SR-04-25-1978-6GSanta Monica, California, April 14, 1978
TO: Mayor and City Council
FROM: City Clerk
SUBJECT: Recommendation that formal bidding procedure be
waived and contract awarded for purchase of APR 2 5 1978
microfilm equipment
Introduction
This report recommends waiving the formal bid procedure and
authorization of the City Clerk to negotiate directly for
the purchase of microfilm equipment. Funds are available in
Budget Account No. 01 -100- 214 - 000 -950 in the total amount of
$18,498.
Background
This equipment will be used by the Records Management Division
of the Clerk's office to support the city -wide records management
program. The present needs of the City for microfilm capabiliites
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have been assessed and discussed with the City Manager. The
appropriate equipment available for purchase through the top
competitors in the market has been investigated and prices
obtained.
It is important that the equipment meet the City's needs as
closely as possible. Extensive review of the available equipment
has therefore been completed. As a part of this review, an
analysis has been conducted to verify the actual quality of
microfilmed documents produced by filming of poor material by
City staff for each camera and obtaining copies of the materials
from the reader - printer of each supplier.
pP R 2 5 1976
Mayor and City Council -2- April 14, 1978
Recommendation
Three informal bids have been obtained. The process of
soliciting formal bids from initiation to Council accep-
tance would take, at best, two months. Also, the variables
in available equipment would necessitate writing specifi-
cations limiting the purchase to a sole source in order to
obtain the desired equipment. It is therefore recommended
that the Council adopt the resolution waiving the formal
bidding procedure and the City Clerk be authorized to nego-
tiate directly for the purchase of microfilm equipment.
Prepared by: Joyce Snider, City Clerk
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