2010-27561 Reso RESOLUTION NO.
2010- 27561
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 PROPOSALS PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 39- 09/10, FOR THE ACQUISITION OF
AN AUTOMATED VEHICLE LOCATOR (AVL) SYSTEM; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP -
RANKED PROPOSER, RADIO SATELLITE INTEGRATORS; AND SHOULD THE
ADMINISTRATION NOT BE SUCCESSFUL IN NEGOTIATING AN AGREEMENT
WITH THE TOP- RANKED PROPOSER, AUTHORIZING NEGOTIATIONS WITH
THE SECOND- RANKED PROPOSER, GEODECISIONS; FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT
UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE
ADMINISTRATION IN THE ESTIMATED ANNUAL AMOUNT OF $52,645 FOR
THE PURCHASE AND INSTALLATION OF 110 VEHICLE DEVICES, AND
AUTHORIZING THE PURCHASE OF ADDITIONAL VEHICLE DEVICES ON AN
"AS NEEDED" BASIS SUBJECT TO FUNDING APPROPRIATION; PROVIDED
FURTHER, THAT IN THE EVENT THE CITY ADMINISTRATION CANNOT
NEGOTIATE AN AGREEMENT WITH RADIO SATELLITE INTEGRATORS, INC
E OR GEODECISONS, THEN AUTHORIZING THE CITY MANAGER TO REJECT
ALL PROPOSALS PURSUANT TO THIS RFP.
WHEREAS, can June 9, 2010, the Mayor and City Commission approved the
Y Y pp
issuance of Request for Proposals {RFP} No. 39- 09/10, for the acquisition of an Automated
Vehicle Locator (AVL) System ( "the RFP"); and
WHEREAS, the RFP was issued on June 14, 2010 , original p with an on inal o enin
g date of
July 13, 2010 however, two (2) addendums were issued which changed the opening date to
July 23, 2010; and
WHEREAS, a pre - proposal conference to rovide information to the p t e proposers
submitting a response was held on June 24, 2010; and
WHEREAS, E3idNet issued bid notices to 79 ros ective proposers, BidSync
p p p , dSync
(formerly known as RFP Depot) issued bid notices to 27 prospective proposers, and 57
p p p ,
proposers were notified via e-mail and fax circulation, which resulted in the receipt of ten (10)
proposals; and
WHEREAS, on September 15, the City Manager via Letter
y g e to Commission (LTC) No.
244 -2010, appointed an Evaluation Committee ( "the Committee") consisting of the following
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individuals:
® Andrea Agha, Administrative Service Manager, Buildin Department;
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O Robert Jenkins, Parking Operations Manager;
• Bert Dorrestyn, GIS Manager, Public Works;
e George Fisher, Fleet Analyst, Fleet Management Division;
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® Josephine Pampanas, Resident and Transportation & Parking Committee member;
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® Jason Witrock, Resident and Leadership Academy Graduate;
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® Michelle Thomas, Resident and Leadership Academy Graduate; and
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WHEREAS, on September 28, .2010, the Committee convened and was provided
with general information on the scope of services, Performance Evaluation Surveys, and
additional pertinent information from all responsive proposers; and
WHEREAS, the Committee recommended inviting the two (2) proposers to made
presentations: Radio Satellite Integrators, Inc. and GeoDecisions; and
WHEREAS, on October 25, 2010, the Committee listened to presentations from both
proposers, discussed the proposers qualifications, experience, price, and competence; and
WHEREAS, on November 3, 2010, the Committee convened and following
deliberations, recommended entering into negotiation with the top ranked proposer, Ratio
Satellite Integrators, Inc. and should the Administration not be successful in negotiating an
Agreement with the top - ranked proposers, authorize negotiations with the second - ranked
proposer, Geodecisions; and
WHEREAS, funds in the amount of $ 52,645 are available from the FY 20010/11
Budget as follows: BTC Building Tech Capital Project Account No 601- 7000 - 229253
($13,808.83), Information and Communications Technology Fund 552 ($12,513.67), and
Parking Off Street Machinery and Equipment Account No. 480 -0463- 000674($26,322.50);
and
WHEREAS, the City Manager has reviewed and concurs with the Evaluation
Committee's recommendation.
