C2B-Award Contracts For Citywide Printing ServicesCondensed Title:
Request For Approval To Award Contracts to Solo Printing Inc., Dora! Digital Reprographics, ARC and
Tam a Envelo e ursuant to ITB No. 08-11/12 for Cit -wide Printin Services.
Key Intended Outcome Supported:
Maximize efficient delivery of services
Supporting Data (Surveys, Environmental Scan, etc.): 65% of residents and 55% of business rated
overall value for tax dollars paid as excellent or good.
Item SummaryfRecommendation:
The purpose of Invitation to Bid No. 08-11/12 (the "Bid") was to award contract(s) by means of sealed bids,
with a qualified vendor(s), to provide printing services to the City of Miami Beach on an as needed basis.
The contract(s) entered into with the successful bidder(s) will have an initial term of two (2) years, and may
be renewed at the sole discretion of the City, through its City Manager, for three (3) additional one (1) year
terms.
The Bid was issued on August 17, 2012, with an opening date of October 2, 2012. A pre-bid meeting to
provide information to bidders was held on August 30,2012. Thirteen prospective bidders downloaded the
solicitation from BidNet, and 50 additional bidders were notified by the Procurement Division via e-mail,
which resulted in the receipt of six (6) bids.
The lowest responsive, responsible bidder(s), by group item, are being recommended for award. The
Administration is recommending award to a primary and a secondary vendor for the purpose of assuring
an alternate printer is available in the event that the primary is unable to perform. Appendix "A" contains
detailed price tabulation for all items.
The Central Services Coordinator will determine whether jobs should be processed in-house or sent to one
of the printing services contractors available through this contract. Individual departments may not contract
or send jobs to outside printers unless preapproved by the Central Services Division. This will assure
quality standards of the City's printed materials, while maximizing resources through the use of
competitively solicited awards.
The annual cost associated with City-wide printing services is subject to funds availability approved
through the annual budgeting process. Account information and availability of funds shall be verified and
approved for each printing work order prior to procuring the services.
THE ADMINISTRATION RECOMMENDS APPROVING THE AWARD OF CONTRACTS.
Advisory Board Recommendation:
IN/A
Financial Information·
Source of Amount
Funds:
N/A
Total
Financial Impact Summary:
Ci Clerk's Office Le islative Trackin
Alex Denis , Director Ext# 6641
MIAMI BEACH
Account
Account information shall be verified and approved for each
printing work order.
54
AGENDA ITEM
DATE
<!.-:J-73
l/-17-ti
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Me
FROM: Jimmy L. Morales, City Manager
DATE: April17, 2013
SUBJECT: REQUEST FOR APPROVAL TO A ARO CONTRACTS TO THE FOLLOWING
VENDORS: SOLO PRINTING, INC., DORAL DIGITAL REPROGRAPHICS, ARC,
AND TAMPA ENVELOPE, PURSUANT TO INVITATION TO BID NO. 08-11/12,
FOR CITY-WIDE PRINTING SERVICES.
ADMINISTRATION RECOMMENDATION
Approve the award of contracts.
BID AMOUNT AND FUNDING
The annual cost associated with City-wide printing services is subject to funds availability
approved through in the annual budgeting process. Account information and availability of
funds shall be verified and approved for each printing work order prior to procuring the
services.
KEY INTENDED OUTCOME SUPPORTED
Maximize efficient delivery of services.
ANALYSIS
The purpose of Invitation to Bid 08-11/12 (the "Bid") was to award contract( s) by means of
sealed bids, with a qualified vendor(s), to provide printing services to the City of Miami
Beach on an as needed basis.
The contract(s) will have an initial term of two (2) years, and may be renewed at the sole
discretion of the City, through its City Manager, for three (3) additional one (1) year terms.
BID PROCESS
The Bid was issued on August 17, 2012, with an opening date of October 2, 2012. A pre-bid
meeting to provide information to prospective bidders was held on August 30, 2012.
