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Home My WebLink AboutR-86-1029J-86-1056 12/2/86 0 RESOLUTION NO. S' G-10 .1 A RESOLUTION ACCEPTING THE BID OF INFORMATION MANAGEMENT OF FLORIDA/CANON FOR THE RENTAL OF THREE (3) MICROFILM/MICROFICHE READER PRINTERS ON A CONTRACT BASIS FOR ONE YEAR RENEWABLE ANNUALLY TO THE DEPARTMENT OF POLICE AT A TOTAL PROPOSED FIRST YEAR COST OF $18,060.00; ALLOCATING FUNDS THEREFOR FROM THE 1986-87 OPERATING BUDGET; AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE A PURCHASE ORDER FOR THIS SERVICE. WHEREAS, pursuant to public notice, sealed bids were received October 22, 1986 for the rental of three (3) Microfilm/Microfiche reader printers on a contract basis for one year renewable annually to the Department of Police; and WHEREAS, invitations were mailed to 13 potential suppliers and 3 bids were received; and WHEREAS, funds for this purchase are available in the 1986-87 Operating Budget; and WHEREAS, this equipment will be used by the Department of Police for the purpose of replacing units which are over nine years old and no longer dependable, repairing these units has become to costly; and WHEREAS, the City Manager and the Director of the Department of Police recommend that the bid received from Information Management of Florida/Canon 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 October 22, 1986 bid of Information Management of Florida/Canon for the rental of three (3) Microfilm/Microfiche Reader Printers to the Department of Police at a total proposed first year cost of $18,060.00 is hereby accepted with funds therefor hereby allocated from the 1986-87 Operating Budget of that Department. CITY COMMIssTn" DEC s. L IV64 ESOLUTION N SG-1029 0 0 Section 2. That the City Manager is hereby authorized to instruct the Chief Procurement Officer to issue a Purchase Order for this service. PASSED AND ADOPTED thisllth. day of December ATT 1rS`T M "PTY HIRAI, CITY CLERK PREPARED AND APPROVED BY: /6�, ' ; Z. &e'2/k ROBERT F. CLARK DEPUTY CITY ATTORNEY APPROVED/AS TO FORM AND CORRECTNESS: LUCAA 'A. DOUGHERT CITY ATTORNEY ' 67. XAVIER L. SUAREZ MAYOR 1986. IWM BID SECURITY IT&M 3 Microfilm/Microfiche Reader Printers DATE 5101IRECEIV90 Oct. 22, 1986 2:00 86-87-008 TTPE OF SECURITY ��ooER TOTAL Harris/3M Corp 4000 N.W. 30th Avenue Miami, F1 Broken down by items ACE Micrographic Systems,Inc. 8685 N.W. 53rd Terrace Miami, F1 IMF Canon 3000 N.E. 30 Place #304 Ft. Lauderdale, F1 NO BID• Eastman Kodak Co. Miami Microfilm Services,Inc. Jane Enterprises Dataplex/Miami United Micrographics /0 RECEIVED op `�bpe,/hallf of PU CHASING DIV./PUBLIC WORKS envelopes. SIGNED: �L ''�"l � DATE: f 0-23 09601•44 44 040WO de(vtbo1 slMcko thl 40r o1 1LWW�W volt ACCOUNTINro DIVISION N LEGAL ADVERTISEMENT : • Sealed bids will be received by the City Manage nd City Clerk of City of Miami, Florida not later titan :00 P.M. Octoner 22,198 for the Rental of Three (3) Microfilm Microfiche Reams Lin ers on a contract basis for one (1) year for the Records Division of the Police Department. 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 Vendors who are interested in submitting bids and who are not registered with the City as minority vendors are auvised to contact the City Procurement Office, 1390 N.W. 20th Street, Second Floor, Telephone 579-U380. Detailed specifications for the bids are available upon request at the City Procurement office. The City Manager may reject all bid:: and readvertise. (Ad No. 3972 ) Cesar H. Odlo City Manage-r:_; i w r- 0 in i .7 a DEPT%DIV. ACCOUNT CODE DATE PREPARED BY Publish the attached advertisement Type of advertisement: legal _ (Check One) First four words of advertisement: _ Vp)) a fimflu REQUISITION FOR ADVERTISEMENT _ PHONE This number must appear ` in the advertisement. APPROVED BY: DIRECTOR OF ISSUING DEPARTMENT times. (number of Umesl classified display Starling Into i U Remarks: t ; , _i:Q1, 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 DID Adv. Doc. Reference VENDOR INDEX CODE BJECT PROJECT 11 13 1 17 18 1 25 34 39 42 45 5051 5657 6263 65 66 71 0 1 2 4 1 V P I IT-FI210121218171 1 2 314 7 8 V P 12 L314 15 DESCRIPTION 36 64DISCOUNT 6 72 AMOUNT 80 5 2 010121011 Approved for Payment White — Purchasing Yellow - Finance Pink — Department I „IrY OF M!AW, 9'LOR!DA INtER-OFFICE MEMORANDUM 16_ .0 The Honorable Mayor and Members DATE DEC ` 51986 FILE of the City Commission FROM Cesar H. Odi f /t/ City Manager RECOMMENDATION: Recommendation for SUSJEC' Award of Bid No. 86-87-008 REFERENCES ENCLOSURES It is respectfully recommended that an award be made and a resolution be passed accepting the most responsive bid as received from IMF Canon for furnishing three (3) Microfilm/Microfiche reader printers on a rental