98-22754 RESO
RESOLUTION NO.
98-22754
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RANKING OF RESPONSES
RECEIVED AND AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS FOR A CONTRACT WITH THE NUMBER-ONE RANKED
PROPOSER, BELL SOUTH, PURSUANT TO RFP NO. 141-96/97 FOR PROVIDING
A 911 PHONE SYSTEM; AND AUTHORIZING THE ADMINISTRATION TO
NEGOTIATE WITH THE SECOND RANKED FIRM, SHARED TECHNOLOGIES
FAIRCHILD, IF THE ADMINISTRATION IS NOT ABLE TO SUCCESSFULLY
NEGOTIATE A CONTRACT WITH BELLSOUTH.
WHEREAS, the City issued a Request for Proposals No.141-96/97 (RFP) for providing a
911 Phone System; and
WHEREAS, notices and specification packages for the RFP were issued on October 15,
1997, resulting in four timely responses; and
WHEREAS, an Evaluation Committee approved by the City Manager, met on April 3, 1998,
and recommended BellSouth as the top-ranked proposer; and
WHEREAS, the City Manager has reviewed the responses and the recommendation of the
Evaluation Committee and concurs with its recommendation.
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 herein accept the ranking of responses received, and authorize the Administration to
enter into negotiations for a contract with the number-one ranked proposer, BellSouth, pursuant to
RFP No. 141-96/97 for providing a 911 phone system; and authorize the Administration to negotiate
with the second ranked firm, SharedTechnologies Fairchild, if the Administration is not able to
successfully negotiate a contract with BellSouth.
AITEST: Q
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CITY CLERK
PASSED and ADOPTED this 3rd day of June, 1998.
- MAYtJ
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APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
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EXHIBIT A
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Telecommunications Proposal
Date Proposal Submitted: Thursday, December 4, 1997
CUSTOMER:
RFP NO.:
SYSTEM:
CITY of MIAMI BEACH
141-96/97
911 Telecommunications System
GENERAL DESCRIPTION
Shared Technologies Fairchild, Inc. (STFI) is pleased to present the following proposal
for The CITY of MIAMI BEACH. This customized design considers all of your
telecommunication needs as per the attached RFP. STFI proudly recommends the
NORTEL Meridian 1 Option 61 C with a fully integrated VISIT ENR emergency
response system. This proposal includes a truly turn-key installation, including
extensive on site training and a one year warranty on parts and labor.
I. INVESTMENT
A. Hardware Total:
B. Software Total:
$145,470.00
$272,130.00
C. Training Total:
$ 5,600.00
D. Licensing Total:
$ 4,200.00
TOTAL INVESTMENT:
$427,400.00
II. OPTIONS
A. Extended Annual Maintenance:
$ 72,600.00
B. Disaster Recovery System:
$106,978.00
777 Brickell Avenue Suite 708 Miami, Florida 33131 (305) 536-6100 FAX (305) 536-6110
SfMk BY: SHARED TECH fA I RCH I LD
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5- 5-98; 12:08;
SHARED TEQi-i
3056737540;# 2/ 5
EXHIBIT B
May 5. 1998
Ms. Phyllis Koch
Infonnation Technology Director
City of Miami Beach
1700 Convention Center Drive
Miami Beach, FL 33139
Dear Ms. Koch,
Thank you for taking the time to consider Shared Technologies Fairchild, Inc's. (STFI) proposal for an
Enhanced 911 solution (RFP # 141-96197).
I would like to address several issues regarding our proposal, Yttlicl1 inCludes the installation of a
NORTEL VISIT ENRlOption 61C product solution. To clarify, the complete solution, including a five
(5) year warranty and a disaster recovery system, is offered at a total investment of $606,978.00.
'0' Apparently, there was some misunderstanding regarding the extended maintenance; the price of
$72,600.00 was for a period of four (4) years, not annually.
Regarding service and support. the proposed installation is truly a tum-k.ey solution with NOR TEL
VISIT ENR factory representatives working with STFI authorized technicians. The installation will be
performed on-site, with ted1nicians from both NORTEL and STFI working on-site, side by side, until
the installation is complete to the City's satisfaction. Additionally, the proposal includes extensive
NORTEL provided training and support. For your review, I have included a letter from NORTEL
outlining their level of involvement, as well as bios of the STFI personnel that \\()uld be responsible
not only for the initial implementation, but also continued service and support following installation.
