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Home My WebLink AboutR-92-0238J-92-128 2/6/92 RESOLUTION NO. A RESOLUTION, BY A 4/5THS AFFIRMATIVE VOTE OF THE MEMBERS OF THE CITY COMMISSION, AFTER A DULY ADVERTISED PUBLIC HEARING, RATIFYING, APPROVING AND CONFIRMING THE CITY MANAGER'S FINDING OF SOLE SOURCE; WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDS AND APPROVING THE ACQUISITION OF MAINTENANCE SERVICES FOR A IMTEC 35MM MICROFILM CAMERA ON A CONTRACT BASIS FOR A PERIOD OF ONE (1) YEAR FROM INFORMATION MANAGEMENT OF FLORIDA, THE SOLE SOURCE PROVIDER FOR THIS SERVICE IN SOUTH FLORIDA, AT A PROPOSED ANNUAL COST OF $7,960.00 FOR THE DEPARTMENT OF PLANNING, BUILDING AND ZONING; ALLOCATING FUNDS THEREFOR FROM THE 1991-1992 OPERATING BUDGET, ACCOUNT CODE NO. 560402-670-421001; AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE A PURCHASE ORDER FOR SAID SERVICE AND THEREAFTER TO EXTEND SAID CONTRACT AT THE SAME PRICE, TERMS AND CONDITIONS, FOR TWO (2) ADDITIONAL ONE- 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. WHEREAS, the Department of Planning, Building and Zoning is in need of maintenance services for the Imtec 35mm Microfilm Camera; and WHEREAS, 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; and CITY COr-SlISSION T1_rFr.T11ZG OF APSE 0 2 1002 Resolution IQo. 92-- 238 WHEREAS, in order to continue the operation of this sensitive precision instrument and to minimize interruption of service, it is requested that continuation of this maintenance be authorized; and WHEREAS, funds for this acquisition are available in the 1991-1992 Operating Budget, Account Code No. 560402-670-421001; and WHEREAS, the Chief Procurement Officer has adopted a finding that Information Management of Florida is the sole authorized provider of said source and supplies for Imtec Micrographics in South Florida; and WHEREAS, the findings of the Chief Procurement Officer have been approved and adopted as the findings of the City Manager; and WHEREAS, the City Manager and the Chief Procurement Officer recommend that the requirement for competitive formal sealed bids be waived and the procurement of said 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. -2- 92-. 238 11 ki Section 2. By an affirmative vote of 4/Bths of the Members of the City Commission, after a properly advertised public hearing, the City Manager's written finding that Information Management of Florida is the sole source of supply to the City for maintenance services for the Imteo 35mm Miorofilm Camera is hereby ratified, confirmed and approved. 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 services for the Imteo 35mm Microfilm Camera is hereby approved with funds therefor hereby allocated from the 1991-1992 Operating Budget, Account Code No. 560402-670-421001, in the amount of $7,960.00. Section 4. The City Manager is hereby authorized to instruct the Chief Procurement Officer to issue a purchase order for this service and thereafter to extend said contract/ at the same price, terms and conditions, for two (2) additional one-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. The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to those prescribed by applicable City Charter and code provisions. -3- y2_ 238 ko ki Seotion 3. This Resolution shall beoome effeotive immediately upon its adoption. PASSED AND ADOPTED this 2nd day of MATTY HIRAI CITY CLERK PREPARED AND APPROVED BY: CARMEN L. LEON ASSISTANT CITY ATTORNEY APPROVED AS TO FORM AND