Service Agreement between Powerdetails, LLC and City of Miami Beach DocuSign Envelope ID:FAFA2C8F-7E3B-4600-BBED-5CD54354536F 2oZ. - 3 al q L
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POWERDETAILS, LLC
SOFTWARE AS A SERVICE AGREEMENT
THIS SOFTWARE AS A SERVICE AGREEMENT ("Agreement") is entered into by and
between POWERDETAILS, LLC ("Vendor") and the CITY OF MIAMI BEACH Police Department
("Customer").The term ("Term")of this Agreement shall begin on the date on which both parties
have executed it 6/6/2024 3: " f ctive Date").
Recitals
WHEREAS, Vendor provides services ("Vendor Services") using Vendor's software
("Vendor Software") and access-controlled website ("Vendor Site")which Customer desires to
use for electronic scheduling and administration of off-duty police details; and
WHEREAS, Customer desires to obtain a subscription ("Customer Subscription") for
certain Vendor Services in accordance with the provisions of(a) this Agreement and (b) one or
more quotation sheets(each a"Quotation Sheet")entered into by and between the parties,each
of which shall specify the Vendor Services included in each Customer Subscription ("Subscription
Services"), the term of the Customer Subscription (each a "Subscription Term") and the fees
applicable to the Customer Subscription ("Subscription Fees").
NOW, THEREFORE, in consideration of the parties' mutual promises contained in this
Agreement,the parties, intending to be legally.bound,agree as follows:
1. Use of Subscription Services.
a) Subject to the terms and conditions of this Agreement,Vendor grants Customer and
the users ("Users") given access to the Services by Customer the limited, non-exclusive, non-
sublicensable right to use the Subscription Services included within the Customer Subscription
during the Subscription Term.
b) Neither Customer nor any User will engage in any of the following actions(collectively,
the "Restricted Activities"): (i) modify, translate, or create derivative works of the Vendor
Services, Vendor Software, Vendor Site or any other technology used to provide the Vendor
Services (collectively, "Vendor Technology"); (ii) reverse engineer, decompile, disassemble, or
otherwise attempt to derive any of the Vendor Software's source code; (iii)sublicense, resell or
distribute any Vendor Technology in any manner or form; (iv) share login credentials for the
Subscription Services other than with permitted Users; (v) "frame" or "mirror" the Vendor
Services or Vendor Site; or(vi) submit to or create within the Vendor Services any data or other
materials(collectively"Restricted Materials")that(A)are illegal or illegally created, obtained or
submitted, (B) infringe upon or otherwise violate the rights of any third party, (C) are not
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permitted,under applicable laws,regulations,contractual obligations or Customer policies,to be
disclosed by Customer to Vendor or the Users.
c) Customer is responsible for establishing and maintaining the security and
confidentiality of all User usernames and passwords and for all activities that occur under
Customer's User accounts. Customer agrees to notify Vendor immediately of any unauthorized
access to or use of any User account or other known or suspected breach of security.
d) Customer will have sole responsibility, and Vendor assumes no responsibility, for
the data submitted to or created within the Vendor Services by Customer or any User
(collectively, "Customer Data"). Without limiting the foregoing, if Vendor is notified that any
Customer Data might violate applicable law or third-party rights, it may provide notice to
Customer and remove such Customer Data from the Service until the potential violation is
resolved.
e) Customer shall comply with all applicable laws in using the Vendor Services.
f) Vendor may,from time to time,adopt and update rules for permitted and appropriate
use of the Vendor Services. Any use of the Subscription Services by Customer and Customer's
Users shall be subject to such rules.
g) Vendor reserves the right,in addition to any other remedies available to it,to suspend
any User account or User activity if Vendor believes such account or activity (i) is the source of
disruption of the Vendor Services or harm to the systems or infrastructure of Vendor or any third
party, (ii)is being used to conduct illegal activity or activity that could potentially expose Vendor
to legal liability, or (ii) otherwise materially violates the terms and conditions set forth in this
Agreement or any rules adopted by Vendor with respect to the use of the Vendor Services.
h) The Vendor Services are subject to modification from time to time at Vendor's sole
discretion; provided that any such modification will neither relieve the Vendor of its obligations
under (1) the Agreement, and (2) the specifications, terms, and conditions of Invitation to
Negotiate (ITN) 2023-014-DF nor degrade the functionality of the Subscription Services in any
material manner,except as required by applicable law.Vendor will use reasonable efforts to give
Customer prior written notice of any material modification.
2. Payment Terms and Fees. Subscription Fees for each Customer Subscription shall be
payable in the amounts and upon the terms specified in Exhibit A hereto. Except as expressly
provided in this Agreement,Subscription Fees are nonrefundable. Late payments shall be subject
to a charge of 1.5% per month on any outstanding balance or the maximum permitted by law,
whichever is lower, plus all reasonable expenses and fees of collection. All invoices issued
hereunder are net 30 days. All amounts payable hereunder are exclusive of any sales, use, and
other taxes, or duties, however,designated.All payment obligations are non-cancelable, and all
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fees paid are non-refundable. Subscription and license fees shall be due within 15 days of the
notice to proceed and annually thereafter.
3. Customer Data.
a) As between Customer and Vendor, all Customer Data submitted to the Vendor Services
by Customer or by Customer's Users will remain the sole property of Customer or such
Users.Customer grants to Vendor a non-exclusive, perpetual license to use,copy,store,
transmit and display Customer Data to the extent reasonably necessary to provide,
{ maintain and improve the Vendor Services.
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b) Customer may obtain Customer Data in commonly used digital format upon written
request to Vendor;provided,however,that Vendor shall have no obligation to retain any
Customer Data and Customer's Users Data more than ninety(90) days after the end of
the Term.
c) Except as authorized by Customer or required under applicable law, Vendor shall not
disclose any Customer Data to anyone other than Customer's Users and Vendor's
employees and subcontractors who are bound by confidentiality obligations and who
need to know the same to perform Vendor's obligations hereunder.The confidentiality
obligations set forth in this paragraph do not apply to Customer Data which is already
in the possession of Vendor and not subject to a confidentiality obligation to Customer,
independently developed by Vendor, publicly disclosed through no fault of Vendor or
rightfully received by Vendor from a third party that is not under any obligation to keep
such information confidential.
d) Customer shall provide Vendor written notice before any Customer Data that is subject
to laws or regulations respecting public records("Public Records Laws")is submitted to
or created within the Vendor Services.Such notice shall specify which Customer Data is
subject to Public Records Laws and the Vendor's obligations, If any, under Public
Records Laws with respect to such Customer Data.
4. Ownership of Vendor Technology. Vendor retains all rights in the Vendor Technology,
including,without limitation,any intellectual property developed by Vendor during the course of
its performance of any services for Customer. Except as expressly provided in this Agreement,no
license or other right is granted to Customer or its Users in the Vendor Technology.The Vendor
name, the Vendor logo, and the product names associated with the Vendor Technology are
trademarks of Vendor or third parties, and they may not be used without Vendor's prior written
consent.
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5. Indemnification.
a) Vendor will defend, indemnify, and hold Customer(and its Users, officers, directors,
employees and agents) harmless from and against all costs, liabilities, losses, and
expenses (including reasonable attorneys' fees) (collectively, "Losses") incurred in
connection with any third-party claim, suit, action, or proceeding arising from the
actual or alleged infringement of any United States copyright, patent, trademark, or
misappropriation of a trade secret by the Subscription Services. In case of such a claim,
Vendor may,in its sole discretion and at its sole cost,procure a license that will protect
Customer against such claim, replace the Subscription Services with a comparable
non-infringing service, or terminate the Subscription Service without fault, provided
that in case of such a termination, Customer will receive a pro-rata refund of the
applicable Subscription Fees. The obligations contained in this paragraph will not
apply to the extent that the alleged infringement would not exist without: (i)
modification of any Vendor Technology by Customer or any User, (ii)combination by
Customer or any User of any Vendor Technology with any third party technology, (iii)
continued use of any Vendor Technology by Customer or any User more than thirty
(30) days after Customer is notified of the alleged infringement or modifications that
would have avoided the alleged infringement, or(iv) use by Customer or any User of
any Vendor Technology in breach of these Terms.
b) Customer will defend, indemnify, and hold Vendor (and its officers, directors,
employees and agents) harmless from and against all Losses incurred in connection
with any Restricted Activities.
c) In case of any claim that is subject to indemnification under these Terms, the party
that is indemnified ("Indemnitee")will provide the indemnifying party("Indemnitor")
reasonably prompt notice of the relevant claim. Indemnitor will defend and/or settle,
at its own expense,any demand,action,or suit on any claim subject to indemnification
under these Terms. Each party will cooperate in good faith with the other to facilitate
the defense of any such claim and will tender the defense and settlement of any action
or proceeding covered by this Section to the Indemnitor upon request. Claims may be
settled without the consent of the Indemnitee, unless the settlement includes an
admission of wrongdoing,fault or liability.
d)Vendor agrees to indemnify, defend and hold harmless the Customer and its officers,
employees, agents, and contractors, from and against any and all actions (whether at
law or in equity), claims, liabilities, losses, and expenses, including, but not limited to,
attorneys'fees and costs,for personal,economic or bodily injury,wrongful death, loss
of or damage to property, which may arise or be alleged to have arisen from the
negligent acts, errors, omissions or other wrongful conduct of the Vendor, its officers,
employees, agents, contractors, or any other person or entity acting under Vendor's
control or supervision, in connection with, related to, or as a result of the Vendor's
performance of the services pursuant to this Agreement. To that extent,the Vendor
h.all,.,ppy all such,ela mc, and losses and shall pay all such costs and judgments which
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may issue from any lawsuit arising from such claims and losses, and shall pay all costs
and attorneys'fees expended by the Customer in the defense of such claims and losses,
including appeals. The Vendor expressly understands and agrees that any insurance
protection required by this Agreement or otherwise provided by the Vendor shall in no
way limit the Vendor's responsibility to indemnify,keep and save harmless and defend
the Customer or its officers, employees, agents and instrumentalities as herein
provided.
e) The parties agree that one percent (1%) of the total compensation to Vendor for
performance of the Services under this Agreement is the specific consideration from
the Customer to the Vendor for the Vendor's indemnity agreement. The provisions of
this Section 5.1(d)and of this indemnification shall survive termination or expiration of
this Agreement.
6. Disclaimers and Limitations.
a) THE WARRANTIES EXPRESSLY STATED IN THIS AGREEMENT ARE THE SOLE AND
EXCLUSIVE WARRANTIES OFFERED BY VENDOR. THERE ARE NO OTHER WARRANTIES
OR REPRESENTATIONS, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION,
THOSE OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR
NONINFRINGEMENT.THE VENDOR TECHNOLOGY IS PROVIDED TO CUSTOMER ON AN
"AS IS" AND "AS AVAILABLE" BASIS. VENDOR DOES NOT WARRANT THAT USE OF THE
VENDOR TECHNOLOGY WILL BE ERROR-FREE OR UNINTERRUPTED.
b) Except with respect to liability for Restricted Activities or third party claims of
infringement of intellectual property rights, and any express obligations under this
Agreement to provide indemnification with respect thereto, in no event will either
party's aggregate liability exceed the Subscription Fees required to be paid by the
Customer to Vendor during the twelve(12)month period ending on the date on which
the relevant claim is submitted. In no event will either party be liable for any indirect,
special, incidental, consequential damages of any type or kind (including, without
limitation, loss of data, revenue, profits, use or other economic advantage).
c) If the Subscription Services are impacted by any incident resulting in data loss,Vendor
will take commercially reasonable steps to restore the Customer Data from the most
recent existing, unaffected backup available. Vendor makes no representations or
warranties regarding its ability to recover any Customer Data lost, and Customer
acknowledges that it may obtain a back-up copy of Customer Data by written request
to Vendor.
7. Term and Termination.
a) Except as renewed or terminated pursuant to this Section 7, (i) this Agreement shall
have an initial Subscription Term of five (5) years, commencing with the date of the
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notice to proceed, with a two (2) year renewal option to be exercised in the sole
discretion of Customer's City Manager.
b) Either party may terminate this Agreement and any Quotation Sheet at any time in the
event that the other party (i) breaches any material term of this Agreement or such
Quotation Sheet and fails to cure such breach within thirty (30) days after written
notice thereof; or (ii) becomes insolvent, makes a general assignment for the benefit
of creditors,suffers or permits the appointment of a receiver for its business or assets,
becomes subject to any proceeding under any bankruptcy or insolvency law, or is
wound up or liquidated,voluntarily or otherwise.
c) Upon termination of this Agreement for any reason, Customer and Users shall cease
all use of Vendor Services and,except as provided in Section 8(Survival of Provisions),
all rights and obligations of the parties hereunder, apart from Customer's accrued
financial obligations, shall automatically cease. Notwithstanding the foregoing,
termination shall not affect or prejudice any right or remedy that a party possesses
with respect to any breach of this Agreement occurring on or before the date of
termination.
d) THE CUSTOMER MAY ALSO,THROUGH ITS CITY MANAGER,AND FOR ITS CONVENIENCE
AND WITHOUT CAUSE,TERMINATE THE AGREEMENT AT ANY TIME DURING THE TERM
BY GIVING WRITTEN NOTICE TO VENDOR OF SUCH TERMINATION; WHICH SHALL
BECOME EFFECTIVE WITHIN THIRTY (30) DAYS FOLLOWING RECEIPT BY THE VENDOR
OF SUCH NOTICE. IF THE AGREEMENT IS TERMINATED FOR CONVENIENCE BY THE
CUSTOMER, CONTRACTOR SHALL BE PAID FOR ANY SERVICES SATISFACTORILY
PERFORMED UP TO THE DATE OF TERMINATION;FOLLOWING WHICH THE CUSTOMER
SHALL BE DISCHARGED FROM ANY AND ALL LIABILITIES, DUTIES,AND TERMS ARISING
OUT OF, OR BY VIRTUE OF,THIS AGREEMENT.
8. Survival of Provisions. The following Sections, and all defined terms used therein, shall
survive termination: all definitions, 1(b)(Use of Subscription Services), 3 (Customer Data), 4
(Ownership of Vendor Technology),5 (Indemnification), 6(Disclaimers and Limitations), 7 (Term
and Termination),8(Survival of Provisions),9(Notice), and 10(Miscellaneous).
9. Notice. Vendor may give notice by means of electronic mail to Customer's email address
on record in Customer's account or by written communication sent by first class mail or by courier
service to Customer's address on record in Customer's account. Such notice will be deemed to
have been given 72 hours after mailing (if sent by first class mail) or sending by courier or 24
hours after sending (if sent by email), or, if earlier, when actually received. Customer may give
notice to Vendor by email to contracts@powerdetails.com.A party may,by giving notice,change
its applicable address,email, or other contact information.
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10. Miscellaneous.
a) Choice of Law. This Agreement will be interpreted in accordance with the laws of the
State of Florida and applicable federal law, without regard to conflict of laws principles.
The parties hereby consent to Miami-Dade County,Florida,as the sole venue for resolving
any state court, federal court, or arbitration proceedings arising from or relating to the
performance or interpretation of this Agreement.
b) Severability. If any provision of this Agreement is held to be invalid, illegal, or
unenforceable by a court of competent jurisdiction,the invalid, illegal, or unenforceable
provision will not affect any other provisions, and this Agreement will be construed as if
the invalid, illegal, or unenforceable provision is severed and deleted from this
Agreement.
c) No Agency. No joint venture, partnership, employment, or agency relationship exists
between Customer and Vendor as a result of this Agreement or use of any Vendor
Services.
d) No Waiver. The failure of a party to enforce any right or provision in this Agreement will
not constitute a waiver of such right or provision.
e) Force Majeure. If the performance of this Agreement by either party (other than the
payment of Subscription Fees by Customer)is prevented,hindered,delayed or otherwise
made impracticable by reason of any flood, riot, fire, judicial or governmental action,
labor disputes,act of God or any other causes beyond the control of such party,that party
will be excused from such performance to the extent that it is prevented, hindered or
delayed by such causes.
f) Authority. Each of the undersigned represents and warrants that he or she has full legal
authority to bind the party for which he or she purports to execute this Agreement by
signing below.
g) Assignment. This Agreement may not be assigned by either party without the prior
written approval of the other party provided that the Agreement may be assigned
by Vendor to a parent, or subsidiary .Any purported assignment in violation of
this Section will be void.This Agreement may be enforced by and is binding on permitted
successors and assigns.
h) Third-Party Beneficiaries.There are no third-party beneficiaries under this Agreement.
i) Inspector General Audit Rights
For the Purposes of this provision, "City"shall mean Customer.
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1) Pursuant to Section 2-256 of the Code of the City of Miami Beach, the City has
established the Office of the Inspector General which may, on a random basis,
perform reviews, audits, inspections and investigations on all City contracts,
throughout the duration of said contracts. This random audit is separate and
distinct from any other audit performed by or on behalf of the City.
2) The Office of the Inspector General is authorized to investigate City affairs and
empowered to review past, present and proposed City programs, accounts,
records, contracts and transactions. In addition, the Inspector General has the
power to subpoena witnesses, administer oaths, require the production of
witnesses and monitor City projects and programs. Monitoring of an existing City
project or program may include a report concerning whether the project is on
time, within budget and in conformance with the contract documents and
applicable law.The Inspector General shall have the power to audit, investigate,
monitor, oversee, inspect and review operations, activities, performance and
procurement process including but not limited to project design, bid
specifications, (bid/proposal) submittals, activities of the Vendor, its officers,
agents and employees, lobbyists, City staff and elected officials to ensure
compliance with the contract documents and to detect fraud and corruption.
