HomeMy WebLinkAboutR-85-1036J-85-992
RESOLUTION NO. Si -10 36
A FESOLUTION ACCEPTING AND RATIFYING THE
FINDINGS ue THE CITY MANAGER AND THE
ASSISTANT CH1EU PROCUREMLNT UFF'ICCR
ESTABLISHING THE FACT 'THAT COPY PRODUCTS OF
AMERICA, INC. FAILED TO PROVIDE TH1i, CITY
WITH 'THL EQUIPI P14T AND SERVICES COR THE
LEASING UE' FIGHT (8) PLAIN 1'APLRI ('1.)PI1'RS
AND ACCESSOR-Y EQU I PNILNT, UN It CONTRACT
BASIS, KLNE4103LE ANNUALLY i.'OR USE 13Y
VARIOUS CITY DEPARTMENTS AND AGENCIES, AND
RATIFYING THE CANCF1ILA'PI0N OF Ttil CONTRACT
PREVIOUSLY AWARDED TO SAID I,'I Rf-l; I,'URTHER
RATIFYING THE ACCEPTANCE of,' Tlii', BID OF
RuYAL BUSINESS MACHINES, THE NEXT LOWEST
RESPONSIBLE AND RESPONSIVE 6IDDE;'R, AT A
TOTAL PROPOSED COST OF $48,290.00 USING
FUNDS THLRI"FOR PREVIOUSLY ALLOCATED UNDER
RESOLUTION NO. 84-1376 FROM THE 1985-8b
OPERATING BUDGET OF THE USING DEPARTMENTS;
FURTHER AUTHORIZING THE CITY MANAGER TO
INSTRUCT THE ASSISTANT CHIEF PROCUREMENT
OFFICER TO ISSUE A PURCHASE ORDER FOR THIS
EQUIPMENT, SUBJECT TO THE AVAILAF�I LITY OF
FUNDS FOR SUCCEEI?ING E'ISCAL, YEARS.
WHEREAS,
pursuant
to public notice,
sealed 'aids were
received September
27, 1984
and a contract
was duly awarded
December 13, 1984 by Resolution No. 84-1376 to Copy Products cf
America, Inc. authorising the lease of eight (8) plain paper
copiers and accessory equipment; and
WHEREAS, the contract to said firm has been cancelled
for not performing according to the contract resulting in the
need to secure this equipment elsewhere; and
f
! WHEREAS, the bid of Royal Business Machines is the next
lowest responsible and responsive and met all requirements for
t
this equipment; and
l
WHEREAS, funds for this equipment were allocated
previously by Resolution No. 84-1376 in the 1984-85 Operating
Budget of the using departments; and
WHEREAS, the City Manager and the Director of the
Department of Building and Vehicle Maintenance recommend that the
acceptance of the bid received from Royal Business Machines as
i
j the lowest responsible and responsive bid be ratified, approved
and confirmed;
CITY COMMISSION
MEETING OF
OCT 10 t9i�5
RES01010N
REMARKS.
NOW, THLI'E ORE, BE, IT RESOLVED BY THE COMFIIISSION OIL TIiE,
CITY OF' MI AMI, FLORIDA:
section 1. The cancellation of tli�. contract awarded to
Copy Products of America, Inc. under Resolution No. F54-1376
adopted December 13, 1984 for the leasing of. eight (8) plain
paper copiers and accessory equipment on a contract basis
renewable annually for use by various City departments lnd
agenci es i s hereby accepted and rat i f_ ied .
Sect ic)n 2. That the acceptance of the bid of Royal
Business Macliines for the Leasing of eiyht (8) plain paper
copiers and accessory equipment at a total propose<3 cost of
$48,290.00 is hereby ratified, approved and confirmed using funds
tnerefor winch were previously allocated under Resolution mo. 84-
1376, adopted December 13, 1984 from ttie 1984-85 Operating Budget
of tl-ie using Departments.
Section 3. That the City Manager is hereby autliorized
to instruct the Assistant Chief Procurement officer to issue a
Purcliase Order for this equipment.
PASSED AND ADOPTED this 10th day of OCTOBER 1985.
