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2014-28716 Reso i RESOLUTION NO. 2014-28716 A RESOLUTION OF THE MAYOR AND THE CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING, PURSUANT TO SECTION 2-367 (d) OF THE MIAMI BEACH CITY CODE, THE SOLE SOURCE PURCHASE AND INSTALLATION OF EMERGENCY MEDICAL, POLICE AND FIRE PRIORITY DISPATCH SYSTEMS TO INCLUDE SOFTWARE, TRAINING AND ANNUAL MAINTENANCE FROM PRIORITY DISPATCH CORPORATION, THE SOLE SOURCE PROVIDER. WHEREAS, pursuant to Section 2-367(d) of the Miami Beach Code, the City Commission, may enter into contracts for goods and/or services where only one source for the products or service is evident; and WHEREAS, the purchase and installation of Emergency Medical, Police and Fire Priority Dispatch Systems to include software, training and annual maintenance is available from Priority Dispatch Corporation, the sole source provider; and WHEREAS, the Procurement Director has determined that Priority Dispatch Corporation, is the sole source provider for the Emergency Medical, Police and Fire Priority Dispatch Systems; and J WHEREAS, additionally, the Administration has complied with the requirements for sole source purchases, pursuant to Section 2-367(d) of the Miami Beach City Code. 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 of Miami Beach, Florida, hereby approve, pursuant to Section 2-367 (d) of the Miami Beach City Code, the sole source purchase and installation of Emergency Medical, Police and Fire Priority Dispatch Systems to include software, training and annual maintenance, from Priority Dispatch Corporation, the sole source provider. PASSED AND ADOPTED THIS DAY OF SlPt�lbll�, 2014..x. y ATTEST' f" Rafael E. Grana o, City Clerk Philip Levine, yor d APPROVED AS TO FORM &LANGUAGE :mcc)'A' Ifs &FOR EXECUTION City A orney Date T:\Agenda\2014\September 10\Sole Source-Priority Dispatch\Reso COMMISSION ITEM SUMMARY Condensed Title: A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida Approving Pursuant To Section 2-367(d)Of The Miami Beach City Code,The Sole Source Purchase Of Emergency Medical, Police And Fire Priority Dispatch Systems Software,To Include Installation,Training And Annual Maintenance, From Priority Dispatch Corporation, The Sole Source Provider. Key Intended Outcome Supported: Supporting Data (Surveys, Environmental Scan, etc.):N/A Item Summa /Recommendation: The City of Miami Beach Public Safety Communications Unit purchased the Priority Dispatch Emergency Medical program software in the early 2000's. This software is used by the Communications Operators to give medical instructions as per the International Academies of Emergency Dispatch (IAED) protocols. The City's current software requires an upgrade to the XLerator Server Suite and AQUA Quality Improvement Software. This software automates the entire emergency dispatch case review process. It assists with such tasks as data entry,compliance scoring, recordkeeping,reporting and more. It helps the helps us ensure that emergency dispatchers in our agency are providing quality service in compliance with all standards established by the National Academies of Emergency Dispatch(NAED)and the International Academies of Emergency Dispatch(IAED) It pinpoints specific training needs and liability risks,and helps the City document continuous improvement efforts. The Public Safety Communications Unit will be pursuing the Accredited Centers of Excellence (ACE) accreditation program offered through the National Academies of Emergency Dispatch(NAED),through its College of Fellows. This will verify through use of Protocols,work process,Standard Operating Procedure and documentation that Communications Units provides superior, up-to-date public care and efficient resource utilization to achieve maximum results in emergency situations. This accreditation will allow the Public Safety Communications Unit to meet its goal of providing excellent public care and maximize the 911 system's efficiency. This purchase will include software upgrade, installation, training and annual maintenance. Priority Dispatch Corporation holds the copyright, patents and trademarks for all their software products and related services. RECOMMENDATION Approve the sole source purchase. Advisory Board Recommendation: N/A Financial Information: Source of Amount Account Funds: 1 $44,405.00 172-9405-000343 6i:10113pll Total $44,405.00 Financial Impact Summary: City Clerk's Office Legislative Tracking: Alex Denis, ext. 7490 Sign- ffs: m e n t Dir A t City Manager C ty anager AD ` CT MT JLM ADENDA.ITEM ef 7F MIAMIBEACH 9 LATE o-A/ pa� City of Miami Beach, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov COMMISSION MEMORANDUM TO: Mayor Phillip Levine and Members Lhe