2002-24859 Reso
RESOLUTION NO. 2002-24859
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO ISSUE AN
INCREASE TO THE EXISTING STANDING ORDER FOR RCC CONSULTANTS,
INC., IN THE AMOUNT OF $50,000.00, FOR A TECHNICAL SERVICES
AGREEMENT TO CONTINUE NECESSARY WORK TO REVIEW AND ANALYZE
THE PROPOSALS FOR THE PROPOSED UPGRADE AND/OR REPLACEMENT
OF THE PRESENT 800 MHZ RADIO SYSTEM, TO MAKE A PRESENTATION OF
THE RESULTS OF ANALYSIS OF THE PROPOSALS TO THE CITY MANAGER
AND HIS DESIGNATED STAFF, AND TO PARTICIPATE WITH THE CITY
ADMINISTRATION IN THE CONTRACT NEGOTIATIONS WITH THE SELECTED
VENDOR.
WHEREAS, the City Commission authorized the Administration on December 20,
2000, to issue a standing order to RCC Consultants, Inc., to provide a review and analysis
of the proposed upgrade to the 800MHz Public Radio System; and
WHEREAS, the City Commission accepted the report of RCC Consultants, Inc. on
July 16, 2001, regarding their review and analysis of the proposed upgrade to the 800M Hz
Public Radio System; and
WHEREAS, on July 18, 2001, the City Commission waived the competitive bidding
process, and requested proposals on the new system, and received proposals in March,
2002, from two vendors, Motorola, Inc. and MIA-COM; a Statement of Work was provided
to them by RCC Consultants, Inc.; and
WHEREAS, further analysis is now required to complete qualifying the two vendors,
analyzing their proposals, presenting the analysis to the City Manager and his designated
staff, and assisting in the final negotiations for the new system.
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 hereby issue an increase to the standing order for RCC Consultants, Inc., in
the amount of $50,000.00, for a technical services agreement to continue necessary work
to review and analyze the proposals for the proposed upgrade andlor replacement of the
present 800 MHz Public Radio System, to make a presentation of the results of analysis of
the proposals to the City Manager and his designated staff, and t a icipate with the City
Administration in the contract negotiations with the selected ve dor.
PASSED and ADOPTED this:29:'day of May, 2002.
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CITY CLERK
APPROVED NJTO
FORM & LANGUAGE
&FOR EXECUTION
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CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
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Condensed Title:
Issue an increase to the standing order to RCC Consultants, Inc., in the amount of $50,000.00, for a
technical services agreement to continue necessary work to review and analyze the purchase proposals for
the proposed upgrade and/or replacement of the present 800 MHz Radio System, to present the results of
the analysis to the City Selection Committee, and to participate with the City Administration in the contract
negotiations with the selected vendor.
Issue:
Need for continuing review analysis of proposals to qualify two Public Safety Radio Communication System
vendors and review of sealed bids, presentation of results of analysis to City Selection Committee, and
assistance with negotiations with chosen vendor.
Item Summary/Recommendation:
The following documents are supplied for the Commission's approval:
1. RCC Consultants, Inc. Proposal
2. Standing Order
3. Resolution.
Advisory Board Recommendation:
IN/A
Financial Information:
Amount to be expended:
AGENDA ITEM C 7 E
DATE S--;.9-o02..
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.ci.miami-beach.fl.us
COMMISSION MEMORANDUM
To:
From:
Mayor David Dermer and
Members of the City Commission
Jorge M. Gonzalez \~
City Manager () - 0
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FL, AUTHORIZING THE ADMINISTRATION TO ISSUE
AN INCREASE TO THE STANDING ORDER FOR RCC CONSULT ANTS,
INC., IN THE AMOUNT OF $50,000.00, FOR A TECHNICAL SERVICES
AGREEMENT TO CONTINUE NECESSARY WORK TO REVIEW AND
ANALYZE THE PURCHASE PROPOSALS FOR THE PROPOSED
UPGRADE AND/OR REPLACEMENT OF THE PRESENT 800MHZ RADIO
SYSTEM AND TO PARTICIPATE WITH THE CITY ADMINISTRATION IN
THE CONTRACT NEGOTIATIONS WITH THE SELECTED VENDOR.
