2003-25199 Reso (2)RESOLUTION NUMBER 2003-25199
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE A COMMUNICATIONS
SYSTEM AGREEMENT, AND ALL EXHIBITS THERETO, WITH
MOTOROLA, IN THE AMOUNT OF $4,850,000.00; FOR THE
PURCHASE AND INSTALLATION OF A NEW 800 MHZ
TRUNKED DIGITAL SMARTZONE SlMULCAST PUBLIC
SAFETY RADIO SYSTEM; A PERPETUAL SOFTWARE
LICENSE AGREEMENT, AT NO COST; A TEN YEAR (10)
MAINTENANCE AGREEMENT WHICH INCLUDES SYSTEM
MAINTENANCE COMPRISED OF A ONE (1) YEAR INITIAL
WARRANTY, AT NO COST, AND NINE (9) ADDITIONAL
CONSECUTIVE YEARS OF MAINTENANCE, IN THE AMOUNT
OF $2,581,752; SUBSCRIBER MAINTENANCE COMPRISED OF
A ONE (1) YEAR INITIAL WARRANTY AND TWO (2)
ADDITIONAL YEARS, AT NO COST; AND SEVEN (7)
ADDITIONAL CONSECUTIVE YEARS OF MAINTENANCE, IN
THE AMOUNT OF $442,669, FOR A TOTAL COST OF
$7,874,421.
WHEREAS, on July 19, 2000, the City's Information Technology Department
advised the Administration and then the City Commission in a Letter to Commission,
L.T.C. No. 133-2000, that the City's radio system coverage was getting progressively
worse as new and more dense buildings were erected in the City; therefore, the Public
Safety Radio System needed to be upgraded to the most up-to-date digital technology
to serve the needs of the City's Public Safety Agency; and
WHEREAS, subsequent to this, on December 20, 2000, the City Commission
authorized a Technical Services Agreement with RCC / Omnicom, Inc. (now RCC
Consultants, Inc.), to review, analyze and report on the proposed Motorola upgrade;
and
WHEREAS, RCC Consultants, Inc. provided a final report which they submitted
to the City Commission on July 16, 2001. The report addressed the major issues
involved in the proposed radio system upgrade and provided recommendations on how
the City should proceed; and
WHEREAS, as a result of this report, the City Commission passed a resolution
on July 18, 2001, which authorized the Administration to waive the competitive bidding
process, by 5/7ths vote, and negotiate a contract with Motorola, Ericsson, or any other
public radio safety system provider, as determined by the City of Miami Beach, to
replace the existing City of Miami Beach 800 MHz Analog Radio System, by purchasing
a new 800 MHz Trunked Digital Simulcast Public Safety Radio System. As a result of
this resolution, and in order to facilitate the negotiation process contemplated therein, a
"Statement of Work, 800MHz Trunked Digital Simulcast Radio System, Digital Multiplex,
Tower, Shelter and Services for the City of Miami Beach, Florida", was prepared by the
City and its consultant, RCC Consultants, Inc., and made available to interested parties
on October 16, 2001; and
WHEREAS, at the behest of the City Manager, an Internal Review Committee
was formed to obtain feedback and input on the proposals to replace the City's 800
MHz Trunked Analog Public Safety Radio System with a new 800 MHz Trunked Digital
Simulcast Public Safety Radio System. The Committee was to provide additional
internal support to the efforts of RCC Consultants, Inc., in their analysis function. The
Committee was comprised of the following members: Ramiro Inguanzo, Chief of Staff,
Don De Lucca, Police Chief, Floyd Jordan, Fire Chief, Robert Middaugh, Assistant City
Manager, Patricia Walker, Chief Financial Officer, and Saul Frances, Parking Director;
and
WHEREAS, the Committee met on July 9, 2002, August 7, 2002, and September
4, 2002, at which time, they discussed the functional distinctions as well as pros and
cons of each of the two proposals which had been submitted to the City of Miami Beach
by M/A-COM and Motorola; and
WHEREAS, the outcome of the Internal Review Committee review was that both
the M/A-COM and Motorola Radio Systems will meet the requirements of the Statement
of Work. The functional distinctions and pros and cons of each system are discussed in
great detail throughout this report. Pricing would obviously be a critical factor and it is
an important part of the equation to consider; and
WHEREAS, following the completion of the analysis of the Internal Review
Committee, the City Manager reviewed all the documentation of RCC Consultants, Inc.,
the Internal Review Committee Report and conducted personal interviews with
members of the Internal Review Committee as well as other City staff. The consensus
from this process was that the Motorola System was rated number one; and
WHEREAS, after all of the technical reviews had been completed, the City
Manager opened each vendor's price proposal. Motorola had submitted a price
proposal for a complete system in the amount of $4,900,000 and MIA COM had also
submitted a price proposal for a complete system in the amount of $5,980,000.
Therefore it was judged that Motorola had submitted the lowest proposal; and
WHEREAS, the Administration has conducted negotiations with Motorola,
towards the purchase and installation of a new 800MHz Trunked Digital Smartzone
Simulcast Public Safety Radio System; and
WHEREAS, a Communications System Agreement and all Exhibits attached
thereto, has been agreed upon based on these negotiations, in the amount of
$4,850,000.00; and
WHEREAS, a perpetual Software License Agreement, at no cost, has been
agreed upon; and
WHEREAS, a ten (10) year Maintenance Agreement has been agreed upon
which includes system maintenance comprised of a one (1) year initial warranty, at no
cost, and nine (9) additional consecutive years of maintenance, in the amount of
$2,581,752, and subscriber maintenance comprised of a one (1) year initial warranty
and two (2) additional years, at no cost, and seven (7) additional consecutive years of
maintenance, in the amount of $442,669, and
WHEREAS, the Administration is now recommending that the Mayor and City
Clerk execute a Communications System Agreement and all Exhibits attached thereto,
with Motorola; for the purchase and installation of a new 800 MHz Trunked Digital
Smartzone Simulcast Public Safety Radio System, a Perpetual Software License
Agreement, and a ten year Maintenance Agreement for a total amount of $7,874,421;
and
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BACH, FLORIDA, that the Mayor and City
Commission herein approve and authorize the Mayor and City Clerk to execute a
Communications System Agreement in the amount of $4,850,000.00, between the City
and Motorola, as well as a perpetual Software License Agreement, at no cost, and a ten
(10) year Maintenance Agreement which includes System Maintenance comprised of a
one (1) year initial warranty, at no cost, and nine (9) additional consecutive years of
maintenance, in the amount of $2,581,752, and subscriber maintenance comprised of a
one (1) year initial warranty and two (2) additional years, at no cost, and seven (7)
additional consecutive years of maintenance, in the amount of $442,669, for a total cost
of $7,874,421.
/
PASSED and ADOPTED this 30th day of Ap.~i
ATTEST:
CITY CLERK
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
;ondensed Title:
A resolution of the Mayor and City Commission of the City of Miami Beach, Florida, authorizing the Mayor
and City Clerk to execute a Communications System Agreement and all Exhibits attached thereto, with
Motorola, Inc., in the amount of $4,850,000 for the purchase and installation of a new 800 MHz Trunked
Digital Smartzone Simulcast Public Safety Radio System; a Perpetual Software License Agreement, at no
cost; and a ten (10) year Maintenance Agreement which includes System Maintenance comprised of a one
(1) year initial warranty, at no cost, and nine (9) consecutive years of maintenance, in the amount of
$2,581,752; and subscriber maintenance comprised of a one (1) year initial warranty and two (2) additional
years, at no cost, and seven (7) additional consecutive years of maintenance, in the amount of $442,669, for
a total cost of $7,874,421.
Issue:
IWhether a Communications System Agreement and all Exhibits attached thereto, and a Maintenance
Agreement should be executed pursuant to the negotiations conducted with the City for the purchase and
installation of a new Motorola, Inc. 800MHz Trunked Digital Smartzone Simulcast Public Safety Radio
System.
Item Summary/Recommendation:
Agreement, and a ten (10) year Maintenance Agreement. Following final negotiations with the. City, the
IMOtorola, Inc. was the chosen vendor for the purchase and installation of the new Motorola, Inc. 800 MHz
Trunked Digital Smartzone Simulcast Public Safety Radio System, a perpetual Software License
Administration recommends execution of the Agreements with Motorola, Inc.
