HomeMy WebLinkAboutCity of Tamarac Resolution R-99-091Temp. Reso #8575
March 25, 1999
Page 1
CITY OF TAMARAC, FLORIDA
RESOLUTION NO. R-99-31
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
TAMARAC, FLORIDA, APPROVING THE PURCHASE OF
MICROFILMING SERVICES FROM LASON SYSTEMS, INC.,
UTILIZING THE BROWARD GOVERNMENTAL COOPERATIVE
PURCHASING GROUP BID #B-98-74 FOR A TOTAL NOT TO
EXCEED THIRTY-FIVE THOUSAND ($35,000) DOLLARS
ANNUALLY, APPROVING FUNDING FROM THE
APPROPRIATE ACCOUNTS; PROVIDING FOR CONFLICTS;
PROVIDING FOR SEVERABILITY; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the City of Tamarac is legally required to retain public records for
archival and historical purposes; and
WHEREAS, to efficiently reduce the physical storage space needed for these public
records, microfilming services for various departmental records is needed; and
WHEREAS, The Broward Governmental Cooperative Purchasing Group has
awarded Bid #B-98-74 to Lason Systems, Inc. for an initial three (3) year period with an
option to renew for three (3) additional one (1) year periods; and
WHEREAS, City Code §6-154 allows the Purchasing/Contracts Manager the
authority to join with other units of government in cooperative purchasing when the best
interest of the City would be served; and
Temp. Reso #8575
March 25, 1999
Page 2
WHEREAS, it is the recommendation of the City Clerk and Purchasing/Contracts
Manager that the purchase of microfilming services be awarded to Lason Systems for
an amount not to exceed $35,000 annually for a period to coincide with the Broward
Governmental Cooperative Purchasing Group Bid #B-98-74; and
WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in
the best interest of the citizens and residents of the City of Tamarac to purchase
microfilming services from Lason Systems.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF TAMARAC, FLORIDA:
SECTION 1: The foregoing "WHEREAS" clauses are hereby ratified and confirmed
as being true and correct and are hereby made a specific part of this Resolution upon
adoption hereof.
SECTION 2: The appropriate City Officials are authorized to purchase
microfilming services from Lason Systems for a period to coincide with the Broward
Governmental Cooperative Purchasing Group Bid #B-98-74, attached hereto as Exhibit
M
SECTION 3: Funding is available for the purchase of microfilming services from the
appropriate account at a total cost not to exceed $35,000.00 annually.
SECTION 4: All resolutions or parts of resolutions in conflict herewith are hereby
repealed to the extent of such conflict.
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Temp. Reso #8575
March 25, 1999
Page 3
SECTION 5: If any clause, section, other part or application of this Resolution is
held by any court of competent jurisdiction to be unconstitutional or invalid, in part or
application, it shall not affect the validity of the remaining portions or applications of this
Resolution.
SECTION 5: This Resolution shall become effective immediately upon its passage
and adoption.
PASSED, ADOPTED AND APPROVED this day of , 1999.
ATTEST:
CAROL GOLD, C/AAE
City Clerk
I HERFEBT CERTIFY that I have
awr ve this RESOLUTION as
ITCHEEL S. KRAFT
ity Attorney
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RECORD OF COMMISSON
MAYOR
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RESOLUTION NO. R--98-331
A RESOLUTION OF THE TOWN OF DAVIE, FLORIDA, APPROVING THE
RANXINGS FOR MICROFILMING SERVICES.
WHEREAS, the Town is in need of microfilming services for various department records; and
WHEREAS, the Town acted as lead agency for the Broward Co-operative Purchasing Group in
soliciting sealed proposals for such services; and
WHEREAS, the Town chaired a selection committee comprised of representatives of other
participating agencies; and -
WHEREAS, 'the selection committee has ranked in order of preference, the proposals from
Lason, Leahy Document & Information Management, Inc., and Dataplex Corporation; and
WHEREAS, after review, the Town Council wishes to accept the ranking of Lason as the highest
ranking firm.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF DAVIE,
FLORIDA:
SECTION 11. The Town Council hereby accepts the ranking of Lason as the highest ranking
firm to provide microfilming services for various departments and all participating Broward Co-op
members in accordance with the attached unit pricing identified as Attachment "A". Should the
contractor default for any reason during the terns of this three year agreement, the Town will award to
the next highest ranked firm.
