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Home My WebLink AboutR-89-0878(' 8/15/89 RESOLUTION NO. 89-`8 f 8 A RESOLUTION ACCEPTING THE BID OF DICTAPHONE CORPORATION FOR THE FURNISHING OF MAINTENANCE SERVICES FOR THE E-911 LOGGING RECORDERS SYSTEM LOCATED AT THE DEPARTMENT OF FIRE, RESCUE AND INSPECTIONS SERVICES ON A CONTRACT BASIS FOR ONE (1) YEAR RENEWABLE ANNUALLY AT A TOTAL PROPOSED FIRST YEAR COST OF $9,282.00 TO THE DEPARTMENT OF GENERAL SERVICES ADMINISTRATION/COMMUNICATION DIVISION AND FURTHER AUTHORIZING THE PURCHASE UNDER AN EXISTING STATE OF FLORIDA CONTRACT NO. 725- 630-88-1 FROM THE DICTAPHONE CORPORATION FOR TWO (2) CALL CHECK RECORDERS AND RACK CONTROL PANELS A THE PROPOSED AMOUNT OF $8,940.20 FOR A TOTAL PROPOSED AMOUNT OF $18,222.20; ALLOCATING FUNDS THEREFOR FROM THE 1988-89 OPERATING BUDGET ACCOUNT NO. 420602-670 ($9,282.00) AND ACCOUNT NO. 420602-840 ($8,940.20); AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE PURCHASE ORDERS FOR THESE PURCHASES WHEREAS, pursuant to public notice, sealed bids were received May 1, 1989 for the furnishing of Maintenance Services for the E-911 Logging Recorders System at the Fire, Rescue and Inspection Services Department on a contract basis for one (1) year renewable annually to the Department of General Services Administration/Communication Division; and WHEREAS, invitations were mailed to forty six (46) potential suppliers and one (1) bid was received; and WHEREAS, the Department of General Services Administration/Communication Division needs to purchase under an existing State of Florida Contract No. 725-630-88-1 from Dictaphone Corporation two (2) Call Check Recorders and Rack Control Panels for the E-911 System; and WHEREAS, this service and equipment will be used by the Department of General Services Administration/Communication Division for the purpose of providing maintenance services to the E-911 Logging Recorder System located at the Fire Rescue and Inspection Services Department and to purchase additional equipment necessary to enhance the existing system; and WHEREAS, funds for these purchases are available from the 1988-89 Operating Budget Account No. 420602-670 ($9282.00) and Account No. 420602-840 ($8940.20). CITY COMMISSION MEETING OF OCT 12 1989 RESOLUTION No. WHEREAS, the Ay Manager and the Directo if the Department General Services Administration recommend that the bid received from Dictaphone Corporation at the proposed amount of $9,282.00 be accepted as the only responsible and responsive bid; and the purchase of two (2) Call Check Recorders and Rack Control Panels under an existing State of Florida Contract No. 725-630-88-1 in the proposed amount of $8,940.20 be approved; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The May 1, 1989 bid of the Dictaphone Corporation for the furnishing of Maintenance Services for the E-911 Logging Recorder System located at the Department of Fire Rescue and Inspection Services on a contract basis for one (1) year renewable annually to the Department of General Services Administration/Communication Division at a proposed amount of $9,282.00 and the purchase of two (2) Call Check Recorders and Rack Control Panels under an State of Florida Contract No. 725- 630-88-1 in the proposed amount of $8,940.20 for a total proposed amount of $18,222.20 are hereby approved with funds therefor hereby allocated from the 1988-89 Operating Budget Account