99-23102 RESO
RESOLUTION NO. 99-23102
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO
ISSUE REQUEST FOR PROPOSALS (RFP) NO. 44-98/99, FOR A MOBILE
COMPUTING SOLUTION FOR THE MIAMI BEACH POLICE
DEPARTMENT,
WHEREAS, it is the intent of the City to utilize the Request for Proposals (RFP) process
to select a vendor for a Mobile Computing Solution for the Miami Beach Police Department; and
WHEREAS, the Administration has drafted RFP No. 44-98/99 for the required equipment
and set a tentative date of April 26, 1999, as the deadline for receipt of submittals; and
WHEREAS, accordingly, the Administration would request that the Mayor and City
Commission authorize the issuance of this RFP expeditiously,
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission herein authorize the Administration to issue RFP No. 44-98/99, for a Mobile
Computing Solution for the Miami Beach Police Department.
PASSED and ADOPTED this 17thday of March, 1999.
JZ~~ fu~
CITY CLERK
~J
MAYOR
APPROVED AS TO
FORM & lANGUAGE
& FOR EXECUTION
1Ji~ ~
~ITY OF MIAMI BEACH
~ITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
Ittp:\\ci.miami-beach. fl. us
COMMISSION MEMORANDUM NO. ~ CJ
TO:
Mayor Neisen 0, Kasdin and
Members of the City mmission
DATE: March 17, 1999
FROM:
Sergio Rodriguez
City Manager
,
SUBJECT: A Resoluti of the Mayor and Commission of the City of Miami Beach,
Florida, Authorizing the Administration to Issue Request for Proposals (RFP)
No. 44-98/99, for a Mobile Computing Solution for the Miami Beach Police
Department.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
The Police Department will provide funding from the CopsMore Grant.
BACKGROUND
Police officers currently write all offense and incident reports by hand, These reports must be carried
to Headquarters for filing and follow-up. In addition, officers currently must call into Headquarters
via radio and wait while technician requests information (e.g., wanted persons, stolen property,
driver licenses). The officer has no direct link to either the Florida or National crime information
systems. As a result of this paper-based process, the following problems occur:
*
Possible impact on officer and public safety due to time-delays in receiving wanted
information;
Delay in getting crime-data entered into the records system at Headquarters;
Redundant data-entry (waste of personnel resources); and
Officer time spent off-the-street doing report-related functions.
*
*
*
AGENDA ITEM
c1K
3-11-'79
DATE
RFP No. 44-98/99
Page Two
March 17, 1999
ANAL YSIS:
A recent study from the National Institute of Justice has shown that street-level Police officers can
save 35% of the report-writing time by utilizing mobile-computing technology. The time-savings
translates into more time for the officer to patrol the streets. Other benefits of mobile-computing
include:
*
*
*
*
*
*
*
Better/faster response from Florida and National databases;
Improved communications from car-to-car, without tying up the dispatch radio network~
Ability to "silent dispatcH' ~
Improved legibility of reports;
Less time spent by Supervisors and Records Unit in following-up and correcting errors;
Dramatic reduction in the amount of data-entry (Records personnel)j
Up-to-the-minute crime-information available to Police personnel; and
Real-time crime information available for tactical deployment purposes.
*
CONCLUSION:
The "CopsMore" Grant will allow the City Police Department to purchase and mount 35-50 mobile-
computer (laptops) in patrol cars, The attached Request for Proposals (RFP) should be issued to
allow the City to select a qualified vendor for this project.
SR:.RP:~:tje 'l'I"
~
Attachment
CITY OF MIAMI BEACH
RFP NO. 44-98/99
REQUEST FOR PROPOSALS FOR
Mobile Computing Solution for the Miami Beach Police Department
A PRE-PROPOSAL CONFERENCE IS SCHEDULED FOR 10:00 A.M. ON
APRIL 6, 1999, IN THE FIRST FLOOR CONFERENCE ROOM AT
MIAMI BEACH CITY HALL
PROPOSALS ARE DUE AT THE ADDRESS SHOWN BELOW
NO LATER THAN APRIL 26,1999, AT 3:00 P.M.
CITY OF MIAMI BEACH
PROCUREMENT DIVISION
1700 CONVENTION CENTER DRIVE, TmRD FLOOR
MIAMI BEACH, FL 33139
PHONE: (305) 673-7490
FAX: (305) 673-7851
RFP NO,: 44-98/99
DATE: 3/18/99
CITY OF MIAMI BEACH
1
CITY OF MIAMI BEACH
RFP NO. 44-98/99
Sealed proposals will be received by the City of Miami Beach Procurement Director, 1700 Convention Center Drive,
Miami Beach, Florida, 33139, until 3:00 P.M. on the 26th day of April, 1999 for:
MOBILE COMPUTING SOLUTION FOR THE MIAMI BEACH POLICE DEPARTMENT
At time, date, and place above, proposals will be publicly opened. Any proposal received after time and date specified
will be returned to the proposer unopened.
Proposal documents may be obtained upon request from the Procurement Division, telephone number (305) 673-7490,
Bid Clerk.
Proposal must be accompanied by a proposal guaranty, payable to the City of Miami Beach, in the form of a certified
check, cashier's check, or proposal bond in the amount of$I,OOO.
You are hereby advised that this RFP is subject to the "Cone of Silence, " in accordance with Ordinance 99-3164. From
the time of advertising until the City Manager issues his recommendation, there is a prohibition on communication with
the City's professional staff. The ordinance does not apply to oral communications at pre-bid conferences, oral
presentations before evaluation committees, contract discussions during any duly noticed public meeting, public
presentations made to the City Commission during any duly noticed public meeting, contract negotiations with the staff
following the award of an RFP, RFQ, RFLI, or bid by the City Commission, or communications in writing at any time
with any city employee, official, or member of the City Commission unless specifically prohibited. A copy of all written
communications must be filed with the City Clerk. Violation of these provisions by any particular bidder or proposer
shall render any RFP award, RFQ award, RFLI award, or bid award to said bidder or proposer void, and said bidder or
proposer shall not be considered for any RFP, RFQ, RFLI or bid for a contract for the provision of goods or services
for a period of one year.
The City of Miami Beach reserves the right to accept any proposal or bid deemed to be in the best interest of the City
of Miami Beach, or waive any informality in any proposal or bid. The City of Miami Beach may reject any and all
proposals or bids.
CITY OF MIAMI BEACH
Michael A. Rath, CPPB
Procurement Director
RFP NO,; 44-98/99
DATE: 3/18/99
CITY OF MIAMI BEACH
2
TABLE OF CONTENTS
Page
I. OVERVIEW AND PROPOSAL PROCEDURES 4
II. SCOPE OF SERVICES 13
III. PROPOSAL FORMAT 35
IV. EV ALUATION/SELECTION PROCESS; CRITERIA FOR EV ALUA TION 36
V. GENERAL PROVISIONS 38
VI. SPECIAL TERMS AND CONDITIONS 40
VII. ATTACHMENTS 41
VIII. PROPOSAL DOCUMENTS TO BE COMPLETED AND RETURNED 42
TO CITY
RFP NO.: 44-98/99
DATE: 3/18/99
CITY OF MIAMI BEACH
3
SECTION I - OVERVIEW AND PROPOSAL PROCEDURES:
A. INTRODUCTIONIBACKGROUND
The City of Miami Beach, hereinafter referred to as "the City",'is soliciting proposals from
qualified firms in response to this Request For Proposals (RFP) to provide, install, and
support an integrated solution for mobile data communications utilizing state-of-the-art
Cellular Digital Packet Data (CDPD) for access to Federal (NCIC/NLETS), State (FCIC),
County and Police Department database information, real time Messaging, wireless report
generation, with the potential for Automatic Vehicle Location (A VL). The City is soliciting
responses to this request from qualified vendors.
While the City prefers to purchase the components of this RFP, hardware, system software
(message switch and mobile client), integration, training, documentation, and any other
support services through a single vendor, this is not an absolute requirement. Whether these
requirements are met directly by a single vendor, or are provided by an integration involving
various vendors is a decision that will be determined by the responses to the RFP.
Regardless, the ultimate goal is to document the Police Department's mobile computing
technology needs, seek alternatives, and implement the best solutions.
This Request for Proposal (RFP) requires:
· A turnkey system.
· High reliability.
· Future product usability and upgrade ability.
· Operator/user friendliness.
· Hardware configuration, including expansion capabilities.
Maintainability.
· Long-term useful life.
· Timely implementation.
· Expectation that proposed schedule can be met.
· The capability of the proposed system to meet further growth requirements
and software enhancements without replacement of hardware components.
· Local support and project management services.
· Expectation that selected vendor(s) will be capable of providing local support
representatives within agreed upon time frames.
The selected contractor/contractors must have demonstrated successful performance on
installations of a nature similar to that requested by this RFP.
This RFP is intended to be functional in nature to allow Proposers to make the best use of
any of their already developed systems and to be creative in their approach to meeting the
RFP NO,: 44-98/99
DATE: 3/18/99
CITY OF MIAMI BEACH
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RFP requirements. Various companies may wish to combine their talents in responding to
the RFP. However, in these instances, a prime Proposer must be designated that will be
accountable for the entire turnkey system proposal and any contract that may result.
OVERVIEW OF THE CITY OF MIAMI BEACH
Miami Beach Police Department
COMMUNICA TIONS CENTER
The Miami Beach Police Department operates the Public Safety Communications Unit (911
Center). PSCU is a combined Police and Fire/Rescue Dispatching center located in the
Police Department, 4th floor, 1100 Washington Ave.
The PSCU operates 24 hours a day, seven days a week. 58 employees are assigned to the
PSCU which is comprised of seven functional sections;
(1) Complaint Positions (Call taking serving both Police and Fire/Rescue) which is
where the E911, and non-emergency lines are answered,
(2) Message Center, which performs all of the NCIC/FCIC and Miami-Dade ClIS data
entry operations and processes NLETS message communications,
(3) Records Channel, which processes field radio requests for FCIC/NCIC and Miami-
Dade ClIS queries,
(4) Police Dispatch,
(5) Fire and Rescue Dispatch,
(6) Shift Supervisors, two shift supervisors are assigned to each shift and operate the
supervisors station.
(7) Training, responsible for conducting and coordinating entry level and in-service
training within the PSCU.
PUBLIC SAFETY ANSWERING POINT (COMPLAINT POSITIONS)
Communications Operators perform call taking functions for both Police and Fire/Rescue.
Information is entered into the CAD system for routing to the appropriate dispatcher.
There are currently ten (10) Call Taking positions. These operators are separate from the
dispatching function. The City anticipates expanding this to 12 positions in the future.
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DATE: 3/18/99
CITY OF MIAMI BEACH
5
OTHER COMPLAINT RECEPTION POINTS:
The Patrol Division operates a 7 day/24 hour complaint desk, separate from and outside of
the PSCU but within the main police facility, for the purpose of handling walk-in complaints.
This operation is also responsible for taking those incident reports that can be handled over
the telephone. This operation functions as a report control center where officers can turn in
their incident and related reports and where reports are frequently reviewed by field
supervisors.
The Patrol Division also maintains a remote sub-station which can process walk-in
complaints from that area of the City primarily during normal business hours only.
POLICE DISPATCH:
There are 2 physical police dispatch consoles, one of which is the primary dispatcher, active
24 hours a day. The second dispatch console is used on a temporary basis or when a decision
is made to split the City into two dispatch zones.
(There are also 2 FireIRescue dispatch positions but for the purpose of this RFP the Fire
Department will not be utilizing the mobile system at this time).
EXISTING CAD SYSTEM ACTIVITY:
Approximately 520 E-911 calls and 1,000 non-emergency calls per day are received by
PSCU. The CAD system handles 170,000 police/fire incidents annually (this includes all
CAD tracked incidents and car stops).
