The URL can be used to link to this page

Home My WebLink AboutR-92-0650A RESOLUTION BY AN AFFIRMATIVE VOTE OF 4/5THS OF THE MEMBERS OF THE CITY COMMISSION WAIVING THE REQUIREMENTS FOR FORMAL SEALED BIDS, FOR FURNISHING SOFTWARE, SUPPORT SERVICES, AND TRAINING FOR THE CITY'S ARCHITECTURAL/ENGINEERING COMPUTER SYSTEM FOR THE DEPARTMENT OF PUBLIC WORKS IN AN AMOUNT NOT TO EXCEED $37,500; ALLOCATING FUNDS THEREFOR FROM THE "ARCHITECTURAL/ENGINEERING COMPUTER SYSTEM" ACCOUNT, PROJECT NO. 311019, AND FURTHER AUTHORIZING THE PURCHASE FROM ACCUGRAPH CORPORATION, A SOLE -SOURCE SUPPLIER FOR THE HEREIN COMPUTER SOFTWARE; AND AUTHORIZING THE CITY MANAGER TO INSTRUCT THE PROCUREMENT OFFICER TO ISSUE A PURCHASE ORDER FOR SAID SOFTWARE, SOFTWARE SUPPORT, AND TRAINING, AND THEREAFTER TO EXTEND THE CONTRACT FOR SAID SOFTWARE SUPPORT WITH SAID SUPPLIER, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, IN AN AMOUNT NOT TO EXCEED $6,000, SUBJECT TO THE AVAILABILITY OF FUNDS AND AN ANNUAL WRITTEN FINDING BY THE CHIEF PROCUREMENT OFFICER, CONFIRMED BY THE CITY MANAGER, THAT ACCUGRAPH CORPORATION IS THE SOLE SOURCE FOR SAID SERVICE. WHEREAS, due to budgetary restrictions and recent retirements, the Department of Public Works has significantly fewer positions as compared to the previous year; and WHEREAS, the Public Works Department has been directed to increase the number of projects to be designed and/or constructed, and CITY COMMISSION,' MEETING OF. 0 CT 0 8 1992 Resolution No. 92_ 650 V MEMO Y t WHEREAS, the Director of the Department of Public Works, in conjunction with the Department of Computers has determined that _ i the most expeditious and effective way to accomplish the aforementioned design task is to acquire productivity improvement devices, specifically the latest, improved versions of the Department of Public Works' present computer software; and WHEREAS, Capital Improvements Appropriation Ordinance No. 10938, as amended, adopted on December 5, 1991, made monies available for the proposed amount of software, software support, and training contract from the account entitled "Architectural/Engineering Computer System", Project No. 311019 in said Ordinance; and WHEREAS, the City Manager has made a written finding that the use of the competitive sealed bidding method for the award of the herein procurement contract is not practxcaAie or advantageous due to the fact that the new software must be compatible with and be able to translate 100% of the more than 15,000 drawing files of the present system, and that the only software which is so compatible is that software which is available from the Accugraph Corporation; and WHEREAS, the City Commission, after a properly advertised public hearing, wishes to accept and ratify the City Manager's above findings; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: - 2 - 92- 650 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. The requirement for formal competitive sealed bids for the "Architectural/Engineering Computer System', software, software support, and training is hereby waived by an affirmative vote of 4/5ths of the Members of the City Commission, after a duly advertised public hearing. Section 3. An amount not to exceed $37,500 is hereby allocated from the account entitled "Architectural/Engineering Computer System", Project No. 311019, to cover the cost of said software acquisition contract, software support services, and training. Section 4. The City Manager is hereby authorized 1/ to instruct the Chief Procurement Officer to issue a purchase order for said acquisition with the Accugraph Corporation, a sole - source supplier for the herein computer software, software support services, and training, in order to implement the "Architectural/Engineering Computer System" project, and thereafter to extend the contract for said software support with said supplier, in a form acceptable to the City Attorney, in an amount not to exceed $6,000, subject to the availability of funds and an annual written finding by the Chief Procurement Officer, 1/ The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to those prescribed by applicable City Charter and Code provisions. - 3 - 92- 650 confirmed by the City Manager, that Accugraph Corporation is the sole source for said service. Section 5. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 8th ATTE MATIT-HIRAI, CITY CLERK CAPITAL PROJECT: /D/x/f 2, EDUAP/60 ODRIGPE7/ CAPITAL MPROVEMENTS ADMINISTRATOR SUBMITTED BY: 1 . ('�Jl & et-x� WALDEMAR E. LEE, ACTING DIRECTOR DEPARTMENT OF PUBLIC WORKS PREPARED AND APPROVED BY: CARMEN L. LEON ASSISTANT CITY ATTORNEY APPROVED AS TO FORM AND CORRECTNESS: tart Wvijmalq a uv CITY ATTO Y M3170:ra0 sseCLL - 4 - 92- 650 CITY OF MIAMI, FLORIDA 32 INTER -OFFICE MEMORANDUM To: Honorable Mayor and Members DATE: �- of the City Commission" i f 92 FILE: SUBJECT : Acquisition of CADD Software FROM: Cesar H. Od i o REFERENCES: City Manager ENCLOSURES: RECOMMENDATION: It is recommended that the attached Resolution be approved waiving the requirements for formal sealed bids for furnishing software, training and support agreements for the City's Architectural/Engineering Computer System for the Department of Public Works, and authorizing the City Manager to instruct the procurement officer to issue a purchase order with the existing vendor, the Accugraph Corporation of E1 Paso, Texas, to provide software, software support, and training for the Public Works' CADD System, in an amount not to exceed $37,500 with monies allocated from the "Architectural/Engineering Computer System", CIP No. 311U 19. BACKGROUND: The Department of Public Works, with the participation of the Department of Computers, has performed an extensive evaluation of the Department's needs, and available computer software to satisfy those needs. The Department has had an opportunity to review many different software packages through demonstrations in its offices, has had meetings with vendors, attended seminars, and has even had potential software on loan for evaluation. Eighteen (18) software packages have been evaluated since 1989. After thorough consideration and evaluation by the staff of the Public Works Department, it has been concluded that the present vendor, the Accugraph Corporation, produces the only system that is able to meet all of the Department's requirements. Of these requirements the most significant is the ability to utilize 100% of the more than 15,000 existing computerized drawings and standard symbols that have been prepared since September, 1983 when the present system was placed into production in the Design Division of Public Works. Additionally, since this updated software will be provided by the existing vendor, any loss in productivity will be kept to a minimum since personnel will not have to be completely reeducated on a new software system. For these reasons it is recommended that this purchase be declared a "sole source" and the requirements for formal bids be waived. Funds for this purchase are available in Project Number 311019 in the C.I.P. Appropriations Ordinance. 92- 650, 3 "L 4 CITY OIL MIAMI, FLORIDA INTER -OFFICE MEMORANDUM is Cesar H. Odio City Manager FROM Judy S . Ca Chief Pro 7entfficer DATE June 9, 1992 FILE sue,JECT Sole Source Findings for the purchase of CADD Software for the REFERENCES City's Architectural/ Engineering Computer ENCLOSURES System The Department of Public Works staff has performed an extensive evaluation of departmental needs and available computer software to satisfy those needs. They have had demonstrations in their offices, meetings with vendors, attended seminars, an also had potential software on loan for evaluation. They have evaluated 18 software packages since 1989. After thorough consideration and evaluation by the staff of the Public Works Department, it was concluded that the present vendor, the Accugraph Corporation produces the only system that is able to meet all of their requirements. The most significantly being the ability to utilize 100% of the existing 15,000 plus computerized drawings and standard symbols that have been prepared since September, 1983, when the present system was placed into production in the Design Division of Public Works. Additionally, since this updated software would be from the existing vendor, there will be little loss in productivity as there would be if the employees were required to learn a different software system. Accordingly I, the Chief Procurement Officer, am recommending that the requirements for competitive bidding be waived and that the above findings be approved, that Accugraph Corporation, E1 Paso, Texas, is the sole provider of additional software for the Public Works' CADD System and for future maintenance support contracts, subject to availability of funds. Approved: AM City Manager Date: SG:mp cc: Ron E. Williams, Administrator 92- 640