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HomeMy WebLinkAboutR-98-0145J-98-13 1 /26/98 RESOLUTION NO. 9 8 - 145 A RESOLUTION, WITH ATTACHMENT, BY A FOUR -FIFTHS (4/5THS) AFFIRMATIVE VOTE OF THE MEMBERS OF THE CITY COMMISSION, AFTER A DULY ADVERTISED PUBLIC HEARING, THE CITY COMMISSION RATIFIES, APPROVES AND CONFIRMS THE CITY MANAGER'S DETERMINATION THAT COMPETITIVE SEALED BIDDING PROCEDURES ARE NOT PRACTICABLE OR ADVANTAGEOUS, WAIVING THE REQUIREMENTS FOR SAID PROCEDURES, AND APPROVES THE ACQUISITION OF FRAME RELAY SERVICE FOR THE POLICE DEPARTMENT'S AUTOMATED FINGERPRINT IDENTIFICATION SYSTEM (AFIS) FROM BELLSOUTH TELECOMMUNICATIONS, INC., FOR A THIRTY-SIX (36) MONTH PERIOD, AT A FIRST YEAR TOTAL COST OF $7,153.64 ($6,263.64/SERVICE AND $990.00/ONE TIME INSTALLATION FEE); ALLOCATING FUNDS THEREFOR FROM THE POLICE DEPARTMENT GENERAL FUND, ACCOUNT NO. 001000.290201.6.670; AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT, IN SUBSTANTIALLY THE ATTACHED FORM, WITH BELLSOUTH FOR THIS SERVICE AND TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE A PURCHASE ORDER FOR SAME. WHEREAS, the Police Department's computerized Automated Fingerprint Identification System (AFIS) requires a Frame Relay circuit to communicate with Metro - Dade Police Department's AFIS System; and WHEREAS, the new technology allows the City to interface with Metro -Dade County and the State of Florida, thereby saving the cost of establishing an in-house database; and ATTACHMENT (S) CONTAINED CITY COM USSION MEETING OF FEB 10 1998 Resolution Na `8- 145 WHEREAS, this system is highly technical with requirements for large amounts of on-line data transfer; and WHEREAS, so that the City of Miami Police Department and the Metro -Dade Police Department may communicate, a frame relay data circuit must be installed, maintained and serviced; and WHEREAS, Metro -Dade Police Department utilizes BellSouth Telecommunications, Inc., as the communications provider for their network; and WHEREAS, while other vendors can provide T1 frame relay service, the complexities and expense of interfacing their service with Metro-Dade's equipment and that of BellSouth, is not practicable nor advantageous; and WHEREAS, the City Manager and the Chief Procurement Officer recommend that the requirement for competitive sealed bids be waived and the procurement of frame relay service from BellSouth Telecommunications, Inc., 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 (4/5ths) affirmative vote of the members of the City Commission, after a duly advertised public hearing, the City Commission ratifies, approves and confirms the City Manager's determination that competitive sealed bidding procedures are not practicable or advantageous, waiving the requirements for said procedures, and approves the acquisition of frame relay service for the Police Department's Automated Fingerprint Identification System (AFIS) from BellSouth Telecommunications, Inc., for a thirty-six (36) month period, at a first year total cost of $7,153.64 ($6,263.64/service and 2 918- 145 time installation fee), with funds therefor hereby allocated from the Police Department General Fund, Account No. 001000.290201.6.670. Section 3. The City Manager is hereby authorized to execute an agreement, in substantially the attached form, with BellSouth Telecommunications, Inc. for this service and to instruct the Chief Procurement Officer to issue a purchase order for same. Section 4. This Resolution shall become effective immediately upon adoption. PASSED AND ADOPTED this loth day of February . 1998. AVIER S REZ, MAYOR A , S . WALTER J. FO N CITY CLERK PREPARED AND APPROVED BY: APPROVED AS TO FORM / AND CORRECTNESS: OZZ OL RAMIREZ-SEIJ A Q N J , III AS TANT CITY AT RNE CITY A T EY W2129:CSK:ORS 3 98- 145 BELLSOUTH FRAME RELAY SERVICr, AGREEMENT The undersigned Subscriber requests BellSouth Telecommunications, Inc. ("Company") to provide Frame Relay Service and Broadband Exchange Line Service at the following subscriber's location : Miami Police Dept. 400 NW 2"d Ave., Miami, Fla. Important tariff provisions relating to Frame Relay Service and Broadband Exchange Line Service are set forth herein: The Company will furnish, install, maintain and provide maintenance for Frame Relay service ("Service") and Broadband Exchange Line Service ("Service") in accordance with the Company's lawfully filed tariffs. The tariffs provide the basis for this Agreement with the Subscriber. The Agreement period shall begin the day Frame Relay Service is installed. 