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Res. No. 204-99-10827RESOLUTION NO.204-99-1082/ 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 $3,325 FROM 1998-1999 ADOPTED BUDGET FOR THE MICROFILMING OF PERMITS FOR PLANNING AND ZONING BY THE FIRM OF PROFESSIONAL MICROFILM SERVICES,INC.;PROVIDING FOR DISBURSEMENT FROM ACCOUNT NUMBER 001-1620-524.34-80,WHICH IS ENTITLED "MICROFILMING;"AND,PROVIDING FOR AN EFFECTIVE DATE. WHEREAS,the City solicited and obtained three proposals inFY 98/99 for the microfilming of paper records;and, WHEREAS,the lowest price was submitted by the firm of Professional Microfilm Services,Inc.and 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 $3,325 to the firm of Professional Microfilm Services,Inc.for microfilming of permit records. Section 2.The disbursement shall be charged to expenditure Account Number 001-1620-524.34-80 from 1998-1999 fiscal year, entitled "Microfilming". Section 3.This resolution shall take effect immediately upon approval. PASSED AND ADOPTED this 5th day of October,1999. ATTEST: CITY CLERK READ AND APPROVED AS TO FORM '<£><£&{/*>A- CITY ATTORNEY APPROVED: MAYOR COMMISSION VOTE: Mayor Robaina: Vice Mayor Oliveros: Commissioner Feln'iu: Commissioner Bethel: Commissioner Russell City Manager's Report:Microfilm Resolution (Consent Agenda) 4-0 Yea Not oresent Yea Yea Yea CITY OF SOUTH MIAMI INTER-OFFICE MEMORANDUM To:Mayor and City Commission Date:September 30,1999 /?j7 /?O Agenda Item #^TFrom:Charles D.Scurr /Wff L *SJ Re:Coram.Mtg.10/05/99 City Manager /JLJ^o d&*Microfilm Resolution 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 $3,325 FROM 1998-1999 ADOPTED BUDGET FOR THE MICROFILMING OF PERMITS FOR PLANNING AND ZONING BY THE FIRM OF PROFESSIONAL MICROFILM SERVICES,INC.;PROVIDING FOR DISBURSEMENT FROM ACCOUNT NUMBER 001-1620-524.34-80,WHICH IS ENTITLED "MICROFILMING;"AND,PROVIDING FOR AN EFFECTIVE DATE. BACKGROUND &ANALYSIS: This isa budgeted iteminthe 1998-99 Fiscal Year Adopted Budgetwhich addresses the regular expensesforrecordsretentionincurredaspart of the Department's recordkeepingduties.Nobalance willbe remaining on this account. RECOMMENDATION:Approval. Attachments: Proposed Resolution for Adoption Copy of quotes City Manager's Report:MicrofilmResolution(ConsentAgenda) CITY OF SOUTH MIAMI PLANNING DIVISION MICROFILM INTER-OFFICE MEMORANDUM To:GREG ORAVEC Date:11/4/98 Acting Director Planning Dept From:Lidia Fernandez Re:microfilm quotes Records Clerk for 1998 project PER YOUR REQUEST,THE UPDATED MICROFILM COMPANIE'S QUOTES ARE THE FOLLOWING: COMPANY NAME MICROFILM IMAGES BUDGET AMOUNT DATAPLEX COMPANY 4,433 $3,325.00 PROMISE COMPANY 8,312 S3,325.00 BROWARD MICROFILM INC 4,813 S 3,325.00 ATTACHMENTS N0V-04-98 ©3:20 PM BROWARD MICROFILM,INC.934 T91 3093 p.el 6601 NW 14,h Street.Suite #4,Plantation.Florida 33313-954-791-5046 November 4,1998 Ms.Lidia Fernandez Records Clerk CITY Or SOUTH MIAMI 6130 Sunset Drive South Miami,Florida 33143 Dear Ms.Fernandez: WeatBrowardMicrofilm,Inc.thankyouforthisopportunitytopresentour proposal for MicrofilmingPermanentRecordsto the City of SouthMiami. The Microfilming andRelatedserviceswillincludethefollowingservices: •Pick-up,Preparation,Microfilming of the documents and(30days after delivery of tUo S'.fv*.-TS,.oiSo«io H»1l Film .nJ J»c1c«4<J Film toike City ofCouth Miami) disposal ofthe documents •ProvideaSilverDuplicate oftheSilverOriginalFilm •MicrofilmDocuments ranging insizes from A through Eatareductionratio of 32:1 •Load Jackets (average 3 images each)and indexwith Permit Number,Folio Number, andJacket Number relatingtoa set Theaboveserviceswillbeperformedonatotal of4813 documentsfor the Contract Amount of$3,325.00. Broward Microfilm,Inc.isa Nationally CertifiedFujiFilmImage Plus Lab.All Microfilming services,techniques,and output meet,or,exceed ANSll standards,and the standards in the Florida Administrative Code,Rule 1B-26 003. Sincerely, Robert W.Donat Imaging Systems Specialist Disk)for Electronic Document Management F*HONE r«D.:305 591 5957 Oct.2?1998 0i:55Pn ROM1SEI COLOR ®V October 27,1998 Lidla Fernandez -Records Clerk Building &Zoning-City of South Miami 6130SunsetDrive-South Miami,FL 33143 FAX (305)6664591 RE:Microfilming Documents 35MM for B &Z Paper records' DearLidia: Thank you for the opportunity to continue microfilming your documents.The 35MM service includes* Pick up,Delivery.Disposal.Roll film duplicate,36X Reduction,Document sizes A thru E.Ratio of 3 Images toajacket,Permit number.Folio Number,Folio Number &Number of Jackets per each Permit number. For the contract amount ofS 3,325.00 we will film 8312 documents.Should there be additional documents that you need to film,we win maintain thesame price per document relation. The filming will bedone following the rules and standards inthe Florida Administrative code Rule 1B-26.003. Miguel A.Schonenberg cc.file 7601 N.VV.37th >**'.Suite 2C4,M^rei,?L 22166 Te!.{305!591-2224 rex.{305;591 5957 ww*.Dfcrr.:seccior.corT* Pi Canon •Qz.>.Vivitar..ilford .bj^jJSBEHH AGFA<$ D ATARLEX AM A ••C O M •-a r«V November 3,1998 Ms.Lidia Fernandez City of South Miami 6130 Sunset Drive South Miami,Florida 33143 Dear Ms.Fernandez: Thank you for the opportunity to present Dataplex*document management technologies.The ability to capture miniaturize,file retrieve and protect nnportam infbmiation rewrded c^ business world...and our area ofexpertise. We regret to inform you that our production schedules will not permit us to embark in a project of this size In order to accomplish this project,wc would send the work to one ofour other Service Centers in Florida and wc would have to charge you in excess of $0.75 per image.If you are still interested,we will need to survey the records in order to determine the best possible price. Again,thank you for considering Dataplex.Wc would appreciate the opportunity to help you now and in the future.Should you have questions during your review of the enclosed information,or ifwe can assist you in any possible way,please contact me at (305)620-8343. Sincerely, DATAPLEX CORPORATION I^&l^xJz/7 JanPaul Antonmanei Senior Sales Executive Dotaphx CpnoroNOn 5204 NW 1<S5*>S*»* Mora.Ficxvio 33014 Document Solution*fur Today...with a Vision for Tonwmm-305.d20.S3431+phom 305(520 8554 Fanmb