C2C-Award Contract Two-Way Radio Subscriber Maintenance ServicesCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Award Contracts Pursuant To Invitation To Bid No. 075-2013, For Two~Way Radio
Subscriber Maintenance Services To Control Communications, Inc., in the amount not to exceed $100,000.
Key Intended Outcome Supported:
Improve Process for Information Technology.
Supporting Data (Surveys, Environmental Scan, etc.):
N/A
Item Summary/Recommendation:
The City's Public Safety Departments communications protocol require the use of a radio system comprised of base
and subscriber (hand-held and vehicle mounted) units. The system currently includes APX 7000 XE, XTS-3000, XTS-
5000, MTS-2000 Astro Digital Mobiles and Astro Digital base stations.
Maintenance and repairs to the public safety radio system are necessary to ensure its optimum performance and to
extend the life of the equipment. Since the equipment is manufactured by Motorola, it is necessary for the
maintenance service provider to be a Motorola authorized Premier Service Provider (PSP), which guarantees the
highest level of expertise and support on these critical public safety units. Accordingly, the successful bidder will
provide maintenance and repairs on all equipment as noted in the ITB by experienced, factory-trained, and certified
technicians. All units will be returned to original factory specifications and upgrade the firmware to the latest release,
as needed.
The Procurement Division issued an Invitation to Bid (ITB) No. 075-2013 in order to establish a contract, by means of
sealed bids, with a qualified vendor( s ), to provide two-way radio maintenance of the City of Miami Beach public safety
radio units. The ITB No. 075-2013, was issued on February 15, 2013, with a bid opening date of March 8, 2013. One
addendum was issued to provide additional information and respond to all questions submitted by the prospective
bidders. Twenty-three (23) bid notices were issued, seventeen (17) though the Public Purchasing Group and another
six (6) through the Procurement Division. Two (2) vendors downloaded the bid documents. One (1) bid was received
from Control Communications, Inc., which is the only Motorola Premier Service Provider in Miami-Dade County.
Control Communications meets all the requirements established in the ITB and, therefore, is recommended for
award.
After considering the review and recommendation of City staff, the City Manager exercised his due diligence and is
recommending to the Mayor and the City Commission to award the contract to Control Communications, Inc., the
sole responsive and responsible bidder.
APPROVE THE AWARD OF THE CONTRACT.
Advisory Board Recommendation:
Financial Information:
Source of Amount
Funds: 1 $50,000
2
3
Total $50,000
Account
Information Technology operating budget, 550-1750-
000325
Financial Impact Summary: Fiscal 2012/13 funding is for six months and future year funding will be included
in the Information Technology operating budget.
Ci Clerk's Office Le islative Trackin
Alex Denis, Ext. 7 490
MIAMI BEACH
Manager
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JLM
AGENDA ITEM _c_.:;· iJ._L __
DATE f;:-/7-13
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Mattie Herrera Bower and Me
DATE: April17, 2013
SUBJECT: REQUEST FOR APPROVAL T AWARD A CONTRACT PURSUANT TO
INVITATION TO BID NO. 075-2 13, FOR TWO-WAY RADIO SUBSCRIBER
MAINTENANCE SERVICES, TO CONTROL COMMUNICATIONS, INC., IN AN
ESTIMATED ANNUAL AMOUNT NOT TO EXCEED $100,000.
ADMINISTRATION RECOMMENDATION
Approve the award of the contract.
KEY INTENDED OUTCOME
Improve process for information technology.
FUNDING
$50,000 Funding for six months remaining in this Fiscal Year (FY) is available in the FY
2012/13 operating budget Account Code No. 550-1750-000325. Future year
funding will be included in the department's operating budget.
BACKGROUND SUMMARY
The City's Public Safety Departments communications protocol require the use of a radio
system comprised of base and subscriber (hand-held and vehicle mounted) units. The
system currently includes APX 7000 XE, XTS-3000, XTS-5000, MTS-2000 Astro Digital
Mobiles and Astro Digital base stations.
Maintenance and repairs to the public safety radio system are necessary to ensure its
optimum performance and to extend the life of the equipment. Since the equipment is
manufactured by Motorola, it is necessary for the maintenance service provider to be a
Motorola authorized Premier Service Provider (PSP), which guarantees the highest level of
expertise and support on these critical public safety units. Accordingly, the successful bidder
will provide maintenance and repairs on all equipment as noted in the ITB by experienced,
factory-trained, and certified technicians. All units will be returned to original factory
specifications and upgrade the firmware to the latest release, as needed.
ITB PROCESS
The Procurement Division issued an Invitation to Bid (ITB) No. 075-2013 in order to establish
a contract, by means of sealed bids, with a qualified vendor(s), to provide two-way radio
maintenance of the City of Miami Beach public safety radio units. The ITB No. 075-2013,
was issued on February 15, 2013, with a bid opening date of March 8, 2013. One
addendum was issued to provide additional information and respond to all questions
submitted by the prospective bidders.
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Commission Memorandum
ITB 075-2013 Two-Way Radio Subscriber Maintenance Services
Apri/17, 2013
Page 12
Twenty-three (23) bid notices were issued, seventeen (17) though the Public Purchasing
Group and another six (6) through the Procurement Division. Two (2) vendors downloaded
the bid documents. One (1) bid was received from Control Communications, Inc., which is
the only Motorola Premier Service Provider in Miami-Dade County.
EVALUATION PROCESS
Control Communications meets all the requirements established in the ITB and, therefore, is
recommended for award.
CITY MANAGER'S REVIEW
After considering the review and recommendation of City staff, the City Manager exercised
his due diligence and is recommending to the Mayor and the City Commission to award the
contract to Control Communications, Inc., the sole responsive and responsible bidder.
CONCLUSION
Based on the aforementioned, the Administration recommends that the Mayor and City
Commission award contracts pursuantto Invitation to Bid (ITB) No. 075-2013, for Two-Way
Radio Subscriber Maintenance Services, to Control Communications, Inc., in the estimated
annual of amount not to exceed $100,000.
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