HomeMy WebLinkAboutR-98-0045J-98-26
1 /2/98
RESOLUTION NO. 9 8 - 45
A RESOLUTION BY A 4/5THS AFFIRMATIVE VOTE OF
THE MEMBERS OF THE CITY COMMISSION, 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 CONTINUED MAINTENANCE OF THE
HARDWARE, AND RENEWAL OF THE SOFTWARE
LICENSE, FOR THE UNIGATE SYSTEM FROM
DYNAMIC SOLUTIONS INTERNATIONAL (DSI), AT A
TOTAL PROPOSED ANNUAL COST NOT TO EXCEED
$10,000.00, ON A CONTRACT BASIS FOR ONE (1)
YEAR WITH THE OPTION TO EXTEND SAID SERVICE
FOR TWO (2) ADDITIONAL ONE (1) YEAR PERIODS,
FOR THE DEPARTMENT OF POLICE; ALLOCATING
FUNDS THEREFOR FROM THE POLICE DEPARTMENT
GENERAL OPERATING BUDGET, INDEX CODE NO.
001000.290201.6.670; AUTHORIZING THE CITY
MANAGER TO EXECUTE A CONTRACT, IN A FORM
ACCEPTABLE TO THE CITY ATTORNEY, FOR THESE
SERVICES, AND INSTRUCTING THE CHIEF
PROCUREMENT OFFICER TO ISSUE A PURCHASE
ORDER FOR THIS PURPOSE.
WHEREAS, the City of Miami Police Department needs to maintain the City
of Miami's mainframe computer to interface with the Miami -Dade County
mainframe computer to access all of the county's criminal information; and
WHEREAS, Dynamic Solutions International (DSI) has provided said services
to the Police Department by furnishing annual computer hardware maintenance and
renewal of its software license on the UniGate System and has been determined to
be the sole source provider for this service; and
AN t 3 1998
RawlU60alft,
98- 45
WHEREAS, this continued service is necessary for the Police Department to
conduct ongoing and effective police investigations; and
WHEREAS, funds for the continuation of this service are available from the
Police Department General Operating Budget, Index Code No.
001000.290201.670; and
WHEREAS, this service shall be for one (1) year with the option to extend for
two (2) additional one (1) year periods; and
WHEREAS, the Chief Procurement Officer has adopted a finding that
Dynamic Solutions International (DSI) is the sole source provider of the software
license and hardware -related maintenance on the City's mainframe computer used
to interface with the Miami -Dade County IBM mainframe computer; and
WHEREAS, the findings of the Chief Procurement Officer have 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 bids be waived and the
retention of the software license and support maintenance services from Dynamic
Solutions International (DSI), as the sole source, 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 4/5ths affirmative vote of the members of the City
Commission, 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 continued
2 9 S - 45
maintenance of the hardware and renewal of the software license for the Unigate
System from Dynamic Solutions international (DSI), the sole source provider, at a
total proposed annual cost of $10,000.00, for one (1) year with the option to
extend this service for two (2) additional one (1) year periods, for the Department
of Police; with funds therefor hereby allocated from the Police Department General
Operating Budget, Index Code No. 001000.290201.6.670.
Section 3. The City Manager is hereby authorized' to execute a contract,
in a form acceptable to the City Attorney, for the acquisition of these services and
to instruct the Chief Procurement Officer to issue a purchase order for this purpose.
Section 4. This Resolution shall become effective immediately upon its
adoption.
PASSED AND ADOPTED thisl3th
A
WALTE MAN
CITY CLERK
PREPARED AND APPROVED BY:
RAFAEL 0. DI�%ORNEY
DEPUTY CITY
W21 19:CSK
day of January , 1998.
XAVIER L. SU I
Z, MAYOR
APPROVED AS TO FORM AND
CORRECTNESS:
vAIMIZ.17I Wiar1,
• , . , � /
' The herein authorization is further subject to compliance with all requirements that may be imposed
by the City Attorney, including but not limited to those prescribed by applicable City Charter and Code
provisions.
