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98-22650 RESO RESOLUTION NO. 98-22650 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. 34-97/98, FOR A MOBILE COMPUTING SOLUTION FOR THE MIAMI BEACH POLICE DEPARTMENT. WHEREAS, the City is soliciting proposals from responsible vendors to provide an integrated hardware and software solution for Mobile Computing for the Miami Beach Police Department; and WHEREAS, this will enable Police personnel, using LapTop Computers within their vehicles, to access the National Crime Information Center (NCIC), the Florida Crime Information Center (FCIC), and to interface with the City of Miami Beach Police Department Computer Aided Dispatch (CAD) system and Records Management system; and WHEREAS, the goals and objectives for using Mobile Computing are to reduce the costs of report preparation and records management, to improve accuracy and utility of information, to minimize data handling, to develop a consistent chain of reporting and analysis, and to maximize Officer time in the field; 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 hardware and software solution for Mobile Computing for the Miami Beach Police Department. 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 a Mobile Computing Solution for the Miami Beach Police Department. PASSED and ADOPTED this 4th day of February, 1998f//J; MAYOR AT~EST: _~l~J V UA~ CITY CLERK APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION ~~ JI~ri CITY OF MIAMI BEACH RFP NO. 34-97/98 REQUEST FOR PROPOSALS FOR Mobile Computing Solution for the Miami Beach Police Department A PRE-PROPOSAL CONFERENCE IS SCHEDULED FOR 10:00 A.M. ON FEBRUARY 19, 1998, IN THE FIRST FLOOR CONFERENCE ROOM AT MIAMI BEACH CITY HALL PROPOSALS ARE DUE AT THE ADDRESS SHOWN BELOW NO LATER THAN MARCH 5,1998 AT 11:00 A.M. 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.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 1 TABLE OF CONTENTS Pal:e I. OVERVIEW AND PROPOSAL PROCEDURES 3 II. SCOPE OF SERVICES 11 III. PROPOSAL FORMAT 23 IV. EV ALUATIONISELECTION PROCESS; CRITERIA FOR EVALUATION 24 V. GENERAL PROVISIONS 26 VI. SPECIAL TERMS AND CONDITIONS 28 VII. ATTACHMENTS 28 VIII. PROPOSAL DOCUMENTS TO BE COMPLETED AND RETURNED 28 TO CITY RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 2 SECTION I - OVERVIEW AND PROPOSAL PROCEDURES: A. INTRODUCTIONIBACKGROUND The City of Miami Beach, hereinafter referred to as "the City" is soliciting proposals from qualified firms in response to this Request For Proposals (RFP) to provide, install, and support an integrated solution for mobile data communications utilizing state-of-the-art Cellular Digital Packet Data (CDPD) for access to Federal (NCIC/NLETS), State (FCIC) and Police Department database information, real time Messaging, report generation, with the potential for Automatic Vehicle Location (A VL). The City is soliciting responses to this request from qualified vendors. While the City prefers to purchase the components of this RFP, hardware, system software (message switch and mobile client), integration, training, documentation, and any other support services through a single Vendor, this is not an absolute requirement. Whether these requirements are met directly by a single vendor, or are provided by an integration involving various vendors is a decision that will be determined by the responses to the RFP. Regardless, the ultimate goal is to document the Police Department's mobile computing technology needs, seek alternatives, and implement the best solutions. This Request for Proposal (RFP) requires: · A turnkey system · High reliability · Future product usability and upgrade ability · Operatorluser 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 contractorlcontractors must have demonstrated successful performance on installations of a nature similar to that requested by this RFP. This RFP is intended to be functional in nature to allow Proposers to make the best use of any of their already developed systems and to be creative in their approach to meeting the RFP NO.: 34-97/98 DA TE: 2/5/98 CITY OF MIAMI BEACH 3 RFP requirements. Various companies may wish to combine their talents in responding to the RFP. However, in these instances, a prime Proposer must be designated that will be accountable for the entire turnkey system proposal and any contract that may result. OVERVIEW OF THE CITY OF MIAMI BEACH EXISTING POLICE/FIRE CAD SYSTEM: The Miami Beach Public Safety unit (PSCU) operates the 911 Center. PSCU is a combined Police and Fire/Rescue Dispatching center located in the Police Department, 4th floor, 1100 Washington Av. The Communications Center operates 24 hours a day, seven days a week and is comprised of five primary sections; (1) Complaint desk (Call Taking serving both Police and Fire/Rescue) which is where the E911, and non-emergency lines are answered, (2) Message Center, which enters NCIC information, handles tows, and does NCIC checks, (3) Records Channel, which handles NCIC inquiries and tows, (4)Police Dispatch, (5) Fire/Rescue Dispatch. In addition, the PSCU has supervisors assigned to each shift to oversee operations. PUBLIC SAFETY ANSWERING POINT (CALL TAKING) Communications Operators (CO's) perform call taking functions for both Police and Fire/Rescue. The Call-taking system enables the CO's to input information pertaining to calls for service