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Home My Public Portal About09-7922 Laptop Computers for Police Vehicle Sponsored by: City Manager RESOLUTION NO. 09-7922 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, ACCEPTING THE QUOTE FROM DANA SAFTEY SUPPLY, INC., FOR THE INSTALLATION OF LAPTOP COMPUTER MOUNTS AND CENTER CONSOLES IN POLICE VEHICLES; FURTHER AUTHORIZING THE CITY MANAGER TO MAKE PAYMENT TO DANA SAFTEY SUPPLY, INC., IN THE AMOUNT OF TWENTY NINE THOUSAND FIVE HUNDRED AND SIX DOLLARS AND SEVENTY-TWO CENTS ($29,506.72) FOR THE INSTALLATION OF LAPTOP COMPUTER MOUNTS AND CENTER CONSOLES, PAYABLE FROM ACCOUNT NO. 21-521645 'WHEREAS,the City Commission of the City of Opa-locka("City Commission")adopted Resolution 09-7463, authorizing the City Manager of the City of Opa-locka ("City") to issue a Invitation for Bids(IFB No. 09-0619)for laptop computer mounting consoles for police department vehicles; and WHEREAS, IFB No. 09-0619 requested proposals from qualified vendors to provide and install laptop computer mounting consoles for police department vehicles; and WHEREAS, no bids were received by the City in response to IFB No. 09-0619; and WHEREAS,pursuant to Section 2-319 of the City's Code of Ordinances,since no bids were received by the City in response to IFB No. 09-0619,the City Manager is authorized to negotiate the best terms and conditions; and WHEREAS,the City Manager has selected Dana Safety Supply,Inc.,as the preferred vendor to provide and install laptop computer mounting consoles for police department vehicles; and WHEREAS, the City Manager is recommending that the City Commission authorize the City Manager to expend funds in the amount of Twenty Nine Thousand Five Hundred and Six Resolution No. 0 9_7 9 2 2 Dollars and Seventy-Two Cents ($29,506.72) to Dana Safety Supply, Inc. for providing and installing laptop computer mounting consoles for police department vehicles. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA: Section 1. The recitals to the preamble herein are incorporated by reference. Section 2. The City Commission of the City of Opa-locka hereby accepts the quote submitted by Dana Safety Supply,Inc.,and hereby authorizes the City Manager to make payment to Dana Safety Supply, Inc., in the amount of Twenty Nine Thousand Five Hundred and Six Dollars and Seventy-Two Cents($29,506.72)for the installation of laptop computer mounting consoles for police department vehicles, payable from Account No. 21-521645. Section 3. The City Manager is further authorized to take all necessary and expedient action to effectuate the intent of this Resolution. Section 4. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 2 3 day of SEPTEMBER, 2009. �1�► J I SE 'H L. KELLEY AY R Attest: Approved as to form and legal fficiency: e orah S. Irby Burnadette Nor Xi eeks City Clerk City Attorney Resolution No. 0 9—7 9 2 2 Moved by: JOHNSON Seconded by: TAYLOR Commission Vote: 5-0 Commissioner Holmes: YES Commissioner Johnson: YES Commissioner Tydus: YES Vice-Mayor Taylor: YES Mayor Kelley: YES OQp.tOCKq C \/ a S Memorandum TO: Mayor Joseph L. Kelley Vice Mayor Mayra L. Taylor Commissioner Timothy Holmes Commissioner Dorothy , • nson Commissioner R i • ydus FROM: Bryan K.Finnie, Brim City Manager DATE: September =., 009 RE: POLIC LAPTOP CENTER CONSOLES Request: APPROVAL OF A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AGREEMENT WITH DANA SAFETY SUPPLY THE INSTALLATION OF VEHICLE CENTER CONSOLES AND LAPTOP MOUNTS ON POLICE VEHICLES FOR TWENTY NONE THOUSAND FIVE HUNDRED SIX DOLLARS AND SEVENTY TWO CENTS($29,506.72),PAYABLE FROM ACCOUNT 21-521645 Description: All Police Department vehicles require the installation of center consoles and laptop mounts in order to allow the officers to perform their duties in an efficient, safe environment and to protect our City laptop and technology investment. Resolution 09-7463 was approved by the City Commission which authorized IFB 09-0619 to be advertized for acceptance of bids, but no bids were received by the Office of the City Clerk. In the absence of bids staff has selected Dana Safety Supply(DSS) as the preferred vendor for the installation of 24 vehicle center console, 33 laptop mounts and power inverters, and 10 police radios. DSS selection is based on years of service, pricing, quality of work and their experience (City of Miami, City of Miami Beach Police and City of Golden Beach , Miami Dade School Police) Financial Impact: Not Budgeted, $29,506.72 Implementation Time Line: 30 days Legislative History: Resolution 09-7463 Recommendation(s): Staff recommends approval Attachment(s): 1. Dana Safety Supply Radio Quote 2. IFB 09-0619 3. Resolution 09-7463 Prepared by: Bernardo Larralde, Information Technology Director End of Memorandum SALES QUOTE DANA SAFETY SUPPLY 4747 SAN JUAN AVE JACKSONVILLE,FL 32210 Sales Order No. 56706 Customer No. OPA-LOCKA Telephone: 800-377-5016 OPA-LOCKA POLICE DEPT OPA-LOCKA POLICE DEPT 2495 ALI-BAB AVE. 2495 ALI-BAB AVE. OPA-LOCKA„FL 33054 