2011-27665 Reso RE' OLUTION NO. 2011 -27665
A RESOLUTION OF HE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FORI I A, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER PERTAI ING TO THE RANKING OF FIRMS PURSUANT TO
REQUEST FOR • ROPOSALS (RFP) NO. 11 -10/11 FOR WIDE AREA
NETWORK (WAN) SERVICES TO PROVIDE COMPUTER NETWORK
CONNECTIVITY BE WEEN THE MAIN AND REMOTE CITY FACILITIES;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH THE TOP -RAN ED FIRM OF AT &T CORPORATION, AND SHOULD THE
ADMINISTRATION OT BE ABLE TO NEGOTIATE AN AGREEMENT WITH
THE TOP - RANKED FIRM, AUTHORIZING THE ADMINISTRATION TO
NEGOTIATE WITH T E SECOND - RANKED FIRM OF ATLANTIC BROADBAND
FINANCE, LLC; A D FURTHER AUTHORIZING THE MAYOR AND CITY
CLERK TO EXEC TE AN AGREEMENT UPON THE COMPLETION OF
SUCCESSFUL NEG • TIATIONS BY THE ADMINISTRATION.
WHEREAS, the Cit is seeking WAN network services that will allow the
successful and reliable trans ission of information in different electronic forms from and to
all of its locations; and
WHEREAS, the Cit currently has an Agreement with BellSouth Business
Systems, now known as A &T, for these services, with one (1) additional renewal year
term; and
WHEREAS, the Admi istration recommended that these services be competitively
procured through an RFP pr•cess in lieu of exercising the option to renew the Agreement;
and
WHEREAS, the May and City Commission at its January 19, 2011, meeting,
authorized the Administratio to issue an RFP for WAN services to provide connectivity
between the main and remot: City facilities; and
WHEREAS, on Febru :ry 4, 2011, RFP No. 11 -10/11 was issued, and notices sent
to over 50 firms, which result: d in the receipt of proposals from AT &T Corporation; Atlantic
Broadband Finance, LLC.; .gent Communications, Inc.; Hotwire Communications Ltd.,
d /b /a Hotwire Business Solutions (HBS); and Sprint Solutions, Inc.; and
WHEREAS, the proposal submitted by Cogent Communications was deemed non-
responsive by Procurement ft lacking any signatures, in addition to other several required
documents; and
WHEREAS, on May , 2011, the City Manager via Letter to Commission No. 106-
2011 appointed an Evaluati.n Committee (the "Committee "), consisting of the following
individuals:
Derrick Arias, Assista t Director, IT Department, City of Miami;
Gerald Cunningham, .r. Network Administrator, IT Department;
Gayle Durham, Resid, nt and Leadership Academy Graduate;
Georgie Echert, Assis ant Director, Finance Department;
Ariel Sosa, Technical .ervices Manager, IT Department;
Alternate
Luis Aller, Sr. Networ 1 Administrator, IT Department; and
WHEREAS, the Committee convened on May 18, 2011, and was provided with an
overview of the project, information relative to the City's Cone of Silence Ordinance, the
Government in the Sunshine Law, listened to presentations and participated in a question
and answer session with each of the four (4) responsive proposers, and discussed and
evaluated the proposals based on the evaluation criteria as outlined in the RFP; and
WHEREAS, the Committee unanimously ranked AT &T Corporation as the top -
ranked firm, and further ranked Atlantic Broadband Finance, LLC. 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 THE CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the City Manager pertaining to the
ranking of proposals pursuait to Request for Proposals (RFP) No. 11- 10/11, for Wide
Area Network (WAN) Services to Provide Computer Network Connectivity Between the
Main and Remote City Facilities; authorize the Administration to enter into negotiations
with the top- ranked firm of AT &T Corporation; and should the Administration not be able to
negotiate with the top- ranked firm, authorize the Administration to negotiate with the
second - ranked firm, Atlantic Broadband Finance, LLC.; further authorizing the Mayor
and City Clerk to execute an agreement upon conclusion of successful negotiations by the
Administration.