and route that information to the correct Police and/or Fire Dispatcher based upon the incident's geographic location. The Call-taking system also enables the CO to monitor Police and Fire activity. There are 10 Call Taking positions. The City anticipates expanding this to 12 positions in the future. POLICE DISPATCH: The CAD system assists the police dispatcher in tracking available police units, units assigned to calls, and calls that are waiting to be dispatched. The dispatcher is also provided access to the same informational files as the Police Call Takers (described above). There are 2 physical police dispatch stations, one of which is the primary dispatcher, active 24 hours a day. The second dispatch station is used on a temporary basis or when a decision is made to split the City into two dispatch zones. OTHER PSCU POSITIONS: RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 4 One Records channel person assists officers by handling radio requests for tows, driver's license and registration checks, wanted checks etc. One message center person handles all NCIC transactions including entering and removing information as required by NCIC, verifying NCIC "hits," and dealing with incoming information from other agencies. EXISTING CAD SYSTEM ACTIVITY: Approximately 520 E-911 calls, and 1,000 non-emergency calls per day are received by PScu. The CAD system handles 170,000 police calls for service annually (this includes all CAD tracked incidents and car stops). The City is in the process of purchasing a new CAD system. The two finalist vendors are PRC (Altaris) and Lucent (paladium). A final decision should be made within the next month or so. MIAMI BEACH POLICE DEPARTMENT The Police Department has four facilities: the main police station, the North substation, the Marine Patrol bldg, and the Strategic Investigations Unit. The Department has 401 sworn and 169 non-sworn employees. The Patrol Division has a maximum of 50 and a minimum of 25 Patrol officers in-service and available for calls at one time. During special events that number could increase to 100. Specialized units (Detectives, SIU etc.) would have a maximum of 70 officers working at one time. The Records Unit processes and stores all traffic and crime reports produced by members of the Department. Offense reports and FI's are entered by the 8 data entry personnel assigned to this unit. Five other clerical personnel are assigned to the Records Unit. They research and copy reports and handle general requests from the public and Departmental personnel for information, reports etc. The City is in the process of purchasing new CAD and Records Management Systems. A final decision should be made within the next month or so. REpORTS WRITTEN ANNUALLY: Incidents 35,000 Accidents 6,500 Supplements 25,000 RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 5 Arrests F.I.'s Citations 16,000 7,000 35,000 OTHER DOCUMENTS STORED ANNUALLY Property receipts, Tow slips, miscellaneous other forms/papers etc: 30,000 ANNUAL POLlCE CALLS FOR SERVICE: 170,000 CURRENT STORAGE: Total Disk space used currently for present CAD/RMS: 5 Gig. Names on file: Vehicles on file: Property items on file: 300,000 100,000 300,000 Currently, one year of CAD data is stored on-line: 190,000 incidents CITY'S NETWORK The City currently has a Novell (NetWare 4.1) network with 9 servers and 460 work stations. The City is using the following software and desires interfaces with same where possible. WordPerfect, Quattro Pro, Lotus CC: Mail, Lotus Organizer, Freelance Graphics, and Page Maker. The City is evolving to Microsoft Office 97. Most sites are connected via a 10 Megabit Wide Area Network (WAN). B. RFP TIMETABLE The anticipated schedule for this RFP and contract approval is as follows: RFP issued February 5, 1998 Pre-Proposal Conference February 19, 1998 at 10:00 a.m. Deadline for receipt of questions February 17,1998 Deadline for receipt of proposals March 5, 1998 at 11 :00 a.m. Evaluation/selection process Week of March 9,1998 Projected award date April 1, 1998 Projected contract start date April 15, 1998 RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 6 C. PROPOSAL SUBMISSION An original and 5 copies of complete proposal must be received by March 5, 1998 at 11 :00 a.m. 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. D. PRE-PROPOSAL CONFERENCE A pre-proposal conference is scheduled for the date stated in section I - B, in the First Floor Conference Room at Miami Beach City Hall. ATTENDANCE IS OPTIONAL. 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. 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 RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 7 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. 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. 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/CANCELLA TION/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 RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 8 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 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. RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 9 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. 