2008-26744 ResoRESOLUTION NUMBER 2008-26744
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT BETWEEN THE
CITY AND NEW WORLD SYSTEMS CORPORATION, AS THE TOP
RANKED PROPOSER PURSUANT TO REQUEST FOR PROPOSALS NO.
19-06/07, TO PROVIDE, INSTALL, AND SUPPORT AN INTEGRATED
PUBLIC SAFETY DISPATCH AND RECORDS SYSTEM ("THE BASE
SYSTEM") WHICH INCLUDES COMPUTER AIDED DISPATCH SYSTEM
(CAD), POLICE RECORDS MANAGEMENT SYSTEM (RMS), FIRE
RECORDS MANAGEMENT SYSTEM (FRMS), AND MOBILE COMPUTING
SOLUTION INCLUDING REAL-TIME MESSAGING (MCS) AND FIELD
BASED REPORTING (FBR), IN THE AMOUNT OF $2,124,088, WHICH
INCLUDES THE BASE SYSTEMS, AND A FIVE (5) YEAR MAINTENANCE
AGREEMENT PROVIDING AN OPTION FOR TWO (2) ADDITIONAL
YEARS OF MAINTENANCE FOR THE BASE SYSTEM ;PROVIDING AN
OPTION TO ACQUIRE SEVENTEEN (17) ADDITIONAL SOFTWARE
MODULES OR OPTIONS AND FIVE YEARS (5) OF RELATED
MAINTENANCE; AND FURTHER APPROPRIATING $550,000 FOR THE
BASE SYSTEM AND CONTINGENCY FROM THE INFORMATION AND
COMMUNICATIONS TECHNOLOGY FUND, AND $454,056 FOR BASE
SYSTEM HARDWARE FROM THE PROPOSED FISCALYEAR (FY) 2007/08
CITY EQUIPMENT LOAN.
WHEREAS, on December 6, 2006, the Mayor and City Commission adopted
Resolution No. 19-06/07, approving Request For Proposals (RFP) No. 19-06/07 to
Provide, Install, and Support an Integrated Records Management System (RMS),
Computer Aided Dispatch System (CAD), Fire Records Management System (FRMS),
and Mobile Computing Solution (MCS), servicing the Police and Fire Departments,
Utilizing Mobile Data Communication to Access Databases, Real-time Messaging, and
Field Based Reporting (FBR); and
WHEREAS, the City Manager, via Letter to Commission (LTC) No. 045-2007,
appointed an Evaluation Committee that convened on April 12, 2007 and April 24, 2007,
respectively, to review proposals, listen to presentations, and score the proposals
according to the established criteria in the RFP; and
WHEREAS, it was the Committee's overall opinion that the top ranked proposer
was New World Systems Corporation; second ranked, OSSI; and third ranked proposer,
Mobile-Tec; and
WHEREAS, on May 16, 2007, the Mayor and City Commission authorized the
Administration to enter into negotiations with New World Systems; and
WHEREAS, the Administration has negotiated the attached Agreement with New
World, at a cost of $2,124,088; and
WHEREAS, the $2,124,088 price includes the Base System, in the amount of
$1,424,088, to be funded at this time, as well as and $700,000 for five (5) years of
maintenance beginning on FY 2008/09, and anticipated to be appropriated annually,
from FY 2008/09 through FY 2012/13, in the City's Operating Budget; and
WHEREAS, in addition to the $1,424,088 for the Base System, the funding also
provides for $454,056 for equipment purchases via the State of Florida and/or GSA
contracts, and $24,415 in contingency, for total funding in the amount of $1,902,559; and
WHEREAS, the systems will replace the existing Public Safety Department
capabilities and will be implemented and installed in two initial phases: Phase I of
implementation will include CAD, Mobile Messaging, AVL and a Disaster Recovery
solution; and Phase II will include the Records Management Systems (FRMS and RMS)
and the Field Based Reporting.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, the Mayor and City
Commission hereby approve and authorize the Mayor and -City Clerk to execute an
Agreement between the City and New World Systems Corporation, as the top ranked
proposer pursuant to RFP No. 19 06/07, to provide, install and support an integrated
Public Safety Dispatch and Records System ("the Base System") which includes
Computer Aided Dispatch System, Police Records Management System, Fire Records
Management System, and Mobile Computing solution including Real-Time Messaging
and Field Based Reporting, in a negotiated amount of $2,124,088, which includes the
Base System and a Five (5) Year Maintenance Agreement; providing an option for two
(2) additional years of maintenance for the Base System; an option to acquire seventeen
(17) additional software modules or options and five years (5) of related maintenance;
and further appropriating $550,000 for the Base System and contingency from the
Information Technology and Communications Fund, and $454,056 for Base System
hardware from the proposed Fiscal Year (FY) 2007/08 City Equipment Loan.