NEW CAD AND RECORDS MANAGEMENT SYSTEMS:
The City is in the process of replacing it's existing CAD and Records Management systems
with new systems. Installation is currently underway. The new CAD and RMS is the Lucent
Palladium software with Motorola acting as the prime Vendor.
POLICE STAFFING AND FACILITIES:
The Police Department has four facilities: the main police station, the North substation, the
Marine Patrol bldg, and the Strategic Investigations Unit.
The Department has 401 sworn and 169 non-sworn employees.
The Patrol Division has a maximum of 65 and a minimum of 25 Patrol officers in-service
and available for calls at one time. During special events that number can increase to 100.
RFP NO.: 44-98/99
DATE: 3/18/99
CITY OF MIAMI BEACH
6
Specialized units (Detectives, SIU, Support, etc.) would have a maximum of 60 officers
working at one time, in addition to the uniform patrol officers.
Considering all police units, shift overlaps and special events there could be situations when
approximately 150 police related units are in-service at one time.
RECORDS UNIT:
The Records Unit processes and stores all traffic accident and crime/incident reports
produced by members of the Department. Offense reports and field interrogations (FI's) are
entered by the 8 data entry personnel assigned to this unit. Five other clerical personnel are
assigned to the Records Unit. They research and copy reports and handle general requests
from the public and Departmental personnel for information, reports etc.
REpORTS WRITTEN ANNUALLY:
Incidents
Accidents
Supplements
Arrests
F.I.'s
Citations
35,000
6,500
25,000
16,000
7,000
35,000
OTHER DOCUMENTS STORED ANNUALLY
Property receipts, tow slips, miscellaneous other forms/papers etc: 30,000
ANNUAL POLICE CALLS FOR SERVICE: 170,000
CURRENT STORAGE (for existing CAD/RMS, not Lucent Palladium being installed):
Total Disk space used currently for present CAD/RMS: 5 Gig.
Names on file:
Vehicles on file:
Property items on file:
300,000
100,000
300,000
Currently, one year of CAD data is stored on-line: 190,000 incidents.
EXISTING CITY AND POLICE CAD/RMS COMPUTER NETWORKS
The City currently has a Novell (NetWare 4.1) network with 9 servers and over 500 work
stations city wide. The City is using the following software and desires interfaces with same
where possible. WordPerfect, Quattro Pro, Lotus CC: Mail, Lotus Organizer, Freelance
Graphics, and Page Maker. The City is well into a migration to Microsoft Office 97.
RFP NO,: 44-98/99
DATE: 3/18/99
CITY OF MIAMI BEACH
7
Most sites are connected via a 10 Megabit Wide Area Network (WAN).
The Police Department has over 100 personal computers, many of these are connected to the
city wide Novell network.
The Police Department's new Lucent Palladium Computer Aided Dispatch and Records
Management systems being installed utilize a separate NT 4.0 client/server network with 42
client personal computers (separate from the Police Department personal computers
connected through the City Novell network) and 8 servers. These servers consist of:
Primary domain controller.
Backup domain controller.
Primary CAD server.
Backup CAD server.
Primary Records Management server.
Backup Records Management server.
RAL!.
Message switch (running SCA message switch software).
Installation of this replacement Lucent Palladium system is currently underway. At the time
of issuance of this RFP CAD is tentatively scheduled to go live the end of April 1999,
Records is scheduled to go live the end of June 1999 and the Message Switch is scheduled
for installation in May 1999.
B. RFP TIMETABLE
The anticipated schedule for this RFP and contract approval is as follows:
RFP issued
March 18, 1999
Pre-Proposal Conference
April 6, 1999
Deadline for receipt of questions
April 8, 1999
Deadline for receipt of proposals
April 26, 1999 @ 3:00 P.M.
Evaluation/selection process
April 29, 1999 - May 10, 1999
Projected award date
May 26, 1999
Projected contract start date
June 1, 1999
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DATE: 3/18/99
CITY OF MIAMI BEACH
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C. PROPOSAL SUBMISSION
An original and 5 copies of complete proposal must be received by April 26, 1999 at 3:00
P.M. and will be opened on that day at that time. The original and all copies must be
submitted to the Procurement Division in a sealed envelope or container stating on the
outside the proposer's name, address, telephone number, RFP number and title, and proposal
due date.
The responsibility for submitting a response to this RFP to the Procurement Division on or
before the stated time and date will be solely and strictly that of the proposer. The City will
in no way be responsible for delays caused by the U.S. Post Office or caused by any other
entity or by any occurrence. Proposals received after the proposal due date and time will not
be accepted and will not be considered.
D. PRE-PROPOSAL CONFERENCE
A pre-proposal conference is scheduled for the date stated in Section 1- B, in the First Floor
Conference Room at Miami Beach City Hall. ATTENDANCE IS OPTIONAL. At this
conference proposers will be given an overview of the project and the City's expectations
and will have an opportunity to ask questions about the project.
E. CONTACT PERSON/ADDITIONAL INFORMATION/ADDENDA
The contact person for this RFP is the Procurement Director. Proposers are advised that
from the date of release of this RFP until award of the contract, no contact with City
personnel related to this RFP is permitted, except as authorized by the contact person. Any
such unauthorized contact may result in the disqualification of the proposer's submittal.
Requests for additional information or clarifications must be made in writing to the
Procurement Director no later than the date specified in the RFP timetable. Facsimiles will
be accepted at (305) 673-7851.
The City will issue replies to inquiries and any other corrections or amendments it deems
necessary in written addenda issued prior to the deadline for responding to the RFP.
Proposers should not rely on representations, statements, or explanations other than those
made in this RFP or in any addendum to this RFP. Proposers are required to acknowledge
the number of addenda received as part of their proposals.
The proposer should verify with the Procurement Division prior to submitting a
proposal that all addenda have been received.
F. PROPOSAL GUARANTY
All proposals must be accompanied by a proposal guaranty, payable to the City of Miami
Beach, in the form of a certified check, cashier's check, or proposal bond in the amount of
RFP NO,: 44-98/99
DA TE: 3/18/99
CITY OF MIAMI BEACH
9
$1,000. Failure by a proposer to honor its proposal or to submit any required insurance or
performance bond, within the time stated, shall cause the proposal guaranty submitted with
the proposal to be forfeited.
Any proposal which is not accompanied by the required proposal guaranty shall be
considered non-responsive and ineligible for award.
G, MODI FICA TION/WITHDRA W ALS OF PROPOSALS
A proposer may submit a modified proposal to replace all or any portion of a previously
submitted proposal up until the proposal due date and time. Modifications received after the
proposal due date and time will not be considered.
Proposals shall be irrevocable until contract award unless the proposal is withdrawn in
writing prior to the proposal due date or upon expiration of one-hundred twenty calendar
days after the opening of proposals without a contract award. Letters of withdrawal received
after the proposal due date and before said expiration date, and letters of withdrawal received
after contract award will not be considered.
H. RFP POSTPONEMENT/CANCELLA TION/REJECTION
The City may, at its sole and absolute discretion, reject any and all, or parts of any and all,
proposals; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or waive
any irregularities in this RFP or in any proposals received as a result of this RFP.
I. COST INCURRED BY PROPOSERS
All expenses involved with the preparation and submission of proposals to the City, or any
work performed in connection therewith, shall be borne by the proposer( s) and not be
reimbursed by the City.
J. VENDOR APPLICATION
Prospective proposers should register with the City of Miami Beach Procurement Division;
this will facilitate their receipt of future notices of solicitations when they are issued. All
proposer(s) must register prior to award; failure to register will result in the rejection of the
proposal. Potential proposers may contact the Procurement Division at (305) 673-7490 to
request an application.
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DATE: 3/18/99
CITY OF MIAMI BEACH
10
Registration requires that a business entity complete a vendor application and submit an
annual administrative fee of$20.00. The following documents are required:
1 , Vendor registration form
2. Commodity code listing
3. Articles of Incorporation - Copy of Certification page
4. Copy of Business or Occupational License
It is the responsibility of the proposer to inform the City concerning any changes. including
new address, telephone number, services, or commodities.
K, EXCEPTIONS TO RFP
Proposers must clearly indicate any exceptions they wish to take to any of the terms in this
RFP, and outline what alternative is being offered. The City, after completing evaluations,
may accept or reject the exceptions. In cases in which exceptions are rejected, the City may
require the proposer to furnish the services or goods described herein, or negotiate an
acceptable alternative. If a proposer fails to indicate an exception to any term or item the
proposer shall be considered to have accepted and agreed to that term or item.
L. SUNSHINE LAW
Proposers are hereby notified that all information submitted as part of a response to this RFP
will be available for public inspection after opening of proposals, in compliance with Chapter
286, Florida Statutes, known as the "Government in the Sunshine Law".
M. NEGOTIATIONS
The City may award a contract on the basis of initial offers received, without discussion, or
may require proposers to give oral presentations based on their proposals. The City reserves
the right to enter into negotiations with the selected proposer, and if the City and the selected
proposer cannot negotiate a mutually acceptable contract, the City may terminate the
negotiations and begin negotiations with the next selected proposer. This process will
continue until a contract has been executed or all proposals have been rejected. No proposer .
shall have any rights in the subject project or property or against the City arising from such
negotiations.
N. PROTEST PROCEDURE
Proposers that are not selected may protest any recommendations for contract award by
sending a formal protest letter to the Procurement Director, which letter must be received no
later than 5 calendar days after contract award by the City Commission. The Procurement
Director will notify the protester of the cost and time necessary for a written reply, and all
costs accruing to an award challenge shall be assumed by the protester. Any protests
received after 5 calendar days from contract award by the City Commission will not be
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DATE: 3/18/99
CITY OF MIAMI BEACH
11
considered, and the basis or bases for said protest shall be deemed to have been waived by
the protester.
0, RULES; REGULATIONS; LICENSING REQUIREMENTS
Proposers are expected to be familiar with and comply with all Federal, State and local laws.
ordinances, codes, and regulations that may in any way affect the services offered. including
the Americans with Disabilities Act, Title VII of the Civil Rights Act, the EEOC Uniform
Guidelines, and all EEO regulations and guidelines. Ignorance on the part of the proposer
will in no way relieve it from responsibility for compliance.
P. DEFAULT
Failure or refusal of a proposer to execute a contract upon award by the City Commission,
or untimely withdrawal of a proposal before such award is made, may result in forfeiture of
that portion of any proposal surety required equal to liquidated damages incurred by the City
thereby, or where surety is not required, such failure may be grounds for removing the
proposer from the City's vendor list.
Q. CONFLICT OF INTEREST
The award of this RFP is subject to provisions of State Statutes and City ordinances. All
proposers must disclose with their proposal the name(s) of any officer, director, agent, or
immediate family member (spouse, parent, sibling, child) who is also an employee of the
City of Miami Beach. Further, all proposers must disclose the name of any City employee
who owns, either directly or indirectly, an interest of ten (10%) percent or more in the
proposer or any of its affiliates.
R. PROPOSER'S RESPONSIBILITY
Before submitting proposal, each proposer shall make all investigations and examinations
necessary to ascertain all conditions and requirements affecting the full performance of the
contract. No pleas of ignorance of such conditions and requirements resulting from failure
to make such investigations and examinations will relieve the successful proposer from any
obligation to comply with every detail and with all provisions and requirements of the
contract documents, or will be accepted as a basis for any claim whatsoever for any monetary
consideration on the part of the proposer.
S. RELATION OF CITY
It is the intent of the parties hereto that the successful proposer shall be legally considered
to be an independent contractor and that neither the proposer nor the proposer's employees
and agents shall, under any circumstances, be considered employees or agents of the City.