2. The Subscriber agrees to pay the Company for the provision of the Frame Relay Service ("Service") and Broadband Exchange Line Service ("Service"). The Service shall be offered for variable rate periods of 12 months to 60 months. This monthly rate will continue for the elected service period and will not be subject to Company initiated change during such period. The monthly rates for Frame Relay Service and Broadband Exchange Line Service in effect at the time the Service is installed and/or as of the service order application date will be in effect until the expiration of the service period chosen by the Subscriber. Other rates applicable to other services provided by the Company, including but not limited to, feature charges and private line channel services, that are connected to Frame Relay Service, may be increased during this period. 3. The service period for this Agreement shall be 6 months. The rates and charges, per month, for items under this Agreement are: Broadband Exchange Line FPO Broadband Exchange Line Ext Customer Connection End User Common Line Chg ( not Contractual) Nonrecurrin $525.00 NIA $465.00 N/A Recurring $369.00 N/A $146.00 $ 6.97 98- 145 4. In the event that any item of the Service is terminated prior to the expiration of the service period, the Subscriber shall pay a Termination Liability Charge as specified in the tariff unless termination is due to unavailability of funding. The Termination Liability Charge is determined by multiplying the number of months remaining in the contract payment period by the contracted monthly rate by 90 percent. 5. At the expiration of the service period, the Subscriber may continue the Service according to renewal options provided under the tariff. If the Subscriber does not elect an additional service period, or does not request discontinuance of service, then the above Service will be continued at the monthly rate then currently in effect for month -to -month rates. Service periods may also be renewed prior to expiration in accordance with regulations and rates then in effect. 6. Suspension of service is not permitted for Frame Relay Service or Broadband Exchange Line Service. 7. The Subscriber agrees to pay any added costs incurred by the Company due to a Subscriber initiated change in the location of the Frame Relay Service prior to the time it is placed in service. 8. In the event the Service requested by the Subscriber is canceled prior to the establishment of Service, but after the date or ordering reflected herein, the Subscriber is required to reimburse the Company for all expenses incurred in handling the request before the notice of cancellation is received. Such charge however, is not to exceed the sum of all charges which would apply if the work involved in complying with the request had been completed. 9. Subject to the current provisions of applicable tariffs, the Subscriber 'may arrange to have existing Service under this Agreement moved within the same premises. Subscriber agrees to pay a non- recurring charge based upon the estimated cost of such rearrangement without interruption or change in the monthly rates. 10. Service may be transferred to another Subscriber at the same location upon prior written concurrence of the Company. The new Subscriber to whom the Service is transferred will be subject to all tariff provisions and equipment configurations currently in effect for the present Subscriber. gs- 145 This Agreement is effective when executed by the Subscriber and accepted by the Company, and is subject to and controlled by the provisions of the Company's lawfully filed tariffs, including any changes therein as may be made from time to time. SUBSCRIBER City of Miami 444 SW 2nd Ave ADDRESS: Miami, Fla BY: TITLE: APPROVED AS TO FORM AND CORRECTNESS: BellSouth Telecommunications, Inc. A. QUINN JONES, III, City Attorney ACCEPTED : , 1997 TITLE: 98- 145 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: The Honorable Mayor and Members of the City Commission FROM: Jose Garcia -Pedrosa City Manager RECOMMENDATION: DATE : FEB L FILE SUBJECT: Resolution Authorizing The Waiving of Sealed Bids and the Purchase of Frame Relay Service REFERENCES: ENCLOSURES: It is respectfully recommended that the City Commission adopt the attached Resolution, by a four - fifths (415''') affirmative vote of the members of the City Commission, after a duly advertised public hearing, ratifying, approving, and confirming the City Manager's request for waiving the requirements for competitive sealed bids and authorizing the provision of Frame Relay Service, from BellSouth Telecommunications, Inc., at a total annual cost not to exceed $6,263.64, with the first year cost totaling $7,153.64 to include the installation fee of $990.00. Funding will be from the Police Department's General Fund, Account Code 001000.290201.6.670. BACKGROUND: The Frame Relay Data Circuit is required for communication between the Police Department's Automated Fingerprint Identification System (AFIS) and Metro -Dade Police Department's