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HomeMy WebLinkAboutAward RecommendationAWARD RECOMMENDATION AND APPROVAL FORM Date: January 23, 2006 Department/Division: CITYWIDE Department Contact Name/Number: Terry Byrnes, CPPB / 305-416-1917 Bid/Contract Number: 04-05-031 Summary/Description of Purchase: Sr. Buyer: Terry Byrnes Services for Document Simultaneous Conversion to Microfilm / Microfiche and Electronic Format (CD/DVD) - Citywide Justification for Award/Contract: The nature of this item is to establish a contract for Service for Document Simultaneous Conversion to Microfilm / Microfiche and Electronic Format (CD/DVD) - Citywide with United Business Corporation a/k/a United Micrographics, located at 8095 NW 98 St., Miami, FL 33016, a non -minority, Miami -Dade company, for an initial contractual period of two years with options to renewal for two (2) additional one-year periods on an as needed, when needed basis under Bid Number 04-05-031, not to exceed $75,000.00 annually for a total contract of $300,000.00, to be utilized by various user departments on an as needed, when needed basis. Allocating funds from the various sources of funds as may become available and approved at time of need. Type of Contract: Single Purchase Short -Term Contract Lease Term Contract Contract Increase Contract Period Two Years Method of Purchase: ® Formal Bid (include bid tabulation) ❑ Competitive Negotiation (include documentation) ❑ Other Governmental Contracts (include documentation) Recommended Vendor(s): United Business Corporation a/lc/a United Micrographics OTR: Two Additional One -Year Periods MWBE/Location Status: Award/Contract Value Non -Local / Non -Minority Total Value of Award/Contract (including value associated wit Award Recommended By: Source(s) of Funds: Account Code(s): Citywide tial OTR): CITYWIDE d 1 C ent Director/Designee Signature Funding Approval: DMB Director/Designee BIDAWARDRECOMFORM Certified By: Approved: cer/Designee City Manager Date BID NUMBER: 04-05-031 COMMODITY/SERVICE: 920-38, 575-51, 575-55 DEPARTMENT/CONTACT PERSON: CITYWIDE INSTRUCTIONS FOR COMPLETING AWARD RECOMMENDATION AND APPROVAL FORM ON THE REVERSE SIDE: The top portion of the reverse side of this Award Recommendation and Approval Form has been completed by the Department of Purchasing. The user department(s) is required to complete all remaining sections of this form, including the funding source(s), contract value (if applicable), and all other required approvals prior to forwarding to Purchasing. Within 10 days, submit this completed form along with the approved and signed Bid Tabulation Form to Purchasing, Attn: Bid/Contract Section for submission to the City Manager for approval. If the total value of the award/contract exceeds $50,000.00, submit this completed form along with the approved and signed Bid Tabulation Form and the resolution memo to Purchasing, Attn: Bid/Contract Section These forms will be utilized by the Department of Purchasing to prepare the Resolution for submission to the Agenda Office for Commission approval. Should the department not concur with the recommendation for award, submit separate justification memo to Purchasing. Contact Terry Byrnes Of the Bid/Contract Section at 416- 1917 Should you have any questions. APPROVAL TO FORWARD TO DEPARTMENT/OFFICE: cos, Dire tor o / Ly L AT Purchasing BiDAWARORECOMFORM