OPA-LOCKA„FL 33054 Telephone:305-681-1033 Telephone:305-681-1033 Contact:Corp.Marcos Gonzalez Contact:Corp.Marcos Gonzalez Ship Via F_(LR_ Terms Salesperson UPS GROUND OR TRUCK PPAY&ADD TO NET 30 DAYS ITALO GUERRERO Order Date frdnred By Customer Phone# PO# Besale# 09/11/09 MARCOS GONZALEZ 305-681-1033 Order Back Order Tax Item Number Unit Extended Quantity Quantity Description Price Price 24 24 Y C-SM-830 193.9000 4,653.60 HAV STOUT MOUNT Warehouse:MIAM 1)CENCOM FACE PLATE 1)ORION RADIO FACE PLATE 1)1"FACE PLATE 33 33 Y VECO24 44.9900 1,484.67 VEC POWER INVERTER 400 WATTS Warehouse:MIAM 24 24 Y 14.0553 U of M:EACH 17.9900 431.76 ABL TRIPLE 12V OUTLET BOX Warehouse: MIAM 33 33 Y C-MAP-T-LED U of M:EACH 74.0000 2,442.00 HAV 12"LED MAPLIGHT Warehouse:MIAM Print Date 09/11/09 Print Time 02:10:20 PM Page# 1 Printed By: ITALO GUERRERO Continued on Next Page. SALES QUOTE DANA SAFETY SUPPLY 4747 SAN JUAN AVE JACKSONVILLE,FL 32210 Sales Order No. 56706 Customer No. OPA-LOCKA Telephone: 800-377-5016 ,,, m Ship To: OPA-LOCKA POLICE DEPT OPA-LOCKA POLICE DEPT 2495 ALI-BAB AVE. 2495 ALI-BAB AVE. OPA-LOCKA„FL 33054 OPA-LOCKA„FL 33054 Telephone:305-681-1033 Telephone:305-681-1033 Contact:Corp.Marcos Gonzalez Contact:Corp.Marcos Gonzalez ,�s x.,.�, F».aN >.-",s 3r... lxa '^ ;. `._.- c c ° s ��t �r '�`.c '^ e. ..� � ?�i tr � d,r ��icl�Z_�iat. $�. ' " . '� ��„ ��:?.t Y �� ,sN`" UPS GROUND OR TRUCK PPAY&ADD TO NET 30 DAYS ITALO GUERRERO _..l-...*.. .. .,,.....,....;�,� .E?.iPa ' 1..�3;.�&. aT"`�Srg`„,t: 09/11/09 MARCOS GONZALEZ 305-681-1033 24 24 Y C-HDM-204 U of M:EACH 118.3000 2,839.20 HAV POLE,TELE HDM, SDMT 8.3" Warehouse:MIAM 33 33 Y TLSM U of M:EACH 58.3300 1,924.89 HAV TILT/SWIVEL MOUNT Warehouse:MIAM 33 33 Y UT-X U of M:EACH 193.1400 6,373.62 HAVIS UNIVERSAL COMPUTER MOUNT W/LOCK Warehouse:MIAM 4 4 Y C-HDM-119 62.3000 249.20 HAV HEAVY DUTY MOUNT FORD TAURUS 08-09 Warehouse:MIAM 9 9 Y C-FIDM-305 U of M: EACH 102.9900 926.91 HAV TITAN SLIDING TOP OFFSET PLATFORM Warehouse:MIAM Print Date 09/11/09 Print Time 02:10:20 PM Page# 2 Printed By: ITALO GUERRERO Continued on Next Page. SALES QUOTE DANA SAFETY SUPPLY 4747 SAN JUAN AVE JACKSONVILLE,FL 32210 Sales Order No. 56706 Customer No. OPA-LOCKA Telephone: 800-377-5016 Rill To: Ship To: OPA-LOCKA POLICE DEPT OPA-LOCKA POLICE DEPT 2495 ALI-BAB AVE. 2495 ALI-BAB AVE. OPA-LOCKA„FL 33054 OPA-LOCKA„FL 33054 Telephone:305-681-1033 Telephone:305-681-1033 Contact:Corp.Marcos Gonzalez Contact:Corp.Marcos Gonzalez Ship Via F.O.B. Terms Sal UPS GROUND OR TRUCK PPAY&ADD TO NET 30 DAYS ITALO GUERRERO Order Rafe Ordered ley Customer Pbone# PO# Resale# 09/11/09 MARCOS GONZALEZ 305-681-1033 Order Rack Order Tax Item Number Unit Extended Quantity Quantity , Description Price Price. 5 5 Y C-HDM-101 U of M:EACH 41.3000 206.50 HAVIS TITAN MOUNT,MODEL#C-HDM-101 Warehouse:MIAM 9 9 Y C-HDM-202 U of M:EACH 111.1300 1,000.17 9"TELESCOPING POLE,HDM Warehouse:MIAM 24 24 Y C-HDM-304 U of M:EACH 13.3000 319.20 HAV#C-HDM-304 9"OFF SET BRACKET Warehouse:MIAM 33 33 Y INSTALL U of M:EACH 175.0000 5,775.00 7M3 INSTALLATION OF QUOTED EQUIPMENT Warehouse:MIAM 8 8 Y INSTALL U of M:EACH 110.0000 880.00 INSTALLATION OF TWO WAY RADIO WITH ANTENNA Warehouse:MIAM Print Date 09/11/09 Print Time 02:10:20 PM Page# 3 Printed By: ITALO GUERRERO Continued on Next Page. SALES QUOTE DANA SAFETY SUPPLY 4747 SAN JUAN AVE JACKSONVILLE, FL 32210 Sales Order No. 56706 Customer No. OPA-LOCKA Telephone: 800-377-5016 Bill To: Ship To: OPA-LOCKA POLICE DEPT OPA-LOCKA POLICE DEPT 2495 ALI-BAB AVE. 2495 ALI-BAB AVE. OPA-LOCKA„FL 33054 OPA-LOCKA„FL 33054 Ship Via F.O.B. Terms Salesperson UPS GROUND OR TRUCK PPAY&ADD TO NET 30 DAYS ITALO GUERRERO Order Date Ordered By Cristo' PO# Resale 09/11/09 MARCOS GONZALEZ 305-681-1033 Order Back Order Tax .m'iithiter Unit Extended Quantity Quantity Description Price Price Print Date 09/11/09 Amount Shipped 0.00 Subtotal 29,506.72 Print Time 02:10:20 PM Freight 0.00 Page# 4 Amount B.O. 29,506.72 Printed By: ITALO GUERRERO Total 29,506.72 CITY OF OPA-LOCKA Q - 16 IA • � i c Mai ti oFr • At IFB NO . 09-0619 LAPTOP COMPUTER MOUNTING CONSOLES * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *CITY OF OPA-LOCKA*780 FISHERMAN STREET *OPA-LOCKA*FLORIDA*33054* IFB NO. 09-0619_ LAPTOP COMPUTER MOUNTING CONSOLES �aQP�LOC/4, a ��o CITY OF OPA-LOCKA LAPTOP COMPUTER MOUNTING CONSOLES Z� 9ry O�pOgptE� IFB NO . 09-0619 TABLE OF CONTENTS Subject Page Number Cover 1 Table of Contents 2 Advertisement 3 Part I - Proposal Guidelines 4 Part II - Nature of Services Required 8 Part III - Proposal Requirements 9 Part IV- Evaluation of Proposals 10 Proposer Qualifications 11 Debarment, Suspension Certification 12 Drug-Free Certification 14 IFB NO. 09-0619_ LAPTOP COMPUTER MOUNTING CONSOLES 2 C�oP p-,.9__ (<OQ CITY OF OPA-LOCKA }i a '• JIfkzer4 $°°QAO2 Advertisement for Invitation to Bids IFB NO . 