2013-28421 Reso RESOLUTION NO. 2013-28421
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. 185-2013, FOR P25 MOBILE RADIO
SYSTEM CONSULTING SERVICES; AUTHORIZING THE ADMINISTRATION
TO ENTER INTO NEGOTIATIONS WITH THE TOP-RANKED PROPOSER,
TUSA CONSULTING SERVICES; AND SHOULD THE ADMINISTRATION NOT
BE SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE TOP-
RANKED PROPOSER, AUTHORIZING NEGOTIATIONS WITH THE SECOND-
RANKED PROPOSER, RCC CONSULTANTS, INC.; AND SHOULD THE
ADMINISTRATION NOT BE SUCCESSFUL IN NEGOTIATING WITH THE
SECOND-RANKED PROPOSER, AUTHORIZING NEGOTIATIONS WITH THE
THIRD-RANKED PROPOSER, ACD TELECOM LLC; AND FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY
THE ADMINISTRATION.
WHEREAS, on May 8, 2013, the Mayor and City Commission approved the issuance of
Request for Proposals (RFP) 185-2013 for P25 Mobile Radio System Consulting Services; and
WHEREAS, on May 9, 2013, RFP No. 185-2013, was issued with an opening date of
June 6, 2013; and
WHEREAS, a pre-proposal conference to provide information to prospective proposers
was held on May 20, 2013; and
WHEREAS, twelve prospective proposers downloaded the solicitation from The Public
Group; and
WHEREAS, additionally the Department of Procurement Management notified fourteen
additional firms via e-mail, which resulted in the receipt of eight (8) proposals; and
WHEREAS, on June 7, 2013, the City Manager, via Letter to Commission (LTC) No.
197-2013, appointed an Evaluation Committee (the "Committee") for the purpose of evaluating
the proposals received; and the Committee convened on October 29, 2013 to evaluate the
proposals in accordance with the criteria established in the RFP; and
WHEREAS, following its initial review, the Committee unanimously approved to invite
the top three (3) ranked proposers: (1) Tusa Consulting; (2) ACD Telecom LLC; and (3) RCC
Consultants Inc., for presentations and interviews; and
WHEREAS, on November 5, 2013, the Committee reconvened to hear presentations
and interview the three (3)finalists; and
WHEREAS, the following ranking based on the overall Committee scoring was
presented to the Manager for his due diligence and recommendation: (1) Tusa Consulting; (2)
RCC Consultants Inc.; and (3) ACD Telecom LLC; and
WHEREAS, after receiving the recommendation of the Committee and City staff, the
City Manager exercised his due diligence and 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 pertaining to the ranking
of proposals pursuant to Request for Proposal (RFP) No. 185-2013, P25 Mobile Radio System
Consulting Services; and authorize the Administration to enter into negotiations with the top-
ranked proposer, Tusa Consulting Services; and should the Administration not be successful in
negotiating an agreement with the top-ranked proposer, authorizing negotiations with the
second-ranked proposer, RCC Consultants Inc.; and should the Administration not be
successful in negotiating an agreement with the second-ranked proposer, authorizing
negotiations with the third-ranked proposer, ACD Telecom LLC; and further authorizing the
Mayor and City Clerk to execute an agreement upon conclusion of successful negotiations by
the Administration.
PASSED AND ADOPTED this r day of L42013.
ATTEST:
Raffael Grana ,O tie
r ` Philip ev ayor
TAAGENDA\201 in b t\RF. -18 013-P obile Radio System Consulting Services-Resolution.doc
INC
ORP ORATED
APPROVED AS TO
FORM & LANGUAGE
&FOR UTION
�--�' e �6_ Date
COMMISSION ITEM SUMMARY
Condensed Title:
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. 185-2013, For P25 Mobile Radio System Consulting Services.
Key Intended Outcome Supported:
Supporting Data(Surveys, Environmental Scan, etc: N/A
Item Summary/Recommendation:
The City of Miami Beach(the"City")operates a Motorola equipped 800 MHz 10 channel trunked Public Safety Radio
System,the System,in its designated Federal Communication Commission,FCC,jurisdiction. The System is currently
on year eight (8) of a ten (10) year life cycle and it is not Project 25 (P25) compliant as defined by federal P25
standards. The City's goal is to replace the System with a new P25 compliant system before the 2016 timeframe. The
system replacement time cycle, based on procurement of the existing system,is over two(2)years from issuance of
the RFP to acceptance of a working system.