system. This is a highly technical system with requirements for large amounts of online data transfer. Metro -Dade Police Department utilizes BellSouth as the communication provider for their large complex network. While there may be other vendors who could provide a Frame Relay Service, the complexities and expense of interfacing their service with Metro-Dade's equipment and BellSouth makes it most practicable for the City of Miami at this time to receive this service from BellSouth Telecommunications, Inc. pr000�_ R- 145 TO: Jose Garcia -Pedrosa City Manager FROM: Don /HYaUrshaw Chief of Police CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM DATE: JAN 1 199t7 FILE LEG 7-2 SUBJECT: Request for Waiver of Competitive Sealed Bids to Purchase Frame Relay Service from BellSouth REFERENCES: ENCLOSURES: The Department of Police received Commission approval (Resolution No. 96-627) on September 12`h, 1996, to 'upgrade our current Automated Fingerprint Identification System (AFIS) to the newest technology offered by Printrak International, Inc. The new technology allows us to interface with Metropolitan Dade County and the State of Florida, thereby, saving us the cost of establishing an in-house database. In order for us to communicate between the City of Miami Police Department and Metro -Dade Police Department we must install a Frame Relay Data Circuit between the two agencies. This is a highly technical system with requirements for large amounts of online data transfer. The Metro - Dade Police Department utilizes BellSouth Telecommunications, Inc., as the communication provider for their network. While there may be other vendors who could provide Frame Relay Service, the c p exities and expense of interfacing their service with Metro-Dade's equipment and BellSouth makes it most practicable for the City of Miami at this time to receive this service from BellSouth Telecommunications, Inc. It is respectfully recommended that the proposal to adopt a resolution by four -fifths (4/5ths) affirmative vote be presented to the members of the City Commission, after a duly advertised public hearing, ratifying, approving and confirming the City Manager's waiving the requirements for competitive sealed bids and authorizing the acquisition of Frame Relay Service from BellSouth Telecommunications, at a proposed cost not to exceed $6,263.64 annually plus an installation fee of $990.00. Funds are hereby allocated from the Police Department's General Fund, Account Code 001000.290201.6.670. DHW:Imr APPROVED: Jo �M&-Pedrosa y Manager �'R- 145 3 TO: Judy S. Carter Chief Procurement Officer FROM: Donald H. Warshaw Chief of Police CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM VIMI I I r DATE : v' �' - FILE:- LEG 7-2 SUBJECT: Request for Waiver of Competitive Bids to Purchase Frame Relay Service from BellSouth REFERENCES: ENCLOSURES: The department is requesting for a Waiver of Competitive Bids for the provision of a Frame Relay Data Circuit between the City of Miami Police Department and Metro -Dade Police Department located at 9105 Northwest 25' Street from BellSouth Telecommunications, Inc. This circuit is required for communication between the two agencies utilizing the computerized Automated Fingerprint Identification System (AFIS). This is a highly technical system with requirements for large amounts of online data transfer. The Metro -Dade Police Department utilizes BellSouth as the communication provider for their network. While there may be other vendors who could provide a Frame Relay Service, the complexities and expense of interfacing their service with Metro-Dade's equipment and BellSouth makes it most practicable for the City of Miami at this time to receive this service from BellSouth Telecommunications, Inc. This Department has verified that funds are available with the Office of Budget & Management Analysis, for the provision of Frame Relay Service from BellSouth Telecommunications, Inc., at a annual cost of $6,263.64 plus an installation fee of $990.00. Funding is to be from the Police Department's General Fund, Account Code 001000.290201.6.670. BUDGET REVIEWED & APPROVED BY: Dipak M. Parch, Director Office of Budget & Management Analysis �8- 145 5 TO Walter J. Foeman City Clerk FROM: Major Jorge L. Man�rre a Commander Business Management Section CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM DATE: SUBJECT: Public Hearing Notice Competitive Bid Waiver REFERENCES. ENCLOSURES: FILE: LEG 7-2 Attached please find the public hearing notice for a waiver of the requirement for competitive bids for Frame Relay Data Circuit installation, maintenance and support services from BellSouth Telecommunications, Inc. Attached is the advertisement. The date and time of this public hearing will be at a.m. APPROVE Elvi Gallastegui-Alonso Agenda Coordinator JLM:lmr Attachment 9S — 145 7 CITY OF MIAMI NOTICE TO THE PUBLIC A p blic hearing will be held by the City Commission of the City of Miami, Florida, on at a.m. in the City Commission Chambers at City Hall, 3500 Pan American Drive, Miami, Florida, for the purpose of considering a waiver of the requirements of obtaining sealed bids for the purchase of a Frame Relay Service. This item is provided by BellSouth Telecommunications, Inc., at a annual cost of $6,263.64. 