C7F-Waive Bidding Execute Agreement With Cassidian Communications IncCOMMISSION ITEM SUMMARY
Condensed Title:
A resolution waiving by 5/7"' vote, the formal competitive bidding requirements, finding such waiver to
be in the City's best interest, and authorizing the Mayor and City Clerk to execute an agreement with
Cassidian Communications, Inc., for an initial term of two (2) years, with the option to renew for two
(2} additional years, in the annual amount of $12,415.
Key Intended Outcome Supported:
Improve process through Information Technology.
Supporting Data (Surveys, Environmental Scan, etc.):
Item Summary/Recommendation:
The City has been using a citizen notification system, formerly called Reverse 911 (R911) which was
upgraded to the Communicator NXT product line (CNXT), since 2003. In 2003, R911 worked on a
server that used 24 phone lines to deliver a customizable recorded message to the citizens of Miami
Beach. The R911 system lets the user draw a boundary on a map of Miami Beach, record an audio
message, and then send it to all the landline telephone numbers within the boundary drawn on the
map. Since R911 was purchased, the system was used to deliver numerous emergency messages
such as hurricane evacuation notices and mandatory boil water orders resulting from water main
breaks.
Delivering a one minute message citywide to the over 35,000 numbers in the AT&T database using 24
phone lines took multiple days. It was possible for an important message to become irrelevant before
the system was done delivering it. To address this challenge, the R911 system was upgraded to the
CNXT system. This upgrade allowed the CNXT system to be hosted by the vendor so that it now
used thousands of phone lines, instead of the 24 it previously used, to deliver its phone calls. After
the upgrade, delivering a citywide message to the over 35,000 numbers in the AT&T database took
hours instead of days.
The Police Department currently uses a module from the CNXT product line that allows them to
launch call campaigns to telephone number lists that they have created and configured, based on
function, for their different callout scenarios (SWAT, Command Staff, etc.).
The Finance Department uses a module from the CNXT product line that allows them to load the list
of telephone numbers of water utility accounts that are about to be disconnected in order to send out
final notices before disconnection. The Finance Department has indicated that using the system has
allowed them to increase their collections and has reduced the number of disconnect orders issued.
The CNXT system also has a module that allows anyone interested in receiving notification calls to
their cellphone, to register the number and click on a map to associate the number with a location so
that audio messages relevant to that location are sent to their cellphone in addition to the call to the
landline associated with the location.
Financial Information:
Source of Amount Account
Funds: 1 $12,415 550-1750-000325 Information Technology
4i 2
• 3
1 Total $12,415
Financial Impact Summary:
Cit Clerk's Office Le islative Trackin
Gladys Gonzalez -5775
Sign-Offs:
Department Dir
GG
T:\AGENDA\2013\Aprii17\CofT!
MIAMI BEACH AGENDA ITEM _C_7_F __
DATE (,-'S-1..3
~ MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachA.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and M mbers of he City Commission
DATE: June 5, 2013
SUBJECT: A RESOLUTION OF THE MAYO ND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, WAIVING, B A 5/7THS VOTE, THE FORMAL COMPETITIVE
BIDDING REQUIREMENTS, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST
INTEREST, AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT WITH CASSIDIAN COMMUNICATIONS, INC., FOR AN INITIAL TERM
OF TWO (2) YEARS, WITH THE OPTION TO RENEW FOR TWO (2) ADDITIONAL
YEARS, IN THE ANNUAL AMOUNT OF $12,415.
FUNDING
$12,415 550-1750-000325 -Information Technology Department FY 12/13, funding for future
years will be included in the future year budget requests.
ADMINISTRATION RECOMMENDATION
Approve the Resolution
KEY INTENDED OUTCOME SUPPORTED
Improve process through Information Technology.
BACKGROUND
The City has been using a citizen notification system, formerly called Reverse 911 (R911) which
was upgraded to the Communicator NXT product line (CNXT), since 2003. In 2003, R911
worked on a server that used 24 phone lines to deliver a customizable recorded message to the
citizens of Miami Beach. R911 used a database, purchased from AT&T, of all listed and
unlisted numbers with geographic coordinates matched to their service address. The
purchased database could only be used for this citizen notification system. The R911 system
lets the user draw a boundary on a map of Miami Beach, record an audio message, and then
send it to all the landline telephone numbers within the boundary drawn on the map. Since
R911 was purchased, the system was used to deliver numerous emergency messages such as
hurricane evacuation notices and mandatory boil water orders resulting from water main breaks.
The system worked well, but one of the challenges it presented is that of delivering a citywide
message in a timely manner.