Thirteen prospective bidders downloaded the solicitation from BidNet, and 50 additional
prospective bidders were notified by the Procurement Division via e-mail, which resulted in
the receipt of following six (6) bids:
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Commission Memorandum-ITB-08-11112 City-wide Printing Services
April 17, 2013
Page 2 of 4
1. Solo Printing, Inc.
2. National Communication
3. ARC
4. Tampa Envelope
5. A & B Bulk Mailers
6. Doral Digital Reprographics
Two bidders are not considered as follows:
A & B Bulk Mailers: A & B Bulk Mailers failed to submit the required information pursuant to
the minimum requirement established by the ITB, as notified on February 19, 2013 and
March 13, 2013. Therefore, A & B Bulk's bid was deemed non-responsive.
National Communications: The City received confirmation via email from Tony Lopez, that
National Communication was no longer in business.
The ITB process requested bidders to submit fixed pricing for the printed materials most
frequently utilized by City departments. Table 1 indicates the award to the lowest
responsive, responsible bidder, by group item. The Administration is recommending award
to a primary and a secondary vendor for the purpose of assuring an alternate printer is
available in the event that the primary is unable to perform. Appendix "A" contains detailed
price tabulation for all items.
T bl 1 L a e owest R espons1ve R 'bl B'dd b G espons1 e I er lY roup or G roup tem.
ITB#OS-11/12 Primary Award ! Secondary Award
Group A: All A Items: Solo Printing No Award
a A. zines
Group B: B1-B2: Doral Digital B1-B2: Solo Printing
Books and Reports B3: Solo Printing B3: Doral Digital
Group C: C1-C7: Doral Digital C1-C7: No Award
Postcards & Flyers vo: 1'\RC C8: Doral Digital
Group D: D1-D2: Solo Printing D1-D2: Doral Digital
Brochures D3-D6: Doral Digital D3-D6: Solo Printing
GroupE: E1-E2: Doral Digital E1-E2: Solo Printing
Posters E3-E4: ARC E3-E4: Doral Digital
Grouo F: I All F Items: Doral Digital I All F Items: ARC
Ro.:.l ~="'tate Signs
Group G: G1-G6(Hangers): Doral Digital G1-G7 & G8-G11: No Award
Miscellaneous G6(Envelope)-G7: Tampa G6(Envelope )-G7: Dora I Digital
Envelope
G8-G11: Dora I Digital
LOCAL PREFERENCE: The Procurement Division may have provided Miami Beach-based
vendors, whose costs were within 5% of the low bid for each group, the opportunity to match
the low bid price and, therefore, be recommended for award as defined in the City's Local
Preference Ordinance. However, no bidder requested consideration of the local preference.
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Commission Memorandum -/TB-08-11112 City-wide Printing Services
April 17, 2013
Page 3 of 4
VETERANS PREFERENCE: The Procurement Division may have provided vendors who
are small businesses owned and controlled by a veteran(s) or a service-disabled veteran
business enterprises, whose costs were within 5% of the low bid for each group, the
opportunity to match the low bid price and, therefore, be recommended for award as defined
in the City's Veteran Preference Ordinance. However, no bidder requested consideration of
the veteran's preference.
MANAGEMENT OF CITY-WIDE PRINTING SERVICES
The Central Services Division is implementing a policy for the requests for duplicating and/or
printing services. ALL duplicating and/or printing services shall be submitted to the
Central Services Division on a Printing Work Order form.
The Central Services Coordinator will determine the most efficient and economical methods
to best meet the requirement of the job/order and print shop resources. The Central
Services Coordinator will determine whether jobs should be processed in-house or sent to
an outside printing services contractor.
The Central Services Coordinator will select an outside printing services contractor from this
contract, as available. Individual departments/divisions may not contract or send jobs to
outside printers unless preapproved by the Central Services Division. This will assure
quality standards of the City's printed materials, while maximizing resources through the use
of competitively solicited awards.
Once a determination has been made by the Central Services Coordinator to utilize an
outside printing services contractor, the requesting department/division is responsible for
entering the requisition in the system; working directly with the outside printing services
contractor to place the order after receiving the PO, following up on the order, scheduling
delivery, reviewing the final product, and processing payment. If needed, with prior advance
notice, Central Service personnel will be available to deliver and pick-up jobs from outside
printers/vendors.
