HomeMy WebLinkAboutMemo - Bid EvaluationCITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO :
FROM :
Kenneth Robertson, Director
Purchasing Department
Richard Rios, Acting Superintendent
G.S.A./Graphic Reproductions Division
DATE :
SUBJECT:
REFERENCES:
ENCLOSURES:
August 24, 2012
Bid Evaluation -
Lease/Multifunctional
Copiers, Citywide
IFB No. 316277
FILE :
The Department of General Services Administration, Graphic Reproductions Division,
has tabulated the five (5) bids received for the forty-eight (48) 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 Invitation for Bid ("IFB")
80066 that is said to expire on November 1, 2012.
Two (2) bidders, Danwood America, Inc., ("Danwood") and Ricoh USA, Inc., ("Ricoh")
were determined to be non -responsive. Danwood failed to submit the technician
certifications and documented proof of being a manufacturer/distributor authorized
dealer/representative, required respectively under Section 2.10 and Section 3 of the IFB.
Ricoh failed to withdraw the exceptions taken to the Special Conditions of the IFB and
was deemed non -responsive pursuant to Section 1.35.
Sharp Electronics Corporation d/b/a Sharp Business Systems ("Sharp") with their Greater
Miami area office located at 14791 Oak Lane Miami Lakes, Florida 33016, submitted the
lowest forty-eight (48) month bid price of $850,416.12 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's bid sheet: City of Miami Beach, City
of Hollywood and Vitas Healthcare. 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, supplies, and maintaining equipment.
An onsite inspection of their service and parts depot located at 14791 Oak Lane Miami
Lakes, Florida 33016 was conducted on Friday, August 17, 2012 and confirmed their
ability to provide service and supplies as a requirement of the bid.
Page 2
It is therefore respectfully recommended that IFB No. 316277 be awarded to Sharp
Electronics Corporation d/b/a Sharp Business Systems, as the lowest responsible and
responsive bidder meeting all requirements. The estimated annual cost of the contract is
$212,604.03, for a total forty-eight (48 month) contract amount of $850,416.12. 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 (4) 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.
RR/EF
C: Ricardo Falero, Director
Attachments