HomeMy WebLinkAboutR-02-0225J-02-133
3/6/02
RESOLUTION NO. 2 � 225
A RESOLUTION OF THE MIAMI CITY
COMMISSION, BY A FOUR-FIFTHS (4/5 THS)
AFFIRMATIVE VOTE, AFTER A DULY ADVERTISED
PUBLIC HEARING, RATIFYING, APPROVING AND
CONFIRMING THE CITY MANAGER'S FINDING OF
A SOLE SOURCE; WAIVING THE REQUIREMENTS
FOR COMPETI'T'IVE SEALED BIDDING PROCEDURES
AND APPROVING THE ACQUISITION OF ANNUAL
SOFTWARE MAINTENANCE AND SUPPORT SERVICES
FOR THE FASTER® SYSTEM FOR THE DEPARTMENT
OF GENERAL SERVICES ADMINISTRATION
("GSA") FROM CCG SYSTEMS, INC., THE SOLE
SOURCE PROVIDER, EFFECTIVE THROUGH
SEPTEMBER 30, 2002, WITH THE OPTION TO
EXTEND FOR THREE ADDITIONAL ONE-YEAR
PERIODS, IN AN AMOUNT NOT TO EXCEED
$5,618 FOR THE INITIAL PERIOD, AND ANY
INCREASE(S) WILL NOT EXCEED MORE THAN 15%
OVER THE THREE-YEAR EXTENSION PERIOD,
SUBJECT TO NEGOTIATIONS; ALLOCATING FUNDS
AS FOLLOWS: $4,494 FROM GSA ACCOUNT CODE
NO. 503001.420905.6.670 AND $1,124 FROM
THE DEPARTMENT OF FIRE -RESCUE, ACCOUNT
CODE NO. 001000.280601.6.340, SUBJECT TO
AVAILABILITY OF FUNDS AND BUDGETARY
APPROVAL.
BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI,
FLORIDA:
Section 1. By a four-fifths (4/5"") affirmative vote of
the City Commission, after a duly advertised public hearing, the
CITY CQNIW-VION
N EETT,mc, 6F
MAS' 0 7 2002
1weeaiution 111P•
02- 225
City Manager's finding of sole source, is ratified, approved and
confirmed, the requirements for competitive bidding procedures,
is waived, and the acquisition of annual software maintenance and
support services for the FASTER° system for the Department of
General Services Administration ("GSA") from CCG Systems, Inc.,
the sole source provider, effective through September 30, 2002,
with the option to extend for three additional one --year periods,
in an amount not to exceed $5,618 for the initial period, and any
increase(s) will not exceed more than 15% over the three-year
extension period, subject to negotiations, is approved, with
funds allocated as follows: $4,494 from GSA Account Code
No. 503001.420905.6.670 and $1,124 from the Department of Fire -
Rescue, Account Code No. 001000.280601.6.340, subject to
availability of funds and budgetary approval.
Section 2. This Resolution shall become effective
immediately upon its adoption and signature of the Mayor Y
If the Mayor does not sign this Resolution, it shall become effective at
the end of ten calendar days from the date it was adopted and passed.
If the Mayor vetoes this Resolution, it shall not become effective
unless the City Commission overrides the veto.
Page 2 of 3
02- 225
1 0 0
PASSED AND ADOPTED this 7th day of March , 2002.
ATTEST:
?A
PRISCILLA A. THOMPSON
CITY CLERK
WRO VIL'
TTORNEY
997:tr:LB:3SS
CORRECTNESS :/
Page 3 of 3
MANUEL A. D=IAZ , R
02- 225
• 0
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: The Honorable Mayor and Members DATE: FE.3 2 6 2302 FILE:
of the City Commission
SUBJECT: Sole Source Purchase
Software Maintenance and
Support Services for
FROM: REFERENCES: FASTER
Ay -
ENCLOSURES:
RECOMMENDATION
It is respectfully recommended that the City Commission adopt the attached Resolution ratifying,
approving and confirming the City Manager's finding of sole source, waiving the requirements for
competitive sealed bids, and authorizing the acquisition of annual software maintenance and
support services for the FASTER System, from C.C.G. Systems, Inc. (non-local/non-minority
vendor), located at 612 Colonial Avenue, Norfolk, VA 23507, for an initial one year period
effective through 9/30/02, with the option to extend for three (3) additional one-year periods, at a
first year annual amount not to exceed $5,618; and authorizing increases to the annual
maintenance and support fee which will not exceed more than 15% over a period of three (3)
years; and further authorizing the City Manager to execute a maintenance and support services
agreement, in a form acceptable to the City Attorney, with C.C.G. Systems, Inc. Funding for this
acquisition is available from the Departments of General Services Administration, Account Code
No. 503001,420905.6.670 ($4,494) and Fire -Rescue, Account Code No. 001000.280601.6.340
($1,124), subject to budgetary approval of funds.
