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Home My WebLink AboutItem #67 - Discussion Item0 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM To: Honorable Mayor and Members of the City Commission FROM Cesar H. Odi City Manager RECOMMENDATION '' 49 DATE : C E B - 0"'1992 FILE . SUBJECT :Resolution Authorizing the Sole Source Purchase of a Maintenance Agreement for Microfilm Camera REFERENCES: ENCLOSURES: It is respectfully recommended that the City Commission adopt the attached resolution authorizing the awarding of a maintenance agreement for the Planning, Building and Zoning Department's Imtec 35mm Microfilm Camera to Information Management of Florida, a non -minority vendor based in Pompano Beach, at a cost of $$7,960 per year, with the option to be extended annually at the same price, terms and conditions, and thereafter to extend said contract for two additional 1-year periods, subject to the availability of funds, and an annual written finding by the Chief Procurement Officer, confirmed by the City Manager, that Information Management of Florida is the sole source for said service. Information Management of Florida is the sole provider of this service in South Florida. Funds are available for the first year from the Planning, Building and Zoning Department FY 1991-92 Operating Budget Account Code No. 560402-670-421001. BACKGROUND State law requires that the City of Miami Planning, Building and Zoning Department maintain all plans and documents for any building construction and renovation for the life of a building and to file an additional copy in another location. On March 8, 1990, the City Commission adopted Resolution 90-192, accepting the bid of Information Management of Florida for a 5-year lease/purchase agreement for an Imtec AO Microfilm Camera with in -line printer (Bid No. 89-90-045). The microfilm camera is presently used on a continuous basis in the Permits and Revenues Section of the Planning, Building and Zoning Department to record all plans and documents which are processed by the Department. However, product maintenance was included for one year only, following the warranty period. In order to continue the operation of this sensitive precision instrument and to minimize interruption of service, it is requested that authorization be given to continue a preventive maintenance and service agreement, with Information Management of Florida, with the option to be extended annually at the same price, terms and conditions, and thereafter to extend said contract for two additional 1-year periods, subject to the availability of funds, and an annual written finding by the Chief Procurement Officer, confirmed by the City Manager, that Information Management of Florida is the sole source for said service. IMF is the sole authorized provider of service and supplies for Imtec Micrographics in South Florida. Their technicians are dispatched (,.� locally. 1) V — 13 3 • L y9-1 44* 7 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM To Judy S. Carter DATE Chief Procurement Officer General Services Administration/Solid WaECT . FROM : REFERENCES Sergio ez, Director Pl ann g, Bui 1 di ng and Zoning Department ENCLOSURES January 6, 1992 FILE Authorization to Purchase a Maintenance Agreement for Microfilm Camera This Department has verified with the Department of Budget that funds are available in the FY 1991-92 operating budget account code 560402-670-421001 for the purchase of a maintenance agreement for this Department's microfilm camera and in -line printer at a cost of $7,960. BUDGETARY REVIEW AND APPROVAL BY: ano ar S. Surana Assistant City Manager (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.) SR/vb 5W V CITY OF MIAMI, FLORIDA INTER -OFFICE MEMOFIANDUIN V, . iQ2' 8 I-, Pl To : Judy S. Carter DATE : December 12; 1991 FILE Chief Procurement Officer General Sery ces Administration/Solid WasAJWECT: Sole Source Justification - Maintenance Agreement 35mm Microfilm Camera r FROM : REFERENCES Sergio Rodriguez, Director Planning, Building and Zoning Department Q1 `' ENCLOSURES: xc - lfJ r^ 0 �. Ln Per Resolution 90-192, the City Commission accepted the bid of Information Management of Florida for a 5-year lease/purchase agreement for an Imtec AO Microfilm Camera with in -line printer (Bid No. 89-90-045). Product maintenance was included for one year only, following the warranty period. In order to continue with the operation of the equipment, it is requested that authorization be sought to purchase a maintenance agreement at a cost of approximately $7,960 per year, to be extended annually at the same cost for a five-year period. Per the attached letter, Information Management of Florida advises that they are the sole provider of authorized service for this specific equipment. IMF is also the vendor from which the equipment is being leased/purchased. The maintenance agreement should include the following (please also refer to the attached Product Maintenance Agreement): 1) Routine preventive maintenace for Imtec AO Camera with in -line printer; tandem head/vacuum hold-down, Serial No. 385. 