R7M-Accept Written Recommendation-Waive Bidding Reconfiguration Of Citys Wi-Fi,h
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COMMISSION ITEM SUMMARY
AGENDA ITEM R?M
Condensed Title:
A Resolution Waiving, by 5/7ths Vote, The Formal Competitive Bidding Requirement, Finding Such Waiver To Be
ln The Best lnterest Of The City, And Authorizing The City Manager To Negotiate and Execute An Agreement
With Big Wireless LLC For Phase 1, Repurposing, Migration, Training, And Setup Of The Citywide Public Access
Wi-Fi System For Use By The Miami Beach Police Department For Equipment Connectivity, and further authorize
the Administration to negotiate and execute an agreement with Big Wireless LLC, should the City proceed with
Phase 2.
Maintain crime rates at or below national trends.
Supporting Data (Surveys, Environmental Scan, etc.): N/A
Item Summary/Recommendation :
ln November 2013, the Police Department expressed interest in repurposing the Wi-Fi system to meet their
needs for connectivity of police equipment (such as mobile command vehicles, computers, cameras, license plate
readers, etc.). The Police Department met with the lnformation Technology (lT) Director Ariel Sosa, senior lT
administrators, Assistant City Manager Mark Taxis, and the City Manager expressing interest in using the
"backhaul" of the system along with other components to gather feedback and feasibility. Responses were
favorable.
The Police Department (the "Department") met with Big Wireless to discuss repurposing the existing system for
the department's use, as well as, to discuss costs, speed, and reliability concerns since they were the sub-
contractors who built and supported the system. Big Wireless would be the most appropriate contractor for this
project because they built and subsequently supported/maintained this system since its inception, have intimate
knowledge of the system setup (it would not be prudent to open this system and the security to other contractors
in order to complete a competitive bidding process). Additionally, Big Wireless is currently contracted to maintain
other City owned microwave communications equipment (the City's Public Safety Radio System), and these
microwaves are collocated on the same roof-top sites as the Wi-Fi system microwaves. Big Wireless staff
members are already vetted and familiar with the security access to these locations.
Therefore, the Administration recommends that the Mayor and City Commission adopt the attached resolution,
waving by 5/7ths vote, the formal competitive bidding requirement, finding such waiver to be in the best interest of
the City, and authorizing the City Manager to negotiate and execute an agreement with Big Wireless LLC, for
Phase 1, repurposing, migration, training, and setup of the Citywide Public Access Wi-Fi System for use by the
Miami Beach Police Department for equipment connectivity, and further authorize the Administration to negotiate
and execute an agreement with Big Wireless LLC, should the City proceed with Phase 2.
RECOMMENDATION
the Resolution.
The Finance and Citywide Projects Committee at its February2,2015 meeting approved the repurposing of the
City Wi-Fi System for use bv the Police Deoartment for eouioment connectivitv.
Financial lnformation :
Source of
Funds:
Amount Account
1 $17,100
2
OBPI Total $17,100
Financial lmpact Summary:
current FY expenditures are estimated at the approved budqeted amount of $1 7,1 00
Chief Daniel
Assistant City Manager
MIAMIBEACH onre 3-ll- l:-586
&MIAMIBEACH
City of Miomi Beoch,1700 Convention Center Drive, Miomi Beoch, Florido 33,l39, www.miomibeochfl.gov
CO
the City
SION MEMORANDUM
TO:Mayor Philip Levine and Members
FROM: Jimmy L. Morales, City Manager
DATE: March 11,2015
SUBJECT: A RESOLUTION WAIVING, BY |5/7THS VOTE, THE FORMAL COMPETITIVE
BIDDING REQUIREMENT, FINDING SUGH WAIVER TO BE !N THE BEST
INTEREST OF THE CITY, AND AUTHORIZING THE CITY MANAGER TO EXECUTE
AN AGREEMENT WITH BIG WIRELESS LLC FOR REPURPOSING, MIGRATION,
TRAINING, AND SETUP OF THE CITYWIDE PUBLIC ACCESS WI.FI SYSTEM FOR
USE BY THE MIAMI BEACH POLICE DEPARTMENT FOR EQUIPMENT
CONNECTIVITY, AND FURTHER AUTHORIZE THE ADMINISTRATION TO
NEGOTIATE AND EXECUTE AN AGREEMENT WITH BIG WIRELESS LLC,
SHOULD THE CITY PROCEED WITH PHASE 2. - IN ACCORDANCE WITH THE
OPTIONS PURSUANT TO LTC 272-2014; AND AS APPROVED BY THE FINANCE
AND CITYWIDE PROJECTS COMMTTTEE ON FEBRUARY 2, 20',5 (ITEMS
REFERRED FROM JANUARY COMMTSSION MEETTNG - |TEM # 15).
