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HomeMy WebLinkAboutR-98-1195J-98-1157 11/20/98 RESOLUTION NO. J V— 10 5 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 OF AN EMERGENCY, WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDDING PROCEDURES, AND APPROVING THE EMERGENCY PROCUREMENT OF TECHNICAL COMMUNICATIONS SERVICES FROM MOTOROLA, INC., FOR THE DEPARTMENT OF GENERAL SERVICES ADMINISTRATION, IN THE AMOUNT OF $13,000.00; ALLOCATING FUNDS THEREFOR FROM ACCOUNT CODE NO. 506000.420601.6.670. WHEREAS, the Department of General Services Administration required the emergency procurement of technical services to provide a complete inventory and analysis of the department's 800 MHz radio communication system for compliance with Year 2000 requirements; and WHEREAS, this process must be expedited to ensure implementation of modifications prior to Year 2000; and WHEREAS, funds are available from the FY 199 Communications Division Operating Budget, Account Code No. 506000.420601.6.670; and WHEREAS, Motorola, Inc., is the manufacturer of the existing N = ,I. II: •. DEC osja Reswutkm ?IQ 98-1195 800 MHz radio system; and WHEREAS, the City Manager, has made a written finding that an emergency existed and authorized the emergency procurement of technical services from Motorola, Inc.; and 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, ratifying, approving, and confirming the City Manager's finding of an emergency, waiving the requirements for competitive sealed bidding procedures, and approving the emergency procurement of technical communications services from Motorola, Inc., for the Department of General Services Administration, in the amount of $13,000.00, with funds therefor hereby allocated from Account Code No. 506000.420601.6.670. Section 3. This Resolution shall become effective 2 98-1195 immediately upon its adoption and signature of the Mayor.11 PASSED AND ADOPTED this 8th day of December 1 1998_ JOE CAROLLO, MAYOR In accordance with Miami Code Sec. 2-36, since the Mayor did not indicate approval of Oft legislation by signing it in the designated place provided, said legislatkxi novi becomes effective with the elapse of ten (10) days fir m the date of Commission a ATTEST: 'fig saw, without the Mayor exercisi g v Wage J. Foepg,'City Clerk WALTER J. FOEMAN CITY CLERK TO FAND CORRECTNESS:/ ATTORNEY W3059:CSK:kc l� 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 98-1195 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM 27 TO: DATE: NovThe Honorable Mayor and 3 r It^,�,•. Members of the City Commission v SUBJECT: Resolution Ratifying 7 Emergency Purchase of E . - Technical Services From FROM: Donal H. Warshaw REFERENCES: Motorola, Inc. City Manager ENCLOSURES: RECOMMENDATION: FILE: It is respectfully recommended that the City Commission approve, ratify and confirm by a four -fifths (4/5ths) affirmative vote, the City Manager's finding that an emergency need existed and the waiving of the competitive sealed bid requirements in approving the emergency purchase of technical services from Motorola, Inc. in relation to providing a year 2000 compliance analysis of our 800 MHz radio communications system, in an amount not to exceed $13,000. Funds are available in the Department of General Services Administration FY '99 Communications Division Operating Budget, Account Code No. 506000.420601.6.670. BACKGROUND: The procurement of technical services are necessary in order to preserve public safety and welfare. Motorola, Inc. shall perform a complete inventory and analysis of our entire 800 MHz radio communication system as it relates to the system's year 2000 compliance. This process needs to be expedited in order to ensure that any modifications can be implemented prior to the year 2000. Motorola, Inc. is the manufacturer of the existing 800 MHz radio system. The engineering, original design and installation of the system was performed by Motorola, Inc. In addition, the operating, and maintenance software for the SMARTNET System is proprietary to Motorola, Inc. j, V DHW,JAP/eh GSAMeTechSrvMotorola2.doc 98-1195 