Pursuant to Section 2-378 of the City Code, the City is allocating a percentage of
its overall annual contract expenditures to fund the activities and operations of
the Office of Inspector General.
3) Upon ten (10) days written notice to the Vendor, the Vendor shall make all
requested records and documents available to the Inspector General for
inspection and copying.The Inspector General is empowered to retain the services
of independent private sector auditors to audit, investigate, monitor, oversee,
inspect and review operations activities, performance and procurement process
including but not limited to project design, bid specifications, (bid/proposal)
submittals, activities of the Vendor its officers, agents and employees, lobbyists,
City staff and elected officials to ensure compliance with the contract documents
and to detect fraud and corruption.
4) The Inspector General shall have the right to inspect and copy all documents and
records in the Vendor's possession, custody or control which in the Inspector
General's sole judgment, pertain to performance of the contract, including, but
not limited to original estimate files, change order estimate files, worksheets,
proposals and agreements from and with successful subcontractors and suppliers,
all project-related correspondence, memoranda, instructions, financial
documents, construction documents, (bid/proposal) and contract documents,
back-change documents, all documents and records which involve cash, trade or
volume discounts,insurance proceeds,rebates,or dividends received,payroll and
personnel records and supporting documentation for the aforesaid documents
and records.
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5) The Vendor shall make available at its office at all reasonable times the records,
materials, and other evidence regarding the acquisition (bid preparation) and
performance of this Agreement, for examination, audit, or reproduction, until
three(3)years after final payment under this Agreement or for any longer period
required by statute or by other clauses of this Agreement. In addition:
i. If this Agreement is completely or partially terminated, the Vendor shall
make available records relating to the work terminated until three (3)
years after any resulting final termination settlement; and
ii. The Vendor shall make available records relating to appeals or to litigation
or the settlement of claims arising under or relating to this Agreement until
such appeals, litigation,or claims are finally resolved.
6) The provisions in this section shall apply to the Vendor, its officers, agents,
employees, subcontractors and suppliers. The Vendor shall incorporate the
provisions in this section in all subcontracts and all other agreements executed by
the Vendor in connection with the performance of this Agreement.
7) Nothing in this section shall impair any independent right to the City to conduct
audits or investigative activities. The provisions of this section are neither
intended nor shall they be construed to impose any liability on the City by the
Vendor or third parties.
11.Vendor's Compliance with Florida Public Records Law
Pursuant to Section 119.0701 of the Florida Statutes, if the VENDOR meets the definition of
"Contractor"as defined in Section 119.0701(1)(a),the VENDOR shall:
1) Keep and maintain public records that ordinarily and necessarily would be required by
the public agency in order to perform the service;
2) Provide the public with access to public records on the same terms and conditions that
the public agency would provide the records and at a cost that does not exceed the cost
provided in this chapter or as otherwise provided by law;
3) Ensure that public records that are exempt or confidential and exempt from public
records disclosure requirements are not disclosed except as authorized by law; and
4) Meet all requirements for retaining public records and transfer to City,at no City cost,all
public records created, received, maintained and/or directly related to the performance
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of this Agreement that are in possession of the VENDOR upon termination of this
Agreement. Upon termination of this Agreement, the VENDOR shall destroy any
duplicate public records that are exempt or confidential and exempt from public records
disclosure requirements. All records stored electronically must be provided to City in a
format that is compatible with the information technology systems of City.
5) For purposes of this Article, the term "public records"shall mean all documents, papers,
letters, maps, books, tapes, photographs, films, sound recordings, data processing
software, or other material, regardless of the physical form, characteristics, or means of
transmission, made or received pursuant to law or ordinance or in connection with the
transaction of official business of the City.
VENDOR's failure to comply with the public records disclosure requirement set forth in
Section 119.0701 of the Florida Statutes shall be a breach of this Agreement.
In the event the VENDOR does not comply with the public records disclosure requirement
set forth in Section 119.0701 of the Florida Statutes,City may,at the City's sole discretion,
avail itself of the remedies set forth under this Agreement and available at law.
IF VENDOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER
119, FLORIDA STATUTES, TO VENDOR'S DUTY TO PROVIDE PUBLIC
RECORDS RELATING TO THIS AGREEMENT, CONTACT THE CUSTODIAN OF
PUBLIC RECORDS AT:
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CITY OF MIAMI BEACH
ATTENTION: RAFAEL E. GRANADO, CITY CLERK
1700 CONVENTION CENTER DRIVE
MIAMI BEACH, FLORIDA 33139
E-MAIL: RAFAELGRANADO@MIAMIBEACHFL.GOV
PHONE: 305-673-7411
a) Entire Agreement. This Agreement and any Quotation Sheets in effect between the
parties comprise, together, the entire agreement between Customer and Vendor and
supersede all prior or contemporaneous negotiations, discussions or agreements,
whether written or oral, between the parties regarding the subject matter contained
herein. No amendment or modification to this Agreement shall be binding unless in
writing and signed by an authorized representative of each party.
b) Duty of Care. With respect to the performance of the Services contemplated herein,
Vendor shall exercise that degree of skill,care,efficiency and diligence normally exercised
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by reasonable persons and/or recognized professionals with respect to the performance
of comparable work and/or services.
c) Compliance,with Applicable Laws. In its performance of the Services, Vendor shall
comply with all applicable laws,ordinances,and regulations of the Customer,Miami-Dade
County,the State of Florida,and the federal government,as applicable.
d) Patent Rights; Copyright; Confidential Findings. Any work product arising out of this
Agreement and relating to the Customer, as well as all information specifications,
processes, data and findings, are intended to be the property of the Customer and shall
not otherwise be made public and/or disseminated by Contractor, without the prior
written consent of the City Manager, excepting any information, records etc. which are
required to be disclosed pursuant to Court Order and/or Florida Public Records Law.
All reports,documents,articles,devices,and/or work produced in whole or in part under
this Agreement are intended to be the sole and exclusive property of the Customer and
shall not be subject to any application for copyright or patent by or on behalf of the
Contractor or its employees or sub-Contractors,without the prior written consent of the
City Manager.
e) Audits and Inspections. Upon reasonable verbal or written notice to Vendor, and at any
time during normal business hours (i.e.9AM —5PM, Monday through Fridays, excluding
nationally recognized holidays), and as often as the City Manager may, in his/her
reasonable discretion and judgment, deem necessary, there shall be made available to
the City Manager, and/or such representatives as the City Manager may deem to act on
Customer's behalf,to audit,examine,and/or inspect,any and all other documents and/or
records relating to all matters covered by this Agreement. Vendor shall maintain any and
all such records at its place of business at the address set forth in the"Notices"section of
this Agreement.
f) Proposal Documents.Proposal Documents shall mean City of Miami Beach Invitation to
Negotiate ("ITN") No. 2023-014-DF for POLICE OFF DUTY SCHEDULING SYSTEM,together
with all amendments thereto,issued by the City in contemplation of this Agreement,the
ITN,and the Vendor proposal in response thereto(the"Proposal"),all of which are hereby
incorporated and made a part hereof; provided,however,that in the event of an express
conflict between the Proposal documents and this Agreement, the following order of
precedent shall prevail:this Agreement;the ITN;and the Proposal.
g) E-VERIFY
(A) Vendor shall comply with Section 448.095, Florida Statutes, "Employment Eligibility" ("E-
Verify Statute"),as may be amended from time to time. Pursuant to the E-Verify Statute,
commencing on January 1, 2021, Vendor shall register with and use the E-Verify system
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to verify the work authorization status of all newly hired employees during the Term of
the Agreement. Additionally, Vendor shall expressly require any subconsultant
performing work or providing services pursuant to the Agreement to likewise utilize the
U.S. Department of Homeland Security's E-Verify system to verify the employment
eligibility of all new employees hired by the subconsultant during the contract Term. If
Vendor enters into a contract with an approved subconsultant, the subconsultant must
provide Vendor with an affidavit stating that the subconsultant does not employ,contract
with, or subcontract with an unauthorized alien. Vendor shall maintain a copy of such
affidavit for the duration of the Agreement or such other extended period as may be
required under this Agreement.
(B) TERMINATION RIGHTS.
(1) If the City has a good faith belief that Vendor has knowingly violated Section
448.09(1), Florida Statutes, the City shall terminate this Agreement with Vendor
for cause,and the City shall thereafter have or owe no further obligation or liability
to Vendor.
(2) If the City has a good faith belief that a subconsultant has knowingly violated the
foregoing Subsection 10.9(A), but Vendor otherwise complied with such
subsection,the City will promptly notify Vendor and order Vendor to immediately
terminate the Agreement with the subconsultant. Vendor's failure to terminate a
subconsultant shall be an event of default under this Agreement,entitling City to
terminate Vendor's contract for cause.
(3) A contract terminated under the foregoing Subsection (B)(1) or (B)(2) is not in
breach of contract and may not be considered as such.
(4) The City or Vendor or a subconsultant may file an action with the Circuit or County
Court to challenge a termination under the foregoing Subsection (B)(1) or (B)(2)
no later than 20 calendar days after the date on which the contract was
terminated.
(5) If the City terminates the Agreement with Vendor under the foregoing Subsection
(B)(1), Vendor may not be awarded a public contract for at least 1 year after the
date of termination of this Agreement.
(6) Vendor is liable for any additional costs incurred by the City as a result of the
termination of this Agreement under this Section 10.9.
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12.Insurance Requirements
The vendor shall maintain the below required insurance in effect prior to awarding the contract
and for the duration of the contract. The maintenance of proper insurance coverage is a material
element of the contract and failure to maintain or renew coverage maybe treated as a material
breach of the contract, which could result in withholding of payments or termination of the
contract.
A. Workers'Compensation Insurance for all employees of the Contractor as required
by Florida Statute Chapter 440 and Employer Liability Insurance with a limit of no
less than $1,000,000 per accident for bodily injury or disease. Should the
Contractor be exempt from this Statute, the Contractor and each employee shall
hold the City harmless from any injury incurred during performance of the
Contract.The exempt contractor shall also submit(i)a written statement detailing
the number of employees and that they are not required to carry Workers'
Compensation insurance and do not anticipate hiring any additional employees
during the term of this contract or(ii) a copy of a Certificate of Exemption.
B. Commercial General Liability Insurance on an occurrence basis,including products
and completed operations, property damage, bodily injury and personal &
advertising injury with limits no less than $1,000,000 per occurrence, and
$2,000,000 general aggregate.
C. Professional Liability (Errors & Omissions) Insurance appropriate to Vendor's
profession,with limit no less than$3,000,000.
D. Cyber Liability with limits no less than$1,000,000 per occurrence,and$2,000,000
general aggregate covering claims involving privacy violations, information theft,
damage to or destruction of electronic information, intentional and/or
unintentional release of private information, alteration of electronic information,
extortion and network security.
Additional Insured — City of Miami Beach must be included by endorsement as an additional
insured with respect to all liability policies (except Professional Liability and Workers'
Compensation)arising out of work or operations performed on behalf of the contractor including
materials, parts, or equipment furnished in connection with such work or operations and
automobiles owned,leased,hired or borrowed in the form of an endorsement to the contractor's
insurance.
Notice of Cancellation—Each insurance policy required above shall provide that coverage shall
not be cancelled,except with notice to the City of Miami Beach c/o EXIGIS Insurance Compliance
Services.
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Waiver of Subrogation—Vendor agrees to obtain any endorsement that may be necessary to
affect the waiver of subrogation on the coverages required. However, this•provision applies
regardless of whether the City has received a waiver of subrogation endorsement from the
insurer.
Acceptability of Insurers—Insurance must be placed with insurers with a current A.M.Best rating
of A:VII or higher. If not rated, exceptions may be made for members of the Florida Insurance
Funds(i.e. FWCIGA, FAJUA). Carriers may also be considered if they are licensed and authorized
to do insurance business in the State of Florida.
Verification of Coverage — Contractor shall furnish the City with original certificates and
amendatory endorsements, or copies of the applicable insurance language, effecting coverage
required by this contract. All certificates and endorsements are to be received and approved by
the City before work commences. However, failure to obtain the required documents prior to
the work beginning shall not waive the Contractor's obligation to provide them. The City reserves
the right to require complete, certified copies of all required insurance policies, including
endorsements, required by these specifications, at any time.
CERTIFICATE HOLDER MUST READ:
CITY OF MIAMI BEACH
c/o EXIGIS Insurance Compliance Services
P.O. Box 947
Murrieta,CA 92564
Kindly submit all certificates of insurance, endorsements, exemption letters to our servicing
agent,EXIGIS,at:
Certificates-miamibeach@riskworks.com
Special Risks or Circumstances —The City of Miami Beach reserves the right to modify these
requirements, including limits, based on the nature of the risk, prior experience, insurer,
coverage,or other special circumstances.
Compliance with the foregoing requirements shall not relieve the vendor of his liability and
obligation under this section or under any other section of this agreement.
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..DocuSign Enveiorie ID:f3E1.00E5EAC13.64600;99B3-3EFS145,CODA4:
)Cailtratt no,0-014r01:
IN WITNESS WHERE9F,the parties hereby ekatpte ihis Agreement to be-effective On the date
on which both:parties have signed
- VENDOR CITY-
POWERDETAILS,LLC BEACH
By: aide ZiAtehil, By: liMegttb )/\fiiliti
President Interim.CitY Managee•
Date: 04/22/2024
ATTEST:
CITY pEAstitill EACH
By: r4f4tti' i'‘14"6146
N—i-As8wAuw-bbh4(.1-.
Title: Rafael E. Granada,City Clerk
Date:6/6/2024 I 3:43 EDT
APPROVED AS TO
FORM&LANGUAGE
& FOR EXECUTION
51-datq$P0—' Irt1214
City Attorney .WP Date
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EXHIBIT A SCOPE OF SERVICES(Quote Form)
1.Description of Service.The scope of services pursuant to the Intention To Negotiation (ITN)is
hereby incorporated by reference in addition to this Exhibit A Scope of Services. PowerDetails is
a cloud-based platform that automates extra-duty and overtime management. The product
allows agencies to post opportunities (extra duty jobs or overtime shifts) and enforce policy
requirements upon users attempting to work such opportunities. For extra-duty the platform is
able to generate estimates and invoices, then collect payment electronically and deposit it into
the agency-designated bank account. For purposes of this agreement, "agency" refers to the
City of Miami Beach,Florida,or"City".In addition,the agency can record payments received such
as checks or money orders always to have an accurate picture of accounts receivable. This
comprehensive platform focuses on the equitable distribution of hours through various built-in
mechanisms and strategies.
2. Software Requirement(Deliverables).
The PowerDetails implementation will include the Enterprise Tier and the following
deliverables:
1. Schedule integration with UKG Telestaff PowerDetails will import schedules from
Kronos to enforce fatigue prevention policy/ rules. The City of Miami Beach IT
staff will generate and send a CSV file to PowerDetails. The file will contain all
schedule data for City employees and will be sent to PowerDetails 4 times per
day.
2. Munis Payroll Export - CSV file download of payroll data formatted to be
imported into Munis
3. Munis Invoice Export - CSV file download of invoice data formatted to be
imported into Munis
3.System Availability&Service Standards.
Support Services.PowerDetails has a team of customer success specialists available via phone or
email to help administrators and officers with platform usage questions.
Hours of Operation:
Ni Live support(Phone, Email and Chat)
• Monday—Friday 8:00 AM to 6:00 PM EST
• Holidays,Saturday&Sunday—No Service
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I After Hours Paging System: (911@powerdetails.com)
• Monday -Friday 6:01PM to 7:59 AM EST
• Saturday& Sunday-12:00AM -11:59PM
The after-hours paging system is meant to be used only for emergencies. Emergencies are
defined as instances where a large number of users are experiencing a problem.Some examples
include:
• Many users report- System is unavailable (Page not found)
• MBPD IT has verified the issue is not isolated to some users and/or locations
Emergency Response Time is 90 minutes. During the first 90 minutes of an incident report, our
team will research the report and provide an update to the agency administrators.
J Text and video training resources can be found within the PowerDetails Help section.
4. Response Time. The Service Level Agreement (SLA)in the table below only applies to requests
made during Service Desk Hours (please see above for hours). All requests made outside the
Service Desk Hours will be responded to with the best efforts of the support staff. All Response
Times will be measured after the initial Ticket Creation and/or Log& Route.
itoquost Typo Priority Lomb loklal Rospoaso
Tbno
Incidents 1-aitieal 1 Business Hours
Service 2-High 2 Business Hours
3-Medium 4 Business Hours
Requests 4-Low 8 Business Hours
5-Planning 8 Business Hours
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Request Type Examples:
Request Type Example
Incident Cannot
Cannot
Cannot bring up site
Error messages when navigating
Service General Questions
Request User Management:Password Reset,Add/Configure/
Remove a new user
Planned events: service,etc.
Priorities Descriptions:
Priority Type Description
Critical Issue affects the entire business and the majority of users are
unable to use the application.
High Issue affects work flow for a critical user/function.
Medium Issue affects a small number of users;the company as a whole
is functioning.
Low Routine requests, such as Service Requests. The company as a •
whole is functioning
Planning Company as a whole is functioning. This priority is usually
assigned to Projects or tickets that require planned
implementation.
5. Back up and Disaster Plan. All of PowerDetails business systems are in the CLOUD, hosted on
Microsoft AZURE. Therefore, PowerDetails has no local storage issues and has redundant back-
ups due to our hosting partners.The platform uses Geo-Replication to 3 different data centers to
prevent data loss.
