HomeMy WebLinkAboutR-98-0656J-98-654
6/12/98
RESOLUTION NO. 9 8 - 6: O
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 THAT
COMPETITIVE SEALED BIDDING PROCEDURES ARE NOT
PRACTICAL AND ADVANTAGEOUS FOR THE
PROCUREMENT, INSTALLATION, AND RELATED TRAINING
OF A FLEET MANAGEMENT SOFTWARE SYSTEM FOR THE
DEPARTMENTS OF GENERAL SERVICES ADMINISTRATION
(GSA), FLEET MANAGEMENT DIVISION AND FIRE -RESCUE,
WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED
BIDDING PROCEDURES AND APPROVING A CONTRACT
AWARD TO CCG SYSTEMS, INC., AT A TOTAL AMOUNT
NOT TO EXCEED $75,000.00; ALLOCATING FUNDS
THEREFOR FROM THE CAPITAL IMPROVEMENT PROGRAM,
"WORK ORDER AND PROJECT MANAGEMENT SYSTEM",
PROJECT NO. 311604.
WHEREAS, a Fleet Management Software System is critical to the ability of the
Department of General Services Administration's Fleet Management Division and the
Fire -Rescue Maintenance Garage to provide records management, improve efficiency, and
realize operational savings; and
WHEREAS, for the past eight months the Departments of General Services
Administration, Fire -Rescue, Information Technology and Purchasing have been identifying,
evaluating and developing the best available system to meet the city's needs; and
WHEREAS, due to the amount of time already invested in the process of acquiring
1=7 cobv SSION
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Resolution No.
98- 656
said system, it is not practical or advantageous for the competitive sealed bidding process;
and
WHEREAS, the City Manager has determined that it is practical and advantageous
to waive competitive sealed bids and proceed with the award of this contract to CCG
Systems, Inc.; and
WHEREAS, funds for this service are available from the Capital Improvement
Program, "Work Order and Project Management System", Project No. 31 1604; and
WHEREAS, the City Manager and the Director of the Department of General
Services Administration recommend that the requirements for competitive formal sealed
bids be waived and the procurement, installation and related training for a Fleet
Management Software System from CG Systems, 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 (4/5"s) affirmative vote of the members of the City
Commission, after a duly advertised public hearing, the City Commission hereby ratifies,
approves, and confirms the City Manager's finding that competitive bidding procedures are
not practical or advantageous for the procurement, installation, and related training of a
Fleet Management Software System, for the Departments of General Services
Administration, Fleet Management Division and Fire -Rescue, waiving the requirements for
competitive sealed bidding procedures and approving a contract award to CCG Systems,
Inc., at a total amount not to exceed $75,000.00, with funds therefor hereby allocated
2 98- 6.-6
from the Capital Improvement Program, "Work Order and Project Management System",
Project NO. 311604.
Section 3. This Resolution shall become effective immediately upon its adoption.
PASSED AND ADOPTED this23rd day of June , 1998.
JOE CAROLLO, MAYOR
In accordance with Miami Code Sec. 2-36, since the Mayor did not indicate approval of
this 3z_islation by signing it in the designated place provided, said legislation nc.
be c,mes effective with the elapse of ten (10) ys from the date of C issicn action
ATTEST: ceding same, without the Mayor exe a veto.
a, ' oeman, City Clerk
WALTER J. FOEMAN, CITY CLERK
CITY A
W 2662:csk:ORS
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CORRECTNESS:F/
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9 8 - 6�i6
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
Honorable Mayor and Members
TO : of the City Commission
(ona14H.Warshaw
FROM
City Manager
RECOMMENDATION:
DATE: June 23, 1998 FILE
SUBJECT : Resolution Authorizing the
Waiver of Competitive Sealed
Bids for the Purchase, Installation,
REFERENCES : and Related Training for a Fleet
Management Software System
ENCLOSURES:
It is respectfully recommended that the City Commission adopt the attached Resolution,
by four fifth (4/5') affirmative vote of the Members of the City Commission, after duly
advertised public hearing, approving and confirming my finding that competitive sealed
bidding procedures are not practical and advantageous for the procurement of a Fleet
Management Software System; waiving the requirements for competitive sealed bidding
procedures and accepting the contract award in an amount not to exceed $75,000 to CCG
Systems, Inc. a non -minority / non local vendor, located at 711 West 21" Street, Norfolk,
Virginia 23517, for the purchase, installation, and training relating to the acquisition of a
Fleet Management Software System "Faster C/S". Funds are available in the FY '98
General Fund contribution the Capital Improvement Program, "Work Order and Project
Management System", CIP No. 311604.