Through this RFP,the City seeks proposals from qualified consultants that can assist the City in determining ways to
achieve compliance by the narrow-banded P25 directive issued by the FCC. The consultant may recommend that the
City purchase a replacement P25 compliant radio system, or it can join with other agencies in purchasing and
establishing a regional radio system or it can operate as a guest on a larger host's radio system.
On May 8,2013,the Mayor and City Commission approved the issuance of Request for Proposals(RFP)No.185-2013
for P25 Mobile Radio System Consulting Services.The RFP was issued on May 9,2013,with an opening date of June
6,2013. The solicitation was advertised and notices were released to prospective proposers.Proposals were received
from eight(8)firms,with one firm deemed non-responsive.
On June 7,2013,the City Manager via Letter to Commission(LTC)No. 197-2013,appointed an Evaluation Committee
(the "Committee"). The Committee convened on October 29, 2013, to consider proposals received and short list
responses. The Committee reconvened on November 5,2013,for presentations of the short listed proposing firms and
to submit a recommendation to the City Manager.
After the review of proposals, presentations by the proposers and deliberations by the Committee, a motion was
presented by Charles Tear, and seconded by David Hernandez, and unanimously approved by all Committee
members,to recommend entering into negotiations with the top-ranked proposer,Tusa Consulting Services;and should
the Administration not be successful in negotiating an agreement with the top-ranked proposer,authorizing negotiations
with the second-ranked proposer,RCC Consultants Inc.;and should the administration not be successful in negotiating
an agreement with the second-ranked proposer,authorizing negotiations with the third-ranked proposer,ACD Telecom
LLC.
RECOMMENDATION
In accordance with the recommendation of the Committee and the due diligence review by the City Manager, 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 Proposal(RFP)
No. 185-2013,P25 Mobile Radio System Consulting Services;authorizing the administration to enter into negotiations
with the top-ranked proposer,Tusa Consulting Services;and should the Administration not be successful in negotiating
an agreement with the top-ranked proposer, authorizing negotiations with the second-ranked proposer, RCC
Consultants Inc.;and should the administration not be successful in negotiating an agreement with the second-ranked
proposer, authorizing negotiations with the third-ranked proposer,ACD Telecom LLC.
ADOPT THE RESOLUTION
Advisory Board Recommendation:
Financial Information:
Source of Amount Account
unds: $60,000 552-6821-000999
BPI Total $60,000
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Alex Denis, Extension 6641
Sign-Offs.
epartme ilrecto Assis t City Ma er City gels
AD CT ASW KGB MT JLM
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T:\AGEA\2013D4L0fnber 11\RFP 2013-185 P25 Mobile Radio System suiting Services-Summary.doc
AGENDA ITEM 7�
MIAMIBEACH
DATE
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,
www.miamibeachfi.gov
COMM SION MEMORANDUM
TO: Mayor Philip Levine and Members o I the City C mission
FROM: Jimmy L. Morales, City Manager
DATE: December 11, 2013
SUBJECT:A RESOLUTION OF THE MAY AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, AC EPTING THE RECOMMENDATION OF THE
CITY MANAGER PURSUANT T REQUEST FOR PROPOSALS (RFP) NO. 185-
2013, FOR P25 MOBILE RADIO SYSTEM CONSULTING SERVICES.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
KEY INTENDED OUTCOME SUPPORTED
FUNDING
Account Number: 552-6821-000999
BACKGROUND
The City of Miami Beach (the "City") operates a Motorola equipped 800 MHz 10 channel
trunked Public Safety Radio System, the System, in its designated Federal Communication
Commission, FCC, jurisdiction. The System is currently on year eight (8) of a ten (10) year
life cycle and it is not Project 25 (P25) compliant as defined by federal P25 standards. The
City's goal is to replace the System with a new P25 compliant system before the 2016
timeframe. The system replacement time cycle, based on procurement of the existing system,
is over two (2) years from issuance of the RFP to acceptance of a working system.
Through this RFP, the City seeks proposals from qualified consultants that can assist the City
in determining ways to achieve compliance by the narrow-banded P25 directive issued by the
FCC. The consultant may recommend that the City purchase a replacement P25 compliant
radio system, or it can join with other agencies in purchasing and establishing a regional radio
system or it can operate as a guest on a larger host's radio system.
RFP PROCESS
On May 8, 2013, the Mayor and City Commission approved the issuance of Request for
Proposals (RFP) No. 185-2013 for P25 Mobile Radio System Consulting Services. A pre-
proposal conference to provide information to the prospective proposers was held on May 20,
2013. The RFP was issued on May 9, 2013, with an opening date of June 6, 2013. Twelve
(12) prospective proposers downloaded the solicitation from The Public Group. Additionally,
the Department of Procurement Management notified fourteen (14) additional firms via e-mail,
which resulted in the receipt of proposals from the following eight (8)firms.
