Resolution 2018-30523 RESOLUTION NO. 2018-30523
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER AND WAIVING, BY 5/7THS VOTE, THE FORMAL
COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN
THE CITY'S BEST INTEREST, AND AUTHORIZING THE CITY MANAGER TO
EXECUTE AN AGREEMENT FOR THE PURCHASE OF TRACKSTAR
INTERNATIONAL, INC. AUTOMATIC VEHICLE LOCATION (AVL) SYSTEM'S
HARDWARE, RELATED SOFTWARE, AND SERVICES, IN AN AMOUNT NOT
TO EXCEED $368,000 FOR FISCAL YEAR 2019, AND $140,000 ANNUALLY
THEREAFTER, FOR A PERIOD OF TWO (2) YEARS, SUBJECT TO AND
CONTINGENT UPON AN APPROPRIATION OF FUNDS FOR THE SECOND
AND THIRD YEAR.
WHEREAS, pursuant to RFQ No. 39-09/10, on December 8, 2010, Resolution 2010-
27561 approved and authorized the Mayor and City Clerk to execute a contract with Radio
Satellite Integrators, Inc. ("RSI") for the acquisition of an Automated Vehicle Locator (AVL)
system for the purpose of tracking vehicle location, automatic vehicle alert monitoring and
customizable reporting with real time data; and
WHEREAS, initially, RSI monitored and maintained a fleet of 110 vehicles; and
WHEREAS, by 2016, the fleet had increased to 850 vehicles and its system began to
show inherent deficiencies; and
WHEREAS, the City sought to identify an alternate AVL system in anticipation of an
expiring contract; and
WHEREAS, as a result of its research, the City identified an alternate AVL system
through Trackstar International, Inc. ("Trackstar"), the awarded vendor from the City of Fort
Lauderdale's competitive solicitation; and
WHEREAS, on February 2016 a trial agreement (pilot test) was approved by the City
Manager; and
WHEREAS, after the pilot test of four (4) City Departments (Police, Parking, Code
Compliance, and Fleet), City staff recommended usage of Trackstar's AVL system for its
ability to maximize hardware capabilities, high configurable software functionalities and ease
of use, enhanced geo-fencing, administrative and reporting features, backward compatibility
with existing hardware, and faster browser response time; and
WHEREAS, based on the staff recommendation, the City has accessed the City of
Fort Lauderdale's contract for the purchase of devices, maintenance, and support of all its
AVL devices Citywide (approximately 1,085 vehicles); and
WHEREAS, while other vendors offer cloud-based services only, Trackstar's
software and data reside behind the City's firewall and the City remains in possession of the
data, thereby protecting the information from potential hackers; and
WHEREAS, Trackstar offers Retro Geo Fence, which allows end users to go back in
time to see which vehicles were in a certain area at a given time, rather than running reports
for all City vehicles at a given date and time; and
WHEREAS, many vendors offer 'plug & play devices' that testing has revealed does
not offer tracking reliability, is not easily customizable, and can only report when the vehicle
is turned on;
WHEREAS, as all AVL devices are vendor-specific, changing to a new AVL system
would require the removal of all devices from each City vehicle, resetting the device to
factory specifications, then downloading new vendor programming/software into the device
and re-installing it into each vehicle, a time-consuming and labor-intensive effort to
implement across all City departments; and
WHEREAS, due to the associated costs in transitioning to a new AVL system, and
the benefits the current system offers the City for managing its current fleet to increase
community satisfaction with City government, increase safety of drivers and passengers,
increase accountability of City Staff, improve operational efficiencies and improve
dispatching of appropriate resource, the City Manager recommends the waiver of the
competitive bidding requirement, to permit the City to continue to utilize Trackstar's AVL
system.
NOW, THEREFORE, BE IT 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, authorizing the City
Manager and waiving, by 5/7ths vote, the formal competitive bidding requirements, finding
such waiver to be in the City's best interest, and authorizing the City Manager to execute an
agreement for the purchase of Trackstar International, Inc. Automatic Vehicle Location (AVL)
system's hardware, related software, and services, in an amount not to exceed $368,000 for
Fiscal Year 2019, and $140,000 annually thereafter, for a period of two (2) years, subject to
and contingent upon an appropriation of funds for the second and third year.