09-0619 LAPTOP COMPUTER MOUNTING CONSOLES Proposals for LAPTOP COMPUTER MOUNTING CONSOLES will be received by the City of Opa-Locka at the Office of the City Clerk, 780 Fisherman Street, 4th Floor, Opa-Locka, Florida 33054, FRIDAY, JUNE 19, 2009. Any proposals received after the designated closing time will be returned unopened. The purpose of this Invitation to Bid is to seek assistance of a qualified professional firm to provide LAPTOP COMPUTER MOUNTING CONSOLES to the City of Opa-Locka. An original and four (4) copies of the proposal shall be submitted in sealed envelopes/packages addressed to Deborah S. Irby, City Clerk, City of Opa-Locka, Florida, and marked "IFB NO . 09-0619— LAPTOP COMPUTER MOUNTING CONSOLES." Proposers desiring information for use in preparing proposals may obtain a set of such documents from the Clerk's Office, 780 Fisherman Street, 4th Floor, Opa-Locka, Florida 33054, Telephone (305) 953-2800 or copies of the IFB NO . 09-0619 requirements may also be obtained by visiting the City's website at www.opalockafl.gov, (click "IFB/BIDS" located on the right hand side of the screen and follow the instructions). The City reserves the right to accept or reject any and all proposals and to waive any technicalities or irregularities therein. The City further reserves the right to award the contract to that proposer whose proposal best complies with the NO. 09-0619 requirements. Proposers may not withdraw their proposal for a period of ninety (90) days from the date set for the opening thereof. Deborah S. Irby Deborah S. Irby City Clerk Dated: Published: The Miami Herald IFB NO. 09-0619_ LAPTOP COMPUTER MOUNTING CONSOLES 3 CITY OF OPA-LOCKA IFB NO . 09-0619 LAPTOP COMPUTER MOUNTING CONSOLES PART I PROPOSAL GUIDELINES 1-1. Introduction: The City of Opa-Locka is requesting proposals from qualified firms to provide LAPTOP COMPUTER MOUNTING CONSOLES for the City of Opa Locka. 1-2. Proposal Submission and Withdrawal: The City must receive all proposals in a sealed envelope by 2:00 P.M. on FRIDAY, JUNE 19, 2009. The proposals shall be submitted at the following address: CITY OF OPA-LOCKA Office of the City Clerk 780 Fisherman Street, 4th Floor Opa-Locka, Florida 33054 To facilitate processing, please clearly mark the outside of the proposal package as follows: IFB NO . 09-0619— LAPTOP COMPUTER MOUNTING CONSOLES. This package shall also include the Proposer's return address. Proposers may withdraw their proposals by notifying the City in writing at any time prior to the deadline for proposal submittal. After the deadline, the proposal will constitute an irrevocable offer, for a period of 90 days. Once opened, proposals become a record of the CITY and will not be returned to the Proposer. The City cautions proposers to assure actual delivery of mailed or hand-delivered proposals directly to the City Clerk's Office at 780 Fisherman Street, 4th Floor, Opa-Locka, Florida 33054 prior to the deadline set for receiving proposals. Telephone confirmation of timely receipt of the proposal may be made by calling (305) 953-2800 before proposal closing time. Any proposal received after the established deadline will not be considered and will be returned unopened to the Proposer(s). 1-3. Number of Copies: Proposers shall submit an original and four (4) copies of the proposal in a sealed, opaque package marked as noted above. The Proposer will be responsible for timely delivery, whether by personal delivery, US Mail or any other delivery medium. 1-4. Development Costs: Neither the City nor its representatives shall be liable for any expenses incurred in connection with preparation of a response to this Invitation to Bid. Proposers should prepare their proposals simply and economically, providing a straightforward and concise description of the Proposer's ability to meet the requirements of the IFB. IFB NO. 09-0619_ LAPTOP COMPUTER MOUNTING CONSOLES 4 1-5. Inquiries: Interested Proposers may contact the City's Purchasing Officer regarding questions about the proposal by telephone at (305) 953-2868 x1307 or by facsimile at (305) 953-2900. The City Clerk will receive written requests for clarification concerning the meaning or interpretations of the IFB, until eight (8) days prior to the submittal date. City personnel are authorized only to direct the attention of prospective Proposers to various portions of the IFB NO . 09-0619 so that they may read and interpret such for themselves. No employee of the City is authorized to interpret any portion of this IFB NO . 09-0619 or give information as to the requirements of the IFB NO . 09-0619 in addition to what is contained in the written IFB NO . 09-0619 document. 1-6. Addendum: The City may record its response to inquiries and any supplemental instructions in the form of written addenda. The CITY may mail written addenda up to seven (7) calendar days before the date fixed for receiving the proposals. Proposers shall contact the City to ascertain whether any addenda have been issued. Failure to do so could result in an unresponsive proposal. Any oral explanation given before the IFB NO . 