All PowerDetails employees and contractors have the ability to work from home.All they need is
internet access to do their jobs. If the internet is down,they can also use their personal hotspots
or phones to log into our CLOUD-based business applications.
A documented disaster recovery and business continuity plan, including dates of disaster
recovery tests and schedule for future tests.
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The PowerDetails disaster recovery plan is confidential and can only be shared with customers,
or with prospective customers on a confidential basis. It cannot be included as part of this
response, because these records can become public should another vendor request a copy.
There is no Cost to the City for disaster recovery services.
6.Software Services. PowerDetails architecture utilizes the Microsoft Azure cloud,our security
practices include:
• Monitoring for instruction detection
• Vulnerability scanning and reporting
• Geo-Replication
• TLS 1.2 to encrypt data in-transit
• Account Lock-out after X invalid login attempts
• Secure User Passwords
Description of the measures taken to provide security and confidentiality as it relates to:
• Service Provider facility-Utilizing the Azure Cloud ensures physical security of the
equipment at a SOC2 facility.
• Monitoring equipment - PowerDetails utilizes the Azure Dashboard and Service
Health monitoring to ensure resource utilization and availability requirements are
met.
• Data transmission - All data is encrypted in-transit using TLS 1.2, this applies to
the web-based front end and the communication between our mobile apps and
the rest API.
• Data storage-All data stored is using GEO replication/redundant storage.
7. Project Team—PowerDetails
✓Lisa Dorrier-Project Manager-Project Responsibilities:Planning,scheduling and participating
in all meetings, client communication, software engineer communications, project executions,
training, and implementation.
✓Andy Rivera-Technical Lead - Project Responsibilities: Software development, integrations.
✓ Caroline Andrews — Customer Success Specialist - Project Responsibilities: Support,
troubleshooting, user acceptance,feature/workflow testing,training, and implementation.
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8. Project Plan.
Milestone / Task Time in Days
PowerDetails Enterprise Implementation 75.00
Planning& Knowledge Transfer 6.00
Knowledge Transfer 3.00
Review and written policies for extra-duty 2.00
Schedule Team meetings 0.20
General process review 0.40
Job award review 0.20
Billing and Customer Service policy review 0.20
Software Development(parallel) 35.00
Build Munis Payroll Export 5.00
Build Munis Invoice Export 5.00
Build Authorize.net interface or other system 20.00
Munis Interface Testing 5.00
Training 3.00
On-Site Training for all groups 2.00
Virtual training for all groups 1.00
Deployment/Implementation 1.00
Schedule Roll Out & Go Live 1.00
Build UKG/Kronos Interface 30.00
Buid integration 20.00
Import UKG/Telestaff data 2.00
Test data import 2.00
Data import-review results report 1.00
Verify imported data 2.00
Confiuration implementation 3.00
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• Contract no.23-014-01
Project Phases.
Phase 1:Set up
During the setup phase PowerDetails will create a dedicated site for the agency.In addition,our
team will import users and employers to the newly created site.
Phase 2:Software Development&Integrations
Schedule integration with on-duty scheduling system. PowerDetails will import schedules
from Kronos to enforce fatigue prevention policy/rules.
1. Munis Payroll Export -3 CSV file download of payroll data formatted to be
imported into Munis
2. Munis Invoice Export - CSV file download of invoice data formatted to be
imported into Munis
3. Integrate with Authorize.net
Phase 3:Training
During this phase, PowerDetails staff will work with the agency to schedule and conduct
training as follows:
./Session 1-Administrator Training
o Configuration
o Data Entry
o Basic Usage
o Policy Entry
V Session 2-Administrator Review
o Answer Questions
o Review Policy entered during session 1
J Session 3—Officer Training and Communications Plan
o Provide Officer Training and Materials
o Provide"Template"communication to be sent to end-users
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Phase 4:Go Live/ Rollout
The rollout phase brings the project to a close and sets the stage for the customer success team
to take over the necessary interactions between PowerDetails and the staff at the agency.This
phase includes:
✓Emailing end-users their credentials and training material
✓ Monitor activity,stand-by to assist users reset passwords,answer questions.
✓Communicate with the agency to make sure things are moving forward according to
expectations.
System Acceptance Period: Following the implementation of the software system provided by
PowerDetails, there shall be a system acceptance Period of sixty (60) days. During this period,
the City will conduct thorough testing and evaluation to ensure the system meets the agreed
specifications and requirements.
Issue Reporting and Resolution: Should any issues or deficiencies in the software system be
identified during the System Acceptance Period,the City agrees to notify PowerDetails in writing
within five(5)business days of such discovery. Upon receipt of such notification, PowerDetails is
required to acknowledge the issue and shall provide a solution or plan of action within fifteen
(15) business days.
Issue Resolution and Notice to Proceed: Upon resolution of all identified issues to the
satisfaction of the City as per the terms outlined above,the City shall issue a written Notice to
Proceed to PowerDetails. Payment for the annual subscription and licenses is due within 15 days
from the notice to proceed.
Implementation Methodology
To ensure that the implementation of the Project runs smoothly PowerDetails will run a weekly
project status report and publish a shared project plan document that will allow for constant
communication and interaction by all team members in between weekly calls. PowerDetails
software development team leverages the industry standard Scrum -Sprint process, which we
also use for project management methodology.
PowerDetails offers YouTube training videos for all parties.Additionally,the user guides are
professionally written and hyperlinked to the specific topics the user may be searching for.
The implementation team at PowerDetails will conduct training either virtually or on-site:
• Agency Administrators,Job Coordinators: Unlimited
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o Option 1:On-Site Training(included in seat license pricing) 2 days of on-site live
training:administrator,(120 minutes),coordinator(60 minutes),and officer&employer
training(30 minutes)sessions,2 cycles/day
o Option 2:Live Virtual Training(included in seat license pricing)-2 sessions per day
for 1 day (each session lasts 2 hours). administrator, (120 minutes), coordinator
(60 minutes),and officer&employer training(30 minutes)sessions, 2 cycles/day
o Traln-the-Trainer training for primary Administrators
o Online training via YouTube Videos.
Example for Administrators:Administrator Training Videos
o Online User Guide via the Help menu inside the application.
o Customer Support via phone or email for unscheduled assistance.
o Additional virtual training sessions will be provided as needed for new hires,facilitating
transitions,or other reasons.
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EXHIBIT B COST OF SOFTWARE AND SERVICES
aril powerdetails
prepared for: Miami Beata Polke Depadment
414( Central Blvd Suite 349 1100 WasMngton Ave
Orlando Ft 32801 Mimi Beech,ft 33139
tern 4o Onirtption Rote Quantity line rota)
SUBS YEARLY OowerOetatlk Enterprise license Annual Subscription S49500.00 t j 49,500.00
(2024.291
SEAT YEARLY Annual Client User Licenses 2024.2029) $(b 1500 $
Annual Employe User t uen se(Seat tkenit•3024.24) unlimited
Price Is good for S years.will renegotiate upon 2 yr.
Includes all training and trawl as outlined in the centred
Powerpfa*It requesting CMBP to consider a 3%annual COLA Increase Sub!big* S 49.500.00
Order tbtal: S 49,50000
.
Additional Services:
New merchant payment processor integration. If PowerDetails has built a prior
integration similar to what will be required for the new payment platform that will work with
no software development requirements, PowerDetails will not charge for it. For any integration
requiring modifications or a new build, PowerDetails will provide a Statement of Work (SOW)
spelling out the work to justify the expense not to exceed S23,000 that will be reviewed and
approved by Customer. The SOW shall be approved in accordance with Contract Approval
Authority 03.02 or as amended.
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ATTACHMENT A
RESOLUTION&COMMISSION AWARD MEMO
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RESOLUTION 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 Mantes 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:
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•
For' the software-only option, the results of the Evaluation Committee's review of •
•proposals resulted in the following rankings:
1st ranked.- PowerDetails, LLC.
2nd ranked-Visual Computer Solutions, Inc
3`d Tanked -RollKall Technologies, LLC
4th ranked- Hart Halsey, LLC dba Extra Duty Solutions.
5th 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:
1st ranked (tied)- RollKall Technologies; LLC.
1st ranked (tied)-Visual Computer Solutions, Inc
3'd 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 /1 day of a flier 2023.
ATTESFL___d• ..... ....... '
�.8
OCT 2 0 20 `•` . `h "'a APPROVED AS TO
FORM& LANGUAGE
INCORPIORATED -&FOR EXECUTION
RAFAEL E. GRANADO, CITY CLERK .. . VAN GELBER, MAYOR
• .City Attomeyf) Date
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a
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 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.
RECOMMENDATION
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.
BACKGROUND/HISTORY
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:
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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 IT 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
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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 Only Submittals for Fully-Managed Programs
Hart Halsey, LLC dba Extra Duty Solutions Hart Halsey, LLC dba Extra Duty Solutions
I Iluno, Inc. Off Duty Management, Inc.
Off Duty Management, Inc. RoIIKall 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 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.
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.
2nd ranked -Visual Computer Solutions, Inc
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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.
1st 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 City's 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 Departments UKG Telestaff platform, the Citywide Tyler
Technologies' MUNI S 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 Sheriffs Office, among
others.
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SUPPORTING SURVEY DATA
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.
FINANCIAL INFORMATION
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 Citys budgeting process. Grant funds are
not anticipated to be utilized for these services.
Am ount(s)/Account(s):
011-1150-000325-20-401-595-00-00-00- $50,000.00
$50,000.00
CONCLUSION
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
Is this a"Residents Right Does this item utilize G.O.
to Know" item.pursuant to Bond Funds?
City Code Section 2-14?
No No
•
Legislative Tracking
Police/Procurement
ATTACHMENTS:
Description
o Scoring and Ranking Spreadsheet
o Resolution
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DocuSign Envelope ID:FAFA2C8F-7E3B-4600-BBED-5CD54354536F
ATTACHMENT B
ADDENDA AND ITN SOLICITATION
DocuSign Envelope ID:FAFA2C8F-7E3B-4600-BBED-5CD54354536F
M I AM I B Ei•\c: I- I PROCUREMENT DEPARTMENT
1755 Meridian Avenue,3rd Floor
Miami Beach,Florida 33139
www.miamibeachfl.gov
ADDENDUM NO. 1
INVITATION TO NEGOTIATE (ITN) NO. 2023-014-DF
FOR POLICE OFF-DUTY SCHEDULING SYSTEM
May 12,2023
This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other
clarifications and revisions issued by the City.The ITN is amended in the following particulars only(deletions are shown
by strikethrough and additions are underlined).
I. REVISION: ITN DUE DATE AND TIME.The deadline for the electronic receipt of bids is extended until 3:00.
p.m., on Monday, May 22,2023.
All bids received and time stamped through BidSync, prior to the bid submittal deadline shall be accepted as
timely submitted. Bids will be opened promptly at the time and date specified.Hard copy bids or bids received
electronically, either through email or facsimile, submitted prior to or after the deadline for receipt of bids are
not acceptable and will be rejected. Late bids cannot be submitted, bidders are cautioned to plan sufficiently.
The City will in no way be responsible for delays caused by technical difficulty or caused by any other
occurrence.
II. ATTACHMENT(S)
Attachment A—Off-Duty Rate Sheet and Application (attached under separate cover in PeriscopeS2G)
III. RESPONSES TO QUESTIONS RECEIVED:
Q1: Can you please send me the event sign up forms used for any and all events to be managed under this
project? I did register and submitted a Test Event(Draft) but it only said choices like I would sell alcohol,
and I wanted off duty Police. There were no other specifics, like if you have alcohol, you need 4 officers,
versus 2 and every 4 officers need a Sergeant etc.
Al: The Police Department does not provide such forms at this time. A similar document is
attached as Attachment A herein.If your solution may include such forms,please include with
your firm's proposal.
Q2: If there is separate documentation of the Detail process, including charges, billing, cancelation policies
etc.that would be useful.
A2:Yes,see Attachment A.Information regarding rates will not be shared at this time.
Q3: How many events were scheduled in 2022,or in a prior more representative pre-COVID period as a gage
for expected volumes?
A3: The question is unclear; However,the volume of off-duty jobs has returned to pre-COVID
levels. The Police Department's off-duty program includes a combination of temporary,
1 ADDENDUM NO.1
INVITATION TO NEGOTIATE NO.2023-014-DF
FOR POLICE OFF-DUTY SCHEDULING SYSTEM
DocuSign Envelope ID:FAFA2C8F-7E3B-4600-BBED-5CD54354536F
NI I AM I B E ACPROCUREMENT DEPARTMENT
1755 Meridian Avenue,3rd Floor
Miami Beach,Florida 33139
www.miamibeachfl.gov
permanent, and special events making it difficult to answer.The City has multiple jobs, every
day,of different sizes and complexities.
Q4: How many staff will be managed for these events/details? (For per user licensing)
A4: We estimated that approximately 600 staff members will need access to the system.
Q5: Can you send me any documentation on the rates charged, overhead, cancellation policies etc.
A5: Refer to Q2 response.
Q6: I notice the meeting invite link associated with the bid due date. Is this for a Public Opening?
A6:Yes.
Q7: Kronos is sunsetting all of their WFC products and it is a full migration to Dimension. They will downplay
this and make it seem simple, but we have seen otherwise with customers choosing to move towards us.
With this, Kronos will no longer be a "standalone"time and labor management company, as we are.We
integrate with Tyler Munis,we are built for Public sector entities and have Aladtec Public Safety Scheduling
hat competes with Telestaff. Most Kronos customers still use paper timesheets for some departments or
groups, because Kronos does not work well with Public Sector. We do—it is our wheelhouse! Is there
consideration to replace or at least review options with Kronos sunsetting WFC?
A7: Not at this time.
Q8: Could you kindly provide us the rates customers pay per hour for off duty work, and an estimate of how
many hours of off duty was worked in 2022(or last month if that is easier)?
A8: Refer to Q2 response. The total number of off-duty hours in 2022 was approximately
106,000.
Q9:Which version of Kronos is being used?
A9:Workforce Telestaff 7.5.4.1
Q10: Does authorize.net process refunds to businesses?
A10: No,the City distributes refund checks to the vendors.
Q11: For ad-hoc reporting, is a REST API that allows MBPD to access the data an acceptable solution rather
than touching our database directly?
Al1: The City may consider the REST API if included in the proposal. The final determination
will be made in the best interest of the City.
2 ADDENDUM NO.1
INVITATION TO NEGOTIATE NO.2023-014-DF
FOR POLICE OFF-DUTY SCHEDULING SYSTEM
DocuSign Envelope ID:FAFA2C8F-7E3B-4600-BBED-5CD54354536F
PROCUREMENT DEPARTMENT
M I A! Y n 1 IBEACH 1755 Meridian Avenue,3rd Floor
Miami Beach,Florida 33139
www.miamibeachfl.gov
Q12:Which version of Active Directory is MBPD using?
Al2: 10.014393.347
Q13: Is MBPD open to having the vendors/businesses pay for the software for a small %fee or does MBPD
want to pay for the software out of it's own budget?
A13:The City will pay out of its own budget.
Q14: How many off-duty hours were worked in 2022?
A14: Refer to Q8 response.
Q15: How often are outside agencies called in to assist MBPD?Which external agencies were used in 2022?
A15: The City regularly works with other local agencies.A number or list cannot be provided
at this time. However, whichever solution is considered must be able to conform with any
number of partners.
Q16: Please confirm the hourly rate to hire officers.
A16: Refer to Q2 response.
Q17: How does the city accept electronic payments today?
A17:Via Authorize.net
Q18: By what criteria are details assigned to officers?
A18:Officers are assigned details based on the type of job:temporary, permanent,and special
events.
Q19: How are vendors invoiced for services rendered?
A19: Invoices are currently sent manually via correspondence(i.e mail and e-mail).
Q20: How do job coordination fees(3.4)differ from administrative fees?
A20: Where administrative fees are a flat rate per hour worked collected by the City, the
coordination fee is compensation earned by personnel who administer permanent off-duty jobs
or off-duty special events.
Q21: Regarding 3.7, Can you provide your current rate structures? How often are these revised?
A21: Refer to Q2 response.
3 A .1
INVITATIONDDENDUM TONO NEGOTIATE NO.2023.014-DF
FOR POLICE OFF-DUTY SCHEDULING SYSTEM
DocuSign Envelope ID:FAFA2C8F-7E3B-4600-BBED-5CD54354536F
M I Ai\A I B E A_C I-I PROCUREMENT DEPARTMENT
1755 Meridian Avenue,3rd Floor
Miami Beach,Florida 33139
www.miamibeachfl.gov
Q22:What job types does the department use,and how are pay rates determined?(3.7)
A22: Refer to Q2 and Q18 responses.
Q23: In 3.9,are cancellations referring to a client/vendor canceling a job or an officer calling off of a job?
A23: Both.
Q24: Regarding sections 3.9 and 3.10-What is your officer cancellation policy?
A24: Refer to Q2 response.
Q25: How does the Tyler Technologies integration work today?What information is imported/exported?(3.14)
A25: There is currently no integration with Tyler Technologies MUNIS. The City would like the
awarded solution to create said integration including, but not limited to, payroll and financial
management.
Q26:What problem does the Kronos integration solve for?(3.15)
A26: Kronos integration should solve for including, but not limited to, maximum amount of
hours worked on a day or weekly basis (in conjunction with regular duty), prevention of
pyramiding (overlap of regular and off-duty work), and prohibition on working off-duty when
sick leave(or other) is used.
