2004-25695 Reso
RESOLUTION NO. 2004-2569$
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, 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
ADMINISTRATION TO ISSUE A PURCHASE ORDER TO ADVANCED
PUBLIC SAFETY, AS THE PROVIDER OF ELECTRONIC TICKETING
SYSTEMS FOR THE POLICE DEPARTMENT'S MOBILE AND HANDHELD
DEVICES, IN THE AMOUNT OF 559,302.80
WHEREAS, the Police Department is in the process of implementing an
electronic ticketing initiative; and
WHEREAS, the Clerk of the Court of Miami-Dade County has published a
technical specification for the transmission of electronic citations from law enforcement
agencies to the Traffic Division of the County Clerk's office for processing; and
WHEREAS, Advanced Public Safety is currently the only vendor whose
equipment is approved to electronically transfer traffic citation data to the County Clerk's
office in the required format; and
WHEREAS, Advanced Public Safety is the only vendor that is able to provide
the City with an electronic ticketing solution that will interface with the mobile data
system computers and the handheld devices; and
WHEREAS, the Police Department has submitted requisitions to the
Procurement Division for the purchase of electronic citation equipment, in the amount of
$59,302.80, from Advanced Public Safety; and
WHEREAS, the Miami-Dade County Edward Byrne Memorial State and Local
Law Enforcement Assistance Formula Grant Program will reimburse the City $24,639 of
the anticipated expenditure of $59,302.80; and
WHEREAS, the effective dates of the Program are October I, 2003 through
September 30, 2004; and
WHEREAS, if the City does not anticipate full expenditures by the end of the
Program year, Miami-Dade County will recapture the anticipated unexpended amount for
use in another program.
WHEREAS, so as to avoid the loss of grant funds under the Program, the
Administration is recommending the waiver of formal competitive bidding, finding such
waiver to be in the best interest of the City.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND
THE CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that
the Mayor and City Commission waive, by 5/7ths vote, the formal competitive bidding
requirement, finding such waiver to be in the best interest of the City, and authorize the
Administration to issue a Purchase Order to Advanced Public Safety, as the provider of
electronic ticketing systems for the Police Department's mobile and handheld devices, in
the amount of $59,302.80.
PASSED and ADOPTED this 28th day 0 Sept
ATTEST:
jJlw~ f ~CL--
CITY CLERK
T:\AGENDA \2004\Sep2804\Consent\APS Reso.doc
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
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Jul 15 2004 7:5SAM
APS
S543543001
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AIC1VANCIED PIIJIIWC Mn:'IIY
7/9/2004
PaTeIa Leja
Miami Beach Police Dept
1100Washingm Ave.
Miami Bead1, FL 33139
PaTeIa:
This letter is in respoIlSe to your request tooblain addt ional information on the sole source justification for the
Advancscl Plblic Safety (APS) electronic ticketing system for your agency's mobile c:ompulers and han:lheld
clevires.
APS is the only vendor that is able to provide the Miami Beach Police Department with a1 electronic ticketing
solution that will operate with your agency's mobile data system a1d the proposed handheld devices. The APS
s~ is the only electronic ticketing solution available on the rrarket that Interfaces with the Motorola Prerrier
MDT. No other vendor is able to provide the Miami .Beach Police DeparImet1 with an electronic ticketing
solution that interfaoos with the both the rrobile oollllulers alcI the handheld devices.
In addition, APS is the only vendor that is approved to electronically transfer the traffic citation data to the
Miami-Dade Court System in the requisile TeATS forTTBt. With the proposed APS sys1em, your agency will be
able to electronically transmit the data for all of the agency's traffic citations directly to the Miami-Dade Court
SysEm.
We look forward to working with your agency on the deployment of the proposed electronic ticketing
functionality.
PIlHlEl oontact me if you need additional inforrration or have any questions.
Slllalrely,
~~
~
Tommy Lopez
Direct: (954) 354-3000 x403
500 Fairway Drive . Suite 20.4 . Daerlleld Beach, FL 33441 . Phone (954) 354-3000 . Fax (9541354-3001
www.advancadpubllcll8faly.com
Page 1 of 1
Leja, Pamela
From: James, Tom (COC) Uamestg@miami-dadeclerk.com]
Sent: Tuesday, July 13,200412:43 PM
To: Leja, Pamela
Cc: Acosta, Javier (COC-SPIRIT); Chaney, Marvin (COC-SPIRIT); Schechtman, Ricky (COC)
It was good speaking with you today. As I explained on the phone, the Clerk of Court has published a
technical specification for the transmission of electronic citations from law enforcement agencies to the
Traffic Division of the Clerk's office for processing. Any vendor who markets computer equipment to
law enforcement agencies that issues citations via computing equipment could, if they chose, develop an
electronic interface to meet our file transfer format requirements.
Advanced Public Safety is currently the only vendor whose equipment is being used by a law
enforcement agency in Miami-Dade County to submit electronic citations to the Clerk's office for
processing. We have, however, provided our file transfer format requirements to several other vendors
and are working with one vendor (other than APS) and the Florida Association of Clerk's and
Comptroller, who will serve as a clearing house for electronic citations issued by the Florida Highway
Patrol. We will, of course, gladly provide our requirements to any vendor who is interested in submitting
electronic citations to our office.
The Clerk of Courts does not endorse any particular vendor and has not evaluated the suitability of any
vendor's offerings with respect to utilization by law enforcement agencies.
If you have any further questions, please feel free to contact me.
Thomas G. James
CIO, Clerk of Courts
9/16/2004
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
m
Condensed Title:
A Resolution Waiving by 5/7ths Vote, the Formal Competitive Bidding Requirements and Authorizing the
Administration to Issue Purchase Orders to Advanced Public Safety, the Sole Source Provider of Electronic
Ticketinq Systems, in the Amount of $59,302.80.
