C2D-Issue RFP Consultant To Select-Replace The Existing Public Safety Radio SystCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Issue A Request For Proposals (RFP) To Secure The Services Of A Consultant That Will
Compile The City Stakeholder's Requirements And Recommend The Best Approach To Select And Replace The
Existing Public Safety Radio System With A P25 Compliant System Before The 2016 Timeframe.
Key Intended Outcome Supported:
1. Improve Process through Information Technology.
Supporting Data (Surveys, Environmental Scan, etc.):
Item Summary/Recommendation:
The City of Miami Beach, the Licensee, operates a Motorola equipped 800 MHz 10 channel trunked Public Safety Radio System, the
System, in its designated Federal Communication Commission, FCC, jurisdiction. The System is currently on year eight (8) of a ten (1 0)
year life cycle and it is not Project 25 (P25) compliant as defined by federal P25 standards. The City's goal is to replace the System with a
new P25 compliant system before the 2016 timeframe. The system replacement time cycle, based on procurement of the existing system, is
over two (2) years from issuance of the RFP to acceptance of a working system.
P25 is a suite of standards for digital radio communications for use of interoperability by federal, state and local public safety agencies in
North America to enable them to communicate with other agencies and mutual aid response teams in emergencies. The FCC has issued a
directive that all 800 MHz systems will be "narrowbanded" in the 2016 timeframe. Narrowbanding is the process by which frequency space is
narrowed from approximately 25KHz to 12.5 KHz for each licensed frequency, thus increasing the amount of available radio spectrum. The
main type of systems easily, and cost effectively, capable of being narrowbanded in such a fashion are P25 compliant systems. Both the
infrastructure and the subscriber components of a radio system must be P25 compliant for full interagency interoperability to exist.
This matter was referred to the Finance and Citywide Projects Committee by the Mayor and Members of the City Commission at the
February 6, 2013 Commission Meeting, Item C4L. The item was discussed at the February 20 meeting and it was recommended by the
FCWP that an RFP would be issued to secure the services of a consultant that will compile the City stakeholder's requirements and
recommend the best approach to select and replace the existing Public Safety Radio System with a P25 compliant system before the 2016
timeframe. The consultant would assist the City in determining ways to achieve compliance by the narrowbanded P25 directive issued by
the FCC. The consultant may recommend that the City can purchase a replacement P25 compliant radio system, or it can join with other
agencies in purchasing and establishing a Regional radio system or it can operate as a guest on a larger host's radio system.
The Finance Committee also requested to know approximately how much the consultant would cost. The City previously used similar
consulting services for the procurement of the current radio system, which replaced the radio infrastructure but not the subscribers (radios),
for a fee of $195,000 (Resolution 2003-25200).
Board Recommendation:
The Administration recommends that the Mayor and the City Commission approve the issuance of the RFP.
Financial Information:
Source of Funds; Amount
1
2
3
4
5
OBPI Total
Financial Impact Summary:
islative Trackin
'MlAMIBEACH
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Account
Agenda ltem __ (2_~_D __
Date 1.(-I 7-13
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
MISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and M mbers oft City Commission
DATE: April17, 2013
SUBJECT: REQUEST FOR APPROVAL TO ISSUE A REQUEST FOR PROPOSALS
(RFP) TO SECURE THE SERVICES OF A CONSULTANT THAT WILL
COMPILE THE CITY STAKEHOLDER'S REQUIREMENTS AND
RECOMMEND THE BEST APPROACH TO SELECT AND REPLACE THE
EXISTING PUBLIC SAFETY RADIO SYSTEM WITH A P25 COMPLIANT
SYSTEM BEFORE THE 2016 TIMEFRAME.
ADMINISTRATION RECOMMENDATION
Approve the issuance of the RFP.
BACKGROUND
The City of Miami Beach, the Licensee, operates a Motorola equipped 800 MHz 10 channel
trunked Public Safety Radio System, the System, in its designated Federal Communication
Commission, FCC, jurisdiction. The System is currently on year eight (8) of a ten (1 0) year life
cycle and it is not Project 25 (P25) compliant as defined by federal P25 standards. The City's
goal is to replace the System with a new P25 compliant system before the 2016 timeframe.
The system replacement time cycle, based on procurement of the existing system, is over two
(2) years from issuance of the RFP to acceptance of a working system.
