HomeMy WebLinkAboutSummary FormDate: 06/13/ 2012
AGENDA ITEM SUMMARY FORM
FILE ID: /,2-OO?
Requesting Department: Police
Commission Meeting Date: 07/26/2012 District Impacted: All
Type: ® Resolution 0 Ordinance ❑ Emergency Ordinance ❑ Discussion Item
Law Department
Matter ID No.
❑ Other
Subject: Software Upgrades and On -Site Services to Law Enforcement Digital Photo Lab. Sole Source
11-12-042
Purpose of Item:
The nature of this item is to authorize a resolution, with attachment(s), by a four -fifths (4/5ths), affirmative
vote, pursuant to Section 18-92(a)(1) and (3) of the Code of the City of Miami, Florida, as amended, after an
advertised public hearing, ratifying, approving and confirming the City Manager's finding of a sole source;
waiving the requirements for competitive sealed bidding procedures and approving the purchase from Foray
Technologies ("provider"), for Software Upgrades and On -Site services to the Law Enforcement Digital Photo
Lab System, for the Department of Police, in a total amount not to exceed $40,362.00, consisting of $19,525.00
in Software Licenses, and $20,837.00 in On -Site Services, which includes one (1) year of software support,
allocating funds from the Department , of Police Account Code No. 12000.191602.664000.0000.00000,
authorizing the purchase of additional software support options (for year two and three), subject to the
availability of funds and budgetary approval at the time of need; further authorizing the City Manager to
execute an agreement, in substantially the attached form, for said purpose.
Background Information:
SEE ATTACHED.
Budget Impact Analysis
NO Is this item related to revenue?
YES Is this item an expenditure? If so, please identify funding source below.
General Account No: N/A
Special Revenue Account No: 12000.191602.664000.0000.00000
CIP Project No: N/A
NO Is this item funded by Homeland Defense/Neighborhood Improvement Bonds?
Start Up Capital Cost:
Maintenance Cost:
Total Fiscal Impact:
$19.525.00 (Software Licenses)
$20.837.00 (On -Site Services + One Year of Software Support)
$40,362.00
Final Approvals
(SIGN AND DATE)
CIP N/A_ _ Budge
Ifuging;Grants orreceiv�g.c� Risk Management
Purchasin / e t. Director
Chief City Manager
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AGENDA ITEM SUMMARY FORM (CONTINUED...)
Subject: Software Upgrades and On -Site Services to Law Enforcement Digital Photo Lab, Sole Source
11-12-042
Background Information:
On December 10, 2009, the City Commission authorized, via Resolution 09-0520, the purchase of Law
Enforcement Digital Photo Lab System from Foray Technologies, pursuant to RFP 127103, for the
Department of Police. This purchase enabled the Police Department to secure the services of a firm
specializing in the supply, installation, and training of a System to include crime scene camera
equipment to capture, download, transfer, and archive digital images, as well as the case and evidentiary
management of images, video, audio, and other various digital data.
Pursuant to Resolution No. 11-0397, adopted October 13, 2011, the City of Miami accepted grant
funding from the U.S. Department Justice to add additional components to the System. These
components, which were not part of the initial purchase under RFP 127103, will enable the Department
to access all stored digital assets (images, video, audio...etc) in the existing System from any computer
in the Department. Additionally, the upgrade will provide a means for the Latent Finger Print Section of
the Department to document and keep track of all steps used in the process of Finger Print Identification
along with Chain of Custody of those processes.
Foray Technologies, as the exclusive manufacturer and provider of the Department's existing System,
does not have authorized resellers that sell/provide its equipment and services. As such, issuing a
competitive solicitation (Invitation for Bid or Request for Proposals) for this procurement wouldn't be
practical for the City. In accordance with Section 18-92(a)(3) of the City of Miami Procurement
Ordinance, "sole -source awards may be made [...] Where the unique and specialized expertise of one
source of services is unlikely to be obtained from any other source."
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