2004-25493 Reso Inc.
RESOLUTION NO. 2004-25493
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, WAIVING, BY 5/7THS VOTE, THE COMPETITIVE
BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE BEST
INTEREST OF THE CITY, AND AUTHORIZING THE MAYOR AND CITY CLERK
TO EXECUTE AN AGREEMENT WITH MOTOROLA, INC., IN THE AMOUNT OF
$84,875.00, FOR A SEVEN (7) MONTH PERIOD FROM MARCH 1, 2004,
THROUGH SEPTEMBER 30, 2004, FOR MAINTENANCE OF THE COMPUTER
AIDED DISPATCH SYSTEM (CAD); SAID AGREEMENT RENEWABLE FOR
FOUR (4) ADDITIONAL ONE YEAR TERMS, AT A COST OF $189,901.00 FOR
THE FIRST OPTION YEAR (YEAR 2), WHICH WILL ALSO INCLUDE SEVEN (7)
MONTHS OF MAINTENANCE FEES FOR THE FIRE RECORDS MAINTENANCE
SYSTEM (FRMS) AND LAW RECORDS MAINTENANCE SYSTEM (LRMS);
PROVIDED FURTHER THAT MAINTENANCE COSTS FOR ALL THREE
SYSTEMS (CAD, FRMS, LRMS) FOR THE SECOND OPTION YEAR (YEAR 3)
ARE ESTIMATED AT $226,236.00, WITH SUBSEQUENT 3% PER YEAR
INCREASES.
WHEREAS, the Mayor and City Commission authorized the Administration, on
March 4, 1998, to issue a standing order to Motorola, Inc., to provide a new Public Safety
Computer Aided Dispatch (CAD) and Records Management System (RMS); and
WHEREAS, the Police and Information Technology Departments determined in
March, 2001, that the Palladium Software associated with the new System was not
sufficient for the City's needs and that Motorola, Inc. would replace it; and
WHEREAS, in April 2001, Motorola, Inc. replaced the Palladium Software System
with the Printrak International, Inc. System and thereafter implemented it on June 18,2002;
and
WHEREAS, the initial warranty period for the HP Nonstop Series Hardware on
which the Printrak International, Inc. System runs will expire on February 29,2004, and this
is a critical component of the Police Public Safety System which requires 24 hour/7 days a
week maintenance and support; and
WHEREAS, Motorola, Inc. is the sole proprietary provider of the CAD System, and
is the sole source of proprietary information critical for the maintenance and support of the
HP Nonstop Series Hardware used by the City's Police Public Safety System; and
WHEREAS, it is recommended that the Mayor and City Commission waive, by
5/7ths vote, the competitive biding requirements, finding such waiver to be in the best
interest of the City.
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 waive, by 5/7ths vote, the competitive bidding requirement, finding
such waiver to be in the best interest of the City, and authorize the Mayor and City Clerk to
execute an Agreement with Motorola, Inc., in the amount of $84,875.00, for a seven (7)
month period from March 1, 2004, through September 30, 2004, for maintenance of the
Computer Aided Dispatch System (CAD); said Agreement renewable for four (4) additional
one year terms, at a cost of $189,901.00 for the first option year (Year 2), which will also
include seven (7) months of maintenance fees for the Fire Records Maintenance System
(FRMS) and Law Records Maintenance System (LRMS); provided further that
maintenance costs for all three systems (CAD, FRMS, LRMS) for the second option year
(Year 3) are estimated at $226,236.00, with subsequent 3% per year increases, all other
terms and conditions of said Agreement to be approved by the City Attorney.
PASSED and ADOPTED this 2Sday of February, 2004.
p;:r f~
CITY CLERK
APPROVED AS TO
FORM & LANGUAGE
& FOR exeCUTION
/I 11 1J1{).J1 ~ ~p{)~ oy
1~(2-'S 0-.