3 98- 45
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: The Honorable Mayor and Members
of the City Commission
FROM: Frank K. Rollason
City Manager
RECOMMENDATION:
DATE: JAN - 5 1998 FILE
SUBJECT : Sole Source Purchase
REFERENCES: Dynamic Solutions International
ENCLOSURES:
It is respectfully recommended that the City Commission waive the necessity of competitive bids
and approve the attached Resolution authorizing the yearly computer hardware maintenance and
renewal of the software license to interface the Dade County mainframe computer with the City of
Miami mainframe computer, at a cost not to exceed $10,000 a year, from Dynamic Solutions
International, a non -minority, non -local vendor, located at 1 Inverness Drive East, Englewood,
Colorado 80112. Funding is to be from the Police Department General Operating Budget, Index
Code 001000.290201.6.670.
Background
In 1993 the Police Department purchased computer hardware and a software package that allowed
the City of Miami mainframe computer to interface with the Dade County mainframe computer.
This gave the City of Miami access to all of the county's criminal information. This purchase was
accomplished by utilizing funding provided by the Administrative Office of the Courts ($29,832)
and the Law Enforcement Trust Fund ($17,420). DSI was selected at that time because it was the
sole source for the equipment and software.
This request is to provide for the continued maintenance of the hardware and the renewal of the
software license, on a yearly basis, at a cost not to exceed $10,000 per year. The Chief
Procurement Officer has determined that Dynamic Solutions International, is the sole source
vendor for this maintenance and software package.
98- 45
1
REQUEST FOR FORMAL SOLICITATION FORM
FOR PURCHASE OF GOODS/SERVICES, EQUIPMENT EXCEEDING $4,500,
AND CONSTRUCTION EXCEEDING $10,000
Description of the proposed purchase: Maintenance agreement with Dynamic
Solutions International
Estimated cost: $10,000.00
Justification for purchase: This is for a maintenance agreement on the hardware and
software utilized to interface the Dade County IBM Mainframe Computer with the City of
Miami Mainframe Computer.
Line Item in FY Budget: 001000.290201.6.670
If not in FY Budget, explanation of exception:
APPROVED/ ISAP OVED
Edward arquez
City Manager
Date 111t3 7
98- 45
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
Frank Rollason December 15, 1997
TO : City Manager DATE: FILE
SUBJECT: Sole Source Request for
DSI Software License & Support
Maintenance for UniGate System
FROM: REFERENCES:
Judy S. C
Chief Pi&ure ent Off er ENCLOSURES:
An investig/on was conducted by staff of the Office of Purchasing in order to determine whether Dynamic Solutions
International (DSI), a non-minority/non-local vendor located at 1 Inverness Drive East, Englewood, Colorado 80112, is the
sole source provider for the continuation of its software license, and hardware -related maintenance, to the City of Miami's
mainframe computer utilized to interface with the Miami -Dade County IBM Mainframe Computer, on behalf of the
Department of Police. The department is seeking the extension of this service agreement as a sole source for a three-year
period.
In 1991, an RFP was issued to acquire computer hardware and software in order to allow the. City's mainframe computer to
interface with the Miami -Dade County mainframe computer. Dynamic Solutions International provided a responsive
proposal at that time and was awarded the contract. According to the Police Department, the computer hardware and
software package allows the City of Miami mainframe computer to interface with the Miami -Dade County mainframe
computer, which provides the City with access to all of Miami -Dade County's criminal information. The Police Department
is requesting the finding of sole source for the hardware maintenance and the renewal of the software license, at a cost not to
exceed $10,000 annually.
According to DSI, the UniGate System is distributed by DSI and consists of proprietary software which is licensed and
supported by DSI and whose equipment includes a personal computer and several proprietary boards and interfaces. The
annual cost for the use of the system and support by DSI includes software license, support fees, and hardware maintenance.
According to DSI, if the City should decide to cease using the UniGate System, the City would have to destroy all of the
software, and the Police Department would have to obtain a completely different type of system as the DSI equipment is
proprietary. No other software or hardware from any other vendor could be used in conjunction with the existing UniGate
System.
Contact was further made by my staff with Jim Osteen, Project Analyst for Information Technology. Mr. Osteen is very
familiar with the DSI system, and reported that no other vendor could provide this UniGate System access with the Miami -
Dade County mainframe computer other than utilizing DSI equipment and software.
The annual proposed cost for the services provided by DSI is not to exceed $10,000.00. Funding is to be from the Police
Department General Operating Budget, Index Code 001000.290201.6.670.
Therefore, I am recommending that the requirements for competitive bidding be waived and the above findings be approved:
that Dynamic Solutions International (DSI), a non-minority/non-local vendor located at 1 Inverness Drive East, Englewood,
Colorado 80112, is the sole source provider for the continuation of the existing software license, and hardware -related
maintenance, to the City of Miami's mainframe computer in order to interface with the Miami -Dade County's IBM
mainframe computer, for period of three (3) years, at an annual amount not to exceed $10,000.00.