4
ow, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Y
Commission hereby accept the recommendation of the City Manager, pursuant to Request
for Request (RFP) No. 39- 09/010, for the acquisition of an automated vehicle locator (AVL)
system; Authorize the Administration to enter into negotiations with the top - ranked proposer,
Radio Satellite Integrators, Inc; and should the Administration not be successful in
negotiating an Agreement with the top- ranked proposers, authorize negotiations with the
second- ranked proposer, Geodecisions; further authorizing the Mayor and City Clerk to
execute are agreement upon the conclusion of successful negotiations by the Administration
in the estimated annual amount of $ 52,645 for the purchase and installation of 110 vehicle
devices, and authorizing the purchase of additional vehicle devices on an "as needed basis
subject to funding appropriation, provided further, that in the event the City Administration
cannot negotiate an agreement with Radio Satellite Integrators, Inc or GeoDecisions, then
authorizing the City Manager to reject all proposals pursuant to this RFP.
PASSED AND ADOPTED THIS 'iti
DAY OF DeCember 201 0.
ATTEST:: . ? ,
Ultut ____ etit atbk
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- . ei ".. , ,e, Jr, ..- Ait/ / CITY CLERK ' Yo _ FORM AS TO
FORM & LANGUAGE
& FO " EXECUTION "
T:1AGEI DAl20101December 81Consent\RFP 39 -09 -10 - AVL System - RESO. , ,, /,
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Attorney, a
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COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Accepting The Recommendation Of The City Manager Pertaining To The
Ranking Of Proposals Pursuant To Request for Proposals (RFP) No. 39- 09/010, For The Acquisition Of An Automated Vehicle
Locator (AVL) System; Authorizing The Administration To Enter Into Negotiations With The Top - Ranked Proposer, Radio Satellite
Integrators, Inc; And Should The Administration Not Be Successful In Negotiating An Agreement With The Top - Ranked
Proposers, Authorizing Negotiations With The Second - Ranked Proposer, GeoDecisions; Further Authorizing The Mayor And City
Clerk To Execute An Agreement Upon The Conclusion Of Successful Negotiations By The Administration In The Estimated
Annual Amount Of $ 52,645 For The Purchase And Installation Of 110 Vehicle Devices, And A i thorizing The Purchase Of
Additional Vehicle Devices On An "As Needed" Basis Subject To Funding Appropriation, Further, And Provided Further
� g App p A That In The Event
The City Administration Cannot Negotiate An Agreement With Radio Satellite Integrators, Inc Or GeoDecison, Then Authorizing
The City Manager To Reject All Proposals Pursuant To This RFP.
Key Intended Outcome Supported:
Increase Community Satisfaction with City Govemment
Supporting Data (Surveys, Environmental Scan, etc.): N/A
Issue:
Shall the Mayor and the City Commission Accept The Resolution? 1
Item Summary /Recommendation:
On June 9, 2010, the Mayor and City Commission approved the issuance of Request for
... Y qty pp equest fo Proposals (RFP) No. 39- 09/10, for the
acquisition of an Automated Vehicle Locator (AVL) System. RFP No. 39 -09/10 was issued on June 14, 2010, with an original
opening date of July 13, 2010. Two (2) addendums were issued which changed the opening date to: July 23, 2010. A pre-proposal
9 P g , h/
conference to provide information to the consultants submitting a response was held on June 24, 2910.BidNet issued bid notices
to 79 prospective proposers, BidSync (formerly known as RFP Depot) issued bid notices to 27 prospective proposers, and 57
proposers were notified via e-mail and fax circulation, which resulted in the receipt of ten (10) proposals.
On September 15, the City Manager via Letter to Commission (LTC) No. 244-2010, appointed I Evaluation �y 9 ( ) ppo ted an Evaluation Committee ("the
Committee"). The Committee convened on September 28, 2010, October 25, 2010, and November 3, 2010. A motion was
presented by Robert Jenkins, seconded by Michelle Thomas, and unanimously approved by all Committee members
recommending entering into negotiation with the top ranked proposer, Ratio Satellite Integrators, Inc. and should the
Administration not be successful in negotiating an Agreement with the top - ranked. proposers, authorize negotiations with the
second- ranked proposer, GeoDecisions.
The City is acquiring a tum -key solution to initially track approximately 110 vehicles. It is the intent of the City to budget for and
purchase additional units and extend the AVL service for other City vehicles including those operated by Public Works, Sanitation,
Police and Fire during the term of this contract.
THE ADMINISTRATION RECOMMENDS ACCEPTING THE RESOLUTION
Advisory Board Recommendation:
Transparency Reliability Accountability Committee (TRAC)
The Watson Rice Report completed in December 2008 and adopted by the Transparency Reliability Accountability Committee
included the use of additional technology, such as a vehicle location system as a way improve accountability and efficiency in the
Building Department.