BACKGROUND:
A Fleet Management Software System is CRITICAL to the ability of the Department
of General Services Administration's Fleet Management Division and the Fire - Rescue
Department's Fire Maintenance Garage to provide records management, improve
efficiencies, and realize operating savings. This system shall allow us to: benchmark
operations; compile equipment use / cost analysis; administer a preventative maintenance
program, enhance inventory control; manage warranties; and provide management with
reporting tools to establish goals and objectives, monitor costs, efficiencies and quality of
service. There are over thirty municipalities throughout the State of Florida which are
utilizing this system. The implementation of a Fleet Management Software System is a
Blue Ribbon Committee recommendation and is part of our Five Year Plan.
For the past eight months the Departments General Services Administration, Fire -Rescue,
Information Technology and Procurement have been identifying, evaluating and
developing the best available system to meet the city's needs. The City Attorney's Office
has provided legal guidance throughout the process. Based on a prior legal opinion it was
determined that we could utilize an existing Palm Beach County Sheriff's Office contract
98- 6ib
Fleet Management Software
Page 2 of 2
and RFP as the template in negotiating and preparing a contract for this acquisition.
However, a recent review of the previous legal opinion has led to a determination that
affects our ability to utilize the Palm Beach County Sheriff's Office contract. The City
Attorney's Office has indicated that we can still proceed with the acquisition which
would require my determination that it would be practical and advantageous to waive
competitive sealed bids, and the City Commission adopting the proposed Resolution by
4/5' affirmative vote after a duly advertised public hearing.
Due to the amount of time already invested in the process, the consensus that the
proposed system best meets the city's needs, and the current system utilized shall no
longer be supported once the city's mainframe is upgraded. It is practical and
advantageous to waive competitive sealed bids and proceed with the award of this
contract.
DHW/JP/JAP #I
98- 6a
TO
FROM
Jose Garcia -Pedrosa
Cit _Manager
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE:
SUBJECT
K1 Pascual, Director REFERENCES
partment of General Services Administration
ENCLOSURES:
April 28, 1998 FILE:
Budgetary Authorization
for the Purchase, Installation
and Training for Fleet
Management Software
The Department of General Services Administration has verified with the Office of
Budget and Management Analysis that funds are available from the FY `98 General Fund
contribution to the Capital Improvement Program, "Work Order and Project Management
System", CIP No. 311604, in an amount not to exceed $75,000.
CIP PROJECT REVIEW AND APPROVAL BY:
Date:
PILAR S N - U LER, CI ADMINISTRATOR
27-98
BUDG TARY REVIEW AND APPROVAL BY:
Date: 1�r _
DIPAK AREKH, DIRECTOR
OFFICE OF BUDGET AND MANAGEMENT ANALYSIS
JAP:eh
GSA/MeFISof2.doc
98- 656
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: DATE
Donald H. Warshaw June 5, 1998
anag " SUBJECT
FROM u ascual, Director REFERENCES
epartment of General Services Administration
ENCLOSURES
FILE :
Request for waiver of
Competitive Sealed Bids for
the Purchase, Installation and
Related Training for Fleet
Management Software System
The Department of General Services Administration is requesting your authorization to
waive competitive sealed bids, and to award a contract to CCG Systems, Inc. a non -
minority / non local vendor, located at 711 West 215L Street, Norfolk, Virginia 23517, for
the purchase, installation, and training relating to acquisition of a Fleet Management
Software System. The amount of contract award shall not exceed $75,000. Funds are
available in the FY '98 General Fund contribution the Capital Improvement Program,
"Work Order and Project Management System, CIP No. 311604.
