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Home My WebLink AboutR-01-1222J-•01--941 10/9/01 RESOLUTION NO.—` A RESOLUTION OF THE MIAMI CITY COMMISSION, BY A FOUR-FIFTHS (4/5TH.) AFFIRMATIVE VOTE, RATIFYING, APPROVING AND CONFIRMING THE CITY MANAGER'S FINDING OF AN EMERGENCY, WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDDING PROCEDURES AND ISSUING A PURCHASE ORDER FOR THE ACQUISITION OF A FACILITY FOR THE STORAGE OF RECORDS AND MISCELLANEOUS ITEMS FOR THE DEPARTMENT OF POLICE FROM PUBLIC STORAGE, IN AN AMOUNT NOT TO EXCEED $3,500; ALLOCATING FUNDS FROM THE POLICE GENERAL OPERATING BUDGET, ACCOUNT CODE NO. 001000.290201.6.610. BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA; Section 2. By a four-fifths (4/5th,) affirmative vote of the members of the City Commission, the City Manager's finding of an emergency, waiving the requirements for competitive sealed bidding procedures and issuing a Purchase Order for the acquisition of a facility for the storage of records and miscellaneous items for the Department of Police from Public Storage, in an amount not to exceed $3,500, is ratified, approved W=q'JIG OFS and confirmed, with funds allocated from the Police General Operating Budget, Account Code No. 001000.290201.6.610. Section 2. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.'/ PASSED AND ADOPTED this 15th day of November , 2001. JOE CAROLLO, MAYOR �"In ,q the M,-Itlor di not intl!cnte at of �c3i'lllYl 1'T1n, WtE'YS id t�i 'rL", ,I' U. /C i ' WALTER J. FOEMAN CITY CLERK APPR,QeDD A/TO ,F.� tM AND CORRECTNESS:t F LLO IaCY ATTORNEY W5763:LB Qty Clark ai 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 beco e effective immediately upon override of the veto by the City Commission. Page 2 of 2 C" OF MIAMI, FLORIDA 0 26 INTER -OFFICE MEMORANDUM TO DATE; The Honorable Mayor and Members OCT 31 201011 FILE: of the City Commission sUWECT : Resolution Ratifying City Manager's Action FROM40ty nez REFERENCES : Self -Storage Fa ility Manage ENCLOSURES: RECOMMENDATION It is respectfully recommended that the City Commission adopt the attached Res lution ratifying the City Manager's emergency action authorizing to procure a facility for the storage of records and miscellaneous items from Public Storage, for the Police Department, in an amomit not to exceed $3,500. Funding is available from the Police General Operating Budget, Account Code No. 001000.290201.6.610. BACKGROUND The Police and Purchasing Departments initiated a Request for Bid No. 00-01-171. A total of twelve (12) bids were mailed, and one (1) response was received. Follow-up contact by the Purchasing Department with several potential bidders revealed that they could provide the self- storage ellstorage facility. The Purchasing Department received the City Manager's authorization (see attached) to reject Bid No. 00-01-171, in order to allow for greater vendor particip tion and a more competitive process. Anew bid was issued and the bid opening date was Augu t 29, 2001, and one (1) bid was received. The Police Department received the bid on September 10, 2001 for evaluation. At this time, a decision has not been made because the department has a need for a storage facility in close proximity to the station to access records 24 hours a day, 7 days,a week. This is required in order to comply with the Florida Department of Law Enforcement (FDLE) rules and regulations to respond to hit confirmations within ten minutes if "urgent" and one-hour if routine. Until the issue of whether the Purchasing Department can issue a purchase order for the facility located across the street from the Police Department is resolved, we areable to make a recommendation. Y 7 The Police Department must retain records pursuant to Florida State law. D e to the space constraints and safety problems, the vast volume of records can no longer be stored within the department's building. The Police Department received authorization from the City Manager for an Emergency Purchase to continue the use of the current facility for the storage of records and miscellaneous items from August 1, 2001 thru January 31, 2002. CAGIRMUNR/H Ir Carlos A. Gimenez City Manager .4• 1 , 1 R��'il arti l/t 1 C�ief of Police Description of commodity/service needed WMORANDUM C1 '1 -Y MANACFRS CFFIC AUG BILE E6-2 Emergency Self -Storage It is necessary for the Police Department to procure a facility for the miscellaneous items on an emergency basis. Emergency Justification of records and The Police and Purchasing Departments initiated a Request for ]Bid No. 00-01-171. A total of twelve (12) bids were mailed, and one (1) response was received. Follow-up contact by the Purchasing Department with several potential bidders revealed that they could provide the self - storage facility and would submit a bid should this item be re -bid. The Purchasing Department received your authorization (see attached) to reject Bid No. 00-01-171, in order t allow for greater vendor participation and a more competitive process. The Police Department r iust retain records pursuant to Florida State law. Due to the space constraints and safety problems, he vast volume of records can no longer be stored within the department's building. The depart ent is requesting your approval for an Emergency Purchase to continue the use of the current faci ity for the storage of records and miscellaneous items from August 1, 2001 thru January 31, 2 02, until the bid process is finalized. Solicitations Public Storage, 151 N.W. 5" Street, Miami, Florida 33128. Reason for selecting vendor Vendor is currently used by the Police Department to store records and items. 0 Carlos A. Gimenez Page 2 Total Cost: $3,500.00 City Manager ROVED: Budgetary Review and APP royal: Account Code: 001000.290201.6.610 Amount: $3,500.00 w IL"i'nda M. Haskins Director Department of Management & Budget 11 IUj Emergency Purchase; Self -Storage Facility Date ate crta >ti�ll��t The Amount of:I3 33n (o available ti �ty 0na), . (c !o Veffwd by: SIGMTUR'" _ �)I--1222 TO: Carlos A. Gimenez City Manager FROM Judy S Director Departure Purchasing CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM DATE: JuIy 19, 2001 SUBJECT Request to Reject Self Storage Facili REFERENCES: ENC,' OSURES FILE: No. 00-01-171 Your approval is hereby requested to reject the one (1) bid received pursuant to Bid No. 00-01- 171, Self Storage Facility, on behalf of the Department of Police. Please be advised that a total of twelve (12) bids were mailed, and one (1) response was received. Follow-up contact with several potential bidders revealed that they could provide the self storage facility and would submit a .bid should this item be re -bid. Therefore, it is respectfully requested this bid be rejected in order to allow fbr greater vendor participation and a more competitive bidding process. Your signature below authorizes the rejection of the bid referenced herein and ssuance of a new bid. APPROVED: .. �_ h 1 r� los A.A. G' enez Date City Ma ' r ".22