Delivering a one minute message citywide to the over 35,000 numbers in the AT&T database
using 24 phone lines took multiple days. It was possible for an important message to become
irrelevant before the system was done delivering it. To address this challenge, the R911 system
was upgraded to the CNXT system. This upgrade allowed the CNXT system to be hosted by
the vendor so that it now used thousands of phone lines, instead of the 24 it previously used, to
Resolution Waiving Competitive Bidding for Cassidian Communications
City Commission Meeting
June 5, 2013
Page 2of2
deliver its phone calls. After the upgrade, delivering a citywide message to the over 35,000
numbers in the AT&T database took hours instead of days.
Cassidian Communications is the inventor, owner, installer, trainer, and support provider of the
R911 and CNXT product lines. CNXT is available for any department to use but is mainly used
by the following departments at the city of Miami Beach: City Manager's Office, Police
Department, Fire Department, and Public Works Department. CNXT's use is coordinated
through the IT Department with City Manager approval required for each session launched.
The Police Department currently uses a module from the CNXT product line that allows them to
launch call campaigns to telephone number lists that they have created and configured, based
on function, for their different callout scenarios (SWAT, Command Staff, etc.).
The Finance Department uses a module from the CNXT product line that allows them to load
the list of telephone numbers of water utility accounts that are about to be disconnected in order
to send out final notices before disconnection. The Finance Department has indicated that
using the system has allowed them to increase their collections and has reduced the number of
disconnect orders issued.
The CNXT system also has a module that allows anyone interested in receiving notification calls
to their cellphone, to register the number and click on a map to associate the number with a
location so that audio messages relevant to that location are sent to their cellphone in addition
to the call to the landline associated with the location.
CONCLUSION
In order to ensure that the City Departments and the other City organizations are able to
continue to use the citizen's notification system that has been configured and set up to function
as required by the departments, the Administration recommends the Mayor and City
Commission adopt this resolution waiving by 5/ih vote, the formal competitive bidding
requirements, finding such waiver to be in the City's best interest.
JLM/JMT/GG
C:\DATA\Reverse 911 & cassidian\waiver of competitive bid\Cassidian Waiver of Comp Bid-memo.docx
RESOLUTION NO.-----
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, WAIVING, BY A 5/7THS VOTE, THE
FORMAL COMPETITIVE BIDDING REQUIREMENTS, FINDING SUCH
WAIVER TO BE IN THE CITY'S BEST INTEREST, AND AUTHORIZING
THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH
CASSIDIAN COMMUNICATIONS, INC., FOR AN INITIAL TERM OF TWO
(2) YEARS, WITH THE OPTION TO RENEW FOR TWO (2) ADDITIONAL
YEARS, IN THE ANNUAL AMOUNT OF $12,415.
WHEREAS, the City has been using a citizen notification system, formerly called
Reverse 911 (R911) which was upgraded to the Communicator NXT product line (CNXT), since
2003; and
WHEREAS, the R911 system lets the user draw a boundary on a map of Miami Beach,
record an audio message, and then send it to all the landline telephone numbers within the
boundary drawn on the map; and
WHEREAS, delivering a one minute message citywide to the over 35,000 numbers in the
AT&T database using R911 took multiple days; and
WHEREAS, to address this challenge, the R911 system was upgraded to the CNXT
system; and
WHEREAS, after the upgrade, delivering a citywide message to the over 35,000
numbers in the AT&T database took hours instead of days; and
WHEREAS, Cassidian Communications is the inventor, owner, installer, trainer, and
support provider of the R911 and CNXT product lines; and
WHEREAS, the Police Department currently uses a module from the CNXT product line
that allows them to launch call campaigns to telephone number lists that they have created and
configured, based on function, for their different callout scenarios (SWAT, Command Staff,
etc.); and
WHEREAS, the Finance Department uses a module from the CNXT product line that
allows them to load the list of telephone numbers of water utility accounts that are about to be
disconnected in order to send out final notices before disconnection; and
WHEREAS, the CNXT system also has a module that allows anyone interested in
receiving notification calls to their cellphone, to register the number and click on a map to
associate the number with a location so that audio messages relevant to that location are sent
to their cell phone in addition to the call to the landline associated with the location.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby waive, by a 5/7 1h vote, the formal competitive bidding requirements, finding
such waiver to be in the City's best interest, and authorize the Mayor and City Clerk to execute
an agreement with Cassidian Communications, Inc., for an initial term of two (2) years, with the
option to renew for two (2) additional years, in the annual amount of $12,415.
PASSED and ADOPTED this----day of June, 2013.
ATTEST:
RAFAEL GRANADO, CITY CLERK
MATTI HERRERA BOWER
MAYOR
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