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HomeMy WebLinkAbout2003-25275 Reso RESOLUTION NUMBER 2003-25275 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT FOR FISCAL YEAR 2002-2003, WITH SIGMA COMMUNICATIONS, INC., IN THE AMOUNT OF $55,300.00, WITH THE SOLE SOURCE PROVIDER PURSUANT TO SECTION 2-367© OF THE CITY CODE, FOR THE REVERSE 911® COMMUNITY NOTIFICATION SYSTEM, WHICH INCLUDES FIVE (5) YEARS OF HARDWARE/SOFYWARE MAINTENANCE AND SUPPORT. WHEREAS, the Administration has determined that a Community Notification System would meet the needs of the City for a HAZMAT (Hazardous or Chemical Spills) system which has patents for outbound calling notification with database updating and storage; and WHEREAS, SIGMA Communications, Inc. is the sole source provider for the patents for outbound calling notification with database updating and storage through its Reverse 911® Community Notification System; and WHEREAS, SIGMA Communications, Inc. has a system which meets all the City's requirements and includes five (5) years of Hardware/Software maintenance and support, at a total cost of $55,300.00; and WHEREAS, the Administration has determined that SIGMA Communications, Inc. is a sole source provider pursuant to Section 2-367(c) of the City Code. 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 of Miami Beach, Florida, approved and authorized the Mayor and City Clerk to execute an agreement for FY2002-2003, between thc City and SIGMA Communications, Inc., in the amount of $55,300.00, as the sole source provider, pursuant to Section 2-367(c) of the City Code, for the Reverse 911® Community Notification System, which includes five (5) years of Hardware/Software maintenance and support. ATTEST: PASSED and ADOPTED this 30th day of J~ CITY CLEP, K~- ~ MAYOR ~ASTO FORM & LANGUAGE CITY OF MIAMI BEACH COMMISSION ITEM'SUMMARY Condensed Title: A resolution of the Mayor and City Commission of the City of Miami Beach, Florida, to waive, by 5/7ths vote, the bidding process, finding such waiver to be in the best interest of the City, and authorizing the Mayor and City Clerk to execute a Reverse 911 Community Notification System Agreement with Sigma Communications, Inc., the sole source provider, in the amount of $55,300.00, which includes five (5) years of hardware/software maintenance and support. Issue: IWhether a Reverse 911 Community Notification System Agreement should be executed pursuant to the sole source provisions of the City for the purchase and installation of a new Reverse 911 Community Notification System. Item Summary/Recommendation: ISigma Communications, Inc. was the chosen sole source vendor for the purchase and installation of the new Reverse 911 Community Notification System. The Administration recommends execution of the Agreement with Sigma Communications, Inc. Advisory Board Recommendation: N/A Financial Information: Source of Amount AcCoUnt :APproved Funds: 1 $55,300.00 011.9322.000674 - General Fund, FY2002-2003 2 3 ~inance Dept. Total $55,300.00 City Clerk's Office Legislative Tracking: I M. Kay Randall, Director, Information Technology Sign-Offs: Department Director / J I~/ AsSistant City Manager :City Manager DATE CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMi BEACH, FLORIDA 33139 · www.ci.miami-beach.fl.us To: From: Subject: COMMISSION MEMORANDUM Mayor David Dermer and Date: July 30, 2003 Members of the City Commission Jorge M. Gonzalez City Manager A RESOLUTION OR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, TO WAIVE, BY 5/7THS VOTE, THE BIDDING PROCESS, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE CITY, AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT, FOR FY2002 - FY2003, WITH SIGMA COMMUNICATIONS, INC., THE SOLE SOURCE PROVIDER OF THE REVERSE 911® COMMUNITY NOTIFICATION SYSTEM, IN THE AMOUNT OF $55,300.00, WHICH INCLUDES FIVE (5) YEARS OF HARDWARE/SOFTWARE MAINTENANCE AND SUPPORT. ADMINISTRATION RECOMMENDATION Adopt the Resolution. BID AMOUNT AND FUNDING $55,300 Funding is available from the General Fund (Budget Account 011.9322.000674). This system will be purchased from Operating Contingency funds which will be reimbursed should any grant proceeds be received. ANALYSIS The Administration determined that the community would be best served by obtaining a Community Notification System which had specific capabilities for HAZMAT (Hazardous or Chemical Spills) notification and patents for outbound calling notification with database updating and storage. The Information Technology Department researched the available systems and found that Sigma Communications, Inc. met all the requirements as it is the sole source for the specific patents that the City requires. Sigma Communication, Inc.'s product, the Reverse 911® Community Notification System, is an interactive geographically-based calling system developed to provide government entities with the ability to quickly communicate with specific groups of residents or residents within