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97-22544 RESO
RESOLUTION NO. 97-22544 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO ISSUE A REQUEST FOR PROPOSALS (RFP) NO. 141-96/97, FOR A CONTRACT TO PROVIDE AN E9-1-1 EMERGENCY COMMUNICATIONS NETWORK. WHEREAS, the current E94-1 Emergency Communications Network is based on outdated technology which is no longer cost effective to maintain; and WHEREAS, it is the intent of the City to utilize the Request For Proposals process to select a qualified vendor who will be contracted to install an integrated, modular, state-of-the-art E9-1-1 Emergency Communications Network. . 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 authorize the Administration to issue a Request for Proposals for an integrated, modular, state-of--the-art E9-1-1 Emergency Communica`' PASSED and ADOPTED this 8th day of Octob ATTEST: ��� �,d, CITY CLERK APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 - - http:fti.miamabeach.fl.us COMMISSION MEMORANDUM NO. �$9-1 TO: Mayor Seymour Gelber and DATE: October 8, 1997 Members of the City Commission FROM: Jose Garcia -Pedrosa City Manager SUBJECT: A Resolution of the ayor and City Commission of the City of Miami Beach, Florida, Authorizin the Administration to Issue Request for Proposals (RFP) No. 141-96/97,911 Phone System. ADMINISTRATION RECOMMENDATION Adopt the Resolution. FUNDING Funding will be available from the E-911 Fund. BACKGROUND The City of Miami Beach is currently using an E9-1-1 Emergency Communications Network serving its Public Safety Answering Points (PSAP's) which was part of the original enhanced equipment purchased for E9-1-1 in the early to mid 1980's. The City seeks to update this network to an integrated, modular, state-of-the-art E9-1-1 Emergency Communications Network as the present system is no longer manufactured, replacement parts are getting difficult to obtain, and it is unknown how long it will continue to be supported at the current high level necessary for an emergency communications center. It also does not have the capability to handle evolving telecommunications technology such as I0 -digit dialing, fiber optics, and cellular location identification which will be critical options in the near future. Attached is an RFP to solicit proposals from responsible vendors to provide an integrated , modular, state-of-the-art E9-1-1 Emergency Communications Network. CONCLUSION The issuance of the RFP will allow the City to select a qualified vendor to provide an up-to-date integrated, modular, state-of-the-art E9-1-1 Emergency Communications Network. JGP:MDB:PKiy, A AGENDA ITEM DATE CITY OF MIAMI BEACH RFP NO. 141-96/97 REQUEST FOR PROPOSALS FOR 911 Phone System A PRE -PROPOSAL CONFERENCE IS SCHEDULED FOR 10:OOAM ON November 10, 1997, IN THE First Floor Conference Room of City Hall PROPOSALS ARE DUE AT THE ADDRESS SHOWN BELOW NO LATER THAN November 27,1997 AT 12:00 PM CITY OF MIAMI BEACH PROCUREMENT DIVISION 1700 CONVENTION CENTER DRIVE, THIRD FLOOR MIAMI BEACH, FL 33139 PHONE: (305) 673-7490 FAX: (305) 673-7851 RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 1 26 TABLE OF CONTENTS Page I. OVERVIEW AND PROPOSAL PROCEDURES 3 II. SCOPE OF SERVICES 9 III. PROPOSAL FORMAT 31 IV. EVALUATION/SELECTION PROCESS; CRITERIA FOR EVALUATION 33 V. GENERAL PROVISIONS 35 VI. SPECIAL TERMS AND CONDITIONS 37 VII. ATTACHMENTS AND EXHIBITS 38 VIII. PROPOSAL DOCUMENTS TO BE COMPLETED AND RETURNED 41 TO CITY RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 2 27 SECTION I - OVERVIEW AND PROPOSAL PROCEDURES: A. INTRODUCTIONBACKGROUND The City of Miami Beach is currently using an outdated E9-1-1 Emergency Communications Network serving its Public Safety Answering Points (PSAP's). The City seeks to update this network to an integrated, modular state-of-the-art E9-1-1 Emergency Communications Network. The equipment specified in this document is intended for use in an E9-1-1 Emergency Communications Network serving the City of Miami Beach, Public Safety Answering Points (PSAP's). Vendor will furnish all equipment including controllers. PSAP equipment required must be compatible with the AT&T protocol. The main function of the E9-1-1 CPE is to provide the phone number (ANI) and address (ALI) of a party dialing 9-1-1, to one or more specialized agents. An effective means of transferring the caller to a specific emergency service agency is also required. This Request for Proposal (RFP) requires: ► A turnkey system ► High reliability ► Future product usability and upgrade ability ► Operator/user friendliness ► Hardware configuration, including expansion capabilities ► Maintainability ► Long-term useful life ► Timely implementation ► Expectation that proposed schedule can be met ► The capability of the proposed system to meet further growth requirements and software enhancements without replacement of hardware components. ► Local support and project management services ► Expectation that selected vendor(s) will be capable of providing local support representatives within agreed upon time frames. The selected contractor/contractors must have demonstrated successful performance on installations of a nature similar to that requested by this RFP. RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 3 [a C. In RFP TIMETABLE The anticipated schedule for this RFP and contract approval is as follows: RFP issued Deadline for receipt of questions Pre -Proposal Conference Deadline for receipt of proposals Evaluation/Site Visits Final selection Projected award date Projected contract start date PROPOSAL SUBMISSION October 9, 1997 October 30, 1997 November 10, 1997 November 24, 1997 December I st through 10th, 1997 December 12, 1997 January 14, 1998 February 23, 1998 An original and 5 copies of complete proposal must be received by November 24, 199 7 at 12:00 PM and will be opened on that day at that time. The original and all copies must be submitted to the Procurement Division in a sealed envelope or container stating on the outside the proposer's name, address, telephone number, RFP number and title, and proposal due date. The responsibility for submitting a response to this RFP to the Procurement Division on or before the stated time and date will be solely and strictly that of the proposer. The City will in no way be responsible for delays caused by the U.S. Post Office or caused by any other entity or by any occurrence. Proposals received after the proposal due date and time will not be accepted and will not be considered. PRE -PROPOSAL CONFERENCE A mandatory pre -proposal conference is scheduled on 11/10/97 at 10:00 AM in the first floor conference room located at Miami Beach City Hall. At this conference proposers will be given an overview of the project and the City's expectations and will have an opportunity to ask questions about the project. RFP NO.: 141-96/97 DATE: 10/20/97 CITY OF MIAMI BEACH 4 go E. CONTACT PERSON/ADDITIONAL INFORMATION/ADDENDA The contact person for this RFP is the Procurement Director at (305) 673-7490. Proposers are advised that from the date of release of this RFP until award of the contract, no contact with City personnel related to this RFP is permitted, except as authorized by the contact person. Any such unauthorized contact may result in the disqualification of the proposer's submittal. Requests for additional information or clarifications must be made in writing to the Procurement Director no later than the date specified in the RFP timetable. Facsimiles will be accepted at (305) 673-7851. The City will issue replies to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the deadline for responding to the RFP. Proposers should not rely on representations, statements, or explanations other than those made in this RFP or in any addendum to this RFP. Proposers are required to acknowledge the number of addenda received as part of their proposals. The proposer should verify with the Procurement Division prior to submitting a proposal that all addenda have been received. F. PROPOSAL GUARANTY All proposals must be accompanied by a proposal guaranty, payable to the City of Miami Beach, in the form of a certified check, cashier's check, or proposal bond in the amount of $1,000. Failure by a proposer to honor its proposal or to submit any required insurance or performance bond, within the time stated, shall cause the proposal guaranty submitted with the proposal to be forfeited. Any proposal which is not accompanied by the required proposal guaranty shall be considered non-responsive and ineligible for award. Proposal guaranty will be returned to successful proposer upon approval of any required insurance certificates or bonds. Guaranties submitted by other than the successful proposer will be returned after award of contract. Proposer should submit audited financial statements of their Company, and Dunn and Bradstreet rating reports or equivalent. G. MODIFICATION/WITHDRAWALS OF PROPOSALS A proposer may submit a modified proposal to replace all or any portion of a previously submitted proposal up until the proposal due date and time. Modifications received after the proposal due date and time will not be considered. RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 5 30 Proposals shall be irrevocable until contract award unless the proposal is withdrawn in writing prior to the proposal due date or upon expiration of one -hundred twenty calendar days after the opening of proposals without a contract award. Letters of withdrawal received after the proposal due date and before said expiration date, and letters of withdrawal received after contract award will not be considered. H. RFP POSTPONEMENT/CANCELLATION/REJECTION The City may, at its sole and absolute discretion, reject any and all, or parts of any and all, proposals; re -advertise this RFP; postpone or cancel, at any time, this RFP process; or waive any irregularities in this RFP or in any proposals received as a result of this RFP. I. COST INCURRED BY PROPOSERS All expenses involved with the preparation and submission of proposals to the City, or any work performed in connection therewith, shall be borne by the proposer(s) and not be reimbursed by the City. J. VENDOR APPLICATION