IT Steering Committee March 15, 2010:
This subject was discussed at the March 2010 IT Steering Committee meeting and it was recommended that an RFP be issued.
The Building and Parking Departments will initiate the acquisition of the AVL system and potentially expand it to other City
Departments.
Financial Information:
Source of Funds: Amount Account 1 APP roved
1 $ 13,808.83 BTC Building Tech Capital Project Account
No. 601 - 7000 - 229253
2 $ 12,513.67 Information and Communications Technology
Fund 552
3 $ 26,322.50 Parking Off Street Machinery and Equipment
Account No. 480 -0463- 000674
OBPI Total $ 52,645.00
Financial Impact Summary:
City Clerk's Office Legislative ty g ative Tracking:
1 Gus Lopez, extension 6641
Sign - Offs: .
Department Director Assistant Cit anager City Manager
1
GL KT PDW iD
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T:IAGENDAl20101December 81Consent\RFP- 39 -09 -10 AVL System Summary.doc
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DATE 491 �� NO
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City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
1
COMMISSION
1
TO Mayor Matti Herrera Bower and Members of the City Commission
t
FROM: Jorge M. Gonzalez, City Manag -
DATE: December 8, 2010
SUBJECT: A RESOLUTION OF THE MAY: - AND errif COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE REC9MMENDATION OF
THE CITY MANAGER PERTAINING TO THE RANKING OF PROPOSALS
PURSUANT TO REQUEST FOR PROPOSALS
(RFP) NO. 39-09/10,
FOR THE ACQUISITION OF AN AUTOMATED VEHICLE LOCATOR (AVL)
SYSTEM; AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH THE TOP - RANKED PROPOSER RADIO SATELLITE
E
INTEGRATORS; AND SHOULD THE ADMINISTRATION ' NOT BE
SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE
TOP -
RANKED PROPOSER, AUTHORIZING NEGOTIATIONS WITH THE
SECOND- RANKED PROPOSER, GEODECISIONS; FURTHER
URTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY
THE ADMINISTRATION IN THE ESTIMATED ANNUAL AMOUNT OF
$52,645 FOR THE PURCHASE AND INSTALLATIONS OF 110 VEHICLE
DEVICES, AND AUTHORIZING THE PURCHASE OF ADDITIONAL VEHICLE
DEVICES ON AN "AS NEEDED" BASIS SUBJECT TO FUNDING
APPROPRIATION; PROVIDED FURTHER, THAT IN THE EVENT THE CITY
ADMINISTRATION CANNOT NEGOTIATE AN AGREEMENT WITH RADIO
SATELLITE INTEGRATORS, INC., OR GEODECISONS, ' THEN
AUTHORIZING THE CITY MANAGER TO REJECT I ALL PROPOSALS
PURSUANT TO THIS RFP.
i
1
ADMINISTRATION RECOMMENDATION
i
Adopt the Resolution.
■
FUNDING
Funds in the amount of $ 52,645 are available from the FY 2010/11
Budget as follows.
BTC Building Tech Capital Project Account No 601- 7000 - 229253
$13,808.83
Information and Communications Technology Fund 552 $12,513.67
Parking Off Street Machinery and Equipment Account No 480 -0463- 000674: $26,322.50
• TOTAL
$52,645.00
1
Commission Memorandum — RFP#39 -09 -10 Acquisition of an Automated! Vehicle Locator
(AVL) System
December 8, 2010
Page 2
KEY INTENDED OUTCOME SUPPORTED
Increase Community Satisfaction with City Government.
ANALYSIS
The purpose of this Request for Proposals (RFP) was to select a qualified firm to provide an
Automated Vehicle Locator (AVL) System to the City of Miami Beach. Building Inspectors,
Code Compliance Officers and Parking personnel are in the field 75% of the time and it will be
prudent to have web based technology to more closely monitor the staff's field activity to
improve safety and accountability.
Transparency Reliability Accountability Committee (TRAC)
The Watson Rice Report completed in December 2008 and adopted by the Transparency
Reliability Accountability Committee included the use of additional technology, such as a
vehicle location system, as a way improve accountability and efficiency in the Building
Department.
IT Steering Committee March 15, 2010
The AVL System was discussed at the March 2010 IT Steering ommittee meetin and it was
9 meeting
recommended that an RFP be issued. The Building and Parking Departments will initiate the
acquisition of the AVL system and potentially expand it to other City Departments.
