2012-27945 Reso ' I
RESOLUTION NOJ 2012 -27945
J
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AMENDMENT NO. 1 TO THE
CONTRACT WITH RADIO SATELLITE INTEGRATORS, INC, DATED
JUNE 27 2011, IN AN .AMOUNT NOT TO EXCEED $268,220, TO
IMPLEMENT THE PUBLIC SAFETY AUTOMATED VEHICLE LOCATOR
(AVL) FOR POLICE AND FIRE DEPARTMENT VEHICLES.
WHEREAS, on December 8, 2010, the Mayor and City Commission approved
Resolution No. 2010 -7561, accepting the City Manager's recommendation 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, and authorized the Administration
to enter into negotiations with the top - ranked proposer, Radio Satellite Integrators, Inc (RSI);
and further authorized the Mayor and City Clerk to execute an agreement upon the
conclusion of successful negotiations by the Administration; and .
WHEREAS, the Administration successfully negotiated with RSI and executed a
contract on June 27, 2011; subsequently, 177 devices were installed in. vehicles from the
Building, Code Compliance, and Parking Departments; and
WHEREAS, and additionally, a small number have been installed in Police vehicles
on a test basis; and
WHEREAS, as stated above, the first phase of this implementation included Code
Compliance, Building Inspectors, and Parking Enforcement vehicles; the second phase
extends the implementation of the AVL system devices to Police patrol and Fire vehicles;
and
WHEREAS, the contract with RSI allows for the installation of the AVL system
devices on additional City vehicles; and
WHEREAS, accordingly, the Administration would recommend that the Mayor and
City Commission approve and authorize the Manager and City Clerk to execute an
amendment to the RSI contract, to provide for the purchase, and installation of 331 AVL
system devices for Police and Fire Department vehicles (250 for Police vehicles, and 61 for
Fire vehicles).
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby
approve and authorize the Mayor and City Clerk to execute Amendment No. 1 to the contract
with Radio Satellite Integrators, Inc, dated June 27` 2011, in an amount not to exceed
$268,220, to implement the Public Safety Automated Vehicles Locator (AVL) for Police and
Fire Department vehicles.
aCli�. - a 7 y��
PASSED AND ADOPTED THIS 8 'h` DAY OF J 2012.
ATTEST:
CITY 6LERK OR
TAAGENDA \2012 \7 -18 -12 \Public Safety AVL -.R
�\ �
* INCORP BORATE.,
Ml
A APPROVED AS TO
FORM "b LANGUAGE
& FOR EXE=ON
I
City Att rn r (�, Date
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor AndiCity Commission Of The City Of Miami Beach, Florida, Approving And
Authorizing The Mayor And City Clerk To Execute Amendment No. 1 To The Contract With Radio Satellite
Integrators, Inc., Dated June 27, 2011, In An Amount Not To Exceed $268,220, To Implement The Pubic
Safety Automated Vehicle Locator AVL For Police And Fire Department Vehicles.
Key Intended Outcome Supported:
Increase Visibility of Police
Supporting Data (Surveys, Environmental Scan, etc.): N/A
Issue:
Shall the Mayor and City Commission Adopt The Resolution?
Item Summa /Recommendation:
On December 8, 2010, the Mayor and City Commission of the City of Miami Beach, Florida accepted the City
Manager's recommendation 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 and authorized, the
Administration to enter into negotiations with the top- ranked proposer, Radio Satellite Integrators, Inc (RSI),
and further authorized the Mayor and City Clerk to execute an agreement upon the conclusion of successful
negotiations by the Administration (Resolution No. 2010 - 7561).
The Administration successfully negotiated with RSI and executed an agreement on June 27, 2011. Please
refer to Appendix "A" for agreement. Subsequently, 177 devices have been installed in vehicles from the
Building, Code Compliance, and Parking. Additionally, a small number have been installed in Police vehicles
on a test basis. The first phase of this implementation included Code Compliance, Building Inspectors, and
Parking Enforcement vehicles. The second phase extends the implementation to Police Patrol vehicles and
Fire vehicles and apparatus. Additional phases of the implementation will extend to ail City vehicles and
equipment.
In an effort to provide AVL services to Police and Fire, the AVL team met a number of times over the past six
(6) months to review the specifications of the Public Safety AVL System for Police and Fire and to determine
if RSI could meet the specialized requirements of Public Safety. Working cooperatively, the AVL team-
reduced the extensive list of requirements initially provided by the Police and Fleet Departments to the
essential requirements needed. Once the essential requirements were determined, a request was sent to
RSI to obtain feedback on their capability of fulfilling these requirements and the timeline for implementation
of the same.