Prospective proposers should register with the City of Miami Beach Procurement Division; this will facilitate their receipt of future notices of solicitations when they are issued. All proposer(s) must register prior to award; failure to register will result in the rejection of the proposal. Potential proposers may contact the Procurement Division at (305) 673-7490 to request an application. Registration requires that a business entity complete a vendor application and submit an annual administrative fee of $20.00. The following documents are required: 1. Vendor registration form 2. Commodity code listing 3. Articles of Incorporation - Copy of Certification page 4. Copy of Business or Occupational License 5. Notarized Florida Public Entity Crime Affidavit It is the responsibility of the proposer to inform the City concerning any changes, including new address, telephone number, services, or commodities. K. EXCEPTIONS TO RFP Proposers must clearly indicate any exceptions they wish to take to any of the terms in this RFP, and outline what alternative is being offered. The City, after completing evaluations, may accept or reject the exceptions. In cases in which exceptions are rejected, the City may RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 6 31 require the proposer to furnish the services or goods described herein, or negotiate an acceptable alternative. L. SUNSHINE LAW Proposers are hereby notified that all information submitted as part of a response to this RFP will be available for public inspection after opening of proposals, in compliance with Chapter 286, Florida Statutes, known as the "Government in the Sunshine Law". M. NEGOTIATIONS The City may award a contract on the basis of initial offers received, without discussion, or may require proposers to give oral presentations based on their proposals. The City reserves the right to enter into negotiations with the selected proposer, and if the City and the selected proposer cannot negotiate a mutually acceptable contract, the City may terminate the negotiations and begin negotiations with the next selected proposer. This process will continue until a contract has been executed or all proposals have been rejected. No proposer shall have any rights in the subject project or property or against the City arising from such negotiations. N. PROTEST PROCEDURE Proposers that are not selected may protest any recommendations for contract award by sending a formal protest letter to the Procurement Director, which letter must be received no later than 5 calendar days after contract award by the City Commission. The Procurement Director will notify the protester of the cost and time necessary for a written reply, and all costs accruing to an award challenge shall be assumed by the protester. Any protests received after 5 calendar days from contract award by the City Commission will not be considered, and the basis or bases for said protest shall be deemed to have been waived by the protester. O. RULES; REGULATIONS; LICENSING REQUIREMENTS Proposers are expected to be familiar with and comply with all Federal, State and local laws, ordinances, codes, and regulations that may in any way affect the services offered, including the Americans with Disabilities Act, Title VII of the Civil Rights Act, the EEOC Uniform Guidelines, and all EEO regulations and guidelines. Ignorance on the part of the proposer will in no way relieve it from responsibility for compliance. RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 7 32 P. DEFAULT Failure or refusal of a proposer to execute a contract upon award by the City Commission, or untimely withdrawal of a proposal before such award is made, may result in forfeiture of that portion of any proposal surety required equal to liquidated damages incurred by the City thereby, or where surety is not required, such failure may be grounds for removing the proposer from the City's vendor list. Q. CONFLICT OF INTEREST The award of this RFP is subject to provisions of State Statutes and City ordinances. All proposers must disclose with their proposal the name(s) of any officer, director, agent, or immediate family member (spouse, parent, sibling, child) who is also an employee of the City of Miami Beach. Further, all proposers must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the proposer or any of its affiliates. R. PROPOSER'S RESPONSIBILITY Before submitting proposal, each proposer shall make all investigations and examinations necessary to ascertain all conditions and requirements affecting the full performance of the contract. No pleas of ignorance of such conditions and requirements resulting from failure to make such investigations and examinations will relieve the successful proposer from any obligation to comply with every detail and with all provisions and requirements of the contract documents, or will be accepted as a basis for any claim whatsoever for any monetary consideration on the part of the proposer. S. RELATION OF CITY It is the intent of the parties hereto that the successful proposer shall be legally considered to be an independent contractor and that neither the proposer nor the proposer's employees and agents shall, under any circumstances, be considered employees or agents of the City. RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 g 33 SECTION 11 - SCOPE OF SERVICES. Equipment Specifications 1.1 General Equipment Specifications The intent of these specifications is to provide a complete and satisfactory operating Enhanced 9-1-1 Emergency Communications System, with Automatic Number Indicator (ANI) and Automatic Location Indicator (ALI) for City of Miami Beach, Public Safety Answering Points (PSAP's). All equipment and installation material required to fulfill the above shall be furnished and installed whether or not specifically enumerated herein. The installation will be handled as "turnkey project," including delivery, installation and satisfactory check out of all equipment. Installation of all equipment, conduit and wiring, which includes any necessary cable trenching, will be the total responsibility of the Proposer. The Proposer will have total responsibility for system compatibility and successful performance. The only work not included in the installation project would be work involving building construction (e.g., moving or adding any necessary doors, walls, etc.) and drilling holes in walls, floors, etc. The necessity for hole drilling will be determined by and is the responsibility of City of Miami Beach,. 1.2 General E9-1-1 Controller System Features 1.2.1 Performance Concerns 1.2.1.1 A distributed processor architecture shall be used so as to meet the performance demanded by an E9-1-1 environment. Every module shall function independently of the others. There should be no situation in which a processing bottleneck could occur. 1.2.1.2 Each call processing module shall be equipped with a dedicated MF receiver to avoid delays in decoding ANI (Systems which force incoming calls to wait for an available MF receiver before presenting the call will not be considered.) 1.2.1.3 Communication with the ALI database shall be full duplex. 1.2.1.4 ALI requests shall be made immediately after ANI has been decoded. (Systems which wait for the call taker to go off -hook before sending requests for ALI will not be considered). RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 9 MAJ 1.3 Reliability Concerns 1.3.0.1 No single point of failure will render the system non-functional. 1.3.0.2 Processing power shall be distributed among the E9-1-1 controller modules. There will be no central controlling module, and all modules shall function independently of each other. 1.3.0.3 Each line interface / call processing module will serve one trunk, one call taker, and one transfer position. The state of a line interface/call processing module shall have no effect on the performance of another. This is necessary in order to prevent heavy trunk traffic, false trunk seizures, line failures, or defective line interface/call processing cards from affecting service to trunks handled by other line interface/call processing cards on the E9- 1-1 controller. 1.3.0.4 Hardware redundancy and automatic switch -over shall be provided on the various modules where appropriate. 1.3.0.5 Modules that provide communication to external devices such as ALI databases and all other system administrative ports shall be configured with redundancy. One module shall operate in an active mode, and the other in standby mode. The standby module shall become functional automatically if the first one fails. 1.3.0.6 Modules that provide communication to ANI/ALI display shall be configured with redundancy. One module shall operate in an active mode, and the other in standby mode. The standby module shall become functional automatically if the first one fails. If the module provides communication to more than one display, independent ports and links shall be provided to each display. A failure of one port or link shall not cause a complete module failure. Each display shall operate independently of another. 1.3.0.7 All power supplies shall be redundant and distributed. A power related fault on a E9-1-1 controller module shall not affect the power supplied to other modules. 1.3.0.8 It shall not be necessary to power down the E9-1-1 controller in order to replace modules. In addition, it shall be possible to remove redundant modules that are in standby mode from the E9-1-1 controller without any interruption in service. All redundant modules shall be accessible directly from the front of the controller without the need of removing cables from the rear of the controller or module. 1.3.0.9 DC power battery backup for the E9-1-1 controller shall be provided as an option. The vendor shall describe the cost associated with various levels of DC power battery backup capability (i.e., 15 minutes, 30 minutes, etc.). RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 10 35 1.4 Expansion 1.4.0.1 The E9-1-1 controller shall be configured for 16 trunks without requiring software or hardware upgrades (other than the additional line interface/call processing cards). Initially 11 trunks will be active. 