CORRECTNESS: �Z- ri � � /// Q I N ES, III CITY ATT EY pb/bss/M2793 , 1992. XAVIER,,L. j SUAREZ,,'MAYOR -4- 92- 238 �IN CITY OF MIAMI, FLORIDA 37, INTER -OFFICE MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM : Cesar H. Od City Manager RECOMMENDATION DATE Fc D 2 ,, 19y2 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. An alternative vendor mentioned by the City Commission at their meeting of February 13, 1992, Jamesh Services, Inc., in Sunrise, Florida, was contacted. Jamesh Services, Inc. services only the Imtec reader/printer; they do not service the Imtec 35mm microfilm camera. 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. Page l of 2 92- 238 3-7.—/ Honorable Mayor and Members of the City Commission 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. Page 2 of 2 9 2- 238 02/21 /92 11 ' Q7 73'3 5 74-�4255 JAMES11 SERVICES # Im 44t JAMESH SERVICES, INC 5349 140B HILL RD SUNRIDE, FL. 33�$@i !E►M;i' A hi±i�' �;.� B OWARD 741 4163 DAb 9�� ]�5 92 M0 21 aN 11155 PEBRUARY 21, 1 492 CITY OF MIAMI PLANNING BUILD & ZONING 275 NW 2 STRE MIAMI, FLORIDA 33128 ATT:JENIZY DARBANERA DEAR M$ . BARBAXERA: N XH RESPONSE TO YOUR INQUIRY CONCERNING IHTEC MZCROGRAPIM PRODUCTS, JAMEjSK SERVICES INC IS NOT AN AUTHORIZED DEALER FOR THIS MANUF TURER AND WE PREFER NOT WORKING ON THEIR EQUIPMENT. WE DELIEV>E XMF ANON To BE THE SOLE AVTHORIZED DEAI+LR FOR Till$ LZNL 114 THIS AREA AND RECOMMEND YOU CONTACT THEM. IF YOU HAVE ANY QUESTIONS, PLEASE CONTACT ME. SINCERELY* Z� JAY a - WERSTE IMAGER JAS/ss port -It* brand Inx transmittal mr,mo nyI &olpages I. Co. Art I n �P -- ° -etc-,•,•�y.�u k_t •+� �Y '4T �t Ah / rw.. PKOnt . / 't] 92- 238 3 CITY OF MIAMI, FLORIDA >f INTER -OFFICE MEMORANDUM TO Judy S. Carter DATE January 6, 1992 FILE Chief Procurement Officer General Services Administration/Solid Was%WECT Authorization to Purchase a Maintenance Agreement for Microfilm Camera FROM : REFERENCES: Sergio ez, Director P1 ann' g, Building and Zoning Department ENCLOSURES: 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. urana 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 '' 92- 238 Q CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM_"-'�,'• t� 7 j V' - To : Judy S. Carter DATE : December 12; 1991 FILE Chief Procurement Officer •' ` General Serv'ces Administration/Solid WaSIOIJECT: Sole Source Justification - Maintenance Agreement -`D 35mm Microfilm Camera r►i UZ FROM : REFERENCES Sergio Rodriguez, Director d Planning, Building and Zoning Department ENCLOSURES, J= �r lQ '1 Q ^ L r 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: 2- 238 uu carterVa#greert- Chie ocurement -rjSR/vb City anager and City Att r4Attachments are required on all maint nanc i,1 ,F, r INFORMATION MANAOI MENT OF FLORIOA A 3PALU40 COMOANT. INC. 2400 PARK CENTRAL IILVO. NORTH An AtO ind SY119MA SUITE 300 D"W POMPANO BEACH. FLORIDA 33064 PHONE (305) 978.9= fAX (305) DIW24 December 11, 1991 7b whom it may concern: Information Management of Florida is the only authorized Imtec Micrographics dealer in South Florida. If any additional information in this regard is required, please contact me at (305)976-9900. David Vollmars, <C InforTration Management of Florida Y 92 - 238 ! MIAMI FT. LAUDERDALE W. PALM BEACH FT. MYERS (30S) 948.6735 (305) 978.9000 (407) 622.1075 (813) 658.0202 "'I A' 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. IT IS RECOMMENDED THAT THE AWARD BE MADE TO INFORMATION MANAGEMENT OF FLORIDA AT AN ANNUAL COST OF $7,960.00. 92 23'8 lI