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Res No 129-96-9883RESOLUTION NO. 129 -96 -9883 WHEREAS, for purchases in excess of $1,000, Article III, §5H Section 3. This resolution shall take effect, immediately upon approval. READ APPROVED AS TO FORM CITY ATTORNEY COMMISSION VOTE: 5 -0 Mayor Cunningham. Yea Vice Mayor Robaina: Yea Commissioner Price. Yea Commissioner Bethel. c:\ ... \ reports \ icrofylm.res lea Commissioner Young: Yea 1 TO: i I CITY OF SOUTH MIAMI 6130 Sunset Drive, South Miami, FL 33143 Mayor and Commission q DATE: RE: July 19, 1996 Agenda Item Commission July 23, 1996 Microfilming of Records The attached resolution authorizes the City Manager to disburse a sum not to exceed $4,000 for the microfilming of paper records for the Planning and Zoning Division by Professional Microfilm Services, Inc., to be paid from Account # 1610 -3480, "Microfilming." Records relating to building, electrical, mechanical, plumbing, utility and related plans, permits and documents must be retained as public records. This project will bring the City up -to -date from April 1993, when the permits were last microfilmed. Bids were received from Dataplex Company, Professional Microfilm Services, Inc.(PROMISE), and The Microfilm Depot. Professional Microfilm Services provided the lowest bid, and is being recommended to provide the service. I recommend approval. 1 F A CITY OF SOUTH MIAMI PLANNING DIVISION MICROFILM INTER - OFFICE MEMORANDUM Per your request, the updated microfilm companies quotes will list at the following: COMPANY NAME Dataplex Company Promise Company The Microfilm Depot TOT MICROFILM IMAGE! 10,000 11,500 11,100 BUDGET AMOUNT $4000.00 $4000.00 $4000.00 PLEASE REVIEW ATTACHED QUOTES COPIES AND LET ME KNOW WHICH COMPANY WILL DO THE MICROFILMING OF OUR RECORDS TO REQUEST THE PICK -UP SERVICE. SEVERAL BOXES OF PERMITS AND PLANS ARE READY TO BE MICROFILMED. :• y.}• {..: }7}r' •.�•�Y%•' .{•' }'r• } { }i✓}v:i f City of South Miami BUILDING, ZOI`Ill`IG 6 COMMUNITY DEVELOPMENT 6130 Sunset Drive /South Miami, Florida 33143 / (305) 663 -6327 Fax (305) 666 4591 May 9, 1996 RE: PROPOSAL FOR MICROFILMING PAPER RECORDS The Planning Division of the City of South Miami, Florida, is seeking written proposals for microfilming permanent City records. The proposal should include all of the following 1. Pick -up, delivery and disposal; 20 Roll film duplicates, 600 exposures each; 30 Reduction rate of 32x; 40 Document sizes A through E; 5* patio of 3 images to 1 j acket; and, 60 -Permit numbers, folio numbers, and numbers of jackets per each permit number (or set of records); 46 0 All proposals must include a written statement verifying that the microfilming technique to be utilized will follow the rules and standards in the Florida Administrative Code, Rule 1B- 26.003. Please, specify the number of records that can be microfilmed for the contract amount of $4,000. For further- information you may contact Mrs. Lidia Fernandez, -- Records Clerk, by telephone at (305) 668 -3865. Please, submit proposals to Mrs. Fernandez either by mail at the address stated above or by telefacsimile at (305) 666 -4591. Thank you. "City of Pleasant Living" P 10 ik T A r L E x AM A C S C• M r' A M Y July 15, 1996 Ms. Lidia Fernandez City of South Miami Building, Zoning and Community Development 6130 Sunset Drive Souk Miami, Florida 33143 W7; - t. •- • - 41 CA k • r �..r r• - ••sr:.. .r • r� t -1 - • : t• • I• : • OD • t• is a critical concern in today's