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Donald H. Warshaw DATE: September 29, 1998 FILE: Ci anager SUBJECT: Resolution Authorizing the Emergency Purchase of Technical Services from FR ascual, Director REFERENCES: MOtOrOla, Inc. Department of General Services Administration ENCLOSURES: The Department of General Services Administration has verified with the Office of Budget and Management Analysis that funds are available in the Communication Division's FY '99 Budget, Account Code No. 506000.420601.6.670, in an amount not to exceed $13,000. BUDGETARY REVIEW AND APPROVAL BY: Dipak Parekh, Director Office of Budget and Management Analysis At 5-64f /0/7 DHW/RM/JP%eh GSA/MeTechSrvMotorola.doc Date: /t21/gt 98-1195 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Donald H. Warshaw DATE: September 29, 1998 FILE: City Manager SUBJECT: Request for Emergency j Purchase of Technical Services from Motorola, Inc. FROM: 15�Cual, Director REFERENCES: Department of General Services Administration ENCLOSURES: It is respectfully requested that you authorize the emergency purchase of technical services from Motorola, Inc., in relation to the Year 2000 compliance analysis of our 800 MHz radio communications system, in an amount not to exceed $13,000. Funding has been identified in the Department of General Services Administration, FY '99 Operating Budget, Account Code 506000.420601.6.670. BUDGETARY REVIEW AND APPROVED BY: 1l Dipak Pare ,- Director Office of Management and Budget Analysis Date: i g CPP�Pr�k V ;-A Date:/ D ald H. Warshaw City Manager X ` DHW JAP/eh McEmPurchMotorola.doc 98-1195 3I-90 lc^.: IZP MOTOROL.A—OIANA ZORRILLA 300-220-3090 P,Oz (SMOTOROLA Co ak"onr oad Eloctroarks, INC. July 28, 1998 Mr. Al Reyes mama, city of 1390 N.W. 20th Street Maori, FL 33142 Reference; Year 2000 Ready (Y2Ry*) Dear Mr. Reyes: Motorola is placed to submit to you, for your approwl, our proposal to put togedpr an equipment list cif ymm r$vm We will id&Wdy the model number, serial puinber, tffe . . software version presently being wed and any other product Motorola sold to you as put of your system. It will be impetative duct yuu and car your design a:W persomd go over the invamy► list vm have supplied for complete socuracy and ideWfy any other mawfactures equipment that you may need to be sue of it's 2000 readiness. Motorola Land Mobile Products Sector, ( LMPS ), has a limited amount of resources available to perform Year 200 Ready, (Y2Ry*), Cocativns Services. Motorola will .make every effort to respond to requests for Y21ty Communications Servioss, however, response will be based on the resources available to perform these specialized services at the time of the request. We look forward to receiving our signed Service Agreement, with a purchase order if required, back from you and to getting started with your report. Sincerely, Motorola, Inc. Stave Trombino 98- 1195 Au� -3A-9© 12!: 1ZP MOTOROLA-DIANA ZORRILLA 300-22G-3090 P.03 MOTOROLA Land Mobile Pmducbs Sector - U.S. and Canada Group YFAR 2000 RUDY (Y1RyfQ COMMUNlCAtfONS SERVICES STATEMENT OF WORK SECTION 1: 1. GENERAL DESCRIPTION AND PURPOSE I.I. This Staternont of Work (S011li) summartzes the deliverables for Year 2000 Ready COM&Waf w" SerVt*S (Y2RyOServkes). My Services an being oftrad by Motorola to assist our Customers in determining the Year 2WO redness of VwW Motorola LMPS communications equipment. More spedfla NY. this SOW addresses and is limited to the inventory and Analysts of Motorola LMPS equipment as bather desalosa below. Motorola is not responsible for a sseofiing the readiness stow of any third party equipment. Certain LMPS products may mquln upgrades or replacement to be Year 2OW Ready. Y Ry $*Wvea do not Include the provision of upgrades, product alternatives, or assoclaW services. If requested, Motorola LMPS can provide a separate quotation ror niose products and servias upon completion of the My Services Inventory and Analysis. 