PASSED and ADOPTED tlis /5/- day of June- , 2011
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Matti Herrera Bower
ATTEST:
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CITY CLERK ` g� S 4.
Robert Parcher .1 .. \ o f . 0 *
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COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Accepting The City . nager's Recommendation Pertaining To The Ranking Of Firms For Wide
Area Network (WAN) Services, A horizing The Administration To Enter Into Negotiations, And Authorizing
The Mayor And City Clerk To Exel ute An Agreement.
Key Intended Outcome Supporte.:
Improve process through informaion technology
Issue:
Shall the Commission Adopt the - esolution?
Item Summary/Recommendation
The City is seeking WAN netwo k services that will allow the successful and reliable transmission of
information in different electronic forms from and to all of its locations. All proposed services must be
proven, secure, reliable and cost- -ffective. All proposers must provide the necessary security within their
network and all interfaces to ext-rnal components, customer or otherwise, that will ensure the City is
protected and that the proposed s rvices are secure and do not create or cause liability issues or concerns.
The City is presently using WAN s _ rvices provided by AT &T. The agreement had one (1) additional renewal
year term, and the Administratio recommended that these services be competitively procured in lieu of
exercising the option to renew. In ecent months, the Administration had identified additional competitors that
provide WAN services, and it was Believed a more competitive agreement could be reached through the RFP
process.
The Mayor and City Commission .t its January 19, 2011, meeting, authorized the Administration to issue an
RFP for Wide Area Network (W ' N) services to provide connectivity between the main and remote City
facilities. RFP No. 11 -10/11 was issued and sent to over 50 firms. Proposals were received from AT &T
Corporation; Atlantic Broadband inance, LLC.; Cogent Communications, Inc.; Hotwire Communications
Ltd., d /b /a Hotwire Business Solut • ns (H BS); and Sprint Solutions, Inc. Cogent's proposal was deemed non-
responsive by Procurement for la king any signatures, in addition to other several required documents.
An Evaluation Committee appoint -d by the City Manager reviewed, listened to presentations, participated in
Q&A with the Proposers, scored a d ranked the proposals. Based on the published evaluation criteria, the
Committee unanimously ranked AT &T Corporation as the top - ranked firm, and further ranked Atlantic
Broadband Finance, LLC and the second - ranked firm.
It is recommended that the Mayo and City Commission adopt the resolution.
Advisory Board Recommendati.n:
N/A
Financial Information:
Source of ount Account
Funds: IT Telephone Communications Fund
1 $300 000 Acct #550 - 1750 - 000316
2
3
OBPI Total $301,000
Financial Impact Summary:
City Clerk's Office Le slative T acking:
Gus Lopez ext 6641
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Sign -Offs:
Department Director As -AIL , ity Manager City Manager
GG PDW ✓' JMG (
T.\AGENDAl2011\6 -01 -11 \WAN Services Summary.doc
CA MIAMIBEA H
NSF AGENDA ITEM C 7 D
DATE
t? MIAMI BEACH
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 City Commission
FROM: Jorge M. Gonzalez, City Manager (�
DATE: June 1, 2011
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER PERTAINING TO THE RANKING OF FIRMS PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 11 -10/11 FOR WIDE AREA NETWORK
(WAN) SERVICES TO PROVIDE COMPUTER NETWORK CONNECTIVITY
BETWEEN THE MAIN AND REMOTE CITY FACILITIES; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP - RANKED
FIRM OF AT &T CORPORATION, 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 ATLANTIC BROADBAND FINANCE, LLC; AND FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT UPON THE COMPLETION OF SUCCESSFUL NEGOTIATIONS
BY THE ADMINISTRATION.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
$300,000 Estimated Annual Expenditure. Funding is available from the Information
Technology Telephone Communications Fund, Account No. 550 - 1750 - 000316
KEY INTENDED OUTCOMES SUPPORTED
Improve process through information technology
ANALYSIS
On October 11, 2006, the City Commission authorized the issuance of an RFP to solicit
proposals for WAN Services. RFP No. 05 -06/07 was issued on October 17, 2006, resulting
in the receipt of two (2) proposals from BellSouth Business Systems (BellSouth), and Atlantic
Broadband (Miami), LLC.