PASSED AND ADOPTED THIS /7 DAY OF Ociider 2018.
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MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: October 17, 2018
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER AND WAIVING, BY 5/7TH VOTE, THE FORMAL COMPETITIVE
BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST
INTEREST, AND AUTHORIZING THE CITY MANAGER TO EXECUTE AN
AGREEMENT FOR THE PURCHASE OF TRACKSTAR INTERNATIONAL, INC.
AUTOMATIC VEHICLE LOCATION (AVL) SYSTEM'S HARDWARE, RELATED
SOFTWARE, AND SERVICES, IN AN AMOUNT NOT TO EXCEED $368,000 FOR
FISCAL YEAR 2019, AND $140,000 ANNUALLY THEREAFTER, FOR A PERIOD OF
TWO (2) YEARS, SUBJECT TO AND CONTINGENT UPON AN APPROPRIATION
OF FUNDS FOR THE SECOND AND THIRD YEAR.
RECOMMENDATION
ADMINISTRATION RECOMMENDATION
Approve the Resolution.
CITY MANAGER'S RECOMMENDATION
After review of the staff recommendation, the City Manager recommends that the Mayor and City
Commission adopt this resolution to waive, by a 5/7ths vote, the formal competitive bidding
requirements, finding such a waiver to be in the City's best interest, and authorize the City Manager
to execute an agreement for the purchase of Trackstar International, Inc. Automatic Vehicle Location
(AVL) system's hardware, related software, and services, in an amount not to exceed $368,000 for
Fiscal Year 19, and $140,000 annually thereafter, for a period of two (2)years.
ANALYSIS
On December 8, 2010 and pursuant to RFQ No. 39-09/10, Resolution 2010-27561 approved and
authorized the Mayor and City Clerk to execute a contract with Radio Satellite Integrators, Inc.
("RSI") for the acquisition of an Automated Vehicle Locator (AVL) system for the purpose of tracking
vehicle location, automatic vehicle alert monitoring and customizable reporting with real time data.
Initially, the fleet included 110 vehicles. By 2016, RSI was monitoring and maintaining approximately
850 vehicles. However, due to inherent deficiencies in RSI's system and in anticipation of an expiring
contract the City sought to identify an alternate AVL system. The Fleet Department conducted market
research and identified an alternate AVL system from Trackstar International, Inc. ("Trackstar").
On October 29, 2013, Trackstar was awarded a competitively bid contract with the City of Fort
Lauderdale. On February 9, 2016, the Fleet Department initiated a pilot program to test the Trackstar
Page 357 of 1637
system. After the testing period, Trackstar's AVL system was recommended by the Fleet Department
staff based on its ability to maximize hardware capabilities, high configurable software functionalities
and ease of use, enhanced geo-fencing, administrative and reporting features, backward compatibility
with existing hardware, and faster browser response time. Therefore, on May 19, 2016, the City
Manager approved for the City to access the awarded contract from the City of Fort Lauderdale and
has been utilizing it for the purchase of devices, maintenance, and support of all AVL devices
Citywide. Said contract is set to expire on October 28, 2018.
In an effort to continue the support and maintenance of the AVL system, the Procurement Department
conducted research and determined that there were no contracts available to continue piggybacking
of the existing system from Trackstar. At this time, the Fleet Department conducted further market
research and determined that it was in our best interest to continue with the Trackstar system based
on the following:
While other vendors offer cloud base services only, Trackstar's software and data reside behind the
City's firewall and the City remains in possession of the data; thus, protecting the information from
potential hackers. Also, Trackstar offers Retro Geo Fence, which allows end users to go back in time
to see which vehicles were in a certain area at a given time, rather than running reports for all City
vehicles at a given date and time. Additionally, Trackstar works with a wide range of AVL hardware
vendors, including: Sierra Wireless, Cradle Point,Airlink, Telenav, and CalAmp (our current devices).
Many vendors offer'plug & play devices'. Testing has revealed that 'plug & play'devices do not offer
tracking reliability, are not as easily customizable and can only report when the vehicle is turned on.
