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CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM 2001
The Honorable Mayor & Members of the City Commission
Hector Mirabile, Ph.D, City Manager (! t L
September 13, 20 II { ( 1 Agenda Item No.:2
A Resolution authorizing the City Manager to expend
$7,120.00 for additional Guardian Lockers from KeyTrak
Inc., a sole source vendor, which provides a
computerized key management system, to prevent theft
and misuse of keys and equipment, thereby providing
documentation and key control at the Police
Department, being charged to account number 00 I-
1910-52 I -3450 (Contractual Services).
It is essential to maintain accurate accountability for the Police
Department's equipment. therefore necessitating the purchase of
two Guardian Lockers from KeyTrak Inc., a computerized key
management system, which provides documentation of persons
accessing the department's laser radar guns. The current system
of checking out laser guns is inadequate and does not provide a
reliable audit trail for the use and return of the equipment.
$7,120.00
Funds will be paid from accountOO 1-191 0-521-3450,
Contractual Services; with a current balance of $20,794.61.
o Proposed Resolution
o Key T rak Quote
o KeyTrak Sole Source Letter
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RESOLUTION NO. ______ _
A Resolution authorizing the City Manager to expend $7,120.00 for additional
Guardian Lockers from KeyTrak Inc., a sole source vendor, which provides a
computerized key management system, to prevent theft and misuse of keys and
equipment, thereby providing documentation and key control at the Police
Department, being charged to account number 001-1910-521-3450 (Contractual
Services).
WHEREAS, it is essential to maintain accurate accountability for the Police
Department's equipment, therefore necessitating the purchase of wo Guardian Lockers from
Key T rak Inc., a computerized key management system, which provides documentation of
persons accessing the department's laser radar guns; and,
WHEREAS, the current system of checking out laser guns is inadequate and does not
provide a reliable audit trail for the use and return of the equipment; and,
WHEREAS, Key T rak offers the key and asset management system that provides a
verifiable audit trail with multiple reporting options enabling the Police Department to increase
productivity, save money and time, protect police department assets.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSIONERS OF THE CITY OF SOUTH MIAMI, FLORIDA THAT:
Section I: The City Manager is authorized to expend $7,120.00 for additional
Guardian Lockers from KeyTrak Inc. to be charged to the Police Department's Contractual
Services Account No. 001-1910-521-3450 with a current balance of $20,794.61.
Section 2: This resolution shall take effect immediately upon approval.
PASSED AND ADOPTED this __ day of ____ ---', 20 I I.
ATTEST:
CITY CLERK
Read and approved as to Form, Language,
Execution and Legality:
CITY ATTORNEY
APPROVED:
MAYOR
Commission Vote:
Mayor Stoddard
Vice Mayor Newman:
Commissioner Beasley:
Commissioner Palmer:
Commissioner Harris:
ACCOUNT EXECUTNE
Take Control
Automated Key Control System for
South Miami Police Department
ORDERING POC
KeyTrak, Inc.
200 Quallty Circle
College Station, TX 77845
(888) KEYTRAK (539-8725)
FAX (937) 485-4040
CONTACT
Derek Clark Derek Clark Orlando Martinez De Castro
dclark@kcytrak.com +1 (305) 663-6352
+1 (407) 832-2929
DESCRIPTION
Guardian Additional 12" Locker (4)
Includes Drywall mounting kit
One Year Software Support M 24 Hours a day, 365
Days a year
One Y car Onsite repair during nonnal business hours
Supplier Identification:
Federal Tax ID:
GSA Contract:
GSA EXpiratIOn:
DUNS Number:
CAGE Code:
Payment Address:
KcyTrak, Inc.
P.O. Box 4346
Dept. 663
20-1965421
GS-07F-9926H
March 31, 2013
105723915
lA9E8
CODE QTY UNIT PillCE
GRDALKR4 2 $3,560.00
Subtotal
One Year Software Telephone Support
One Year Hardware Support -Rcpair by Rcplacement
Installation and Training
Shipping F .Q,B. Destination
Total Expenditure for Purcbase
EXTENDED PRICE
$7,120.00
$7,120.00
I""luded
l""luded
Included
I""luded
$7,120.00
If applicable -Sales Tax must
be included on Purchase Order.
Authorized Signature ofKeyTrak, Inc.
Houston, TX 77210-4346 Date
1(713) 718-1800
Page I of 1 Rev. 40736
August 30, 2011
To Whom It May Concern:
Thank you for your interest in KeyTrak and our computerized key management system. Whether you seek to prevent
theft and misuse of keys, reduce insurance premiums, or track inventory, KeyTrak can help you reach each of your
Objectives.
KeyTrak is the world's leader in providing key control and asset management systems. KeyTrak offers key and
asset management systems that provide a verifiable audit trail with multiple reporting options enabling you to:
• Increase productivity
• Save money & time
• Protect your assets.
KeyTrak is a direct sales company, we do not utilize resellers or distributors. All sales, installation and support is
provided by KeyTrak employees and therefore KEYTRAK IS A SOLE SOURCE PROVIDER for all KeyTrak and
KeyTrak Guardian systems and peripherals.
KeyTrak is unique in the fact that we are a "one-stop shop", providing the convenience to our clients that we not only
manufacture our industry leading systems, but we also design, engineer and customize solutions to fit your unique
needs. Installation is provided by company employees, as is all training, service and support needs. No other company
in our industry can offer such service, which is most likely the reason behind KeyTrak being the only provider that has
been awarded a GSA contract.
Should you have any questions comments or concerns, please do not hesitate to contact me directly at (407) 832-2929.
I appreciate your time and consideration and look forward to serving you in the near future.
Warmest regards,
Mobile: 407.832.2929
dc/ark@keytrak.com
dclark@keytrak.com
KeyTrak Inc.
200 Quality Circle, College Station, TX 77845
www.KeyTrak.com