HomeMy WebLinkAboutR-90-0179J--90-1.h4
2/9/90
RESOLUTION NO. 9JL
A RESOLUTION ACCEPTING THE BID OF FLORIDA
BUSINESS SYSTEMS, INC. FOR THE FURNISHING AND
INSTALLATION OF AN ELECTRONIC FILING SYSTEM
FOR THE CITY CLERK'S OFFICE IN AN AMOUNT NOT
TO EXCEED $23,926.00; ALLOCATING FUNDS
THEREFOR FROM CAPITAL IMPROVEMENT PROTECT NO.
311017, "CLERK OFFICE LEKTREIVER
REPLACEMENT"; AUTHORIZING THE CITY MANAGER TO
INSTRUCT THE CHIEF PROCUREMENT OFFICER TO
ISSUE A PURCHASE ORDER FOR THIS EQUIPMENT.
WHEREAS, pursuant to public notice, sealed bids were
received November 13, 1989 for the furnishing and installation of
an, Electronic Filing System for the City Clerk's Office; and
WHEREAS, invitations were mailed to 27 potential suppliers
and two (2) bids were received; and
WHEREAS, funds for this purchase are available from the
Capital Improvement Project No. 311017; and
WHEREAS; this equipment is needed to replace the present
System which is outdated, breaks down often, and repairs are
almost impossible to make as replacement parts are difficult to
obtain; and
WHEREAS, the City Manager and the City Clerk recommend that
the bid received from Florida Business Systems, Inc. be accepted
as the lowest 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.
CITY COMMISSION
MEETING OF
MAR 8 i990
SP-Ction 2. The Novemt)nr 13, 1990 bic3 of Florida Busingss
Systems, Inc. for the furnishing and installation of an
Electronic Filing System at the City Clerk's office in an amount
not to exceed $23,926.00 is hereby accepted with funds therefor
hereby allocated from, the Capital Improvement Project Account No.
311017, "Clerk Office Lektreiver Replacement", -
Section 3. The City Manager is hereby authorized to
instruct the Chief Procurement Officer to issue a Purchase Order
for this equipment
Section 4. This Resolution shall become effective
immediately upon its adoption.
PASSED AND ADOPTED this 8th day of March , 1990.
ATTES
MATT HIRAI, CITY CLERK
PREPAREED -ANb APPROVED BY:
A;► NDR VILARELLO
� IEF ASSISTANT CITY ATTORNEY
APPROVED AS TO FORM AND CORRECTNESS:
r
JO E L. FE ANDEZ t
CI ATTORN Y
- 2 -
XAVIER L. SUA89Z, MAYCIR
VAL
III SECURITY LIST
IND MM. Two Dard.er. Lektriever Units and One Starter Unit.
NO NO: 8€3-89-027
DATE BIDS RECEIVED: November 13th, 1989 2 : 30 p.m.
R
Florida Business Systems, Inc,
TOTAL
DID AMOUNT
Broken down
bv items
®tD BOW (am) 'Y 1V
CASHIERS CHECK
Office Systems of Florida, Inc.
110
Office Dimensions, Inc.
H & J Systems & Supplies, Inc.
Thomas Ruff and Co.
United Dusiness Sup.
Stiles Conveyors, Inc.
Corporate 'technologies Inc.
Gables Waterway
Decora Office Furniture
Joyce
Wright Line
''1/�'�-C��'l-s� i.�.-f c�•2"-�'P� -
tu/' ? �-� �T
J. �'^'r. rig �(.�!1 - i ��i 'C
�/ �'
�ECt`tV�D C.�J � (�) envelopes on behalf of Procurement
g" _ / (ity Department)
?tGNC.D: /�^""'".- DATE: (� I
Rece,ved the herelftabove described checks this day of 19
.n connect'on with the hereinabove cited bids, w ic►� h wera paned to the undersigned on b*half owe
Accounting Division (or)
(city department)
SIGNED: DATE:
L,s GAJ, AT)NIRRT I SEMEN T'
BID NO, 38-89-027
2
� i �:`_ ` i
AT4Y IilR,'AI
CITY CLER'A
"iT ►' OF WAMl. rL/%.
