HomeMy WebLinkAboutReso 2013-2085 RESOLUTION NO. 2013- 2O S
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
SUNNY ISLES BEACH, FLORIDA, APPROVING AN AGREEMENT
WITH BLUE DIGITAL CORP. FOR DOCUMENT IMAGING SERVICES
FOR THE BUILDING DEPARTMENT, PHASES 1-4, IN AN AMOUNT
NOT TO EXCEED TWO HUNDRED FORTY-EIGHT THOUSAND NINE
HUNDRED DOLLARS ($248,900.00), ATTACHED HERETO AS EXHIBIT
"A", UTILIZING MIAMI-DADE COUNTY BID NO. 8254-1/22;
AUTHORIZING THE MAYOR TO EXECUTE SAID AGREEMENT;
AUTHORIZING THE CITY MANAGER TO DO ALL THINGS
NECESSARY TO EFFECTUATE THIS RESOLUTION; PROVIDING
FOR AN EFFECTIVE DATE.
WHEREAS, the City of Sunny Isles Beach ("City") is in need of professional document
imaging services for the Building Department for the storage and retrieval of archival, long-term,
and permanent records; and
WHEREAS, the City wishes to enter into an agreement with Blue Digital Corp. utilizing
the same terms and conditions as Miami-Dade County Bid No. 8254-1/22 for reproduction and
binding services; and
WHEREAS, Blue Digital Corp. has agreed to extend the same terms and conditions to
the City and has submitted a proposal for services, in an amount not to exceed Two Hundred
Forty-Eight Thousand Nine Hundred Dollars ($248,900.00), attached hereto as Exhibit "A".
NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS:
Section 1. Approval of Agreement. The City Commission hereby approves the Agreement
with Blue Digital Corp. for document imaging services for the Building Department for Phases
1-4, in an amount not to exceed Two Hundred Forty-Eight Thousand Nine Hundred Dollars
($248,900.00), attached hereto as Exhibit "A".
Section 2. Authorization of Mayor. The Mayor is hereby authorized to execute said
Agreement.
Section 3. Authorization of City Manager. The City Manager is hereby authorized to do all
things necessary to effectuate this Resolution.
Section 4. Effective Date. This Resolution will become effective upon adoption.
PASSED AND ADOPTED this 18t11 day of July 2013.
R2013-Blue Digital Document Imaging Agmt Page I of 2
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orman S. delcup, ' ayor
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ATTEST: - '�
. .• , . -1 LALA)
`Jane A. H ines, C` MC, City Clerk
APPROV I AS TO FORM
AAN P , •.L :U) ICIENCY:
AA1
an j o , City Attorney
,
Moved by: 1� ■wr kAjk 0 to
Seconded by: E-IpLL
Vote: ..b
Mayor Edelcup ✓(Yes) (No)
Vice Mayor Aelion v(Yes) (No)
Commissioner Gatto (Yes) (No)
Commissioner Levin v(Yes) (No)
Commissioner Scholl ✓(Yes) (No)
R2013-Blue Digital Document Imaging Aemt Page 2 of 2
SVNNY Is(fJ9
AGREEMENT BETWEEN THE CITY OF
, . SUNNY ISLES BEACH AND BLUE DIGITAL CORP.
,0.,°"; CONTRACT NO. C1213-041
T Oi SUN N
THIS AGREEMENT (hereinafter referred to as the "Agreement") is made in duplicate,
this 1r day of July, 2013, by and between the CITY OF SUNNY ISLES BEACH, Florida,
(hereinafter referred to as "City"), and BLUE DIGITAL CORP., a corporation authorized to do
business in the State of Florida (hereinafter referred to as "Contractor") whose Federal I.D. # is
c .— oa.S -( oq .