APPROVED: DATE:
rank Rollason, City Manager
98- 45 5
TO: Judy S. Carter
Chief Procurement Officer
FROM: 1JO/IA#ar=shaw
Chief of Police
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE: OCT 15 1997 FILE:- LEG 7-2
SUBJECT: Finding of Sole Source
REFERENCES: Dynamic Solutions International
ENCLOSURES:
The Police Department utilizes Dynamic Solutions International for the provision of the hardware
and software license necessary to interface the Dade County IBM mainframe computer to the City
of Miami mainframe computer. Dynamic Solutions International is the only company that
provides this hardware and license. This hardware allows the City of Miami to access criminal
justice information.
The purchase of this system was approved in 1993. Since that time, maintenance has been
conducted by DSI yearly. This request is to approve payment for the continued maintenance of the
hardware and renewal of the software license, on a yearly basis, at a cost not to exceed $10,000 a
year.
The Police Department is requesting that you take the necessary steps to verify that Dynamic
Solutions International, 1 Inverness Drive East, Englewood, Colorado 80112, (303) 754-2000, is
the sole source provider of this item.
Should you require additional information, please feel free to contact Captain Joseph Longueira, at,
579-6524.
Your attention to this matter is greatly appreciated.
DHW:tjr
OF SOLE S
Judy S. �a r '
Chief Pr ur ment Officer
�- 45 7
TO: Judy S. Carter
Chief Procurement Officer
FROM : -
Pamela E. Burns
Sr. Procurement Contracts Officer
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE. December 12, 1997
SUWECT Sole Source Request for
DSI Software License & Support
Maintenance for UniGate System
REFERENCES:
ENCLOSURES:
FILE :
An investigation was conducted to determine whether Dynamic Solutions International (DSI), a non-minority/non-local
vendor located at 1 Inverness Drive East, Englewood, Colorado 80112, is the sole source provider for the continuation of its
software license, and hardware -related maintenance, of the City of Miami's mainframe computer utilized to interface with
the Miami -Dade County IBM Mainframe Computer, on behalf of the Department of Police. The department is seeking the
extension of this service agreement as a sole source for a three-year period.
In 1991, RFP 91-92-055 was issued to acquire computer hardware and software in order to allow the City's mainframe
computer to interface with the Miami -Dade County mainframe computer. Dynamic Solutions International provided a
responsive proposal at that time and was awarded the contract. According to the Police Department, the computer hardware
and software package allows the City of Miami mainframe computer to interface with the Miami -Dade County mainframe
computer, which provides the City with access to all of Miami -Dade County's criminal information. The Police Department
is requesting the finding of sole source and the renewal of the hardware maintenance and software license, at a cost not to
exceed $10,000 annually.
According to DSI, the UniGate System is distributed by DSI and consists of proprietary software which is licensed and
supported by DSI and whose equipment includes a personal computer and several proprietary boards and interfaces. The
annual cost for the use of the system and support by DSI includes software license, support fees, and hardware maintenance.
According to DSI, if the City should decide to cease using the UniGate System, the City would have to destroy all of the
software, and the Police Department would have to obtain a completely different type of system as the DSI equipment is
proprietary. No other software or hardware from any other vendor could be used in conjunction with the existing UniGate
System.
Contact was further made with Jim Osteen, Project Analyst for Information Technology. Mr. Osteen is very familiar with the
DSI system, and reported that no other vendor could provide this UniGate System access with the Miami -Dade County
mainframe computer other than utilizing DSI equipment and software.
The annual proposed cost for the services provided by DSI is not to exceed $10,000.00. Funding is to be from the Police
Department General Operating Budget, Index Code 001000.290201.6.670.
Therefore, I am recommending that the requirements for competitive bidding be waived and the above findings be approved:
that Dynamic Solutions International (DSI), a non-minority/non-local vendor located at 1 Inverness Drive East, Englewood,
Colorado 80112, is the sole source provider for the continuation of the existing software license, and hardware -related
maintenance, to the City of Miami's mainframe computer in order to interface with the Miami -Dade County's IBM
mainframe computer, for period of three (3) years, at an annual amount not to exceed $10,000.00.
APPROVED: N4
Judy S.
