2007-26568 Reso RESOLUTION NO. 2007-26568
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING,
PURSUANT TO SECTION 2-367 (e) OF THE MIAMI BEACH CITY CODE,
THE WAIVER OF THE COMPETITIVE BIDDING PROCESS, BY 5/7THS
VOTE, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE
CITY, AND AUTHORIZING THE ADMINISTRATION TO EXERCISE ITS DUE
DILIGENCE TO DETERMINE THE OPTIMAL APPROACH, AND UPON
SUCCESSFUL COMPLETION OF SAID DUE DILIGENCE, AUTHORIZING
THE MAYOR AND CITY CLERK TO EXECUTE A CHANGE ORDER WITH
IBM, THE CITY'S WIFI PROVIDER, AND/OR AUTHORIZING THE
ADMINISTRATION TO ACQUIRE THE RETROFITTING OF EXISTING
STREET LIGHTS TO INCLUDE FURNISHING AND INSTALLATION OF NEW
PHOTOCELL DEVICES AND/OR REPLACING EXISTING STREET LIGHTS
WITH STREET LIGHTS EQUIPPED WITH PHOTOCELLS FROM UNDER
POWER CORPORATION, IN THE TOTAL ESTIMATED AMOUNT OF
$339,540, WHICH INCLUDES A TEN PERCENT CONTINGENCY.
WHEREAS, during the contract negotiations for the WiFi project, it was
determined that there were insufficient mounting assets throughout the City to deploy a
citywide WiFi system; and
WHEREAS, to minimize the shortfall, the City contracted with FPL to use some
of their existing poles and, also requested to use the street lights that are owned by
Florida Department of Transportation (FDOT); and
WHEREAS, the Mayor and City Commission approved Agreements with FDOT
to take over the maintenance of these poles at the April 11, 2007 City Commission
meeting; and
WHEREAS, FDOT owns 804 street lights that operate on 25 circuits throughout
the City; and
WHEREAS, the WiFi nodes require power 24 hours a day and therefore cannot
function an a bank switching arrangement because the bank of lights does not have
power during the daylight hours; and
WHEREAS, there are two viable options to provide power to the WiFi nodes; and
WHEREAS, the first option is to retrofit the street lights on each circuit to
individual photocell control; and
WHEREAS, to accomplish this the City can either retrofit all the light fixtures on a
circuit with a photocell device on each lamp or if the light fixtures can not be retrofit,
then the City will be required to replace the lights with new lamps that are equipped with
photocell devices; and
WHEREAS, the second option is to provide a solar power device for a WiFi node
that would power the node independent of the street light power; and
WHEREAS, the Administration researched all available contracts that would be
eligible for"piggybacking" pursuant to Section 2-369 of the Miami Beach City Code, and
found two (2) contracts for similar services: 1) Miami-Dade County ("County") contract
awarded to Under Power Corporation; and 2) Federal General Services Administration •
("GSA") contract awarded to Electrical Services; and
WHEREAS, a comparison of the aforementioned contracts relative to the
"materials and labor for the annual maintenance, retrofit of photocells, and replacing of
the lamps, shows that it would be in the City's best economic interest to select Under
Power to provide the needed services and materials; and
WHEREAS, the City would be obligated to pay Electrical Services a fixed fee
whether or not the target number of photocells (50 per week)were retrofitted or not; and
WHEREAS, Under Power proposes a cost of $202.50 to retrofit a lamp for a
photocell and $385 to replace a lamp with one that is equipped with a photocell
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 approve and authorize, pursuant to Section 2-367 (e) of the Miami
Beach City Code, the waiver of the competitive bidding process, by 5/7ths vote, finding
such waiver to be in the best interest of the City, and authorize the Administration to
exercise its due diligence to determine the optimal approach, and upon successful
completion of said due diligence, authorize the Mayor and City Clerk execute a change
order with IBM, the City's provider, and/or authorize the Administration to acquire the
retrofitting of existing street lights to include furnishing and installation of new photocell
devices and/or replacing existing street lights with street lights equipped with photocells
from Under Power Corporation, in the total estimated amount of $339,540, which
includes a ten percent contingency.
PASSED AND ADOPTED THIS day of Just, , 2007.