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SECTION II - SCOPE OF SERVICES
The City is interested in acquiring a solution for mobile data communications for its Police
Department utilizing Cellular Digital Packet Data (CDPD) for real-time messaging and data
communications among fixed and mobile users from a single vendor.
1 GENERAL SYSTEM FUNCTIONS
1.0 Proposed system shall provide all necessary hardware, software (and client licenses) to meet
the following requirements:
1.01 Provide real time messaging between any/all mobile users or any other user on the City's
Novell or Police Department's NT 4.0 CADIRMS networks. This capability should include
the ability to send a real time message to a single user, all users or to a user defined group
of users. The new Palladium CAD/RMS systems include a real-time messaging capability
which the mobile system should interface with to send and receive real-time messages
between CAD/RMS users and mobile users. Vendor should describe in detail how their
proposed system meets these requirements.
1.01.1 When a real-time message is sent to a user and that user is either not on-line or out of the
CDPD system coverage area the sender should be notified that the target user(s) is
unavailable.
1.02 Provide Email capabilities including a working interface with the existing City wide Email
system (cc:Mail) and the CAD/RMS NT network. Email capabilities should include the
ability to attach a binary file to any email message. Vendor should describe in detail how
the system will interface with the City's existing Email system. The system, as proposed and
priced, should include this capability.
1.02.1 The mobile users Email system should easily be able to interface and work with other
prevalent Email systems that the City may migrate to in the future (such as Microsoft
Exchange server).
1.02.2 Email sent to a particular user should not be lost or not allowed to be sent because the
recipient is not signed on or out of range when the email is sent. The system should retain
the users email until such time as the user signs on or comes back into the CDPD system
coverage area.
1.02.3 Authorized administrative personnel should be able to set how often a mobile unit queries
the system for incoming Email.
1.03 The ability to utilize user supplied Windows W A V, or other standard audio file formats, for
any audible alert or alarm that the system provides.
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CITY OF MIAMI BEACH
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1.04 The ability for the user to adjust, or totally mute, the volume of all audio alerts, alarms or
other sounds.
1.05 An audible and visual "out of range" indication that the mobile unit is either outside of the
CDPD coverage area or unable to establish communications with the CDPD system.
1.06 The ability for the user to immediately "black out" (and restore.) the screen display in order
to provide officer safety under certain situations.
1.07 Preset selectable screen brightness/contrast/color combinations that provide optimal screen
display characteristics depending on the ambient light conditions (daytime, dusk/dawn,
night).
1.08 An ofticer in distress "hot button".
1.09 In-vehicle mapping. The proposed system should include in-vehicle mapping capabilities
that provides the following features:
1.09.1 The map provided for mobile users should encompass, at the very least, the entire Miami-
Dade county area. This is required as officers frequently travel outside the municipal
boundaries of the City of Miami Beach.
1.09.2 Mobile users should have the ability to enter an address and have that address displayed on
the map.
1.09.3 Upon receipt of dispatched call data on the mobile unit the user should be able to execute
a function that displays the call location on a map without requiring the user to manually
enter the address.
1.09.4 A mobile user should be able to display a map indicating the location of all active calls for
service within a predefined or user drawn geographic area.
1.09.5 The mobile unit mapping capabilities should include the ability for a mobile user to display
various map layerslboundaries such as patrol zones, reporting districts, zip code areas,
special enforcement districts, etc. Describe if such map layer files must reside on each
mobile unit or if they can be downloaded from the system upon demand.
1.09.6 The mobile unit mapping capabilities should include the ability for a mobile user to display
various map "point files" such as school locations, hospitals, hurricane shelters, etc.
Describe if such map layer files must reside on each mobile unit or if they can be
downloaded from the system upon demand.
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CITY OF MIAMI BEACH
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1.09.7 The mobile unit mapping capabilities should include the ability for a mobile user to display
other features on the map such as evacuation routes, parade routes, etc. Describe if such map
layer files must reside on each mobile unit or if they can be doWnloaded from the system
upon demand.
1.09.8 For the features described in 1.09.5. 1.09.6 and 1.09.7 specify what software is necessary
for the City to create these files and if it is included in the proposed system.
1.09.9 For the features described in 1.09.5, 1.09.6 and 1.09.7 can the City utilize such map related
files that have already been created for the Palladium mapping module? If, so describe the
conversion procedures (if any) that would be required.
1.09.10 The system should provide the capability to update or modify the maps displayed on a
mobile unit as a result of new streets or other such features. Vendor shall describe. in detail,
the capabilities and procedures necessary for City personnel to modify these maps including
the software necessary to accomplish this and if such map maintenance software is included.
1.09.11 Users should have the ability to zoom in/out.
1.09.12 Vendor shall describe, in detail, the format of the maps and map related files used (i.e.
ArcView, Map Info, TIGER, etc.).
1.09.13 The Palladium CADIRMS systems provide mapping capabilities. The City desires that the
maps and mapping features of the mobile system and those of the Palladium CADIRMS be
integrated as much as possible to reduce having to deal with separate map maintenance and
map/map layer formats. Vendor should familiarize themselves with the details of the
Palladium mapping module and describe if and how this application and it's files can be
used by the mobile system mapping functions.
1.10 Spell check and text editing/formatting capabilities should be available throughout all
portions of the mobile applications.
1.11 The mobile units should utilize the Microsoft Windows operating system and allow the City
to install other Windows based applications in the future (such as Office 97).
1.12 The mobile applications should make extensive use of standard Windows features such as
sizeable/movable windows, drop-down menus, list boxes, etc.
1.13 Mobile unit software should make extensive use of programmable function keys which are
user defined. Available function keys should vary depending on the current activity being
performed. Vendor shouldfully describe how function keys are implemented to what extent
they can be modified by the user.
1.14 Provide for the ability to download and display graphic files including the following:
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1.14.1 Mug shots attached to a master name or arrest record in the Palladium RMS.
1.14.2 Any graphic file attached to a master address record in the Palladium RMS or CAD systems
including graphics that are part of the several premise information files contained in the
CAD system.
1.14.3 Any fingerprint or other graphics transmitted by the FCIC2 or NCIC2000 systems in the
future.
1.14.4 Any of several standard graphic file formats (bmp, gif, pcx,jpg) which may be sent as an
email attachment.
1.15 The system should provide the capability to print any screen or report/form on a printer
attached to the laptop that the City may provide in the future.
1.16 The system should provide for the ability of a mobile user to print any screen or report/form
to any network printer (either on the City's Novel network or on the Police Department's
Lucent Palladium NT 4.0 CAD/RMS network) located at the police station or substation.
Describe the proposed system's capability (and any restrictions) for a mobile user to utilize
a remote printer.
1.17 The system should allow an officer to run a City supplied application (such as Microsoft
Office, etc) on a mobile laptop without having to exit the vendor's application first.
1.18 Can the functionality provided by any of the proposed mobile applications be used to send
data created by City provided applications installed on a mobile laptop to the message
switch ? For example, can a mobile unit utilize a City created Microsoft Access application
to generate data and send it to the message switch for use by other City provided
applications? Please describe the availability and restrictions of such a capability and any
API's available for such purposes.
1.19 The system should be designed so as to prevent the loss of important information on the
mobile unit should a momentary loss of power to the mobile unit occur, such as accidentally
hitting the power off switch. Describe this capability and what specific information is
retained.
1.20 Proposed system should provide the capability for a system administrator to dial into the
system, or utilize a wireless connection from a laptop, from a remote location and perform
administrative or technical support operations. Vendor shall describe the capabilities
included for such remote administration included those support/administrative functions
which can not be accomplished from a remote location.
1.21 The proposed system must be connected to both the City wide Novell network and the
Police Department's NT 4.0 LAN on which the new CAD/RMS systems will be based.
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1.22 Provide ad-hoc report creation capability utilizing any data element/records maintained by
the system.
1.23 System should provide comprehensive, context sensitive, help capabilities. Such context
sensitive help should include both general function and field level specific help throughout.
Capabilities for both application supplied and user supplied help information should be part
of the system capabilities. Proposal should include a complete description of the help
capabilities of the system.
2 MESSAGE SWITCH
2.0 I The proposed system should utilize a message switch to control the data transfers between
the mobile units, between the mobile units and the CAD/RMS system/user workstations,
between mobile users and workstations on the City Novel network and for an interface to
the Miami-Dade Criminal Justice Information System, FCIC and NCIC. Store incoming and
outgoing message logs and archives. The message switch should also control data transfers
between the CDPD provider's system.
2.02 The message switch should be based upon open industry standard hardware and software
and be compatible with the City's current Novell and Police NT 4.0 network environments.
2.03 Support multiple networks and protocols concurrently (CDPD, RAM Mobile, TCP/IP, etc.).
2.04 The ability to connect to back-end systems such as IBM mainframes, As/400's, HP 3000,
etc. in terminal emulation modes.
2.05 Support multiple access points such as token ring, Ethernet and SDLC connections.
2.06 It must have administrative/security facilities to allow the addition/deletion of users and
access control, provide comprehensive audit trails, retrieve message logs and produce
statistical reports.
2.07 The message switch should utilize industry standard encryption such as DES.
2.08 The system should provide a means of optimizing throughput such as message interleaving
which should be described in detail by the vendor. Compression should also be used.
2.09 The system should provide sufficient on-line storage to enable the retention of at least 13
months of messages (actual user to user messages) and external system (County,
FCIC/NCIC) transaction logs.
2.09.1 Provide for the archiving of these messages and transaction logs based on a user selectable
date range.
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2.10 Support multiple agencies and departments for message segmentation and other such
features.
2.11 The proposed system and message switch shall be configured with the necessary hardware
and software, including necessary client and server licenses, to support a data
communications system able to handle one hundred fifty (150) concurrent mobile laptop
application users. This number of mobile laptop application users is in addition to
concurrent access to the system and message switch from CAD, RMS, and other network
users.
2.12 The proposed Message Switch should utilize an industry standard DBMS. Vendor must
describe the format utilized for data storage.
2.12.1 Users should be able to utilize a third-party report writer/query tool (such as Access, Crystal
Reports, etc.) in order to develop ad-hoc reports and queries on any and all data element(s)
maintained by the system. This is an important capability for the City and the vendor should
describe what third-party software can be utilized for this capability.
2.13 Vendor shall describe, in detail, how their proposed message switch will interact with the
existing Lucent (SCA) message switch both physically and with the services provided by
the Lucent message switch.
2.13.1 Vendor will be required to work closely with the City's primary vendor of the Palladium
CAD and Records Management systems to insure that the proposed mobile computing
system does not adversely impact the existing system or any of it's associated subsystems.
2.13.2 If vendor proposes to utilize the existing Lucent Palladium message switch (instead of
providing a separate message switch) the following (2.13.3, 2.13.4) will apply:
2.13.3 Vendor shall provide in their system proposal and pricing any and all additional hardware,
software, client and server licenses necessary for the utilization of the Lucent message
switch to meet the requirements of this RFP without adversely affecting the existing use or
performance of the Lucent message switch or Palladium CAD and Records Management
systems. This includes any and all of the associated subsystems and networks existing prior
to it's utilization by the mobile computing vendor.
2.13.4 Vendor will be required to obtain from the City's primary vendor of the Lucent message
switch (Motorola) written acknowledgment, acceptable to the City, that the proposed use
of the Lucent message switch by the mobile computing vendor will not nullify or diminish
the primary vendor's (Motorola) responsibilities to the City for the functioning or
performance of the Palladium CAD and Records management systems or any of it's
associated subsystems as required under Motorola's existing agreement with the City.
