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Home My WebLink AboutR-90-0192J- 90-1.66 2/22/90 RESOLUTION NO.90-0192 -- A RESOLUTION ACCEPTING THE BIDS OF INFORMATION MANAGEMENT OF FLORIDA FOR THE FURNISHING OF A 35MM CAMERA IN AN AMOUNT NOT TO EXCEED $25,452.00 AND LANIER WORLDWIDE, INC. FOR THE FURNISHING OF A MICROFILM READER PRINTER IN AN AMOUNT NOT TO EXCEED $7,648.68, ON A FIVE (5) YEAR LEASE/PURCHASE BASIS, FOR A TOTAL ANNUAL AMOUNT NOT TO EXCEED $33,100.68 FOR THE DEPARTMENT OF BUILDING AND ZONING; ALLOCATING FUNDS THEREFOR FROM THE 1989-90 OPERATING BUDGET, ACCOUNT CODE NOS. 560302-880-421001 & 560402-880-421001; AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE A PURCHASE ORDER FOR THIS EQUIPMENT SUBJECT TO THE AVAILABILITY OF FUNDS. WHEREAS, pursuant to public notice, sealed bids were received December 20, 1990*for the furnishing of a 35MM Microfilm Camera and a Microfilm Reader Printer on a five (5) year Lease/Purchase basis for the Department of Building and Zoning; and WHEREAS, invitations were mailed to fifteen (15) potential suppliers and two (2) bids were received; and WHEREAS, funds for this purchase are available from the 1989-90 Operating Budget, Account Code Nos. 560302/560402-880- 421001; and WHEREAS, this equipment will be used by the Department of Building and Zoning to replace the irreparable equipment that was being used for microfilming all building construction plans and documents required by the State of Florida and to fulfill public requests; and WHEREAS, the City Manager and the Director of the Department of Building and Zoning recommend that the bids received from Information Management of Florida and Lanier Worldwide, Inc. be accepted as the lowest responsible and responsive bids; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: CITY COMMISSION *City Clerk's Note: The date of December 20, 1990 MEETING Or appearii.g on the second line of the first Whereas clause is incorrect. The correct mate is December MAR 8 1?90 20, 1989. RESOLUTION 0-`0192 REMARKS; section 1. The recitals and fi_ridi.ngs 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 6, 1990 bids of Information Management of Florida for the furnishing of a 35MM Microfilm Camera in an amount not to exceed $25,452.00 and Lanier Worldwide, Inc. for the furnishing of a Microfilm Reader Printer in an amount not to exceed $7,648.68 on a five (5) year Lease/Purchase basis for the Department of Building and Zoning, at a total cost not to exceed $33,100.68 is hereby accepted with funds therefor hereby allocated from the 1989-90 Operating Budget, Account Code Nos. 560302/560402--880-421001. 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. ATT MATTY HIRAI, CI CLERK PREPAREp,-A j-D kPP#OVED $Y: A ANDRO VILARELL.O IEF ASSISTANT CITY ATTORNEY VIER L. SUAREZ, APPROVED AS TO FORM AND CORRECTNESS: JO OE L. F RNANDEZ CITY AT. OR EY - 2 ._ W 4 r 1 Cd1 i TY LIST one (1) Pc" Printer_ 14D ITEM: IID NO: S9-90�-044 DATE 8I5 RECEINW: December 20 , 19 $_ 9.,._. = 0 p.m. TOTAL. RK)DER WD AMOUNT NO BID: Miami Computer Computer Support & Supplies, Ifc. Computer Trade Center Cpt. of South Florida. Protective Material Co. Phoenix Worldwide Industries BID (') ��, .' CASHIER'S CHECK — 14-- / 9 -::2-- RECEIVED ti t } enyplopes M beh&lf of !'rocurement iICNED: '�►+ !SATE:ty rtrrs2r�t i rCcive®th+e heremi6i?+r! sail ,# Cks this day of 19 n texnn¢etian with the 4 r, #rt bo, . + I� jda, + +�t�r t nded tQ tits unders��n�ci on l7ehali r,t the Accownt ing Divistl#xt fir':' SICNED 1 �1TE: a I,F,r AT, ADVF;R.T T ;fir RrJT BID NO. 89-90-044 PI } FI Cif; -G P;1 9, 1;6 CA I Y ri..; r r: Sealed bids will be received by the City of Miami City Clerk at her office located at 3500 Pan American Drive, Miami, Florida not later than :30 p.m. December 20, 1989 for the furnishing of. one PC Printer as or eq a anon Model 80 for the Police Department. 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. 6350 ) Cesar H. Odio City Manager olAaFn � PPQUISITION FOR ADVERTISEMENT ' This number must appear DEPT11f' c=''� r; me n t (f tD ry 1� fu in the advertisement. ACCOUNT CODE . 