certain geographic areas. The system programs telephone numbers to be automatically called to deliver pre-recorded messages and can be remotely activated. Reverse 911® provides the City with the ability to expand communication notifications of all types, which include evacuations, shelter-in-place instructions, flooding, potential water shortages, and neighborhood watch activities. The system provides public safety agencies COMMISSION MEMORANDUM RE: Sigma Communications, Inc. July 30, 2003 Page 2 a means of continually providing citizens the information they need to help them make their neighborhoods safer, including missing children, sexual offenders and chemical spills. Reverse 911® is a patented product protected by three patents concerning public notification which are not licensed by any other company. The Patents are US Patent #5,559867, "Automated Calling System with Database Updating", September 26, 1996; US Patent #5,912,947, "Public Notification and Method", June 15, 1999; and US Patent #6,009,149, "Automated Calling System with Database Updating by Callee", December 28,1999. Simply stated, their patents cover any outbound calling session to a particular area. During the calling session, the caller can ask any question while the callee responds via their telephone key pad. The reply is then stored in the computer and automatically available as a parameter for a future calling session. Practical applications of the patents are crucial to a successful notification system. For example, some use it when sending a message to an evacuation area and asking the callee(s), if they need assistance. After gathering the responses, a new message is sent to only those needing help letting them know their message was received and that help is forthcoming. Other communities use this feature to ask for volunteer help during emergencies and then calling them back with more detailed information. Police Departments can quickly target areas when canvassing neighborhoods in Missing Persons investigations. Multilingual communities utilize the patented technology by asking the callee(s) in what language they would like to receive current and/or future notifications. Currently, there are two vendors that provide a citizen notification system; Dialogic Communications Corporation (DCC) and Sigma Communication, Inc. The City received pricing proposals from each vendor; DCC's Community Notification System proposal is $ 71,500; Sigma Communication Inc., utilized the pricing benefits of the Osceola County Florida Bid 00-386-DL for the Reverse 911® system proposal of $55,300. The Reverse 911® is a patented product protected by three patents concerning public notification which are not licensed by any other company. This system has been purchased using a Sole Source method by other agencies which include: Miami Dade Police Department, St. Lucie County Sheriff's Office, Monroe County Sheriff's Office, Tampa Police Department, Citrus County Sheriff's Office, and Hillsborough County Sheriff's Department. COMMISSION MEMORANDUM RE: Sigma Communications, Inc. July 30, 2003 Page 3 The associated cost of the system is as follows: Features Hardware/Software One Standard Multi-form Hardware Chassis Interface 24 (T1) or 24 analog Reverse 911 software (3 patents Automated Calling system/Database updates, Public notification and method, Automated callings system with database updating by callee) TTY/TDD calling( send text messages to the hearing impaired) Fax Blasting Training/Installation (3 days) 5 year Software and Hardware Maintenance and Support Mobilization Plus (Define mobilization scenario, assign a group of people who are required to respond to situation such as terrorism, hurricane, hostage etc) Hazmat(Capability to create a GeoZone that correlates to the particular Chemical (including chemical weapons) involved in a chemical spill or terrorist incident. Event Tracker Track events by location to interpret trends and tendencies Such as criminal activity( theft, burglary, arson etc) Guardian Calling (Calls will automatically be sent on each scheduled day to Specified personnel) Reverse911.net (Partnering with other communities to use additional phone lines) Network seats ( IT, Fire, PD, CH) Mass Call (Ability to use Sigma Comm. Mass Calling center (2,000 lines) REVERSE 11 TOTAL Costs $24,3O0.00 $ 3,600.00 $ 4,500.00 $ 3,500.00 $ 3,000.00 $ 2,400.00 $1,000.00 $ 6,000.00 $ 7,000.00 $55,300.O0 CONCLUSION The Administration recommends authorizing the Mayor and City Commission of the City of Miami Beach, Florida, to waive, by 5/Tths vote, the bidding process, finding such waiver to be in the best interest of the City, and authorizing the Mayor and City Clerk to execute an agreement, for FY2002 - FY2003, with Sigma Communications, Inc, the sole source provider of the Reverse 911® Community Notification System, in the amount of $55,300.00, which includes five (5) years of Hardware\Software Maintenance and Support. JMG:PDW:i~K~:J~G~