RFP PROCESS
On June 9, 2010, the Mayor and City Commission approved the issuance of Request for
Proposals (RFP) No. 39- 09/10, for the acquisition of an Automated Vehicle Locator (AVL)
System.
The City of Miami Beach requested proposals from qualified firms for an Automated Vehicle
Locator (AVL) system for the purpose of tracking vehicle location, automatic vehicle alert
monitoring and customizable reporting with real time data communication.
The purpose of tracking the vehicles is t0:
•
- Increase Community satisfaction with City ty government
- Increase safety of drivers and passengers
- Increase accountability of City staff
- Improve operational efficiency
- Improve dispatching of appropriate resources
RFP No. 39 -09/10 was issued on June 14, 2010, with an original o enin date of July opening y 1 3'
2010.
Two (2) addendums were issued which changed the opening date to July 23, 2010. A
pre- proposal conference to provide information to the proposers submitting response a res onse was
held on June 24, 2010.
Commission Memorandum — RFP #39 -09 -10 Acquisition of an Automated- Vehicle Locator
(AVL) System ;
December 8, 2010
Page 3
BidNet issued bid notices to 79 prospective proposers, BidSync (formerly known as RFP
Depot) issued bid notices to 27 prospective proposers, and 57 proposers were notified via e-
mail and fax circulation, which resulted in the receipt of the following ten (10) proposals:
1. The GPS Tracking Network, Inc
2. BSM Wireless, Inc
3. MOGO
4. Skypatrol, LLC
5. GeoDecision Fleming, Inc) (Gannett g,
6. Networkfleet, Inc
7. Veracity Wireless, Inc d /b /a Fieldlogix (formerly Field Technologies)
8. GPS Insight, LLC
9. Location Technologies, Inc
10. Radio Satellite Integrators
On August 20, 2010, the Procurement Office received an e-mail from MOGO statin g that at
.,
that moment, MOGO declined to be part of the RFP process due to time constraints and the
fact that their supplier was already in the RFP process and they did not want to cause conflict
with them. Therefore, nine (9) proposals were presented to the Evaluation Committee
members for further review. 9
On September 15, the City Manager via Letter to Commission (LTC) No. 244 -2010 appointed
� PP ointed
an Evaluation Committee ( "the Committee ") consisting of the following individuals:
• Andrea Agha, Administrative Service Manager, Building Department
• Robert Jenkins, Parking Operations Manager
• Bert Dorrestyn, GIS Manager, Public Works
• George Fisher, Fleet Analyst, Fleet Management Division
• Josephine Pampanas, Resident and Transportation & Parking Committee member
• Jason Witrock, Resident and Leadership Academy Graduate
• Michelle Thomas, Resident and Leadership Academy Academ Graduate
The Fleet Management Division's Office Associate V, Joyce • Dickerson and the Building
Y
Department's Records Manager, Victor Armendanz, served as support personnel to the
Evaluation Committee.
On September 28, 2010, the Committee convened and a uorum was attained.
q Resident and
Leadership Academy Graduate Jason Witrock was unable to participate. The Committee
members were provided with Performance Evaluation Surveys and additional information r'
provided by the responsive proposers.
The following Evaluation Criteria was used to evaluate and rank the ro osers:
P P
1. System Cost to include Maintenance and Support Cost. 40 Points
2. System Functionality (Real time monitoring capabilities
. 9 P
and ability to expansion as needs change) 30 Points
3. Easy use of the Web Based System Administration, Monitoring,
9
Mapping and Reporting System 5 Points
Commission Memorandum — RFP #39 -09 -10 Acquisition of an Automated Vehicle Locator
(AVL) System
December 8, 2010
Page 4
4. Qualification of the firm to perform the project based on past
experience, qualification, and references 15 Points
5. Methodology and approach 10 Points
The Committee discussed their individual perceptions of the proposer's qualifications,
experience, price, and competence, and ranked the proposers accordingly.
•
;RF:0 - 09110 FOR 4(!
THE ACQUISITION
OF AN ry
AUTOM
LOW .
