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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #2906 Date: 09/12/2017 Commission Meeting Date: 09/28/2017 Type: Resolution Subject: Sole Source - ScanPro Scanners Purpose of Item: Requesting Department: Department of Building Sponsored By: District Impacted: All The nature of this item is to authorize a resolution of the Miami City Commission, by a four -fifths (4/5ths) affirmative vote, pursuant to Section 18-92 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 request to purchase additional ScanPro 3000 Scanners ("ScanPro") from Broward Microfilm, Inc., the sole source authorized dealer for e-Imagedata Corp. Allocating funds from the Building Department, subject to the availability of funds and budgetary approval at the time of need. Background of Item: The Building Department ("Building") has a need to purchase additional high resolution scanners to digitize microfilm documents to prevent them from becoming illegible due to acetate decay. Building has been tasked with completing this process within the next eighteen (18) months, and these additional scanners will assist in these efforts. ScanPro has the highest resolution, fastest speed and is specifically engineered for high volume jacketed microfilm. Through testing Procurement learned that this high resolution is critical to preserve the use of the digitized images with needed details. Broward Microfilm, Inc. is the exclusive dealer for e-Imagedata, Corp., the manufacturer of ScanPro microfilm digitizers. Pursuant to Section 18.92 (a) (1), Sole Source Contracts of the City's Procurement Code; the purchase of three (3) scanners was approved under the authority of the Chief Procurement Officer, as it was less than $25,000. Due to the immediate needs of Building, approval for the purchase of additional scanners via a sole source is recommended for the above mentioned reasons. Budget Impact Analysis Item is an Expenditure Total Fiscal Impact: Total Fiscal Impact - Estimated $70,000.00. Department of Building Office of Management and Budget Office of Management and Budget Department of Procurement City Manager's Office City Manager's Office Legislative Division Office of the City Attorney Office of the City Attorney City Commission Office of the Mayor Office of the City Clerk Reviewed B Jose Camero Fred Pericles Christopher M Rose Lydia Osborne Nzeribe Ihekwaba Daniel J. Alfonso Valentin J Alvarez Barnaby L. Min Victoria Mendez Maricarmen Lopez Mayor's Office City Clerk's Office Department Head Review Budget Analyst Review Budget Review Procurement Review Assistant City Manager Review City Manager Review Legislative Division Review Deputy City Attorney Review Approved Form and Correctness Meeting Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Signed by the Mayor Completed Signed and Attested by the City Clerk Completed 09/13/2017 3:49 PM 09/14/2017 8:57 AM 09/17/2017 10:07 AM 09/18/2017 10:32 AM 09/18/2017 7:05 PM 09/19/2017 5:53 AM 09/19/2017 10:42 AM 09/19/2017 10:57 AM 09/19/2017 2:59 PM 09/28/2017 9:00 AM 10/03/2017 6:59 PM 10/03/2017 6:59 PM City of Miami Legislation Resolution Enactment Number: R-17-0456 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 2906 Final Action Date:9/28/2017 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BY A FOUR -FIFTHS (4/5THS) AFFIRMATIVE VOTE, PURSUANT TO SECTION 18-92 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, ATTACHED AND INCORPORATED AS ATTACHMENT "A"; WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDDING PROCEDURES AND APPROVING THE REQUEST TO PURCHASE ADDITIONAL SCANPRO 3000 SCANNERS FOR THE BUILDING DEPARTMENT FROM BROWARD MICROFILM, INC., THE SOLE SOURCE AUTHORIZED DEALER FOR E-IMAGEDATA CORP., FOR AN ESTIMATED AMOUNT OF $70,000.00; ALLOCATING FUNDS FROM USER DEPARTMENTS, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED. WHEREAS, pursuant to Section 18-92 of the Code of the City of Miami, Florida, as amended ("City Code"), the Chief Procurement Officer has made a finding that Broward Microfilm, Inc. is the sole source authorized dealer for e-Imagedata Corp.; and WHEREAS, the purchase of three (3) scanners was approved under the authority of the Chief Procurement Officer; and WHEREAS, the immediate needs of the Building Department require additional purchases of scanners to be made; and WHEREAS, the finding of the Chief Procurement Officer has been approved and adopted as the City Manager's finding, attached and incorporated as Attachment "A"; and WHEREAS, the City Manager and the Chief Procurement Officer recommend that the requirements for competitive sealed bidding procedures be waived and that the procurement of the above services, as specified, be approved; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA" Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. By a four -fifths (4/5ths) affirmative vote, pursuant to Section 18-92 of the Code of the City of Miami, Florida, as amended, after an advertised public hearing, the City Manager's finding of a sole source contract, attached and incorporated as Attachment "A," is ratified, approved, and confirmed, the requirements for competitive sealed bidding procedures are waived, and the request to purchase additional ScanPro 3000 Scanners for the Building Department from Broward Microfilm, Inc., the sole source authorized dealer for e-Imagedata Corp., the manufacturer of the scanners, is approved. Section 3. Funds are to be allocated from User Departments subject to the availability of funds and budgetary approval at the time of need. Section 4. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.' APPROVED AS TO FORM AND CORRECTNESS: ndez, ity ttor ey 911972017 1 If the Mayor does not sign this Resolution, it shall become effective at the end of ten (10) calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission.