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HomeMy WebLinkAboutR-90-0338J-90--341 5/7/90 RESOLUTION NO.9 Q -- 3_38 A RESOLUTION ACCEPTIN(, THE BID OF ZIP MAILERS, INC. FOR THE FURNISHING OF MAILING SERVICES ON A CONTRACT BASIS FOR ONE YEAR WITH THE OPTION TO EXTEND FOR TWO ADDITIONAL ONE YEAR PERIODS FOR THE DEPARTMENT OF FINANCE/TREASURY MANAGEMENT DIVISION AT' A TOTAL FIRST YEAR COST NOT TO EXCEED $8,192.00; ALLOCATING FUNDS THEREFOR FROM THE 1989-90 OPERATING BUDGET, PROJECT NO. 20100a ACCOUNT NO. 260701-340 ($4,192.00) AND NO. 260301-340 ($4,000.00); AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE PURCHASE ORDERS FOR THIS SERVICE AND THEREAFTER TO EXTEND THIS CONTRACT FOR TWO ADDITIONAL ONE (1) YEAR PERIODS SUBJECT TO THE AVAILABILITY OF FUNDS., WHEREAS, pursuant to publics notice, sealed bids were received December 27, 1989 for the furnishing of Mailing Services to the Department of Finance/Treasury Management Division; and WHEREAS, invitations were mailed to thirteen (13) potential suppliers and three (3) bids were received; and WHEREAS, this mailing service will be utilized by the Treasury Management Division for the purpose of stuffing and mailing bills, collection letters and notices in the Solid Waste, Assessment Liens, Certificate of Use, and Occupational Licenses Sections; and WHEREAS, funds for this service are available from the 1989- 90 Operating Budget, Project No. 201000, Account No. 260701-340 ($4,192.00) and Account No. 260301-340 ($4,000.00); and WHEREAS, the City Manager and the Director of the Department of Finance recommend that the bid received from Zip Mailers, Inc. be accepted as the lowest responsible and responsive bid; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: CrITY COMMISSION MEETING OF MAY 24 1990 RfSOLU1IGA A6 V_�_-__.ILL-i,1.1.� 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 December 27, 1989 bid of Zip Mailers, Inc. for furnishing Mailing Services on a contract!/basis for one (1) year with the option to extend for. two (2) additional one (1) year periods to the Department of Finance/Treasury Management Division at a total first year cost not to exceed $8,192.00 is hereby accepted with funds therefor hereby allocated from the 1989-90 Operating Budget,Project No. 201000,Account No. 260701-340 ($4,192.00) and Account No. 260301•-340 ($4,000,00). Section 3. The City Manager is hereby authorized to instruct the Chief Procurement Officer to issue Purchase Orders for this service and thereafter to extend this contract for two additional one year periods subject to the availability of funds. Section 4. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 24th day of May , 1990. t XAVIER L. SUAR Z MAYOR ATTEST, MATTY HIRAI, CITY CLERK 7 PREPARED AND APPF(OVED, BY:',,-' V The herein authorization is further subject to compliance with all re- ALE9,ANDRO VILARELLO quirements that may be imposed by C EF ASSISTANT CITY ATTORNEY the City Attorney, including but not limited to those prescribed by applicable City Charter and Code provisions. APPROVED AS TO FORM AND CORRECTNESS: JO GE L. F RNANDEZ CI Y ATTOR EY l =r 00- 338 0 BID sEcaairr LIST 40 IMD ITEM: Mailing S,,,stem Services _ 8DATE � •1 1�• r WQ- - .