PASSED and ADOPTED THIS 16th day of
January
2008
L~ IOA
CITY CLERK
MAYOR
Robert Parcher Matti H. Bower
APPROVED AS TO
FARM & LANGUAGE
& FOA EXECUTION
COMMISSION ITEM SUMMARY
Condensed Title:
Approving And Authorizing The Mayor And City Clerk To Execute An Agreement Between The City And
New World Systems Corporation, To Provide, Install, And Support An Integrated Public Safety Dispatch
And Records System ("The Base System")Which Includes Computer Aided Dispatch System (CAD), Police
Records Management System (RMS), Fire Records Management System (FRMS), And Mobile Computing
Solution Including Real-Time Messaging (MCS) And Field Based Reporting (FBR), In The Amount Of
$2,124,088, Which Includes The Base Systems, And A Five (5) Year Maintenance Agreement ;And
Further Appropriating $550,000 For The Base System And Contingency From The Information And
Communications Technology Fund, And $454,056 For Base System Hardware From The Proposed FY
2007/08 Equipment Loan.
Ke Intended Outcome Su orted:
Improve Process through Technology; Increase resident ratings of Public Safety services.
Supporting Data (Surveys, Environmental Scan, etc.): In the City survey, 78% of resident rated overall
quality of City Police and 96% of residents rated overall quality of City Fire as excellent and good.
Issue:
Shall the City Commission approve the City Manager's Recommendation?
item su
The Administration recommends to execute an agreement between the City and New World Systems
Corporation, to provide, install and support and integrated Public Safety Dispatch and Records System ("The
Base System")which includes Computer Aided Dispatch System, Police Records Management System, Fire
Records Management System, and Mobile Computing solution including Real-Time Messaging and Field
Based Reporting, in a negotiated amount of $2,124,088.
The $2,124,088 includes the Base system in the amount of $1,424,088 to be funded at this time as well as
and $700,000 for 5 years of maintenance beginning FY 2008/09 anticipated to be appropriated annuallyfrom
FY 2008/09 through FY 2012/13 in the City's Operating Budget. In addition, to the $1,424,088, the funding
also provides for $454,056 for equipment purchases via the State of Florida and/or GSA contracts, and
$24,415 in contingency, for total funding in the amount of $1,902,559 at this time.
Board Recommendation:
Financial Information:
Source of Amount Account
Funds: 1 $550,000 Funding in the amount of $550,000 will be appropriated from
the FY 2007/2008 Information and Communications
Technology Fund which was specifically set aside in the
Manager's proposed budget for this purpose pending the
outcome of ne otiations.
2 $454,056 Funding will be appropriated from the FY2007/2008 Proposed
City Equipment Loan in the amount of $454,056 to be repaid
beginning in FY08/09 in the amount of $90,812 per year for
five (5) years plus interest.
3 $324,830 Funding from the Department of Justice Assistance
Grants/Edward Byrne Memorial Grant which was previously
appropriated.
