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Home My WebLink AboutR-99-0421J-99-444 6/22/99 421 RESOLUTION NO. � A RESOLUTION OF THE MIAMI CITY COMMISSION BY A FOUR FIFTHS (4/5THS) AFFIRMATIVE VOTE, AFTER A DULY ADVERTISED PUBLIC HEARING, RATIFYING, APPROVING AND CONFIRMING THE CITY MANAGER'S FINDING OF SOLE SOURCE AND WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDS; APPROVING THE ACQUISITION OF 1,029 XTS 3000 PORTABLE RADIOS WITH ACCESSORIES AND THE PROVISION TO TRADE-IN EXISTING RADIOS, FROM MOTOROLA, INC., THE SOLE SOURCE PROVIDER, FOR THE DEPARTMENTS OF POLICE AND FIRE -RESCUE, IN AN AMOUNT NOT TO EXCEED $3,436,360.25; ALLOCATING FUNDS THEREFOR FROM THE LOCAL LAW ENFORCEMENT BLOCK III GRANT, ACCOUNT CODE NO. 142023.290499.6.840 AND CAPITAL IMPROVEMENT PROGRAM BUDGET, PROJECT NO. 313303, ACCOUNT NO. 289401-840. WHEREAS, the Police and Fire -Rescue Departments are using portable radios that have exceeded their eight year life span by six years; and WHEREAS, the portable radios regularly malfunction and continued use could endanger the safety of police officers and firefighters; and WHEREAS, the XTS 3000 digital portable radios incorporate current technology; and WHEREAS, funds are available from the Local Law Enforcement Block III Grant, Account Code No. 142023.290499.6.840 and Capital cm COV=SION MEETING OF JUN 2 2 1999 Resolution No. 99- 421 I Improvement Program Budget, Project Number 313303, Account No. 289401-840; and WHEREAS, Motorola, Inc.., is the sole manufacturer and distributor of said radios; and WHEREAS, the Chief Procurement Officer has adopted a finding that Motorola, Inc., is the only vendor able to provide XTS 3000 portable radios with accessories; and WHEREAS, the finding of the Chief Procurement Officer has been approved and adopted as the finding of the City Manager; and WHEREAS, the City Manager, the Chief of Police and the Chief of Fire -Rescue recommend that the requirements for competitive bid procedures be waived and the purchase of 1,029 XTS 3000 portable radios with accessories from Motorola, Inc., the sole source provider, be approved; 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 thereto and incorporated herein as if fully set forth in this Section. Section 2. By a four -fifths (4/51"s) 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 bid procedures are hereby ratified, approved and confirmed, and the purchase of 1,029 XTS 3000 portable radios with accessories and the provision - 2 - 99- 421 to trade-in existing radios from Motorola, Inc., the sole source provider, for the Departments of Police and Fire -Rescue, in an amount not to exceed $3,436,360.25, is hereby approved, with funds therefor hereby allocated from the Local Law Enforcement Block III Grant, Account Code No. 142023.290499.6.840 and Capital Improvement Program Budget, Project No. 313303, Account No. 289401-840. Section 3. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.'/ PASSED AND ADOPTED this 22nd day of June , 1999. JOE CAROLLO, MAYOR In accordance with Miami Code Sec. 2-36, since the Mayor did not indicate approval ch this legislation by signing it in the designated place provided, said legislation now becomes effective with the elapse of ten (10) days" the date of Commission action regarding same, without the Mayor exer sin fe ATTEST: a tNa^err r>e iaCity Clerk WALTER J. FOEMAN CITY CLERK AS 10,FORWOO'AND CORRECTNESS :t/ VI 71:RCL:BSS �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. 3 - 99°- 421 1NT=_R-01=F10E_ P,1;=_;;iOJRANDUi0 The Honorable Mayor and Members of the City Commission � -2 Donald H. Warshaw City Manager RECOMMENDATION JUN 3 f 1999 LEG 7-2 Resolution Authorizing the Waiving of Sealed Bids Motorola XTS 3000 Portable Radios with Accessories It is respectfully recommended that the City Commission waive the necessity of competitive bids and approve the attached Resolution for the purchase of one thousand twenty-nine (1,029) XTS 3000 Portable Radios with accessories and the provision to trade-in existing radios, from Motorola, Inc., a Non-Local/Non-Minority vendor located at 4660 S.W. 158' Avenue, Miami, Florida 33183, at a total estimated cost of $3,436,360.25. Funding