2) Emergency service without charge during normal business hours. 3) 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. Funds for this service are provided in the Building and Code. Enforcement Division, FY '92 Enterprise Fund budget. Please contact Jenny Barbanera, at 6800, ext. 12, if further information is required. APPROVAL: () 9 ... _d 3 3, 1 Juo Garter Chie ocurement ' r SR/vb City anager and City Att rnl� r v Attachments are required on all main nanc agr ee t I.M.F. WOAMATION MANAGEMENT OF FLORIDA A V"NG COMPAN7. INC. 2100 PARK CENTRAL BLVD. NORTH SUITE 300 POMPANO BEACH, FLORIDA 33064 PHONE (305) 978.OW FAX (305) 976-6324 December 11, 1991 Rb whom it may concern: V a caim M Au w"d opftw avo*m4 o.wt Information Management of Florida is the only authorized Imkec Micrographics dealer in South Florida. If any additional information in this regard is required, please contact me at (305)978-9900. David vollmers , I, l Information Management of Florida MIAMI Fl. LAUDERDALE W. PALM BEACH FT. MYERS (305) 948.6735 (305) 978.9900 (407) 622.1075 (813) 65,&0202 1 � AWARD SHEET SOLE SOURCE ITEM: Imtec 35mm Microfilm Camera Maintenance DEPARTMENT: Planning, Building and zoning TYPE OF PURCHASE: On a contract basis for a period of one (1) year with the option to extend for two (2) additional one (1) year period. REASON: In order to continue the operation of this sensitive precision instrument and to minimize interruption of service, it is requested that authorization be given to continue a preventive maintenance and service agreement, with Information Management of Florida, with the option to be extended annually at the same cost for a total three-year. IMF is the sole authorized provider of service and supplies for Imtec Micrographics in South Florida. Their technicians are dispatched locally. RECOMMENDATION: IT IS RECOMMENDED THAT THE AWARD BE MADE TO INFORMATION MANAGEMENT OF FLORIDA AT AN ANNUAL COST OF $7,960.00. ChiV-f 1 Procur'bkkent,0't'fic D )`_).-- j13.1 9 The following companies were contacted, to find out if they could provide service for the Imtec 35mm Microfilm Camera: 1. Wheeler Walker, Inc. Reproduction Specialists 1301 N.W. 27 Avenue Miami, Florida 33125 -- Never heard of this camera Phone - 635-6432 2. T-Square Miami Blue Prints 998 W. Flagler St. Miami, F1 33130 Never heard of this camera Phone - 324-1234 3. Phillips & Jacobs, Inc. 3991 Commerce Parkway Miramar, FL 33025 Phone: 625-4488 Never hear of this camera 4. A.B. Dick 1-800 327-8798 (manufacture their own equipment) 5. ACE Micrographics, Sales & Service 7825 NW 148 Street Miami, Florida 33016 Phone - 827-2000 - They have the Minolto Camera for microfilming 6. Promise Professional, Inc. Miami, Florida Phone: 947-1058 _ They do not service the Imtec Camera but they recommended THE JAMESH SERVICES, INC, IN BROWARD COUNTY 7. JAMESH SERVICES INC. 5349 NOB HILL ROAD SUNRISE, FL 33351 PHONE 947-1058 THEY SERVICE SEVERAL BRAND NAMES OF MICROFILM CAMERAS, INCLUDING THE IMTEC AO1 CAMERA (FOR BLUE PRINTS) "'4 •1 02/10/92 11:38 V305 741 4255 JAMESH SERVICES 0 002 sf JAMESH SERVICES, INC 5349 NOB HILL RD SUNRISE, FL. 33351 BROWARD 741 4163 DADE 947 1058 FEBRUARY 10, 1992 CITY OF MIAMI CITY COMMISSIONER— MILLER DAWKINS MIAMI, FLORIDA ATTG.ANESTA DEAR ANESTA: JAMESH SERVICES IS A MICROGRAPHICS AND FAX SALES AND REPAIR COMPANY, WE ARE AN INDEPENDENT THIRD PARTY DEALER THAT SERVICES ALL BRANDS OF EQUIPMENT. THIS MEANS THAT ONLY ONE PHONE CALL CAN RESOLVE ALL OF YOUR REPAIR NEEDS. AND BECAUSE WE ARE INDEPENDENT OUR CHARGES ARE LESS THAN THE MAJOR MANUFACTURERS. WE SERVICE SUCH BRANDS AS: MINOLTA, BELL & HOWELL, KODAK, 3M, CANON, NB JACKETS, MICRON, MICRODESIGN, DATAGRAPHICS,IMTEC3 A01,CORDELL, MICROSIZE COM, HYBRID COM, AND OTHERS. WE REPAIR CAMERAS, READERPRINTERS, VIEWERS, PROCESSORS, DUPLICATORS, FAX ETC. SERVICE CALLS CAN BE TAKEN EITHER ON A PER CALL BASIS OR ON A CONTRACT BASIS. OUR PER CALL CHARGES ARE $80.00 PER HOUR, tj ONE HOUR MINIMUM PLUS PARTS. WE DO NOT CHARGE FOR TRAVEL. is CONTRACT PRICES ARE AVAILABLE UPON REQUEST. WE SERVICE DADE, BROWARD, AND PALM BEACH COUNTIES. OUR RESPONSE TIME IS A ' MAXIMUM OF EIGHT WORKING HOURS. (' WE HAVE A CUSTOMER BASE OF OVER 1500 CLIENTS AND REFERENCES ARE AVAILABLE UPON REQUEST. ' IF YOU HAVE ANY QUESTIONS, PLEASE DO NOT HESITATE TO CALL. . i SINCERELY, JAY A. SAPERSTEIN MANAGER \ JAS/SS 9 9 -. I t rrn . n r.n