V EHICL E LOCATOR Andrea Robert Bert . George Josephine Michelle AGGREGATE
_'(AVL.) SYSTEM; q Agha Jenkins Dorrestyn Fisher Pampanas Thomas -: TOTALS
RADIO SATELLITE
INTEGRATORS, INC 82 (1) • 100 (1) 90 (1) 87 (1) 83 (2) 75 (2) ` ;; 8 (1)
GEODECISIONS 73 (2) 89 (2) 80 (2) 73 (2) 85 (1) 85 (1) - 10 ( 2)
VERACITY-
WIRELESS,INC D /B /A
. FIELDLOGIX (FIELD
• TECHNOLOGIES) 56 (4) 52 (4) . 49 (4) 60 (3) 65 (3) 55 (6) 24(3)
GPS INSIGHT 71 (3) 72 (3) 45 (5) 56 (4) 58 (4) 45 (8) 27 4 )
LOCATION
(
TECHNOLOGIES 49 (5) 52 (4) 73 (3) 48 (6) 55 (7) ; 39 (9) ; 34 (5)
• NETWORKFLEET 40 (9) 49 (6) 42 (6) 53 (5) • 50 (8) 58 (3) 37 (6)
• BSM WIRELESS 47 (6) 22 (8) 20 (9) 39 (9) 58 (4) '58 (3) 39 7
( )
. SKYPATROL 47 (6) 27 (7) 40 (7) • 45 (7) 48 (9) 56 (5) :; 41 (8)
THE GPS TRACKING
f .:
NETWORK 44 (8) _ 22 (8) • 40 (7) 40 (8) 56 (6) _ .55 (6) ;: 43 (9)
The Committee recommended inviting the two (2) top ranked ro osers for presentations: 1
P P P � p 1)
Radio Satellite Integrators, Inc and 2) GeoDecisions. In addition, the Committee made the
following requests: •
• 1. The installation of several AVL devices on City cars to monitor the ro o systems.
ty p P y
2. Administrator user access to both systems in order to test the .reporting capabilities of
the proposed systems.
On October 19, 2010, GeoDecisons installed four (4) devices under the supervision of (4) p o the
'City's Fleet Management Division. The AVL devices were installed on one 1 2007 435
Sweeper with Isuzu engine, one (1) 2007 Toyota Prius - Hybrid, and •two (2) 2003 Chevrolet •
Cavaliers.
In addition, administrator, user access to GeoDecision's system was p rovided to Joyce
y p Dickerson (Fleet), Andrea Agha (Building), Robert Jenkins (Parking), Victor Armendariz
(Building), and Bert Dorrestyn (Public Works -GIS).
On October • 20, 2010, Radio Satellite Integrators installed four (4) devi 9 devices under the
. supervision of the City's Fleet Management Division. The AVL devices were installed on one
(1) 2007 435 Sweeper with Isuzu engine, one (1) 2007 Toyota Prius - Hybrid, and two (2) 2007
Ford Focus cars.
Commission Memorandum — RFP #39 -09 -10 Acquisition of an Automated Vehicle Locator
(AVL) System
December 8, 2010
Page 5
Additionally, administrator user access to Radio Satellite Integrators' system was provided to
Joyce Dickerson (Fleet), Andrea Agha (Building), Robert Jenkins (Parking), Victor Armendariz
(Building), and Bert Dorrestyn (Public Works -GIS).
On October 25, 2010, the Committee convened and a quorum was attained. Resident and
Leadership Academy Graduate, Jason Witrock, and Administrative Services Manager, Andrea
Agha, were unable to participate. It was decided that Victor Armendariz would replace Andrea
Agha on the Committee and attended the meeting.
• During the aforementioned meeting, the Committee listened to presentations from both short
listed proposers and further discussed the proposer's qualifications, experience, price, and
competence. Additionally, the Committee listened to feedback offered by some of the
individuals provided with the user access to both proposers' sites. The Committee decided not
to score the proposers and make the final recommendation at this time due to the following:
1. Some of the individuals provided with user access to the ro oser's sites stated
p P
during the meeting that they did not have sufficient time to equally test both sites
and requested additional time. The testing of proposer's sites was extended until
November 3, 2010, the next scheduled meeting for this Committee.
2. The Committee raised some IT related issues and requested IT personnel be
present at its next meeting. Bob Biles, from IT, was invited to attend the November
3, 2010 Committee meeting.
3. The Committee requested that a webinar be provided by both short listed
Y
proposers to ensure proper training on the capabilities and features of each
system. On October 27, 2010, each proposer was scheduled with a duly noticed
one (1) hour training session for the individuals with user access.
On November 3, 2010, the Committee convened and a quorum was attained. The Committee
ttee
heard from all individuals with user access to the proposer's sites. In addition, the Committee
had the opportunity to ask the pertinent questions of the IT personnel present Bob Biles) at
the meeting.
The Committee further discussed the proposer's qualifications, experience, price, q p p ce, and
competence and scored the short listed proposers accordingly.
