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Home My WebLink AboutR-95-0531RESOLUTION NO. 9 5 a 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 BIDS AND APPROVING THE ACQUISITION OF A PLANETARY CAMERA, FROM BELL & HOWELL AT A PROPOSED COST OF $10,500.00, ALLOCATING FUNDS THEREFOR FROM CAPITAL IMPROVEMENT PROGRAM, PROJECT NO. 312018, ACCOUNT CODE NO. 299401-850; AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICE TO ISSUE A PURCHASE ORDER FOR THIS ACQUISITION. WHEREAS, the Department of Police requests that competitive bidding be waived for the purchase of a Planetary Camera from Bell & Howell at a proposed cost of $10,500.00; and WHEREAS, the Department of Police needs to purchase this camera for microfilming within the Records Unit of the Police Department; and WHEREAS, the desired camera can microfilm odd sized documents of different weight, and color; and WHEREAS, the Chief Procurement Officer has adopted a finding that Bell & Howell is the only vendor able to provide the Planetary Camera requested by the Department of Police; and WHEREAS, the finding, of the Chief Procurement Officer has been approved and adopted as the finding of the City Manager; and ;CITY COMUSSION MEETING OF J U L 1 3 M5 Resolution No. 95- 531 WHEREAS, the City Manager and the Chief Procurement Officer recommend that the requirements for competitive formal sealed bids be waived and the procurement of this equipment from Bell & Howell as the sole source be approved; and WHEREAS, funds are hereby allocated from the Capital Improvement Program, Project No. 312018; 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 Bell & Howell is the sole source provider of the Planetary Camera required by the Department of Police, is hereby ratified, approved and confirmed. Section 3. The requirement for competitive sealed bids is hereby waived and the Department of Police's request for the acquisition of a Planetary Camera from the above sole source provider is hereby approved, with funds therefor hereby allocated, in a total proposed amount of $24,500.00, from the Capital Improvement Program, Project No. 312018, Account Code No. 299401-850. Section 4. The City Manager is hereby authorized to instruct the Chief Procurement Officer to issue a purchase order for this acquisition. - 2 - ST PHEN P. CLA K, MAYOR ATTEST: zWAt.I✓tX/1/ TER J. WEMAN, CITY CLERK PREPARED AND APPROVED BY: OLG RAMIREZ -SE IpAs ASS TANT CITY ATTORNEY APPROVED AS TO FORM AND CORRECTNESS: AUAM JO , I I CITY A TOR r/ - 3 - CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM 23 DATE : JUN' 2 g DO5 FILE TO � The Honorable Mayor and Members I�-�` of the City Commission SUBJECT: Resolution Authorizing The Waiving of Sealed Bids and ,do the Purchase of an ABR 200 FROM: Cesar REFERENCES Planetary Camera City r ENCLOSURES: RECOMMENDATION{ It is respectfully recommended that the City Commission waive the necessity of competitive bids and approve the attached Resolution for the purchase of an ABR 200 Planetary Camera, from Bell & Howell, at a total cost not to exceed $10,500. Funding is to be from the Capital Improvement Program, Project No. 312018, Index Code 299401-850. BACKGROUND The present Bell & Howell Planetary Camera, used by the Records Unit of the Police Department, was purchased in 1985 and is in desperate need of replacement. The Records Unit is responsible for -all requests for microfilming within the Police Department. The age of the present machine and the amount of usage has led to constant breakdowns. This, in_turn, has aggravated the backlog of documents that must be microfilmed. The planetary camera is used for microfilming because it is the only type of camera that will film documents of odd size, weight and color. The stated price includes trading in the present camera. We have evaluated the ABR 200 Planetary Camera produced and distributed by Bell & Howell, the sole source provider of this type of Camera. The ABR 200 Planetary Camera meets the Police Department's requirements and specifications. The Chief Procurement Officer has determined that Bell & Howell, is the sole source provider of the ABR 200 Planetary Camera. It is, therefore, recommended that the Resolution authorizing the waiver of sealed bids and the purchase of the ABR 200 Planetary Camera, from Bell & Howell, at a total cost not to exceed $10,500, be approved. Funding will be from the Capital LImprovement Program, Project No. 312018, Index Code 299401-850. W Tfie Honorable Mayor and Members of Cost Estimates: 100 1 S ,1 CITY Or MIAMI, FLORIDA 'tilj1�l`��RtOFFICE MEMORANDUM 95 25 Ali 8: -� TO : Cesar H. Odio DATE : May 22, 1995 / ," � ; (, ? FILE: City Manager FROM Chi t Officer SUBJECT: REFERENCES: ENCLOSURES: Sole Source Purchase of a Planetary Camera An Investigation was conducted by the Procurement Management staff to determine whether Bell 8t Howell a non -local, non -minority vendor of Arlington, Virginia is the sole source supplier of the Planetary Camera requested by the Department of Police. Several camera vendors were contacted Including: Eastman Kodak, Canon Inc., Benson Cameras, Wolfe Camera, Pitman Photo, 8t Mardeli Photo to find out if they sold the ABR 200 Planetary Camera manufactured by Bell & Howell. Three of the vendors contacted sell/distribute Bell 8T Howell products, however they are unauthorized to sell or distribute the ABR 200 Planetary Camera. According to ]eff Glass, Account Representative for Bell 8T Howell, (see attached letter) the company is the sole distributor of the ABR 200 Camera . The present Bell & Howell Planetary Camera, used by the Records Unit of the Police Department, is in desperate need of replacement. The Records Unit is responsible for all requests for microfilming within the Police Department. The age of the present camera and the amount of usage has led to constant breakdowns. This, in turn, has aggravated the backlog of documents that must be microfilmed. The planetary camera is primarily used for microfilming because of its ability to microfilm documents of odd size, weight and color. Bell & Howell is allowing the Police Department to trade in the old camera and receive a credit toward the purchase of a new camera. Accordingly, I am recommending that the requirements for competitive bidding be waived and the above findings be approved that Bell 8t Howell is the sole source distributor of the Planetary Camera as requested by the Department of Police. Approved: de� Date: �' C� 4 1 C� cc: Manohar Surana, Asst. City Manager Procurement Management (Bid File) , 3 35- 531 . ... ,... ..... •UL..f11VLJ1.\U :►.SJLi .rAUi4! v V Uu v,VU r 4l�l l ' GW► trl l l V► (RV4L'I�GNCI� I 1111t1r4/ IPMJiLII r " J1+�1 ul .�... .+. • v.. r v. wlwnl r V G uW r l CITY OF MIAMI, FLORIUA INTER -OFFICE MEMORANDUM La IT ur SIAMI;# 2f 2 s� Judy S • C&ctler uA1L : RE Chief Procurement Officer Sumter Sole Sources ABR 200 Planetary Ce nesa is+t1M Don+al+i No Warshaw REFERENCES Chief of Polioe ENCLOSIACs This department has verified that funds are available with the — I?epartment of Budget, to cover the purchase of a Bell a Howell ASR 200 Planstary Camxa, at a cost not to exceed $10}500. funding in to be from the Capita, Improvemnt Program, PsoJect No. 112018, index Code 299401-250, SUDGETARY RRVIBW i APPRQVeD BY: Nano ar Surana, D rector Departlent of Budget ADD1TiORM APPROVYAW CIF D� Ndu*kda Rodr gurr, DIrector Office .ref Ai3set Mhna�ement and Capital Improvements (This fOgn properly signed it part of the bld evaluation and r®voM"nddtion PaC]cage to by PUCed on the agenda and must be attached to this resolution Cower rarAm. ) 95- 531 SOLE SOURCE PLANETARY CAMERA POLICE SINGE PURCHASE TO REPLACE THE EXISTING CAMERA PURCHASED IN 1985. THIS CAMERA IS TO BE USED FOR MICROFILMING ODD SIZED DOCUMENTS OF DIFFERENT COLOR AND WEIGHT. IT IS RECOMMENDED THAT THE AWARD BE MADE TO BELL & HOWELL A NON-MINORITY/NON- LOCAL VENDOR AT A TOTAL AMOUNT OF $10,500.00. 95- 531 .,x r ! CITY OF MIAMI, FLORIDA y ` INTER -OFFICE MEMORANDUM TO:, Walter Foeman DATE : FILE City Clerk' SUBJECTRequest to Publish Notice for Public Hearing FRo a j r org Manresa REFERENCES: Co rider Business Management Section 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 an AB 200 Planetary Camera, from Bell & Howell. Attached is the advertisement. The date an tre of this public hearing will b , 1995 at =(% a.m. r APPROVE lvi Gallastegui Agenda Coordinator JLM:rph �Lu � to i7 LCLi`� N , I L) 01 `a LJ CITY OF MIAMI, FLORIDA - NOTICE TO THE PUBLIC A public hearing will be held by the City Commission of the City of Miami, Florida on , 1995, at a.m. in the City Commission Chambers at City Hall, 3500 Pan American. Drive, Miami, Florida, for the purpose of considering a waiver of the requirements of obtaining sealed bids for the purchase of an - AB 200 Planetary Camera, for which Bell & -Howell, holds the privileges. This item is _provided by Bell & Howell, 11214 Pines Blvd., Suite 216, Pembroke Pines, FL, 33026, at a total of $10,500 the sole source supplier of the requested camera. Inquiries from other potential sources of such a package who feel that they might be able to satisfy the City's requirements for this item may contact Nelida De La Rosa, at the City of Miami Police Department (305) 579-6477. 95- 531