15CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER- OFFICE MEMORANDUM
To: The Honorable Mayor and Members of the City Commission
From: Hector Mirabile, PhD, City Manager /
Date: May 11, 2011 A enda Item #
4
Subject: A Resolution of the Mayor and City Commission of the City of South
Miami, Florida, authorizing the City Manager to expend $16,935.00 for
a computerized key management system from KeyTrak Inc., who was
awarded the General Services Administration (GSA) government
contract through 2013. As per the City Charter, the City of South
Miami will piggyback this bid and purchase this computerized key
management system, which includes one year software support, to
prevent theft and misuse of keys, thereby providing key control at the
Police Department, being charged to account number 615- 1910 -521-
S20S (Federal Forfeiture Computer Equipment), providing for an
effective date.
Background: The Police Department is required to maintain station security in order to
provide for the employees' and public's safety, provide for security of city
property and meet State Accreditation standards. The KeyTrak system
provides security and documentation for key security and control, as well as
verifying which employee may possess a missing key, thereby negating the
necessity and expense of re- keying doors.
Expense: $16,935.00 (includes installation prep costs of $400)
Account: Funds are budgeted in account number 615 -1910- 521 -5205 (Federal Forfeiture
Computer Equipment) with a balance of $26,794.81.
Attachments:
• Proposed Resolution
• KeyTrak Inc. quote
• GSA award letter & contract
RESOLUTION NO.
4
5 A Resolution of the Mayor and City Commission of the City of South Miami,
6 Florida, authorizing the City Manager to expend $16,935.00 for a
7 computerized key management system from KeyTrak Inc., who was
8 awarded the General Services Administration (GSA) government contract
9 through 2013. As per the City Charter, the City of South Miami will
10 piggyback this bid and purchase this computerized key management system,
11 which includes one year software support, to prevent theft and misuse of
12 keys, thereby providing key control at the Police Department, being charged
13 to account number 615- 1910 - 521 -5205 (Federal Forfeiture Computer
14 Equipment), providing for an effective date.
15
16 WHEREAS, the Police Department is required to maintain station security in order to
17 maintain homeland security, enforce the laws of the State of Florida, provide for the
18 safety of the employees and the public and provide for the security of city property,
19 thereby making our community safer, and
20
21 WHEREAS, the KeyTrak, a computerized key management system, provides security
22 and documentation for key security and control, as well as verifying which employees
23 may have a missing key, thereby negating the necessity and cost of re- keying doors, and
24
25 WHEREAS, KeyTrak offers the key and asset management systems that provide a
26 verifiable audit trail with multiple reporting options enabling the Police Department to
27 increase productivity, save money and time, protect police department assets, and
28
29 WHEREAS, this computerized key management system will increase the efficient
30 tracking and control of keys for the Police Department.
31
32 NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
33 COMMISSIONERS OF THE CITY OF SOUTH MIAMI, FLORIDA:
34
35 Section I: The City Manager be, and hereby is authorized to allow
36 these expenditures to be charged to the Federal Forfeiture Computer Equipment
37 account 615 -1910 -521 -5205 for a cost of $16,935.00.
38
39 Section 2: That this resolution shall take effect immediately upon
40 approval.
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PASSED AND ADOPTED this
ATTEST:
CITY CLERK
Read and approved as to form and
Sufficiency.
CITY ATTORNEY
day of June, 2011.
APPROVED:
U
Commission Vote:
Mayor Stoddard
Vice Mayor Newman:
Commissioner Beasley:
Commissioner Palmer:
Commissioner Harris:
tyrRAlt
Take Control
Automated Key Control System for
South Miami Police Department
KeyTrak, Inc.
200 Quality Circle
College Station, TX 77845
(888) KEYTRAK (539 -8725)
FAX (937) 485 -4040
ACCOUNT EXECUTIVE
ORDERING POC
CONTACT
Derek Clark
Derek Clark
Michael Weissberg
dclarkekeytrak.com
+1 (305) 663 -6352
+1 (407) 832 -2929
DESCRIPTION
CODE
QTY
UNI T Put C d
EXTENDED PRICE
Guardian Additional 40 KP - 40 Panel
GRDAP40
2
$4,025.00
$8,050.00
Includes Drywall mounting kit, 50 Keys x 1.25 D
rings, and Crimping tools
One Year Software Support - 24 Hours a day, 365
Days a year
One Year Onsite repair during normal business homy
Guardian Auto Rprt Generator w /sys pur
GARGWSP
1
$250.00
$250.00
Enables scheduling of automated printed and emailed
reports
WITH SYSTEM PURCHASE ONLY
Guardian Smart Panel Plus w/ 40 (40)
grdspp40
1
$7,752.00
$7,752.00
Includes 15" Touch screen monitor, Fingerprint ID,
Motion Sensing Security Camera, Drywall mounting
kit, 50 Keys x 1.25 D rings, Crimping tools, and
Guardian Software License.
