Resolution 2018-30543 RESOLUTION NO. 2018-30543
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE WRITTEN RECOMMENDATION
OF THE CITY MANAGER AND WAIVING, BY 5/7THS VOTE, THE FORMAL
COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN
THE CITY'S BEST INTEREST; AND AUTHORIZING THE PURCHASE OF THE
POLICE AND FIRE PRIORITY DISPATCH CALL-TAKING PROTOCOLS /
QUALITY ASSURANCE SYSTEM, INCLUDING COMPUTER AIDED
DISPATCH INTERFACES, SOFTWARE, LICENSES, SERVICE AND
SUPPORT AGREEMENTS, FROM PRIORITY DISPATCH CORPORATION,
FOR A PERIOD OF THREE (3) YEARS, NOT TO EXCEED $235,000.00 IN THE
FIRST YEAR (2018-2019) WHICH INCLUDES INITIAL IMPLEMENTATION
AND THE FIRST YEAR OF LICENSE SERVICE AND SUPPORT, $49,075.00
FOR THE SECOND YEAR (2019-2020) LICENSE SERVICE AND SUPPORT,
AND $49,075.00 FOR THE THIRD YEAR (2020-2021) LICENSE SERVICE AND
SUPPORT, AND SUBJECT TO AND CONTINGENT UPON AN
APPROPRIATION OF FUNDS FOR THE SECOND AND THIRD YEAR OF THE
TERM.
WHEREAS, the City of Miami Beach acquired the Medical Priority Dispatch System
(MPDS) in 1992, from Priority Dispatch Corporation, and has maintained subsequent yearly
license renewal and support services agreements for the purpose of processing medical 9-1-1
emergency calls; and
WHEREAS, the City of Miami Beach Public Safety Communications Division (9-1-1
Center) has not utilized any formal call taking protocol or quality assurance system to process,
review, and provide pre-arrival instructions for police or fire emergency calls; and
WHEREAS, different call-taking protocols, pre-arrival instruction, post-dispatch
instructions, and quality assurance programs have their own proprietary certification process for
the different system users (9-1-1 call-takers and quality assurance reviewers), as well as
incompatible computer interfaces for software; and
WHEREAS, implementing police and fire call-taking protocol systems other than the
current medical system being utilized in the City of Miami Beach 9-1-1 Center would create the
need to develop different internal workflows to process different types of calls, manage multiple
initial certification processes for the same employee, develop different training and re-
certification programs, develop different quality assurance processes and programs, develop
and manage different computer interfaces, and would prevent the 9-1-1 Center from
implementing a multidiscipline launcher interface; and
WHEREAS, the Priority Dispatch Corporation's protocol system has been in use for over
40 years, and is considered the most widely accepted call-taking protocol system worldwide,
used by over 3500 emergency call centers throughout 46 countries and in 24
languages/dialects; and
WHEREAS, the City Manager recommends the waiver of the competitive bidding
requirement as being in the best interest of the City, and recommends utilizing the police,
medical, and fire protocol systems and quality assurance programs from the same provider,
Priority Dispatch Corporation, to strengthen the 9-1-1 Center's ability to provide an efficient
emergency call-taking service.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and the City
Commission hereby accept the written recommendation of the City Manager(as further set forth
in the City Commission memorandum accompanying this Resolution and waive, by a 5/7'" vote,
the formal competitive bidding requirements, finding such waiver to be in the City's best interest;
and authorizing the purchase of the police and fire Priority Dispatch call-taking protocols/quality
assurance system, including computer aided dispatch interfaces, software, licenses, service and
support agreements, from Priority Dispatch Corporation, for a period of three (3) years, not to
exceed $235,000.00 in the first year (2018-2019) which includes initial implementation and the
first year of license service and support, $49,075.00 for the second year (2019-2020) license
service and support, and $49,075.00 for the third year(2020-2021) license service and support,
and subject to and contingent upon an appropriation of funds for the second and third year of
the term. /
PASSED AND ADOPTED this / 7 day of OCI9Aor 2018
ATTEST:ZRaf I E. nado, City Cler . .
k Dan Gelber, Mayor
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~ 'CCcity Attorney Date
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Resolutions - C7 Z
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: October 17, 2018
SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE WRITTEN RECOMMENDATION OF
THE CITY MANAGER AND WAIVING, BY 5/7TH VOTE, THE FORMAL
COMPETITIVE BIDDING REQUIREMENTS, FINDING SUCH WAIVER TO BE IN
THE CITY'S BEST INTEREST, AND AUTHORIZING THE PURCHASE OF THE
POLICE AND FIRE PRIORITY DISPATCH CALL-TAKING PROTOCOLS/QUALITY
ASSURANCE SYSTEM, FOR PURPOSES OF STANDARDIZING THE
EMERGENCY CALL-TAKING PROCESS, COMPUTER AIDED DISPATCH (CAD)
INTERFACES, AND QUALITY ASSURANCE PROGRAM IN THE PUBLIC SAFETY
COMMUNICATIONS DIVISION (9-1-1 CENTER), IN THE AMOUNT OF $236,254.00,
WHICH INCLUDES THE COST FOR THE FIRST YEAR LICENSE RENEWAL
SERVICE AND SUPPORT COST, PLUS AUTHORIZING SUBSEQUENT YEARS
LICENSE RENEWAL, SERVICE & SUPPORT AGREEMENTS.
