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Home My WebLink AboutR-89-0880J-89-805 8-15-89 RESOLUTION NO. A RESOLUTION ACCEPTING THE BID OF VOICECOM OF FLORIDA INC. FOR FURNISHING AND INSTALLATION OF A VOICE MESSAGING SYSTEM TO THE DEPARTMENT OF PERSONNEL MANAGEMENT AT A PROPOSED COST OF $21,440.00; ALLOCATING FUNDS THEREFOR FROM THE 1988-89 OPERATING BUDGET ACCOUNT CODE #270101-907; 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 March 1, 1989 for the furnishing and installation of a Voice Messaging System to the Department of Personnel Management; and WHEREAS, invitations were mailed to thirty one (31) potential suppliers and one (5) bid was received; and WHEREAS, funds for this purchase will be available from the 1988-89 Operating Budget Account Code No. 270101-907; and WHEREAS, this equipment will be used by the Department of Personnel Management to replace existing inadequate equipment; and WHEREAS, the City Manager and the Director of the Department of Personnel Management recommend that the bid received from VoiceCom of Florida 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 March 1, 1989 bid of VoiceCom of Florida Inc. for the furnishing and installation of a Voice Messaging System to the Department of Personnel Management at a total proposed cost of $21,440.00 is hereby accepted with funds therefor hereby allocated from the 1988-89 Operating Budget Account Code #270101-907. CITY COMMISSION MEETING OF OCT 12 1989 Section 2. The City Manager is hereby authorized to instruct the Chief Procurement Officer to issue a Purchase Order for this equipment. Section 3. This Resolution shall become effective immediately upon its adoption pursuant to law. PASSED AND ADOPTED this 12th day of October PREPARED AND APPROVED BY: ROBERT F. CLARK APPROVED AS TO FORM AND CORRECTNESS: G N A A CITY ATTORNEY 2 . 1989. .7 BI SECURITY LIST BID ITEM: Voice Messaging System BID NO: 88-89-075 DATE BIDS RECEIVED: March 1, 1989 2 : 0 0 p.m. BIDDER TOTAL BID AMOUNT BID BOND (or) CASHIER'S CHECK Microlog Corporation Broken down by items Electra Com Inc. it If Telesound Systems Corporation " Voicecom of Fl. Inc. IBM Rolm Systems ABC Communications Corp " NO RTDG AT & T Centel Communications Dictaphone-Ansafone cystems Southern Bell Telephone p, Telecom Engineering Consultants Inc. The Bid of Kertz Telecom Inc. considered. The bid was was received at stamped but not 2:30 p.m., too late to be opened and was sent to the Office of Procurement -GSA 11 DAP �,V6 b�� Z 77. Vt�t(/ — N RECEIVED ( ) envelopes on behalf of (City apartment SIGNED: DATE: ' Received the hereinabove described checks this day of 119 in connection with the hereinabove cited bids, which ere FTanded to the undersigned on half owe Accounting Division (or) (City Department) SIGNED: DATE: 0 ft 'BID SECURITY LIST AID ITEM: Voice Messaging System BID NO: 88-89-075 DATE BIDS RECEIVED: March 1, 1989 2 : 0 0 p.m. BIDDER TOTAL BID AMOUNT BID BOND (or) �► CASHIER'S CHECK Microlog Corporation Broken downby items Electra Com Inc. If to Telesound Systems Corporation " Voicecom of Fl. Inc. IBM Rolm Systems ABC Communications Corp NO RTn- AT & T Centel Communications Dictaphone-Ansafone cystems Southern Bell Telephone (� Telecom Engineering Consultants Inc. The Bid of Kertz Telecom Inc. considered. The bid was was received at stamped but not 2:30 p.m., too late to be opened and was sent to the Office of Procurement -GSA D �-P NOT N. �1 V& �VcAl RECEIVED ( ) envelopes on behalf of _ (CityDepartment) SIGNED. Y n DATE: 3 Received the hereinabove described checks this day of , 19 in connection with the hereinabove cited bids, which were an d to the undersigned on beIf JlTe Accounting Division (or) . s (City Department) SIGNED: DATE: LEGAL ADVERTISEMENT BID NO. 88-89-075 Sealed bids will be received