Q27:What version of Telestaff is currently implemented? Is it the On-Premises version or the Cloud Version?
(3.15)
A27: It is the on-premises web version.
Q28: Is there an existing Telestaff integration with your discontinued Off-Duty System? Is it a real-time
integration or a scheduled integration? (3.15)
A28: No.
Q29: Does your current off-duty system integrate with Active Directory?
A29: No.
Q30:What is the intended schedule/timeline for contract award and implementation?
A30: The City endeavors to award prior to October 1, 2023. Implementation to be determined
upon successful completion of negotiations.
4 ADDD
INVITATIONENUM TONO.1 NEGOTIATE NO.2023-014-DF
FOR POLICE OFF-DUTY SCHEDULING SYSTEM
DocuSign Envelope ID:FAFA2C8F-7E3B-4600-BBED-5CD54354536F
M I A MPROCUREMENT DEPARTMENT
B E AC H 1755 Meridian Avenue,3ro Floor
Miami Beach,Florida 33139
www.miamibeachfl.gov
Q31:What was the total number of off-duty hours worked by your agency in the past year?
A31: Refer to Q2 response.
Q32:What was the total number of officers who worked off-duty shifts in the past year?
A32: Assume every sworn and non-sworn employee; in addition to volunteer officers from
partnering agencies,will be provided with a login to the awarded solution.
Q33: Please provide hourly rates for your off-duty details:
a. Standard Rate
b. Supervisor Rate
c. Holiday.Rate
d. Emergency Rate
e. Vehicle Rate
Do you anticipate any of these rates increasing within the next year?
A33: Refer to Q2 response.Assume rates will change regularly.
Q34:What is the minimum and maximum number of hours per off-duty job request?
A34: For each individual officer,per day,the minimum is four(4)hours and the maximum is 18
hours for any job request.
Q35:Throughout the ITN,we have found no request for pricing. Do you want this information included in our
response? If so, please indicate how you would like this information formatted. Where this information
should be placed in the response.
A35: Responses pursuant to the ITN are not to include cost.After selection,the City and the
selected consultant will negotiate the scope of work,terms,and cost.
Q36: If additional fees may be charged to individual officers for options, such as faster receipt of payments,
additional insurance coverage, etc., please give directions on where these fees should be disclosed in
the response.
A36: Refer to Q35 response.
Q37: If additional fees may be charged to your agency or its private entities for items such as software
integration, app/platform registration, training, etc., please give directions on where these fees should
be disclosed in the response.
A37: Refer to Q35 response.
5 ADDENDUM NO.1
INVITATION TO NEGOTIATE NO.2023-014-DF
FOR POLICE OFF-DUTY SCHEDULING SYSTEM
DocuSign Envelope ID:FAFA2C8F-7E3B-4600-BBED-5CD54354536F
M I A M I B E, H PROCUREMENT DEPARTMENT
1755 Meridian Avenue,3rd Floor
Miami Beach,Florida 33139
www.miamibeachfl.gov
Q38:Do you have any objections or concerns about utilizing financial float(risk assumed by the selected Firm)
to ensure your Agency or officers are paid the week after work is completed?
A38:Yes,however,the City currently has an internal process in place to manage float and most
jobs will be paid in advance.
Q39:Was the ITN and its specifications, requirements,or scope of work developed with the assistance of any
third-party vendors, consultants, or customers? If so, please disclose those parties, and at the same
time indicate whether those parties are prohibited or allowed to bid on this specific ITN?
A39: No third parties were utilized in the development of the ITN.
Any questions regarding this Addendum should be submitted in writing to the Procurement Management Department
to the attention of the individual named below, with a copy to the City Clerk's Office at
RafaelGranado@miamibeachfl.gov
Contact: Telephone: Email:
Danny Flores 305-673-7000 ext.26652 DannvFlores a(�.miamibeachfl.gov
Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. Potential proposers
that have elected not to submit a response to the ITN are requested to complete and return the"Notice to Prospective
Bidders"questionnaire with the reason(s)for not submitting a proposal.
Si a ely,
Kr sty da
P ocurement Contracting Manager
6 I ADDENDUM NO.1
INVITATION TO NEGOTIATE NO.2023-014-DF
FOR POLICE OFF-DUTY SCHEDULING SYSTEM
DocuSign Envelope ID:FAFA2C8F-7E3B-4600-BBED-5CD54354536F
MIAMIBEACH MIAMI BEACH POLICE DEPARTMENT
Gii SUPPSERVICES
RT
OFF DUTOY EMPLOYMENT O FIICE
1100 WASHINGTON AVE
MIAMI BEACH, FLORIDA 33139
OFFICE (305) 673-7823 FAX (305) 673-7067
OFF DUTY POLICE SERVICE INFORMATION FOR VENDORS
EFFECTIVE 10/24/2022
Standard Rate of Pay Schedule (Temporary or Permanent) (4-hour minimum per officer)
Police Officer
Special or Large-Scale Events -Compensation Rate of Pay Schedule (4-hour minimum per officer)
Non-Sworn (Traffic Certified) _ per hour
Police Officer _ per hour
Sergeant _ per hour
Lieutenant _ per hour
Captain _ per hour
In accordance with the Miami Beach Police Department Off-Duty Policy, if five or more employees are
working in an off-duty capacity, one of the five positions will be a Sergeant. Employees working in the
capacity of a Sergeant will be compensated at the prevailing Sergeant's supervisory rate(shown above).
If ten or more employees are working off-duty, one of the ten positions will be a Lieutenant. Employees
working in the capacity of a Lieutenant will be compensated at the prevailing Lieutenant's supervisory rate
(shown above). The same principle would apply to Captains. The prevailing Captain's supervisory rate
applies to Special Events (shown above).
Details such as special or large-scale events that necessitate advanced planning may require the
assignment of a Miami Beach Police Department Police Coordinator. The special event Miami Beach
Police Department Police Coordinator will be compensated at the rate of per hour planning and
scheduling time. Job cancellations must be made at least 24 hours prior to the scheduled starting time of
the detail and must be called in to the Off Duty Employment Office during normal operating hours. The
Off Duty Employment Office is open 8:00 a.m. - 4:00 p.m. Monday through Friday, excluding holidays.
The four (4) hour minimum shall apply to cancellations not meeting this requirement.
Night Club Standard Rate of Pay Schedule (4-hour minimum per officer)
Police Officer _ per hour
Sergeant _ per hour (supervising 4 or more Police Officers)
Miami Beach Police Department Police Coordinator(Permanent or Special Event Off Duty Details)
per hour or 1 staff hour (), whichever is greater.
City Administration Fee— per hour - per officer (4 hour minimum)
Marine Patrol Officer (additional two hours of pay for preparation/clean-up of boat)
Motorcycle Escorts —4 hour minimum — dollars. Unless more than 4 hours, then_ per
hour.
Equipment Fees (based on availability) - (4 hour minimum)
Police Vehicle/Traffic detail _ per hour Police Motorcycle _ per escort
All-Terrain Vehicle — per hour Police K-9 _ per hour
Police Boat _ per hour
DocuSign Envelope ID:FAFA2C8F-7E3B-4600-BBED-5CD54354536F
Payments Due for Police Services
All payments due for services performed by Department personnel will be paid in advance directly to the
City of Miami Beach by credit card, check or money order only. CASH WILL NOT BE ACCEPTED.
Pay rates (excluding administrative or equipment fees) will be doubled for any off-duty
employment performed on the following holidays:
New Year's Eve New Year's Day President's Day
Martin Luther King's Birthday Memorial Day Juneteenth
Independence Day Labor Day Veteran's Day
Thanksgiving Day Day after Thanksgiving Christmas Eve
Christmas Day
The MIAMI BEACH POLICE DEPARTMENT is NOT obligated to provide off duty police services. Off
duty police services will not be approved to any person, firm, or organization whose officers, members,
business, or operations are of a questionable nature; or for any event that will discredit the employee,
Police Department or the City.
It is understood that, notwithstanding the fact that the applicant will pay the Miami Beach Police
Department personnel for services rendered and the City for administrative fees, the Miami Beach Police
Department personnel will remain employees of the Miami Beach Police Department. The applicant is
restricted to the general assignment of duties to be performed and has no authority over the Miami Beach
Police Department personnel.
It is further understood that Miami Beach Police Department officer performing off duty police services
who takes police action falling within the purview, or on the premises of the applicant, shall remain in an
off-duty service status for the duration of time to complete the processing of such action. Any time
beyond that originally contracted for which is used to complete the processing of the police action shall be
paid for by the applicant. However, an officer taking police action outside the purview of the applicant, or
off the applicant's premises, will revert to an on-duty status.
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MIAMI BEACH POLICE DEPARTMENT
MIAMIBEACH SUPPORT SERVICES DIVISION
OFF DUTY SECTION
1100 WASHINGTON AVE
MIAMI BEACH, FLORIDA 33139
OFFICE (305) 673-7823 FAX(305) 673-7067
PERMANENT OFF DUTY POLICE SERVICE APPLICATION
The MIAMI BEACH POLICE DEPARTMENT is NOT obligated to provide off duty police services. An
application will not be approved to any person, firm, or organization whose officers, members,
business, or operations are questionable or for any event that will discredit the employee, department
or City.
It is understood that, notwithstanding the fact that the applicant will pay the department employee for
services rendered and the City for administrative fees, the police personnel remain employees of the
Miami Beach Police Department. The applicant is restricted to the general assignment of duties to
be performed and has no authority over the police personnel.
It is further understood by all parties that a police officer performing off duty police services who takes
police action falling within the purview, or on the premises of the applicant shall remain in an off duty
service status for the duration of time it takes to complete the processing of such action. Any time
beyond that originally contracted for which is used to complete the processing of the police action
shall be paid for by the applicant. However, an officer taking police action outside the purview of the
applicant, or off the applicant's premises, will revert to an on duty status.
All compensation due for services performed by police personnel will be paid in check or money
order form only.
ALL APPLICANTS ARE TO COMPLETE PART A OF THIS APPLICATION. PART B IS TO BE
COMPLETED ONLY IF ALCOHOLIC BEVERAGES ARE SOLD, SERVED AND/OR CONSUMED
ON THE PREMISES.
DATE
PART A
Applicant
(Business Name or Organization)
Mailing Address City State Zip
City of Miami Beach Occupational License# (attach copy)
NAME OF AUTHORIZED AGENT REQUESTING SERVICE:
Date of Birth Race Sex
(First) (Middle) (Last)
1
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PERMANENT OFF DUTY POLICE SERVICE APPLICATION (can't)
Home Address City State Zip
is requesting to engage the services of off duty police personnel of the Miami Beach Police
Department, for public safety services that are in addition to those provided generally to the public.
Specific location of police service
Specific service to be performed
PART B
Corporation Name
Corporate Officers(name) _ Date of Birth Race Sex Social Security#
President
V.President
Director
Treasurer
Secretary
Other
Attach copy of State Corporate papers
State of Florida Liquor License# (attach copy).
An applicant may relinquish his/her request at any time. However, in the event of such relinquish, all
outstanding payments for services rendered are due.
THIS APPLICATION MAY BE CANCELLED BY THE CHIEF OF THE MIAMI BEACH POLICE
DEPARTMENT, OR HIS AGENT, AT ANY TIME, WITH OR WITHOUT CAUSE.
2
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PERMANENT OFF DUTY POLICE SERVICE APPLICATION (con't)
I HAVE READ AND UNDERSTAND THE PROVISIONS OF THIS APPLICATION AND WILL ACT IN
FULL COMPLIANCE WITH THEM.
(Signature of Applicantfagent)
(Business telephone number)
For Department Use Oniy
AFTER INVESTIGATING THIS REQUEST, IT IS RESPECTFULLY RECOMMENDED THAT THIS
APPLICATION BE:
APPROVED DATE DISSAPROVED
Supervisor,Off Duty Office Supervisor,Off Duty Office
District Captain District Captain
Major/Commander,Services Division Major/Commander,Services Division
Chief of Police Chief of Police
Date applicant notified of approval/disapproval by
05/05 AD
3
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Invitation to Negotiate (ITN)
2023-014-D F
Police Off-Duty Scheduling System
TABLE OF CONTENTS
SOLICITATION SECTIONS:
0100 INSTRUCTIONS TO RESPONDENTS
0200 GENERAL CONDITIONS
0300 PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT
0400 PROPOSAL EVALUATION
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SECTION 0100 INSTRUCTIONS TO.RESPONDENTS.&GENERAL CONDITIONS
1. GENERAL. This Invitation to Negotiate (ITN) is issued by the City of Miami Beach, Florida (the "City"), as the
means for prospective Proposers to submit proposals for the City's consideration in evaluating qualifications to select
a firm with whom it may negotiate an agreement for the purpose noted herein.
The City utilizes Periscope S2G (formally known as BidSync)(www.periscopeholdings.com or www.bidsvnc.com)for
automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of any
addendum to this ITN. Any prospective Proposer who has received this ITN by any means other than through
Periscope S2G must register immediately with Periscope S2G to assure it receives any addendum issued to this
ITN. Failure to receive an addendum may result in disqualification of proposal submitted.
2. BACKGROUND
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:
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. The
contract with'PowerDetails has since expired and the Department is currently using an antiquated legacy system,
Paradox,while it seeks a new solution by means of successful negotiations with the successful proposer to this ITN.
3.PURPOSE.
Through this ITN,the City seeks proposals from well-qualified firms that can provide an off-duty management system
(the "System"). The proposed System must be able to obtain work requests, send quotes to customers, schedule
officers, receive payments,and interface with Tyler Technologies Munis ERP software and UKG Kronos Telestaff as
the City's current on-duty scheduling solution. In addition, the proposed System must be accessible from desktops,
laptops, tablets, and mobile devices. It must also be able to manage off-duties jobs in accordance with current
practices and guidelines of the Department's collective bargaining agreements, policies and procedures, and rules
and regulations. The City will consider qualifications in accordance with the submittal requirements included in
Section 0300 and may negotiate an agreement with the firm deemed to be most qualified. All proposals will be
evaluated in accordance with Section 0400.
3.1. Interested Parties. Interested parties are invited to submit proposals in accordance with Section 0300.
In accordance with the instructions of Section 0300, interested parties should provide detailed information
that demonstrates its experience in providing off-duty management systems. Specific scope proposals are
not requested at this time. Responsive proposals will be evaluated in accordance with Section 0400. The
city manager may recommend negotiations with one or more firms in accordance with Section 0100, Sub-
section 12, or may recommend rejection of all responsive proposals. Contract negotiations to determine
terms, conditions, scope, insurance/bond requirements, and costs will commence with the selected
proposers as authorized by the City Commission in accordance with Section 0100,Sub-sections 12 and 13.
3.2. Alternate Proposals. Alternative to the software system described above and in Section 0300, Tab 3,
interested parties may offer alternate proposals for the Police Department's off-duty management system
(e.g., turn-key staffed approaches). Parties interested in submitting alternate proposals must submit
proposals in accordance with Section 0300, including but not limited to detailed responses, as applicable,
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the system capabilities identified in Tab 3. Alternate proposals will be evaluated against other alternate
proposals utilizing the same criteria established in Section 0400.
3.3.Term of Contract. It is anticipated that the term of any resulting agreement shall be for an initial term of
five (5) years. The City Manager may approve additional renewal periods to be negotiated with the
successful proposer.
5.ANTICIPATED ITN TIMETABLE. The tentative schedule for this solicitation is as follows:
ITN Issued March 30, 2023
Pre-Proposal Meeting April 12, 2023 at 10:30am
Join on your computer, mobile app or room
device
Click here to join the meeting
Meeting ID: 255 464 017 77
Passcode: 7Ts7FB
Download Teams I Join on the web
Or call in (audio only)
Phone Number: +1 786-636-1480
Phone Conference ID: 554 441 01,then #
Deadline for Receipt of Questions May 1, 2023 at 5:00pm
Responses Due May 15, 2023 at 3:00pm
Join on your computer, mobile app or room
device
Click here to join the meeting
Meeting ID: 218 345 517 416
Passcode: 8xuXwm
Download Teams I Join on the web
Or call in (audio only)
Phone Number: +1 786-636-1480
Phone Conference ID: 753 872 201, then #
Evaluation Committee Review TBD
Tentative Commission Approval TBD
Contract Negotiations Following Commission Approval
6. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the
Procurement Contact noted below:
Procurement Contact: Telephone: Email:
Danny Flores (305)673-7000, Ext.26652 DannyFlores(a miamibeachfl.c ov
dditionally, the City Clerk is to be copied on all communications via e-mail at:
RafaelGranado • miamibeachfl..ov; or via facsimile: 786-394-4188.
The Proposal title/number shall be referenced on all correspondence. All questions or requests for clarification must
be received no later than ten (10) calendar days prior to the date proposals are due as scheduled in Section 0100-5.
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All responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum.
7. PRE-PROPOSAL MEETING OR SITE VISIT(S). A pre-proposal meeting or site visit(s) may be scheduled.
Attendance for the pre-proposal meeting shall be via web conference and recommended as a source of information
but is not mandatory. Proposers interested in participating in the Pre-Proposal Meeting must follow these steps:
TBD
Proposers who are participating should send an e-mail to the contact person listed in this ITN expressing their intent
to participate.
8. PRE-PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective
Proposers are not binding on the City and will be without legal effect, including any information received at pre-
submittal meeting or site visit(s). The City by means of Addenda will issue interpretations or written addenda
clarifications considered necessary by the City in response to questions. Only questions answered by written
addenda will be binding and may supersede terms noted in this solicitation. Addendum will be released through
Periscope S2G. Any prospective proposer who has received this ITN by any means other than through Periscope
S2G must register immediately with Periscope S2G to assure it receives any addendum issued to this ITN. Failure to
receive an addendum may result in disqualification of proposal. Written questions should be received no later than
the date outlined in the Anticipated ITN Timetable section.