Advisory Board Recommendation:
IN/A
Jal Information:
Source of Amount AccOunt Approved
Funds: I $4,850,000 550.7000.210100 - Bank of
America Financing Lease
1 2 $3,024,421 550.1750.000323 - Funding will be
available annually from the I
Maintenance Fund for Information
Technology beginning one year
~ from the Final System Acceptance
Date
3
4
Finance Dept. Total $7,874,421
City Clerk's Office Legislative Tracking:
I M. Kay Randall, Director, Information Technology
Sign-Offs:
Department DirectOr
~.¥,~~sta"t~City Manager [ ~
AGENDA ITEM
DATE
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
wwwmlamib a fl, v
To:
From:
Subject:
COMMISSION MEMORANDUM
Mayor David Dermer and
Members of the City Commission
Jorge M. Gonzalez ~ ~J,-~
City Manager
Date: April 30, 2003
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE MAYOR AND CITY
CLERK TO EXECUTE A COMMUNICATIONS SYSTEM AGREEMENT,
AND ALL EXHIBITS THERETO,WITH MOTOROLA, IN THE AMOUNT OF
$4,850,000, FOR THE PURCHASE AND INSTALLATION OF A NEW 800
MHZ TRUNKED DIGITAL SMARTZONE SlMULCAST PUBLIC SAFETY
RADIO SYSTEM; A PERPETUAL SOFTWARE LICENSE AGREEMENT, AT
NO COST; A TEN YEAR (10) MAINTENANCE AGREEMENT WHICH
INCLUDES SYSTEM MAINTENANCE COMPRISED OF A ONE (1) YEAR
INITIAL WARRANTY, AT NO COST, AND NINE (9) ADDITIONAL
CONSECUTIVE YEARS OF MAINTENANCE, IN THE AMOUNT OF
$2,581,752; AND SUBSCRIBER (RADIO) MAINTENANCE COMPRISED
OF A ONE (1) YEAR INITIAL WARRANTY AND TWO (2) ADDITIONAL
YEARS, AT NO COST; AND SEVEN (7) ADDITIONAL CONSECUTIVE
YEARS OF MAINTENANCE, IN THE AMOUNT OF $442,669, FOR A
TOTAL COST OF $7,874,421.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
BID AMOUNT AND FUNDING
$4,850,000
$3,024,421
Funding is available from the FY2002/2003 Bank Of America Financing
Lease (Budget Account 550.7000.210100).
Funding will be available annually from the Final System Acceptance
Date, in the Maintenance Fund for information Technology (Budget
Account 550.1750.000323).
ANALYSIS
On July 18, 2001, the City Commission adopted a resolution to proceed with contract
negotiations with Motorola, M/A-COM or any other public safety radio system provider.
Agenda Item Date
Commission Memorandum
RE: Motorola Contract
April 30, 2003
Page 2
The City Manager formed an Intemal Review Committee to obtain feedback and input on
the proposals. Following the completion of the analysis of the Internal Review Committee,
the City Manager reviewed all the documentation of RCC Consultants, Inc., the Internal
Review Committee Report and conducted personal interviews with members of the
Internal Review Committee, union representatives as well as other City staff. The
consensus from this process was that the Motorola System was rated number one. (For a
detailed description of the process please see the Background section later in this memo.)
After all of the technical reviews had been completed, the City Manager opened each
vendor's price proposal. Motorola had submitted a price proposal for a complete system
in the amount of $4,900,000 and M/A-COM had also submitted a price proposal for a
complete system in the amount of $5,980,000. Further, the Manager reviewed the costs
as proposed, for the entire system life. Motorola's proposed price for the system, five
year's of maintenance, and the proposed optional items and fire protection system costs,
~t:~ Qg~7
was ~,v, .... . v3 $7,166,341 (NPV $6,975,414) compared to M/A-COM's proposed price
of $7,614,974 ( NPV $7,456,047). This reflects that Motorola's proposal was $7~,7,87!
$448,633 (NPV $480,633) less than M/A-COM's. Therefore it was judged that Motorola
had submitted the lowest proposal.
Contract Ne.qotiations
The City Manager then determined that the City should begin actual negotiations with
Motorola for an 800 MHz Smartzone Digital Simulcast Radio System. He appointed a
negotiating team comprised of Trish Walker, Chief Financial Officer, M. Kay Randall,
Director Information Technology Department and Raul Aguila, First Assistant City
Attorney. The team was supported on technical matters by Sgt. Larry Bomstein, Police
Department; Julio Garcia, Fire Fighter II, Fire Department; Joe London, Radio System
Technologist, Information Technology Department and Joe Leikhim, RCC Consultants,
Inc. The negotiations involved the Communications System Agreement for the radio
system, a ten (10) year Maintenance Agreement, and a Software License Agreement.
The first item of discussion in the negotiation session was a battery issue the City had
experienced with the XTS-3000 radios. There were several concerns regarding the
batteries, but foremost was that the batteries did not last an entire shift. Due to this
problem, Motorola several months earlier had replaced all of the City's existing batteries
for the XTS-3000 radios under the City's warranty agreement. However, even after these
batteries were replaced, over time some of them began to experience failures. The City
requested that Motorola, investigate why the City was experiencing battery failures.
Motorola took a number of the failing batteries to their plant and had them tested by their
product engineers. As a result of this testing, the product engineers found an engineering
defect in some particular batches of batteries. The product engineers redesigned the
battery and Motorola then exchanged the City's existing batteries for the new re-
engineered batteries at no cost to the City. Motorola provided a total of 876 new batterieS
Commission Memorandum
RE: Motorola Contract
April 30, 2003
Page 3
at a value of $56,940. In addition, Motorola, agreed to provide 250 in-vehicle battery
chargers at no cost to the City at a value of $23,750.
The second part of the process was to test a number of the existing Public Safety Radios
to determine if they were working properly. Motorola brought in testing equipment and
tested seventeen (17) STX-3000 radios. The test results showed that all of the radios
were working correctly. A copy of the Radio Testing Report prepared by Motorola is
attached as Exhibit A.
At the time of the implementation of the new radio communication system, all of STX-3000
radios will be tested to ensure they are also working properly. If any of the radios fail the
test, the radio will either be repaired or replaced at no cost to the City. Motorola also
provided a revised battery charging procedure to Police and Fire Departments to facilitate
the proper charging of the batteries. These remedies were provided by Motorola to
eliminate any battery problems that the City had experienced.
In addition to these items, other terms'were discussed with Motorola during these
sessions and the primary benefits achieved by the City are as follows:
System
· Motorola has agreed to reduce the purchase price of the System from $4,900,000
to $4,850,000.
Motorola will provide additional Bi-Directional Amplifier (BDAs) for either the South
Shore and/or Mt. Sinai Hospitals if the BDAs are required to provide in-building
radio coverage at no cost to the City. (This was shown as an optional item for the
City and if these BDAs are required, represents a value of $261,538).
Motorola has agreed to allow the City to change any of the proposed sites and will
eliminate the proposed cost for such sites in total from the proposal, with the
exception of any required equipment which will be at the proposal price. The cost
of new sites will be added by mutually agreed change order, subject to the prior
review by the City or its agents. Motorola has agreed that the cost for any
replacement site for the 75th Street site will not exceed the cost originally
proposed.
· Motorola has agreed to provide 14,000 Digital Subscriber (Radio) IDs at no cost to
the City. This provides a savings of $35,700 to the City.
· Motorola has agreed to provide the fuel to fill the generator at a new site at no cost
to the City, which represents a savings of $2,000 from the proposed price.
Commission Memorandum
RE: Motorola Contract
April 30, 2003
Page 4
Equipment
Motorola has agreed to replace all of the City's non-public safety subscribers
(radios) (totaling 371) with like new MTS-2000 subscribers (radios) used in the
2002 Winter Olympics at no cost to the City. These subscribers (radios) will be
delivered fully programmed and with a full warranty also at no cost to the City.
(Motorola estimates the value of these radios to be $927,500)
Motorola, under its current warranty with the City, has provided a total of 876 new
batteries at a value of $56,940, at no cost to the City.
Motorola has agreed to provide 250 in-vehicle battery chargers for all Police and
Fire/Rescue vehicles at no cost to the City. This represents a savings to the City
of $23,750.
Maintenance
Motorola has agreed to provide ten (10) year serviceability of the System, such that
all functionalities of the System will be maintained and all defects will be fixed.
Motorola will be responsible for the cost of Software, Equipment and installation
labor necessary to meet this commitment as long as the City has executed a
System Maintenance Agreement.
Motorola has agreed to extend their Maintenance Agreement, for the subscribers
(radios) to ten years from six years, which adds four years and to limit the price
increase to the lesser of 3% or the year to year increase in CPI.
Motorola will provide two years of subscriber (radio) maintenance at no cost to the
City. This represents a savings to the City of $110,542.
Motorola has also agreed to reduce the System Maintenance price by 5% for the
first two years which results in a savings to the City of $135,879.
Motorola has agreed to extend their Maintenance Agreement for System
Maintenance to ten years from six years which adds four years, and limits the price
increase to the lesser of 3% or the year to year increase in CPI.