ty Co ission FROM: Jimmy L. Morales, City Manager DATE: September 10, 2014 SUBJECT: A RESOLUTION OF THE MA ND CITY C OMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA APPROVING PURSUANT TO SECTION 2- 367(D) OF THE MIAMI BEACH CITY CODE, THE SOLE SOURCE PURCHASE OF EMERGENCY MEDICAL, POLICE AND FIRE PRIORITY DISPATCH SYSTEMS SOFTWARE TO INCLUDE INSTALLATION, TRAINING AND ANNUAL MAINTENANCE, FROM PRIORITY DISPATCH CORPORATION, THE SOLE SOURCE PROVIDER. ADMINISTRATION RECOMMENDATION Adopt the resolution. KEY INTENDED OUTCOME FUNDING Account Code: 172-9405-000343, Amount-$44,405.00 BACKGROUND/ANALYS The City of Miami Beach Public Safety Communications Unit purchased the Priority Dispatch Emergency Medical program software in the early 2000's. This software is used by the Communications Operators to give medical instructions as per the International Academies of Emergency Dispatch (IAED) protocols. The City's current software requires an upgrade to the XLerator Server Suite and AQUA Quality Improvement Software. This software automates the entire emergency dispatch case review process. It assists with such tasks as data entry, compliance scoring, recordkeeping, reporting and more. It helps the helps us ensure that emergency dispatchers in our agency are providing quality service in compliance with all standards established by the National Academies of Emergency Dispatch (NAED) and the International Academies of Emergency Dispatch (IAED) It pinpoints specific training needs and liability risks, and helps the City document continuous improvement efforts. The Public Safety Communications Unit will be pursuing the Accredited Centers of Excellence (ACE) accreditation program offered through the National Academies of Emergency Dispatch (NAED), through its College of Fellows. This will verify through use of Protocols, work process, Standard Operating Procedure and documentation that Communications Units provides superior, up-to-date public care and efficient resource utilization to achieve maximum results in emergency situations. September 10,2014 Commission Memorandum Sole Source—Priority Dispatch Page 2 of 2 This accreditation will allow the Public Safety Communications Unit to meet its goal of providing excellent public care and maximize the 911 system's efficiency. This purchase will include software upgrade, installation, training and annual maintenance. Priority Dispatch Corporation holds the copyright, patents and trademarks for all their software products and related services. CONCLUSION The Administration recommends that the Mayor and City Commission adopt the attached resolution, authorizing the sole source procurement, pursuant to Section 2-367 (d) of the Miami Beach City Code, from Priority Dispatch Corporation, for the Emergency Medical, Police and Fire Priority Dispatch Systems Software to include installation, training and annual maintenance. TAAGENDA\2014\10Sept\Sole Source-Priority Dispatch -Memo.doc Priori ya�� Sales Quote #104269 DispaCch-. by Tim Martin 110 South Regent Street,Suite 500 Date 8/27/2014 Salt Lake City,UT 84111 (801)363-9127"(801)363-9144 fax (800)363-9127 toll-free Bill To: Miami Beach Police Department Ship To: Miami Beach Police Department Attn:Clarise Ferguson Attn: Clarise Ferguson 1100 Washington Ave,4th Floor 1100 Washington Ave,4th Floor Public Safety Comm Unit Public Safety Comm Unit Miami Beach, FL 33139 Miami Beach, FL 33139 For: Miami Beach Police Department Attn: Clarise Ferguson 1100 Washington Ave,4th Floor Public Safety Comm Unit Miami Beach, FL 33139 Phone: 305-673-7776 Fax: 305-673-7456 Qty Description Unit Price Extended Price 1 XLerator Server Suite 31-40 Users(North American English) $7,000.00 $7,000.00 Client server software application suite 3 AQUA QA/QI Base Software License(Medical-Standard-North American English) $1,900.00 $5,700.00 Quality Improvement software base engine 3 AQUA Discipline Modules(Medical-Evolution-Standard-North American English) $800.00 $2,400.00 Licensed discipline modules for AQUA 1 AQUA Software Training(North American English) $1,500.00 $3,000.00 8-hour course 1 Accredited Center of Excellence Application Fee(Medical) $2,250.00 $2,250.00 IAED fee for accreditation . 