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Home My WebLink AboutR-94-0395J-94-435 4/11/94 RESOLUTION NO. 9 4_ 395 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 A MICROFILM READER/PRINTER FROM INFORMATION MANAGEMENT OF FLORIDA, THE SOLE SOURCE PROVIDER FOR THIS EQUIPMENT AT A PROPOSED TOTAL COST OF $15,000.00 FOR THE DEPARTMENT OF POLICE, ALLOCATING FUNDS THEREFOR FROM THE LAW ENFORCEMENT TRUST FUND, ACCOUNT CODE NO. 290995-840, PROJECT NO. 69001, SUCH EXPENDITURE HAVING BEEN CERTIFIED BY THE CHIEF OF POLICE AS BEING IN COMPLIANCE WITH FLORIDA STATE STATUTE 932.7055; AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICE TO ISSUE A PURCHASE ORDER FOR THIS EQUIPMENT. WHEREAS, the Police Department is recommending that competitive bidding be waived for the purchase of a Microfilm Reader/Printer form Information Management of Florida at a total proposed cost of $15,000.00 ; and WHEREAS, this equipment will be utilized by the records unit to reduce the department's voluminous records to microfilm and; WHEREAS, the Chief Procurement Officer has adopted a finding the Information Management of Florida is the only vendor able to provide the equipment as specified by the City; and WHEREAS, the finding of the Chief Procurement Officer have been approved and adopted as the finding of the City Manager; and CITY COMESS%OR MEETIRG OF Resolution No, 14- 395 i 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 Information Management of Florida, as the sole source, be approved; 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 written finding that Information Management of Florida is the sole source provider of a Microfilm Reader/Printer required by the Department of Police, is hereby ratified, approved and confirmed. Section 3. The requirements for competitive sealed bids is hereby waived and the Department of Police's request for the acquisition of a Microfilm Reader/Printer for a total proposed cost of $15,000 is hereby approved, with funds therefor hereby allocated from the Law Enforcement Trust Fund, Account Code No. 290995-840, Project No. 69001, such expenditure haveing been certified by the Chief of Police as being in compliance with Florida State Statute 932.7055. -2- 94- 395 4 - i 1 Section 4. The City Manager is hereby authorized to instruct t the Chief Procurement Officer to issue a purchase order for this equipment. i Section 8. This resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this, 9th day of June 1994. S EPHEN P. C ARK, MAYOR 1 ATT MA TY HIRAI, CITY CLERK PREPARED AND APPROVED BY: RAFAEL 0. IDIAt DEPUTY CITY ATTO Y APPROVED AS TO FORM AND CORRECTNESS: A. N S, III CITY ATTOOEY 4-�5 -3- i CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM 10 TO : The Honorable Mayor and Members DATE : MAY 3 ) 1994 FILE of the City Commission SUBJECT: Resolution Authorizing The Waiving of Sealed Bids and the Purchase of a Digital Microfilm Reader/Printer FROM : CGSa' l-HI10 REFERENCES City i 1 r ENCLOSURES. It is respectfully recommended that the City Commission waive the necessity of competitive bids and approve the attached resolution for the purchase of a Digital Microfilm Reader/Printer, from I.M.F./Canon, at a total cost not to exceed $15,000. BACKGROUND On February 9, 1993, the City Commission authorized, by Resolution No. 93-94, the City Manager to proceed with the purchase of a Digital Microfilm Reader/Printer, to be funded from the Law Enforcement Trust Fund. The Chief Procurement Officer has determined that I.M.F./Canon, is the sole authorized Canon Micrographics dealership in Dade County. This equipment will be utilized by the Records Unit to reduce the department's voluminous records to microfilm. It is, therefore, recommended that the Resolution authorizing the waiver of sealed bids and the purchase of a Digital Microfilm Reader/Printer, from I.M.F./Canon, at a total cost not to exceed $15,000, be approved. Funding will be from the Law Enforcement Trust Fund, Project No. 690001, Index Code 290995-840. /��`^ It vj 94- 395 The Honorable Mayor and Members of the City Commission Page 2 Amount: $15,000 I Of Cost Estimates: 100% BUdgeted Amount: $15,000 Sourc of Fnnris;; Law Enforcement Trust Fund Project Code 690001, Index Code 290995-840 Public Notice: N/A Asse,qsablL_tarp jJ=t: N/A v 04- 395 TO Cesar Odio City Manager CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM DATE : July 16, 1993 FILE : SUBJECT : Digital Microprinter Sole