Additional Equipment Purchase Prices
Motorola has agreed to give the City a 15% discount off subscriber (radio) list
pricing for all subscriber (radio) purchases for a period of seven years from the
effective date of the Agreement.
Commission Memorandum
RE: Motorola Contract
April 30, 2003
Page 5
Motorola has agreed to give the City a trade-in credit of $300 for each XTS
subscriber (radio) for orders of 200 or more XTS subscribers (radios) to be
purchased over a 24 month period, for a period of seven years from the effective
date of the Agreement.
Motorola has agreed to give the City a trade-in credit of $100 for each XTS
subscriber (radio) for orders of less than 200 XTS subscribers (radios) to be
purchased over a 24 month period for a period of seven years from the effective
date of the Agreement.
Motorola has agreed to give the City a trade-in credit of $100 for each MTS
subscriber (radio) for orders of 200 or more MTS subscribers (radios) to be
purchased over a 24 month period, for a period of seven (7) years from the
effective date of the Agreement.
Motorola has agreed to sell the City XTS 5000 subscribers (radios), exclusive of
promotional pricing, at the same price as the XTS 3000 subscribers (radios) for a
period of seven (7) years from the effective date of the Agreement.
The total of price reductions and other benefits negotiated as stated above totals in
excess of $1.5 million. This amount does not include other potential savings negotiated
such as:
a ten year maintenance agreement on subscribers (radios) that will repair or
replace any subscriber (radio) during the contract period, therefore assuring that
the City will not have to buy new subscribers (radios) for the life of the contract;
· locking in the cost of maintenance for the System and subscribers (radios) for four
additional years at CPI, not to exceed 3%;
savings of 15% off list price for seven years for all subscribers (radios) purchased;
savings from trade-in values for all subscribers (radios) ranging from $100 to $300
per subscriber (radio);
savings from the City's ability to buy upgraded XTS 5000 subscribers (radios) at
XTS 3000 prices; and
Motorola's ten (10) year serviceability commitment for the System, such that all
functionalities of the System will be maintained and all defects will be fixed.
Motorola will be responsible for the cost of Software, Equipment and installation
labor necessary to meet this commitment as long as the City has executed a
System Maintenance Agreement.
Commission Memorandum
RE: Motorola Contract
April 30, 2003
Page 6
In summary, the City has negotiated a proposed contract with Motorola as follows:
System price
$4,850,000
System Maintenance
Years 2 - 6
Years 7- 10 (lower of 3% or CPI)
Subscriber (Radio) Maintenance
Years 2 - 6
Years 7- 10 (lower of 3% or CPI)
$1,349,216
1,232,536
$2,581,752
$178,564
264,105
$ 442,669
Total Cost
Optional items that were included in the proposal are not being purchased at this time,
however, they are included on the Pricing Summary of the Contract and would be
available at a cost of $257,769 during the term of the contract. ( A copy of the proposed
contract will be available for review electronically.)
This system purchase or capital component of this contract has been budgeted at a total
cost of $6,375,000 ( $3,187,500 per year for 2 years) compared to the purchase price of
$4,850,000 represents a savings of $1,525,000. Maintenance costs have not been
previously budgeted as they will not begin until one year after the system installation is
complete and the one year warranty period has elapsed.
In conclusion the negotiated price for the Motorola System, and five year's of
maintenancc ...... ~.,v~. ..... ~. ...................... ~. ........... j ............
$6,377,780 compared to M/A-COM's proposed pdce of $7,614,974 (less $211,724 for the
optional items and fire protection not included in the Motorola ne,qotiated price). This
reflects that Motorola's proposal has been negotiated to a price that is approximately $1
million ~ less than M/A-COM's proposal.
BACKGROUND
In 1987, the City of Miami Beach, through a competitive process, selected and installed a
Motorola 800 MHz Trunked Analog Public Safety Radio System. This system included six
radio sites, both handheld and mobile radio equipment as well as a radio microwave
system for use by the Police, Fire and various other City Departments.
In 1997, the microwave portion of the City's Public Safety Radio System was replaced
because the old system was no longer able to be maintained by the vendor. Atthe same
time, Motorola was given a four-year service agreement to maintain the entire 800 MHz
radio system.
Commission Memorandum
RE: Motorola Contract
April 30, 2003
Page 7
On July 19, 2000, the City's Information Technology Department advised the
Administration and then the City Commission in a Letter to Commission, L.T.C. No. 133-
2000, that the City's radio system coverage was getting progressively worse as new and
more dense buildings were erected in the City. Also, the current analog equipment was
no longer being manufactured and itwas becoming more and more difficult for Motorola to
maintain this obsolete system; therefore, the Public Safety Radio System needed to be
upgraded to the most up-to-date digital technology to serve the needs of the City's Public
Safety Agency.
Subsequent to this, on December 20, 2000, the City Commission authorized a Technical
Services Agreement with RCC / Omnicom, Inc. (now RCC Consultants, Inc.), to review,
analyze and report on the proposed Motorola upgrade.
In addition, the City Commission authorized a continuing maintenance agreement with
Motorola to provide on-going maintenance service until a new radio system could be
installed and operational.
RCC Consultants, Inc. provided a final report which they submitted to the City
Commission on July 16, 2001. The report addressed the major issues involved in the
proposed radio system upgrade and provided recommendations on how the City should
proceed.
As a result of this report, the City Commission passed a resolution on July 18, 2001, which
authorized the Administration to waive the competitive bidding process, by 5/7~Svote, and
negotiate a contract with Motorola, Ericsson, or any other public radio safety system
provider, as determined by the City of Miami Beach, to replace the existing City of Miami
Beach 800 MHz Analog Radio System, by purchasing a new 800 MHz Trunked Digital
Simulcast Public Safety Radio System. As a result of this resolution, and in order to
facilitate the negotiation process contemplated therein, a "Statement of Work, 800MHz
Trunked Digital Simulcast Radio System, Digital Multiplex, Tower, Shelter and Services for
the City of Miami Beach, Florida", was prepared by the City and its consultant, RCC
Consultants, Inc., and made available to interested parties on October 16, 2001.
Following this, on May 29, 2002, the City Commission authorized a further Technical
Services Agreement with RCC Consultants, Inc., to continue necessary work to review
and analyze the purchase proposals for the radio system upgrade and to participate in the
contract negotiations with the selected vendor.
At the behest of the City Manager, an Internal Review Committee was formed to obtain
feedback and input on the proposals to replace the City's 800 MHzTrunked Analog Public
Safety Radio System with a new 800 MHz Trunked Digital Simulcast Public Safety Radio
System. The Committee was to provide additional internal support to the efforts of RCC
Consultants, Inc., in their analysis function. The Committee was comprised of the
Commission Memorandum
RE: Motorola Contract
Apdl 30, 2003
Page 8
following members: Ramiro Inguanzo, Chief of Staff, Don De Lucca, Police Chief, Floyd
Jordan, Fire Chief, Robert Middaugh, Assistant City Manager, Patricia Walker, Chief
Financial Officer, and Saul Frances, Parking Director.
The Committee met on July 9, 2002, August 7, 2002, and September 4, 2002, at which
time, they discussed the functional distinctions as well as pros and cons of each of the two
proposals which had been submitted to the City of Miami Beach by M/A-COM and
Motorola.
At the July 9, 2002 meeting of the Internal Review Committee, Jerry Kessler, Director of
Southeast Operations, RCC Consultants, Inc. and Joe Leikhim, Project Manager, RCC
Consultants, Inc., presented an overview of the City of Miami Beach's existing 800 MHz
Trunked Radio System. The presentation included the history and background of the
City's radio system, a list of improvements needed, a project status, an overview of the
two proposals received, and RCC Consultants, Inc.'s evaluation of vendor responses.
The two vendors, M/A-Com and Motorola, were each given an opportunity to cladfy or add
any information to the information that RCC Consultant, Inc. had shared with the group.
The Internal Review Committee members all agreed that it would be helpful to have a
team of technical employees from the City conduct technical site visits to local
municipalities and counties throughout Florida who were using the proposed
communication systems. Chief Don De Lucca asked that Capt. Brian Miller and Sgt. Larry
Bomstein represent the Police Department as his technical advisors. Chief Floyd Jordan
asked that Julio Garcia, Fire Fighter II, represent the Fire Department as his technical
advisor. Chief Financial Officer Patdcia Walker asked that Joe London represent the
Information Technology Department as her technical advisor.
It was agreed upon by all of the members of the Internal Review Committee that the City's
technical staff should visit two users of each of the two proposed systems. The Internal
Review Committee members asked representatives from M/A-Corn and Motorola, for two
recommendations each of government agencies that the City's technical staff could visit.
M/A-Corn suggested the City of Coral Gables and Hillsborough County. Motorola
suggested Palm Beach County and Sarasota County.
