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Home My WebLink AboutR-87-0641J-87-618 6/26/87 RESOLUTION NO. ' " '�• A RESOLUTION ACCEPTING THE BIDS OF SAVIN FLORIDA, INC, IN THE PROPOSED ANNUAL AMOUNT OF $117,862.15, SAXON-N000, INC. IN THE PROPOSED ANNUAL AMOUNT OF $54,200.88 AND XEROX CORPORATION IN THE PROPOSED ANNUAL AMOUNT OF $133,574.40 FOR FURNISHING COPIERS AND ACCESSORY EQUIPMENT ON A THREE (3) YEAR LEASE AGREEMENTS, AS INDICATED ON THE ATTACHED TABULATION, ON A CONTRACT BASIS RENEWABLE ANNUALLY, TO THE DEPARTMENT OF GENERAL SERVICES ADMINISTRATION GRAPHIC REPRODUCTION DIVISION FOR USE BY ALL CITY DEPARTMENTS AT A TOTAL PROPOSED FIRST YEAR COST OF $305,637.43; ALLOCATING FUNDS THEREFOR FROM THE 1987-88 OPERATING BUDGET OF THE USING DEPARTMENTS; AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE PURCHASE ORDERS FOR THIS EQUIPMENT, SUBJECT TO THE AVAILABILITY OF FUNDS FOR SUCCEEDING FISCAL YEARS. WHEREAS, pursuant to public notice, sealed bids were received May 20, 1987 for the furnishing of Copiers and Accessory Equipment on a three (3) year Lease Agreements, on a contract basis renewable annually, to the Department of General Services Administration - Graphic Reproduction Division for use by all City Departments; and WHEREAS, the bid was a comprehensive package designed to meet the copier needs of all departments and consists of four (4) basic copier types, each with optional equipment, monthly copy allowances, installation, training, and maintenance, and WHEREAS, invitations were mailed to forty one (41) potential suppliers and ten (10) bids were received; and WHEREAS, funds for this purchase will be available from the 1987-88 Operating Budget for the first year; and WHEREAS, this equipment will be used by the Department of General Services Administration for the purpose of providing new Copier Equipment as needed to all City Departments and allows for the standardization of supplies and equipment and billing consolidation; and CITY COMMISSION MEETING OF JUL 9 1987 IN No. 87-6 ,1 11 S: WHEREAS, the City Manager and the Director of the Department of General Services Administration recommend that the bids received from Savin Florida, Inc., Saxon-Nuco, Inc. and Xerox Corporation be accepted as the lowest responsible and responsive bids; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The May 20, 1987 bid of Savin Florida Inc. at an annual cost of $117,862.15, Saxon-Nuco, Inc. at an annual cost of $54,200.88, and Xerox Corporation at an annual cost of $133,574.00 for furnishing Copiers and Accessory Equipment for a three (3) year Lease Agreements on a Contract Basis renewable j annually, to the Department of General Services Administration at a total proposed first year cost of $305,637.43 are hereby accepted with funds therefor hereby allocated from the 1987-88 Operating Budgets of the using Departments. Section 2. The City Manager is hereby authorized to instruct the Chief Procurement Officer to issue Purchase Orders for this equipment as needed, subject to the availability of