MAURICE A. FERRE
MAURIC:E A. FERRE
MAYOR
PREPARED AND
APPROVED BY:
ROBERT F. CLARK
DEPUTY CITY
ATTORNEY
AND CORRECTNESS:
CITY OF MIAMI. FLORIbA
INTER -OFFICE MEMORANDUM
TO, The Honorable Mayor and Members DATE: OCT I ", FILE:
of t ity Commission
SUBJECT: Recommendation for
Resolution
FROM Ser REFERENCES:
City Manager
ENCLOSURES: Tabulation
IT IS RECOMMENDED THAT A RESOLUTION BE
PASSED RESCINDING AN AWARD TO COPY PRO-
DUCTS OF AMERICA, INC., UNDER RESOLUTION
NO. 84-1376 AND AUTHORIZING THE LEASE OF
PLAIN PAPER COPIERS AND ACCESSORY EQUIP-
MENT BY INDIVIDUAL LEASE AGREEMENTS ON
A CONTRACT BASIS, RENEWABLE ANNUALLY,
FOR USE BY VARIOUS CITY DEPARTMENTS AND
AGENCIES FROM ROYAL BUSINESS MACHINES
AT A TOTAL PROPOSED COST OF $48,290.
Pursuant to public notice, sealed bids were received September 27,
1984 for furnishing four (4) different categories of plain paper
copiers and accessory equipment by individual lease agreements, on
a contract basis renewable annually, to the Department of Building
and Vehicle Maintenance - Print Shop for use by all City departments
and agencies. Resolution No. 84-1376, passed on December 13, 1984,
duly awarded said contract to Savin Florida, Inc., in the proposed
annual amount of $66,640, Copy Products of America, Inc., in the
proposed annual amount of $46,560, and Xerox Corporation in the
proposed annual amount of $97,330.
The portion of the contract awarded to Copy Products of America,
Inc., has been cancelled for the following reasons:
1. Failure to provide new machines, of current manufacture, at
time of installation.
2. Failure to respond to service calls within the prescribed
four (4) hour response time as indicated on the bid sheet.
3. Failure to respond to repeated requests for compliance to
contract terms.
III
r
The honorable Mayor and Members
of the City Commission -2-
With this contract partially cancelled, the need exists for a supply
source for plain paper copiers and accessory equipment in the 20,000-
30,000 copies per month category. The next lowest and responsible
bid in the affected category belongs to Royal Business Machines as
per the attached Tabulation Sheets. Current using Departments are
Community Development, Computers, Economic Development, Fire, Rescue
and Inspection Services, Human Resources, Police, City Manager's
Office, and the Office of Cable Communications.
Funds for this purpose are available in the current operating budgets
of the affected departments and agencies.
SM'
F
AWARD OF PROPOSAL
RFP No. 83-84-115
ITEM: Copiers on a Lease Contract Basis
DEPARTMENT: Building and Vehicle Maintenance
TYPE OF AGREEMENT: 2-Year Lease Contract (Copier Types A & B)
3-Year Lease Contract (Copier Types C & D)
POTENTIAL PROPOSERS: 50
PROPOSALS RECEIVED: 15
TABULATION: Attached
FUNDS: 1984-85 Operating Budget
MINORITY PARTICIPATION: Requests for proposals were sent to three
(3) Black American and ten (10) Hispanic American firms engaged
in the sale, lease and maintenance of plain paper copiers as
located in the following sources:
1. Metropolitan Dade County Minority Vendor Directory
2. Vend6r_Applications on File in Purchasing
3. Previous Bids for Similar Equipment
4. Suggested Vendor List Researched by Department
Minority responses are as follows: Bids - One (1) Black firm
(Business Machines & Supplies, Inc.), three (3) Hispanic firms
(Saxon Nuco, Inc., A Leon Business Machines, and Savin Florida
which is recommended for awards in Copier Type "A" and Copier
Type "B" categories).
"No Bids" - Three (3) Hispanic firms (Dataline Products, National
Business Machines, and Executive Office Products).
PROPOSAL EVALUATION: The proposal items consisted of Copier Type "A"
(500 - 10,000 copies per month), Copier Type "B" (10,000 - 20,000
copies per month), Copier Type "C" (20,000 - 30,000 copies per
month) and Copier Type "D" (30,000 - 70,000 copies per month) to
be installed at various locations throughout the City of Miami.