BACKGROUND
On rune 23, 1998, the City Commission adopted Resolution No. 98-656 affirming the acquisition,
installation and related training of the FASTER fleet management software system for the
Department of General Services Administration's Fleet Management Division and the Fire -Rescue
Maintenance Garage.
The FASTER System provides critical data on physical assets of equipment and parts, vendor and
warranty information, as well as shop floor transactions using work order data. This information
is used to improve efficiency and realize operational savings for the aforementioned Departments.
As essential is the software maintenance and support services which includes: 24-hour support
through the use of emergency numbers, modem access for immediate troubleshooting and remote
training, and all new enhancements to the FASTER system. Proper maintenance and support of
the Fleet Management System is necessary to keep the Fleet and Fire -Rescue Garage in good
functioning order.
02- 225
The Honorable Mayor and Members
of the City Commission
Page 2 of 2
This software service is proprietary and can only be obtained by C.C.G. Systems, Inc., and thus
qualifies as a sole source purchase. In order to continue to operate the FASTER System, it is
requested that authorization be provided to purchase the software maintenance and support
services from C.C.G. Systems, Inc., a sole source provider.
f�f�8
CAG/FKR/AJM/il
02- 225
CITY OF MIAMI, FLORIDA
ENTER-OFFICE MEMORANDUM
Carlos A. Gimenez January 28, 2002
TO : City Manager DATE : FILE
SUBJECT: Sole Source for Software
Maintenance and Support
00 Services for FASTER@ System
FROM: Judy S. i or REFERENCES:
Chief Pro Officer Of
ENCi_OSURES:
An investigation s conducted by staff to determine whether CCG Systems, Inc., a non-minority / non-
local vendor, loc d at 612 Colonial Avenue, Norfolk, Va. 23507, is the sole source provider for the
acquisition of al software maintenance and support services for the FASTER® System, for the General
Services Administration, for an initial period through September 30, 2002, with the option to extend for
three (3) additional one (1) year periods. Funding during the first year shall not to exceed $5,618.00, and any
increase(s) will not exceed more than 15% over the three (3) year extension period, subject to negotiations
with the City. Funding for this acquisition is available from the General Services Administration ("GSA"),
Account Code No. 503001.420905.6.670 ($4,494) and the Department of Fire-Rescue, Account Code No.
001000.280601.6.340 ($1,124), subject to the availability of funds and budgetary approval.
According to the General Services Administration, it acquired the FASTER@ fleet management software
system from CCG Systems, Inc. for its Fleet Management Division and the Fire-Rescue Maintenance Garage
pursuant to Resolution No. 98-656. The FASTER@ system provides critical data on the physical assets of
equipment and parts, vendor and warranty information, shop floor transactions using work order data, and is
used to improve efficiency and realize operational savings for these departments. GSA reported the software
maintenance and support services are necessary to keep the Fleet and Fire-Rescue Garage in good
functioning order. These services include 24-hour support, modem access for troubleshooting, remote
training, and all new enhancements to the FASTER® system.
According to CCG Systems, Inc., it is the sole owner of the proprietary software. Only CCG Systems, Inc. is
authorized to maintain, develop, market, and support its FASTER® software. The software maintenance and
support must be maintained only by CCG Systems, Inc.
Accordingly, I am recommending that the requirements for competitive bidding be waived, and these
findings be approved: CCG Systems, Inc. is the sole source provider of software maintenance and support
services for the FASTER@ fleet management software, for the General Services Administration, for the
initial period through 9/30/02, with the option to extend for three (3) additional one (1) year periods.
Funding in the first year shall not to exceed $5,618.00, and further authorizing an increase(s) which will not
exceed more than 15% over the three (3) year extension period, subject to negotiations with the City.
Funding for this acquisition is available from the General Services Administration ("GSA"), Account Code
No. 503001.420905.6.670 ($4,494) and the Department of Fire-Rescue, Account Code No.
001000.280601.6.340 ($1,124), subject to the availability of funds and budgetary approval.