funds. PASSED AND ADOPTED this 9th day of July 1987. XAVIER ZSUZ, MAYOF ATTESTS' aTTY HIRAI, CITY CLERK PREPARED AND APPROVED BY: ROBERT F. CLARK CHIf:F DEPUTY CITY ATTORNEY APPROVED AS TO FORM AND CORRECTNESS: L CIA A. DOUGHE Y CITY ATTORNEY ; -2- 87-6 4 A �Lewi Ai Item No. Description TABULATION OF BIDS FOR COPIERS ON A LEASE COIIPRACT BASIS COPIER TYPE A Bench Mark Price 5300 Bidder Bid No. 86-87-082 AsLeon Delta Business Eastman Konica Royal Minolta Business Systems System Kodak Co. Copiers Corporation Minority (Hasp.) Non -Minority Non -Minority Non -Minority Non -Minority 1 Mfgr. & ModelNo. Canon MP-2015S Canon NP-2015S No Bid Konica 4003Z MR Minolta EP 7 ZZ 2 Base Monthly Rate Does Not Meet Does Not Meet 210.q0 .00 3 Copy Allowance Specifications Specifications 5,000 2,000 Cost Over Copy Allowance A-1 page 8 of 9 A-1 page 8 of 9 $.01 300 3.00 .0093 3300 30. 9 5 Toner/Dispersment Bench Mark Pricing 30 copies per Minute 30 copies per Minute $ 20.14 $ 10.60 Bench Mark Pricing 233.14 13 •59 Drum Warranty 200,000 copies Included in Rental Drum Cost $ 02.50 NI A Semi -Automatic Document Feed Included 19.00 0 10 Bin Collator 24.00 $ 22.00 11 Installation NIC $ F6.00 12 Removal Cost $ 70.00 59.00 3 Total Cost of Contract $81463.0-4 $5,01.24 14 Cost per Year J2,821.01 $1,680.41 is Cost per Month $ 235.0 $ 1 0.03 16 Cost per Copy .0443 .0264 Savin Florida - Minority Vendor, lowest responsible bidder meeting all requirements. Page 1 of 2 Approximately 18 copiers in this category. �a . Go ►d4k Bid NO- 86-87-082 OF BIDS FORG[ t ti Tppx,J1TI0N "SIS COPIERS 00 A tz" <<:W. ..: . COPIER E A Bewh Mark Pr ice 5300 Bidder Xerox •fa,G easiness corporation ' 5avin Florida �°n' �,oV Inc. Prod., Inc. nority N.046nority precision Office minority EqutPmm Minority ttiisp•) Xerox 10 5 Nn-Ittnority Panasonic item Description Mita DC-2105 FP-1 00 220.52 • NO. Kon ca 003 Z Sav n V-3 Does Not Meet 5,000 1 gr. a 199•013 100• Spe c f cations 5,000 3 0 3• 4 se Mon Y ate 00 5,3� 9 .025 3� 7.50 ,D11 i 5,3 a e A_1 P g o fpPy A owance 3 .009 - - ,012 - - es r 30 cop per ; .16;, 10.87 ; fps Over pY A °Ne 14.06 Minute 23 '`Y t oner spe rsmen i 20.14 : 133• Inc uded i n '—. Bench Mark Pricing 11 Inc uded in Lease "� .•�,t- w r r c ng 1 - 100 Lease Lease N A , 4 ,� nc 150 000 0 run arranty 0. 3 A 51.9 f un 5 .00 p u omat c Docent a N C 0.00 75,00 j0. :Y 21. � 117 • 10 n Co ator N C 5 • ; 75•� ; n5•� sta at on 5 9 1.7 . T2.32 1 emova st NC 239.0 , 31.15 1� 53.92 2 . s ° Contract t42:,7 1, 7T•� -- 137. 3 23 .1�� To a •35 19 st per Year 123•� ,02 ,0 22 15 st Per .0 31----------'_'_" .0232 --- pagt- 2 of 2 ' st per Copy TABULATION OF BIOS FOR Bid No. 86-87-082 COPIERS ON A LEASE CONTRACT BASIS COPIER TYPE B Bench Mark Price 12,000 Bidder .� A•Leon Delta Business Eastman Konica Royal Minolta 1` Item Business Systems System Kodak Co. Copiers Corporation + No. Description Minority (Hasp.) Non -Minority Nan -Minority Non -Minority Non -Minority 1 M gr. 6 Model No. Canon NP-3025 Canon NP- Q 0 Kodak Ektaprint Konica 4003Z MR Minolta EP 70Z IM 40 2 Buse Monthly Rate Does not meet 256.00 1 2.50 $ 2 5.00 95.00 : 3 Copy Allowance Specifications 5,000 3,000 12,000 2,000" Cost Over Copy Allowance A-1 Page 8 of 9 .011 '1000 77•00 .01 2 9000 t27. 