C ' 2
Procurement Offic
cc: Frank Rollason, City Manager
�R- 45 9
11:35 FRW DSI Dynamic Solutions Int TO 913054161925 P.01
siintern
dynamic
solutionh
ational
December 2, 1997
Ms. Pamela Burns
City of Miami
Procurement Nazagemant Division
P.C. Box 330768
Miami., FL 33233-0708
Dear Ms. Burns:
Post -It" band fax transmittal memo 1MIM
I r ot"9" 1- 4
eta
ftKN -75 -:Z
In August 1992, DSI provided the City of Miami Police Dopartment
with a UniGate System, including hardware and software on a trial
(Proof of Performance) basis. on June 21, 1993, Mr. Jim 0steen
notified D91 that the City intended to procure the Unigate
equipment and license the software from DSI. Ms. Sonia Machlah,
Purchasing, Judicial Administration was to provide a purchase
order for this.
We understand that the DSI UniGate was selected over the Unisys
system since Unisys could not provide as good as speed and
awlation.
The Uni4ate System is distributed by DSI and consists of
Proprietary software which is licensed and supported by DSI and
equiyment which includes a Personal Ccagmter and several
proprietary boards and interfaces. The annual costs for the use
of this system and support by DSI includes Software License and
Support Fees and Hardware Mainteasnee. These costs comp due
annually July lat. The on -site hardware maintenance is provided
by DSI with a sub -contract to Unisys, whereby DSI provides the
proprietary spare boards for installation by Unisys.
If the City should decide to cease using the Unjeate System, they
would be obligated to destroy all of the software and sign a
"Certification of Destruction" form attesting to the destruction
Of the software. )mother type of system would then have to be
procured for the Police Department in an atteWt to meet their
data processing requirements.
There are two invoices for the s—ort of this System ;wha.
outstanding, effective July 1, 19V7, in the anouuts. 'T2.010
and $4,915.00 (see enclosed copies).
invernsss drive riu�l, englewood, colorado 80112 • 303-754-2000 • soil dot 52t5 • #p 31k3+ 34 g Oq
http://www.dynamicsolutions.com • email: dsiCWdy.q=kselutiens core }
v r
DEC-02-1997 11:36 FROM DSI Dynamic Solutions Int TO 913054161925 F.02
Persona who have boon involved in this contract for the City of
Miami. include: Jim Ostven, Lt. Joseph Longueira, 8eli Sanchez,
Sgt. pozoan 8chelberry, Richard Cosmer and Georgia Footman.
I hope this information provides some useful background for you
to resolve payment of the outstanding invoices. 081 has many
governmental eostomrs and we realise that extra time is usually
required to process some of these documents for paymnt. Yf I can
be of further assistance, please eontact me at (303) 754-2037 or
PAZ (303) 754-2046.
Sincerely,
9
Ralph b. Marker
Manager of Operations
12 98- 45
AWARD
SOLE SOURCE
ITEM: Continued Maintenance of the Hardware, and
Renewal of the Software License, for the UniGate
System
DEPARTMENT: Police
TYPE OF PURCHSE: Contract basis for three (3) years
REASON: To be utilized to provide continued services between
the City's mainframe computer utilized to interface with
the Miami -Dade County IBM mainframe computer in
order to provide the City with access to all of Miami -
Dade County's criminal information, and the existing
use of the UniGate System will provide such necessary
and continued services.
RECOMMENDATION: It is recommended that award be made to Dynamic
Solutions International (DSI), Non -Minority/ Non -Local
vendor, at an annual cost not to exceed $10,000.00.
10\11
Date
AwardSoleSource
9_8_ 45 13
TO: Walter J. Foeman
City Clerk
7�FROM: Major Jorge L. M sa
Commander
Business Management Section
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE
FILE:- LEG 7-2
SUBJECT: Request to Publish Notice for
Public Hearing
REFERENCES:
ENCLOSURES:
Please make arrangements to publish a Notice of Public Hearing for objections to the waiving of
the requirements for formal sealed bids for the maintenance of computer hardware and the renewal
of a software license, from Dynamic Solutions International. Attached is the advertisement.
The date and time of this public hearing will be 12n/ at .16i a.m.
JLM:Imr
Attachment
APPROVED
Elvi Gallastegui — A 1 cry s �=
Agenda Coordinator
ASS' S T ANT-C'
Y
.' '[�Fv
98— 45 15