RFP# 39- 0911:0 FOR THE
ACQUISITION OF �AN
AUTOMATED- VEHICLE
LOW
-LOCATOR, ,r Victor . Robert Bert George Michelle GG
AGGREGATE
SYSTEM s ! fi Armendariz Jenkins Dorrestyn Fisher Thomas TOTALS
GEODECISIONS 55 (2) 34 (2) 82 (2) 46 (2) 63 (2) 10 2 )
RADIO SATELLITE
(
1 INTEGRATORS 93(1) 90(1) 87(1) 67(1) 88(1) 5(1)
Commission Memorandum - RFP #39 -09 -10 Acquisition of an Automated Vehicle Locator
(AVL) System
December 8, 2010
Page 6
A motion was presented by Robert Jenkins, seconded by Michelle Thomas, and unanimously
approved by all. Committee members recommending the City entering into negotiation with the
top ranked proposer, Ratio Satellite Integrators, Inc. and should the Administration not be
successful in negotiating an Agreement with the top- ranked proposers, authorize negotiations
with the second- ranked proposer, GeoDecisions.
The individuals with user access to both proposer's sites highlighted the following regards ards to
g
Radio Satellite Integrators, Inc:
• The AVL system can adjust playback speed.
• The bread crumb trail which reflects the car's movement is shown on playback.
• Maps pan automatically.
• The AVL system has an excellent management module.
• Radio Satellite Integrators, Inc has an impressive client list of public entities.
• Radio Satellite Integrators, Inc has a Miami Dade County Contract in place serving
approximately 1,300 units and possibly expanding this number.
• Radio Satellite Integrators, Inc provided a smooth installation of the requested devices
under the Fleet Management Division's supervision. An average of 46 to 60 minutes
was dedicated to each car's installation.
• Radio Satellite Integrators, Inc provided a useful one (1) hour training g session.
• Although not requested by the RFP, during the installation of the devices, Radio
Satellite Integrators, Inc. was asked to adapt the sensor capabilities to the device
being installed on the sweeper in order to test if the device would capture the
movement up and down of the brushes. Radio Satellite Integrators, Inc willingly
adapted the sensors without hesitation and further modified the report to reflect this
new feature.
In addition, the Committee recommended including the following as negotiation points:
9 g p
• The requirement for Radio Satellite pg
Integrators, Inc to upgrade their Web Based
9
Administration, Monitoring, Mapping and Reporting System an ArcGIS Server
Application using the ArcGIS Silverlight API by April 2011. .
• After negotiations are concluded with Radio Satellite Integrators, Inc, compare their
price pursuant to this RFP with the price provided by Radio Satellite under Miami Dade
County Contract EPP- RFP8299 and act accordingly.
Radio Satellite Integrators, Inc. is implementing a large countywide AVL system g � yste m for several
departments and agencies in Miami -Dade County, including Public Works, Buildin g Inspectors,
ectors
Neighborhood Compliance, Solid Waste, Fire, Consumer Services, Water, and Community
Action. Miami -Dade County has already installed over 1,000 devices.
SITE VISIT TO MIAMI -DADE COUNTY
On November 23, 2010, a site visit to Miami -Dade County Solid Waste Management
anagement
Department located at 2525 NW 62 St, Miami, FL 33147, was scheduled. The followin g City
employees attended the site visit:
• Patricia D. Walker, CFO, Finance Department
Commission Memorandum — RFP #39 -09 -10 Acquisition of an Automated Vehicle Locator
(AVL) System
December 8, 2010
Page 7
• Joyce Dickerson, Office Associates, Fleet Management Division
• Robert Jenkins, Parking Operations Manager, Parking Department
• Bert Dorrestyn, GIS Manager, Public Works Department
• George Fisher, Fleet Analyst, Fleet Management Division
• Victor Armendariz, Records Manager, Building Department
• Nelson Martinez, System Support, IT Department
Since April, 2010, Miami -Dade County So lid Waste Management has acquired 495 units from
Radio Satellite Integrators, Inc. and plans to install 122 additional units during the current fiscal
year. The Division Fleet Management Director at Miami -Dade County Solid Waste
Management, Daniel Diaz, stated that they were very happy with the responsiveness,
involvement, P
nvolvement, and overall performance of Radio Satellite Integrators, Inc's staff and local
installers.