business world... and our area of expertise. Our services are solely corrinutted to assure continuity in the delivery of retne le, readable and reproducible • rmation. r•• r in nature, comprising all of - necessary elements 0 0 0 - essential • effective r • conservative w `:t• of : • •m... thirty plus years of experience in the information and image management industry, our solid reputation for total service and our acquired expertise, assures the City of Miami of receiving the highest quality � We are confident that you will find our company the most products - advantageous for your needs. Your application will be supported by specialists who continuously monitor quality and performance of the complete system from design, to ' 'on, to implementation, to user and management satisfaction. Our ability to consult, configure and implement practical and cost - effective solutions can easily help you achieve your objectives to reduce Sling space and protect valuable claim information. Again, thank you for your time and consideration. We would appreciate the opportunity to help you now and in the future. Should you have questions during your review of the enclosed lite=ure, or if we can assist you in any possible way, please contact me at 620 4343. sincerely, DATAPLEX CORPORATION Jan Paul Antotunattei Account Executive 5204 N.W. 165' Street Hialeah, FL 33014 Ph # (305) 6204343 . 1 , 1 CA ial;iiuiuo;uV jni:d uvr :911 9661 'ST Alnt zapaewag e�P!'I'�I�1I �2I03 (I2wcl3mcl qjnoS i jo,4ia ui�iL�t ivaLUaaj2v aOinias BuToucj a.o saopeoUToads uzUo.io" •d nnain.ianp almodloo ft 11 'II I •aseq uoddns pros E qlinn paIRiOosse s► imp punu jo aoEad aqi pue saowas Aiqunb `wueqdwoo spmpumis samsse xaidmpQ Aq .papinoid Q�s Pie �ua�s IEi�u�n3 ate, •�snpu� a� ur sanmduzoo panos �Cppueug lsocu puE pa"eueui 3saq `3saSuoAs ar.p 3o auo aq ol paiaprsuoo si pue uoqpw pg$ 3o ssa:)xa u� says ivaixm seq xaldlni?Q 'ifiquigo id auil uiouoq uo jordun olgE.ioAT E alma Apnpv Amp `suoilounj IEua8mmw isn f ump a iow pojp snip sooivas s,xa dmty I Q •sooAolduua s,li go Alumnpold AEp -ojmhp aqj puE uounwojui 3o asnogalols s,ivailo aql qpoq ol anlEn lowoB opuo id sooLuas osou •suormlado agpjols ivawmop axis -uo oumlon qS jo luauadolanap aqp ol `scuaIsAs . otuo rmla pup son�dmEolonu `uonmiosd sploom IE�in `saoinlas Sui�lnsuoo uiog mawa EuELU uopEUUOjui 3o wdsE AjoAo ssalppE sooivas put sloe old Amaudoid m O •muras lioddns [i�nb p ft jouqoal pamias `aSpainoux Teusnpui Sccnwoo g (q siauoj IM cn uouauo�n Supaioid pug �uLBU w oi umoiddr swalsAs E sazqpn xaidlnrQ •iMaD pio3aW M!A uiatpnos `xaiduio* JFMn 14unoas `a�� ppg pazn$o�ai C�uorEU s,�ueduio� act pore siaivaumunmu pano�uo� �ne�uawuoinua anuas 9£3o xionuau Suannols v q8nonp aseq iaaroisno isen s,�i samwas pup s�oddns uor��odioo au,I, -s�uailo OOO`ZI Ump aiow somas xoldEnuQ `EnuogREo pum suxaZ `uolBu TM `aassauuaZ ` !=Al&moci ` wogrno `oopcolN molq `iddississgN `moss ui wism o Z orma x Edo I `Ei load `opESO100 `Epuo13 ui suoisurp puE sauEipisgns s,ji gSnomU momajosd pup wouaaftuEtu uopmwoym of goroiddr lmol v ipm sluogo sji sa� ui papuno q uople- iodsoo xaIdEEQ `Z96 t pd n*-ain.ianp ale.iod.ioa .I Service P J C Our unchanged goal is to service our customers with sound ideas and good advice as well as quality services and related products. Emergency Preparedness Coverage Dataplex operates 36 Kodak - certified Image Guard microfilm labs in the United States. Four (4) of which are located in Florida. Although it has never become