- •'• 11 P.M. TOTALDID BOND tar) � 7 /E ADDER IND AMOUNT CASHIERS CHECK Broken down All in one Mail Shop, Inc. by items Peffco, Inc. Zip Mailer, Inc. 3 3 --RECEIvED c ) envelopes on behalf of f.... _. ( ity m partent) iICNE[3'`' DATE: . Received the hereinabove described checks this day of , 19 r, connection t.ith the hereinabove cited bids, which were ndNd to the undersigned on behalf oiTthe Accounting Division (or) (City Department) SICKED: DATE: LEGAL ADVERTISEMENT • BID NO � E39-90-049 V�_) 3,fi 26 Sealed bids will be received by the City of Miami City Cleric at her office located at 3 Florida, 33133 not later than 3:00 .m.�Der 27, 1989 for the furnishing of Folding, Stu fang ing ervices to the Department of Finance. 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. 10538 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 of Miami Minority/Women Business Office, Dupont Plaza Center, 300 Biscayne Boulevard Way, Suite 400, Telephone 579-3366. Detailed specifications for the bids are available upon request at the City Procurement Office, 1390 N.W. 20th Street, Second Floor, Telephone 575-5174. The City Manager may reject all bids and readvertise. (Ad No. 6454 ) 0 Cesar H. Odio City Manager f t I (0P C�nf REQUISMON FOR gA©VERTISEMENT.. � a��s�jj, must appear 3.a h.._ f.. ,_ .. i.3„ Q c 1 3 t}Nj ��h ac)vertise.�nent. i1EPTlDIV. r1a�`.-mwatt. ,.C)) 3�'.inaTice ACCOUNT CODE t G 0 3 01-- Z 8 1 DATE L1t3Ce;nb t- 11 , 1 �1F3 PHONE 57'3- � 174 APoonVED G� � O� ,!l r ",! PREPARED BY i'fdr:i.e Abi7d111 _ DIRECTOP(OF ISSUING Publish the attached advertisement times. (number of times) Type of advertisement: legal,, classified — display (Check One) Size: _Starting date De c e rnbf.! r 13, 1_ 9 8 9 First four words of advertisement: i-jici No, 8S)-010-04 Sc'alc:ci lrid will bt:> P4& :i l .i nc Remarks: _ Sy?-.i_em Sc:z �?cc_::{���1cn 12,-27- 89 OU 1.m. } DO NOT TYPE BELOW THIS LINE, FOR USE OF FINANCE DEPARTMENT ONLY. LINE PUBLICATION DATE(S) OF ADVERTISEMENT INVOICE AMOUNT 0 "13.ilnd P Vj'(-'-, A-1 B-2 C-3 D-4 E-5 F3 F4 F5 F7 F8 F9 F10 F11 F12 LINE TRANS VOUCHER DUE DATE 'YY MM DD Adv. Doc. Reference VENDOR INDEX CODE OBJECT PROJECT 11 13 1 17 18 1 2534 39,42 45 50.51 56 57 62 63 65166 71 0 1 2 41, V ip T 2 0 2 2 8 7 1 2 3 4 7 8 V P 121314 15 DESCRIPTION 36 64DISCOUNT 6 72 AMOUNT so 5 2 o 0 2 0 1 Approved for Payment White - Purchasing Yellow - Finance Pjnk -[� e�artm('�grit C1.iU'. C;i.';1) �llUiit E CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM TO. The Honorable Mayor and Members of the City Commission FROM Cesar H. Odi City Manager - RECOMMENDATION: CA=1 I DATE: MAY 16 990 FILE: SUBJECT: Recommendation for Resolution Award of Hid 89-90-049 Mailing REFERENCES: Services ENCLOSURES: It is respectfully recommended that an award be made and a resolution be passed accepting the bid of Zip Mailers, Inc. in the amount of $8,192.00 annually and annually renewable for two years for mailing services for the Treasury Management Division of the Finance Department. Zip Mailers, Inc. is located in Miami at 5137 S.W. 8th Street. BACKGROUND: The Finance Department has analyzed the bids received on December 28, 1989, for the purpose of stuffing and mailing bills collection letters and notices. This service will be utilized in the Solid Waste, Assessment Liens, Certificate of Use, and Occupational Licenses Sections. Use of an outside service is preferable because of the volume of mailing (approx. 