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
BACKGROUND
. ln 2004-2005 the City of Miami Beach began a plan to enact a Citywide open Wi-Fi. The
Miami Beach Wi-Fi Project resulted in a Request for Proposal being issued in July, 2005.
Ultimately, the City awarded the project to IBM in March, 2006.
. IBM was the project manager and contracted Big Wireless to handle the bulk of the
installation and maintenance to include:
o "The Ring" - A microwave backhaul loop where the data transmission would be
sent through encompassing several buildings/sites which were also being used
for the City's radio communications. The microwave transmissions are via a
licensed frequency requested by the City and granted by the Federal
Communications Commission (FCC).
o "Sectors" - At each backhaul site microwave sectors receive/transmit from all of
the ground level gateways.
o "Subscriber Units/ Gateways" - Units on poles which interact with the public
accessing the internet.
o Several pieces of hardware located at the backhaul sites and in the data center
located in the Police Department.o Worked with IBM and the City of Miami Beach lT personnel in various phases of
programming.
o The Wi-Fi system went online for all users in October, 2009 and the City Manager
accepted the network in January, 2010.
587
Competitive Bid Waiver / Finance and Citywide Project Committee Approvat to
Commission - Police Repurposing of City Wi-Fi System - March 11, 2O1S
Page 2 of 3. ln September,2013 the City Commission accepted the recommendation to discontinue
funding the Miami Beach Wi-Fi Project starting in the FY 2014 budget due to information
and statistics provided showing the following:
o The system had failed to eliminate the need for the City to spend $500,000
annually in internet services due to slow speeds and reliability issues.o Few Miami Beach residents were regularly relying on the Wi-Fi system due to
slow speeds, inability to receive Wi-Fi signals above a couple of stories in
buildings, and reliability issues.o Maintenance costs moving forward were projected in the $710,000 range with an
additional estimated $1,250,000 for equipment upgrades every four years not
covered in the original agreement.
. ln early 2014, lhe City and IBM parted ways. ln August, 2014, the City Administration
issued Letter to Commission No. #272-2014 (attached) conveying the information listed
above and establishing May 1,2015 as the date the Wi-Fi system will go offline.
ANALYSIS
. ln November,2013, the Police Department expressed interest in repurposing the Wi-Fi
system to meet their needs for connectivity of police equipment (such as mobile
command vehicles, computers, cameras, license plate readers, etc.).. The Police Department met with the lnformation Technology (lT) Director Ariel Sosa,
senior lT administrators, Assistant City Manager Mark Taxis, and the City Manager
expressing interest in using the "backhaul" of the system along with other components to
gather feedback and feasibility. Responses were favorable.o The Police Department met with Big Wireless to discuss repurposing the existing system
for its use, and further discussed costs, speed, and reliability concerns since they were
the sub-contractors who built and supported the system.. The Police Department has been working through the approval process to move fonvard
with this repurposing.
For the following reasons, Big Wireless would be the most appropriate contractor for this project:
. Big Wireless built and subsequently supported/maintained this system since its inception.. Big Wireless has intimate knowledge of the system setup; it would not be prudent to open
this system and the security to other contractors.. Big Wireless is currently contracted to maintain other City owned microwave
communications equipment for the City's radio system. These microwaves are
collocated on the same roof-top sites as the Wi-Fi system microwaves. Big Wireless staff
members are already vetted and familiar with the security access to these locations.
The Police Department would like to conduct due diligence and proceed in two phases:
. Phase 1: Repurposing set-up and training for Police Department staff with a trial period
evaluating system capabilities. This phase can begin immediately as it will not affect the
public access side, and will allow for testing during upcoming special events. Estimated
cost $17,'100.00 (one-time), contracted with Big Wireless.. Phase 2: An annual maintenance to continue use of the system post trial/evaluation
period if the Police Department staff determines there is value in continuing the project.
Estimated cost $60,000.00 (annually).