APPROVED BY: DATE: 2AU° v
arlos A. Gimenez
City Manager
CAG/FKR/RJN/JSC/peb
02 225
E
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM-
TO:
EMORANDUM-To: Judy S. Carter DATE: January 22, 2002 FILE:
Director
Purchasing Department
FROM: Alex J. , inez
Acting Director
General Services Administration
SUBJECT: Finding of Sole Source
Software Maintenance and
Support Services for FASTER
REFERENCES:
ENCLOSURES:
The Department of General Services Administration, Fleet Management Division, is requesting a
sole source finding for the purchase of software maintenance and support services, for the existing
FASTER System, from C.C.G. Systems, Inc.
Based upon the attached letter from Jeannine Youngs, CFO, for C.C.G. Systems, Inc., the
Department of General Services Administration is requesting that you take the necessary steps to
verify that C.C.G. Systems, Inc., is the sole source for the purchase of software maintenance and
support services for the FASTER software.
Your attention to this matter is greatly appreciated.
CAG/FKR/AJM/11
02- 225
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Judy S. Carter DATE: January 22, 2002 FILE
Director
Purchasing DepartmensueJEcr : Sole Source Acquisition -
/� Software Maintenance and
Support Services for
FROM: Alex J. Martinez REFERENCES: FASTER
Acting Director ENCLOSURES:
General Services Administration
The Department of General Services Administration has verified that funding is available for the
procurement of software maintenance and support services for the existing FASTER System,
from C.C.G. Systems, Inc., the sole source provider, for a one year contract period through
9130102, with the option to renew for three (3) additional one-year periods, at a first year annual
amount not to exceed $5,618; and authorizing increases to the annual maintenance and support
fee which will not exceed more than 15% over a period of three (3) years; and further authorizing
the City Manager to execute a maintenance and support services agreement, in a form acceptable
to the City Attorney, with C.C.G. Systems, Inc.
Funding for this acquisition will be allocated from the Departments of General Services
Administration, Account Code No. 503001.420905.6.670 ($4,494) & Fire -Rescue, Account Code
No. 001000.280601.6.340 ($1,124), subject to the availability of funds and budgetary approval.
Budget Approval:
Linda M. Haskins, Director D to
Department of Management and Budget
IT Approval:
Aldo Stancato, Chief Information Officer
Department of Information Technology
CAWKR/AJM/ll
Date
10 00
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(NRMA) orrn r
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02- 225
• i
AWARD
SOLE SOURCE 01-02-087
ITEM: Software Maintenance and Support Services for
FASTER® Software
DEPARTMENT: General Services Administration
TYPE OF PURCHASE: Term Contract
REASON: The General Services Administration ("GSA") is seeking to
continue to acquire annual software maintenance and
support services for the FASTERQ System from CCG
Systems, Inc. for Its Fleet Management Division and the
Fire -Rescue Maintenance Garage. These services provides
critical data on the physical assets of equipment and parts,
vendor and warranty information, shop floor transactions
using work order data, and Is used to improve efficiency and
realize operatlonal savings for these departments. No other
firm can provide this service due to the proprietary nature of
the software.
RECOMMENDATION:
So]eScurceO l -02-4$7FASTERsoftware
It is recommended that award be made to CCG Systems,
Inc., the sole source provider of software maintenance and
support services for the FASTERa System, for the initial
period through 9/30/02, with the option to extend for
three (3) additional one (1) year periods. Funding In the
first year shall not to exceed $5,618.00, and further
authorizing an increase(s) which will not exceed more than
15% over the three (3) year extension period, subject to
negotiations with the City. Funding for this acquisition is
available from the General Services Administration
("GSA"), Account Code No. 503001.420905.6.670
($4,494) and the Department of Fire -Rescue, Account
biect to
02-• 225
Judy Carter, Director
ra Department of Purchasing
FROM'//P s, CPPB
Sr. Procurement Contracts Officer
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
January 28, 2002
DATE : FILE
SUBJECT: Sole Source for Software
Maintenance and Support
Services for FASTER® System
REFERENCES:
ENCLOSURES:
An investigation was conducted by staff to determine whether CCG Systems, Inc., a non -minority / non -
local vendor, located at 612 Colonial Avenue, Norfolk, Va. 23507, is the sole source provider for the
acquisition of annual software maintenance and support services for the FASTER® System, for the General
Services Administration, for an initial period through September 30, 2002, with the option to extend for
three (3) additional one (1) year periods. Funding during the first year shall not to exceed $5,618.00, and any
increase(s) will not exceed more than 15% over the three (3) year extension period, subject to negotiations
with the City. Funding for this acquisition is available from the General Services Administration ("GSA"),
Account Code No. 503001.420905.6.670 ($4,494) and the Department of Fire -Rescue, Account Code No.