necessary, in the event of catastrophic production problems such as a hurricane or flood in the area, film will be shipped via protected vehicle to one of several 24hour processing facilities in the system. Additionally, enormous resources of technical and production assistance is available. Continuity of Service Through it's NficroLnage Management System and it's 800 plus employees in 36 locations, an immense resource of talent is instantly available to ensure the continuity of quality service, under any circumstances. The strength of Dataplex may be found in it's vast reservoir of manasemem and technical expertise. Dataplex Couriers Boxes of sensitive our own bonded documents and microfilm will be transported to and from City of South 1VLami by couriers regardless of the location of Dataplex facilities servicing City of South 1Vfiami. Since Dataplex employs it' course of business. s own couriers, flexibility and quick response will be a normal ft 4F a II. Document Imaging Services A. Microfilming Specifications Document Preparation * Dataplex will provide transport boxes at no cost to City of South Nfiami. * Dataplex will pick -up transport boxes and acknowledge receipt. * Upon City of South Nliami's request, Dataplex personnel will remove any staples, unfold documents and mend torn pages prior to microfilming. Document Microfilming * All micro minig activities will meet or exceed the following standards; - ANSUNMA MS23 -1981 A Practice for Operational Procedures Inspection and Quality Control of First Generation Silver Gelatin Microfilm of Documents. - Internal Revenue Service 8146 Books and Records: Microfilm Reproduction. - Original microfilm will be 16mm anti- halation undercoated safety film, meeting all requirements of ANSI standard PH 1.15 -1976. - Processed original microfilm will meet and exceed archival requirements as set forth by the National Bureau of Standards. Florida Administrative Code - Chapter 1B - 26. * The microfilming and holding facility will be attended during the time that the records are exposed. At all other times the records will be secured in a locked facility. * Dataplex will film the documents in the same sequence as received from City of South Miami unless otherwise specified in writing. • * Documents will be planetary microfilmed at a 32X reduction ratio and a unique sequential number will be assigned to each file and imprinted on each document pertaining to that file. * All indexed documents will be microfilmed in conjunction with a machine readable marker (blip) and a sequence number. * The foll owing certificates and technical targets will be filmed on each roll of microfilm. ft BEGENNING OF ROLL TARGETS: Resolution Test Target Density target Start of Roll 'Declaration of Intent and Purpose" Start of Retake or Appendix (when applicable) END OF ROLL TARGETS End of roll "Certificate of Authenticity" Density target End of Retake or Appendix (when applicable) * After microfilming, documents will be put back into their original boxes. No refastening will be performed. * Camera film will be processed in a manner that ensures archival quality in accordance with ANSI standards PH 10280 * After processing, each roll of microfilm will pass through our 1VLcroLnage Management System to include amulti-poirn image inspection of density and resolution readings to assure legibility and readability. Density will be maintained between .90 and 1.20. * Dataplex will refilm documents whose microfilm image is ill