2009-27019 ResoRESOLUTION NO. 2009-27019
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER
PERTAINING TO THE RANKING OF FIRMS PURSUANT TO REQUEST FOR
PROPOSALS (RFP) NO. 37-07/08 FOR A MICROWAVE RADIO SYSTEM;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE
TOP-RANKED FIRM OF BIG WIRELESS, LLC, AND SHOULD THE ADMINISTRATION
NOT BE ABLE TO NEGOTIATE AN AGREEMENT WITH THE TOP-RANKED FIRM,
AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH THE SECOND-RANKED
FIRM OF MOTOROLA, INC.; AND FURTHER AUTHORIZING THE MAYOR AND CITY
CLERK TO EXECUTE AN AGREEMENT UPON THE COMPLETION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION, IN THE NOT TO EXCEED AMOUNT OF
$800,000.
WHEREAS, the City's microwave radio system is reaching its end of life, and parts scarcity
is making it difficult to maintain; and
WHEREAS, on June 25, 2008, the Mayor and City Commission authorized the issuance of
a Request for Proposals (RFP) for A Microwave Radio System; and
WHEREAS, on July 17, 2008, RFP No. 37-07/08 was issued; the Procurement Division e-
mailed the RFP, uploaded it to both RFPDepot.com and to BidNet, resulting in notices being sent to
over 900 firms; and
WHEREAS, on the specified RFP due date of Otober 16, 2008, the Procurement Division
received responses from AT&T Corporation, BIG Wireless, LLC, and Motorola, Inc.; and
WHEREAS, on December 15, 2008, the City Manager via Letter to Commission No. 322-
2008, appointed an Evaluation Committee (the "Committee"), consisting of the following individuals:
Luis Mila, CMB Resident and Graduate of Citizens' Police Academy;
Jill Weiss, CMB Resident and Instructor at FIU School of Computer Science;
Georgina Echert, Assistant Director -Finance Department;
David Noel, Support Services Division Chief -Fire Department;
Steve Sawicki, Radio System Administrator - IT Department;
Larry Bornstein, Captain -Police Department ;
Josh Fisher, CMB Resident and Transportation and Parking Committee Member; and
WHEREAS, the Committee convened on January 16, 2009 and was provided with an
overview of the RFP, information relative to the City's Cone of Silence Ordinance, Government in the
Sunshine Law, listened to presentations from the three firms, and discussed the evaluation criteria
to be utilized as outlined in the RFP; and
WHEREAS, the Committee unanimously recommended BIG Wireless, LLC as the top-
ranked firm, and Motorola, Inc. as the second-ranked firm; and
WHEREAS, the City Manager concurs with the Committee's recommendation.
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 accept the
recommendation of the City Manager pursuant to Request for Proposals (RFP) No. 37-07/08 for A
Microwave Radio System; and authorize the Administration to enter into negotiations with the top-
ranked parking operator BIG Wireless, LLC; and should the Administration not be able to negotiate
with the top-ranked firm, authorize the Administration to negotiate with the second-ranked firm,
Motorola, Inc; further authorizing the Mayor and City Clerk to execute an agreement upon conclusion
of successful negotiations by the Administration, in the not to exceed amount of $800,000.
PASSED AND ADOPTED this 25th
ATTEST:
CI CLERK
Robert Parcher
day of February , 2009.
OR
Matti Herrera Bower
T:\AGEN DA\2009\Feb25\Regular\MicrowaveReso.doc
APPROVED AS TO
FORM ~ LANGUAGE
ek FOR E7EECUTION
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Date
C;UMMISSIUN I I tM SUMMAKY
~onaensea ~ me:
A Resolution Accepting The City Manager's Recommendation Pursuant To RFP No. 37-07/08 For A
Microwave Radio System, Authorizing The Administration To Enter Into Negotiations, Authorizing The
Mayor And City Clerk To Execute An Agreement
Ke Intended outcome Su ortea:
Improve process through information technology; Increase resident ratings of public safety services
Supporting Data (Surveys, Environmental Scan, etc.): The current Microwave System was acquired as
the result of the federally mandated auction of 2GHz radio frequencies for emerging technology in the late
1990's. This ten (10) year old Microwave System is a product line that has been discontinued by the
manufacturer for about eight (8) years. Because the Microwave System is reaching its end of life, parts
scarc' is makin it difficult to maintain.
