CC - Item IV. E - Award Of Bid _ Document Imaging SystemMEMORANDUM
TO: HONORABLE MAYOR
AND MEMBERS
ROSEMEAD CITY COUNCIL
FROM: FRANK G. TRIPEPI, CITY MANAGER
DATE: JUNE 6, 2001
RE: AWARD OF BID - DOCUMENT IMAGING SYSTEM
On June 4, 2001, staff opened bids for a Document Imaging System. The Document
Imaging System, which includes a computer, scanner, and software, is intended to
provide document storage, retrieval and query functions. The Council originally
approved funding for the Document Imaging System in the Fiscal Year 2000-01 City
Budget.
t For the purpose of this bid process, staff observed demonstrations and tested different
imaging systems. There were three responses to the City's request for bids. They are
as follows: ViaTRON Systems, Inc. $16,453.68; IMPREX Technology $27,115.00; and
OTG Software, Inc $36,737. Included is the lower bidder's bid submittal.
There was an irregularity in the bid submitted by ViaTRON Systems, Inc. The vendor
submitted an incorrect bid amount of $16,453.68 due to an error in addition. The
correct bid amount is $16,557.68.
RECOMMENDATION:
Waive the irregularity in the bid submitted by ViaTRON Systems, Inc.
2. Accept all bids and award the Document Imaging System to ViaTRON Systems,
Inc. in the amount of $16,557.68.
klaword~wanneraward.doc
U', T
JUN 12 2001
ITEM No. I 66 -E
MAY.-24'01(THU) 18:29 CITY OF ROSEMEAD TEL:626-307-9218 P.002
VIATRON SYSTEMS, INC
NOTICE INVITING BIDS
The City of Rosemead is currently seeking bids for one (1) document imaging
system. Please refer to attachment for bid specifications.
All bids must be submitted on the attached bid form. All bid prices must be
effective for a period of thirty (30) days from the date that bids are received. All
bids must include a one (1) year service and maintenance agreement.
If you have any questions, please contact Karen Ogawa at (626) 569-2121. All
bids must be.received by Monday, June 4, 2001, at 10:00 a.m. at Rosemead
City Hall, 8838 East Valley Boulevard, Rosemead, California 91770.
INSTRUCTIONS TO BIDDERS
PROPOSALS
Bids shall be submitted on the form provided. Numbers shall be typed or written
clearly and the signatures of all persons signing the document shall be in
longhand. The completed form shall be submitted without alterations or
erasures. Incomplete forms and forms filled out incorrectly will be cause for
rejection of the bids.
Alternative proposals will not be considered unless requested by the City of
Rosemead. No oral or telephonic proposals shall be considered.
AWARD AND REJECTION OF BIDS
The bid will be awarded to the lowest responsible bidder complying with these
instructions, provided that the bid is reasonable in the judgment of the City of
Rosemead and it is in the interests of the City to accept it. The City Council,
however, reserves the right to reject any or all bids, and to waive any informality
in bids received. The competency and responsibility of bidders will be
considered in awarding the bid.
MAY.-24'01(THU) 18:29 CITY OF ROSEMEAD TEL:626-307-9218 P.003
Notice to Bidders
May 25, 2001
Page 2
WITHDRAWAL F BIDS
Bids may be withdrawn by the bidder prior to, but not after June 4, 2001.
ASSIGNMENT OF CONTRACT
No assignment by the successful bidder of any contract to be entered into
hereunder, or any part thereof, will be recognized by the City of Rosemead
unless such assignment has been approved in writing by the City Manager or
designee.
INTERPRETATION OF DOCUMENTS
If any party submitting a bid is in doubt as to the true meaning of any part of this
document, he or she may submit to the City a written request for an
interpretation. If the City determines that an interpretation is necessary, it will be
made by addendum only. Addendums will be mailed or delivered to each person
receiving a set of these bid documents. The City will not be responsible or any
other explanations or interpretations of the proposed documents.
ADDENDUMS AND BULLETINS
Any addendum or bulletin issued by the City during the time of bidding shall be
covered in the bid. The receipt of each addendum shall be acknowledged on the
Bid Proposal Form submitted by each bidder.
BID SPECIFICATIONS
1. GENERAL PROVISIONS
The vendor or manufacturer bidding the document imaging system shall have
at least one (1) year of experience servicing and maintaining the specific
model bid or its predecessor. The City will not accept bids for used, rebuilt or
remanufactured machines. Documentation will be required by the City to
substantiate any claims made in the bid submitted.
MAY. -24' 01(THU) 18:29 CITY OF ROSEMEAD TEL 626-307-9218 P.004
Notice to Bidders
May 25, 2001
Page 3
II. WARRANTY
The minimum warranty period for the document imaging system listed in this
bid shall be at least one (1) year. The warranty shall be unlimited and cover
all machine failures, regardless of cause, with the exception of operators
misuse or abuse.
