Resolution 2018-30393RESOLUTION NO. 2018 -30393
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER, PURSUANT TO PURSUANT TO REQUEST FOR
PROPOSALS (RFP) NO. 2018 - 154 -JC FOR TELECOMMUNICATIONS
SERVICES; AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH THE SOLE PROPOSER, AT &T CORPORATION; AND
FURTHER, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY
THE ADMINISTRATION.
WHEREAS, the Information Technology Department requires telecommunications
services for the daily operation of the City's business technology requirements; and
WHEREAS, in 2015, the City of Miami Beach acquired telecommunications services
with AT &T Corporation under a Palm Beach County School District contract, Master Services
Agreement ( "MSA ") No. 150578UA; and
WHEREAS, the purpose of the MSA was to purchase the Services at the rates that
were competitively procured by the Palm Beach County School District, until a longer -term
solution could be identified; and
WHEREAS, on December 13, 2017, the City Commission directed City staff to prepare
a competitive solicitation for telecommunications services; and
WHEREAS, further, on January 17, 2018, the City Administration referred a discussion
to the Finance and Citywide Projects Committee ( "Finance Committee ") regarding
telecommunications services; and
WHEREAS, on January 19, 2018, the Finance Committee unanimously recommended
that the Mayor and City Commission direct the City Administration to issue a solicitation for
telecommunications services; and
WHEREAS, February 14, 2018, the City Commission adopted Resolution No. 2018-
30177, directing the City Administration to issue a solicitation for telecommunications services;
and
WHEREAS, on April 25, 2018, the City issued Request for Proposals (RFP) No. 2018 -
154-JC, for telecommunications services; and
WHEREAS, nine- hundred fifty -six (956) vendors were notified via Public Purchase of
the RFP; and one- hundred forty -one (141) vendors accessed the RFP notice via Public
Purchase; and
WHEREAS, the pre- proposal meeting was publically advertised; a voluntary pre -
proposal conference was held on May 4, 2018; and four (4) vendors attended the voluntary pre -
proposal meeting; and
WHEREAS, on May 16, 2018, the City received one (1) proposal, from AT &T
Corporation; and
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WHEREAS, the City received three (3) Statements of "No Bid" from Encore Technology,
Hotwire Communications, and World Wide Technology, Inc.; and
WHEREAS, on May 7, 2018, the City Manager, via Letter to Commission (LTC) No. 251-
2018, appointed an Evaluation Committee (the "Committee "); and
WHEREAS, pursuant to Section 0400, Proposal Evaluation, in the event that only one
responsive proposal is received, the City Manager, after determination that the sole responsive
proposal materially meets the requirements of the RFP, may, without an evaluation committee,
recommend to the City Commission that the Administration enter into negotiations; and,
WHEREAS, pursuant to the foregoing, the Administration determined that the sole
proposal from AT &T Corporation was responsive and materially met the requirements of the
RFP, and accordingly, an evaluation committee was not convened; and
WHEREAS, Section 2- 367(b) of the City Code provides that where only one (1) bid is
received the City Manager may reject the bid and re- advertise, or proceed with a
recommendation; and
WHEREAS, after reviewing the single proposal submission received, the City Manager
recommends that the Mayor and City Commission approve the resolution authorizing the
Administration to enter into negotiations with AT &T Corporation.
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 proposals
received, pursuant to Request for Proposals No. 2018- 154 -JC (the RFP), Telecommunications
Services; authorize the Administration to enter into negotiations with AT &T Corporation, the sole
proposer; and further authorize the Mayor and City Clerk to execute an agreement upon
conclusion of successful negotiations by the Administration.
PASSED AND ADOPTED this ol� day of Jtt( 2018.
ATTEST:
Rafael E. Granado, City Clerk
Dan Gelber, I or
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
City Attorney Date
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MIAMI BEACH
Resolutions - C7 I
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: July 25, 2018
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER, PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 2018- 154 -JC
FOR TELECOMMUNICATIONS SERVICES; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE SOLE
PROPOSER, AT &T CORPORATION; AND FURTHER, AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION
OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
RECOMMENDATION
Adopt the Resolution.
ANALYSIS
Telecommunications services are essential to the Administration's ability to establish and support the
daily business technology needs of all City departments. The City has been acquiring
telecommunications services pursuant to a competitively bid agreement by Palm Beach County.