In April 2007, the Administration recommended that the Mayor and City Commission approve
a resolution, accepting the ra eking of the firms and authorizing the Administration to enter
into negotiations with BellScuth Business Systems, Inc. (now AT &T Corporation), and
Atlantic Broadband (Miami), LLC.; authorized the Mayor and City Clerk to execute
agreement(s) upon the comp etion of successful negotiations by the Administration.
Pursuant to the above, the City entered into an agreement with BellSouth Business Systems,
Commission Memorandum
June 1, 2011
RFP #11 -10/11 WAN Services
Page 2 of 4
now known as AT &T. The agreement had one (1) additional renewal year term, and the
Administration recommendec that these services be competitively procured in lieu of
exercising the option to renew. In recent months, the Administration had identified additional
competitors that provide WAI\ services, and it was believed a more competitive agreement
could be reached through the RFP process.
The City is seeking WAN network services that will allow the successful and reliable
transmission of information in different electronic forms from and to all of its locations. All
proposed services must be proven, secure, reliable and cost - effective. All proposers must
provide the necessary sect.rity within their network and all interfaces to external
components, customer or otherwise, that will ensure the City is protected and that the
proposed services are secure and do not create or cause liability issues or concerns.
The City is presently using WAN services provided by AT &T. The goal of this RFP was to
select a communication provider that can provide the following:
1. Ensures the continuity of the City's WAN infrastructure.
2. Provide a solution tha will function as the City's WAN Communication Services and
offers enhancements to meet future communication needs.
The Mayor and City Commission at its January 19, 2011, meeting, authorized the
Administration to issue an RFP for Wide Area Network (WAN) services to provide
connectivity between the main and remote City facilities.
The City contemplates entering into an agreement with the selected proposer for an initial
term of three (3) years, with tree (3) one -year renewal options, at the sole discretion of the
City.
RFP PROCESS
RFP No. 11 -10/11 was issued on February 4, 2011, and the Procurement Division e- mailed,
as well as uploaded the RFP to BidSync.com and Bidnet, sending notifications to over 50
firms. A non - mandatory pre - proposal meeting to provide information and respond to
questions from prospective proposers was held on February 14, 2011. On the due date of
March 4, 2011, five (5) proposals were received from the following firms:
• AT &T Corporation
• Atlantic Broadband Finarce, LLC.
• Cogent Communications Inc.
• Hotwire Communications Ltd., d /b /a Hotwire Business Solutions (HBS)
• Sprint Solutions, Inc.
The proposal submitted by Cogent Communications, Inc. did not contain any signatures and
was therefore deemed non - responsive by Procurement. Cogent's proposal was also missing
several required documents.
On May 3, 2011, the City Ma lager via Letter to Commission No. 106 -2011 appointed an
Evaluation Committee (the "Committee "), consisting of the following individuals:
Derrick Arias Assistant Director, IT Department, City of Miami
Gerald Cunningham Sr. Network Administrator, IT Department
Commission Memorandum
June 1, 2011
RFP #11 -10/11 WAN Services
Page 3 of 4
Gayle Durham Resident and Leadership Academy Graduate
Georgie Echert Assistant Director, Finance Department
Ariel Sosa Technical Services Manager, IT Department
Alternate
Luis Aller Sr. Network Administrator, IT Department
The Committee convened on May 18, 2011, 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 and participated in question and
answer sessions with each of the four (4) responsive proposers.