9. CONE OF SILENCE. This ITN is subject to, and all proposers are expected to be or become familiar with, the
City's Cone of Silence Requirements, as codified in Section 2-486 of the City Code. Proposers shall be solely
responsible for ensuring that all applicable provisions of the City's Cone of Silence are complied with, and shall be
subject to any and all sanctions, as prescribed therein, including rendering their response voidable, in the event of
such non-compliance. Communications regarding this solicitation are to be submitted in writing to the Procurement
Contact named herein with a copy to the City Clerk at rafaelgranado at7.miamibeachfl.gov
10. ADDITIONAL INFORMATION OR CLARIFICATION. After proposal submittal,the City reserves the right to
require additional information from Proposers (or Proposer team members or sub-consultants) to determine:
qualifications (including, but not limited to, litigation history, regulatory action, or additional references); and financial
capability(including, but not limited to, annual reviewed/audited financial statements with the auditors notes for each
of their last two complete fiscal years).
11. PROPOSER'S RESPONSIBILITY. Before submitting a response, each Proposer shall be solely responsible for
making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions
and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements,
and/or failure to make such evaluations, investigations, and examinations, will not relieve the Proposer from any
obligation to comply with every detail and with all provisions and requirements of the contract, and will not be
accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the
Proposer.
12. DETERMINATION OF AWARD. The City Manager may appoint an evaluation committee to assist in the
evaluation of proposals received. The evaluation committee is advisory only to the city manager. The city manager
may consider the information provided by the evaluation committee process and/or may utilize other information
deemed relevant. The City Manager's recommendation need not be consistent with the information provided by the
evaluation committee process and takes into consideration Miami Beach City Code Section 2-369, including the
following considerations:
(1)The ability, capacity and skill of the Proposer to perform the contract.
(2)Whether the Proposer can perform the contract within the time specified,without delay or
interference.
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(3)The character, integrity, reputation,judgment,experience and efficiency of the Proposer.
(4)The quality of performance of previous contracts.
(5)The previous and existing compliance by the Proposer with laws and ordinances relating to the
contract.
The City Manager may recommend to the City Commission the Proposer(s)s/he deems to be in the best interest of
the City or may recommend rejection of all proposals. The City Commission shall consider the City Manager's
recommendation and may approve such recommendation. The City Commission may also, at its option, reject the
City Manager's recommendation and select another Proposal or Proposals which it deems to be in the best interest
of the City,or it may also reject all Proposals.
13. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the
selected Proposer. Notwithstanding the preceding,the City is in no way obligated to enter into a contract with the
selected Proposer in the event the parties are unable to negotiate a contract. It is also understood and
acknowledged by Proposers that no property, contract or legal rights of any kind shall be created at any time until
and unless an Agreement has been agreed to; approved by the City;and executed by the parties.
14. E-VERIFY. As a contractor you are obligated to comply with the provisions of Section 448.095, Fla. Stat.,
"Employment Eligibility."Therefore, you shall utilize the U.S. Department of Homeland Security's E-Verify system to
verify the employment eligibility of all new employees hired by the Contractor during the term of the Contract and
shall expressly require any subcontractors performing work or providing services pursuant to the Contract to likewise
utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new
employees hired by the subcontractor during the Contract term.
15. PERISCOPE S2G (FORMERLY BIDSYNC).The Procurement Department utilizes Periscope S2G, Supplier-to-
Government electronic bidding (e-Bid) platform. If you would like to be notified of available competitive solicitations
released by the City you must register and complete your vendor qualifications through Periscope S2G, Supplier-to-
Government www.bidsync.com/Miami-Beach. Registration is easy and will only take a few minutes. For detailed
instructions on how to register, complete vendor qualifications and submit electronic bids visit
https://www.miamibeachfl.gov/city-hall/procurement/for-approval-how-to-become-a-vendor/.
Should you have any questions regarding this system or registration, please visit the above link or contact Periscope
S2G, Supplier-to-Government at supportRbidsvnc.com or 800.990.9339, option 1,option 1.
16. HOW TO MANAGE OR CREATE A VENDOR PROFILE ON VENDOR SELF SERVICE (VSS). In addition to
registering with Periscope S2G, the City encourages vendors to register with our online Vendor Self- Service web
page, allowing City vendors to easily update contacts, attachments (W-9), and commodity information. The Vendor
Self-Service (VSS) webpage-(https://selfservice.miamibeachfl.qov/vssNendors/default.aspx) will also provide you
with purchase orders and payment information.
Should you have any questions and/or comments, do not hesitate to submit them to
vendorsupportta7,miamibeachfl.gov
17. SUPPLIER DIVERSITY. In an effort to increase the number and diversity of supplier options in the procurement
of goods and services, the City has established a registry of LGBT-owned businesses, as certified by the National
LGBT Chamber of Commerce (NGLCC) and small and disadvantaged businesses, as certified by Miami-Dade
County.See authorizing resolutions here.
If your company is certified as an LGBT-owned business by NGLCC, or as a small or disadvantaged business by
Miami-Dade County, click on the link below to be added to the City's supplier registry(Vendor Self-Service) and bid
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system (Periscope S2G, Supplier-to-Government). These are two different systems and it is important that you
register for both.
Click to see acceptable certification and to register: https://www.miamibeachfl.00v/city-hall/procurement/how-to-
become-a-vendor/.
18. BINDING CONTRACT.The signed bid shall be considered an offer on the part of the bidder,which offer shall be
deemed accepted upon award of the bid by the City Commission, or as delegated by the City Commission. Said
award shall constitute a binding Contract between the City and the awarded bidder(s). In case of default on the part
of the successful bidder, after said award, the City may take such action as it deems appropriate, including legal
action,for damages or specific performance. The Contract shall include the solicitation, any and all addenda issued
by the City and the Bid Proposal submitted the by bidder. In any discrepancy between the documents, the order of
preference shall be as follows: 1)Addendum in reverse order of release; 2) Solicitation; 3) Bid Proposal. In case of
default on the part of the successful bidder, the City may procure the items or services from other sources and hold
the bidder responsible for any excess cost occasioned or incurred thereby.
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SECTION 0200 GENERAL CONDITIONS
FORMAL SOLICITATIONS TERMS&CONDITIONS-GOODS AND SERVICES.By virtue of submitting a proposal
in response to this solicitation, proposer agrees to be bound by and in compliance with the Terms and Conditions for
Services(dated 10.27.2022), incorporated herein,which may be found at the following link:
https://www.miamibeachfl.gov/city-hall/procurement/standard-terms-and-conditions/
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SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT
1. ELECTRONIC RESPONSES (ONLY). Proposals must be submitted electronically through Periscope S2G
(formerly BidSync) on or before the date and time indicated. Hard copy proposals or proposals received through
email or facsimile are not acceptable and will be rejected.
A proposer may submit a modified proposal to replace all or any portion of a previously submitted proposal until the
deadline for proposal submittals. The City will only consider the latest version of the bid.
Electronic proposal submissions may require the uploading of attachments. All documents should be attached as
separate files in accordance with the instructions included in Section 4, below. Attachments containing embedded
documents or proprietary file extensions are prohibited. It is the Bidder's responsibility to assure that its bid, including
all attachments, is uploaded successfully.
Only proposal submittals received, and time stamped by Periscope S2G (formerly BidSync) prior to the proposal
submittal deadline shall be accepted as timely submitted. Late bids cannot be submitted and will not be accepted.
Bidders are cautioned to allow sufficient time for the submittal of bids and uploading of attachments. Any technical
issues must be submitted to Periscope S2G (formerly BidSync) by contacting (800) 990-9339 (toll free) or
S2G(a periscopeholdings.com. The City cannot assist with technical issues regarding submittals and will in no way
be responsible for delays caused by any technical or other issue.
It is the sole responsibility of each Bidder to ensure its proposal is successfully submitted in BidSync prior
to the deadline for proposal submittals.
2. NON-RESPONSIVENESS. Failure to submit the following requirements shall result in a determination of non-
responsiveness. Non-responsive proposals will not be considered.
1. Bid Submittal Questionnaire (submitted electronically).
2. Failure to comply with the Minimum Eligibility Requirements (if applicable).
3. OMITTED OR ADDITIONAL INFORMATION. Failure to complete and submit the Bid Submittal
Questionnaire (submitted electronically) with the bid and by the deadline for submittals shall render a
proposal non-responsive. With the exception of the Bid Submittal Questionnaire (completed and submitted
electronically), the City reserves the right to seek any omitted information/documentation or any additional
information from Proposer or other source(s), including but not limited to: any firm or principal information, applicable
licensure, resumes of relevant individuals, client information, financial information, or any information the City deems
necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements. Failure to
submit any omitted or additional information in accordance with the City's request shall result in proposal being
deemed non-responsive.
4. ELECTRONIC PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process and assist
the Evaluation Committee in review of proposals, it is strongly recommended that proposals be organized and
tabbed in accordance with the tabs, and sections as specified below. The electronic submittal should be tabbed as
enumerated below and contain a table of contents with page references. The electronic proposal shall be submitted
through the"Line Items"attachment tab in Periscope S2G.
TAB 1 Cover Letter, Table of Contents,and Minimum Qualification Requirement
1.1 Cover Letter and Table of Contents. The cover letter must indicate Proposer and Proposer Primary Contact
for the purposes of this solicitation.
1.2 Minimum Requirement(s).
1.2.1 The Bidder or its principal(s) must have a minimum of three (3) contracts managing and
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administering police extra/off-duty detail scheduling software with other government law
enforcement agencies within the last five(5)years.
1.1 Submittal Requirement: For each contract that complies with the requirement above, submit the name,
detailed contract description, start and completion dates, contract agency, and project contact information
(phone and email).
TAB 2 Experience and Qualifications
2.1 Qualifications of Proposing Firm. Provide evidence that the proposed solution is an established, proven
Sytem explicitly designed to meet the needs defined herein and used by public sector agencies successfully.
For each project that the Proposer submits as evidence of experience for the firm or any principal, the following is
required: 1) project description, 2) application solution furnished & implemented, 3) agency name, 4) agency
contact, 5) contact telephone &email. For each project, identify whether the experience is for the firm or a principal
(include the name of the principal).
2.2 Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants to be used
for this project if awarded, the role that each team member will play in providing the services detailed herein,
including but not limited to System development, installation, implementation, data migration, training, and support of
the software product and each team members' qualifications. Each individual's resume, including education,
experience, and other pertinent information, shall be included for each team member to be assigned to this contract.
2.3 Subcontractor(s). Describe the services that the Proposer would perform directly and those portions,
if any, that are subcontracted. Identify all subcontractors the Proposer anticipates using in connection with
this project.
System Capabilities
Submit detailed information on the following System capabilities.Responses shall be in sufficient detail and include
supporting documentation, as applicable, which will allow the Evaluation Committee to complete a fully review and
score the proposed product.
Submit detailed information on the proposed System and technical information which addresses, but need not be
limited to, the below listed expectations:
3.1 The System shall operate on a secure online platform that enables clients to request officers and the
ability for officers to respond to requests to fill off-duty jobs.
3.2 Agent attended customer support (toll free) during regular business hours, Monday through Friday, 8:00
am to 5:00 pm Eastern time.
3.3 For cases of system failure or security compromise, provide an emergency contact in which a live
response from technical support is provided within 90 minutes.
3.4 Ability to create cost estimates (quotes) for the requestor before the request is filled, including calculating
job coordination fees based on selectable job criteria (e.g., as total number of scheduled job hours or
minimum per-job rate).
3.5 Ability to handle multiple categories of assignments, such as temporary, permanent, or special event
details.
3.6 Ability to pre-select personnel for a job.
3.7 Ability to quote and charge different pay rates depending on job type or specific calendar dates (e.g.,
holidays), and apply different pay rates based on rank and department rules.
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3.8 Ability to apply defined hourly and/or flat rates for the use of specific assets (specific vehicle type,
vessels, K-9 or other).
3.9 Ability to handle job cancellations automatically and make all appropriate notifications.
3.10 Ability to apply minimum hourly pay or fee if a job is canceled before a defined timeframe.
3.11 Ability to account for personnel leaving jobs to respond to on-duty emergencies or to attend court
appearances, and then returning to the job once completed.
3.12 The System should include a robust notification system based on user preference (Text, email, phone
calls, etc.).
3.13 Ability to integrate with authorize.net(City's current payment processing System).
3.14 Ability to interface with City enterprise financial System (Tyler Technologies - Munis).
3.15 Ability to interface with the current personnel management System for on-duty scheduling (UKG Kronos
Telestaff).
3.16 The System should generate standard reports of customer payments, financials, and outstanding
invoices, as well as agency-defined, and custom ad-hoc reporting capabilities.
3.17 The System should include robust auditing tools and audit trail logs for all functions and transactional
data.
3.18 The System must be able to hire/employ personnel from outside agencies and identify them by a unique
employee or vendor number as defined by the Police Department.
3.19 Ability to maintain a detailed customer database and handle multiple independent jobs for the same
customer simultaneously.
3.20 The System must be able to integrate with the City of Miami Beach active directory for single sign-on
functionality.
3.21 Ability to define and enforce employment requirements and limitation rules based on specific training,
specialty, and expertise (SWAT/K9/MotorslTraffic Certified) categories.
3.22 Ability to calculate job coordination fees based on selectable job criteria such as total number of
scheduled job hours or minimum per-job rate.
3.23 Ability to process cancellations of assigned personnel and allow job openings to be re-offered for
fulfillment. Jobs must remain the responsibility of the initially assigned personnel until another accepts the
offer.
3.24 Detail any other relevant functionality of the proposed system.
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TAB 4 Approach and Methodology
Submit detailed information addressing how the proposed System will achieve each portion of the scope of services
and technical requirements outlined in Tab 3 - System Capabilities, including but not limited to project planning and
implementation (4.1), training (4.2), and maintenance/support information (4.3):
4.1 Project Planning and Implementation Information
4.1.1 Provide a complete sample project plan for this System. Include your firm's approach to
project management, implementation, migration, and training issues. Describe the implementation
strategy that would be employed to successfully complete the project as well as meet the
requirements of the City within the required timeline.
4.1.2 Include a sample project schedule based on the above project plan. Indicate the significant
"milestones" in a project of this nature and magnitude.
4.2 Training Information
4.2.1 Describe the training program approach for the City. Include Administrator, Power User,
Read Only and Full User roles; including in-house training ("Live");.
4.2.2 Describe all training manuals and formats available. Describe other methods or training
available to City users.
4.2.3 Provide all available training methods (e.g. in-person, virtual, "train the trainer") available to
the City
4.3 Maintenance/Support/Warranty Information
4.3.1 Describe the levels and types of ongoing System support and maintenance provided by your
firm. Specify the current version of your system, next major upgrade, how often the system is
upgraded, and how the upgrades are accomplished.
4.3.2 Indicate how support would be provided to our location (hotline telephone support, email, on-
site, helpdesk, etc.). Describe the support escalation process should initial methods of support not
adequately address the issue(s).
4.3.3 Describe software and services warranty coverage. Provide any available Service Level
Agreement(s) ("SLA")for the City's consideration.
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SECTION 0400 PROPOSAL EVALUATION
1. Evaluation Committee.An Evaluation Committee, appointed by the City Manager, may meet to
evaluate each Proposal in accordance with the qualitative criteria set forth below. In doing so, the
Evaluation Committee may review and score all proposals received, with or without conducting
presentations. It is important to note that the Evaluation Committee is advisory only and does not
make an award recommendation to the City Manager or the City Commission. The City Manager
will utilize the results to take one of the following actions:
a) 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
ITN, may, without an evaluation committee, recommend to the City Commission that the
Administration enter into negotiations; or
b) The City Manager may recommend that the City Commission authorize negotiations or
award a contract to one or more firms in accordance with Section 0100, Sub-section 12; or
c) The City Manager may Recommend that the City Commission short-list one or more firms
for further consideration by the Evaluation Committee; or
d) The City Manager may recommend to the City Commission that all firms, if more than one
(1) responsive submittal is received, be rejected.
2. PRESENTATIONS BY SHORT-LISTED FIRMS. If a short-listing of firms responding to this ITN
is approved, the short-listed firms may be required to make presentations to and be interviewed by
the Evaluation Committee. In further considering the short-listed firms, the Evaluation Committee
will utilize the criteria set forth in Sub-section 4 below.
3. TECHNICAL ADVISORS. The City, at its discretion, may utilize technical or other advisers to
assist the evaluation committee or the City Manager in evaluating proposals.
4. EVALUATION CRITERIA. Responsive, responsible proposals will be evaluated in accordance
with the following criteria:
Qualitative Criteria Maximum Points
Experience and Qualifications 30
System Capabilities 35
Approach and Methodology 35
TOTAL AVAILABLE STEP 1 POINTS 100
Quantitative Criteria Maximum Points
Veterans Preference 5
TOTAL AVAILABLE STEP 2 POINTS 5
TOTAL AVAILABLE POINTS for Qualitative and Quantitative Criteria 105
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5. QUALITATIVE CRITERIA. The Evaluation Committee shall review responsive, responsible
proposals and assign points for the qualitative factors only. The Evaluation Committee shall not
consider quantitative factors (e.g. veteran's preference) in its review of proposals. The Evaluation
Committee shall act solely in an advisory capacity to the City Manager. The results of the
Evaluation Committee process do not constitute an award recommendation. The City Manager
may utilize, but is not bound by, the results of the Evaluation Committee process, as well as
consider any feedback or information provided by staff, consultants or any other third-party in
developing an award recommendation in accordance with Section 0100, Sub-section 12. In its
review of proposals received, the Evaluation Committee may review and score all proposals, with
or without conducting interview sessions, in accordance with the evaluation criteria.
