Resolution 2023-32792RESOLUTION NO: 2023-32792
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE. RECOMMENDATION OF THE
CITY MANAGER PURSUANT TO INVITATION TO NEGOTIATE (ITN) NO.
2023-014-DF FOR POLICE OFF -DUTY SCHEDULING SYSTEM;
AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH
POWERDETAILS, LLC, AS THE TOP -RANKED PROPOSER; AND, IF THE
ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN
AGREEMENT WITH POWERDETAILS, LLC, AUTHORIZING THE
ADMINISTRATION TO NEGOTIATE WITH VISUAL COMPUTER SOLUTIONS,
INC., AS THE SECOND -RANKED PROPOSER; AND, IF THE
ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN
AGREEMENT WITH VISUAL COMPUTER SOLUTIONS, INC., AUTHORIZING
THE ADMINISTRATION TO NEGOTIATE WITH ROLLKALL TECHNOLOGIES,
LLC., AS THE THIRD -RANKED PROPOSER; AND FURTHER AUTHORIZING
THE CITY MANAGER AND CITY CLERK TO EXECUTE AN AGREEMENT
UPON THE CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE
ADMINISTRATION.
WHEREAS, on March 27, 2023, the Mayor and City Commission authorized the
issuance of Invitation to Negotiate (ITN) 2023-014-DF for police off -duty scheduling system;
and
WHEREAS, on May 22, 2023, the City received proposals from the following seven (7)
firms: Hart Halsey, LLC d/b/a Extra Duty Solutions, Holmes Technology Inc., Illuno, Inc., Off
Duty Management, Inc., PowerDetails LLC, RollKall Technologies LLC, and Visual Computer
Solutions, Inc.; and
WHEREAS, on July 10, 2023, the City Manager appointed the Evaluation Committee
via LTC # 309-2023. On August 2, 2023, the City Manager updated the Evaluation Committee
via LTC #347-2023 to assign a Police Department representative more experienced with these
services. The Committee was comprised of Committee was comprised of Gabriel Donoso,
Finance Analyst III, Finance Department; Lazaro Guerra, Public Safety Communications
Division Administrator, Fire Department; Diane McRea, Senior Human Resources Specialist,
Human Resources Department; Antonio Montes de Oca, Chief Data Officer, Information
Technology Department; and Alejandro Mouro, Police Officer, Technical Services Division,
Police Department; and
WHEREAS, the Evaluation Committee convened on August 22, 2023, to consider the
proposals received.; and
WHEREAS, the Committee was provided an overview of the project, information relative
to the City's Cone of Silence Ordinance, the Government Sunshine Law, and general
information on the scope of services and a copy of each proposal; and
WHEREAS, the Committee was instructed to score and rank each proposal pursuant to
the evaluation criteria established in the ITN; and
WHEREAS, the evaluation process resulted in the proposers being ranked, by the
Evaluation Committee in the following order:
For the software -only option, the results of the Evaluation Committee's review of
proposals resulted in the following rankings:
1st ranked.- PowerDetails, LLC.
211 ranked - Visual Computer Solutions, Inc
31d.ranked - RollKall Technologies, LLC
4th ranked - Hart Halsey, LLC dba Extra Duty Solutions
5m, ranked - Illuno, Inc.
6th ranked - Off Duty Management, Inc.
For the fully managed options, the results of the Evaluation Committee's review of
proposals resulted in the following rankings:
1It ranked (tied) RollKall Technologies, LLC.
1st ranked (tied) - Visual Computer Solutions, Inc
3rd ranked - Hart Halsey, LLC dba Extra Duty Solutions
4th ranked - Off Duty Management, Inc.
WHEREAS, after reviewing all of the submissions and the Evaluation Committee
process, the City Manager concurs with the Evaluation Committee and find it is in the City's best
interest to proceed with the software option proposed by PowerDetails LLC; and
WHEREAS, PowerDetails LLC has provided similar services to the City of New Orleans
Police Department, City of Tampa Police Department, and Seminole County Sheriff's Office;
and
WHEREAS, the second -ranked and third, -ranked firms, Visual Computer Solutions, Inc.
and RollKall Technologies, LLC, respectively, are well -qualified and should be considered, in .
order of rank, if negotiations with PowerDetails LLC are not successful.
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 pursuant to Invitation to
Negotiate (ITN) No: 2023-014-DF for Police Off -Duty Scheduling System; authorize the City to
negotiate with PowerDetails, LLC, as the top -ranked proposer; and, if the Administration is not
successful in negotiating an agreement with PowerDetails, LLC, authorize the Administration to
negotiate with Visual Computer Solutions, Inc., as the second -ranked proposer; and, if the
Administration is not successful in negotiating an agreement with Visual Computer Solutions,
inc., authorize the Administration' to negotiate with RollKall Technologies, LLC., as the third -
ranked proposer; and further authorize the City Manager and City Clerk to execute an
agreement upon the conclusion of successful negotiations by the Administration.