1 Z Motorola can Inventory thud party equipment contained in Cuetomef's commuMcation systems and provide customer wlat any InIormatlon Mommis "aa ma Wed floral the M$ntSacturer regaidng the madness status of their products. It Is the Custaner's respoRWIlly to eonted the manuf cturer for updated product InbrumW or upgrades, product sslermatives, or ssI R F'-eed services that may be necessary for time products not Year 2WO heady. 1.3. Spe ifk Cumorner requirements for the nfty Services p0ject soope may have to be defiaW in d xuliaions and meetings bMwm Motorola and the Cusitxner prior to contrad bsuamce and approval. Motorola and the Customer will jointly agree on the imrontory p acass, aquipr "1Q be Inventoried, erttplcyae contactsnd aphone numbers. prvjW dmWk e, Bile soceas, saredu&V of a" visits. arlddpeted system outages, or any other fadom pertol"g to the peAornianoa of these services. ' SECTION 2: L OERNiTIOND 2.1. "Year 2000 Reedy CorIMAURlaWali $wWcw- (Y?Ry Service) refer t0 those services performed by Motorola employees or third party designees to physically Inventory the equipment tmmixiving the Customer's current communications system, perforrn an analysis of the rover" to detemUns Year 2000 readiness, and provide r+ecortrtnWdations to address any equipment identified as non -randy. 22. "Year MO Ready" means the capability of an LMPS produtx, whan used In accordance with its assodated documentation, to torridly process, provide and/or naive date data in and bahuieen the years 1999 and 2000, including leap year calculations, providted dent all other products and systems (for example, hardware, software, and flmtware) used with the LMPS product, properly exchange accurate date data with It. 2.2t. This dofinition only applies to those LMPS products that exchange date data and that ary identifled as Year 2000 Ready. 2.2.2. This definition Is not a statement of warranty and may not be interpreted to expand any warranty provided with products supplied by LMPS. 2.3. "Cnrwnunleations systems" moans the hardware, firmwrire, and software components, that comprises the voice and data redlo communications syatem(s) identifled in the contract for Mesa services (for exampia, Police/Fire Radio System, Radio Dispatch Sys(em, Public Wo*s Radio System, Mutual Aid Radio System, etc.) of8`11eJe 31-943 1Z:1ZP MOTOROLA-OIANA ZORRILLA 3oo-ZZG-3090 P.04 MOTOROt.A Land Mobile Products Sector - U.B. and Cansds Group YEAR S000 #WADY (VVt) Q QONMiJJIMQATdON4 9ERME9 STATEMIENR OF WORK 2.4. "Third party equipment" means hardware, firmware, or software of the communications systems not manufactured by Motorola. 2.5. "fNrnware" means an integrated circuit that contains a software program or data that is integrated lydu a chPA sward or rnudule. 2.6. "sof<tware" means the spplicattiwn used In oonjunalon with the hardwary of a uyulam. 2.T. "Current system" or "current equipment refers to the actual, active system In operation at the Customer's saes) and identitted In the contract for these services. 2.8. "Motorola RepnaerWliv V means Motorola employees or any Independent eolftcsctom engaged by Motorola who perform services or provide assistance to Motorola LMPS in me performance of Y2RY Services. 2.9. 4MW are the geographic locatlonswhere equipment is located as part of the Customers communk aticns system. 2.10. "Invoniory" means the physical collection and verification of the necessary model, serial, 9W version numbers from aM Mobrola LMPB hardwaire, flrinmi e, and software con ponents thaw compile the Curiomer's curet t communications system, and mcordIng such ktformOw on an Immnbxy Form specifla to thist cunent commwticatdons system. 2.11. "Analyala" means the process of comparing the Motorola LMPa3 product Wdbntla*M owftk d In the auff rd sultan imrordory Formaethe Motorola LJMIPas Yew =0 Ready PW= loft Cation pralNlW* developed, maintained, and updated by Motomia t0 delannkle Year 2 0 readiness of dw ourno t systems. 