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Home My WebLink AboutR-85-05917 PIMLIOT t ON No. 85.591 A RE9OLUTION ACCEPTING THE BID OF 0.C: TANNER COMPANY FOR FURNISHING SERVICE AWARDS EMBLEMS TO THE DEPARTMENT OF HUMAN RESOURCES AT A TOTAL ESTIMATED AMOUNT OF $10#000,00; ALLOCATING FUNDS THEREFOR FROM THE 1984-85 OPERATING BUDGET; AUTHORIZING THE CITY MANAGER TO INSTRUCT THE ASSISTANT" CHIEF PROCUREMENT OPPICER TO ISSUE PURCHASE ORDERS FOR THESE MATERIALS. WHEREAS, pursuant to public notice, sealed bids were received April 29, 1985 for the furnishing of Service Awards Emblems to the Department of Human Resources; and WHEREAS, invitations were mailed to 18 potential suppliers and 2 bids were received; and WHEREAS, funds for this purchase are available in the 1984-85 Operating Budget; and WHEREAS, these materials will be used by the Department of Human Resources for the purpose of giving service awards emblems for dedicated service to the City employees; and WHEREAS, The City Manager and the Director of the Department of Human Resources recommend that the bid received from 0. C. Tanner Company 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 April 29, 1985 bid of O.C. Tanner Company for furnishing Service Awards Emblems to the Department of Human Resources at a total estimated amount of $10,000.00 is hereby accepted with funds therefor hereby allocated from the j 1984-85 Operating Budget of that Department. QXMISSION MEETING OF JUN 13 1985 ON NO.85-59 Sett;Bti That the City Manager is hereby authorized t* itisttubt the AasistAftt Chief Procurement Officer t6 iaaue a Purahase order for this equipment. PASSED AND ADOPTED this 13th daY Of Juice, ATTEST LPH G. ONGIEI CITY CL RK PREPARED AND APPROVED BY. Z- ;;;�- &/�� ROBERT F. CLARK DEPUTY CITY ATTORNEY APPROVED AS-1 FORM AND CORRECTNESS: LUCIA A. D UGHERTY CITY ATTO EY i Maurice A. Ferre�. MAURICE A. FERRE MAYOR 85--591 r fit► �� e� �� _ _ SECURITY O�►TE NOt RECEwtO naril 29. 1985 2:00_�,in. 84=85j-13 'TYPE OF SECURITY dk MAL AbVERT I S M9NT StD NO, 54-85-13 t 4 # Sealed bids Will be received by the City Manager and CitY Clark_ of ttie City of Miami, Florida not later than :0 ,M. April.__29r 98 or furnishing Employees Service Awards on a contraot ban or one (1) year to the Department of Human Resources, 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. 3045) � o � -•-ice ,�•� Sergio Pereira to City Manager 3crn- n 1 �� } 7 A C� �s�syl _._..,.__.___�._______.._zasaii ncri-s: uviics �.viu�+oaay • ttiCi.s'iiVf.'p-r—f:v—sv-'-r..-�-wwr--v interest to award the bid to 0. C. Tanner Company. Additionally, the prices in the tabulation do not reflect a price ajustment for gold. The price of gold fluctuates daily, and the 8591 0 A 1 + 'S '+ k AEG1UISITION FOR ADVERTISEMENT Dgpf IV. ACCOUNT OD ThM thufnbot mu§t appear if1 tHt� �dt�f'fiiteftir3ilt. 3045 bATE zi:._ :._ i" PHONE APPROVED SAY: PREPARED 13Y re,,, I blAI=CTOR OF ISSUING MPARTMENT Publish the attached advertisement -- - - --- --- - times. (number of times) '!type of advertisement: legal ' `- . - classified display (Check One) d Size: - a Starting date First four words of advertisement: 81t' No. "a,03 Remarks: DO NOT TYPE BELOW THIS LINE. FOR USE OF FINANCE DEPARTMENT ONLY. LINE PUBLICATION DATE(S) OF ADVERTISEMENT INVOICE AMOUNT Q A-1 B•2 : iario Las Finericas 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 13 1 17 18 1 25,34 39 42 45 50 51 56 57 62 63 65 66 71 0 1 2 411 V P 2 10121 2 8 7 1 2 3 4 7 8 V P 1213 14 15 DESCRIPTION 36 64 DISCOUNT 69 72 AMOUNT 80 5 2 0 0 2 0 1 �P1. ryw f TY1 Z.1VJri 1 rr1r1I1, White — Purchasing Yellow - Finance Approved for Payment Pink — Department „1 _ S- 5W 591 U Ct" Ote MIAMI, PLORICA IWfItN41PP16E MENAORANCitdiNf ��. The Honbra ie Mayor and bAt€: ' Members of the City commission I;ul�rftt: Recommendation for Resolution and Award of Bid No. 84-85-13, Service Award Emblems Sergio Pereir Rf �E�NtrEB: City Manager (CM.11) a ENCUOSUittS: Award of Bid and Resolution It is recommended that the award be made and a resolution be passed ac- centing the most advantageous bid received from 0. C. Tanner Companv for Service Award Emblems on a con- tract basis for one year at a total estimated cost of $10,000.00. In accordance with public notice requirements, sealed bids were requested April 11, 1985, and received April 29, 1985, to supply service award emblems to the Department of human