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Home My WebLink AboutR-85-0893J-85-850 !+ I% RESuLUT 10 NO. € 5-811.a3 A RESOLUTION ACCEPTING THE: [111) OF KEkOX CORPORATION FOR THE IA"ASING OF UNE; (I) ELECTRONIC COPIER ON A CONTRACT 13ASIS FOR FIVE (5) YI;,'-kRS TO THE L)EPARTHENT UF BUILDING AND VEHICLE MAINTENANCE -PRINT SHOP DIVISION AT A TOTAL, ESTIMATED ANNUAL COST OF $48,681.12; AW,C)CATING FUNDS FOR THE F1RST YEAR FROh1 THE 1.9,135-B0 0PERAT ING BUDGET; AUTHORIZING TFit-" (-'1TY MANAGER TO INSTRUCT THE ASSISTANT CHIT P PROCURUIENT OFFICER 'ro ISSUE A PURCHA:)E ORDER FOR 'THIS SERVICE;. WHEREAS, pursuant to public notice, sealed bids were received July 3, 1985 for the le,ising of one (1) Electronic Copier on a contract basis for five (5) years to the Department of Building and Vehicle Maintenance -Print Shop Division; and WHEREAS, invitations were mai1.ed to 12 potential suppliers and 1 bid was received; and �IHEREAS, funds for the first year are available in the 1985-86 Operating Budget; and WHEREAS, this service will be iisecl by the Department of Building and Vehicle Maintenance -Print Shop Division for the purpose of providing yuic copy services to all City Departments and their agencies; and WHEREAS, the City Manager and the Director of the Department of Building and Vehicle recommend ttiat tree Did received from Xerox Corporation be accepted a.s t11e only responsible and responsive bid; NOW, THEREFORE, BE IT RESOLVED BY THE C:OMI-IISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The July 3, 1985 bid of Xerox Corporation for the leasing of one (1) Electronic Copier on a contract basis for five (5) years to the Department of Building and Vehicle Maintenance at a total first year estimated cost of $48,681.12 is hereby accepted with funds therefor hereby allocated from the 8 R l f tt 4--t t 1985- G Ol)erat in(i _ u� yet o . is e,; rien . CITY COMMISSION MEETING OF SEP 12 1985 RESGwnur+ N 's--S! REMARKS. 0 e Section 2. That the City Manager is hereby authorized to instruct the Assistant Chief Pr.ocuremetit Officer to issue a Purchases Order for this service. PASSED AND ADOPTED this 12th day of SEPTEMBER 1985. it HIRAI, CITY CLERK PREPARED AND APPROVED BY: ROBERT F. CLARK DEPUTY CITY ATTORNEY --1 APPROVED AS 'I'O` FORM ANi-; CORRECTNESS: LUClA A. DOUGYiERTY CITY ATTORNEY r+ MAURICE A. FERRE MAURICE A. FERRE MAYOR WL 85-893 0 a - g[D SECURITY nip Bid No. 84-85-90 Lease Copier Duplicator pLtt 6101 RECtwto Ji ly 3- 985 TYPE OF SECURITY a Recet.ed �►c s��r /icivttt�� slwck• N�Lc r�r �1 _ ��...�.. (f t 1� LEGAL ADVERT ISHMEW BID NO. 84-85-90 Sealed bids will be received by the City Manager_.and._City Clerk of the City of Miami, Florida not later than '�-2_s00 P.M. _July 30 for leasing One (1) Electronic Copier Duplicator on a contract basis for five (5) years to the Department of Building and Vehicle Maintenance - Print Shop. Ordinance No. 9775 established a goal of Awarding 50% of the City°s total dollar volume of all expenditures for All Goods and Services to Black and Hispanic 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 advised to contact the City Purchasing Office. 1145 N.W. llth Street, Room 126, Telephone 579-6380. Detailed specifications for the bid are available upon request at the City Purchasing Office. The City Manager may reject all bids and readvertise. (Ad No. 3258) Sergio Pereira City Manager 85-893 14 REQUISITION FOR ADVERTISEMENT DEPT DIV. ACCOUNT CODE DATE _ . --,--- PHONE APPROVED BY: PREPARED BY Publish the attached advertisement Type of advertisement: legal (Check One) Size: First four words of advertisement: Remarks: Inumber el Gmesi classified display Starting date This number must appear in the advertisement. DIRECTOR OF ISSUING DEPARTMENT 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 DID Adv. Doc. Reference VENDOR INDEX CODE OBJECT PROJECT 11 13 1 17 18 1 25.34 39,42 45 50 51 56 57 62 63 65 66 71 0 1 2 4 1 V P 2 0 2 21817 1 2 314 7 8 V P 12 13 14 15 DESCRIPTION 36 64 DISCOUNT 69 72 AMOUNT 80 5 2 0 0 2 0 1 White — Purchasing Yellow - Finance Pink — Department Approved for Payment CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM18 TO The Honorable Mayor and Members of the City Commission CROM Sergio Pereira City Manager DATE SEP 0 5 1985 FILE.. SUBJECT Request to Award Bid for the Lease of One Electronic Copier REFERENCES. 