ADVISORY BOARD RECOMMENDATION
The Finance and Citywide Projects Committee at
repurposing of the City Wi-Fi System for use
connectivity.
its February 2, 2015 meeting approved the
by the Police Department for equipment
588
Competitive Bid Waiver / Finance and Citywide Project Committee Approval to
Commission - Police Repurposing of City Wi-Fi System - March 11,2015
Page 3 of 3
CONCLUSION AND RECOMMENDATION
The Administration recommends the Mayor and City Commission approve a Resolution waiving,
by 5/7ths Vote, the formal competitive bidding requirement, finding such waiver to be in the best
interest of the City, and authorize the City Manager to execute an agreement with Bid Wireless
LLC for repurposing, migration, training, and setup of the Citywide Public Access Wi-Fi System
for use by the Police Department for equipment connectivity, and further authorize the
Administration to negotiate and execute an agreement with Big Wireless LLC, should the City
proceed with Phase 2.
JLM/DJO/DH
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System FY14-15 - Memo.docx
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RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE WRITTEN
RECOMMENDATTON OF THE C|TY MANAGER (AS FURTHER SET
FORTH IN THE CITY COMMISSION MEMORANDUM
ACCOMPANYING THIS RESOLUTION AND WAIVING, BY 5/7THS
VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT,
FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE
CIry, AND AUTHORIZING THE CITY ADMINISTRATION TO
NEGOTIATE AN AGREEMENT WITH BIG WIRELESS, LLG, IN THE
AMOUNT OF $17,100.00 (FOR AN lNtTtAL TERM OF StX MONTHS),
FOR THE REGONFIGURATION AND MIGRATION OF THE EXISTING
clw WTRELESS NETWORK (Wt-F!) TO THE MtAMt BEACH POLTCE
DEPARTMENT; INCLUDING A PROVISION THAT AUTHORIZES
SERVICE CALLS AT AN HOURLY RATE OF $250.00, TO BE
EXERCISED AT THE DISCRETION OF THE MIAMI BEACH POLICE
DEPARTMENT (AND SUBJECT TO FUNDING AVAILABILITY); AND
FURTHER AUTHORIZING THE CIry MANAGER AND CITY CLERK TO
EXECUTE THE AGREEMENT, UPON CONCLUSION OF
SUCGESSFU L NEGOTIATIONS.
WHEREAS, the Administration has identified Big Wireless LLC as a licensed contractor
who installs, services, and maintains several large wireless radio infrastructures, and microwave
communication networks; and
WHEREAS, Big Wireless LLC is a competent and reliable contractor that was
responsible for upgrading and maintaining the City's existing Public Safety Radio System's
microwave communications infrastructure; and
WHEREAS, Big Wireless LLC has the appropriate security clearance for, and intimate
knowledge of, all six (6) roof site locations throughout the City, which house both of the City's
wireless communications network links (Public Safety Radio System and the Wi-Fi System); and
WHEREAS, the Agreement between the City and Big Wireless LLC will be for an initial
term of six (6) months for the monetary amount of $17,100.00, and shall permit service calls at
an hourly rate of $250.00 to be determined by the Miami Beach Police Department, subject to
funding availability; and
WHEREAS, the City Manager recommends that the City Commission waive, by 5/7th
vote, the competitive bidding requirement, finding such waiver to be in the best interest of the
City; and
WHEREAS, the Administration has confirmed that Big Wireless, LLC, is the exclusive
contractor who originally installed and continually maintained the existing City Wireless Network,
has all security and network infrastructure knowledge, and is in the best position to migrate the
system through this repurposing process, which is in the best interest of the City.
590
NOW, THEREFORE, BE IT DULY RESOLVED THAT THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, hereby accept the written
recommendation of the City Manager (as further set forth in the City Commission Memorandum
accompanying this Resolution and waiving, by 5/7ths vote, the formal competitive bidding
requirement, finding such waiver to be in the best interest of the City, and authorizing the City
Administration to negotiate an agreement with Big Wireless, LLC, in the amount of $17,100.00
(for an initial term of six months), for the reconfiguration and migration of the existing city
wireless network (Wi-Fi) to the Miami Beach Police Department; including a provision that
authorizes service calls at an hourly rate of $250.00, to be exercised at the discretion of the
Miami Beach Police Department (and subject to funding availability); and further authorizing the
City Manager and City Clerk to execute the Agreement, upon conclusion of successful
negotiations.
PASSED and ADOPTED this
ATTEST:
RAFAEL E. GRANADO, CITY CLERK
MAYOR PHILIP LEVINE
day of 2015.
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
Il- 3'4-15
T-rI --EE-
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