HomeMy WebLinkAboutR-98-0692J-98-703
7/2/98 RESOLUTION NO. 9 692
A RESOLUTION BY A FOUR FIFTHS (4/5THS)
AFFIRMATIVE VOTE OF THE MEMBERS OF THE
CITY COMMISSION, RATIFYING, APPROVING AND
CONFIRMING THE CITY MANAGER'S FINDING THAT
AN EMERGENCY SITUATION EXISTED, WAIVING
THE REQUIREMENTS FOR COMPETITIVE BIDDING
PROCEDURES, AND AUTHORIZING THE REPAIR OF
SIXTY-EIGHT (68) HAND HELD MOTOROLA RADIOS
BY MOTOROLA, INC., FOR THE DEPARTMENTS OF
FIRE AND POLICE, FOR A TOTAL AMOUNT NOT TO
EXCEED $13,260.00; ALLOCATING FUNDS
THEREFOR FOR SAID SERVICES FROM THE
DEPARTMENT OF GENERAL SERVICES
ADMINISTRATION FY 198 OPERATING BUDGET,
ACCOUNT CODE NO. 506000.420601.670;
AUTHORIZING THE CITY MANAGER TO INSTRUCT
THE CHIEF PROCUREMENT OFFICER TO ISSUE A
PURCHASE ORDER FOR PAYMENT OF SAID
REPAIRS.
WHEREAS, on September 23, 1997, approximately 200 radios
required repair at the Department of General Services
Administration Communications Shop; and
WHEREAS, only one radio repair technician is on staff, which
requires that when extraordinary emergency repairs are required,
the City must seek repairs from the private sector on a
contractual basis; and
WHEREAS, due to the number of hand held radios that needed
repair, the former City Manager made a written finding that the
:CITY COKMSION
G 4F
Revolution No.
98- 6Gc-)
emergency repairs of said radios was warranted; and
WHEREAS, the Department of General Services Administration,
in cooperation with the Purchasing Department, had solicited and
received three written quotations for the emergency repairs of
said radios; and
WHEREAS, the lowest responsive quote received was from
Motorola, Inc.; and
WHEREAS, the City Manager authorized that the requirement
for formal competitive bidding procedures be waived, and that
Motorola, Inc. be engaged to repair 68 radios, at a flat rate of
$195 per radio, for a total cost of $13,260.00;
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, the City Managers finding
that a valid emergency situation existed, waiving the
requirements for competitive bidding procedures, and authorizing
the repair of sixty-eight (68) hand held Motorola Radios by
Motorola, Inc., for the Departments of Fire and Police, for a
total amount not to exceed $13,260.00, is hereby ratified,
approved and confirmed, with funds therefor hereby allocated for
said services from the Department of General Services
- 2 - 98 - 692
Administration FY 198 Operating Budget, Account Code
No. 506000.420601.670.
Section 3. The City Manager is hereby authorized to
direct the Chief Procurement Officer to issue a purchase order
for the payment of said repairs.
Section 4. This Resolution shall become effective
immediately upon its adoption and signature of the Mayor.11
PASSED AND ADOPTED this 14th day of July , 1998.
JOE CAROLLO, MAYOR
In accordance with Miami Code Sec. 2-36, since the Maycr did not indicet , am r
this legislation by signing it in the designated place pro
becomes effective with the elapse of ten (10) days rom a date 1 morn sicn CIL- i
regarding same, without the Mayor exerci ' a
ATTEST:
Wa er,n, City Clerk
WALTER J. FOEMAN
CITY CLERK
AS TQ' FORM AND SS:
VILARELLO
AT'DV
07:BSS
1� 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 - 9 - 692
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO Honorable Mayor and Members
of the City Commission
FROM
o?IadH.
