2007-26508 Reso
RESOLUTION NO. 2007-26508
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER
PERTAINING TO THE RANKING OF FIRMS PURSUANT TO REQUEST FOR
PROPOSALS (RFP) NO. 05-06/07 FOR WIDE AREA NETWORK (WAN)
COMMUNICATIONS SERVICES; AUTHORIZING THE ADMINISTRATION TO ENTER
INTO NEGOTIATIONS WITH THE FIRMS BELLSOUTH BUSINESS SYSTEMS, INC.
AND ATLANTIC BROADBAND (MIAMI), LLC; AND FURTHER AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT(S) UPON THE
COMPLETION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, on November 15, 2005, Invitation to Bid (ITB) No. 07-05/06 for Wide Area
Network (WAN) Services was issued and sent to over 55 potential bidders; and
WHEREAS, this resulted In the receipt of one response, from BellSouth Business
Systems, Inc. (BeIlSouth), which was deemed non-responsive, and subsequently rejected; and
WHEREAS, the ITB was re-issued, with a modification to the specifications, as ITB No. 28-
05/06, on May 23,2006, and was sent to over 60 potential bidders; and
WHEREAS, this resulted in the receipt of one bid, from BellSouth; and
WHEREAS, the City Manager exercised his authority to reject the sole bid, said rejection
having an effective date of September 27, 2006; and
WHEREAS, the Information Technology Department has modified the scope of services, in
an effort to open the project to negotiation, had opted to re-issue as a request for proposals; and
WHEREAS, on October 11, 2006, the City Commission authorized the issuance of RFP
No. 05-06/07 to solicit proposals for WAN services; and
WHEREAS, the City is seeking WAN network services that will allow the successful and
reliable transmission of information in different electronic forms from and to all of its locations; and
WHEREAS, the City is presently using WAN services provided by BellSouth; and
WHEREAS, the goal is to select a communication provider that can ensure the continuity
of the City's WAN infrastructure and provide a solution that will function as the City's WAN
communication services, and offer enhancements to meet future communication needs; and
WHEREAS, RFP No. 37-05/06 was issued and notices sent to over thirty (30) firms; and
WHEREAS, on the specified due date, the Procurement Division received responses from
BellSouth and Atlantic Broadband (Miami), LLC; and
WHEREAS, on February 21,2007, the City Manager via Letter to Commission No. 047-
2007, appointed an Evaluation Committee (the "Committee"), consisting of the following individuals:
Derrick Arias, IT Director - City of Sunny Isles Beach;
Gerald Cunningham, Sr. Network Administrator - CMB;
Georgina Echert, Asst Director, Finance - CMB;
William E. Henderson III, System & Network Manager - City of Miami Gardens;
Larry Herrup, Independent CPA - Miami Beach resident;
Terry Jonas, Systems Analyst - Miami Bach resident;
Ariel Sosa, Technical Services Manager - CMB; and
WHEREAS, the Committee convened on March 13, 2007, and was provided with an
overview of the project, information relative to the City's Cone of Silence Ordinance, the
Government in the Sunshine Law, listened to presentations, and participated in question and answer
sessions with each of the two proposers; and
WHEREAS, the Committee scored the two (2) firms based on the following criteria, as
outlined in the RFP, for a maximum possible total of 100%:
· Quality of Proposed Technical Proposal- Project understanding and soundness of proposed
project methodology, including but not limited to: the details and accuracy of the proposed
scope and statement of work and implementation plan, and the impact of the proposed
solution on the operations of the City, and the demonstrated ability of the solution to enhance
operational efficiency and effectiveness - 35%;
· Maintenance and Support - The performance, reliability, and scalability of the proposed
solution - 30%;
· Financial Strength and References - Proposer's financial qualifications and
references to perform the work required by the RFP - 10%;
· Cost - The cost of recurring maintenance, support costs and other fees - 25%; and
WH EREAS, the Committee agreed that while Bellsouth is the incumbent provider of WAN
services to the City, Atlantic Broadband is offering some network services that would benefit the City
technologically; and
WHEREAS, the Committee unanimously agreed that simultaneous negotiations should take
place with both firms, allowing the IT Department the flexibility to select the network solution that
best suits the City from a technology, reliability and flexibility standpoint; and
WHEREAS, it is anticipated that a contract will be executed with both proposers; and
WHEREAS, the City Manager concurs with the Committee's recommendations.
