Resolution 2018-30334RESOLUTION NO. 2018 -30334
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER TO AWARD A CONTRACT PURSUANT TO INVITATION TO
BID (ITB) NO. 2018 - 038 -ND, CITYWIDE PRINTING AND BULK MAILING
SERVICES; FURTHER, AUTHORIZING THE MAYOR AND CITY CLERK TO
EXECUTE A CONTRACT WITH DORAL DIGITAL REPROGRAPHICS CORP.
AND POSTAL CENTER INTERNATIONAL, INC.; FUTHER, AUTHORIZING
THE MONTH TO MONTH EXTENSION OF THE CURRENT AGREEMENT
WITH SOLO PRINTING, INC. FOR SERVICES FOR THE CITY'S MB
MAGAZINE AT A FIXED QUARTERLY PRICE OF $34,544, UNTIL SUCH TIME
AS A NEW AGREEMENT IS EXECUTED FOLLOWING A COMPETITIVE
SOLICITATION FOR SUCH SERVICES.
WHEREAS, on April 17, 2013, the Mayor and City Commission approved the award of
Invitation to Bid No. ITB 08 -11/12 ME, for Citywide Printing Services (the "Agreement"), to
ARC /Ridgway's LLC, Doral Digital Reprographics and Solo Printing, Inc. (each, a "Contractor ") ;
and
WHEREAS, the original scope of the Agreement with Solo Printing, Inc. included the
City's MB Magazine specifications, consisting of a 64 page plus cover 45# inside text, and 70#
glossy cover, at a fixed amount of $23,996 per quarter; and
WHEREAS, during the course of the Agreement's term, the needs of the
Communications Department changed, and the new specifications of the MB Magazine now
consist of 64 pages plus cover, 70# matte text, and 100# matte text cover; and
WHEREAS, pursuant to Section 2.9 of the Agreement with Solo Printing, Inc., when an
addition to the Agreement is required, the Contractor shall be invited to submit a price quote for
these new services; and
WHEREAS, Solo Printing, Inc. provided a quote for the new specifications at a fixed
quarterly price of $34,544; and
WHEREAS, the intial term of the Agreement with Solo Printing, Inc. expired in May
2018, and was extended by the City on a month -to -month basis until a replacement contract
was executed or the not -to- exceed amount of $50,000 was achieved; and
WHEREAS, it is anticipated that expenditures will surpass $50,000, before a
replacement Agreement is executed; and
WHEREAS, on April 12, 2018, the City issued Invitation to Bid (ITB) 2018 - 038 -ND to
establish a replacement contract; and
WHEREAS, on May 14, 2018, the City received three (3) bids from Corporate Graphics
International, Inc. ( "Corporate Graphics "), Doral Digital Reprographics, Corp. ( "Doral Digital "),
and Postal Center International, Inc. ("PCI").; and
WHEREAS, the bid submittal from Corporate Graphics could not be considered as the
contractor was deemed non - responsive for failure to submit Appendix A, Proposal Certification,
Questionnaire & Requirements Affidavit, fully completed and executed as required in the ITB;
and
WHEREAS, the ITB stated that the lowest responsive, responsible bidder meeting all
terms, conditions, and specifications of the ITB will be recommended for award; and
WHEREAS, in its due diligence, the Procurement Department verified that Doral Digital
and PCI met the requirements of the ITB, including the minimum requirement that bidders must
have been authorized to conduct business in the State of Florida for minimum of three (3) years
from bid opening date; and
WHEREAS, Doral Digital and PCI have been deemed the lowest responsive and
responsible bidders, for the respective groups, meeting all terms, conditions, and specifications
of the ITB as follows:
Group 2 — Doral Digital, as primary vendor, and PCI, as secondary vendor,
Group 3 — PCI, as primary vendor, and Doral Digital, as secondary vendor,
Group 4 — PCI, as primary vendor, and Doral Digital, as secondary vendor,
Group 5 — PCI, as primary vendor, and Doral Digital, as secondary vendor,
Group 6 — PCI, as primary vendor, and Doral Digital, as secondary vendor,
Group 7 — PCI, as primary vendor, and Doral Digital, as secondary vendor,
Group 8 — Doral Digital, as primary vendor, and PCI, as secondary vendor,
Group 9 — PCI, as primary vendor, and Doral Digital, as secondary vendor,
Group 10 — PCI, as primary vendor, and Doral Digital, as secondary vendor,