egible due to operator error or equipment malfunction at no cost to City of South Miami. * After the original microfilm passes the multi -point inspection, a duplicate copy should be made using 16mm diazo duplicating film Diazo duplicating film is a very durable media that is designed to stand up to the requirement of high speed retrieval equipment and provide excellent hard copy prints. I would suggest that you use your duplicate roll for information retrieval. Estimated Number Of Documents - Total number documents is 10,000, (Average size of documents is "A to E" size) Microfilming Labeling All film boxes will be labeled with: 1) City of South Miami/Planning Division 2) Pernut Number (from/to) 3) Folio Number (from/to) 3) Jacket Number (# of #) * Labels can be customized if variance from above, please specify. Microfilming Pricing Preparation Services Remove staples, paper clips, etc. Microfilming Services 35mm Planetary 1Vficrofilming (to include labor, equipment usage, film, processing ,Jacket, loading and titling ) Duplication Services ( Estimated 400 to 600 images per roll) 3 5 mm Diazo Duplicate roll Destruction Services Pick -Up and Return Services $ included 0.40 per image $ included included. (No Charge) C] Service Agreement The Proposed Conversion Plan and Specifications as prepared by DATAPLEX for this quotation are intended for the sole and exclusive use by DATAPLEX and City of South Miami the review and approval of this project and as such are not to be disclosed to other parties without the consent of DATAPLEX. Dataplex reserves the right to renegotiate pricing if Wage laws substantially change (including government mandated benefits). Pricing contained herein has been developed based upon a review and/or test and upon the general knowledge &expertise of Dataplex Should any of the assumptions, specifications or conditions change from which the project was originally accepted, the pricing & delivery times are subject to adjustmerrt, Dataplex or "Customer" have the option to tenninate this agreement if an agreement cannot be reached regarding a revised pricing structure. In witness whereo f the parties hereby agree to the terms and conditions set forth in this microfilming services agreement and have caused said agreement to be executed by their duly authorized representatives. This proposal is valid for 60 days from date submitted. ACCEPTED BY: City of South Miami Signature Print Title Date ACCEPTED BY: Dataplex Corporation Signature Print Title Date lupd am�eu�is •sluauinaop atp Ao isap of pozuotpnu st X3" ICIV.LVQ sARp s t la3jv ItURW qjnoS jo Ai d 01 uqgo iaitu jo unwi la{m sArp 5 j lo3 Xgq�Z t r al a of are sIuaumao �Q q Pa . Q Q -OUR sAQP g uIlinn iw� q;nos 30 ,�jra o; pacumai aq of am sSoj Z aaiogZ) aTBQ =d .r •sgoCjo uo.Ioldtuoa M4nus= pue sJuaumao(I j aarog:) E I , Agreement; !JI II I • consideration / 1 • 1/. I 1 1 1' fl 1/ r 1 tl I 1 1 agrees 1 provide the r' 1� Al 1:•1 herem, Subiect 1 1 `1 1/ • 1 s, terms and conditions e• This I constitute an agreement by and between 1/ Customer only after it has been accepted, and by an of DATAPLEX and by Customeor lhistiduly thoized iy epresenati. 1 11 1 1/ I. 1 �. ' 1 11 1 1 • `1 `d1 1 - - 11 1 ' 1 11 1• 1 • 1 • 11 • 1 1 1 he ed I1�/ 111 1 1 1 ./ 1 or benefit 1 Customer 1 1. 1 1' Termination: Either party hereto may 11 inate this Agreenim by written 1• r" thereof ! 1 11 after three t11 nths fioni the dat hereo4 but I the event of such 11 1 11 DATAPLEX 1 be 1 .1 to receive / 11 I for 1 prior 1 receipt of such written 1 1 r' of te 11 1. 