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Home My WebLink AboutR-84-0716J--84-521 pd7c/mm 6/5/84 RESOLUTION NO. 84-716' A RESOLUTION RATIFYING, CONFIRMTNG, AND APPROV- ING, BY A FOUR -FIFTHS AFFTPMATTzJE VOTE OF THE CITY COPIMTSSION, THE ACTTO ,5 OF TIIE CTTY MANAGER IN WAIVING ("011'E T TTTVE FITD REQUTRI;T117NTS AND IN AUTHORIZING TITF 7r1F-R(, NCY F r PCITAS ONTFIE OPEN MARKET OF MODULAI) OPET,+-OFFICE [`I0F?I7 UNITS IN AN AMOUNT NOT TO EXCEED `;20 , 000 WTTIi FUNDS THERE- FORE ALLOCATED I.'ROM TILE 1983-84 OPERATING BUD- GET OF THE, 011,7, ICE, OF' THE CITY CLERK. WHEREAS, the continuing computerization of the City Clerk's function requires the operation of three additional word-process- ing machines and equipment; and WHEREAS, present wor}c stations for the new equipment are not -' adequate; and WHEREAS, undue delay and extreme inconvenience can be elim- inated and avoided only through immediate acquisition and install- ation of movable modular work stations in the City Clerk's office; and WHEREAS, the City Manager has made a written finding support- ed by reasons that an emergency exists on the part of the City requiring immediate purchase of the modular work units; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The finding of the City Manager set forth in the preamble of this resolution is hereby ratified by an affirm- ative vote of four -fifths of the City Coimnission. Section 2. The actions of the City Manager in waiving competitive bid requirements and in authorizing the emergency purchase of modular open -office work units in an amount not to exceed $20,000 is hereby ratified, approved, and confirmed, with funds therefor hereby allocated in an amount not to exceed $20,000 from the 1983-84 Operating Budget of the Office of the City Clerk. CITY COMMISSION MEETING OF JU14 28 1964 yy,� .( _4-. kfrAAlacs PASSED AND ADOPTED this 28th day of June , 1984. Maurice A. Ferr M A Y O R A ST: G. 0 TIL9 C PRE RED AND APPROVED BY: F DEPUTY CITY ATTORNEY APPR VED AS TO FORM AND CORRECTNESS: TY ATTORNEY l -Page 2- CITY OF MIAMI, rLORIDA 1 INTER -OFFICE MEMORANDUM TO. Howard V. Gary DATE: June 27, 1984 FILE: City fin nager su"JECT: Emergency Purchases FROM Randolph 13. RosencrantZ REFERENCES: Assi stant. City t� nager / ENCLOSURES: Section 18-52.6 of the City Code states the following "...the City Manager may direct the Chief Procurement Officer to purchase directly those goods or services whose immediate procurement is essential to the Life, health, welfare, safety, or convenience of the City. Such emergency purchases shall. nevertheless be made with such competition as may be practicable under the circumstances." The Office of the City Clerk has stated that the modular work stations must be installed during the month of August „chile the City Commission is not in session. Installation at any other time will cause serious disruptions of their critical work flow. Documentation has been received that the City Clerk's Office has solicited competitive proposals, there- fore, it is recommended that the City Manager waive competitive bidding requirements and authorize the work to proceed as requested. 0�- 7/6 � .... ..��. , ._........ a .. �.,...,.. �.,.r..o,.a„ ..«.,a,a.c_r ..k...w—.-.�. .,....�.e. -..,,. „ ......... ..... r \ CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO. Howard V. Gary City P1anager rROM ando'l.ph B, ' Rosenerantz Assistant City gnager DATES June 27, 1984 FILE: SUBJECT: Emergency Purchases REFERENCES: ENCLOSURES: Section 18-52.6 of the City Code states the following ..the City Manager may direct the Chief Procurement Officer to purchase directly those goods or services whose immediate procurement is essential to the life, health, welfare, safety, or ccrivenience of the City. Such emergency purcha es .,hall nevertheless be made with such competition as may be practicable under- the circumstances." The Office of the City Clerk has stated that the modular work stations must be installed during the month of August while the City Commission is not in session. Instali_ation at any other time will cause serious disruptions of their critical work flow. Documentation has been received that the City Clerk's Office has solicited competitive proposals, there- fore, it is recommended that the City Manager waive competitive bidding requirements and authorize the work to proceed as requested. ��- 716 CITY Or MIAMI, FLORIDA � INTER -OFFICE MEMORANDUM TO. MNT10LPH POSEI`Kpl;ilVrz DATE: June 27, 1984 FILE: Assi.. tan;_ City V;anagl<er SUBJECT: Expressions of` Interest Sought in Cnnnr'ctlon with 4-t'z-4Ax�Cllll-al. L'1C)I I S't_,it ions/Re- eaTTIE HIiZAI FROM: IR-IrA ilea Pro�e�«t C'i_ty Clerk. __".