09-0619 opening will not be binding. All Proposers are expected to carefully examine the proposal documents. Any ambiguities or inconsistencies should be brought to the attention of the City's Purchasing Agent through written communication prior to the opening of the proposals. 1-7. Contract Awards: The City anticipates entering into an Agreement with the Proposer who submits the proposal judged by the City to be most advantageous. The Proposer understands that this IFB NO . 09-0619 does not constitute an offer or an Agreement with the Proposer. An offer or Agreement shall not be deemed to exist and is not binding until proposals are reviewed, accepted by appointed staff, the best proposal has been identified, approved by the appropriate level of authority within the City and executed by all parties. A sample Agreement is attached to this IFB. The City anticipates that the final Agreement will be in substantial conformance with this sample Agreement; nevertheless, Proposers are advised that any Agreement may result from the IFB NO . 09-0619 may deviate from the Sample Agreement. The City reserves the right to reject all proposals, to abandon the project and/or to solicit and re-advertise for other proposals. 1-8. Contractual Agreement: This IFB NO . 09-0619 shall be included and incorporated in the final award. The order of contractual precedence will be the Contract or Agreement document, original Terms and Conditions, and Proposer response. Any and all legal action necessary to enforce the award will be held in Miami-Dade County and the contractual obligations will be interpreted according to the laws of Florida. Any additional contract or agreement requested for consideration by the Proposer must be attached and enclosed as part of the proposal. IFB NO. 09-0619_ LAPTOP COMPUTER MOUNTING CONSOLES 5 1-9. Selection Process: The proposals will be evaluated and assigned points. The firm with the highest number of points will be ranked first; however, nothing herein will prevent the City from assigning work to any firm deemed responsive and responsible. The City reserves the right to further negotiate any proposal, including price, with the highest rated Proposer. If an agreement cannot be reached with the highest rated Proposer, the City reserves the right to negotiate and recommend award to the next highest Proposer or subsequent Proposers until an agreement is reached. 1-10. Public Records: Upon award recommendation or ten (10) days after opening, whichever occurs first, proposals become "public records" and shall be subject to public disclosure consistent with Chapter 119 Florida Statutes. Proposers must invoke the exemptions to disclosure provided by law in the response to the IFB, and must identify the data or other materials to be protected, and must state the reasons why such exclusion from public disclosure is necessary. Document files may be examined, during normal working hours. 1-11. News Releases: The Proposer shall obtain the prior approval of the City Manager's Office of all news releases or other publicity pertaining to this IFB NO . 09-0619 or the service, study or project to which it relates. 1-12. Insurance: The awarded Proposer(s) shall maintain insurance coverage reflecting at least the minimum amounts and conditions specified herein. In the event the Proposer is a governmental entity or a self-insured organization, different insurance requirements may apply. Misrepresentation of any material fact, whether intentional or not, regarding the Proposers' insurance coverage, policies or capabilities may be grounds for rejection of the proposal and rescission of any ensuing Agreement. 1. Evidence of General Liability coverage with limits not less than $1,000,000 per Occurrence/ $2,000,000 Aggregate (Including Policy Number and Policy Period); 2. Evidence of Auto Liability coverage with limits not less than $1,000,000 per Occurrence/$1,000,000 Aggregate (Including Policy Number and Policy Period); 3. Evidence of Workers' Compensation coverage with statutory limits and Employer's Liability coverage with limits not less than $100,000 (Including Policy Number and Policy Period); 4.The City listed as an additional insured (this may be specifically limited to the specific job(s) the contractor will be performing); 5. Minimum 30-day written notice of cancellation. 1-13. Licenses: Proposers, both corporate and individual, must be fully licensed and certified in the State of Florida at the time of IFB NO . 09-0619 submittal. The proposal of any Proposer who is not fully licensed and certified shall be rejected. IFB NO. 09-0619_ LAPTOP COMPUTER MOUNTING CONSOLES 6 1-14. Public Entity Crimes: Award will not be made to any person or affiliate identified on the Department of Management Services' "Convicted Vendor List". This list is defined as consisting of persons and affiliates who are disqualified from public contracting and purchasing process because they have been found guilty of a public entity crime. No public entity shall award any contract to, or transact any business in excess of the threshold amount provided in Section 287.017 Florida Statutes for Category Two (currently $25,000) with any person or affiliated on the "Convicted Vendor List" for a period of thirty-six (36) months from the date that person or affiliate was placed on the "Convicted Vendor List" unless that person or affiliate has been removed from the list. By signing and submitting the IFB NO . 