1.4.0.2 The E9-1-1 controller shall be upgradable to up to 64 trunks with additional hardware. 1.5 Flexibility 1.5.0.1 The line interface circuit to trunk, call taker, and transfer position lines shall provide the ability to interface to a number of different types of trunks or lines as follows: 1.5.0.1.1 Dial-up and dedicated lines 1.5.0.1.2 Tandem trunks 1.5.0.2 No reprogramming or software upgrade shall be required in order to change configuration to another supported type. The configuration change: 1.5.0.2.1 Should take less than two minutes. 1.5.0.2.2 Should not interrupt emergency service. 1.5.0.2.3 Should not require any additional controller hardware. 1.6 Compactness 1.6.0.1 The E9-1-1 controller system shall be self contained in a secure free standing cabinet. 1.7 Specific E9-1-1 Controller System Features 1.7.1 All features described in this section relate to North American Standards for E9-1-1 systems, in both trunking and central office features. 1.8 Voice Transfers 1.8.0.1 The E9-1-1 controller shall be equipped to perform voice transfers directly within the unit, or alternatively at a tandem CO. 1.8.0.2 Voice transfers may be either speed or manually dialed. 1.8.0.3 Once a transfer connection is established, the equipment will allow a three -party voice conference. 1.8.0.4 Each call taker answering position display equipment transfer button shall be RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 11 W programmable with up to four telephone numbers to the same destination (which would be equipped with two, three, or four telephone lines). If a first request to transfer to this destination is met with a busy signal, a call taker could immediately ring the same destination via up to three alternate lines by touching the same transfer key a second, third, or fourth time. 1.9 Incoming Trunks 1.9.0.1 The E9-1-1 controller shall support: 1.9.0.1.1 11 trunks 1.10 Call -taker Re -Ring 1.10.1 The E94 -1 controller shall provide the transfer position the option of call taker re -ring, requiring no more than a DTMF dialing telephone set at the transfer position. (Ex: the transfer position and incoming 9-1-1 caller are in conversation following a dial-up transfer routed through a non -tandem CO. The call taker who initiated the transfer has since gone off hook, but his/her participation in the conversation is again required. The transfer position can re -ring the particular call taker by dialing a two button code on the telephone set keypad). 1.11 Recorders 1.11.1 The E9-1-1 controller system shall provide start signals for channel bank recorders and call check conversation recorders. 1.11.2 The start signal should be activated when the call taker goes off hook, and deactivated when the call is released. 1.12 Buzzer Contacts 1.12.1 Four independent solid state relay contacts shall be available for switching of AC or DC powered devices. 1.12.2 Two of the contacts shall be controlled by the call processing modules, and will allow selective ringing depending on which trunk is originating the call. 1.12.3 The two remaining relay contacts shall respond to open or close commands entered as DTMF tones dialed from call taker telephone set keypads (for remote control of doors, air conditioners,...) 1.13 Alarms RFP NO.; 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 12 37 1.13.1 Three alarm levels will be generated in response to abnormal occurrences requiring the attention of maintenance or supervising personnel: 1.13.1.1 Minor. 1.13.1.2 Major. 1.13.1.3 Critical. 1.13.2 Three solid state relay contacts shall be provided, each corresponding to an alarm level. 1.14 Maintenance Terminal 1.14.1 A maintenance terminal interface shall provide the following interaction with the E9-1-1 controller: 1.14.2 Diagnostic mode: 1.14.3 To display all event, diagnostic, and error messages as they occur. 1.14.4 Maintenance mode: 1.14.5 To program and configure the E9-1-1 controller (program interface parameters, assign telephone numbers, reset alarms, generate reports, select options). The programming and configuration procedure shall make use of a hierarchical menu structure. Once the desired sub -menu is reached, most entries shall be made by selecting a number from a list. 1.14.6 Maintenance mode shall be password protected to ensure system security. 1.15 Maintenance Printer 1.15.1 A maintenance printer interface shall drive a printer to provide hard copy of system error messages. 1.16 Statistical Reports 1.16.1 The E9-1-1 controller system shall maintain statistics on: 1.16.1.1 Database communications. 1.16.1.2 Trunk and line traffic. 1.16.1.3 A chronological history of alarm and error messages. 1.17 ACDR Printer RFP NO.: 141-96197 CITY OF MIAMI BEACH DATE: 10/20/97 13 W' 1.17.1 An ACDR printer interface shall be provided. 1.17.2 An automatic call detail record (ACDR) shall be printed by the system every time a call is released. The information contained in each ACDR includes: 1.17.2.1 The caller's ANI and ALI. 1.17.2.2 Position of agent that answered the call. 1.17.2.3 Transferred destination. 1.17.2.4 Date, times of the various connect and disconnect events, and other particulars relating to a call. 1.17.2.5 A time and date stamp is automatically printed every hour. 1. 17.3 The ability to replace the ACDR printer with an IBM-compatible PC in order to automatically update a database of call detail records shall be provided. 1.18 ALI Database 1. 18.1 The E9-1-1 controller shall support dedicated redundant data links to the telco ALI database. 1. 18.2 A request to the database shall be made as soon as caller ANI is received. 1. 18.3 The E9-1-1 controller shall compare the telephone number returned with the ALI to the original ANI sent by the CO, ensuring that caller ALI is matched with ANI. 1. 18.4 If the received ALI is unclear or incomplete, a call taker must be able to command the system to repeat the request to the database. 1.19 Off -Hook Warning 1. 19.1 Idle call taker positions currently off hook shall be alerted to hang up. 1.20 Answering Position Equipment Features 1.21 Distributed Architecture 1.21.1 Each module shall operate under control of its own microprocessor. There shall be no single point of failure affecting more than one line or one console. 1.22 Modularity / Flexibility 1.22.1 The design shall be modular to allow for future expansion beyond present requirements. RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 14 39 1.22.2 Expansion to up to 210 buttons per position shall be possible, without the requirement of increased cabling between the answering position equipment and the equipment room. 1.22.3 All line buttons shall be programmable. 1.23 Control Key 1.23.1 All line buttons shall be programmable as control keys, providing alternate or momentary relay ground control for doors, buzzers, visual alarms, etc. 1.24 Add On 1.24.1 An add-on feature providing the possibility of establishing a supervised conference consisting of 4 internal and/or external parties shall be provided. 1.25 Emergency Queue 1.25.1 An Emergency Queue shall be provided to ensure that all incoming emergency calls are answered in the order in which they are received. 1.26 Last Stored Number Redial 1.26.1 Last number redial under operator control shall be provided. 1.27 Speed Dial 1.27.1 A Speed -Dial feature allowing two -digit code access to 100 speed dial numbers shall be provided. 1.27.2 Speed -Dial numbers shall consist of up to 16 digits per number. 1.27.3 Speed -Dial shall be user -programmable. 1.28 Index Dial 1.28.1 An Index Dial feature allowing single -line button access for dialing numbers of up to 16 digits in length shall be provided. 1.28.2 The Index Dial feature shall be line button -assignable and user -programmable in three different ways: 1.28.2.1 The line button can be keyed to perform an index call over the line assigned to that button. RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 15 all 1.28.2.2 An index button can be keyed in to perform an index call over a preselected line. 1.29 Ring Mute 1.29.1 Deactivation of the ringer for 60 seconds shall be supported. 1.29.2 It shall be possible to reactivate the ringer before the end of the 60 second delay. 1.30 Transmit Mute 1.30.1 The possibility of muting the transmit side of the handset shall be provided. 1.31 Signal 1.31.1 The ability to transmit a ring on a ringdown line shall be provided. 1.31.2 The ability to cause a momentary disconnect on an emergency line without loosing the caller shall be provided as well. 1.32 Radio Broadcast 1.32.1 The ability to use the telephone console handset/headset with radio systems under the control of the answering position equipment shall be provided. 1.33 Instant Transmit 1.33.1 The ability to use the telephone console handset to transmit information to a caller over a customer provided radio speaker shall be provided. 1.34 Recorder Contacts 1.34.1 The ability to record all communications occurring at the console shall be provided. This includes recorder start/stop control. 1.35 Line Button Assignments 1.35.1 Various line button assignments shall be programmable by the telephone console: 1.35.1.1 Line types: Dial tone, Ring down. 1.35.1.2 Attributes: Ringer on/off, DTMF/pulse, normal / Emergency. 1.35.1.3 Features: Index dial, Alternate contact control, Momentary contact control. RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 16 41 1.36 Console On -Hook / Off -Hook 1.36.1 The ability to isolate the console handset from the line connection shall be provided. 1.37 Easy Installation 1.37.1 All console equipment must be available in desktop configuration. 1.37.2 One 25 -pair amphenol cable shall provide all connections of answering position equipment to the backroom equipment. 1.37.3 No additional cabling shall be required for console expansions to up to 210 lines. 1.38 ANVALI Display 1.38.1 The system shall have the ability to display the ANI/ALI data on a number of types of screens. These shall vary from a high contrast, high brightness and flicker -free electroluminescent display which will display only the ANI/ALI information when a call taker answers a 9-1-1 call, to a PC based Intelligent Workstation. The specific requirements of the Intelligent Workstation have been included in a separate section. 