2016-29333 Reso RESOLUTION NO. 2016-29333
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE
CITY MANAGER'S RECOMMENDATION BY 5/7THS VOTE
AND WAIVING THE COMPETITIVE BIDDING REQUIREMENT,
FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF
THE CITY, AND AUTHORIZING THE ADMINISTRATION TO
FINALIZE NEGOTIATIONS WITH TYLER TECHNOLOGIES INC.
(PREVIOUSLY NEW WORLD SYSTEMS CORPORATION) AND,
IF SUCH NEGOTIATIONS ARE SUCCESSFUL, APPROVING
AND AUTHORIZING THE CITY MANAGER AND CITY CLERK
TO EXECUTE A STANDARD SOFTWARE MAINTENANCE
AGREEMENT FOR A TERM OF TWO YEARS, WITH UP TO
THREE ONE-YEAR RENEWAL TERMS, IN AN AMOUNT NOT
TO EXCEED $1,739,796.
WHEREAS, in February 2008, the City of Miami Beach ("City") entered into a five (5)
year Standard Software Maintenance Agreement with New World Systems Corporation
("NWS") the City's Computer Aided Dispatch ("CAD") system; and
WHEREAS, in 2013, the City negotiated and the parties agreed to a two-year extension
of the Agreement, which extension expired at midnight on December 31, 2015; and
WHEREAS, as approved by the City Commission on December 9, 2015, the Agreement
has since continued on a month-to-month basis; and
WHEREAS, effective maintenance of the CAD system is critical to the operational and
planning activities of the Police Department, Fire Department, and Office of Emergency
Management; and
WHEREAS, NWS was recently acquired by Tyler Technologies Inc. ("Tyler"); and
WHEREAS, the Administration believes that it is critical to negotiate with Tyler, the
successor to NWS, to execute a new Shared Software Maintenance Agreement for the City's
CAD system, because transitioning to another provider's system at this time would be highly
disruptive to the City's public safety operations; and
WHEREAS, in addition to the required ongoing maintenance, the Fire Department
requires Effective Response Force ("ERF") functionality to be implemented as soon as possible.
ERF is an asset monitoring and utilization tool that is required by the Fire Department in order to
maintain its national accreditation; and
WHEREAS, the Administration is satisfied with NWS's performance under the current
Standard Software Maintenance Agreement, which has met the general requirements of the
City; and
WHEREAS, the City has negotiated with NWS and, now, Tyler, to obtain the necessary
amendments and undertakings to meet the needs of all relevant departments for the duration of
the new proposed contract term; and
WHEREAS, after considering the Administration's review and analysis, the City Manager
recommends that the Mayor and City Commission waive the competitive bidding requirement by
a 5/7ths vote, and approve this Resolution authorizing the Administration to (1) finalize
negotiations with Tyler for the NWS CAD system, and (2) if such negotiations are successful, to
execute a new Agreement with Tyler for a term of two years, with up to three one-year renewal
terms, in an amount not to exceed $1,739,796.
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 City Manager's recommendation by 5/7ths vote and waive the
competitive bidding requirement, find such waiver to be in the best interest of the City, and
authorize the Administration to finalize negotiations with Tyler Technologies Inc. (previously
New World Systems Corporation) and, if such negotiations are successful, approve and
authorize the City Manager and City Clerk to execute a Standard Software Maintenance
Agreement for a term of two years, with up to three one-year renewal terms, in an amount not to
exceed $1,739,796.
PASSED AND ADOPTED this Pk day of mrcL 2016.