The technical staff agreed that they would coordinate site visits to the four sites dudng the
month of July, 2002, and report back to the Intemal Review Committee at the next
meeting. Furthermore, the Internal Review Committee members asked the RCC
Consultants, Inc. representatives to outline and present the specific functional distinctions
and pros and cons of each system at the next meeting.
The second meeting of the Internal Review Committee took place on August 7, 2002. At
this second meeting, the technical staff from the City gave a verbal presentation regarding
the information they gathered on their site visits. The Internal Review Committee also had
an opportunity to hear from M/A-Corn and Motorola project staff, who each gave a
Commission Memorandum
RE: Motorola Contract
Apdl 30, 2003
Page 9
presentation regarding their proposed systems.
A report was distributed to the Committee members by Joe Leikhim of RCC Consultants,
Inc. The report captured the functional distinctions of each of the proposed systems. A
copy of RCC Consultants, Inc.'s summary of the functional distinctions between the
proposed M/A-COM and Motorola systems by thirteen principal areas including a
spreadsheet which outlines the areas of the 800 MHz Radio System that wero examined
is attached as Exhibit B.
The third meeting of the Internal Review Committee took place on September 4, 2002.
The City's technical staff gave their final report which rated each proposal according to a
set of five criteria that the Internal Review Committee had identified as being helpful in
providing functional distinctions and pros and cons for each system.
The outcome of the Internal Review Committee roview was that both the M/A-COM and
Motorola Radio Systems will meet the requirements of the Statement of Work. The
functional distinctions and pros and cons of each system are discussed in groat detail
throughout this report. Pricing would obviously be a critical factor and it is an important
part of the equation to consider.
Following the completion of the analysis of the Internal Review Committee, the City
Manager reviewed all the documentation of RCC Consultants, Inc., the Internal Review
Committee Report and conducted personal interviews with members of the Intemal
Review Committee, union representatives as well as other City staff. The consensus from
this process was that the Motorola System was rated number one. As summary of the
analysis of the proposals was prepared by RCC Consultants, Inc. and is attached as
Exhibit C.
After all of the technical reviews had been completed, the City Manager opened each
vendor's pdce proposal. Motorola had submitted a price proposal for a complete system
in the amount of $4,900,000 and M/A-COM had also submitted a pdce proposal for a
complete system in the amount of $5,980,000. Therefore it was judged that Motorola had
submitted the lowest proposal.
JMG:PDW:MKR:RI:GL
~_~YiO'I"OI~IOI,.A EXHIBIT A
Engineering Technical Services
Radio Testing Report for
The City of Miami Beach
ABSTRACT
Motorola has performed several subscriber tests at the request of the City of Miami Beach
with the objective to understand the environment, duty cycles, and operating performance of
their XTS 3000 radios and RNN4006 batteries. Motorola also reviewed battery charging
procedures, care, and tips to improve performance and obtain a longer life cycle from the
Motorola rechargeable batteries.
The following activities were performed during the month of February 2003.
1. MONITORING OF SYSTEM USE DATA
Motorola used the current System Watch II terminal to log system traffic info~:~iation for
several days with the objective to determine usage duty cycles for the high use radios.
>The System Watch data analysis showed that the heavy use radios of the Police Dept. have a
worst-case duty cycle of about 2/34/64 (transmit/receive/stand-by) for a total consumption of
about 2100 mAh in a 10-hour timeframe. In perspective, the 2/34/64 duty cycle requires
higher capacity on the battery than the 5/5/90 duty cycle but it requires lower capacity than
the 10/10/80 duty cycle for the 10-hour period. The results show that the worst-case duty
cycles for the tested radios in the selected day of February 28th 2003 does not exceed the
battery requirements for the 10-hour shift of the City of Miami Beach Police Dept.
2. TEST OF XTS 3000 RADIO CURRENT DRAIN
Motorola tested current drains for ten (10) Fire Dept. XTS3000 radios, and seven (7) Police
Dept XTS 3000 radios as provided by these_agencies on February 26~h, 2003.
>The results showed that the measured current drains do not exceed the nominal values for
the XTS 3000 radio.
3. REVIEW OF BATTERY CHARGING PROCEDURES
Motorola provided on February 21st 2003 a summary of the most important charging
procedures for the Nickel Metal-Hydride (NiMH) batteries being used by the City of Miami
Beach.
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~MOTOROLA
Engineering Technical Services
1. MONITORING OF SYSTEM USE DATA
Motorola used the current System Watch II terminal to log system traffic information for
several days with the objective to determine usage duty cycles for the high use radios.
February 28~h, 2003, between the times of 3 p.m. to 3 a.m. was selected at random for the
purpose of this analysis. A sample of the data used in the analysis is included at the end of
this document.
Transmit time. The transmit time for each radio was obtained by adding all the entries
belonging to that radio ID during the 10-hour period. The longest transmit time observed was
8.82 minutes or 1.47% of the time.
Note: The calculations will not account for transmit time on other systems or radio-to-radio
conversations since these conversations are not recorded by the City of Miami Beach System
Watch system. These transmissions are assumed to be very infrequent and therefore
inconsequential in the calculations.
Receive time The receive time for each radio was obtained by observing all the entries
belonging to the main talkgroups North PD (802001) and South PD (802003) during the 10-
hour period. It was assumed that the radios would be always listening to either one of these
talkgroups. In the calculations we used the highest talkgroup activity (worst case), which was
204 minutes or 34% of the time.
Stand-by time. The stand-by time was obtained as the balance time during the 10 hour-
period.
DUTY CYCLES FOR XTS 3000 RADIOS
City of Miami Beach - February 28th, 2003
TX duty RX duty S-By
TX time cycle RX time cycle time S-by duty
Radio ID User (rnin) (%) (min) (%) (min) cycle (%)
720296 Bauer 8.90 1,48 204.00 34.00 387.10 64,52
720192 Lawrence 2.08 0.35 204.00 34,00 393.92 65.65
720363 Thomas 2,32 0.39 204.00 34.00 393.68 65.61
720162 Burnette 8.80 1.47 204.00 34,00 387.20 64.53
720113 Daveney 3.95 0.66 204.00 34.00 392.05 65.34
720074 Cause¥ 0.00 0.00 0.00 0.00 0.00 0.00
720373 Bornstein 0.00 0.00 0.00 0.00 0.00 0.00
Table 1 a -Observed usage times and duty cycles for 1 O-hour period.
Note: Radios 720074 and 720373 did not show activity on this date.
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MOTOROLA
Engineering Technical Services
TEST RESULTS
In order to calculate the battery capacity requirements for the above radios in a 10-hour shift,
we used the worst-case figures as follows:
Transmit:
Receive:
Stand-By:
2 % duty cycle
34% duty cycle
64% duty cycle
BATTERY CAPACITY REQUIREMENTS FOR XTS 3000 RADIOS
City of Miami Beach - February 28th, 2003
Requirements
Stand- Per 10 12
Transmit Receive By hour hours hours
Current Drains (mA) 1665 350 95
5/5/90 DutyCycle 5 5 90 186.25 1863 2235
Worst Case Duty Cycle 2 34 64 213.1 2131 2557
10/10/80 Duty Cycle 10 10 80 277.5 2775 3330
Table lb - Comparison of typical vs. observed duty cycles.
The worst case duty cycle observed (2/34/64) requires higher capacity on the battery than the
5/5/90 duty cycle but it requires lower capacity than the I0/10/80 duty cycle for any hour
period.
-The results showed that the worst-case duty cycles for the tested radios in the selected day of
February 28t~ 2003, does not exceed the battery requirements for the 10-hour shift of the City
of Miami Beach Police Dept as long as the battery has been properly charged.
3
~MOTOROLA
Engineering Technical Services
2. TEST OF XTS 3000 RADIO CURRENT DRAIN
Motorola tested current drains for ten (10) Fire Dept. XTS3000 radios, and seven (7) Police
Dept XTS 3000 radios as provided by these agencies on February 26th, 2003.
SETUP
The testing procedure used was derived from the XTS3000 Basic Service Maintenance
Manual 68P81083C85-O.
Transmit Set Procedure: Set the radio on the battery eliminator and the power supply at
7.SVDC. Press the push-to-talk button and note the current readout.
Receiver Test Procedure: Set the radio on the battery eliminator and the power supply at
7.5VDC. Set the volume control set at maximum, apply a modulated carrier (60% Deviation
at 1 KHz and note the current readout.
Idle Test Procedure: Set the radio on the battery eliminator and the power supply at 7.5VDC,
verify the radio is squelched and note the current readout.
TEST RESULTS
The following current drain tests were performed by a Motorola technician using a Motorola
S 1348D DC power supply and a Fluke 8060A multimeter.