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 ofthe 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.: 34-97/98 DA TE: 2/5/98 CITY OF MIAMI BEACH 10 SECTION II - SCOPE OF SERVICES The City is interested in acquiring a solution for mobile data communications for its Police Department utilizing state-of-the-art packet radio technology for real-time messaging and data communications among fixed and mobile users from a single vendor. 1 MESSAGE SWITCH 1.01 The message switch should be based on an open industry standard hardware and software and be compatible with the City current environment and future direction. Proposer shall describe the operating environment proposed. 1.02 The Message Switch will control all incoming and outgoing data, as well as store all data transmissions in a master log file. The Message Switch will provide for storage and retrieval of this data in either electronic form or hard copy. The Message Switch shall support users logging into the system from mobile computers connected to the modems in each vehicle. 1.03 The message switch must have the following characteristics: 1.03.01 The ability to support multiple networks concurrently (for example, private Motorola, RAM Mobile Data and Cellular Digital Packet Data). 1.03.02 The ability to support multiple departments for messaging segmentation and other features. 1.03.03 The ability to connect to back-end systems such as IBM mainframes, AS/400s, HP 3000, etc. in terminal emulation mode. 1.03.04 It must support multiple access points such as Token Ring, Ethernet, and SDLC connections. 1.03.05 It must have an administrative facility to add/delete users, and produce statistical reports on messages stored. 1.03.06 The Mobile Data Communications System shall be configured with associated and necessary support equipment required to establish a data communications system to support one hundred concurrent mobile computer (laptop) users. 2 COMPRESSION 2.01 The server and the client software must both use a recognized compression algorithm to ensure that data traffic is minimized. Proposer must specify the average compression rates for CAD Dispatch, RMS Master Name Search, Messaging, State and NCICINLETS Inquiry and provide a list of expected response times assuming 40 consecutive users. RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 11 3 ENCRYPTION 3.01 The message switch must utilize a recognized encryption standard, such as DES, on all data transmissions. 3.02 All data transmissions shall be encrypted in both hardware and software preventing unauthorized reception of sensitive information. 3.03 The software must encrypt at the message switch and then compresses the data to be sent to the mobile unit. Once received by the mobile unit the data must be uncompressed and unencrypted. Likewise, data sent from the mobile units must be compressed and encrypted and uncompressed and unencrypted at the message switch. 3.04 Encryption must be end to end and the encryption methodology used should be capable of being removed from the software component and replaced by another technique, if desired. 4 MOBILE SYSTEM 4.01 The Mobile System must support Microsoft Windows 95 Operation System. 4.02 The Mobile System shall be an Intel Pentium architecture laptop PC with a video display running the Microsoft Windows operating system. Proposer shall provide the specifications for the mobile computers proposed. 4.03 Constant power must be supplied to the computer and modems from the electrical system of the patrol car. Battery backup will ensure power continuity even during starting or other overriding interruptions. 4.04 Describe the proposed method of communications between the Mobile System and all other systems (e.g. CAD, NCIC etc.). 4.05 The Mobile System must meet all airbag compliance specifications for the installation of the mobile units. 4.06 System must be FCIC-2 compliant 4.07 System must be year 2000 compliant, i.e., it must be capable of handling dates in the 21st century as well as dates in the 20th century. RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 12 5 SYSTEM FUNCTIONS The system as proposed must do the following: 5.01 Interface with the City's new Police Records Management System with no changes made to the RMS. 5.02 Permit users to send real-time messages to other mobile users or other users on the City network. 5.03 Interface with the City's new CAD system with no changes made to the CAD. 5.04 Provide detailed dispatch information to field units receiving such dispatches as well as to other units as required by the City. 5.05 Enable officers to acknowledge receipt, arrival, and clearing of a call through the system by function key. 5.06 Enable officers to complete all necessary field reports, including narratives for each call received and to transmit them to a designated supervisor for review and then back to headquarters for storage and/or printing. 5.07 Allow dispatchers to alert units of pending calls with an audio and a visual alarm. 5.08 Allow supervisors to view calls held or pending as well as the status of all field units. 5.09 Allow user-flexibility in determining which mobile units will be able to view calls given to neighboring or other units (e.g., when unit 2111 gets a call, units 2113,2115, and 2117 will be able to see the dispatch detail of that call). 5.10 The mobile data system shall serve as a back-up for communications and messaging between police headquarters and mobile units and provide emergency communications between any mobile sites during disasters, when normal circuits may be interrupted. 