Those proposals that did not meet specifications are noted on the
Tabulation Sheets enclosed. The Copier Type "C" category had five
(5) suppliers that bid lower than the recommended bidder; but,
they did not qualify for award because of not meeting all of the
copier specifications as outlined in the proposal. Award is recom-
mended to the lowest bidder in each category that meet all specifi-
cations. Following is an analysis of the invitation to bid:
Category
Prior Bidders
Black American
Hispanic American
Non -Minority
New Bidders
Black American
Hispanic American
I Non -Minority
Courtesy Notifications
Number of Bid Number of.
Invitations Mailed Responses
0
0
2
1
8
7
3
1
8
2
21
4
8
0
i
A A -
Page 1 o.
a
Category
"No Bids"
Late Bids
Totals
Number of Bid
Invitations Mailed
50
Number of
Responses
7
22
Reasons for "No Bid" were as follows:
1. "we do not lease copy machines or sell them."
(Hispanic American Firm)
2. "We do not sell equipment,"
3. "We do not handle copiers at this time."
(Hispanic American Firm)
4. "We sell paper and toner for copiers. We do not sell the
equipment."
5. "At this time, we can not place a bid. The reason for this
is that we cannot meet specifications."
6. "We do not carry this product." (Hispanic American Firm)
7. "V.C.I. does not maintain a local service and parts facility
in Dade County at this time.
RECOMMENDATION:
IT IS RECOMMENDED THAT THE AWARDS
BE MADE TO THE FOLLOWING VENDORS:
COPIER TYPE "A" - SAVIN FLORIDA FOR
THE SAVIN 5030 WITH CONSOLE AT
THE BASE 2-YEAR LEASE COST OF $120
PER MONTH (INCLUDING MAINTENANCE
AND A COPY ALLOWANCE OF 8,000
COPIES).
COPIER TYPE "B" - SAVIN FLORIDA FOR
THE SAVIN 5030 WITH CONSOLE AT
THE BASE 2-YEAR LEASE COST OF $120
PER MONTH (INCLUDING MAINTENANCE
AND A COPY ALLOWANCE OF 8,000
COPIES).
COPIER TYPE "C" - COPY PRODUCTS OF
AMERICA FOR THE MINOLTA 650Z WITH
CONSOLE AT THE BASE 3-YEAR LEASE
COST OF $235 PER MONTH (INCLUDING
MAINTENANCE AND A COPY ALLOWANCE
OF 10,000 COPIES).
COPIER TYPE "D" - XEROX CORPORATION
FOR THE XEROX 1075 AT THE BASE
3-YEAR LEASE COST OF $1,100 PER
MONTH (INCLUDING MAINTENANCE AND
A COPY ALLOWANCE OF 30,000 COPIES).
f Purchasing Agent
D to
The above awards meet the requirements of the Department of Building and
Vehicle Maintenance and approval is recommended.
Direct6r
8t-'103�
Page 2 of 3
The Minority Procurement Officer concurs with the above recommendation.
Officer
Date
eu `1036
Page 3 of 3
fyyyy+3;
Aar
TABULATION OF BIDS FOR RF'P #83-84-115
COPIERS ON A LEASE CONTRACT BASIS Dept. of Building and
COPIER TYPE C
Uh moity X Vehicle Maintenance
ItK.i..d ►y rlu GeV C.rr.r.sfon. G Clork G.y of a;. ;, fl«ije of 3 : 00 M Sept. 27, 198
•��
ENFIELD'S 3M
SHARP ELECTRONIC
SAVIN FLORIDA
PITNEY BOWES INC
DELTA BUSINESS
PHILLIP MORRIS
Litrso! I :Inewred as Pw City Em" it Mom Or1-
MIAMI PHOTO INC.
CORP.
. INC.
d.IBord A"""w
NON -MINORITY
NON -MINORITY
MINORITY (HISP.)
NON -MINORITY
NON -MINORITY
NON -MINORITY
1^•*�1i''"•
E 40 CPM
40CPM 15-Bin Co
42CPM 25 Slit ADF)
E 15-Bin Collator)
DESCRIPTION
QU
1
MFGR & MODEL NO.