09-0619 proposal forms, Proposer attests that they have not been placed on the "Convicted Vendor List". 1-15. Code Of Ethics: If any Proposer violates or is a party to a violation of the code of ethics of the City of Opa-Locka or the State of Florida with respect to this proposal, such Proposer may be disqualified from performing the work described in this proposal or from furnishing the goods or services for which the proposal is submitted and shall be further disqualified from submitting any future proposals for work, goods or services for the City of Opa-Locka. 1-16. Drug-Free Workplace: Preference shall be given to businesses with Drug-Free Work Place (DFW) programs. Whenever two or more proposals which are equal with respect to price, quality, and service are received by the City for the procurement of commodities or contractual services, a proposal received from a business that completes the attached DFW form certifying that it is a DFW shall be given preference in the award process. 1-17. Permits and Taxes: The Proposer shall procure all permits, pay all charges, fees, and taxes, and give all notices necessary and incidental to the due and lawful prosecution of the work. 1-18. Protests: Protests of the plans, specifications, and other requirements of the Invitation to Bid and bids must be received in writing by the City Clerk's Office at lease ten (10) working days prior to the scheduled bid opening. A detailed explanation of the reason for the protest must be included. Protests of the award or intended award of the bid or contract must be in writing and received in the City Clerk's Office within seven (7) working days of the notice of award. A detailed explanation of the protest must be included. 1-19. Termination for Convenience: A contract may be terminated in whole or in part by the City at any time and for any reason in accordance with this clause whenever the City shall determine that such termination is in the best interest of the City. Any such termination shall be effected by the delivery to the contractor at least five (5) working days before the effective date of a Notice of Termination specifying the extent to which performance shall be terminated and the date upon which termination becomes effective. An equitable adjustment in the contract price shall be made for the completed service, but no amount shall be allowed for anticipated profit on unperformed services. IFB NO. 09-0619_ LAPTOP COMPUTER MOUNTING CONSOLES 7 PART II NATURE OF SERVICES REQUIRED 2-1 PURPOSE AND SCOPE OF WORK REQUIREMENTS 1. Prices must included delivery to our location; City of Opa Locka Police Department 2495 Ali Baba Avenue Opa Locka, Fl 33054 2. Price must include all necessary equipment brackets and filler plates. 3. Delivery time is 30 days after receipt of order. EQUIPMENT — Havis-Shields QUANTITY PART# DESCRIPTION PRICE 1 C-SM-1225 STOUT MOUNT CONSOLE 12" 1 S-SM-SA-1 SWING ARM ASSEMBLY 1 C-3090-3 UNIV. LAPTOP MOUNT C-ARM-3- 1 TM TRAC MOUNT ARMREST 1 C-TMLOCK LAPTOP LOCK OPTION 2 C-MC MIC CLIP 2 C-MCB MIC CLIP BRACKET HUMP BRACKET FOR OEM 1 C-B44 TRAC 1 C-LP-3 PLATE WITH 3-12vt OUTLETS Known equipment: Smart Siren w/SM#C-EB35-SSR-1 P and MaCom Orion Remote Radio # C-EB30-EOR-1 P 2-2 CITY CONTRACT COORDINATOR The City's Contract Coordinator for these services will be Bernando Larralde, the Information Technology Director. After the contract is negotiated, all communications and correspondence shall be directed to Bernando Larralde, the Information Technology, 780 Fisherman Street, 4th Floor, Opa-Locka, FL with copies of the correspondence to the Ezekiel Orji, PhD, CPA, Assistant City Manager/Finance Director at 780 Fisherman Street, 4th Floor, Opa-Locka, FL 33054. 2-3 TERM OF CONTRACT The term of the contract is anticipated to be two (2) fiscal years with a one (1) year renewable clause, subject to negotiation of terms with the contractor and the concurrence of the City of Opa-Locka City Commission and availability of annual appropriation. IFB NO. 09-0619_ LAPTOP COMPUTER MOUNTING CONSOLES 8 PART III PROPOSAL REQUIREMENTS 3-1 RULES FOR PROPOSALS In order to maintain comparability and enhance the review process, proposals shall be organized in the manner specified below and include all information required herein. The proposal must name all persons or entities interested in the proposal as principals. The proposal must declare that it is made without collusion with any other person or entity submitting a proposal pursuant to this IFB. 3-2 SUBMISSION OF PROPOSALS The proposal shall be submitted on 8 1/2 "x 11" paper, portrait orientation, with headings and sections numbered appropriately. Ensure that all information is written legibly or typed. The following should be submitted for a proposing firm to be considered: 1. An original copy (so marked) of the proposal and four (4) copies must be sealed in one package and clearly labeled "IFB NO . 