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3 INTERF ACE WITH THE RECORDS MANAGEMENT SYSTEM
3.01 The proposed mobile computing system must provide a seamless interface to the existing
Palladium Records Management system and related modules without modifications to the
RMS except as noted elsewhere. Vendor shall describe in detail how the proposed system
interacts with the RMS system. The mobile system should provide the following
capabi Ii ties/characteristics:
3.02 Provide name inquiry into the RMS master name file. Associated records (including
narratives) for any arrests, incident reports, field interrogations, accidents, citations, etc.
should be returned to the user.
3.03 Provide address inquiry into the RMS master address file. Associated records (including
narratives) for any arrests, incident reports, field interrogations, accidents, citations, etc.
should be returned to the user.
3.04 Provide vehicle inquiry (based on tag # or VIN # or vehicle description) into the RMS
master vehicle file. Associated records (including narratives) for any arrests, incident
reports, field interrogations, accidents, citations, etc. should be returned to the user.
3.05 Provide case number inquiry into the RMS. Associated records (including narratives) for
any arrests, incident reports, field interrogations, accidents, citations, etc. should be returned
to the user.
3.06 At the time a user performs a name or vehicle Palladium RMS inquiry the mobile system
should provide the user with the option to also generate an automatic inquiry into the FCIC,
NCIC and/or Miami-Dade cns systems without having to reenter the name or vehicle
information.
Field Reporting Capabilities
3.07 Proposed system should provide the capability for officers to create various reports and
forms and transmit these items over the CDPD system to the Palladium RMS for inclusion
into it's databases.
3.08 The system should provide for the alternative transfer of reports/forms created on a laptop
computer to a floppy disk in cases where the CDPD system is unavailable or the laptop is
not equipped with a wireless modem. The user should then be able to transfer the
reports/forms to the RMS system using a PC at the police station or substation.
Reports/forms transferred by this method should be processed in the same manner as
reports/forms transmitted using the CDPD system. This capability must be included in the
proposed system. The vendor shall describe, in detail, how this feature is accomplished and
at which PC's this transfer can be accomplished at.
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3.09 The field reporting capability should include the extensive use oflist boxes, code tables, etc.
to save time in creating such reports/forms. Vendor shall describe such capabilities in detail.
3.10 The system should make extensive use of error checking and validation procedures to
reduce errors.
3.11 Spell checking capabilities should be provide for all free form text, comment fields and
narratives.
3.12 Word wrap formatting capabilities should be included for all free form text, comment fields
and narratives.
3.13 Vendor shall describe, in detail, what capabilities (if any) exist for the Police Department
to modify mobile unit report/form screen layouts and add/delete fields when changes to
reports or forms occur in the future. In any case the vendor shall describe how such changes
can be accomplished in the future. Vendor must fully describe any and all costs associated
with adding new, or modifying existing, reports/forms in the future.
3.14 The field reporting capabilities must include the capability to create and transmit the
following reports and forms used by the Police Department:
3.14.1 CrimelIncident reports. Including associated vehicle, person, property,
supplemental/continuation, document, M.O, forms and minor incident forms.
3.14.2 Accident reports (all State forms). Including an integrated drawing program for the creation
of accident report diagrams. The system should provide for the optional use of pre-drawn
specific intersections or other existing roadway portions.
3.14.3 Field Interrogation reports.
3.14. 4 Towed Vehicle reports.
3.15 The system should provide for obtaining a sequential report case number or other such
numbers available from the Palladium CAD/RMS systems required by that particular report
or form.
3.16 The system shall provide for the review and approval of Crime/Incident and associated
forms while avoiding unnecessary steps in the review/approval process and integration of
field created reports into the Palladium RMS. Report review is a critical function of the
reporting process for the Police Department and the vendor must provide a comprehensive
description of the report review/approval features provided by the proposed system.
3.16.1 The system should provide for the tracking of the various "status" conditions of
reports/forms during the creation, transmission and review/approval process.
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3.16.2 The proposed system must provide for the review and approval by a supervisor prior to
inclusion of the report/form into the Palladium RMS.
3.16.3 Prior to approval by a supervisor the originating officer should be able to edit a created
report/form. Describe at which point in the report/form creation and transmission will an
officer no longer be able to edit a report/form.
3.16.4 A Patrol field supervisor must be able to approve a report/form without having to enter a
VCR classification.
3.16.5 The system should allow the Police Department to control which reports/forms require
approval by the creating officer's supervisor and which do not. For example, the Police
Department requires that all crime/incident reports be approved by a supervisor but does not
require such approval for citations or field interrogation reports.
3.16.6 The system should allow a supervisor to review/approve a report using either the
supervisor's laptop, the creating officer's laptop or a PC located at the police station or
substation. Initially supervisors will not be equipped with a mobile laptop computer.
3.16.7 A supervisor must be able to utilize a PC located at the police station or substation to
review/approve field created reports. This feature and software must be included in the
proposed system. Describe which PC's a supervisor will be able to utilize to accomplish this
on.
3.16.8 A supervisor should be able to review reports that were created by that supervisor's squad
officers without having to display reports created by other supervisor's officers. Describe
how a supervisor can locate/search for reports not yet approved that were created by specific
officers.
3.16.9 The Police Department may wish to utilize the report/form creation and review/approval
functions provide by the mobile system from networked desktop PC's located in the police
station or substation. This would provide officers with the ability to generate reports/forms
in the same manner either from a mobile unit or from a PC located at the police station or
substation. Can the mobile report/form creation applications be installed on a network PC
located at the police station or substation and be utilized in the same manner as a mobile
user would ? Please describe the availability and any restrictions for such use. In the
vendor's response the costs for any software/client licenses per PC needed to accomplish
this functionality should be clearly indicated.
3.17 Vendor should be completely familiar with the design and functioning of the City's
Palladium RMS. The City prefers that the process for merging data from approved
reports/forms, created by the mobile system, into the Palladium RMS be accomplished
without having to modify the Palladium RMS system. However, if the Palladium RlvfS
requires modification in order to merge approved reports created by the mobile system the
Mobile Computing Vendor shall include the total cost of such modifications (by the
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Palladium RMS vendor) in the proposed Mobile Computing system. The vendor should
clearly identify the scope of any modification required to the Palladium RMS. In either case,
the process of merging approved reports into the Palladium RMS should be as simple and
as uncomplicated for Records personnel as possible.
4 INTERFACE WITH THE COMPUTER AIDED DISPATCH SYSTEM
4.01 The proposed mobile computing system must provide a seamless interface to the existing
Palladium CAD system and related modules without modification to the CAD system unless
otherwise noted. Vendor shall describe in detail how the proposed system interacts with the
CAD system. The mobile system should provide the following capabilities/characteristics:
4.02 Provide for the transmission of call dispatch information to a mobile unit. The system
should provide an audible and visual signal that call dispatch information has been received.
4.02.1 Provide a means to alert the receiving mobile unit when a high priority (as defined by the
CAD system) call has been received. This high priority call notification should be
distinguishable from the receipt of lower priority call dispatch information. Describe this
high priority versus lower priority call notification capability.
4.02.2 System should provide the capability to alert all mobile units when any mobile unit is sent
a high priority call. This notification of non-involved mobile units is to alert them to the fact
that a high priority call is occurring even though those mobile units are not being dispatched
to the call. Such an alert is for information only and shall not require acknowledgment by
those non-involved units.
4.02.3 For calls requiring the response of multiple units a single unit is designated as the primary
unit while the other units being dispatched are considered as back-up units. The call
dispatch information sent to the involved mobile units should contain the data field provided
by the CAD system that indicates to the receiving mobile units whether they are being
dispatched as the primary unit or as a back-up unit.
4.02.4 The call dispatch information being sent to a mobile unit should include, but not be limited
to, the following:
4.02.4.1
4.02.4.2
4.02.4.3
4.02.4.4
4.02.4.5
4,02.4.6
4.02.4.7
4.02.4.8
4.02.4.9
Call location.
Call location common name or business name.
Call type (code),
Call type (descriptive name).
Call priority.
Complainant name.
Complainant address.
Complainant telephone.
The name of the call taker who originally entered the call into CAD (not the
dispatcher).
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4.02.4.10
4.02.4.11
4.02.5
4.02.5.1
4.02.5.2
4.02.5.3
4.02.5.4
4.02.5.5
Any narrative text entered by the call taker regarding the call.
The existence of any information available in the special CAD files pertaining to that
particular call location. This includes prior call history, premise information. graphic
files associated with that address, etc. The existing Palladium CAD system provides
CAD users with notification that special information exists for a particular address.
The mobile system should provide the same such notifications to a mobile user and
allow them to retrieve this information.
System should provide for a mobile unit to indicate several status conditions involving the
handling of a call for service. A single function key should be provided for such status
indications by a mobile unit. When these status conditions are sent by a mobile unit the
CAD system should provide the associated dispatcher with the same type of indication of
a particular status as if the dispatcher had entered those status conditions themselves. These
status conditions that should be provided are:
Acknowledgment of the receipt of the call dispatch information.
Arrival at the call location.
After arrival, going to another location while still remaining assigned to the call. This
status should require the officer to enter the location they are now going to.
Arrival at the secondary location as described in 4.02.5.3.
Clearing the call and going back in-service. This status change should present the
officer with a field to enter call disposition information (as defined by CAD). If this
is the only unit remaining on the call (i.e. all other assigned units have cleared the
call) the entering of a call disposition should be required.
4.02.6 System should allow a mobile unit to enter narrative information regarding the call they
have been dispatched to. Such information should be included in the CAD narrative
information with an indication as to which mobile unit has entered the information.
4.03 The mobile unit should provide a constant display of the unit's current status, i.e. in-service,
en route, arrival, busy - but available, etc. These status condition displays should mirror
those of the existing CAD system.
4.04 The proposed system should provide CAD with any and all changes in the status of a mobile
unit that has been signed on as available.
4.04.1 There will be two categories of mobile users connected to the mobile computing system in
the future. Those that would normally inform the police dispatcher that they are in service
(and therefore be activated in the CAD system as an available unit) and those that would not
normally inform the police dispatcher that they are in service (such as some investigative
and administrative personnel). The system should allow a user of a laptop connected to the
mobile system to sign on to the mobile system without putting themselves in service to the
CAD system. Vendor should describe if such a capability is available and how it works.
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4.05 When a mobile user signs on and places themselves in-service to the police dispatcher the
officer's City ID number (not user name) and current radio unit number for that day should
be transmitted to the CAD system. Additionally the system should allow such a sign on to
include the ID number of a second officer riding in that unit and the starting vehicle mileage
(if appropriate). For the purpose of audit trail information the specific device being used
should also be recorded but it is not necessary to send such device information to the CAD
system.
4.05.1 The Police Department does not assign a permanent radio unit number to all officers, Patrol
officers are assigned a unit number depending on the patrol zone they are assigned to each
day. The proposed system should allow an officer to sign on and enter his/her radio unit
number for that particular tour of duty and not automatically assign a unit number to a
particular officer.
4.05.2 Currently Police Department employees are assigned a "user name" (for network and
CAD/RMS sign on) that is not the same as their employee ID number. The employee ID
number, however, is used as the primary identifying number for all reports and other
documents. For this reason, although a sign on to a mobile unit may require a "user name"
the system should always associate transactions with a particular employee ID number and
not their "user name". This should be accomplished by associating a "user name" with a
specific employee ID number.
4.06 The system should provide the capability to "save" any window or screen (particularly call
dispatch information) so that such important information is not overwritten by other
incoming data. Describe the systems capability to protect such information from being lost.
4.07 Proposed system should provide protection for important information on the mobile unit
should a loss of power occur to the laptop such as the power switch being accidentally hit.
Describe such capability in detail and what information is protected.