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 Captain Joseph Longueira of the City of Miami Police Department (305) 579-6524. All interested persons are invited to appear and may be heard concerning such proposed waiver and purchase. The hearing will be held at the time and place specified above. Should any person desire to appeal any decision of the City Commission with respect to any matter considered at this hearing, that person shall ensure that a verbatim record of the proceeding is made, including all testimony and evidence upon which any appeal may be based. Walter Foeman City Clerk Miami, Florida `'R— 145 9 J-96-1048 8/23/96 RESOLUTION NO. 96. 627 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 BIDS AND APPROVING THE ACQUISITION OF AN AUTOMATED FINGERPRINT IDENTIFICATION SYSTEM, SERIES 2000, FROM PRINTRAK INTERNATIONAL, THE SOLE SOURCE PROVIDER FOR THIS EQUIPMENT, AT A COST NOT TO EXCEED $537,465.00, FOR THE DEPARTMENT OF POLICE; ALLOCATING FUNDS THEREFOR FROM ACCOUNTS TO BE IDENTIFIED BY THE DIRECTOR OF FINANCE; AUTHORIZING THE CITY- MANAGER TO NEGOTIATE WITH PRINTRAK INTERNATIONAL AND/OR FINANCIAL INSTITUTION(S) FOR THE MOST FAVORABLE FINANCING, TERMS AND CONDITIONS IN THE BEST INTEREST OF THE CITY, AND TO EXECUTE ALL NECESSARY DOCUMENTS, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, TO EFFECTUATE SAID ACQUISITION; AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE A PURCHASE ORDER FOR SAID ACQUISITION, WHEREAS, the Department of Police requests that competitive bidding be waived for the purchase of the Automated Fingerprint identification System (AFIS) from Printrak International; and WHEREAS, an Automated Fingerprint Identification System (AFIS) stores fingerprints in a computer readable format which allows for rapid identification; and CITY COIN \ MEET OF /jAe 12199 ution No. 98- 145 2'7 and WHEREAS, the Police Department's current system is antiquated when compared; WHEREAS, Printrak can no longer service the Department's system as parts are not available; and WHEREAS, without this upgrade the Department will lose its ability to have networked access with Metro -Dade County and the Florida Department of Law Enforcement; and WHEREAS, the Police Department wishes to purchase this equipment from Printrak International, the sole supplier of the Automated Fingerprint Identification System, Series 2000; and WHEREAS, the Chief Procurement Officer has adopted a finding that Printrak International is the only vendor able to provide the required system, as requested by the Department of Police; 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 and the Chief Procurement Officer recommend that the requirements for competitive formal sealed bids be waived and the procurement of this equipment from Printrak International, as 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. 2- 12 ��8- 145 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 that Printrak International is the sole source provider of the Automated Fingerprint Identification System, Series 2000, required by the Department of Police . Section 3. The requirements for competitive sealed bids are hereby waived and the Department of Police request for the acquisition of an Automated Fingerprint Identification System, Series 2000, at a cost not to exceed $537,465, is hereby approved, with funds therefor hereby allocated from accounts to be identified by the Director of Finance. Section 4. The City Manager is hereby authorized' to negotiate with Printrak International and/or financial institution(s) for the most favorable financing, terms and conditions in the best interest of the City and to execute the necessary documents, in a form acceptable to the City Attorney, for said acquisition. Section 5. The City_. Manager is hereby authorized to instruct the Chief Procurement Officer to a purchase order for said acquisition. Section 6. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 12th day of September 1996. JOE CAROLLO, MAYOR ST: WALTER J. F M N, CITY CLERK 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. ' R - 14 5 1�3iiii!' BUDGETARY REVIEW: tlICHLE:"' G: LAVIN, DIRECTOR OF FINANCE PREPARED AND APPROVED BY: RAFAEL O. DIAZ DEPUTY CITY ATNEY APPROVED AS TO FORM AND CORRECTNESS: .' / A. tAFINEY III CIT W 1076:CSK 14 e,R-- 145