The column to the right of the measured values (Figure 2a), show the difference between the
measured and nominal values.
The results showed that the measured current drains for transmit, receive, and stand-by
situations do not exceed the nominal values of the XTS 3000 radio except in a few instances
by no more than 10 mA. See table 2a for results. --
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MOTOROLA
Engineering Technical Services
CURRENT DRAIN TEST FOR XTS 3000 RADIOS
City of Miami Beach
TX Diff. TXRX Diff. RX :Diff. St.
Serial current vs. current vs. Stand- By vs,
Number (mA) nominal (mA) nominal By(mA) nomina Notes
Nominal 1665 0 350 0 95 0 Nominal Values
Values
I 326AXJ0396 1556 -109 354 4 100 5 [lack from Rockford Depot 2-
17-03
2 326AX J0489 1496 -169 359 9 96 1 3ack from Rockford Depot 2-
'- 17-03
3 326AXJO074 1623 -42 352 2 90 -5 720373 Sgt Bornstein
4 326AXJ0104 1486 1-179 345 -5 90 -5 Bach from Rockford Depot 2-
24-03
5'126AX J0032 1350 -315 330 -20 ~7 -8 Fire Dept.721015 2-26-03
t~326AXJ0147 1250 -415 332 -18 }2 -3 Fire Dept 721008 2-26-03
7 326AXJ0213 1650 -15 335 -15 02 -3 Fire Dept. 721025 2-26-03
8 326AXJ0478 1420 -245 334 -16 88 -7 :ire Dept. 721067 2-26-03
9 326AX J0210 1250 -415 341 -9 98 3 :ire Dept. 721029 2-26-03
10326AX JO027 1240 -425 339 -11 93 -2 Fire Dept. 721013 2-26-03
11 326AX J0161 1210 -455 332 -18 35 -10 Fire Dept. 721001 2-26-03
12 326AXJ0217 1260 -405 335 .15 }2 ~3 Fire Dept. 721022 2-26-03
16 ~26AXJ0150 1280 -385 332 -18 t7 -8 Fire Dept. 721010 2-26-03
lZl326AXJ0160 1420 -245 336 -14 87 -8 ._. :ire Dept. 721009 2-26-03
15 126AXG0048 1390 -275 336 -14 94 -1 =olice Dept. 720063 2-26-03
16 326AXG0066 1410 -255 338 -12 94 -1 Police Dept. 720920 2-26-03
17326AXJ0192 1650 -15 335 -15 ~4 -1 Police Dept. 720071 2-26-03
Table 2a - Nominal and measured current drain results for XTS 3000 radios.
5
EXHIBIT B
M/A-COM and Motorola Trunked Simulcast 800
MHz Radio Equipment and Functional Distinctions
1. Control Channel Distinctions
Motorola utilizes a 3600 bps signaling rate and M/A-COM utilizes a 9600 bps signaling
rate.
Impact: Both systems meet the APCO-16 requirement of 500 ms channel access (channel
grant). M/A-COM and Motorola digital radio systems have an additional latency in addition
to call set-up for digi~tal voice processing. This latency does not cut off syllables but
delays their transmission. This means that the first syllables of the transmission are
received approximately 500 ms after they are spoken.
In an M/A-COM trunked radio system, all channels in the trunked channel pool can act as
the control channel. In a Motorola trunked radio system, up to four channels out of the
trunked channel pool can act as the control channel.
Impact: M/A-COM's ability to allow all available trunked radio channels to act as the
control channel provides a higher level of availability for the trunked system. However,
both Motorola and M/A-COM meet the requirements of the SOW for control channel
redundancy.
2. Channel Push-To-Talk (PTT) Access Distinctions
For M/A-COM, channel access is normally transmission trunked and Motorola's channel
access is normally message trunked.
Transmission trunking means that each time a user PTTs, the trunked system goes through
the channel set-up process and assigns a channel to the user on a distinct talkgroup. This
process takes place in less than 500 ms as required by APCO 16 For' the duration of a
PTT on a selected talk-group, no other user will be granted access to that talkgroup. In
other words, in transmission trunking, you cannot be "stepped-on" by other system users.
In a message trunked radio system, a user PTTs and the trunked system goes through the
channel set-up process and assigns a channel to the user on a distinct talkgroup within
500 ms, just as in transmission trunking. However, in a message trunked system the
channel setup is retained for a designated period (usually 2 seconds). This allows the
initial user or anyone else on that talkgroup to PTT immediately back on the channel
without additional setup times.
Impact: In theory, M/A-COM's transmission trunking assess method provides an increase
in trunking efficiency as the channels are returned to the channel pool faster. This
improvement would be evident under conditions where the system is unusually busy.
However, the actual level of improvement depends heavily upon the user traffic pattern
assumptions.
A separate and more significant problem with large talk-groups is that message trunking
allows users to be "stepped-on" by other system users. When interviewing Miami-Beach
dispatch personnel, one of the common complaints was that field users often stepped-on
other system users during communications with dispatch. After a user releases the PTT
button and during the two second hang time of the repeater, all users on the talk-group
have instant access to the channel. This can create situations where two or more field
users start talking on the talk-group simultaneously and interfere with each other. Using
an analog talk-group, some portions of the "stepped-on" message may be intelligible.
However, for digital communications, the message would likely be unintelligible.
3. Digital Baseband Modulation
Motorola's digital baseband modulation technique is four-level 9.6 kbps on working
channels and M/A-CO's digital modulation is two-level 9.6 kbps for working and control
channels.
Impact: Motorola's four-level modulation improves the recovery of digital voice under
simulcast conditions. Four-level modulation allows for greater site separation and antenna
design flexibility than allowed with two-level modulation. However, the site separation
advantage is applicable only when the simulcast sites are separated beyond 8-9 miles.
Since site separation does not exceed this distance, digital Baseband modulation technique
is not an issue in Miami Beach.
4. Receiver Interference Detection
Motorola trunked radio systems detect receiver interference by monitoring carrier squelch
activity. M/A-COM performs receiver interference detection via the test and alarm unit
(TAU), which places test calls on the system periodically. Interference is then determined
by the blocking of a test call originated by a test radio at the site.
Impact: Motorola's method provides a direct indication of interference to a base station
receiver, while M/A-COM's method is indirect. Both methods are adequate, but M/A-
COM's method requires some field adjustment. Additionally, the M/A-COM method of
interference detection provides an added security benefit in that a failure to access the
system for any reason is reported automatically.
5. Receiver Sensitivity and Voting
M/A-COM's receiver has a sensitivity of -119 dBm and Motorola's receiver has a
sensitivity of -117.45. Motorola uses the Astro-Tac 3000 Comparator to vote the best
receive signals and M/A-COM utilizes the Compact Vertical Voter. The M/A-COM voting
system requires a separate voter shelf for each analog channel and one shelf per two
digital channels. The Motorola Astro-Tac 3000 utilizes one shelf per channel and votes
both analog and digital calls.
impact: M/A-COM's base station receiver has a slightly better receiver sensitivity than the
Motorola receiver, however, the ultimate base station receiver sensitivity will be
determined by the environmental site noise floor. Motorola's voting system utilizes a
single shelf per channel to vote both analog and digital communications and thus is more
compact in terms of rack space. --
6, Dispatch Consoles
M/A-COM digital radio systems utilize C3 Maestro dispatch consoles and Motorola digital
radio systems utilize Centracom Gold Elite dispatch consoles. Both the C3 Maestro and
the Gold Elite are CRT style consoles running on Windows NT 4.0 and Windows 2000
respectively. Both CRT based console systems offer the capability of flexible programming
by dispatch supervisors or the dispatchers themselves. Via Database Manager software,
the Gold Elite consoles can be programmed to provide access to various system resources.
Each dispatch consoles programming can be password protected to control personnel
access. M/A-COM utilizes the CEC Manager to define what resources are permitted at
each dispatch console position. Once a resource (talk-groups or channels) is permitted at a
C3 Maestro dispatch position, the dispatcher can customize (add or delete talk-groups)
resources within the permitted list as they see fit. Both the Gold Elite and C3 Maestro
offer the capability of displaying alias or LID, providing integrated telephone
communications, and paging capabilities.
Impact: The Motorola Centracom Gold Elite and M/A-COM C3 Maestro consoles have
similar features and capabilitie .sT--One notable difference is that each Gold Elite con~_s_ole
position's programming is password protected and the C3 Maestro allows the dispa~c~her to
customize (without password) within parameters defined by the CEC Manager. The CEC
Manager is password protected.
7. 800 MHz Base Station Transmitters
The M/A-COM Site Pro repeaters process analog, digital and digital encrypted
communications without the purchase of additional transmit site hardware. The Motorola
Quantar repeaters have the capability to process digital, analog and encrypted
communications but the Motorola methodology requires the purchase of additional
hardware to process analog and encrypted calls on a channel by channel basis.