1 Project Management/Implementation Support(Medical) $27,000.00 $27,000.00 Implementation support and quality management program development 1 Annual Maintenance-Basic Package(ESP)for AQUA Software(North American English) $1,215.00 $1,215.00 License renewal,service and support Sub-Total: $48,565.00 Discount: $4,200.00 Tax: $0.00 Shipping& Handling: $40.00 Total: $44,405.00 This quote is valid for 120 days from date of issue. Unless otherwise agreed to in writing,all prices quoted are exclusive of any applicable sales,use,withholding and other taxes,duties,or government assesments relating to this transaction,which are the sole obligation of Buyer. Payment terms are Net 30 unless otherwise noted. Seller will use reasonable efforts to deliver products on time, but will not be liable for any expenses or damages incourred as a result of late delivery or for circumstances beyond Seller's reasonable control.Shipments are made F.O.B.origin,which is Salt Lake City, UT, USA.All insurance expenses and risk of loss are assumed by Buyer. Purchasing or signing below acknowledges your agreement to the terms above and to the"break the seal"or"click to accept" license agreement associated with the licensed product(s).The license agreement is included with the licensed product(s) and you will have the opportunity to read it before opening or installing. If unacceptable,you may return the licensed product(s)within 10 days of receipt for a refund, less any applicable restocking fees and original shipping charges. "To lead the creation of meaningful change in public safety and health." Page 1 of 1 Generated: 8/27/2014 7:52 AM PriorityR.'. Despatch. MEMORANDUM OF SOLE SOURCE Emergency Medical Dispatch Systems 24 March 2014 Priority Dispatch Corp.is the only all-purpose and comprehensive EMD systems provider company in the world. This includes the following exclusive areas within Emergency Medical Dispatch:* 1) ..Only provider of Expert System EMD calltaking software(also available in Spanish) 2) Only provider of fully two-way CAD integrated EMD software system(also available in Spanish) 3) Only provider of Automated Quality Assurance EMD Case Review software 4) Only provider of 24 hour/7day technical support service for EMD-related software 5) Only contracted provider of the International Academy of EMD's unified protocol(Medical Priority Dispatch System)version 12.2(also available in Spanish) 6) Only contracted provider of the International Academy of EMD's unified protocol(Medical i Priority Dispatch System)version 12.2 OMEGA 7) Only contracted provider of the IAEMD's Principles of Emergency Medical Dispatch,4'Edition 8) Only provider of Comprehensive Implementation of MPDS Consulting Services(IAEMD Accreditation Eligibility services) 9) Only contracted EMD Instructor Training organization through IAEMD 10) Only contracted EMD-Q Training organization through IAEMD 11) Only contracted National Q comprehensive quality assurance program 12) Only contracted EMD International EMD Leadership Certification Seminar Training organization through IAEMD 13) Only EMD CD-ROM-based continuing education program provider 14) Only contracted provider of IAEMD standards and versions update materials 15) Only provider of automated EMD Dispatch Diagnostics(Agonal Breathing Detector Dx,Pulse Check Dx,CPR Compressions Monitor and Metronome, Childbirth Contractions Timer Dx, Stroke Diagnostic Tool Dx,Aspirin Diagnostic and Instruction Tool,Meningitis Diagnostic Tool) Priority Dispatch takes pride in being the sole source for the majority of EMD-related systems and services and is generally acknowledged as both the inventor of the science and the leader in the field of EMD. If any fu h o tion is required,please contact me directly. Sincerel , Jeff J. la son,M.D. CEO edical Director Directo ,Division of Research&Standards Cc: Office of the President Contracts Division Director of Sales and Service Director of Consulting Director of Technical Support Director of Software Development Group Director of International Services O Manager of Research Manager of Standards and Translation 1979 Y�� 2009 Manager of Quality Assurance PRIORITY DISPATCH SYSTEMS PROTOCOLS 30Years of Meanin&I Change ©2014 PDC 1 of 1 March 24,2014 110 South Regent Street, Suite 500 • Salt Lake City, Utah 84111 USA • phone: 800.363.9127 fax: 801.363.9144 Legal Priority Dispatch Corporation Page 1 of 2 ... . .. ... _........... ............. ................ . ....... . COMPANY EMPLOYMENT CONTACTUS 000 POr _7 w Legal Privacy Policy Intellectual Property Rights Medical Priority,Priority Dispatch,AMPDS®,MPDS®,FPDST"',PPDSTI,Dispatch Life Support,Zero-Minute Response Time,First at Helping People FirstTM,ProQA®,AQUA TM,the ProQA logo,the AQUA logo,and the caduceus logo are trademarks or service marks of Priority Dispatch Corp.TM evolved from Medical Priority Consultants,Inc.TM The Academy accepts no other liability or obligation with respect to references used here.This content is furnished for informational use only and is subject to change without notice.The copyright holders and authors assume no responsibility of liability for any errors,omissions,or inaccuracies made.Copyrights have been registered for the products produced by PDCTM.Patents have also been granted