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T:WGENDA\2016\March\Procurement\New World SSMA Waiver\Com_Reso-NWScontract2016.doc
COMMISSION ITEM SUMMARY
Condensed Title:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH,FLORIDA,ACCEPTING THE
CITY MANAGER'S RECOMMENDATION BY 5/7THS VOTE AND WAIVING THE COMPETITIVE BIDDING
REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST IN THE CITY, AND AUTHORIZING THE
ADMINISTRATION TO FINALIZE NEGOTIATIONS WITH TYLER TECHNOLOGIES INC. (PREVIOUSLY NEW WORLD
SYSTEMS CORPORATION)AND,IF SUCH NEGOTIATIONS ARE SUCCESSFUL,APPROVING AND AUTHORIZING THE
CITY MANAGER AND CITY CLERK TO EXECUTE A STANDARD SOFTWARE MAINTENANCE AGREEMENT FOR A TERM
OF TWO YEARS,WITH UP TO THREE ONE-YEAR RENEWAL TERMS,IN AN AMOUNT NOT TO EXCEED$1,739,796.
Key Intended Outcome Supported:
N/A
Supporting Data(Surveys, Environmental Scan, etc.):
N/A
Item Summary/Recommendation:
In February 2008, the City of Miami Beach ("City") entered into a five (5) year Standard Software
Maintenance Agreement with New World Systems Corporation (NWS). This Contract covered software
maintenance for all aspects of the Computer Aided Dispatch (CAD) system. A two-year extension was
negotiated in 2013 and expired at midnight on December 31, 2015; however, the Maintenance Contract
has since continued on a month-to-month basis as approved by the City Commission on December 9,
2015.
Effective maintenance of the CAD system is critical to the operational and planning activities of the Police
Department, Fire Department and Emergency Management.Accordingly,the Administration believes it is
critical to negotiate with Tyler Technologies, Inc.,the producer of the City's current NWS CAD system,for
a successor contract. In addition to the required ongoing maintenance, the Fire Department requires
Effective Response Force (ERF) functionality to be implemented as soon as possible. ERF is an asset
monitoring and utilization tool that is required by the Fire Department in order to maintain its national
accreditation.
The belief among the City's public safety departments(Police, Fire and Emergency Management)is that
replacing the CAD system with another provider's system at this time would be highly disruptive to the
City's public safety operations.Therefore,to secure a mutually beneficial contract for ongoing support and
maintenance of the current CAD system, representatives from the relevant departments(Police, Fire and
Emergency Management) havebeem conducting extensive negotiations with Tyler Technologies, Inc.
regarding a new Maintenance Contract,with the inclusion of the ERF functionality.The Standard Software
Maintenance Agreement the City entered into with NWS in 2008 has met the general requirements of the
City. The new contract includes all necessary amendments and undertakings to meet the needs of all
relevant departments for the term of the contract.The Administration recommends that the Mayor and City
Commission adopt the Resolution approving the new contract.
CITY MANAGER'S RECOMMENDATION
Based on the foregoing, I recommend that the Mayor and City Commission of the City of Miami Beach,
Florida, approve the resolution authorizing the Administration to finalize negotiations with Tyler
Technologies for the New World Systems computer aided dispatch system;further authorizing the Mayor
and City Clerk to execute the Agreement upon successful negotiations.
Advisory Board Recommendation:
NA
Financial Information:
r Source of Amount Account
Funds: 1
OBPI Total
Financial Impact Summary: NA
City Clerk's Office Legislative Tracking:
Chief Oates, Chief Fernandez
Sign-Offs:
•art Div o 0-14).nt City Manager City Manager
LE1NI EVA Al -►'.'- BIOS MIEMI.
