HomeMy WebLinkAboutR-83-1118J-33-978
RESOLUTION NO.
A RESOLUTION ACCEPTING THE BIDS OF FILM
DISTRIBUTORS OF AMERICA AT A PROPOSED COST
OF $51,500.00 AND PITMAN PHOTO, INC. AT A
PROPOSED COST OF $18,500.00 FOR FURNISHING
PHOTOGRAPHIC SUPPLIES AS NEEDED ON A
CONTRACT BASIS FOR ONE (1) YEAR TO VARIOUS
CITY DEPARTMENTS AT A TOTAL PROPOSED COST
OF $70,000.00; ALLOCATING FUNDS THEREFOR
FROM THE 1983-84 OPERATING BUDGETS OF THE
USING DEPARTMENTS; AUTHORIZING THE CITY
MANAGER TO INSTRUCT THE PURCHASING AGENT
TO ISSUE PURCHASE ORDERS FOR THESE MATE-
RIALS, SUBJECT TO THE AVAILABILITY OF FUNDS.
WHEREAS, pursuant to public notice, sealed bids were
received June 3, 1983 for the furnishing of Photographic Supplies
as needed on a Contract Basis for One Year to Various City Depart-
ments, primarily, Police and Building and Vehicle Maintenance -
Print Shop; and
WHEREAS, invitations were mailed to 50 potential
suppliers and 11 bids were received; and
WHEREAS, funds for this purchase are available in the
1983-84 Operatina Budget; and
WHEREAS, these materials will be used by Various City
Departments, primarily by the Department of Police for the purpose
of providing supplies to their Photographic Lab and Criminal
Investigation Section for evidence gathering and by the Department
of Building and Vehicle Maintenance - Print Shop for the purpose
of providing the necessary supplies for the production of City
publications and graphic materials; and
WHEREAS, the City Manager and the Directors of the
Departments of Police and the Department of Building and Vehicle
Maintenance recommend that the bids received from Film Distributors
of America and Pitman Photo, Inc. be accepted as the lowest respon-
sible and responsive bids;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE
CITY OF MIAMI, FLORIDA:
CITY COMMISSION
MEETING OF
DEC 8 1983
Rrsotu)joto fvu,83-1118
REMARKS.
Section 1. The June 3, 1983 bids of. Film Distributors
of America at a proposed cost of $51,500.00 and Pitman Photo,
Inc. at a proposed cost of $18,500.00 for furnishing Photographic
Supplies as needed on a Contract Basis for One (1) Year to Various
City Departments at a total proposed cost of $70,000.00 are hereby
accepted with funds therefor hereby allocated from the 1983-84
Operating Budgets of the using departments.
Section 2. That the City Manager is hereby authorized
to instruct the Purchasing Agent to issue Purchase Orders for
these materials, subject to the availability of funds.
PASSED AND ADOPTED this 8th day of December 1983.
ATTEST:
RRLPH G. ONGIE, CITY CLEW
PREPARED AND APPROVED BY:
ROBERT F. C ARK
DEPUTY CITY ATTORNEY
APPROVED AS TO FORM AND CORRECTNESS:
fish
E R. GARCIA-PEDROSA
ITY ATTORNEY
Maurice A. Ferre
MAURICE A. FERRE
M A Y O R
83-1118
TO. Mr. Howard V. Gary
City Manager
FROM: ` A. L. Mullins
Purchasing Agent
CITY OF MIAMI. 7LOR110A
INTER -OFFICE MEMORANDUM
DATE: October 11 , 19 8 3 OILE:
susjEcr: Recommendation for Resolution
and Award of Bid: No. 82-83-31
Photographic Supply Contract
REFERENCES:
ENCLOSURES: Award of Bid, Resolution
and -Tabulation
it is recomsrended that the award be :Wade
and a resolution be Gassed acceetina the
lowest responsive and responsible bids as
received from Film Distributors of America,
and Pitman Photo, Inc. for furnishing
Phctographic Supplies on a Contract Basis
for One (1) Year, Cite -Wide at a total
proposed cost cf S70,000.00.
Pursuant to public notice, sealed bids were received June 3, 1983
for furnisninc Photographic Supplies as needed City -Wide, on a
Contract Basis for One (1) rear.
Invitations were mailed to 50 potential suppliers and 11 bids were
recei-ed as per the attached tabulation. Three ( 3 ) "No Bids" and
one (1) Late Bid were also recei•,-ed.