for the MPDS,FPDS,and PPDS software and cards.Protections provided under U.S. Patent and Copyright Laws and under International Conventions on Intellectual Property Rights make it an illegal offense to duplicate anything in the products or this site,in whole or in part and in any form,without the express,prior,written consent of the copyright and patent holders (who are receptive to reasonable requests for such permission).For MPDS®Cards and ProQA®Software:U.S.Patents 5,857,966;5,989,187; 6,004,266;6,010,451;6,053,864;6,076,065;6,078,894;6,106,459;6,607,481.For AQUA Software:U.S.Patent 6,078,894.The content of this site is furnished for informational use only and is subject to change without notice.The copyright holders and authors assume no responsibility of liability for any errors,omissions,or inaccuracies within this site. Public Safety Priority Dispatch Systems Warranty,Liability,and Indemnification Issues Priority Dispatch Corp. Priority Dispatch Corp.TM(PDC)provides Public Safety Priority Dispatch Systems(PSPDSs)products and related services.PDC's Police Priority Dispatch SystemTM(PPDSTM),Fire Priority Dispatch SystemTM(FPDSTM),and its Medical Priority Dispatch System®(MPDS®) protocols,cards,and software are central to such products and services.The PPDS and FPDS have been derived from the MPDS by an expert group of professional police officers,firefighters,police and fire department executives,and protocol and QA/QI experts. PDC has implemented its PSPDS systems at thousands of emergency communications and dispatch centers,and in the first two decades since Dr.Jeff J.Clawson developed the original MPDS in 1978,it's provided Academy-certified emergency dispatcher training for more than 60,000 emergency dispatchers throughout the U.S.,Canada,South America,United Kingdom,South Africa,Europe,and Australasia.The protocols underlying these PSPDSs have been field proven for 30 years to provide significant improvements in emergency dispatching and decision-making and appropriate telephone instructions to emergency callers. PDC's licensed Priority Dispatch SystemsTm and related training programs and materials meet or exceed every standard known by PDC to be applicable to emergency public safety dispatching.Soon after developing these systems,PDC entrusted the National/Intemational Academies of Emergency Dispatch®(NAED®,IAED®,and/or the Academy)with the right and responsibility to modify system protocols by scientific processes and procedures,in order to assure and maintain quality and emergency dispatch correctness.PDC develops,licenses,and distributes unique products and services based upon these systems. The IAED has a College of Fellows and a Curriculum Council,each consisting of widely recognized professional authorities and leaders in the fields of public safety,protocol development,police and firefighting,QA/QI management,EMS,professional training,and continuing professional education.The College of Fellows within the IAED is an expert body responsible for modifications and continuing development of the universal protocol system(the Protocol)and of standards relating to the proper training and use of the PSPDSs.It examines the Protocol to keep it current based upon continuing police,fire,and EMS research and practical field experience along with information from hundreds of emergency communications and dispatch centers. Through its College of Fellows and Council of Standards,the IAED follows scientific methods in considering submitted Proposals for Change (PFCs).It uses a consensus approval model for any modification thereof.When changes are made by the IAED,PDC produces updates or upgrades to the PPDS,FPDS,and/or MPDS,as may be applicable,for release to registered users of related licensed products under current maintenance agreements. PDC produces and distributes the Protocol in formats that emergency dispatchers may easily use for identifying appropriate dispatch Determinant Codes and response levels.Such formats include Priority Dispatch cards,software for Computer-Aided Dispatching,and software for QA/QI management of Priority Dispatch operations.PDC provides licenses to users who evaluate and select such systems as appropriate to their use.PDC sets neither the standard nor the Protocol.PDC does not actually operate emergency dispatch centers,practice medicine,or provide police,fire,or medical services.PDC does warrant that its PSPDSs will perform to PDC's written specifications for them.PDC does not warrant that such licensed products are either perfect or free from any deficiency,or that they are suitable to a user's particular needs,whether functional or technical. The Curriculum Council of the IAED establishes criteria for what and how police,fire,and