Concerning the critical implications of the system required and to assist yoo in making the best
decision, we would like to offer you and members of your staff to visit an EMS center with the
NORTEL VISIT ENR system that has been installed since 1995.
I appreciate time and consideration. If you have any questions, I can be reached at 203.882.3934.
lOOK forward to your positive response.
Sincerely,
'/ltcL
Richard Moccia
Sales Executive
33 R<lilroad ^venue Milford. COrlnecticut 06460 (203) 882-3900 FAX: (203) 882-3999
SfNI\BY:SHARl:D TtUi fAIKU1IW 5- 5-98
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EXHIBIT B
City of Miami Beach
E-911 Solution
Shared Technologies Fairchild, Inc.
Service and Support
Shared Technologies Fairchild, Inc. (STFI) can offer the City of" Miami Beach the
highest level of service and support following installation of your new Enhanced 911
solution.
STFI and NORTEL will offer the City of Miami Beach the following levels of support:
. Single point of contact - 8001526-7006 is the only number you need to know for any
support required.
,.
. STFI service is available 24 hours a day, seven days a week. Guaranteed response
time for all service calls (response time negotiable).
. 24 hour remote monitoring of your system. peripherals and environmenta's through
STF EYE - relaying any and all errors to a manned dispatch center.
. NORTEL's 24rT help desk for VISIT ENR product support.
. Local presence - 5TFI currently maintains and supports 10,000 + ports locally; all
technicians are certified and factory trained.
. STFI will appoint a primary and secondary technician, fully certifled on NORTEL's
Meridian 1 and VISIT ENR platforms.
. STFI will provide a "critical spares" kit - those components absolutely required for
system operation - on site, in the event of an emergency.
. For disaster recovery purposes, STFI has included a second back up system, the
Option 11 C, whereby 911 calls can be re-routed.
33 Railroad Avenue Milford, Connecticut 06460 (203) 882-3900 FAX; (203) 882-3999
lL: 10 ;
SHARED 'fECH-i
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EXHIBIT B
NbRTEL
NORTHERN TELECOM
May 5, 1998
Ms. Phyllis Koch
Information Technology Director
City of Miami Beach
1700 Convention Center Drive
Miami Beam, FL .33139
Dear Ms. Koch:
First I would like to thank you and your team for the time spent considering Nortel's ENR 911
application, and the Meridian 1 product line. ENR is a state of the art application that provides
the 911 industry with the first fully digital CTI solution. Nortel offers an extensive portfolio of
solutions. The intent of this letter is to clarify our commitments to the city of Miami Beach and to
clarify and emphasi~e elements of our proposed 911 solution.
Superior technoloQV and fullv digital platform for the future
ENR brings the fun power of the Meridian 1's extensive portfolio of digital PBX features and
products to the 911 industry. Integrated Voice mail, sophisticated ACD features and digital PBX
functionality, Interactive Voice Response systems and solutions, ISDN compatibility and
exhaustive built-in digital feature sets, unique 911 feature sets Including speci;;lIized ACD
abandon call handling and specialized call park features, to name but a few of the features that
are not available with other systems. In short the Meridian 1's feature set provides the most
. powerful platform to prepare the City of Miami Beach to deal with the many changes the 911
'industry is currently experiencing. ~
~
Of particular interest may be our planned 911 PRI ISDN feature set that promises to provide the
911 ACD call centers with the many significant operational cost and performance benefits of
PRI/ISDN, that will not be available with the CPE solutions. A::. a testament to the power of the
platform, use of the powerful feature set of ENR and the Meridian 1 has allowed us to be the ont-,'
major manufacturer that ,has been able to demonstrate compliance to FCC rulemaking 94-102 for
both phase 1 and phase 2 handling of wireless 911 requirerpents.
In consideration of your bid, we are pleased to offer, (as definitive proof of the power of the
platform), to work with your Local and Wireless Exchange carriers to include (at no extra cost) a
wireless pilot to demonstrate FCC compliance as part of the Shared TechnologiestNortel
proposal.
