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2017-196-3301 - Purchase Orders to Coban Tech IncRESOLUTION NO. 2017-196-3301 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY MANAGER TO USE PURCHASE ORDERS TO COBAN TECHNOLOGIES, INC., FOR MAINTENANCE AND SUPPORT OF THE COBAN EDGE IN-CAR VIDEO SYSTEM, IN THE AMOUNT OF FIFTY-THREE THOUSAND THIRTY- FOUR DOLLARS AND NINETY CENTS ($53,034.90); PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, on March 13"^ 2013, the City Council adopted Resolution Number 2013-72-1868, which authorized the purchase of Coban Edge In-Car Video System from Coban Technologies, Inc., and WHEREAS, the Coban Edge In-Car Video System is currently utilized by the City of Miami Gardens Police Department for providing evidence for prosecution of criminal cases, protection of the City's interest in potential civil proceedings, and for administrative review and training, and WHEREAS, the Coban Video System was initially purchased with three (3) years of maintenance and support included, and WHEREAS, the Coban Video System is proprietary hardware and the software is currently out of warranty, and WHEREAS, a maintenance agreement with Coban is necessary for the repair and support of the camera system, and WHEREAS, this software is the only software available for use to maintain this system, and WHEREAS, Coban Technologies, Inc. is the only one reasonable source to provide maintenance for the Police Department In-Car Camera System, and WHEREAS, the cost of the Coban Video System is Fifty-Three Thousand Thirty- Four Dollars and Ninety Cents ($53,034.90), and WHEREAS, City Staff recommends the City Council authorize the City Manager to use purchase orders to Coban Technologies, Inc., for maintenance and support of the Coban Edge In-Car Video System for this purpose, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA AS FOLLOWS: Section 1: ADOPTION OF REPRESENTATIONS: The foregoing Whereas paragraphs are hereby ratified and confirmed as being true, and the same are hereby made a specific part of this Resolution. Section 2: APPROVAL: The City Council of the City of Miami Gardens hereby authorizes the City Manager to use purchase orders to Coban Technologies, Inc., for maintenance and support of the Coban Edge In-Car Video System, in the amount of Fifty-Three Thousand Thirty-Four Dollars and Ninety Cents ($53,034.90). Section 3: AUTHORIZATION: The City Council of the City of Miami Gardens hereby authorizes the City Manager to take all necessary steps to implement the plan. Section 4: EFFECTIVE DATE: This Resolution shall take effect immediately upon its final passage. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS AT ITS REGULAR MEETING HELD ON DECEMBER 13, 2017. OLIVER GILBERT, III, MAYOR ATTEST: ONETTA TAYLOR^MC, CITY CLERK Resolution No. 2017-196-3301 Page 2 PREPARED BY: SONJA KNIGHTON DICKENS, CITY ATTORNEY SPONSORED BY: CAMERON D. BENSON, CITY MANAGER Moved by: \/c6 iiOXjc/ ,Seconded by: UyVlCLf(0(»n^ Oclomffhi/is VOTE: ^ "O Mayor Oliver Gilbert, III (Yes) (No) Vice Mayor Erhabor Ighodaro, Ph.D. (Yes) (No) Councilwoman Lisa C. Davis ^ (Yes) (No) Councilman Rodney Harris (Yes) (No) Councilwoman Lillie Q. Odom (Yes) (No) Councilwoman Felicia Robinson (Yes) (No) Councilman David Williams Jr *^(Yes) (No) Resolution No. 2017-196-3301 Page 3 AGENDA ITEM K-21 COBAN MAINTENANCE 2017-2018 City of Miami Gardens Agenda Cover Memo Council Meeting Date: December 13, 2017 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X X Funding Source: General Fund- IT Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communication Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address) N/A X Sponsor Name Cameron D. Benson, City Manager Department: Office of Information Technology Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY MANAGER TO USE PURCHASE ORDERS TO COBAN TECHNOLOGIES, INC., FOR MAINTENANCE AND