HomeMy WebLinkAboutMemoCITY OF YNAti�II, FLORIDA
INT ROFFJCE 91/10V1ORANDUM
TO :
FROM:
Glenn Marcos, Director
Purchasing Department
Milton Mizell, Superintendent
G.S.A./Graphics Division
DATE:
SUBJECT:
REFERENCES:
ENCLOSURES:
August 28, 2008
Bid Evaluation -
Citywide Copiers
Bid No. 80066
FILE :
The Department of General Services Administration, Graphics Division, has tabulated the
four (4) bids received for the thirty-six (36) month citywide lease/rental copier contract.
These copiers will be used by various departments, divisions and offices of the City of
Miami and will replace the copier equipment currently in use under the previous thirty-
six (36) month lease/rental contract 03-04-129 said to expire on November 29, 2008 and
sixty (60) month heavy duty copier contract 97-02 said to expire on September 22, 2008.
A result of combining the six (6) heavy duty copiers from the State of Florida contract
into this citywide copier bid is an estimated savings of $114,000.00 over the next 3 years.
Two (2) bidders, Accelerated Business Solutions (Miami -Dade County / minority
vendor) and TGI Office Automation (non -local / non -minority vendor) were determined
to be non -responsive because of their failure to include service technician certifications
with their bid response.
Sharp Business Systems (Miami -Dade County / non -minority vendor) with their Miami
office located at 14791 Oak Lane Miami Lakes, Florida 33016, submitted the lowest
thirty-six (36) month bid price of $1,032,630.00 and has been determined to be the lowest
responsible and responsive bidder meeting all requirements of the bid.
Three (3) references were contacted from Sharp Business System's bid sheet: Vitas
Healthcare, Miami VA Hospital and Services on Site. Through detailed conversation, I
have confirmed that they have a proven track record in the workplace of large
organizations and that their service response time is very good, usually four (4) hours or
less and have done a good job providing service, delivering supplies, and maintaining
equipment.
An onsite inspection of their service and parts depot located at 14791 Oak Lane Miami
Lakes, Florida 33016 was conducted and confirmed their ability to provide service and
supplies as a requirement of the bid.
Page 2
It is therefore respectfully recommended that Bid No. 80066 be awarded to Sharp
Business Systems, as the lowest responsible and responsive bidder meeting all
requirements. The estimated annual cost of this contract is $344,210.00 with the total
thirty-six (36 month) contract amount of $1,032,630.00. Funds for this equipment shall
be available from the budgets of various departments leasing copiers (subject to the
availability of funds and budgetary approval).
Attached are three (3) pages of tabulation information and (3) reference documents used
to support this recommendation. Should you have any questions, please contact me at
(305) 329-4710.
MM/EF
C: Kelly B arket, Jr., Director
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