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HomeMy WebLinkAboutMemo - Request for Sole Source FindingCITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO : Pablo R. Velez, Esq, CPPB Interim Director rocurement pepartment FROM :Ma uel Orosa Chi f of Police DATE: FEB 10 2014 FILE : LEG 7-2 SUBJECT :Finding of Sole Source REFERENCES Workstation Hardware/Software Upgrade/Licenses and ENCLosuREs:Accessories The police department is requesting a sole source finding for the purpose of upgrading the existing Latent Workstations from MorphoTrak, Inc., located at 1250 North Tustin Avenue, Anaheim, CA 92807 for a total amount of $92,000; allocating funds from the Police Budget Operating Account No. 00001.191001.664000.0000. Based upon the attached, please take the necessary steps to verify that MorphoTrak, Inc., located at 1250 North Tustin Avenue, Anaheim, CA 92807, is the sole provider of the Latent Workstations. Upon completion of your findings, please forward a copy of the Resolution and the Agenda Summary Form for our files. In the years 2004 and 2006, the City acquired the two existing OmniTrak Automated Fingerprint Identification Systems (AFIS) and in the year 2010, the City also purchased two Review Workstations under a sole source designation due to the proprietary nature of the hardware and software design. The AFIS stores fingerprints in computer readable format for rapid identification and is invaluable to the investigative process. These systems are directly interfaced with Miami - Dade Police Department which also allows us access to Florida Department of Law Enforcement's fingerprint and criminal databases. The Miami -Dade Police Department is upgrading their AFIS to a MorphoTrak MorphoBlS and to maintain system compatibility, this requires us to upgrade our systems at the same time, as well. The Miami Police Department does not have the capability to search fingerprints independent of the Miami Dade Police Department's database; therefore it is critical that the City acquire these upgrades expeditiously. MorphoTrak affirms that they do not have any other sales, channels, partners or resellers. The proposed solution can only be procured and implemented directly from MorphoTrak. As the manufacturer of the AFIS System, software applications, and Latent System, only MorphoTrak can provide the re hardware, hardware, software and system support. FINDING O r Ra` APPROVED: Pablo . Velez, Esq, C Interim Director MO/JHG/jms Attachment 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. A: These are upgrades being conducted on an existing system from the same manufacturer. This company also provides the same service to the county, state and federal agencies that use fingerprint technology. The systems all speak the same language making it all compatible to each other. This system has to be able to communicate with the Miami -Dade Police Department system which has the fingerprint database, the MDPD is in the process of upgrading their system as well so it can communicate with the Florida Department of Law Enforcement. 2. Explain why this service 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.) A: MorphoTrak is the manufacturer of our system and the only one that can provide these upgrades. This will make us be able to continue to search and communicate with the Miami - Dade Police Department database, which in turn allows us to use the FDLE and FBI fingerprint database as well. Currently these other agencies are in the process of upgrading, if we do not upgrade we will not be able to search the existing available databases any longer. 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)? A: Yes, we currently have the maintenance agreement with this company. 4. Explain why the price for this product or service is considered to be fair and reasonable. A: This vendor is the only company that can perform these upgrades that are compatible to the other agencies systems and our current system. The price is only for upgrades to an existing system, the price is fair and reasonable. 5. Describe the negotiation efforts, if any that have been made with the supplier to obtain the best possible price. A: The price was reduced from the original $189,000 to the current $109,000 by eliminating unnecessary equipment and furniture. 6. Explain the consequences(s) to the City, including the dollar estimate of the financial impact, if this Sole Source is not approved. A: The Miami Police Department Crime Scene Investigation Unit will not be able to search unknown fingerprints recovered at crime scenes to the existing databases ran by the county, state and federal agencies. We will not be able to solve crimes in our community. February 10, 2014 Mr. Yusbel Gonzalez, CPPB Senior Procurement Specialist City of Miami, Procurement Department 444 S.W. 2nd Ave. 6th Floor Miami, FL 33130 Office: (305) 416-1958 Fax: (305) 400-5104 E-mail: ygonzalez@miamigov.com Reference No. MTFL-A 101612-01 A (LS,RS Upg) MorphoTrak's Automated Fingerprint Identification System (AFIS) is currently installed at Miami -Dade Police Department (MDPD) and Florida Department of Law Enforcement (FDLE). MorphoTrak is the owner of the software and design, sole developer and sole provider for the AFIS. The proposed MorphoTrak Latent Expert Workstation is specifically designed to work with the existing AFIS Systems located at MDPD and FDLE. As the manufacturer of the existing MDPD and FDLE AFIS and software application, only MorphoTrak can provide the Latent Expert Workstation that uses the same Software processing, searching and matching technology used by the MDPD and FDLE AFIS Systems. These devices use a proprietary software application that incorporates specific encoding algorithms and search routines developed and patented by MorphoTrak. Specifically: MorphoTrak does not have other sales channels, partners or resellers. The proposed solution can only be procured and implemented directly from MorphoTrak. As the manufacturer of the existing MDPD and FDLE AFIS subsystem, software applications, and Latent Expert Workstation, only MorphoTrak can provide the required hardware, software and support. Should you require further assistance, please contact Jayne Goodall, MorphoTrak Senior Sales Manager, Telephone (714) 575-2956 Email jayne.goodall@morpho.com Sincerely Barry Fisher Senior Sales Director MorphoTrak MorphoTrak • CORPORATE HEADQUARTERS: 113 South Columbus Street Suite 400, Alexandria, VA 22314 • www.morphotrak.com