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Home My WebLink AboutR-97-0757J-97-753 10/22/97 RESOLUTION NO. 9 7— 757 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 AUTOMATED FINGERPRINT IDENTIFICATION SYSTEM (AFIS) MAINTENANCE FROM PRINTRAK INTERNATIONAL, INC., IN AN AMOUNT NOT TO EXCEED $50,000.00, FOR THE DEPARTMENT OF POLICE; ALLOCATING FUNDS THEREFOR FROM THE POLICE DEPARTMENT OPERATING BUDGET, ACCOUNT CODE NO. 001000.290201.6.670-1 FURTHER, RATIFYING, APPROVING, AND CONFIRMING THE CITY MANAGER'S ISSUANCE OF AN EMERGENCY PURCHASE ORDER FOR THIS MAINTENANCE. WHEREAS, the Department of Police current Automated Fingerprint Identification System is sixteen years old and in need of constant attention; and WHEREAS, the Department of Police cannot be without maintenance on its Automated Fingerprint Identification System; and WHEREAS, until the system is updated, it was necessary to continue the current maintenance arrangement with Printrak International, Inc. and the City Manager made an emergency finding to this effect; and WHEREAS, the funding to cover this expenditure was available from the Police Operating Budget, Account Code No. 001000.290201.6.670; CITY C MEETING OF, 0 C T 2 8 1997 aesolution No. - j �7r 757-. • NOW, THEREFORE, BE IT RESOLVED BY THE COMMISION 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 an affirmative vote of four -fifths (4/5ths) 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 Automated Fingerprint Identification System (AFIS) maintenance from Printrak International, Inc., in an amount not to exceed $50,000.00, for the Department of Police, with funds therefor hereby allocated from the Police General Operating Budget, Account Code No. 001000.290201.6.670. Section 3. The City Manager's issuance of an emergency purchase order for this purpose is further ratified, approved and confirmed. Section 4. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 28th day of October „ /j I WALTER k EOEMAN, CITY CLERK APPROVED AS TO FORM AND CORRECTNESS: W1961:CSK CAROLLO/)4AYOR 9 7 - 757 2 The Honorable Mayor and Members of the City Commission RECOMMENDATION: OCT 1 7 Resolution Ratifying City Manager's Action Emergency Purchase of AFIS Maintenance It is respectfully recommended that a Resolution ratifying the City Manager's emergency action authorizing the purchase of maintenance for the Automated Fingerprint Identification System (AFIS) from Printrak International, Inc., in an amount not to exceed $50,000.00, be approved. Funding will be from the Police Department General Operating Budget, Account Code 001000.290201.6.670. BACKGROUND: The Police Department received Commission approval (Resolution No. 97-627), on September 12', 1996, to upgrade our current AFIS System to the newest technology offered by Printrak International, Inc. The new technology allows the Police Department to, interface with Metropolitan Dade County and the State of Florida, thereby, saving us the cost of establishing in house database. The purchase of the AFIS System was . to be financed through Printrak International Inc., however, the City's fiscal crisis arose, and the institution financing the lease for Printrak expressed some concerns. Those issues have since been resolved, but the upgrade was further delayed while funds could be identified for the payment of the lease/purchase debt services. This issue too has been resolved. During these delays, it was necessary for the Police Department to provide continued maintenance on the current system. This system is approximately sixteen (16) years old and requires constant attention. During the extension process it was learned that the current maintenance agreement with Printrak did not have sufficient funds to support the agreement. However, the Police Department was able to negotiate a compromise with Printrak, which allows for continued service. Printrak has agreed to provide continued service on a parts and per hour basis. They also agreed to reduce the past due balance from $71,024.00 -to $10,722.00 (parts and labor only). Once the upgrade is completed there will no longer be a need for this maintenance. 97- 757 1 f Edward Marquez Resolution Ratifying City page 2 Manager's Action The Police Department cannot wait until the new agreement and delivery of the new system is completed since this system is an intricate part of their crime solving functions. It is especially needed in light of the shortage of Latent Print Examiners. It was, therefore, necessary to authorize an emergency purchase, utilizing the recommended vendor, as they are the sole source provider of maintenance as the system is designed based upon proprietary equipment and software. 2 ri CITY OF MIAMI, FLORIDA J INTER -OFFICE MEMORANDUM TO: Edward Marquez City anager FROM: onald H. Warshaw Chief of Police Description of commodity/service needed DATE: J U N 2 4 1997 FILE: FIN 16-2 SUBJECT: Emergency Purchase REFERENCES: Automated Fingerprint ENCLOSURES: Identification System (A.F.I.S.) Maintenance Maintenance for the Police Department's A.F.I.S. system from Printrak International, Inc. Emergency Justification The Department received Commission approval (Reso. No. 96-627.), on September 121'', 1996, to upgrade our current AFIS system to the newest technology offered by Printrak International, Inc. The new technology allows us to interface with Metropolitan Dade County and the State of Florida, thereby, saving us the cost of establishing an in-house database. The purchase of the AFIS System was to be financed through Printrak International, however, the City's fiscal crisis arose, and the institution financing the lease for Printrak expressed some concerns. Those issues have since been resolved, but the upgrade is now delayed until funds have been identified for the payment of the lease/purchase debt service. During these delays, it was necessary for the Department to provide continued maintenance on our current system. The system is approximately sixteen (16) years old and requires constant attention. We have a maintenance agreement with Printrak, but during the extension process, it was learned that there is not sufficient funding to support the agreement. However, we have negotiated a compromise with Printrak, which allows us continued service. They have agreed to provide us with service on a parts and per hour basis. They have also agreed to reduce the past due balance from $71,024.00 to $10,720.00 (parts and labor only). Once the upgrade is completed, we will no longer require maintenance on our present system, thus saving the Department this expense. Since this would be a new agreement, it would require Commission action; however, the Department cannot wait until that process is completed. The system is an intricate part of our crime solving function. It is especially needed in light of our shortage of Latent Print Examiners. I am therefore requesting an Emergency Purchase for the provision of maintenance on the Department's AFIS system from Printrak International, Inc. The period of coverage will be from October V, 1996 to September 30". 1997. r n19@EOWF JUL 3 ! INT, E°� thy.: Edward Marquez City Manager Page 2 The Department understands that Printrak is still the sole source provider of maintenance as the system is designed based upon proprietary equipment and software. We will work with Procurement Management to verify this fact since we may require maintenance beyond September 30d', 1997. Should this hold true, we will prepare the necessary legislation for Commission approval. Solicitations Printrak International, Inc., has provided us this maintenance under a sole source finding. Reason for selecting vendor As stated above, Printrak International, Inc.; has provided this service under a sole source finding. Total cost of purchase $50,000.00 DHW:rph APPROVED/DISAPPROVED: az Marquez Date/ 7 / City Manager Office of ]Budget and Management Analysis Approval: Account Code: 001000.290201.6.670 Amount: 0,0 .00 Dipak Parekh Date Director E 4 97- 757