SEC IQN ?. The .Town Council hereby authorizes the expenditure from the operating budget
of each using department.
SE_COQN 3. -•This -,resolution shall take effect immediately upon its passage and adoption.
PASSED AND ADOPTED THIS -9 u* DAY OF -fabGr 199$
Attest:
YOR/COUNCILMEMBER
TO C RK
APPROVED THIS —at/ 14- DAY OF D &A 1998
xi„s,-r A
KI
CC: Sue Holmes Fax # (954) 468-1593
Gail Dixon (954) 344-1186
Sheila McGann, (954) 973-6794
Leeta Hardin (954) 786-4168
Miami Office
6954 N.W. 12 Street, Suite F-2
Miami, FL 33126
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Regional Headquarters - Southeast
7833 Bayberry Road
Jacksonville, FL 32256
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S U N— S E N T I N E L
PUBLISHED DAILY
FORT LAUDERDALE, BROWARD COUNTYr FLORIDA
BOCA RATONP PALM @EACH COUNTY, FLORIDA REQUEST FOR
MIAMI, DADE COUNTY. FLORIDA PROPOSAL
The Town 'ot Davie is
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qual fled do fropossis from
STATE OF FLORIDA 2
ept mauntil 2:00
5 1 on 1 .easy August
COUNTY OF BROWARD/PALM BEACH/DADE MICpOFILMINGSERVICES
BEFORE THE D SIGNED AUTHORITY PERSONALLY APPEARED Complete specifications
may _�,(/A Hymman,n, Obtained
Herb
- - r . + . r _ w .. , . WHO ON OATH SAYS THAT agar. 6591 Orangge Drive
HE/S E IS 'A DULY AUTHORIZED REPRESENTATIVE OF THE 954)Davi7i7-iolsorida g314.phod
(954) 797-1018. Interested
an odg-
CLASSIFIED EPARTMENT OF THE SUN --SENTINEL, DAILY Praipusfive(6mfiof
their ProposalinCop," Sof
NEWSPAPER PUBLISHED IN BROWARDIPALM BEACH/DADE COUNTY, envelope on or befseatth
due date specified above
FLORIDA THAT THE ATTACHED COPY OF ADVERTISEMENT, EEING .A s�g
sealed prnonS
�mh yin
and number+zrnd?
tfoldlmarked 'SEALED PRO -
REQUEST FOR PROPOSALS POSAL'. Ail sealed Pry.
aIS Should be dellrarod to
I N THE MATTER O F 591 Purchasingggrive Division
Florida 33314. Prcpesals
Will be opened on or about
2.00 md
MICROFILMING SERVICES 25.1�98.attheTuesday
Hall. This will be a tHrblk: Opening.
IN THE CIRCUIT COURT. WAS PUBLISHED IN SAID NEWSPAPER IN sevhe;the gh�toraja" �
THE ISSUES O F and/or all proposals, any
of Davis
Herbwn manHyman CPPa
C , 0 $/0 4, 1 X .7V79 Procurement' Manager
August 4, 19"
AFFIANT FURTHER SAYS THAT THE SAID SUN —SENTINEL IS A
NEWSPAPER PUBLISHED IN SAID BROWARD/PALM BEACH/DACE
COUNTY, FLORIDA, AND THAT THE SAID NEWSPAPER HAS HERETOFORE
BEEN CONTINUOUSLY PUBLISHED IN SAID BROWARD/PALM EEACH/.CADE
COUNTY. FLORIDA, EACH DAVr AND HAS BEEN ENTERED AS SECOAD
CLASS MATTER AT THE POST OFFICE IN FORT LAUDERDALE,# IN 'SAID
BROWARD COUNTY, FLORIDA, FOR A PERIOD OF ONE.YEAR NEXT
PRECEDING THE FIRST PUBLICATION OF THE ATTACHED CCPY OF
ADVERTISEMENT: AND AFFIANT FURTHER SAYS THAT HE/SFE HAS
NEITHER PAID NOR PROMISED ANY PERSON, FIRM OR CORFORATI'CN
ANY DISCOUNT, REBATE, COMMISSION CR REFUND FOR THE PURPOSE
OF SECURING THIS ADVERTISEMENT FOR PUBLICATION IN SAID
NEWSPAPER.