The Committee was instructed to score and rank each proposal pursuant to the evaluation
criteria established in the RFF , which was as follows (total possible 100 %):
• Quality of Proposed Technical Proposal — Project understanding and soundness of
proposed project methodology, including but not limited to: the details and accuracy
of the proposed scop 5 and statement of work and implementation plan, and the
impact of the proposed solution on the operations of the City, and the demonstrated
ability of the solution to enhance operational efficiency and effectiveness — 35%
• Maintenance and Support — The performance, reliability, and scalability of the
proposed solution — 30%
• Financial strength and references — Proposer's financial qualifications and
references to perform the work required by the RFP — 10%
• Cost — The cost of recurring maintenance, support costs and other fees —
25%
The Committee discussed each of the proposals and the corresponding presentations, and
proceeded to score and rank them as follows:
Derrick Gerald Gayle Georgie Ariel gE Low Aggregate
Arias Cunningham Durham Echert Sosa Totals
AT&T 1 (100) 1 (100) 1 (100) 1 (100) 1 (95) 5 (1)
Atlantic Broadband 2 (80) 4 (75) 3 (56) 2 (85) 2 (86) 13 (2)
Sprint 4 (65) 3 (85) 2 (62) 3 (75) 3 (70) 15 (3)
HBS 3 (70) 2 (90) 4 (49) 4 (65) 4 (77) M 17 (4)
The Committee unanimously ranked AT &T as the top- ranked firm. AT &T has offered the
best pricing of the four (4) responsive proposals received, however, it essentially does not
differ from the fees the City is currently paying AT &T for these services. Their proposed
solution is to keep the existing network in place, and upgrade the bandwidth at the sites
which have increased need 10 do so. Also, in their proposal package, AT &T offered an
alternate proposal for additional savings, if the other services currently under contract
between the City and AT &T were to be extended and bundled with this WAN project.
Commission Memorandum
June 1, 2011
RFP #11 -10/11 WAN Services
Page 4 of 4
Furthermore, by continuing tD utilize the incumbent provider, the City would not incur
downtime for implementation Df the network pursuant to this RFP.
During Atlantic Broadband's presentation, it came to light that two (2) remote sites would not
be serviced under their proposed solution. These sites would either require additional time
for Atlantic Broadband to create a connectivity solution, or would require being serviced by
another provider.
Sprint's proposed solution was sound, however it was the most costly that was submitted.
Additionally, during the presentation there was discussion that they would rely on AT &T to
connect one segment of the network with theirs.
HBS proposed a totally new fi der optic solution. While HBS over the past six (6) years has
installed over 1000 miles of fiber optic cable in South Florida, the City would be their first
municipality. The proposed mplementation would take a minimum of 90 to 120 days,
according to HBS, contingent upon the timing of acquiring the required permits for building
the network.
Following is a summary of the proposed monthly fees:
Monthly Recurring Costs For All City
Locati3ns Requiring WAN Services Comments
Existing network; No
AT &T $16,777.87 implementation time
200 days for
Atlantic Broadband $29,000.00 implementation; 2 sites
require further analysis
Unclear timeline; 1 segment
Sprint $84,109.00 would rely on AT &T
connection
All new fiber optic; —90 -120
HBS $29,167.00 days for implementation
CONCLUSION
The Administration recommerds that the Mayor and City Commission approve the attached
resolution, which recommends the acceptance of the ranking of the firms and authorizes the
Administration to enter into negotiations with the top- ranked firm of AT &T Corporation and,
should the Administration no: be able negotiate an agreement with the top- ranked firm,
authorize the Administration to negotiate with the second - ranked firm of Atlantic Broadband
Finance, LLC.; and further authorizing the Mayor and City Clerk to execute an agreement
upon the completion of successful negotiations by the Administration.
T \AGENDA \2011 \6 -01 -11 \WAN Services Commission Memo doc