5.11 Describe how your system archives data and the method recommended for accessing the archi ved data. 5.12 Based on the proposer's past experience and the volume requirements outlined in this document, the Proposer must recommend a system capable of handling the Police Department's needs for a minimum of the next five years, assuming that the number of mobile users doubles and the number oftransactions grows by 25% per year. RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 13 6 INTERFACE WITH THE RECORDS MANAGEMENT SYSTEM 6.01 Interface with the Records Management System should include access to important data files in the agency database. Theses files include: 6.02 Master Name Index and associated modules. 6.03 On Line Investigation reports, including narratives. 6.04 On line Booking access, including narratives. 6.05 On line accident reports 6.06 On line Field Interrogation Reports 7 SYSTEMS SOFTWARE SPECIFICATIONS 7.01 The software that is supplied must communicate with the mobile data system State access interface and a message switch that will allow communications with the City's new law enforcement Records Management and Computer Aided Dispatch software. 7.02 Proposer must describe the method (e.g., Frame Relay) and protocol (e.g., TCP/IP) used to achieve successful integration into the State system. 7.03 The integration into the agency data base will require an interface with the current operating system and the current Relational Data Base product, which is the engine that drives the CAD and Records Management Systems. This should be a seamless integration. 7.04 The proposer's system should enable the two-way transmission of dispatch information between the CAD System and the Mobile computers in the field. 7.05 The operating system at both the system level and the mobile level should be capable of communicating with both the State (FCIC) system and the agency's local operating system and Relational Data Base Manager. Continuous monitoring for requests is essential to the successful operation of the system 7.06 The software should be capable of transmitting the current CAD incident detail to be the mobile unit and support status information to be transmitted back from the mobile computers. 7.07 The appropriate CAD incident detail transmitted to the mobile units shall populate any associated incident, crime, or crash reports. RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 14 7.08 Mobile laptops will be able to query the master name file and selected other files in the new records management system. 7.09 The Police Report Function should allow for the completion of a complete Crime or Incident report, Supplements, Florida Traffic Crash report, Field Interrogation report, Citations, Arrest form and the accompanying narratives. The system should collect this data for transmission to the host database. 7.10 The system should be equipped with current State (Fl.) and County (Miami-Dade) statutes, as well as the uniform traffic statutes. 7.10.01 Officers shall be able to access these statutes through a drop-down, scroll window within the application being used. 7.11 The system shall be equipped with word processing capabilities compatible with the latest version of MS Word. 7.12 The software shall have word wrap and spell check functions in all comment or free text fields. 7.13 Report Review and Version Control: 7.13.01 Allows for electronic transfer of reports to supervisors and/or central point of control for review and further processing 7.13.02 Provides a review interface that allows error flagging and a managed exchange of information between workstations. 7.13.03 Provides for secure, temporary storage of reports in need of editing. 7.13.04 Contains user definable parameters for version control. At a minimum, the agency should be able to lock the version of the report at: 7.13.04.01 the point of initiation; or, 7.13.04.02 after supervisory review; or, 7.13.04.03 after review at a central point of control. 7.14 The Operating system is the vendor's choice at the host level as well as the mobile level, but it must be an open system. 7.15 Currently, the State of Florida Motor Vehicle Administration provides drivers licenses with information stored on a magnetic strip. Is the system capable of using a magnetic strip reading device? RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 15 7.15.01 If so does it enable users of the software application to read this strip and transfer information to needed reports or forms? 7.15.02 Price this option, if applicable. 7.16 Describe accessibility of system's source code to the City. 8 MOBILE DATA COMMUNICATIONS The mobile data communications software which is required on the PC Base Station and the Mobile Data Computers should support the following functions: 8.01 In-vehicle paging, including support of both numeric and alphanumeric pager support. 8.02 Text-to-voice module, enabling the mobile user to have incident detail, FCIC/NCICINLETS and messages "read" to him/her. 8.03 In-vehicle mapping 8.04 Screen blankingl Screen restore feature 8.05 Emergency officer in distress "hot button" 8.06 The City is interested in exploring a system that utilizes state-of-the-art voice recognition software that will enable officers to speak, using natural flow voice commands, directly to the laptop, minimizing or obviating keyboard usage. Proposer will comment on the possibilities of doing this. 8.07 Real- Time Messaging 8.07.01 This feature should be used for sending messages to another user. The software should activate a tone or a bell to indicate the arrival of a message. 