Item C2E - 9/11/02CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.ci.miam i-beach.fl.us
COMMISSION MEMORANDUM
To:
Mayor David Dermer and
Members of the City Commission
Date: September 11, 2002
From:
Subject:
Jorge M. Gonzalez ,~~,N
City Manager
REQUEST FOR (APPROVAL TO ISSUE A PURCHASE ORDER TO
ATLANTIC TRUCK CENTER IN THE AMOUNT OF $150,992.00,
PURSUANT TO MIAMI-DADE COUNTY BID NO. 5204-0/02, FOR THE
PURCHASE OF TWO (2) 2003 FORD F-450 TRUCKS WITH 12 FT.
LANDSCAPE BODY, ONE (1) 2003 FORD F-250 4X2 PICK UP TRUCK
WITH UTILITY BODY, ONE (1) 2003 FORD F-250 4X4 PICK UP TRUCK
WITH EXTENDED CAB, AND ONE (1) 2003 FORD F-250 4X2 UTILITY
BODY WITH CANOPY.
ADMINISTRATION RECOMMENDATION
Authorize the issuance of a purchase order.
BID AMOUNT AND FUNDING -
$150,992.00 Fleet Management Replacement Fund 510.1780.000.673
ANALYSIS
These vehicles are recommended to be purchased pursuant to Miami-Dade County Bid
No. 5204-0/02.
These vehicles will be equipped with the following: automatic transmission, air conditioning
and AM/FM radio.
These vehicles are budgeted replacements in the Fleet Management Division forthe Parks
Department's Landscape Division and Maintenance Division.
The vehicles listed on the next page have met or exceeded the established criteria for
replacement. The criteria are based on age, mileage, maintenance and overall condition of
the vehicle. This vehicle is being used as a trade-in toward the new unit.
15
Veh # Deat Year Make /Model Mil_ sage Life to Date
Maintenance Condition
Cost
0528-1 0940 1991 Ford F-350 64,707 $11,361.00 Poor
0501-3 0945 1993 Ford F-350 45,206 $19,312.83 Poor
0508-3 0940 1993 Int'14700 20,710 $44,113.21 Poor
0547-4 0945 1994 Ford F-250 77,727 $11,586.09 Poor
0504-2 0940 1992 Ford F-600 16,770 $ 4,496.94 Poor
The Administration recommends that the City Commission authorize the purchase against
Miami-Dade County Bid No. 5204-0/02.
JMG/MDB/GL/AET/mlo
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CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
Condensed Title:
Request to award contracts to the lowest and best bidders as follows: 1) U.S. Imaging Solutions, for the
delivery, integration, maintenance and servicing of one high volume production system and one production
color copier for Central Services; and 2) Toshiba Business Solutions of Florida, for the delivery integration,
maintenance and servicin of 65 city-wide di ital copiers, pursuant to Bid No 43-01/02
Issue:
Whether to award contracts pursuant to Bid No. 43-01/002.
Item Summa /Recommendation:
Technological changes in the copier industry include a shift from analog to digital copiers. The City's
current contract is for analog copiers and it expires on September 30, 2002, with no options for renewal.
Invitation to Bid 43-01/02 was issued to acquire a new 48-month lease agreement for 65 digital copiers and
one high production system for Central Services. Digital copiers will provide City Departments with the
capability to print directly from their personal computers, to scan documents, to send/receive faxes; and will
be equipped with a user code "auditron" feature that will print reports on usage.
The high production system will provide Central Services with a faster and more efficient copier that will
include but is not limited to the following features: 1)110 pages per minute (ppm) with 65 ppm scanner; 2)
open architecture non proprietary software; 3) 8000 sheet paper module; 4) Manual Tape Binder; and 5)
Dedicated Technician.
THE AWARDS.
Advisory Board Recommendation:
N/A
Financial Information:
Source of Amount Account Approved
Funds: 1 $275,076.00 Equipment Rental accounts
(estimated FY 03 Budget
annual
2
3
4
Finance Dept. Total y
City Clerk's Office Legislative Tracking:
~ Gus Lopez
Si n-Offs:
Depa nt Director Assistant City Manager City Manager
kfJ. ~'~
T:\.4GEN \2002\SEP1102\CONSENT\COPIER-Sum .dac
AGENDA ITEM C
DATE 9 ~~ d ~
17
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.ci. m iami-beach. fl. us
COMMISSION MEMORANDUM
To: Mayor David Dermer and Date: September 11, 2002
Members of the City Commission
From: Jorge M. Gonzalef~~`//~
City Manager ~a//
Subject: REQUEST FOR APPROVAL TO AWARD ONTRACTS TO THE LOWEST
AND BEST BIDDERS AS FOLLOWS: 1) U.S. IMAGING SOLUTIONS, FOR
THE DELIVERY, INTEGRATION, MAINTENANCE AND SERVICING OF ONE
HIGH VOLUME PRODUCTION SYSTEM AND ONE PRODUCTION COLOR
COPIER FOR CENTRAL SERVICES; AND 2) TOSHIBA BUSINESS
SOLUTIONS OF FLORIDA, FOR THE DELIVERY, INTEGRATION,
MAINTENANCE AND SERVICING OF 65 CITY-WIDE DIGITAL COPIERS,
PURSUANT TO BID NO.43-01/02.