RECITALS
WHEREAS, the City of Sunny Isles Beach is in need of a Contractor to provide
document imaging services for the storage and retrieval of archival, long term and permanent
records ("Services"); and
WHEREAS, Contractor was previously selected as the successful bidder in response to
Miami-Dade County Bid No. 8254-1/22 and was awarded a contract for reproduction and
binding services; and
WHEREAS, the City wishes to enter into this Agreement with Contractor utilizing the
same terms and conditions as Miami-Dade County Bid No. 8254-1/22 for reproduction and
binding services; and
WHEREAS, pursuant to the City's procurement code provisions, purchases made under
state, county or other governmental contracts, or competitive bids with other governmental
agencies are exempt from the City's competitive bidding procedures; and
WHEREAS, Contractor agrees to provide the Services to the City utilizing the same
terms and conditions as Miami-Dade County Bid No. 8254-1/22 for reproduction and binding
services, as set forth in Attachment "A", which is attached hereto and incorporated herein by
reference; and
WHEREAS, the City desires to enter into a contract with Contractor to provide the
Services to the City in an amount not to exceed Two Hundred Forty Eight Thousand Nine
Hundred Dollars ($248,900.00) during the initial one year term of this Agreement.
NOW THEREFORE, in consideration of the promises and the mutual covenants herein
name, the parties agree as follows:
1. RECITALS. The Recitals set forth above are hereby incorporated into this Agreement
and made a part hereof for reference.
2. SERVICES. Contractor agrees to provide the Services pursuant to the terms and
conditions contained in Miami-Dade County Bid No. 8254-1/22, which is incorporated herein by
reference and made a part hereof.
3. TERM. Subject to the provisions relating to the termination of this Agreement as set
forth in Section 10 hereunder, this Agreement shall commence on the date of approval of this
Agreement by the City Commission and shall end one (1) year thereafter.
C1213-041—BLUE DIGITAL CORP. Page 1 of 7
4. RENEWAL. Prior to, or upon completion of the initial one year term, the City shall have
the option to renew this Agreement for three (3) additional one year renewal terms.
5. COMPENSATION. As the entire compensation under this Agreement during the initial
one (1) year term, in whatever capacity rendered, the City shall pay Contractor an amount not to
exceed Two Hundred Forty Eight Thousand Nine Hundred Dollars ($248,900.00) for the
performance of the Services.
The above bo a amount includes a onetime amount not to exceed Two Hundred Twenty Two
Thousand Nine Hundred Dollars ($222,900.00) for scanning of Phase 2 (large format plans),
Phase 3 (permitting files stored in two rooms on the third floor), and Phase 4 (unscanned
documents in the first floor storage area), and an annual amount not to exceed Twenty Six
Thousand Dollars ($26,000.00) for scanning of current files, Phase 1 (plans and permitting
documents issued each fiscal year). Payment to Contractor for all charges and tasks under this
Agreement shall be in accordance with this Agreement and the schedule of charges reflected in
Miami-Dade County Bid No. 8254-1/22, and the Contractor's response thereto, which is
incorporated herein by reference.
In the event the City elects to renew this Agreement, the City shall pay the Contractor an amount
not to exceed Twenty Six Thousand Dollars ($26,000.00) per year during each one year renewal
term for all charges and tasks under this Agreement, in accordance with this Agreement-and the
schedule of charges reflected in Miami-Dade County Bid No. 8254-1/22, and the Contractor's
response thereto. All charges under this Agreement shall be made under the following
conditions:
a. Disbursements. There are no reimbursable expenses associated with this
contract.
b. Payment Schedule. Invoices received from the Contractor pursuant to this
Agreement will be reviewed by the initiating City Department. If services have
been rendered in conformity with the Agreement, the invoice will be sent to the
Finance Department for payment. Invoices must reference the contract number
assigned hereto. Invoices will be paid in accordance with the State of Florida
Prompt Payment Act.
c. Availability of Funds. The City's performance and obligation to pay under this
Agreement is contingent upon an annual appropriation for its purpose by the City
Commission. In the event the City Commission fails to appropriate funds for the
particular purpose of this Agreement during any year of the term hereof, then this
Agreement shall be terminated upon ten (10) days written notice and the
Contractor shall be compensated for the Services satisfactorily performed prior to
the effective date of termination.
d. Final Invoice. In order for both parties herein to close their books and records,
the Contractor will clearly state "final invoice" on the Contractor's final/last
billing to the City. This certifies that all services have been properly performed
and all charges and costs have been invoiced to the City. Since this account will
C1213-041—BLUE DIGITAL CORP. Page 2 of 7
thereupon be closed, any other additional charges, if not properly included on this
final invoice, are waived by the Contractor.
