2016-29387 Reso RESOLUTION NO. 2016-29387
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE
CITY MANAGER'S RECOMMENDATION AND AUTHORIZING
THE CITY MANAGER AND CITY CLERK TO EXECUTE AN.
ADDITIONAL SERVICES AGREEMENT WITH TYLER
TECHNOLOGIES, INC. (PREVIOUSLY NEW WORLD SYSTEMS
CORPORATION) TO PROVIDE CUSTOM EFFECTIVE
RESPONSE FORCE SOFTWARE ENHANCEMENTS TO THE
COMPUTER ASSISTED DISPATCH (CAD) SYSTEM FOR THE
CITY'S FIRE DEPARTMENT, IN AN AMOUNT NOT TO EXCEED
$45,000.
WHEREAS, on March 9, 2016, the Mayor and City Commission adopted Resolution No.
2016-29333, accepting the City Manager's recommendation by 5/7ths vote to waive the
competitive bidding requirement, and authorizing the Administration to finalize negotiations with
Tyler Technologies, Inc. ("Tyler") (previously New World Systems Corporation) and, if such
negotiations were successful, approving and authorizing the City Manager and City Clerk to
execute a Standard Software Maintenance Agreement ("SSMA") for a term of two years, with up
to three one-year renewal options, in an amount not to exceed $1,739,796; and
WHEREAS, the parties subsequently finalized and executed the SSMA; and
WHEREAS, the SSMA provides software and maintenance for all aspects of the
computer assisted dispatch ("CAD") system used by the City's Police Department, Fire
Department, and Office of Emergency Management; and
WHEREAS, the 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, in addition to the required software and maintenance provided for in the
SSMA, the Fire Department has requested that an Effective Response Force ("ERF")
enhancement be implemented as soon as possible; and
WHEREAS, 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 now seeks approval to amend the SSMA to require Tyler
to develop and implement an ERF compliance and reporting tool; and
WHEREAS, the Fire Department has determined that the proposed ERF tool will
promote operational efficiencies that are tailored to the unique characteristics of the department.
NOW, THEREFORE, BIT IT 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 and authorize the City Manager and City Clerk to
execute an Additional Services Agreement with Tyler Technologies Inc. (previously New World
Systems Corporation) to provide custom Effective Response Force (ERF) software
enhancements to the computer assisted dispatch system for the City's Fire Department, in an
amount not to exceed $45,000.
PASSED AND ADOPTED this /1 day of Ma, 2016.
ATTEST:
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City Clerk —+ \-�, B,��I''��/ Mayor
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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 AND AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AN
ADDITIONAL SERVICES AGREEMENT WITH TYLER TECHNOLOGIES, INC. (PREVIOUSLY NEW WORLD SYSTEMS
CORPORATION) TO PROVIDE CUSTOM EFFECTIVE RESPONSE FORCE SOFTWARE ENHANCEMENTS TO THE
COMPUTER ASSISTED DISPATCH (CAD) SYSTEM FOR THE CITY'S FIRE DEPARTMENT, IN AN AMOUNT NOT TO
EXCEED$45,000.
Key Intended Outcome Supported:
N/A
Supporting Data (Surveys, Environmental Scan, etc.):
N/A
Item Summary/Recommendation:
On March 9, 2016, the Mayor and City Commission approved the City Manager's recommendation to
waive competitive bidding requirements by 5/7ths vote,finding such waiver to be in the best interest of the
City, and authorized the Administration to finalize negotiations with Tyler Technologies, Inc. (previously
New World Systems Corporation); and further approved and authorized the City Manager and City Clerk,
upon successful negotiations,to execute a new SSMA for a term of two(2)years,with up to three(3)one-
year renewals, in an amount not to exceed$1,739,796. The parties subsequently finalized and executed
the SSMA.
As part of the new agreement with New World approved by the City Commission on March 9, 2016, the
Fire Department intends to upgrade its system to include Effective Response Force(ERF)functionality.
ERF 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. ERF functionality allows the
Fire Department to assess as the necessary amount of staffing and equipment specific to each type of
emergency and to be able to arrive on scene within a targeted amount of time. ERF functionality allows the
Fire Department to deploy resources to effectively and efficiently respond to emergencies and mitigate any
risks from under deployment of resources.This allows responses to minimize life and property causalities
and maximize the safety of the responding firefighters, paramedics, police officers, and other first
responders.
