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HomeMy WebLinkAboutR-89-0702_h v 7/19/89 RESOLUTION N0. $49-702 A RESOLUTION ACCEPTING THE BID OF AGtlh _ SYSTEMS, INC. CONTINGENT UPON RECEIPT OF A - PERFORMANCE BOND ACCEPTABLE TO THE CITY ATTORNEY FOR THE FURNISHING OF A ELECTRONIC `i D MAIL SYSTEM TO THE DEPARTMENT OF =� COMPUTERS/COMMUNICATIONS DIVISION AT A TOTAL - PROPOSED COST OF $44,371.00; ALLOCATING FUNDS THEREFOR FROM THE 1988-89 SPECIAL REVENUE FUND ACCOUNT NO. 540101-840 ($11,783.80) AND -_ 1988-89 LAW DEPARTMENT OPERATING BUDGET ACCOUNT NO. 230101-840 ($2,102.40) AND THE BALANCE OF $30,484.80 FROM THE 1989-90 -_' OPERATING BUDGETS OF VARIOUS CITY DEPARTMENTS; 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 February 13, 1989 for the furnishing of a Electronic Mail System to the Department of Computers/Communication Division; and WHEREAS, invitations were mailed to 40 potential suppliers and two (2) bids were received; and WHEREAS, funds for this purchase will be available from the 1988-89 Special Revenue Account No. 540101-840 ($11,783.80) 1988-89 Law Department Operating Budget Account No. 230101-840 ($2,102.40) and the balance of $30,484.80 from the 1989-90 Operating Budgets of Various City Departments; and WHEREAS, this equipment will be used by the Department of Computers/Communication Division for the purpose of expanding the communications capabilities of the microcomputer to include I communications with other departments; and WHEREAS, the City Manager and the Director of the Department of Computers recommend that the bid received from Agile Systems Inc., be accepted as the lowest responsible and responsive bid contingent upon receipt of a performance bond acceptable to the City Attorney; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: CITY COMMISSION MEETING OF = JUL, 27 1989 (�Aw RESOLUTION No, `770 ! REMARKS: Section 1. The Pebruary 13; 1989 bid of Agile Systems Ian;# for furnishing a Electronic Mail. System to the Department 6f Computers/Communioation Division at a total proposed cost of $449371.00 is hereby accepted contingent upon receipt of a Performance Bond acceptable to the City Attorney with funds. therefor hereby allocated from the 1988-89 Special Revenue fund Account Code No. 540101-840 ($11,783.80) and 1988-89 Law Department Operating Budget Account No. 230101-840 ($2,102.40) and the balance of $30,484.80 from the 1989-90 Operating Budgets - of 'Various City Departments. Section 2. Failure to submit said Performance Bond shall result in a cancellation of the herein award and contract with the other bidder being awarded said contract without further action of the City Commission, with required additional funding BID SECURITY LIST BID ITEM: Electronic Mail System_- Dept. of Computers/Cable Communications BID NO: 88-89-062 DATE BIDS RECEIVED: February 13, 1989 2: 30 p.m. BIDDER TOTAL BID AMOUNT BID BOND (or) t► CASHIER'S CHECK Agile Systems $44,371.00 Sytek, Inc. $58,140.00 NO BTD! Rapid Post Mailings, Inc. Southern Bell Telephone Datagroup, Inc. BCP Western Union Data General DMA Communications, Inc Paradyne Corporation KSM Infotron RECEIVED t j ale,h GL (L) envelopes on behalf of SIGNED: } ,,- ��� (City Department /`�/�. DATE: -_ —& N �y Received the hereinabove described checks this day of 119 in connection with the hereinabove cited bids, which `were handed to the un rsigne on behalf oTth�e Accounting Division (or) (City Department) SIGNED: DATE; . .. L9GAL ADVERTISEMENT 2 _ ' •A, TTY o -- _`#re Sealed bids will be received by the City of Miami City Clerk at her office located at 3500 Pan American Drive, Miami, Plorida, q 33133 not later than qt3q p.m. Februar 1 for. the purchase of an Electronic a ystem for. the Department of Computers/Cable Communications. 