Sealed bids will be received by the City of Miami City Clerk at
her office located at 3500 Par: American Drive, Miami, Florida,
33133 not later than 2:30 p.m. November 13, 1989 for the
furnishing and installation of two (2) Kardex I.,ektriever Units
and one (1) Starter Unit or equivalent for the Office of the City
Clerk.
Bids submitted past such deadline and/or submitted to any other
location or office shall be deemed not responsive and will be
rejected.
j 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
y 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
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 I.W. 20th Street, Second
Floor, Telephone 575-5174.
The City Manager may reject all bids and readvertise.
--3
(Ad No. 6340 )
Cesar H. Odio
City Manager
�i
CMN @—,ff MIR-0 �szlffoo
>,t��J
RVOUISITION FOR ADVERTIS P ?7 Psi 2:_10 n the ad #fti em�ent aT
DEPTiDIV—Procuremerit tfoir City C1 ;j_k5 Ukilc t~ r r n
ACCOUNT CODE 311017 - 2 8 7 ;
DATE- October 26, 1989 PHONE
PREPARED BY Maria kbijalil
57`.�-51.74
6TY CI_f_Rii
DlflECTOR OF ISSUIN6 DEPARTMENT
Publish the attached advertisement One (1 ? times.
(number of tirnes)
Type of advertisement: legal xx ' classified display
(Check One)
Size: Legal i Starting date
October 30, 1989
i
First four words of advertisement: Bid, Igo. 89--90--027: Sealed bidrj will be....
i
Remarks-. Irwo Kardex I,ekt.riever Units Kind Oric (1) Starter Unit
(open 11-13-89 - 2:30 p.m.-)-
DO NOT TYPE BELOW THIS LINEIFOR USE OF FINANCE DEPARTMENT ONLY.
LINE
PUBLICATION
DATES) OF
ADVERTISEMENT
INVOICE
AMOUNT
0
Miami Review
A-1
---_ -
B-2
---- _
C-3
-- -
D-4
- -�
E-5
F3
F4
F5
I F7
F8
F9
F10
F11
F12
LINE
TRANS
VOUCHER
DUE DATE
YY i MIA DD
Adv. Doc. Reference
VENDOR
INDEX CODE
OBJECT
PROJECT T
11
--rr
113
17
18 1 25,34
i 39,42
45
50
51 56
57 62
63 W5
66 7
0
1
2
4
1
V
P
J210
1
1
218171
1
TTLF
1
21314
7
8 V P 12
314
15 DESCRIPTION
36
64DISCOUNT 6
72 AMOUNT !
_-
5
210101
2
0
1
Approved for Payment
Whit Purchasing Yellow - Finance Pink - Deg�ct 8nt
LIC1.1ov; Copy: Silvia Mendoza, City Clerks vx�icc:
'Pirik copy: Maria, Procuremciit_ Maragement
Emir
REQUISITION FOR ADVERTI EMERI1s number must appear
OCTF; tpyp �yerlisement.
DEPT,`DIV. i'Yc_C;Llxt':iE�;;t (A+mod: CityCltl�t: � fi.i.cc) 3ni O T %% � !`f
ACCOUNT CODE
DATE octobc!r 26, I989 ' `,75-51`7 APP OV
PHONE MIRY t
PREPARED BY 1'1at A a Abi j a 1 f_1
DIRECTOR OF ISSUING( DEPARTMENT
Publish the attached advertisement , Otir-' (1) times. i
(number of times)
i
Type of advertisement: legal ��^ classified display
(Check One)
s'
)
7a(:g�>1 Oc:tobe-r 30 1969
Size: _ Starting date . '
First four words of advertisement: 13id; .No. 89--90,--027_ Jezdc:.d will. h( r '
Remarks: "1'wo Ka.rc Lx 1,c:ktL ic:vcr Unit. anc: Unc- (1) Startor Uilit
] 1--13-39 -- 2.30
DO NOT TYPE BELOW THIS LINE. FOR USE OF FINANCE DEPARTMENT ONLY.