2 9 0 2 01-- 2 8 7, 4 DATE Tv��ye�tZbc r 3 0 r 19 ° PHONE 7 `i ` 5.1.7 44 APPROVE BY: PREPARED BY Mari i Abijali1 DIRECT R OF ISSUING ESEP RTMENT Publish the attached advertisement—' a tE- 1) times. (number of times) Type of advert cement: legal X x classified display (Check One) Size: Starting date- 5, 1989 First four words of advertisement: Bid d icy . 8 9 .- 9 0 -- 0 4 4S c-,:;1 r d "" i6.4 a. i_ 1 tree. Remarks: f _ i�rl tt>;c �_ f orE t 12--20--89 - 2 30 DO NOT TYPE BELOW THIS LINE. FOR USE OF FINANCE DEPARTMENT ONLY. — LIME PUBLICATION DATE(S) OF ADVERTISEMENT .-,INVOICE <:� . AMOUNT 0 Miand Review - , ran A-1 r _C6 B-2�- C-3 D-4 .r. cr) E-5 F3 F4 F5 F7 FB y� F9 ` F10 F11 F12 LINE TRANS VOUCHER DUE DATE Y! , MM DD Adv. Doc. Reference VENDOR INDEX CODE BJE PROJECT 11 13 1718 1 25.34 39,42 r_y 45 50,51 56 57 62 63 65 66 71 0 1 2 4 11 V P 2 U 2I I218171 1 2 3 4 7 8 V P 12 3 t4 15 DESCRIPTION 36 64 DISCOUNT 69 72 AMOUNT & 5 2 0 0 2 0 i Approved for Payment White - Purchasing Yellow - Finance Pink - Department Ycllc�:� ca:y • Sil`�� uiC:i2ct',' .c r City Clr.. ()17-f i.cc TO The Honorable Members of the FROM Cesar Odio City Manager Recommendation CITY 'OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM CA=6 Maycr and DATE �;'j FILE City Commission SuB1ECT Resolution Authorizing Lease/Purchasing of Microfilm Equipment REFE.RENCFS ENCLOSURES It is respectfully recommended that the City Commission adopt the attached resolution, authorizing the procurement of an Imtec AO 35mm Aperture/Roll Microfilm Camera from Information Management of Florida, a 3f4 630 Basic and a 3M 630 Autocard Reader Printer from Lanier Worldwide Inc., which meet all our requirements on a five (5) year lease/purchase agreement. The cost for Fiscal. Year 89-90 will be $33,100.68 and the same amount for a five year period. Background The Department of Building and Zoning has been microfilming all building construction plans and documents on a 35mm Itek camera purchased in 1976. The camera is no longer functioning and we have been informed that it is not repairable. The new equipment would allow us not only to continue to microfilm all plans and documents, but will also give us a system which will be less time consuming and more easily available for retrieval and copying. We are required by state law to maintain all plans and documents for any building construction for the life of the building and also have a security copy at a different location. Our present system involves filming on 35mm roil film, processing the film and then send out to have a duplicate roll produced for storage. The method of retrieval from roll film and the copying is very time consuming. The new proposed system will produce an aperture card which may be filed by address or folio number and a copy on roll film to store as a security copy. This will eliminate having a duplicate copy made and the retrieval from an aperture card file will cut down on our search time. The proposed 3M 630 autocard reader/printer will feed aperture cards automatically, which on a large set of plans will eliminate handling of each card and cut down on time. The proposed 3M Basic 0� 6 - ( The Honorable Mayor Page 2 will allow us to view and print records from our existing 35mm roll film and 35mm jackets and will replace the present approximately 10 year old reader printer whichisinconstant need of repair and utilizes a chemical process with specially treated paper. The proposed reader printer utilizes regular bond paper and is a dry processor which will reduce the cost of supplies by approximately 90%. The proposed system will reduce time required for the filming and searching of records, and improve the service to the public when request is made for copies. 90-01 L3 A CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO William J. Schaut DATE FILE Procurement Supervisor SUBJECT Bid 89-90-045 (Bid Title) Approvals FROM ' Edith M. Fuentes REFERENCES �, Building & Zoning! ctor ENCLOSURES v This department has verified available funding with the Departments of Finance and Management & Budget. that fui;ds are available to cover the cost of the subject bid in tre amount of $33,100.68 Account Code Number 560302-880-421001 " 560402-880-421001 BUDGETARY REVIEW & APPROVED BY: ADDITIONAL APPROVALS (if required) Manohar Surana, Director Department of Management & Budget N/A Sergio Rodriguez Assistant City Manager hi L3 P.'