Issue:
Adopt the Commission Adopt the Resolution?
Item Summary/Kecommenaation:
The City of Miami Beach operates a Public Safety Radio communication system that is overten (10) years
old and is a product line that has been discontinued bythe manufacturer for about eight (8) years. Because
the Microwave System is reaching its end of life, parts scarcity is making it difficult to maintain.
On June 25, 2008, the Mayor and City Commission authorized the issuance of a Request for Proposals
(RFP) to acquire a new public safety radio system microwave backbone technology from a vendor capable
of providing a turnkey solution for the design, implementation, training, and 24 hour a day 7 day a week
maintenance for a period of ten (10) years, required to meet the Cites reliability and performance goals.
RFP No. 37-07/08 was issued and sent to over 900 firms and 3 proposals were received. An Evaluation
Committee appointed by the City Manager reviewed the proposals, listened to presentations and
participated in Q ~ A with the 3 proposers, and scored and ranked them based on the published evaluation
criteria. The Committee unanimously ranked BIG Wireless, LLC as the top-ranked firm
Adopt the Resolution.
Board Recommendation:
~in9nnisl Infnrma4inn
Source of Amount Account
Funds: 1 $800,000 U.S. Department of Homeland Security Emergency
O erations Center Grant
2
3
BPI Total $800,000
Financial Impact Summary:
Ci Clerk's Office Le islative Track'
Gus Lopez, Procurement Director h
Si n-Offs•
Department Director Assi t f ty Manager City. Manager
GA PDW JMG
T:\AGENDA12009\Feb25\Regular\MicrowaveRadioSummary.doc
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City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
To: Mayor Matti Herrera Bower and Members of the Cit Commission
FROM: Jorge M. Gonzalez, City Manager
PATE: February 25, 2009
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER
PERTAINING TO THE RANKING OF FIRMS PURSUANT TO REQUEST FOR
PROPOSALS (RFP) NO. 37-07/08 FOR A MICROWAVE RADIO SYSTEM;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE
TOP-RANKED FIRM OF BIG WIRELESS, LLC, AND SHOULD THE ADMINISTRATION
NOT BE ABLE TO NEGOTIATE AN AGREEMENT WITH THE TOP-RANKED FIRM,
AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH THE SECOND-RANKED
FIRM OF MOTOROLA, INC.; AND FURTHER AUTHORIZING THE MAYOR AND CITY
CLERK TO EXECUTE AN AGREEMENT UPON THE COMPLETION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION, IN THE NOT TO EXCEED AMOUNT OF
$800,000.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution
FUNDING
Funding in the amount of $800,000 is available from the U.S. Department of Homeland Security
Emergency Operations Center Grant.
KEY INTENDED OUTCOMES SUPPORTED
Improve process through information technology; Increase resident ratings of public safety services
ANALYSIS
The City of Miami Beach operates a Motorola 800 MHz Smart Zone Simulcast Public Safety Radio
communication system (Radio System). One key component of the Radio System is the Hams
Digital Microwave System (Microwave System) that is the key backbone connecting all the radio
repeater sites. The Microwave System was acquired as the result of the federally mandated auction
of 2GHz radio frequencies for emerging technology in the late 1990's. As a result of the auction,
PCS PrimeCo successfully bid on the City's frequencies and in return PCS PrimeCo installed the
Microwave System connecting all the radio repeater sites. The Microwave System is currently
maintained by Motorola. This ten (10) year old Microwave System is a product line that has been
discontinued by the manufacturer for about eight (8) years. The Microwave System is reaching its
February 25, 2009
Microwave Radio System
Page 2 of 5
end of life, and parts scarcity is making it difficult to maintain. It is anticipated that the successful
bidder would implement and make operational a new microwave system before the end of calendar
year 2009.