t �
_r_(SIGNATUREVOSFAFFIANT)
SWORN TO AND SUBSCRIBED EEFORE ME
THIS 04 DAY OF AUGUST
A.D. 199 S//L/y_,1/
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(SIGNATURE OF NOTARY PUBLIC)
'Tara L. Sezak
MY CO
'M1:SSI0N N CC632935 EXPIRES
•:may- '; July 20, 2001
9ONOE0 THRU TROY FAIN INSURANCE. INC.
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(NAME OF NOTARY TYPED. PR TED OR STAMPED)
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PRODUCED IDENTIFICATION ...........r.,.wr
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AT, r&C N M v Q T F(�.
35mm Planetary Microfilming
$0.1 S Per Page ,
16mm Planetary Microfilming
$0.02 Per Page
16mm,Rotary Microfilming
0.015 Per Page
16mm Rotoline Microfilming
$50.00 Per Roll'
Jackets -16 or 35mm
$0.35 Each Jacket
Fiche Copies 16 or 35mm
$0.25 Each Jacket
Silver Duplicates 16mm
$0.09 Per Foot
Silver Duplicates 35mm
$0.10 Per Foot ..
Diazo Duplicates 16mm
.. $5.50 Per Roll
Diazo Duplicates 35mm
$$.50 Per Roll '
Indexing (Data entry)
$0.00$ Per Keystroke
ANSI Magazine
$0.75 Each
3M Type Magazine
Preparatign
$2.30 Each
Q�124.Cument
Q10901v J: To include
16MM
$3.75 Per 1000
removing stapes and/or paper
clips found infrequently in -a file.
9atigow 2: To include
$5.50 Per 1000
removing Acco fasteners,
staples and paper clips that
attach groups of document
averaging 25 pages.
0
Qateggry I To include .$8.00 Per.1000 .
removing Acco fasteners, :
staples and paper clips that
attach groups of document .
averaging 10 pages and
unfolding documents found
Infrequently throughout a file.
Category 4: To include $10.00 Per 1000
removing Acco fasteners,
staples and paper clips that
attach groups of document
averaging 4 pages and
unfolding and repairing
documents found infrequently
,throughout a file. Removal of
35MM drawings to be billed
separately.
Category 1: To include In
documents that are stapled,
stored flat or hanging.
Category 2: To include 0.03 Each -
documents that are stapled,
stored folded or rolled that will
lay flat when unrolled.
GatPg= 3: To include :. 0.04 Each
documents that are stapled;
stored folded or rolled that will
not lay flat when unrolled
Destruction of Documents (RECYCLED) **No Charge
Shredding Available at going rates
Minimum Charge $ 50.00
$ 20.00 pick-up charge for orders under $200.00
On Site Filming charge '$ 250.00 set-up ,and $ 50.00 per day. travel. ekpense per one -
three employees. =
** We will hold your filmed records for up'to 90 days;. Any longer than that they will be
returned to you or your local storage company.
Sincerely,
John Civale
General Manager
1 Administration 797 1030
Administration Services 797 1020
Budget & Finance 797-1050
\ Community Services 797-1145
Development Services 797.1111
0 0
TOWN OF DAME 659i Orange Drive, Davie, Florida 33314-m99
REQUEST FOR PROPOSAL
Engineering 797-1113
Fire Department 797-1090
Police Department 797.1200
Public Works 797-1240
Utilities 433-4000
July 29, 1998
(954) 797-1000
The Town of Davie is accepting proposals from qualified firms until 2:00 p.m. on
Tuesday, August 25, 1998 for:
MICROFILMING SERVICES, B-98-74.
Complete specifications are enclosed. Any questions concerning this proposal
should be directed to Herb Hyman, Procurement Manager, 6591 Orange Drive,
Davie, Florida 33314. Phone (954) 797-1016.