Impact: Both vendors comply with the requirements of the SOW and can process analog,
digital and digital encrypted communications.
8. System Redundancy and Modes of System Failure
M/A-COM and Motorola both have many levels of redundancy built into their equipment
but their overall system architectures are very different. Motorola has approached
redundancy by making all vital trunking or simulcast equipment redundant at the Prime
Site. For example, the Motorola SmartZone 4.1 Zone Controller and MTC3600 Central site
controllers are configured with redundant hardware and the fault tolerant Ambassador
Electronics Bank provides redundant links to the Zone Controller and the CEB. M/A-COM
provides redundancy by distributing the trunking capability to the individual base station
repeaters by utilizing a Site Pro controller with each MASTR III repeater.
Both Motorola and M/A-COM depend heavily on the Prime Site (control point) for analog
and digital simulcast audio processing as well as dispatch console connectivity.
Additionally, in the case of Motorola, the Prime Site is needed for centralized trunked call
processing.
Impact: As a general description, the M/A-COM trunked radio system uses distributed
processing and the Motorola trunked radio system utilizes centralized processing. In worst-
case scenarios, the Motorola trunked radio system methodology is more vulnerable to
reductions of service or outage than the M/A-COM trunked radio system methodology. For
example, if the transmission path (fiber link cut or microwave outage) is made inoperable
between the Prime Site and Fire Station 2, the Motorola trunked system will be in Failsoft
mode and M/A-COM will be in Bypass mode. For either system, such a failure means no
trunking, no simulcast and no consoles. Dispatchers will have to use the backup control
station radios to dispatch. For the Motorola system, Failsoft means no trunking and
dispatch will occur on pre-defined conventional channels. For the M/A-COM system,
Bypass operation will allow system users to retain APCO 16 trunking capabilities and
features; and full system trunking capacity. For either vendor, transmission and reception
will occur from a single RF transmission site (presently defined as Tower 41, depending on
programming). To the radio user, coverage will be reduced.
9. Portable 800 MHz Radio Equipment
Motorola's digital portable offering is the XTS 3000 and M/A-COM's digital portable
offering is the Jaguar 700P. The XTS 3000 has a four-line display and can be
programmed with up to 255 talk-groups or channels. The Jaguar 700P has a three-line
display and can be programmed with up to 800 talk-groups and 200 conventional
channels. The XTS 3000 weighs 24.8 ounces and the Jaguar 700P weighs 26 ounces.
The dimensions of the XTS 3000 is 6.58" x 2.44" x 1.65" where as the Jaguar 700P is
6.75" x 2.58" x 1.79". The XTS 3000 NiMH battery is rated to last for eight hours and
the Jaguar 700P NiMH battery is rated for eleven hours. The 12 dB SlNAD receiver
sensitivity for the Jaguar 700P is 0.28 microvolts and the XTS 3000 receiver sensitivity is
0.25 microvolts for a 25 kHz channel. Selectivity for the Jaguar 700P is rated at -72 dB
for a 25 kHz channel, where as the XTS 3000 is rated at -75 dB. The XTS 3000 has a
spurious image rejection of -75 dB compared to the Jaguar 700P at -70 dB.
Motorola's analog portable offering is the MTS 2000 Level II and M/A-COM's analog
portable offering is the Jaguar 70OP. The MTS 2000 can be programmed with up to 160
talk-groups or channels and the Jaguar 700P can be programmed with up to 800 talk-
groups and 200 conventional channels, The MTS 2000 weighs 20.1 ounces and the
Jaguar 700P weighs 26 ounces. The dimensions Of the MTS 2000 is 6.30" x 2.34" x
1,54" where as the Jaguar 700P is 6.75" x 2.58" x 1.79". The MTS 2000 NiMH battery
is rated to last for eight hours and the Jaguar 700P NiMH battery is rated for eleven hours.
The 12 dB SlNAD receiver sensitivity for the Jaguar 700P is 0.28 microvolts and the MTS
2000 receiver sensitivity is 0.28 microvolts for a 25 kHz channel. Selectivity for the
Jaguar 700P and the MTS 2000 is rated at -72 dB for a 25 kHz channel. The MTS 2000
has a spurious image rejection of -78 dB compared to the Jaguar 700P at -70 dB.
Impact.' The XTS 3000 has a slightly larger display (by one line), better RF specifications
and is lighter and smaller by a small margin than the Jaguar 700P. The Jaguar 700P has a
higher battery life for the NiMH batteries, can be programmed with a greater number of
talk-groups and has the limited capability to show real user names with the Alias feature.
The Jaguar 700P can withstand a 6-foot drop shock (per EIA) and 5 Gs (per U.S. Forest
Service) of vibration.
The MTS 2000 has a smaller display (one line) but is lighter and smaller than the Jaguar
700P. The Jaguar 700P has a higher battery life for the NiMH batteries, can be
programmed with a greater number of talk-groups and has a limit capability to show real
user names with the Alias feature. The Jaguar 700P can withstand a 6-foot drop shock
(per EIA) and 5 Gs (per U.S. Forest Service) of ~-bration.
10. Mobile 800 MHz Radio Equipment
Motorola's digital mobile offering is the Astro Digital Spectra and M/A-COM's digital mobile
offering is the Orion. The dimensions for the Digital Spectra is 2.0" x 7.1" x 8.6" and the
Orion is 2.4" x 6.9" x 11.1". Both vendors offer remote mount, motorcycle and dual
control head options. The Spectra can be programmed with up to 255 talk-groups or
channels and the Orion can be programmed with up to 800 talk-groups and 200
conventional channels. Power output to the speaker is 10 watts for the Digital Spectra
and 15 watts for the Orion. Output power for the Orion is 12 and 35 watts for
frequencies between 806 and 825 MHz and 30 watts between 851 and 870 MHz. The
power output on the Digital Spectra is 35 watts. FM Hum and noise is rated at -40 dB for
25 kHz channel for the Digital Spectra and -45 dB for the Orion. Receiver sensitivity is
0.25 microvolts for 12 dB SlNAD in the Digital Spectra and 0.35 microvolts in the Orion.
Impact: The Astro Digital Spectra has a significantly better (3 dB) receiver sensitivity. The
M/A-COM Orion can be programmed for more talk-groups and has a higher speaker audio
power.
11. System User IDs
The Motorola trunked system can support up to 64,000 subscriber IDs and M/A-COM's
trunked system can support up to 16342. M/A-COM's system is sold with access to all
16342 user IDs available. In Motorola's system, system IDS are sold in increments of
1000.
Impact: Both Motorola and M/A-COM meet the requirement to provide a minimum of
16,000 User IDs for the proposed trunked system.
12. Alarm Reporting and Controls
M/A-COM's Integrated EDACS Alarms (lEA) provides detailed system status information,
alarm data and control at all EDACS simulcast sites. The lEA is expandable and has the
ability to monitor up to 168 general purpose (external) alarms in addition to the simulcast
system (includes base station transmitters, GPS and antenna systems) alarms. It provides
a graphical user interface and operates on a Windows NT 4.0 platform. The user interface
provides the ability to zoom out to a system view and zoom in to the individual piece of
equipment displaying an alarm condition. The lEA also reports the results of test calls
performed by the EDACS system and provides graphs of the transmitter power levels at all
sites. The lEA provides remote control access of base station transmitters, GPS receivers
and Intraplex multiplexer equipment. A technician may access the entire simulcast system
from any lEA in the system or by dial-in remote access. An event log is available and may
be customized with"~arious filters. In addition to the lEA, alarms are reported to the
Communications Systems Director (CSD).
Motorola utilizes HP OpenView Network Node Manager (NNM) to monitor and report
alarms. HP OpenView NNM is based on industry standard SNMP protocol and can be
customized. FullVision INM is a customized interface for HP OpenView NNM that has
Motorola specific features and functions added to it. Motorola proposes to use FullVision
INM and MOSCAD to provide network monitoring and control for the Miami Beach
simulcast system. The FullVision INM server runs on a Sun Microsystems Solaris platform
and is accessed through PC clients. FullVision INM has the capability to page technicians
in response to a specific event and provides for remote access utilizing a web browser.
FullVision can view, filter, sort, print, count and acknowledge system events. MOSCAD is
used to report alarms from nomSNMP devices and provide control via RS232 over some
system components. MOSCAD has a graphical user interface on a separate (from
FullVision INM) master terminal that is proposed to be located at the Prime Site.
Impact: Both M/A-COM's and Motorola's alarm reporting and control solutions meet SOW
requirements. Some differences include the following:
M/A-COM's lEA is at the Prime Site and all remote transmit sites and perform alarm
reporting and system control from any lEA terminal. The Motorola FullVision INM terminals
and MOSCAD Master terminal are at the Prime Site.