III. MAINTENANCE
The successful bidder shall agree to service the document imaging system
bid for a minimum period of one (1) year effective from the date the contract
is awarded. .
IV. REFERENCES
The successful bidder shall provide at least three (3) references currently
utilizing the machine and servicing indicated in the bid proposal form.
klc:wordUata\scannerbid.doc (05-25-M)
MAY.-24'01(THU) 18:30 CITY OF ROSEMEAD TEL:626-301-9218 P.005
CITY OF ROSEMEAD
BID PROPOSAL FORM
MAIL TO: City of Rosemead
8838 East Valley Boulevard
Rosemead, CA 91770
"Bid Proposal - Document Imaging System"
I have received the documents titled: Notice Inviting Bids and the Bid Proposal form and have satisfied
myself as to the scope of the work.
In submitting this proposal, I agree:
1 To hold my bid open for 30 days from the date of this proposal.
2 To comply with the provisions of the Notice Inviting Bids and Instructions to Bidders.
3 To provide a bid price that includes tax, installation and delivery charges
4 To provide training on the machine specified in this proposal for City personnel.
Total purchase price, including tax, delivery changes, and installation costs:
DESCRIPTION
IMAGING SOFTWARE
QTy
PRICE
1
OTG AX-03SC-SW ApplicatiorMender
3 Users
$ 13,200-00
2
OTGAX-FTXS-SWFuOTeidServer
15erver
Included
3
OTG AX-FTXC-SW FL A Teat Client
3 Users
Included
4
OTG AX OCRN-SW OCR Network
1 Server
Included
10,000.00-
HARDWARE
5
FUJITSU SCANNER 3093DG
1
4,300.00
6
CONTROLLER CARD
1
Included
7
CABLE
t
Included
LABOR
2,950.00
8
IMAGING DOCUMENT SETUP
1
Included
Wo:scannerbidformAs 5124/01 6:05 PM Page 1
MAY.-24'01(THU) 18:30 CITY OF ROSEMEAD TEL:626-307-9218 P. 006
CITY OF ROSEMEAD
BID PROPOSAL FORM
rrEr4
9
DESCRIPTION
PLANNING
CITY
1
PRICE
Included
10
CONFIGURATION
1
$ Inc
11
PROGRAMMING (Index and Library Setup)
1
Included
12
SITE ANALYSIS & PREPARATION
1
Included
13
ONSITE INSTALLATION
1
Included
14
ONSITETRAINING
1
Included
15
USER TRAINING
1
Included
16
SYSTEM ADMINISTRATOR TRAINING
1
Included
ANNUAL SUPPORT
40
4,508.00
V
CONTRACT HOURS (M-F 8:00 am-6:00 pm)
Included
18
TELEPHONE SUPPORT (TOTAL HOURS )
Included
19
DIAL-UP SUPPORT (TOTAL HOURS 1
Included
20
ON-SITE SUPPORT (TOTAL HOURS 1
Included
21
SOFTWARE UPDATES
Included
22
SOFTWARE UPDATE TRAINING (TOTAL HOURS 1
Included
23
ADDITIONAL NEW EMPLOYEE TRAINING
Included
HARDWARE SUPPORT (SCANNER)
Included
24
LABOR
Included
25
REPLACEMENT PARTS
Included
26
OTHER HARDWARE NECESSARY TO MAKE THE SYSTEM
Included
ATURN-KEY SOLUTION. (Please attach a separate Fist)
Included
klo:Scannerbidformids 5/24/01 6:05 PM Page 2
MAY.-24'01(THU) 18:30 CITY OF ROSEMEAD TEL:626-307-9218 F.007
CITY OF ROSEMEAD
BID PROPOSAL FORM
ITEM
27
DESCRIPTION
OTHER SOFTWARE NECESSARY TO MAKE THE SYSTEM
OTY
PRICE
$ Included
A TURN-KEY SOLUTION. (Please attach a separate list)
Included
28
HARDWARE & SOFTWARE SUPPLIED BY CITY OF ROSEMEAD
As Specified
IMAGE SERVER,(COMPAQ)
HARD DRIVE
MICROSOFT NT 5 USER LICENSE
MICROSOFT SQL LICENSE
SYSTEM WILL USE EXISTING WORKSTATIONS
29
REQUIREMENTS:
1. VENDOR WILL BE RESPONSIBLE FOR ALL WORK NECESSARY
1
Included
TO COMPLETE THE INSTALLATION OF THE IMAGE SYSTEM
2. VENDOR WILL BE RESPONSIBLE FOR ALL COMPONENTS
1
Included
NECESSARY TO INSTALL THE SCANNER (Le. CABLE &
CONTROLLER, ETC.)
