HomeMy WebLinkAboutR-97-0374J-97-361
6/2/97
RESOLUTION NO. 9 7 " 374
A RESOLUTION, BY A FOUR -FIFTHS (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
CONTINUATION OF SOFTWARE -RELATED MAINTENANCE
SERVICES FOR THE DEPARTMENT OF PLANNING AND
DEVELOPMENT FROM ENVIRONMENTAL SYSTEMS
RESEARCH INSTITUTE ("ESRI"), ON A CONTRACT
BASIS, FOR AN INITIAL TERM OF TWO (2) YEARS
WITH THREE (3) OPTIONS TO EXTEND OF ONE (1)
YEAR EACH, AT AN ESTIMATED ANNUAL COST OF
$14,900.00; ALLOCATING FUNDS THEREFOR FROM
THE FISCAL YEAR 1996-1997 OPERATING BUDGETS
OF THE POLICE DEPARTMENT, ACCOUNT CODE
NO. 290201-670 ($7,900.00), AND THE
DEPARTMENT OF SOLID WASTE, ACCOUNT CODE NO.
421301-880 ($7,000.00); AND AUTHORIZING THE
CITY MANAGER TO EXECUTE A CONTRACT, IN A FORM
ACCEPTABLE TO THE CITY ATTORNEY, FOR SAID
SERVICES.
WHEREAS,
on April
13, 1989,
the City Commission adopted
Resolution No.
89-362,
accepting
the complimentary proposal of
Environmental
Systems
Research
Institute ("ESRI") for the
software maintenance services necessary to establish a geographic
information system ("GIS"), which included software licensing for
only one year; and
WHEREAS, on April 11, 1991, the City Commission adopted
Resolution No. 91-291, extending said software maintenance
services for an additional five year period; and
•CITY COMMISSION
MEETING OF.
J U N 0 9 1997
Resolution No.
,9 1 274
WHEREAS, the GIS is utilized by the City Clerk and the
Departments of Police, Fire -Rescue, Solid Waste, Budget, Planning
,
and Development and NET/Community Development for elections,
demographics, crime analysis, fire and emergency response, solid
waste routing, zoning and land use studies, and housing research;
i
and
WHEREAS, in order to maintain the operation of the City Is
j GIS, it is necessary to continue receiving said software related
1
service from ESRI, as such service is proprietary and can only be
obtained from ESRI; and
WHEREAS, funds for said service are available from the
Operating Budgets of the Department of Police, Account Code
No. 290201-670, in the amount of $7,900.00, and the Department of
Solid Waste, Account Code No. 421301-880, in an amount of
$7,000.00, for an estimated annual cost of $14,900.00; and
WHEREAS, the City Manager and the Chief Procurement Officer
recommend that the requirement for competitive formal sealed
bidding procedures be waived and the procurement from
I
Environmental Systems Research Institute ("ESRI") be approved for
j
an initial two year period with three options to extend for one
year periods each;
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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
97- 374
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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 Manager's finding that Environmental
I
Research Institute ("ESRI") is the sole source provider for the
continuation of existing software -related maintenance to the
i
City's Geographic Information System ("GIS") utilized by the
City, is hereby ratified, approved and confirmed.
Section 3. The requirement for competitive sealed
bidding procedures is hereby waived and the continuation of
software -related maintenance services for the Department of
Planning and Development from Environmental Research Institute
("ESRI"), a sole source provider, is hereby approved, on a
contract basis, for an initial term of two (2) years with three
f (3) options to extend of one (1) year each, at an estimated
annual cost of $14,900.00, with funds therefor hereby allocated
I
from the Fiscal Year 1996-1997 Operating Budgets of the
j Department of Police, Account Code No. 290201-670 ($7,900.00),
and the Department of Solid Waste, Account Code No. 421301-880
($7, 000 .00) .
Section 4. The City Manager is hereby authorized1/ to
execute a contract, in a form acceptable to the City Attorney,
i for said services.
i� 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.
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97- 374
HIY 'A
Section 5. This Resolution shall become effective
immediately upon its adoption.
PASSED AND ADOPTED this 9th day of June 1997.
CAROLLO, MAYOR
ATTES7:
L)
WALTER J. POPPIAN
CITY CLERk--"
APPROVED AS TO FORM AND
CORRECTNESS:
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97- 374
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TO : Honorable Mayor and
Members of the City Commission
dlz
MOM : d and Marquez
611�city Manager
RECOMMENDATION:
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE
2
JUN 3 1997 FILE
SUBJECT: Finding of Sole Source for
GIS Software Maintenance
for various City Departments
REFERENCES:
ENCLOSURES:
It is hereby requested that the City Commission adopt the attached Resolution, by a four -fifths (4/5th) 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
authorizing the continuation of existing software -related maintenance to the City's Geographic Information
System (GIS) being provided by Environmental Systems Research Institute (ESRI), 380 New York Street,
Redlands, CA 92373-8100. This type of service is proprietary and can only be obtained from ESRI, and thus
qualifies as a sole source. In order to continue to operate the GIS, it is requested that authorization be provided
for the maintenance of existing software -related service, in the form of ESRI annual software license fees for a
five-year period.