0 .oi - - .0095 10000 93.00 5 Toner D spersmen 30 Copies Per 39• 3 .t . 0 Bench Mark Pricing Minute , Bench Mark Pricing 372.60 $ 306.45 $ 310-60 $ 212.00: um Warranty 100,000 Included in 200,000 60,000 8 Drum Cost 240.00 Lease N/A t 402.50 182.00 9 Seml-AuEmatic Document F 16.50 100.00 Inc ud 19.50 -t 10 20 Bin Collator 29. 75.00 37.00 35.00 •=, �. 11 Installation 75.00 1 5.00 70.00 12 Removal Cost N c 195.00 70.00 9.95 71 13 Total Cost of Contract $16,163.40 P7,702.20 $13,523.00 11, il'.35 14 Cost per Year 5,387.80 5,900.73 4,507.67 3,610.45 15 Cost per Mcm--Ui $ 448.9891.73 $ 375.0 305. 7 16 Cost per CDpy .03 .0409 $ .03130 .025 Page 1 of 2 Savin Florida - Minority Vendor, Lowest responsible bidder meeting all requirements. Approximately 25 copiers in this category. Item No. Description TABULATION OF BIDS FOR COPIERS ON A LEASE CONTRACT BASIS COPIER TYP B Bench Mark Price 12,000 Bidder Bid No. 86-87-082 Precision Office Savin Florida Saxon, TAG Business Xerox Equipment Nuco, Inc. Prod., Inc. Corporation Non -Minority Minority (lisp.) Non -Minority Non -Minority Non -Minority 1 N gr. & KWe_1_K_0_. Konica 0032 MR Sav n V-35 Hit3t Panasonic Xerox 10 5 FP30A0 ___ 8,000 8,000 0 16,000 5,006 3 spy Allowance Cost Over Copy A owance .009 000 3 .00 .012 000/ .00 .00 5 12000 102.00 .o0 - - .011 7000 1. 26 Bench Mark Pricing 302.20 209. 221.00 292.00 31 . 46 Bent Hark Pr c ng 7 Drum Warranty 150,000 350.00 100,000 215.00 1 0,600 375.00 Inc ed in Lease N A N/A N A Drum Cost 9 Sem -Automatic Document Feed Incl ed 0.00 33.00 5.00 3 - 46 10 20 B n Collator 32.50 0.00 37.00 5.00 i 51.92 Installation N C 55.00 $ 100.00 $ W5.00 $ 70.00 11 55-00 NC NC44.24 NC 12 Remova-1 Cost NC 13,057.20 10,953.03 11, 7 -00 13, 27•00 1 13 _-T-0-tal Cost o Contract 5 Cost per Year i ,352. 0 3, 51.01 S 3, 25-33 i 11,11509.00 3 2.70 30 .25 31 .7 $ 3 4.0 406.78 15 Cos per Mon .0253 .02 5 .0320 •03 38 1 s per Copy .0302 Page 2 of 2 Item NO. Description el No. 1 Mgr. 2 Base Month y Rate Bid No. 86-87-082_ TABIR.ATION OF BIDS FOR COPIERS ON A LEASE CONTRACT BASIS COPIER 'TYPE C Bench Mark Price 24,000 Bidder ' Delta Business Easter Konica Royal Copiers Minolta Corporation A,Leon Business Systems System Kodak Co. Non -Minority Minority Non -Minority . Minority (Hisp.) Non -Minority Kodak Ektaprint 5 Konica 5003ZMR M Hotta EP 50. Canon MP-7050 Canon NP-7050 375.00 3 � .o0 39'00 575.90 20,000 2'W 20,000 lO,ONJ t �� o00 $ 0.00 .0093 000 $37.20 22000 17 .00 .009 ,000 3 •00 .0131 t 000 i1 3. 0 .ol! 7 .22 nuance .00 79.20 73' 3.00 Bench Mark Pricing 55 •� 9.5 s ��•.,., Bent Mar r c ng 5t 0 500,000 N A . 250,000 Drum Warranty 5�' 000 N G 02.50 1,300'00 t'000.00 Included Drum Cost Inc Included gem -Automat c pocument Fe Incl 75.00 79.00 n o a or 29• t. 200.00 N C 125. t 9.00 Insta a on N 200.00 Remova st 125.00 �3'5' 2 , 2.00 �3•052. Tota20 Colt o Contract 22, 202. 