Contractor shall make no other charges to the City for supplies, labor, taxes, licenses, permits,
overhead or any other expenses or costs unless any such expense or cost is incurred by
Contractor with the prior written approval of the City. If the City disputes any charges on the
invoices, it may make payment of the uncontested amounts and withhold payment on the
contested amounts until they are resolved by agreement with Contractor. Contractor shall not
pledge the City's credit or make it a guarantor of payment or surety for any contract, debt,
obligation, judgment, lien, or any form of indebtedness. The Contractor further warrants and
represents that it has no obligation or indebtedness that would impair its ability to fulfill the
terms of this Agreement.
6. ADDITIONAL SERVICES. All payments to Contractor shall be based on invoices
submitted to the City. The City shall only reimburse Contractor for services authorized pursuant
to this Agreement. Any additional work performed by Contractor that is outside the scope of
Services contained herein shall be required to be pre-authorized in advance in writing by the City
Manager or his designee. In the event the Contractor performs work that it outside the scope of
Services, and does not obtain the required pre-authorization in writing from the City Manager or
his designee, then the City shall not be under any legal obligation to reimburse Contractor for
said additional Services.
7. INDEPENDENT CONTRACTOR RELATIONSHIP. The Contractor is an
independent contractor and shall be treated as such for all purposes. Nothing contained in this
agreement or any action of the parties shall be construed to constitute or to render the Contractor
an employee, partner, agent, shareholder, officer or in any other capacity other than as an
independent contractor other than those obligations which have been or shall have been
undertaken by the City. Contractor shall be responsible for any and all of its own expenses in
performing its duties as contemplated under this agreement. The City shall not be responsible
for any expense incurred by the Contractor. The City shall have no duty to withhold any Federal
income taxes or pay Social Security services and that such obligations shall be that of the
Contractor, other than those set forth in this agreement. Contractor shall furnish its own
transportation, office and other supplies as it determines necessary in carrying out its duties
under this agreement.
8. OWNERSHIP OF DOCUMENTS AND EQUIPMENT. All documents prepared by
the Contractor pursuant to this agreement and related services to this agreement are intended and
represented for the ownership of the City only. Any other use by Contractor or other parties
needs to be approved in writing by the City in order to be properly authorized.
9. INDEMNIFICATION. Contractor agrees to indemnify and hold harmless, the City, its
officers, agents, employees from, and against any and all claims, actions, liabilities, losses and
expenses including, but not limited to, attorney's fees for personal, economic or bodily injury,
wrongful death, loss of or damage to property, at law or in equity, which may arise or may be
alleged to have risen from the negligent acts, errors, omissions or other wrongful conduct of the
Contractor, agents or other personal entity acting under Contractor's control in connection with
the Contractor's performance of services pursuant to this Agreement and to that extent the
Contractor shall pay such claims and losses and shall pay all such costs and judgments which
may issue from any lawsuit arising from such claims and losses including wrongful termination
C1213-041—BLUE DIGITAL CORP. Page 3 of 7
or allegations of discrimination or harassment, and shall pay all costs and attorneys' fees
expended by the City in defense of such claims and losses including appeals. The parties agree
that ten percent (10%) of the total compensation is a specific consideration from the City to the
Contractor for this indemnity.
10. TERMINATION.
A. If, through any cause within the reasonable control the Contractor shall fail to
fulfill in a timely manner or otherwise violate any of the covenants, agreements or stipulations
material to this agreement, the City shall have the right to terminate the Services then remaining
to be performed. Prior to the exercise of its option to terminate for cause, the City shall notify
the Contractor of its violation of the particular terms of the agreement and grant Contractor thirty
(30) days to cure such default. If the default remains uncured after thirty (30) days the City may
terminate this agreement.