The City's Public Safety Radio communication system utilizes a Motorola installed and maintained
800 MHZ Smart Zone Simulcast system consisting of three (3)10 channel transmit/receivesitw and
one (1) 10 channel receive-only location. This system utilizes a terrestrial 10 GHz point-to-
point/tandem microwave system spanning approximately 6 miles to connect the 800 MHz trunking
Prime Site located at the Police Department Dispatch Center (PD Prime), 1100 Washington Avenue,
Miami Beach, to each remote base station.
Sites: Police Department Prime (PDP), 1100 Washington Ave, Miami Beach
Council Towers (CT), 1040 Collins Ave, Miami Beach, Simulcast Site
Old City Hall (OCH), 1130 Washington Ave, Miami Beach, Origin Passthrough Site
Rebecca Towers (RT), 301 Alton Rd, Miami Beach, Simulcast Receive Only Site
New City Hall (NCH), 1700 Convention Center Drive, Miami Beach, Passthrough Repeater
Site Tower 41 (T41), 4100 Pine Tree Drive, Miami Beach, Simulcast Site
Parkview Point (PVP), 7100 Wayne Ave, Miami Beach, Simulcast Site
On June 25, 2008, the Mayor and City Commission authorized the issuance of a Request for
Proposals (RFP) for a Microwave Radio System.
The purpose of the RFP was to acquire a new public safety radio system microwave backbone
technology from a vendor capable of providing a turnkey solution for the design, implementation,
training, and 24 hour a day, 7 day a week maintenance for a period of ten (10) years, required to
meet the City's reliability and performance goals.
The turnkey solution, unlike the present star topology system, was to include all path studies needed
to implement the full protected looped solution sought with the RFP, all network equipment,
hardware, software, tools, personnel and other components required to meet the Cites reliability and
performance goals.
The following were requested to be addressed in the responses to the RFP:
• A guaranteed system reliability of 99.999%.
• Proposers shall state the meantime between failures for any proposed equipment or any
component of the system, and elaborate on the processes used to guarantee these service
levels.
• A technology refresh solution that mitigates the risk of obsolescence in the system over time
• Proposals shall include a detailed plan and all associated costs for hardware,
firmware, software version and microcode upgrades during the contract term.
• Proposers should include a detailed hardware configuration, including system capabilities.
• Proposers are to include detailed pricing for all system components.
• Proposers are to include a detailed plan and all costs for routine maintenance of the
system. This should include any assumptions of spare inventory, upgrades, expansion
upgrades, or similar needs.
• Proposers must have demonstrated successful performance on installations and
maintenance of a nature similar to that requested by the City for this project.
February 25, 2009
Microwave Radio System
Page 3 of 5
RFP PROCESS
RFP No. 37-07/08 was issued on July 17, 2008, and notices were sent to over to over 900 firms.
This outreach resulted in the receipt of three (3) proposals, on the due date of October 16, 2008,
from the following firms:
AT&T Corporation
BIG Wireless, LLC
Motorola, Inc.
On December 15, 2008, the City Manager via Letter to Commission No. 322-2008, appointed an
Evaluation Committee (the "Committee"}, consisting of the following individuals:
Luis Mila, CMB Resident and Graduate of Citizens' Police Academy
Jill Weiss, CMB Resident and Instructor at FIU School of Computer Science
Georgina Echert, Assistant Director -Finance Department
David Noel, Support Services Division Chief -Fire Department
Steve Sawicki, Radio System Administrator - IT Department
Larry Bornstein, Captain -Police Department
Josh Fisher, CMB Resident and Transportation and Parking Committee Member
The Committee convened on January 16, 2009, and was provided with an overview of the project,
information relative to the City's Cone of Silence Ordinance and the Government in the Sunshine
Law. The Committee listened to presentations from the three firms, and participated in a question
and answer session with each of the proposers.
The Committee was instructed to score and rank each proposal pursuant to the evaluation criteria
established in the RFP, which was as follows, for total possible of 100 points:
• Total hardware and implementation costs - 20 points
The implementation and hardware costs and all other one time fees associated with the
proposed solution.
• Total maintenance cost - 15 points
The long-term cost of any license fees, recumng maintenance and support costs, and all
other recurring fees.
• Soundness & quality of the technical proposal - 35
Project understanding and soundness of proposed project design and methodology, including
but not limited to the detail and accuracy of the proposed scope and statement of work and
implementation plan and the impact of the proposed implementation plan on the operations
of the City, and the system levels of hardening and redundancy.