A Fleet Management Software System is CRITICAL to our ability to provide records
management, improve efficiencies, and realize operating savings. This system shall allow
us to: benchmark operations; compile equipment use / cost analysis; administer a
preventative maintenance program, enhance inventory control; manage warranties; and
provide management with reporting tools to establish goals and objectives, monitor costs,
efficiencies and quality of service. There are over thirty municipalities throughout the
state of Florida which are utilizing this system. The implementation of a Fleet
Management Software System is a Blue Ribbon Committee recommendation and is
part of our Five Year Plan.
For the past eight' months we have been working with the Departments of Information
Technology and Procurement in identifying, evaluating and developing the best available
system to meet the city's needs. The City Attorney's Office has provided legal guidance
throughout the process. Based on a prior legal opinion it was determined that we could
utilize an existing Palm Beach County Sheriff's Office contract and RFP as the template
in negotiating and preparing a contract for this acquisition. However, a recent review of
the previous legal opinion has led to a determination that affects our ability to utilize the
Palm Beach County Sheriff's Office contract. The City Attorney's Office has indicated
that we can still proceed with the acquisition which would require the City Manager's
determination that it would be practical and advantageous to waive competitive sealed
bids, and the City Commission adopting a Resolution by 4/5`' affirmative vote after a
duly advertised public hearing.
98-- 6156
Fleet Management Software
Page 2 of 2
Due to the amount of time already invested in the process, the consensus that the
proposed system best meets the city's needs, and the current system utilized shall no
longer be supported once the city's mainframe is upgraded. It is practical and
advantageous to waive competitive sealed bids and proceed with the award of this
contract.
It is respectfully recommended that the proposal to adopt a Resolution by four fifth (4/5 h)
affirmative vote be presented to the Members of the City Commission, after duly
advertised public hearing, for ratification, approving, and confirming the City Manager's
waiving of the requirements for competitive sealed bids, and award the contract to CCG
Systems, Inc.
Appro e -
Date:
Donald H. Warshaw
City Manager
98- 66
Walter J. Foeman
TO City Clerk
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE:
SUBJECT:
REFERENCES:
Director
General Services Administratir€i11CLOSURES:
June 5, 1998
FILE:
Waiver of Competitive
Sealed Bids Ad for the
June 23, 1998
Commission Agenda
Please find attached for publication a legal advertisement for a waiver of competitive
sealed bids hearing deeming the acquisition of a Fleet Management Software System
to CCG Systems, Inc. This item is being scheduled for the June 23, 1998 Commission
Agenda, and the ad must appear in the newspaper at least 10 days prior to such
hearing.
If you have any questions, please contact me at 575-5130.
APPROVED FOR ADVERTISING
Donald H. Warshaw
City Manager
Z/word/pmcunmsnVbid&Mai"rFlwWgn tSysCSA
CITY OF MIAMI, FLORIDA
NOTICE OF PUBLIC HEARING
A public hearing will be held by the City Commission of the City of Miami, Florida on
June" , 1998 at a.m. in the City of Miami 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 engagement of CCG Systems, Inc.
to acquire a Fleet Management Software System, for the Department of General
Services Administration. The acquisition of the Fleet Management Software System
shall be at a total cost not to exceed $75,000.00.
Inquiries from other potential sources of providers who feel that they might be able to
satisfy the City's requirements in the provision of these services may contact Alan
Savarese, Fleet Manager, at (305) 575-5171.
All interested persons are invited to appear and may be heard concerning such
proposed waiver for purchase and upgrade. 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 proceedings is made, including
all testimony and evidence upon which any appeal may be based.
(City Seal)
Walter J. Foeman
City Clerk
Miami, Florida
Z/word/pr=rsmenVbid&MahrerFWotMgmtSysGSA 9 8+ 656