Interested parties must submit an original and five (5) copies of their proposal.
Sealed proposals should be marked with the name and number and boldly marked
"SEALED PROPOSAL". All sealed proposals should be delivered to the Purchasing
Division, 6591 Orange Drive, Davie, Florida 33314. Proposals will be opened on or
about 2:00 p.m., Tuesday, August 25, 1998, at the Davie Town Hall. This will be a
public opening.
The Town of Davie reserves the right to reject any and/or all proposals.
Town4n,
ie
Herb CPPB
Procurement Manager
n
LJ
An Equal Opportunity Employer
REQUEST FOR PROPOSAL 0
NATURE OF PROPOSAL
The Town of Davie, acting as lead agency for the Broward Governmental
Co-operative Purchasing Group invites qualified firms or individuals to submit a
proposal along with statements of qualifications and experience, a rate schedule
including cost per image,16mm and 35mm microfilming, roll film, duplicating,
various methods of indexing, jacketing, preparation of documents, destruction of
records, and pickup and delivery for off -site as well as on -site microfilming, a
complete list of all equipment, number of employees and a list of at least three (3)
references for consideration to provide microfilming services which may include,
but not be limited to, the following:
A. Microfilming of Resolutions, Ordinances, agendae, minutes,
personnel files, property files/appraisals for the Town Clerk's
Office.
B. Microfilming of various documents for the Building Division.
C. Microfilming of various records in the Police Department.
D. Microfilming of various records in the Fire Department.
The successful contractor will be required to prepare the records for microfilming.
In addition, the contractor may be required to destroy records upon authorization
by the appropriate personnel within each entity. The successful contractor will meet
all the requirements of the Rules of the Department of State, Division of Library and
Information Services, Chapter 1B-26, Records Management -Standards and
Requirements concerning the microfilming of public records. The co-op selection
committee reserves the right to inspect the facilities of any contractor in contention
to be awarded this contract.
All microfilming shall be done on silver gelatin type on polyester based film with
diazo ammonia processed for duplicates. Should the participating entity determine
that there is a need to review any documents which are in the possession of the
successful contractor for microfilming purposes, the successful contractor shall
coordinate with the entity to arrange for the review of said documents.
The microfilm should be in a format that would make a later conversion to CD -Rom
format achievable. Indexing and coding of the microfilm should likewise be done
with an eye towards subsequent conversion to CD -Rom format.
is
This is a cooperative Request For Proposal issued by the Town of Davie on behalf of
the participating agencies referenced herein . Any reference in this document to a
single entity shall apply to all participating entities referenced in this Request For
Proposal. The terms and conditions of the individual contracts and/or purchase
orders including, but not limited to provisions regarding invoicing, individual
delivery points, delivery instructions, and insurance requirements shall be
established individually by each participating governmental entity prior to award.
MUNICIPALITIES AND OTHER GOVERNMENTAL ENTITIES WHICH ARE
NOT MEMBERS OF THE BROWARD CO-OP PURCHASING GROUP ARE
STRICTLY PROHIBITED FROM UTILIZING ANY CONTRACT OR PURCHASE
ORDER RESULTING FROM THIS SOLICITATION. HOWEVER, OTHER
CO-OP MEMBERS MAY PARTICIPATE IN THIS CONTRACT DURING THE
RENEWAL PERIOD PROVIDED IT IS ACCEPTABLE TO THE VENDOR(S).
Some of the co-op members may currently have a contract in place for the services
listed herein. Those entities may participate at the expiration of their current
contracts.
• II SELECTION PROCESS
The Town will accept proposals through 2 p.m. on Tuesday, August 25, 1998.
Proposals will be reviewed by a committee made up of co-op members. This
committee will short list and may interview candidates deemed to be the most
highly qualified to perform the required services. Cost of services will be considered
along with other criteria listed above. In no event will price be the sole
consideration in selecting the most highly qualified firm(s) or individuals. The short
listed firms will be given a representative sample of the type of documents that they
will be asked to handle during this contract. The shortlisted firms will microfilm the
sample documents and bring the finished product with them to the oral
presentation. The co-op selection committee reserves the right to have an
independent third party firm check density, resolution, etc. The committee will
make a recommendation to the Town Council, which will make the final decision by
resolution at a future date.
