C7D-Accept Recommendation Web Based Training SystemCOMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida,
Accepting The Recommendation Of The City Manager Pertaining To The Ranking Of
Proposals, Pursuant To Request For Proposals (RFP) No. 2014-143-LR, For A Web
Based Training System For The Fire Department.
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Supporting Data (Surveys, Environmental Scan, etc: NiA
Item Summary/Recommendation :
On April 23,2014, the City Commission approved the issuance of the RFP, which was
issued on April 24, 2014, with an opening date of May 23, 2014. A pre-proposal
conference was held on May 6, 2014. The City received one (1) proposal.
On June 20, 2014, the City Manager appointed an Evaluation Committee (the
"Committee"), which convened on July 7,2014 to consider proposals received. The
Committee was instructed to score and rank each proposal pursuant to the evaluation
criteria established in the RFQ" The results of the evaluation committee process were
presented to the City Manager for his recommendation to the City Commission.
After reviewing the submissions and the Evaluation Committee's rankings of proposals
received, the City Manager recommends that the Mayor and the City Commission,
pursuant to Request for Proposal (RFP) No. 2014-143-LR, for a Web Based Training
System, authorize the Administration to enter into negotiations with the sole proposer
(who has been deemed by the Committee to be qualified), Municipal Emergency
Services, lnc.; and further authorize the City Manager to execute an Agreement upon
conclusion of successful negotiations by the Administration.
RECOMMENDATION
ADOPT THE RESOLUTION.
Financial lnformation:
Source of
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Amoun
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Account
1 $25,000 552-6168-000679
Total $25,000
Financial lmpact Summary:
Alex Denis, Extension 6641
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-Summary.doc
388
g MIAMIBEACH
City of Miomi Beoch, ,l700 Convention Cenler Drive. Miomi Beoch, Florido 33139, www.miomibeochfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members of
FRoM: Jimmy L. Morales, City Manager
DATE: July 23,2014
MIAM! BEACH, FLORIDA, AGCEPTING THE RECOMMENDATION OF THE CITY
MANAGER PERTAINING TO THE RANKING OF PROPOSALS, PURSUANT TO
REQUEST FOR PROPOSAL NO. 2014-143-LR (THE RFP), FOR A WEB BASED
TRAINING SYSTEM FOR THE FIRE DEPARTMENT.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
Account No. 552-61 68-000679 - $25,000
BACKGROUND
The Fire Department requires the services of a contractor to provide its employees with a
web-based training system. The training system will provide an online training and records
management system which will improve the department's operational efficiency and help
maintain compliance with accreditation by the lnternational Organization Standardization
(lSO) rating and State of Florida Bureau of Fire Standards and Training Fire College
Department of I nsurance Continu i ng Ed ucation ( FCD I CE) certifications.
The Miami Beach Fire Department is rated as a Class 1 department by the lnsurance
Organization Standardization (lSO). Less than 1o/o of all fire departments in the entire country
are ranked as a Class 1 departments. This rating is obtained through the lnsurance
Organization Standardization (lSO) which analyzes the relevant data and assigns
departments a Public Protection Classification, a numberfrom 1 to 10. Class 1 represents
superior property fire protection, and Class 10 indicates that the area's fire suppression
program does not meet ISO's minimum criteria.
One of ISO's main requirements is the amount and type of training required by each member
per year. This training must be recorded and be accessible at all times. All firefighters must
receive the following training annually per ISO requirements: company training at fire stations
including training using streets, buildings and open areas; hazardous materials; officer
training; new driver training; driver training; and recruit training. ln addition, the State of
Florida requires a minimum amount of EMS training and this training must be recorded as
well. The State also requires the tracking of all employees driver's licenses.
Currently, the Fire Department is utilizing a Microsoft Access database that was created in
2002 to track employees' annual required training (Fire and EMS). This database just allows
for the entering of data and will provide reports, however, it does not notify employees or
administrators of any deficiencies in a members training nor does it track employee's driver
record. Furthermore, the Microsoft support for the Access database ended in 2009. The lT
City
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Commission Memorandum - RFP 2014-143-LR Web Based Training System
July 23,2014
Page2
Department requested that the Fire Department stop using this database in 2010 and advised
they would no longer provide support for this program. The database has become
excessively large and will exceed its storage capacity soon. There is no other training
software that the city currently owns that can track all of the Fire Department's required
training.
The Fire Department investigated what other departments both locally and nationally were
using to document their Fire and EMS training. Most departments are using a web-based
trainlng program by Target Solutions to track all their training in order to meet the ISO and
State training requirements. Further, the Miami Beach lT Steering Committee approved
$25,OOO for iiscai year 2013t2014 for the purchase of a web-based training and tracking
program.
RFP PROCESS
On April 23, 2014, the City Commission approved the issuance of the subject Request for
Proposal (RFP). On April 24, 2014, the RFP was issued with an opening date of May 23,
2014. A pre-proposal conference to provide information to the proposers submitting a
response was held on May 6,2014.
The City received one (1) proposalfrom Municipal Emergency Services, lnc.