ADMINISTRATION RECOMMENDATION
Approve the awards.
FUNDING
$275,076.00 (estimated annual). Funds are available from the Equipment Rental accounts
allocated to City Departments and/or Divisions, subject to Office of Management and
Budget review.
ANALYSIS
On June 23, 1999, the City Commission approved a statement of work ("agreement") with
Xerox Corporation pursuant to the terms and conditions of State of Florida Term Contract
#973-559B-98. The term of the agreement is 40 months commencing on June 1, 1999
and ending on September 30, 2002, y
18
Citywide Copier
ITB 43-01/02
Page 2 of 4
Invitation to Bid No. 43-01/02 was issued on July 2, 2002, with an opening date of July 24,
2002. A pre-bid conference was held on July 11, 2002. DemandStar by Onvia issued two
hundred fourteen (214) bid notices to prospective bidders, and an additional 7
supplemental notices sent by Procurement, resulting in the receipt of the following:
1. Five responsible and responsive bids;
2. Two "No Bid" notifications from Xerox, and MOS Systems; and
3. Two late bids from Barlop and Canon Business Solutions.
The Bid informed all bidders that the City was seeking to contract with a qualified,
responsible vendor(s) for the award of the City's Copier Contract to include but not limited
to the delivery, integration, installation, service and maintenance including toners of all
NEW equipment, which include but are not limited to the following:
1. 65 walk-up, integrated digital copiers to City-wide locations; and
2. One high volume, networked production system and one color digital copier for
the Central Services Department.
3. All digital copiers will be equipped with user code "auditron"feature that will print
reports on usage and identify users.
4. Unlimited training for employees.
Through addendum No. 1, Bidders were requested to provide pricing for Central Services
and/or City-wide with same criteria for each segment.
Y
19
Citywide Copier
ITB 43-01/02
Page 3 of 4
The following charts reflect the comparison of the current Xerox pricing and bid results:
CURRENT XEROX COST
Segment Yearly Cost OVERAGE CHARGES Monthly Volume
Allowance
Citywide $290,468.28 .0416¢ (Includes High
Production S stem
805
000
Central Services $130,345.56 .1112¢ Color Co ier ,
PROPOSED 65 CITY-WIDE DIGITAL COPIERS
Vendor Yearly Cost OVERAGE CHARGES Monthly Volume
Allowance
Toshiba $168,732.00 .01¢ (28 ppm), 430,000
.0075¢ 55 m
Lanier $195,107.40 .0115¢ (22 ppm), 430,000
.0097¢ (35 ppm),
.0069¢ 55 m
US Imaging $198,936.00 .009¢ (22 ppm, 30ppm, 430,000
55 m
Ikon $203,795.16 .009¢ (22 ppm, 28ppm, 430,000 _ .
55 m
TPM $228,238.68 .01¢ (25 ppm, 35ppm, 430,000
55 m
PROPOSED HIGH VOLUME PRODUCTION SYSTEM IN CENTRAL SERVICES
Vendor Yearly Cost OVERAGE CHARGES Monthly Volume
Allowance
US Imaging $106,344.00 .007¢ High Production 400,000
.130 Color 20,000
Ikon $109,777.08 .004¢ High Production 400,000
.115¢ Color 20,000
CITY-WIDE WALK-UP COPIERS
Toshiba Business Solutions, Florida submitted the best and lowest bid for the 65 City-wide
walk-up copiers at a monthly base charge of $14,061.00. All digital copiers will be
integrated and will also print from personal computers, and will have the capability to scan
documents, and send/receive faxes. The 55 pages per minute (PPM) copier does not
have faxing capability. The new charges were calculated by analyzing six-month average
usage for each department. Additionally, the number of copiers listed for each department
was captured from the current billing structure. A final analysis of each departments
20
Citywide Copier
ITB 43-01/02
Page 4 of 4
requirements will be necessary. City-wide digital copiers will generate a yearly cost savings
of $121,736.00 or 42%, when compared with the existing Xerox analog copiers.
HIGH VOLUME PRODUCTION SYSTEM FOR CENTRAL SERVICES
The High Volume, Networked Production System is of new technology, faster and more
efficient than the current Production System in Central Services, and includes but is not
limited to the following features:
• 110 pages per minute with 65 ppm scanner;
• Open architecture non proprietary software;
• 8000 sheet paper module (6 drawers) plus interposer 3 drawers;
• Manual Tape Binder; and
• Dedicated Technician.
Central Services' high production copier & color copier will have yearly cost savings of
$24,012.36 or 18%, when compared to the current Xerox high volume production and color
copier cost.
SITE VISIT
On Friday, August 30, 2002, a site visit to Miami Dade County by City employees from
Procurement and Central Services as well as representatives from US Imaging and IBM
met for the purpose of testing the proposed IBM InfoPrint 2000 High Production System.
Said meeting was duly advertised to meet the Cone of Silence requirements. The
demonstration went well and to the satisfaction of the City's Central Services department
for the printing of the agenda and other major printing requests.
Upon award of the contracts, the successful bidders will deliver the copiers within two
weeks and networked operational within one month. The existing "statement of work" with
Xerox will end on September 30, 2002.
CONCLUSION
y
Based on this analysis, the City recommends that the contract be awarded to the lowest
and best bidders: US Imaging Solutions and Toshiba Business Solutions, Florida.
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