6. QUANTITATIVE CRITERIA. Procurement Department staff will assign points for the quantitative
criteria. Veterans' Preference points will be assigned in accordance with Section 2-374 of the City
Code
4. Determination of Final Ranking. The sum of qualitative and quantitative scores will be
converted to rankings in accordance with the example below:
Proposer A Proposer B Proposer C
Qualitative Points 82 74 80
Committee Quantitative Points 10 5 0
Member 1 Total 92 79 80
Rank 1 3 2
Qualitative Points 82 85 72
Committee Quantitative Points 10 5 0
Member 2 Total 92 90 72
Rank 1 2 3
Qualitative Points 90 74 66
Committee Quantitative Points 10 5 0
Member 2 Total 100 79 66
Rank 1 2 3
Low Aggregate Score 3 7 8
Final Ranking* 1 2 3
It is important to note that the results of the proposal evaluation process in accordance with Section
0400 does not represent an award recommendation. The City Manager will utilize the results of
the proposal evaluation process, and any other information he deems appropriate, to develop an
award recommendation to the City Commission, which may differ from the results of the proposal
evaluation process and final rankings.
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ATTACHMENT C
SUNBIZ & PROPOSAL RESPONSE TO ITN
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DIVISION OF CORPORATIONS
__1_1111)1114t DIYEA1 oil of
at official Saar of Florida ivrbsite
impartment of State / Division of Corporations / Search Records / Search by FEI/EIN Number/
Detail by FEI/EIN Number
Florida Limited Liability Company
POWERDETAILS, LLC
Filing Information
Document Number L12000047421
FEI/EIN Number 46-1279959
Date Filed 04/05/2012
State FL
Status ACTIVE
Principal Address
424 E. CENTRAL BLVD STE 149
ORLANDO, FL 32801
Changed: 03/14/2023
Mailing Address
424 E. CENTRAL BLVD STE 149
ORLANDO, FL 32801
Changed: 03/14/2023
Registered Agent Name&Address
DENNIS, JULIA D., ESQ.
SHUFFIELD, LOWMAN &WILSON, P.A.
1000 LEGION PL, STE 1700
ORLANDO, FL 32801
Name Changed: 03/14/2023
Address Changed: 02/13/2018
Authorized Person(s)Detail
Name&Address
Title MANAGER
BROWN, JOSHUA J
2705 NELA AVE
BELLE ISLE, FL 32809
Title MANAGER
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HENSLEY, HEATH
2955 WAUMPI TRAIL
MAITLAND, FL 32752
Annual Reports
Report Year Filed Date
2021 04/13/2021
2022 02/28/2022
2023 03/14/2023
Document Images
03/14/2023—ANNUAL REPORT View image in PDF format
02/28/2022--ANNUAL REPORT View image in PDF format
04/13/2021--ANNUAL REPORT View image in PDF format
06/26/2020—ANNUAL REPORT View image in PDF format
04/24/2019--ANNUAL REPORT View image in PDF format
02/13/2018—ANNUAL REPORT View image in PDF format
01/16/2017—ANNUAL REPORT View image in PDF format
01/28/2016--ANNUAL REPORT View image in PDF format
01/28/2015--ANNUAL REPORT View image in PDF format
03/03/2014--ANNUAL REPORT View image in PDF format
04/29/2013--ANNUAL REPORT View image in PDF format
04/05/2012--Florida Limited Liability. View image in PDF format
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BID SUBMITTAL QUESTIONNAIRE
SECTION 1 - BID CERTIFICATION FORM
This document is a REQUIRED FORM that must be submitted fully completed and submitted.
Solicitation No: Solicitation Title:
BID NUMBER PROJECT TITLE
BIDDERS NAME PowerDetails,LLC
NO.OF YEARS IN BUSINESS 17 NO.OF YEARS IN BUSINESS LOCALLY.17 NO OF EMPLOYEES.25
OTHER NAME(S)BIDDER HAS OPERATED UNDER IN THE LAST 10 YEARS.none
BIDDER PRIMARY ADDRESS(HEADQUARTERS):424 E.Central Blvd,Suite 349
CITY:Orlando
STATE.FL ZIP CODE 32801
TELEPHONE NO.:4075532803
TOLL FREE NO..(855)476-9191
FAX NO.:(855)476-9191
BIDDER LOCAL ADDRESS:424 E.Central Blvd,Suite 349
CITY Orlando
STATE.FL ZIP CODE:32801
PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT.Roger Dunnavan
ACCOUNT REP TELEPHONE NO. 4075532803
ACCOUNT REP TOLL FREE NO..(855)476-9191
ACCOUNT REP EMAIL:roger.dunnavan@powerdetails.com
FEDERAL TAX IDENTIFICATION NO..46-1279959
By virtue of submitting a bid, bidder agrees: a) to complete and unconditional acceptance of the terms
and conditions of this document and the solicitation, including all addendums specifications,
attachments, exhibits, appendices and any other document referenced in the solicitation c) that the
bidder has not divulged, discussed, or compared the proposal with other bidders and has not colluded
with any other bidder or party to any other bid; d) that bidder acknowledges that all information
contained herein is part of the public domain as defined by the State of Florida Sunshine and Public
Records Laws; e) if bid is accepted, to execute an appropriate City of Miami Beach document for the
purpose of establishing a formal contractual relationship between the bidder and the City of Miami
Beach, Florida, for the performance of all requirements to which the bid pertains; and f) that all
responses, data and information contained in the bid submittal are true and accurate.
The individual named below affirms that s/he: is a principal of the applicant duly authorized to execute
this questionnaire, and that the contents of said document(s) are complete, true, and correct to the best
of his/her knowledge and belief.
Name and Title of Bidder's Authorized Signature of Bidder 's Authorized
Representative: Representative:
Roger Dunnavan Roger Dunnavan
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SECTION 2 - ACKNOWLEDGEMENT OF ADDENDUM
After issuance of solicitation, the City may release one or more addendum to the
solicitation, which may provide additional information to bidders or alter solicitation
requirements. The City will strive to reach every bidder having received solicitation
through the City's e-procurement system. However, bidders are solely responsible for
assuring they have received any and all addendum issued pursuant to solicitation. This
Acknowledgement of Addendum section certifies that the bidder has received all
addendum released by the City pursuant to this solicitation. Failure to obtain and
acknowledge receipt of all addenda may result in proposal disqualification.
Enter Initial Enter Initial Enter Initial to
to Confirm to Confirm Confirm
Receipt Receipt Receipt
RD Addendum 1 Addendum 6 Addendum 11
Addendum 2 Addendum 7 Addendum 12
Addendum 3 Addendum 8 Addendum 13
Addendum 4 Addendum 9 Addendum 14
Addendum 5 Addendum 10 Addendum 15
If additional confirmation of addendum is required, submit under separate cover.
SECTION 3 - CONFLICT OF INTEREST
All bidders must disclose the name(s) of any officer, director, agent, or immediate
family member (spouse, parent, sibling, and child) who is also an employee of the City
of Miami Beach. Further, all bidders must disclose the name of any City employee who
owns, either directly or indirectly, an interest of ten (10%) percent or more in the bidder
entity or any of its affiliates.
FIRS SAME RELATIONSHIP
1 N/A
2
3
4
5
6
SECTION 4 - FINANCIAL CAPACITY
At time of request by the City, bidder shall request that Dun & Bradstreet submit
its Supplier Qualifier Report directly to the City, with bid or within three (3) days
of request. Bidder shall arrange for Dun & Bradstreet to submit a Supplier
Qualification Report (SQR) directly to the City. No proposal will be considered without
receipt (when requested), by the City, of the SQR directly from Dun & Bradstreet. The
cost of the preparation of the SQR shall be the responsibility of the bidder. The bidder
shall request the SQR report from D&B at:
https://supplierportal.dnb.com/webapp/wcs/stores/servlet/SupplierPortal?
storeld=11696
Bidders are responsible for the accuracy of the information contained in its
SQR. It is highly recommended that each bidder review the information
contained in its SQR for accuracy prior to submittal to the City and as early as
possible in the solicitation process. For assistance with any portion of the SQR
submittal process, contact Dun & Bradstreet at 800-424-2495.
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SECTION 5 - REFERENCES AND PAST PERFORMANCE
Project No. BID NUMBER
Project Title PROJECT TITLE
Bidder shall submit at least three (3) references for whom the bidder has completed
work similar in size and nature as the work referenced in solicitation. Bidder may
submit additional references as part of its bids submittal.
Reference No.1
Firm Name: New Orleans Police Dept., Office of Secondary Employment
Contact Individual Name and Title: Fabian Barbarin, Director
Address: 1601 Perdido Street, Building H, Suite 3H112, New Orleans, LA 70112
Telephone: (504) 658-8745
Contact's Email: fdbarbarin@nola.gov
Narrative on Scope of Services Provided, Project Budget, and Project Dates:
Built payroll export to QuickBooks, built an on-duty schedule template and import
functionality to PowerDetails to help with enforcing policy limits and prevent officer
fatigue.
Number of Employees: 1300
Reference No.2
Firm Name: City of Tampa Police/Fire Dept.
Contact Individual Name and Title: Andrew Vincent , IT manager
Address: 306 E. Jackson St, TAMPA FL 33602
Telephone: (813) 274-3750
Contact's Email: andrew.vincent@tampagov.net
Narrative on Scope of Services Provided, Project Budget, and Project Dates:
Integrated with on-duty platform, payroll integration to Oracle HR.
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Reference No.3
Firm Name: City of Ocala Police Dept, FL
Contact Individual Name and Title: Joshua Sasso IT Director
Address: 402 S Pine Ave, Ocala, FL 34471
Telephone: (352) 369-7033
Contact's Email: jsasso@ocalapd.org
Narrative on Scope of Services Provided, Project Budget, and Project Dates:
UKG/Kronos On-Duty integration, Kronos Payroll integration
SECTION 6 — SUSPENSION, DEBARMENT, OR CONTRACT
CANCELLATION
Has bidder ever been debarred, suspended or other legal violation, or had a contract
cancelled due to non-performance by any public sector agency?
YES NO
If answer to above is "YES," bidder shall submit a statement detailing the reasons that
led to action(s):
- SMALL AND DISADVANTAGED BUSINES:
CERTIFICATION
Pursuant to Resolution 2020-31519, the City is tracking the Small and Disadvantaged
Businesses, as certified by Miami-Dade County that have been certified as Small or
Disadvantaged Business by Miami-Dade County.
Does bidder possess Small or Disadvantaged Business certification by Miami-Dade
County?
Q YES p NO
SECTION 8 - LC'T BUSIN7SS ENTERPRISE C RTIFICATIOIV
Pursuant to Resolution 2020-31342, the City is tracking the utilization of LGBT owned
firms that have been certified as an LGBT Business Enterprise by the National Gay
and Lesbian Chamber of Commerce (NGLCC).
Does bidder possess LGBT Business Enterprise Certification by the NGLCC?
YES NO
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SECTION 9 - BYRD ANTI-LOBBYING AMENDMENT CERTIFICATION
FORM
APPENDIX A, 44 C.F.R. PART 18 — CERTIFICATION REGARDING LOBBYING
Certification for Contracts, Grants, Loans, and Cooperative Agreements
The undersigned Contractor certifies, to the best of his or her knowledge, that:
1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or employee of
an agency, a Member of Congress, an officer or employee of Congress, or an employee of a
Member of Congress in connection with the awarding of any Federal contract, the making of
any Federal grant, the making of any Federal loan, the entering into of any cooperative
agreement, and the extension, continuation, renewal, amendment, or modification of any
Federal contract, grant, loan, or cooperative agreement.
2. If any funds other than Federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the
undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report
Lobbying," in accordance with its instructions.
3. The undersigned shall require that the language of this certification be included in the award
documents for all subawards at all tiers (including subcontracts, subgrants, and contracts
under grants, loans, and cooperative agreements) and that all subrecipients shall certify and
disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this
transaction was made or entered into. Submission of this certification is a prerequisite for
making or entering into this transaction imposed by 31, U.S.C. § 1352 (as amended by the
Lobbying Disclosure Act of 1995). Any person who fails to file the required certification shall be
subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such
failure.
The undersigned Contractor certifies or affirms the truthfulness and accuracy of each
statement of its certification and disclosure, if any. In addition, the Contractor understands and
agrees that the provisions of 31 U.S.C. § 3801 et seq., apply to this certification and
disclosure, if any.
By virtue of submitting bid, bidder certifies or affirms its compliance with the Byrd Anti-Lobbying
Amendment Certification.
Name and Title of Bidder's Authorized Signature of Bidder 's Authorized
Representative: Representative:
Roger Dunnavan Roger Dunnavan
SECTION 10 - SUSPENSION AND DEBARMENT CERTIFICATION
The Contractor acknowledges that:
(1) This Contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt.
3000. As such the contractor is required to verify that none of the Contractor, its principals
(defined at 2 C.F.R. § 180.995), or its affiliates (defined at 2 C.F.R. § 180.905) are excluded
(defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. § 180.935).
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(2)The Contractor must comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart
C and must include a requirement to comply with these regulations in any lower tier covered
transaction it enters into.
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(3) This certification is a material representation of fact relied upon by the City. If it is later
determined that the Contractor did not comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt.
3000, subpart C, in addition to remedies available to the City, the Federal Government may
pursue available remedies, including but not limited to suspension and/or debarment.
(4)The Contractor agrees to comply with the requirements of 2 C.F.R. pt. 180, subpart C and 2
C.F.R. pt. 3000, subpart C while this offer is valid and throughout the period of any contract
that may arise from this offer. The Contractor further agrees to include a provision requiring
such compliance in its lower tier covered transactions."
By virtue of submitting bid, bidder certifies or affirms its compliance with the Suspension and
Debarment Certification.
Name and Title of Bidder's Authorized Signature of Bidder 's Authorized
Representative: Representative:
Roger Dunnavan Roger Dunnavan
SECTION 1 _ ;ONE OF SILENU
Pursuant to Section 2-486 of the City Code, all procurement solicitations once
advertised and until an award recommendation has been forwarded to the City
Commission by the City Manager are under the "Cone of Silence." The Cone of
Silence ordinance is available
at https://library.municode.com/fl/miami_beach/codes/code of_ordinances?
nodeld=SPAGEOR CH2AD ARTVIISTCO DIV4PR S2-486COSI
Any communication or inquiry in reference to this solicitation with any City employee or
City official is strictly prohibited with the of exception communications with the
Procurement Director, or his/her administrative staff responsible for administering the
procurement process for this solicitation providing said communication is limited to
matters of process or procedure regarding the solicitation. Communications regarding
this solicitation are to be submitted in writing to the Procurement Contact named herein
with a copy to the City Clerk at rafaelgranado@miamibeachfl.gov .
By virtue of submitting bid, bidder certifies that it is in compliance with the Cone of
Silence Ordinance, pursuant to Section 2-486 of the City Code.
SECT''',kI 12 — CODE OF BUSINFS ETHICS
Pursuant to City Resolution No.2000-23789, the Bidder shall adopt a Code of Business
Ethics prior to executing a contract with the City. The Code of Business Ethics shall be
submitted to the Procurement Department with its response or within three (3) days of
request by the City. The Code shall, at a minimum, require the Bidder, to comply with
all applicable governmental rules and regulations including, among others, the conflict
of interest, lobbying and ethics provision of the City Code. In lieu of submitting Code of
Business Ethics, bidder may indicate that it will adopt, as required in the ordinance, the
City of Miami Beach Code of Ethics, available at http://www.miamibeachfl.gov/city_
hall/procurement/procurement-related-ordinance-and-procedures/
Bidder will submit firm's Code of Business Ethics within three (3) days of request by
the City?
YES NO
Bidder adopts the City of Miami Beach Code of Business Ethics?
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Q YES NO
SECTION 13 — LOBBYIST REGISTRATION & CAMPAIGN
CONTRIBUTION REQUIP'" r'
This solicitation is subject to, and all bidders are expected to be or become familiar
with, all City lobbyist laws, including lobbyist registration requirements and prohibition
on campaign contributions, including:
• Lobbyist Registration Requirements sections 2-397 through 2-485.3 of City
Code
(https://library.municode.com/fl/miami beach/codes/code of_ordinances?
nodeld=SPAGEORCH2AD ARTVIISTCODIV3LO)
• Campaign Contribution Requirements sections 2-487 and 2-488 of City Code
(https://library.municode.com/fl/miami_beach/codes/code_of_ordinances?
nodeld=SPAGEOR CH2AD ARTVIISTCO DIV5CAFIRE)
By virtue of submitting bid, bidder certifies or affirms that they have read and
understand the above Lobbyist Registration & Campaign Contribution Requirements.
SECTION 14 — NON-DISCRIMINATION
The Non-Discrimination ordinance is available at:
https://library.municode.com/fl/miami beach/codes/code of ordinances?
nodeld=SPAGEORCH2AD ARTVIPR DIV3COPR S2-375NSCCOREWA
By virtue of submitting bid, bidder agrees it is and shall remain in full compliance with Section
2-375 of the City of Miami Beach City Code.