for the Police Department's purchase of nine hundred forty (940) Motorola XTS 3000 Portable Radios with the listed accessories, in an amount of $3,099,746, is available from the Local Law Enforcement Block III Grant, Account Code No. 142023.290499.6.840. Funding for the Fire Department's purchase of eighty-nine (89) Motorola XTS 3000 Portable Radios with the listed accessories, in an amount of $336,614.25, is available from the Capital Improvement Program Budget, Project Number 110093, Account No. 280905.85Q BACKGROUND The Police and Fire Departments' current portable radios have exceeded their eight (8) year life span by six (6) years. The radios are constantly malfunctioning and endangering the safety of our officers and firefighters. The XTS 3000 Portable Radios use new technologies and are an upgrade to the current radios. Motorola, Inc., is the sole manufacturer of the exiting 800 MHZ System, which was previously acquired by the City via sole source finding. The operating and maintenance software for the system is proprietary to Motorola, Inc. In addition, as per Resolution No. 99-222 the City has determined, the acquisition of the XTS 3000 Portable Radios from Motorola, Inc., to be the sole source provider. 99- 421 The Honorable Mayor and Members Page 2 The Director of Purchasing has determined that Motorola, Inc., due to the proprietary nature of their trunking technology, is the sole manufacturer of the XTS 3000 Portable Radios with accessories. V0 DHW:WEO:CG:ll 99- 421 INTER -OFFICE :1F-i,10RM.4D 1M Judy S. Carter Director Purchasing Department William E. O'Brien/ os imenez Chief of Police Fire Chief Sole Source Acquisition Motorola XTS 3000 Portable - - - . - - - Radios with Accessories The Police and Fire Department have verified with the Office of Budget & Management Analysis, that funds are available to cover the purchase of one thousand twenty-nine (1,029) Motorola XTS 3000 Portable Radios, with the listed accessories, for a total amount not to exceed $3,436,360.25. LEG 7-2 Funding for the Police Department's purchase of nine hundred forty (940) Motorola XTS 3000 Portable Radios, with listed accessories, in an amount of $3,099,746, is available from the Local Law Enforcement Block III Grant, Account Code No. 142023.290499.6.840. Funding for the Fire Department's purchase of eighty-nine (89) Motorola XTS 3000 Portable Radios, with the listed accessories, in an amount of $336,614.25, is available from the Capital Improvement Program Budget, Project Numberl1.0093 , Account No. 280905.850. .IV BUDGETARY REVIEW & APPROVED BY L.t Luie L. Brennan, Interim Director Office of Budget & Management Analysis WEO:CG:ll CAPITAL IMPROVEMENT APPROVAL �A Pilar S#nz-Butler, Administrator Capital Improvement Program Department of Management & Budget 99- 421 NNTER-OFFICE NIl NIORANDUNI _ . Judy S. Carter Director Purchasing Department William E. O'Brien/Carlos Gimenez Chief of Police Fire Chief Finding of Sole Source Motorola XTS 3000 Portable Radios with Accessories The Police and Fire Department are requesting a sole source finding for the acquisition of one thousand twenty-nine (1,029) XTS 3000 Portable Radios with listed accessories. Based upon the attached letter from Diana Zorrilla, Account Manager .for Motorola, Inc., the Police and Fire Department are requesting that you take the necessary steps to verify that Motorola Inc., 4660 S.W. 158t' Avenue, Miami, Florida 33183, (305) 225-7565, is the sole source for the provision of the XTS 3000 Portable Radios with accessories. Your attention to this matter is greatly appreciated. W EO:CG:II %IING SOLE SOURCE�APPROVED: Judy . C er, Dir or Purch g Department LEG 7-2 99- 421 Erg-Or=1=ICE hi1U,10RANDU1i1 Judy Carter, Director Department of Purchasing 1�2 amela E. Burns 4e�� Sr. Procurement Contracts Officer May 24, 1999 Sole Source to Acquire Motorola Digital Portable Radios with SMARTNET Software and Accessories An investigation was conducted to determine whether Motorola, Inc., a non -minority / non -local vendor, located at 4660 S.W. 158th Avenue, Miami, Florida 33183, is the sole source provider of the XTS 3000 Digital Portable Radios, which contain the SMARTNET system