• ACD Telecom LLC
• CDI Infrastructure, LLD dba/L.R. Kimball
• Elert &Associates
• Federal Engineering
• Pallans Associates Communication Consultants
Commission Memorandum—RFP No. 185-2013 P25 Mobile Radio System Consulting Services
December 11, 2013
Page 2
Mission Critical Partners*
• RCC Consultants, Inc.
• Tusa Consulting Services
*Firm was deemed non-responsive for failing to meet the minimum qualifications requirements that
bidders must have been in business for a minimum of five (5)years.
On June 7, 2013, the City Manager via Letter to Commission (LTC) No. 197-2013 appointed
an Evaluation Committee (the "Committee") consisting of the following individuals:
• Dwayne Drury, Fire Division Chief, City of Miami Beach Fire Department.
• David Hernandez, Lieutenant of Police, City of Miami Beach Police Department.
• Steve Sawicki, Radio Systems Administrator, City of Miami Beach IT Department.
• Chuck Tear, EOC Manager, City of Miami Beach.
• Glenn Costales, Resident and City of Miami Beach Leadership Academy Graduate.
• Adam Shreddoff, Resident and City of Miami Beach Leadership Academy Graduate.
• Jason Swift, Radio System Administrator, City of Coral Gables.
• Tony Arce, Radio Administrator, City of Hialeah.
• Jose Estrella, Radio Systems Administrator, City of Miami.
The Evaluation Committee (the "Committee") convened on October 29, 2013, to consider
received pursuant to the evaluation criteria established in the RFP. The Committee
proposals p
was provided with information relative to the City's Cone of Silence and Government in the
Sunshine law, sco eneral information of the e of services, Performance Evaluation Surveys
9 P
and additional pertinent information from all responsive proposers.
The Committee was instructed to score and rank each proposal pursuant to the evaluation
criteria established in the RFP, which was as follows:
y ,-x
A 111
35 Proposer Qualifications
35 Scope of Services and Methodology
30 Cost Proposal
Additional points, over the aforementioned potential points were to be allocated, if applicable and in
accordance to the following ordinances.
LOCAL PREFERENCE: The City, through the Procurement Division, will assign an additional five (5)
points to Proposers which are a Miami Beach-based vendor as defined in the City's Local Preference
Ordinance. Please note that no proposer was eligible for local preference.
VETERANS PREFERENCE: The City, through the Procurement Division, will assign an additional five
(5) points to Proposers which are a small business concern owned and controlled by a veteran(s) or a
service-disabled veteran business enterprise, as defined in the City's Veterans Preference Ordinance.
Please note that no proposer was eligible for Veteran's preference.
After deliberations and discussion, the Committee discussed the proposers' qualifications,
experience, and competence, and further scored and ranked the proposers accordingly. The
Committee's rankings were as follows:
Commission Memorandum—RFP No. 185-2013 P25 Mobile Radio System Consulting Services
December 11, 2013
Page 3
Lowest
Chuck Dwayne Steve David Glenn Aggregate
Rankings Tear Drury Sawicki Hernandez Costales Totals
Tusa Consulting 95 1 97 (l) 92 (2) 91 1 80 (l) 6 1
ACD Telecom LLC 88 (2) 81 2 95 1 89 (2) 70 (3) 10 (2)
RCC Consultants 76 (3) 78 (3) 85 (3) 84 (3) 75 (2) 14 (3)
Pallans Associates 75 (4) 60 (4) 60 (4) 69 (5) 60 (5) 22 (4)
Federal Engineering 73 (5) 60 (4) 60 (4) 68 (6) 65 (4) 23 (5)
L.R. Kimball 68 (6) 50 (6) 55 (5) 73 (4) 55 (6) 27 (6)
Elert & Associates 60 (7) 55 (5) 40 (6) 64 (7) 60 5 30 (7)
Following the review of the rankings, a motion was presented by Dwayne Drury, seconded by
Glenn Costales, and unanimously approved by all Committee members, to invite the top three
(3) ranked proposers, Tusa Consulting, ACD Telecom and RCC Consultants, for presentations
and interviews.