1.38.2 The basic type display shall provide the ability to review the last ten ANI/AL1 data screens. 1.39 Voice Transfer 1.39.1 The Answering Position Display Equipment shall be programmable to provide single - button transfer of voice to other emergency response type agencies. The system shall provide up to sixteen (16) single -button transfer, and up to sixty-four (64) transfer with the use of an additional alternate type button. 1.40 Intelligent Workstations 1.40.1 The following will provide the feature requirements of the required systems' intelligent workstations. 1.41 Telephone Functions 1.41.1 The Intelligent Workstation shall allow call -takers to have on-screen access to all telephone features. These should include call queues, up to five (5) in total, that can be configured with different line types and characteristics. The queues should be accessed by the mouse and/or keyboard. 1.41.2 The call queue indicators should show the following types of information: RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 17 Em 1.41.2.1 Number of calls in queue 1.41.2.2 The time oldest call has been in queue 1.41.2.3 The trunk number or line number of the incoming call 1.41.2.4 Line status, i.e., ringing, off -hook 1.41.3 The Intelligent Workstation must have the ability to show all trunks and lines associated with each individual queue. This should be a secondary window, accessed by the mouse and/or keyboard. All lines, except for the 9-1-1 trunks, should be accessible to answer through the secondary window. In addition, all lines including the 9-1-1 trunks, should be accessible to other call -takers after the initial answering of a call. This should allow for both silent monitoring and barge -in type features. 1.41.4 All standard telephone functions must be available through the Intelligent Workstation. These should include the following as a minimum: 1.41.4.1 Hold, hold indicator 1.41.4.2 Re -dial 1.41.4.3 Release 1.41.4.4 Cancel 1.41.4.5 Transfer/ conference 1.42 Digitized Voice / Integrated Voice Recording 1.42.1 The Intelligent Workstation shall have a sophisticated package of advanced record, playback and digitized voice functions. The intelligent Workstation shall offer single button control of record/playback capabilities. All recorded data should be accessible from any workstation, at any time, for information verification or supervisory review. In addition, the system should have the ability to record personalized greeting announcements, i.e., "9-1-1 What is your emergency?" 1.43 Number/ Location Identification 1.43.1 Automatic ANI/ALI information access is an essential requirement of any 9-1-1 system, computer based or otherwise. An Intelligent Workstation should be able to offer a great deal of flexibility handling this data. For example, while the incoming ANI and ALI information resides permanently in the database the information should be presented to the call -taker in a data entry mode. This allows the call -takers to modify the information without affecting the original ANI/ALI data. In addition call -takers should have the ability to share this information with other call -takers. RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 18 43 1.44 System Button Bar 1.44.1 The Intelligent Workstation shall provide the ability to program buttons to allow for "point & click" access to frequently used features and commands such as, fast coding of incident, deferred dispatch, and print on demand. 1.45 Audit Trail 1.45.1 The Intelligent Workstation shall be able to provide a PSAP supervisor with an unprecedented level of call detailing. The system should provide a second by second account of all the activity pertaining to a specific call. Critical information like, time of call, elapsed time prior to pickup, questioned asked by the call -taker and transfers executed should be available for review. Every action stored should be time stamped and marked with the call -taker's identification. 1.46 Incident Detailing 1.46.1 The Intelligent Workstation shall allow the call -taker to select a designated incident type, such as fire, auto accident, B & E, after the initial response from the caller. The system shall present the call -taker key questions relative to the emergency at hand. Priority questions should be highlighted to prompt the call -taker to get the most important information first. The information should be automatically stored in the system's database and be available to all other call -takers. The incident types should be configurable by the PSAP. 1.47 Interpreter Key 1.47.1 The Intelligent Workstation shall allow the call -taker the ability to change the language of the questions presented to them in the Incident Detailing section of the screen. This shall affect both the questions shown here and the pre-programmed TDD messages associated with each question. 1.48 Supervisory Functions and Call Incident Lists 1.48.1 The Intelligent Workstation shall offer the supervisors and PSAP managers a package of data handling tools. These tools should allow the viewing of the center's activity, as it happens, the ability to see detailed information on active or historical incident. Supervisors and managers should have the capability of filtering and viewing data in any number of ways, including viewing all active calls, all abandoned calls, view incidents by type or by ANI/ALI information. Multiple filters must be able to be combined to view information in even greater detail, for example, the supervisor could see all incident of a specific type that took place in a particular area, during a specific time period. All of these should allow RFP NO.: 141-96197 CITY OF MIAMI BEACH DATE: 10120/97 19 for better analysis, reporting and resource management. 1.48.2 The Intelligent Workstation shall also allow supervisors to have access to an on-line message board. This allows the broadcast of a visual message to each workstation or a select group of workstations in the PSAP without interrupting the call -taker activity. The system shall also have the ability of allowing the call -taker to acknowledge the message sent by the supervisor. 1.49 Premise Information Database 1.49.1 The Intelligent Workstation shall support a local database that provides the call -taker with immediate access to stored information about a specific location. This information could include building access, hazard warnings, hazardous material information, structural plans, evacuation instructions, site photos. The system should not force a call -taker to read through extensive information in order to find the required information, it should automatically search for existing information based on a particular location and incident type and prompt the call -taker that there is data available for reviewing. 1.50 External Database Access 1.50.1 The Intelligent Workstation through LAN, WAN, modem or Internet connections shall allow access to external databases. These shall be accessed through terminal emulation type protocols. 1.51 Standard Operating Procedures 1.51.1 The Intelligent Workstation shall provide the software tools to allow for the creation and viewing of a SOP (Standard Operating Procedures) database. This will assure procedures are applied in a uniform and consistent manner, in addition to providing training functionality. Based on the type of incident entered, the system shall prompt the call -taker that procedures exist. In addition procedures shall be displayed in hypertext format, allowing call -takers to move quickly through the information to access key procedures quickly. The system shall also allow the importing of third party SOP'S, such as APCO'S, to avoid the need for data entry. 1.51.2 The vendor shall describe what skill level is necessary for the end user to enter and update SOP information in the system. 1.52 Call Transfer Functions 1.52.1 The Intelligent Workstation shall be able to greatly expand the variety and volume of information that can be transferred over the existing standard technology. The system should be programmable to recommend primary transfer destination based on the type of RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 20 ER incident. The call -taker should have the ability to send different types of information, such as ANI/ALI, additional location data, or even a script of the incident's questions and answers. The system should have the ability to allow this data to be transferred simultaneously to multiple locations (Police, Fire, etc.). The system should also allow for data to be transferred in a variety of communication modes to access faxes, other Intelligent Workstations, and printers. 1.53 TDD Functionality 1.53.1 The Intelligent Workstation shall provide an integrated TDD detector for all lines. The device should detect both Baudot and ASCII protocols. The system shall allow the call - taker to communicate freely by using the keyboard or by using the incident detailing questions provided on selection of an incident type. 1.54 Mapping Interface 1.54.1 The Intelligent Workstation shall provide the ability to transfer information, such as address location or location coordinates if available, to a mapping system. 1.55 Other System Features 1.56 Remote Diagnostics 1.56.1 A remote maintenance (diagnostics) capability which duplicates the functionality of the local maintenance terminal shall be provided. 1.56.2 The E9-1-1 controller shall be capable of both receiving and originating calls to the maintenance center. 1.56.3 The E9-1-1 controller shall be programmable to originate a call to up to four maintenance centers upon occurrence of an alarm. When an alarm occurs, the system shall sequentially dial up to three telephone numbers until an answer is received and the answering remote site logs on with a valid password. Failing that, the system will dial a fourth number expected to be the location of a data dump. If this station does not answer, it shall be possible for part or all of this calling sequence to be re -attempted. 1.56.4 The vendor shall provide both audible and visual alarm display for the PSAP supervisor. 