0 21•33 7, .Ot 7,00.93 7,T51.7 3 0.33 Cost per Year 5.9 735. 1 1 .7 Cos per 9 .030 .02 .025 .02 Cost per Copy _ -------' Page i of 2 K .0� Minolta Corporation - Non-M;nority Vendor, lowest Responsible bidder l meeting all requirements. Approximately 8 copiers in this category. Precision Office Item Equipment NO. Descriptiop Non -Minority TABULATION OF BIDS FOR COPIERS ON A l.FJ1,SE CONTRACT BASIS COPIER TYPE C Bench Mark Price 24,000 Bidder Savin Florida Minority (11isp.) Saxon, Nuco, Inc. Non -Minority Bid No. 86-87-082 TdG Business Xerox Prod., Inc. Corporation Non -Minority Non -Minority 1 Mgr. & ModelNo., Konica 5003Z MR Sam n 7055 DC-513Z 3ta 57-3 No Bid Xerox 1050 2 Base Monthly Rate 395.00 25.00 130.00 397.00 3 copy Allowance 20,W 24.000 0 15,000 Cost Over Copy Allowance .009 000 3 .012 - - .00857240007j204.00 .Oi 9000 9� 5 Toner D spersment 97,09 $ 68.16 $ 98.12 7,5 Bench Mark Pricing BencH Markr c ng 52 .09 $ 493-16 $ 432.12 535.05 um Warranty 200,000 100,000 186,000 nc ed- Drum Cost • 3 3 3 .00 VA 9 Semi -Automatic Document Fe N C 35,00 37,00 53, 0 10 20 Bin Collator 51.00 �5,00 112.00 56.22 1 Installation 55.00 125.00 .00 12 Removalst 5.00 5.00 N C 129.00 13 Total Cs of Contract22,5 9.2 2 ,37 .32 20,325.32 r iV1,414.12 14 MR per Year 15 • 16 Co3tper Month Mitper EGpy $ 625.26 2 677.18•3 .6282 - .0235 -� .O27i Page 2 of 2 4 A :M Item No. 'Description TABtRATION OF BIDS FOR COPIERS ON A LEASE CONTRACT BASIS COPIER TYPE D Bench Hark Price 42,000 Bidder A'Leon Delta Business Eastman Business Systems System Kodak Co. Minority (Hisp.) Non -minority Non -Minority Bid No. 86-87-082 Konica Royal Minolta Copiers Corporation Non -Minority Non -Minority 1 M gr. 6 Model No. Canon 8570 Canon 8570 Kodak Ektraprint 225F IEWKonica 702MM No Bid 2 Base Monthly Rate Does not meet Does not meet 962.90 1,150.00 3 Copy Allowance Specifications Specifications 25,000 25,000 Cost Over Copy Allowance 5-Equipment Options 5-Equipment Options .00 3 17000 107.00 .0135 17000 $229.50 5 Toner Dispersment Bench Mark Pricing "C"-Continuous Form Feeder 'C"-Continuous Form Feeder $ 51.70 $ 96.00 Bench Mark Pricing Page 7 of 8 Page 7 of 8 f 1,121.70 1,246.00 7 Drum Warranty WA N/A Arum Cost N C N C 9 Automatic Document Feed Included Included 10 Finisher $ 125.00 Included 11 Installation $ 325.00 N/C 12 Remov al Cos'. 325.00 2 5.00 13 Total Cost of Contract 5,531.20 $45,101.00 14 Cost per Year 15,177.70 $15,033. 7 15 Cost per Month 1,264-76 $ 1,252.90 16 Cost per Copy f '.0301 i $ .029 — Page 1 of 2 Xerox Corporation - Non -Minority Vendor, lowest responsible bidder meeting all requirements. Approximately 9 copiers in this category. It® No. Description Precision Office Equipment Non -Minority TABULATION OF BIDS FOR Bid No. 86-87-082 COPIERS ON A LEASE CONTRACT BASIS COPIER TYPE D Bench Mark Price 42,000 Bidder Savin Florida Minority (Hasp.) Saxon, T&G Bbsiness Xerox Nuco, Inc. Prod.. Inc. Corporation Non -Minority Non -Minority Non -Minority 1 Mfgr. & ModelNo. No Bid Savin 70 5 No Bid No Bid Xerox 10 5 2 Base Monthly Rate Does not meet 