No. 420602-670 ($9282.00) and Account No. 420602-840 ($8040.20). Section 2. The City Manager is hereby authorized to instruct the Chief Procurement Officer to issue purchase orders for these purchases. Section 3. This Resolution shall become effective immediately upon its adoption pursuant to law. PASSED AND ADOPTED this 12th day of October PREPARED ,AND / APPROVE BY: ROBERT F. CLARK APPROVED Aa TO FORM AND CORRECTNESS: O E L. FE AND Z CITY ATTO. 1989. VIER L. SUjkREZ, 2 .BIB SECURITY LIST BID ITEM: Dictaphone EauipmentMai n-tenance _ F; rP- gpS^ 1 M a� u_ •• 11 • u 111111 BIDDER TOTAL BID AMOUNT BID BOND (or) •/ /t CASHIER'S CHECK Dictaphone Corp. Boken down NO BI Business Machines Center Audio Applications, Inc Gables Pamatype Office System RECEIVED (4) envelopes on behalf of GSA - Purchasing Office (City Department) SIGNED; �v� DATE: � �' Received the hereinabove described checks this day of , 19 in connection with the hereinabove cited bids, which were ended to the undersignea on elf oTt�ie 'Accounting Division (or) , (City Department) ;SIGNED: DATE: i i � 1 -BID SECURITY LIST BID ITEM: Dictaphone EauinmentMdin+-Ananc P_ - Fire, P ac"n---- BID NO: 88-89-093 BIDDER TOTAL BID AMOUNT BID BOND (or) CASHIER'S CHECK Dictaphone Corp. Boken down by itmes NO BI Business Machines Center Audio Applications, Inc Gables Pamatype Office System ll / D 0 ,RECEIVED LC),4Q, (_) envelopes on behalf of GSA - Purchasing Office SIGNED: lyv� DATE: ` (CityDepartment) Received the hereinabove described checks this day of , 19 in connection with the hereinabove cited bids, which were sanded to the undersigned on behalf of -the Accounting Division (or) (City Department) . 751GNED: DATE: i. 4' i LEGAL ADVERTISEMENT BID NO. 88-89-093 Sealed bids will be received by the City of Miami City Clerk at her office located at 3500 Pan American Drive, Miami, Florida, 33133 not later than 2:00 p.m. May 1st, 1989 for the furnishing of Dictaphone Equipment maintenance on a contract basis for a period of one (1) year for the Departments of Police and Fire, Rescue and Inspection Services. 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. 10062 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 Procurement Office, 1390 N.W. 20th Street, Second Floor, Telephone 575-5174. Detailed specifications for the bids are available upon request at the City Procurement Office. The City Manager may reject all bids and readvertise. (Ad No. 6264 ) Cesar H. Odio City Manager tt((�•r�n-...y.. Z�.+r. .. a., .. • ..,Y +WJry tC'9, +.: v:�+X N .?t'-.i9'1k*x�t /R4"+q",�(f`i�t' a i i REQUISITION FOR ADVERTISEMENT This number must appear -` Pracuretnent (for Police & Fire , Rescue & Insp. SerV. ) DEPT/DIV. - 'in the advertisement. - ACCOUNT CODE _ 29U_01-287 (50%) 280401-287 (a50%) { DATE :.April 10 ,1 1 �_ ' PHONE 5 7 5 - 517 4 APPROVE c PREt'AgEb BYMania Abi } DIRECTOR OF ISSUING DEPARTMENT 4 Publish the attached advertisement _ - One (1) times. ! (number of times) Type of advertisement: legal XX classified display i (Check One) i Size: -. Legal ': Starting date April 13, 1989 S t Bid No. 88-89-093: Sealed bids will be First four words of advertisement: � I - Remarks: Dictaphone Maintenance Qu';r3a:; (open 5-1-89 - 2 : 00 p.m.) DO NOT TYPE BELOW THIS LINE. FOR USE OF FINANCE DEPARTMENT ONLY. LINE PUBLICATION DATE(S) OF ADVERTISEMENT INVOICE AMOUNT 0 t MIAMI REVIEW i A-1 i B-2 ! C-3 t r D-4 E-5 F3 F4 Fq F7 F8 F9 F10 F11 F12 UNE TRANS VOU�HER DUE DATE YY MM DD Adv. Doc. Reference VENDOR INDEX CODE BJE PROJECT 11 13 17 18 25134 3942 45 5051 56 57 - }62 63 65,66 . 