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HomeMy WebLinkAboutMemos - Sole Source FindingCITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: FROM: Kenneth J. Robertson, Director Chief Procurement Officer Terry Byrnes, CPPB Sr. Procurement Specialist DATE: SUBJECT : REFERENCES ENCLOSURES: March 21, 2011 FILE : Sole Source: Purchase of Haenni Portable Vehicle Weight Scales I conducted an extensive investigation to determine whether Haenni Vehicle Scales, to be acquired from their sole US distributor, Loadometer Corporation, located at 111 Industry Lane, Forrest Hill, MD 21050, is the sole source service provider for the "Haenni Portable Analog Vehicle Scales" for the City of Miami Police Special Operations Section for a total amount of $70,320.00. Funding from Law Enforcement Trust Fund Award No. 1019, Project No. 19-690002, and Account Code No. 12500.191602.664000.0000. The City of Miami Police Department's Special Operations. Section has implemented a new detail, the Commercial Vehicle Enforcement Detail. This newly formed detail will initially consist of two. (2) officers assigned to the .Traffic Enforcement Unlit. The detail's primary mission will be to. protect the safety and welfare of the public within the boundaries of the City of Miami by enforcing the newly enacted City of Miami ordinance governing commercial vehicle maximum weight and axle load. restrictions. In addition to these duties, the officers of the Commercial Vehicle Detail shall 'be available to assist patrol and traffic homicide units regarding training and accident investigations involving commercial vehicles. The duties and responsibilities of the officers assigned to this detail will require specific equipment in orderfor them to fulfill their mission. Loadometer Corporation affirms that it is and has been the sole provider for the sale and service of this equipment to including parts acquisition. The quoted price is Free on Board (FOB) and the scales are offered with the standard 3-year warranty. It is in the best interest of the City of Miami to purchase .these scales, which will equip the. assigned officers with the required tools to perform their duties. At this time, the City is seeking to establish that the requirements for formal competitive sealed bidding be waived, and these findings be approved: Loadometer Corporation, located at 111 Industry Lane, Forrest Hill, MD 21050 is the United States sole source service provider for the Haenni Portable Analog Vehicle Scales. Based on the foregoing, it is recommended, pursuant to Section 18-92(a) (1) and (3) of the City of Miami Procurement Code, that the determination of a sole -source purchase be rendered by the Chief Procurement Officer and that the City Manager support said finding herein and respectfully recommend for the City Commission to ratify both the Chief Procurement Officer and City Manager's decision by an affirmative four -fifths vote. Both signatures below will affirm the sole source decision by both the Chief Procurement Officer and City Manager. APPROVED BY: Keneth J. Robertso Chief Procurement Officer/Purchasing Director To Cit E. Crapp, anager eA V ate 11411( Date CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM rgNT1 N0Vlg2010 By TO : Kenneth Robertson Director Purchasing Depa FROM: Miguel A. Exposito Chief of Police DATE : NOV 1 5 2010 SUBJECT: Finding of Sole Source REFERENCES: Purchase of Portable Weighing Devices ENCLOSURES: FILE : LEG 7-2 The police department is requesting a sole source finding for the purchase of portable weighing devices, from Loadometer Corporation, located at 111 Industry Lane, Forest Hill, Maryland 21050, in the amount of $70,320. The funding is available from the Law Enforcement Trust Fund, Award No. 1019, Project No. 19-690002, and Account Code No. 12500.191602.664000.0000. Upon completion of your findings, please forward a copy of the Resolution and the Agenda Summary Form for our files. The City of Miami Police Department's Special Operations Section has implemented a new detail, the Commercial Vehicle Enforcement Detail. This newly formed detail will initially consist of two (2) officers assigned to the Traffic Enforcement Unit. The detail's primary mission will be to protect the safety and welfare of the public within the boundaries of the City of Miami by enforcing the newly enacted City of Miami ordinance governing commercial vehicle maximum weight and axle load restrictions. In addition to these duties, the officers of the Commercial Vehicle Detail shall be available to assist patrol and traffic homicide units regarding training and accident investigations involving commercial vehicles. The duties and responsibilities of the officers assigned to this detail will require specific equipment in order for them to fulfill their mission. Loadometer Corporation affirms that it is and has been the sole provider for the sale and service of this equipment to including parts acquisition. The quoted price is Free on Board (FOB) and the scales are offered with the standard 3-year warranty. It is in the best interest of the City of Miami to purchase these scales, which will equip the assigned officers with the required tools to perform their duties. Attached please find the sole source justification for this_purchase _.as requested.by the Purchasing Department. Your attention to this matter is greatly appreciated. FINDING OF SOLE SOURCE APPROVED: Ke eth Robertson, Director Purchasing Department . /% MAE/jms Please provide the following information in order to document the sole source request: 1. Explain why the product/service requested is the only product/service that can satisfy your requirements, and explain why alternatives are unacceptable. Be specific with regard to specifications, features, characteristics, requirements, capabilities, and compatibility. Describe what steps have been undertaken to make this determination. The Haenni WL101 is the law enforcement industry standard for portable scales. The scales have a proven track record and have withstood court challenge. Additionally, they are specifically designed for the purpose of weighing commercial vehicles in order to ensure compliance with weight restrictions. 2. Explain why this services provider, supplier or manufacturer is the only practicably available source from which to obtain this product or service, and describe the efforts that were made to verify and confirm whether, or not, this is so. (Obtain and include a letter from the manufacturer confirming claims made by distributors or exclusive distributorships regarding the product or service, if that is cited as a reason for this Sole Source.) Loadometer is the only US distributor for the Haenni WL 101 Scales. Please see attached letter. 3. Will this product obligate us to a particular vendor for future purchases (either in terms of maintenance that only this vendor will be able to perform and/or if we purchase this item, will we need more "like" items in the future to match this one)? No. Certification of calibration can be done locally. Additionally, servicing, should any be needed can be performed by FIDOT in Lake City, FI. However, those arrangement =s would have to be made at a future date. 4. Explain why the price for this product or service is considered to be fair and reasonable. The price is set by the manufacturer and is the same price quoted to all agencies. 5. Describe the negotiation efforts, if any, that have been made with the supplier to obtain the best possible price. Discounts are only given for purchases of 20 units or more. 6. Explain the consequences(s) to the City, including the dollar estimate of the financial impact, if this Sole Source is not approved. The scales are needed in order to enforce the newly enacted City of Miami Ordinance regarding Commercial Vehicle weight restrictions. Failure to enforce such ordinance shall continue to drain the city of resources due to costly repairs to roadways, damaged by overweight vehicles, where the citizens taxes are used rather than penalizing vehicles violating weight restrictions. The Commercial Vehicle Enforcement Detail has estimated revenue generation at approximately $700,000 per year to offset these costs.