8.07.01.01 Users will have the ability to turn the tone off or lower its volume. 8.07.02 If the user is out of range for a short period of time, the message is to be held in queue and delivered when the unit comes back within range. 8.07.03 Will the system generate an out-of-range message when an officer's unit is out ofrange? RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 16 8.08 Announcements Any user should be able to transmit messages of general interest to all other users or to a predefined group of users. The message should be displayed only on the computers where those specific users are logged in, but recorded on the main system. 8.09 Police Report Uploading This feature should allow the transmission of police reports electronically to police headquarters. 8.10 Electronic Mail This feature should allow messages to be sent to users at any time, even if they are out of service at the time. Messages should be stored at the base station until the user logs in. Mail should be directed to specific users, or a group of users. 8.10.01 The e-mail utility will enable officers to communicate with each other as well as with anyone on the City's network who has e-mail. 8.11 The system must provide the ability to access the following: 8.11.01 Motor vehicle registration checks, operator license and driver history checks via State access. 8.11.02 NCIC and FCIC wanted/missing persons checks, including protective orders. 8.11.03 Boat Registration checks, 8.11.04 Concealed weapons permit checks via State access. 8.11.05 NCIC Stolen Property Checks 8.11.06 The mobile user should be able to perform all functions including FCIC, NCIC, and NLETS checks in a windows based environment rather than on a command line. 8.12 The system should be configured to exchange information with the City's new computer-aided dispatch software allowing silent dispatch as determined by the police department. 8.13 The system should be configured to exchange information with the police records management system, allowing users to access pre-selected portions of the records system. 8.14 Proposer must specify the expected data transfer rates for the different types of transactions outlined in this RFP. 8.15 Does the system capture coordinates ( e.g., x, y) for geographic referencing that can be used in mapping vehicle locations? If so describe this option. RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 17 9 SECURITY 9.01 All messages, mail, and data sent should be encrypted to prevent unauthorized reception. 9.02 Only users appearing on a pre-defined list shall be able to log into the system. 9.03 The system should support an audit trail to include all users log-ins, information requests, message traffic, and other data transmitted. 9.04 All transactions including information requests, message traffic, and other data transmitted shall be automatically time-stamped and recorded on disk at the base station. 9.04.01 The system shall be capable of storing transaction information on-line for 13 months. 9.04.02 Describe how your system archives transaction information and the method recommended for accessing the archived data. 9.05 The system should permit discretionary granting or denial of certain privileges to specific users. Proposer shall describe security levels available. 9.06 When a user logs in with his/her name and password, the user should receive messages directed to his/her unit number, name or both. This feature should support messages or mail sent to an officer, even ifhis/her present cruiser assignment is unknown. If the user changes to another vehicle and logs in, all messages and mail should be re-routed to his/her proper unit. 9.07 System must provide a mechanism to prevent the occurrence of missed messages. The vendor must provide an explanation of how this requirement is handled by the system. 9.08 System provides for the following when the report writing software is in use: 9.08.01 preemptive display of the call for service screen if a specified priority call is dispatched. 9.08.02 display an indicator to signify that other information (messages, non-priority call for service, response to FCICINCIC queries, etc.) is waiting. This indication should "describe" the type of information in the response. 9.09 Mobile computers must be equipped with the ability to LOCK OUT all access to its operating system except for systems administrator(s). 10 HARDWARE RFP NO.: 34-97/98 DA TE: 2/5/98 CITY OF MIAMI BEACH 18 10.01 The Proposer must provide specifications for all hardware necessary to make the system perform to the level required by the City. 10.02 The proposer will also include a separate price for each piece of hardware and software, including furnishing and installing all hardware, equipment, network communications. 10.03 Proposer must include a minimum of35 laptop computers as part of this solution. Beyond that, proposer should price the laptops individually and in groups of five and ten, if discounted by volume. 10.04 All laptops proposed must be equipped with all software and hardware peripherals necessary to make the system function as proposed. 