software, and associated accessories. The Department of Police has requested the acquisition of nine hundred forty (940) XTX 3000 Portable Radios, with accessories, in an amount of $3,099,746.00. The Department of Fire -Rescue has also requested the acquisition of eighty nine (89) XTS 3000 Portable Radios, with accessories, in the amount of $336,614.25, for a total estimated amount not to exceed $3,436,360.20. The Departments of Police and Fire -Rescue's current portable radios have exceed their eight (8) year life span by six (6) years. The radios are constantly malfunctioning and endangering the safety of its officers and firefighters. The XTS 3000 Portable Radios with the SMARTNET software use new technologies and are an upgrade to the current radios. The Departments are seeking to utilize a trade-in provision for their existing radios to acquire the new radios under this sole source finding. It has been determined that Motorola, Inc. is the sole manufacturer of the existing 800 MHz radio system, which was previously acquired by the City via sole source findings per Resolution Nos. 98-423 and 99-222. The engineering, original design and installation of the system was executed by Motorola, Inc. In addition, the operating and maintenance software (SMARTNET) for the system is proprietary to Motorola, Inc. Accordingly, I am recommending that the requirements for competitive bidding be waived, and these findings be approved: Motorola, Inc. is the sole source supplier of the XTS 3000 Digital Portable Radios with the SMARTNET software, and related accessories. Funding for the Police Department, in the amount of $3,099,746.00, is available from the Local Law Enforcement Block III Grant, Account Code No. 142023.290499.6.840. Funding for the Fire Department's acquisition of radios, in the amount of $336,614.25, is available from the Capital Improvement Program Budget, Project Number 313303, Account No. 289401- 840, for a total amount not to exceed $3,436,360.20. APPROVED B udy rter, irecto hief Procurement Officer William E. O'Brien C.A. Gimenez SOLESOU RC EMotorolaXTS3000PoliceFire DATE: J 99- 421 i11TE.9 U -FICE 11EM0RA11DUPO Donald H. Warshaw _ -- May 24, 1999 City Manager _ Sole Source to Acquire Motorola Digital Portable Radios with SMARTNET Software and Accessories Judy S. Carter, Dir r Chief Procurement cer = - -==- An investigation was conducted by staff to determine whether Motorola, Inc., a non -minority / non -local vendor, located at 4660 S.W. 158th Avenue, Miami, Florida 33183, is the sole source provider of the XTS 3000 Digital Portable Radios, which contain the SMARTNET system software, and associated accessories. The Department of Police has requested the acquisition of nine hundred forty (940) XTX 3000 Portable Radios, with accessories, in an amount of $3,099,746.00. The Department of Fire -Rescue has also requested the acquisition of eighty nine (89) XTS 3000 Portable Radios, with accessories, in the amount of $336,614.25, for a total estimated amount not to exceed $3,436,360.20. The Departments of Police and Fire -Rescue's current portable radios have exceed their eight (8) year life span by six (6) years. The radios are constantly malfunctioning and endangering the safety of its officers and firefighters. The XTS 3000 Portable Radios with the SMARTNET software use new technologies and are an upgrade to the current radios. The Departments are seeking to utilize a trade-in provision for their existing radios to acquire the new radios under this sole source finding. It has been determined that Motorola, Inc. is the sole manufacturer of the existing 800 MHz radio system, which was previously acquired by the City via sole source findings per Resolution Nos. 98-423 and 99-222. The engineering, original design and installation of the system was executed by Motorola, Inc. In addition, the operating and maintenance software (SMARTNET) for the system is proprietary to Motorola, Inc. Accordingly, I am recommending that the requirements for competitive bidding be waived, and these findings be approved: Motorola, Inc. is the sole source supplier of the XTS 3000 Digital Portable Radios with the SMARTNET software, and related