9/ 12/85 Cos-Lmisslon Agenda ENCLOSURES. THE DEPARTMENT OF BUILDING AND VEHICLE _ MAINTENANCE REQUESTS THAT A RESOLUTION BE PASSED ACCEPTING THE RESPONSIBLE BID _ FROM THE XEROX CORPORATION FOR ONE (1) ELECTRONIC COPIER, FOR THE PROVIDING OF Qi_;ICF COPY ,r-=,'ICES TO ALL, CITY DEPART- :yTS AND THEIR AGENCIES AT AN AtiNt 'AL ME COST CF $48,681.12. — Pursuant to the issuance of Bid ;'84-85-90, one (1) bid was received for providing one ,I) electronic copier to the Print Shop Division of the Building and Vehicle Maintenance Department. Seven (7) other _- vendors responded with "No Bids". This one (1) bid has been care- fully analyzed by this department and it is determined that the Xerox Corporation, a non -minority firm, has submitted a responsible and responsive bid. The Print Shop Division of the Building and Vehicle Maintenance Department provides all City departments and their agencies with quick copy service. Copies of agendas, minutes, agreements, pro- posals, bid invitations, Civil Service exams, manuals, memorandums, and letters are among the 4,500,000 copies produced annually by the Print Shop Division's Quick Copy Center. The production of these copies were made on the Division's Xerox 9400-VR electronic copier which was obtained through a 3-year lease agreement (Resolution #83-46, Bid 7"81-81-138). This agreement ends September 30, 1985; therefore, it is requested that this award be made to the recommended vendor at the cost as indicated. Funds are available for this award in the Building and Vehicle Main- tenance Department's Fiscal Year '85-86 budget. 85-893 IT M: DEP iiVIENT: TYPE OF PURCHASE: REASON : POTENTIAL BIDDERS: BIDS RECEIVED: AWARD OF BID Bid L.do. 34-85-90 :ease of one (1) L;tectroriic Copier Duplicator. Building and Veili:cle ;'.ai;ztenance-Print Shot. Division ive (5) year Contract To )ruvid_ ;:ii�-s Coon ;Jervices to all City an( their agencies. 12 1 T_1 BU LAT I ON : Bidder/Minority Classification Annual Cost Xerox Corporation/Non-Minority 546,o8l.12 FUNDS: 1985-80 '.Iperatin:-: Budget t•IINo-,ITY Pz rRTICIPA':I'Dii No OiisiiEE Ss were listed For this type 0.,eoai,�..,er;t. c :rc ,sy, i;i i7 re- _ s .r.t t, nir:e (9) r:iin..Drity organizzati.:ins. BIU EVALUATION: 1-1e bi.3 Meets the specifications. FoIIowinj is an analysis of the Invitation to Bid: Number of Bid dumber of Category Invitations 14ailed Responses -' Prior Bidders Black American G 0 Hispanic American 0 0 Non -Minority 1 New Bidders Black American U 0 Hispanic American 0 0 i:do n-Minority 5 0 _ Courtesy Notifications 9 0 "No Bids" - 7 Late Bids - 0 Totals 21 Reasons for "no bids" are attached. - Page 1 of 2 L i RECOMMENDATION: IT IS RECOMMENDED THAT THE AWARD BE MADE TO XEROX CORPORATION IN THE TOTAL PROPOSED ANNUAL COST OF $48,681.12. AssL tant Chief Procurement Officer Date The Minority Procurement Officer concurs with the above recommendation. -`r Officer Da t e Page 2 of 2 85-893 do S TABULATION OF BIDS PRINT SHOP - LEASE OF ELECTRONIC COPIER VENDOR Xerox Corporation 201 Alhambra Circle Coral Gables, Florida 33134 Eastman Kodak 1001 Ponce de Leon Blvd. Coral Gables, Florida 33134 Savin Corporation 9500 N.W. 41st Street Miami, Florida 33178 Lanier Business Products 4000 N.W. 30th Avenue Miami, Florida 33137 Pitney Bowes, Inc. P. O. Box 011511 Miami, Florida 33101 Phillip Morris Office Equip. 3601 Biscayne Blvd. Miami, Florida 33137 Business Equipment Center 1825 N.W. 167th Street Suite 6 Miami, Florida 33056 Monroe Systems for Business 5700 Stirling Road Hollywood, Florida 33021 TOTAL COST $48,681.12 COMMENTS unit' Bidder No Bid Restrictive specifica- tions eliminate compe- tition - only a single vendor can meet the s:,ec . No Bid No copier available to meet specifications No Bid Do not have such product No Bid Do not sell a copier that meets the required specifications No Bid Do not have equipment specified No Bid Do not have a machine that meets your speci- fications No Bid Cannot meet specifica- tions at this time r r TABULATION OF BIDS PRINT SHOP - LEASE OF ELECTRONIC COPIER VENDOR TOTAL COST COMMENTS Xerox Corporation $43,681.12 Only Bidder 201 Alhambra Circle Coral Gables, Florida 33134 Eastman Kodak No Bid Restrictive specifica- 1001 Ponce de Leon Blvd. tions eliminate compe- Coral Gables, Florida 33134 tition - only a single vendor can meet the spec. Savin Corporation No Bid No copier available to 9500 N.W. 41st Street meet specifications Miami, Florida 33178 Lanier Business Products No Bid Do not have such 4000 N.W. 30th Avenue product Miami, Florida 33137 Pitney Bowes, Inc. No Bid Do not sell a copier P. 0. Box 011511 that meets the required Miami, Florida 33101 specifications Phillip Morris Office Equip. No Bid Do not have equipment 3601 Biscayne Blvd. specified Miami, Florida 33137 Business Equipment Center No Bid Do not have a machine 1825 N.W. 167th Street that meets your speci- Suite 6 fications Miami, Florida 33056 Monroe Systems for Business No Bid Cannot meet specifica- 5700 Stirling Road tions at this time Hollywood, Florida 33021