09-0619 — Invitation for Bid for LAPTOP COMPUTER MOUNTING CONSOLES" on the outside of the package. 2. Title Page showing the Invitation to Bid number, subject, the firm's name, the contact person's name, address and telephone number and the date of the proposal. 3. Table of Contents should include a clear and complete identification of the materials submitted by section and page number. 4. Transmittal Letter summarizing in a brief and concise manner the Proposer's understanding of the work to be performed, the commitment to perform the work within the anticipated time period, a statement why the firm believes itself to be best qualified to perform the engagement, and a statement that the proposal remains in effect for ninety (90) days. An authorized agent of the Proposer must sign the Letter of Transmittal indicating the agent's title or authority. 5. Experience and qualifications of the firm with the name, address, telephone number, licenses and certifications of the principals of the proposing firm, number of years the firm has been in business, and five similar government entities (specify name of entity, contact person, address and phone number), for whom your firm has provided services within the last five years including a brief description of the project, and contract award amount. The City may contact these references. 6. Detailed Proposal with all the required information and signatures as specified, including a work plan, schedule and any additional information relevant to the scope of work. The detailed proposal should follow the order set forth in this Invitation to Bid. 7. Executed copy of Drug Free Workplace Form attached to this Invitation to Bid. 8. Statement acknowledging receipt of each addendum issued by the City. 9. Proposal must be signed by an officer or employee having authority to legally bind the Proposer. IFB NO. 09-0619_ LAPTOP COMPUTER MOUNTING CONSOLES 9 EVALUATION 4-1 FINAL SELECTION The City of Opa-Locka will select the firm that meets the best interests of the City. The City shall be the sole judge of its own best interests, the proposals, and the resulting negotiated agreement. The City's decisions will be final. Following the notification of the selected firm, it is expected that an Agreement will be executed between both parties. City staff will recommend award to the responsible Proposer whose Proposal is determined to provide overall best value to the City, considering the evaluation factors in this IFB. 4-2 AWARD AND CONTRACT EXECUTION After review by the Selection Committee of the proposals and oral presentations a recommendation will be made to the City Manager for submission to the City Commission for final approval. Upon Commission authorization, contract negotiations will be initiated with the first ranked firm. If those negotiations are unsuccessful, the City will formally terminate negotiations with the first ranked firm and will commence contract negotiations with the next ranked firm, etc. Upon successful contract negotiations with the prevailing firm, the remaining firms will be notified that the process has been completed and that they were not selected. It is expected that a contract will be negotiated within sixty (60) days of Commission approval. IFB NO. 09-0619_ LAPTOP COMPUTER MOUNTING CONSOLES 10 IFB NO . 09-0619 OQp-LOCKa,� f O. LAPTOP COMPUTER MOUNTING CONSOLES .oyn__ptE PROPOSER QUALIFICATIONS The Proposer, as a result of this proposal, MUST hold a County and/or Municipal Contractor's Occupational License in the area of their fixed business location. The following information MUST be completed and submitted with the proposal to be considered: 1. Legal Name and Address: Name: Address: City, State, Zip: Phone/Fax: 2. Check One: Corporation ( ) Partnership ( ) Individual ( ) 3. If Corporation, state: Date of Incorporation: State in which Incorporated: 4. If an out-of-state Corporation, currently authorized to do business in Florida, give date of such authorization: 5. Name and Title of Principal Officers Date Elected: 6. The length of time in business: years 7. The length of time(continuous) in business as a service organization in Florida: years 8. Provide a list of at least five commercial or government references that the bidder has supplied service/commodities meeting the requirements of the City of Opa-Locka specification, during the last twenty-four months. 