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 579-6380. Detailed specifications for the bids are available upon request at the City Procurement Office. Cft d flVam REQUISITION F01A ADVERTISEMENT UMXX*X119t1RRR (Procurement aor Computers) ACCOUNTCObF 540201-18,7 DATE January 19 089 PHONE 579-6380 APPRO PREPARED BY Maria � bijalil DIRECTOR Oli ISSUING to) Ituf Publish the attached advertisement one (1) times. (number of times) Type Of advertisement: legal classified display (Chfx* One) OneLegal Startingdate January 26, 1989 Size: First four words of advertisement. Bid No. 88-89-062: SEaled bids will be.._.. Remarks: ElectroLc Magi System (open 2-13-89 - 2:30 r>.m.) DO NOT TYPE BELOW THIS LINE. FOR USE OF FINANCE DEPARTMENT ONLY. LINE PUBLICATION DATE(S) OF ADVERTISEMENT INVOICE AMOUNT 0 A-1 B-2 C-3 D-4 E-5 F3 F4 F5 j F7 F8 F9 F10 F11 F12 LINE TRANS VOUCHER DUE DATE YY MM DD Adv. Doe. Reference VENDOR INDEX CODE OBJECT PROJECT 17,18 5,34 39,42 45 50 51 56 57 62 63 65 66 71 0102-14111 : VIPI I I_ I I I 1 1 12 10121 1 1 1 1 1 1 1 1 1 1" 1 1 111 1 218171-1111 1 1121314 7 8 V P 1211-3114115 DESCRIPTION 36 64 DISCOUNT 69 1 72 AMOUNT 80 5121010121011 IT 1111 1- 'I'll White - Purchasing A Yellow - Finance Approved for Payment Pink - Department r CITY OF MIAMI, FLORIDA CA=4 INTER -OFFICE MEMORANDUM The Honorable Mayor and Members DATE : FILE TOc of the City Commission JUL 1 8 1989 SUBJECT : Recommendation for Resolution & Award of Bid/No. 88-89-062, Electronic Mail System FROM: Cesar H. Od t o REFERENCES: City Manager ENCLOSURES: RECOMMENDATION: It Is respectfully recommended that the City Commission adopt the attached resolution accepting the bid from Agile Systems, Inc. of Carrollton, Texas as the lowest responsible and responsive bidder to provide an Electronic Mail System with all the features required by the City's users to the Department of Computers and to various Departments of the City. The total one time cost of this Electronic Mail System is $44.371, for which funds are available in the budgets of the Cable Communications division of the Computers Department, and of various departments of the City. The award of Bid to Agile Systems, Inc. shall be contingent upon the posting of a standard payment and performance bond In the sum of $45•,000.00 in a form acceptable to the City Attorney within 45 days subsequent to the award of the contract. The failure of Agile Systems, Inc. to timely and fully comply with this requirement will cause this award to be withdrawn and the contract to be awarded to Sytek, Inc., the other bidder, without the necessity of further City Commission action. BACKGROUND: Electronic Mall expands the communications capabilities of the microcomputer to include communications with other departments. In the past few years the number of microcomputers Installed throughout the City departments has grown significantly. With the widespread availability of microcomputers, organization -wide electronic mail has become practical, and demand for sophisticated yet cost-effective electronic mall software has Increased. The Electronic Mall System allows a user to send Information from their B20 workstation to one or more Individuals simultaneously. The information can then be printed, filed or forwarded to another Individual. This Information can consist of a simple message, word processing document, spreadsheet, data file or program. Information Is exchanged electronically without producing a hard copy and in an edltabie format. 