2.9 3 Copy Allowance Specitications 20,000 Cost Over Copy Allowance 5-Equipment .00722000 15 .00 Options 5 Toner Dispersment "C"-Continuous 84.29 Bench Mark Pricing Form Feeder Bench Mark Pricing Page 7 0 $ 1, 1.23 7 Drum Warranty NIA Drum Cost N C • 9 Automatic Document Fe ,3 10 Finisher 7 .03 11 Installation ; 220.00 12 Removal Cost 321.00 13 Total Cost of Contract $44,524.8o 14 Cost per Year $14,841.60 15 Cost per MonEfi $ 1,236.80 16 Cost per Copy .029 Page 2 of 2 �j BID SECURITY grgp Copiers on___a_ Lease/Rental Basis___ 86-87-082 IOAtt gtblkitttt►t"av_20,_. 1987 2 :OOp.m. Ing OF 99CWTV �t00tR 't07j1. sltO�+T �� Savin ^lorida Broken down by items Eastman Kodak Co. " Precision Office Equipment " T & G Business Prod., Inc. " Saxon, Nuco, Inc. Minolta Corporation " Konica Royal Copiers " Xerox Corporation Delta Business System " A':epm Business Systems " NC_BID: IBM Corporation X.I.P.S. Corp saibLlV Denalf of PURCHASING DIV./PUBLIC WORKS (--L ✓� envelopes. SIGNED: -f %4A 4. DATE: '�,1 /^a7 R�c�t�af !�� st��r r��vtt�� si�tk• M�1• +�y e� t�� oK MCCOUNTIN6 INVISION v^•"'low 10 LEGAL ADVERTISEMENT 81D NO. 86-87-082 Sealed ;yids will be received by the City r4anager and City Cler); of the City of Miami, Florida not later than :00 p.m. I4ay 20, -19-7 for furnishing Copiers by Lease/Rental lgreeme on a contract basis, to the Department of General Services Administration, Graphic Reproduction Division, for use by Various City departments, City -Wide. A Pre -Bid Conference for this requirements will be held Monday May 11, 1987 at 10:00 a.n. in the Conference Room at the City Administration Building 275 I.W. 2nd Strot, Niami, 5th floor. All interested bidders are invited to attent. Call Procurement Management Office for additional infor►nation at the number given below. 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. 4036) Cesar H. Odio City Manager L J! nq REQUISITION FOR ADVERTISMENT DEPT/DIV. ,r ACCOUNT CODE DATE PHONE APPROVED BY: This number must appear in the advertisement. PREPARED BY DIRECTOR OF ISSUING DEPARTMENT Publish the attached advertisement Type of advertisement: legal (Check One) (number of times) classified display Size: Starting date First four words of advertisement: Remarks: times. 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 F7 F8 F9 F10 F11 F12 LINE TRANS VOUCHER DUE DATE YY MM DO Adv. Doc, Reference VENDOR INDEX CODE OBJECT PROJECT 11 113 1 1718 1 125,34 39,42 45 50 51 56 57 62 63 65 66 71 0 1 12 4 1 V P 1 112101212 8 7 1 213 4 7 8 V P 12 114115 DESCRIPTION 36 64 DISCOUNT 69 72 AMOUNT 80 5 210 0 2 0 1 Approved for Payment White — Purchasing Yellow - Finance Pink — Department /y—/ !s '•.�:-; �.•:.��: .., d t..cl•�M�tr .�.?'"`.�.''.�t t��•L .+`d �e �ti..1�"'.a�►i7W.eF.:.i.�...t�%��1w a!fi�S�-4�✓..0�3.