3M 586
SHARP SF-900
SAVIN 5040
PITNEY BUVW D460
CANNON 500AF
PANASONIC FP-4520
2
MONTHLY COPY ALLOWANCE/OOST
PER COPY OVER ALLOWANCE
6,000/.008
101000/.009
24,000/.015
-0 /.012
25,000/.008
17,000/.009
3
DRUM V ARRANTY DRUM PRICE
80,000/$260.00
80,000/$170.00
100,000/$215.00
200,000/$424.00
100,000/$230.00
90,000/$220.00
4
1-YEAR LEASE (PER MONTH)
$609.36
$241.00
$410.00
$203.00
$775.00
$321.00
5
2-YEAR LEASE (PER MONTH)
$326.88
$241.00
$390.00
$203.00
$499.00
$312.00
6
3-YEAR LEASE (PER MONTH)
$241.94
$241.00
$390.00
$203.00
$419.00
$283.00
7
EQUIPMENT OPTIONS:
AUTOMATIC DOCLV4EW FEEDER
Included
$40.00
$18.00
$45.00
Included
$48, $43, $38
20-BIN COLLATOR
$115.68,$6268,$45.201
NA
Included
$75.00
$1101 $59 40,$4334
$48, $43, $38
KEY QOUN= !NSTALIATION/
$25 23 $1L75 $8.28
$55 a
97.40 35 1
7.50
4
8
MOVING COSTS:
INSTTION
-0-
$90.00
$125.00
-0-
None
$95.00
-R11407AL
-0-
$90.00
$125.00
-0-
None
$95.00
RErjOcATION
$100.00
$467.71
NA
$445.80
125
$476.40
F'sNone
$559.18
$536.00
$95.00
$452.44
9
3-YR BENCHMARK PRICING (24,000 s)
DELIVERY30
Days ARO
12%
30 Days
30 Days
30 Days
5 Days
25 Days
ffiTERMS
10 Da s/Net 30
J 3% 10 Days/Net 30
Net 30
Net 30
2$ ems t30
Net 3
IRREGULARITIES 1_E5EN0. DISTRIBUTION
A -'64 Pm mw-of_ Arco,-..y IT IS RECOMMENCED THAT
e _ No Aff.d ..r es to Cqpigol S S,.ry1ua of Sa,J...j ar•w.y _
D -'."Sad Uwsivrwl w is'O'"Orly &fno! M No carpwwig Sod
# _ Proposal does not meet specifications.
f_ elo
I_
J - �o• moo.
i
PPP *AI—A4-115
TABULATION cJr o1L.+---P w-w"
COPIERS ON A LEASE CONTRACT BASIS Dept. of Building and
COPIER TYPE C Vehicle Maintenance
atT /l.no*or, cloy a.rk i[xliCx
R«.:.d by r1,o C;., C.......al.", G^r C36A. G.y of M;..;. f1wiA w 3 : 00 P. M. Sept. 27 , 198
FLORIDA ODPY
A' LEON BUSINESS
COPY PRODUCTSI
1s Iw.vrad a7•w City C.d. S watt Ord.
OF AMERICAOORPORATION
MACHINES
s.r;craod
d s.nJ A�.—M
NON-MINORITYNON-MINORITY
MINORITY (HISP. )
I rwe
fSCRIP TIOM QI%
1
mMR & MODEL NO.
MINOLTA 650Z
z
CANNON NP500AF
2
MWMy COPY ALU M7 NCE/OOST
O
PER COPY OVER A1WQNCE
5
20 000 .009
3
DRUM WARRANTY DRUM PRICE
100,000/$320.00
NA
4
1-YEAR LEASE (PER MONTH)
$330.00
467 00
5
2-YEAR LEASE (PER MONTH)
$280.00
b°
$444.00
6
3-YEAR LEE (PER MONTH)
AS
235.00
H
425.00
7
EQUIPMU OPTIONS:
O
AU'POMATIC DOCUMENT FEEDER
$50.00
NC
20-BIN OOLLATOR
$50.00
$30.00
KEY CaINTER INSTALLATION/
$75/$7.50,
$20/$4.00
8
IMOVING COSTS:
INSTALSATION
$50.00
$25.00
$125.00
$125.00
REMOVAL
RELOCATION
$25.00
-0-
9
3 YRBIICMARK PRICING (24,000 s)
H2%
$485.00
$560.20
t 10
'DELIVERY
5 Days
30 Days
11 TERMS 10 Days/Net 30 2% All Items/Net 30
DISTRIBUTIOM:
IRREGULARITIES L£-:;EHD.
