HomeMy WebLinkAboutR-95-0372J-95-380
4/28/95
RESOLUTION NO.
A RESOLUTION, BY A 4/5THS AFFIRMATIVE VOTE OF
THE MEMBERS OF THE CITY COMMISSION AFTER A
DULY ADVERTISED PUBLIC HEARING, RATIFYING
THE CITY MANAGER'S FINDING OF SOLE SOURCE;
WAIVING THE REQUIREMENTS FOR COMPETITIVE
SEALED BIDS AND APPROVING THE ACQUISITION OF
ADDITIONAL MODULES, MAINTENANCE AND SUPPORT
TO EXPAND THE AUTOMATED PURCHASING SYSTEM
FROM ADVANCED PROCUREMENT SYSTEMS, THE SOLE
SOURCE PROVIDER FOR THIS ACQUISITION, AT A
PROPOSED TOTAL COST OF $37,306.00, FOR THE
FINANCE DEPARTMENT, ALLOCATING FUNDS THEREFOR
FROM, ACCOUNT CODE NO. 400301-840;
AUTHORIZING THE CITY MANAGER TO INSTRUCT THE
CHIEF PROCUREMENT OFFICE TO ISSUE A PURCHASE
ORDER FOR THIS ACQUISITION.
WHEREAS, the Finance Department is recommending that
competitive bidding be waived for the acquisition of additional
modules, support and maintenance for the automated purchasing
system from Advanced Procurement Systems, at a total cost of
$37,306.00;
WHEREAS, the additional modules will allow more users to
utilize the system simultaneously, which in turn will improve
productivity and increase efficiency; and
WHEREAS, the Chief Procurement Officer has adopted a finding
that Advanced Procurement Systems is the only vendor able to
provide the additional modules for the automated purchasing
system; and
WHEREAS, the finding of the Chief Procurement Officer have
been approved and adopted as the finding of the City Manager; and
CITY CODG0SSION
Y:lrEETING OF
MAY
iI I Sll^5
Resolution
No.
95-
372
WHEREAS, the City Manager and the Assistant City Manager in
charge of the Department of Finance recommend that the
requirements for competitive formal sealed bids be waived and the
procurement of this acquisition from Advanced Procurement Systems
as the sole source provider, be approved; and
WHEREAS, said funds are available from Account Code No.
400301-840;
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 4/5ths affirmative vote of the members of
the City Commission, after a duly advertised public hearing, the
City Manager's finding that Advanced Procurement Systems is the
sole source provider of the additional modules, support and
maintenance for the automated purchasing system required by the
Department of Finance, is hereby ratified.
Section 3. the requirements for competitive sealed bids is
hereby waived and the Department of Finance's request for the
acquisition of additional modules, support and maintenance from
the above sole source provider is hereby approved, with funds
therefor hereby allocated, in total proposed amount of
$37,306.00, from Account code No. 400301-840.
-2- 95- 372
Section 4. The City Manager is hereby authorized to instruct
the Chief Procurement Officer to issue a purchase order for this
equipment.
Section 5. This resolution shall become effective
i immediately upon its adoption.
PASSED AND ADOPTED this 11th day of May , 1995.
S PHEN P. CIARK, MAYOR
ATTEST:
MATTY--KIRAI, CITY/CLE
PREPARED AND APPROVED BY:
RAFAEL 0. DI
DEPUTY CITY/ATTORNEY
APPROVED AS TO FORM AND CORRECTNESS:
95- 372
-3-
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: The Honorable Mayor and Members
of the City Commission
Ces io
FROM : Clt r
DATE : HAY - 3 1995 FILE
SUBJECT : Resolution Authorizing
Expansion of the City's
Automated Purchasing
System
REFERENCES:
ENCLOSURES:
RECOMMENDATION:
It is respectfully recommended that the City Commission pass the
attached resolution authorizing the purchase to expand the City's
existing automated purchasing system and provide the rei:iired
maintenance support, from Advanced Procurement Systems, for the
Department of Finance/Procurement Management Division at a total
proposed cost of $37;305.00. Funds are allocated from the
Department of Finance, Account Code No. 400301-840.
BACKGROU"D :
The Procurement Management Division is currently using an
automated purchasing system to process purchase orders. This
system was purchased as a sole source procurement through
Advanced Procurement Systems (APS) in June 1993, by Resolution
No. 93-390. APS is the only company to provide software
compatible with the existing system, which utilizes the National
Institute of Governmental Purchasing's commodity codes.