+r 14 CITY OF MIAMI, FLORIOA INTER -OFFICE MEMORANCIUM TO: The Honorable y r ble Mayor and Members DALE: JUN 3 ® 07 FILE: of the City Commission Resolution Authorizing SUBJECT: Award of Bid #86-87-082 Lease of an Estimated Sixty (60) Copiers FROM: REFERENCES: Citywide Cesar H. Odio City Manager ENCLOSURES: RECOMMENDATION: It is respectfully recommended that the City Commission adopt the attached resolution awarding a contract for the lease/rental of approximately sixty (60) cony machines from Savin Florida, Saxon, Nuco, Inc., and Xerox Corporation, as the lowest complete responsive bidders in accord with Bid No. 86-87-082. Total cost of these lease/rentals for a three year period is estimated to be $916,912.299 of which the first year costs shall be approximately $305,637.43, which funds shall be available from the budgets of the various departments leasing copiers. BACKGROUND: The General Services Administration Department has analyzed bids received pursuant to bid #86-87-082, to lease/rent approximately sixty (60) copy machines. These shall replace approximately sixty (60) copiers in current use by departments throughout the City, upon the expiration of current copier lease agreements at the end of September. Four types of copiers shall be available for lease by departments, depending upon the needs of the department based upon departmental copier usage. Each department shall -prepare requisitions to lease appropriate copy equipment from this award, upon approval of that expenditure from the department's budget. Below are listed the awards recommended to be made. Vendor Qty• Description/Cost Copier Type A - (500 to 10,000 copies per month) Savin Florida 9500 N.W. 41 Street Miami, FL 33178 An Hispanic vendor 18 Savin V-35, Annual Cost $ 19477.05 3 Year Cost 4,431.15 Total cost of 18 for 1 yr. 269586.90 Total cost of 18 for 3 yrs. $ 79,760.70 /41-1 L 81; '641 i Bid. No. 86=$7=082 page 2 Copier Type 8 - (1,000 to 150'000 copies per month) Savin Florida 25 Savin V-35, Annual Cost $ 39651.01 9500 N.W. 41 Street 3 Year Cost 10053.03 Miami, FL 33178 Total cost of 25 for 1 yr. 91,275.25 An Hispanic vendor Total cost of 25 for 3 yrs. $ 273,825.75 Copier Type_C - (20.9000 to 30,000 copies per month) Saxon, Nuco, Inc. 8 DC-513Z/Stand/Annual Cost$ 6,775.11 4360 NW 135 Street 57-3 3 Year Cost 209325.33 Miami, Fla. 33054 Total cost of 8 for 1 yr. 549200.88 A non -minority vendor Total cost of 8 for 3 yrs. $ 1629602.64 Copier _Type D - (30,000 to 70,000 copies per month) Xerox Corporation 9 Xerox 1065, Annual Cost $ 14,841.60 One East Broward Blvd. 3 Year Cost 449524.8." Ft. Lauderdale, FL 33301 Total cost of 9 for 1 yr. 133,57".40 A non -minority vendor Total cost of 9 for 3 yrs. $ 400,723.20 Source of Funds: Funds shall be available from various sources, as appropriated in departmental budgets. Public Hearings/Notices: N/A Assessable Project: N/A Attachment: Proposed Resolution Tabulation of Bids M CITY OP MIAMI. F:ORIOA INTjtftaOFFIC1E MEMORANDUM TM Arthur L. Mullins DATE: June 23, 1987 FILE: Chief Procurement Officer SUBJECT! Bid #86-87-082 7 dr Lease of Copiers FrlOM. 