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Home My WebLink AboutR-02-1237J-02-928 10/25/02 RESOLUTION NO. 0 2 — 12 3 ` A RESOLUTION OF THE MIAMI CITY COMMISSION BY A FOUR-FIFTHS (4/5TIS ) 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 FOR THE PROVISION OF AUTOTRACK SERVICES FROM CHOICEPOINT BUSINESS AND GOVERNMENT SERVICES, FOR THE POLICE DEPARTMENT, IN AN AMOUNT NOT TO EXCEED $49,000; ALLOCATING FUNDS FROM LAW ENFORCEMENT TRUST FUND PROJECT NO. 690002, SUCH EXPENDITURES HAVING BEEN APPROVED BY THE CHIEF OF POLICE AS COMPLYING WITH THE UNITED STATES DEPARTMENT OF JUSTICE'S, "GUIDE TO EQUITABLE SHARING". BE IT RESOLVED BY THE COMMISION OF THE CITY OF MIAMI, FLORIDA; Section 1. By a four-fifths (4/5ths) affirmative vote 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 of AutoTrack Services, for the Police Department, from ChoicePoint Business and Government Services, in an amount not to exceed $49,000, with funds allocated from Law Enforcement Trust Fund Project No. 690002, such expenditures having been approved by the Chief of Police as complying with the United States Department of Justice's, "Guide to Equitable Sharing." Section 2. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.'/ PASSED AND ADOPTED this 19th day of November , 2002. ATTEST: PRISCILLA A. CITY CLERK TNESS: V L W666Y:tr:AS:BSS Mt*UEL A. DIAZ, MA O 1� 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 2 of 2 02-1237 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM The Honorable Mayor and Members TO: of the City Commission RECOMMENDATION DATE: NOV -4 2^02 22 Resolution Ratifying City SUBJECT: Manager's Action AutoTrack Services REFERENCES: ENCLOSURES: FILE: It is respectfully recommended that the City Commission adopt the attached Resolution ratifying the City Manager's emergency action authorizing the provision of AutoTrack services from ChoicePoint Business and Government Services, in an amount not to exceed $49,000. Funding will be provided from the Law Enforcement Trust Fund, Project Number 690002. BACKGROUND Pursuant to Resolution Number 00-1074, adopted on December 14, 2000, the City Commission authorized the acquisition of on-line services for public records research from DBT Online, Inc., under a sole source designation, in the amount of $39,000, for the Police Department. These monies are now expended. Since the. original resolution under the sole source designation was authorized other companies are now providing these services. Contact was made with the Purchasing Department and it was discovered that the City Commission had recently authorized the Department of Human Resources to negotiate with ChoicePoint Business and Government Services (formerly DBT Online, Inc.), to provide background investigation services. After further discussion to ascertain whether we could piggyback on this contract it was determined that this bid did meet the specifications for the types of searches and on-line services the Police Department required. These services commonly known, as AutoTrack, is an investigative research engine that provides access to over thirty-eight (38) state record files and numerous national databases for research; the State of Florida data is included in this system. Florida is an open record state, which means that a voluminous amount of data is available. An example of the types of information that can be obtained are: vehicle drivers license, real property, corporations, occupational licenses, concealed weapons permits, boats, accident records, worker compensation reports, pilots licenses, marriage license, Universal Commercial Codes, divorces, etc. AutoTrack does more than provide data it relationally links the data. AutoTrack takes information from different state computer databases that cannot communicate with each other and integrates them in such a manner that communication between databases is seamless. 02-x.237 The Honorable Mayor and Members of the City Commission Page 2 Resolution Ratifying Emergency; AutoTrack Services On March 14, 2002, Lourdes Rodriguez from our Budget Unit met with Glenn Marcos, then Assistant Director for the Purchasing Department and Pam Burns, Senior Buyer of the Purchasing Department to discuss the best way to procure these services. Ms. Rodriguez was instructed to have the Police Department conduct an informal request for quotations from the vendors listing our specifications and after the quotations were received that they be analyzed to determine which vendor best met our needs. This analysis would then be turned over to Purchasing to determine the best course of action to take. On July 31, 2002, a meeting was held with Ms. Judy Carter, the Purchasing Director, and Pam Burns, to discuss the outcome of the information gathered by the Police Department. Ms. Carter determined that since there was a need for a multi-year