SECTION 15 — FAsk CHANCE REQUIREMEN i
The Fair Chance Ordinance No. 2016-4012 is available at:
https://library.municode.com/fl/miami_beach/codes/code_of_ordinances?
nodeld=SPAGEOR_CH62HUREARTVFACHOR
By virtue of submitting bid, bidder certifies that it has adopted policies, practices and standards
consistent with the City's Fair Chance Ordinance. Bidder agrees to provide the City with
supporting documentation evidencing its compliance upon request. Bidder further agrees that
any breach of the representations made herein shall constitute a material breach of contract,
and shall entitle the City to the immediate termination for cause of the agreement, in addition to
any damages that may be available at law and in equity.
SECTION) 16 — PUBLIC ENTITY CRIMES
Please refer to Section 287.133(2)(a), Florida Statutes, available at:
https://www.flsenate.gov/Laws/Statutes/2012/287.133
By virtue of submitting bid, bidder agrees with the requirements of Section 287.133, Florida
Statutes, and certifies it has not been placed on convicted vendor list.
SECTION 17 — VETERAN BUSINESS ENTERPRISES PREFERENCE
Pursuant to City of Miami Beach Ordinance No. 2011-
3748, https://library.municode.com/fl/miami_beach/codes/code_of_ordinances?
nodeld=SPAGEOR_CH2AD ARTVIPR DIV3COPR S2-
374PRPRPRVECOGOCOSE the City shall give a preference to a responsive and
responsible bidder which is a small business concern owned and controlled by a
veteran(s) or which is a service-disabled veteran business enterprise, and which is
within five percent (5%) of the lowest and best bidder, by providing such bidder an
opportunity of providing said goods or contractual services for the lowest responsive
bid amount. Whenever, as a result of the foregoing preference, the adjusted prices of
two (2) or more bidders which are a small business concern owned and controlled by a
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veteran(s) or a service-disabled veteran business enterprise constitute the lowest bid
pursuant to an ITB, RFP, RFQ, ITN or oral or written request for quotation, and such
bids are responsive, responsible and otherwise equal with respect to quality and
service, then the award shall be made to the service-disabled veteran business
enterprise.
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Is the bidder a service-disabled veteran business enterprise certified by the State of Florida?
YES NO
Is the bidder a service-disabled veteran business enterprise certified by the United States
Federal Government?
YES NO
SECTION 18 - EQUAL BENEFITS FOR EMPLOYEES WITH SPOUSES
AND EMPLOYFES WITH DOMESTIC PARTNERS
When awarding competitively solicited contracts valued at over $100,000 whose contractors
maintain 51 or more full time employees on their payrolls during 20 or more calendar work
weeks, the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain
contractors doing business with the City of Miami Beach, who are awarded a contract pursuant
to competitive bids, to provide "Equal Benefits" to their employees with domestic partners, as
they provide to employees with spouses. The Ordinance applies to all employees of a
Contractor who work within the City limits of the City of Miami Beach, Florida; and the
Contractor's employees located in the United States, but outside of the City of Miami Beach
limits, who are directly performing work on the contract within the City of Miami Beach.
Does bidder provide or offer access to any benefits to employees with spouses or to spouses
of employees?
YES O NO
Does bidder provide or offer access to any benefits to employees with (same or opposite sex)
domestic partners or to domestic partners of employees?
YES U NO
Please check all benefits that apply to your answers above and list in the "other" section any
additional benefits not already specified. Note: some benefits are provided to employees
because they have a spouse or domestic partner, such as bereavement leave; other benefits
are provided directly to the spouse or domestic partner, such as medical insurance.
Bidder Provides for Bidder Provides for Bidder does not
BENEFIT Employees with Employees with
Spouses Domestic Partners Provide Benefit
Health Yes Yes
Sick Leave Yes Yes
Family Medical Leave Yes Yes
Bereavement Leave Yes Yes
If Bidders cannot offer a benefit to domestic partners because of reasons outside your control,
(e.g., there are no insurance providers in your area willing to offer domestic partner coverage)
you may be eligible for Reasonable Measures compliance. To comply on this basis, you must
agree to pay a cash equivalent and submit a completed Reasonable Measures Application with
all necessary documentation. Your Reasonable Measures Application will be reviewed for
consideration by the City Manager, or his designee. Approval is not guaranteed and the City
Manager's decision is final. Further information on the Equal Benefits requirement is available
file:///F:/PURC/Solicitations/2023/2023-014-DF RFP Police Off Duty Detail Mgmt Software/05-Proposals/2-Proposals Received/PowerDetails_245... 10/11
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at http://www.miamibeachfl.gov/city-hall/procurement/procurement-related-ordinance-and-
procedures/
SECTION 19 - MORATORIUM ON TRAVEL TO AND THE PURCHASE
OF GOODS OR SERVICES FROM MISSISSIPPI
Pursuant to Resolution 2016-29375, the City of Miami Beach, Florida prohibits the
purchase of goods or services sourced in Mississippi. Are any of the products for
which the applicant is seeking to be prequalified sourced in Mississippi?
YES NO
If yes, explain.
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ilul powercetai s
112 powerd etai l s
Your PRIMARY Partner for SECONDARY Employment
424 E. Central Blvd, Suite 349
Orlando, FL 32801
Contact: Roger Dunnavan
Phone: 407-257-1984
Email: roger.dunnavan@powerdetails.com
Miami Beach Police Dept.
Invitation to Negotiate
(ITN) 2023-014-DF
Police Off-Duty Scheduling System
TAB 1
MAY 15, 2023
PowerDetails.com +1 855.476.9191 team@powerdetails.com 255 S.Orange Ave.Suite 745 Orlando FL 32801 P.1
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TAB 1: Cover Letter, Table of Contents, Minimum Qualification
Requirements
Mr. Danny Flores
Procurement Contracting Officer
City of Miami Beach Procurement Department
MAY 14, 2023
Dear Mr. Flores,
Our integrated team has read your RFP thoroughly, understands the requirements and are
confident we can provide the best solution to meet the needs of the Miami Beach Police
Department as described in the REP. Based on our history collaborating with Miami Beach Police
Department's IT group over the past few years, we are excited that MBPD is ready to move
forward with integrating UKG/Kronos and Munis into the select off-duty platform as was the intent
during our efforts in 2021-2022. As your team hopefully knows from prior demos and pilot site,
our software platform and supporting services will not only meet, but exceed the specific
requirements as outlined in the RFP. We support ten (10) Law Enforcement Agencies with over
1,000 sworn officers and recently won an 2200 sworn Officer agency RFP with the Charlotte
MecKlenburg Police Department in Charlotte, NC.
PowerDetails will provide extensive training to all parties involved including the
businesses/vendors, Officers/Civilians and Administrators/Coordinators. We will deploy and
support our fully integrated CLOUD-based solution, hosted on the Microsoft AZURE platform,
with the levels of customer services, reliability, security that are defined in the REP. We will build
integrations to Kronos and MUNIS as we have successfully done for other agencies that will
allow on-duty schedules to be integrated into the PowerDetails off-duty platform, to help enforce
policy limits and mitigate LE personnel fatigue. We will also implement SSO with MicroSoft
Active Directory and integrate with Auhorize.net as we have built and tested with your IT team in
2022.
As a Florida founded and headquartered company, proudly claiming our first and current
customer Hernando County Sheriff's Office, PowerDetails will be fiercely committed to providing
the utmost excellent service to Miami Beach Police Department and we look forward to earning
your trust and business as we have with 91 other Florida Law Enforcement agencies since 2006.
Respectfully submitted,
Roger Dunnavan
EVP, Business Development
407-257-1984
PowerDetails.com +1 855.476.9191 team@powerdetails.com 255 5.Orange Ave.Suite 745 Orlando FL 32801 P.2
DocuSign Envelope ID: FAFA2C8F-7E3B-4600-BBED-5CD54354536F
® powerd etai l s
Iroger.dunnavan(a�powerdetails.com
TABLE OF CONTENTS
All Tabs are uploaded into BidSync portal
Tab 1 - Cover Letter, Table of Contents, Min Qual. Req
Tab 2 - Experience and Qualifications
Tab 3 - System Capabilities
Tab 4 -Approach and Methodology
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1.3 Minimum Requirement(s).
1.1.1 The Bidder or its principal(s) must have a minimum of three (3) contracts
managing and administering police extra/off-duty detail scheduling software with
other government law enforcement agencies within the last five (5) years.
1.1.2 Submittal Requirement: For each contract that complies with the requirement
above, submit the name, detailed contract description, start and completion
dates, contract agency, and project contact information (phone and email).
1.1.3 For each project that the Proposer submits as evidence of experience for the firm
or any principal, the following is required: 1) project description, 2) application
solution furnished & implemented, 3) agency name, 4) agency contact, 5) contact
telephone & email. For each project, identify whether the experience is for the
firm or a principal (include the name of the principal).
EFERENCE 1:
Name of Client: New Orleans Police Dept., Office of Secondary Employment
Main Phone: (504)658-8741
Address: 1601 Perdido Street, Building H, Suite 3H112, New Orleans, LA 70112
Primary Contact: Fabian Barbarin Title: Director
Contact Phone: (504)658-8745 Contact E-mail: fdbarbarin@nola.gov
Service Dates: December 2020 -Present
Software ProgramNersion: PowerDetails current release
Summary& Scope of Project and List of Modules/Functionality Implemented:
Built payroll export to QuickBooks, working on building an on-duty schedule template and import functionality to
PowerDetails to help with enforcing policy limits and prevent officer fatigue.
Number of Employees: 1300
EFERENCE 2:
Name of Client: City of Tampa Police/Fire Dept.
Main Phone: (813) 276-3385
Address: 306 E. Jackson St, TAMPA FL 33602
Primary Contact: Andrew Vincent Title: Technology Manager
Contact Phone: (813) 274-3750 Contact E-mail: andrew.vincent@tampagov.net
Service Dates: 2017- Present
Software ProgramNersion: PowerDetails current release
Summary& Scope of Project and List of Modules/Functionality Implemented:
Integrated with on-duty platform, payroll integration to Oracle HR.
Number of Employees: 1250
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Name o ent: Seminole ounty en s ice
Main Phone: (407)665-6559 Address: 100 Eslinger Way, Sanford, FL 32773
Primary Contact: Shelley Telkamp Title: Supervisor, Special Accounts
Contact Phone: (407) 665-6559 Contact E-mail: STelkamp@seminolesheriff.org
Service Dates: 2015- Present
Software ProgramNersion: PowerDetails current release
Summary& Scope of Project and List of Modules/Functionality Implemented:
Payroll file export to Microsoft Dynamics HR/Payroll system.
Number of Employees: 1236
Balance of Page Intentionally Blank
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el powercetails
Your PRIMARY Partner for SECONDARY Employment
424 E. Central Blvd, Suite 349
Orlando, FL 32801
Contact: Roger Dunnavan
Phone: 407-257-1984
Email: roger.dunnavan(a�powerdetails.com
Miami Beach Police Dept.
Invitation to Negotiate (ITN)
2023-014-DF
Police Off-Duty Scheduling System
TAB 2
MAY 15, 2023
PowerDetails.com +1 855.476.9191 team@powerdetails.com 255 S.Orange Ave,Suite 745 Orlando FL 32801 P.1
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TAB 2: Experience and Qualifications
2.1 Qualifications of Proposing Firm. Provide evidence that the proposed solution is an
established, proven System explicitly designed to meet the needs defined herein and used by
public sector agencies successfully.
Company Overview
PowerDetails is a Florida corporation that provides technology solutions to manage secondary
employment and overtime in the public safety industry. We recognize that Off-Duty police
services present unique and complex challenges to law enforcement administration as they
balance multiple stakeholders and economic incentives. We believe that despite these
complexities, the processes can be continuously improved, automated, and professionalized.
Since 2006, the company has focused on technology, automating distribution, fairness, policy
enforcement and oversight as its defining features. We also believe that the agency should
manage and control the program as the Officers are wearing the badge and uniform of the Chief
or the Sheriff. Outsourcing to a 3rd party puts distance between the Command Staff and their
Officers on the street and reduces the amount of control and oversight that the Chief or Sheriff
and their command staff has today.
The PowerDetails Platform(TM) is continuously upgraded based on feedback from our customer
advisory board, prospective clients and the evolving needs of agencies and officers. The
organization follows an agile software development process to collect feedback, prioritize
features, complete development, testing and finally releasing new capabilities to agencies.
Company History
PowerDetails was founded by Innovative Data Solutions in 2006, alongside another company,
PowerDMS. The company was started with the input of law enforcement agencies, by the former
IT director at Hernando County Sheriff's Office in Florida, Joshua Brown. It was slowly built out to
support PowerDMS customers for off-duty details management. In 2012, PowerDetails was spun
out as a stand-alone company to focus on overtime and off-duty management and has grown to
have -200 agencies with 70,000 users on the platform.
Background and Experience
Our mission is to provide law enforcement agencies the tools they need to manage overtime and
off-duty details efficiently and accurately. We are passionate about customer satisfaction. Our
Law Enforcement agency customers are responsible for the safety and security of our
community and we are proud to serve them well. With over 70,000 users across -200 agencies
using our platform, PowerDetails is uniquely positioned to fulfill the requirements of Miami Beach
Police Department.
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2.1 Qualifications of Proposer Team. Provide an organizational chart of all personnel and
consultants to be used for this project if awarded, the role that each team member will play in
providing the services detailed herein, including but not limited to System development,
installation, implementation, data migration, training, and support of the software product and
each team members' qualifications. Each individual's resume, including education, experience,
and other pertinent information, shall be included for each team member to be assigned to this
contract.
Proposed Project Team & Responsibilities
ame Project Role Years of Additional Information
Experience
Andy Rivera Responsible for the accuracy of the proposal,
M.B.A Project Owner 23 proposed services, and the outcomes of the
offering.
Lisa Dorrier Project 26 Responsible for planning, scheduling, client
B.A, CPM Management communication, and project execution.
Sally Client Retired Law Enforcement Sergeant. Responsible
Kauffman Relationship 17 for training to all stakeholders, ongoing technical
M.B.A Manager support, and feedback delivery.
Software Responsible for PD platform enhancements,
Carlos Bolivar Development 15 configuration, CSV exports and API's as
Lead, Systems applicable
Integration
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Andy Rivera
President
ror,ierKauffmanh
VP,Software Roger ementatonVP,Customer Success P Busins
rector,Data Anytics Development Develo ment
ct Manager p
7.1 Subcontractor(s). Describe the services that the Proposer would perform
directly and those portions, if any, that are subcontracted. Identify all subcontractors the
Proposer anticipates using in connection with
this project.
a: PowerDetails will not use any subcontractors for the Miami Beach Police Department
project
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powerdetai s
IuiI powers etai s
Your PRIMARY Partner for SECONDARY Employment
424 E. Central Blvd, Suite 349
Orlando, FL 32801
Contact: Roger Dunnavan
Phone: 407-257-1984
Email: roger.dunnavan@oowerdetails.com
Miami Beach Police Dept.
Invitation to Negotiate
(ITN) 2023-014-DF
Police Off-Duty Scheduling System
TAB 3
MAY 15, 2023
PowerDetails.com +1 855.476.9191 team@powerdetails.com 255 S.Orange Ave,Suite 745 Orlando FL 32801 P.1 Cal
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TAB System Capabilities
3
Submit detailed information on the following System capabilities.Responses shall be in
sufficient detail and include supporting documentation, as applicable, which will allow the
Evaluation Committee to complete a fully review and score the proposed product.
Submit detailed information on the proposed System and technical information which
addresses, but need not be limited to, the below listed expectations:
3.1 The System shall operate on a secure online platform that enables clients to request
officers and the ability for officers to respond to requests to fill off-duty jobs.
A: PowerDetails meets this requirement and is hosted using the Microsoft Azure Business
Cloud. No in-house housing / hosting is required.
3.2 Agent attended customer support (toll free) during regular business hours, Monday
through Friday, 8:00 am to 5:00 pm Eastern time.
A: PowerDetails meets this requirement
3.3 For cases of system failure or security compromise, provide an emergency contact in
which a live response from technical support is provided within 90 minutes.
A: PowerDetails meets this requirement through our emergency text number that is monitored
365x24 by a live person
3.4 Ability to create cost estimates (quotes) for the requestor before the request is filled,
including calculating job coordination fees based on selectable job criteria (e.g., as
total number of scheduled job hours or minimum per-job rate).
A: PowerDetails meets this requirement using our "estimates" module and supports all of the
above criteria and more. Estimates also enable pre-payments and refunds or additional
invoices based on actual hours worked at the large event.
3.5 Ability to handle multiple categories of assignments, such as temporary, permanent, or
special event details.
A: PowerDetails can handle all of these categories including overtime that can be coded
properly for MUNIS payroll files.
3.6 Ability to pre-select personnel for a job.
A: PowerDetails meets this requirement and will check the Kronos on-duty schedules and any
other scheduled off-duty shifts that person may be signed up for to avoid double booking
3.7 Ability to quote and charge different pay rates depending on job type or specific
calendar dates (e.g., holidays), and apply different pay rates based on rank and
department rules.
A: PowerDetails meets this requirement
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3.8 Ability to apply defined hourly and/or flat rates for the use of specific assets (specific
vehicle type, vessels, K-9 or other).
A: PowerDetails meets this requirement
3.9 Ability to handle job cancellations automatically and make all appropriate notifications.
A: PowerDetails meets this requirement for the agency administrators. Businesses/vendors must
still request a job cancellation that needs to be approved by the agency.