Issue:
Shall the Commission Adopt the Resolution?
Item Summary/Recommendation:
The Police Department is in the process of implementing an electronic citation initiative (E-Citation).
Clerk of Courts in Miami-Dade County has published a technical specification for the transmission of
electronic citations from law enforcement agencies to the Traffic Division of the County Clerk's office for
processing. Advanced Public Safety ("APS") is currently the only vendor whose equipment is approved to
electronically transfer traffic citation data to the County Clerk's office in the required format.
APS is also the only vendor that is able to provide the City with an electronic ticketing solution that will
interface with the mobile data system computers and the handheld devices.
A large portion of the funding for this project, $24,639 out of the anticipated expenditure of $59,302.80, is to
be reimbursed from the Miami-Dade County Edward Byrne Memorial State and Local Law Enforcement
Assistance Formula Grant Program. The effective dates of this program are October 1, 2003 through
September 30, 2004. Per the terms of Agreement, if the City does not anticipate full expenditures by the
end of the program year, Miami-Dade County will recapture the anticipated unexpended amount for use in
another program. Therefore, in order to avoid the loss of grant funds, which are essential for the E-Citation
initiative, the City Commission must take action at its September 28, 2004 meeting.
ADOPT THE RESOLUTION
Advisory Board Recommendation:
I NIA
Financial Information:
Source of Amount Account Approved
Funds: 1 $ 13,245.00 RDA- City Center
Ie J i 2 13,245.00 RDA- South Pointe
~ 3 24,639.00 Ed Byrne Memorial Grant
""'1 4 8,173.80 Ed Byrne Memorial Grant- Match
Fina c \..Dept. 5
Total $ 59,302.80
Cit Clerk's Office Le islative Trackin
Gus Lopez, Ext 6641
Si
Assistant Ci~ Manager
GL
City Manager
JMG
T:IAGENDA\2004ISep2804IConsentIAPS Summary.doc
AGENDA ITEM
DATE
C7.D
9-d?~
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
W'MN.miamibeachfl.gov
COMMISSION MEMORANDUM
To:
Mayor David Dermer and
Members of the City Commission
From: Jorge M. Gonzalez 0fU C. ~
City Manager 7 .
Date: September 28, 2004
Subject: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, WAIVING BY 5/7THS VOTE, THE FORMAL
COMPETITIVE BIDDING REQUIREMENTS, FINDING SUCH WAIVER TO BE
IN THE CITY'S BEST INTEREST, AND AUTHORIZING THE
ADMINISTRATION TO ISSUE PURCHASE ORDERS TO ADVANCED PUBLIC
SAFETY, THE SOLE SOURCE PROVIDER OF THE ELECTRONIC
TICKETING SYSTEMS, FOR THE POLICE DEPARTMENT'S MOBILE AND
HANDHELD DEVICES, IN THE AMOUNT OF $59,302.80.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
$59,302.80
Funding is available from the Police Department Account Numbers
167.1122.000674;167.1122.000343; 168.1124.000674; 168.1122.00343;
195.6102.00674; 195.6102.000325; and 195.6102.000343.
Of the $59,302.80 required for this purchase, $24,639 will be reimbursed
from the Miami-Dade County Edward Byrne Memorial State and Local
Law Enforcement Assistance Formula Grant Program ("Byrne Grant
Program") as approved on Resolution Number 2003-25335 passed and
adopted on September 10, 2003.
ANALYSIS
The Police Department is in the process of implementing an electronic citation initiative (E-
Citation). E-Citation entails the development, infrastructure and procurement of hardware
and software to support a uniform electronic citation system. This project is intended to
reduce the amount oftime that a police officer requires to issue a citation, thus allowing for
more neighborhood services such as patrol, quality of life initiatives, and resource
networking and coordination.
The Clerk of Courts in Miami-Dade County has published a technical specification for the
transmission of electronic citations from law enforcement agencies to the Traffic Division of
the County Clerk's office for processing. Advanced Public Safety (APS) is currently the
only vendor whose equipment is approved to electronically transfer traffic citation data to
T:\AGENDA\2004\Sep2804\ConsentlMemoAPS.doc
Advanced Public Safety
September 28, 2004
-2-
the County Clerk's office in the required format. (see attached letter from APS dated July
9,2004, and e-mail from the Clerk of Courts dated July 13, 2004.)
APS is also the only vendor that is able to provide the City with an electronic ticketing
solution that will interface with the mobile data system computers and the handheld
devices. Therefore, APS is deemed to be a sole source provider of electronic ticketing
systems for the Police Department's mobile and handheld devices.
A large portion of the funding for this project, $24,639 out of the anticipated expenditure of
$59,302.80, is to be reimbursed from the Byrne Grant Program. The effective dates of this
program are October 1,2003 through September 30,2004. Per the terms of Agreement,
if the City does not anticipate full expenditures by the end of the program year, Miami-Dade
County will recapture the anticipated unexpended amount for use in another program.
Therefore, in order to avoid the loss of grant funds, which are essential for the E-Citation
initiative, the City Commission must take action at the September 28, 2004 meeting.
CONCLUSION
The Administration recommends that the Mayor and City Commission adopt the attached
resolution, herein waiving by 5/7ths vote the formal competitive bidding requirements, and
approving the issuance of Purchase Orders to Advanced Public Safety, the sole source
provider of electronic ticketing systems for the Police Department's mobile and handheld
devices, in the amount of $59,302.80. Upon commitment of funds, delivery of the
equipment and payment, the City will be reimbursed $24,639, per Agreement with Miami-
Dade County, from the Byrne Grant Program.
T:\AGENDA\2004ISep2804IConsentIMemoAPS.doc