Group 11 — Doral Digital, as primary vendor, and PCI, as secondary vendor,
Group 12 — Doral Digital as primary vendor, and PCI, as secondary vendor; and
WHEREAS, after considering the bids received and staff's recommendations, the City
Manager recommends that the Mayor and City Commission approve the award of a contract to
Doral Digital Reprographics, Corp. and Postal Center International, Inc., the lowest responsive,
and responsible bidders to the ITB, as noted above for each Group; and
WHEREAS, the City Manager recommends the rejection of the bid received for Group 1,
MB Magazine- related services, as the bid received exceeds cost expectations; and
WHEREAS, the City Manager further recommends that the Mayor and City Commission
authorize the extension of the Agreement with Solo Printing, Inc. for the Group 1 services for the
MB Magazine, or until a replacement agreement is executed following a new competitive
solicitation for such services, at a fixed quarterly price of $34,544.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission of the City of Miami Beach, Florida, hereby accept the recommendation of the City
Manager to award a contract pursuant to Invitation to Bid (ITB) No. 2018 - 038 -ND, for Citywide
Printing and Bulk Mailing Services; further authorize the Mayor and City Clerk to execute
contracts with Doral Digital and PCI; further, authorize the month to month extension of the
current agreement with Solo Printing, Inc., for services for the City's MB Magazine at a fixed
quarterly price of $34,544, until such time as a new agreement is executed following a
competitive solicitation for such services.
PASSED AND ADOPTED this day of luh2... 2018.
ATTEST:
RAFAEL E. G ANADO, CITY CLERK
DAN GELBER, MAYOR
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
City Attorney G?U crate
MIAM
BEACH
Resolutions - C7 Q
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: June 6, 2018
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER TO AWARD A CONTRACT PURSUANT TO INVITATION TO BID (ITB)
NO. 2018 - 038 -ND, CITYWIDE PRINTING AND BULK MAILING SERVICES;
FURTHER, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A
CONTRACT WITH DORAL DIGITAL REPROGRAPHICS CORP. AND POSTAL
CENTER INTERNATIONAL, INC.; FURTHER, AUTHORIZING THE MONTH TO
MONTH EXTENSION OF THE CURRENT AGREEMENT WITH SOLO PRINTING,
INC. FOR SERVICES FOR THE CITY'S MB MAGAZINE AT A FIXED QUARTERLY
PRICE OF $34,544, UNTIL SUCH TIME AS A NEW AGREEMENT IS EXECUTED
FOLLOWING ACOMPETITIVE SOLICITATION FOR SUCH SERVICES.
RECOMMENDATION
Adopt the Resolution.
ANALYSIS
On April 17, 2013, the Mayor and City Commission approved the award of Invitation to Bid No. ITB
08 -11/12 ME, for citywide printing services (the "Agreement "), to ARC /Ridgway's LLC, Doral Digital
Reprographics and Solo Printing, Inc. These contractors have provided printing services for the City throughout
the current term of the Agreements. The Communications Department utilizes the current agreement to produce the
"MB Magazine" which is to be printed on a quarterly basis through Solo Printing, Inc ( "Solo ") in the amount of
$34,544.00.
The current contract has reached its maximum allowable term and cannot be further renewed. To
seek a replacement contract, the Procurement Department issued Invitation to Bid (ITB) 2018-038 -
ND to establish an agreement for these services. Through the ITB, the City is seeking to establish a
contract, by means of sealed bids, with a qualified firm(s) to provide fixed pricing for the printing and
bulk mailing items identified. The ITB also seeks to establish a pool of prequalified vendors that can
expedite quotes on future needs as may be required.
ITB PROCESS
ITB No. 2018- 038 -ND was issued on April 12, 2018, with bid opening date of May 14, 2018. One
addendum was issued. The Procurement Department issued bid notices to 522 companies utilizing
www.publicpurchase.com website. 66 prospective bidders accessed the advertised solicitation. The
notices resulted in the receipt of thee (3) responses from: Corporate Graphics International, Inc.