One Year Software Support - 24 Hours a day, 365
Days a year
One Yen Onsite repair during normal business hours
Guardian WEB Plus
gwebplus
1
$483.00
$483.00
Site License Fee for KeyTrak Host
One Year Software Support - 24 Hours a day, 365
Days ayear
One Year Onsite repair during normal business hours
Page 1 of 2 Rev.
Supplier Identification:
Federal Tax ID:
20- 1965421
GSA Contract:
GS- 07F -9926H
GSA Expiration:
Much 31, 2013
DUNS Number:
105723915
CAGE Code:
IA9E8
Payment Address:
KeyTrak, Inc.
P.O. Box 4346
Dept, 663
Houston, TX 77210 -4346
1 (713) 718 -1800
One Year Software Telephone
One Year Hardware Support - Repair by Repl
Installation and
Shipping F.O.B. De
Total Expenditure for P
Page 2 of 2
Included
Included
Included
Included
If applicable - Sales Tax must
be included with payment,
Authorized Signature of KeyTralc, Inc.
Date
Rev. 40307
Schedule Title:
FSC Class (ES):
Contract Number:
KEYTRAK, INC.
General Services Administration
Federal Supply Service
Authorized Federal Supply Schedule Price List
On -line access to contract ordering information, terms and conditions, up-to-date pricing, and the option to
create an electronic delivery order are available through GSA Advantage!, a menu - driven database system. The
GSA Advantage! INTERNET address is: GSAAdvantage.gov
Contract Period:
Contractor: KeyTrak, Inc.
Administration Source:
Business Size: Small
Customer Information:
Total Solutions for Law Enforcement, Security, Facilities Management, Fire, Rescue, Special Purpose Clothing,
Marine Craft, and Emergency/ Disaster Response
Schedule 084
GS- 07F -9926H
For more information on ordering from Federal Supply Schedules,
click on the FSS Schedules button at fss.gsa.gov.
April 1, 2008 — March 31, 2013
200 Quality Circle
College Station, TX 77846
888- KEYTRAK (539.8725)
Fax: 979595.2730
www.keytrak.com
Dianne Raniszeski (Ext. 71469) diannemniszeski @keytrak.00m
1a) Awarded Special Item Number (SIN): 246 -35(6) Other Access Control Systems — Including but not Limited to Biometric Access
Control — Facial, Voice, Fingerprint, Iris Recognition, etc.
tb) Lowest Priced Model: $40
1c) Hourly rates: Not applicable.
2) Maximum Order: SIN 246- 35(6): $150,000
3) Minimum Order: $50
4) Geographic Coverage: United States and international 3!21/2008
5) Point of Production: College Station, Texas
6) Discount from list prices or statement of net price: Prices Shown Herein are Net (discounts deducted)
7) Quantity Discounts: None offered
8) Prompt Payment Terms: Net 30 Days
9a) Govt. Commercial Credit Card (GCCC): Accepted
9b) Govt. Commercial Credit Card (GCCC) accepted above micro - purchase threshold: Accepted
10) Foreign Items: None
11 a) Time of Delivery: Normal: 60 Days ARO
11 b) Expedited: 14 Days ARO, based on availability
11 c) Overnight and 2 Day Delivery: Contact contractor
11 d) Urgent Requirement: Contact contractor
12) FOB Point: Destination
13a) Ordering Address: Same as Contractor Address
13b) Ordering Procedures: For supplies and services, the ordering procedures, information on Blanket Purchase Agreements (BPA's),
are found in Federal Acquisition Regulation (FAR) 8.405 -3.
14) Payment address: KeyTrak, Inc.
P.O. Box 4346
Dept. 663
Houston, Texas 77210 -4346
(713) 718 -1800
15) Warranty Provision: One year hardware and software support, including parts, labor, and software modifications
16) Export Packing Charges: N/A
17) Terms and Conditions of GCCC Acceptance: None
18) Terms and Conditions of Rental, Maintenance, and Repair. Call Contractor for details
19) Terns and Conditions of Installation: Cali Contractor for details
20) Terms and Conditions of Repair Parts indicating date of parts price Lists and any discounts from list Prices: Call Contractor for etails
20a) Terms and Conditions for any other services: Call Contractor for details
21) List of Service and Distribution Points: College Station, Texas
22) List of Participating Dealers: N/A
23) Preventative Maintenance: N/A
24a) Special Attributes such as environmental attributes: N/A 3/2112008
25) Data Universal Number System (DUNS) Number: 10- 572 -3915
26) Notification regarding registration in Central Contract Registration (CCR) database: Registered
FOR IMMEDIATE RELEASE
KEYTRAK, INC.