An annual proposed cost for ESRI software services is not estimated to exceed $14,900.00. Funding for FY'97 is
available in the FY'97 Operating Budget from Police budget code 290201-270 ($7,900.00) and Solid Waste
budget code 421301-880 ($7,000.00).
BACKGROUND
On April 13, 1989, the City Commission adopted Resolution 89-362 accepting the proposal of Environmental
Systems Research Institute (ESRI) for software services necessary to establish a geographic information system.
On April 11, 1991, the City Commission adopted Resolution No. 91-291, extending said software services for an
additional five years.
For the past six years, the GIS has been used by the City Clerk, and the Departments of Police, Fire -Rescue,
Planning and Development, Budget, Solid Waste, and NET/Community Development for elections,
demographics, crime analysis, fire and emergency response, solid waste routing, revenue collections, zoning and
land use studies, and housing research. A substantial investment has been made in the development of city staff
capability, applications programming, and geo-database files using this particular software. The departments of
the City are thoroughly satisfied with the ESRI software product. ESRI's was, and is still, considered, worldwide,
the most versatile and powerful of commercially available GIS software. ESRI is a fifty percent woman -owned
firm, with headquarters at 380 New York Street, Redlands California 92373.
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97- 374
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CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO : Judy S. Carter, Chief Procurement Officer
Finance Department
FR : Jack L. Luft, Director
Planning and Development Department
DATE : May 15, 1997 FILE :
SUBJECT : GIS Software- Justification
for Sole Source Extension
REFERENCES: Agenda Item, City Commission
ENCLOSURES: June 12, 1997
On April 13, 1989, the City Commission adopted Resolution 89-362 accepting the proposal of
Environmental Systems Research Institute (ESRI) for software services necessary to establish a
geographic information system (GIS). On April 11, 1991, the City Commission adopted Resolution No.
91-291, extending said software services for an additional five years.
In order to continue to operate the GIS, it is requested that authorization be provided to continue the
maintenance of existing software -related service, in the form of ESRI annual software license fees for a
five-year period. This type of service is proprietary and can be obtained only from ESRI .
For the past six years, the ESRI GIS software has been used by the City Clerk, and the Departments of
Police, Fire -Rescue, Planning and Development, Budget, Solid Waste, and NET/Community
Development for elections, demographics, crime analysis, fire and emergency response, solid waste
routing, revenue collections, zoning and land use studies, and housing research. A substantial
investment has been made in the development of city staff capability, .applications programming, and
geo-database files using this particular software. The departments of the City are thoroughly satisfied
with the ESRI software product. ESRI's was, and is still, considered, worldwide, the most versatile and
powerful of commercially available GIS software. ESRI is a fifty percent woman -owned firm, with
headquarters at 380 New York Street, Redlands California 92373.
The current annual cost for ESRI software services is $14,900.00. Funding for FY'97 is available in the
FY'97 Operating Budget from Police budget code 290201-2 0 ($7,900.00) and Solid Waste budget code
421301-880 ($7,000.00). A ten percent (10%) total allowanc over the five budget years, FY'97 through
FY'2001, is set for anticipated cost increases of these software Xervices.
(970
Chief Procurement Officer
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Attachments
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TO: Edward Marquez
Chief Procurement Officer
FROM:
Judy
Chief
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE: May 15, 1997
SUBJECSole Source Request for
GIS Software Maintenance for
various City Departments
REFERENCES:
ENCLOSURES:
FILE:
An in stigatio w conducted by staff from the Department of Purchasing to determine whether Environmental Research
Institut ES)ee
-minority/non-local vendor located at 380 New York Street, Redlands, California 92373 is the sole
source provcontinuation of existing software -related maintenance to the City's Geographic Information System
(GIS) beingby ESRI as requested by the Department of Planning and Development Department on behalf of
various Cityts. The department is seeking the extension of this service for a five-year period.
On April 1e City Commission adopted Resolution 89-362 accepting the proposal of Environmental Systems
Research InI), along with another firm, for the provision of hardware and software services necessary to establish
a basis o graphic information system (GIS). On March 14, 1991, a sole source finding was rendered by the Chief
Procu ment Officer as this type of software -related service was found to be proprietary and could be obtained only from
ESRI. This finding was then ratified by the City Commission per Resolution No. 91-291.
Contact was made by my department with Dave Whittington, ACIP, Georgraphic Information System Manager, with the
Department of Community Planning and Revitalization, pertaining to this new request. According to Mr. Whittington, ESRI
remains a sole source provider for the provision of software -related maintenance on its own proprietary equipment. A
substantial investment has been made in the development of City staff capability, applications programming, and geo-
database files using this software. The City remains satisfied with this ESRI product and recommends the continuation of
software -related maintenance.