III. INFORMATION
For further information proposers should contact Herb Hyman, Procurement
Manager at 797-1016.
IV. TERM OF CONTRACT
• Proposers will be submitting proposals for a three (3) year contract. The contract
P Y
may be renewed for up to three 1 year terms by mutual agreement of the parties.
R.
V. PARTICIPATING AGENCIES 0
Town of Davie
City of Fort Lauderdale
City of Tamarac
City of Coral Springs
City of Hallandale
City of Pompano Beach
City of Margate
City of North Miami
City of Deerfield Beach
City of Parkland
City of Coconut Creek
The following entities are Co-op members and may participate pu-,•r .: it to the
provisions of Section I of this specification:
City of Plantation
Port Everglades Authority
Broward County
City of Oakland Park
City of Miramar
City of North Lauderdale
City of Cooper City
City of Boca Raton
Dade County Public Schools
City of Dania
HRS. State of Florida, District #10
City of Lauderdale Lakes
Miami -Dade Community College
City of Opa-Locka
QUANTITIES
Broward County Sheriff
City of Wilton Manors
Broward Community College
City of Pembroke Pines
City of Lauderhill
City of Sunrise
City of Hollywood
Broward County Courthouse
City of Homestead
Housing Authority, Fort Lauderdale
City of Lauderdale -by -the -Sea
City of Lighthouse Point
Miami Shores Village
South Florida State Hospitals
The participating co-op members estimate the yearly usage to be approximately
1500 boxes of documents per year. However, the actual quantities may vary from
this estimate and the co-op offers no guarantee of actual usage. Each participating
agency will avail themselves of the resulting contract as their respective budgets
allow.
VII. CONFIDENTIALITY
Each participating agency will be supplying original documents. All originally
supplied documents to be microfilmed are strictly confidential and must be
carefully safeguarded. Safeguards against theft, loss, and /or damage must be
maintained at the highest levels. The contractor will be held responsible for lost,
stolen, and/or damaged original documents. The contractor will be fined up to
$1,000.00/document for any lost, stolen, or damaged documents. No unauthorized
reproduction or distribution of any participating agency document will be
permitted.
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0 VHI. ADDITIONS AND/OR DELETIONS OF SERVICES
The Town may require additional services, and services of a similar nature, during
the contract term which are not specifically listed herein. The contractor agrees to
provide such services and shall provide pricing consistent with the established
pricing (i.e. use the same formula or methodology).
If the prices or terms offered are not acceptable to the Town, and an agreement
cannot be reached, the Town reserves the right to procure these services from other
qualified contractors or to cancel the contract upon written notice.
IX INSPECTION
A sample of the various documents to be microfilmed is available for inspection by
contacting the appropriate co-op member for each participating agency. A complete
co-op address and phone list has been provided for you with this document.
X. TESTS/REPORTS
A Methylene Blue Test shall be performed by the Contractor on every loth roll of
microfilm (or with every new batch of processing chemicals, whichever occurs more
frequently) to ensure residual standards are being met in accordance with ANSI
standards for residual thiosulfate levels.
A monthly report is to be submitted to the appropriate person within each entity.
This report should document the average density of both original silver and diazo
duplicate rolls of microfilm, as well as the Methylene Blue test results for the
original silver rolls of film. This report should minimally include such identifying
information as: date filmed, roll number, date of methylene blue test and test results
and number of images/documents filmed on each roll of film.
XI. DEADLINES
Deadlines may vary from one entity to the next. The successful contractor shall be
responsible for meeting any deadlines imposed by each participating agency.
XII. RETAKES
If the Town determines that any document is not legible due to the duplication
process, that roll is to be reduplicated and reinspected at the sole expense of the
contractor. Any image that is not legible due to improper filming shall be retaken,
spliced into its proper location on the original silver roll of film and then duplicated
onto a solid silver roll of film without splices at the sole expense of the contractor.
Diazo duplicates are to reflect any retakes and be one solid roll of film without
splices.