PASSED AND ADOPTED this /p day of �U`O�Pr 2023.
ATTES1114--,/
OCT 2 �� �4..... APPROVED AS
TO
��a A FORM & LANGUAGE
INCOP,F�IoRATED' FOR EXECUTION
RAFAEL E. GRANADO, CITY CLERK,,N GELBER, MAYOR
City Attorney Date
Competitive Bid Reports - C2 C
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Alina T. Hudak, City Manager
DATE: October 18, 2023
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 INVITATION TO NEGOTIATE (ITN)
NO. 2023-014-DF FOR POLICE OFF -DUTY SCHEDULING SYSTEM;
AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH
POWERDETAILS, LLC, AS THE TOP -RANKED PROPOSER; AND, IF THE
ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN
AGREEMENT WITH POWERDETAILS, LLC, AUTHORIZING THE
ADMINISTRATION TO NEGOTIATE WITH VISUAL COMPUTER
SOLUTIONS, INC., AS THE SECOND -RANKED PROPOSER; AND, IF THE
ADMINISTRATION 1S NOT SUCCESSFUL IN NEGOTIATING AN
AGREEMENT WITH VISUAL COMPUTER SOLUTIONS, INC.,
AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH ROLLKALL
TECHNOLOGIES, LLC., AS THE THIRD -RANKED PROPOSER; AND
FURTHER AUTHORIZING THE CITY MANAGER AND CITY CLERK TO
EXECUTE AN AGREEMENT UPON THE CONCLUSION OF SUCCESSFUL
NEGOTIATI ONS BY THE ADMI NI STRATI ON.
It is recommended that the Mayor and City Commission approve the Resolution accepting the
City Manager's recommendation, pursuant to ITN 2023-014-DF for a police off -duty scheduling
system (for the software -only option), to negotiate with PowerDetails, LLC., as the top -ranked
proposer. The Resolution also authorizes the Administration, if negotiations are not successful
with PowerDetails, LLC, to negotiate with Visual Computer Solutions, Inc., as the second -
ranked proposer, and RollKall Technologies, LLC, as the third -ranked proposer, in order of rank.
Further, the Resolution authorizes the City Manager and City Clerk to execute an agreement
upon the conclusion of successful negotiations.
. z1olliziI•:
The City's Police Department frequently receives requests from local businesses and other
private entities to provide hourly police services or off -duty detail. The off -duty detail services
provide a stream of revenue funds for the City and an extra source of income for the assigned
police officers. The Department offers four (4) off -duty detail options, which include:
Page 40 of 2240
1. Temporary Off -Duty Details for short-term and non -repetitive events, which usually occur
on short notice.
2. Permanent Off -Duty Details for repetitive events involving the same entity.
3. Special Event Off -Duty Details for infrequent, one-time, or annual events, which require a
City permit and may involve a large number of people and the use of City property, streets,
and parks.
4. Still Photography/Film requests.
In 2019, the City entered into a three (3) year contract with PowerDetails through a competitive
quote process. PowerDetails worked closely with the Department to create a tailored solution
meeting its off -duty scheduling and payroll needs; however, due to an imminent upgrade of the
Police/Fire/Ocean Rescue staffing and payroll solution (Kronos), a decision to delay
implementation in order to integrate the two systems occurred and the contract with
PowerDetails since expired. The Department, therefore, reverted to using an in-house, custom -
written platform in Paradox which was developed by the MB I T Department to track officer hours
and pay rates for off -duty work. For over 20 years, the Department has relied on the antiquated
Paradox platform supplemented by significant manual documentation processes done by the
Off Duty Office, job coordinators, and special events commanders. All billing, invoicing, tracking
of pay slips, K-9 unit coordination and fees for use of equipment, among others, are tasks that
were and continue to be carried out by hand.
Accordingly, the Administration developed Invitation to Negotiate (ITN) 2023-014-DF to seek
proposals from qualified firms that can provide an off -duty management system.
The off -duty program is multi -faceted and not controlled by a single management system, but
rather by multiple processes. The Paradox platform is outdated and limited, only allowing for the
tracking of hours worked by off -duty personnel and their pay rate. Everything else related to off -
duty details is managed via paper forms filled out by job coordinators and through special event
workbooks completed on Microsoft Excel. Through a modem program, The Department would
be better able to expand current operations into one single platform to include invoicing and
payments from the vendors themselves. The management and control of the off -duty job,
however, remains the responsibility of the job coordinator.