On November 5, 2013, the Committee reconvened to hear presentations and interview the
proposing teams. The Committee discussed its individual perceptions of the proposers'
qualifications, experience and competence, and further scored and ranked the proposers
accordingly. The Committee's final rankings are as follows:
Chuck Dwayne Steve David Glenn Lowest
Final Rankings Tear Drury Sawicki Hernandez Costales Aggregate Totals
Tusa Consulting 96 (l) 96 (l) 93 (2) 97 (l) N/A 5 1
RCC Consultants 85 (2) 89 (2) 98 (l) 73 (2) N/A 8 2
ACD Telecom 73 (3) 60 (3) 85 (3) 89 (2) N/A 11 3
Following the review of the rankings, a motion was presented by Chuck Tear, and seconded
by David Hernandez, and unanimously approved by all Committee members, to recommend
entering into negotiations with the top-ranked proposer, Tusa Consulting Services; and should
the Administration not be successful in negotiating an agreement with the top-ranked
proposer, authorizing negotiations with the second-ranked proposer, RCC Consultants Inc.;
and should the Administration not be successful in negotiating agreement with the second-
ranked an 9
ranked proposer, authorizing negotiations with the third-ranked proposer, ACD Telecom LLC.
TUSA CONSULTING SERVICES
According to the information presented by the proposer:
Tusa Consulting Services, LLC ("Tusa") was originally established in 1992 and has been
providing consulting services solely within the Public Safety industry since that time. In July of
2005, Tusa restructured to add additional partners and became Tusa Consulting Services II,
LLC and began providing services in Florida in August of 2007.
During its 22 year history, Tusa has completed dozens of projects covering all public safety
communications technologies to include HF, VHF, UHF, 700/800 MHz, microwave and LTE.
Tusa also has extensive experience with OpenSky, EDACS, ProVoice, SmartNet, SmartZone,
VIDA, ASTRO 25, conventional, trunked, analog, digital, multi-site, and simulcast systems.
I
Commission Memorandum—RFP No. 185-2013 P25 Mobile Radio System Consulting Services
December 11, 2013
Page 4
Firm includes degreed engineers, prior law enforcement and fire rescue personnel, and a few
that have worked for public safety radio vendors. Tusa's staff has completed several P25
radio network designs, cost studies and system deployments.
RCC CONSULTANTS, INC.
According to the information presented by the provider:
RCC Consultants ("RCC") is a global telecommunications and engineering consulting firm
which specialized in communications consulting for public safety and government clients since
1983. RCC has helped domestic and international governments, law enforcement, Fire
Departments, EMS, dispatch centers and other public safety agencies get the most out of their
mission-critical communications systems.
RCC directly participated in the P25 Radio System Standards development process that
helped paved the way for today's P25 Phase 2 TDMA based radio systems. Their P25
experience includes systems operating in VHF and UHF in addition to 700/800 MHz systems
from all major vendors. This includes all aspects of planning, governance, procurement,
implementation and operations.
ACD TELECOM LLC
According to the information presented by the provider:
ACD Telecom LLC ("ACD") has been in business since 1998. They have experience in public
safety voice and data communications systems expertise; communication system evaluation j
and analysis; radio frequency (RF) coverage area prediction/analysis; and APCO/TIA Project
25 digital systems which developed the standards to establish interoperability between
manufacturers and the P25 platform level.
ACD engineers are familiar with and participated in the drafting of Project 25 standard and
have been involved in large scale public safety networks across the nation.
MANAGER'S DUE DILIGENCE
After considering the review of the recommendation of City staff, the City Manager exercised
his due diligence and is recommending that the Mayor and City Commission enter into
negotiations with the top-ranked proposer Tusa Consulting Services; and should the
Administration not be successful in negotiating an agreement with the top-ranked proposer,
authorizing negotiations with the second-ranked proposer, RCC Consultants Inc.; and should
the administration not be successful in negotiating an agreement with the second-ranked
proposer, authorizing negotiations with the third-ranked proposer, ACD Telecom LLC.
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. 185-2013, P25 Mobile Radio System
Consulting Services; authorizing the administration to enter into negotiations with the top-
ranked firm, Tusa Consulting Services; and should the Administration not be successful in
negotiating an agreement with the top-ranked proposer, authorizing negotiations with the
second-ranked proposer, RCC Consultants Inc.; and should the administration not be
successful in negotiating an agreement with the second-ranked proposer, authorizing
negotiations with the third-ranked proposer, ACD Telecom LLC. Further authorizing the Mayor
and City Clerk to execute an agreement upon completion of successful negotiations by the
Administration.
JLM/K /MT/AD/AS/LR
TAAG DA\2013\December 11\RFP 185-2013 P25 Mobile Radio System Consulting Services- Memo Final.doc