HomeMy WebLinkAboutR-83-0046J-S2-270 9
RESOLUTION NO. 83-46
A RESOLUTION ACCEPTING THE BID OF XEROX
CORPORATION FOR FURNISHING ONE HIGH
SPEED COPIER ON A LEASE CONTRACT BASIS
FOR EIGHT MONTHS WITH THE OPTION TO
EXTEND FOR TWO ADDITIONAL YEARS TO THE
DEPARTMENT OF BUILDING AND VEHICLE
MAINTENANCE; AT A TOTAL ESTIMATED EIGHT
MONTH COST OF $15,092.00; ALLOCATING
FUNDS THEREFOR FROM THE 1982-1983
OPERATING BUDGET OF THAT DEPARTMENT;
AUTHORIZING THE CITY MANAGER AND THE
PURCHASING AGENT TO ISSUE A PURCHASE
ORDER FOR THIS EQUIPMENT.
WHEREAS, pursuant to public notice, sealed bids were
received October 8, 1982 for the furnishing of One High Speed Copier
on a Lease Contract Basis for eight months with the option to extend
for two additional years to the Department of Building and Vehicle
Maintenance; and
WIiEREAS, invitations were mailed to 7 potential suppliers
and 1 bid was received; and
WHEREAS, funds for this purchase are availab1c, in the
1982-1983 Operating Budget; and
WHEREAS, this equipment will be used by the Department
of Building and Vehicle Maintenance for the purpose of replacing
existing equipment in the Print Shop Division; and
WHEREAS, the City Manager and the Department of
Building and Vehicle Maintenance recommend that the bid received
from Xerox Corporation be accepted as the most advantageous bid
to the City:
CITY COMMISSION
MEETING OF
JAN 13
a
4b
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF
THE CITY OF MIAMI, FLORIDA:
Section 1. The October 8, 1982 bid of Xerox Corporation
for furnishing One High Speed Copier on a Lease Contract basis for
eight months with the option to extend for two additional years to
the Department of Building and Vehicle Maintenance at a total
estimated eight month cost of $15,092.00 is hereby accepted with
funds therefor hereby allocated from the 1982-1982 Operating Budget
of that Department.
Section 2. That the City Manager is hereby authorized
to instruct the Purchasing Agent to issue a Purchase Order for
this equipment.
ATTEST:
PASSED AND ADOPTED this 13 day of January 1983.
City Clerk
PREPARED AND APPROVED BY:
i ,
ROBERT F. CLARK
DEPUTY CITY ATTORNEY
MAURICE A. FERRE
M A Y 0 R
APPROVED AS TO FORM AND CORRECTNESS:
OSE R. GARCIA-PEDROSA
CITY ATTORNEY
A
A
CITY OF MIAMI. FLORIDA
37 CITY MANAGER'S �r�CG INTER -OFFICE MEMORANDUM
TO Mr.`'"fio"ward V. Gary
City Manager
FROM e.L. Mu lins
Purchasing Agent
DATE December 14, 1982 FILE
SUBJECT Recommendation for Resolution
and Award of Bid: No. 81-82-1380
Copier Lease
REFERENCES
ENCLOSURES Award of Bid and Resolution
It is recommended that the award be made
and a resolution be passed accepting the
most advantageous bid as received from
Xerox Corporation for furnishing One
High Speed Copier on a lease contract
basis for eight months at a total
estimated cost of $15,092.00.
Pursuant to public notice, sealed bids were received October 8,
1982 for furnishing One High Speed Copier on a Lease Contract
basis to the Department of Building and Vehicle Maintenance.
Invitations were mailed to 7 potential suppliers and 1 bid was
received as listed on the award of bid. Three (3) "No Bids" and
one (1) Late Bid were also received.
The copier is needed to replace the existing total copy center in
the Print Shop Division in order to provide an increase in production.
The Leasing Plan selected allows an evaluation period to include one
(1) month installation and testing, and five (5) months for per-
formance evaluation. If the evaluation is acceptable, the City then
has the option to convert to a regular lease plan, and may renew
the contract from year to year for two years by mutual agreement.
Funds for this purchase are available in the 1982-1983 Operating
Budget of that Department.
The Department of Building and Vehicle Maintenance concurs with this
recommendation.