accessories. Funding for the Police Department, in the amount of $3,099,746.00, is available from the Local Law Enforcement Block III Grant, Account Code No. 142023.290499.6.840. Funding for the Fire Department's acquisition of radios, in the amount of $336,614.25, is available from the Capital Improvement Program Budget, Project Number 313303, Account No. 289401- 840, for a total amount not to exceed $3,436,360.20. RO D�� DATE: Donald H. Warshaw City Manager JSCBWH/PEB William E. O'Brien C.A. Gimenez SOLESOU RCEMotoroleXTSa000PoliceFire 99- 421 REQUEST FOR FORMAL SOLICITATION FORiill! FOR PURCHASE OF GOODS/SERVICES, EQUIPMENT EXCEEDING $4,600, AND CONSTRUCTION EXCEEDING $10,000 Description of the proposed purchase: Purchase nine hundred and forty (940) XTS 3000 Portable Radios and listed accessories (with a trade-in option) Estimated cost: $3,099,746.00 Justification for purchase: The Police Department's current portable radios have exceeded their eight (8) year life span by six (6) years. They are constantly malfunctioning and affecting the safety of the officers. The XTS 3000 Portable Radios use new technologies and are an upgrade to the current portable radios. Line Item in FY Budget: Law Enforcement Block III Grant - 142023.290499.6.840 Office of Bud et & Management Analysis Review: 17�7 We L. Bre pan, D to Interim Director City Manager Management & Budget Amount of $.49 la available In account rAMAW. 1klr ied�byGNATURE 'd /. . I r'.' Date 99- 421 a July 1, 1998 Officer Sill Bishop City of Miami Police Department' 400 N.W. 2nd Avenue Miami, Florida 33129 Dear Mr, Bishop: , The purpose of this letter Is to inform you that Motorola is the onij supplier of the XTS3040 Radio with Smartnet Software. This product is sold directly through Motorola only. Sincerely, Diane Zorrille Account Manager 99 m- 421 AWARD SOLE SOURCE 98-99-131 ITEM: Motorola Digital Portable Radios with SMARTNET software, with Accessories DEPARTMENT: Police 8T Fire -Rescue TYPE OF PURCHASE: Single Purchase REASON: The acquisition of nine hundred forty (940) and eighty nine (89) XTS 3000 Portable Radios with the SMARTNET software, with accessories, is needed by the Departments of Police and Fire - Rescue, as they have a critical need for new radios. The existing radios have exceeded their 8-year life span by six years. They are constantly malfunctioning and affecting the safety of the officers and firefighters. The XTS 3000 portable radios with the SMARTNET software use new technologies and are an upgrade to the current portable radios. RECOMMENDATION: It is recommended that award be made to Motorola, Inc. (non-local/non-minority) for the acquisition of a total of one thousand twenty- nine (1,029) XTS 3000 Portable Radios with SMARTNET software, including accessories, for a total cost not to exceed $3,436,360.25. Judy . rt irector of Purchasing 5 a V� Da MotorolaXTS3000PortableRad iosPol iceFire 99- 421 Walter J. Foeman City Clerk Major Jorge L. Manresa Commander Business Management Section - / '._v-..-. Ira; ER -OFFICE P,1=,:-1ORANDUj%1 _ - -_ MAY 2 11999 LEG''Z Request to Publish Notice for Public Hearing Please make arrangements to publish a Notice of Public Hearing for objections to the waiving of the requirements for formal sealed bids for the purchase of one thousand twenty-nine (1,029) XTS 3000 Portable Radios and accessories, from Motorola, Inc. Attached is the advertisement. The date and time of this public hearing will be % , at /s) r a.m. APP Elvi G. Alonso Agenda Coordinator JLM:II Attachment 99- 421 CITY OF MIAMI NOTICE TO THE PUBLIC A public hearing will be held by the City Commission of the City of Miami, Florida on at u ;:) a.m. in the City Commission Chambers at City Hall, 3500 Pan American Drive, Miami, Florida, for the purpose of waiving the requirements of obtaining sealed bids for the purchase of one thousand twenty-nine (1,029) XTS 3000 Portable Radios and accessories from Motorola, Inc., located at 4660 S.W. 158`b Avenue, Miami, Florida 33183, in an amount not to exceed $3,436,360.25. 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 Major Joseph Longueira, at the City of Miami Police Department at (305) 579-3491. 99- 421