175,000 pieces annually) and the variety, (letters, 2 part bills and envelopes, notices, etc.). The outside service has the equipment and staff to efficiently handle this complex worklo d. In house —; staff would cost about $14,000.00 in salary plus purchase of equipment. On December 12, 1989, invitations for sealed bids were sent to prospective vendors. Bids were opened on December 27, 1989, with 3 vendors submitting bids. The bid of Zip Mailers, Inc. was the lowest bid. Adrienne McBeth was contacted in reference to Minority Participation and she concurs with the Department's recommendation. It is, therefore, recommended that the award of bid be made to Zip Mailers, Inc. in the amount of $8,192.00 and renewable annually for two years. For the mailing services in the Treasury Management Division. f 90- 338 The Honorable Mayor and April 1990 Members of. the City Commission Page 2 Bid #89-90-049 Estimated Cost for Department Machine cost $15,000.00 Estimated time for two Inspectors to do the mailing working 40 hours per week at $15.00 per hour rate $1,200.00 per week. It would take 2 employees approximate 3 months to do the mailing- $1,200.00 per week - $14,400.00. (3 months) Amount of. Bid: $8,192.00 % of Cost Estimate: N/A Source of Funds: Funds should be available from 1989-1990 Finance Department, Treasury Management Division, Index Code #4260301-340 in the amount of $4,000.00 and Index Code #260701-340 Project 201000 in the amount of $4192.00. CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM William J. Schaut March 23, 1990 TO Procurement Supervisor DATE : FILE General Services Administration SUBJECT : Bid #89-90-049 Mailing Services FROM : Carlos E. Garcia REFERENCES Finance Director ENCLOSURES This department has verified available funding with the Department of Finance and Management & Budget that funds are available to cover the cost of the subject bid in the amount of $8,192. Account Code Number 260301-3p2- $4,000 and 26070,-340-$4,192. FINANCE REVIEW & APPROVED BY: (kl Carlos rcia, Director Departmen of Finance BUDGETARY REVIEW & APPROVED BY: Manear Surana, Director Budtet Department ADDITIONAL APPROVALS (if required) Sergio Rodriguez, Director Frank castaneda, Director Community Development (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,) /Mm 90- 338 a 60 W OF MIAMI, FLORA P.O. A 330708 PROCUREM00 ENT MANAGEMENT Miami, Fl 33233-0708 DIVISION TELEPHONE NO. 575-5174 DID NO. aa-9n-ndQ BID SHEET IMPORTANTs BID SHEET AND BIDDER ACKNOWLEDGEMENT MUST BE RETURNED IN DUPLICATE 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. Termsxon invoice (Include cash discount for prompt payment, if any) Additional discount of not mooli ol4 f awarded all items. Warranty and/or guarantees State any variances to necessary): specifications (use separate sheet if Delivery: calendar days required upon receipt of Purchase Order. Delivery Point(s): City of Miami - Treasury Management 3006 Aviation Avenue Miami, F1 33133 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): William W. Uhle Barbara J. Uhle-Senchez NAMES OF COMPANY OFFICERSs Vice President Please use the back o th s page if more space is necessary Same of individual holding license in this profession (if applicable) MINORITY PR0CUREMENT COMPLIANCE The undersigned bidder acknowledges that it has received a copy of Ordinance No. 10538, the Minority Procurement Ordinance of the City of Miami, and agrees to comply with all applicable substantive and procedural provisions therein, including any amendments thereto. BIDDER: Signature: company name Print game: Indicate if Minority Business: Dates C I Black L ] Hispanic [ ] women FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY THIS 90- 338 I , i I i �� _ �-�� ��._� � � .11 I il_ I,,. 