10.04.01 The laptops proposed shall be equipped with monitorslscreens that are easily read by users in direct sunlight. 10.05 The Mobile System will include mobile computing mounts with the necessary cabling and interfaces to the required external systems. 10.05.01 The mounts will be of the docking station type, easily locking the computer into place and will not require the operator to plug any cables or wires directly into the laptop. The mounts shall be capable of being locked, reducing the possibility of removal by unauthorized persons when the vehicle is unattended. 10.05.02 Proposers should provide a description of the laptop mounting assembly in detail including descriptions of any adjustment features (i.e. height or swivel) security features, quick release features, etc.. If optional mounts are available, the proposer should list them under an attached sheet which lists "equipment options", indicating type of mount, description, cost, and any incidental installation kits, or installation labor. 10.05.03 Proposer will price the mounts, including installation and all ancillary hardware, for 150 vehicles. Depending on the entire cost of the project, the City might opt to initially purchase and have installed less than 150 mounts. 1 0.06 Each laptop offered by the proposer shall be identical and fully interchangeable with all other laptops used in the system. 11 WARRANTY 11.01 The entire system solution as proposed in this RFP must include a first year warranty against any defects or damage, caused by manufacturer, proposer, or proposer's subcontractors, in the system's equipment and software. 11.02 The one-year warranty will begin at the point that the system is officially accepted by The City. RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 19 11.03 All repairs made under warranty will be at the sole expense of the proposer, including parts, software, labor, travel expenses, meals, lodging and any other costs associated with repair. 11.04 Maintenance and warranty agreements for sub-systems and hardware provided by sub- contractors shall be executed as part of vendor agreement directly between the City and the individual providing company that supplies the component. That is, the City shall have the option of dealing directly with the individual providing company or the proposer, at the City's option. 11.05 All the above proposed hardware and software shall consist of a minimum of a three year warranty unless specified otherwise in the detailed description. Warranty to include parts, labor and any new software upgrades. 12 MAINTENANCE The following specifications are applicable to all maintenance and repair services supplied by proposer or proposer's subcontractors, both under and outside of warranty. 12.01 The proposer must guarantee availability of maintenance and ongoing services in each of years two through five of the contract. 12.02 The City may purchase maintenance in year two of the contract between the City and proposer, without further obligation on the City's part. Thereafter, at the City's sole option, the City may purchase one or more additional years of maintenance and other specified ongoing services, on a year-by-year basis. Proposer must offer maintenance and other ongoing services at the prices quoted by proposer for each year. 12.03 Proposer will provide all labor, equipment, software and other materials and expenses necessary to maintain the system in good operating condition and in conformance with manufacturer's specifications and the required performance specifications. 12.04 Software updates for corrections, enhancements, and refinements to purchased capabilities will be provided by proposer as part of the warranty in year one, and as part of the price for maintenance, for those years in which the City has purchased maintenance from the proposer. 12.05 Hardware updates for the purpose of correcting errors, or "engineering change'" updates to hardware required routinely by the manufacturer, will be provided by proposer as part of the warranty in year one, and as part of the price for maintenance, for those years in which the City has purchased maintenance from the proposer. 12.06 State the city and specific address out of which repair service will be provided and also state the number of technicians at this site who are certified by manufacturer as qualified to service and repair the proposed system. RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 20 12.07 State the city and specific address where the manufacturer-approved complement of parts is kept for the regular maintenance and repair of the proposed system. 12.08 Repair service must be available from proposer 24 hours per day, every day of the year. Respond to this point, and also state whether you offer remote diagnostic and repair services. If you do, describe precisely what conditions can be diagnosed and repaired remotely. 12.09 Proposer will provide costs for various levels of service response within different time frames (i.e., 2 hr. response, 8 hr. response, 24 hr. response). 12.10 Proposer shall not be held responsible for damage to the system caused by abuse, negligence or theft by persons other than proposer's employees or employees of proposer's subcontractors. 