The Department isn't in need of a full management solution because the issues it is facing are
not managerial in nature but rather recordkeeping and administrative issues created by a paper -
based system instead of a digital one. While the Paradox solution is now obsolete, a software -
only solution continues to be a better fit. A full system model would be detrimental for various
reasons, including eliminating direct communication between the Department and the
businesses served. Additionally, the centralization of control and oversight with regards to
departmental SOPs, the officer compliance with exception policies (i.e., injury service -
connected, marking out sick, etc.,) as well as the loss of the day-to-day vetting of contracted
business, job expectation, and permitted assignments carried out by the program currently
would be greatly affected if not eliminated altogether.
In order to consider all available options for the best management of the off -duty police officer
program, the RFP allowed bidders to submit proposals for software that will assist the Police
Department with program management, as is currently the model, and also allowed for bidders
Page 41 of 2240
to submit alternate proposals a fully managed program, which would include a third -party
providing the staffing and software required.
ANALYSIS
On March 27, 2023, the Mayor and City Commission authorized the issuance of ITN 2023-014-
DF for a police off -duty scheduling system. On March 30, 2023, the ITN was issued. A
voluntary pre -proposal conference was held to provide information to proposers submitting a
response on April 12, 2023. One (1) addendum was issued, and 57 prospective bidders
accessed the advertised solicitation. ITN responses were due and received on May 22, 2023.
The City received a total of seven (7) proposals from the following firms:
Submittals for Software Onl Submittals for Fully -Managed Programs
Hart Halsey, LLC dba Extra Duty Solutions Hart Halsey, LLC dba Extra Duty Solutions
Illuno, Inc. Off Duty Management, Inc.
Off Duty Management, Inc. RollKall Technologies LLC
PowerDetails LLC Visual Computer Solutions, Inc.
RollKall Technologies LLC
Visual Computer Solutions, Inc.
Holmes Technology Inc'
The proposal submitted by Holmes Technology Inc. was deemed non -responsive to the ITN for
failure to meet the minimum experience requirement of the ITN. Therefore, its submittal
received no further consideration.
On July 10, 2023, the City Manager appointed the Evaluation Committee via LTC # 309-2023.
On August 2, 2023, the City Manager updated the Evaluation Committee via LTC # 347-2023 to
assign a Police Department representative more experienced with these services. The
Evaluation Committee convened on August 22, 2023, to consider the proposals received. The
Committee was comprised of "Gabriel Donoso, Finance Analyst 111, Finance Department;
Lazaro Guerra, Public Safety Communications Division Administrator, Fire Department; Diane
McRea, Senior Human Resources Specialist, Human Resources Department; Antonio Montes
de Oca, Chief Data Officer, Information Technology Department; and Alejandro Mouro, Police
Officer, Technical Services Division, Police Department.
The Committee was provided an overview of the project, information relative to the City's Cone
of Silence Ordinance, and the Government Sunshine Law. The Committee was also provided
with general information on the scope of services and a copy of each proposal. The Committee
was instructed to score and rank each proposal pursuant to the evaluation criteria established in
the ITN. Additionally, the ITN stipulated that proposals for software solutions would be
evaluated against other proposals for software solutions and proposals for fully managed
programs would be evaluated against other proposals for fully managed programs. Therefore,
the Evaluation Committee completed two independent evaluations of the proposals received —
one for software -only proposals and another for fully managed proposals.
For the software -only option, the results of the Evaluation Committee's review of proposals
resulted in the following rankings:
1st ranked - PowerDetails, LLC.
2"d ranked - Visual Computer Solutions, Inc
Page 42 of 2240
3rd ranked - RollKall Technologies, LLC
4th ranked - Hart Halsey, LLC dba Extra Duty Solutions
5th ranked - I Iluno, Inc.
6th ranked - Off Duty Management, Inc.
For the fully managed options, the results of the Evaluation Committee's review of proposals
resulted in the following rankings:
1st ranked (tied) - RollKall Technologies, LLC.
1 st ranked (tied) - Visual Computer Solutions, Inc
3rd ranked - Hart Halsey, LLC dba Extra Duty Solutions
4th ranked -Off Duty Management, Inc.
Upon consideration of the proposals and the Evaluation Committee process for both options,
the Administration believes it is in the Citys best interest to proceed with the software option
proposed by PowerDetails LLC.
Because the needs of the Department are not managerial in nature but rather process -based, a
fully managed option wouldn't result in cost benefits. The fully managed option would not
reduce the Department headcount since the Department model would still require the tracking
and approval of staffing, compliance, and payments. The cost, on the contrary, would be
absorbed by clients via a substantial cost increase without a significant reduction in internal
costs. Fully managed solutions are structured so all costs are passed to our customers, while
software -only solutions are a one-time or annual cost paid by the city.
