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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 E AN�EZ CI A RH 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. 9 ii lk 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 C80/PE/emg PP r ,4 d � k XXII M 11 Ca L)G — 24 —�►.3 1.1 or n -- -- 3 0 M C M T t H U D r E T . IJ Ci r,# 1•I I' li ! Al s 1•1 to l,I 1' r F? Oe M • LILY QP M+AMI, FLORIDA INUM-oFFlce MKMORANDUM • Ron Hi 11 14imn Dirsctoc Goneral Services AOminintration Cari.on 1�'. l�lni th AQAIAtrnt Ci I-y Manl+ger j.,..1.»..I. of rnwittii p' . ® Z r . 0A -4% QAtf AU911"t 17, 19"a •••• *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 �( w O 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 f J. 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 y Ir IT 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: A . w ATTORN -_4M -#.x,i 4 4 in RWI i m .j f