RECOMMENDATION
Approve the Resolution.
ANALYSIS
The City of Mian Beach 9-1-1 Center has relied since 1992 on the Medical Priority Dispatch
System (MPDS) to process medical 9-1-1 calls, and provide the public with medical pre-arrival
instructions for different emergencies/conditions. This system has allowed for the 9-1-1 Center to rely
on a set of medical protocols and quality assurance review processes that are continuously
researched and updated with the latest available techniques.
Conversely, the City of Mian Beach Public Safety Communications Division (9-1-1 Center) has not
previously utilized any comprehensive, formal, or researched call-taking protocol or Quality
Assurance system to process, review, and provide pre-arrival instructions to police or fire emergency
callers. As a result, the 9-1-1 call-takers have historically relied on their individual memory and
inconsistent techniques to ask relevant questions and provide pre-arrival instructions for each
different police and fire type of complaint or emergency.
The new Public Safety Communications Division Administration has identified the need to acquire
and implement a system that would bring to the 9-1-1 Center the ability for 9-1-1 call-takers to depend
on a consistent and continuously updated system that is computerized, interactive, and interfaced
with the centers' CAD system. This new capability would allow the delivery of an up to date superior
service to the public, and would also allow for compliance with current State of Florida regulations.
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Due to the Center's existing utilization of the Medical Priority Dispatch System it is beneficial, in
many aspects, for the Public Safety Communications Division administration to add to the capabilities
of the center the comprehensive and compatible Police and Fire Priority Dispatch System (PPDS &
FPDS). These two discipline call-taking protocol systems (police and fire) also include pre-arrival
instructions, post-dispatch instructions, and a Quality Assurance("QA")system.
Standardizing the three different discipline call-taking protocols (police, medical, fire) would resolve
the issues that result from developing different internal workflows to process different types of calls
(police, medical, and fire), managing multiple initial certification processes for the same employee,
developing different training and re-certification programs for each different system, develop different
Quality Assurance processes and programs, developing and managing different computer interfaces,
and not being able to develop a multidiscipline launcher interface. The advantages of standardizing
would directly result in increased systems efficiencies, while also decreasing the learning curve for 9-
1-1 call-takers.
As a result of the aforementioned, the Administration recommends that the City standardize the use of
police, medical, and fire call-taking protocols by adding the police and fire component/discipline to the
existing Medical Priority Dispatch System (MPDS). Throughout the industry the Priority Dispatch
system for police, medical, and fire call-taking protocols and Quality Assurance program are
considered the most widely accepted call-taking protocol system worldwide, for it is currently being
utilized in over 3,500 emergency call centers throughout 46 countries and in 24 languages/dialects.
The purpose of this item is to waive the competitive bidding requirements of the City and establish a
standard for Priority Dispatch police, medical, and fire call-taking protocols, pre-arrival instructions,
and Quality Assurance programs, so that going forward all of the aspects related to the managing and
maintenance of this critical 9-1-1 Center function can be unified and less fragmented. This will
immediately result in a more consistent and reliable emergency management response, while
providing greater 9-1-1 Center effectiveness.
CONCLUSION
Based on the foregoing, the City Manager recommends that the Mayor and City Commission approve the
Resolutions to waive, by a 5/7ths vote,the formal competitive bidding requirements,finding such a waiver to be in the
City's best interest, and authorize the Administration to purchase the Police and Fire Priority Dispatch System call
taking protocols and Quality Assurance system for purposes of standardizing emergency call taking, pre-arrival
instructions,and the QualityAssurance Program in the 9-1-1 center.
KEY INTENDED OUTCOMES SUPPORTED
Enhance Public Safety and Emergency Preparedness
FINANCIAL INFORMATION
Initial implementation is not to exceed $235,000.00 in the first year (2018-2019), which includes the
first year of license service and support, $49,075.00 for the second year (2019-2020) license service
and support, and $49,075.00 for the third year (2020-2021) license service and support, and subject
to an appropriation of funds for the second and third year of the term.
Amount 1 $117,500.00 Account 1 011.0326.000343
Amount 2 $117,500.00 Account 2 011.1130.000343
jgislative Tracking
Fire
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