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Home My WebLink AboutR-95-0730J-95-857 10/18/95 RESOLUTION NO. 5 - ( ry O A RESOLUTION, BY A FOUR -FIFTHS (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 NCS FORMS FOR THE OPTICAL MARK READER (OMR) SCANNER FROM NATIONAL COMPUTER SYSTEMS (NCS), AT A PROPOSED AMOUNT OF $1.3,871.00; ALLOCATING FUNDS THEREFOR FROM THE POLICE DEPARTMENT GENERAL OPERATING BUDGET, INDEX CODE 290201-716; AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE A PURCHASE ORDER FOR SAID ACQUISITION. WHEREAS, Resolution No. 93-447 was adopted July 8, 1993, for the sole source purchase of an optical mark scanner and forms specifically designed for the Miami Police Department; and WHEREAS, the Police Department requests that competitive bidding be waived for the acquisition of NCS Forms manufactured by National Computer Systems (NCS) for the Police Department's Optical Mark Reader (OMR) Scanner, at a proposed amount of $13,871.00; and WHEREAS, the scanner reads marks which are made on an incident report thus eliminating data entry for those portions of the report and speeding up the processing of incident reports; and 'CITY CouxassroN MEETING OF 0 r T 2 6 1995 Resolution No. �5-` 730 �1 WHEREAS, NCS is the sole factory representative for NCS Forms for the OMR Scanner; and WHEREAS, the Chief. Procurement Officer has adopted a finding that National Computer Systems is the only vendor able to provide the NCS forms as requested by the Police Department; and WHEREAS, the finding of the Chief Procurement Officer has been approved and adopted as the finding of the City Manager_; and WHEREAS, the City Manager and the Chief Procurement Officer recommend that the requirements for competitive formal sealed bids be waived and the procurement of said NCS forms from National Computer Systems as the sole source provider be approved; and WHEREAS, funds are available from the Police Department General Operating Budget, Index Code 290201-716; 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 of sole source is hereby ratified, the requirements for competitive sealed bids is hereby waived and the request from the Department of Police for the acquisition of NCS forms from National Computer Systems (NCS) is hereby approved, with funds therefor, at a proposed amount of - 2- 95- 730 $13,871.00 is hereby allocated from the Police Department General Operating Budget, Index Code 290201-716. Section 3. The City Manager is hereby authorized to instruct the Chief Procurement Officer to issue a purchase order 1 for said acquisition. Section 4. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 26th day of October 1995. ASTHEN P . CfAWK, MAYOR ATTEST: � WALTER J . FOHNAN CITY CLER PREPARED AND REVIEWED BY: RA EL O. DIAZ DEPUTY CITY ATTORNEY APPROVED AS TO FORM AND CORRECTNESS: l - A. QU JO�E , III CITY TTOFI�EjC BSS:W364 (/ CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM TO: The Honorable Mayor and Members of the City Commission FROM : CeSa to City ger RECOMMENDATION 12 DATE GCT 133 1005 FILE SUBJECT Resolution .Authorizing The Waiving of Sealed Bids and the Purchase of NCS Forms for the OMR Scanner REFERENCES ENCLOSURES It is respectfully recommended that the City Commission waive the necessity of competitive bids and approve the attached Resolution for the purchase of NCS forms for the Police Department's Optical Mark Reader (OMR) Scanner, from National Computer Systems (NCS), at a total cost not to exceed $13,871. Funding will be from the Police Department General Operating Budget, Index Code 290201-- 716. BACKGROUND The Police Department purchased an Optical Mark Reader (OMR) Scanner from National Computer Systems (NCS). The scanner reads marks which are made on an incident report thus eliminating data entry for those portions of the report and speeding up the processing of incident reports. The requested forms were created for the Police Department, by NCS, for use with this scanner. The forms are used as incident reports by Police Department personnel. National Computer Systems is the sole provider of these forms. The Chief Procurement Officer has determined that National Computer Systems is the sole distributor of these forms. 95- 730 The Honorable Mayor and Members of the City Commission Page 2 Amount: % of Cost Estimates: $13,871 100 % Budgeted Amount: $13,871 Source of Funds: Police Department General Operating Budget Index Code 290201-716 Public Notice: N/A Assessable Project: N/A - y .h CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO Judy S . Carter DATE SEP 19 1995 FILE: LEG 7-2 Chief Procurement Officer SUBJECT: Sole Source: NCS Forms for OMR Scanner Dona d H. Warshaw FROM Chief of Police REFERENCES: ENCLOSURES: This department has verified that funds are available with the Department of Budget, to cover the purchase of NCS forms for the Optical Mark Reader (OMR) Scanner, at a cost not to exceed $13,871. Funding is to be from the Police Department General Operating Budget, Index Code 290201-716. BUDGETARY REVIEW & APPROVED BY: b, i Manohar Suran Assistant City anager ADDITIONAL APPROVALS (IF REQUIRED) Eduardo Rodriguez, CIP Manager City Manager's Office (This form properly signed is part of the bid evaluation and recommendation package to be placed on the agenda and must be attached to the resolution cover memorandum.) REQUISITION # nip R,LA_ -5-�Ib 95- 730 AWARD SHEET Sole Source No. 92-93-006 ITEM: Forms for the Optical Mark Scanner DEPARTMENT: Police TYPE OF PURCHASE: Short Term Contract REASON: The forms will be used for incident reports by Police personnel. RECOMMENDATION: It is recommended that the award be made to National Computer System, Inc. (NCS) a non - minority /non -local vendor for a total proposed amount of $13,871.00 Chief Procureme Office Date 95- 730 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM SEP I 9 1995 TO: Walter J. Foeman DATE FILE LEG 7-2 City Clerk SUBJECT Request to Publish Notice for P Public Hearing Capra � n James�gafl REFERENCES FROM Deput Commander 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 NCS forms, from National Computer Systems. Attached is the advertisement. The d,te �d time of this public hearing will beL27Z2 4- , at / a.m. APPROVE Elvi Gallastegui Agenda Coordinator JE:rph:RPH 95- 730 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 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 NCS forms for an Optical Mark Scanner (OMR), which National Computer Systems holds the privileges. This item is provided by National Computer Systems, 3975 Continental Drive, Columbia, PA, 17512, at a total cost of $13,871. 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 Diane Svajda, at the City of Miami Police Department (305) 579-6477. 95- 730 9