5 INTERFACE WITH OTHER SYSTEMS
5.01 The City requires that the mobile computing system provide an interface to several
externaVinternal systems allowing the mobile user, or a PC at the police station running the
mobile applications, to generate queries and receive responses from these external systems.
5.02 When a particular query type, such as a name inquiry, is available from more than one
system the user should be provided with a choice of one, or more, systems to inquire upon
without having to conduct a separate transaction for each system. When performing a single
query which generates queries to multiple systems the query screen should provide all
necessary data fields in order to conduct that particular query on all selected systems.
5.03 The mobile system should provide users with an interface to the Miami-Dade Criminal
Justice Information system including the following transactions:
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5.03.1
5.03.2
5.03.3
5.03.4
5.04
5.04.1
5.04.2
5.04.3
5.04.4
5.04.5
5.06
Name inquiry for local wanted status.
Vehicle registrations by owner name.
Real property information by address.
Other miscellaneous queries.
The mobile system should provide users with an interface to the Florida Crime Information
System (FeTC) and Division of Highway Safety and Motor Vehicles (DHSMV) and NCIC.
It should be noted that NCIC inquiries are routed through FCIC.
Name query for wanted persons and drivers licenses.
Vehicle query (by tag, VIN or tag decal number) for stolen and registration information.
Property query.
Boat inquiries based on hull number, FL number for stolen and registration information.
Drivers license queries by number.
The mobile system should provide users with an interface to the National Law Enforcement
Telecommunications System (NLETS).
5.06.1 Limited NLETS terminal to terminal messagmg capabilities as restricted by Police
Department defined parameters.
5.07 A "free form" query capability should be available which allows a mobile unit to compose
a query to a particular available external system and transmitted to the chosen system
without being parsed or formatted by the mobile system. This would provide for the
flexibility to include query capabilities not available from pre-formatted screens. It would
additionally provide access to new available transactions without having to first develop a
pre-formatted screen. Access to such a free-form query capability should have extensive
security and access controls available allowing system managers to control which systems
would be available to which users and what query strings would be allowed. Vendor should
describe, in detail, the capabilities of such a function, if available.
5.08 The system should provide managers with extensive security and audit records involving
access to these external systems.
5.08.1 System should provide managers with the ability to prohibit a particular user from accessing
any particular external system regardless of the device the user is signed on with.
5.08.2 System should provide managers with the ability to prohibit a particular device from
accessing any external system regardless of the user signed on using that particular device.
5.08.3 System should provide managers with the ability to restrict the particular transaction type
and/or a combination transaction type/external system for each user.
5.08.4 A complete and detailed audit trail of every external system transaction must be maintained
on-line by the system for a user defined time period. Proposed system must include
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sufficient on-line storage capability to maintain this audit information for at least thirteen
(13) months. This audit information must include the user performing the transaction,
device the user was using, date/time, the exact transaction performed and all parameters of
that transaction. Audit information of all responses received from these external systems
should also be maintained.
5.09 Whenever a user receives a "hit" on a wanted person or stolen vehicle from any of these
external systems a distinctive audible and visual alert warning should be generated by that
particular mobile unit alerting the user that a "hit" response has been received.
5.09.1 In addition to the "hit" alert to the actual user receiving the response a visual and audible
alert should also be sent to all police dispatchers signed on and to every police mobile unit
on-line. Such alerts to others should indicate the name and unit number of the mobile user
receiving the "hit" alert.
5.10 The Police Department is planning on developing an intranet pilot project using the city
wide Novell network. A web server will be implemented providing users access to a variety
of Department information and databases utilizing a web browser. The mobile system
should provide laptop users with the ability to access this web server through a web browser
on each laptop computer. Proposal should indicate whether this capability is available and,
if it is available, indicate if such capability is included in the base system or indicate a per
client cost as an optional item.
6 SECURITY AND AUDIT TRAIL
6.1 The mobile system should include comprehensive and flexible security features. Vendor
should describe, in detail, the security features available in the proposed system.
6.2 All data transmitted to and from a mobile unit should be encrypted to prevent unauthorized
reception. Vendor should describe the encryption method used.
6.3 Activation of a mobile unit should require that a user sign on with a user name and
password which is validated against a table of authorized users.
6.4 The security features should allow system managers to allow or prevent a specific user from
performing any specific transaction.
6.5 The security features should allow system managers to allow or prevent a specific mobile
device from performing any specific transaction.
6.6 The proposed system should allow system managers to set read, delete, edit or add
permissions (or a combination of these) for any particular user or device for specific data.
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6.7 The proposed system should allow system managers to prevent system access by any
specific device regardless of a valid user sign on. This is to prevent the use of a stolen or
lost mobile device.
6.8 In addition to security controls for specific users the system should allow security controls
to be set for specific user defined "groups" of users.
6.9 The proposed system should allow system managers, if desired, to define the maximum
number of invalid log on attempts by a user after which that user is prevented from
attempting any further log on's.
6.10 The system should require, if desired, that a user change their password after a defined time
period, i.e. every 60 days.
6.11 The system should provide for the option of automatically signing off a device after a user
defined period of inactivity by that device.
6.12 A detail audit trail should be maintained for all transactions. Such audit trail records should
include the specific transaction and transaction parameters executed with each transaction
recording the user, date/time and device used for each transaction.
6.13 The proposed system should include sufficient on-line storage space to maintain a minimum
of 13 months of an on-line audit trail.
6.14 System should allow system managers to archive audit trail records to an off-line storage
based on a user defined date range.
6.15 Audit trail records should include any attempted invalid log on.
7 OPTIONAL FEATURES
7.0 Vendor shall provide the following capabilities (if available) as optional features with
pricing shown as an optional, add-on item. If any of these features are standard with the
proposed system please indicate as such. If a feature is not available, please indicate that
it is not available and if it is planned as a future available feature. The city may purchase one
or more of these optional modules for all or some of the mobile laptop computers initially
purchased so indicated pricing should be on a per-laptop basis.
If, in addition to software required on each laptop, the option also requires additional
software/hardware on the server side then that cost should be indicated in addition to the
per-laptop costs.
7.1 In-vehicle paging capabilities. Vendor shall provide a description of how this capability
works.
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7.2 Text-to-speech capabilities. If available fully describe the use and capabilities of this
feature.
7.3 Citation module. This is the capability for a mobile user to enter State of Florida traffic
citation data and send the information to the Palladium Records Management system for
inclusion in it's database. * In order for the City to consider a citation module it must
include an in-vehicle printer capable of printing the entered data onto an actual State of
Florida traffic citation form. Vendor must demonstrate State of Florida acceptance of traffic
citations printed using the proposed in-vehicle printer. Optional per laptop pricing of this
module must include the in-vehicle printer.
7.4 Magnetic strip reader. The State of Florida issues drivers licenses with information encoded
on a magnetic strip. This option should provide for a magnetic strip reader which reads this
information and populates the appropriate fields on inquiry and/or report/citation screens.
7.5 Internet access. The City currently maintains internet connectivity from the Novell network
through a T -1 line to a local ISP. Proposer should provide the capability, as an optional
item, for mobile users to utilize this existing internet connectivity.
8 MOBILE COMPUTING DEVICES
8.1 Mobile laptop computer should be an Intel Pentium based PC running the Microsoft
Windows family of operating systems (excluding Windows CE).
8.2 The screen should provide the quality of an active matrix display with a minimum of 800
x 600 resolution. The screen should be readable in a variety of lighting conditions.
8.2.1 The warrantee provided by the vendor for the laptop PC's must provide for the replacement
of a laptop's screen display should the display have a minimum specified number of bad
picture elements. What is the minimum number of bad picture elements for which a screen
display will be replaced under the provided warrantee?
8.3 The users should be able to detach the laptop from it's vehicle mounting hardware without
the loss of power to either the laptop or the PCMCIA CDPD modem.
8.4 The proposed laptop should include a CD-ROM and 3.5" floppy disk drive. It is acceptable
to propose a laptop which provides a "slot" into which either a CD-ROM or floppy disk
drive (but not both at once) may be installed. In this case both the CD-ROM and floppy disk
drive must be included in the pricing.
8.5 The storage and memory configuration proposed must provide sufficient capability for
expansion in the future. The initial storage and memory configuration proposed should be
sufficient to allow for the installation of Microsoft Office 97 by the City in addition to the
vendor's software. Sufficient memory should be included to allow for the concurrent
running of both the vendor's mobile applications and the Office 97 suite applications.
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8.6 If the proposed laptop PC requires use of a docking station in order to operate installed in
a vehicle then such a docking station must be included in the proposal.
8.7 Vendor shall specify the minimum technical specifications for a laptop computer in order
to function within the proposed system, i.e. processor, RAM, hard drive, etc.
9.0 REQUIRED ALTERNATIVE/OPTIONAL HARDWARE/SOFTWARE PRICING
PROPOSALS
9.1 The City desires to use this initial implementation of a mobile computing system as a means
of testing various laptop computer brands and configurations, CDPD modem types and
vehicle mounting configurations. This is so that the City can determine the best combination
of equipment and configuration for future expansion.
9.2 The City reserves the right to independently purchase any/all proposed hardware items from
a vendor other than the proposer.
9.3 Proposer shall provide individual pricing for all items included in their proposal.
9.4 In particular, the proposer shall provide pricing for individual hardware items and
application software modules as follows:
9.4.1 Laptop computers. The City will initially purchase a minimum of 58 laptop computers.
Vendor shall propose, and indicate individual pricing, for at least one model of a
"ruggedized" laptop and one model of a less expensive "non-ruggedized" laptop. The City
may purchase all of either type or a combination of types.
9.4.2 CDPD modems, The City will purchase a minimum of 58 CDPD modems. Vendor shall
propose, and indicate individual pricing, for at least one model of a PCMCIA CDPD
modem to be installed in the laptop computer and one model of a trunk mounted CDPD
modem with trunk mounted outside vehicle antenna. The City may purchase all of either
type or a combination of types.
9.4.3 Vehicle installation. Proposal shall include pricing for the complete installation of a laptop
computer, including CDPD modem, mounting hardware, antenna, etc. in a vehicle. Vendor
shall indicate separate installation costs (on a per vehicle basis) for a laptop installation
utilizing a PCMCIA CDPD modem and one utilizing a trunk mounted CDPD modem with
trunk mounted outside antenna, At least 27 of the 58 mobile laptops purchased will be
installed in a vehicle using a mounting system.
9.4.4 Mobile application software. Vendor shall provide individual module pricing for the laptop
application software.
9.4.5 Desktop application software. Vendor shall include in their proposal optional software only
pricing for providing the mobile field application capabilities on one or more networked
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desktop computers. Such a desktop installation would allow an officer to utilize the
capabilities of the mobile system (particularly report creation and report review) on a
desktop computer. Vendor should indicate software pricing for providing these capabilities
on a per desktop PC basis.
9.4.6 Laptop vehicle mounts. Vendor shall include in their proposal pricing for at least two (2)
types of vehicle laptop mounting systems. At least one of these. should be for a "Jotto Desk"
brand of mounting system. The Police Department has tested several mobile vehicle laptop
mounts and users have provided positive feedback on the "Jotto Desk" product.
9.4.7 Handheld PC. Vendor should provide optional hardware pricing for at least one model of
a "handheld" PC, using a PCMCIA CDPD modem, capable of running the proposed mobile
applications. Such optional "handheld" PC's would be issued to foot patrol, A TC or
motorcycle officers. The City mayor may not purchase any handheld devices in addition
to the 58 laptop computers.
9.5 Special software component pricing requirement:
Vendor must show all mobile application software modules with individual pricing. If the
mobile application consists of separate modules for CAD access, RMS access, FCICINCIC,
Incident reporting, accident reporting, etc. please show these modules with individual
pricing per client or user.
