HomeMy WebLinkAboutR-02-0989J-02-749
9/11/02
RESOLUTION NO. 02— 989
A RESOLUTION OF THE MIAMI CITY COMMISSION BY
A FOUR-FIFTHS AFFIRMATIVE VOTE OF THE MEMBERS
OF THE CITY COMMISSION, RATIFYING, APPROVING,
AND CONFIRMING THE CITY MANAGER'S FINDING OF
AN EMERGENCY, WAIVING THE REQUIREMENTS FOR
COMPETITIVE SEALED BIDS, AND APPROVING THE
EMERGENCY PURCHASE ORDER TO PROCURE PERIODIC
MAINTENANCE AND REPAIRS TO THE DICTAPHONE
RECORDING SYSTEM IN THE E-911 CALL CENTER,
FROM DICTAPHONE CORPORATION, IN AN AMOUNT NOT
TO EXCEED $31,840; ALLOCATING FUNDS THEREFOR
FROM THE E-911 OPERATING BUDGET, ACCOUNT CODE
NO. 196002.290461.6.610.
WHEREAS, the Dictaphone recording system was installed in
the 911 Communications Center during the first quarter of 1996,
under a five (5) year lease/purchase contract; and
WHEREAS, this equipment is used to record 911 telephone
traffic in and out of the call center, police and fire radio
transmissions, and other departmental telephone lines 24 hours a
day, 7 days a week; and
WHEREAS, Dictaphone is the sole provider of maintenance on
our existing system as the technology used is proprietary to them;
and
CITY COMMISSION
MEETING OF
S F P 1 1 2002
Resolution No.
02- 989
WHEREAS, due to the age of the equipment a search for a new
recording system has been initiated, but the cost of repairs on
the existing system continues to mount; and
WHEREAS, the City Manager approved the emergency purchase
order to procure periodic maintenance and repairs to the
Dictaphone recording system in the E-911 Call Center, from
Dictaphone Corporation, in an amount not to exceed $31,840.
NOW, THEREFORE, BE 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 adopted by reference thereto and
incorporated herein as if fully set forth in this Section.
Section 2. By an affirmative vote of four-fifths (4/5ths)
of the members of the City Commission, ratifying, approving and
confirming the City Manager's finding of an emergency, waiving the
requirements for competitive sealed bids and approving the
procurement of periodic maintenance and repairs to the Dictaphone
recording system in the E-911 Call Center from Dictaphone
Corporation, in an amount not to exceed $31,840, with funds
therefor hereby allocated from the E-911 Operating Budget, Account
Code No. 196002.290461.6.610.
Section 3. Further, the City Manager's issuance of an
emergency purchase order for this purpose is ratified, approved
and confirmed.
Page 2 of 3
989
Section 4. This Resolution shall become effective
immediately upon its adoption and signature of the Mayor.'
PASSED AND ADOPTED this 1j h day of September , 2002.
EL A. DIAZ, MA
el
ATTEST:
ISCILLA A. THOMPSON
CITY CLERK
APPROVED AS TJOwBORM AND CORRECTNESS:
WROWDRO VILARELLO
CI ATTORNEY
502:tr:LB:ELF
If the Mayor does not sign this Resolution, it shall become effective
at the end of ten calendar days from the date it was passed and
adopted. If the Mayor vetoes this Resolution, it shall become
effective immediately upon override of the veto by the City Commission.
Page 3 of 3 02— 989
21
The Honorable Mayor and Membersof the City Commission
Resolution Ratifying City
/i- Manager's Action
tl'�W'arr—losCinenez Dictaphone Recording
City Maria r System
RECOMMENDATION
It is respectfully recommended that the City Commission adopt the attached Resolution ratifying
the City Manager's emergency action authorizing to procure periodic maintenance and repairs to
the Dictaphone recording system in the E-911 Call Center from Dictaphone Corporation, the sole
source provider for these services, in an amount not to exceed $31,840. Funding is available from
the E-911 Operating Budget, Account Code No. 196002.290461.6.610.