• Technical qualifications and time before proposed product line is discontinued - 15
The Proposer's technical qualifications to perform the work required by the RFP as presented
in its Proposal and determined by any other investigations conducted or information obtained
by the City. The number of years before the proposed product line is discontinued.
February 25, 2009
Microwave Radio System
Page 4 of 5
• Proposer's financial qualifications and references - 15
The Proposer's financial qualifications to perform the work required by the RFP and
references provided by the Proposer, particularly from projects of similar complexity and
scope as presented in its Proposal and determined by any other investigations conducted or
information obtained by the City.
The Committee discussed each of the proposals and the corresponding presentations, and
proceeded to score and rank them as follows:
Committee Member BIG Wireless LLC Motorola Inc. AT&T Cor oration
Luis Mila 98 1 80 2 41 3
Jill Weiss 78 1 71 2 42 3
Geor ina Echert 95 1 70 2 40 3
David Noel 77 1 57 2 37 3
Steve Sawicki 84 1 59 2 34 3
Larry Bornstein 83 (1) 72 (2) 40 (3)
The Committee unanimously ranked BIG Wireless, LLC as the top-ranked firm. BIG Wireless's
proposal was the most definitive and comprehensive relative to addressing the technical
requirements of the system.
Of the three respondents, BIG Wireless unlike the incumbent, demonstrated an understanding of the
needs as outlined in the RFP and provided the most complete system solution using a new
generation carrier grade product which provides implementation and management of a protected
loop design which meets the intent of the RFP. BIG Wireless, like the other proposers, partnered
with a recognized provider using its latest new generation microwave hardware, as well as utilizing
industry standard outdoor wind speed rated antennas. As stated, the hardware partner will be
providing the engineering backup for the subcontracted local maintenance.
BIG's proposal and presentation demonstrated their understanding of the Citys requirements relative
to implementing the proposed solution as seamlessly as feasible, with a methodology and approach
that targets limiting the impact to the City's operations.
BIG's proposed maintenance fees are less than the maintenance fees that in the current Motorola
contract.
The breakdown of the anticipated costs for the Microwave System, per BIG's proposal is as follows:
System Costs: $ 627,360.66
Spare Parts Costs: $ 32,000.00
System Support Services Costs: $ 140,639.34
$ 800,000.00
The $ 140,639.34 is for 2.5 years of maintenance and system support. The grant structure three
(3) year timeframe permits this, as long as the sum is paid out by the end of grant.
Motorola, the incumbent maintenance provider of the existing microwave, possessing the largest
amount of operational experience, responded with an inadequate design proposal reflecting the
requested loop protection/ redundancy. Motorola's proposed Police HQ to Council Towers linkwas
designed with only a redundant radio, which basically duplicates the existing design, and when
questioned responded that in their assessment this was adequate.
February 25, 2009
Microwave Radio System
Page 5 of 5
Motorola, in response to the system failures encountered by the radio system (Council to PD was the
first incident) identified problems with this link on the second sweep which they rectified. As a point
of interest, this is the shortest link in the system.
ATS~T provided a proposed design which duplicates the existing topology single point of failure and
provided no "protected loop" solution. The explanation for the design was that the redundant carrier
grade radio would provide the solution. Upon being questioned on this design, AT&T admitted that
under a path failure, the radio site or any sites further down the chain would be down as well, which
is comparable to the existing design. The equipment provider indicated that the system may have
another five years of production life before the line would be discontinued. Additionally, AT&T's
proposed solution did not include the necessary maintenance and support.
CONCLUSION
The Administration recommends that the Mayor and City Commission approve the attached
resolution, which recommends the acceptance of the ranking of firms and authorizes the
Administration to enter into negotiations with the top-ranked firm of BIG Wireless, LLC, and if the
Administration is unable to negotiate an agreement with the top-ranked firm, authorize the
Administration to negotiate with the second-ranked firm of Motorola, Inc.; and further authorize the
Mayor and City Clerk to execute an agreement upon the completion of successful negotiations by the
Administration, in the not exceed amount of $800,000.
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