Miami -Dade County Solid Waste Management recognizes that the acquisition of the AVL
system has enabled them to improve the services provided to their constituents because they
have greater tools to track service delivery time and efficiency, and address complaints in a
faster manner. In addition, the AVL system has provided employee honesty, safety, and
management responsibility and accountability.
RADIO SATELLITE INTEGRATORS, INC
Radio Satellite Integrators, Inc (RSI) has rovided AVL and mo it i 9 provided mobile data system since 1990.
RSI has implemented more than 200 AVL systems in several thousand vehicles and has AVL
systems in place with Miami-Dade County, City of Tampa Fire Rescue, City of Phoenix, City � tY of
Jacksonville, Richland County, Hillsborough County Fire Rescue, Duval County Public
Schools, St. Lucie County Fire Rescue, City of Fresno, Boston Water and Sewer Commission,
Hawaii County Mass Transit, Baltimore City Public Schools, City of Austin, Consolidated Utility
District, Horry County, CEMIG, Dallas Area Rapid Transit, Erie County. Water Authority, Town
of Mansfield Public Works, Louisville Gas and Electric Company, Microsoft Corporation, Yale
University Transportation, City of Cleveland Fire Department & EMS, City of Torrance Fire
Department, City of Jersey City Fire Department, Sacramento Regional Transit District,
Whatcom Transportation Authority, and the City of Long Beach.
The RSI AVL system will establish a wireless gateway between the City's vehicle fleet and
base dispatch. The RSI AVL system will provide real -time vehicle location and status data
customized ESRI ArcGIS Server based map interface. An RSI Mobile unit will provide location
and status data for the system as well as serve as the wireless link between vehicle and base.
The mobile GPS device can be equipped with serial ports and sensors to integrate to virtually
g rtually
any devices and external status signals, such as ignition, on /off, door open /shut, lights, arm,
MDT, alarms, etc.
The Base Application will be implemented as a Web browser based system m hosted by RSI.
Users interact with the system through customized ESRI ArcGIS mapping tools as well as
customized AVL viewing and reporting functions.
RSI AVL system can use any type of ublic data network (cellular) i i P including: AT &T GPRS,
GSM, EV -DO, Nextel, iDEN, CDMA, and many others. Using the highly versatile V -Track
9 Y
mobile unit, RSI also has the capability to use various types of two-way radio (VHF/UHF, Y
Commission Memorandum - RFP #39 -09 -10 Acquisition of an Automated Vehicle Locator
(AVL) System
December 8, 2010
Page 8
800MHz/900MHz, etc) as well as virtually every field hybrid solutions.
The RSI AVL Application displays the vehicle data in a "map window ". The map window can
be set to display a particular area, route, stop, or address, or to track a specific sub -set of the
entire fleet. The map window possesses a full set of map manipulation and query functionality.
Query capabilities are virtual unlimited. The RSI AVL system allows the user to set geo- fences
on the map display. This geo -fence will create an alert and /or exception report when breached
and will appear as another item of status data with each vehicle position report. Geo- fences
can be created as polygons or a configurable radius from a specific point, as well a created
from existing boundaries, landmarks or zones within the City's GIS.
Additional Capabilities
Radio Satellite Integrators, Inc's Web Application is compatible with any computing device
running Microsoft Internet Explorer 7 or higher, which in effect makes the RSI application
accessible from virtually any laptop, tablet PC, computer or intemet terminal. RSI is currently
working on making their Web application compatible with the Windows Mobile Web browser
which tentatively should be rolling out next year. There are also optional processes to make
the application accessible through iPhone and iPad devices which are also currently a
possibility on the product road map but this option would come at an additional expense.
GEODECISIONS
GeoDecisions, a division of Gannet Fleming, Inc, was formed in 1986 and has been rovidin
P 9
geographic information system (GIS) and IT support to all of Gannet Fleming's divisions and
entities since 1992. As a full service resource and technology company, GeoDecisions
develops innovative solutions based on the enterprise -wide integration of GIS technologies.
GeoDecisions is ISO 9001:2008 certified.
GeoDecisions is comprised of more than 180 programmers, database specialists, analysts,
and technicians. GeoDecision's strength within the global positioning system (GPS /AVL)
industry is in its ability to take the best of ESRI core mapping and map tool optimization and
g P p d
combine it with extensive integration to a very broad range of tracking hardware.
GeoDecisions supplies tracking, mapping, and intelligent management of assets for federal
government, commercial, and private industry: Department of Defense (DoD), United States
Army, Federal Emergency Management Agency, (FEMA), Basic Energy Services, Inc,
Comtech Mobile DataCom Corporation, ECi Solutions, and Bahwan CyberTekLLC.
