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Home My WebLink AboutR-98-1202J-98-1189 11/25/98 RESOLUTION NO 9 v- 1 2" 2 A RESOLUTION BY A FOUR -FIFTHS 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 BIDS, AND APPROVING THE EMERGENCY PURCHASE OF FIFTY-ONE (51) MOTOROLA XTS 3000 DIGITAL PORTABLE RADIOS FROM MOTOROLA, INC., IN AN AMOUNT NOT TO EXCEED $195,439.50, FOR THE DEPARTMENT OF POLICE; ALLOCATING FUNDS THEREFOR FROM THE LAW ENFORCEMENT BLOCK GRANT I, ACCOUNT CODE NO. 001000.290306.6.840 ($54,683.76), LAW ENFORCEMENT BLOCK GRANT II, ACCOUNT CODE NO. 001000.290307.6.840 ($28,071.42), AND CAPITAL IMPROVEMENT PROGRAM, PROJECT NO. 312028 ($112,684.32); FURTHER, RATIFYING, APPROVING, AND CONFIRMING THE CITY MANAGER'S ISSUANCE OF AN EMERGENCY PURCHASE ORDER FOR THE RADIOS; FURTHER, RESCINDING RESOLUTION NO. 98-98.1, ADOPTED SEPTEMBER 28, 1998, IN ITS ENTIRETY. WHEREAS, the Department of Police needed to purchase XTS 3000 Digital Portable Radios with accessories to equip its specialized units; and WHEREAS, the purchase of the items was facilitated by federal assistance which required expenditure be made during a specified time frame; and WHEREAS, the City Commission approved the sole source purchase of the radios pursuant to Resolution No. 98.98.1, adopted September 28, 1998 under an inappropriate account; and WHEREAS, procurement policies of the City of Miami require DEC 0 8 ja Rmlutim no, 98-1202 account codes to be consistent with the regulations established by budget and management; and WHEREAS, prior to amendment of Resolution No. 98.98.1 to reflect the proper account code, the City Manager approved the emergency purchase of fifty-one (51) Motorola XTS 3000 digital portable radios with accessories from Motorola, Inc.; and WHEREAS, funding to cover this expenditure is available from the Law Enforcement Block Grant I, Account Code No. 001000.290306.6.840 ($54,683.76), Law Enforcement Block Grant II, Account Code No. 001000.290307.6.840 ($28,071.42), and Capital Improvement Program, Project No. 312028 ($112,684.32); and WHEREAS, it is appropriate to rescind Resolution No. 98-98.1 in its entirety at this time to assure there is no duplication of purchase orders for this equipment; 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, the members of the City Commission hereby ratify, approve and confirm the City Manager's finding of an emergency, waiving the requirements for competitive sealed bids and approves the emergency purchase of fifty-one (51) Motorola XTS 3000 digital portable radios with accessories from Motorola, Inc., in an amount not to exceed $195,439.50, for the Department of Police, 2 9 O— 1 Z with funds therefor hereby allocated from the Law Enforcement Block Grant I, Account Code No. 001000.290306.6.840 ($54,683.76), Law Enforcement Block Grant II, Account Code No. 001000.290307.6.840 ($28,071.42), and Capital Improvement Program, Project No. 312028 ($112,684.32). Section 3. The City Manager's issuance of an emergency purchase order for this purpose is further ratified, approved and confirmed. Section 4. Resolution No. 98-98.1, adopted September 28, 1998, is hereby rescinded in its entirety. Section 5. This Resolution shall become effective immediately upon its adoption and signature of the Mayors. PASSED AND ADOPTED this 8th day of December 1998. JOE CAROLLO, MAYOR In accordance with Miami Code Sec. 2-36, since the Mayor did not indicate approval of this legislation by signing it in the designated place provided, said legislati7r s v—" becomes effective with the elapse of ten (10) days from the orate Of OcIr'n`issicr -ctic regarding same, without the Mayor exerci n v o. ATTEST: .L %A/-Hnr _ Fn Clerk WALTER JiFOMMAN, CITY, CLERK 1MRO VIL ATTORNEY W3089:CSK:kc 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 8--112002 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM To: The Honorable Mayor and Members of the City Commission FROM: Donald H. Warshaw City Manager RECOMMENDATION 35 DATE: NOV? v _ _. FILE: SUBJECT: Resolution Ratifying City Manager's Action REFERENCES: Emergency Purchase of Motorola XTS 3000 Digital ENCLOSURES: Motorola Radios It is respectfully recommended that the City Commission adopt the attached Resolution ratifying the City Manager's emergency action authorizing the purchase of fifty-one (51) Motorola XTS 3000 Digital Portable Radios from Motorola, Inc., in an amount not to exceed $193,439.50. Funding will be from the Law Enforcement Block Grant I, Account Code No. 001000.290306.6.840 ($54,683.76), Law Enforcement Block Grant II, Account Code No. 001000.290307.6.840 ($28,071.42), and Capital Improvement Program, Project No. 312028 ($112,684.32). BACKGROUND The Police Department received City Commission approval on September 28t', 1998, (Resolution No. 98-938.1) to purchase fifty-one (51) Motorola XTS 3000 Digital Portable Radios at a total cost of $195,439.50 allocating funds from the Law Enforcement Block Grant, Account Code No. 001000.290307.6.840 ($82,755.18) and Capital Improvement Program, Project No. 312028 ($112,684.32). After the item was approved we found that the funding source was incorrect. The monies,should have been allocated as follows: $54,683.76 from the Law Enforcement Block Grant I, Account Code No. 001000.290306.6.840, $28,071.42 from the Law Enforcement Block Grant II, Account Code No. 001000.290307.6.840, and $112,684.32 from the Capital