71 0 1 2141 VP 2 02 287 1 2 314 718 V P 2 314115 DESCRIPTION 36 64 DISCOUNT 6972 AMOUNT " ` 80 5 2 0 0 2 0 1 Pink Copy: Maria- Procurement Yellow Copy: Silvia Mendoza - City Clerk' White - Purchasing i Yellow - Finance s Approved for Payment Pink — Department i s CITY OF MIAMI, FLORIDA CA=3 INTER -OFFICE MEMORANDUM TO : The Honorable Mayor and DATE : 0 CT _ 2. 1989 FILE : Members of the City Commission 1 sUI JECT : Resolution Authorizing Award of Bid #88-89-093 Maintenance Services & FROM : i "�,' - f REFERENCES purchase of Logging Cesar H. Odio Equipment under State City Manager ENCLOSUREsof Florida Contract. RECOMMENDATION: It is respectfully recommended that the City Commission adopt the attached resolution to award contracts to the Dictaphone Corporation the only responsible and responsive bidder in accord with Bid No. 88-89-093 to provide Maintenance Services in the proposed amount of $9,282.00 to the Department of Fire, Rescue and Inspection Services/Communications Division's Dictaphone Logging Recorders Equipment which is necessary to ensure proper operation of the City's E-911 System, also for the purchase under the State of Florida Contract No. 725-630-88-1 of two (2) Dictaphone Call Check Recorders and Rack Control Panels in the proposed amount of $8,940.20. Funds are available from the Department of General Services Administration/Communication Services Division's Account #420602 - 670 ($9282.00) and Account #420602-840 ($8,940.20) as approved by the State of Florida 911 Committee. BACKGROUND The General Services Administration Department has analyzed the bid received pursuant to Bid No. 88-89-097, for the furnishing of Maintenance Services to the Fire, Rescue and Inspection Services Department E-911 System, and recommends that the award be made to the Dictaphone Corporation in the proposed amount of $9,282.00. Additionally it recommends the purchase of two Dictaphone Logging Recorders and Rack Control Panels needed to enhance the existing system to be purchased under State of Florida Contract No. 725 - 630-88-i SOURCE QF..FUNDS s Y _ 19$8 7989 General Services Administration/Communication Services Division Account No. 420602-670 in the amount of $9,282.00 and Account No. 420602-840 in the amount of $8,940.20. MINORITY PARTICIPATION: Non -Minority Vendor A U G— 1 0•— 8 9 THU 1 2: 1 M DEPT. OF BUDGET _ 0002— 3 e-69 THU 1 0: 1 4 GBA CITY OF MIAMI, FLOA10A INTCR•QFFICS MEMORANDUM P 0 2 r .1 0 2 ro : DAYS : August 10 1989 `"_ William i�►m J. 6chaut 9 � Procurement Supervisor Proc rement Management Division aue,,ecT: Dictaphone Maintenance Contract and Equipment cROM . REFERENCES on E. i liawl�virector Oeneral Services Administration ENCLOSURES: This department has verified available Eunaing 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 12 000.00 Account Coda Number 420602-8401 and in the amount of ccount Code Number 42 -6769 PINANCEREVIEW ie APPROVED BYi ADDITIONAL APPROVALS (Except for funds already (if required appropriated or items included in FY budget) - Carlos 66fo aN/A recto—r Department of Finance 9UDGETARY REVIEW is APPROVED BYs Man ar SVanaj Director Do rtment of Management ind Budget a 14 CITY OF MIAMI, FLU-IDA PROCUREMENT MANAGEMENT DIVISION BID SHEET P, = BOX 330708 Miaai, F1 33233-0706 TELEPHONE