1. � 1I,� III In LI �� '. I ii 111l i �i � i I II�II�I�ViI I�������rli dlliu�� ���Illil��llllll�I�,II�,i�dl�LJl Ili�l�,l� ll� I�•,I�In!�__, Ali ��_ �I _J� __ I �L6I �, il, I� it �I� �� ���,�il�le,�lll�i I �_I� I� ii�� I ._ I 00000674110000067411000000137H000001618DO00004260G000000000104 INDEX 26070L FUND 20 CHAR 30 MAJ OBJ 400 PROJECT 201000 000000000100000000010000000001000000000100000000010000000001700 OBJ ANNUAL BUD QTLY BUD EXP MTD EXP YTD ENC YTD AVAIL BAL 340 OTHER CONTRACTUAL SERVI 66,410 66,410 1,378 16,184 42,488 7,738 a. 700 OFFICE SUPPLIES 1,000 1,000 119 881 TOTAL MAJOR OBJECT 400 OPERATING EXPENSES -VAR 67,410 67,410 1,378 16,184 42,607 8,619 000000000100000000010000000001000000000100000000010000000001 FUNC 2 1-NEXT 2-END PLEASE END INQUIRY XMIT III! 11 1.. 11 i" I'I'1I1 Y ,I,._ .Li _ 111 1 9711 I' I Ill �aj 9111i, IIII ii!!` + 1J + VV JJ ,II 11 I I I III,i1IIIIIIllil��il�lii�l�llliilll��lll�liGIIII�I�IiYIII �J��ill �l�� � Il�� �llll� ll��il l i�� lI,IIl�il�. li Il�l��l�i �ll� l.l� ;i I�lil.l � l lei � �I�inl 116 61 ,�„ � I II II I JAL, I ii I I I I I yg Baas♦ a.avilU\\4 uULVtiL JLplUJ 11�t�UlICY tbL zuu) f M0 INDEX 260301 FUND 01 CHAR 30 MAJ OBJ 400 PROJECT 000000 000005317E0 000 05317EO00000618F000002730B000001861I OBJ ANNUAL BUD QTLY BUD EXP MTD EXP YTD ENC YTD AVAIL BAL 340 OTHER CONTRACTUAL SERVI 53,175 53,175 6,186 FUNC 1 1-NEXT 2-END PLEASE END INQUIRY 27,302 18,619 7,254 .... XMIT ss J AWARD OF BID Bid No. 89-90-049 ITEM: Mailing Services DEPARTMENT: Finance/Treasury Management Division TYPE OF PURCHASE: Contract for one (1) year with the option to extend for two (2) additional one (1) year period. REASON: This service will be utilized in the Solid Waste, Assessment Liens, Certificate of Use, and Occupational Licenses Sections. POTENTIAL BIDDERS: 13 BIDS RECEIVED: 3 FUNDS: 1989-90 Project No. 201000 Account No. 260701-340 ($4,192.00) Account No. 260301-340 ($4,000.00) . MINORITY/WOMAN PARTICIPATION: Invitations to Bid were sent to four (4) black, two (2) hispanic and one (1) woman -owned firms engaged in the Mailing Services business as located in the following sources: 1. New Vendors Applications 2. City of Miami Minority Register 3. Previous bids on file in the Procurement Mgmt. Office 4. Yellow Pages Telephone Directory Minority response consisted of bids received from one (1) black and one (1) woman -owned firms. BID EVALUATION: All bids meet the specifications. Following is an analysis of the Invitations to Bid: Number of Bid Number of Category Invitations Mailed Responses Prior Bidders Black American 0 0 Hispanic American 0 0 Woman Owned 0 0 Non -Minority 3 1 New Bidders Black American 4 1 Hispanic American 2 0 Woman Owned 1 1 Non -Minority 3 0 Courtesy Notifications 15 0 "No Bids" - - Late Bids - - Totals 28 3 Page 1 of 2 90` 338 7 RECOMMENDATION! IT IS RECOMMENDED THAT THE AWARD RE MADE TO ZIP MAILERS, INC. AT THE TOTAL `- FIRST YEAR COST OF OF $8,192.00. C Procurement Supervisor C /09 Ile Dat Page 2 of 2 90- 338 �� it II i i.t I l�li l J Ili ,dil it C c� i 00 `-J If