Resources on a ' contractual basis for one year. Eighteen invitations to bid were mailed out to potential suppli- ers of gold and diamond emblems. Four minority suppliers were on the invitation list - two Black and two Hispanic. The two re- plies received were from non -minorities: O. C. Tanner Company of Salt Lake City, Utah, and Herff Jones Company of Providence, Rhode Island. The local minority vendors solicited to submit bids were contacted to determine why they did not respond to our request for bids. Their reply was that they are retailers and not manufacturers of je;Jelry products. This is the reason for the lack of minority participation in the bid process. All pro- cedures outlined in the City's Minority Vendor Procurement Pro- gram were followed. The Department of Human Resources is responsible for coordinating the service awards program for the City. This is the occasion when the City Commission and the City Manager show their appre- ciation to City employees by giving them 5, 10, 20, and 25 through 50-year award emblems for dedicated service. Attached is a sample tabulation of bid items and prices from 0. C. Tanner Companv and Herff Jones Company. The tabulation illustrates that the prices of O. C. Tanner Company are 58% lower than Herff Jones Company. Therefore, it is in the City's best interest to award the bid to O. C. Tanner Company. Additionally, the prices in the tabulation do not reflect a price ajustment for gold. The price of gold fluctuates daily, and the The Honorable Mayor and members ,of the City Commission Page 2 actual cost to the City may be higher. Conversely# if the price of gold goes down the City will receive a credit.for the cost differential. This will depend on the cost of gold at the time of purchase request and invoicing. The Department of Human Resources had made provisions in their FY '84-85 operating budget to sustain the cost of administering the service awards program. It is estimated that approximately 816 awards will be issued during this budget period. The estimated bid cost to the City of $10,000 is over a calendar year, rather than a fiscal year. The purchase of award emblems must be done within each calendar year. The contract for service award emblems is to commence on the date of the award of contract and will continue for one year. The City reserves the option to extend this contract for an additional period by mutual written agreement between the parties. The Purchasing Division concurs with this recommendation. ARB:AB: dal AWARD or BID Bid 140.84--,13 83 Employees SerVide Awards DEPARTMENT Human Resources TYPE OP PURCHASSt Contract for one (1) Year with option to extend REASONI Service Awards Program POTENTIAL BIDDERS: 18 BIDS RECEIVED! 2 TABULATION: Attached FUNDS: 1984-85 operating Budget MINORITY PARTICIPATION: Invitations to bid were sent to two (2) Black and two k2) Hispanic firms engaged in the sale of gold and diamond emblems, 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 minority response was received. BID EVALUATION: All bids meet the specifications. Following is an analysis of the Invitation to Bid: Number of Bid Number of Category Invitations Mailed Responses Prior Bidders Black American 0 0 Hispanic American 0 0 Non -Minority 0 0 New Bidders Black American 2 0 Hispanic American 2 0 Non -Minority 14 2 Courtesy Notifications 10 0 "No Bids" 6 Late Bids 0 Totals 28 2 page I of 2 85-591. RECOMMENDED T14AT T149 AWARD AS MARS. TO 0. C, TANNER COMPANY IN THE Aee et.-11 chlet procurement Date The Minority Procurement Officer concurs with the above recommendation. officer r_57 Date t 'i { S t�� r . - SAMPLE TABUL_ .TION BIOS FOR �E2vtc� A. IL City mosNow. City CI.r Ve,C j bT t%o CG ty 1<t.riJ• a '. Y. U C. I Cie vKes . d br r.tt. 0•et 'i L.---11 13.! Dorn Aonwwe Unit ,...Q�tr.n.• UP. t 'told Unit P..c. TatJ place Itog" pE+jCRIPT1pM G.,cr S 9 � iI�3%• � No. aftice cuvar 3.�z5- Z. �, •DF� .? C) �, ea�serw►� o brasleal J# o sa Dtnt � og 6 5� 3�• S , •� ,ETs 'v FiL 6 EC) ao3 - v boa . 03 a (o.A /3 (o g6 U.0 Total unit Iatd Price T.tJ P.� ca Price _ a, 3 •26 I c�t21: 1a s as t ` IRREWLAA7+.TIESLESS*4D- MttCNCE� TH T 0 n orbe. IT IS FECOyd�� / iAtetrw' a If IRA ftmwd �o Af?.ao..t p dw'CgDaJ rs sutp'lus al "Sewd.q r.•or�pa^: �Ca•.c-.d 1E.t,.:••.m. Nw MCe•pa.ra S.o! � � IP*aDarAl Upi�� e/ +��i'w'7� �Y�•od +or I �I- r - w, 1�te0r1 ica SQ1.1 fltsral6uTlo�: ------------ BID j n G7 I