There are other procurement functions remaining which require
automation. The acquisition of additional modules to expand and
maintain the system will further streamline the procurement
process and will allow more users to utilize the system
simultaneously, which in turn will impr-ve productivity and
increase efficiency. APS is a fully fL :tion modular system
which eliminates repetitive clerical and manual processing events
in the procurement cycle. Funds are available from the
Department of Finance, Account Code No. 400301-840.
Attachments
95- 372
16-1
rROCUREMENi M'NAGEMI C
r''ti�'01 CITY OF MIAMI, FLORIDA
95 APR -3 PH [1. 35 INTER -OFFICE MEMORANDUM
TO : Cesar H. Odio DATEarCin 30,,1 193 FILE
CZiefocurem)entlov
SUBJECT : Sole Source Finding
to Expand the City's
Automated Purchasing
FROM : REFERENCES: System
Juty Dir or/
Cfficer ENCLOSURES
ri
Th� ecfireinent Management Division is currently using two
modules of an automated procurement system to expedite the
processing of purchase orders. This system was purchased as a
sole source procurement through Advanced Procurement Systems
(APS) in June 1993, by Resolution No. 93-390. APS is the only
company to provide software compatible with the existing system,
which utilizes the National Institute of Governmental
Purchasing's commodity codes.
There are other procurement functions remaining which require
automation. The acquisition of additional modules will. further
streamline the procurement process by allowing more users to
access the system simultaneously and thus will increase
productivity and efficiency.
Accordingly, I am recommending that requirements for competitive
bidding be waived and the above findings be approved, that
Advanced Procurement Systems is the sole source provider to
expand and provide required maintenance support for the existing
automated purchasiny system utilized in the City's Procurement
Management DivisioV.
Approved:
Date:
cc: Procurement Management
Manohar Surana, Assistant City Manager
95-- 372
CITY OF MIAM1, FLORIDA
INTER -OFFICE MEMORANDUM
Judy S. Carter, Deputy Director/ April 06, 1995
TO Chief Procurement Officer DATE : FILE
SUBJECT : Funding Verification
to Expand/Maintain the
Automated Purchasing
System
FROM: Manohar Surana, Assistant City Mana NCES:
Finance Departmeft
�� �(��ENCLOSURES
This Department has verified that funding is available to cover
the cost for the above subject purchase in the total amount of
$37,306.00, account code 400301-840.
BUDGETARY REVIEW TID APPROVAL:
Manohar I
, Director
Finance ment
95- 37
Sr
ITEM:
DEPARTMENT
TYPE OF PURCHASE :
REASON:
RECOMMENDATION:
AWARD SHEET
SOLE SOURCE
ADDITIONAL MODULES, SUPPORT AND
MAINTENANCE FOR THE AUTOMATED PURCHASING
SYSTEM
FINANCE
SINGE PURCHASE
THE ACQUISITION OF ADDITIONAL MODULES,
SUPPORT AND MAINTENANCE WILL FURTHER
STREAMLINE THE PROCUREMENT PROCESS BY
REDUCING THE DELAY TIME BY ALLOWING
DEPARTMENT TO QUICKLY ACCESS THE SYSTEM
AND THUS WILL INCREASE PRODUCTIVITY AND
EFFICIENCY.
IT IS RECOMMENDED THAT THE AWARD BE MADE
TO ADVANCED PROCUREMENT SYSTEMS (APS)
THE SOLE SOURCE VENDOR AT A TOTAL AMOUNT
OF $37,306.00.
`N�JS�
95- 372
k-r
i
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO : Matty Hirai DATE FILE
City Clerk
SUBJECT Request to Publish Notice
for Public Hearing
i
FROM Manohar Sura REFEREN' ES
Assistant City nager
ENCLOSURES:
i
Please make arrangements to publish a Notice of Public Hearin -o
c ertain objections to the waiving of competitive sealed 1. s
the acquisition of additional modules for the automa i
p_rchasing system from Advanced Procurement Systems a total co6t
of $37,306.00 for the Finance Department.
The date and time of this public hearing will be
, at L0 ! o U
APPROVED: _
Elvi Gallastegui
Agenda Coordinator
95- 3'72
CITY OF MIAMI, FLORIDA
r ICE TO THE PUBLIC
A public hearing will be held by the City commission of the City
of Miami, Florida on , at M. in the City
Commission Chambers at City Hall, 3500 Pan American Drive, Miami,
Florida, for the purpose of hearing any objections by the City
Commission from any interested parties affected by a Resolution
ratifying the City Manager's action in waiving competitive sealed
bids and authorizing the sole source purchase of additional
modules for the automated purchasing sytems from Advanced
Procurement Systems for the Finance Department at a proposed
amount of $37,306.00.
.11 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
vex—atim record of the proceedings is made, including all
testimony and evidence upon which any appeal may be based.
95- 372
V