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Res. No. 173-00-11066RESOLUTION NO.173-00-1106 6 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA,RELATING TO AUTHORIZING THE CITY ADMINISTRATION TO DISBURSE A SUM NOT TO EXCEED SIX THOUSAND DOLLARS ($6,000.00)FOR THE MICROFILMING OF PAPER RECORDS FOR THE PLANNING AND ZONING DEPARTMENT BY MICROFILM DEPOT ADVANCE IMAGING SOLUTIONS;PROVIDING FOR DISBURSEMENT FROM ACCOUNT NUMBER O1-1620-524-3480 ENTITLED "MICROFILMING";AND,PROVIDING AN EFFECTIVE DATE. WHEREAS,for purchase in excess of $5,000,requires Commission approval by competitive process from at least three vendors;and, WHEREAS,the City has solicited and obtained three proposals for the microfilming paper records;and, WHEREAS,the lowest price was submitted by the firm of Microfilm Depot Advanced Imaging Solutions; NOW,THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA: Section 1.The City Administration is authorized to disburse a sum not to exceed $6,000.00 to the firm of Microfilm Depot,for microfilming of paper records. Section 2.The disbursement shall be charged to account Number 01-1620-524-3480,entitled "Microf ilming". Section 3.This resolution shall take effect immediately upon approval. PASSEDANDADOPTEDthis 5thday ofSeptember,2000. ATTEST:APPROVED: CITYCLERK 7/ READ AND APPROVED AS TO FORM L,/£>.£*//*. CITY ATTORNEY k:\citycomrniterns\2000\09-05-00 ^ Microfilming Resolution:September 2000 MAYOR COMMISSION VOTE: Mayor Robaina: Vice-Mayor Feliu: Commissioner Russell: Commissioner Bethel: Commissioner Wiscombe: 5-0 Yea Yea Yea Yea Yea - CITY OF SOUTH MIAMI INTER-OFFICE MEMORANDUM To:Mayor and City Commission Date:09-01-2000 A/I /I I /t Agenda Item #"^From:Charles D.Scurr /Jff J J &C^Re:Comm.Mtg.09/05/00 City Manager /JuJU°Microfilming of Records REQUEST: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA,RELATING TO AUTHORIZING THE CITY ADMINISTRATION TO DISBURSE A SUM NOT TO EXCEED SIX THOUSAND DOLLARS ($6,000.00)FOR THE MICROFILMING OF PAPER RECORDS FOR THE PLANNING AND ZONING DEPARTMENT BY MICROFILM DEPOT ADVANCE IMAGING SOLUTIONS;PROVIDING FOR DISBURSEMENT FROM ACCOUNT NUMBER O1-1620-524-3480 ENTITLED "MICROFILMING";AND,PROVIDING AN EFFECTIVE DATE. BACKGROUND: This resolution authorizestheCitytopay Microfilm DepotAdvance Imaging Solutions,Inc.,in theamount of sixthousanddollars($6,000.00)fromaccount number 001-1620-524-3480, entitled"Microfilming"forservicerelatedtothe annual microfilming of allbuildingpermit plans and applications.These records are maintained as part oftheCity's public records files. Thecurrentbalance of thesubjectaccountissixthousanddollars($6,000). RECOMMENDATION:Approval. Attachments: Proposed Resolution Price proposals Microfilming Resolution:September 2000 COST COMPARISON TABLE FOR MICROFILMING PAPER RECORDS AUGUST 2000 COMPANY NAME TOTAL IMAGES BUDGETED AMOUNT COMMENTS A)Broward Microfilm 11321 $6,000.00 MEET ALL THE RULES AND STANDARDS OF MICROFILMING TECHNIQUE B)LASON SYSTEM'S INC 16,000 $6,000.00 MEET ALL THE RULES AND STANDARDS OF MICROFILMING TECHNIQUE C)Microfilm Depot 16,500 $6,000.00 MEET ALL THE RULES AND STANDARDS OF MICROFILMING TECHNIQUE D)Promise Color 16,400 $6,000.00 MEET ALL THE RULES AND STANDARDS OF MICROFILMING TECHNIQUE SEE ATTACHMENTS FOR ADDITIONAL INFORMATION \-TABLE ITEM CA) August 17,2000 Ms.Lydia Fernandez Cityof South Miami PlanningDepartment 6130 Sunset Drive South Miami,FL 33143 Dear Ms.Fernandez: Thank you for this opportunity to present the City of Soutri Miami with our proposal covering Microfilm services to record Permanent Records? The Microfilming and Related services willinclude the following: •Pick-up,Preparation,Microfilming thedocuments ranging in size from A through E, and Disposal of the recorded documents •Load Microjackets withthemicrofiimedPermanentRecords (average 3images each Jacket),and index the jacket with Permit Number,Folio Number,and Jacket Number relatingtoa set •Provide a duplicate roll ofmicrofilm The above services will be performed on atotalof 11,321 documents for the Contract Amount of $6,000.00. BrowardMicrofilm,Inc.isa Nationally Certified Fuji Film Image Plus Lab. AllMicrofilming services,techniques,and output meet,or,exceed all ANSII microfilm standards,and also,the Florida Administrative Code,Rule 1 B-26.003. Respectfully yours, Robert W.Donat Imaging Systems Specialist donaM@m8n.com Broward **0I N.W.14th Street Microfilm.BKiK^isiiJ Inc.(954)791-5046 PAX(954)791-5093 vJbroiMvuflfticrQmfn.com *£- !To: |Rcmark<: LASON 6954 NW 12 STREET MIAMI,FLORIDA 33126 From: JOHN CIV A I.F. r/Uciy^^: I /\t5 Dale:""">I l^^To O Number ol"Page**3 Flwwf:(305)477.yi49 Fax (3U:>)477 7526 (/\Av<-<w»^1v»**«*.»wc ^ •<? /i ,.