(i.) In the event of termination, all finished and unfinished documents, data and other
work product prepared by Contractor (and sub Contractor(s)) shall be delivered to
the City and the City shall compensate the Contractor for all services satisfactorily
performed prior to the date of termination, as provided in Paragraph 5 herein.
(ii.) Notwithstanding the foregoing, the Contractor shall not be relieved of liability to
the City for damages sustained by it by virtue of a breach of this Agreement by
Contractor and the City may reasonably withhold payments to Contractor for the
purposes of set-off until such time as the exact amount of damages due the City
from the Contractor is determined.
B. Termination for Convenience of City. The City may, for its convenience and
without cause terminate the Services then remaining to be performed at any time by giving
written notice which shall become effective thirty (30) days following receipt by Contractor.
The terms of Paragraphs A(i) and (ii) above shall be applicable hereunder.
C. Termination for Insolvency. The City also reserves the right to terminate the
remaining Services to be performed in the event the Contractor is placed either in voluntary or
involuntary bankruptcy or makes any assignment for the benefit of creditors.
11. ASSIGNMENTS, TRANSFERS, SUBCONTRACTING. The Contractor shall not
subcontract, assign or transfer any work under this Agreement with the prior written consent of
the City. Should the Contractor subcontract any services under this Agreement, it shall be done
with continued liability for the Contractor. The Contractor shall remain responsible for services,
responsibilities and liabilities of any person or entity acting under Contractor.
12. WAIVER OF RIGHT TO JURY TRIAL. Each of the parties hereto hereby
knowingly, voluntarily and intentionally, waive the right which any may have to a jury trial in
respect of any action, proceeding, litigation or counterclaim based hereon or arising out of,
under, on or in connection with this Agreement or any course of conduct, course of dealing,
statements (whether verbal or written) or actions of either of party.
13. ARBITRATION. It is the intention of the parties that whenever possible, if a dispute or
controversy arises hereunder then such dispute or controversy shall be settled by arbitration in
accordance with the procedures, rules and regulations of the American Arbitration Association.
C1213-041—BLUE DIGITAL CORP. Page 4 of 7
The decision rendered by the Arbitrator shall be final and binding upon the parties and judgment
upon the award rendered by the arbitrator may be entered in any court having jurisdiction.
Arbitration shall be held in Miami-Dade County, Florida. All costs of arbitration and attorneys'
fees incurred by the parties shall be paid by the non-prevailing party or, if neither party prevails
on the whole, each party shall be responsible for a portion of the costs of arbitration and their
respective attorneys' fees as may be determined by the court on confirmation.
14. CONFIDENTIAL INFORMATION. The Contractor shall not, either during the term
of this Agreement or any time for a period of TEN (10) years subsequent to that date upon which
the Contractor shall leave the employment of the City for any reason whatsoever, disclose to any
person or entity, other than in the discharge of the duties of the Contractor under this Agreement,
any information which the City designates in writing as "confidential." As a violation by the
Contractor of the provisions of this section could cause irreparable injury to the City and there is
no adequate remedy at law for such violation, the City shall have the right, in addition to any
other remedies available to it at law or in equity, to enjoin the Contractor in a court of equity for
violating such provisions.
15. NOTICES. All notices and other communications required or permitted to be given
under this Agreement by either party to the other shall be in writing and shall be sent (except as
otherwise provided herein) (i) by certified or registered mail, first class postage prepaid, return
receipt requested, (ii) by guaranteed overnight delivery by a nationally recognized courier
service, or (iii) by facsimile with confirmation receipt (with a copy simultaneously sent by
certified or registered mail, first class postage prepaid, return receipt requested or by overnight
delivery by traditionally recognized courier service), addressed to such party as follows:
If to the City: Christopher J. Russo With a copy to:
City Manager Hans Ottinot
City of Sunny Isles Beach City Attorney
18070 Collins Avenue, 4th flr. City of Sunny Isles Beach
Sunny Isles Beach, Florida 33160 18070 Collins Avenue, 4th flr.
Tel: (305) 792-1701 Sunny Isles Beach, Florida 33160
Tel: (305) 792-1702
If to the Wayne O. Brady, President
Contractor: Blue Digital Corp.