M/A-COM's lEA operates on a single operating system using Windov~s NT 4.0 workstation
running the lEA monitoring and control software. The Motorola alarm and control solution
includes HP OpenView/FullVision INM running on a Sun Solaris (Sun's UNIX), accessed
through a PC (running Windows) client in addition to a MOSCAD Master terminal running
Windows and the MOSCAD GUI interface.
The Motorola FullVision INM system has the additional capabilities to page technicians in
response to specific events and the remote access is via a web browser. M/A-COM's lEA
does not support paging but does support dial-up access.
M/A-COM's lEA has the capability to control simulcast equipment in addition to reporting
alarm conditions.
13. Network Management and Control
M/A-COM utilizes the Communications Systems Director (CSD) to perform network
management. The CSD runs on the Windows NT 4.0 platform and provides the users with
a graphical interface with which to perform system administration. Through the CSD, the
System Administrator configures the system, monitors system activity in real time,
maintains user databases, monitors alarms and generates rep6-r~s. Templates are included
to change parameters for a single user, groups of users or all users. The CSD may be
accessed simultaneously by multiple users via a LAN. Three CSD terminals and the server
are proposed for Miami Beach.
Motorola's SmartZone 4.1 network management includes the use of multiple servers. The
required servers include the Zone Database Server (ZDS), the FullVision INM (discussed
above), the Zone Statistics Server (ZSS), User Configuration Server (UCS), and the Air
Traffic Router (ATR) all running on the Sun Microsystems Solaris operating system. The
trunked system administration can be accomplished from any of three proposed user
terminals connected via a LAN.
Impact: Both Motorola's and M/A-COM's system management systems meet the
requirements of the Miami Beach system. However, the Motorola system is a more
complex configuration of computer hardware and software.
M/A-COM's CSD operates on a single operating system using Windows NT 4.0
workstation running the CSD management software. The Motorola network management
solution includes multiple servers running on a Sun Microsystem's Solaris (Sun's UNIX)
operating system accessed through a X-terminal PC (running Windows) client.
Vendor Proposal Rating by 800 MHz Radio System Components
800MHZ SYSTEM
# COMPONENTS VENDOR MOTOROLA, INC. MIA COM
INFRASTRUCTURE PROS Better simulcast site tolerance Continues to trunk in fail-soft mode.
Able to detect channel access failure.
Radio usage reports exceptional.
All ten channels can be a control channel.
CONS Only 1 ~ 4 channels can be used for the control Subcontract out maintenance to other
radio shops
Conventional mode fail-soft. Graphical interface (as proposed) runs on
Windows NT,
2 MOBILE RADIO PROS Better sensitivity Louder audio (15 Watts)
User friendly. More mode capacity. --
Very durable.
CONS Lower audio power (10 Watts) Larger footprint.
Less mode capacity.
3 PORTABLE RADIO PROS Supedor digital audio Brand new portables provided.
User friendly. In-vehicle charger w/shoulder microphone
attached.
Easy access emergency button.
Offer high capacity battery
Smaller antenna
Higher receive specifications,
Longer battery life.
CONS Current portables are almost five years old. Larger center fed antenna.
Adapter is required to attach Public Safety Very bulky.
Microphone to radio which is costly & an extra stap.
Shorter battery life.
Emergency button not as easy to access.
Motorcycle mobile radio suffers from water
intrusion.
4 CUT-OVER TIME PROS Training would be easier as City has used the same Able to maintain on current system &
radio & accessories for past 5 years, would not lose any resources.
Reputation of early project completion. Less disturbance when issuing new radios
out in field.
CONS All the digital radios have to be reprogrammed. Additional training needed with new radios.
5 INTER- PROS Able to communicate directly w/City of Miami Police Able to communicate directly w/Miami-
OPERABILITY Dept, Dade County Police Dept.
Able to communicate directly w/City of Hialeah Police Able to communicate directly w/City of
Dept. Coral Gables Police Dept.
Able to communicate directly w/Stata of
Florida radio system in the future.
Able to communicate directly w/Cities of
Aventura/North Miami Beach Police Depts.
CONS Unable to communicate directly w/Miami-Dade County Unable to communicate directly w/City of
Police Dept. Miami Police Dept.
Unable to communicate directly w/City of Coral Gables Unable to communicate directly w/City of
Police Dept. Hialeah Police Dept.
Unable to communicate directly w/State of Florida
radio system.
Unable to communicate directly w/Cities of
Aventure/North Miami Beach Police Dept.
EXHIBIT C
December 3, 2002
Mr. Gus Lopez, Director
Procurement Division
3'd Floor
1700 Convention Center Drive
Miami Beach, Florida 33139
Subject: 800 MHz Trunked Digital Simulcast Radio System Lowest Bidder.
Mr. Lopez; --
Pursuant to the request made by Jorge Gonzalez, City Manager, RCC is providing a summary
analysis of the proposals submitted by Motorola and M/A-COM for the upgrade of the City's 800
MHz trunked radio system.
The statement of work (SOW) and bid sheets contained in Addendum 1 thereto, are the basis
for this evaluation. The SOW specifies the City's requirements for an 800 MHz digital simulcast
radio system, digital multiplex, tower, shelter and related services.
BACKGROUND
Both Motorola and M/A-COM have submitted proposals to the City of Miami Beach to replace
and upgrade the City's 800 MHz trunked radio system.
The City already owns over 1000 Motorola digital and analog radios, which aro fully compatible
with Motorola's system and wishes to continue to utilize them to retain their investment. To
compete with Motorola for this business, M/A-COM sought to offer the City the alternative to
replace the entire system with new equipment at a price lower than the competitive cost of the
Motorola infrastructure. Therefore the SOW was structured to provide a competitive
procurement process, which gave both Motorola and M/A-COM the opportunity to bid for the
replacement of the City's existing analog system.
TECHNICAL REQUIREMENTS
Although the SOW requirements for the fixed infrastructure is the same for both vendors,
throughout the process it was understood by both vendors that Motorola and M/A-COM would
be bidding to a different set of subscriber radio quantities. Motorola proposed a small quantity
(73) of digital radios that were required to complete the City's digital public safety dispatch
capabilities. M/A-COM proposed a total quantity of 1041 digital and analog radios as required to
replicate the existing inventory of City-owned Motorola radios.
Prior to bidding, both vendors were given the opportunity to review the SOW dudng the period
October 2001 through February 2002. Additionally, a formal pro-bid meeting and a written
question and answer cycle provided each vendor with an opportunity to comment on the "rules
of engagement". In response to the pro-bid questions and answers, the City issued two formal
addendums to the SOW.
RCC Consultants, Inc.
930 Thomasvitle Road, Suite 200 - Tallahassee, Florida 32303 tel (850) 224-4451 - fax (850) 224-3059
December 3, 2002
Mr. Gus Lopez Director
Page 2
Following the City's competitive bid process, both Motorola and M/A-COM provided SOW
responses, which are compliant with the technical requirements of the SOW and related
addenda.
PRICING
RCC has reviewed the bid summaries of each vendor. In order to fairly compare the offerings
RCC determined the total complement of equipment necessary to satisfy the total City
requirements for the upgraded radio system. Starting with each vendor's baseline system price,
RCC added system maintenance, required options and fire protection for the 75th Street site and
applied adjustments as necessary to conform the technical offerings to the requirements of the
SOW. Table 1 identifies the pricing elements of each vendor's proposal.
Table 1 is clarified by the following information:
Motorola did not provide guaranteed coverage for the two hospitals. Instead they
provided as an option the cost for bi-directional amplifiers (BDA) to be purchased by the
City if required. Therefore, the cost of the amplifiers was added to their bid to meet the
guaranteed coverage requirements of the SOW.
2. Motorola did not include the provision of fuel for the new generator at 75th street.
Therefore the cost of fuel has been estimated and added to Motorola's bid.
Motorola included only 2,000 user ID's in their equipment list. Therefore the additional
cost of 14,000 user ID's has been added to their bid to meet the SOW requirements of
16,000 user ID's.
The cost for system and subscriber maintenance for years 2 through 6 has been added
to the bids of both Motorola and M/A-COM. RCC has adjusted the prices shown in each
vendor's bid to reflect Net Present Value assuming a 4% annual cost of money. Please
refer to Table 2 for a breakdown of these costs and the NPV calculation.
The option to provide four additional dispatch console positions to the system has been
added to each vendor's bid. Both police and fire communications personnel voiced the
need for these console positions during RCC's 2001 needs assessment. RCC has
included the provision of RF control stations (back up) as well as two remote operator
interfaces for the proposed EOC. ---
6. RCC has included the cost for an FM-200 fire protection system for the 75th street site to
each vendor's bid.
