HomeMy WebLinkAboutR-88-0897OPN
J-88-922
8/29/08
RESOLUTION NO.
SS-897
A RESOLUTION AMENDING SECTION 1 OF RESOLUTION
NO. 87-1074, ADOPTED DECEMBER 10, 1987, WHICH
AUTHORIZED THE FURNISHING OF COMPUTER OUTPUT
MICROFICHE SERVICES BY ANACOMP DATA SYSTEMS
BY ESTABLISHING THE TOTAL FIRST YEAR PURCHASE
PRICE OF SAID SERVICES IN AN AMOUNT NOT TO
EXCEED $35,000.
WHEREAS, a contract with Anacomp Data Systems was approved
by the City Commission through adoption of Resolution No. 87-1074
on December 10, 1987; and
WHEREAS, the Police Department allotment of computer on-line
disk storage was exceeded, thus creating an unexpected situation
requiring the transfer to Computer Output Microfiche of the
eldest information to release sufficient computer on-line disk
storage in order to maintain the police emergency computerized
application operational without interruption; and
WHEREAS, the contract amount was based on the City's then
estimated of need of Computer Output Microfiche services and did
not provide funding for unexpected situations; and
WHEREAS, the estimated total first year cost authorized
under said contract pursuant to said Resolution No. 87-1074 was
not sufficient to perform all the services required due to this
unexpected situation; and
WHEREAS, funds remain available from the 1987-88 General
Fund Account Code No. 460201-340;
NOW,, THEREFORE, BE IT RESOLVED BY THE CONMISSION OF 'ilia CITT
OF MIAKI, FLORIDAs
Section 1. Section 1 of Resolution No. 87-1074, adopted
December 10, 1987, is hereby amended in the followinq
particularstl
"Section 1. The November 4, 1987 bid of Anacomp Data
Systems for furnishing Computer Output Microfiche
services on a contract basis for one year in_ ansacunt
not to esce*d S35.000 with the option to renew for four
(4) additional one year terms to the Department of
Computers at W to! proposed first year ---- --of
$95,000 is hereby accepted with funds therefor hereby
allocated from the 1987-88 General Fund Account No.
460101-340."
PASSED AND ADOPTED this 6th
ATTE :
MATT HIRAI
CITY CLERK
PREPARED AND APPROVED BY:
ROBERT F.-CLERK
CHIEF DEPUTY CITY ATTORNEY
RFC/bee/M787
APPROVED AS TO FORM AND
CORRECTNESSt
JO
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AN�EZ
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1 Words and/or figures stricken through shall be deleted.
Underscored words and/or figures shall be added. TM
remaining provisions are now in effect and remain unchanged.
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CITY OF MIAMI. FLORIDA
7
INTER -OFFICE MEMORANDUM
TO The Honorable Mayor and Members DATE
of the City Commission
SUINJECT
FROM, REFERENCES!
Cesar Odio
City Manager ENCLOSURES;
RECOMMENDATION
SEP271988
RESOLUTION MOWING SECTION
1 OF PREVIOUS RESOLUTION NO.
87-1074 AUTHORIZING AWARD
OF CONTRACT TO ANACOMP DATA
SYSTEMS FOR THE PROVISION OF
MICROFICHE AND MICROFILM
SERVICES TO THE DOC
It is respectfully recommended that the City Commission adopt the
attached resolution amending Section 1 of previous Resolution No. 87-
1074 adopted December 10, 1987 awarding a contract to ANACOMP Data
Systems to provide Computer Output Microfiche (COM) Services to the
Department of Computers (DOC) due to an unexpected situation created
by the Police Department exceeding their allotment of disk storage.
This in turn, has necessitated requiring additional unprojected CON
services in order to release sufficient on-line disk storage to
maintain the Police emergency computerized applications operational.
ANACOMP is the only vendor whose services include all the features
required by the City's users. Total cost of these services is hereby
requested for amendment not to exceed $35,000 for the first year, of
which funds are available in the budget of the Computers Department.
BACKGROUND
The Department of Computers has evaluated the alternative of off -site
processing for the COM services it provides to microfiche and
microfilm users within various City departments, and found that
several benefits would accrue from contracting o-t with highly
specialized COM service providers. These benefits include cost
savings in operational and capital expenditures, higher quality, and
other functional benefits. As part of their research,
representatives of the DOC met with microfiche and microfilm users to
ensure that off -site COM services would meet their current and future
requirements, including the need for security of restricted Police
information. This research showed that there is no vendor,. other
than ANACOMP Data Syatems, whose services include all the feEturos
required by the City's users.