COLLEGE STATION, TX
1-866 .. �;�r ; w Advantagel
March 31, 2008
KeyTrak continues to be a GSA approved vendor through 2013
KeyTrak Inc, has announced the renewal of its General Services Administration (GSA) approved vendor schedule
for the next five years. Being a GSA approved vendor streamlines the process in providing products and services
to United States Government agencies, including federal law enforcement and the armed forces. GSA vendors are
required to renew their schedule every five years.
According to the website www.gsa.gov, "Under the GSA Schedules Program, GSA establishes longterm
government -wide contracts that allow customers to acquire a vast array of supplies (products) and services
directly from commercial suppliers...
"GSA awards contracts to responsible companies offering commercial items, at fair and reasonable prices, that
fall within the generic descriptions in the GSA Schedule solicitations."
KeyTrak Vice President of Sales Richard Battle says, "Government agencies are not required to use GSA approved
vendors. However, being a GSA vendor expedites the process for the agency and vendor. It is basically a pre -
approval process for us, and a government agency knows they don't have to worry about surprises throughout the
purchasing process."
KeyTrak contract administrator Dianne Raniszeski was the point of contact for the renewal process. She says
KeyTrak has been GSA approved since 1997, and the renewal process went through without issue.
"Throughout the term of our previous GSA schedule, we had compliance reviews to make sure we were following
the guidelines established by the GSA," she says. "Had we not met the requirements established, or did not have a
good report card, we may have not been renewed."
Battle says, "Being approved initially was very much an endorsement that the KeyTrak product does what we say it
will do: provide users with the most advanced electronic key and asset management tracking system on the
market. Our continued renewal is really an endorsement of the people behind the system - tech support,
supplies, contract admin - and that we as a company do everything we say we are going to do."
About KeyTrak:
KeyTrak is the world's leading provider of key and asset tracking systems. KeyTrak helps businesses enhance the
security of their operations while improving productivity and reducing costs. KeyTrak systems provide a safe,
organized way to house keys for car dealerships, apartment communities, hospitals, military bases, government
facilities, hotels, schools, and commercial properties.
The KeyTrak, KeySafe and Guardian systems are built in a state-of-the-art manufacturing facility located in College
Station, Texas. KeyTrak's superior software support team is available 24 hours a day, 7 days a week.
Visit www.keytrak.com or call 1- 866 - 544 -5222 for more information.
Page 1 of 1
MIAMI DAILY BUSINESS REVIEW
Published Daily except Saturday, Sunday and sossxvt ''.
Legal Holidays
Miami, Miami -Dade County, Florida
STATE OF FLORIDA
Fund Contractual Services) in the.arnm
COUNTY OF MIAMI -DADE:
- X541 -7100 (Stprmwaterbrain TrusrFuric
Before the undersigned authority personally appeared
of $27,036-and 111- 1730 - 541 - 7200 =(f
MARIA MESA, who on oath says that he or she is the
Debt interest)intheamountof,$4,034ar
LEGAL CLERK, Legal Notices of the Miami Daily Business
Nt
Review f /k/a Miami Review, a daily (except Saturday, Sunday
Mi
and Legal Holidays) newspaper, published at Miami in Miami -Dade
mf
County, Florida; that the attached copy of advertisement,
:the
being a.Legal Advertisement of Notice in the matter of
.to[
CITY OF SOUTH MIAMI
PUBLIC HEARING FOR JUNE 7, 2011
in the XXXX Court,
was published in said newspaper in the issues of
05/27/2011
Affiant further says that the said Miami Daily Business F
Fund Contractual Services) in the.arnm
Review is a newspaper published at Miami in said Miami -Dade -
- X541 -7100 (Stprmwaterbrain TrusrFuric
County, Florida and that the said newspaper has o
of $27,036-and 111- 1730 - 541 - 7200 =(f
heretofore been continuously published in said Miami -Dade County, D
Debt interest)intheamountof,$4,034ar
Florida, each day (except Saturday, Sunday and Legal Holidays) :
$1 636.94 from Fund Balance pn6vldmc
and has been entered as second class mail matter at the post c
conflict and an effectwedate:'
office in Miami in said Miami -Dade County, Florida, fora .
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period of one year next preceding the first publication of the �
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