HomeMy WebLinkAboutR-96-0571►T-96-663
7/17/96
RESOLUTION NO. 9 S r 571
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 THAT AN EMERGENCY
EXISTS AND WAIVING THE REQUIREMENTS FOR
COMPETITIVE BIDDING PROCEDURES FOR THE
PURCHASE AND INSTALLATION OF A HIGH -DENSITY
FILE STORAGE SYSTEM FOR THE DEPARTMENT OF
FIRE -RESCUE, RISK MANAGEMENT DIVISION; AND
FURTHER APPROVING THE PURCHASE OF SAID
EQUIPMENT FROM UNITED BUSINESS SYSTEMS, IN AN
AMOUNT NOT TO EXCEED $32,454.00; ALLOCATING
FUNDS THEREFOR FROM THE DEPARTMENT OF FIRE -
RESCUE FISCAL YEAR 1995-96 OPERATING BUDGET,
ACCOUNT CODE NO. 620103-840-515001;
AUTHORIZING THE CITY MANAGER TO INSTRUCT THE
CHIEF PROCUREMENT OFFICER TO ISSUE A PURCHASE
ORDER FOR SAID PURCHASE.
WHEREAS, the City of Miami Fire -Rescue Department, Ris]
Management Division, requires the management and storage of file
and records in the City's Workers Compensation Claims Syste
which must be in compliance with the requirements of the State'c
Florida Compensation Laws; and
WHEREAS, the City of Miami's Risk Management Division is
the process of moving to another City building which does ni
have adequate storage areas for said files and records; and
WHEREAS, informal quotes were solicited and obtained fr
three vendors and the lowest most responsible and responsive b
CITY COWI
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was submitted by United Business Systems, in the amount of
$32,454.00; and
WHEREAS, the replacement of the filing system for the high -
density storage system is in the best interest of the City of
Miami for the management and storage of the files and records of
the Workers Compensation Claims System of the Department of Fire -
Rescue, Division of Risk Management; and
WHEREAS, the City Manager waived the requirements for the
formal competitive bidding process and approved the use of
informal quotes; and
WHEREAS, funding for said service is available from the
Department of Fire -Rescue Fiscal Year 1995-96 Operating Budget,
Account Code No. 620103-840-515001;
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, after a duly advertised
public hearing, the City Manager's finding that an emergency
exists is hereby ratified, approved and confirmed and the
requirements for competitive bidding procedures are hereby waived
for the purchase and installation of a high -density storage
system required for the management and storage of the files and
2 -
96- 571
records of the City's Workers Compensation Claims System for the
Department of Fire -Rescue, Division of Risk Management.
Section 3. The purchase of said equipment from United
Business Systems, is hereby approved, with funds therefor, in an
amount not to exceed $32,454.00, hereby allocated from the
Department of Fire -Rescue Fiscal Year 1995-96 Operating Budget,
Account Code No. 620103-840-515001.
Section 4. The City Manager is hereby authorized to
instruct the Chief Procurement Officer to issue a purchase order
for said purchase.
Section 5. This Resolution shall become effective
immediately upon its adoption.
PASSED AND ADOPTED this 25th day of July 1996.
JOF ROLLO, MAYOR
ATTE T:
WA TER J C F E
CITY CLERK
APPROVED AS TO FORM AND CORRECTNESS:
- 3 -
96-- 57
TO: Honorable Mayor and Members
of the City Commission
FROM : Cesar
City r
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE: FILE:
h _ 17 1996
SUBJECT: Resolution to Award
based on City Manager's
Action/Emergency Purchase
REFERENCES:
ENCLOSURES:
RECOMMENDATION:
It is respectfully recommended that the City Commission adopt the attached resolution waiving the
formal competitive bid process and approving the emergency procurement, via informal quotes, of
the furnishing and installation of one (1) High -Density File Storage System for the Department of
Fire -Rescue, Risk Management Division. United Business Systems, a Non-Minority/Non-Local
vendor, located at 3109 W. Hallandale Beach Boulevard, Hallandale, Florida, provided the lowest
most responsible and responsive quotation at a total cost of $32,454.00. Funds are available
from the FY 95-96 operating budget of Miami Fire -Rescue Account No. 620103-840-515001.