contract, and it would exceed $50,000; that a formal process would be necessary and the department was instructed to provide the Purchasing Department with the specifications to proceed with a formal process. The Special Investigations Unit has provided the Budget Unit with specifications, which have been submitted to the Purchasing Department. In the mean time, outstanding bills owed to ChoicePoint Business and Government Services are now approximately $24,500. The Police Department received authorization from the City Manager for an emergency purchase order, in the amount of $49,000, to be issued to the ChoicePoint Business and Government Services to cover the outstanding bills and the cost of future AutoTrack Services (a flat rate of $3,500 per month) until the procurement process is completed. 1y�0 v� q CAG r a 2 6y 3 a,. .CITY OF MIAMI, FLORIDA OFF1�L t,1�YF+ NTER-OFFICE MEMORANDUM .. .�',� fir, � i'• G Carlos A. Gimenei TO : City Manager FCR: 4ofoliceLl UTTiCe of the Chief of Police Miami, Fla SEP L G 2002 RECEIVED DATE: Emergency Purchase AutoTrak Services ��1T i` f�ftif�:,uE•�S OFFICE, FILE: The Police Department is requesting your authorization for an Emergency Purchase Order to procure AutoTrack Services from ChoicePoint Business and Government Services, in an amount not to exceed $49,000. Funding will be provided from the Law Enforcement Trust Fund, Project Number 690002. Pursuant to Resolution Number 00-1074, adopted on December 14, 2000, the City Commission authorized the acquisition of on-line services for public records research from DBT Online, Inc., under a sole source designation, in the amount of $39,000, for the Police Department. These monies are now expended. Since the original resolution under the sole source designation was authorized other companies are now providing these services. Contact was made with the Purchasing Department and it was discovered that the City Commission had recently authorized the Department of Human Resources to negotiate with ChoicePoint Business and Government Services (formerly DBT Online, Inc.), to provide background investigation services. After further discussion to ascertain whether we could piggyback on this contract it was determined that this bid did meet the specifications for the types of searches and on-line services the Police Department required. These services commonly known, as AutoTrack, is an investigative research engine that provides access to over thirty-eight (38) state record files and numerous national databases for research; the State of Florida data is included in this system. Florida is an open record state, which means that a voluminous amount of data is available. An example of the types of information that can be obtained are: vehicle drivers license, real property, corporations, occupational licenses, concealed weapons permits, boats, accident records, worker compensation reports, pilots licenses, marriage license, Universal Commercial Codes, divorces, etc. AutoTrack does more than provide data it relationally links the data. AutoTrack takes information from different state computer databases that cannot communicate with each other and integrates them in such a manner that communication between databases is seamless. On March 14, 2002, Lourdes Rodriguez from our Budget Unit met with Glenn Marcos, then Assistant Director for the Purchasing Department and Pam Burns, Senior Buyer of the Purchasing Department to discuss the best way to procure these services. Ms. Rodriguez was instructed to have the Police Department conduct an informal request for quotations from the vendors listing our specifications and after the quotations were received that they be analyzed to determine which vendor best met our needs. This analysis would then be turned over to Purchasing to determine the best course of action to take. Carlos A. Gimenez Page 2 Emergency Purchase; AutoTrak Services On July 31, 2002, a meeting was held with Ms. Judy Carter, the Purchasing Director, and Pam Burns, to discuss the outcome of the information gathered by the Police Department. Ms. Carter `determined that since there was a need for a multi-year contract, and it would exceed $50,000, that a formal process would be necessary and the department was instructed to provide the Purchasing Department with the specifications to proceed with a formal process. In the mean time, outstanding bills owed to ChoicePoint Business and Government Services are now approximately $24,500. It is requested that an emergency purchase order, in the amount of $49,000, be issued to the ChoicePoint Business and Government Services to cover the outstanding bills and the cost of future AutoTrak Services (a flat rate of $3,500 per month) until the procurement process is completed. Total cost of purchase: $49,000.00 Account Code No.: Law Enforcement Trust