CITY OF. MIAMI BEACH
COMMISSION ITEM SUMMARY
m
Condensed Title:
A resolution waiving, by 5nths vote, the competitive biding requirements, finding such waiver to be in the
best interest of the City, and authorizing the Mayor and City Clerk to execute an agreement with Motorola,
Inc., which will cover a (5) year period from March 1, 2004, through September 30, 2008, at an initial cost
of $84,875 for (7) months of maintenance fees for the Computer Aided Dispatch System (CAD); and year 2
at a cost of $189,901 which will include (7) months of maintenance fees for the Fire Record Management
System (FRMS) and Law Records Management System (LRMS) and a full year of Computer Aided
Dispatch System (CAD) ; and maintenance costs for all three systems for year 3 are estimated at $226,236
with years 4 and 5 not to exceed 3% increase per year.
Issue:
The HP Nonstop Series Hardware was first installed for use with the Motorola CAD System in July, 2001.
The initial Motorola, Inc. warranty agreement for the HP Nonstop Series Hardware expires February 29,
2004.
Item Summary/Recommendation:
The Administration recommends approval and execution of the following Motorola, Inc. Maintenance and
Support Agreement.
Advisory Board Recommendation:
I N/A
Financial Information :
Amount to be expended:
IF~t
Information Technology Contract
Maintenance (Budget Account
550.0630.000325 , FY2003-2004
Source of
Funds:
AGENDA ITEM
DATE
C7G-
r9 -JS'=-rYf
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.ci.miami-beach.f1.us
To:
From:
Subject:
COMMISSION MEMORANDUM
Mayor David Dermer and
Members of the City Commission
Jorge M. Gonzalez ).,..r-~
City Manager U 0
Date: February 25, 2004
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, WAIVING, BY 5/7THS VOTE, THE
COMPETITIVE BIDING REQUIREMENTS, FINDING SUCH WAIVER TO
BE IN THE BEST INTEREST OF THE CITY, AND AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH
MOTOROLA, INC., WHICH WILL COVER A (5) YEAR PERIOD FROM
MARCH 1,2004, THROUGH SEPTEMBER 30, 2008, AT AN INITIAL COST
OF $84,875 FOR (7) MONTHS OF MAINTENANCE FEES FOR THE
COMPUTER AIDED DISPATCH SYSTEM (CAD) AND YEAR 2 AT ACOST
OF $189,901 WHICH WILL INCLUDE (7) MONTHS OF MAINTENANCE
FEES FOR THE FIRE RECORD MANAGEMENT SYSTEM (FRMS) AND
LAW RECORDS MANAGEMENT SYSTEM (LRMS) AND A FULL YEAR OF
COMPUTER AIDED DISPATCH SYSTEM (CAD); AND MAINTENANCE
COSTS FOR ALL THREE SYSTEMS FOR YEAR 3 ARE ESTIMATED AT
$226,236 WITH YEARS 4 AND 5 NOT TO EXCEED 3% INCREASE PER
YEAR.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
BUDGETED AMOUNT AND FUNDING
$84,875
Funding is available from the Information Technology Contract
Maintenance Account (Budget Account 550.0630.000325), for FY 2003-
2004.
BACKGROUND
In March 1998, the City concluded negotiations with Motorola/Lucent Technologies to
provide a Public Safety Computer Aided Dispatch (CAD), Police and Fire Records
Management Systems (RMS) utilizing Palladium Software for a cost of $1 ,400,000. The
Palladium Software was installed for the Police and Fire CAD systems and the Police
Records Management System. The Fire Records Management System was never
installed.
After the systems were operational, the City experienced severe operational difficulties. In
March, 2001 the City notified Motorola regarding its dissatisfaction with the newly installed
systems.
Commission Memorandum
Motorola, Inc. System Maintenance and Support Agreement
February 25, 2004
Page 2
At the same time, Motorola, Inc. was having considerable problems with the Palladium
Software installed at other sites and have since severed their relationship with Lucent
Technology who provided the Palladium System to the City.