1.57 Demand ALI Printer 1.57.1 The E9-1-1 controller shall be able to produce an immediate hard copy of caller ALI at any time while a call is in progress. RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 21 M 1.57.1.1 Only the ALI of the caller being served by the call taker who requested the printout shall be output. 1.58 Data Transfers 1.58.1 The E94-1 controller shall allow call takers to request a transfer of ANI/ALI data over a dial-up or dedicated line to a destination equipped with a data receiving device such as an Answering Position Display Equipment, printer, or terminal. 1.58.2 Data transfers shall be initiated at call taker position Answering Position Display Equipment keyboards by simply touching a transfer button programmed for data transfer. This function shall be completely independent of the voice transfers feature. 1.59 Voice and Data Transfer 1.59.1 Answering Position Display Equipment shall be programmable to provide single -button transfer of both voice and ANI/ALI data to destinations which require both. 1.60 CAD Computer Interface 1.60.1 The E9-1-1 controller shall provide a serial interface for a Computer Aided Dispatch System. This interface shall meet the AT&T CAD Interface standard. 1.60.2 The data sent via this interface will consist of the callers ANUALI exactly as received from the ALI database, as well as the call taker's position number. 1.60.3 In addition, the Intelligent Workstations shall have the ability to interface with a CAD system and only one monitor and keyboard will be required to operate both systems. 1.61 Hardware Compatibility 1.61.1 The E94-1 system must be compatible with CAD hardware. The minimum specifications for each workstation shall be: 1.61.1.1 Pentium Pro 200 or better. 1.61.1.2 Minimum 64 Mb EDO of RAM memory. 1.61.1.3 Windows PCI accelerator type video card with minimum 2 Mb of RAM 1.61.1.4 Trackball style pointing device. 1.61.1.5 BIOS level access restriction over floppy drive and other components. 1.61.1.6 17" (16" viewable), .25 dpi, high resolution flat screen monitor. 1.62 Manual Database Request RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 22 47 1.62.1 The ability to request ALI data for a manually entered phone number shall be provided. 1.63 Caller ID on Administrative lines 1.63.1 The Caller ID of calls received over administrative lines shall be displayed on the corresponding answering position's console. 2 Disaster Recovery System 2.1 The Proposer shall provide details and pricing on a portable PSAP system that can be utilized for disaster recovery. 2.2 The system must have all the features of the above mentioned ANI/ALI controller with interface provided for six (6) 9-1-1 trunks. The system should provide a minimum of four (4) telephones and ANI/ALI displays, with all features mentioned above. The vendor shall indicate the options that are available for both features and displays. 2.3 All equipment should come packaged in aluminum cases, ruggedized to withstand transportation. 3 Documentation 3.1 The Proposer shall furnish complete bound system documentation upon completion of the system installation. In addition, the requested Intelligent Workstation should include full on-line documentation and help functionality. The documentation shall include the following: 3.1.1 Product documentation. 3.1.2 Feature documentation. 3.1.3 Hardware documentation. 3.1.4 Programming documentation. 3.1.5 Pre -Installation and Installation documentation. 3.1.6 Maintenance documentation. 4 Maintenance Agreement 4.1 Maintenance Program 4.1.1 Maintenance of all equipment installed as a result of this RFP shall be performed in two phases. Phase One - a one (1) year warranty maintenance program starting upon final acceptance of the entire system; Phase Two - an annual renewable maintenance contract to begin at the date and time of the expiration of the initial warranty period. RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 23 M 4.2 Support Access 4.2.1 Both warranty and contract maintenance shall be provided on a seven days a week, twenty- four (24) hours a day basis, to include weekends and holidays. In addition, the Proposer shall provide 1-800 number phone access to Proposers own technical support twenty-four (24) -hours a day basis, to include weekends and holidays. 4.3 Critical Maintenance 4.3.1 Critical Maintenance Requirement is defined as any problem that jeopardizes or degrades the overall performance of the system. The Proposer shall provide in their technical proposal their response times to the PSAP in any Critical Maintenance Requirement. The areas covered under Critical are: 4.3.1.1 Networking, ANI and ALI Controllers, Electronic Sets, Displays, and Telephone Controller Equipment, Continuous Printer(s) and Display Terminal(s). Proposers must define their maximum response time parameters. 4.4 Normal Maintenance 4.4.1 Normal Maintenance Requirements is defined as those problems that do not affect the overall performance of the system, but still require attention. The Proposer shall provide in their technical proposal their response times to the PSAP under Normal Maintenance Requirement. Proposers must define their maximum response time in parameters. 4.5 Warranty, Maintenance and Spare Parts 4.5.1 All materials equipment, parts and labor and any necessary corrections to system software shall be guaranteed in accordance with the following: 4.5.1.1 During the First Year New System Warranty Period following the date of final acceptance, the Proposer shall, upon notification by the PSAP Agency of any malfunction, make the necessary repairs, including labor and materials, at the Proposer's expense. 4.5.1.2 Replacement and spare parts will be available for a least seven (7) years after final acceptance of the system. Should the manufacturer discontinue this product or cease to do business, the Proposer agrees to stock an adequate supply of components. 4.6 Service RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 24 4.7 Service Facility 4.7.1 The Proposer shall identify the location of an established service facility equipped with the instrumentation necessary to provide service on the system proposed. The Proposer shall have on his staff qualified technical personnel, manufacturer trained for the system proposed. 4.8 Service Report 4.8.1 The Proposer shall furnish a service report to City of Miami Beach, upon completion of each maintenance call and maintain a service record for each piece of equipment serviced. A copy of this record shall be kept at the PSAP. The report as a minimum shall include the following: 4.8.1.1 Date and time notified (verified and initialed by Telecommunicator Supervisor on Duty). 4.8.1.2 Date and time of arrival (verified and initialed by Telecommunicator Supervisor on duty.). 4.8.1.3 Type and model number(s) of equipment serviced. 4.8.1.4 Time spent for repair. 4.8.1.5 Time the repair was completed. 4.8.1.6 Service that was completed. 4.8.1.7 Description of the malfunction. 4.8.1.8 List of parts replaced. 4.8.1.9 Action taken to prevent reoccurrence. 4.9 Remote Maintenance Capability 4.9.1 The ANFALI Controllers should provide a complete array of maintenance functions, either accessible on-site or remotely through the maintenance modem. These advanced maintenance features should include: 4.9.1.1 View system and alarm threshold counters, Perform Moves and Changes Activate, Deactivate and Reset lines and Stations, Modify System Parameters, Restart System, View System Advisory Log Program, Local/Remote Alarm reporting, View System Configuration, View Line and Station Statistics and Usage. 4.9.1.2 The System should run continuous checks on all stations, lines, and cards. Status events (such as a card going in or out of service) and non -normal conditions (such as trunk failed to respond) should be reported as advisory messages. 4.9.1.3 In the event of a system advisory, the system must be programmed to send to the system Advisory Log with details of when and where the advisory occurred. This log should hold up to 20 advisory messages an should be viewable locally or remotely. RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 25 50 4.9.1.4 The system should be equipped with program security for protection of software (names, telephone numbers and addresses), or other information within the software that is controlled. 4.9.1.5 In addition, the system should allow most cards to be removed or inserted while the system is in operation. 4.10 System Automatic Call 4.10.1 The system should collect advisories and log them with counters. Each advisory should be to a program and then be reported to a customer designated location through the Maintenance Modem automatically. 4.11 Local Maintenance Support 4.11.1 The successful Proposer shall have or established by the date of equipment delivery a factory certified service representative residing within City of Miami Beach, and shall provide any warranty obligations under this specification and shall provide any other service that may be required. Brief resumes of service technicians who would provide service support are required. Prior to hiring or entering into a contract with said local representative by the successful Proposer the person(s) name must be provided to and approved by City of Miami Beach,. RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 26 51 5 System Training 5.1 General 5.1.1 Proposer shall detail the training requirements associated with the implementation of the system. All training course content will be subject to review and approval by the E9-1-1 Project Manager. Video taping by the E9-1-1 Project Manager and/or a Representative will be allowed. 5.2 Extent and Types of Training 5.2.1 Satisfactory training will take place prior to cut -over date. User operator training will be provided by the Proposer for proficiency of use of equipment not more than two weeks prior to cut -over date or as customer personnel dictates. Any deficiencies found in the training of the user operator will require the deficient user operator to participate in additional training until satisfactory performance is demonstrated. Proposer provided training shall include: 5.2.1.1 General user training prior to conversion. 