7290 N.W. 7th Street—Unit 108
Miami, FL 33126
Tel: (305) 262-4920
16. GOVERNING LAW. This Agreement shall be governed by and construed in
accordance with the laws of the State of Florida.
17. AUDIT. The Contractor shall make available to the City or its representative all required
financial records associated with the Agreement for a period of THREE (3) years.
18. NON-DISCRIMINATION. The Contractor agrees to comply with all local and state
civil rights ordinances and with Title VI of the Civil Rights Act of 1984 as amended, Title VIII
of the Civil Rights Act of 1968 as amended, Title 1 of the Housing and Community
Development Act of 1974 as amended, Section 504 of the Rehabilitation Act of 1973, the
C1213-041—BLUE DIGITAL CORP. Page 5 of 7
1
Americans with Disabilities Act of 1990, the Age Discrimination Act of 1975, Executive Order
11063, and with Executive Order 11248 as amended by Executive Orders 11375 and 12086.
The Contractor will not discriminate against any employee or applicant for employment because
of race, color, creed, religion, ancestry, national origin, sex, disability or other handicap, age,
marital/familial status, or status with regard to public assistance. The Contractor will take
affirmative action to insure that all employment practices are free from such discrimination.
Such employment practices include but are not limited to the following: hiring, upgrading,
demotion, transfer, recruitment or recruitment advertising, layoff, termination, rates of pay or
other forms of compensation, and selection for training, including apprenticeship. The
Contractor agrees to post in conspicuous places, available to employees and applicants for
employment, notices to be provided by the City setting forth the provisions of this non-
discrimination clause. The Contractor agrees to comply with any Federal regulations issued
pursuant to compliance with Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 708),
which prohibits discrimination against the handicapped in any Federally assisted program.
19. CONFLICT OF INTEREST. The Contractor agrees to adhere to and be governed by
the Miami-Dade County Conflict of Interest Ordinance Section 2-11.1, as amended; and by the
City of Sunny Isles Beach Ordinance No. 99-82, which are incorporated by reference herein as if
fully set forth herein, in connection with the Agreement conditions hereunder. The Contractor
covenants that it presently has no interest and shall not acquire any interest, direct or indirectly
which should conflict in any manner or degree with the performance of the services. The
Contractor further covenants that in the performance of this Agreement, no person having any
such interest shall knowingly be employed by the Contractor. No member of, or delegate to the
Congress of the United States shall be admitted to any share or part of this agreement or to any
benefits arising therefrom.
20. ENTIRE AGREEMENT. This Agreement, together with all terms and conditions
contained in Miami-Dade County Bid No. 8254-1/22, and the Contractor's response thereto,
contain the entire agreement and understanding of the parties, and may be amended, waived,
changed, modified, extended or rescinded only by a writing signed by the party against whom
any such amendment, waiver, change, modification, extension and/or rescission is sought.
21. CONFLICTING PROVISIONS. The terms and conditions in this Agreement supersede
any other conflicting provisions that are contained in any other document, including but not
limited to Attachment "A", which is attached hereto, and the terms and conditions of Miami-
Dade County Bid No. 8254-1/22.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement in
duplicate on the day and year first written above.
WITNESS#1: BLUE DIGITAL CORP.
BY:
Signature Wayne 0. Barclay, President
Print Name
C1213-041—BLUE DIGITAL CORP. Page 6 of 7
WITNESS #2:
Signature
Print Name
ATT :T: '' . CITY OF SUNNY ISLES BEACH
l_r S,
0t►' BY: / L,
Jane • ine.,C , City Clerk N rman S. Edelcup, ayor
+ APPROVED AS TO FORM AND
LEGAL SUFFI NCY
4
BY: .1/L1
H. i i 8t, amity A orney
C1213-041-BLUE DIGITAL CORP. Page 7 of 7
igita
Digital Printing&Reprographics
7290 NW 7th Street-Unit 108
Miami,Florida 33126
(305)262-4920 Phone
(866)661-BLUE Toll Free
(305) 262-9422 Fox
April 11, 2013
Mr.Marc Anthony Tulloch
City of Sunny Isles Beach
Purchasing Department
Re: Miami-Dade County Building Contract#8254-1/22
I,Wayne Barclay President of Blue Digital Corp. will hereby give the same pricing, terms
and conditions;to''Ci"ty'of Sunny Isles Beach that is currently in effect with Miami Dade
County Building Department,Contract#8254-1/22.