4 $573,673 Previously appropriated funding for the CAD/RMS project
OBPI Total $1,902,559
Financial Impact Summary:
Citv Clerk's Office
Department Director ~ J,~,~sistant City Manager ~ City Manager _
~ M I AM I B EAR H AGENDA ITEM ~, ~/
~~ DATE ('tb'n
m MIAMIBEACH
City of Miami Beoch, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Mattie H. Bower and Members of the City Co fission
FROM: Jorge M. Gonzalez, City Manager
DATE: January 16, 2008
Subject: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE MAYOR AND
CITY CLERK TO EXECUTE AN AGREEMENT BETWEEN THE CITY AND NEW
WORLD SYSTEMS CORPORATION, AS THE TOP RANKED PROPOSER
PURSUANT TO REQUEST FOR PROPOSALS NO. 19-06/07, TO PROVIDE,
INSTALL, AND SUPPORT AN INTEGRATED PUBLIC SAFETY DISPATCH AND
RECORDS SYSTEM ("THE BASE SYSTEM")WHICH INCLUDES COMPUTER
AIDED DISPATCH SYSTEM (CAD), POLICE RECORDS MANAGEMENT
SYSTEM (RMS), FIRE RECORDS MANAGEMENT SYSTEM (FRMS), AND
MOBILE COMPUTING SOLUTION INCLUDING REAL-TIME MESSAGING (MCS)
AND FIELD BASED REPORTING (FBR), IN THE AMOUNT OF $2,124,088,
WHICH INCLUDES THE BASE SYSTEMS, AND A FIVE (5) YEAR
MAINTENANCE AGREEMENT ;PROVIDING AN OPTION FOR TWO (2)
ADDITIONAL YEARS OF MAINTENANCE FOR THE BASE SYSTEM;
PROVIDING AN OPTION TO ACQUIRE SEVENTEEN (17) ADDITIONAL
SOFTWARE MODULES OR OPTIONS AND FIVE YEARS (5) OF RELATED
MAINTENANCE; AND FURTHER APPROPRIATING $550,000 FOR THE BASE
SYSTEM AND CONTINGENCY FROM THE INFORMATION AND
COMMUNICATIONS TECHNOLOGY FUND, AND $454,056 FOR BASE
SYSTEM HARDWARE FROM THE PROPOSED FY2007/08 CITY EQUIPMENT
LOAN.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
$550,000 Funding in the amount of $550,000 will be appropriated from the FY
2007/2008 Information and Communications Technology Fund which was
specifically set aside in the Manager's proposed budget for this purpose
pending the outcome of negotiations.
$454,056 Funding will be appropriated from the FY2007/2008 Proposed City
Equipment Loan in the amount of $454,056 to be repaid beginning in
FY08/09 in the amount of $90,812 per year for five (5) years plus interest.
$324,830 Funding from the Department of Justice Assistance Grants/Edward Byrne
Memorial Grant which was previously appropriated.
573 673 Previously appropriated funding for the CAD/RMS project.
$1,902,559 Total
KEY INTENDED OUTCOME
Improve process through Information Technology
Increase resident rating of Public Safety Services
ANALYSIS
On May 16, 2007, the Commission authorized the Administration to enter into negotiations
with New World Systems and upon completion successful negotiations execute an
agreement.
The original contract from New World proposed a cost of $3,929,796 for all software
modules, implementation and five years of maintenance. In addition, New World offered to
provide the related hardware at a cost of $482,109. The results of negotiations are as
follows:
1 -Reduced the total cost of the contract (including optional software modules and
related maintenance, but not yr 6 and 7 optional maintenance on base system) to
$3,229,656 for a savings of $700,140;
2 -Saved an additional $28,053 by purchasing the related hardware through
existing State of Florida or GSA contracts, for a total savings of $728,193;
3 -Obtained pricing guarantees for the price for optional modules for 4 years beyond
the execution date of the contract and for implementation hourly rates for 2 years;
4 -Obtained, an option for maintenance for the base system for two additional years
at a fixed price of $200,000 per year; and
5 - Secured a payment schedule that matched the implementation schedule,
spreading both the software module costs and the support services and other costs
(project management, interface installation, data file conversion, custom software
and modifications, and installation and training services) over the eighteen to twenty-
fourmonth implementation period.
The purpose of the Agreement is to provide the City's Public Safety Departments with a
turnkey solution for the design, implementation, training and 24/7 maintenance of the
CAD/RMS/FRMS/MCS systems. The Base System includes all software, tools, personnel
and other components required to meet the reliability and performance goals. New World
Systems will:
• Provide, install and support an integrated Records Management System, Computer
Aided Dispatch System, Fire Records Management System and a Mobile Computing
Solution for Police and Fire. These systems will serve the Police and Fire
Departments during normal and emergency operations.