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XHI. PUBLIC ENTRY CRIMES INFORMATION •
A person or affiliate who has been placed on the convicted vendor list —
conviction for a public entity crime may not submit a bid/proposal for a coni.l_
provide any goods or services to a public entity for the construction or repair of a
public building or public work, may not submit bids on leases of real property to a
public entity, and may not be awarded or perform work as a contractor, supplier,
subcontractor, or consultant under a contract with any public entity, and may not
transact business with any public entity in excess of the threshold amount provided
in section 287.017 for category two for a period of 36 months from the date of being
placed on the convicted vendor list.
XIV. REGISTRATION OF LOBBYISTS
Firms or Individuals who wish to contact any official of the Town outside of a
pre -submission conference or written request for information procedure must first
register with the Town Clerk as a lobbyist for this Request for Proposal. Failure to
register before contacting any official will result in disqualification of the proposal
and submissions will not be considered. Lobbying Registration Certificates
(attached hereto) should be mailed to:
Town of Davie
Town Clerk
6591 Orange Drive
Davie, Fl. 33314-3399
XV. INSURANCE
The Contractor shall furnish proof of Worker's Compensation Insurance,
Commercial General Liability Insurance, Business Automotive Liability Insurance
and Professional Liability Insurance. The Contractor shall carry in force at all times
the insurance coverage and the Town will be included as "Additional Insured".
Insurance requirements are as follows:
Worker's Compensation & Employer's Liability Insurance
Limits:
Worker's Compensation - Statutory
Employers Liability - $100,000 for each accident, $500,000 disease
(policy limit) and $100,000 disease (each employee)
Commercial General Liability Insurance - coverage shall provide minimum limits of
liability of $1,000,000 per occurrence Combined Single Limit for Bodily Injury and
Property Damage. This shall include coverage for premises/operations;
products/completed operations; contractual liability; independent contractors.
5
Business Automobile Liability Insurance - coverage shall provide minimum limits of
liability of $1,000,000 per occurrence Combined Single Limit for Bodily Injury and
Property Damage. This shall include coverage for: owned autos, hired autos and
non -owned autos.
Insurance must be furnished to the Town's Purchasing Division and notification
received of its approval by the Town PRIOR TO THE COMMENCEMENT of any
work. The Town will be given fifteen (15) days written notice of any cancellation or
material change in any policy. Contractor shall furnish co-op members with a
certificate of insurance upon request.
XVI. IlVDEMIVITY/HOLD HARMLESS
The contractor agrees to indemnify and hold harmless the Town, its officers, agents,
and employees from any and all liability, defense costs, including attorneys' fees,
and all other fees incidental to the defense, loss, or damage the town may suffer as a
result of claims, demands, costs, or judgments against it arising from the subject
project. Nothing in this agreement shall be construed to affect in any way the
Town's rights, privileges and immunities as set forth in Florida Statutes 768.28.
XVII. PAYMENT
The Town will accept invoices no more frequently than once a month. Each invoice
shall be accompanied by records fully detailing all amounts stated on the invoice.
Payments will be made in accordance with the accepted practice of each co-op
agency. In no case will the payment date exceed the legal requirement as set forth in
the Florida Prompt Payment Act.
XVIII. CANCELLATION
The Town of Davie reserves the right to cancel this contract upon written notice
should the contractor fail to reasonably perform services as outlined herein.
XIX. SUBMISSION AND RECEIPT
Interested firms or individuals should submit their proposals along with resumes of
key personnel by 2 p.m. on Tuesday, August 25,1998.
An original and five (5) copies of the proposal should be submitted to:
Town of Davie
6591 Orange Drive
Davie, Florida 33314
Attn: Purchasing Division
"Proposal for Microfilming Services"
rA
Registration of Lobbying Interests
•
Narne of Individual, Firm, or Organization:
Address:
Mature of Interest (Civic, Fin� political. ctc...):
Names, Addresses, and Titles of Individual Who Will Lobby:
Name Ti*e Address
X
Types of Lobbying activities you expect to engage in:
Individuals you expect to iobbv:
I certify that, to the best of my knowiedge, rids registration is comniere and accurate.
Signature Name Date
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0