses
ALL VENDORS ............................
43
4
MINORITY/FEMALE (M/F) VENDORS..........
20
0
Within City limits ..................
2
0
Registered with City ................
15
0
Black (B) vendors ......................
5
0
Located within City limits..........
2
0
Registered with City ................
4
0
Female (F) Vendors .....................
5
0
Located within City limits..........
0
0
Registered with City ................
3
0
Hispanic (H) Vendors ...................
10
0
Located within City limits..........
0
0
Registered with City ................
8
0
NON MINORITY (NM) VENDORS ..............
23
4
Located within City limits..........
0
0
"No Bids.. ..............................
-
4
93- 586
Reasons) for NOT awarding to local vendor:
There are no vendors whose primary office is located within the City
of Miami.
f
Reason for "No Bid" is as follows:
1. Philip Morris - "Not carrying heavy duty copiers."
2. MOS - "We can't meet specifications."
3. Pitney Bowes, Inc. - "Do not bid specifications."
4. Copyco, Inc. - "Bids not competitive with present specifications"
$EC_ OM14E�NDA_T_ION : IT IS RECOMMENDED THAT THE AWARD BE MADE TO
XEROX CORPORATION, A NON -MINORITY, DADE COUNTY
VENDOR, AT A TOTAL PROPOSED AMOUNT OF
$747,720.00.
Chief Procure officer
j
Dat
!
f
!
i
i
93- 586
TABUL►, i ION OF TYPE E - HEAVY DUTY L—r'IERS
• ON A 60 MONTH LEASEIRENTAL
BID NO.92.93-103
i Estimated number of copiers: Six (6) Copiers
Copier Range: 50,000 - 150,000 (per month)
Multicopy Speed: 90 copies per minute - (minimum)
Benchmark Performance Level: 70,000 copies per month
Bidder:
XEROX CORP.
800 SW 37th Ave.
Coral Gables, FL 33134
(City of Coral Gables)
Non Minority
MFGR. & MODEL NO.
XEROX 5388
Multicopy Machine Speed:
92 copies per minute
a. Monthly Rate: monthly (Item 4a)
$1,552.00 per month
b. Recirculating Document Handler (RDH)
0•
(75 originals - minimum)
i
c. Stacker/Stapler (50 sheets minimum)
p.
Total (a,b,c)
$1,552.00 per month
Five (5) Year Cost
$93,120.00 (x60=)
d. Installation Charge
0.
e. Removal Charge
0.
f. Supplies Cost
Included
g. Total Cost for copies
$31,500.00 (4,200,000)
l
(.0075 each)
TOTAL 60 MONTH COST (per machine)
$124,620.00
TOTAL 12 MONTH COST (per machine)
$24,924.00
TOTAL 12 MONTH COST (six (6) machines)
$149,544.00 (per year)
TOTAL CONTRACT COST (six (6) machines)
*$747,720.00 (five years)
AVERAGE COST PER COPY (25,200,000 copies)
i
0296 per copy (including supplies)
*XEROX CORPORATION a non minority vendor with offices located
at 800 SW 37th Avenue Suite 800, Coral Gables, Florida
33134 is the lowest responsive and responsible bidder with a 60 month total contract cost of $747,720.00 for six machines.
Three (3) additional (non minority) vendors submitted bids for copier equipment that did not meet specifications:
Lanier - Lanier Model 7100 . Does not have any enlargement capabilities.
Monroe Systems for Business Inc. - Monroe RL 985DS . Does not meet multicopy speed (rated at 85 cpm), etc.
Delta Business Systems . Canon Model NP9800 • Does not meet multicopy speed (rated at 83 cpm), etc.
Canon Model NP 9850• Does not meet multicopy speed (rated at 85 cpm), etc.
9� -- S86
. �ID_SE[ORITT_LYST
DID YTilit SIX TYPE E HEAVY DUTY COPIERS
--___a._�__—
DID NO. 92-93-103
DATY arD(S) OP INEDe JUNL 23, 1993___� 10:30 aa.m—m. ----------
TOTAL 'ID SOHD_jorj
DIDDER _CFi1cr,
attached
N
DELTA BUSIESS SYSTEMS
Bid
"
XEROX CORPORATION
MOldROE SYSTENIS/BUSINESS
LANIER
NO BID:
PHILIP MORRIS
MOS.
PIT11EY BOWES INC.
-- -----—;--------------
-----------------------
COPYCO INC.
e -- -- —
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i
�o__--_ d__ --_ toeaivsd
on Caivin& bisF envelopes on behalf of
SA/Solid_ Waste -Procurement -Division
(Cit' Dapartmant) ..
=IGNEDe
J
r-- ,
RECEIVI.-
'93 JUN 23 A10:30
M A I-
cli
CITY OF MIAMt , FLA.
LEGAL ADVERTISEMENT
$gyp N0. 92 93-103
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 later than 10 t 30 A K-, ,,Tvaa_23, 1993 for the furnishing
of approximately six (6) Type E Heavy Duty Copiers for the
Department of General Services Administration and Solid Waste.
Bids submitted past such deadline and/or submitted to any other
location or office shall be deemed not responsive and will be
rejected.
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 who are 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
NW 20th Street, Second Floor, Telephone 575-5174.
Local preference may be applied to those vendors 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. 1326)
Cesar H. Odio
City Manager
rn
_J
rQ
N 0/
City of
Miami
REQUISITION FOR
ADVERTISEMENT
This number must
appear in the
advertisement,
INSTRUCTIONS, Please type and attach a copr of the advertisement with this recuisition
2. Division:
3. Account Code number: 4. Is this a confirmation:
1:1 Yes n No
5. Prepared by:
6. Size of advertisement: 7. Starting date:
8. Telephone number;
9. Number of times this advertisement is to
of
Tyge_q
advertisement:
oublished: �b8lll
Lai _ El Classified El
Display
11. Remarks:
12.
G.S.A. (Procur!gwignt Mona Ment
U§g 0NLY-
Date(s) of
Invoice No.
Amount
Publication
Advertisement
<
TT--
r
-T- I
13.
El Approved
El Disapproved
Department Director/ Designee Date
Approved for Payment
Date
C �i3S/PC 503 Rev. 12/89j Routing: Forward White and Canary to G.S.A. (Procurement Management) ana retain t'inK COPY.
DISTRIBUTION: White - G.S.A.; Canary - Department