A proposed annual cost for ESRI software maintenance services is not to exceed $14,900.00. Funding for FY'97 is available
from the FY'97 Operating Budget from Police budget code 290201-670 ($7,900.00), and Solid Waste budget code 421301-
880 ($7,000.00). A maximum of a ten percent (10%) increase over the total of five years, FY'97 through FY'2001 will be
allowed should there be cost increases of these software maintenance services; however, there shall be no increase for the
initial two (2) year period, and all increases are subject to negotiation with the City for approval of said increases.
Therefore, I am recommending that the requirements for competitive bidding be waived and the above findings be approved:
that Environmental Research Institute (ESRI), a non-minority/non-local vendor located at 380 New York Street, Redlands,
California 92373 is the sole source provider for the continuation existing software -related maintenance to the City's
Georgraphic Information System (GIS) for various City departments.
APPROVED:
d rd Marquez
I
DATE: %
cc: Robert Nachlinger
Jack Luft
Sole Source File
5 97- 37
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
To : Judy S. Carter, Chief Procurement Officer
Finance Department
FRO . a k L. Luft, Director !
Planning and Development Department
DATE : May 16, 1997 FILE
SUEUECT : GIS Software- Budget Approval
for Sole Source Extension
REFERENCES: Agenda Item, City Commission
ENCLOSURES: June 12, 1997
On behalf of the departments of Police and Solid Waste, the Department of Planning and Development
has verified available funding with the Department of Budget and Management Analysis that funds are
available to cover the cost of the GIS ESRI annual software license fee in the amount of
$ 14,900.00. FY'97 Funds are available in Police account code 290201-670 ($7,900.00) and Solid
Waste code 421301-880 ($7,000.00).
BUDGETARY REVIEW & APPROVAL BY:
14lf?
Dipak Parekh, Director
Department of Budget and Management Analysis
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AWARD
SOLE SOURCE
ITEM: GIS SOFTWARE MAINTENANCE
DEPARTMENT: Department of Planning and Development
TYPE OF PURCHASE: Term Contract
REASON: To be utilized for elections, demographics, crime
analysis, fire and emergency response, solid waste
routing, revenue collections, zoning and land use
i studies, and housing research for the City Clerk, and
the Departments of Police, Fire -Rescue, Planning and
Development, Budget, Solid Waste, and
NET/Community Development.
RECOMMENDATION: IT IS RECOMMENDED THAT AWARD BE
MADE FOR A FIVE-YEAR PERIOD TO
1 ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE
(ESRI), A NON -LOCAL VENDOR, AT A PROPOSED
ANNUAL COST OF $14,900.00, WITH AN
ALLOWANCE OF AN INCREASE AFTER THE
SECOND CONTRACT YEAR, FOR A MAXIMUM
ALLOWABLE TEN PERCENT INCREASE OVER THE
FIVE YEAR TERM, SUBJECT TO NEGOTIATION
AND APPROVAL BY THE CITY.
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qCH PROCUREMENT OFFICER
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97- 374
'1 R� �hFfiF't�i Y.
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TO
Walter J. Foeman
City Clerk
FROruf. J26k� L. LDirectorr
Planning and Development
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE : FILE
May 16, 1997
SU&IECT
Public Hearing Notice
Competitive Bid Waiver
REFERENCES: GIS Software Sole Source
ENCLOSURES:
Attached, please find the public hearing notice for a waiver of the requirement for competitive bids for
software -related services for the City's Geographic Information System (GIS) scheduled for the
commission meeting of June 12, 1997.
Feel free to contact David Whittington, the City's GIS Coordinator, at 416-1423, if you have any
questions
JLL/adw.
ESR197pubhearmemoJLL-WF.doc 051697 adw
Attachment
cc:
vi Gallastegui Alonso
Agenda Office
Chief Donald H. Warshaw, Police Department
Chief Frank K. Rollason, General Services Administration
Ron E. Williams, Director, Solid Waste Department
Adrienne Macbeth, Deputy Director, Solid Waste Department
Lourdes Y. Slazyk, Assistant Director, Planning and Development
Captain Joseph T. Lonquiera, Police Planning and Research Unit
97_ 37,E 11
CITY OF NIIAMI FLORIDA
NOTICE TO THE PUBLIC
A public hearing will be held by the
Commission of the City of Miami,
Florida, on Thursday, June 12, 1997, at
9:00 AM, in the City Commission Chambers
at City Hall, 3500 Pan American Drive,
Miami, Florida, for the purpose of
considering a waiver of the requirement
of obtaining sealed competitive bids for
the provision of software -related
services to the City of Miami Geographic
Information System (GIS) solely created
and offered by Environmental Systems
Research Institute (ESRI) at a total
cost of $14,900.
Inquiries from other potential sources
of supply who feel that they might be
able to satisfy the City's requirements
in this acquisition may contact David
Whittington, Chief of GIS, Department of
Planning and Development at the
following number (305) 416-1423.
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
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