by the City of Miami City Clerk at her office located at giln Ameri�� ve, Miami, Florida r. 33133 not latethan p.m. Marc 198 for the furnishing of a Voice Messaging the Department of General Services Administration/Communications Division. Ordinance No. 10062 established a goal of Awarding 51% of the City`s dollar volume of all expenditures for All Goods and Services to Black, Hispanic and Women Minority Business. Enteprises on an equal basis. Minority and women vendors who are interested in submitting bids and who are not registered with the City as minority and women vendors are advised to contact the Office of Minority/Women Business Affairs, 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 No. 579-6380. The City Manager may reject all bids and readver.tise. (Ad No. 6042) Cesar. H. Odio City Manager. tailea messag es--attar-mc eiving`a personal recorded message r m —"" specific employees when that employee is not available. This would reduce the occurrence of message errors and "telephone tag." While automating routine communication functions, the system would still provide a means by which to speak to a person, should the need exist. • .....,e:-. ._ � ..... .. _ fi,�,r,i.-,a�+.pry�,;�5n• ay;,m,.-g-��r•,.wr,.�l;�+.ra�r,•cq^ ., ,..`,,,,F„�Ij;,... LEGAL ADVERTISEMENT BID NO. 88-89-075 Sealed bids will be received by the City of Miami City Clerk at her office located at ��megic� ve, Miami, Florida 33133 not later. than p.m. March 2, 198 for the furnishing of a Voice Messaging �i a epar.tment of General Services Administration/Communications Division. Ordinance No. 10062 established a goal of Awarding 51% of the City's dollar volume of all expenditures for All Goods and Services to Black, Hispanic and Women Minority Business. Enteprises on an equal basis. Minority and women vendors who are interested in submitting bids and who are not registered with the City as minority and women vendors are advised to contact the Office of Minority/Women Business Affairs, 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 No. 579-6380. The City Manager may reject all bids and readver.tise. (Ad No. 66042) Cesar H. Odio City Manager. -020111 CAM" -arrow_caiiers--to-•z-eave-au . tailed messages after receiving a personal recorded message from specific employees when that employee is not available. This would reduce the occurrence of message errors and "telephone tag." While automating routine communication functions, the system would still provide a means by which to speak to a person, should the need exist. .. . . . }.'r.::vq••�.., piF"S'n','^ .. .r . :-"?9"�.:.w,._w. r•r:+... ;.-,.y rys•„yg,Mf..,T .�F::: t REOIIISITION FOR ADVERTISEMENT This number must appear in the advertisement. DEPT/DIV. Procurement � ( for Personnel Management) 6042 ACCOUNT CODE 2 7 0101-=2 8 7 f •,.�, �� - DATEFebruary 9, 1989 PHONE 579--6380 A7R6VED PREPARED BY Maria 2�bi ialil i DIRECTOR OF ISSUING DEPARTMENT Publish the attached advertisement One 1) times. (number of times) Type of advertisement: legal i XX classified display (Check One) i { Size: Legal Starting date February 14, 1989 First four words of advertisement:T Bid No. 88-89-075: Sei&ed bids will be..... Remarks: Voice M ssaging Syuteni (open 3-2-89 - 2: 00 p.m.) DO NOT TYPE BELOW THIS LINE. FOR USE OF FINANCE DEPARTMENT ONLY. LINE PUBLICATION DATE(S) OF ADVERTISEMENT INVOICE AMOUNT p MIAMI REVIEW` A-1 i 8-2 i C-3 D-4 I E-5 i { i F3 F4 F5 F7 F8 F8 F10 F11 F12 LINE TRANS VOUCHER f DUE DATE YY MM DO Adv. Doc. Reference VENDOR INDEX CODE BJE PROJECT 11 13 1 117 18 1 25 34. 