ATTEST:
Phili'p`'L_evtne, ayar i
r -ly*= '�' RP ORATED
fael E. G anad , Ci y
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T:\AGENDA\2007\jun0607\Cons int\UndefPower.doc
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
c 5
City Attoene 3 Dote
FDOT Lighting Systems
Abbott Avenue—72nd Street to Indian Creek Drive
Alton Road—5th Street to 63rd Street
Collins Avenue—5th Street to 61st and 72nd Street to 87th Terrace
5th Street—Alton Road to Ocean Drive
41st Street—Alton Road to Collins Avenue
63rd Street—Alton Road to Collins Avenue
71st Street—West of North Bay Causeway to Rue Notre Dame
Harding Avenue—72nd Street to 87th Terrace
Indian Creek Drive—26th Street to 44th Street and 59th Street to 71st Street
Normandy Drive—Rue Notre Dame to West of North Bay Causeway
MacArthur Causeway—Alton Road to West City Limits
•
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Approving And Authorizing, Pursuant To Section 2-367 (E) Of The Miami Beach City
Code, The Waiver Of The Competitive Bidding Process, By 5/7ths Vote, Finding Such Waiver To Be
In The Best Interest Of The City, And Authorize The Administration To Exercise Its Due Diligence To
Determine The Optimal Approach, And Upon Successful Completion Of Said Due Diligence, Authorize
The Mayor And City Clerk Execute A Change Order With IBM, The City's WiFi Provider, And/Or
Authorize The Administration To Acquire The Retrofitting Of Existing Street Lights To Include
Furnishing And Installation Of New Photocell Devices And/Or Replacing Existing Street Lights With
Street Lights Equipped With Photocells From Under Power Corporation, In The Total Estimated
Amount Of$339,540,Which Includes A Ten Percent Contingency.
Key Intended Outcome Supported:
Improve Community Satisfaction With City Services
Issue:
Shall the City Commission Adopt the Resolution?
Item Summary/Recommendation:
The City recommends that each circuit be evaluated to determine the optimum and most cost effective
method of securing adequate power for the WiFi nodes. Under Power proposes a cost of$202.50 to
retrofit a lamp for a photocell and $385 to replace a lamp with one that is equipped with a photocell. In
contrast, a solar power device to power a WiFi node costs$3,010 or$4,695 for solar power device for
a WiFi node backhaul device. These units would be acquired through a change order to our contract
with IBM and would be supplied and installed by IBM.
Although the cost of providing a solar device is higher per unit, on a circuit where only a few WiFi
nodes are placed, the cost could be significantly less to provide solar power than to retrofit or replace
the lamps on the entire circuit. This surgical approach would give the City the least cost option to
provide the power necessary to operate the WiFi nodes.
ADOPT THE RESOLUTION
Advisory Board Recommendation:
N/A
Financial Information:
Source of Amount Account Approved
Funds: 1 $339,540 Information Technology Budget
3
4
(i(
I Total $339,540
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Trish Walker
Sign-Offs:
Department Director nt City Manager & ity Manager
GL PDW • , JMG �)
T:\AGENDA\2007\jun0607\Consent\UnderPowerSummary.doc
AGENDA ITEM C7 /9
MIAMIBEACH � 6
� DATE 7_
64-- MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach,Florida 33139,www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor David Dermer and Members of the City Commission
FROM: Jorge M. GonzalezACity Mana er `
DATE: June 6, 2007
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING,
PURSUANT TO SECTION 2-367 (E) OF THE MIAMI BEACH CITY CODE,
THE WAIVER OF THE COMPETITIVE BIDDING PROCESS, BY 5/7THS
VOTE, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE
CITY, AND AUTHORIZE THE ADMINISTRATION TO EXERCISE ITS DUE
DILIGENCE TO DETERMINE THE OPTIMAL APPROACH, AND UPON
SUCCESSFUL COMPLETION OF SAID DUE DILIGENCE, AUTHORIZE THE
MAYOR AND CITY CLERK EXECUTE A CHANGE ORDER WITH IBM, THE
CITY'S WIFI PROVIDER, AND/OR AUTHORIZE THE ADMINISTRATION TO
ACQUIRE THE RETROFITTING OF EXISTING STREET LIGHTS TO
INCLUDE FURNISHING AND INSTALLATION OF NEW PHOTOCELL
DEVICES AND/OR REPLACING EXISTING STREET LIGHTS WITH STREET
LIGHTS EQUIPPED WITH PHOTOCELLS FROM UNDER POWER
CORPORATION, IN THE TOTAL ESTIMATED AMOUNT OF $339,540,
WHICH INCLUDES A TEN PERCENT CONTINGENCY.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
Information Technology Budget
ANALYSIS
During the contract negotiations for the WiFi project, it was determined that there were
insufficient mounting assets throughout the City to deploy a citywide WiFi system. A
mounting asset is a place where a WiFi radio repeater can be attached in order to
transmit and receive WiFi signals. The main mounting asset being used for the WiFi
system deployment is the common street light pole that includes a lamp that lights up the
streets at night. To minimize the shortfall, the City contracted with FPL to use some of
their existing poles and, also requested to use the street lights that are owned by Florida
Department of Transportation (FDOT). The Mayor and City Commission approved
Agreements with FDOT to take over the maintenance of these poles at the April 11,
2007 Commission meeting. FDOT owns 804 street lights that operate on 25 circuits
throughout the City. The circuits contain from 4 to 84 street lights on each circuit.