1. r7 / •�' The Honorable Mayor and Members of the City Commission Re: Old/No. 88-89-062 Page 2 The Electronic Mail System operates on the existing configuration of microcomputers utilizing the City owned I -Net cable network with the equipment recommended for purchase. Information Is transferred at high speeds without the added cost of dedicated Southern Bell telephone lines. The Department of Computers, In response to our users, has evaluated and tested the Electronic Mali System and recommends Its Implementation. Estimated Amount: $44,371 Budgeted Amount: $55.220 Source of Funds: FY'88-89 Department of Computers Cable Communications Division Budget, Special Revenue Fund, Project No. 106002; Account No. 540101-840, Equipment --New.": $11,784. FY'88-89 Law Department Budget, General Fund; Account No. 230101- 840, entitled "Equipment --New": $2,102. j FY'88-89 Department of Building & Zoning Budget, Enterprise Fund, is Project No. 421001, Account No. 560402-840, entitled "Equipment -- New": $623. i FY'88-89 Department of Pension --General & Sanitation Budget, Trust Agency Fund; Account No. 681001-840, entitled Equipment -- New": $1,051. F Y� FY'88-89 Police Department Budget, General Fund; Account No. 290201-840, entitled "Equlpment--New": $1,051. FY'88-89 Fire Department Budget,Capital Improvement Fund, Project No. 313232; Account No. 289401-840, entitled "Equipment --New": $3,163. FY'88-89 General Services Adminstration Budget, Internal Services Fund, Project No. 509000; Account No. 420901-840,entitied "Equip- ment --New": $1,051. FY'88-69 Public Facilities Department Budget, Enterprise Fund Account No.580404-840, entitled "Equipment --New": $1,051. Generai Fund; Account No. 880303-840, entitled "Equipment --New"; $1,051. The Honorable Mayor and Members of the City Commission AS: Bid/No. 88-89-082 Page 3 FY'88-89 Housing Agency Budget, Special Revenue Fund; Project No. 113000, Account No. 570202-840, Equipment --New.": $625; Special Revenue Fund; Project No. 113008, Account No. 570317-840, Equip- ment --New.": $526. FY'88-89 Budget Department Budget, General Fund; Account No. 400101-840, entitled "Equipment --New": $1,051. FY'88-89 Community Development Department Budget, Community Development Block Grant Fund (6-year grant), Project No. 799302; Account No. 450624: $1,051. FY'89-90 Office of Industrial Engineering Budget, General Fund; Account No. 921083-840, entitled "Equipment --New": $1,051. FY'89-90 Department of Building & Zoning Budget, Enterprise Fund, Project No. 421001; Account No. 560402-840, entitled "Equipment -- New": $429. r n FY'89-90 Department of Planning Budget, General Fund; Account No. _ s 380101-880, entitled "Capital Leases: $1,051. FY'89-90 Civil Service Office Budget, General Fund, Account No. 240101-840, entitled "Equipment --New": $1,051. f a, i' FY'89-90 Office of Labor Relations Budget, General Fund, Account No. 250201-840, entitled "Equipment --New": $1,061. FY'89-90 Development Department Budget, General Fund; Account No. 580101-840, entitled "Equipment --New": $1,051. C FY'89-90 Department of Computers Cable Communications Division Budget, Special Revenue Fund, Project No. 108002; Account No. 540101-840, Equipment --New.": $13,668. Minority Particinatlon: Non -minority vendor. A total of 17 �j minority owned companies, Including six black owned, six Hispanic owned, and five female owned companies, were notified by mail and no responses were received. Pub I i c Notice_ N/A Agaeasab l e ,pro leaf N/A gttaghment: Proposed Resolution i CHG:CFS:MSS ;3w, S .