Source Justification FROM : REFERENCES: Judy S. Cart Chief Procure n Officer ENCLOSURES: An investigation was conducted by the Procurement Management staff to determine whether Information Management of Florida (IMF) a non-minority/non-local vendor of Pompano Beach, Florida is the sole source supplier of the Digital Microprinter and accessories manufactured by Cannon as requested by the Department of Police. Several large computer vendors were contacted including: COMP USA, JWP Inc., A'Leon Business Machines, 21st Century Computer, Computer Bank, Computer Express, Inc. and Ardal Services to f'rid out whether they offered the Digital Microprinter and accessories as specified by the department. This equipment would represent a considerable upgrade of the equipment currently in use for microfilm retrieval and will be utilized in the printing of all microfilm records currently stored within -the department. None of the vendors contacted manufactured or distributed the specified equipment or an equivalent. According to Mindy Chotiner, (see attached letter) Senior Account representative with Information Management of Florida, the Digital Microprinter and accessories are proprietary to I.M.F. Accordingly, I the Chief Procurement Officer, am recommending that the requirements for competitive bidding be waived and the above findings be approved, that Information Management of Florida is the sole provider of the Digital Microprinter and accessories as requested by the Department of Po ice. Approved: Cesar Odio Date: Enclosure CITY OF MIAMI: cc: Ron E. Williams, Assistant City Manager JUL 2)3 1993 Carmen Leon, Assistant City Attorney Paula La Sala, Police Department GBERAL SERVICES 4DMINISTRAT40N Bid File OFFICE OF THE DIRECT51 MfiY- 4-U4 WhU b : U4 UIIY Ur 111 HI11 bUUUI:1 rm hu, JUSy (dt)Ub 1 r, uG - SENT BY : C 1 TY OF M 1 AM 1 1 4-26-94 ; 4 : 3tPM : PROCUWiENT .j~ ; , 3055796081; aY 2 / 2 CITY OF MIAMI, FLORIDA REQUEST INTSII-OFFICE MEMORANDUM MAR 1 6 1994 TO : Judy ry • Carter DATE . ME! Chief Pr a Lament Officer SuWrcr : Sole $ource t Digil'al Microfilm Reader/!'Tinter is a la r Ru s s Fpou . 3.ef of Police AIJ ERENCE6 ENCLOSUNES. This department has verified that funds arc± available with the Department of Budget, to cover the purchase of a Digital Microfilm Reader/Printer, at a cost not to exceed $15,000. Funding is to be from the Law Enforccament Trust Fund, Project No. 690001, index Code 290995-840. FINANCE REVIEW & APPROVED SYt Caaoi' GerU a r Disec Department of Finance BUDGETARY REVIEW & APPROVED BYt HthiFurana ,Director'-- Dt of Budget ADDITIONAL APPROVALS IF 1zEuu7e) E�uarc�o kiOdi•.iguez � CIP Ma»eiger City Manager's Office (This form properly signed is part of the bid evaluation and reovmmendation package to be placed on the agenda and must be attached to the resolution cover memorandum.) 0 AWARD SHEET SOLE SOURCE ITEM: Microfilm Reader/Printer DEPARTMENT: Police TYPE OF PURCHASE: Single Purchase REASON: This equipment will be utilized by the records unit to reduce the department's voluminous records to mircrofilm. RECOMMENDATION: IT IS RECOMMENDED THAT THE AWARD BE MADE TO INFORMATION MANAGEMENT OF FLORIDA AT A TOTAL PROPOSED COST OF $15,000.00. • - • - r..- 94- 395 ;�? CITY OF MIAM1, FLORIDA INTER -OFFICE MEMORANDUM TO: Matty Hirai City Clerk Major Raimond A.`Martinez FROM ' Commander Business Management Section DATE :APR 2 0 1994 y FILE SUBJECT; Request to Publish Notice for Public Hearing REFERENCES: 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 a Digital Microfilm Reader/Printer, , from I.M.F./Canon. Attached is the advertisement. The date and time of this public hearing will b p 9 , 1994, at /D:q !W RAM: tjr APPROVED Josephine Argudin Asst. To The City Manager II 94- 395 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 , 1994, at 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 a Digital Microfilm Reader/Printer, for which I.M.F./Canon is the sole source. This item is provided by I.M.F./Canon, 2100 Park Central Blvd., North, Suite 300, Pompano Beach, F1 33064, at a total cost not to exceed $15,000. Inquiries from other potential sources of such a package who feel that they might be able to satisfy the City's requirements for this project may contact Ms. Paula Lasalla, at the City of Miami Police Department (305) 579-6477. 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) (1256) MATTY HIRAI CITY CLERK CITY OF MIAMI, FLORIDA 94- 395 /