City Manager
RECOMMENDATION
JUL '- 7 ;��8. FILE :
DATE
SUa,ECT :Resolution Authorizing Emergency
Hand Held Radios Repairs
REFERENCES:
ENCLOSURES:
It is respectfully recommended that the City Commission approve, ratify and confirm by a four-
fifth,(4/5`'') affirmative vote, the former City manager's finding that an emergency existed in
approving the repairs of Police and Fire Department hand held Motorola radios, awarded to
Motorola, Inc. a Non-minority/Miami-Dade County vendor, located at 4660 SW 158 Avenue,
Miami, Florida 33155, in the amount of $13,260. Funds are available in the Department of
General Services Administration FY '98 Operating Budget, Account Code 506000.420601.670.
BACKGROUND
On September 23, 1997 there were approximately 200 radios in for repair at the Department of
General Services Administration's Communications Shop. With only one radio repair technician
on staff, G.S.A. could not keep up with the workload. City Manager Edward Marquez authorized
the emergency repair of hand held radios in an amount not to exceed $50,000. Three (3) quotes
were received, with Motorola being the low bidder at a flat rate of $195 per radio. The Department
of General Services Administration analyzed the amount of radios in for repair, in-house
capabilities including over -time costs, and the expense of out sourcing the work overload. A total
of 68 radios were repaired by Motorola at a total cost of $13,260. The balance of the radios were
fixed in-house during regular work hours and utilizing authorized overtime. It is still more cost
effective to utilize overtime than paying the flat $195 Motorola repair charge. A cost analysis of in-
house radio repairs versus the estimated expense if the same repairs were out sourced to Motorola
is attached.
The delay in processing this item was due to Motorola previously incorrectly invoicing the City of
Miami, and their delay in submitting a corrected bill.
DHW/JP/JAP .
GSA/MeMotorolaEmRepairs
98— 01
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
Donald H. Warshaw
TO Interim City Manager
FROMrlPascual, Director
Department of General Services Administration
DATE June 15, 1998
FILE :
SUBJECT : Budgetary Authorization for Payment
of Emergency Repair of Hand Held Radios
REFERENCES:
ENCLOSURES:
The Department of General Services Administration has verified with the Office of Budget
and Management Analysis that funds are available in the amount of $13,260 from the FY '98
Communication's Division Operating Budget, Account Code 506000.420601.670.
BUDGETARY REVIEW AND APPROVAL BY:
Date:
DIPAK PAREKH, DIRECTOR
OFFICE OF BUDGET AND MANAGEMENT ANALYSIS
DHW/JP/JAP
GSA/MeMotorolaEmReBud
98- 6#32
C6Tmun* a ' on
Motorola and H d ads. s .
� source Rep irs Co 'so ,
1�
\ ■ In- ouse r a' s m Oct. 1
throu May 93 dios
Total Co $76,0
otorola Es ' ated
1 135.00
Sa 'ng $98,044.4
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO. Edward Marquez DATE :September 23, 1997 FILE
City Manager -
SUaJECT :Request for Determination that
Emergency Exists/Hand Held
Radio Repairs
FRO Fran ROIlason, Director REFERENCES
Department of General Services Administration ENCLOSURES:
Per our earlier conversation, I am requesting that you find that a true emergency
does in; fact exist in that approximately 200 hand-held radios are currdntly at the City's
Radio shop for repair. 150 of these radios are for Police, 30 for Fire and the balance for
general government use. Spare radios within Police and Fire are at a critical low. G.S.A.
has one technician dedicated full-time to repair these units. On a good day G.S.A. can
turnaround 5-8 radios; at this rate, we can not catch up in that there is a constant influx of
additional radios requiring repair.
We have received quotes from three (3) vendors (copies attached) with Motorola
responding the most favorably with a flat rate of $195.00 each plus additional if parts are
missing within a particular radio. We are requesting your approval not to expend more
than $50,000.00 to repair this lot of radios based upon a one-time expenditure.