3.10 Ability to apply minimum hourly pay or fee if a job is canceled before a defined timeframe.
A: PowerDetails meets this requirement
3.11 Ability to account for personnel leaving jobs to respond to on-duty emergencies or to
attend court appearances, and then returning to the job once completed.
A: PowerDetails meets this requirement through our clock-in, clock-out feature to meet the above
scenarios. MBPD can also choose to turn on the GEO-TAG feature that will apply a point in time
map link to the timesheet when they clock-in, clock-out to verify location.
3.12 The System should include a robust notification system based on user preference
(Text, email, phone calls, etc.).
A: PowerDetails meets this requirement plus PUSH Notificaitons on the APP
3.13 Ability to integrate with authorize.net (City's current payment processing System).
A: PowerDetails is able to integrate with Authorize.Net. This will allow the City of Miami Beach to
utilize their current provider, at current rates, by simply entering their auhorize.net username /
password on PowerDetails, this will allow the agency to accept credit card and ach payments
without having to change vendors or renegotiate rates.
3.14 Ability to interface with City enterprise financial System (Tyler Technologies - Munis).
A: PowerDetails has done this for other agencies using a CSV and API interface and is fully capable
of this requirement.
3.15 Ability to interface with the current personnel management System for on-duty
scheduling (UKG Kronos Telestaff).
A: PowerDetails has done this for other agencies using a CSV and API interface.
3.16 The System should generate standard reports of customer payments, financials, and
outstanding invoices, as well as agency-defined, and custom ad-hoc reporting
capabilities.
A: PowerDetails has over 50 standard reports that meet the above requirements. For ad-hoc
reporting, we offer a rest API that allows MPPD to bring the data into your preferred reporting
package such as Microsoft BI.
3.17 The System should include robust auditing tools and audit trail logs for all functions
and transactional data.
A: PowerDetails meets this requirement through our event log that allows searching and reporting
using filters to find exactly what you're looking for.
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3.18 The System must be able to hire/employ personnel from outside agencies and identify
them by a unique employee or vendor number as defined by the Police Department.
A: PowerDetails meets this requirement through our GROUPS functionality. Best example is
University of Tennessee PD for home football games. They have 70 sworn and need 300 sworn
for a home game, sourcing from up to 20 different agencies to staff the home games.
3.19 Ability to maintain a detailed customer database and handle multiple independent jobs
for the same customer simultaneously.
A: PowerDetails meets this requirement
3.20 The System must be able to integrate with the City of Miami Beach active directory for
single sign-on functionality.
A: PowerDetails meets this requirement with MFA/SSO
3.21 Ability to define and enforce employment requirements and limitation rules based on
specific training, specialty, and expertise (SWAT/K9/Motors/Traffic Certified)
categories.
A: PowerDetails meets this requirement through our GROUPS functionality
3.22 Ability to calculate job coordination fees based on selectable job criteria such as total
number of scheduled job hours or minimum per-job rate.
A: PowerDetails meets this requirement through our configurable "FEES" tool in the billing module.
3.23 Ability to process cancellations of assigned personnel and allow job openings to be
re-offered for fulfillment. Jobs must remain the responsibility of the initially assigned
personnel until another accepts the offer.
A: PowerDetails meets this requirement through our "CANCELLATION" workflow. A new feature
is the ability of an Officer to "TRANSFER" a job to another Officer directly to replace themselves on
a job without having to cancel or need support from the program administrator.
3.24 Detail any other relevant functionality of the proposed system.
A: PowerDetails also offers "JOB SPLITS" This allows a shift to be split in half and worked by 2
Officers instead of 1. i.e. splitting a 10 hour shift into 2 (two) 5-hour shifts, etc. This allows MBPD
to still fulfill an employer's job requirement with 2 officers, instead of leaving it unfilled if 1 Officer
could not work the full 10 hour shift due to exceeding policy limits, being tired, or already booked on
another job that would prevent them working the full shift.
The PowerDetails Time Clock allows officers to clock in to a detail, clock out for a break or a court
visit, then clock back into the details.
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powerd etai l s
Your PRIMARY Partner for SECONDARY Employment
424 E. Central Blvd, Suite 349
Orlando, FL 32801
Contact: Roger Dunnavan
Phone: 407-257-1984
Email: roger.dunnavan@powerdetails.com
Miami Beach Police Dept.
Invitation to Negotiate
(ITN) 2023-014-DF
Police Off-Duty Scheduling System
TAB 4
MAY 15, 2023
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AB 4: Approach and Methodology
Submit detailed information addressing how the proposed System will achieve each portion of
the scope of services and technical requirements outlined in Tab 3 - System Capabilities,
including but not limited to project planning and implementation (4.1), training (4.2), and
maintenance/support information (4.3):
4.1 Project Planning and Implementation Information
4.1.1 Provide a complete sample project plan for this System. Include your
firm's approach to project management, implementation, migration, and training
issues. Describe the implementation strategy that would be employed to
successfully complete the project as well as meet the requirements of the City
within the required timeline.
Implementation Methodology:
o ensure that the implementation for the Project runs smoothly PowerDetails will run a weekly
project status report, and publish a shared project plan document that will allow for constant
ommunication and interaction by all team members in between weekly calls. PowerDetails
.oftware development team leverages the industry standard SCRUM - SPRINT process, which
e also use for project management methodology.
4.1.2
4.1.3
4.1.4 Include a sample project schedule based on the above project plan.
Indicate the significant
"milestones" in a project of this nature and magnitude.
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Task Name Duration Resource Names
• PowerDetails Enterprise Implementation 31 days?
• Knowledge Transfer 13 days
Review all writen policies for extra duty 5 days PowerDetails
Schedule Team Meetings 1 day AGENCY,PowerDetails
General Process Review 1 day PowerDetails,AGENCY
Policy Review 2 days AGENCY,PowerDetails
Job Award Review 2 days AGENCY,PowerDetails
Billing and Customer Service Policy Review 2 days AGENCY,PowerDetails
• Setup 18 days
Coordinate Import with Agency 1 day PowerDetails
Import Data 5 days AGENCY
Test Data Import 5 days AGENCY
Data Import- Review Results Report 1 day AGENCY
Coniguration Implementation 1 day PowerDetails
ePayments Configuration and Funds Routing Setup 5 days PowerDetails
• Software Development 1 day
Custom Report Development(if Applicable) 1 day PowerDetails
• Testing 6 days?
Configuration Demonstration 1 day PowerDetails,AGENCY
Configuration User Acceptance Testing 1 day?
Verify Imported Information 5 days AGENCY,PowerDetails
• Training 15 days
Administrator Training -On-Site 2 days AGENCY,PowerDetails
Officer Role-Live Virtual Training 5 days AGENCY,PowerDetails
Employer Role- Live Virtual Training 5 days AGENCY,PowerDetails
Conduct Training Session 2 1 day AGENCY,PowerDetails
Schedule Training Session 3-Businesses 1 day AGENCY,PowerDetails
Conduct Training Session 3 1 day AGENCY,PowerDetails
• Schedule Rollout!Go Live Date 1 day
Go Live 1 day AGENCY,PowerDetails
4.2 Training Information
4.2.1 Describe the training program approach for the City. Include Administrator,
Power User, Read Only and Full User roles; including in-house training ("Live");.
: Training Plan and Methodology:
he implementations team at PowerDetails will conduct multiple training sessions to each
.takeholder group described below. Training invitations will be sent via email to each stakeholder
•roup with links to sign up for the day and time that best suits the individual schedules.
PowerDetails offers best-in-class YouTube trainin• videos for all •arties, exam•les linked in each
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user category below. Additionally, the user guides are professionally written and hyperlinked to
he specific topics the user may be searching for.
• —568 Officers/Civilians: Unlimited
o Live Virtual Training - 3 sessions per day for 5 business days or weekends if
needed (each session lasts 30 minutes), unlimited Officers can attend using
ZOOM.
o This allows every shift to be trained based on their schedule, best time slots will be
coordinated with MBPD.
o Online training via YouTube Videos.
• Example for Officers: Officer Training Videos
o Online User Guide via the help menu.
o Customer Support via phone or email for unscheduled assistance.
• — 430 BusinessesNendors: Unlimited
o Live Virtual Training - 3 - 30 minutes sessions per day for 5 business days
o Online training via YouTube Videos.
• Example for Businesses: BusinessNendor Training Video
o Online User Guide via the help menu.
o Customer Support via phone or email for unscheduled assistance.
• Agency Administrators, Job Coordinators: Unlimited
o Option 1: On-Site Training ($1,400/day plus travel) - 3 full days consisting of 3 hands-on
training and Q&A sessions. (each session lasts 2 hours).
o Option 2: Live Virtual Training (included in seat license pricing) - 2 sessions per day for 1
day (each session lasts 2 hours).
o Train-the-Trainer training for primary Administrators
o Online training via YouTube Videos.
• Example for Administrators/Coordinators: Administrator/Coordinator Training
Videos
o Online User Guide via the help menu.
o Customer Support via phone or email for unscheduled assistance.
a dditional training sessions will be provided as needed for new hires, facilitating transitions, or
•ther reasons.
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4.2.2 Describe all training manuals and formats available. Describe other
methods or training available to City users.
• : Live Virtual Training - 3 sessions per day for 5 business days or weekends if needed (each
,ession lasts 30 minutes), unlimited Officers can attend using ZOOM.
o This allows every shift to be trained based on their schedule, best time slots will be
coordinated with MBPD.
o Online training via YouTube Videos.
■ Example for Officers: Officer Training Videos
o Online User Guide via the help menu.
o Downloadable PDF user guides
4.2.3 Provide all available training methods (e.g. in-person, virtual, "train the
trainer") available to the City
A : PowerDetails has done and offers all of the above methods
4.3 Maintenance/Support/Warranty Information
4.3.1 Describe the levels and types of ongoing System support and
maintenance provided by your firm. Specify the current version of your system,
next major upgrade, how often the system is upgraded, and how the upgrades
are accomplished.
• : The Service Level Agreement (SLA) in the table below only applies to requests made during Service
Desk Hours (please see above for hours). All requests made outside the Service Desk Hours will be
responded to with the best efforts of the support staff. For SLA purposes, responses to requests made
outside normal Service Desk Hours will be measured from the start of the next business day, not
including national Holidays. All Response Times will be measured after the initial Ticket Creation and/or
Log & Route.
Request Type Priority Levels Initial Response Time
Incidents 1 —Critical 1 Business Hour
Service 2—High 2 Business Hours
Requests 3—Medium 4 Business Hours
4—Low 8 Business Hours
5-Planning 8 Business Hours
Request Type Examples:
PowerDetails.com +1 855.476.9191 team@powerdetails.com 255 5.Orange Ave.Suite 745 Orlando FL 32801 P.5
DocuSign Envelope ID: FAFA2C8F-7E3B-4600-BBED-5CD54354536F
i"1 powerdetails
Request Example
Type
Incident Cannot
Cannot
Cannot bring up site
Error messages when navigating
Service General Questions
Request
User Management: Password Reset, Add /Configure/ Remove a new
user
Planned events: service, etc.
Priority Descriptions:
Priority Description
Type
Critical Issue affects the entire business and the majority of users are unable
to use the application.
High Issue affects work flow for a critical user/function.
Medium Issue affects a small number of users; company as a whole is
functioning.
Low ' Routine requests, such as Service Requests. The company as a whole
is functioning
Planning Company as a whole is functioning. This priority is usually assigned to
Projects or tickets that require planned implementation.
4.3.2 Indicate how support would be provided to our location (hotline telephone
support, email, on- site, helpdesk, etc.). Describe the support escalation process
should initial methods of support not adequately address the issue(s).
: Please see table above
4.3.3 Describe software and services warranty coverage. Provide any available
Service Level Agreement(s) ("SLA") for the City's consideration.
A: For the past 6 years PowerDetails has been able to provide a 99.997% uptime to our
agency subscribers, their officers and local businesses. Our team is continuously monitoring
servers, growth and the changing needs of agencies to maintain this uptime record. The
platform's infrastructure utilizes load balancers, geo replication and failover strategies to
account for unexpected outages and to automatically attempt to self-recover or mitigate
downtime.
PowerDetails.com +1 855.476.9191 team@powerdetails.com 255 S.Orange Ave,Suite 745 Orlando FL 32801 P.6
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powercetai s
Backup and Disaster Plan:
Describe how the Service Provider would respond in the event a natural disaster was to directly
impact its facilities/systems, including the following:
• Procedures for off-site storage of information;
A: All of PowerDetails business systems are in the CLOUD, hosted on Microsoft
AZURE. Therefore, PowerDetails has no local storage issues and has redundant
back-ups due to our hosting partners. The platform uses Geo-Replication to 3 different
data centers to prevent data loss.
• Capabilities and availability of alternate processing, communications, and operations
facilities;
A: All PowerDetails employees and contractors have the ability to work from home. All
they need is internet access to do their jobs. If the internet is down, they can also use
their personal hotspots or phones to log into our CLOUD-based business applications.
• Plans for maintaining business processes, including communications with the County, the
County's customers, and suppliers of goods and services.
A: All PowerDetails employees and contractors have the ability to work from home. All
they need is internet access to do their jobs. If the internet is down, they can also use
their personal hotspots or phones to log into our CLOUD-based business applications.
• Estimated time to recover from disaster events, and service level expectations for
business continuity following a disaster;
A: All of PowerDetails business systems are in the CLOUD, most of these are hosted on
Microsoft AZURE, but some are hosted on AMAZON WEB. Therefore, PowerDetails has
no local storage issues and has redundant back-ups due to our hosting partners.
• Cost to the City, if any, for disaster recovery services; and
A: None
• A documented disaster recovery and business continuity plan, including dates of disaster
recovery tests and schedule for future tests.
A: The PowerDetails disaster recovery plan is confidential and can only be shared with
customers, or with prospective customers on a confidential basis. It cannot be included as
part of this response, because these records can become public should another vendor
request a copy.
oftware Services:
Describe the security architecture of your solution.
: PowerDetails utilizes the Microsoft Azure cloud, our security practices include:
• Monitoring for instruction detection
• Vulnerability scanning and reporting
• Geo-Replication
• TLS 1.2 to encrypt data in-transit
• Account Lock-out after X invalid loin attem•ts
PowerDetails.com +1 855.476.9191 team@powerdetails.com 255 S.Orange Ave.Suite 745 Orlando FL 32801 P.7
DocuSign Envelope ID: FAFA2C8F-7E3B-4600-BBED-5CD54354536F
powerdetails
• Secure User Passwords
Provide a description of the measures taken to provide security and confidentiality as it relates
to:
• Service Provider facility - Utilizing the Azure Cloud ensures physical security of the
equipment at a SOC2 facility.
• Monitoring equipment - PowerDetails utilizes the Azure Dashboard and Service Health
monitoring to ensure resource utilization and availability requirements are met.
• Data transmission - All data is encrypted in-transit using TLS 1.2, this applies to the
web-based front end and the communication between our mobile apps and the rest API.
• Data storage - All data stored is using GEO replication / redundant storage.
Balance of Page Intentionally Blank
PowerDetails.com i1 855.476.9191 team@powerdetails.com 255 S.Orange Ave,Suite 745 Orlando FL 32801 P.8
DocuSign Envelope ID:FAFA2C8F-7E3B-4600-BBED-5CD54354536F
RESOLUTION 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 Mantes 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:
DocuSign Envelope ID:FAFA2C8F-7E3B-4600-BBED-5CD54354536F
•
For the software-only option, the results of the Evaluation Committee's review of
• proposals resulted in the following rankings:
1st ranked.-PowerDetails, LLC.
2nd ranked-Visual Computer Solutions, Inc
• 3rd ranked- RollKall Technologies, LLC
4th ranked- Hart Halsey, LLC dba Extra Duty Solutions
5th'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:
15i ranked(tied) RollKali Technologies; LLC.
. 151 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 Sheriffs 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 /I • day of 16Pr 2023.
ATTES
h1CT20 �� tz "';ya,
"' :•,y APPROVED AS TO
,r.•.�°a ' FORM 8� LANGUAGE
'%IACOP,P, ORATEO1 s
-BAN GELBER, MAYOR FOR EXECUTION
RAFAEL E. GRANADO, CITY CLERK'-,;�f;� ;•..; . ,..
.City Attorney Date
DocuSign Envelope ID:FAFA2C8F-7E3B-4600-BBED-5CD54354536F
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 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.
RECOMMENDATION
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.
BACKGROUND/HISTORY
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
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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 IT 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
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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 Only 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 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.
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.
2nd ranked-Visual Computer Solutions, Inc
Page 42 of 2240
DocuSign Envelope ID:FAFA2C8F-7E3B-4600-BBED-5CD54354536F
3rd ranked-RollKali Technologies, LLC
4th ranked-Hart Halsey, LLC dba Extra Duty Solutions
5th 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:
1st 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.
Upon consideration of the proposals and the Evaluation Committee process for both options,
the Administration believes it is in the City's 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 Citys 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 Sheriffs Office, among
others.
Page 43 of 2240
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SUPPORTING SURVEY DATA
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.
FINANCIAL INFORMATION
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)/Amount(s):
011-1150-000325-20-401-595-00-00-00- $50,000.00
$50,000.00
CONCLUSION
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
RoIlKall 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
Is this a"Residents Right Does this item utilize G.O,
to Know" item.pursuant to Bond Funds?
City Code Section 2-14?
No No
•
Legislative Tracking
Police/Procurement
ATTACHMENTS:
Description
o Scoring and Ranking Spreadsheet
o Resolution
Page 44 of 2240
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Page 45 of 2240