Vendor must clearly list all software provided with the system (either proprietary or third-
party software), and it's pricing on a per client basis. Vendor must describe the maximum
number of client and server licenses that are included with the proposed system and the cost
for additional client and/or server licenses. This is applicable for all software including
applications and operating systems.
9.5.1 The City realizes that in addition to software applications directly developed by the proposer
the proposed system may include third-party software whose cost is based on the number
of clients using such software. The proposer shall clearly indicate the number of client
licenses which are included in the proposed system for all software (including third-party).
10 INSTALLATION REQUIREMENTS
I 0.1 Vehicle installations shall comply with all applicable laws, rules and regulations and with
due regard to the safety of the driver and passengers and proper vehicle operation.
10.2 The installation of a laptop computer in a vehicle shall be performed so as not to interfere
with the operation of any installed airbags or other safety device.
10.3 All equipment installations must comply with all applicable laws, codes and standards.
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11 WARRANTY
11.1 The entire system solution as proposed in this RFP must include a first year warranty against
any defects or damage, caused by manufacturer, proposer, or proposer's subcontractors, in
the system's equipment and software.
11.2 The one-year warranty will begin at the point of Final Acceptance of the entire system by
the City.
11.3 All repairs made under warranty will be at the sole expense of the proposer, including parts,
software, labor, travel expenses, meals, lodging and any other costs associated \vith repair.
11.4 Maintenance and warranty agreements for sub-systems and hardware provided by sub-
contractors shall be executed as part of vendor agreement directly between the City and the
individual providing company that supplies the component. That is, the City shall have the
option of dealing directly with the individual providing company or the proposer, at the
City's option.
11.5 All the above proposed hardware and software shall consist of a minimum of a one year
maintenance agreement unless specified otherwise in the detailed description. Maintenance
agreement to include parts, labor and all application software upgrades issued during that
period.
12 MAINTENANCE
12.0 The following specifications are applicable to all maintenance and repair services supplied
by proposer or proposer's subcontractors, both under and outside of warranty.
12.1 The proposer must guarantee availability of hardware and software maintenance and
ongoing services in each of years two through five of the contract.
12.2 The City may purchase maintenance in year two of the contract between the City and
proposer, without further obligation on the City's part. Thereafter, at the City's sole option,
the City may purchase one or more additional years of maintenance and other specified
ongoing services, on a year-by-year basis. Proposer must offer maintenance and other
ongoing services at the prices quoted by proposer for each year.
12.3 Proposer will provide all labor, equipment, software and other materials and expenses
necessary to maintain the system in good operating condition and in conformance with
manufacturer's specifications and the required performance specifications.
12.4 Software updates for corrections, enhancements, and refinements to purchased capabilities
will be provided by proposer as part of the warranty in year one, and as part of the price for
maintenance, for those years in which the City has purchased maintenance from the
proposer.
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12.5 Hardware updates for the purpose of correcting errors, or "engineering change'" updates to
hardware required routinely by the manufacturer, will be provided by proposer as part of the
warranty in year one, and as part of the price for maintenance, for those years in which the
City has purchased maintenance from the proposer.
12.6 State the city and specific address out of which repair service will be provided and also state
the number of technicians at this site who are certified by manufacturer as qualified to
service and repair the proposed system.
12.7 State the city and specific address where the manufacturer-approved complement of parts
is kept for the regular maintenance and repair of the proposed system.
12.8 Repair service must be available from proposer 24 hours per day, every day of the year.
Respond to this point, and also state whether you offer remote diagnostic and repair
services. If you do, describe precisely what conditions can be diagnosed and repaired
remotely.
12.9 Proposer will provide costs for various levels of service response within different time
frames (i.e., 2 hr. response, 8 hr. response, 24 hr. response).
12.10 Proposer shall not be held responsible for damage to the system caused by abuse, negligence
or theft by persons other than proposer's employees or employees of proposer's
subcontractors.
13 TRAINING
13.1 The proposal must include training programs designed and conducted to provide complete
familiarization in applicable system operation for selected agency management, operational,
and technical personnel.
13.2 Proposer shall provide a detailed training plan. Training must be provided in separate topic
sessions for technical support personnel, system management personnel and end-user
trainers. A lesson summary should be provided, as part of the proposal, for each individual
subject area to be taught.
13.3 Proposer shall provide, at a minimum, the following type of training:
Mobile End User Trainers. This will be for up to ten (10) "train the trainers" and will cover
the use of the system by an end user and other such information required for Police
Department trainers to conduct end user training.
System Administration. For up to six (6) persons and will cover general administrative
functions such as maintaining users, system tables, system configuration options. security
functions, system reports, etc.
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Technical Support. For up to six (6) technical support personnel for such functions as
starting and stopping the system, performing back up operations, performing diagnostic
routines, installing mobile applications, etc. Included in this level of training must be a
comprehensive presentation on the tables and databases used by the system, their layout and
how various data elements are related and how information is posted to the various
databases in use by the system.
13.4 All training will be conducted on site at the Miami Beach Police Department. Proposer
should be able to accommodate training outside of normal business hour. if needed.
14 DOCUMENTATION
14.1 Proposer shall provide no less than three sets of complete "as built" operation and
maintenance manuals for each type of equipment supplied as well as vendor supplied
software. The type of binding used shall facilitate frequent reference and page revision over
the expected life of the equipment. The vendor shall continue to supply updates to the
manuals for the life of the equipment. The Certificate of Final Completion shall not be
issued unless the City has received and approved all manuals and documentation.
14.2 The Agency requires that the Proposer provide documentation on every piece of equipment
that the Proposer supplies as part of the system configuration, including all original
manufacturer's manuals and other documents normally included with the purchase of such
equipment.
14.3 The Proposer shall deliver appropriate application software documentation, prior to final
system acceptance, that provides an overview of the system and the relationships among
user functions, files, inputs, outputs, and programs.
14.4 All application software documentation and manuals shall also be provided on CD-ROM
in Microsoft Word 97 format. Two (2) copies of each CD-ROM containing this
documentation must be provided as part of the proposed system,
14.5 Proposer must provide a comprehensive data dictionary for all databases and/or tables
maintained by the entire system.
15 PROJECT MANAGEMENT
The City will have a project manager for this implementation project. The City Project
Manager will be the point of contact with the proposer's project manager in all areas
indicated in this RFP section. He/she will be empowered to resolve disputes and make
decisions about any changes to the implementation plan or technical aspects of the system.
He/she will also provide liaison with the City department heads, and will assist in
coordinating work between the building manager and the proposer.
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15.1 Proposer must also name a project manager. This person must be empowered to authorize
changes, and will be expected to expedite any problems or issues that cannot be
immediately resolved by the on-site implementation staff. He/she must also carry out all
the responsibilities noted in this RFP section, such as scheduling, supervision, inspection,
and status reporting.
15.2 Status reports will be given verbally at the end of each working day to the City project
manager. These status reports will recap work done during the day, preview the next day's
tasks. and bring to the City's project manager's attention anything that may cause a delay in
completing implementation as planned. Whenever requested by the City project manager,
status reports in writing will be submitted.
16 IMPLEMENTATION PLAN
16.1 Proposer's response to these implementation requirements must be in the form of an
implementation plan. This plan can be in your format, but it must:
16.2 Include a complete schedule of events in narrative and critical path chart form.
16.3 Be capable of being used as a stand-alone document for use by the project managers and
implementation staff.
16.4 Identify staff members who will be assigned to the project, their responsibilities as well as
a brief vitae of each.
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SECTION III - PROPOSAL FORMAT
Proposals must contain the following documents, each fully completed and signed as required.
Proposals which do not include all required documentation or are not submitted in the required
format, or which do not have the appropriate signatures on each document, may be deemed to be
non-responsive. Non-responsive proposals will receive no further consideration.
A. CONTENTS OF PROPOSAL
I. Table of Contents
Outline in sequential order the major areas of the proposal, including enclosures. All
pages must be consecutively numbered and correspond to the table of contents.
2. Proposal Points to Address:
Proposer must respond to all mInimum requirements listed below, and provide
documentation which demonstrates ability to satisfy all of the minimum qualification
requirements. Proposals which do not contain such documentation may be deemed non-
responsive.
3. Price Proposal
Proposer must include price which will be charged to the City. The per unit costs for each
item included in the proposal should be indicated along with total system price. Pricing
shown should be for an outright purchase of the complete system by the City.
4. Acknowledliment of Addenda and Proposer Information forms (Section VIII)
5. Any other document required by this RFP. such as a Questionnaire or Proposal Guaranty.
B, MINIMUM REQUIREMENTS I QUALIFICATIONS
Proposer must demonstrate success in the installation and implementation of the system that
is being proposed.
All software proposed should be currently in use by other public safety organizations similar
in size to the Miami Beach Police Department.
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SECTION IV - EV ALVA TION/SELECTION PROCESS: CRITERIA FOR EV ALVA TION
The procedure for proposal evaluation and selection is as follows:
1. Request for Proposals issued.
2. Receipt of proposals.
3. Opening and listing of all proposals received.
4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each
proposal in accordance with the requirements of this RFP. If further information is desired,
proposers may be requested to make additional written submissions or oral presentations
before the Evaluation Committee makes its recommendation.
5. The Evaluation Committee shall recommend to the City Manager the proposal or proposals
acceptance of which the Evaluation Committee believes to be in the best interest of the City.
The Evaluation Committee shall base its recommendations on the following factors:
· Functionality
· Maintenance and support
· Price
· System architecture and performance
· Implementation Plan
· Proposer's financial strength, and track record
· Success with previous installations similar to proposed system
6. After considering the recommendation(s) of the Evaluation Committee, the City Manager
shall recommend to the City Commission the proposal or proposals acceptance of which the
City Manager deems to be in the best interest of the City.
7. The City Commission shall consider the City Manager's recommendation(s) in light of the
recommendation(s) and evaluation of the Evaluation Committee and, if appropriate, approve
the City Manager's recommendation(s). The City Commission may reject City Manager's
recommendation(s) and select another proposal or proposals. In any case, City Commission
shall select the proposal or proposals acceptance of which the City Commission deems to be
in the best interest of the City. The City Commission may also reject all proposals.
8. Negotiations between the selected proposer and the City Manager take place to arrive at a
contract. If the City Commission has so directed, the City Manager may proceed to negotiate
a contract with a proposer other than the top-ranked proposer if the negotiations with the top-
ranked proposer fail to produce a mutually acceptable contract within a reasonable period of
time.
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9. A proposed contract or contracts are presented to the City Commission for approval,
modification and approval, or rejection.
10. If and when a contract or contracts acceptable to the respective parties is approved by the
City Commission, the Mayor and City Clerk sign the contract(s) after the selected
proposer(s) has or have done so.
Important Note:
By submitting a proposal, all proposers shall be deemed to understand and agree that no
property interest or legal right of any kind shall be created at any point during the aforesaid
evaluation/selection process until and unless a contract has been agreed to and signed by both
parties.
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SECTION V - GENERAL PROVISIONS
A. ASSIGNMENT
The successful proposer shall not enter into any sub-contract, retain consultants, or
assign, transfer, convey, sublet, or otherwise dispose of this contract, or of any or all of
its right, title, or interest therein, or its power to execute such contract to any person,
firm, or corporation without prior written consent of the City. Any unauthorized
assignment shall constitute a default by the successful proposer.
