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Y A II SOLUTION AC:Ch,P INCB THt, BIli OF
BELL & HOWELL F()R FURL4ISIi INN UNE (1 )
MICROFI Lr1 CAMERA ABR-2U,0 TO THE DEPARTMENT
OF POLICE AT A TOTAL Pf<OPOSLD COST OF
$12, 996.00; ALLOCATING FUNDS ria.IiE:;FOR FROM
THE 1984-85 OPLKATING BUDGET, AUTHORIZING
THE CITY MiANAGER TO INSTRUC`1' THE. hSSIS.t'ANT
CHIEF PROCUREMENT OFFICER TO ISSUE A
PURCHASE, ORDER FOR THIS EQUIP1ENT.
I
WHEREAS, pursuauit r.o public notice,
sealed bids were
received July 17, 1985 for furnishin(, One (1)
Microfilm Camer-_i
ABR-200 to the Department of Police; and
WHEREAS, invitations were in�aile(3
to 19 potential
suppliers and 2 bids were received; and
WHEREAS, funds for this purchase -ire:
available in the
1984-85 Operating Bud(et; and
WHEREAS, this equipment will be used
by the Department
of Police for the 1)url,,ose of replacing (D1d
and no longer
serviceable camera; and
WHEREAS, the City Manager <-ind the
Director of the
Department of Police recommend that the hid received
from dell &
Rowell be accepted as the lowest responsible and responsive bid;
r
NOW, THEREFORE, BE IT RESOLVED BY THE
COMMISSION OF THE
CITY OF MIAMI, FLORIDA:
Section 1. The July 17, 1985 bid of
Bell & Howell for
furnishing One (1) Microfilm Camera ABR-200 to
the Department of
Police at a total proposed cost of $12,996.00 is
)
hereby accepted
with funds therefor hereby allocated from the
1984-85 Operating
r Budget of that Department.
CITY COMMISSION
MET.'TING OF
SEP p{10- 1985
REOlJ11U; fr�C.7��a�..
REMARKS
0 f
Section 2. That the City Manager is heret,,y authorized
to instruct the Assistant Chief Procurement )f Ficer to issue a
Purchase Order for this equipment.
PASSED AND ADOPTED this 12th day of SEI''1 lBER 1985.
PREPARED AND APPROVEL BY:
ROBERT F. CLARK
DEPUTY C:I`I'Y ATTORNEY
APPROVED AV,;T--q FORM AND CORRECTNESS:
LUCIA A. WUG
CITY ATTORNEY
MAURICE A. FERRE
MAURICE A. FERRI,
14AYOR
a
85-910
P'-s
AEI
BID SECURITY
jTg,, Microfilm Camera -Dept. of Police pATL R,Oi RECEtvtC July 17, 1985 2:00 pm
84-85-92
1TPE OF SECURITY
s I OD ER
70TAL
AM OUN I
Bell & Howell
14645 N. W. 77th Avenue
Miami bakes, F1 33014
$12,996.00
Eastman Kodak Ccn parry
1001 Ponce de Leon
Coral Gables, F1 33134
$12,019.00
up aid. -
Office Systems of Florida
Computer Supply corporation
Anacamp
R�c�i•M1 �� sL�•� �I�(vii�� siwek• NIA ray •1 �L.�.
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LEGAL ADVERTISEME• 471'
BID NO. 84-85-92
Sealed bids will be received by the City Manager arzd City Clerk
o e City of Miami, Florida not later than (2n00 P.M- July 17j
198 for furnishing One (1) Microfilm Camera for the Department
of Police.
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 an
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 bids are available upon request
at the City Purchasing Office.
The City Manager may reject all bids and readvertise.
(Ad No. 3264)
Sergio Pereira
City Manager
I.
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85-910
Wire
I
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REQUISITION FOR ADVERTISEMENT This number must appear
in the advertisement.
DEPT DIV.
ACCOUNT CODE
DATE---- ---- -----
PREPARED BY
Publish the attached advertisement
h
Type of advertisement: legal _
(Check One)
Size:
First four words of advertisement: .
Remarks:
PHONE
APPROVED BY:
DIRECTOR OF ISSUING DEPARTMENT
times.
(number of brnes)
classified — display
Starting date
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 DD
Adv. Doc. Reference
VENDOR
INDEX CODE
OBJECT
PROJECT
11
13 17
18 25
34 39142
45 50
51 56
57 62
63 65
66 71
0
1
2
4
1
V
P12101212
8
7
1
2
7
8 V P 121314
15 DESCRIPTION 36
64DISCOUNT69
72 AMOUNT 80
2
J34
j2j0T
Yellow - Finance
Approved for Payment
Pink — Department
85-91LO
CITY OF MIAMI. FLORIOA
INTER -OFFICE MEMORANCUM 241
TO. The Honorable Mayor and
Members of the City Commission
FROM!
Sergio Pereira
City Manager
GATE. S E P 0 5 1985 FILE.
SUBJECT Recommendation for Resolu`ion
and Award of Bid No. 84-95-92
Microfilm Camera
REFERENCES:
ENCLOSURES:
IT IS
RECOMMENDED
THAT THE
AWARD BE MADE
AND A
RESOLUTION BE
PASSED
ACCEPTING THE
MOST
ADVALNTAGEOUS
BID AS
RECEIVED FRGM
BELL
A.ND HOWELL FOR FURNISHING A MICRO-
FILM
CAAERA AT A
TOTAL COST
NOT TO EXCEED
On July 17, 1985 bids ,ier : r ceived from t:io
( 2 ) vendors to furnish a
microfilm camera for the Department of Police Records Unit.