Sincerely,
Wayne O. Barclay r
President
ATTACHMENT "A"
DigitaO Corp. -.—- __
n Asti w a!s
7290 NW 7th Street-Unit 108
Miami, FL 33126 r,,{, <<,...M �, � _.
Ph: 305.262-4920 Date f�trmafe No
Fax: 305.262-4922 7/1/2013 2893
Name/Address
. City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, FL 33160 -
Attn: Accoutns Payable •
Description: Qty -U/M Rate Total
PHASE 1
Scan to Tiff, Index&OC 104 ea. 250.00 26,000.00T
PHASE 2
Scan to Tiff, 24x36, 30x42, 36x48 45,000 ea. 0.41 18,450.00T
Large Format Color Scanning, 24x36, 30x42, 2,705 ea. 4.00 10,820.00T
36x48
Index Files 45,000 ea. 0.05 2,250.00T
OCR-Optical Character Recognition 45,000 ea. 0.025 1,125.00T
PHASE 3
Scan to Tiff, 8.5x11, 8.5x11, 11x17 1,115,050 ea. 0.03 33,451.50T
Scan to Tiff, 24x36, 30x42, 36x48 2,500 ea. 0.41 1,025.00T
Indexing 1,117,550 ea. 0.05 55,877.50T •
OCR-Optical Character Recognition 1,117,550 ea. 0.025 27,938.751
PHASE 4
Scan to Tiff, 8.5x11, 8.5x11, 11x17 671,688 ea. 0.03 20,150.64T
Scan to Tiff, 24x36, 30x42, 36x48 3,500 ea. 0.41 1,435.00T
Indexing 671,688 ea. -• 0.05 33,584.40T
OCR-Optical Character Recognition 671,688 ea. 0.025 16,792.20T
Exempt Sales 0.00% 0.00
SIGNATURE Total $248,899.99
. FED TAX ID#05-0528104
•
f.
4 f
MIAMI•DADE
COUNIIY,
BID NO.: 8254-1/22
OPENING: 2:00 P.M.
WEDNESDAY
MARCH 14, 2012
MIAMI-DADE COUNTY, FLORIDA
I N V I T A T I O N
T O B I D
TITLE:
REPRODUCTION & BINDING SERVICES
THE FOLLOWING ARE REQUIREMENTS OF THIS BID, AS NOTED BELOW:
BID DEPOSIT AND PERFORMANCE BOND. NA
CATALOGUE AND LISTS: NA
CERTIFICATE OF COMPETENCY: NA
INDEMNIFICATION/INSURANCE: NA
PRE-BID CONFERENCE/WALK-THRU: NA
SMALL BUSINESS ENTERPRISE MEASURE: SEE SECTION 2, PARAGRAPH 2.2
SAMPLES/INFORMATION SHEETS. NA
USER ACCESS PROGRAM: SEE SECTION 2, PARAGRAPH 2.21
WRITTEN WARRANTY: NA
LIVING WAGE: SEE SECTION 2, PARAGRAPH 2.29
FOR INFORMATION CONTACT:
Roma Campbell, Procurement Contracting Officer, via e-mail at rcampPmiamidade.gov
IMPORTANT NOTICE TO BIDDERS:
• READ THIS ENTIRE DOCUMENT AND HANDLE ALL QUESTIONS IN
ACCORDANCE WITH SECTION 1, PARAGRAPH 1.2(D).