1_ Guaranteed Lon g-term suoQ(?rt bv a Global manufacturer
ENR is an integrated CTI solution based on our Meridian 1 PBX product The Meridian 1 is our
Flagship PBX product with over 75,000 systems installed in 88 countries. We are very proud that
the Meridian 1 commands the Lion's Share of the World PBX market We have an extensive
global network of business partners and business affiliates that distribute, sell, service and
support a vast array of mission critical business applications on the Meridian 1 platform. We are
committed to support our end customers and our business partner6 to provide state of the art,
leading edge business solutions based on the Meridian 1 platform, whether the business is Public
Safety (ENR), Healthcare, Finance, Manufacturing or general Commerce. Supporting these
mission critical applications of our technology is our core business.
Specifically as it relates to our commitment to the City of Miami Beach, upon award. Norteloffers
to provide a full time onsite technical support person (either at your own facilities) to project
SENT BY:SHARED TErn FAIRDilill 5- 5-98
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EXHIBIT B
SHARED TEOf-t
3056737546;# 51 5
Nf7RTEL
NORTHERN THfCOM
manage, provide hands-on technical and ongoing training support, project manage the proposed
wireless pilo~ and to ensure overall superior customer service for the ENR system.
2. Turnkev Installation. Service and Support infrastructure
NorteJ provides a tumkey service from pre-in~~lIation site surveys, and projects management, to
system installation, PSAP end user and system administrator training, as well as direct to End
User service and support. Through our 7124 help desk, we take calls directly form the 911 call
takers and 911 system administrators, providing a coordinated response to any problem reported
with the EN R system. VVhether the trouble call relates to paper outages in the printers, or to
broader 91' networ1</system related problems, our nelpdesk provides daily faxed updates,
tracking, triaging and coordinating field resources for all trouble reports until resolution. We would
be pleased to arrange a visit to any of our sites to demonstrate our customers-satisfaction with
our product and service.
In conclusion, I would like to thank you for the opportunity to work with you and your team on your
exciting initiative. If you should have any questions or comments please feel free to call me at
905-8~710_
Best Regards,
/7
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~. --Oerel} Prada
Director
Enterprise Network
, .
:;ITY OF MIAMI BEACH
:ITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
,ttp:\\ci. m iam i-beach. fl. us
COMMISSION MEMORANDUM NO. :33857 8
TO:
Mayor Neison O. Kasdin and
Members of the City Co mission
DATE: June 3,1998
FROM:
Sergio Rodriguez
City Manager
SUBJECT:
A Resoluti the Mayor and City Commission of the City of Miami Beach,
Florida, Accepting the Ranking of Responses Received and Authorizing the
Administration to Enter into Negotiations for a Contract with the Number-One
Ranked Proposer, BellSouth, Pursuant to RFP No. 141-96/97 for Providing a
911 Phone System; and Authorizing the Administration to Negotiate with the
Second Ranked Firm, Shared Technologies Fairchild, If the Administration Is
not Able to Successfully Negotiate a Contract with BellSouth.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
Funding is available from the Emergency 911 (E911) General Fund account 011.9405.000674.
BACKGROUND
The Public Safety Communications Unit at 1100 Washington Avenue receives all police, fire and
rescue emergency 911 calls for the City of Miami Beach. The call takers currently use an outdated
Emergency 911 (E911) phone system that was purchased in the late 1980's.
E9l1 is critical to public health and safety and must remain reliable and compatible with evolving
telecommunications standards. The City's current E911 telephone system does not meet these
requirements and must be replaced for the following reasons:
· As of July 1998, Miami-Dade County will have two area codes. Area codes will be
issued based on the date a number is installed rather than by geographic area.
Accordingly, the City of Miami Beach will have residents and businesses located side by
side with different area codes. For this reason, all phone numbers in the county must be
dialed using ten digits. A new system will handle the requirements of a ten-digit
telephone system; the current system only handles eight digits and cannot be upgraded.
F.uNDIN~ A.. rROVED
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· The Public Safety Communications Unit often receives emergency calls on
administrative (normal) lines (numbers other than 911). Our current E911 system only
displays the calling number and address for 91 I-dialed calls. Calls received through the
police administrative lines do not display this information; the result is that calls for help
cannot be traced and victims may go unaided. A new telephone system will resolve these
issues by displaying caller information on all calls received by the Public Safety
Communications Unit.