While a discussion on the ERF functionality was included in the agenda item considered and approved by
the City Commission on March 9, 2016, the "not to exceed amount" of the item, which as stated as
$1,739,796, inadvertently did not include the cost of the ERF functionality estimated at$45,000.Therefore,
the purpose of this item is to seek the City Commission authority to complete the agreement with Tyler for
the ERF functionality at a cost not to exceed $45,000.
Based on the foregoing,the City Manager recommends that the Mayor and City Commission approve the
Resolution authorizing the City Manager and City Clerk to execute an Additional Services Agreement with
Tyler Technologies, Inc.to provide ERF enhancements to the computer assisted dispatch(CAD)system
for the City's Fire Department, in an amount not to exceed $45,000, which shall be subject to the City's
acceptance of and satisfaction with the proposed software enhancement.
RECOMMENDATION
APPROVE THE RESOLUTION
Advisory Board Recommendation: •
NA
Financial Information:
Source of Amount Account
Funds: 1
OBPI Total
Financial Impact Summary:All funds expended shall have been previously approved for the purposes
stated herein.
City Clerk's Office Legislative Tracking:
Chief Oates, Chief Fernandez
Sign-0 s:
rt ,_Director 1j nt Ci Mana•er {,,: it Mana•er
D G. III> IV ril�.
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MIAMIBEACH
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MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach,Florida 33139,www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members f the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: May 11, 2016
SUBJECT: A RESOLUTION OF THE M OR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE CITY MANAGER'S
RECOMMENDATION AND AUTHORIZING THE CITY MANAGER AND CITY
CLERK TO EXECUTE AN ADDITIONAL SERVICES AGREEMENT WITH TYLER
TECHNOLOGIES, INC. (PREVIOUSLY NEW WORLD SYSTEMS
CORPORATION) TO PROVIDE CUSTOM EFFECTIVE RESPONSE FORCE
SOFTWARE ENHANCEMENTS TO THE COMPUTER ASSISTED DISPATCH
(CAD) SYSTEM FOR THE CITY'S FIRE DEPARTMENT, IN AN AMOUNT NOT TO
EXCEED $45,000.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
BACKGROUND
In February 2008, the City of Miami Beach ("City") entered into a five (5) year
Standard Software Maintenance Agreement ("SSMA") with New World Systems
Corporation (NWS). This contract covered software maintenance for all aspects of
the Computer Aided Dispatch (CAD) system.
On March 9, 2016, the Mayor and City Commission approved the City Manager's
recommendation to waive competitive bidding requirements by 5/7ths vote, finding .
such waiver to be in the best interest of the City, and authorized the Administration
to finalize negotiations with Tyler Technologies, Inc. (previously New World Systems
Corporation); and further approved and authorized the City Manager and City Clerk,
upon successful negotiations, to execute a new SSMA for a term of two (2) years,
with up to three (3)one-year renewals, in an amount not to exceed $1,739,796.The
parties subsequently finalized and executed the SSMA.
As part of the new agreement with New World approved by the City Commission on
March 9, 2016, the Fire Department intends to upgrade its system to include
Effective Response Force (ERF) functionality. ERF 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.
Page 2
Tyler/New World
May 11,2016
ERF functionality allows the Fire Department to assess as the necessary amount of
staffing and equipment specific to each type of emergency and to be able to arrive
on scene within a targeted amount of time. ERF functionality allows the Fire
Department to deploy resources to effectively and efficiently respond to
emergencies and mitigate any risks from under deployment of resources. This
allows responses to minimize life and property causalities and maximize the safety
of the responding firefighters, paramedics, police officers, and other first
responders.
While a discussion on the ERF functionality was included in the agenda item
considered and approved by the City Commission on March 9, 2016, the "not to
exceed amount" of the item, which as stated as $1,739,796, inadvertently did not
include the cost of the ERF functionality estimated at $45,000. Therefore, the
purpose of this item is to seek the City Commission authority to complete the
agreement with Tyler for the ERF functionality at a cost not to exceed $45,000.
CITY MANAGER'S RECOMMENDATION
Based on the foregoing, I recommend that the Mayor and City Commission approve
the Resolution authorizing the City Manager and City Clerk to execute an Additional
Services Agreement with Tyler Technologies, Inc. to provide ERF enhancements to
the computer assisted dispatch (CAD) system for the City's Fire Department, in an
amount not to exceed $45,000, which shall be subject to the City's acceptance of
and satisfaction with the proposed software enhancement.
J LM /VF /AD