5.2.1.2 Manager/Supervisor Training. 5.2.1.3 Software training on all aspects of the programmable equipment and services supplied under this RFP at the request of City of Miami Beach,. 5.2.1.4 Training must be on premise in City of Miami Beach,. 5.2.1.5 All training materials shall be provided by the Proposer in both electronic and hard copy form. 5.2.1.6 Proposer shall specify the number of hours of training that it considers adequate, in each category (e.g., system end-users, systems administration, etc.) that it will provide to the City. 5.2.1.7 Describe train -the -trainer options available to the City. 5.2.1.8 The system shall be equipped with a training module/subsystem which can simulate actual operating conditions for all functions and which uses a training data base. 5.3 Training Summary and Statement of Cost 5.3.1 The Proposer shall identify what level of training will be included in the purchase of the system, together with a summary of each type of training, which as a minimum shall contain: 5.3.1.1 Course Summary/Outline. Samples of Student Materials and Testing Devices. 5.3.1.2 Student Prerequisites. 5.3.1.3 Number of Students. 5.3.1.4 Duration of Training. 5.3.1.5 Training Location. RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 27 52 5.3.1.6 Cost, extent and duration of ongoing training after the initial phase has been completed. 5.3.2 All required instruction manuals, instructors, class materials, plus travel and lodging for students (if any) shall be furnished by the Proposer. 6 Evaluation Criteria 6.1 General 6.1.1 The Evaluation of all responses received will consist of any initial and final (detailed) review as follows: 6.2 Initial Review 6.2.1 The initial review will evaluate all submissions for conformance to stated guidelines, to eliminate all responses which would deviate substantially from the basic intent of the request. 6.3 Final Review 6.3.1 The final review will consist of the following: 6.3.2 Evaluate the technical content of the offering to determine which total configuration will best satisfy successful development and implementation of an Enhanced 9-1-1 Emergency Communications System. The Proposer may be requested to give an oral presentation of their submission at their expense at the option of City of Miami Beach. 6.3.3 The Proposers level of experience and financial stability in telecommunications. 6.3.4 Prices quoted for the system. 6.3.5 The Proposer's performance and service record with similar projects. 6.3.6 Site Visit(s) 6.4 Bid Evaluation 6.4.1 The bid evaluation committee may make such investigations as deemed necessary to determine the ability of the Proposer to perform the work. The bid evaluation committee reserves the right to recommend or reject any bid if, in the judgment of the committee, the Proposer is found to be deficient in any of the evaluation criteria. 6.5 Evaluation and Scoring RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 28 53 6.5.1 For each Proposer meeting all of the mandatory requirements, the Proposer's response will be ranked based on the point values for each area. The more important factors will be assigned higher points to emphasize their importance. 6.5.2 The City of Miami Beach, may make such investigations as deemed necessary to determine the ability of the Proposer to perform the work. The Committee reserves the right to reject any offer if, in the judgment of the committee, the offer is found to be deficient in any of the evaluation criteria. 6.6 Hardware Evaluation 6.6.1 Each proposal must contain, as a minimum, technical documentation including literature sufficient for an effective evaluation of the following items: 6.6.2 All Hardware as Applicable: 6.6.2.1 Expandability. 6.6.2.2 Hardware Architecture/Modularity 6.6.2.3 Availability of Parts and Equipment 6.6.2.4 Service Life 6.6.2.5 Diagnostic Capability 6.6.2.6 Maintainability 6.6.2.7 Reliability 6.6.2.8 System Operating Environment (temperature/humidity tolerances). 6.6.2.9 Ease of use by non-technical staff 6.6.2.10 Operation and maintenance training requirements 6.6.2.11 Site preparation 6.6.2.12 Warranties 6.6.2.13 Safety and security features 6.6.2.14 Maintenance personnel 6.7 Software Evaluation 6.7.1 Each proposal must contain information to permit effective evaluation of the following items: 6.7.1.1 Type of software being either custom, package, or a combination. 6.7.1.2 Does it use standard application features? 6.7.1.3 Does the package lack any significant features? RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 29 54 6.7.1.4 Does the hardware vendor offer the software required? 6.7.1.5 Is the source of software changes in-house or software/turnkey vendor? 7 Lightning Protection Requirements 7.1 Isolation Protection 7.1.1 Non -grounding isolation protection for incoming communications is required. This should be rated at no less than 65 kV peak, with a high dielectric separation of no less than 4 inches. This should be similar to special high voltage protection for communications used by the North American power industry. 7.2 Protection Type 7.2.1 This type of protection should: 7.2.1.1 Protect critical circuits and equipment from the effects of a lightning strike. 7.2.1.2 Add protection against service interruptions and helps to ensure that an emergency call will not be disconnected in progress 7.2.1.3 Isolate communications equipment and prevent hazardous voltages from passing through them. 7.2.1.4 Provide complete isolation, unlike conventional gas tubes or solid state protection methods. 8 Implementation Plan 8.1 Proposer shall provide the City with a detailed implementation plan that will include installation, implementation, training, and cut -over. RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 30 55 SECTION III - PROPOSAL FORMAT Proposals must contain the following documents, each fully completed and signed as required. Proposals which do not include all required documentation or are not submitted in the required format, or which do not have the appropriate signatures on each document, may be deemed to be non-responsive. Non-responsive proposals will receive no further consideration. A. CONTENTS OF PROPOSAL Table of Contents Outline in sequential order the major areas of the proposal, including enclosures. All pages must be consecutively numbered and correspond to the table of contents. 2. Proposal Points to Address: Proposer must respond to all minimum requirements listed below, and provide documentation which demonstrates ability to satisfy all of the minimum qualification requirements. Proposals which do not contain such documentation may be deemed non-responsive. 3. Price Proposal Proposer must include the price which will be charged to the City. Please complete the following chart: Description I Price Hardware: List itemized detail of hardware for proposed system; provide $ name brand, model number, and price per unit. $... Hardware Total $ Software: Please describe, in detail, software modules/components $ including version number and price per module for the $ proposed system. If third party software is needed, include as $ separate module and price. $„. Software Total $ Licensing Include price per single user and simultaneous users in groups $ of 3, 5, and 10 users, etc. or state unlimited use by City. $... RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 31 V Description I Price Training: Please list and price the training plan proposed in Section II -D. $ Warranties / Extended Maintenance: Please list various options for extended warranties I $ maintenance plans to begin after warranty period. $ 4. Acknowledgment of Addenda and Proposer Information forms (Section VIIII 5. Anv other document reauired by this RFP. such as a Ouestionnaire or Proposal Guarantv. 6. Completed Response Table (Attachment 11 7. Proposer must provide a list. with contact information. of at least three customers using the system as Bid. MINIMUM REQUIREMENTS / QUALIFICATIONS: 1. Proposed system must be tested and proven. The version of the software/hardware proposed must not be in the process of being developed or written.. It must be completed and installed (as of 12/15/97) in at least one jurisdiction with a population of at least 100,000, a police department of at least 400 sworn officers and a fire department of at least 200 uniformed fire fighters. 2. Proposer must have a customer base that includes two or more jurisdictions that handle at least 150,000 police calls for service and 25,000 fire/EMS calls per year. RFP NO.: 141-96/97 DATE: 10/20/97 CITY OF MIAMI BEACH 32 57 SECTION IV - EVALUATION/SELECTION PROCESS: CRITERIA FOR EVALUATION The procedure for proposal evaluation and selection is as follows: 1. Request for Proposals issued. 2. Receipt of proposals. 3. Opening and listing of all proposals received. 4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each proposal in accordance with the requirements of this RFP. If further information is desired, proposers may be requested to make additional written submissions or oral presentations before the Evaluation Committee makes its recommendation. 5. The Evaluation Committee shall recommend to the City Manager the proposal or proposals acceptance of which the Evaluation Committee believes to be in the best interest of the City. The Evaluation Committee shall base its recommendations on the following factors: W Functionality 0- Maintenance and support W Price W System architecture 0- System performance 0- Proposer's financial strength and track record 6. After considering the recommendation(s) of the Evaluation Committee, the City Manager shall recommend to the City Commission the proposal or proposals acceptance of which the City Manager deems to be in the best interest of the City. 7. The City Commission shall consider the City Manager's recommendation(s) in light of the recommendation(s) and evaluation of the Evaluation Committee and, if appropriate, approve the City Manager's recommendation(s). The City Commission may reject City Manager's recommendation(s) and select another proposal or proposals. In any case, City Commission shall select the proposal or proposals acceptance of which the City Commission deems to be in the best interest of the City. The City Commission may also reject all proposals. 