The FDOT street lighting system operates on "bank switching" instead of the individual
photocell control. This means that there is a single photocell that turns on a "bank" or
circuit of street lights during non-daylight hours. On the FDOT circuits in the City, a
single photocell will turn on power to a bank of lights ranging in size from 4 to 84 lights.
•
The WiFi nodes require power 24 hours a day and therefore cannot function on a bank
switching arrangement because the bank of lights does not have power during the
daylight hours.
There are three options to provide power to the WiFi nodes. The first option is to retrofit
the street lights on each circuit to individual photocell control. The WiFi node will have
the power it needs 24 hours a day and the photocell will control the lighting of the
individual light. To accomplish this we can either retrofit "all" the light fixtures on a circuit
with a photocell device on each lamp or if the light fixtures can not be retrofit, then we
will be required to replace the lights with new lamps that are equipped with photocell
devices. The second option is to provide a solar power device for a WiFi node that would
power the node independent of the street light power. The option of providing power to
each WiFi node by trenching a power line from the existing service point to the WiFi
node was deemed prohibitive from both a cost and timing perspective.
Due to the vast number of lights that must be retrofitted or replaced and the quick pace
of the project, the current number of Public Works street light crew employees are not
able to complete the work. It is necessary to contract an outside firm to complete the job
quickly.
The Administration researched all available contracts that would be eligible for
"piggybacking" pursuant to Section 2-369 of the Miami Beach City Code, and found two
(2) contracts for similar services: 1) Miami-Dade County ("County") contract awarded to
Under Power Corporation; and 2) Federal General Services Administration ("GSA")
contract awarded to Electrical Services. Although the scope of work and products are
similar, neither the County nor GSA contract contains the specific scope of work nor do
lamps and/or photocells that are needed to support the City's WiFi project. However,
said contracts were competitively bid and the pricing represents economies of scale that
ensures the City receives the lowest possible cost.
A comparison of the aforementioned contracts relative to the materials and labor for the
annual maintenance, retrofit of photocells, and replacing of the lamps, shows that it
would be in the City's best economic interest to select Under Power to provide the
needed services and materials. Under Power's annual maintenance cost is $2,701
lower than Electrical Services, and includes direct costs such as a performance bond
and an insurance certificate that names the City as additional insured. The Electrical
Services cost does not include the cost for these two important documents. Under
Power has been recommended to provide the annual maintenance for the FDOT lights
under a separate companion agenda item.
As it relates to the retrofit of photocells and the replacing of luminaries at the installation
rate of 50 per week, Electrical Services' cost is lower than Under Power's cost relative to
the retrofitting of photocells. Said cost is not performance-based, and therefore, the City
would be obligated to pay Electrical Services a fixed fee whether or not the target
number of photocells (50 per week) were retrofitted or not. Under Power's cost is
performance-based, and therefore, minimizes the risk to the City by paying for only the
actual number of photocells that were retrofitted.
All other comparisons relative to the retrofit of photocells at the rate of 35 per week and
the replacement of luminaries, reflects a lower cost to the City by selecting Under Power.
The City recommends that each circuit be evaluated to determine the optimum and most
cost effective method of securing adequate power for the WiFi nodes. Under Power
proposes a cost of $202.50 to retrofit a lamp for a photocell and $385 to replace a lamp
with one that is equipped with a photocell. In contrast, a solar power device to power a
WiFi node costs $3,010 or $4,695 for solar power device for a WiFi node backhaul
device. These units would be acquired through a change order to our contract with IBM
and would be supplied and installed by IBM. Although the cost of providing a solar
device is higher per unit, on a circuit where only a few WiFi nodes are placed, the cost
could be significantly less to provide solar power than to retrofit or replace the lamps on
the entire circuit. This surgical approach would give the City the least cost option to
provide the power necessary to operate the WiFi nodes.
CONCLUSION
The Administration recommends that the City Commission adopt the attached resolution,
which recommends the approval and authorization, pursuant to Section 2-367 (e) of the
Miami Beach City Code, the waiver of the competitive bidding process, by 5/7ths vote,
finding such waiver to be in the best interest of the City, and authorize the Administration
to exercise its due diligence to determine the optimal approach, and upon successful
completion of said due diligence, authorize the Mayor and City Clerk execute a change
order with IBM, the City's WiFi provider, and/or authorize the Administration to acquire
the retrofitting of existing street lights to include furnishing and installation of new
photocell devices and/or replacing existing street lights with street lights equipped with
photocells from Under Power Corporation, in the total estimated amount of $339,540,
which includes a ten percent contingency.
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