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Home My WebLink AboutR-87-1074J-87-1081 12/7/8 7 RESOLUTION NO. 87-1074 A RESOLUTION ACCEPTING THE BID 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 1987-88 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 OF 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 total proposed first year cost of $25,000.00 is hereby accepted with funds therefor hereby allocated from the 1987-88 General Fund Account Co ••�Jl.li i n cG Y �..+r.��Jw... ..... .v.....r._� ��s.w•�vtsaurv. Y. R.. . y�yyn��yy�� CITY COMMISSION MEETING OF DEC 1.0 1981 RESOLUTION No. 87 407 REMARKS: 0 Section 2. The City Manager is hereby authorized 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 thislOth day of December 1987. ATT / M TTY HIRAI, CITY CLERK PREPARED AND APPROVED BY: ROBERT F. CLARK CHIEF DEPUTA CITY ATTORNEY APPROVED O FORM AND CORRECTNESS: A . -- - ATTORNE =M -2- 87--1074 BIDS SECURITY crofiche/Microfilm Services DeRRIOiRtCtivgp November 4, 1987 2:00p.m -88-006 - 7WE OF SECURITY •�pDt� Z'O?jl. Micro Imaging Systems, Inc. Broken down by items Anacomp NCR Corporation Dataplex/Miami Professional Microfilm Service Leahy Business Archives —T-Square Miami Musashi International, Inc. Commercial Depository RECEIVED on half of PURCHASING DIV./PUBLI W � �L envelopes. SIGNED : �� DATE: �� ccct•ct �►� �.•s Slcivti�i siMek� Nt• �icr eE �_..`. volt ACCOUNTIND acaaw 71 , LEGAL ADVERTISEMENT I94% 007 Is FM 1W BID NO. 87-88-006 �,JTY t �J (,'IT� j4��Rif i R4. I 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. November 4, 1987 for the furnishing of Microfiche/Microfilm Services on a contract basis for the Department of Computers. 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. The City Manager may reject all bids and readvertise. (Ad No. 4540 Cesar H. Odio City Manager 87- IL074 n()Ulf !I Ul �S141J U V REQUISITION FOR ADVERTISEMENT DEPT/DIV. ACCOUNT CODE DATE PHONE PREPARED BY This number must appear in the advertisement. APPROVED BY: DIRECTOR OF ISSUING DEPARTMENT - 1 Publish the attached advertisement times. ' (number of times) } Type of advertisement: legal classified display (Check One) _ t . Site: Starting date f First four words of advertisement: i i ` Remarks: i ! DO NOT TYPE BELOW THIS LINE. FOR USE OF FINANCE DEPARTMENT ONLY. i LINE PUBLICATION DATE(S) OF ADVERTISEMENT INVOICE AMOUNT 0 A-1 B-2 C-3 D-4 E-5 F3 F4 F5 F7 F8 F9 F10 F11 F12 LINE TRANS VOUCHER DUE DATE YY MM DD Adv. Doc. Reference VENDOR INDEX CODE BJE PROJECT 11 13 17 18 25 39 42 45 50 51 56 57 6266 U36 71 0 1 2 4 1 V P 234 02 1 21314 7 8 V P 121314 15 DESCRIPTION 36 64 DISCOUNT69 72 AMOUNT 80 5 2 10101210 11, _ Approved for Payment White — Purchasing Yellow - Finance Pink — Department 9 - 1 { Q i'. 7�-10 /1� 4 CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM -- TO. The Honorable Mayor and DATE: November 17, 1987 FILE. Members of the City Commission SUBJECT Resolution Authorizing ' Award of Contract to ANACOMP Data Systems Cesar H. Od LA" for the Provision of - FROM C.t Id REFERENCEMicrofiche & Microfilm . i y anage Services to the DOC ENCLOSURES. RECOMMENDATION: It is respectfully recommended that the City Commission adopt the attached resolution awarding a contract to ANACOMP Data Systems to provide Computer Output Microfiche (COM) Services to the Department of Computers (DOC). ANACOMP is the low bid vendor whose services include all the features required by the City's users. Total cost of these services is estimated to be $25,000 for the first year, for which funds are available in the budget of the Computer Department. BACKGROUND The DOC 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 out 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. After the research was completed bids were requested from local vendors including minority firms. The evaluation of the two bids that were received showed that ANACOMP Data Systems is the lowest bidder whose COM services include all the features required by the City's users. Estimated Amount: $25,000 Budgeted Amount: $25,000 % of Cost Estimates: N/A Source of Funds: 1987-1988 Department of Computers Budget, General Fund; account No. 460201-3409 "Other Contractual Services". Minority Participation: Minority vendors did not bid in response o the request or quotation. RP/JQ/J 9 87-10I4 WTER-OPPIPICE MIEMn n,4fiUUM too A. L. C)Atf& August 12, 196*1 Chief Prootiroment OMeer eusictrContraot for Mloi,ortotjo and Hicrotilm Servlooa Robart ParchGr, Aottag Director ComPutei-a Departatent ThL3 department has verified available �funding with the Departments of Finonce said Management and Budget that funds are available to J Cover tlie cost or tho subject bid in the amount or $25,000 AcCount Code Number 460201-340, "Other Contraotual 5ervioes.11 PINANCE REVIEW AND APPROVED BY: DopwtMent of P11101100 BUDOZTARY REVIEW AND APPROVED BY: �F0ho to i u r a roor Papsrtwent ot sagemenb and Budget WHO/AC/no 4 12- 87-1074 • AWARD OF BID Bid No. 87-88--006 ITEM: Microfiche/Microfilm Services DEPARTMENT: Computer TYPE OF PURCHASE: Contract for one (1) year with the option to renew for four (4) additional years. REASON: To provide Computer Output microfiche (COM) services to the Department of Computers POTENTIAL BIDDERS: 18 BIDS RECEIVED: 2 FUNDS: 1987-88 General Fund Account Code No. —� 460201-340 MINORITY WOMAN PARTICIPATION: Invitations to Bid were sent to one I black, one 1) hispanic and one (1) woman owned firm engaged in the microfiche services business as located in the following sources: 1. New Vendor Applications 2. Dade County Minority Register 3. Yellow Pages Telephone Directory No Minority response was received. BID EVALUATION: Category Prior Bidders Black American Hispanic American Woman Owned Non -Minority New Bidders Black American Hispanic American Woman Owned Non -Minority Courtesv Notifications "No Bids" Late Bids Totals The bid meets the specifications. Following is an analysis of the Invitations to Bid: Number of Bid Invitations Mailed 15 33 Page 1 of 2 Number of Responses 0 0 2 2 S Reasons for "No Bid" were as follows: — j I. Dataplex/Miami - "Unable to comply with requirements" ` 2. Professional Microfilm Services "No bid at this time." 3. Leahy Business Archieves - "No COM Services" 4. T-Square Miami - "We do not offer microfilm services." 5. Musachi International, Inc. - "This service is not provided by our company." -_ G. Micro Imaging Systems - "Cannot meet specifications." i j RECOMMENDATION: IT IS RECOMMENDED THAT THE AWARD BE s MADE TO ANACOMP DATA SYSTEM FOR A # ' i� TOTAL FIRST YEAR COST OF $25,000.00. Chief Procurement Officer q 7 x { Date F - The Minority & Women Business Administrator concurs with the ; -i above recommendation. {{ �:.�, :.,ram . �.✓�r�)� Minority & Women Business Administrator } Date u 3 ' Page 2 of 2