This bid for Photographic Supplies consisted of 83 specified items,
including film, developing chemicals and paper, graphic arts supplies
and expendable camera accessories such as batteries and flash bulbs.
These items may be purchased by all City departments on an as needed
oasis, but will to used primarily by the Department of Police in
their Photographic Lab and Criminal Investigation Section for evi-
dence gathering, and by the Department cf Building and Vehicle Main-
tenance-_ rint Shop, the pr-_ducti cn cf Ci.__7 publications and
other crag^ic materia'ls.
Funds for this purchase are .available in 1983-84 Operazi .g Budget
cf the Using Depart:rents .
83-1118
AWARD OF BID
Bid No. 82-83-31
ITEM: Photographic Supplies
DEPARTMENT: City Wide
TYPE OF PURCHASE: Contract for One Year
REASON: Supplies required by various departments,
primarily used for evidence gathering and
production of City publications.
POTENTIAL BIDDERS: 50
BIDS RECEIVED: 11
TABULATION:
FUNDS:
BID EVALUATION:
Attached
_993-34 Opfaratinc 3udcet
Of the 83 items specified in the bid, Film
Distributors of America submitted the low
bid on 42 items, and Pitman Photo, Inc.
submitted the low bid on 21 items.
The lowest bids received on 20 items are
not recommended for award due to the reasons
given below and indicated on the tabulation.
For 13 items, award to the lowest bidder
would afford a total savings of only $363.00
over the recommended awards, therefore does
not justify the additional administrative
costs incurred by further splitting the
contract. These low bids are as follows:
Mileo Photo Supply for items 9, 18 and 27 -
total savina_s $38.00.
Gammacolor, Inc. for item 20 - total savinas
$4.00.
Image Devices for items, 22, 24, 35, 36, 53,
54, 61, 62, and 63 - total savings $321.00.
(American Photo, Inc. submitted second lowest
bids on items 62 and 63, affording a savings
of only $26.00 over the recommended).
The lowest bids for the followina 6 items are
not recommended for failure to meet specifica-
tions:
Item 56 (Battery Charger): Lower bids were
received from Mileo Photo Surnly, Prcfessional
Color Lai::, ?' , -IImerizan ?hcrc , and
Gammacolor, , Inc. All these bidders failed
to include the battery with the battery
charger as required.
item 60 (Tripod): The low bidder, Mileo
Photo Supply, failed to indicate the manufac-
turer's product he intends to supply and it
appear s that this product does not have the
three-way head as does the specified item.
Page 1 of 3
8v-1118
Category
Prior Bidders
Black American
;Hispanic American
von -Minority
New Bidders
Black American
Hispanic American
Non -Minority
Courtesy Notifications
Late Bids
Totals
Items 73, 79, 80, 81 and 82 (Graphic Arts
Paper and Chemicals): The low bidder,
D & Film and Paper, Ltd. has offered an
alternate brand that cannot be used with
other products in the graphic arts process
and give quality results.
Film Distributors of America, recorranended
for a total proposed award of $31,500.00,
is registered with the City as a Black -
Hispanic American business, in accordance
with the Minority Vendor Procurement Program.
Following is an analysis of the Invitation
to Bid:
Number of Bid
Invitations Mailed
0
4
5
14
27
4
54
Reasons for "No Bid" were as follows:
Number of
Responses
0
J
3
2
4
2
-0-
3
1
15
1. "We do not handle photographic supplies." (Hispanic Business)
2. "All of our prices are subject to manufacturer price changes."
RECOMMENDATION: IT IS RECOMMENDED THAT THE AWARD BE MADE
TO FILM DISTRIBUTORS OF AMERICA IN THE
PROPOSED AMOUNT OF $51,500.00 and PITMAN
PHOTO, INC. IN THE PROPOSED AMOUNT OF
$18,500.00 FOR A TOTAL PROPOSED AMOUNT OF
$70,000.00.
Purchasing Agent
Date
Page 2 of 3
83-1118
The above award meets the requirements of the Department of Police,
and approval is recommended.
Date
The above award meets the requirem-.-its of the Department of Building
and vehicle Maintenance - ?rint S`. c, and acoroval is recommended
ate
Page 3 of 3
83-1118
TABULATION OF BIOS FOR���gjpS-�,
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