medical emergency dispatchers should be trained and tested in order to meet applicable professional training standards and to qualify for IAED certification and registration.The Academy's Board of Certification similarly develops criteria for its certification of emergency dispatch instructors.The IAED Board of Accreditation develops and supervises the application of requirements for Academy accreditation of dispatch Centers of Excellence. Under contract with the Academy,PDC produces the IAED's emergency dispatch certification training curricula in proprietary training programs and related training materials,which can be efficiently and effectively presented by appropriately qualified,IAED-certified and PDC-authorized emergency dispatch instructors.PDC contracts with such instructors to present emergency dispatch certification training courses for PDC, using PDC's licensed training programs and materials to train emergency dispatchers in the basics of Police,Fire,and/or Medical Priority Dispatch and in their proper use of the applicable Protocol systems.PDC also licenses qualified training centers to offer its proprietary training program and authorizes their IAED-certified instructors to use the related training materials under the training center's license.Currently registered and licensed centers and instructors are kept up-to-date with Academy(and other)improvements to the applicable certification training curriculum and materials through PDC's Licensed Training Maintenance Program. Because neither an instructor nor a training program,curriculum,or materials can guarantee a trainee's learning outcome,PDC's responsibility is to assure that its duly certified,authorized,and contracted instructors do what is reasonably possible to help trainees succeed in learning from such training programs and materials.If they are successful,such trainees become IAED-certified emergency dispatchers.Such certification(and periodic re-certification)is based upon IAED testing of trainees'understanding of key concepts from its curriculum standard. PDC strongly urges emergency communications and dispatch center managers to use PDS licensed QA/QI management system to influence on-going conformance to applicable Protocol and professional standards. http://www.prioritydispatch.ne+L/legal 8/27/2014 Legal I Priority Dispatch Corporation Page 2 of 2 Public safety communications and dispatch centers,in meeting their responsibility to select an emergency dispatch protocol system and training program,may choose to develop their own or to acquire the right to use proprietary protocols and training programs from others.In either case,such centers are responsible for the evaluation,selection,operation,and use of protocol systems and training programs as they alone determine to be appropriate to their particular needs. By way of example,in EMS,this is equivalent to the selection and use of protocols and training programs for emergency medical programs and techniques.An EMS provider that selects the American Red Cross training program for the American Heart Association's CPR protocol is solely responsible for its delivery of CPR through its trained EMTs and paramedics.It could not reasonably or practically expect the ARC or the AHA to warrant either the protocol or the training,nor could it expect to be indemnified by them against any problem,which could arise in connection with such an EMS provider's delivery of CPR to a patient. While no preventive measure can preclude someone from filing legal complaints of dispatch negligence against a provider agency,proper implementation of the appropriate Protocol system(including Academy-certification training of emergency dispatchers in its proper use and QA/QI management systems to assure a high level of compliance to the Protocol and to the agency's policies and procedures for its use)has proven over time to be an effective protection against such complaints.Neither PDC,nor to its knowledge any such properly licensed and maintained user of any of its Protocol systems and related training and QA/QI management systems,has ever been charged in a dispatch negligence lawsuit over use of the system or been challenged in any way regarding its related training and materials.As specified in its Client License Agreement,PDC's consulting and expert witness services can be made available to licensee-users who may be confronted with charges of dispatch negligence.Public safety dispatch providers in most jurisdictions enjoy the added basic protections of governmental immunity against charges while providing this public duty function.As indicated above,the Protocol and its related systems,training program, and materials have a long and well-established history