Resolution 80-16505 RESOLUTION NO. 80-16505
A RESOLUTION AUTHORIZING THE CITY MANAGER TO
EXECUTE A THIRTY-SIX (36) MONTH LEASE-PURCHASE
AGREEMENT WITH XEROX CORPORATION.
WHEREAS, for the reasons more particularly described in
Commission Memorandum No. 8679 , the City Commission deems it desir-
able to enter into a lease-purchase agreement with Xerox Corporation,
and
WHEREAS, $207 ,229. 12 shall be paid to Xerox at $6 ,428 . 36
per month, with the first year total expenditure to be $87 ,040. 12 ;
NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA that the City Manager is author-
ized to enter into a lease-purchase agreement with Xerox Corporation
under the terms and conditions more particularly described in
Commission Memorandum No. 8679 incorporated herein by reference.
PASSED and ADOPTED this 17th day of December, 1980 .
Mayor
Attest:
City lerk
FORM APPROVED
LC`'`�L DcP .
By , .
Dat f vv-►
OFFICE OF THE CITY ATTORNEY-1700 CONVENTION CENTER DRIVE -MIAMI BEACH,FLORIDA 33139
RESOLUTION NO. 80-16505
A RESOLUTION AUTHORIZING THE CITY MANAGER TO
EXECUTE A THIRTY-SIX (36) MONTH LEASE-PURCHASE
AGREEMENT WITH XEROX CORPORATION.
WHEREAS, for the reasons more particularly described in
Commission Memorandum No. 8679 , the City Commission deems it desir-
able to enter into a lease-purchase agreement with Xerox Corporation,
and
WHEREAS, $207 ,229. 12 shall be paid to Xerox at $6 ,428 . 36
per month, with the first year total expenditure to be $87 ,040. 12 ;
NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA that the City Manager is author-
ized to enter into a lease-purchase agreement with Xerox Corporation
under the terms and conditions more particularly described in
Commission Memorandum No. 8679 incorporated herein by reference.
PASSED and ADOPTED this 17th day of December, 1980 .
Mayor
Attest:
City lerk
FORM APPROVED
LL�"�L DEP .
By �.
Dat ivv-1 Z, t q ytp
OFFICE OF THE CITY ATTORNEY-1700 CONVENTION CENTER DRIVE -MIAMI BEACH,FLORIDA 33139
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vie.. eead .
=�P!-8f' FLORIDA 3 3 1 3 9
`* 1NC0 *" "VACATIONLAND U. S. A."
OFFICE OF THE CITY MANAGER CITY HALL
HAROLD T.TOAL 1700 CONVENTION CENTER DRIVE
CITY MANAGER TELEPHONE: 673-7010
COMMISSION MEMORANDUM NO. V t21 el
DATE: December 17 . 1980
TO: Mayor Murray Meyerson and
b, of the ommissjgn
FROM: I A'. Oa
City Manager
SUBJECT: WORD PROCESSING LEASE-PURCHASE PROPOSAL
The Police Department , as well as all other City departments
have been experiencing increasing workloads . The demand for
management information systems, increased productivity and
fiscal management controls has reached a critical level.
In response to this management emergency, the Administration
has had under review two related automated systems that would
respond to our short and long-term needs .
The first was an ongoing study of our data processsing needs ,
discussed with you at a workshop recently. The second was
establishing a functional automated environment with the
actual use of word processing equipment.
These word processing machines were placed in the City At-
torney' s office , Economic Development , Public Works and the
Manager' s office , as a demonstration. Each of these depart-
ments had significant needs for automating routine and
special work, however, each department also had many distinct
and parochial needs . The demonstrations produced several
positive results . The City now has five trained operators ,
five department directors committed to automation, increased
productive capacity and demonstrated mini-systems development
techniques . The major side effect of this activity has re-
newed the level of interest in many other departments for
automated capabilities . In fact , the Police Department has
enthusiastically participated in the process ; they are in-
cluded in the list of users of the proposed lease-purchase
that is part of the Administration' s recommendation. These
units will greatly enhance their ability to maintain records
in readily retrievable form, in an efficient and timely
manner.
The City ' s entry into a word processing environment will have
several major benefits :
Increased productivity
Flexibility in compiling narrative reports
and documents
Document control
Records management
Simple accounting
Information storage and retrieval
AGENDA �°
"
lir j _ITEM +�^"
DATE r 17#'-rD
•
COMMISSION MEMORANDUM
The units recommended for lease-purchase will all have the
capacity to communicate with each other, link to the computer
system and provide text editing capability to our users .
The selection process for the word processing equipment rec-
ommended included maximum participation by the user/ opera-
tors , the user department heads, Mr. Harney and his staff,
Mr. Mitchell Friedman and Mr. Frank Cerabone from the
Manager' s staff, representatives of the Police Department and
Mr. Tom Casola, MIS Director. The process included extensive
demonstration and interchange with the submitting vendors and
their equipment , feature analysis and a ranking process . The
recommendation represents the concensus of the group.