13 TRAINING 13.01 The general training approach desired will be training of Agency instructors (train the trainers). The proposer's training programs shall be designed and conducted to provide complete familiarization in applicable system operation for selected Agency management, operational, and technical personnel. 13.02 Proposer shall propose a detailed training plan. 14 DOCUMENTATION 14.01 Proposer shall provide no less than three sets of complete "as built" operation and maintenance manuals for each type of equipment supplied as well as vendor supplied software. The type of binding used shall facilitate frequent reference and page revision over the expected life of the equipment. The vendor shall continue to supply updates to the manuals for the life of the equipment. The Certificate of Final Completion shall not be issued unless the City has received and approved all manuals and documentation. 14.01.01 The Agency requires that the Proposer provide documentation on every piece of equipment that the Proposer supplies as part of the system configuration. 14.01.02 The Proposer shall deliver appropriate application software documentation, prior to final system acceptance, that provides an overview of the system and the relationships among user functions, files, inputs, outputs, and programs. 15 PROJECT MANAGEMENT The City will have a project manager for this implementation project. The City Project Manager will be the point of contact with the proposer's project manager in all areas indicated in this RFP section. Helshe will be empowered to resolve disputes and make RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 21 decisions about any changes to the implementation plan or technical aspects of the system. Helshe will also provide liaison with the City department heads, and will assist in coordinating work between the building manager and the proposer. 15.01 Proposer must also name a project manager. This person must be empowered to authorize changes, and will be expected to expedite any problems or issues that cannot be immediately resolved by the on-site implementation staff. Helshe must also carry out all the responsibilities noted in this RFP section, such as scheduling, supervision, inspection, and status reporting. 15.02 Status reports will be given verbally at the end of each working day to the City project manager. These status reports will recap work done during the day, preview the next day's tasks, and bring to the City's project manager's attention anything that may cause a delay in completing implementation as planned. Whenever requested by the City project manager, status reports in writing will be submitted. 16 IMPLEMENTATION PLAN 16.01 Proposer's response to these implementation requirements must be in the form of an implementation plan. This plan can be in your format, but it must: 16.01.01 Include a complete schedule of events in narrative and critical path chart form. 16.01.02 Be capable of being used as a stand-alone document for use by the project managers and implementation staff. 16.01.03 Identify staff members who will be assigned to the project, their responsibilities as well as a brief vitae of each. RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 22 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 1. 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 demonstrate"s 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 price which will be charged to the City. 3. Acknowledgment of Addenda and Proposer Information forms (Section VIII) 4. Any other document required by this RFP. such as a Questionnaire or Proposal Guaranty. B. MINIMUM REQUIREMENTS / QUALIFICATIONS: Proposer must demonstrate success in the installation and implementation of the system that is being proposed. The message switch and software proposed must be in use in other public safety organizations similar in size to the Miami Beach Police Department. RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 23 SECTION IV - EV ALUA TIONISELECTION 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: · Functionality · Maintenance and support · Price · System architecture and performance · Implementation Plan · 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 ofthe 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 reasonable period of time. RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 24 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. Important 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.: 34-97/98 DA TE: 2/5/98 CITY OF MIAMI BEACH 25 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.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACHd26 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.: 34-97/98 DA TE: 2/5/98 CITY OF MIAMI BEACH 27 SECTION VI - SPECIAL TERMS AND CONDITIONS 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. SECTION VII - ATTACHMENTS Attachment 1. - Proposer Response Table Attachment 2. - City Technology Profile SECTION VIII - PROPOSAL DOCUMENTS TO BE COMPLETED AND RETURNED TO CITY Attachment 1. - Proposer Response Table Proposer must provide a list of all sites at which it has installed the proposed or similar systems. Proposer must provide contact information for at least three sites (recent installations) at which the proposed system is currently operational. RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 28 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 evaluationlselection process until and unless a contract has been agreed to and signed by both parties. (Authorized Signature) (Date) (printed Name) RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 29 REQUEST FOR PROPOSALS NO. 34-97/98 ACKNOWLEDGMENT OF ADDENDA Directions: Complete Part I or Part II, whichever applies. Part I: Listed below are the dates of issue for each Addendum received in connection with this RFP: Addendum No.1, Dated Addendum No.2, Dated Addendum No.3, Dated Addendum No.4, Dated Addendum No.5, Dated Part II: No addendum was received in connection with this RFP' Verified with Procurement staff Name of staff Date (Proposer - Name) (Date) (Signature) RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 30 DECLARATION TO: Sergio Rodriguez City Manager City of Miami Beach, Florida Submitted this day of ,1998. 