On July 8, 2014, the City Manager appointed an Evaluation Committee (the "Committee")
consisting of the following individuals:
. MichaelAlvarez, Captain, Miami Beach Fire Department
. Joseph Florio, Firefighter, Miami Beach Fire Department
. Salvatore Frosceno, EMS Coordinator, Miami Beach Fire Department
. David Hernandez, Lieutenant of Police, Miami Beach Police Department
. Jose Suarez, System Support Manager, Miami Beach lnformation Technology
The Committee convened on July 7, 2014 to consider the proposal received. 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 general
information on the scope of services, references, and a copy of each proposal. The
Committee was instructed to score and rank the proposal pursuant to the evaluation criteria
established in the RFP.
The evaluation process resulted in the following:
Scores
Joseph
Florio
Salvatore
Frosceno
David
Hernandez
Jose
Suarez
Municioal Emerqencv Services 75 75 75 75
TOTAL 95 95 95 95
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Commission Memorandum - RFP 2014-143-LR Web Based Training System
July 23,2014
Page 3
Municipal Emergency Services (MES) has partnered with Target Solutions as the
exclusive partner for their innovative and comprehensive training platform and
technology. Target Solutions is a pioneer and leader in the development of online
solutions that simplify and standardize training, records management and risk
management. Target Solutions currently provides these services to more than 850
Fire/EMS departments and is the only online provider that the National Fire Protection
Association (NFPA) has invested in to deliver online safety training to the fire service.
Target Solutions offers more than 400 courses covering the Fire and EMS industry
with a variety of categories.
Prior to issuing this RFP the Fire Department received a proposal from MES in the
annual amount of $24,022 to present to the lT Steering Committee. Thereafter, as a
result of the issuance of this RFP and despite receiving just one proposal the price
submitted by MES was reduced to $22,127 annually.
MANAGER'S DUE DILIGENCE & RECOMMENDATION
After reviewing the submissions and the Evaluation Committee's scoring of the sole proposal
received, the City Manager recommends that the Mayor and the City Commission, pursuant to
Request for Proposal (RFP) No. 2014-143-LR, for a Web Based Training System, authorize
the Administration to enter into negotiations with the top-ranked proposer, Municipal
Emergency Services, lnc.; and further authorize the City Manager to execute an Agreement
upon conclusion of successful negotiations by the Administration.
CONCLUSION
The Administration recommends that the Mayor and the City Commission, pursuant to
Request for Proposal (RFP) No. 2014-143-LR, for a Web Based Training System, authorize
the Administration to enter into negotiations with the top-ranked proposer, Municipal
Emergency Services, lnc.; and further authorize the City Manager to execute an Agreement
upon conclusion of successful negotiations by the Administration.
JLM/MT/VF/AD
T:\AGENDA\2014Uuly\Procurement\RFP-2o14-143-LR Web Based Training system - Memo.doc
391
RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACGEPTING THE RECOMMENDATION OF THE
CITY MANAGER PERTAINING TO THE SOLE PROPOSAL REGEIVED,
PURSUANT TO REQUEST FOR PROPOSALS NO. 2014-143-LR (THE RFP),
FOR A WEB BASED TRAINING SYSTEM; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE SOLE
PROPOSER, MUNICIPAL EMERGENCY SERVICES, lNC.; AND FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY
THE ADM!NISTRATION.
WHEREAS, Request for Proposal (RFP) No. 2014-143-LR was issued on April 24,
2014, with an opening date of May 23,2014; and
WHEREAS, a pre-proposal conference was held on May 6, 2014; and
WHEREAS, the City received one (1) proposal from Municipal Emergency Services, lnc.
(MES); and
WHEREAS, on July 8, 2014, the City Manager via Letter to Commission appointed an
Evaluation Committee (the "Committee"), consisting of the following individuals:
. Michael Alvarez, Captain, Miami Beach Fire Department
. Joseph Florio, Firefighter, Miami Beach Fire Department
. Salvatore Frosceno, EMS Coordinator, Miami Beach Fire Department
. David Hernandez, Lieutenant of Police, Miami Beach Police Department
. Jose Suarez, System Support Manager, Miami Beach lnformation Technology
WHEREAS, the Committee convened on July 7, 2014 to consider the MES proposal;
and
WHEREAS, the Committee was provided an overview of the project, information relative
to the City's Cone of Silence Ordinance and the Government Sunshine Law; general information
on the scope of services, references, and a copy of the proposal; and
WHEREAS, the Committee was instructed to score and rank the MES proposal pursuant
to the evaluation criteria established in the RFP; and
WHEREAS, the Committee's ranked MES and found MES to be qualified under the
RFP; and
WHEREAS, after reviewing all the submissions and the Evaluation Committee's and
rankings, the City Manager exercised his due diligence and is recommending that the
Administration be authorized to enter into negotiations with MES, as a responsive and
responsible bidder, and
392
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 pertaining to the sole
proposal received, pursuant to Request for Proposals No. 2014-143-LR (the RFP), for a Web
Based Training System; authorize the Administration to enter into negotiations with the sole
proposer, Municipal Emergency Services, lnc; and further authorize the Mayor and City Clerk to
execute an Agreement upon conclusion of successful negotiations by the Administration.
PASSED AND ADOPTED this
-
day of 2014.
ATTEST:
Rafael E. Granado, City Clerk Philip Levine, Mayor
APPROVED AS TO
FORM & LANGUAGE
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393