Based upon these additions and adjustments, Motorola's total bid is calculated at $6,975,414
while M/A-COM's total bid is calculated to be $ 7,527,623.
December 3, 2002
Mr. Gus Lopez Director
Page 3
Table I
MOTOROLA
MIA-COM
System Total $ 4,900,000]lSystem Total
$ 5,980,000
Adiustments
BDA Mt. Sinai Hospital 3.4.10 $ 130,769
BDA South Shore Hospital 3.4.10 $ 130,769
Fuel for Generator 1.13.8.3 (estimated) $ 2,000
14,0001D's 2.2.3 (Z800AF 1K ID $2,550) $ 35,700
Maintenance Calculated Net Present Value
Maintenance Year 2 NPV @ 4% $ 309,577
Maintenance Year 3 NPV @ 4% $ 306,601
Maintenance Year 4 NPV @ 4% $ 303,654
Maintenance Year 5 NPV @ 4% $ 300,733
Maintenance Year 6 NPV @ 4% $ 297,842
Vlaintenance Year 2 NPV @ 4%
Vlaintenance Year 3 NPV @ 4%
Vlaintenance Year 4 NPV @ 4%
Vlaintenance Year 5 NPV @ 4%
Vlaintenance Year 6 NPV @ 4%
257,692
255,871
252,919
250,030
247,811
Required Options
Four Additional Console Positions IncludinR Two Remote Operators
PD Dispatch Console # 9 * PD Dispatch Console # 9
PD Teletype Console # 10 * PD Teletype Console # 10
35,788
35,788
35,788
EOC Dispatch Console # 12 * $ 8~:
EOC Remote Option # 11 $ 25,740
EOC Remote Option # 12 $ 25,740
PD Dispatch RF Control # 9 $ 8,348
PD Teletype RF Control # 10 $ 8,348
EOC RF Control # 11 $ 8,348
EOC RF Control # 12 $ 8,348
40 Plantronics Supra Headsets $ 15,040
· Disp positions9, 11 included ih~l2
EOC Dispatch Console # 12
EOC Remote Option # 11
EOC Remote Option # 12
PD Dispatch RF Control # 9
PD Teletype RF Control # 10
EOC RF Control # 11
EOC RF Control # 12
40 Plantronics Supra Headsets
$ 35,788
$ 38,878
$ 38,878
$ 8,062
$ 8,062
$ 8,062
$ 8,062
$ 10,200
Fire Protection System
FM-200 Fire Protection for 75th Street $ 18,05311FM-200 Fire Protection for 75th Street $ -- 19,944
MOTOROLA TOTAL $ 6,975,414 MIA-COM TOTAL $ 7,527,623
December 3, 2002
Mr. Gus Lopez Director
Page 4
Table 2
MOTOROLA I MIA-COM
Ii .PV .Y03 4% ~,v ,Y03 4°,°
:System Maintenance Year 2 $ 267,506 $ 83,500
Subscriber Maintenance Year 2 $ 54,454 $ 184,500
Fotal maintenance Year 2 $ 321,960 $309,57~ $ 268,000 $257,692
System Maintenance Year 3 $ 275,532 $ 86,715
~ubscriber Maintenance Year 3 $ 56,088 $ 190,035
rotal ma~intenance Year 3 $ 331,620 ~306,601J$ 276,750 ~2551871
System Maintenance Year 4 $ 283,798 $ 88,765
Subscriber Maintenance Year 4 $ 57,771 $ 195,735
'otal maintenance Year 4 $ 341,569 $303,65~ $ 284,500 $252,91-~
System Maintenance Year 5 $ 292,311 $ 90,892
Subscriber Maintenance Year 5 $ 59,504 $ 201,608
total maintenance Year 5 $ 351,815 $300,73: $ 292,500 $250,03l~
System Maintenance Year 6 $ 301,081 $ 93,844
~ubscriber Maintenance Year 6 $ 61,289 $ 207,656
l'otal maintenance Year 6 $ 362,370 $297,84; $ 301,500 $247,81'1
CONCLUSION
Based upon our analysis, RCC finds that Motorola has provided the lowest bid. Pursuant to our
Vendor Technical Evaluation dated July 3, 2002, RCC finds that Motorola is compliant with the
technical requirements of the SOW. RCC advises that the City should review the six high-risk
items of non-conformance, which were identified in our July 3, 2002 report. Those items pertain
to terms and conditions, which must be resolved during final negotiations.
Please feel free to call me if you have any questions.
Sincerely,
Joe Leikhim
Project Manager
CC: Jerry Kessler. Director Southeast Operations, RCC
20021202 Mr Gus Lopez a.doc
December 4, 2002
Mr. Gus Lopez, Director
Procurement Division
3r~ Floor
1700 Convention Center Drive
Miami Beach, Florida 33139
Subject: Clarification provided by M/A-COM and Revision To Table 1.
Reference: 800 MHz Trunked Digital Simulcast Radio System Lowest Bidder Letter dated Dec 4
2002.
Mr. Lopez;
I received a telephone call this afternoon from Ms. Suzy Chen, Systems Engineer from M/A-
COM regarding a clarification M/A-COM wishes to make regarding their bid. I am providing this
information as a matter of record and have accordingly adjusted Table 1 (attached) to reflect
their clarification.
Apparently, M/A-COM misunderstood the structure of the Addendum 1 option pricing when
quoting their remote dispatch console option. Ms. Chen advises that M/A-COM quoted the
option inclusive of a dispatch console and that the actual price for the option would actually be
$3,090 instead of $38,878. This would result in a reduction of $71,576 for two consoles. This
would reduce their bid from $7,527,623 to $7,456,047 but would not affect our determination of
Motorola as the lowest bidder.
Please feel free to call me if you have any questions.
Sincerely,
Joe Leikhim
Project Manager
CC: Jerry Kessler. Director Southeast Operations, RCC
Attachment: Revised Table 1.
20021204 Mr Gus Lopez a.doc
RCC Consultants, Inc.
930 Thomasville Road, Suite 200 - Tallahassee, Florida 32303 tel (85o) 224-4451 - fax (85o) 224-3o59
December 4, 2002
Mr. Gus Lopez Director
Page 2
Table 1 (REVISED)
,stem Total
MOTOROLA
II
4,9o0,oo011System Total
Adjustments
13o,76911
130,769 II
2,000 I
35,700
BDA Mt. Sinai Hospital 3.4.10
BDA South Shore Hospital 3.4.10
Fuel for Generator 1.13.8.3 (estimated)
14,0001D's 2.2.3 (Z800AF 1K ID $2,550)
Maintenance Calculated Net Present Value
MIA-COM
$ 5,980,000
Maintenance Year 2 NPV @ 4% $ 309,577
Maintenance Year 3 NPV @ 4% $ 306,601
vlaintenance Year 4 NPV @ 4% $ 303,654
Vlaintenance Year 5 NPV @ 4% $ 300,733
vlaintenance Year 6 NPV @ 4% $ 297,842
Vlaintenance Year 2 NPV @ 4%
vlaintenance Year 3 NPV @ 4%
Vtaintenance Year 4 NPV @ 4%
Vlaintenance Year 5 NPV @ 4%
vlaintenance Year 6 NPV @ 4%
$ 257,692
$ 255,871
$ 252,919
$ 250,030
$ 247,811
Required
Four Additional Console Positions
~D Dispatch Console # 9'
3D Teletype Console # 10 *
=CC Dispatch Console # 11 *
=CC Dispatch Console # 12' 139 804
=CC Remote Option # 11 $ 25,74C
=CC Remote Option # 12 $ 25,740
3D Dispatch RF Control # 9 $ 8,348
=D Teletype RF Control # 10 $ 8,348
--CC RF Control # 11 $ 8,348
=CC RF Control # 12 $ 8,348
~,0 Plantronics Supra__~Headsets $ 15,040
~ DiSP pOSitions 9 ;1i included in # 12
FM-200 Fire Protection for 75th Street
Options
Includin~l Two Remote Operators
~D Dispatch Console # 9
~D Teletype Console # 10
=CC Dispatch Console # 11
=CC Dispatch Console # 12
--CC Remote Option # 11
--CC Remote Option # 12
3D Dispatch RF Control # 9
=D Teletype RF Control # 10
=-CC RF Control # 11
--CC RF Control # 12
~0 Plantronics Supra Headsets
MOTOROLA TOTAL
Fire Protection System
$ 18,05311FM-200 Fire Protection for 75th Street
$ 6,975,4'14
$ 35,788
$ 35,788
$ 35,788
$ 35,788
3.090
$ 31090
$ 8,062
$ 8,062
$ 8,062
$ 8,062
$ 10,200
$ 19,944
MIA-COM TOTAL745~