2011-27667 Reso ' ESOLUTION NO. 2011 -27667
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BE ' CH, FLORIDA, WAIVING, BY 5 /7ths VOTE, THE
COMPETITIVE BIDD NG REQUIREMENT, FINDING SUCH WAIVER TO
BE IN THE BEST I TEREST OF THE CITY, AND APPROVING AND
AUTHORIZING TH: PURCHASE OF TEN (10) APPLE iPADs
(INCLUDING A SE 1 URITY SERVER) FOR THE INDIVIDUAL CITY
COMMISSIONERS, CITY MANAGER, CITY CLERK, AND CITY
ATTORNEY, IN THE AMOUNT OF $16,000, THAT WILL ALLOW THE
CITY COMMISSION RS TO VIEW AND ANNOTATE THE CITY
COMMISSION AGEN ' A.
WHEREAS, in an eff• rt to enhance operational efficiencies while maintaining focus
on green initiatives, the City has been testing the use of the iPad, the electronic tablet
created by Apple, to electronic =lly review City Commission Meeting agenda packets from
any location, without the need fir a hard copy; and
WHEREAS, at the Fi ance and Citywide Projects Committee Meeting of January
27, 2011, a discussion took plat e regarding the shift to iPad from printed agenda; and
WHEREAS, the Com ittee recommended that the individual City Commissioners
test the iPad during the nex thirty (30) days, and bring back the item to the City
Commission, if testing was suc essful; and
WHEREAS, the IPad was discussed at the May 20th, 2011, Commission Retreat
and the Administration was inst ucted to move forward with the purchase; and
WHEREAS, the utiliz.:tion of the iPad significantly reduces the amount of paper
used at City Hall.
NOW, THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission herby waive, by 7ths vote, the competitive bidding requirement, finding such
waiver to be in the best interes of the City, and approve and authorize the purchase of ten
(10) Apple iPads (including se• urity server) for the individual City Commissioners, the City
Manger, City Clerk, and City 1 ttorney, in the amount of $16,000, that will allow the City
Commissioners to view and an otate the City Commission agenda.
PASSED AND ADOPT D THIS /5 / DAY OFiiite. 2011.
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COMMISSION ITEM SUMMARY
Condensed Title:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA,
WANING, BY 5/7ths VOTE, THE COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER
TO BE IN THE BEST INTEREST OF THE CITY, AND APPROVING AND AUTHORIZING THE
PURCHASE OF TEN (10) APPLE iPADs INCLUDING A SECURITY SERVER) FOR THE INDIVIDUAL
CITY COMMISSIONERS, CITY MANAGER, CITY CLERK, AND CITY ATTORNEY, IN THE AMOUNT OF
$16,000, THAT WILL ALLOW THE CITY COMMISSIONERS TO VIEW AND ANNOTATE THE CITY
COMMISSION AGENDA.
Key Intended Outcome Supported:
Improve process through Information Technology.
Supporting Data (Surveys, Environmental Scan, etc.):
Issue:
Shall the Mayor and the City Commission Accept The Resolution?
Item Summary/Recommendation:
In an effort to enhance operational eff ciencies while maintaining focus on green initiatives, the City of
Miami Beach Commission has been testing the use of iPad, the electronic tablet created by Apple to
electronically review meeting agenda packets from any location without the need for a hardcopy. The
November 17, 2010 Commission AgE nda, Item R9D referred this item to the Finance and Citywide
Project Committee.
At the Finance and Citywide Projects Committee Meeting of Thursday, January 27, 2011 a discussion
took place regarding The Shift To iPad From Printed Agenda. The Committee agreed to have
Commissioners test the iPad during the next 30 days and bring back to City Commission if testing was
successful. Commissioners Jorge Exposito, Deede Weithorn, Ed Tobin and Jerry Libbin have
successfully tested the use of the IPad to replace large binders filled with hundreds of pages of
supporting materials which are necessary for city commission agenda items.
The IPad was discussed at the May 20th, 2011, Commission Retreat and the Administration was
instructed to move forward with the purchase. The utilization of the iPad significantly reduces the amount
of paper used at City Hall while simL Itaneously saving tax dollars. An application designed for City
Commission agendas allows users to download bookmark agenda and highlight and write notes on
individual documents. Also, they will have access to their email and calendars as well.