GeoDecisions proposes the GeoILS, a web -based lobal positioning vehicle
g p g tracing system
that allows multiple, simultaneous users to track, view, and report on the real -time speed,
location, p p
tl on, travel, direction of hundreds of vehicles based on device information that is updated
at programmable intervals. The Tracking, viewer is built on ESRI's ArcGIS Server and
Microsoft Silverlight, and presents a simple interface to view maps displaying i
p current locations
of vehicles, vehicle's speed, direction, status, distance traveled, etc.
This information is archived daily and users will be able to search
and retrieve historic
information for a time period specified by the City. GeoILS provides users with 24/7/365
secured access. The application supplies uses with robust mapping, routing, reporting, query, P 9,q ry,
Commission Memorandum — RFP #39 -09 -10 Acquisition of an Automated Vehicle Locator
(AVL) System
December 8, 2010
Page 9
analysis, and alerting utilities intended to aid them in monitoring vehicle movements and
identifying fleet problems.
GeoILS' AVL Unit Administration module provides users with the ability to add new tracking
units, edit, delete, and maintain existing information for tracking devices and vehicles. This
would allow the City to manage the application without the aid of GeoDecisions.
Additional Capabilities
GeoDecisions' web application currently runs on anything Windows IE 6.0 and higher in terms
of web access. They have a Blackberry application that will be ready before the end of the
year and their. I- Phone API is scheduled to be released for Q1, 2011.
NEGOTIATIONS
The City of Miami Beach envisions an AVL System turn -key solution which includes:
• GPS based location and communication devices for use in transportation vehicles.
• Real -Time Communication System from the vehicle devices to the tracking server.
• Web Based solution to administer the system, view maps with the vehicle locations and
create reports.
• Automatic monthly standard reports of vehicle locations summary and events.
• Storage of data in a secure environment with minimum retention of 62 days after the
end of the reporting month.
The City is acquiring a turn -key solution to initially track approximately 110 vehicles. It is the
pP Y
intent of the City to budget for and purchase additional units and extend the AVL service for
other City vehicles including those operated by Public Works, Sanitation, Police and Fire
during the term of this contract.
The final price, terms, and conditions will be negotiated with the top-ranked proposer, after p p p ,aterthe
City Commission authorizes the Administration to enter into negotiations. The contract shall be
for a five (5) year term, with two (2) two -year renewal options at the City's option.
tion. p
Since Radio Satellite Integrators, Inc. the top-ranked proposer, also has been awarded p p a anded a
Miami -Dade County Contract, the results of the Administration's negotiations will be compared
with the County Contract and if it is in the City's best economic interest, the City Manager will
exercise his piggybacking authority to utilize the County Contract and all proposals will be
rejected. If negotiations with Radio Satellite, Inc are unsuccessful, the Administration will
engage in negotiations with the second- ranked proposer, GeoDecisions.
SAVINGS
The public procurement process, which is an open and competitive, transparent process, p p cess, has
again served the City to provide the lowest and best proposer for this RFP, as it has in the
past, with a proposed project cost which is approximately $39,665 lower than the $92,31 0
estimated initial budget presented to the IT Steering Committee. It should be noted that these
savings could potentially be increased during he negotiation g process. g P
Commission Memorandum - RFP #39 -09 -10 Acquisition of an Automated Vehicle Locator
(AVL) System
December 8, 2010
Page 10
CONCLUSION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida accept the recommendation of the City Manager pertaining to the ranking of
proposals pursuant to Request for Proposals (RFP) No 39- 09/010, for the acquisition of an
automated vehicle locator (AVL) system; authorize the Administration to enter into negotiations
with the top- ranked proposer, Radio Satellite Integrators, Inc; and should the Administration
not be successful in negotiating an Agreement with the top - ranked proposers, authorize
negotiations with the second - ranked proposer, GeoDecisions; further authorize the Mayor and
City Clerk to execute - an agreement upon the co nclusion of successful negotiations by the
Administration in the estimated . annual amount of $ 52,645 for the purchase and installation of
110 vehicle devices, and authorize the purchase of additional vehicle devices on an "as
needed" basis subject to funding appropriation; provided further, that in the event the City
Administration cannot negotiate an agreement with Radio Satellite Integrators, Inc or
GeorDecison, then authorizing the City Manager to reject all proposals pursuant to this RFP.
T:IAGENDAl20101December 81Consent \RFP- 39 -09 -10 AVL System Memo.doc