However, the Administration has determined that the City's interests would be better served issuing
its own competitive solicitation, with the anticipation of achieving more favorable contractual
terms and current technology benefits.
Therefore, through RFP 2018- 154 -JC, the Administration solicited proposals from qualified firms
capable of providing the necessary telecommunications infrastructure meeting the City's technology
requirements. Such services include, digital phone service, Metro E, Primary Rate Interface (PRI),
Voice Grade Circuits (VG), Remote Call Forwarding (RCF), hosted voice mail, Session Initiation
Protocol (SIP) trunking ports, long distance per minute /pool (PRI), long distance per minute /pool
(SIP), long distance per minute /pool (dedicated trunk), dark/dry fiber, and hosted conference calling.
On April 25, 2018, the City issued Request for Proposals (RFP) No, 2018 - 154 -JC, for
telecommunications services. At that time, staff notified prospective proposers via Public Purchase of
the RFP and, subsequently, one - hundred forty -one (141) vendors accessed the RFP. A voluntary
pre - proposal conference was held on May 4, 2018, and was attended by four (4) vendors. RFP
responses were due and received on May 16, 2018. However, despite a large number of vendors
that accessed the solicitation, the City received a total of one (1) proposal. The City only received a
proposal from the following firm: AT &T Corporation. Additionally, the City received three (3)
Statements of No Bid from Encore Technology, Hotwire Communications, and World Wide
Technology.
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The Evaluation Committee was appointed by the City Manager pursuant to LTC# 251 -2018, to
consider the responsive proposals received. However, the Evaluation Committee was not convened
since the RFP stipulated that, "In the event that only one responsive proposal is received, the City
Manager, after determination that the sole responsive proposal materially meets the requirements of
the RFP, may, without an evaluation committee, recommend to the City Commission that the
Administration enter into negotiations" Nonetheless, staff has carefully considered the sole proposal
received and has found it to be responsive to the requirements of the RFP and that it meets or
exceeds the specifications of the RFP. Therefore, AT &T Corporation has been deemed the sole
responsive, responsible proposer to the RFP.
The following is a brief summary of the qualifications of the recommended proposer:
AT &T Corporation
AT &T Corporation is the world's largest telecommunications and technology company, serving over
380 million people in their North American network, a global footprint reaching 200 countries, and
employing over 249,000 industry specialists worldwide. According to their proposal, AT &T
Corporation will reliably provide the City with a network provider capable of delivering an integrated
technology solution, satisfying the networking demands of the City's growing technology
infrastructure. Additionally, AT &T Corporation will provide robust professional support options for
every element of network planning, design, deployment, and service management.
CONCLUSION
Given that only one (1) proposal was received, staff polled bidders that had downloaded the
solicitation asking them to share why they did not submit a proposal. Only three (3) vendors
responded to the City's inquiry with the following information:
• One prospective bidder responded that it does offer the services required by the RFP, but it
does so only through third parties. The bidder states that it was unable to assemble a team with
a third party to respond to the RFP.
• Another prospective bidder stated that its workload and number of projects precluded it from
submitting a proposal to the City's RFP. This bidder also stated that it did not feel it could be
competitive in the type of service required by the City.
• A third prospective bidder responded that it did not have sufficient time to respond to the RFP
and that it had questions about the requirements of the RFP.
However, despite the City holding a Pre - Proposal meeting to allow bidders to seek clarification on
any questions they may have, none of the issues regarding the type of service, or questions about
the specification were submitted to the City by any of the prospective bidders referenced above.
To ascertain that the proposed costs are in line with the City's expectations and current costs, staff
conducted an analysis of current pricing versus the pricing proposed per the RFP. Staff has
determined that award of the RFP will result in approximately $215,000 in annual savings as
compared to current costs.
Therefore, after reviewing the single proposal submission received from AT &T Corporation, I
recommend that the Mayor and City Commission approve the resolution authorizing the
Administration to enter into negotiations with the sole qualified proposer, AT &T Corporation, and
further authorize the Mayor and City Clerk to execute an agreement, upon conclusion of successful
negotiations by the Administration.
KEY INTENDED OUTCOMES SUPPORTED
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Build And Maintain Priority Infrastructure With Full Accountability
FINANCIAL INFORMATION
Grant funding will not be utilized for this project.
Legislative Tracking
Information Technology /Procurement
ATTACHMENTS:
Description
CI Attachment A
a Form Approved Reso.
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'Recommended for Awar
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