2.12. "Third Pavan Equlpe.m. Analysis" means the process or comparkV third party product inaforlywMon cordakwl in the cumarit system Inventory Form to the Year 2000 Ready product Information recelved from the manufacturer. sECTfON S. 8. , MOTOROLA RESPONSIBUTES s.i: ylRr Sarsriaa. Motorola will Invardury Ow Customers current communic4 ones system, provide an Analysis, and if neoessary. provide r+srbnsmertdallora for any non -ready LMPS communications equipment. M orate can aft assist the Customer in deterrrdninp the readiness status of thkd party equipment contained in Customer's current system for which Motorola has Year 2000 readiness information. Motorola dum not certify the readiness status of any InVO party equipment nor does Motorola have any responsibility to provide Customer with updated Year 2000 readiness Information for third party products. 3.1.1. Except for the Inventory and Analysis services dascribed herein, Motorola b not providing Customer arty software development or Year 2000 services, such as advice. recommendations, aseaer+mertt, conversion or testing; and makes no representations or warranties regarding Year 2000 compliance.. 3.2. pric(pg: Motorola will provide a quotation for Y2Ry Sarviees prior to any services being performed. However, if it is determined daring the performanoe of Y2Ry Services that additional labor is required, Motorola will notify the Customer lmmedlat*ly of the change and request that the Purchsaa errWr be modified to reflect these chanp« prior to the performance of any additional work. g8-11,95 -31-90 1Z:13P MOTOROLA-OZANA ZORRLLLA 30G-z2G-3O9O P•OG MOTOROLA Land Mobile Products Sector - U.S. and Canada Group YEAR "N READY(YMM COAMUM CATIONS SERWCES STATEVENT OF WORK 3.3. Working Hours, Motorola wiN perform Y2Ry 3ervkea during normal working hours. The customer wiN be Invoiced In accordance with the rates for normal wortdng hours of 3:30 a.m. to 4.30 p.m., excluding vmkonds and holidays. If It becomes necessary to perform Y2Ry Sorvtasa outside of normal business hours to accommodate specific Customer needs, the pricing will be increased In the Quotation to reflect these requirements. 3.4. Motorola will assess the CusWW3 communication system during the Inventory phase and document the necessary information as outlined in ATTACHMENT 1; Inventory Form. 3.3. Thkd Party EriuinrnsrN. Thera are many third party products that have been sold try Motorola or other vendors that AM used M Conjwo t n with Motorola LWO equipment. These products YA need to be researched by the customer directly with the manufictunrs to determine thek readiness statue and any r+emedi w that may be necessary to owft those geducts not Year 2000 Ready. Motorola can initiate the Initial irquiry wOh these manufaotwws and request the Year 2= Ready "a of their produ ctL The results of this tnquky vA be ide Aft' asa third party equipment Information and p mvklod in the Analysis Report as further desodbed bebw. Customer ro nine (SWOnsibie for oonta ft third party manutacturrus to obtain updated Year 2WO ra idinsas Wormation. Motorola is not responsible forthe results or accuracy of any - infomhadon relative to ftd party equipment. Motorols wNi perform these services at the stated man -day rates. S.G. Motorola will provide a detailed Year 2000 Ready Malysls Report reAoo ft the readMwp status for etch Motorola item 1wentodod. The Malysis Report will canpare the Motorola LMPO equipment Noted in tlat inventory Form to determine the Year 2WO Ready ataars for each Une ham. Motorola Lltl N WN pnotrlde noommendttione for Motorola LMPS pmducis In the report to ad A those products not Year 2000 Ready. The m 8 may in kmia, but are not limited to, scltware upgrades, firmware upgrades, or equipmenUsysta 3 repltaement. See ATTACHMENT 2; Year 2000 Ready Analysis Report. Third Party Equipment Analyok is lknNed to information received from the manufacturer through an iftitial inquiry concerning the Year 2000 readlim m of #wW products. MIMON 4: 4. CUSTOMIR RESPONat91UTiEE 4.1 _ $ygg" The Customer vAH provide any socess clearances, personnel, equipment, or assistance that may be requested by Motorola or required by the Customer to perform My Services. 