BACKGROUND
The Dictaphone recording equipment was installed in the 911 Communications Center during the
first quarter of 1996, under a five (5) year lease/purchase contract. This equipment is used to
record 911 telephone traffic in and out of the call center, police and fire radio transmissions, and
other departmental telephone lines, as requested. The recorders are in continuous operation 24
hours, 7 days a week.
During the first five (5) years of operation the equipment was being serviced under the lease
contract. Maintenance not covered under contract was paid for through a $4,500 blanket purchase
order for repairs on time and materials basis. As per the terms and conditions of the lease/purchase
contract, the City acquired the dictaphone equipment at the end of the five (5) year lease purchase
contract in January 2001.
During the third quarter of 2001, the system began to become more problematic depleting the
repair purchase order. Considering the age of the system and the new technologies now available a
search for a new recording system was initiated. During the search period repair bills on the
existing system continued to mount. Dictaphone is the sole provider of maintenance on our
existing system as the technology used is proprietary to them (sole source letter attached). The
search lead back to Dictaphone as they are the only company that currently produces a system
which can record de -trunked radio transmissions, as well as, analog and digitized telephone
conversations in the same recorder. Preliminary negotiations gave rise to the thought that these
fees could be waived if a new system were purchased. This proved to be unsuccessful.
02- 989
The Honorable Mayor and Members
of the City Commission
Page 2
Emergency Purchase,
Dictaphone Recording System
As of March 27, 2002, the outstanding repair bills owed to the Dictaphone Corporation are
approximately $17,442. It is requested that an emergency purchase order, in the amount of
$31,840, be issued to the Dictaphone Corporation to cover the outstanding bills and the cost of
future needed repairs on a time and materials basis until a new recording system is purchased. At
the present time negotiations are continuing with Dictaphone for the purchase of a new recording
system. It is anticipated that these negotiations will be finalized, and the procurement process
completed for the installation of the new equipment by December 2002.
CAG/JM/NR/HM/lr
02— 9-9
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM CITY MANAGERS OFFICE
Carlos. A. Gimenez `- 1
TO: City Manager DATE: FILE
FROM. 9i)l fce
SUBJECT: Emergency Purchase
REFERENCES : Dictaphone Recording
ENCLOSURES: System 1117 %
The Police Department is requesting your authorization for an Emergency Purchase Order to
procure of periodic maintenance and repairs to the Dictaphone recording system in the E-911 Call
Center from Dictaphone Corporation, the sole source provider for these services, in an amount not
to exceed $31,840. Funding will be provided from the E-911 Operating Budget, Account Code
No. 196002.290461.6.610.
The Dictaphone recording equipment was installed in the 911 Communications Center during the
first quarter of 1996, under a five (5) year lease/purchase contract. This equipment is used to
record 911 telephone traffic in and out of the call center, police and fire radio transmissions, and
other departmental telephone lines, as requested. The recorders are in continuous operation 24
hours, 7 days a week.
During the first five (5) years of operation the equipment was being serviced under the lease
contract. Maintenance not covered under contract was paid for through a $4,500 blanket purchase
order for repairs on time and materials basis. As per the terms and conditions of the lease/purchase
contract, the City acquired the dictaphone equipment at the end of the five (5) year lease purchase
contract in January 2001.
During the third quarter of 2001, the system began to become more problematic depleting the
repair purchase order. Considering the age of the system and the new technologies now available a
search for a new recording system was initiated. During the search period repair bills on the
existing system continued to mount. Dictaphone is the sole provider of maintenance on our
existing system as the technology used is proprietary to them (sole source letter attached). The
search lead back to Dictaphone as they are the only company that currently produces a system
which can record de -trunked radio transmissions, as well as, analog and digitized telephone
conversations in the same recorder. Preliminary negotiations gave rise to the thought that these
fees could be waived if a new system were purchased. This proved to be unsuccessful.