REVIEWED:
Dipak Parekh, Director
Department of Budget & Management Analysis
Edward Marquez i
City Manager -
Date
Date
98- 692
Sep-17-97 02:53P
305-226-3890 P.01
nA-�
MOTOROLA
Communications and E/ec&vnlcs, Inc.
4660 SW I U Avenue
Miami, FL 33165
Facsimile Cover Sheet
To: Chief Frank
Rallason
Company: City of Miami
Phone: 305-575-5130
Fax: 306-545-5016
From: Diana Zorrilla
Company: Motorola Sales
Phone: 305-225-7565
Fax: 305-226-3890
Date: 9/17/97
Number of Pages
Including Cover Sheet: 2
98- 692
Moroaoca
Customer: City of Miami Communications
Contact: Chief Frank Rallason
Phone 305-4754130
Fax 3054 K"016
1 i STX Flat Rate for the repair of the Motorta STX
Portable Radio, Missing parts are not
included in this price,
Motorola Radio Support Center
3761 S. Central Avenue
Rockford, Illinois 81102
Phone 1-800-227-6772
Pape 1
MotWois C & E, Inc.
4660 SW J-53,Avenue
Miami, FL 33185
Phone: 30&22&7M
Fax: 305-226a896
Prepared by: Diana Zorrilla
$195.00 $195.00
9/17/97
09/19%1997 15:25 0000000000000c00000
2400 VVEST 84 STREET HIALFAH. FL. 33�0
PHONE (3051822.2258
FAX (305)822-0080
nrT/^r•J1 A&11
F�c (305) 575-5180
PNorw. (3051575-5171
CTV oCnA lAn
X For Roviow
PAGE 01
DEAR SIRS; OUR REGULAR SHOOLTES ARE $55.00 PER HOUR FOR NHOUSE t�5
AND $65.00 PER HOUR FOR FMLC SERVICE. TURN AROUND TIME IS ESTIMATED; T NO
LONGER THAN 3 DAYS UNDER NORMAL CIRCUMSTANCES AND PARTS AVAILABILITY..
PLEASE BE ADVISED THAT THfMOTOROLA STX HANDHELD RADIO IS NO i R
MANUFACTURED BY MOTOROLA AND SOME PARTS ARE NO LONGER AVAILABL$ 0
THE MOTOROLA FACTORY SERVICE DEPOT NO LONGER HAS A FLAT RATE SERVIrg FEE
FOR THE STX RADIO. THIS MEANS THAT ANY MAJOR REPAIRS SUCH AS THE CONTIN*LER
BOARD FAILURE, WILL BE ESTIMATED AND CHARGED BY MOTOROLA ON A TIw AND
MATERIALS BASIS AS REQUIRED PER UNIT.
IF YOU HAVE ANY QUESTIONS PLE FEEL FREE TO CALL ME
THANK YOU FOR CONSIDERINt "PORTABLE COMMUNICATIONS FOR YOUR NWE
NEED5.
692
SEP-18-1997 15:08 INDUSTRIAL COMMUNICATIONS 305 770 9989 P-01/02
Industrial C & E, Inc
350 NW 215 St * Miami, FL 33169 . 305-770-999I • Fax 305.770.9989
September 18, 1997
Al Reyes
City of Miami
Dear Sir:
Attached is a copy of our service rates. Turnaround time is generally 3 days, subject
to parts availability, for in -shop service of portables and mobiles. We also service
Motorola fixed equipment.
Please do not hesitate to call me if you have any questions.
Sincerely,
Jon Atwood
Service Manager
98- 692
SEP-18-1997 15:08 INDUSTRIAL COMMUNICATIONS 305 770 9989 P.02i02
Indush*l
,AW
Communications
Indus&W� .