---_- Assistant City Clerk REFERENCES -_ ENCLOSURES: The first firm we contacted was the "J. C. White Office Fur- niture". We selected these people from the various catalogues sent to us by the Purchasing Department, upon our request We met with them, explained our needs and they came back with a pencil draft of our office, which only contained "approximate measures". The gentleman explained to us that he didn't bother with a scaled r_enc r�ri.ng since "he didn't think we could do anything since our space was so very limited". It was ob- vious to us after the meeting that this vendor was totally disinterested. He Also mentioned that-. the job was "smaller" than originally estimated, and it -,,�•as his recolnmendati.on that things basically would have to stay "the way they .,:ere". We then then contacted the people from Burroughs, met with them and explained the same needs as had been expressed to the previous group. They did come back with a scaled drawing, however, Mr. Onaie was not pleased with their drawing since, in his opinion, the layout they submitted made an inefficient use of space. It also failed to incorporated some of the elements which had been originally required in our discussions. Furthermore, the work stations were smaller than required, which was probably due to the configuration of the layout. (Attached hereto please find a copy of Burroughs layout for your information). We then contacted representatives from United Business Products and discussed with them our plans and needs, as we had done before. This Company submitted a professionally prepared layout incorporating, at long last, all. of our requested features, as expressed by Mr. Ongie at the meeting. Their rendering shoved, by far, the most efficient use of our space and altogether sho%,red a more imagi.native and professional solutions to our problems. Furthermore, this Company agreed to guarantee a cap of $20,000 for this project.. (Attached please find rendering submitted by this firm, for your informa- tion). Besides being the lowest and best estimate for the job, United Business Systems has also agreed, if chosen, to Fq- 716 ! t Randy Posencrantz Assistant City Manager June 27, 1984 Page 2 . - immediately go to work on this project since they know we are aiming for the month of August, when the City Commission will be in recess. They further_ informed us that the work stations be built at.: the factory, to our spec if.cations, and assembled on s.i_tc, to cause a minimum of disruption to the work flow in our office. If you have any questions, please do not hesitate to call. RGO:mh Enclosures: As stated. CITY OF MIAMI, FI_ORIDA INTER -OFFICE MEMORANDUM 7O Howard V. Gary City Manager FROMC�Rph _____ • G. Ongie City Clerk DATE: June 6, 1984 SUBJECT Request for Commis- sion Action REFERENCES: ENCLOSURES: Resolution THE OFFICE OF THE CITY CLERK RECOMMENDS THAT A RESOLUTION BE PASSED WAIVING THE REQUIRE- MENTS FOR FORMAL SEALED BIDS AND AUTHORIZING THE PURCHASE OF MODULAR OPEN -OFFICE WORK UNITS FROM UNITED BUSINESS SYSTEMS OF MIAMI, FLORIDA, AT A TOTAL COST NOT TO EXCEED $20,000. The City Clerk's Office is purchasing these modular open -office work units in order to accommodate the conversion of the City Clerk's Office from typewriters to the Burroughs B20 Computer work stations and printers. 'Three proposals were received. The proposal of United Business Systems, a Miami firm provided the most efficient use of space and is price competitive with the others. The above findings are hereby approved and adopted as the find- ings of the undersigned. Howard V. Gary City Manager