-. �0>3!'�y_;_7 a 47:.h2axx, xi. i_ ', .':_ _ _ - - -.- - - • - __ .— _ _ _ — Y¢P"=1�'a KSEt1��+4y�: TI_1L. - J A-eS Fitt i 3: 33 GSA s C.17Y CJF MIAMI. FLOR104 INTER -OFFICE MEMORANDUM Ju I y 10, 1989 "�E Ron E. Williams °''E To Bid No. 8s-S9-p6` Chief Procurement Officer General Services Administration SUOJECT. Stem) (electronic Mail Sy Approvals �2 For C.C.Mtg. 7_27-89 perEFE1KES ter los F. Sml thManaser Assistant City E►+CIASuntS Director. Department of Computers I` with the ridins This departofnghasudgetvthaterIfifundsaarebav�►le �lable9te Cover the cock Department mount of $44,371 In the following �s of the subject bid In the a account codes: FY'88-89 Department of Computers Cable Communications No. Division Budget, Special Equipment--New.Revenue -i 106002; Account No. 540101-440. S11,784. !' Account FY'88-89 Law.Department gadget, General Fund; 020 230101-840, entitled "Equipment --New S FY'88-89 Department of BuIIdInQ 8. Zoning Budget, Enterprise Fund, Project No. 421001, ACCount No. 560402-840. entitled "Equipment --New"; $623. •88-89 Dat epartment of Pension --General BSSOO1tt340Gn Budget. iY Agency Fund; Account NO ?rust entitled Lqulpment--New"; S1,051• FY'88-89 Police Department Budget, General fund; Account No. 290201-840, antiB fidgeed t, Capital impvrovement Fund. FY'88-89 Fire Department Budget, ProJeCt No. 313232; Account No. 259401--840. dntitiCd "Equipment --New": i3.t53• internal i Famiion Budget, Y'88-89 General 5ervtceProJCetSN0. 5090 0; Account No. Services Fund. pment_ ,. 420901-840, entitled "rtUI Budgets,"Enterprise Is FY'8$-139 Pubilc Facilities oep t Fund, Account No. 580404-840, entitled Account No. "Equipment--New": $1.051; General Fund; I EQU-840. an "Equipment --New �1,051• s Budget, Special Revenue Fund; FY 88_99 Mousing Agency Account No. 570202-840► f Project No. 113000. Equipment --New."; $525; Special Revenue Fund; { Project No• it3008, Account No. l Equipment- _New."; 5526. General Fund; Account Nam• I FY'58-89 Budget Department Budget. --New": S1.Os1• 400/01-840, entitled Eaulpment �t 1, 4, Ron Williams July IQ. 1989 Page 2 I'StS4 GSA V % r Department Budget* r_onimunItY mmUnity Development Dep8�r (e-year grant)# FY-88-89 C Grant Fund DevelOPment Block ; Account NO- 450624i o. 799302 General Project N industrial Engineering Budget. tied "Equipment-- Office Of 921083-840. entl Fund; Account NO. Enterprise New", ning-Budget. nt Of Building & ZO 560402-840, FY-89-90 Department No. ject No. 421001; Account Fund, Pro "Equipment --New $429. entitled get, General Fund-5 Department of Planning Bud Leases: Y'89-90 De 80, entitled "C"'tal F o. 380101-8 Account N S1,051. vice oficBudget. General Funds Account . ..... Civil Ser 84 Y189-90 mtle tled NEQuipment--New" No, 2401ql-0.f0 S1.051. Relations Budget. General Fund. f Labor FY'89-90 Office 0 No. 250201-840. entitled "Equipment --New":" Account MEMO S1,051. l3udet, General Fund; t Dep ry,89-90 Deve 1 optnen 550artment101-840. etitgitled ,E:qulpment-- Account No. New": -is Department of Computers Cable Communlc&tlOt Special Revenue Fund, Project NO- DlvlSlon Budget, 1-840, Equipment--NeW*,o.:tl.,;'',l'.l,lI No. 54010 I06002; Account $13,668. BUDGETARY REVIEW AND APPIJOVEO BY: M M ohar SUrana, Director nt Of Budget artme ,CFS-.MSS, IT VW �4 T_ .... .. !