Fund, Project 690002 PROVE_ D PROVED: BUDGETARY IEW & APPROVAL: .may Car �' . Gimenez Marcelo Penha City Manager S"✓ 19;,^� Acting Director Department of Management & Budget RM dr Attachments RECr11jED Mau SEP 2002 LEGISLATION DETAIi 1�-- 237 J-00-1063 12/5/00 RESOLUTION NO. 1 A RESOLUTION OF THE MIAMI CITY COMMISSION BY •-FOUR-FIFTHS (4/5TH') AFFIRMATIVE VOTE, AFTER A DULY ADVERTISED PUBLIC HEARING, RATIFYING, APPROVING AND CONFIRMING THE CITY MANAGER'S FINDING OF SOLE SOURCE; WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDDING PROCEDURES AND APPROVING THE ACQUISITION OF ON-LINE SERVICES FOR PUBLIC RECORDS RESEARCH FOR THE DEPARTMENT OF POLICE FROM DBT ONLINE, INC., THE SOLE SOURCE PROVIDER, IN AN AMOUNT NOT TO EXCEED $39,000; ALLOCATING FUNDS THEREFOR FROM THE LAW ENFORCEMENT TRUST FUND, PROJECT NO. 690002, SUCH EXPENDITURE HAVING BEEN APPROVED BY THE CHIEF OF POLICE AS COMPLYING WITH THE U.S. DEPARTMENT OF THE TREASURY'S -GUIDE TO EQUITABLE SHARING. - WHEREAS, the U.S. Department of the Treasury's "Guide to Equitable Sharing" authorizes the expenditure of forfeiture cash or proceeds for law enforcement purposes not considered normal operating expenses; and WHEREAS, the Department of Police requires the acquisition of an on-line computerized services for the nationwide research of public records for investigative purposes; and WHEREAS, DBT Online, Inc. ("DBT") can provide access to over four billion non-public and publicly available records ranging 3M 0At<Z6Mc(-:5- My CO_DMSSION KEEL=11: G OF rr � 4 `_3 V ' 11 from real-time location, personal information, assets, professional licenses, corporations, and other similar records; and WHEREAS, this type of services will assist the Department of Police with its ongoing efforts to conduct effective police investigations; and WHEREAS, the Chief Procurement Officer has adopted a finding that DBT is the only provider of the on-line computerized services for research of public records as .required by the Department of Police; and WHEREAS, the findings of the Chief Procurement Officer has been approved and adopted as the findings of the City Manager; and WHEREAS, the City. Manager and the Chief Procurement Officer recommend that the requirements for competitive formal sealed bidding procedures be waived and the acquisition of on-line computerized services from DBT, the sole source provider, be approved; and WHEREAS, funds to cover this expenditure have not- been included in the Police Department's normal operating budget and are available in the City of Miami Law Enforcement Trust Fund; and WHEREAS, the Chief of Police has recommended adoption of this Resolution and has determined that the expenditure proposed Page 2 of 4 '12W37 complies with the U.S. Department of the Treasury's "Guide to Equitable Sharing;" 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 hereby adopted by reference and incorporated as if fully set forth in this Section. Section 2. By a four-fifths (4/5th,) affirmative vote of the members of the City Commission, after a duly advertised public hearing, the City Manager's finding of sole source and waiving the requirements for competitive sealed bidding procedures are hereby ratified, approved and confirmed, and the acquisition of on-line services for public records research for the Department of Police from DBT Online, Inc., the sole source provider, in an amount not to exceed $39,000, is hereby approved, with funds therefor hereby allocated from the Law Enforcement Trust Fund, Project No. 690002, such expenditure having been approved by the Chief of Police as complying with the U.S. Department of Justice's "Guide to Equitable Sharing." Section 3. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.11 �i 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 4 02-1237 PASSED AND ADOPTED this 14th day of December , 2000. JOE CAROLLO, MAYOR In acM-ja^ce wrr! .1 i L � �1-.• �— �`. Sof :�. f!�, (fie 7, �� .iG.� r� i^r ►e r::ing same. wits eau: tri:: i.;: y:;r^ ;r•;� ; i .../ _. ATTEST: WALTER J. FOEMAN CITY CLERK _ TO EWANWO VILARELLO TY ATTORNEY W4891:LB:BSS JAPa;",pr _` AND CORRECTNESS Page 4 of 4 , 1237 RATIFICATION OF EMERGENCY ITEM: AutoTrack Services DEPARTMENT: Police TYPE: Emergency Purchase REASON: The Department of Police has a need for background investigation services. RECOMMENDATION: It is respectfully recommended that the City Commission, ratify, approve and confirm by a four/fifths (4/5th) affirmative vote, the City Manager's finding of an emergency, for AutoTrack services to provide background investigation services from ChoicePoint Business and Government Services, for the Department of Police, in an amount not to exceed $49,000; allocating funds therefore from the Law Enforcement Trust Fund, Project No. 690002. Acting Director of Purchasing 4CO i4 0Z ate AwardRatifyEmr � 2 -12 3'7