Because of the City's dissatisfaction with the Palladium System, and the inability of the
System to meet the full requirements of the contract, the City initiated negotiations with
Motorola, Inc. to find a suitable replacement system. After an extensive review of
alternative systems, by the Police, Fire and Information Technology Departments and after
several site visits, it was determined that the Printrak International, Inc. CAD and Records
Systems which had recently been selected by the City of New York Police Department
(NYPD), met the specific needs of both the City's Police and Fire Departments.
In April, 2001, Motorola, Inc. agreed to replace the Palladium System with the Printrak
International, Inc. System which they had acquired in November 2000, when Printrak
International, Inc. became a wholly-owned subsidiary of Motorola, Inc. The Printrak
International, Inc. System had a market price of approximately $2,800,000. Due to the
nature of the original contract with the Motorola, Inc., the City will be required to pay only
the original contract price of $1 ,400,000, a savings of $1 ,400,000.
In September 2001 ,the City and Motorola, Inc. agreed upon the terms for the replacement
and in November 2001, the new Printrak International, Inc. System was installed. Live
operation of the CAD System for the Police and Fire Departments was undertaken on June
18,2002, and it is currently being used successfully by the City to receive citizen 911 calls
and dispatch all public safety personnel throughout the City.
ANALYSIS
The continued successful utilization of the Motorola, Inc. System requires on-going
maintenance and support on a 24 hours a day, 7 days a week basis.
The Motorola, Inc., CAD System and the HP Nonstop Series Hardware that it runs on are
highly integrated and interdependent in their operation. At this time, it is not practical to
have the hardware and the software maintained by separate vendors. Therefore, it is
imperative that the competitive biding requirements be waived to allow for maintenance
and support agreement to be obtained from Motorola, Inc., the sole source and proprietary
provider of the CAD software. It will ensure that this vital and critical equipment associated
with the Police and Fire public safety mission is protected.
The agreement with Motorola, Inc. (See Attachment I) will cover a five year period from
March 1,2004 through September 30,2008, at an initial cost of $84,875 for seven months
of maintenance for the Computer Aided Dispatch System (CAD). Year 2, will cost
$189,901, which will include seven months of maintenance fees for the Fire Records
Maintenance System (FRMS) and Law Records Maintenance System (LRMS) and a full
year of maintenance for the CAD. Maintenance costs for all three systems for year 3 are
estimated at $226,236 with years 4 and 5 not to exceed a 3% increase per year.
Commission Memorandum
Motorola, Inc. System Maintenance and Support Agreement
February 25, 2004
Page 3
First Year: $84,875
. CAD (7) Months March 1, 2004 - September 30, 2004
Second Year $189,901
(Funding will be available annually from the Maintenance Fund for Information
Technology (Budget Account 550.0630.325)
Product
CAD Software
Hummingbird
LRMS.
FRMS
Hewlett Parckard
Total
Maintenance Term
10/01/04-09/30/05
1 % 1/04-09/30/05
03/01/05-09/30/05
03/01/05-09/30/05
1 % 1/04-09/30/05
Maintenance Fees
$108,912
$3,367
$42,406
$1,988
$33,228
$189,901
Three Subsequent Years $ 226,236 yearly, plus 3% cost increase
(Funding will be available annually from the Maintenance Fund for Information
Technology (Budget Account 550.0630.325)
. CAD, FMRS, LRMS Full Year Maintenance October 1,2005 - September
30,2006,2007 and 2008.
Product
CAD Software (3% CPI)
Hummingbird (3% CPI)
LRMS
FRMS
Hewlett Parckard
Total
JMG/MKRlar
T:\AGENDA\2004\Feb2504\Consenl\PrintrakCommMem031.doc
Maintenance Term
1 % 1/05-09/30/06
10/01/05-09/30/06
1 % 1/05-09/30/06
1 % 1/05-09/30/06
1 % 1/05-09/30/06
Maintenance Fees
$112,179
$3,468
$72,696
$3,408
$34,485
$226,236