T
Page 2
The Honorable Mayor and Members
of the City Commission
Estimat,ad Aaounte $35,000
t of Colt Estimates, fi/A
Budgeted Ampunt, $35,000
Source of Funds, 1987-1988 Department of Computers Budget, General
un r account no. 460201r340, "Other Contractual Services".
Minority Participation: Not a minority vendor.
Assessable Projects WA
Public Notice: August 22, 1987
Attachment: Proposed Resolution
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LILY QP M+AMI, FLORIDA
INUM-oFFlce MKMORANDUM
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Goneral Services AOminintration
Cari.on 1�'. l�lni th
AQAIAtrnt Ci I-y Manl+ger
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*WOJC41, Amendment. of Previous'
Reitolution No. 07-1074
Awarding Contract for
*r.rw.Kces, Microfiche And Microfilm
Snrvicon
crect osu�cs
This departmont has verified tun4ing with Che Departments of Vinnnre
and Aadget that funds are available to cover the additional cost of
the subject contract to he Modified in an additional. amount of
110�0001 Account Code Number 460201-340.
F tNANCX RRVIMW & A*PROV80 RY I
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ar oe a �lA, rea of
naportment of lrinencs
HUDORTARY Rr.VxEH a APPIOVBd RYe
n
fan Ar -Stirftna7-01 rector
rN ► t.menl. of Budget
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anacump.
CUSTOMER SERVICE AGREEMENT
COMPUTER OUTPUT MICROFILM
ANACOMP, INC. (ANACOMP) agrees to supply to CITY nF WTAXI
(CUSTOMER), located at 2850 Tieertali Avenue Miami etnrlda.33Zzz razor;
and CUSTOMER agrees to purchaselrom ANACOMP the CUSTOM ER's entire computer output microlilm
requirements and other micrographic services as may be outlined below. This Agreement will remain In
effect for an initial term of 1 years commencing nntnhar , 198-7 , and will be
automatically renewed for like successive terms unless notice of termination is given by either party to the
other party not less than ninety(90) days prior to the end of the Initial term or any successive term, es the
case may be, with termination effective at the end of such term.
The CUSTOMER agrees to the following charges for the following described services:
Original Microfiche:
implicate Microfiche: .16/each
Original C.O.M. Generated 16MM microfilm
rogram Modification: 50.00/report
Computer Time For Sorting a.Cross Ref.Indexing;
ua om Form Slides one time charge): 300.00/each
Existing Form Slides Re -designed: No Chnrgp
Plinimum monthlyCharge: 250.00 deferred lat. 60 days
"Prices -to remain firm for Initial period of contract.
All fill s guaranteed o meet or exceed the AIIM and ANSII standards of both
resolution and nrchival Riiality.
TheCUSTOMERRaarE
Agreement. AMOVED
SIGNATURES:
CITY OF MIAMI L-o'Gty Att"rmr
By:
Title:
Date:
ind b the terms and conditions appearing on the reverse side of this
AND UIRECINESS.
ARTY
of Miami
(Customer)
ANACOMP, INC.
Title' Barbara T. Brown
c manager
Date: /-2 -,2
TERMS AND CONDITIONS ON THE BACK
... . 31ri
/MOB 01 /A • R*V. //00
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TERMS AND CONDITIONS.
1. WARRANTY:
ANACOMP warrants that the servicos'provided herein will result in products
.,,,that are usable as working records of..the CUSTOMER. It any magnetic computer tapes
,,;ifurnished by CUSTOMER are damaged due,to ANACOMP'S equipment or process. ANACOMP'S
sole obligation shall be to .replace phynfcally such tapes at its own expense.
ANACOMP shall riot be liable for the lose of eny•information on such tapes. No
claim will be allowed under this warranty unless the CUSTOMER promptly notifies
ANACOMP of such claim in writing within thirty (30) days after its receipt of the
microfilm materials. The foregoing warranty is exclusive and in lieu of all other
warranties express or implied.
ANACOMP ASSUMES NO LIABILITY FORANY SPECIAL. INDIRECT, CONSEQUENTIAL.
INCIDENTAL OR OTHER DAMAGES OF ANY TYPE RESULTING FROM ANACOMP'S PERFORMANCE
HEREUNDER. THE AFORESAID REMEDY OF THE.CUSTOMER:IS EXCLUSIVE AND THIS PROVISION
SHALL APPLY TO ANY AND ALL.CLAIMS OR SUITS BROUGHT AGAINST ANACONP BY.TBE CUSTOMER.