39142 45 50 51 56 57 �62 63 65 66'`' 71 0 112141ILL V P12101212 8 7 1 2 3 4 7 8 V P 12 311415 DESCRIPTION 36 64 DISCOUNT 6 72 AMOUNT '- AQ 5 2 0 0 2 0 1 Pink Copy: Maria - Priocurement j Yellow Copy: Silvia Mendoza --'City Clerk's Approved for Payment White - Purchasing Yellow - Finance Pink - Department + { In addition, this same system would allow callers to leave de- tailed messages after receiving a personal recorded message from specific employees when that: employee is not available. This would reduce the occurrence of message errors and "telephone tag." While automating routine communication functions, the system would still provide a means by which to speak to a person, should the need exist. =1 Ae =i a f t 0 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM CA-5 TO: Honorable Mayor and Members DATE: OCT - 1989 FILES of the City Commission SUBJECT: Recommendation for Resolution and Award of Bid 88-89-075 FROM: Cesar H. Odlo REFERENCES: City Manager ENCLOSURES: RECOMMEMATION It is recommended that the City Commission adopt a Resolution awarding Bid No. 88-89-075 to VoiceCom of Florida, Inc. for the purpose of providing and installing hardware for a Voice Messag- ing System at a cost of $21,440.00 which includes a one year warranty for parts and 1abor and an additional one year maintenance agreement. BACKGROUND Presently, our Employment Office, in the Department of Personnel Management, has a simple and antiquated answering machine that is unsuccessfully attempting to function as a job hotline. It is inadequate because it was not designed to handle the calls coming from employees and the general public; and when used in this capacity, malfunctions. Our current system can only handle one caller at a time, and can easily leave the telephones busy for as much as ten minutes, which frustrates the next person trying to gain information. In contrast to our current device, a Voice Messaging system would, simultaneously, disseminate information to four callers and only require them to listen to information they are interest- ed in --consequently reducing the amount of time that the job hotline is tied up and enabling another person access to the line. In addition, this same system would allow callers to leave de- tailed messages after receiving a personal recorded message from specific employees when that employee is not available. This would reduce the occurrence of message errors and "telephone tag." While automating routine communication functions, the system would still provide a means by which to speak to a person, should the need exist. Hon. Mayor & Members of the City Commission Recommendation for Resolution and Award of Bid 88-89-075 Page #2 Of the six (6) responses received from vendors, one was an incom- plete bid as that company failed to return the R.F.P. identifying the specific features they could provide, their affirmative action package, as well as any backup documentation on their products. Telesound Systems, the only minority vendor, initially appeared to have submitted the lowest complete bid as they quoted a price of $18,950 and a maintenance fee of $1,800.00 a year once the warranty expired, however, they had not included the prices _ of what they considered "options" which would, in fact, be "nec- essary" to meet the requirements stipulated in the Request for Proposal. Consequently, the low bidder is VoiceCom of Florida, Inc. Funds are available within the Department of Personnel Manage- ment's budget for the purchase of this system. f CITY OF MIAMI. FLORIOA • �. ,. L INTER -OFFICE MEMORANDUM pRUCURE`�ti '�y�'�t4Ei1I i Q141S�0� William Schaut, Procurement Supv. August §g A&18 '-" I TO: Procurement Management DATE: g FILE: General Services Administration Bid No. 88-89-075 SUBJECT- FROM: Ange R. e11a REFERENCES: Assistant City nager Office of the City Manager ENCLOSURES: This department has verified with the Departments of Finance and Budget that funds are available to cover the cost of the subject bid in the amount of $21,440.00. The index/minor object code for same is 270101-907. BUDGETARY REVIEW AND APPROVED BY: MAN0 R S. SURANA, DIRECTOR DEPA TMENT OF BUDGET JLJ:bg i 0 i CITY OF MIAMI, FLORIDA PROCUREMENT MANAGEMENT DIVISION P.O. BOX 330708 Miami, F1 33233-0708 TELERHONE NO. 579-6380 BID NO. 88-89-075 BID SHEET IMPORTANT: BID SHEET AND BIDDER ACKNOWLEDGEMENT MST 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. Terms:50/25/25 (Include cash discount for prompt payment, if any) 5094 DES. J5'I DEL./.. 