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 arid 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. 34-97/98. SIGNATURE PRINTED NAME TITLE (IF CORPORATION) RFP NO.: 34-97/98 DATE: 2/5/98 CITY OF MIAMI BEACH 31 Proposer's Name: Principal Office Address: Official Representative: Individual Partnership (Circle One) Corporation If a Corporation. answer this: When Incorporated: In what State: If Forei2n 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) If a Partnership: RFP NO.: 34-97/98 DATE: 2/5/98 QUESTIONNAIRE CITY OF MIAMI BEACH 32 Date of organization: General or Limited Partnership*: Name and Address of Each Partner: NAME ADDRESS * Designate general partners in a Limited Partnership I. 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) 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. RFP NO.: 34-97/98 DA TE: 2/5/98 CITY OF MIAMI BEACH 33 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 andlor 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 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. 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W orks~atinn s __ ,'-ietwork Printers o o -, = = CITY HALL File Servers & E-Mail Server CITY HALL CD-ROM Server I OBase- T O~ = PARKl1\G File Server I OBase- T Fo~ /e = C TERMINAL ISLA.t'{D File Server 10Base-T O~ = o ~ POLICE SIU File Server Workstations 10Base-T 10 ~ Workstations ....,'" uJ~ " Restricted ~ - -:- Internet access 100 Base- TX Secure Remote Access Server O~ Ore W orksrations &: S et\\ ork Printers = = POLICE STATION File Servers POLICE STATION E-Mail Routers Interactive Voice Response Computer BellSouth WAN connection (10 MBS) Microwave Data lines from HP 3000's to City Hall and Fire Station HP 3000 Production Distributed Communications Processor (DCP) connected from HP 3000's to ., City Hall, Fire Stations. Parks. '. Terminal Island and . Prop. Maint. HP 3000 Development Dial up access to HP 3000's HP 3000 Records & CAD Bad:up = O~. RECREATIONS File Server Microvax (SNA Gateway) Microwave MDT's Computers & Communications LANI\V AN - 1997 CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 http:\\ci.miami-beach,fJ,us Commission Memorandum # ~ TO: Mayor Neisen O. Kasdin and DATE: February 4,1998 Members of the City Commission Sergio Rodriguez - ~ City Manager ff A Resolution of the Mayor and Commission of the City of Miami Beach, Florida, Authorizing the Administration to Issue Request for Proposals (RFP) No. 34-97/98, Mobile Computing Solution for the Miami Beach Police Department. FROM: SUBJECT: ADMINISTRATION RECOMMENDATION: Adopt the Resolution. FUNDING: The Police Department will provide funding from the CopsMore Grant. BACKGROUND: Police officers currently write all offense and incident reports by hand. These reports must then be carried to Headquarters for filing and follow-up. In addition, officers currently must call into Headquarters via radio and wait while a technician requests information (e.g., wanted persons, stolen property, driver licenses). The officer has no direct link to either the Florida or National crime information systems. As a result of this paper-based process, the following problems occur: · Possible impact on officer and public safety due to time-delays in receiving "wanted" information, · Delay in getting crime-data entered into the records system at Headquarters, · Redundant data-entry (waste of personnel resources), and · Officer time spent off-the-street doing report-related functions. AGENDA ITEM C ZJ) DATE 2-4--98 ANALYSIS: A recent study from the National Institute of Justice has shown that street-level Police officers can save 35% of the report-writing time by utilizing mobile-computing technology. The time-savings translates into more time for the officer to patrol the streets. Other benefits of mobile-computing include: · Better/faster response from Florida and National databases, · Improved communications from car-to-car, without tying up the dispatch-radio network, · Ability to "silent dispatch", · Improved legibility of reports, · Less time spent by Supervisors and Records Unit in following-up and correcting errors, · Dramatic reduction in the amount of data-entry (Records personnel). · Up-to-the-minute crime-information available to Police personnel, and · Real-time crime information available for tactical deployment purposes. CONCLUSION: The "CopsMore" Grant will allow the City Police Department to purchase and mount 35- 50 mobile-computers (laptops) in patrol cars. The attached Request for Proposals (RFP) should be issued to allow the City to select a qualified vendor for this project. SR:r~3:PJK:RB CL Attachment