• FAILURE TO COMPLETE THE CERTIFICATION REGARDING LOCAL
PREFERENCE ON BID SUBMITTAL FORM IN SECTION 4 SHALL RENDER THE
VENDOR INELIGIBLE FOR LOCAL PREFERENCE
• FAILURE TO SIGN BID SUBMITTAL FORM IN SECTION 4 WILL RENDER YOUR
BID NON-RESPONSIVE
•
M IAM I•DADE
60UN7iY,
MIAMI-DADE COUNTY, FLORIDA
INVITATION TO BID
Bid Number: 8254-1/22
Bid Title: Reproduction & Binding Services
Procurement Officer: Roma Campbell
Bids will be accepted until 2:00 p.m. on Wednesday, March 14, 2012
Bids will be publicly opened. The County provides equal access and does not discriminate
on the basis of disability in its programs or services. It is our policy to make all
communication available to the public, including those who may be visually or hearing
impaired. If you require information in a non-traditional format please call 305-375-5278.
Instructions: The Clerk of the Board business hours are 8:00am to 4:30pm, Monday through
Friday. Additionally, the Clerk of the Board is closed on holidays observed by the County.
Each Bid submitted to the Clerk of the Board shall have the following information clearly
marked on the face of the envelope: the Bidders name, return address, Bid number, opening
date of the Bid and the title of the Bid. Included in the envelope shall be an original and two
copies of the Bid Submittal, plus attachments if applicable.
All Bids received time and date stamped by the Clerk of the Board prior to the bid submittal
deadline shall be accepted as. timely submitted. The circumstances surrounding all bids
received and time stamped by the Clerk of the Board after the bid submittal deadline will be
evaluated by the procuring department, in consultation with the County Attorney's Office, to
determine whether the bid will be accepted as timely.
NOTICE TO ALL BIDDERS:
• FAILURE TO SIGN THE BID SUBMITTAL FORM WILL RENDER YOUR BID NON-
RESPONSIVE.
• THE BID SUBMITTAL FORM CONTAINS IMPORTANT CERTIFICATIONS THAT
REQUIRE REVIEW AND COMPLETION BY ANY BIDDER RESPONDING TO THIS
SOLICITATION.
•
�SU"uY 'S`�r City of Sunny Isles Beach
_ �
,t"). _ , 18070 Collins Avenue
` L Sunny Isles Beach, Florida 33160
%F D97.•F •6-ck% sc. (305)947-0606 City Hall
e' ` ox sut+ /'`'') (305)949-3113 Fax
MEMORANDUM
TO: The Honorable Mayor and City Commission
VIA: Christopher J. Russo, City Manager
FROM: Clayton L. Parker, Building Official.
DATE: 7/18/2013
RE: Agreement with Blue Digital Corp. for Document Imaging Services
for the Building Department
RECOMMENDATION:
It is recommended that the City Commission approves the attached resolution to
enter into an agreement with Blue Digital Corp. for Document Imaging Services
for the Building Department in an amount not to exceed $248,900 as follows:
• A one-time amount not to exceed $222,900 for scanning of Phase 2 (large
format plans), Phase 3 (Permitting files stored in 2 rooms on the 3rd floor),
and Phase 4 (un-scanned documents in the 1st floor storage area)
• Annual amount not to exceed $26,000 for scanning of plans and permitting
documents issued each fiscal year.
REASONS:
Over the years the Building Department has accumulated great amounts of
permitting records which have gradually depleted all available storage space on
the 3rd floor, as well as a significant area on the 1st floor, which is also shared by
all City Departments. To resolve this problem, staff has developed a four (4)
phase plan to digitize all documents in the Building Department.
• Phase 1: Digitization of all permitting documents as they are issued on a
weekly basis.
• Phase 2: Digitization of the large format sets of plans stored on the 3rd floor
Agenda Item No.IOG
Date 7/18/2013
119
and 1st floor storage areas.
• Phase 3: Digitization of all permitting files stored on the 3rd floor storage
area.
• Phase 4: Digitization of all un-scanned permitting file stored in the 1 srt floor
storage area.
ADDITIONAL INFORMATION:
The City will be utilizing the same terms and conditions as Miami-Dade County
Bid No. 8254-1/22 for reproduction and biding services.
FUNDING SOURCE:
Funding will come from account number 14-515-5317
ATTACHMENTS:
• Resolution
• Agreement
Agenda Item No.10G
Date 7/18/2013
120