P25 is a suite of standards for digital radio communications for use of interoperability by
federal, state and local public safety agencies in North America to enable them to communicate
with other agencies and mutual aid response teams in emergencies. The FCC has issued a
directive that all 800 MHz systems will be "narrowbanded" in the 2016 timeframe.
Narrowbanding is the process by which frequency space is narrowed from approximately 25
KHz to 12.5 KHz for each licensed frequency, thus increasing the amount of available radio
spectrum. The main type of systems easily, and cost effectively, capable of being
narrowbanded in such a fashion are P25 compliant systems. Both the infrastructure and the
subscriber components of a radio system must be P25 compliant for full interagency
interoperability to exist.
This matter was referred to the Finance and Citywide Projects Committee by the Mayor and
Members of the City Commission at the February 6, 2013 Commission Meeting, Item C4L. The
item was discussed at the February 20 meeting and it was recommended by the FCWP that an
RFP would be issued to secure the services of a consultant that will compile the City
stakeholder's requirements and recommend the best approach to select and replace the
existing Public Safety Radio System with a P25 compliant system before the 2016 timeframe.
The consultant would assist the City in determining ways to achieve compliance by the
narrowbanded P25 directive issued by the FCC. The consultant may recommend that the City
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Public Safety Radio System Consultant RFP
Commission Memorandum
April17, 2013
Page 2 of 2
can purchase a replacement P25 compliant radio system, or it can join with other agencies in
purchasing and establishing a Regional radio system or it can operate as a guest on a larger
host's radio system.
The Finance Committee also requested to know approximately how much the consultant would
cost. The City previously used similar consulting services for the procurement of the current
radio system, which replaced the radio infrastructure but not the subscribers (radios), for a fee
of $195,000 (Resolution 2003-25200). The minimum eligibility criteria, desired scope of
services and evaluation criteria for the RFP are attached.
CONCLUSION
The Administration recommends that the Mayor and the City Commission approve the
issuance of the RFP.
JLM/PDW/GG/AS
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68
IBE Request for
Issuance Approval
Solicitation No.: Solicitation Title:
TBD Services for Public Safe Communications S stem
Requesting Department:
Information Technolo
MINIMUM ELIGIBILITY CRITERIA:
The Proposer must meet the following minimum eligibility criteria:
• Must have been in business performing work sought in this RFP at least 10
• Must have performed similar work for similar organizations before and must demonstrate that the work resulted in
to various radio manufacturers. References of such work are required.
• Must have multiple individuals capable of performing the work sought in this RFP and must provide their credentials,
and experience.
SCOPE OF SERVICES:
The City is this Request For Proposals to secure the services of a consultant that will compile the City Stakeholder's
requirements and recommend the best approach to select and replace the existing Public Safety System with a P25
compliant system before the 2016 timeframe. The consultant may recommend that the City can purchase a replacement
compliant radio system, or it can join with other agencies in purchasing and establishing a regional radio system or it can
operate as a guest on a larger host's radio system. The selected consultant's main duties and responsibilities will include:
• Must be independent, not affiliated with neither any manufacturer nor vendor and must present a perspective that is
consistently objective, effective, and vendor-neutral.
• Must have multiple individuals capable of performing the work sought in this RFP and must provide their credentials,
and experience.
• Schedule and lead the requirement gathering meetings with diverse team of selected City radio system stake holders.
• Review and compile requirements gathered from meetings to validate and verify technical feasibility.
• Use list of compiled requirements, consultant's own expertise, to develop an organized comprehensive scope of
requirements.
• Work with City to create an and/or Interagency Agreement (depending on the consultant's recommended
approach to replacing system) and develop evaluation criteria for the new P25 radio system by using the
comprehensive scope of requirements created, and in negotiations as required.
• Provide progress status updates as required.
• Validate that the implemented system fulfills the requirements of the consultant prepared RFP or Interagency
Agreement (depending on the consultant's recommended approach to replacing system).
In the event that City a subsequent RFP for a new public safety communications system, the successful proposer
will be precluded from participatin .
35
25
20
20
Total Moximurn Points 100*
• After Evaluation Committee has completed its review of proposals, the Procurement Division will add the points for local and veteran's
preference in accordance with the applicable ordinance.
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