001000.280601.6.340 ($1,124), subject to the availability of funds and budgetary approval.
According to the General Services Administration, it acquired the FASTER® fleet management software
system from CCG Systems, Inc. for its Fleet Management Division and the Fire -Rescue Maintenance Garage
pursuant to Resolution No. 98-656. The FASTER@ system provides critical data on the physical assets of
equipment and parts, vendor and warranty information, shop floor transactions using work order data, and is
used to improve efficiency and realize operational savings for these departments. GSA reported the software
maintenance and support services are necessary to keep the Fleet and Fire -Rescue Garage in good
functioning order. These services include 24-hour support, modem access for troubleshooting, remote
training, and all new enhancements to the FASTER® system.
According to CCG Systems, Inc., it is the sole owner of the proprietary software. Only CCG Systems, Inc. is
authorized to maintain, develop, market, and support its FASTERO software. The software maintenance and
support must be maintained only by CCG Systems, Inc.
Accordingly, I am recommending that the requirements for competitive bidding be waived, and these
findings be approved: CCG Systems, Inc. is the sole source provider of software maintenance and support
services for the FASTER® fleet management software, for the General Services Administration, for an
initial period through 9130102, with the option to extend for three (3) additional one (1) year periods.
Funding in the first year shall not to exceed $5,618.00, and further authorizing an increase(s) which will not
exceed more than 15% over the three (3) year extension period, subject to negotiations with the City.
Funding for this acquisition is available from the General Services Administration ("GSA"), Account Code
No. 503001.420905.6.670 ($4,494) and the Department of Fire -Rescue, Account Code No.
001000.280601.6.340 ($1,124), subject to the availability of funds and budgetary approval. a
DATE:
02- 225
JAN- 4-02 SAT 2:11 PM P, 2
' 1 '
�+9�1'F:� Syalea0t iW' ,y+Grl+r �l�Rl:
CCG SYSTEMS, INC. 612 COLONIAL. AVE. NORFOLK, VA 23507 Tet. 500-75 FASTER WEB, www.ccgsystems.com
NENT VIA FACSIMILE
January 4, 2002
Alex J_ Martinez
Director of GSA
City of Miami
Dear Mr. Martiracr.,
The FASTER Fleet Software System that is being utilized in the Pleat Services Division of the City of
Miami is tlto sole property of CCG Systems, Inc. The City of Miami has patrcbased a license to utilize our
software and maintainan annual support services contract for the FASTER software.
CCG Systems, Inc, as owner of the sattwaM maintains, develops, markets and mWorts the software in a
sole capacity. AA services and functions relating to the software are offered and can be arranged through
dic Norfolk, VA office.
N=a-X4W,oy,' President, or Jeann= Ymmgs, CFO, can answer any quMons or provide further
j0opqgw= about FASTER or CCG Sygwnts, Inc. services. Please feel free to contact us.
Sincerely,
Jestwine Youngs
CFO
02- 225
,
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•� �,�se-ee4 _-��
8/1 Z/� •'�' .
r
RESOLUTION No. SIR
A RESOLUTION, BY A 4/6THS AFFIRMATIVE VOTE OF THE
MEMBERS OF THE CITY COMMISSION. AFTER A ObLY
ADVERTISED PUIDUC HEARING. RATIFYING, APPROVING
,AND CONFIRMING THE CITY MANAGER'S FINDING THAT
COMPin.Tl'TIVE SANDED BIDDING
ADVANTAGEOUS UR�pR E NOT
THEPRACTICAL
PROCUREMENT, INSTALLATION. AND RELATED TRAINING
OF A FLEET MANAGEMENT !SOFTWARE SYSTEM FOR THE
DEPARTMENTS OF GENERAL SERVICES ADMINISTRATION
(GSA), FLEET MANAGEMENT DIVISION AND FIRE -RESCUE,
WAIVING TME REQUIREMENTS FOR COMPEITIVE SEALED
BIDDING PROCEDURES AND APPROVING A CONTRACT
AWARD TO 000 SYSTU". INC.. AT A TOTAL AMOUNT
NOT TO EXCEED :75,000.00: ALLOCATING FUNDS
TH9REFORRDEORMIMPROVEMENT
AND PROD CT MAN 0 MENT SYSTEM
"WORK 0
PROJECT NO. 311604.