of significantly improving the cost-effective and appropriate dispatching of emergency services to callers for police,fire,and medical help,as well as reducing to zero,legal claims of dispatch negligence.Prospective users are encouraged to examine this record and to check PDC's references.PDC encourages comparison of its offerings with alternative systems for the training and practice of emergency dispatch.Licensed users are solely responsible for their selection and use of such products and services and for the results they obtain from them. PDC's contracts for delivery of products and services are offered and priced consistently with the above-detailed facts,policies,and procedures. Updated 11/2004 J 2014 PRIORITY DISPATCH CORP. HOME I LEGAL TERMS OF USE PRIVACY POLICY TRADEMARKS I SITE MAP http://www.prioritydispatch.net/legal 8/27/2014 e MIAMI BEACH Sole Source Procurement Request Description of Product/Service: Priority Dispatch Estimated amount of this purchase: $44,405.00 One Time Purchase or Recurring II I J Department: Miami Beach Police Department Contact Person: Clarise R Ferguson Phone: 305-673-7776 ext 2793 I Due Date: ❑Work must be completed by: (check all that apply) Material/Equipment/Supplies must be delivered b : PP Y) II Y Service must begin by: Once Agreement is reached and Contract Executed Please provide the following information in order to document the sole source request and prepare the appropriate recommendation to the City Manager and Mayor and City Commission: 1. Explain why the produalservice requested is the only product/service that can satisfy your requirements and explain why alternatives are unacceptable. Be specific with regard to specifications,features,characteristics, requirements,capabilities and compatibility.Describe what steps have been undertaken to make this determination. The City of Miami Beach Public Safety Communications purchased Priority Dispatch Emergency Medical program software in the early 2000's.This software is used by Communications Operators to give medical instructions following the IAED Protocols. This software has been updated annually. The software now requires the XCelerator Server software to continue operating. The additional is for software to complete Quality Assurance on the medical calls taken by the Communications Operators and requires the additional cost for the company to train the users on the product. The costs also includes the Annual Maintenance Agreement for the Software as well as consulting, Implementation to become a certified agency. 2. Explain why this service provider,supplier, or manufacturer is the only practicably available source from which to obtain thisproduct or service and describe the efforts that were made to verify and confirm whether, or not,this is so. (Obtain and include a letter from the manufacturer confirming,claims made by distributors of exclusive distributorships for the product or service,if, that is cited as a reason for this Sole Source.)'Phis product purchase allows us to maintain the Emergency Medical Dispatch protocols that we currently use and updates the software.This purchase must be made through the same company as there are no other compatible software that will work. It is proprietary software. 3. Will this purchase obligate us to a particular vendor for future purchases?(Either in terms of maintenance that only this vendor will be able to perform and/or if we purchase this item, will we need more "like"items in the future to match this one?)The purchase of the software will require an annual fee to pay for upgrades and support annually. 4. Explain why the price for this product or service is considered to be fair and reasonable. The product usage '. will far exceed the cost of the product. The use of the software will liability and ensure that the standard of care remains excellent. S. Describe the negotiation efforts, if any that have been made with the supplier to obtain the best possible price. � Negotiations were conducted at the initial review of the software. i i 6. Explain the consequence(s)to the City or Public, including a dollar estimate of the financial impact,if this Sole Source is not approved If we do not purchase the software,we will be unable to update and complete quality assurance on medical calls in efficient and effective manner. ! I i 7. Industry Independent Standard.Review. The Association of Public Safety Communications Officials has rated IAED and Priority Dispatch as the one of the best products for Medical protocol in the industry. I hereby request that a Sole Source be approved for the procurement of the above statement of work,material,equipment, commodity,or service. Department Director's Name: Signature Date i i i i I