RSI responded that they could meet all the specific requirements except for an integration module with
NWS -CAD, Our research indicated that there was currently no AVL system integrated with NWS -CAD. To
accomplish this, RSI has agreed to provide the live data to us, at no charge, and GIS will develop the
application program "API" to pass the data to New World System. We have requested pricing from New
World Systems and it is estimated that it would approximately cost $13,200. The City has negotiated the
prices and additional system features with RSI further and recommends executing Amendment No. 1.
ADOPT THE RESOLUTION
Advisory Board Recommendation:
Financial Information:
Source of �_, , Amount Account
Funds: 1'. $245,130 Police Confiscations - Federal Justice Account 603 -4750- 000672.
2 $13,252 Fire Account Number 011 - 1230 - 000343
OBPI Totel;° $258,382
Financial impact Summa
City Clerk's Office Legislative Tracking:
Raul A uila
Sign-Offs:
Department Director A. sistant'City Manager Ma
RM JO PDW KGB
TAAGENDA\ 2012\ 7- 18- 12 \Pub1i Safety AVL - Summary.doc
AGENDA ITEM (27 `
MIAMI BEACH C3ATI Z
MIAM[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: Kathie G. Brooks, Interim City Manager
DATE: July 18, 2012
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPROVING AND .AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AMENDMENT NO. 1 TO THE
CONTRACT WITH RADIO SATELLITE INTEGRATORS, INC, DATED
JUNE 27 ", 2011, IN AN AMOUNT NOT TO EXCEED $268,220, TO
IMPLEMENT THE PUBLIC SAFETY AUTOMATED VEHICLE LOCATOR
(AVL) FOR POLICE AND FIRE DEPARTMENT VEHICLES.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
KEY INTENDED OUTCOME SUPPORTED
Increase Visibility of Police
FUNDING
Funding in the amount of $245,130 is available in the Police Confiscations- Federal Justice
Account Number 603- 4750 - 000672 for this Fiscal Year.
Funding in the amount of $ 13 is available in the Fire Account Number 011= 1230- 000343
for this Fiscal Year. The additional funding to cover expenditures associated with the
installation of the AVL system on the remaining cars from Fire and the respective monthly fees
will be submitted as a budget enhancement to the FY 2013 current service level budget.
For subsequent Fiscal Years, commencing October 1, 2012, the estimated annual cost of
$111,216 associated with the maintenance of Public Safety AVL system will be subject to
funds availability approved through the budgeting process.
BACKGROUND
On December 8, 2010, the Mayor and City Commission of the City of Miami Beach, Florida
accepted the City Manager's recommendation 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 and authorized the Administration to enter into negotiations with the top
ranked proposer, Radio Satellite Integrators, Inc (RSI), and further authorize the Mayor and
City .Clerk to execute an agreement upon the conclusion of .successful negotiations by the
Administration (Resolution No. 2010- 7561).
.. The Administration successfully negotiated with RSI and executed an agreement on June 27,
2011. Please refer to Appendix "A" for agreement.
Commission Memorandum — Public Safety AVL
July 18, 2012
Page 2
Subsequently, 177 devices have been installed in vehicles from the Building, Code
Compliance, and Parking. Additionally, a small number have been installed in Police vehicles
on a test basis.
The first phase of this implementation included Code Compliance, Building Inspectors, and
Parking Enforcement vehicles. The second phase extends the implementation to Police Patrol
_ vehicles and Fire vehicles and apparatus. Additional phases of the implementation will extend
to all City vehicles and most equipment to include the following departments:
CIP
• Public Works to include Engineering, Streets, Environmental, Storm water, Sewer,
Water, and Sanitation
Parks and Recreation and Greenspace
• Planning
.. • Convention Center
TCD /REHCD(including Community Services)
IT
• Ocean Rescue
• - Other Police Areas to include Support Tech and Chief Office
Property Management
• Fleet
• Central Services
ANALYSIS
In an effort to provide AVL services to Police and Fire, the AVL team (Patricia Walker, Kathie
Brooks, Hernan Cardeno, Jason Stewart, Bert Dorrestyn, Larry Bornstein, Drew Terpak,
Javier Otero, Gladys Gonzalez, Nelson Martinez, and Maria Estevez).met a number of times
over the past six (6) months to review the specifications of the Public Safety AVL System for
Police and Fire and to determine if RSI could meet the specialized requirements of Public
Safety.