basis to the Department of Police , renewable annually, for a total proposed cost of $18,060.00. BACKGROUND: The Police Department has analyzed the bids received on October 22, 1986 for furnishing on a rental basis three (3) Microfilm/Microfiche Reader Printer. The department has found IMF Canon to be the most advantageous and responsive bidder. On October 6, 1986, twenty-seven (27) sealed bids for the Rental of three (3) Microfilm/Microfiche Reader Printers were sent to prospective vendors. Bids were opened on October 22, 1986 with three vendors responding and one responding with a "No Bid". The Department of Police utilizes the Microfilm/Microfiche Reader Printer to retrieve copies of police reports that are frequently purged from computer storage and put on microfilm. These police reports are often purchased by the general public at a cost of $1.00 per report. In FY'85-86 approximately 122,000 reports were sold, generating about $122,000.00. The existing microfilm units that are currently being utilized are over nine years old. They are no longer dependable and repairing them has become too costly. Ms. Adrienne MacBeth was contacted reference to Minority Participation. 86-1Q29 .. The Honorable Mayor and Member of the City Commission Bid No. 86-87-008 It should be noted that various leasing, rental and purchasing alternatives for these machines were explored. In general, it was discovered that renting these machines was the most cost efficient and offers the most flexibility in keeping with the state of the art equipment. It is therefore, recommended that the award of bid be made to IMF Canon. IMF Canon has met the departments specifications and funds are available from the Fiscal Year 1986-87 Police Operating Budget. Amount of Bid $18,060.00 Cost estimate/Budgeted Amount: $18,060 1986-87 Fiscal Year Source of Funds: General Fund Minority Representation: Non -Minority Vendor Public Hearings/Notices N/A Assessable Project: y of Cost Estimate: 100% AWARD OF BID Bid No.86-87-008 ITEM: Rental of three (3) Microfilm Reader Printers DEPARTMENT: Police TYPE OF PURCHASE: Contract for One year renewable annually REASON: To replace existing equipment that is over nine (9) years old. These machines are no longer dependable and repairs are now too costly POTENTIAL BIDDERS: 14 BIDS RECEIVED: 3 FUNDS: 1986-87 Operating Budget MINORITY PARTICIPATION: Invitations to Bid were sent to one 1 Hispanic and one 1) woman owned firms engaged in the rental of Microfilm/Microfiche Reader Printers, as located in these sources: 1. Metropolitan Dade County Minority Vendor Directory. 2. Bidder Applications on file in Purchasing 3. Yellow Pages telephone book. No Black vendors were listed. However, courtesy bids were sent to fourteen (14) Minority Organizations. Minority response consisted of one (1) bid from a Hispanic firm. BID EVALUATION: Following is an analysis of the Invitation to Bid: Category Prior Bidders Black American Hispanic American Non -Minority Woman New Bidders Black American Hispanic American Non -Minority Woman Courtesy Notifications .... , -As Late Bids Totals Number of Bid Invitations Mailed 0 0 0 0 0 2 11 1 14 27 Number of Responses $ 0 1 2 0 0 5 0 8 86-1Q29 Page 1 of 2 Ci E3 Reasons for "No bid" were as follows: 1. Miami Microfilm Services, Inc. manufacture Reader Printer for 2. Jane Enterprises "No Product to 3. Dataplex/Miami "We do not rent" 4. United Micrographics "Unable to 5. Eastman Kodak Co. "No Bid" RECOMMENDATION: "Our suppliers do not plain bond paper" meet the Specs." match specs." IT IS RECOMMENDED THAT THE AWARD BE MADE TO INFORMATION MANAGEMENT OF FLORIDA/CANON FOR A FIRST YEAR TOTAL PROPOSED AMOUNT OF $18,060.00. ' Chief Procurement Officer Date The Minority and Woman Business Administrator concurs with the above recommendation. rt- � 1<'Ets Minority & Woman Business Administrator N �0" Da t e Page 2 of 2 86-1029 TABULATION OF BIOS FOR Gor sefte . Cow OVA 4 I Reewwi by *0 Gti of a;..:• f4.•sa IL SWW a.....00 - Iw�a�A.�� w. oasCRln T+ow I � ,,, • r �.' c.rGr.11 r.l+1 (i/`r II-IL:v' �!r 1 (fit �: r-•C rt L fl �.J 7� _ !� '�' S,i, IL JJ �.n�I_ G.-> 2,7 _i) / . it � � . � � : o .Y'! iC• ! -: I y 3 / •4 � t Zl- I • � I I I I � I I i I 1 , I • 1 • I i � I j , I i LI, oil 6 TABt.fl.AT10N OF 8105 FOR AIL ... irw � ry ��• err �'`' � i rG V-L' �"` '' -� 'v• rc. .; rrt ,. , r ,/' (r } - +i ��Jr r7�t-' ',/R�7c':1rti �� :. •=F ` 'nl s r Gq w�+r•. Grr cot Oft a; rtw.js a 00C.-4 by too V� y� V r� Li► TABULATION OF BIDS FOR CIV so Cow cob ... . ...... ------- Cft of Won.. Ftw-Je a-P. *.Saw ;3 All Ce Itir -Ap r: 4/ f rt $ IV cx�- ------------ L114 2 TABULATION OF BIDS FOR cor— W" caromb IL poew "a by 06& Car of mi a%;. F%W-Aq a-P. AL $.,saw Q (,- KA ?�"f 1l oft's /& 0,0