3rl' , `l�Yrec or REFERENCES: Services Administration ENCLOSURES: This department has prepared specifications and received bids for the lease/rental of copier machines for all departments of the city. The existing copier leases terminate at the end of September and new requisitions must be prepared by each department and approved for lease of copiers for the new fiscal year. Funds for copier leasing shall be available in the budget of the department making the request prior to approval of the request. Therefore, this item is approved for placement upon the agenda, with the understanding that individual leases by the departments will not be approved unless departmental funds are available for the lease. FINANCE_ REV EWf D 4PPROVED Y:+ Carlos Garcia, Director Department of Finance BUDGETARY REVIEW AND APPROVED BY: /A I _f Manohar Su anaE irector Department o agement & Budget ADDITIONAL APPROVALS (IF REQUIRED) Sergio Rodriguez,Direc- tor, Planning Dept. Frank Castaneda, Direc- tor, Community Develop- ment Department 3 8r` . 6111 AWARD OF BID Bid No. 86-87-082 ITEM: Copiers on a Lease Contract Basis DEPARTMENT: General Services Administration TYPE OF AGREEMENT:. 3-Year Lease contract REASON: To replace copiers in current use by department thorughout the City POTENTIAL BIDDERS: 41 BIDS RECEIVED: 10 TABULATION: Attached FUNDS: 1987-88 Operating Budget of using departments MINORITY/WOMAN PARTICIPATION: Invitation to bids were sent to seven 7 Hispanic firms engaged in the sale, lease and maintenancer of plain paper copiers as located in these sources. 1. New Vendor Applications 2. Dade County Minority Register 3. Yellow Pages Telephone Directory 4. Prior Bids on file in Procurement Mgmt. Office Minority response consisted of three (3) bids from hispanic firms. BID EVALUATION: All bids meet the specifications. Category Prior Bidders Black American Hispanic American Woman owned Non -Minority New Bidders Black American Hispanic American Woman owned Non -Minority Following is an analysis of the Invitations to Bid: Number of Bid Number of Invitations Mailed Responses 0 0 2 2 0 0 13 4 0 0 5 1 0 0 21 3 Courtesy Notifications 15 0 "No Bids" - 2 Late Bids - 0 Totals 56 12 Page 1 of 2 s -644 Reasons for "No Bid" were as follows: 1. IBM Corporation - "We cannot meet certain terms and conditions." 2. XIPS "Not an equipment dealer" RECOMMENDATION: IT IS RECOMMENDED THAT THE AWARD BE MADE TO THE FOLLOWING VENDORS: COPIER TYPE "A" - SAVIN FLORIDA FOR 18 SAVIN V-35 AT THE BASE 3-YEAR LEASE COST OF $1,477.05 PER YEAR EACH, FOR A TOTAL ANNUAL COST OF $26,586.90. COPIER TYPE "B" - SAVIN FLORIDA FOR 25 SAVIN V-35 AT THE BASE 3-YEAR LEASE COST OF $3,651.00 PER YEAR EACH PLUS ADDITIONAL OPTIONS, FOR A TOTAL ANNUAL COST OF $91,275.25. COPIER TYPE "C" - SAXON, NUCO, INC. FOR 8 DC-513Z/STAND/57-3 AT THE BASE 3-YEAR LEASE COST OF $6,775.11 PER YEAR EACH, FOR A TOTAL ANNUAL COST OF $54,200.88. COPIER TYPE "D" - XEROX CORPORATION FOR 9 XEROX 1075 AT THE BASE 3-YEAR LEASE COST OF $14,841.60 PER YEAR EACH FOR A TOTAL ANNUAL COST OF $133,574.40. AT A TOTAL PROPOSED AMOUNT OF $305.637.43 ANNUALLY. chief Procurement Officer Date The Minority & Women Business Administrator concurs with the above recommendation. nority & Women Business Administrator ate Page 2 of 2 ry� T