-7 /^ IVI ChS> The Information Management Company *<i&4 nw.i2 Sti*ct |Miami.tt.Ji-:«.;JCS477 9I4?..«.-|jos <n 7\?«,h,i »«.»(,, July 13,2000 City of S.Miami Attn:Lidia Fernandez 6130 Sunset Drive S.Miami,Florida 33143 Ref:MicrofilmingServices Dear Ms.Fernandez, Thank you for your time and the opportunity of providing you with our proposal for the microfilming of your documents. SCOPE OF THE CONVERSION Documents are lo be picked up from your location and brought to our Production Plant Tor the purpose of microfilming.Filmed at the reduction ralio of 32X,the original will be inserted into a jacket,loading 3 to 1jacket and tilled Permit //,Folio #,and the number ofjackets.One duplicate will be made holding up to 600 images. Documents will be disposed of after the microfilm is reviewed by the city.The method of destruction for most cities is recycling. PICK-UP At the time of pick up,our staff will log all boxes picked up.A copy of the Pick up Order will be left for your records describing the number of boxes with from and through contents of each. \ / d •iv i PMClNflPrice:Pick up and Delivery,Filming,Quality Controls. $.25 Per Drawing $7.50 Per Hour Document Preparation $6.00 Per Diazo Duplicate $.50 Per Jacket Based on these prices we can do 16,000 pages for $6.000.00. DOCUMENT n^PQS[TinW Microfilm documents are to be returned to the storage location of your choice in Miami or microfilmed documents are to be destroyed (Recycled)45 days after delivery of the finished products. CONFIDENTIALITY LASON Systems,Inc.understands that all documents arc the property of the City of South Miami.Wc will maintain the highest degree of confidentiality regarding these documents.Customer agrees not to disclose or utilize the pricing,Materials,and the procedures used to perform these services.These arc proprietary and confidential information of Lason Systems,Inc. CUARANTFF All material is guaranteed to be as specified.All work to be completed in a professional manner according to ANSI,AUM,and Florida administrative codes 1B-26-.003.Lasonadheretoallstalestandards. Customer agrees that the Mill statement of work is contained in this proposal. Customer agrees to make payment within 30 days after the date of each invoice. ACCEPTED: Lason Systems,Inc.City of South Miami John Civalc (Authorized Signature) General Manager •....«»-*.....-j—f -~I..I —- AdvanceO Imugtrw 5ok«sons! <fc/17/00 Ms.Lidia Fernanda City Of South Miami • 6130 Sunset Drive ; SouthMiamiFlorida 2;3 143 Via Fax:305 G66 459 i DearMs,Fumande*:, TABLE ITEM (C) 1am in receipt of yourjrequest for pricing.We are able to microfilm 10,600 images for the contract aniouni ofj$6,(H)aab. Should you have any questions please call me. Chrybojilier J Ferrer ? C-jJ UU.:..ia.i'.-wj.-ije...jz/~iijil.fl 33020*B*Owttd9S4427.&XU »KuVsc-.^/^ici «Cicc-.-.•^.-—*r,; AUG-31-00 ©2:29 PM CITY*OF*HALLANDALE 954 457 1488 P.01 400 South Federal Highway Hallandale Beach,FL 33009-6433 Broward:(954)458-3251 Dade:(305)949-9912 Fax:(954)457-1342 August 91,2000 City of South Miami Atti Lydia 6130 Sunset Drive S.Miami,Florida 33143 RE:MICROFILM DEPOT Dear Lydia: This letter will serve as reference forthe above mentioned company which your city is interested in doing business with. Wehaveused this company for our archive preservation for more than ten (10)years and are very satisfied with the service they provide us. Thehavebeenvery professional and timely with delivery ofour records. I hope this will help you in your search for a microfilm company to doyour archive preservation. If youhaveany questions,please call meat 954-457-1383. sincerely, Pauline Howarth AOA III,Permits Manager /mt a .TABLE ITEM (D1 August 18,2000 Ms.Lidia Fernandez -Records Clork City of SouthMiami RE:35MM MicrofilmServiceQuoteforBuilding &Planning Dear Lidia: This isthe quotation that you requested.Work will be done in the same manner that we have doneitforthepastfewyears. 1-Pick Up 2-Roll Film Duplicates 3-Reduction Rate of 32X 4-Documents sizesAthrough£ 5-Ratio of 3imagesto1jacket 6-Permit numbers,folio numbers,and numbers of jackets per each permit number (orset ofrecords) The microfilming techniques used will adhere to the following rules and standards: 1-Florida Administrative Code.Rule 1B-26.003; 2-ANS1/NMAMS23-1981; 3-ANSI PH-1.15-1976; 4-ANSI Standards PH1.28 The number of records meeting these standards that canbe microfilmed fora contract amount of S 6,000.00 will be 16,400 documents. Thank youin advance for continue to consider our company to service your microfilm needs. Sincerely, MiguelA.Schonenberg 7801 N.W.37th Street,Suite 204,Miami,FL 33166•Tel.(305)591-2324•Few:(305)591-5957 •www.promisecolor.com IBESEUEB DURACELL ISjj|nMiMUNT VfKO.ViVltar ILFORD Canon AGFA^ '•tOes* Outbmon