· The current E911 system is rapidly aging and becoming obsolete. The original
equipment manufacturer no longer makes spare parts, so the City's maintenance provider
is finding it increasingly difficult to locate replacement parts from third-party suppliers.
· The City recently entered into an agreement to replace its Computer Aided Dispatch
(CAD) system. Since CAD receives caller-ID information from the E911 telephone
system, both should be replaced during the same project - so both new systems can be
tested together.
Therefore, the City of Miami Beach issued Request for Proposals (RFP) No. 141-96/97 on October
15, 1997 to replace the E911 system. Specifications were mailed to 54 firms. The responses for this
Request for Proposals were due on November 25, 1997. The following firms made proposals:
· BellSouth
· Shared Technologies Fairchild
· Motorola
· GTE
The City Manager, with approval of the Mayor and City Commission, appointed the following
evaluation committee:
· Bill Bishop, Telecommunications Coordinator, City of Miami Police Department
· Gail Epstein, Director of Telecommunications, Mount Sinai Medical Center
· Anthony Feijo, Telecommunications Manager, Ryder Systems, Inc.
· Phyllis Koch, Information Technology Director
· Eric Stonebraker, Voice and Radio Communications Manager, FP&L
· Martin Zaworski, Commander, Police Technical Services Division
ANAL YSIS:
The Evaluation Committee appointed Phyllis Koch as chairperson and developed the following
project methodology:
I. The Evaluation Committee members reviewed the RFP responses to rank the respondents
on the following criteria, as stated in the RFP:
· Functionality
· Maintenance and support
· Price
· System architecture
· System performance
· Respondent's financial strength and track record
2. The Evaluation Committee met on April 3, 1998 and recommended BellSouth as the top
respondent on the basis of:
· BellSouth's exemplary past telephone support for the City of Miami Beach and all
business and government agencies represented by the evaluation committee members
· Meeting or surpassing all of the requirements as set forth in the request for proposal
· Its five-year price was competitive with most of the proposals (in the $600,000-$700,000
range)
3. The Evaluation Committee considered BellSouth's track record for exceptional service and
rated the other respondents lower. In addition:
· GTE answered "NO" to twelve required features
· Motorola answered "NO" to 24 required features
· Shared Technologies Fairchild Inc's five-year total-cost, at $824,778, was higher than the
other proposals, which were in the $600,000-$700,000 range.
· The Evaluation Committee derived the $824,778 five-year total from the prices quoted in Shared
Technologies Fairchild Inc's proposal. (See Exhibit A.) As shown on the attachment, this total
consists of
· Total Investment - $427,400 - which includes: Hardware (including a one-year warranty),
Software, Training, and Licensing
· Extended Annual Maintenance - $72,600 (the Committee multiplied this annual cost X 4 years)
· Disaster Recovery System - $/06,978
· Please note: Shared Technologies Fairchild (the system integrator) and Nor Tel (the equipment
manufacturer) sent the attached correspondence (Exhibit B) to the City after the Evaluation Committee
forwarded its recommendation to the City Administration. This letter proposes a lower five-year total-
cost of$606,978.
4. Vendor references were checked for BellSouth as follows:
· Orange County, FL, Barbara Howard, 911 Coordinator, "BellSouth is one of the most
reliable vendors we have".
· Palm Beach County, FL, Mark Adler, 911 Coordinator. They have 16 BellSouth Positron
switches and are very pleased with the performance and BellSouth support.
· Volusia County, FL, Kathy Williams, 911 Coordinator, has been using BellSouth
switches and never had any major problems.
CONCLUSION
In accordance with the terms of the RFP, the Evaluation Committee unanimously ranked the
"Positron Lifeline 100" from BellSouth as number one. The City Manager concurs with the
Evaluation Committee's ranking of proposals and recommends that the Mayor and Commission
accept the ranking and authorize the Administration to negotiate a contract with BellSouth, the top-
ranked bidder. The Mayor and Commission should also authorize the Administration to negotiate
with the second ranked firm, Shared Technologies Fairchild, if the Administration is not able to
successfully negotiate a contract with BellSouth.
~,PJY
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Attachment