Advisory Board Recommendation:
Financial Information:
Source of Funds: Amount Account Approved
1 $' 6,000 Information Technology Fund
552 Contingency account
2
OBPI Total $16,000
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Sign -Offs:
Department Director Assistant City Manager City Manager
GG ( G L PDW JMG
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MIAMI BEACH AGENDA ITEM C /r'
DATE 6-1-1/
MIAMIBEAC
City of Miami Beach, 1700 Convention enter 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, ity Manager
DATE: June 1, 2011
SUBJECT A RESOLUTION OF HE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH FLORIDA, WAIVING, BY 5 /7ths VOTE, THE
COMPETITIVE BIDDI G REQUIREMENT, FINDING SUCH WAIVER TO BE
IN THE BEST INT REST OF THE CITY, AND APPROVING AND
AUTHORIZING THE • URCHASE OF TEN (10) APPLE iPADs (INCLUDING
A SECURITY SERV =R) FOR THE INDIVIDUAL CITY COMMISSIONERS,
CITY MANAGER, CI CLERK, AND CITY ATTORNEY, IN THE AMOUNT
OF $16,000, THAT ILL ALLOW THE CITY COMMISSIONERS TO VIEW
AND ANNOTATE TH: CITY COMMISSION AGENDA.
ADMINISTRATION RECOMM = NDATION
Adopt the Resolution.
FUNDING
Information Technology Fund 5.2 Contingency account: $16,000.00
KEY INTENDED OUTCOME S PPORTED
Improve process through Infor ation Technology.
ANALYSIS
In an effort to enhance operatio al efficiencies while maintaining focus on green initiatives, the
City of Miami Beach Commis- ion has been testing the use of IPad, the electronic tablet
created by Apple to electroni .Ily review meeting agenda packets from any location without
the need for a hardcopy. The November 17, 2010 Commission Agenda, Item R9D referred
this item to the Finance and Ci ide Project Committee.
At the Finance and Citywide - rojects Committee Meeting of Thursday, January 27, 2011 a
discussion took place regardin• "The Shift to IPad from Printed Agenda ". The Committee
agreed to have Commissioners test the IPad during the next 30 days and come back to City
Commission if testing was sucp- ssful. Commissioners Jorge Exposito, Deede Weithom, Ed
Tobin and Jerry Libbin have su cessfully tested the use of the IPad to replace large binders
filled with hundreds of pages of supporting materials which are necessary for city commission
Commission Memorandum — Purc lase of Apple !Pads
February 9, 2011
Page 2
agenda items.
The IPad was discussed at the May 20th, 2011, Commission Retreat and the Administration
was instructed to move forward with the purchase. The utilization of the IPad significantly
reduces the amount of paper ased at City Hall while simultaneously saving tax dollars. An
application designed for City Commission agendas allows users to download a bookmarked
agenda and highlight and write notes on individual documents. Additionally, they will have
access to their email and calendars as well.
The initial investment for the IPad and Security Server is $16,000 (see breakdown below).
When compared to the total estimated annual cost of printed agenda packages of
approximately $4,980, switching to the IPad device has a 3.2 year payback period of the
Capital investment.
ap tal n estment.
IPad Purchase
Costs
IPad + Applications $988 (64GB)
+Accessories
10 iPads (Commission,
Legal, City Clerk, CM)
TOTAL $9,889
Security Server for !pad $6,120
(25 Users Starter Pack)
Total Costs CMB IPad $16,000
The annual operational costs (see breakdown below) of the digital alternative has a savings of
$306 compared to the estimated annual costs of printed agenda packets totaling $4,980.
ATT 3G Data Plans $360
10 IPad s $3,599
Server Software $1,075
Maintennace
Total Yr Costs $4,674
One of the City Commission's top priorities is environmental sustainability. In addition to
providing convenience and efficiency, the benefits of electronic agendas on IPad are as
follows:
1. Eliminate paper, printirg, and printer maintenance costs associated with printed
agenda packets.
2. Be GREEN by reducing paper usage and environmental impact.
3. Dramatically reduce staff time required to organize and bind printed packets by
creating PDF packets.
4. Eliminate time and costs to physically distribute packets.
5. Instant, remote access to agendas via downloadable PDF.
6. Mark -up, search, and navigate agendas quickly and easily.
7. Access to previous agenda packets to compare notes.
Commission Memorandum — Purchase of Apple (Pads
February 9, 2011
Page 3
8. New tablet technology costs less, weighs less, and battery lasts up to 5 times longer
than a laptop PC.
9. Commissioners !Pads can access email, calendar, contacts, and web browsing
functionality.
Other governmental entities throughout Florida have implemented the new technology
including Ormand Beach, Palm Coast and Sarasota County.
CONCLUSION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida herby waives, by 5 /7ths vote, the competitive bidding requirement, finding
such waiver to be in the best in-erest of the City, and approves and authorizes the purchase of
ten (10) Apple iPads including security server for the individual City Commissioners, the City
Manger, City Clerk, and City Attorney, in the amount of $16,000, that will allow the City
Commissioners o view and annotate the City Commission agenda.
JMG /PW /GG
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