COMPANY'S PROFILE
SOLO PRINTING, INC. Solo Printing, Inc. has been in business for 28 years and is located
in Miami, Florida. Solo Printing, Inc. provides services to public and private entities, including
Tractions Wireless, Inc., Pearson's, The Scooter Store, Empire State Development, and the
City of Hollywood. Solo Printing Inc. has also provided printing services to the City of Miami
Beach Parks and Recreation and Communication Departments for the past three (3) years,
as they were awarded the last bid for printing services that the City issued. The departments
are very satisfied with Solo Printing, Inc.'s performance and service.
ARC. ARC has been in business for six (6) years and is located in Miami, Florida. ARC was
formerly known as T-Square and under such name, the company provided services to the
City of Miami Beach for several years. The City also received numerous performance
evaluation surveys from ARC's clients, which rated its performance as extremely high and
provided comments attesting to its capabilities, great services, knowledge, experience,
responsiveness, and willingness to meet the client's demands. ARC provides services to
Touret Studios, Plaza Construction Group Florida, LLC, HOK, Fontainebleau Miami Beach,
Espacio USA, Research to Practice, and HKS.
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Commission Memorandum -/TB-08-11112 City-wide Pn'nting Services
April 17, 2013
Page 4 of4
DORAL DIGITAL REPROGRAPHICS. Dora! Reprographics has been in business for six (6)
years and is located in Miami, Florida. The City received numerous performance evaluation
surveys form Dora! Digital's clients that rated its performance extremely high and provided
comments attesting to its expeditious turn-around time, responsiveness, professionalism,
great customer services, and accuracy. Dora! Digital Reprographics provides services to
AECON, Jacobs Engineering Group (Port of Miami Tunnel), Bouygues Civil Works, Civica,
MDX Miami-Dade Expressway Authority, Miami-Dade County, and Lennar Homes, LLC.
TAMPA ENVELOPE. Tampa Envelope has been in business for 49 years and is located in
Tampa, Florida. Tampa Envelope has provided pre-printed envelopes to many City of Miami
Beach departments for several years. Tampa Envelope has the capability of printing over
1,000,000 envelopes per day. Tampa Envelope employees almost 30 full-time employees
and has a 30,000 square feet facility. The City received numerous performance evaluation
surveys from Tampa Envelope's clients, which rated its performance very high and provided
comments attesting to its willingness to go above and beyond for their clients, expeditious
response, readiness to meet the client's demands and delivery requirements. Tampa
Envelope provides services to Wellcare Health Plans, Inc., Department of Archives and
History, the Auto Club Group (formerly known as AAA Auto Club), Tampa Bay Times,
Pinellas County Tax Collector, Station America, Pasco County Tax Collector, and the Miami-
Dade Clerk of Courts.
CITY MANAGER'S REVIEW
After considering the review and recommendation of City staff, the City Manager exercised
his due diligence and is recommending to the Mayor and the City Commission to award the
contracts to Solo Printing, Inc., Dora! Digital Reprographics, ARC, and Tampa Envelope, by
group item as noted in Table 1.
CONCLUSION
Based on the aforementioned, the Administration recommends that the Mayor and City
Commission accept the City Manager's recommendation to award contracts to Solo Printing
Inc., Dora! Digital Reprographics, ARC, and Tampa Envelope, pursuant to ITB No. 08-11/12
for City-wide Printing Services.
T:\AGENDA\2013\Aprii17\ITB·-OB-10-11 Printing Services-Memo. doc
58
59
F.3:MEP Sign 18x24 Stak & Gromt.
F.4:MEP Sign 24x36 Stak & Gromt.
G.2: Business Cards 4x3.5
G.11: Duplicate Carbon 2 Part
Numbered
$ 1,396.00 $
$ 2,524.80 $
No Bid $
60
No Bid
No Bid
No Bid
Tampa
Envelope
No Bid
No Bid
No Bid
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