BACKGROUND:
In the transition move for Risk Management from the Dupont to the Miami River Center, it became
necessary to drastically reduce the square footage allocated for Risk's file storage (approximately
1 /2 their Dupont allocation), due to insufficient storage areas at the new Riverside Building. In
searching for an alternative method of file storage and ready access, it became evident that a High -
Density File Storage System was the most economical method of solving the space problem.
Funds for this purchase are available from the Fire -Rescue FY'95-96 Operating Budget, Account
Code No. 620103-840-515001.
95- 571
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO : Cesar H . Odio DATE : February 16, 1996 FILE
City Manager
FROM : imen , Director
Departme of Fire -Rescue
SUBJECT : Request for Emergency
Procurement
Authorization
REFERENCES:
ENCLOSURES:
I am requesting that you allow Risk Management to proceed with a
partial emergency procurement process for an automated, high
density file system for Liability and Workers Compensation files.
The area allotted to Risk in the MRC for its open files is less
than half what they currently have at the Dupont. Chief Rollason
has researched many filing system alternatives and has found that
this system is the most appropriate for their needs.
This item will not go before the Commission as an emergency
purchase item. Instead, we propose to utilize your emergency
authorization for the procurement portion only and to do the
actual award as a pocket item from a Commissioner.
Cost for this particular item is approximately $40,000 or less
with funding available the current General Fund budget per
Manohar Surana.
Approved: Date: `� 14.
C. H. Odic, City Manager
CAG/FKR/bw/P60
96-- 571 3
i
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO Judy S . Carter DATE July 9, 1996 FILE
Chief Procurement Officer
Department of Finance sueuECT: High -Density File
Storage System Funding
FROM Rollason, Deputy iREFERENCES
Chef
Risk Management Division
Department of Fire -Rescue ENCLOSURES:
The Department of Fire -Rescue, Division of Risk Management has
verified available funding for the purchase of one (1) High -
Density File Storage System to be installed at the Miami River
Center in the amount of $32,545. Funds are available from the
Department of Fire -Rescue, Division of Risk Management FY'95/96
Operating Budget Account Code No. 620103-840-515001.
BUDGETARY REVIEW & APPROVED BY:
Mano Surana Gzm Chief
Direct of Finance Director of F're-Rescue
J6-- 5'7-
EMERGENCY AWARD
ITEM; PURCHASE OF A HIGH -DENSITY FILE
STORAGE SYSTEM
DEPARTMENT: FIRE -RESCUE
TYPE OF PURCHASE: SINGLE PURCHASE
_RECOMMENDATION: IT IS RECOMMENDED THAT AWARD BE
MADE UNITED BUSINESS SYSTEMS FOR A
TOTAL PROPOSED AMOUNT OF $32,454.00.
Chief Procurement Officer
7- �J � &/'
Date
96- 571
7
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO : Walter Foeman DATE : July 9, 1996 FILE
City Clerk
SUBJECT.: Request to Publish
Notice For Public
Hearing
FROM F', K. Rollason, Deputy Chief REFERENCES:
Risk Management Division
Department of Fire -Rescue ENCLOSURES:
Please make arrangements to publish a Notice of Public Hearing
for objections to the waiving of the requirements for formal
sealed bids for the purchase of one (1) complete High -Density
File Storage System from United Business Systems, a non -minority
owned company located at 3109 W. Hallandale Beach Boulevard,
Hallandale, Florida. Attached is the advertisement.
The date and time of this Public Hearing will July 25, 1996 at
2:00 p.m.
Approved
Elvi Gallastegui
Agenda Coordinator
FKR/bw
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CITY OF MIAMI, FLORIDA
NOTICE TO THE PUBLIC
PLEASE ALL TAKE NOTICE THAT a public hearing will be held by the
City Commission of the City of Miami, Florida, on July 25, 1996
at 2:00 p.m., in the City Commission Chambers at City Hall, 3500
Pan American Drive, Miami, Florida, for the purpose of
considering informal bids for a High -Density File Storage System
and the subsequent award to the low bidder of an informal quote
received by the City of Miami on March 26, 1996.
Inquiries from other potential sources of such a package who
believe that they might be able to satisfy the City's
requirements for this item may contact Frank Rollason at the
Office of Risk Management at (305) 579-6058.
All interested persons are invited to appear and may be heard
concerning this item. 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 proceedings is made, including all
testimony and evidence upon which any appeal may be based.
(CITY SEAL)
WALTER J. FOEMAN
CITY CLERK
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