B. INDEMNIFICATION
The successful proposer shall be required to agree to indemnify and hold harmless the
City of Miami Beach and its officers, employees, and agents, from and against any and
all actions, claims, liabilities, losses and expenses, including but not limited to attorneys'
fees, for personal, economic or bodily injury, wrongful death, loss of or damage to
property, in law or in equity, which may arise or be alleged to have arisen from the
negligent acts or omissions or other wrongful conduct of the successful proposer, its
employees, or agents in connection with the performance of service pursuant to the
resultant Contract; the successful proposer shall pay all such claims and losses and shall
pay all such costs and judgments which may issue from any lawsuit arising from such
claims and losses, and shall pay all costs expended by the City in the defense of such
claims and losses, including appeals.
c. TERMINATION FOR DEF AUL T
If through any cause within the reasonable control of the successful proposer, it shall fail
to fulfill in a timely manner, or otherwise violate any of the covenants, agreements, or
stipulations material to the Agreement, the City shall thereupon have the right to
terminate the services then remaining to be performed by giving written notice to the
successful proposer of such termination which shall become effective upon receipt by the
successful proposer of the written termination notice.
In that event, the City shall compensate the successful proposer in accordance with the
Agreement for all services performed by the proposer prior to termination, net of any
costs incurred by the City as a consequence of the default.
Notwithstanding the above, the successful proposer shall not be relieved of liability to
the City for damages sustained by the City by virtue of any breach of the Agreement by
the proposer, and the City may reasonably withhold payments to the successful proposer
for the purposes of set off until such time as the exact amount of damages due the City
from the successful proposer is determined.
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D. TERMINATION FOR CONVENIENCE OF CITY
The City may, for its convenience, terminate the services then remaining to be performed
at any time without cause by giving written notice to successful proposer of such
termination, which shall become effective thirty (30) days following receipt by proposer
of the written termination notice. In that event, all finished or unfinished documents and
other materials shall be properly delivered to the City. If the Agreement is terminated
by the City as provided in this section, the City shall compensate the successful proposer
in accordance with the Agreement for all services actually performed by the successful
proposer and reasonable direct costs of successful proposer for assembling and delivering
to City all documents. Such payments shall be the total extent of the City's liability to
the successful proposer upon a termination as provided for in this section.
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SECTION VI - SPECIAL TERMS AND CONDITIONS
HARDWARE AND SOFTWARE EXCLUSION
The City reserves the right to exclude any software modules and to substitute hardware or third party
software specified by proposer with equal or better hardware/software. Proposer will specify which,
if any, modules must be purchased in conjunction with each other to function effectively.
Proposer will not assess a penalty or change any prices quoted if the City exercises its option to
exclude or replace software or hardware as specified above.
LEASE OR LEASE/PURCHASE OPTION
The City reserves the option to obtain the entire system, or any portion thereof, from the selected
proposer under a lease or lease/purchase agreement. Should the City desire to exercise this option
it will be made a part of the contract negotiations with the selected proposer. If the City and selected
proposer are unable to come to a mutually acceptable agreement regarding terms of a lease or
lease/purchase agreement the City, in it's sole discretion, may then undertake contract negotiations
with other than the top ranked proposer.
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SECTION VII - ATTACHMENTS
Attachment 1. - Proposer Response Table
2. - Cone of Silence Ordinance
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SECTION VIII - PROPOSAL DOCUMENTS TO BE COMPLETED
AND RETURNED TO CITY
Attachment 1. - Proposer Response Table
Proposer must provide a list of all sites at which it has instaUed the proposed or similar
systems.
Proposer must provide contact information for at least three sites (recent installations) at
which the proposed system is currently operational.
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PROPOSER INFORMATION
Submitted by:
Proposer (Entity):
Signature:
Name (Typed):
Address:
City/State:
Telephone:
Fax:
It is understood and agreed by proposer that the City reserves the right to reject any and all
proposals, to make awards on aU items or any items according to the best interest of the City,
and to waive any irregularities in the RFP or in the proposals received as a result ofthe RFP.
It is also understood and agreed by the proposer that by submitting a proposal, proposer shall
be deemed to understand and agree than no property interest or legal right of any kind shall
be created at any point during the aforesaid evaluation/selection process until and unless a
contract has been agreed to and signed by both parties.
(Authorized Signature)
(Date)
(Printed Name)
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REQUEST FOR PROPOSALS NO. 44-98/99
ACKNOWLEDGMENT OF ADDENDA
Directions: Complete Part I or Part II, whichever applies.
Part I: Listed below are the dates of issue for each Addendum received in connection with
this RFP:
Addendum No.1, Dated
Addendum No.2, Dated
Addendum No.3, Dated
Addendum No.4, Dated
Addendum No.5, Dated
No addendum was received in connection with this RFP.
Part II:
Verified with Procurement staff
Name of staff
Date
(Proposer - Name)
(Date)
(Signature)
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DECLARATION
TO: Sergio Rodriguez
City Manager
City of Miami Beach, Florida
Submitted this
day of
,1999.
The undersigned, as proposer, declares that the only persons interested in this proposal are named
herein; that no other person has any interest in this proposal or in the Contract to which this proposal
pertains; that this proposal is made without connection or arrangement with any other person; and
that this proposal is in every respect fair and made in good faith, without collusion or fraud.
The proposer agrees if this proposal is accepted, to execute an appropriate City of Miami Beach
document for the purpose of establishing a formal contractual relationship between the proposer and
the City of Miami Beach, Florida, for the performance of all requirements to which the proposal
pertains.
The proposer states that the proposal is based upon the documents identified by the following
number: RFP No. 44-98/99.
SIGNATURE
PRINTED NAME
TITLE (IF CORPORATION)
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Proposer's Name:
Principal Office Address:
Official Representative:
Individual
Partnership (Circle One)
Corporation
If a Corporation. answer this:
When Incorporated:
In what State:
If Foreign Corporation:
Date of Registration with
Florida Secretary of State:
Name of Resident Agent:
Address of Resident Agent:
President's Name:
Vice-President's Name:
Treasurer's Name:
Members of Board of Directors:
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QUESTIONNAIRE
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Ouestionnaire (continued)
If a Partnership:
Date of organization:
General or Limited Partnership*:
Name and Address of Each Partner:
NAME
ADDRESS
* Designate general partners in a Limited Partnership
l. Number of years of relevant experience in operating similar business:
2. Have any similar agreements held by proposer for a project similar to the proposed
project ever been canceled?
Yes ( )
No ( )
If yes, give details on a separate sheet.
3. Has the proposer or any principals of the applicant organization failed to qualify as a
responsible bidder, refused to enter into a contract after an award has been made,
failed to complete a contract during the past five (5) years, or been declared to be in
default in any contract in the last 5 years?
If yes, please explain:
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Ouestionnaire (continued)
4. Has the proposer or any of its principals ever been declared bankrupt or reorganized
under Chapter 11 or put into receivership?
If yes, give date, court jurisdiction, action taken, and any other explanation deemed
necessary.
5, Person or persons interested in this bid and Qualification Form
(have) (have not) been convicted by a Federal, State, County, or
Municipal Court of any violation of law, other than traffic violations. To include
stockholders over ten percent (10%). (Strike out inappropriate words)
Explain any convictions:
6. Lawsuits (any) pending or completed involving the corporation, partnership or
individuals with more than ten percent (10%) interest:
A. List all pending lawsuits:
B. List all judgments from lawsuits in the last five (5) years:
C. List any criminal violations and/or convictions of the proposer and/or any of its
principals:
7. Conflicts of Interest. The following relationships are the only potential, actual, or
perceived conflicts of interest in connection with this proposal:
(If none, so state.)
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8. Public Disclosure. In order to determine whether the members of the Evaluation
Committee for this Request for Proposals have any association or relationships which
would constitute a conflict of interest, either actual or perceived, with any proposer
and/or individuals and entities comprising or representing such proposer, and in an
attempt to ensure full and complete disclosure regarding this contract, ALL
PROPOSERS ARE REQUIRED TO DISCLOSE ALL PERSONS AND ENTITIES
WHO MAYBE INVOLVED WITH THIS PROPOSAL. THIS. LIST SHALL
INCLUDE PUBLIC RELATION FIRMS, LAWYERS AND LOBBYISTS. THE
PROCUREMENT DIVISION SHALL BE NOTIFIED IN WRITING IF ANY
PERSON OR ENTITY IS ADDED TO THIS LIST AFTER RECEIPT OF
PROPOSALS.
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CITY OF MIAMI BEACH
49
The proposer understands that information contained in this Questionnaire will be relied upon by the City in
awarding the proposed Agreement and such information is warranted by the proposer to be true, The
undersigned proposer agrees to furnish such additional information, prior to acceptance of any proposal relating
to the qualifications of the proposer, as may be required by the City Manager.
The proposer further understands that the information contained in this questionnaire may be confirmed
through a background investigation conducted by the Miami Beach Police Department, By submitting this
questionnaire the proposer agrees to cooperate with this investigation, including but not necessarily limited to
fingerprinting and providing information for credit check,
WITNESSES:
IF INDIVIDUAL:
Signature
Signature
Print Name
Print Name
WITNESSES:
IF PARTNERSHIP:
Signature
Print Name of Firm
Print Name
Address
Signature
By:
(General Partner)
(print Name)
(print Name)
WITNESSES:
IF CORPORATION:
Signature
Print Name of Corporation
Print Name
Address
By:
President
Attest:
Secretary
(CORPORA TE SEAL)
RFP NO.: 44-98/99
DATE: 3/18/99
CITY OF MIAMI BEACH
50
Attachment 1 - Vendor Response Table
The Vendor Response Table must be completed and included as part <;>f the proposal. A response
by the proposer is required for each individual item included within Section II (Scope Of
Services) of this RFP. This table requires a response from the proposer as follows:
Each row of the table matches a requirement contained within Section II of this RFP. For each
item, the proposer must provide a response based upon the complete description of the
requirement as described within Section II of this RFP.
In the column labeled "Vendor Response" the proposer must indicate a letter based on the
following:
A The system, as proposed, fully and completely complies with the requirements of this
item.
(as a capability of the base system not requiring any optional software, equipment or
services)
P Proposed system partially complies with the requirements of this item. Proposer
explanation is required describing what portions of the requirement is not met by the
system and why. If full compliance with this requirement can be met with optional
software/hardware or other services please explain.
N Proposed system does not meet the requirement.
In the response explanation column the proposer may indicate, for responses P and N, if
compliance with the requirement will be met, in the future, by a planned upgrade.
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ORDlNANCE NO. 99-JL64
AN ORDIN"V'{CE OF THE MA YOR AND CITY
COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA ESTABLISHING A "CONE
OF SlLE:'1'CE" FOR CITY COtvfPE:rITIVE
BIDDING PROCESSES, BY AMENDING
CHAPTER 2 OF THE CODE OF THE CITY OF
MIAMI BEACH ENTITLED
"ADMINISTRi\ TION," BY AlVIENDING
ARTICLE VII THEREOF ENTITLED
"STA.NDARDS OF CONDUCT," BY CREATING
DIVISION 4 ENTITLED "PROCURElVIENT,"
BY CREATING SECTION 2-486 ENTITLED
"CONE OF SILENCE" BY PROVIDING FOR A
DEFINITION, PROCEDURES, AND
PENAL TIES; PROVIDING FOR REPEALER,
SEVER.wILITY, INCLUSION IN THE CITY
CODE, AND AN EFFECTIVE DATE.
\VHEREAS, the Mayor and Cicy Commission of the City of J\,fiami Beach are desirous of
adopting a "Cone of Silence" procedure to protect the professional integrity of the Cicy's
competitive bidding process by shielding the Cicy's professional staff; and
\VHEREAS, the policy proposed herein recognizes the importance of requiring persons or
businesses who are part of the City"s competitive processes to disclose all communications \Vith the
City's professional staff; and
'WHEREAS, conununications between elected officials and the Cicy' s appointed staff during
a competitive bidding process should be in \.vriting so that it becomes a part of the public record; and
\VHEREAS, the proposed policy protects the rights of individuals to petition their
government and their elected officials; and
\VHEREAS, the policy proposed herein enhances the spirit of Florida' s Government in the'
Sunshine Law.