A -'ado Po..v.of. Att..nop IT 15 FaECOM► ENCED THAT
d _ Ma Aff. w—f as +. CdP;1QI S Svrplua of
C _ C«•.e-ed f.1.n.,.n.
D un.ivn.4.r;wy."Or1y S;S...J.r Mo C.a.p«ot• S"
BID
I!_ Proposal does not meet specifications.
F_
_ ImWopor 94 VMw4
M _ coe-*Clod SU
JOB MO.
W
10
TABULATION OF BIDS FOR RFP #83-84-115
COPIERS ON A LEASE CONTRACT BASIS Dept. of Building and
COPIER TYPE C
C1., m•.qw. City 0wh xmx
R.c. •d 1R rh. aty r+n"'.+.t..., G" G-i, Ghr.f M;w;. r1.r:i. a 3 :00 P. Y.
D.��r EASIMAN KODAK �INESSSMACH. SAXON NUS,
.. Pw Coy C./. I M.In DAL COPIPANY SUPPLIES^INC.__---- % MTAVIDTTN
r. mn cm)
Vehicle Maintenance
Sept. 27, 198
INC. ROYAL BUSINESS XERDX CORP. GESTETNI
CORP.
1Me
No.
DESCRIPTION
W
TOSHIBA BD-7816
z ROYAL 145 ADF
XEROX 1048 RDH
GESTETNER 2045R
1
MrGR & MODEL NO.
z
O
2
MONTHLY COPY ALTO� /T
7,000/.010
25,000/.0075
NA/.008
NA
COPY OVER ALTAWANCE
90,000/$249.44
250,000/$402.50
py $433.00
Included
$286.00
240,000/$400.00
$762.74
3
DRUM WARRAN Y DRUM PRICE
4
1-YEAR LEASE (PER MONTH)
m $243.00
$243.00
d $234.00
Included
$50.00
~' $428.00
0 423.00
Included
$75.00
$260.00
251.00
40 130 $128
NA (Stacker)
$480.34
$391.57
Included
Included
5
2-YEAR LEASE (PER MONTH)
6
3-YEAR LEASE (PER MONPI3)
7
EQUIPMENP OPTIONS:
AUTOMATIC DOCLIMENP FEEDER
20-BIN COLLATOR
$20/$10.00
$50/$2.20
-0-�¢18,$17 $16.50
$75/$3.85
KEY COUNTER INSTALLATION/
8
M(Y'I COSTS:
$70.00
-0-
$64.00
1 $75.00
INSTALLATION
. 00
$70_
$25 .00
_
$45.00
Subject toL3s
$75.00
REMOVAL
RET�KATION
2
9
3-ygBENCtII7Aitt{ PRICING (24,000 s)
48200
.
10 Days
15 Da s
30 Davs
30 Da s
10
DELIVERY
2$ All Items/Net 3
-0- t 30
-0- t 30
-0-aLet.
11
TERMS
IRREGULARITIES LE5END.
A _ M. P..,«-of. 11tt—y
5 _ -4. Alf./.-•... I.
C — C..-.ct.J
C _ P-P.+.1 S.1
_ Proposal does not meet specifications.
s_
i- I. V p w 9;,d TJ 1
M - C+.-.+d 114
1-
J-
IT 15 RECOMMENCE] THAT TEE AW_"Dn FnR (`nPTFR TYPE-_
"C" BE MADE TO ROYAL BUSINESS MACHINES AT THE
BASE 2-YEAR LEASE COST OF $428.00 PER MONTH
(WHICH INCLUDES MAINTENANCE AND A COPY ALLOWANCE
OF 25,000 COPIES)
131 D