1 and • 1 retain custody and 11 11 of the 11 11 nts until 1 ayment is received. Job Estimatem The 1 prices quoted 1 1 the face hereof are 1 11 subject to our 1 1 1 pricing terms 11 to 1 / • • 1 1 1 !1 11 1 :•,`II 11 •1 totals • 1 the Y.c' hereof are based upon :+.1 mates of units provided • 1 1 • r1 by Customer. When the 1./ is completed and invoiced, 1 11 • 1 due from Customer will be based • I the number of units of work 1 • 11 .1 hours, 11 ' m pieces, ' Changes 1 1 the services hereunder • be provided 1 iodically over period of time 1 excess of six • 1111 1 then DATAPLEX will have 1 right, 1 1 11 or times after six 1 months from the date hereof, 1 modify the pri 1' 1 1 services 1 !J 1' 111" • • written notice thereof. I I I I I Documents* 1 1 1 1 1 Agreement predicated 1 1 1written • ••• any, 111 �• 1 1 Customer, which 1 111 111' hereby Mr' 1 copy of such • 1 proposal, 1 1�• i 1 11 incorporated 1� 1 1 1 �' 1 1 1 • conflict between the terms of the ' 1 1 proposal,, 1 and this Agreement, the 11 of this Agreement The ter1 1 1 provisions of this Agreement 1 1 the 1 1 1 •/• Jf any, 1' • pricing are confidential between DATAP1MX and Customer, and neither 1 voluntarily disclose., or negligently •' to be disclosecL to any other person or 1 1 any such term or provisions. • Place or 1 1 1 1 I Lossoo 1 e. • 1 ' 1 1• 1 I' 1 1 •/ 1 1 herein, ff the services • be provided hereunder performed at other 11 the 1 tl place • / 3 siness, Customer ' for delivery of the / xuments • and reftm from, 1 • r ; 1 • 1 designated e1 • 1 1 1 II Ir" of 1 r' 11 1 of 1 while 1 11 11 1 I - transit and untff the.documents r r' 1 1 1 witing by DATAPLEX at the designated • t►; 1 1 ' :►. 1• 1 1 • 1 1 • / 11 1 shall begin when 1 1 1 1 11 1 r�+" / 1 in writing by DATAPLEX at the designated location, and shall end upon notice by DATAPLEX to • 11 that I documents ble for returns am=*. claims must be made in wri 1 1 1 delivered • DATAPLEX by mail within ten 1 1 1 1 1 1 1 11 1 11 • 1 11 1/ 1 1 1 11 ' 11 1 • Customer, and ff not so made, any liability of DATAPLEX with respect thereto will cease I / terminate. go Purchase 1 Conflict Herewith*. In the event that 1 11 e. its Purchm Order 1 connection with the ce 1 be provided 1 i • this Agreement and there exist 11 L between provisions hereof and my provision • 1 Purchase Order. the provisions of 1 Agreement 1. control, notwithstanding r• 1 provisions i1 any such Purchase Order. C I , j 4 / I I I DATAPLEX • =i •e 1 perform 1 •:s described •1 { It 1 •• 1 • 11 with the written proposal, 1 I�1 1 .r • 1 1 Ir• f• :•1 herein by .1 Ir' ' 1 1 • 11 to 1 romptly Iwithout 1 deduction or offset, the 11 • I of the 1' a. as described herein as 1. 1 11 • 1 me invoiced 1 DATAPLEX Billing will or 1 1;1 completion or monthly 11 will reflect 1' �. 1 .1 to 1 billing data. 11 1 1/ /� t within I 1 1 • 11 1 invoice 1 , 1 Subcontracting subcontracts with as it deems / .1 neve 1 1 �+. I 1 • / • II •1 [Wei I r') IkV 1 11 1 11 1 • ' ' 11 :••. • ' 1 1 1' 1 I 1 1 ✓. 1 �. 1 1./ •. 1 1 • 1 1 /r • I 1, kL • I I rill 1 r• 1' 11 ( w 1 1 1 '1 / 1 1 II 1 rA1 • 1 M V. 11 1 (*low 1 • 1 71 1 1 1 lie Liability. will be 1 1 Customer only • damage t• cr loss of Customer's documents ansing solely 11 1• 1' ' 1 �'' on the part 1 DATAPLE K, and the 1 I of DATAPLEX for 1 and all 1 • 11 • • 11 :.• 1 00 per cub •• of • 11:1 11 11 I Unless 1 excess stated value is herein, Customer decLues that 1 11 I1 11 value of the 1.