3. VENDOR SHALL INCLUDE ALL SOFTWARE NECESSARY TO
1
Included
MAKE THE IMAGING PORTION OF THE SOLUTION FULLY
FUNCTIONAL
4. IN CERTAIN CASES BRAND NAME HAS BEEN SPECIFIED,
1
Included
IN THESE CASES PLEASE PROVIDE SPECIFIED - NO
SUBSTITUTES WILL BE ACCEPTED
wo:scarmerbidform.ids 5/24/01 6:05 PM Page 3
MAY.-24'01(THU) 18:31 CITY OF ROSEMEAO TEL:626-307-9218 P.008
CITY OF ROSEMEAD
BID PROPOSAL FORM
30 SALES TAX (8,00%) 1 1,399.68
31 DELIVERY CHARGES 1 200.00
16,453.68
TOTAL BID PRICE ;
Authorized Signature: Provide the name and title of the individual signing the submittal for the firm. This individual must be
authorized to bind the firm to the terms of the submittal.
ARI DEVAN, VICE PRESIDENT.OF OPERATIONS
Namelritle:
VIATRON SYSTEMS, INC.
Address: 370 S. CRENSHAW BLVD , SUITE E200, TORRANCE, CA 90503
Telephone Number (310) 787-4324
I
Authorized Signature:
klo:scannerbiciformAs 6124/01 6:05 PM Page 4
ViaTRON SYSTEMS, INC.
Kala Devan
370 South Crenshaw Boulevard, Suite E200, Torrance, CA 90503
Tel.: 310.787.4321 Fax 310.212.6016
E-mail Kala@ViaTRON.COM
ViaTRON CUSTOMER REFERENCE
Provident Investment Counsel
300 North Lake Avenue
Pasadena, California
Mr. Aaron W.L Eubanks, Sr.
I' Tel.: 626.395.5357
L~
Twentieth Century Fox
1919 Avenue of the Stars
Century City, California
Ms. Annette Martinez-Novo
Tel.: 310.369.7687
Chaffey Joint Unified School District
211 Fifth Street
Ontario, California
Mr. Mike Jaynes
Tel.: 909.983.6818
Department of Defense
400 Gigling Road
Seaside, CA 93955-6771
Mr. Ronald Chambliss
Tel.: 831.583.4006
Confidential Document
Councilman Taylor requested a report on the Economic Development Meeting (Walmart
and Target).
IV. CONSENT CALENDAR
CC-A APPROVAL OF FIREWORKS STAND LOCATIONS
CC-B RE-AUTHORIZATION TO ATTEND LEAGUE OF CALIFORNIA
CITIES MAYORS AND COUNCILNIEMBERS EXECUTIVE FORUM -
JULY 25-27,2001, MONTEREY
CC-C RE-AUTIORIZATION TO FUND CAMBODIAN FAMILY SUPPORT
AND OUTREACII PROGRAM
CC-D AUTHORIZATION TO SUPPORT TTIE CITY OF BURBANK'S APPEAL
IN THEIR INVOCATION CASE BY ADDING THE CITY OF
ROSEMEAD'S NAME ON AN AMICUS CURIAE BRIEF
~'°-E AWARD OF BID- DOCUMENT IMAGING SYSTEM
CC-F AGREEMENT BETWEEN TIME CITY OF ROSEMEAD AND THE
COUNTY OF LOS ANGELES TO PROVIDE GANG ALTERNATIVE
PREVENTION PROGRAM (GAPP)
MOTION BY MAYOR PRO TEM BRUESCH, SECOND BY COUNCILWOMAN
CLARK that the Council approve the aforementioned items on the Consent Calendar. Vote
resulted:
Yes: Bruesch, Taylor, Imperial, Clark, VasqueZ
No None
Absent: None
Abstain: None
The Mayor declared said motion duly carried and so ordered.
V. NIATTERS FOR DISCUSSION AND ACTION
A. DINSMOORHOUSE -INSTALLATION OF ALARM SYSTEM AND
AUTHORIZATION TO 013TAIN RESTORATION COST ESTIMATES
MOTION BY MAYOR PRO TEM BRUESCH, SECOND BY COUNCILWOMAN
CLARK that the Council approve Post Alarm Systems' proposal for the fill system installation
and monthly monitoring service and authorize the City Manager to undertake a cost
assessment/options review for utilization/disposition of the facility for an amount not to exceed
$500. Vote resulted:
Yes:
Bruesch, Taylor, Imperial, Clark, Vasquez
No
None
Absent:
None
Abstain:
None
The Mayor declared said motion duly can ied and so ordered.
B. RELIEF FROM ORDINANCE NO. 811 (GARMENT MANUFACTURING
MORATORIUM) - 2727 STINGL.E AVENUE, UNIT 7
MOTION BY COUNCILMAN TAYLOR, SECOND 13Y COUNCILMAN VASQUEZ
that the Council approve the request for relief from Ordinance No. 81 1, and direct stan'to
process the required entitlement application, which requires a public hearing and CUP. Vote
resulted:
COHN:6-12-01
Page 92