These 'plug & play' devices use the vehicle diagnostic port [there is only one] which is currently used
by the fuel management system in the City's case. This would require the purchase and installation
of a specialized cable to allow two devices to use the one diagnostic port which could result in
interference and potential signal loss with the vehicle computer communication capabilities. This also
offers easy access for operators to tamper with the equipment, unplugging the device, thus rendering
it inoperable, and unable to report.
As all AVL devices are programmed to be vendor specific, changing to a new AVL system would
require the removal of all devices from each City vehicle, resetting the device to factory
specifications, then downloading new vendor programming/software into the device and re-installing it
into each vehicle. This is not easily accomplished and requires a great deal of labor, expense and
loss of time for every City Department. Case in point, the changeover in mid-February of 2016 from
RSI devices to Trackstar took over five (5) weeks for the City's then fleet of 850 vehicles; causing
disruption to all City departments. The current fleet is 1,085 vehicles.
The expected cost to increase because the City's fleet is expected to rise from 850 to 1,200 vehicles
and the need to make the AVL devices 4G compatible is $228,000. In addition, the annual estimated
costs for the maintenance and technical support of all AVL devices is$140,000. Totaling FY 19 costs
to$368,000 and$140,000 annually thereafter.
Therefore, the benefits the current system stated herein and to avoid the cost of replacing the current
system, the Administration seeks authority to continue to utilize Trackstar's AVL system.
KEY INTENDED OUTCOMES SUPPORTED
Build And Maintain Priority Infrastructure With Full Accountability
FINANCIAL INFORMATION
Page 358 of 1637
The cost associated with the purchase, maintenance and software for FY19 is estimated at $368,000
which was already appropriated through the budgeting process, and not to exceed $140,000 annually
thereafter, subject to annual budgeting process.
Legislative Tracking
Fleet Management
ATTACHMENTS:
Description
❑ AVL Waiver Memo
o AVL Waiver Reso
Page 359 of 1637
MIAMI BEACH
City of Miami Beach. 1700 Convention Center Drive.Miami Beach,Florida 33139,www.miamibeochfll.gov
COMMISSION MEMORANDUM
TO: Mayor Dan Gelber and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: October 17, 2018
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA,ACCEPTING THE RECOMMENDATION OF
THE CITY MANAGER AND WAIVING, BY 5/7THS VOTE, THE FORMAL
COMPETITIVE BIDDING REQUIREMENTS, FINDING SUCH WAIVER TO
BE IN THE CITY'S BEST INTEREST, AND AUTHORIZING THE CITY
MANAGER TO EXECUTE AN AGREEMENT FOR THE PURCHASE OF
TRACKSTAR INTERNATIONAL, INC.AUTOMATIC VEHICLE LOCATION
(AVL)SYSTEM'S HARDWARE, RELATED SOFTWARE, AND SERVICES
CITYWIDE, IN AN AMOUNT NOT TO EXCEED $368,000 FOR FISCAL
YEAR 2019, AND $140,000 ANNUALLY THEREAFTER, FOR A PERIOD
OF TWO (2) YEARS.
ADMINISTRATION RECOMMENDATION
Approve the Resolution.
FUNDING
The cost associated with the purchase, maintenance and software for FY19 is estimated at
$368,000 which was already appropriated through the budgeting process,and not to exceed
$140,000 annually thereafter, subject to annual budgeting process.
Grant funding will not be utilized.
KEY INTENDED OUTCOME
Build and Maintain Priority Infrastructure with Full Accountability
ANALYSIS
On December 8, 2010 and pursuant to RFQ No,39-09/10, Resolution 2010-27561 approved
and authorized the Mayor and City Clerk to execute a contract with Radio Satellite
Integrators, Inc. ("RSI")for the acquisition of an Automated Vehicle Locator(AVL)system for
the purpose of tracking vehicle location,automatic vehicle alert monitoring and customizable
reporting with real time data. Initially, 110 vehicles were being monitored. By 2016, RSI was
monitoring and maintaining approximately 850 vehicles. However, due to inherent
deficiencies in RSI's system and in anticipation of an expiring contract the City sought to
identify an alternate AVL system. The Fleet Department conducted market research and
identified an alternate AVL system from Trackstar International,Inc.("Trackstar")that proved
to be superior and significantly less costly.