4.2. Points of Contact The Customer will provide Motorola with aocew to a designated Customer representatives) to address both technical and purchasing issues throughout the performance of My SorWe". The Customer representative will be available during all phase* of the Services. including after-hours work that is deemed appropriate. -4.3. Access, The Customer will anrtge to Wwide Motorola with aoass to all equipment and sites necessary to rAjdwm Y20y Swvices prior to the commencement of these services. if required, the Customer will provide escorts to accompany the Motorola Representatives during these site visits. The Customer will be billed for any on.sNe delays caused by the Customers failure to provide such access. 4.4. AporaLal, The Customer must identify the equipment to be inventoried and approve all work to be performed. 98-1190 -31-90 IZ:13P MOTOROLA-OIANA ZORRILLA 300-2ZG-3090 P-OG MOTOROLA LwW Mobile Products Sector - U.S, and Canada Group YEAR "M AlADY(YROW CONWAWCAT/OAM #&Ww s STATEMENT Ole WORK 4.5. Eaula ent Scope, If the Customer request that Y2Ry Scrubs& Includes the Inventory and Analysis of spare boards or mobile and portable radio equipment, the Customer will be responsible for providing the following: 4.5. 1. COMONent access to the Spero boards or mobilo and portable radio equipment for the Motorola Repr+esentatives at the time of the inventory of the communk oWns system at the Customer sites; or, 4.5.Z. The necessary Inventory Information In the proper format of the spare boards or mobile and portable radio equipment prior to the completion of the inventory oohs Comm, w*Stions system at the Customer sites. 4.8. Thkd in the Year 2000 Customer Is rssponsibis for taking any and all steps necessary for determining Ready status of third party products in the Customer % cunsttt Communications system whearsr the products were sold by Motorola or other vendors and used in coryunction with Motorola LMPS equipment. 4.7. AN tramwoftdon. OVW VM standard vehicles and equipment rteoeea:ary to access an Identified iin~Iwy site, wait be the nspor&Wty of the Customer. Motorola will provMe as separate 4tt"on for spacial f wporta M and equWent requimmerft at Me 4-8. Cuatomar bl nsspWM* for obtaining updated Informstton nigardlrq Yew MW Readinaas stag of products after Motoroia's ddvwy of the Analysis Repoli, Customer may Obtain the mast curmat Year =0 mrrduct k fo nudon on Motords's Year 2000 Read4Nea Web Slta at www mot.00m. SECTION 5: 6. ADOITIONAL TERMS AND CONDITIONS 5.1. COnfiktL In the event of any oonfikt between the terms of this SOW and the terms of the Service Aoreamant. the terms of tits SOW control. 3•2. Motorola's trrtal liability for losses, whether for breach of contract, n indemnft warranty, or strict liability in tort, Is ilmNed to the price of services sold hereunder. IN NO EVENT WILL MOTOROLA BE LIABLE FOR LOSS OF usE, LOSS OF TIME, iNCONVENI& CE, LIQIADATED DAMAGES, COMMERCIAL LOSS, LOST PROFITS OR SAVINGS. OR OTHER INDIRECT. SPECIAL, INCIDENTAL OR CONSEQUENTIAL DAMAGES TO THE FULL EXTENT SUCH MAY BE DISCLAIMED BY LAW, 5.3. VftmntyLDjifiNIMj CUSTOMER ACCEPTS THE YEAR 2000 READY COMMUNICATIONS SERVICES UNDEK THIS AGREEMENT *AS IS.' THERE ARE NO EXPRESS OR IMPLIED WARRANTIES INCLUDING, WITHOUT LIMITATION, THE IMPLIED WARRANTY OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. 5.4. II. The term of this SOW shall commence upon the execution of the Service Agreement and exptl+a upon Motorola's delivery of the Analysis Report. Motorola Is under no obligation to pmvde Cwtomer with updated Year 2000 Readiness product Information after delivery of the Analysis Report. 98_11J5 0 MoVO=oaA 14"r.na YIMTM COI�MIC�110NSSERWKU d lMEllRiiFMh@b$Nbr-tL&MdCM@&&" SERVICE/IitiR Wff "ff E WA%wV* ftW ptomm l $IC CODE s IRw� om CUSTOIYONGFEUMT DATE: 74w" ORDETt a 0 OI Q n u W W l Q 0 n Q J J r.i 0 N Q Z Q N 0 J 0 0 F 0 F a it N b n AZI(WR Nq& %mmmL cyfd .1TThi W. 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ITEM: DEPARTMENT: TYPE: RECOMMENDATION: RATIFICATION OF EMERGENCY Technical Services GSA Emergency purchase It is recommended that the emergency purchase of technical services from Motorola, Inc., waiving the requirements for competitive sealed bidding procedures, be ratified and approved, at an amount of $13,000.00. Funds are therefor hereby allocated from Account Code No. 506000.420601.6.6 70. AwardRatifyEmr 98-1195