• Utilize mobile data communications to access federal, state, and local databases.
• Provide field based reporting and real time messaging. These systems will enable
the data input from incident calls to be immediately transmitted upon dispatch to
police officers/fire personnel on the street who in turn can access the incident
information through a wireless computer network. Officers/fire personnel can
prepare reports on-line, reducing duplicate entry and move away from paper-based
incident reporting processes. Additional information added by the officer/fire
personnel will be transmitted for supervisor approval and to the Records
Management System for storage, reporting timely statistical information and public
record requests.
• The Police Department currently has one hundred seventy-five new mobile laptops
(FY 2007/08) that will use the vendor's Law Enforcement Mobile Unit software for
Field Base Reporting. Additional mobile laptops will need to be purchased to provide
mobile laptops to the remainder of the Patrol Division to enable the entire Division to
utilize the Field Base Reporting Module in Phase II.
• The Fire Department has new mobile laptops (FY 2007/08) which will integrate with
the vendor's Fire Mobile Unit Software.
• The Records Management System will be in compliance with Florida Uniform Crime
Reports.
• Interfaces include Permits Plus, Zoll Rescue Net Tablet, Telestaff, Eden and
Department of Family Services.
• Incorporate 29 reports into New World Systems standard field based reports.
• Automatic Vehicle Location (AVL) software that uses Global Positioning System
(GPS) satellites to track and monitor vehicle location status which will integrate with
the CAD module that will enhance the City's ability to expedite calls for service.
• A Disaster Recovery Solution that will be incorporated into the City's back-up site at
the City's Emergency Center.
The Base System will replace the existing Public Safety Department capabilities and will be
implemented and installed in two initial phases:
Phase I of implementation will include CAD, Mobile Messaging, AVL and a Disaster
Recovery solution.
Phase II will include the Records Management Systems (FRMS and RMS) and the
Field Based Reporting.
Implementation and installation timeline is estimated at 18 to 24 months.
The hardware component of this Public Safety Dispatch and Records System is being
procured outside of this contract via State of Florida and/or GSA contracts. Associated
hardware will be comprised of any servers and/or workstations required to successfully
implement the project. Equipment will be financed through the FY2007/2008 Proposed City
Equipment Loan in the amount of $454,056 to be repaid beginning in FY08/09 in the amount
of $90,812 per year for 5 years plus interest.
Maintenance on the Base System will be appropriated annually in the Information
Technology Maintenance Account (Budget Account 550.0640.00325) for each of the five (5)
years.
Descriation Of Cost Phase I Phase II Cost
A. Licensed Standard Software 350,000 250,000 600,000
B. Support Services (Implementation) 222,200 175,700 397,900
C. Other Costs (Data Conversion, Etc.) 114,319 113,319 227,638
D. Project Completion Payment 93,625 93,625
E. Third Parry Products & Services 104,925 104,925
Agreement Base System 791,444 632,644 1,424,088
F. Maintenance Services
Warranty Period N/C
Yr 1 Jan/2009 -Dec/2009 100,000
Yr 2 Jan/2010 -Dec/2010 120,000
Yr 3 Jan/2011 -Dec/2011 140,000
Yr 4 Jan/2012 -Dec/2012 160,000
Yr 5 Jan/2013 -Dec/2013 180,000
Agreement Base System & Maintenance $2,124,088
G. Hardware Costs 454,056 454,056
H. Contingency - 24,415 24,415
Total Base System Costs /Maintenance $2,602,559
Optional Base System Maintenance:
Yr 6 Jan/2014 -Dec/2014 200,000
Yr 7 Jan/2015 -Dec/2015 200,000
Additional Options, Modules and Related Maintenance
The City may purchase the optional software options and modules at guaranteed prices for
up to forty-eight (48) months from the date of execution of this Agreement. The optional
modules include the following:
-Activity Reporting and Scheduling
- Bicycle Registration
- Case Management
- Field Investigations
- Permits (development)
- Property Room Bar Coding
-Ticket Writing and Citations
-Additional 100 users /Mobile Software
- Data Analysis, Crime Mapping /Mgt Reporting
-Alarm Tracking and Billing
- Bookings
- Equipment Tracking
- Gang Tracking
- Pawn Shops
- Public Safety Line Ups/ Mug Shots
- Handheld Mobile Software
- GIS, Mobile In-car Mapping
The City may purchase any or all of the optional software modules at guaranteed prices for
up to forty-eight (48) months from the date of execution of this Agreement. The total cost to
purchase all optional software is $775,568 and the ongoing annual maintenance costs are
pro-rated based on the cost of the module(s) acquired. The maintenance costs range from
8.3% in Year 1 to 16.7% in Year 5. If all modules are purchased the related five year
maintenance is fixed at $330,000.
