Res. No. 177-00-11070'RESOLUTION NO.177-00-11070
ARESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF SOUTH MIAMI FLORIDA,RELATING TO AUTHORIZING THE CITYSSSSSSTODISBURSEASUMNOTTOEXCEEL.FIFTEEN
THOUSAND ONE HUNDRED NINETY TWO DOLLARS AND FIFTYCeStSTORTffiPURCHASEDOFACANONMS800DIGITAL
tnrROFILM READER/PRINTER FOR THE PLANNING AND ZONINGDEpS^YFY^I.IMAGES SYSTEMS SOLUTIONS GROUP FROMaccSDumber0M620-524-6430,entitled equipment
OPERATING;AND,PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS,for purchase in excess of $5,000,requires City Commission ^
approval,and,
WHEREAS the Planning Department has researched various imaging systems-.availabSSitd that Canon MS 800 Digital Microfilm Reader/Pnnter system
serves the City's need the best,and,
WHEREAS,the recommended is the most economical system of the ones
researched,and,
WHEREAS,the recommended equipment enables the City to integrate the system-
withthe City's network,and,
WHEREAS,the recommended vendor F.Y.I Image Systems Solutions GroupcurrentlTSaMlamiDadeCountyGSAContract#GS-26F-1016B,wh,ch exptres on
September 30,2001.
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 ^^T^^^$15,192.50 to the firm of F.Y.I Images for the purchase of aCannon MS 800 Digital
MicrofilmReader/Printer.
Section 2.The disbursement shall be charge to account Number 01-1620-524-
6430,entitled "Equipment Operating".
Section 3.This resolution shall take effect immediately upon approval.
Page 2 of Res.§177-00-11070
.-HiPASSEDANDADOPTEDthis5m day of September.2000.
ATTEST:APPROVED:
/juuU/aJ
CITY CLERK 0
READ AND APPROVED AS TO FORM:
CITY ATTORNEY
k\comm itcms\2000\09-05-0()
^-J ^J&S/JSmJ
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 andCity Commission Date:09-01-2000
Agenda Item #^%
Re:Comm.Mtg.09/05/00
Purchase of Reader Printer
for Records Section.
From:Charles D.Scurr
City Manager
REQUEST:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH
MIAMI,FLORIDA,RELATINGTOAUTHORIZINGTHECITY ADMINISTRATION TO
DISBURSE A SUM NOT TO EXCEED FIFTEEN THOUSAND ONE HUNDRED NINETY
TWO DOLLARS AND FIFTY CENTS FOR THE READER/PRINTER FOR THE PLANNING
AND ZONING DEPARTMENT BY F.Y.I.IMAGES SYSTEMS SOLUTIONS GROUP FROM
ACCOUNT NUMBER 01-1620-524-6430,ENTITLED EQUIPMENT OPERATING;AND,
PROVIDING FOR AN EFFECTIVE DATE.
BACKGROUND:
This request ispartofthe continuing effort bythe Planning Department tobetter manage records
andtomakethemeasilyaccessibletothepublic.Lastyearthe department purchaseda
Geographical Information System (GIS),whichhas enabled ustomakeavailableawiderangeof
citywidebaseinformationinelectronic format tovariousothercitydepartmentsandtothe
general public,beyond the Planning Department needs.The department maintainsmicrofilm/
microfiche records of all buildings withintheCitylimits.Duetothe antiquated method andlack
of anyequipment,providing therequiredservicestothecitizens,contractors,propertyowners
andotherCitydepartmentssuchasCode Enforcement,Policeisalongandexpensiveprocess
withextremelypoorresult.Recordretrievalprocessfortheoldrecordsrequiressimplification.
Acquisition of adesktopmicrofilmreadingandprintingsystemwithcapability of network
connectionwilloffertheCitywithflexibilityandtheabilitytoprovide superior onthespot
customer service fora fraction of thecost.Thissystem affords theCityto retrieve records from
bothmicrofilm/microficheanddigital formats,whichisimportantsincesecondpart of oureffort
istostartdigitizingdocumentsratherthan microfilming.TheCityisrequestingthepurchase of
thesystemforanamountof $12,991,an Annual ServiceAgreementandaworkstationespecially
designedforthereaderandtheprinterforatotalprice of $15,192.50.
A number of models and makes were researched.Based on the information collected and in
speaking withusersofsomeofthe equipment,the recommended modelappearstobethemost
c
suitedforourneedsandeconomicallyfeasible.TherecommendedvendorhasaMiamiDade
GeneralServicesContract#GS-26F-1016B,whichexpiresonSeptember 30,2001.Thisisa
budgeted item andthe purchase will be charged to account number 01-1620-524-6430.The
available balance on the account is $16,750.