NO. 575-5174 BID NO. 88-89-093 IMPORTANT: 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 Terms: 0 2d(Include cash discount for prompt payment, if any) Additional discount of " ' " " I if awarded all items. warranty and/or guarantee:AS C,CM-AX-D -P .' -D �r4hP '1-;e /QSSL",ptJ State any variances to apecffications (use separate sheet if necessary): - Delivery: _calendar days required upon receipt of Purchase Order.. Delivery Point s) s S�=�E'�/ C�" _ G�aCLS Tt /3A:- lllt7- O444 /)S 1)/2 =- Z> in accordance with the Invitation to Bid, the Specifications, 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). dAMES OF cOMIANY OIINER(S): I- I.TNEy a('06S Please use the Sack of this page NAMES l�OF C014PRY OFFICERS: /'/f3eG- 1 /�Jiecs !.me SKY , Poe O tf oo i) f1NC CHlir T l�• o r Ffc�� ....Tom...�...y` ...�.�..�_�/� . `r.� Q0JbP-jZT 'D�AGPN - v • P• S "V ICk if more space is necessary bame of Individual holding license in this profession (if applicable) MINORITY PROCUREMENT COMPLIANCE The undersigned bidder acknowledges that it has received a copy of Ordinance No. 10062, 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. AIDDZRs __i f C T-Ap tiwr Cap' company name In4sca►te i! Kinsrrity BU910006: E j Black [ ) Hispanic [ ] Women I AWARD OF BID Bid No. 88-89-093 Dictaphone E-911 Logging Recorders System Maintenance and purchase of two Call -Check Recorders and Rack Control Panels for the Fire Rescue & Inspection Services Department. DEPARTMENT: Gerreral Administration/Communication Division TYPE OF PURCHASE: Contract for one year REASON: To provide maintenance services for the E-911 System and to purchase additional equipment necessary to enhance the existing system. POTENTIAL BIDDERS: 46 BIDS RECEIVED: 1 Dictaphone Corporation Maintenance Services $9,282.00/Yr Two Dictaphone Call -Check Recorders and Rack Control Panels $8,940.20 State of Florida Contr. #725-630-88-1 FUNDS: 1988-89 Operating Budget Account No. 420602-670($9282.00) and Account No. 420602-840($8940.20). MINORITY PARTICIPATION: Invitations to bid were sent to twenty-three Black, eight (8) Hispanic and seven (7) woman -owned firms engaged in the Electronic Recording Equipment business as located in the following sources. 1. City of Miami Minority Register 2. Yellow Pages Telephone Directory 3. New Vendors Applications No Minority response received. BID EVALUATION: The bid meets the specifications. Following is an analysis of the Invitation to Bid: Number of Bid Number of Category Invitations Mailed Responses Prior Bidders Black American 0 0 Hispanic American 0 0 Woman 0 0 Non -Minority 1 1 New Bidders Black American 23 0 Hispanic American 8 0 Woman 7 0 Non -Minority 7 0 . Courtesy Notifications 17 0 "No Bids" - 3 Late Bids - 0 REASONS FOR "NO BID" WERE AS FOLLOWS: 1, Business Machines Center - "We do nothandle this product". 2. Audio Applications, Inc. - "Unable to provide service on this equipment 3. Gables Pamatype Office Systems - "We do not have qualified service technicians to do this work". RECOMMENDATION: IT IS RECOMMENDED THAT THE AWARD BE MADE TO DICTAPHONE CORPORATION FOR MAINTENANCE SERVICES AT THE PROPOSED AMOUNT OF $9,282.00 AND FOR THE PURCHASE OF TWO CALL CHECK RECORDERS AND RACK CONTROL PANELS UNDER THE STATE OF FLORIDA CONTRACT NO. 725-630- 88-1 AT THE PROPOSED AMOUNT OF $8,940.00 FOR A TOTAL PROPOSED AMOUNT OF $181'222.20. rocurement supervisor t'-r -F117 Dat e P-490 2 of 2