Kodak tendered the lowest bid and Bell and Howell the highest bid.
Each machine essentially covers our needs except that the Bell & Howell
Machine is a much heavier duty camera and therefore has a greater life
expectancy. Kodak feels theirs would have a reasonable life expectan-
cy of only five years under our constant usage work pattern, which is
very little considering the cost.
After viewing both cameras our recommendation is to accept the Bell &
Howell ABR200 Microfilm Recorder for the reasons shown below.
1. In order to carry on several microfilming jobs at the same time
as shown in our specifications, it would be necessary to purchase
additional micro -cassettes from Kodak. They bid only one and we
would need at least four. These items cost better than $300.00
apiece, aside from the cost of film. The Bell & Howell film comes
equipped in this way automatically at no additional charge be-
tween $7.00 and S9.00 for 40 rolls depending on the quantity pur-
chased.
2. It was noted that only Bell & Howell completed the "Affirmative
Action" portion of their bid submission. On discussing this with
Ms. Adrienne MacBeth by telephone at 1500 hours on 24th July, 1985,
she indicated her preference for awarding the contract to bidder
who showed concern in this area, so long as their equipment met our
needs.
3. The third camera is broken and would be expensive to repair. it
was purchased in 1974 and is no longer being manufactured. In
addition the state of the art has advanced so far beyond its capa-
bilities that even to repair it would mean an unnecessarily slow
output.
85-910
The Honorable Mayor and
Members of the City Commission
Page 2
Purchase of Microfilm
Camera
4. This camera, a 3M 3400, was employed in filming documents of
uneven weight, size and color. There are two major tasks which
have been awaiting its replacement for several months: 3CI pack-
ets and Property receipts.
5. In seeking a replacement camera for the obsolete 3400 it was
our intention to circumvent the need for an imminent replacement
of the Classic cameras ds well.
6. Our specifications were such that only two bidders were found.
of these, for the reasons shown in our memorandum to Budget
dated 28 July, we selected the Bell & Howell ABR 200.
7. The camera is heavy duty with a solid life expectancy of 7-10
years, working at full capacity.
It can give good resolution filming a wide variety of weights
sizes and color of original document.
8. Records Unit is responsible for the microfilming of all records
maintained by this Department.
9. storage of records by Law Enforcement Agencies is governed by
the Department of Archives in Tallahassee.
As time passes more and more units are discovering that lack
of storage space requires the reduction of their older records
to microfilm.
In order to meet their needs this Unit has been microfilming
records on three shifts.
In conclusion, although it is understood that the camera we requested
is expensive, it is considered economically sound to make the large
investment in order to avoid heavy repair expenditure in the future.
85-910
AWARD OF BID
Bid No.84-85-92
ITEM: Microfilm Camera
D EPART,•1ENT : Poi i
TYPE OF PURCHASE: Single Purchase
REASON: To replace old ar.d no longer
;serviceable camera
POTENTIAL BIDDE?S: 19
BIDS RECEIVED: 2
TABULATION:
Bidder/Minority Classification Total Bid
Bell & Howell/Non-Minority �12,996.00
Eastman Ko,'.ak Cc./Nor.-Minority 12,019.00
FUNDS: 193.1-85 Operating Budget
"MINORITY PARTICIPATION: Invitations to Eid aere sent to seven
7 hispanic Zirfi'is enlaced In z1ie Micro -Film Business, as located
In these scurces:
i. blcVrrot,'J__-an Cale Count' '11 err-tv Vendar Directory.
1. 3id(er Applications :)n file i : Purchasing
3. Yellcw Pages Telephone 2ocF
i
No Black Minority firms were listed for this type of equipment,
however, tics were sent to nine (9) minority organi,7ations.
No minority resrense was received.
BID EVALUATION: The low bits of Eastman Kodak is not
recommended: i.e. this equipment, in order to carry on
several microfilming jobs at the same time as required in
our specifications would need at least four (4) micro -
cassettes. They included one (1) in their bid price and we
would need to purchase at least three (3). '.hese micro -
cassettes cost approximately $300.00 each. The Bell &
Howell comes equipped in this way automatically at no
additional charge. Following is an analysis of the
invitation to Bid:
Category
Prior Bidders
Black American
lispanic American
!Icn-:,inor ity
New Bidders
Black American
Hispanic American
lion-?linor ity
Courtesv `iotifiCationS
.._.
Totals
t•�umber of Bid
invitations .Mailed
0
3
7
0
4
5
9
22
Page 1 of 2
Number of
Resoonses
0
0
r
J
4
i
7
8S-910
Reasons for "No Bid" were as follows:
1. Office System of Florida. "Do not have product equal to
Bell & Hcwell ABR-20,0."
Computer Supply Corporation. "Do not carry this equipment."
3. Anacomp. "Do not have the characteristics you request."
4. Ace Micrographic Systems, Inc. ":de do not offer this
equipment."
R ECUi',ILMENDAT I ON
IT IS RECOIL ME�4DED THAT THE AWARD BE
I -LADE TO BELL & HOWELL IN 'f HE TOTAL
PROPOSED AMCUNI T OF $ 12, 996. 00.
Assistant C,iiief Procurement Officer
Da to
T'-.= 'Minority Procurement Officer concurs with t.lo zbove
recommendation.
Officer
bate
Page 2 of 2
85-910.