BACKGROUND
To ensure the Administration had the information to prepare an RFP with the current industry
standard technology, significant research was conducted. Representatives from the Police,
Fire and Information Technology Departments visited various public safety agencies,
including, North Miami Beach Police Department ;Indian River Sheriff's Department; Fort
Lauderdale Police Department; Coral Gables Police Department; and Osceola County
Sheriff's Department, to review system functionality and performance in full working
environments. In addition, numerous vendors provided presentations to the Police and Fire
users at the Police Department facility on their respective CAD/RMS/MCS/FRMS systems.
These vendors included Spillman Technologies, New World Systems Corporation, Open
Software Solutions, TriTech Software Systems, and Intergraph Corporation. Police and
Information Technology personnel attended two (2) out of state User Group conferences
(Spillman Technologies and SunGard HTE, Inc.) to obtain feedback from the users and for
informational purposes.
On December 6, 2006, the Mayor and City Commission adopted Resolution No. 19-06/07,
approving the Request for Proposals (RFP) for selecting a Contractor to provide the
aforementioned services. The City is seeking replacement systems that are in "place and
operating" to reflect today's industry standard technology. The systems are expected to
provide a turnkey solution for the design, implementation, training and 24/7 maintenance of
the CAD/RMS/FRMS/MCS systems.
On February 6, 2007, the City Manager via Letter to Commission (LTC) No. 045-007
appointed an Evaluation Committee consisting of the following individuals:
-Nelson Martinez, Systems Support Manager (Chair)
-Larry Bornstein, Lieutenant of Police
-Javier Ortero, Fire Department Division Chief
-Frank Kruszewski, Miami Beach Resident, Budget Advisory Committee
-Terry Jonas, Miami Beach Resident, Systems Analyst
On April 12, 2007, the Evaluation Committee met to review the proposals and listen to
presentations. The following criteria were used for selection:
1. Project Costs (25%)
2. System architecture and network integration (15%)
3. System functionality (30%)
4. Maintenance and Support (20%)
5. Financial strength and references (10%)
On April 24, 2007, the Committee ranked the three (3) proposers as follows:
1. New World Systems
2. Open Software Solutions (OSSI)
3. MobileTec
All five Committee members ranked New World Systems as number one.
CONCLUSION
To provide the necessary public safety needs, the Administration recommends that the
Mayor and City Commission of the City of Miami Beach, Florida, hereby approve and
authorize the Mayor and City Clerk to execute an agreement between the City and New
World Systems Corporation, as the top ranked proposer pursuant to RFP No. 19-06/07, to
provide, install and support integrated Public Safety Dispatch and Records System ("the
Base System") which includes Computer Aided Dispatch System, Police Records
Management System, Fire Records Management System, and Mobile Computing solution
including Real-Time Messaging and Field Based Reporting, in a negotiated amount of
$2,124,088, which includes the Base Systems and a Five (5) Year Maintenance Agreement;
providing an option for two (2) additional years of maintenance for the base system;
providing an option to acquire seventeen (17) additional software modules or options and
five years (5) of related maintenance; and further appropriating $550,000 for the base
system and contingency from the Information and Communications Technology Fund, and
$454,056 for base system hardware from the proposed FY 2007/08 City Equipment Loan.
T:\AGENDA\2008\January 16\Regular\011008 FINAL CADRMS Memo Contract New Wor.doc