Date: May 29, 2002
Subject:
ADMINISTRATION
Adopt the resolution.
BUDGETED AMOUNT AND FUNDING
$50,000.00
Funding is available from the Capital Fund for Information Technology
(Budget Account 550.1750.000312)
BACKGROUND
In 2000, the Information Technology Department determined that the City's public safety
radio system was obsolete, lacked proper system coverage and required additional
transmitters and other equipment in order to provide the most up-to-date digital technology.
The City Administration responded by budget-approving the purchase of a new Motorola,
Inc. 800 MHz Trunked Digital Smartzone Radio System. In addition, at the December 20,
2000 Commission Meeting, the City Commission authorized a Technical Services
Agreement with RCC Consultants, Inc., to prepare a recommendation for the purchase of
the new Motorola, Inc. 800 MHz Trunked Digital Smartzone Radio System. This report was
completed, submitted to the City and distributed through the City Manager's Office to each
member of the City Commission by way of a Letter to Commission (LTC).
Commission Memorandum
RCC Consultants, Inc.
May 29, 2002
Page 2
It was noted by RCC Consultants, Inc., that there are only two (2) major public safety radio
communication system vendors in the United States: Motorola, Inc. and M/A.COM
(Ericsson). In their report, they specified that if a competitive bid were advertised, these
two vendors would be the only ones qualified to respond. A survey of the costs of new
systems similar to what the City is proposing was conducted by RCC Consultants, Inc.,
and the result was that the Motorola, Inc. system had a price tag of $6,410,598.00 and
MIA-COM (Ericsson) had a price tag of $8,300,000.00. The highercostforthe MIA-COM
system was due to the inclusion of all new portable radio hardware/software.
Further, RCC Consultants, Inc., determined that these proposals substantially met the
long-range needs of the City. Therefore, the Information Technology Department
recommended a sole source procurement of a new Motorola public safety radio
communications system. However, since the City's consultant, RCC Consultants, Inc.,
stated in their report that "there are two major providers of public safety radio
communications systems", a sole source procurement (i.e. only available from one firm)
could not be justified. The Procurement Division recommended a competitive process that
requests proposals from Motorola, MIA-COM, or any other major public safety radio
communication system provider to ensure an open, fair, and equitable competitive
process.
A Statement of Work for an 800 MHz Trunked Digital Simulcast Radio System, Digital
Multiplex, Tower, Shelter, and services for the City of Miami Beach, was prepared by RCC
Consultants, Inc., and sent to Motorola, Inc. and MIA-COM. Technical Proposals with
Sealed bids were received by the City of Miami Beach Procurement Division on March 27,
2002. The Technical Proposals have been opened and RCC Consultants, Inc., has been
working with both vendors to qualify their proposals. Sealed Bids will remain sealed until
such time as the Technical Proposals are qualified and evaluated by RCC Consultants,
Inc. The City is continuing to work with RCC Consultants, Inc., to review and analyze the
purchase proposals.
ANALYSIS
The RCC Consultants, Inc. is needed to continue their technical work in order for the
selection/negotiation process to be completed. They have submitted a proposal in the
amount of $38,363.00 which is presented in two phases:
. Phase I - Complete selection of vendor, present evaluation and results to City
Selection Committee, and resolve Federal Communications Commission licensing
issues.
. Phase II - Conduct following activities in regard to the selected vendor: negotiate
final Statement of Work, participate in detailed design and review, and assist City in
contract negotiations.
Commission Memorandum
RCC Consultants, Inc.
May 29, 2002
Page 3
The negotiations are open-ended so there is the possibility that the time allotted will be
more than expected. To this end, an additional amount has been added for a total amount
of $50,000.00.
CONCLUSION
The Administration recommends authorizing issuing an increase to the standing order for
RCC Consultants, Inc., in the amount of $50,000.00, for a technical services agreementto
continue necessary work to complete the process to obtain a contract for an upgraded
and/or replacement of the 800 MHz Trunked Digital Simulcast Public Safety Radio System,
upon recommendation of the City Administration.
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