WHEREAS, a Fleet Management Software SYstem is critical to the ability of the
Department of General Services Administration's Fleet Management -Division and the
Fire -Rescue Maintenance Garage to provide records management. improve efficiency. and
realize operational Savings' and
WHEREAS. for the pest eight months the Departments of General Ssrvlces
Administration, FifO-Rescue, Information Technology and Purchasing have been identifying,
evelurtinp and developing the beat available system to most the city's needs: and
WHEREAS, due to the amount of time already invested in the process of acquiring
. 'R'!CON
me roll
rr
JUM23 09
02- 225
�� iyaal�l.. ii not p�aCtlCal or advaALa�oOYs fOr tIM Compaddve seded bid&V ArOCM,*
arra
.WHEREAS. the City M0424t has determined that it Is 0mCt1asl end advsntageow
to waive competitive sealed bids end proceed with the award of this ,contract to CCG
Systems. Inc.; and
WHEREAS, funds ' for this service are available from the Capital Improvement
Program, "Work Order and project Management Systern', Project No. 311604; end
WHEREAS. the City Manager and the Director of the ipepertment of General
Services Administration recommend that the requirements for competitive formal aseled
bids be- ' waived and the procurement, installation and misted training for 'a Rost
Management Software System from CG Systems, Inc.. be approved;
NOW, THEREFORE, 8E IT RESOLVED BY THE COMMISSION OF THE CITY OF
MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the Preamble to this Resolution
are hereby adopted by reference thereto and incorporated heroin as If fully set forth in this
Section.
Section 2. By a four-fifths I4/5" affirmative vote of the members of the City
Commission, after s duly advertised public hearing, the City Cammission hereby ratifies,
approves, and confirms the City Manager's finding that competitive bidding procedures ON
not pgetical or advantageous for the procurement, installation, and related training of a
Fleet Management Software SYstenm, for the ospenments of General Services
Administration, Fleet Management Division and Fire -Rescue, waWgnp the requirements for
competitive sealed bidding procedures and approving a contract award to CCQ Syetf",
Inc.. at a total amount not to exceed $15,000.00, with funds therefor hereby allocated
r
R , 02-- 225
you •v .. .•vv
• � � tet71*�
horn dw Capho Improvement Program, "Work Ofder- end Projso IulanapStnant ys
y w
Project NO. 311 M4.its
T
Seadon 3. Thls AaS0lutW shill become effectWo Immeo'.etahr uponsdoPtian,
PASSED AND ADOPTED this23, d day of Juno - M 998•
E
JOLT CAR04L0, MAYOR
In lOOORftos wkh M M Cads Sec. 2-M. am the luioW dd not hkaft soProveJ Of
vo by soft It In the dUIaOW PhM pMVido& _+M W49an nosy
bwams offecdYI TM die 4how of Yn 00} from dds ol;pwhLlcn soon
�fp tam wkhout rife Mayor
ATTEST:
. CN11 C,teAt
WALTER J. FOEMAN,
ED,4 To /F0111►ND CORRECTNESS
q E LO
CITY ATTPNIE"
W2662:osk.ORS
TO Walter J. Foeman
City Clerk
• CITY OF MIAMI, FLORIDA •
INTER -OFFICE MEMORANDUM
DATE : January 22, 2002 FILE :
SUBJECT: Request to Publish Notice for
Public Hearing
FROM: Alex J. GINWirtin z REFERENCES:
Acting Director ENCLOSURES:
General Services Administration
Attached please find the public hearing notice for a waiver of the requirement for competitive
sealed bidding procedures for the acquisition of annual software maintenance and support services
for the FASTER System, from C.C.G. Systems, Inc,, the sole source provider of this service.
This item is scheduled for the Commission meeting of ,D�?,7, '2 d& z.
Should you have any questions regarding this item, please contact Acting Director, Alex J.
Martinez, or his Assistant, Lourdes Lopez at (305) 575-5130.
APPROVED:
Elvi G. Alonso
Agenda Coordinator
CAG&1WAJM/ll
Attachment
S. • i.&_0 y
Date
02- 225
fes. a
CITY OF NUANII
NOTICt TO THE PUBLIC
public hearing will be held by the City Commission of the City of Miami, Florida on
at a.m. in the City Commission Chambers at City Hall,
350 Pan American Drive, Miami, Florida, for the acquisition of annual software maintenance and
support services for the FASTER System, from C.C.G. Systems, Inc., a non-local/non-minority
vendor, located at 612 Colonial Avenue, Norfolk, VA 23507, for the Department of General
Services Administration and Fire -Rescue, in a first year amount not to exceed $8,615.
Inquiries from other potential sources of such a package who feel that they might be able to
satisfy the City's requirements for this item may contact Pamela Burns, Sr. Procurement
Contracts Officer, at the City of Miami Purchasing Department at (305) 416-1905.
02' 225