� 4w V'_ 45 Dtohar S par tmer �Ao an �M CITY OF MIAMI, FLORID PROCUREMENT MANAGEMENit" DIVISION BID SHEET P.O. ` %X 330108 Miami._ Fl 33233-0708 TELEPHONE NO. 579-6380 BID NO. 88-89-062 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 ENVELOPE. Terms: 11% 15,. Net 30 ( Include cash discount for prompt payment, if any) Additional discount of 0 % if awarded all items. Warranty and/or guarantee: 1 year - Catel; 2 years - Agile Systems, Inc. State any variances to specifications (use separate sheet if necessary) : See attached. Delivery: 445 calendar days required upon receipt of Purchase Order. Delivery Point(s): ,Department of Computers/Cable Communications 2850 Tigertail Avenue, 3rd Floor 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 Item(s) at Prices indicated on the attached bid sheet(s). NAMES OF COMPANY OWNER(S): James W. Dickerson NAMES OF COMPANY OFFICERS: .James W. Dickerson, President Gary Jackson, Vice President (Please 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 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. BIDDER: Agile Systems, Inc. company name Indicate if Minority Business: C ] Black [ ] Hispanic [ ] Women Signature Ze. L Print Nam -.' James W. Dickerson Date: February 10, 1989 FAILURE TO COMPLETE SIGN, AND RETURN THIS FORM MAY DISQUALIFY THIS BID. 89- 702 e T y AT 1 C 9 s' ,}1 C 28 Rid No. 0L$40 002 Electronic Maii Systes Computers/Communications DiVisian o DEPOTMEft' TYPE_.dF PURCHRS�s Sin urchase Single P r Electronic mail expands the RE-N= communications capabilities of the microcomputer to include communications with other Departments• a POTENTIAL BIDDERS: 40 BIDS RECEIVED: 2 � TABULATION: Attached FY 088-89 Account Code #540101-840 DS: =— ($11,783.80) Law Department _ Code #230101-840 ($2,102.40) and the balance from FY 1989-90 from Various 6 i Departments MINORITY WOMAN PARTICIPATION: Invitations to Bid were sent to six five (5) woman -owned firms ack, -six engaged in the spanics and Computer Equipment as located in the b;'S 2aAft tis fat 0140 side Mote 66 f6aawfie RSCOMMENDATIONt IT I5 RECOMMENDED THAT THE AW"D E MARE TO AGILE SYSTEMS, TOTAL PROPOSED AMOUNT OF $4�•��i'00' r' i Procurement Supery gar ate t 4 r + _ - _ _ � 5 11 ` "�„ 7- t 'td.1 f "�j"'y=a z 3' > E K k 1 7 *a, r�, �'3.: Y ° � i�RS�� �.,7,, ��t'`,„ - . ,�„� � � att'a,>f }�g_ r e. ♦`,,a' `7 E i'a�r ..� ;� i ^ ?s• +a`e a�° �r . � 'art r,', ""kk=: "M" q'^c *�,.:; 5 yftF e .., e'$�r ., t s r �, i 1.r 115 �` �'7rt� 71''-t'+: ifS y, G y>� .. b k 1�z' ,4,vc N ,� 1,7xr. t t tr a .�� ,,t y., :. Lt p 9♦ r �,k .. ) Zq� p. 111 Ir? ? z )f" id ,�' ,w��� says y. t p r � t'� f'�`�2�Y,�•�a°�'� w � ' t "¢�`��� �i% � ^ ,� ��z �,y� �rK,,t��rs _ir�s"�_ nin,",mmL'l11Ill U1:,.1. �� II I,I �� I���dl II �uu�gl�i�nn���n�l�Illum11l11 Illu1l I11III 5� t , 'M �r y x S��*� ��y„ a•�'x ................ 4B1COMPARISOtt mwl - -, - :'�' �'�`-; �. �., c•� , , .. .,, _ .-. , ' ,: L,� t;t rs ,:a fir, ,. w v: f 'i+, 't'A. ,_✓: ) - > >:..,-.� .� .,. -. '.�. a- .. - .i� #.,t, rst`:i aJ..- i I}E3CRiPTIIIN,. MAIMIUFACTWtE ' �MOUL - UANTITY ; AGILE SYi k" y �_ 7 Electronic Mail System A6IlESystews, Inc.;: AN/20 + 1 $ 44s371:00 as or equal to Sytek =.2000 System and per bid n; specifications. 5YTEKi .Inc. 2000 1 - S 5g,14d.lf0 + ,� t 'Y,cYi. p r •'tr s`S-` ,,� -F 4�`. , •+K: :;Y .,<r'- �.! ��-iy.��.. ram, � � P aN S r 1 :{Zr:S '� a{, sy 44f _ -d A'x i.Y - 5.4 „� u''•sN >•-k v YR�t,.' F ..vq'� t s ,+R .` { ... .',. ` . - •�: , w. �: .-•n` � „�., ,� �W,bJ ...yam ,�,✓�, � ���•. 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