LINE
PUBLICATION
DATE(S) OF
ADVERTISEMENT
INVOICE
AMOUNT
0
Miand Review
A-1
B-2
C-3
D-4
E-5
-
F3
F4
F5
�' F7
F8
F9
F10
F11
F12
LINE
TRANS
VOUCHER
W DUE DATE MM DE)Adv.
Doc. Reference
VENDOR
INDEX CODE
OBJECT
PROJECT T
11
13
1
117
18 1 '35
34 39.42
45
50
51 56
57 62
63 65
66 71
0
1
2
4
1 1
VIPVIPI
I
I
I
I
1
1210121
2
6
7
1
2
314
7
8 V P 12
314
15 DESCRIPTION
36
64 DISCOUNT 6
72 AMOUNT 80
5
2
0
0
2
0
1
Approved for Payment
ute - Purchasir. Ylijow - Finance Pink - Depd�iment
f3+-iS7W COPY:Si.Vi�A tE ti(?U«: , C:1,'u Clt:rks t .Ci
Pa.rik copy
8
CITY Of MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM CA 7
TO. The Honorable Mayor and Members DATE: February 26, 19901!'ILE:
of the City Commission
SUBJECT. Resolution Authorizing
purchase of two elect-
ronic filing units and
one Times two filing
FROM: t REFERENCES unit
Cesar H. 0 r
City Manag,� ENCLOSURES:
RECOMMENDATION:
It is respectfully recommended that the City Commission adopt the
attached resolution awarding a contract with Business Systems of
Florida, Inc. for the purchase of two electronic filing units at
a cost of $10,764.00 each, one Times Two Speed File Starter Unit
Model 28S at a cost of $1598.00 and dismantling of three old
L•ektriever filing units at a cost of $800.00 for a total amount
of $23,926.00.
BACKGROUND:
The Office of the City Clerk presently has three electronic
filing units but due to the age of the units and the difficulty
in obtaining replacement parts we believe replacement of these
units to be in the City's best interest.
Budgeted Amount: Bid $23,926.
Source of Fund: Funds are available from the C.I.P. 311017
"Clerk Office Lektriever Replacement" Account.
Public/Hearings/Notices: N/A
Assessable Project: N/A
Attachment: Proposed Resolution
C/9 7 -�
0
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO William J. Schaut DATE January 23, 1990 FILE.
Procurement Supervisor
SUBJECT Equipment Replacement:
Purchase of two elect-
ronic filing units and
V'
one Times two filing
FROM REFERENCES
unit
Matty Hirai
City Clerk ENCLOSURES
This department has verified available funding with the
Departments of Finance and Management and Budget that funds are
available to cover the cost of the subject bid in the amount of
$23,926.00 from Capital Project No. 311017, "Clerk Office
Lekt,riever Replacement" Requisitions 26154 and 26156.
Budgeted Capital Project
4
------------------
Eduardot Rodriguez
Capital- provement Manager
MH/wf/rt
rmemos>Lekt
91'
.;ITY OF MIAMI, FLORID
PROCUREMENT MANAGEME
DIVISION
BID SHEET
P.O. nOX 330:O8
Miam. F1 33233-0708
TELEPHONE NO. 575-5174
BID NO.,#89-90-027
IMPORTANT: BID SHEET AND BUDDER 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 810 WILL NOT BE
ACCEPTED UNLESS THE DEPOSIT OR BOND IS SUBMITTED IN THIS ENVELOPE.
Terms: &.t=T pjy�- (include cash discount for prompt payment, if any)
Additional discount of_ i' % if awarded all items.