25 ?I C"E' Additional disc un of � t4filrarded all items. Warranty and/or guarantee: 1 FEAR State any variances to specifications (use separate sheet if necessary): Delivery: 30 calendar days required upon receipt of Purchase Order.. Delivery Point(:):_ City of Miami - Detiartme t of Parnnnnpl�ManaQgmRnt 1145 N.W. 11th Street Miami. Fl 33136 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). NAMES OF COMPANY OWNER(S): It'?. BUD BMINTNGER NAMES OF C014PANY OFFICERS: P-LFrXD SACKETT, PrXS. I•IR. BUD FF.EININGER, G. PI:EC . Please use the back of this page if more space isnecessary Name 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 there o, BIDDER: Irr%TCyCn.'? CF rL. ?NC. Signature: company name_ Print Name:tIR. ALFRED indicate it KIDWity Business: Date: 03/02/89 C ] Black C 3 hispanic C ] Women FAILURE TO COMPLETE SIGN AND RETURN THIS FORM MAY D1§90ALIFy TAIS 0 0 AWARD OF HID Bid No. 88-89-075 ITEM: Furnishing & Installation of a Voice Messaging System DEPARTMENT: Personnel Management TYPE OF PURCHASE: Short term Contract REASON: To replace our present simple and antiquated answering machine that is unsuccessfully attempting to function as a job hotline. It is inadequate because it was not designed to handle the calls coming in from employees and the general public; and when used in this capacity it malfunctions. POTENTIAL BIDDERS: 31 BIDS RECEIVED: 5 TABULATION: Attached FUNDS: 1988-89 Operating Budget Account Code No. 270101-907. MINORITY PARTICIPATION: Invitations to bid were sent to two 2 Black, four (4) Hispanic and one (1) woman -owned firms engaged in the Voice Communication business as located in the following sources. 1. City of Miami Minority Register 2. Yellow pages telephone Directory 3. New Vendors Applications Minority response consited of one bid received from a hispanic firm. BID EVALUATION: The bids meet the specifications. Following is an analysis of the Invitation to Bid: Category Prior Bidders Black American Hispanic American Woman Non -Minority New Bidders Black American Hispanic American Woman Non -Minority Courtesy Notifications "No Bids" Number of Bid Number of Invitations Mailed Responses 0 0 0 0 0 0 0 0 2 0 4 1 1 0 24 4 17 0 6 Late Bids - 1 Totals 48 12 Page 1 of 2 l- REASONS FOR "NO BID": I. AT&T - "Can not meet requirements". 2. Centel Communications - "Can not meet all the requirements". 3. Dictaphone-Ansafone System - "Not enough time to prepare bid" 4. Southern Bell Telephone - "Can not provide the City with all the features". S. Telecom Engineering Consultants Inc. - "Our product line do not encompass your requirements". 6. ABC Communications - "Incomplete Bid" RECOMMENDATION: IT IS RECOMMENDED THAT THE AWARD BE MADE TO VOICECOM OF FLORIDA, INC. FOR A TO.TAL PROPOSED AMOUNT OF $21,440.00. r rocurement Supervisor d'--�re�7 Dat e VENDOR PRICE $ AMT. NEEDED TO MTCF. FOR 1 YR. TOTAL COST QU D SATISFY R.R.P. REQS. ABC COMMUNICATION* $13,200.00 VOICECOM OF FLA. $19,198.00 MICROLOG $24,050.00 ELECTRACON, INC. $27,781.60 TELESOIIND SYSTEMS $18,950.00 I.B.H. R01M $30,770.00 { _ Bid package was incomplete. ? $1,320.00 ? (Considered a No Bid) $19,198.00 $2,242.00 $21,440.00 Lowest Bid - Non -Min $24,050.00 $2,500.00 $26,550.00 Non -Min $27,781.60 $1,931.66 $29,713.20 Non -Min $28,100.00 $1,800.00 2 $ 9,900.00 Hispanic $30,770.00 $3,900.00 $34,681.00 Non -Min