• aments covered by this Agreement, 1 case of loss • / f 1' • r any cause whatsoever, not gmater 1 1 the 11 of $5.00 per cubic • • of documents. in writing 1 1 a value m' 1 excess of the / • II • 1 the Customer will obtain therefor,, if available. In any event, theliability of DATAPLEX will not be e: - 1 1 $5.00 per cubic •• 1 1• 11 ents In no event 1 DATAPLEX be 1 • consequential 1 I1'. Warranties.* • 11 1 :�`' 1 1 1 W411duLb (with Imowledge 1 .I DATAPLEX 1 ' 1 e• 1 nn 1 1 • 1 1• t 11.1 r 1 1 e►. 1• Ir 1 1 11 /. 1 I, 1 I/ 1 I •► :�. • 1' 1 • / 1 1' .� 1- :+ 1•• ' 1 1• 7 1 11 • ` I 1 1 1• 11 1 I1 1 ••• 1 1 • 1 1 I • e1 1/ no 1 111 f1 :i 1 1 • 1 • 1 •/ 11 may be temporarily stored by DATAPLEX without 01"Aft either or property. Indemnifficationoo Customer 1 :+. to 1 dcinnify, defend, { 1 1• save and bold DATAPLEX 1. 1 1 any 1 / 1 1 1 demand 1 11' 1 1 1 1 1 1 `tII out of the ce. provided DATAPLEX by DATAPIXJC,, except only as may anse solely as the result of 14. Notices: All notice of change or termination of the authority of any agent or deputy of the Customer will be given in writing and no notice of any such change or termination will be valid or binding against DATAPLEX if given in any other manner. 15a Taxes.* All rates and specified herein, will be any and AU ppucav fedeml, stal county, and local taxes. • Excused Delay I Failure I Performance: DATAPLEX will 11 1 01 Is 1provide services as specified by this Agreement However, DATAPLEX notbe i.,Ie for delay or failure caused by Afikes, nots, power failure or • • IY :�. `) 1 • equipment ( 1 ' • 1 11 1 regulation, - 1 1 transit `1 of or I other cause beyond the control • / 'L Entire Agreement: 1 Agreement, and the I • I any, rl 1 1 the entire Agreement /' =' 1 the parties !l: / 1• he subject matter hereof. No wal or written 1 1 1 agreement 1 11 1 not r• 1 1 1 herein above, be i e 1 against or binding •• 1 the /, hereto. 180 Construction: This Agreement shall be construed in accordance with the laws of the States of Florida and 1vlississippi. rr ...... _.... T7 d , n FROM1 • n PROMISE -SIT: I - - July 9. 1996 Lidia Fernandez Building & Zoning CITY OF SOUTH MIAMI 6130 Sunset Drive South Miami, FL 33143 Fax 666 4591 M. Microfilming Services for B & Z Paper records Dear Lidia: Jul. 17 1996 12:05PM P1 Thank you for this opportunity to continue microfilming your work. The service 35mm Microfilming Service Includes: Pick Up, Delivery, Roll Film Duplicate, Reduction 36X, Document sizes A through E. Ratio of 3 Images to a Jacket, Permit number , Folio Number and number of jackets per. each permit number. For l he amount of $ 4 0 0 0, we will film l 1, s o o documents. If there are any more documents that you need to film, we will maintain the same price per document relation. Promise utilizes microfilming techniques that follow the rules and standards in the Florida Administrative Code, Rule IB- 26.003. Sincerely, Mi gue ] A. Schonenbe rg cc, file.=a%. tm.southmia.lt4 2834 N.W. 79th Avenue, Miomi FL 331229 {305)591 -2324, Fax 1305)591 -5957. t�ull� man i 1 1 1 i 1 1 { R w6G i149616 : w(AK) • &i9c Obesat V -Uf • KIK 4opV4 60OLTo 1! %Kid J%P'4wo.1 Sri VC4.0 •q4'•'IC 1)41 40'F @•ti• GViti Vol asp PAD puu svitts algvlotl Jc ornlsut jou cep srai t j 'ajVpb 5t j jO alCp Q3{1 tut]J3 t41tp (of) d13t11;j SJLg3 v10tu Ou 1OJ )DOW uto ulouw2J 111n% a2ca stye u(I FY)"1: 52311,1 { .r_ .sir _r.�wl • - _. -.• -.. I •• « r.1.11. •. _ ... 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