( "Corporate Graphics "), Doral Digital Reprographics, Corp. ( "Doral Digital "), and Postal Center
International, Inc. ( "PCI "). See tabulation sheet (Attachment A).
Page 622 of 1103
The bid submittal from Corporate Graphics was deemed non- responsive for failure to submit
AppendixAfully completed and executed as required in the ITB and was not further considered.
Accordingly, Doral Digital and PCI have been deemed the lowest responsive and responsible
bidders, for the respective groups, meeting all terms, conditions, and specifications of the ITB as
indicated in the table below. For Group 1 (MB Magazine), staff recommends the rejection of the as
the bid received exceeds cost expectations. The City currently pays a fixed quarterly price of
$34,544. Awarding Group 1 would result in a price increase of $29,640.80 for each printing of the
magazine. Staff further recommends extending the current contract with Solo Printing, the current
contractor for MB Magazine, on a month to month basis until the services can be rebid.
Doral Digital Reprographics, Corp.
Doral Digital was established in 2006 and has provided printing services to the City since 2013. To
date the City is satisfied with the services being provided.
Postal Center International, Inc.
PCI for more than thirty (30) years has provided print, mail, and marketing services. References
indicated satisfaction with services provided.
CONCLUSION
After considering the bids received and staff's recommendation, pursuant to ITB 2018- 038 -ND, I
recommend that the Mayor and City Commission of the City of Miami Beach, Florida, hereby accept
the recommendation of the City Manager to award a contract pursuant to Invitation to Bid (ITB) No.
2018 - 038 -ND, for Citywide Printing and Bulk Mailing Services; further authorize the Mayor and City
Clerk to execute contracts with Doral Digital and PCI; further, authorize the month to month extension
of the current agreement with Solo Printing, Inc., for services for the City's MB Magazine at a fixed
quarterly price of $34,544, until such time as a new agreement is executed following a competitive
solicitation for such services.
KEY INTENDED OUTCOMES SUPPORTED
Enhance External And Internal Communication From And Within The City
FINANCIAL INFORMATION
The annual cost associated with City -wide printing and bulk mailing services is subject to funds
availability approved in the annual budgeting process. Account information and availability of funds
shall be verified and approved for each printing and bulk mailing work order, prior to procuring the
services.
Page 623 of 1103
Primary Vendor
Secondary Vendor
Group 2
Doral Digital
PCI
Group 3
Group 4
PCI
PCI
Doral Digital
Doral Digital
Group 5
PCI
Doral Digital
Group 6
PCI
Doral Digital
Group 7
PCI
Doral Digital
Group 8
Doral Digital
PCI
PCI
Group 9
Doral Digital
Group 10
PCI
Doral Digital
Group 11
Doral Digital
PCI
Group 12
Doral Digital
PCI
Doral Digital Reprographics, Corp.
Doral Digital was established in 2006 and has provided printing services to the City since 2013. To
date the City is satisfied with the services being provided.
Postal Center International, Inc.
PCI for more than thirty (30) years has provided print, mail, and marketing services. References
indicated satisfaction with services provided.
CONCLUSION
After considering the bids received and staff's recommendation, pursuant to ITB 2018- 038 -ND, I
recommend that the Mayor and City Commission of the City of Miami Beach, Florida, hereby accept
the recommendation of the City Manager to award a contract pursuant to Invitation to Bid (ITB) No.
2018 - 038 -ND, for Citywide Printing and Bulk Mailing Services; further authorize the Mayor and City
Clerk to execute contracts with Doral Digital and PCI; further, authorize the month to month extension
of the current agreement with Solo Printing, Inc., for services for the City's MB Magazine at a fixed
quarterly price of $34,544, until such time as a new agreement is executed following a competitive
solicitation for such services.
KEY INTENDED OUTCOMES SUPPORTED
Enhance External And Internal Communication From And Within The City
FINANCIAL INFORMATION
The annual cost associated with City -wide printing and bulk mailing services is subject to funds
availability approved in the annual budgeting process. Account information and availability of funds
shall be verified and approved for each printing and bulk mailing work order, prior to procuring the
services.
Page 623 of 1103
Legislative Tracking
Procurement
ATTACHMENTS:
Description
D Attachment
D Resolution
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