NOW, THEREFORE, BE IT ORDAINED BY THE ("IA. YOR A~D CITY
COMMISSIOi\ OF THE CITY OF MIAMI BEACH:
SECTTO,'\i I. S~crion 2-426. of Division 4 of Article vrr ot' Chaprd 2 of rh~ Mi:1Ini 8~:.lch Cicy
Cod~ i? h~reby ci~:H~d to re:ld as to1l0\vs:
Article VII. Standards of Conduct
"
*
Division J. PiOC~trem~m
Sec. ~-4~6. Cone of Silence
.L C omracts tor the provision of ~oods and serv'ic~s other than audit ar..: L.2C;Cl'l<1C"r
PI: ..1:': Sc~:ar [l'lJ~ccwr CCl'lCFal :TPSrC) contracts.
ill "Cone of Silence" is herebv defined to me::!n a prohibition on: (a) anv
communication re~arciin~ a particular R~quest for Proposal ("RFP",- Reauest
for OualifIcations ("REO",- Request for letters of [nterest ("RFU",- or bid
bet\veen a Dotentia! vendor. service orovicier. bidder. lobbvist. or consultant
and the Cit\!'s professional staff including. but not limited to. the Citv
ManaQ"er and his or her staff: and (b) an'\: communication regardinQ" a
parricular RFP. RFO. RFU. or bid bet\veen the Mavor. Cit\! Commissioners.
or their respective staffs. and anv member of the Cit"" s professional staff
inc1udin~. but not limited to. the Citv Mana!1er and his or her staff
Norwith tandinO' the foreO'oinO' the Cone of ilence shall not a ~ sf,
competitive processes for the award of CDBG. HOME. SHIP and Surtax
Funds administered bv the Miami Beach Office of Communirv Development.
and communications with the Citv' Attornev and his or her staff.
(b) Procedure
ill A Cone of Silence shall be imoosed upon each RFP. RFO. RFLL and
bid after the advertisement of said RFP. RFO. RFLL or bid. At the
time of imposition of the Cone of Silence. the Cirv' Manager or his or
her desi2'nee shall Drovide for public notice of the Cone of Silence.
The Cit\! Manager shall include in an\: oublic solicitation for goods
and services a statem~nr disclosin~ the reauirements of this
ordinance.
@ The Cone ofSilc:lce shall termrn2.te a) elt the time [he Cit,. "-'(anager
makes his or her v.rritt~n recommendation as to selection of a .
!
pJ.rticul:1r RFP. RFn, RFU. or hid to the City C)mmt-;Sl,'n: nmvidetL
hl)\VeVa tku if the ('it.. Commission rer~rs the \bna~er's
recommendation hack to the ('itv \.rana!.:er or ';t.:lIT k,r further review.
the (,me nt' Silence shall he reimf")t1sed unti! such rime as the
\r:lna~cr mJke.s :J. sUhs'~Cllle:1t \\Tircc:1 rl~c()mme:1d:J.t:"". nr :--i in the
c\enr ,,( ,:I'ntr:1cts t;ir less than 51 n'c)I.)i!O(). "vile:: the (it'. \r.:1nJ~er
executes the conrrJcr.
~ E,ccC'tions. The rrovisions ot' thiS ordinance shJl! not :J.l'rh to orJI
c.,"1r;municJ.tions ;1t Dre-bid conr~re;;ces. or:11 DresenrJtions ber;)re 3c'c~:i,:n
e':::l1uation commircees. contr:lct r.c."Ai~:i\;,.3 discussions durin,; :In\' dulv
nNiced Dublic meetinc:. oublic Dreser:mions mJ.de to ehe Cie'\, Commissioners
dur:ncr an': du!': nnriced ouhlic meeri:l';. conrract negotiations \vith (if': staff
6)[[owin~ the .1\vard oran RFP. RFn. RFU. or bid bv the Cit': Commission.
I)r c()mmunic.:'.c:,)ns in ,.vriting: at an" rime with :lrlV Citv empiovee. ot7lcial or
member or' the Cit'\, Commission. unless sceci[ical!v DrohiciId [-Iv the
aDoiicable RFP. RFn. RFU. or bid documents The bidder or oroC'oser shall
file .1 COOl,,' of anI,,' I"vTiu:en communications with Ihe Citv Cle:-~. The Cit'i
Cl~:-k shall make eooies JVJi!able to anv oerson uooo request.
,
.-\clCI: ':.1C ;~S~C ConrrJcrs.
W "Cone l){ Sile;1cc" is hereby defined to mean a orohibition on: 1,1) anv
eommunicarions rc,;ardin,? J ['articular RFP. RFn. RFU. or bid iJe~veerl a
Dotenrial vendor. serv'ice orovider. bidder. lobbvist. or consultant and the
0.-ravor. Citv Commissioners or cheir resoective staffs. and anv member orthe
Citv's orofessional statf includin~. but not limited to the Citv. Manager and
his or her staff and (b.) anv or:11 communic:1tion re~arding a particular RFP.
RFO. RFU. or bid between the '-'favor. Citv Commissioners ar their
respective staffs and an\' member of (he Citv's orofessional staffinctuding.
but not [[mited to. [he Crtv. \lfanager and his or her staff. ~ot\vithsL3.nding the
fore?ain~. the Clne of Silence shan not :lOolv to communic:ltions with the
C i [V Arrame'! and his or her staff.
(01 .'(ce::Jt as oro\'ided in subsections 2(c) and 2(d) hereof a Cone or Silence
shall be imposed UlJOr. each RFP. RFn. RFU. or bid for audit .:.~<:: ~:-'c-~~
ser/ices arrer the J.dvertisemem of said RFP. RFO. RFU. or bid.~.t [he time
of [he imoosition or ehe Cone of Silence. [he Ciev Manager or his or he,
Jesi'I!1e~ shan aravide fix the Dubiic notice of the Cone ofSlIe:-:ce. The Cone
ofSiience shaI! te:-mimte '..:he" :!:.: Cr". \~.:....l.!,:, .:.~__:..t':2':' ;:.:.:::.:~:.:.. .:.~.::::
''''''C'''- h' h C' \.[ k h' . .
~: .. --''-- C,~L:.':'':~:}) J[ ( e rrme ~.e l::-': ,\I <mage, ma.'es [s or c:e, l,,\Tmen
recommendation as to the selection ora Darticular RFP. RFO. RFU. or bid
~l) (he Citv C1mr::ission: No'/;~~d_ "l()l,ve'/e,_ ;:har if the ee'; C0T"",rl[ssioc
:er~rs the 0.-bna~e,'s recommendation back to the Cit'\! Manager Qr staff for .
-'
rllrtha r~vje\'.j. the Cone 0 f Silence <;h::lll he reimoosed unci I such ri me ::IS the
\.rana;;er makes a suo'SeOl!ent \Nritten recommendation. or h') or in the eVent
(, f conrrJ.cts for less th::ln S 1 noon no. when the C i tv M ana!!er executes the
contract.
. \
':,'b;..,; cnnuind here:n 'in;]11 rmhihlt any hidder \Jr pmrn'icr. (i) from
:71Jkincz oublic nresentJtions at du/v noticed ore-hid conferences nr hefore
-:::Jh nor:cd jcL.:~::()n evaluation commicree meetin~s: lii'j from er1'!J.'.!in~ in
c,'nCi'.1C, ~"::;,(:.l,i\)I,j discussions dunn~ anv dulv noticed public meerin!!: (iii)
!Tom enplJinq in Contract ne':!otiations I.\.ith (if:'.' staff 6;(lo\.Vin~ the ::l\vard of
.In RFP RF . RFU or bid for audit bv the Citv Commission:or liv) from
.::,'mmunlc;].tinq in writing \vjch 1nv ('itv emo(ovee or offici;]./ i~Jr DUr:'oses of
seei,in'.! ciJ.rification or ;].ddition::11 int;lnnation from the (it,: 0r reso0nding
l" [he Cir:'s reauest tor ciJ.rirlc::1tion or ::1dditionaI intormation. suhiec: co the
::,~'\isi('r:5 \)i'the JDoiic.1ole REP. RFO. RFU. or hid documents. The bidder
,)r Droooser sh::1/1 tile a copv ,)f anv \'vfirren communiearion wirh rhe Cif:'.'
Cierk Tie ir\' Clerk shall make co ies aV:lilable to rhe crene:-aJ Dublie UlJon
reCt1esr.
Id') \,,'othin'.! conrained herein shall orohibit any lobbvist. bidder. :Jroposer. or
ocher oc:r::,;n or enritv from oublic!v addressin~ the Cirv C'\IT!IT!!ssioners
duri!1~ ::1n': duly noticed oublic meeting regardin~ action on Jnv audit e-r
fflS6 cnr.rract. The CitV' Man:J.~er shall include in :lnv rmb/ic solicitation for
audirincr services a statement disclosincr the reauirements or this
ordinJnee.
3. Violations/Penalties and Procedures. [:: ..:c.:ii::or; to the ~c"alt:..J ,ra.ic,:.: [11 S-=C:id!"t
~ An allezed violation of this Section =-+-8-6 bv a particular bidder or proposer
shall subiect said bidder or proposer to the same procedures set forth in Sections
2-157(2) and (]). shall render any RFP a',vard. RFO award. RFU asvard. or bid award
to said bidder or oroposer void~. and said bidder or proposer shall not be
e n ide:-ed tor anv RFP. . R U r bid ti r a contract for the r vision of croods
or ser;ices for a Defiod of one Year. .~.nv person \.vho violates a provision of this
ordinance snail be Drohibited from ser/in~ on a Cirv ':om~c:it: .'': JC~':':::G" evaluation
committee. fn addition to any other oenalIV' orovided bv la,-,,,'. violation or anv
orovision of chis ordinance bv a Cit...- emplovee shall subiect said er::plovee to
disciDiinarv Jeeion '10 to and includin~ dismissal. A.dditionallv. any oerson who has
cersonai knowJedze or-a ',jie/arian ofrhis ordinance shall renon such vioi2.Iion ro the
Scate A.Ctome'.. J.nd,or mo.'.' tile a cor.:,!airu wirh (he Miami-Dade COL'::'1[': Erhics
Ci)m17'issior..
4
SECTTON 2. REPEALER.
Thac all Ordinances or parts of Ordinances in conflict herewith be and the same are hereby
repealed.
SECTTON 3. SEVER~BTLrTY,
If any s~ction. subsection. clause or provision of chis Ordinance is held invalid. the remainder
shall noc be affecced by such invalidity.
SECTION 4. COOTFICA TION.
Ie is the intention of the Mavor and City Commission of the City of Miami Beach, and
'. -
it is hereby ordained that the provisions of chis ordinance shall become and be made a part: of the
Code of the City of Miami Beach, Florida The sections of this ordinance may be renumbered or
relettered to accomplish such intention. and the word "ordinance" may be changed to "section".
"article," or other appropriate '.vord.
SECTION 5. EFFECTIVE DATE.
This Ordinance shall take effect on the ~ day of January
,1999.
PASSED and ADOPTED this 6r::h day of January
,1999.
~cr P ru&--
J1!;j.;
'!lff
MAYOR
ATTEST:
CITY CLERK
~. ,~r:-1.. n",,:o.. u..u..'.I..\;,(,-L"t"E.....1.. .'r"IJ
APPROVED AS TO
FORM & l.ANGUAGE
& FOR EXECUTION
lsc reading 12/16/98
2nd reading 1/6/99
5
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