On October 29, 2013, Trackstar was awarded a competitively bid contract with the City of
Fort Lauderdale.On February 9, 2016,the Fleet Department initiated a pilot program to test
the Trackstar system.After the testing period,Trackstar's AVL system was recommended by
Page 360 of 1637
Commission Memorandum
Waiver of AVL System
October17 2018
Page 11
the Fleet Department staff based on its ability to maximize hardware capabilities, high
configurable software functionalities and ease of use,enhanced geo-fencing,administrative
and reporting features, backward compatibility with existing hardware, and faster browser
response time. In addition,the conversion to the Trackstar system resulted in a savings of
approximately $135,850 yearly, a significant reduction in monthly, combined license and
telecom expenses. Therefore, on May 19, 2016, the City Manager approved for the City to
access the awarded contract from the City of Fort Lauderdale and has been utilizing it for the
purchase of devices, maintenance, and support of all AVL devices Citywide.Said contract is
set to expire on October 28, 2018.
In an effort to continue the support and maintenance of the AVL system, the Procurement
Department conducted research and determined that there were no contracts available to
continue piggybacking of the existing system from Trackstar. At this time, the Fleet
Department conducted further market research and determined that it was in our best
interest to continue with the Trackstar system based on the following:
While other vendors offer cloud-based services only, Trackstar's software and data reside
behind the City's firewall and the City remains in possession of the data;thus, protecting the
information from potential hackers. Also, Trackstar offers Retro Geo Fence, which allows
end users to go back in time to see which vehicles were in a certain area at a given time,
rather than running reports for all City vehicles at a given date and time. Additionally,
Trackstar works with a wide range of AVL hardware vendors, including: Sierra Wireless,
Cradle Point, Airlink, Telenav, and CalAmp (our current devices).
Many vendors offer'plug & play devices' as opposed to the hard-wired Trackstar devices.
Testing has revealed that 'plug & play' devices do not offer tracking reliability, are not as
easily customizable and can only report when the vehicle is turned on. These 'plug & play'
devices use the vehicle diagnostic port[there is only one]which is currently used by the fuel
management system in the City's case. This would require the purchase and installation of
a specialized cable to allow two devices to use the one diagnostic port which could result in
interference and potential signal loss with the vehicle computer communication capabilities.
This also offers easy access for operators to tamper with the equipment, unplugging the
device, thus rendering it inoperable, and unable to report.
As all AVL devices are programmed to be vendor specific, changing to a new AVL system
would require the removal of all devices from each City vehicle, resetting the device to
factory specifications,then downloading new vendor programming/software into the device
and re-installing it into each vehicle. This is not easily accomplished and requires a great
deal of labor, expense and loss of time for every City Department. Case in point, the
changeover in mid-February of 2016 from RSI devices to Trackstar took over five(5)weeks
for the City's then fleet of 850 vehicles; causing disruption to all City departments. The
current fleet is approximately 1,085 vehicles.
The initial projected FY19 costs of$368,000 (and $140,000 annually thereafter)will cover
approximately 1,100 devices, meant to accommodate the existing fleet as well as limited
number of spare, pre-programmed devices to help expedite the AVL from 3G to 4G.
Therefore,due to the benefits of upgrading the devices and maintaining the current system,
as stated, herein, the Administration seeks authority to continue to utilize Trackstar's AVL
system.
Page 361 of 1637
Commission Memorandum
Waiver of A VL System
October 17,2018
Page 13
CITY MANAGER'S RECOMMENDATION
After review of the staff recommendation,the City Manager recommends that the Mayor and
City Commission adopt this resolution to waive, by a 5/7ths vote, the formal competitive
bidding requirements, finding such a waiver to be in the City's best interest, and authorize
the City Manager to execute an agreement for the purchase of Trackstar International, Inc.
Automatic Vehicle Location (AVL)system's hardware, related software, and services, in an
amount not to exceed$368,000 for Fiscal Year 2019,and$140,000 annually thereafter,for
a period of two (2) years.
Page 362 of 1637