Improvement Program, Project No. 312028. The City Manager's approval was necessary since the Department of Justice had given the Police Department until November 15', 1998, to expend the monies from the Law Enforcement Block Grant I, and there was not enough time to present these changes to the City Commission, which was scheduled to meet next on November 17', 1998. Due to the proprietary nature of their trunking technology Motorola, Inc., is the only vendor able to provide Motorola XTS 3000 Digital Portable Radios with accessories. J� DHW: WEO:Imr 98-12V2 Ci-Y OF M i *Ai. FLOR!DA _ Donald H. Warshaw City Manager William E. O'Brien Chief of Police INTER -OFFICE N1EN10RANDUNI - - - Emergency Purchase NO Y 5 1998 LEGISLATION DETAIL -- Motorola XTS 3000 Digital Portable Radios Description of commodity/service needed The purchase of 51 Motorola XTS 3000 Digital Portable Radios. FIN 16-2 Emergency Justification 70 The Police Department received City Commission approval on September 28�', 1998, (Rejolution 98-938.1) to purchase 51 Motorola XTS .3000 Digital Portable Radios at a total cost -of $195,439.40 allocating funds from the Law Enforcement Block Grant, Account 66d: e 001000.290307.6.840 ($82,755.18) and Capital Improvement Program, Project 312028 ($112,684.32). After the item was approved we found that the funding source was incorrect. The monies should have been allocated as follows: $54,683.76 from the Law Enforcement Block Grant I, Account Code 001000.290306.6.840, $28,071.42 from the Law Enforcement Block Grant II, Account Code 001000.290307.6.840, and $112,684.32 from the Capital Improvement Program, Project No. 312028. Your approval is necessary since the Department of Justice has given us until November 151h, 1998, to expend the monies from the Law Enforcement Block Grant I, and there is not enough time to present these changes to the City Commission, which meets again on November 17`h, 1998. Reason for selecting vendor The Chief Procurement Officer adopted a finding that Motorola, Inc., due to the proprietary nature of their trunking technology is the only vendor able to provide Motorola XTS 3000 Digital Portable Radios with accessories. 41, Donald H. Warshaw City Manager Page 2 Total cost of purchase $195,439.50 WEO:lmr 40:2)ED/D APPROVED: onald H. Warshaw City Manager Office of Budget and Management Analysis Approval- i/.E /1) f? Date Account Code: 001000.290306.6.840 Amount: $ 54,683.76 ey 001000.290307.6.840 $ 28.071.4295 CIP: Project No.312028 Amount: $112,684.32 Total Cost: $195,439.50 Dipakray Parekh Date Director - �0 J-98-907 9/15/98 q RESOLUTION NO. " '" R 938.1 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 PURCHASE OF MOTOROLA XTS 3000 DIGITAL PORTABLE RADIOS WITH ACCESSORIES FROM NOTOROLA, INC., THE SOLE SOURCE PROVIDER OF THIS EQUIPMENT, FOR THE DEPARTMENT OF POLICE, AT A TOTAL COST NOT TO EXCEED $195,439.50; 1ALLOCATING FUNDS THERFOR FROM THE LOCAL LAW ENFORCEMENT BLOCK GRANT, ACCOUNT CODE NO. 001000.290307.6.840 ($82,755.18) AND FROM THE CAPITAL IMPROVEMENT PROGRAM, PROJECT NO. 312028 (112,684.32). WHEREAS, the Department of Police will be procuring 51 Motorola XTS 3000 digital portable radios with accessories to equip its specialized units with encryption capability in digital format allowing access to the existing analog.system; and WHEREAS, these radios function on the State of Florida's digital system which would provide a wider range of operation; and WHEREAS, funding is available from the Local Law Enforcement Block Grant, Account Code No. 001000.290307.6.840, ($82,755.18) and the Capital Improvement Program, Project No. 312028 ($112,684.32); and WHEREAS, the Chief Procurement Officer has adopted a finding 9 8 ---1202 that Motorola, Inc., due to proprietary nature of their trunking technology, is the only vendor able to provide Motorola XTS 3000 Digital Portable Radios with accessories; 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 purchase of Motorola XTS 3000 digital portable radios with accessories from Motorola, Inc., 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. Section 2. By a four -fifths (4/5ths) affirmative vote after a duly advertised public hearing, the City Commission hereby ratifies, approves, and confirms the City Manager's finding of sole source, waiving the requirements for competitive bidding procedures, and approves the purchase of Motorola XTS 3000 digital portable radios with accessories from Motorola, Inc., the sole source provider for this equipment for the Department of Police, at a total cost not to exceed $195,439.50, with funds therefor hereby allocated from the Local Law Enforcement Block _Grant, Account Code No. 001000.290307.6.840 ($82,755.18) and the Capital Improvement Program, Project No: 312028 ($112,684.32). Section 3. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.1/ PASSED AND ADOPTED this 28th day of September 1998. JOE CAROLLO, MAYOR b I I P P - ft F A wRh Miami Code Sec. 2-8, since the Mayor did not indicate approval of 1* 109181don by spning ft In the designated place provided, said legislator. novi becornes effsc" with the elapse of ten (10) da fnxn the date of Commissicn acten ATTEST: marding same, WOW the Mayor exenysi/ .veto. -� V waftdg-eFoshmn. City Cleric WALTER J. FOEMAN CITY CLERK APPROVED XS, TOFORM 4= CORRECTNESS: be ATTORNEY W2870:CSK:kc 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. 98-14002 -3- _ 00 ncle