RECOMMENDATION:Approval.
Attachments:
ProposedResolution
Price Quotes
I >Alz5L_lzz I I
F.Y.I.Image •Systems Solutions Croup
2WJ K«rk Cvniml UcjuIcvjhI.N«.«th •Suite #H>•Puutpano Hcnch,Tl.yyXri
Wm*ic:»A>>tO(»iO •lav v51.fl7B.M2-*
IVI 0\,>
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itWC J»U**-<*•»>(•
City of South Miami Building&Zoning Department
Attn:Lidia Fernandez
Canon MS 800Digital Reader Printer
GSA Contract #GS-26F-1016B
Includes:
Microfiche Scanner 800 $7,820.00
Fileprint 400 paper size (Letter/Legal/Ledgcr/Statement)$2,309.00
Roll Fich'e Carrier 200 $1,623.00
Installation KitLfor RFC 200 S 200.00
MP400 Cartridge (toner)N/C
Micro Zoom Lens $1,039.00
Installation and On-siteTraining N/C
TOTAL S12.991.00
Annual Service Agreement:$1,800.00
Annual Service Agreement includes:unlimited service calls,parts and labor,except for
consumable items such as:ink rollers,paper,toner and glass part.This agreement will be
effective 90 days after installation whenthe factory warranty expires.
4*
Options:
•Framing KitforMS800
•Workstation IV for MS 800
•Additional Micro Zoom Lens
$516.00
S 401.50 ^1^
$1,039.00
Leasing Options:
Amount to Lease
$1.00 Purchase Option
Zero Advance Payment
$12,991.00
36 Months Lease $418.31
48 Months Lease $326.07
60 Months Lease S271.52
The above leasefiguresdonot include salestax(if applicable)orannual service agreement.
The above prices are based on GSA Contract #GS-26F-1016B which expires vn
September 30,2001.If youhave any questions regarding this information orifwe can
helpyouinanyway,pleasecallusat(305)948-6735ext.3312.
SeniorAccountManager
N««rJersey •New Ymk «]>cna%ylv.uiia •Delaware ••M.iryhntl •Vir^iuUi •VKiiliinjaoii.DC •Floritla •CuiKtcitimr •Mxv.jchuM.-rt*•Washinjjivu
.**
BELtfHOWELL
10]The Divumcm Management People
Quotation TABL
Date:6-7-2000
Job Number
TO:
CITYOFSOUTH MIAMI
6130 Sunset Drive
South Miami,Fl 33143
305-668-3865
305-666-4591 Fax
Attn:LYDIA FERNANDEZ
SYSTEM 2
109202
125007
124161
125550
125580
1.00
1.00
1.00
1.00
1.00
BELL &HOWELL3000D
UNIVERSAL FILM SCANNER
GSA PRINING
CONTRACT #GS-OOF-6701A
3000DUniversalFilm Scanner
Universal Cam'er UC-2
LensRingAdapter
Prism
13X-27XZoom Lens
SYSTEM TOTAL
SUPPLIES
Laser Printer Toner Cartridge
MAINTENANCE
S167.00 Per Month Billed Annuall
Each
Each
Each
Each
Each
Each
Quotation Valid In Accordance with GSA Contract
Equipment Includes 90 Day Warranty
/ax rate:
14,395.00
2,930.00
24.00
236.00
781.00
240.00
Subtotal
Tax
Total
9*n r Bei'^T6"Document Management Products Company2615CountyRoad762.Webster,FL 33597 •352.793.6502 •fax 352.793.4069
www.ImagingExpens.com
ITEM CB)
/-'..-:>..
14,395.00
2,930.00
24.00
236.00
781.00
18,366.00
-i^V-s?cP
I >t-\
PROPOSED SYSTEM COST
MINOLTA MICRODAX 3000SYSTEM:
9986-3864.
13
9986-0114-
02
1354-612
9986-7893
3084-100
1390-210
999489
999-079
9986-5050-
50
Totals
MS 3000Software &Cable IMAX
MicroDAX 3000 IMAX-700 Processing
Board
Universal Carrier UC-2
PageWorks 25 Laser Printer (Up to
\rX\r Prints)
PrismLensforAutomatic Rotation
Zoom Lens 19-16X
System Training (4 persons for4 Hours)
System Delivery&Installation
MS 3000 Scanner Workstation
I I bzlVI (C)
$1,229.10
$2,230.20
S2,600.4S
$1,260.00
$263.90
$900.90
Included
Included
$268.45
$18300.00
$1,229.10
$2,230.20
S2.260.4S
$1,260.00
$263.90
$900.90
Included
Included
$268.45
$18300.00"