SR-06-26-1979-6C-29SUBJECT: Microfilming of City Attorney's litigation files
by a service bureau
It was my intention to have the City Attorney's litigation files
microfilmed by City staff in the Records Management Division by
the end of the 1978 -79 fiscal year. However, due to the delay in
the Congressional approval of the CETA Program during this fiscal
year, it was not possible to hire sufficient CETA personnel to
complete the microfilming.
The material in question, fifty file drawers full, has been prepared
for filming and can be filmed in a short period of time, making it
available quickly for access by the City Attorney's staff who must
refer to the material frequently. As outlined in the attached report,
funds are available.
It is recommended that this contract be approved in order for the
division to be able to gear up to meet the ongoing needs of City
departments for help with their records.
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Santa Monica, California June 22, 1979
TO Mayor and City Council
FROM City Staff JUN 2 5 °579
SUBJECT: Recommendation to award bid for microfilming services
Bid No. 14S7
Introduction
This report concerns award of bid for microfilming of the City Attorney's
litigation files in the total amount of $5,544.60, including applicable
sales tax. This purchase will be charged to account number 01- 100 -214-
000 -401, City Clerk Special Department Supplies, and will be paid from
encumbered funds (Special Encumberance No. 78038).
Background
In response to published Notice Inviting Bids to microfilm approximately
218,000 pieces of official papers, bids were received and publicly
opened May 31, 1979. Proposal packages were mailed to thirty -five (35)
service bureaus and notices were published in accordance with City
Charter and Municipal Code provisions. Eight (8) bids were received as
listed on the attached Summary of Bids. These vendor bids are based
on filming at their respective plants with the City to arrange for
pick up and delivery.
Subsequent to the bid opening, the question of vulnerability arose if
any of these papers were lost or destroyed enroute to or from the
service bureau or while in the bureau's possession. It was considered
that the City's liability position would be best protected by retaining
control of these records at all times. Accordingly, the three (3)
lowest bidders were requested to provide quotations on performing the
JUN 2 6 1979
To: Mayor and City Council
service within the city hall. The written quotations submitted were:
Bidder Total Amount Terms
Custom Microfilm Services $5,670.05 Net
Mino - Micrographics 5,542.30 Net
Microtron Industries 5,544.60 2% 10 days
Application of the two per cent (20) cash discount reduces the bid
of Microtron Industries by $11.09, making this company the lowest
bidder.
The difference of $612.65 between on -site service and service at the
lowest in -house bidder's plant in Riverside is believed to be justified
by the elimination of approximately twenty -five (25) pick up and
delivery trips and by the fact that the records will not leave city
hall.
Recommendation.
It is recommended that the award by made to Microtron Industries, as
the lowest and best bidder for on -site service, in the total amount of
$5,544.60, including applicable tax.
Prepared by: R. N. Aronoff,
Purchasing Agent
Joyce Snider
City Clerk
Microfilming service as specified
Applicable tax
Total
Cash discount
Vendor Pickup charge (each)
Plant location
Mine-
RCI
SUMMARY OF BIDS
Micro-
Industries
Reproduction
MICROFILMING SERVICE
Center
4,955.00
OPENING DATE - MAY 31,
1979
297.30
Arcata
Custom
Continental
Delta
Microtron
Microfilm
Microfilm
Graphics
Graphics
Industries
4.00
Services
E1 Segundo
Los Angeles
51999.00
4,641.60
6,575.80
6,200.00
5,160.00
359.94
278.45
394.55
372.00
309.60
6,358.94
4,920.05
6,970.35
6,572.00
5,469.60
no
no
no
no
2% 10 days
none
25.00
none
5.00
7.50
Carson
Riverside
Los Angeles
Los Angeles
Los Angeles
Mine-
RCI
Xerox
Micro-
Industries
Reproduction
Graphics
Center
4,955.00
6,113.00
6,435.60
297.30
366.78
386.14
5,252.30
6,479.78
6,821.74
net
1% 20 days
net
7.50
5.00
4.00
Los Angeles
E1 Segundo
Los Angeles
Reference:
Contract No. 3359
(CCS)