Unlike other agencies that have recently switched to a full -service solution, Miami Beach Police
Department personnel are not paid directly by vendors and have not been paid in this manner
for over 15 years. In addition, all Department off -duty work is coordinated through the Off -Duty
Office and will continue to require job coordinators to ensure that the detail requested is properly
staffed. Every detail must have oversight from either the Off Duty Office or a job coordinator
who is directly responsible for the staffing, invoicing and all officer work documentation. Passing
off this responsibility to an outside vendor could result in issues with accountability and invite
safety concerns. The Department needs to retain internal accountability for every individual job
and event as the costs of incorrect or improper staffing may result in some or all of the following:
significant disruptions to operational efficiency, possible loss of administrative fees collected,
and the potential of substantial overtime costs if on -duty resources are required. Operational
efficiency suffers when the City must correct the mistakes of unaccountable vendors, which is
often a consequence in third -party, fully -managed solutions.
Therefore, after reviewing the submissions and the results of the Evaluation Committee
process, PowerDetails is deemed to be the best -qualified firm for the project as its solution
best meets the criteria and specifications noted within the ITN and the needs of the Police
Department. Additionally, the PowerDetails solution meets the integration needs of the internal
stakeholders between the Police Department's UKG Telestaff platform, the Citywide Tyler
Technologies' MUNIS platform, and Authorize.net, the City's payment portal. The Department
has also verified that the references provided by PowerDetails are positive and meet the
requirements of the ITN. PowerDetails' clients include the City of New Orleans Police
Department, City of Tampa Police Department, and Seminole County Sheriff's Office, among
others.
Page 43 of 2240
According to a 2022 Community Satisfaction Survey conducted by ETC Institute, with more
than 38% of resident survey respondents and 58% of local businesses indicating that the
quality of police services is most important to them, it is paramount that public safety measures,
such as off -duty police services, remain accessible to create a better -protected community for
residents, businesses, and visitors alike.
The Police Department estimates $50,000.00 annually for these services. Fees will be
established through the negotiation process. Services pursuant to the award of this RFQ shall
be subject to funds availability approved through the City's budgeting process. Grant funds are
not anticipated to be utilized for these services.
Amount(s)/Acount(s):
011-1150-000325-20-401-595-00-00-00- $50,000.00
$50,000.00
For the reasons stated herein, it is recommended that the Mayor and City Commission approve
the Resolution accepting the City Manager's recommendation, pursuant to ITN 2023-014-DF
for a police off -duty scheduling system (for the software only option), to negotiate with
PowerDetails, LLC., as the top -ranked proposer. The Resolution also authorizes the
Administration, if negotiations are not successful with PowerDetails, LLC, to negotiate (for the
software only option) with Visual Computer Solutions, Inc., as the second -ranked proposer, and
RollKall Technologies, LLC, as the third -ranked proposer, in order of rank. Further, the
Resolution authorizes the City Manager and City Clerk to execute an agreement upon the
conclusion of successful negotiations.
Applicable Area
Not Applicable
I M17Y
i I=— U 1 ' -
Cft Cor.le
No
SeiitiOT
Legislative Tracking
Police/Procurement
ATTACHMENTS:
Description
No
o Scoring and Ranking Spreadsheet
o Resolution
Page 44 of 2240
RN 20234144)F
ByJh01 4uodulnl0t •
mvan omi
GBbdel DOR000
Laa10 GuorB
DWn YeRU
Aldordo ktlortUt do Oea
Alilmdro
No=
t62
ewmw
ausW&M
aumftmd .
Bub&.W
amw-
O-.Mff-
tullww
auY8f8Yr,
ausnow �.
Butmaw
"ll en"
auKdtmdw
BubbMl6rtre
Solutions
62
0
62
3
92
0
92
2 68
0
68
4 95
0
85
4 87
0
87
4
_55
0
55
5
85__
0
95
{ 30
0 _
30
6 _ BS
0
85
4 80
0
80
5
eM
60
0
60
4
30
0
30
6 63
0
63
5 85
0
_
85
4 75
0
75
B
Power Details
75
0
75
1
95
0
95
1 85
1 0
85
1 100
1 0
100
111 97
0
97
1 1 a 5 1
Rollkall Trt lee
55
0
55
5
89:
0
89
3 77
0
77
3 94
0
94
2 93_
2 86
_ 0,
_0
_ 93,
86_
15, _, J
4 14 2
Ysual Co:"mr Sotutiore
65
0
65
2
85
0
85
{ 81
0
Bt
_
2 94
0
_91
YMwiM1 wrs
Td10oN.VOw
y
1d•I w»r w..a.e
EYlre Dutv SoluBorts
o
0
Iluno _
Ofl Man
o
o
Power OeffiIPo
r
a
o
Rdlketl TZhrt e6
o
Visual t:or Solutions
r
FOR DISPLAY PURPOSES ONLY. FINAL RANKING DOES NOT CONSTITUTE AN AWARD RECOMMENDATION.
Page 45 of 2240