SERVICE RATES N&M W. . WIN
XS-770,Ml • Am WS-7/0-M
SHOP FIELD
MINIMUM CHARGE
HOURLY LABOR
PROGRAMMING PER UNIT
ALIGNMENT SPECIAL
PROGRAM do ALIGN
$45.00 (1ST 1/2 HR)
$90.00
$55.00
$25.00
$75.00
AFTER HOURS -1.5 TIMES ABOVE RATES
INSTALLATION RATES
SHOP
$105.00 (1ST HR)
$ 80.00
$ 75.00
FIELD
MOBILE - FRONT MOUNT
$ 85.00
$125.00
MOBILE - REAR MOUNT
$125.00
$165.00
MOBILE - REMOVAL
$ 25.00
$ 65.00
W/ SAME -DAY INSTALL
$ 25.00
$ 25.00
ABOVE RATES ARE FOR STANDARD INSTALLS - CUSTOM INSTALLS AND THOSE
DONE IN LUXURY VEHICLES OR OTHER NON-STANDARD VEHICLES ARE BY
QUOTE.
BASE ---- $195.00
BASE REMOVAL -- $ 65.00
W/ SAME -DAY INSTALL ------ $ 25.00
EXTENDED LOCAL CONTROL ------ $155.00
W/ BASE INSTALL $100.00
98- 692
TOTAL P.02
UMOT00DLA
INVOICE
PAYMENT DUE
NET 30 INVOICE
45-00015-00015
1307 E.-Algonquin Rd.
Schaumburg IL 60196
INVOICE NUMBER INVOICE DATE
50008588 06-02-98
PURCHASE ORDER NUMBER OR REFERENCE 1P.O. DATE
MIAMI COMMUNICATIONS DIV, CITY OF
1390 NW 20TH ST
MIAMI FL 33136
PLEASE SEE REVERSE SIDE FOR ADDITIONAL INFORMATION
BULLETIN:
THANK YOU FOR DOING 'BUSINESS WITH MOTOROLA
SHIP TO:
NOT AVAILABLE
SALES ORDER NUMBER:
UNIT
ITEM QTY DESCRIPTION PRICE AMOUNT
1 68 BILLING FOR REPAIR OF 68 STX PORTABLE RADIOS 195.00 13,260.00
THIS INV IS BILLING FOR REPAIR, AND REPLACEMENT OF
DEFECTIVE PARTS OF THE STX PORTABLES.
THIS INVOICE CANCELS AND SUPERCEEDES INVOICE
W3483304.
FOR ANY QUESTIONS PLEASE CONTACT RYAN SCHEUER AT
1-800-637-2268 EXT 4404
INVOICE TOTAL $13,260.00
= Please Return This Portion With Your Payment i
Please put your customer account number and invoice number on your check for prompt processing
FOR ADDRESS CHANGE OR TAX QUESTIONS, CALL PHONE NUMBER IN UPPER RIGHT PORTION OF THIS DOCUMENT
$13,260.00
INVOICE NUMBER CUSTOMER ACCOUNT NUMBER INVOICE DATE
t INVOICE TOTAL t
50008588 1035074070 0001 06-02-98 SEND PAYMENT TO:
.
::....
MIAMI COMMUNICATIONS D:f irSY #7F
1390 NW 20TH ST
�Q"�1Qq.rq ? AMOUNT PAID
MIAMI FL 33136
P.O. Box 905311
Charlotte NC 28290-5311
0500000008050808 1035074070 0001 0000 060298 0001326000 06 9 8 — 6 92
RATIFICATION OF
EMERGENCY
ITEM: Hand -Held Motorola Radio Repair
DEPARTMENT: GSA
TYPE: Emergency Repair Service
RECOMMENDATION: It is recommended that the emergency repair of
Police and Fire -Rescue hand-held Motorola
radios from Motorola, Inc., the lowest quote
received, at a flat rate of $195/per radio, be
ratified and approved, at a total cost of
$13,260.00. Funds are therefor hereby
allocated from the Department of General
Services Administration, Account Code No.
506000.420601.670.
Direc r of,,guilchasinf
D
D e
AwardRatifyEmr
98! 02