SUPPORT OF THE COBAN EDGE IN- CAR VIDEO SYSTEM, IN THE AMOUNT OF FIFTY-THREE THOUSAND THIRTY-FOUR DOLLARS AND NINETY CENTS ($53,034.90); PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Staff Summary: Background On March 13th 2013, the City Council adopted Resolution Number 2013-72-1868, which authorized the purchase of Coban Edge In-Car video system– Coban Technologies Inc. 18605 N.W. 27th Avenue Miami Gardens, Florida 33056 The Coban In-Car Camera system is currently utilized by The City of Miami Gardens Police Department for providing evidence for prosecution of criminal cases, protection of the City’s interest in potential civil proceedings, and for administrative review and training. Current Situation The Coban Edge In-Car video system was initially purchased with three years of maintenance and support included. The Coban Edge In-Car video system is currently out of warranty. The Coban maintenance agreement is necessary for the repair and support of the Coban In-Car Camera System, which includes the officer’s dash camera equipment and backend server support for both software and hardware. Coban Technologies Incorporated is the only one reasonable source to provide maintenance for the Police Department In-Car Camera System. Fiscal Impact The amount budgeted in FY 2018 is $53,035 in the Information Technology Department. Proposed Action: It is recommended that the City Council approve the attached resolution authorizing the City Manager to issue a purchase order to Coban Technologies Incorporated for maintenance and support for the Coban edge In-car camera system in the amount of $53,034.90 Attachment: Exhibit 1 – Coban Technologies Quote SALES QUOTE Bill to:City of Miami Gardens 1515 NW 167th Street, # 200 Miami Gardens, FL 33169 Attn: Tristan Lattibeaudiere Miami Gardens Police Department (Miami Gardens, FL) 1020 NW 163 Drive Miami Gardens, FL 33169 Ship to: Quote No.:375544COBAN Technologies, Inc. 11375 W. Sam Houston Pkwy S., Suite 800 Houston, TX 77031-2348 TEL: 281-925-0488, FAX: 281-925-0535 Account No.:Your P/O No.: PMOShipping Via:Due Date:8/27/17Sales Rep : Item NumberQuantityDescriptionUnit PriceExtendedLine Date:7/28/2017 Page:1of 2 2018 MAINTENANCENet 302465Terms: EDGE MC 5TH YR EXTENDED WARRANTY1WARR-EM5 68 /UT595.00 40,460.00 68 EDGE IN CAR SYSTEM for: PO # 11877 Invoice # 6736 (Date: 9/06/13) 11/01/2017 to 10/31/2018 ($595/365 * 365 = $595) COBAN DVMS SOLUTION RENEWAL2WMAIN-110 68 /UT150.00 10,200.00 68 DVMS SOLUTION LICENSE for: PO # 11877 Invoice # 6736 (Date: 9/06/13) 11/01/2017 to 10/31/2018 ($150/365 * 365 = $150) COBAN DVMS AUTOMATED DVD SOLUTION RENEWAL3WMAIN-117 1 /UT690.00 690.00 1 DVMS AUTO DVD BURNER SOLUTION LICENSE for: PO # 14-00092 Invoice # 8982 (Date: 10/31/14) 11/01/2017 to 10/31/2018 ($690/365 * 365 = $690) MAINT- OTHER4WMAIN-00 1 /UT1,841.28 1,841.28 1 DVMS AUTO DVD BURNER SOLUTION LICENSE for: PO # 14-00092 Invoice # 8982 (Date: 10/31/14) 11/01/2017 to 10/31/2018 ($1,841.28/365 * 365 = $1,841.28) EOS: 12/1/2018 Rimage 2000i Rapid Exchange, Post Warranty 1 Year Serial # 10038974 MAINT- OTHER5WMAIN-00 1 /UT575.00 575.00 Rimage 2000i Rapid Exchange, Post Warranty Reinstatement Fee Serial # 10038974 DISCOUNT- SOFTWARE6LDISC-02 -1 /UT731.38 (731.38) 10/19/2017 3:06 PM SALES QUOTE Bill to:City of Miami Gardens 1515 NW 167th Street, # 200 Miami Gardens, FL 33169 Attn: Tristan Lattibeaudiere Miami Gardens Police Department (Miami Gardens, FL) 1020 NW 163 Drive Miami Gardens, FL 33169 Ship to: Quote No.:375544COBAN Technologies, Inc. 11375 W. Sam Houston Pkwy S., Suite 800 Houston, TX 77031-2348 TEL: 281-925-0488, FAX: 281-925-0535 Account No.:Your P/O No.: PMOShipping Via:Due Date:8/27/17Sales Rep : Item NumberQuantityDescriptionUnit PriceExtendedLine Date:7/28/2017 Page:2of 2 2018 MAINTENANCENet 302465Terms: Sub Total:53,034.90 Sales Tax: Total Amount:53,034.90 Balance:53,034.90 10/19/2017 3:06 PM