9. A copy of County and/or Municipal Occupational License(s) Note: Information requested herein and submitted by the proposers will be analyzed by the City of Opa-Locka and will be a factor considered in awarding any resulting contract. The purpose is to insure that the Contractors, in the sole opinion of the City of Opa-Locka, can sufficiently and efficiently perform all the required services in a timely and satisfactory manner as will be required by the subject contract. If there are any terms and/or conditions that are in conflict, the most stringent requirement shall apply. IFB NO. 09-0619_ LAPTOP COMPUTER MOUNTING CONSOLES 11 CITY OF OPA-LOCKA /OQp.LOCk4 \p,CERTIFICATION REGARDING DEBARMENT, SUSPENSION ' .f *c 4 PROPOSED DEBARMENT AND OTHER MATTERS OF �� ' RESPONSIBILITY 1. The Proposer certifies, to the best of its knowledge and belief, that the Proposer and/or any of its Principals: A. Are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any Federal agency. B. Have not, within a three-year period preceding this offer, been convicted of or had a civil judgment rendered against them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, state, or local) contract or subcontract; violation of Federal or state antitrust statutes relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, or receiving stolen property; and C. Are not presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated in paragraph 1-B of this provision. 2. The Proposer has not, within a three-year period preceding this offer, had one or more contracts terminated for default by any City, State or Federal agency. A. "Principals," for the purposes of this certification, means officers; directors; owners; partners; and, persons having primary management or supervisory responsibilities within a business entity (e.g., general manager; plant manager; head of a subsidiary, division, or business segment, and similar positions). This Certification Concerns a Matter Within the Jurisdiction of an Agency of the United States and the Making of a False, Fictitious, or Fraudulent Certification May Render the Maker Subject to Prosecution Under Section 1001, Title 18, United States Code. B. The Proposer shall provide immediate written notice to the Contracting Officer if, at any time prior to contract award, the Proposer learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. C. A certification that any of the items in paragraph (a) of this provision exists will not necessarily result in withholding of an award under this solicitation. However, the certification will be considered in connection with a determination of the Proposer's responsibility. Failure of the Proposer to furnish a certification or provide such additional information as requested by the Contracting Officer may render the Proposer non- responsive. IFB NO. 09-0619_ LAPTOP COMPUTER MOUNTING CONSOLES 12 D. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render, in good faith, the certification required by paragraph (a) of this provision. The knowledge and information of a Proposer is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. E. The certification in paragraph (a) of this provision is a material representation of fact upon which reliance was placed when making award. If it is later determined that the Proposer knowingly rendered an erroneous certification, in addition to other remedies available to the Government, the Contracting Officer may terminate the contract resulting from this solicitation for default. AS THE PERSON AUTHORIZED TO SIGN THE STATEMENT, I CERTIFY THAT THIS FIRM COMPLIES FULLY WITH THE ABOVE REQUIREMENTS. Signature Printed Name IFB NO. 09-0619_ LAPTOP COMPUTER MOUNTING CONSOLES 13 CITY OF OPA-LOCKA rop: . '1 IFB NO . 09-0619 ..Nnownl<� i DRUG-FREE WORKPLACE CERTIFICATION FORM Whenever two (2) or more bids/proposals, which are equal with respect to price, quality, and service, are received by the CITY OF OPA-LOCKA for the procurement of commodities or contractual services, a bid/proposal received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. In order to have a drug-free workplace program, a business shall: 1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of controlled substances is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in number(1). 4. In the statement specified in number (1), notify the employees that as a condition for working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction on or plea of guilty or no contest to any violation of Chapter 893, Florida Statutes or of any controlled substance law of the United States or any singular state, for a violation occurring in the workplace no later than five (5) days after such conviction. 5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community by any employee who is so convicted. 