Working cooperatively, the AVL team reduced the extensive list of requirements initially
provided by the Police and Fire Departments to the essential requirements, listed below:
1. Transmittal of data up to default 15 seconds and 5 seconds when lights or siren is
activates.
2. Vehicles Icon changes or flashes to indicate that lights or siren has been activated.
-3. Integrate the AVL data with our New World System ( "NWS ") Computer Aided Dispatch
System ("CAD").
4., Send an alert in the event.a device is tampered with.
5. Ability to create ad hock customized reports by users without vendor intervention
6. Ability to configure the system based on groups and individual vehicles. Vehicle Group
shall be 2 or more vehicles.
7. Ability to impersonate one user with different identities so they can temporary or
permanent part of more than one group.
8. Maintenance of data for at least 13 months.
Commission Memorandum — Public'Safety AVL
July 18, 2012
Page 3
Once the essential requirements were determined, a request was sent to RSI to obtain
feedback on their capability of fulfilling the requirements and the timeline for implementation of
the same.
Simultaneously, Police, Fire, and Fleet Departments initiated an independent search for Public
Safety AVL providers to see, if there were any who met all of the essential requirements. No
other company was identified that could meet the specific requirements of had an integration
module for NWS -CAD.
RSI, however, responded that they could meet all the specific requirements except for an
integration module with NWS -CAD. Our research indicated that there was currently no AVL
system integrated with NWS -CAD.
To accomplish this, RSI has agreed to provide the live date .to us, at no charge, and GIS will
develop the application program "API" to pass the data to New World System. We have
requested pricing from New World System and it is estimated that it would approximately cost
$13,200.
CONTRACT SCOPE OF SERVICES
The existing contract has the following prices. Amendment No. 1 will add the new system
features to the existing contract with RSI:
• Device Purchase Price for unit $295
• Monthly Fee The current monthly fee is $23.50. The original contract was negotiated
in such as way that when the total of units ordered surpassed 300, the monthly fee will
be lowered to $21.50 and if the total of units ordered surpassed 500, the monthly fee
will be lowered to $21.00. It is estimated that Police will add 250 vehicles and Fire will
add 61 vehicles, The City currently has 177 vehicles in the system. The total of 488
cars will bring the monthly cost to $21.50.
• Installation per unit $145. RSI will accommodate to the installation needs of Police and
Fire department and perform ten (10) or more installations per day.
New Features
• Web Tracking Fees $6.50 per month per vehicle with data transmittal every five (5)
seconds to meet the Police'requirement.
• Back up Battery for tamper alert $44 per unit, one time charge, to install the back up
battery. However, this item may not be necessary since the AVL Policy and
Procedures are almost complete. Tampering actions to the AVL system are
contemplated in the Policy and Procedures and will be handled as disciplinary action.
• Real time access to AVL data: RSI will provide, at no charge, real time AVL data
access to the City of Miami Beach to facilitate the integration with Public Safety CAD
System.
• Speed limit Information Over Speed Report with both the posted and actual speed of
the vehicle.
• Silverlight Implementation Silverlight will be implemented by June 30, 2012 for the
Tracking Screen. Silverlight for the administration side will be available shortly
thereafter.
Commission Memorandum - Public Safety AVL
July 18, 2012
Page 4
i
• Reporting: Create Standardized Automatic Reports .send by e -mail to the users. Ad-
hock customize reporting and the ability to create and report on retroactive geofences.
No charge.
• Vehicle Indicators Vehicle icon indicator changes for a minimum of six (6) different
vehicle statutes to include shotgun and /or AR15 rack, Police Emergency Lights, Siren,
and Trunk.
• Geofencing and Groups Ability to configure the system based on groups and individual
vehicles. Ability to impersonate one user with different identities so they can temporary
or permanent part of more than one group.
• Data Maintenance RSI will maintain our data for at least 13 months.
MANAGER'S DUE DILIGENCE
After, considering the review and recommendation of City staff, the City Manager exercised his
due diligence and is recommending that the Mayor and the City Commission authorize the
Administration to enter into negotiations with Radio Satellite Integrators, Inc.; and further
authorize the Mayor and City Clerk to execute agreements upon completion of successful
negotiations.
CONCLUSION
The Administration recommends that the Mayor and City Commission of the City of Miami_
Beach, Florida to approve and authorize the Mayor and City Clerk to execute Amendment
No.1 to the contract with Radio Satellite Integrators, Inc, dated June 27 2011, in an amount
not to exceed $268,220, to implement the Public Safety Automated Vehicle Locator (AVL) for
Police and Fire Department vehicles.
TAAGENDA \2012 \7- 18- 12\Pub1icSafety AVL - Memo.doc