Warranty and/or guarantee: i Y L:-:- N L - C ' k j\..' - L It r:..- I;
State any variances to specifications (use separate sheet if
necessary): '7I` 't�jt. -t� 4;. !: f rL L:j- Lc:�_
Delivery:'`' calendar days required Upon receipt of Purchase Order.
Delivery Point(s): City of Miami City Clerks Office
3500 Pan American Drive
Miami F1 33133
In accordance with the Invitation to Bid, the Specifications, General
Conditions, Special Conditions, and General Information to Bidders, we
-igree to furnish the Item(s) at Prices indicated on the attached bid
sheet(s).
NAMES OF COMPAb1Y OWNER(S): NAMES OF COMPANY OFFICERS:
7Please use the back of this page if more space is necessary
Name of individual holding license in this profession (if applicable)
MINORITY PROCUREMENT COMPLIANCE
The undersigned bidder acknowledges that it has received a copy of
r�rdinance No. 10538, the Minority Procurement Ordinance of the City of
'Miami, and agrees to comply with all applicable substantive and
:rocedural provisions therein, including any amendments thereto.
J
dIDGER:��1_�tj';�t-. _�_.� -> 1 jt_ fI•Signature:
(company name)
Print game: r 1_,!, I
indicate if Minority Business: Date: i s
Black [ ] Hispanic C j women
FAILURE TO COMPLETE, SIGN, AND U. TURN THIS FORM MAY DISO-JALIFY THIS
� 9Q-�Ol'73 �
AWARD ()F '311)
Bid 'No. 89-90-027
ITEM: Electronic Filing System
DEPARTMENT: City Clerk's Office
TYPE OF PURCHASE: Short Term Contract
REASON: Needed to replace present system which
due to age is always wreaking down and
is very difficult getting replacement
parts.
POTENTIAL BIDDERS: 27
BIDS RECEIVED: 2
Fla. Business Systems, Inc. $23,926.00
Office Systems of. Florida - $31,147.00
FUNDS: CIP Project #311017.
MINORITY PARTICIPATION: Invitations to bid were sent to four
(4) Black, three (3) Hispanic and three (3) Woman -owned
firms engaged in the office files business as located in the
following sources:
1. New Vendors Applications on file in the Procurement
Office.
2. City of Miami Minority Register
3. Previous Bid on File in the Procurement Office
No Minority response received.
BID EVALUATION:
Category
Prior Bidders
Black American
Hispanic American
Woman
Non -Minority
The bids meet the specifications.
Following is an analysis of the
Invitation to Bid:
New Bidders
B acT American
Hispanic American
Woman
Non -Minority
Courtesv Notifications
"No Bids"
Late Bids
Totals
Number of Bid
Invitations Mailed
1
0
2
5
3
3
1
12
48
75
Number of
Responses
0
0
G
Z
0
0
0
1
0
10
1
13
Page I of 2
�r)T
M
i
I� Office i)imen.s-+1.ons, Inc. -- "We dr) no-c handl-r? gp?.1;1Fi-d
unity or equipment."
2. M & J Systems & Supplies, Inc. - "We do noF carry this
product."
3. Thomas Ruff and Co. - "We are unable to supply those
products specified on the bid."
4. United Business Sup. - "Lektriever not available."
5. Stiles Conveyors, Inc. - "We don't handle this product."
6. Corporate Technologies Inc. - "Do not carry at this
moment the line or ace equivalent."
7. Bruno & Bruno, Inc. - "Materials requested are not
normally sold by vendor."
8. Decora Office Furniture - "Equivalent not available at
this time."
9. Joyce Office Products - "No bid - We are not an
authorized Kardex dealer."
10. Wright Line - "Do not manufacture/distribute Kardex
Lektriever type units."
RECOMMENDATION: IT IS RECOMMENDED THAT THE AWARD BE
MADE TO FLORIDA BUSINESS SYSTEMS FOR A
TOTAL PROPOSED AMOUNT OF $23,926.00.
Procurement Supervisor
Date
h� i A
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