T:\agenda\2016\ arch\' curement\Com item_sum-Com_item_sumNWSco ' -<t2016
AM MIAAAIBEACH AGENDA ITEM R,
DATE 3-I-
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach,Florida 33139,www.miamibeachfl.gov
COMMISSION EMORANDUM
TO: Mayor Philip Levine and Members o f` he City Co p mission
I II
FROM: Jimmy L. Morales, City Manager
DATE: March 9, 2016
SUBJECT: A RESOLUTION OF THE MAY. - AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE CITY MANAGER'S
RECOMMENDATION BY 5/7THS VOTE AND WAIVING THE COMPETITIVE
BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE BEST
INTEREST IN THE CITY, AND AUTHORIZING THE ADMINISTRATION TO
FINALIZE NEGOTIATIONS WITH TYLER TECHNOLOGIES INC. (PREVIOUSLY
NEW WORLD SYSTEMS CORPORATION)AND, IF SUCH NEGOTIATIONS ARE
SUCCESSFUL, APPROVING AND AUTHORIZING THE CITY MANAGER AND
CITY CLERK TO EXECUTE A STANDARD SOFTWARE MAINTENANCE
AGREEMENT FOR A TERM OF TWO YEARS, WITH UP TO THREE ONE-YEAR
RENEWAL TERMS, IN AN AMOUNT NOT TO EXCEED $1,739,796.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
HISTORY/BACKGROUND
In February 2008, the City of Miami Beach ("City") entered into a five (5) year
Standard Software Maintenance Agreement with New World Systems Corporation
(NWS). This Contract covered software maintenance for all aspects of the
Computer Aided Dispatch (CAD) system. A two-year extension was negotiated in
2013 and expired at midnight on December 31, 2015; however, the Maintenance
Contract has since continued on a month-to-month basis as approved by the City
Commission on December 9, 2015.
Effective maintenance of the CAD system is critical to the operational and planning
activities of the Police Department, Fire Department and Emergency Management.
Accordingly, the Administration believes it is critical to negotiate with Tyler
Technologies, Inc., the producer of the City's current NWS CAD system, for a
successor contract. In addition to the required ongoing maintenance, the Fire
Department requires Effective Response Force (ERF) functionality to be
implemented as soon as possible. ERF is an asset monitoring and utilization tool
that is required by the Fire Department in order to maintain its national accreditation.
2
Tyler New World
March 9,2016
The belief among the City's public safety departments (Police, Fire and Emergency
Management) is that replacing the CAD system with another provider's system at
this time would be highly disruptive to the City's public safety operations. Therefore,
to secure a mutually beneficial contract for ongoing support and maintenance of the
current CAD system, representatives from the relevant departments (Police, Fire
and Emergency Management) have been conducting extensive negotiations with
Tyler Technologies, Inc. regarding a new Maintenance Contract, with the inclusion
of the ERF functionality. Key elements to the new negotiations include:
1 Reducing the annual contract increase from 5% to 3%.
2 Adding 24/7 emergency support for the Law Enforcement Records
Management System (LERMS).
3 Developing and implementing an Effective Response Force (ERF)
function for the Fire Department. ERF is an asset monitoring and
utilization tool that is required by the Fire Department in order to
maintain its national accreditation. The enhancement to the software
system relating to the ERF function will incur an additional cost of
$45,000. This amount was previously approved by, and budgeted
within, the Information Technology Steering Committee.
4 Enhancement of the system to facilitate Pulsepoint Interface Email
Software.
5 An option to cancel, at any time, without cause, with 90 days' written
notice.
6 An option at the end of Year 2 to terminate the Contract if the ERF
enhancement is not implemented by Tyler Technologies, Inc. in the
12 month development period as promised by Tyler Technologies,
Inc. and accepted by the Fire Department.
7 Three (3) further one-year extensions beyond Year 2, conditional
upon successful implementation of the ERF function and continued
operational effectiveness.
The Standard Software Maintenance Agreement the City entered into with NWS in
2008 has met the general requirements of the City. The new contract includes all
necessary amendments and undertakings to meet the needs of all relevant
departments for the term of the contract. The Administration recommends that the
Mayor and City Commission adopt the Resolution approving the new contract.
CITY MANAGER'S RECOMMENDATION
Based on the foregoing, I recommend that the Mayor and City Commission of the
City of Miami Beach, Florida, approve the resolution authorizing the Administration
to finalize negotiations with Tyler Technologies for the New World Systems
computer aided dispatch system; further authorizing the Mayor and City Clerk to
execute the Agreement upon successful negotiations.
JLM:DJO:DW
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