.000REMENT MANAGEMENT DIVISION BID SHEET Miami,c'i �.�153-UIUt, TELP�40NE NO. 575-5174 ID NO. 89-90-045 IMPORTANT: RID SHEET AND BIDDER ACKNOWLEDGEMENT MUST BE RETURNED IN DUPLICATE IN T8E ATTACHED ENVELOPE IDENTIFIED BY BID NUMBER, TIME AND DATE OF BID OPENING. IF SECURITY IS REQUIRED. A BID WILL. UOT BE ACCEPTED UNLESS THE DEPOSIT OR BOND IS SUBMITTED IN THIS ENVELOPE. Terms: 5 Year Lease/PuYct&nclude cash discount for prompt payment, if any) Additional discount ofN/Ay $ if awarded all items. Warranty and/or guarantee: 9n F,c;;; „ mt am..gftwarp im7-rPnt-y State any variances to specifications (use separate sheet if necessary): 3M 630 Reader Printer & 3M 2300 gbra P"P_gsnr_ nn 1ina *„-i printing Delivery: 27 calendar days required upon receipt of Purchase Order. Delivery Point(s): City of Miami Building & Zoning Department 275 N.W. 2nd Street Miami, F1 33128 In accordance with the Invitation to Hid, 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): Harris Corporation / Lanier Worldwide NA.'MIES OF COMPANY OFFICERS: Dance Herrin Ex. Vice President Wes Cantril' C.E. 0- / .�LSlG nt Pat Gispert Dir. of D.S.D and R.U. Please use the back of this page if more space is necessary) Same of individual holding license in this profession (if applicable) N/a MINORITY PROCUREMENT 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. BI&DDER:-Laniag 4orl ide Signature; company name Print Name: �r ,Indicate if Minority Business: Date: a / C J Black [ J Hispanic [ J Women FA.1LURE TO COMPLET.R, SIGN,, AND RETURN THIS FORM MAY DISQUALIFY THIS LJUM1.lN MANAGEMEN'. _JtON BID SHEET l' .V. UVA JJV, VU Miami,"wF l 33233--0708 TELEP►.,:,NE NO. 575-5174 BID NO. 89-90-045 IMPORTANT: BID SHEET AND BIDDER ACKNOWLEDGEMENT MUST' BE RETURNED IN DUPLICATE IN THE ATTACHED ENVELOPE IDENTIFT21` 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: Net 30 days (Include cash discount for prompt payment, if any) Additional discount of N/A % if awarded all items. warranty and/or guarantee: M day manufar jrPrs w rran y State any variances to specifications (use separate sheet i.f necessary): N/A Delivery: 6Q calendar days required upon receipt of Purchase Order. Delivery Point(s): City of Miami Building & Zoning Department 275 N.W. 2nd Street Miami, Fl 33128 In accordance with the Invitation to Bid, the Sp cifications, General Conditions, Special Conditions, and General Information to Bidders, we agree to furnish the Item(s) at Prices indicated on the attached bid sheet (s) . NAMES OF COMPANY OWNER(S): NAMES OF COMPANY OFFICERS: f,ar;z Srhwart —Pros i dent Same David J. Vollmers. Sr. -Vice President Same Please use the back of this page if more space is necessary Name of individual holding license in this profession (if applicable) n�yi.d 3. Vollmers. Sr. MINORITY PROCUREMENT COMPLIANCE The undersigned bidder ackmow_ edges 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: jdaSignature: company name Print Name: David J. Vollmers. Sr. Indicate if minority Business: Date: C J Black C) Hispanic C I Women 12/19/89 FAILURE TO CC?MPLVrE, SIGN. AND RETURN THIS MRM MAY DISQUALIFY THIS 'el AWARD OF n I1' Bid No. 89--90-045 ITEM: Lease of Microfilm Camera & Reader DEPARTMENT: Building & Zoning Department Tv -PE OF PURCHASE: 5 Year lease/purchase REASON: This equipment will replace the unrepairable equipment being used for microfilming all building construction plans and documents. POTENTIAL BIDDERS: 15 BIDS RECEIVED: 2 TABULATION: Attached FUNDS: 1989--90 Operating Budget Account Cod No. 560302/560402 - 880-421001. MINORITY P'RTICIPATION: Invitations to bid were sent to three (3) Black owned firms engaged in the microfilm equipment businet.s 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 New Bidders Black American Hispanic American Woman Non -Minority Courtesy Notifications "No Bids" Late Bids Totals The bids meet the specifications. Following is an analysis of the Invitation to Bid: Number of Bid Invitations Mailed 0 0 0 5 3 0 0 7 42 57 Reasons for "too Bid" were as follows: Number of Responses 0 0 0 2 0 0 0 0 0 6 0 8 1. Phoenix Worldwide Industries -- "Due to work overload cannot bid at this time." 2. Computer Support & Supplies, Inc. - "No bid." 3. Dataplex - "No bid." 4. Ann Webb Harris - "Do not carry this kind of equipment." 