HomeMy WebLinkAboutpompano beach purchasing memoMEMORANDUM
Purchasing #04-107
May 17, 2004
To: Ernie A. Siegrist, General Services Director
From: Leeta Hardin, Purchasing Supervisor j
Subject: Award Bid H-45-04, Photographic Film (Cooperative Bid)
Contract Need/Background
The City of Pompano Beach issued Bid H-45-04 to establish an annual contract for the
purchase of Photographic Film. Pompano Beach issued this bid as the lead agency, on
behalf of the City and sixteen (16) other governmental entities included in the Southeast
Florida Governmental Purchasing Cooperative. This bid contains the combined annual
purchase requirements from all of the participating entities. Bid Group 1 includes
conventional (35 -mm) films; Group 2 includes Polaroid films.
Pompano Beach uses some of the film products included in the Co-op bid. The Central
Stores warehouse orders Polaroid film to be stocked in inventory for use by all City
departments, and small orders are placed directly with the vendors for film not stocked in
inventory by various departments, including Fire and Engineering.
Attached you will find copies of the bid tabulation, the bid mailing list, and the bid
solicitation document. The Purchasing Division recommends bid award to the low bidder
for Group 1, HPI International, the low bidder for Group 2, Dixie Sales Company USA.
The annual expenditure from this contract, based on items used by the City, and the unit
prices from the low bidder, will total approximately $9,236. The totals indicated on the
bid tabulation for Groups 1 and 2 reflect the total value of the contract, based upon the
combined estimated annual requirements of all cities participating in this bid. As
outlined in the General Services Procedures Manual, this contract may be awarded within
the Purchasing Division, as the total value (for the City of Pompano Beach) is less than
$15,000.00.
Bidders Lir
The Bidders List was created by using companies suggested by the various participating
governmental entities, companies which have responded to prior bids, companies which
have requested their names be placed on the Bid List, and companies from appropriate
listings in other source books.
Purchasing #04-107
Page 2
May 17, 2004
Number of bid packages issued 19
Number of bids received 11
Number of "no bid" responses 0
Number of companies who received bid packages
but did not respond g
Advertising
The Bid was advertised in the Sun Sentinel, and notices were sent to bid notice agencies
throughout the nation. Bid notices are also posted on the City's web page.
Funding
The total annual value of this contract for the City of Pompano Beach, based on the unit
prices bid and the estimated quantity of film to be purchased, is estimated to be $9,236.
Purchases will be made, as needed, from the Central Stores Fund/Inventory account
(501-0000-141.05-00,) with issues to be made to departments as requested from their
budgeted funds in various accounts, and budgeted funds in other accounts for purchases
by departments directly from the vendors.
Award Recommendation
It is recommended that one-year open-end contracts be awarded to the low bidder for
Group 1, HPI International, Inc., and the low bidder for Group 2, Dixie Sales Company
USA, Inc., at the unit prices bid. The contract period will be one (1) year, commencing
May 29, 2004, with possible renewal, subject to the terms and conditions contained in the
bid specifications. Please indicate your recommended action, below.
Approve as presented
Disapprove
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