8. Negotiations between the selected proposer and the City Manager take place to arrive at a contract. If the City Commission has so directed, the City Manager may proceed to negotiate a contract with a proposer other than the top-ranked proposer if the negotiations with the top-ranked proposer fail to produce a mutually acceptable contract within a RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 33 M reasonable period of time. 9. A proposed contract or contracts are presented to the City Commission for approval, modification and approval, or rejection. 10. If and when a contract or contracts acceptable to the respective parties is approved by the City Commission, the Mayor and City Clerk sign the contract(s) after the selected proposer(s) has or have done so. Imn_ ortant Note: By submitting a proposal, all proposers shall be deemed to understand and agree that no property interest or legal right of any kind shall be created at any point during the aforesaid evaluation/selection process until and unless a contract has been agreed to and signed by both parties. RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 34 59 SECTION V - GENERAL PROVISIONS. A. ASSIGNMENT The successful proposer shall not enter into any sub -contract, retain consultants, or assign, transfer, convey, sublet, or otherwise dispose of this contract, or of any or all of its right, title, or interest therein, or its power to execute such contract to any person, firm, or corporation without prior written consent of the City. Any unauthorized assignment shall constitute a default by the successful proposer. B. INDEMNIFICATION The successful proposer shall be required to agree to indemnify and hold harmless the City of Miami Beach and its officers, employees, and agents, from and against any and all actions, claims, liabilities, losses and expenses, including but not limited to attorneys' fees, for personal, economic or bodily injury, wrongful death, loss of or damage to property, in law or in equity, which may arise or be alleged to have arisen from the negligent acts or omissions or other wrongful conduct of the successful proposer, its employees, or agents in connection with the performance of service pursuant to the resultant Contract; the successful proposer shall pay all such claims and losses and shall pay all such costs and judgments which may issue from any lawsuit arising from such claims and losses, and shall pay all costs expended by the City in the defense of such claims and losses, including appeals. C. TERMINATION FOR DEFAULT If through any cause within the reasonable control of the successful proposer, it shall fail to fulfill in a timely manner, or otherwise violate any of the covenants, agreements, or stipulations material to the Agreement, the City shall thereupon have the right to terminate the services then remaining to be performed by giving written notice to the successful proposer of such termination which shall become effective upon receipt by the successful proposer of the written termination notice. In that event, the City shall compensate the successful proposer in accordance with the Agreement for all services performed by the proposer prior to termination, net of any costs incurred by the City as a consequence of the default. Notwithstanding the above, the successful proposer shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the Agreement by the proposer, and the City may reasonably withhold payments to the successful proposer for the purposes of set off until such time as the exact amount of damages due the City from the successful proposer is determined. RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 35 M D. TERMINATION FOR CONVENIENCE OF CITY The City may, for its convenience, terminate the services then remaining to be performed at any time without cause by giving written notice to successful proposer of such termination, which shall become effective thirty (30) days following receipt by proposer of the written termination notice. In that event, all finished or unfinished documents and other materials shall be properly delivered to the City. If the Agreement is terminated by the City as provided in this section, the City shall compensate the successful proposer in accordance with the Agreement for all services actually performed by the successful proposer and reasonable direct costs of successful proposer for assembling and delivering to City all documents. Such payments shall be the total extent of the City's liability to the successful proposer upon a termination as provided for in this section. RFP NO.; 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 36 61 SECTION VI - SPECIAL TERMS AND CONDITIONS, A. SITE VISITS Upon review of all submitted proposals, the selection committee will choose not more than three proposals for further consideration. If selected by the City as one of the finalist, proposer agrees to provide funding for travel, hotel, and per them expenses for three employees of the City to visit one site of the proposer's choice. That site must be a public safety agency actively using the same software that is being proposed (same version). Proposer must fully account for customization not part of the system being proposed. As part of the site visits, City employees will work one full day each with personnel of the hosting agencies. Proposers may arrange the site visits but will not participate with City employees. Site visits will be an important part of the software selection decision making process. Proposers are encouraged to select sites that best represent their systems. B. HARDWARE AND SOFTWARE EXCLUSION The City reserves the right to exclude any software modules and to substitute hardware or third party software specified by proposer with equal or better hardware/software. Proposer will specify which, if any, modules must be purchased in conjunction with each other to function effectively. Proposer will not assess a penalty or change any prices quoted if the City exercises its option to exclude or replace software or hardware as specified above. RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 37 M. SECTION VII - ATTACHMENTS Attachment I - Proposer Response Table: 9-1-1 Equipment Specifications RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 38 $ � / 0 § / 4- w � � ( w j w w � � K) � 2 F £ P o 0 6 6 P§ o P P 6§ R 6# 9 0§——S 3.6 § Q§ Q Q 6 w a Q k Q CT » o o n z E E c—§£_$ m E mƒ£> 2 2ƒ �( 0 ° 7 \ \ \ § } = o % § 3 E % I \ 3 0 a § k k \ g = / # ' � ] 2 / / \ \ R w£ccE 3 m/ § kƒ§ Q;° i w E\# . E 0 ] g k I$ \ / CL a g 9 °%)<& c m k 7# [ m \ m m ; 2 E § ] E ] 0 § ; E 8 ■ § / ; § \ s a / / / \ f } $ $ ƒ § § § § § f f 0 }] f i k ° s_ 2 ocm , 3 A & \ 0 0 § _/ / \ \ f \ § w - - 7 m CL §§/CL 0 cn § A C M 0 a/ 0§ t N) E E&[ I; ; z R § � $ g $ E « \ k ƒ $ E # $ }2E �§ & amE a00 $2 ImI s&0 ƒ2/ 7f} 5, 7 ] ; J % < g CL CD0 CD 0 / \ / � k 7 0 ) k 2 Xv k / k � n � \ � 0 \ e f G § 3 � c \ E m c ) 'a e q z a @ \ k \ \ k \ \ / / / / } \ § / k 6 bo 6 / c m Cl) Q 2 2 R 0\§�0§) w<(>( o - ƒ - § - E. # § / 7 n o J & \ s 7 & } $ f / R / / / § ° £ £ \ / / ] { § 8 s s § E § / ] ] E \ G ( _ \ $ § § ° Q;;] m E n F K « \\ 2 2 3 J=$ g e- n E,= 2 M; a °ƒ C E Eƒ E m E E k ; w}< E%( E_ J] $ g §; J k E » co 0 ®' pow ;£ m} c G§\ f - [_ E s F z J ] E J§} 2 e K a 9§ k m r]ƒ] ¥_ m k / § Q g % - � G ( / S \ M / § ] § / [ E _ 7 2 2,] 7 @ m I\ = A E a , § E ] CO) / k k �_ ( \ V) k k\ m 0 m CL a ƒ m k® f o 0 , g ± ; / # § \ m ° m § }ZE — — —� — — — — — m —---�— 21t §¥ECL §2 — — — —� —� — — m I }[K £ \ J CO § / 9 m � ] \ @ CD / / � < } \ 0 ) 0 / / / _ \ � c 2 � 2 k g / 7 0 � ■ F 0 0 e 7 3 k 3 � 0 / \ C CD 'D e q 9 z a _ t ;I- CD k / § § \ § \ \ § / § / § / / \ \ k \ \ \ \ / Q w Q W e - - - -- W Q A, u Q W Nfla C Q CD a c e 7 G#[ I k\ I 2 0 m nƒ®= n 2/ [» m m- m- e a t -] E§) a 2 f q/§ A K � $ o § D � \ T. } E \ )_ # � m - E q / � (D j \ k } � }_ k / - � M M \ ) \ / \ f k CD k / 2 k } \ k / sm } _ / / § q e / E 2 ; _ _ § § / 0 7 } § £ ■ E \ o & # /§ 5=_ to E o § a m i 0 n e■ E z[\ @ 2CL 0 k CD \ k CL= U I c CD o\] i 7 i m g$ n , B R e B\ U CD k / j k\ 0 R° co/ CL E m §}[ 7 ]_ k u s; «CL ` N - � k co E co 2 m > < Q. CL J - i JCD � /k 2£' 0CAM E5,0 mm £ 7 CDJ < } ; C 0 ( 0 / \ / _ \ 7 0 ) 0 2 k » / # 0 � ■ 7 0 0 ] -Y 0 d ± � 0 \ / § ) 'a e \ M z a E k k § \ k \ § / / \ k § § \ / \ w @ Q \ a - Q - Q - - -Z - - - Q Q 7 0 0 E 0 o 0 0 0 0 0_ 0ƒ o F -0-u-0= c c I)_£/ C5, m, E-- - f f m 2 2®° m m S s- _ C CD / 2 m n t\ }} 0§ k\/ k] % k # § & \ z / z m 0 g » » » » E / 0 _ - � e & k 0 \ E a k § k ) \ k k \ \ ) } § \ k ( g § _ g ± } § \ ; _ ; ± m m{ m§ e 0$ _# s§ 7 k± J° \ m c \ g , E * § \ } m E t 2 = © / * C E § _ c / & 2 E > 7 § $ - _ » } § \ 0 \ 3 g k\\ 0) U) C 9 k( k 0 m w # $ F - m = $ ¥ $ , 2 M J, e §§@ co 0 m Q E 0 § R 2/ \ 7 s =5 9. M --ICL 0 \CL CL 1 a q- k[§§ m m co Q. / S J \ / Z/k /I& aaE B$v a2 £ \ J _ R / 9 M f 7 \ m 0 / / � < k 2 _ 0 ) 0 CL \ I / � k / � 0 } � � ƒ / 0 F 0 i � � < 0 0 e f 9 § 7 d 0 c E ■ 0 } 'a a } / a E \ k k k§ k\\ k k k\/\§§/ k k\ k k k k// Q 2 k Q Q Q F. { @ § / k k 0 / ƒ J \ ƒ M / E / 7 r 7 A [ ƒ z £ ; § 2 c E T. o � 5 % _ , m m § E § $ m m 2$ m e£& E 2[ Q'a Q0 Kir ƒ£ 2,-£} w g 0\ k z 3</{ 2 I\go § < 2 0 M 0\ 0 / § [ � # } } R A # f Q f / k U ] _ 3 w_ E a e ;;; CLa Er mno), m m® � « E§ \ g Z k/ o m ( E \/ 0 2* E 2 = a E k n f I£ 2 5'"= s E ( a» k}§ r{ Q g 2 0 k w } } 9» 2¥ 2 2 3 a)= g E § E - R = - E # - ; - CD a m 5 E} / K f ) 5. E m = 2 { § rr m - - } 0 } \ R ; m § / k �m & a] & ° ao ¥c, — — — — — m I }\k �/\ 7 2 J } < CD ± � / ) 0 a \ / / \ / � O 2 k 2 k % S 7 0 � / < 0 0 3 2 2 B I � 0 _ ¢ O ƒ 0 a \ m 2 a ƒ p § E # #+ f f f f f + f f -# P�j N p - - - -- z m § P P @ @ P P 5 o f ¥ § - - ® - ) % ) $ B § p 3{ 2 g / Q cr c / o & f 2 0 ƒ ( § $ [ $ 2 § ƒ / \ / / \ 0 / \ 0 $ _ 3 CO ƒ o-/ \ƒ i\ 2 /; 2 i§ G E �_ t i+ g >§ 3 E& E 7 §_ kf 5 §\ m, d a 2 S 2§` {;§& I;- R G k m 3 g£ S E _ 0 _ z & / - $ 2 E ) f » E S \ \ ) 0o 0 a r\ f k 2 k q o , # 2 \ m - # 3 ® ■ \ ] J \ £_ 2 k - m E 3 3 C* S 2 \ \ � ' K _ _ § s CL - \ k m cn k g /\ ) \ m a\ 8 7/ § / m ¥ A m . E { § \ $ i / & 2 / E § , G � SU)U) j £ k }2E — — — — — — — £ cn& am& \o mm CD — — — — — I _0 ƒ \}# \\ I 2 m p 03 _ p w5 p A P r r c R@ P@ - z= Q § 2 = a � % \ u@ § — Q %.0 2 & & J 2ID a) co J/& 0 2± < 2ƒ* » 2 E % ƒ \ E t m £ ■ § O ; _ ; c { m § ( i I }in # � g = � £ ± ; � w E - q ; £ s O M. $ t § §® / § - / « c _ , 2 CO { / { ( ( \ 3 3 a ; ; k \ m @ e ( / § § E § c y § $ § E f e _ o § k R a r § s }CL CL CL R k e 0 2 k ] £ � /k co 0 82a a2 £ C, / Cl) 0 _ f m � ] \ @ 7 / / � Exhibit A - City Technology Profile A. Overview The City currently operates a geographically -dispersed mix of technology platforms connected via a wide area network. Several new technology requirements have been identified which are fundamental to achieving the City's strategic initiatives. These new technology requirements formulate the City's "Future" Technology Architecture. During the next few years, the City will aggressively migrate from the current or "As -Is" Technology Architecture to the new, "Future" Technology Architecture. B. "As -Is" Technology Architecture Currently, the City operates the following technology platforms at its various operating locations: 1. Four (4) HP series 3000 minicomputers running under MPE/iX. 2. Ten (10) Pentium servers with speeds ranging from 90 to 200 Mhz. All are running Novel Netware 4. 