Office of the
Chief of Police
Miami, Fla
JUL 19 2002
.r .� 02
I � � 'r
Carlos A. Gimenez
Page 2
Emergency Purchase;
Dictaphone Recording System
As of March 27, 2002, the outstanding repair bills owed to the Dictaphone Corporation are
approximately $17,442. It is requested that an emergency purchase order, in the amount of
$31,840, be issued to the Dictaphone Corporation to cover the outstanding bills and the cost of
future needed repairs on a time and materials basis until a new recording system is purchased. At
the present time negotiations are continuing with Dictaphone for the purchase of a new recording
system. It is anticipated that these negotiations will be finalized, and the procurement process
completed for the installation of the new equipment by December 2002.
Total cost of purchase:
Account Code No.:
City Manager
Attachments
$31,840.00
196002.290461.6.610
BUDGETARY REVIEW & APPROVAL:
Marcelo Penha
Acting Director
Department of Management & Budget
RECTIVI-7®
JUL 2l 2002
LEGISLOON UETML
02 TO
Raul Martinez
TO: Chief of Police
(Throu Channels
FROM: Mayor Hector Mirabile
Commander
Business Management Section
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE:
LEG 7-2
SUBJECTResolution Ratifying City
Manager's Action -
REFERENCES: Dictaphone Recording
System
ENCLOSURES:
FILE:
Attached are cover memoranda for a Resolution ratifying the City Manager's emergency
authorization to procure periodic maintenance and repaif° to the Dictaphone recording system in
the E-911 Call Center from Dictaphone Corporation, the sole source provider for these services, in
an amount not to exceed $31,840. Funding will be provided from the E-911 Operating Budget,
Account Code No. 196002.290461.6.610.
The Dictaphone recording equipment was installed in the 911 Communications Center during the
first quarter of 1996, under a five (5) year lease/purchase contract. This equipment is used to
record 911 telephone traffic in and out of the call center, police and fire radio transmissions, and
other departmental telephone lines, as requested. The recorders are in continuous operation 24
hours, 7 days a week. b.
During the first five (5) years of operation the equipment was being serviced under the lease
contract. Maintenance not covered under contract was paid for through a $4,500 blanket purchase
order for repairs on time and materials basis. As per the terms and conditions of the lease/purchase
contract, the City acquired the dictaphone equipment at the end of the five (5) year lease purchase
contract in January 2001.
During the third quarter of 2001, the system began to become more problematic depleting the
repair purchase order. Considering the age of the system and the new technologies now available a
search for a new recording system was initiated. During the search period repair bills on the
existing system continued to mount. Dictaphone is the sole provider of maintenance on our
existing system as the technology used is proprietary to them (sole source letter attached). The
search lead back to Dictaphone as they are the only company that currently produces a system
which can record de -trunked radio transmissions, as well as, analog and digitized telephone
conversations in the same recorder. Preliminary negotiations gave rise to the thought that these
fees could be waived if a new system were purchased. This proved to be unsuccessful.
,Q1M
02- 989
Raul Martinez
Page 2
Emergency Purchase;
Dictaphone Recording System
As of March 27, 2002, the outstanding repair bills owed to the Dictaphone Corporation are
approximately $17,442. It is requested that an emergency purchase order, in the amount of
$31,840, be issued to the Dictaphone Corporation to cover the outstanding bills and the cost of
future needed repairs on a time and materials basis until a new recording system is purchased. At
the present time negotiations are continuing with Dictaphone for the purchase of a new recording
system. It is anticipated that these negotiations will be finalized, and the procurement process
completed for the installation of the new equipment by December 2002.
After signing the appropriate documents, please return the entire package to the Business
Management Section for further distribution. Additionally, your initials are required in the bottom
left hand corner of the memorandum from the City Manager to the Mayor and City
Commissioners.
Should you have any questions, or need additional information, please contact me at extension
6575.
HM/Ir
Attachments
02- 989