Z. PRICING:
ANACOMP may vary the process set forth in this Agreement to reflect increases
"In'Lts labor and material costa. INVOICES ARE DUE AND PAYABLE UPON RECEIPT. Price
Increases will not exceed 10% per year and can only become effective October lot of
any given year if the price Increase is communicated in writing to the Director of
the Department of Computers of the City of Miami no later than April lot, of the
year in which the increase becomes effective.
3. TAXES:
All federal, state. county. local or other excise, sales or use taxes will be
paid by the CUSTOMER.
4. CONFIDENTIALITY:
ANACOMP agrees to comply with NCIC, FCIC and City of Miami requirements to
safeguard restricted info:mation, materials,land,.loQi�. circuits in,.Mhich Information
Is processed.
5. APPLICABLE LAW: S
The validity, construction, and effect Wthis•'Agreemontbhall be governed by
the laws of the state.within which the serWices'are to be'provided.
d. EXCLUSIVE AGR9=NT: 87 &07 1/
CUSTOMER and ANACOMP agree to be bound by the specifications of the hid
accepted under City of Miami resolution No. and. by the terms of We
Agreement and further agree that these are the complete and exclusive Statement of
this agreement between the parties, which supersedes all agreements, pcq s. oral
or written. and all other communications between the parties relating to the
subject matter of this Agreement.
•Y
J-87-1oe1
12/7/87
RESOLUTION NO. 87--1074
A RESOLUTION ACCEPTING THE DID OF ANACOMP
DATA SYSTEM FOR FURNISHING COMPUTER OUTPUT
MICROFICHE SERVICES TO THE DEPARTMENT OF
COMPUTERS ON A CONTRACT BASIS FOR ONE (1)
YEAR WITH THE OPTION TO EXTEND FOR FOUR
ADDITIONAL ONE YEAR TERMS AT A TOTAL PROPOSED
FIRST YEAR COST OF $25,000.00, ALLOCATING
FUNDS THEREFOR FROM THE 1967-88 GENERAL FUND
ACCOUNT CODE #460201-340; AUTHORIZING THE
CITY MANAGER TO EXTEND THIS CONTRACT FOR FOUR
(4) ADDITIONAL ONE YEAR TERMS, SUBJECT TO THE
AVAILABILITY OF FUNDS AND TO INSTRUCT THE
CHIEF PROCUREMENT OFFICER TO ISSUE A PURCHASE
ORDER FOR THIS SERVICE.
WHEREAS, pursuant to public notice, sealed bids were
received November 4, 1987 for the furnishing of Computer Output
Microfiche Services on a contract basis for one (1) year with the
option to renew for four (4) additional one year terms to the
Department of Computers; and
WHEREAS, invitations were mailed to eighteen (18) potential
suppliers and two (2) bids were received; and
WHEREAS, funds for this purchase will be available from the
1987-88 General Fund Account Code #460201-340; and
WHEREAS, this service will be used by the Department of
Computers for the purpose of providing Computer Output Microfiche
services; and
WHEREAS, the City Manager and the Director of the Department
of Computers recommend that the bid received from Anacomp Data
Systems be accepted as the lowest responsible and responsive bid;
NOW, THEREFORE, BE IT RESOLVED BY THE ,COMMISSION Or THE CITY
OF MIAMI, FLORIDA:
Section 1. The November 4, 1987 bid of Anacomp Data Systems
for furnishing Computer Output Microfiche services on a contract
basis for one year with the option to -renew for four (4)
additional one year terms to the Department of Computers at a
i
total proposed first year cost of $25,000.00 is hereby accepted
with funds therefor hereby allocated from the 1987-88 General
Fund Account Code #460201-340. CITY Corau=14
MEETING OF
DEC 10 01
97w407y
4tsowt:ou
section 2. -,TA* City Manager is hereby authorised to extend
this contract for succeeding years subject to the availability of
funds and to instruct the Chief Procurement Officer to issue a
Purchase Order for this service.
PASSED AND ADOPTED thisl0_ day of December 1997.
ATT :
KATTY HIRAIO
CITY CLERJK-
PREPARED AND APPROVED BY:
R`OBERT F. CLARK
CHIEF DEPUT)h CITY ATTORNEY
APPROVED/S/TO FORM AND CORRECTNESS:
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ATTORN
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