1. 3. Approximately 400 PC's, of which about 350 are networked. Configurations range from the minimum 486 running at 25 to 66 Mhz with 8 MB RAM, to Pentiums running at 100 to 166 Mhz with 16 to 32 MB RAM. Most feature a 14" SVGA monitor and have from 800 to 1.6 GB hard drives. CD-ROM drives are not standard. Fewer than 5% have FAX capabilities and internal modems. About 98% operate under Windows 3.1. The City plans to migrate to a 32-bit OS by mid 1998. 4. Most departments have at least one network printer. Network printers include HP 4si, HP5L, HP6, HP 4mv and HP 5m. 5. The City leases a 10 MBS WAN connection from Bell South. The HP 3000's are tied to an Ethernet 802.3 backbone. 6. HP's running Computer Aided Dispatch and Emergency Response applications tie through a Microvax SNA Gateway to Microwave MDTs. 7. Local Area Networks are currently 10 base T. Most network interface cards are currently "D -link" for 10 base T. Some departments are expected to upgrade to 100 base T. RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20197 39 71 C. "Future" Technology Architecture A "Future" Technology Architecture includes: 1. Components required to access data from anywhere in the enterprise in a transparent fashion and present it to users as information to make critical decisions. 2. Information repositories for data storage. 3. Data highways by which users access information. 4. Desktop and laptop computers where information is presented. 5. Software required to tie all these elements together. Making the "Future" Technology Architecture a reality poses three major challenges. The Architecture must: 1. Provide the required "additional" functionality. 2. Coexist and be integrated with the City's existing application and technology investments. 3. Be flexible, capable of changing rapidly according to the needs of the City. To satisfy our requirements, several technology components have been identified including, but not limited to: 1. Shared Database Systems - A foundation for all enterprise data so it can be accessed and manipulated in a consistent fashion throughout the organization. 2. Client/Server Applications - Applications that can access large blocks of data from one or more data servers and manipulate the data for presentation. 3. Local Area Networks (LANs) Shared storage, printing and file services, and connectivity to high speed networks and other computing environments. 4. Laptop Computers - Mobile access to data via client/server applications and display information on a graphical user interface. 5. High Performance Networks - Multi -protocol network connectivity providing high speed data transfer between remote locations. 6. Open Systems - Adherence to industry standards able to coexist and inter -operate with other systems. RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 40 72 SECTION VIII - PROPOSAL DOCUMENTS TO BE COMPLETED AND RETURNED TO CITY RFP NO.: 141-96197 CITY OF MIAMI BEACH DATE: 10/20/97 41 73 PROPOSER INFORMATION Submitted by: Proposer (Entity): Signature: Name (Typed): Address: City/State: Telephone: Fax: It is understood and agreed by proposer that the City reserves the right to reject any and all proposals, to make awards on all items or any items according to the best interest of the City, and to waive any irregularities in the RFP or in the proposals received as a result of the RFP. It is also understood and agreed by the proposer that by submitting a proposal, proposer shall be deemed to understand and agree than no property interest or legal right of any kind shall be created at any point during the aforesaid evaluation/selection process until and unless a contract has been agreed to and signed by both parties. (Authorized Signature) (Printed Name) (Date) RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 42 74 REQUEST FOR PROPOSALS NO. 141-96/97 ACKNOWLEDGMENT OF ADDENDA Directions: Complete Part I or Part 11, whichever applies. Part 1: Listed below are the dates of issue for each Addendum received in connection with Addendum No. 1, Dated Addendum No. 2, Dated Addendum No. 3, Dated Addendum No. 4, Dated Addendum No. 5, Dated Part 11: No addendum was received in connection with this RFP. Verified with Procurement staff Name of staff (Proposer - Name) (Signature) RFP NO.: 141-96/97 DATE: 10/20/97 CITY OF MIAMI BEACH 43 75 Date (Date) DECLARATION TO: Jose Garcia -Pedrosa City Manager City of Miami Beach, Florida Submitted this day of , 1997. The undersigned, as proposer, declares that the only persons interested in this proposal are named herein; that no other person has any interest in this proposal or in the Contract to which this proposal pertains; that this proposal is made without connection or arrangement with any other person; and that this proposal is in every respect fair and made in good faith, without collusion or fraud. The proposer agrees if this proposal is accepted, to execute an appropriate City of Miami Beach document for the purpose of establishing a formal contractual relationship between the proposer and the City of Miami Beach, Florida, for the performance of all requirements to which the proposal pertains. The proposer states that the proposal is based upon the documents identified by the following number: RFP No. 141-96/97. SIGNATURE PRINTED NAME TITLE (IF CORPORATION) RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 44 76 QUESTIONNAIRE Proposer's Name: Principal Office Address: Official Representative: Individual Partnership (Circle One) Corporation If a Corporation, answer this: When Incorporated: In what State: If Foreign Corporation: Date of Registration with Florida Secretary of State: Name of Resident Agent: Address of Resident Agent: President's Name: Vice -President's Name: Treasurer's Name: Members of Board of Directors: Ouestionnaire (continued) RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 45 77 If a Partnershiv: Date of organization: General or Limited Partnership*: Name and Address of Each Partner: NAME * Designate general partners in a Limited Partnership ADDRESS 1. Number of years of relevant experience in operating similar business: 2. Have any similar agreements held by proposer for a project similar to the proposed project ever been canceled? Yes() No() If yes, give details on a separate sheet. 3. Has the proposer or any principals of the applicant organization failed to qualify as a responsible bidder, refused to enter into a contract after an award has been made, failed to complete a contract during the past five (5) years, or been declared to be in default in any contract in the last 5 years? If yes, please explain: Ouestionnaire (continued) RFP NO.: 141-96197 CITY OF MIAMI BEACH DATE: 10/20/97 46 4. Has the proposer or any of its principals ever been declared bankrupt or reorganized under Chapter 11 or put into receivership? If yes, give date, court jurisdiction, action taken, and any other explanation deemed necessary. 5. Person or persons interested in this bid and Qualification Form (have) (have not) been convicted by a Federal, State, County, or Municipal Court of any violation of law, other than traffic violations. To include stockholders over ten percent (10%). (Strike out inappropriate words) Explain any convictions: 6. Lawsuits (any) pending or completed involving the corporation, partnership or individuals with more than ten percent (10%) interest: A. List all pending lawsuits: B. List all judgments from lawsuits in the last five (5) years: C. List any criminal violations and/or convictions of the proposer and/or any of its principals: 7. Conflicts of Interest. The following relationships are the only potential, actual, or perceived conflicts of interest in connection with this proposal: (If none, so state.) The proposer understands that information contained in this Questionnaire will be relied upon by the City in RFP NO.: 141-96197 CITY OF MIAMI BEACH DATE: 10/20/97 47 79 awarding the proposed Agreement and such information is warranted by the proposer to be true. The undersigned proposer agrees to furnish such additional information, prior to acceptance of any proposal relating to the qualifications of the proposer, as may be required by the City Manager-. The proposer further understands that the information contained in this questionnaire may be confirmed through a background investigation conducted by the Miami Beach Police Department. By submitting this questionnaire the proposer agrees to cooperate with this investigation, including but not necessarily limited to fingerprinting and providing information for credit check. WITNESSES: IF INDIVIDUAL: Signature Signature Print Name Print Name WITNESSES: IF PARTNERSHIP: Signature Print Name of Firm Print Name Address By: Signature (General Partner) (Print Name) (Print Name) WITNESSES: IF CORPORATION: Signature Print Name of Corporation Print Name Address By: President Attest: Secretary (CORPORATE SEAL) RFP NO.: 141-96/97 CITY OF MIAMI BEACH DATE: 10/20/97 48 80