6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of Section 287.087, Florida Statutes. This Certification is submitted by the (Name) of (Title/Position) (Company) who does hereby certify that said Company has implemented a drug-free workplace program, which meets the requirements of Section 287.087, Florida Statutes, which are identified in numbers (1) through (6) above. Date Signature IFB NO. 09-0619_ LAPTOP COMPUTER MOUNTING CONSOLES 14 Sponsored by: City Manager RESOLUTION NO. 0 9-7 4 ti 3 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, AUTHORIZING THE CITY MANAGER TO ISSUE AN INVITATION FOR BID(IFB) FOR PURCHASE AND INSTALLATION OF LAPTOP COMPUTER MOUNTING CONSOLES FOR EXISTING MARKED POLICE VEHICLES WHEREAS, the City of Opa-locka ("City") Police Department is in the process of implementing a new computerized records management system; and WHEREAS, an integral part of the Police Department records management system is the operation of laptop computers while in the field; and WHEREAS,in order to safely utilize and operate the laptop computers in the field,proper computer mounting consoles must be installed in existing marked police vehicles; and WHEREAS,by issuing an Invitation for Bid(114B)the City will be able to consider bids for the procurement and installation of the equipment; and WHEREAS,the City Commission of the City of Opa-locka("City Commission")desires to issue an IFB for purchase and installation of laptop computer mounting consoles in existing the marked police vehicles. NOW, THEREFORE,BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA-LOCKA,FLORIDA: Section 1. The recitals to the preamble herein are incorporated by reference. Section 2. The City Commission of the City of Opa-locka hereby authorizes the City Manager to issue an Invitation for Bid (IFB) for purchase and installation of laptop computer mounting consoles in existing marked police vehicles. Resolution No. 0 9—7 4 6 3 Section 3. The City Manager is further authorized to take all necessary and expedient action to effectuate the intent of this Resolution. Section 4. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 1 3 day of MAY , 2009. JOSEPH L. KEL Y MAYOR Attest: / Approved as to form and legal sufficiency: Deborah S. Irby Burnadette Norris-Weeks City Clerk City Attorney Moved by: JOHNSON Seconded by: TAYLOR Commission Vote: 5-0 Commissioner Holmes: YES Commissioner Johnson: YES Commissioner Tydus: YES Vice-Mayor Taylor: YES Mayor Kelley: YES >f 9 � D U 'a A OAb0 RA„ y,0 Memorandum TO: Mayor Joseph L. Kelley Vice-Mayor Myra L.Taylor Commissioner Timothy Holmes Commissioner Dorothy Johnson Commissioner Rose Tydus FROM: Bryan K.Finnie,Interim Ci ..;;.,��"' °�- DATE: April 9,2009 RE: POLICE EQUIPMENT PURCHASE Request: APPROVAL OF A RESOLUTION AUTHORIZING THE CITY MANAGER TO ISSUE A REQUEST FOR PROPOSAL (RFP) FOR THE PURCHASE AND INSTALLATION OF SIXTEEN (16) EQUIPMENT AND COMPUTER MOUNTING CONSOLES FOR THE EXISTING MARKED POLICE VEHICLES, AND TO EXPEND FUNDS TO PROCURE AND INSTALL THESE ITEMS FROM THE MOST RESPONSIVE BIDDER, NOT TO EXCEED$16,046,PAYABLE FROM ACCOUNT No.212-521641. Description: Sixteen (16) vehicle equipment and Sixteen (16) computer mounting consoles plus installation. Financial Impact: The one time cost is estimated at or below $629.35 per vehicle for equipment and $100 per vehicle for installation. The total aggregate cost for the fit-out vehicles is $16,046 and is budgeted under Account No. 212-521641 Implementation Time Line: Upon approval, it will take four (4) to ten (10) weeks for delivery and installation. Legislative History: None Recommendation(s): Staff recommends approval. Analysis: The Department is responsible for the provision of police services to the City of Opa- locka. Some of the services include reporting and documenting various calls for service. In an effort to reduce the time it takes to complete such calls, as well as enhance the Department's ability to generate statistical information in a timely fashion, a computerized Records Management System has been purchased and is in the process of activation. 1 An integral part of this system is the operation of laptop computers in the field. In order to safely mount and utilize these computers, proper equipment mounting systems must be installed in existing marked police vehicles. ATTACHMENT(S): 1. Quotation from Morganelli &Associates PREPARED BY: Rodney Ballentine END OF MEMORANDUM 2 Morganelli & Associates Equipment Information To: Marcos Gonzales Opa-Loca Police Dept. 2495 Ali-Baba Ave. Opa-Locka, Fl. 33054 DATE: 10/2/2008 Re: Havis-Shields Console / Laptop Mount Quote Prices include delivery to your location Delivery time is 30 days after receipt of order Quantity Part# Description Price Each Total 1 C-SM-1225 Stout Mount Console 12" $209.00 $209.00 1 C-SM-SA-1 Swing Arm Assembly $70.85 $70.85 1 C-3090-3 Univ. laptop Mount $142.50 $142.50 1 C-ARM-3-TM Trac Mount Armrest $85.50 $85.50 1 C-TMLOCK Laptop Lock Option $35.00 $35.00 2 C-MC Mic Clip $7.50 $15.00 2 C-MCB Mic Clip Bracket $9.50 $19.00 1 C-B44 Hump Bracket for OEM trac $23.00 $23.00 1 C-LP-3 Plate with 3-12vt outlets 29.5 $29.50 Total $629.35 Price includes all necessary equipment brackets and filler plates. Known equipment: Smart Siren w/ SM # C-EB35-SSR-1 P and MaCom Orion Remote radio # C-EB30-EOR-1 P Does not include Trac Mount Base, Customer is goiong to use the factory OEM Trac Mount Information Provided-By: Tim Davis WHELEN Factory Representative for Florida Morganelli & Associates, Inc. 1401 Saratoga Street Deland, FL 32724 E-mail: ledtad @bellsouth.net