83-46
u
CSIVED
"MIAM1/ Tfi AIDA
DEC 16 1982
AWARD OF BID OFFICE Or bmectoq
6E' t• Off' 13UILDING AND
BID NO. 81-82-13�"���i��:�►:�WE
ITEM: High Speed Copier Lease
DEPARTMENT: Building and Vehicle Maintenance
TYPE OF PURCHASE: Contract for eight months with the option
to extend for Two additional years.
REASON: To replace and upgrade existing equipment
POTENTIAL BIDDERS: 7
BIDS RECEIVED: 1
TABULATION:
Bidder 8 month Lease Cost
Xerox Corporation $15,092.00
model #9400 V.R.
FUNDS: 1982-1983 Operating Budget
BID EVLUATION: The bid of Eastman -Kodak Company was received
after the bid opening date, and thus was too
late to be considered. It was, however,
examined and found to be $3,018.00 higher
than the recommended rental plan of Xerox
Corporation. It also provided 17,500 fewer
copies in the monthly charge.
The Xerox Corporation bid meets the
specifications and is the most advantageous
on the basis of cost effectiveness and a
six (6) month evaluation period. A Recapit-
ulation of the estimated cost for the balance
of this fiscal year is as follows:
1. The first three months @ $895.00 $ 2,685.00
2. Months 4, 5 and 6 @ $2,330.00 6,990.00
(Includes 102,500 copies per
month) .
3. Months 7 and 8 @ $2,545.00 5,090.00
(Includes 102,500 copies per
month) .
4. Installation Charge 327.00
Total $15,092.00
NOTE: For the month of installation and the
second and the third months there is no
charge for copies.
The Department estimates they will
produce 90,000 copies per month,
beginning with month number 4.
Should the City elect to continue the contract,
Xerox Corporation guarantees that for the
next two (2) succeeding years, the prices will
not increase more than 5% over the previous
year.
Following is an analysis of the invitation
to bid:
Page 1 of 2
11
83-46
) A
Number of Bid Number of
Category Invitations Mailed Responses
Prior Bidders
Minority 0 0
Non -Minority 7 1
New Bidders
Minority 0 0
Non -Minority 0 0
Courtesy Notifications 0 0
"No Bids" - 3
Late Bids - 1
Totals 7 5
Reasons for "No Bid" were as follows:
1. "Cannot meet specifications with current product line".
2. "Pitney -Bowes cannot meet the specifications for this bid".
3. "Cannot meet specifications".
RECOMMENDATION:
IT IS RECOMMENDED THAT THE AWARD BE MADE
TO XEROX CORPORATION IN THE ESTIMATED
AMOUNT OF $15,092.00.
(_ , � �70.
L.-«a
Purchasing Agent
ate
The above award meets the requirements of this Department, and
approval is recommended.
Director
Date
Page 2 of 2
83-11G
FA "96 U
One *Eectrostatic Copier
to BECUP16ITY
lease Agreement
601 &101 *jMV9D—..-0cLobe-r.-8, -1982-
TYPE 07 SMURITY
TOTAL
MA OUN I
Broken dourn by items
Xerox Corporation
201 Alhambra Circle
Coral Gables, Florida 33134
NO MD:
Savin Corp
Pitney Bowes
Enfields
010vel'I" Ohs "ovs, dofV1690 10*60 Of --- - - MW-M�*Y lilt ILWW�
volt "r
L
DEPTI DIV
ACCOUNT CODE
Q BID ND.
Z PREPARED BY _
TOTAL I
ESTIMATED COST:
CONTRACTUAL: $
INCIDENTAL: $
TOTAL $
SOURCE OF FUNDS:
To be filled in by
EXPENDITURE CONTROL:
WY OF MIAMI, FLORIDA
REQUISITION FOR
AOVER�gl FOR BIDS
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wUANTItY REPRESENTS OEPARTMIkNt
REQUIREMENTS POit MONtHt
ADVERTISE ON
BIDS TO BE RECEIVED ON
UIRECTOR OF ISSUING DEPARTMENT
FUNDS AVAILABLE FOR PROJECT INVOLVED
EXPENDITURE CONTROLLER
PROJECT CODE AD CODE
COPIES TO: Purchasing (Org.) — City Manager — City (derk—!:jtpewditure Cnrntroi — Issuing Dipartmeat — Other Affected Department
FORM NO 1043 REV 74 WHITE GREEN PINK CANARY BLUE GOLDENROD
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