5. Ace micrographic - "We do not sell these products." 6. Bell & Howell Co. - "Not a Bell & Howell product." Page 1 of 2 90 192( RF'CO ^I►IF141)ATI�ON TT I5 R.FCOMMFNT)F;L? THAT THE AWARD RE ..�... MADE TO TNFO)RMATTON MANAGE -It NT nF FLORIDA IN THE rAt'lOt't;T OF $25,452r00; AND LANIE;R WOR1,DW.IDE, INS'. IN T"P AMOUNT OF $7,648.68 FOR A TOTAL PROPOSED AMOUNT OF $33,100.68. Procurement Supervisor Date Page 2 of 2 90-192 CITY OF MIAMI b1D 140. bg-gu-041:1 4 LAN UER WORLDWIDL 1MC. TABULATION rTM I,.- 3�jma Microfilm Camera per bid specifications or, a five year a) ease/Purchase monthly. Kf9r. and Model No. 3M 2300 S 1029.23/month b) Purchase price after five (5) years lease: NONE cl Maintenance Services after warrenty expires 55345 — of Response time during normal business hours 8 Hours — d) List additional charges fif any) Installation for 2300 i 200.00 I I MONTHLY YEARLY ITEM !I: microfilm Reader Printer per bid ar J1141 CK) a) specifications on a five (5) year Lease/Purchase $620.73 $7448.68 b) Purchase Price after 5 year lease NONE C) 4aintenance service after warrenty expires $2900/vea.r c) Response time during normal business hours 8 Hours d) List additional charges (if any) --510 - 00 la taalat,cn Of 630 At;to 5'100.GG oF w i 35nm ft!!, Lea s Mfgr. Jr.line P-inter .,41 ? ti,ow Camera Purchase pric2 aftE!f five (5) years Lease: Maintenance >erv:w_ -,:ter "Arranty expires ReSFO.-Ise t:me, d%,,rjBusiness hours List MONTHLY Microfilm Reader Printter per bid specifications on a five (5) year Lease/Purchase 584 00 5 Ad Purchase price aft=t- five (5) Year lease 5 Maintenance services after warranty expires 52.335.CO Response time during normal business hours 3 List additional charges (if. an The 3M Microfilm Camera does not meet all our specifications. Selected the 630 Basic and 630 Auto because capability of printing from aperture cards and roll film simultaneously without changing heads, and although purchase price is a little higher operation cost for paper and chemicals is much lower and a simpler process. A T T () N - TT IS THAT THE AtolARD T117, MAD R TO TMFORMATTON MANAGEMENT OF FLORIDA T?4 THE A°--IOUNT OF S25,41,2.00,- AND T,ANT.ER WORLDWIDE, I NC- TN THE AMOUNT OF $7,648.68 FOR A TOTAL PROPOSED AMOUNT OF $33,100.68. Procurement Supervisor Date Page 2 of 2 90--0-192 1T CITY OF MIAYI BID NO. 89-9U-045 LANIEl'. i4ORLDWIDL 1K. TABULATION Em 1: 35mm Microfilm Camera per bid specifications on a five year a) Lease/Purchase monthly. mfgr. and model No. — 3M 2300 S 1029.23/month b) Purchase price after five (5) years lease: NONE c) Maintenance Services after warrenty expires $5345 — c) Response time during normal business hours 8 Hours — d) List additional charges (if any) Installation for 2300 $ 200.00 MONTHLY YEARLY ITEM 11: Microfilm Reader Printer per bid a) specifications on a five (5) year Lease!Purchase 5620.73 $7448.68 b) Purchase price after 5 year lease NONE c) Maintenance service after warrenty expires S2900/year c) Response time during normal business hours 8 Hours d) List additional charges (if any) —:nstallation of 630 !�-as;c $100.00 —Installation of 630 A-uto 5100.GG INFORMiATION MANAGLME'N'T OF FT,Oi<!DA 35mm Microfilm Camera per bid specifications cm a five Lease/Purchase monthly Mfgr. & Model No. Imtec AQ Inline Printer wl Tandem Head Camera Purchase price after five (5) years lease: maintenance services after %-arranty expires Response time during normal business hours: 3 hours List additional charges (if any) 0 MONTHLY YZARLY Microfilm Reader Printer per bid specifications on a five (5) year Lease/Purchase S 584 00 a 7. CCA Purchase price after five (5) year lease Maintenance services after warranty expires 52,385,'0 poer yt'ir Response time during normal business hours 8 n 7,1 r i List additional charges (if any) S. The 3M Microfilm Camera does not meet all our specifications. II. Selected the 630 Basic and 630 Auto because capability of printing from aperture cards and roll film simultaneously without changing heads, and although purchase price is a little higher operation cost for paper and chemicals is much lower and a simpler process.