Xerox Corporation' s Model 860 was the Committee 's selection
for lease-purchase . These units provided the most versatile
range of applications , with simplified operation and excel-
lent training and customer service availability. The
attached tabulation of the bids will indicate comments about
all of the proposals submitted. When making its considera-
tion, the Committee realized that the price differential be-
tween vendors was negligible, so that their deliberations
were prioritized to operational and technical features .
The Committee ranked the first four selected from the process
of first round elimination in the following order:
Xerox 860 (Administration recommendation)
NBI (Enfield) 3000
AM Jacquard J-500
Lanier LTE-3d
The following departments will receive these machines if this
lease-purchase is approved:
Police 4
Public Works 2
Economic Development 2
Legal 2
General Services 2
Finance 1
City Manager 1
BID AMOUNT AND FUNDING : (See tabulation of prices attached . )
$207,229 .12, to be paid at $6,428.36 per month. First
year total expenditures (including supplies and attach-
ments) $87 ,040.12
ADMINISTRATION RECOMMENDATION
That the award be made to the best bidder, XEROX CORPO-
RATION, and the City Manager be authorized to execute
thirty-six (36 ) month lease-purchase agreement .
HTT:FDC:lb
Attachments
48
PURCHASE QUANTITIES AND PRICES
XEROX MODEL 806
o
ITEM QUANTITY UNIT PRICE TOTAL `
Model 860 with full page display keyboard, 14 $10,885.00 $152, 390.00
dual disk drive and high density controller
Printer, standard width 12 $ 2,746.00 $ 32,952 .00
Printer, Wide 2 $ 4,845.00 $ 9,690.00
Automatic Paper Feeder 12 $ 969.00 $ 11 ,628 .00
HARDWARE TOTAL $206, 660.00
(TOTAL HARDWARE)
1) Monthly Payments for 36 Month Lease Purchase
(Total hardware price times factors of .031106
equals monthly payment including 7.5 annual interest) $ 6,428 .36
(per month lease-purchase payments )
First Year' s Lease-Purchase Payment $ 77, 140.32
(first year )
Total payout under lease-purchase (monthly payment times 36) $231 ,420.96
(Total payout for basic hardware including interest )
FIRST YEAR PURCHASES
Records management software package 8 $ 696.60 $ 5,572 .80
Basic language interpreter 1 $ 2 ,700.00 $ 2 ,700.00
Tractor Feeders for forms 6 $ 104 .50 $ 627 .00
Miscellaneous supplies (ribbons, extra type wheels, etc. ) $ 1 ,000.00 $ 1 ,000.00
2) Total First Year Purchases $ 9,899.80
(Total first year additional purchases )
3) Grant Total, All Expenditures, Three-year Period $241 ,320.76
(Grant total three )
FIRST YEAR TOTAL OUTLAY $ 87,040. 12
#1 x 12 Plus #2=#3 (FIRST YEAR TOTAL)
TABULATION
WORD PROCESSING - BID NO. 138-80
• NOTE: Tabulation below represents base systems bid. Options, where indicated on the proposal, are listed but not included in base system prices.
System price of firm selected is based on a combination of this bid (base system) , additional quantity purchase discounts (state and local'
government pricing) and state contract pricing. Where several systems were bid by a bidder, only the equivalent systems are tabulated.
BIDDER BASE SYSTEM PRINTER(STD) OPTIONS LISTED COMMENTS
XEROX CORPORATION $8,637.00 $2,907.00 Paper Handler $1,140.00 State Contract options recommended.
Model 860 Form Feeder 104.50 Dual Disk/Dual Density Disk Drive $907.00
Cursor 214.00 Full Page Display 1,254.00
Records Processing 696.60
Automatic Paper Feeder 969.00
This Unit rated best overall by Committee. Wide Printer (1) 4,845.00
NBI (ENFIELD'S) 6,127.50 4,750.00 Paper Handler 1,455.00 This unit ranked second in Committee review
Model 3000 Forms Feeder 395.00 Second Disk Drive Add 1,500.00
Math Pkg 600.00 Wide Printer Add 6,800.00
Forms Pkg 180.00 Automatic Paper Feeder Add 1,500.00(Min.)
Cursor Incl.
AM JACQUARD 11,067.00 3,619.00 Paper Handler 1,900.00 This unit ranked third in Committee review.
Model J-500 Forms Feeder Incl.
Math/Forms Pkg Incl.
Cursor Incl.
LANIER BUSINESS PRODUCTS 9,929.49 2,056.41 Paper Handler Not Indo This unit ranked fourth
Model LTE-3D Forms Feeder Not Ind.
Math Pkg 716.25
Forms Pkg Incl. •
The following units were determined as not meeting the City's system requirements because of either delivery time for units (up to 7 months) ,
operating features and characteristics which made the unit complex to user, and training available. Option prices are not indicated as
systems were considered unacceptable.
CPT CORPORATION 10,220.70 3,720.00
Model 8000
IBM CORPORATION 12,900.00 Included
Model 6
WANG LABORATORIES INC. 8,138.00 3,970.00
Model 5-111
1 •
ViCll 14111RESOLUTION N0O.. 8 80-16505
(Authorizing the City Manager to execute
a 36-month lease-purchase agreement with
Xerox Corporation)
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