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 accept the
recommendation of the City Manager pertaining to the ranking of firms pursuant to Request for
Proposals (RFP) No. 05-06/07, for Wide Area Network (WAN) Communications Services; authorize
the Administration to enter into negotiations with BellSouth Business Systems, Inc. and Atlantic
Broadband (Miami) LLC; and further authorize the Mayor and City Clerk to execute an agreement(s)
upon conclusion of successful negotiations by the Administration.
11th
day of April
PASSED AND ADOPTED this
ATTEST:
~1lut d P tU t4
CITY CLERK
T:IAGENDA\2007\Apr1107\ConsentlW ANReso.doc
APPROVED AS TO
FORM & LANGUAGE
& FOR CUTION
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.-----
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Accepting the City Manager's Recommendation Pertaining to the Ranking of Firms for Wide
Area Network Communications (WAN) Services; Authorizing the Administration to Enter into Negotiations,
and Authorizin the Ma rand C' Clerk to Execute an A reement s .
Ke Intended Outcome Su orted:
Improve process through information technology
Issue:
I Shall the Commission Adopt the Resolution?
Item Summary/Recommendation:
The City is presently using WAN services provided by BellSouth. The City is seeking WAN network services
that will allow the successful and reliable transmission of information in different electronic forms from and
to all of its locations. The goal is to select a communication provider that can ensure the continuity of the
City's WAN infrastructure and provide a solution that will function as the City's WAN Communication
Services, and offers enhancements to meet future communication needs.
On October 11, 2006, the City Commission authorized the issuance of a Request for Proposals (RFP) to
solicit proposals for WAN Services. RFP No. 05-06/07 was issued and sent to over 30 firms. Proposals
were received from BellSouth Business Systems, Inc. and Atlantic Broadband (Miami) LLC. An Evaluation
Committee appointed by the City Manager reviewed the proposals, and then scored and ranked the two
proposals, based on the criteria published in the RFP. The Committee unanimously agreed that
simultaneous negotiations should take place with both firms, allowing IT the flexibility to select the network
solution that best suits the City from a technology, reliability and flexibility standpoint. It is anticipated that a
contract will be executed with both proposers.
The Administration recommends approval.
Advisory Board Recommendation:
IN/A
Financial Information:
Source of
Funds:
Approved
GA POW
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00
aSPI
$300,000
Estimated Annual Expenditure.
Information Technology Fund, Acct
No. 550-1750-000316
Ci Clerk's Office Le isla
Gus Lopez, Procurement
Si n-Offs:
Depart~nt Director .....
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MIAMI BEACH
AGENDA ITE.M
DATE
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MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florido 33139, www.miamibeachfl.gov
TO:
FROM:
DATE:
SUBJECT:
COMMISSION MEMORANDUM
Mayor David Dermer and Members of the City Commission
Jorge M. Gonzalez, City Manager \ ~
April 11, 2007 0
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER PERTAINING TO THE RANKING OF FIRMS PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 05-06/07 FOR WIDE AREA
NETWORK (WAN) COMMUNICATIONS SERVICES; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE
FIRMS BELLSOUTH BUSINESS SYSTEMS, INC. AND ATLANTIC
BROADBAND (MIAMI), LLC; AND FURTHER AUTHORIZING THE MAYOR
AND CITY CLERK TO EXECUTE AN AGREEMENT(S) UPON THE
COMPLETION OF SUCCESSFUL NEGOTIATIONS BYTHEADMINISTRATION.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
$300,000
Estimated Annual Expenditure: Funding is available from the Information
Technology Fund, Account No. 550-1750-000316
KEY INTENDED OUTCOMES SUPPORTED
Improve process through information technology
ANAL YSIS
On November 15, 2005, Invitation to Bid (ITB) No. 07-05/06 for Wide Area Network (WAN)
Services was issued and sent to over 55 potential bidders. This resulted in the receipt of
one response, from BellSouth Business Systems (BeIlSouth), which was deemed non-
responsive, and subsequently rejected.
The ITB was re-issued, with a modification to the specifications, as No. 28-05/06 on May 23,
2006, and was sent to over 60 potential bidders. This resulted in the receipt of one bid, from
BellSouth. The City Manager exercised his authority to reject the sole bid, said rejection
having an effective date of September 27,2006. The Information Technology Department
has modified the scope of services, and in an effort to open the project to negotiation, had
opted to re-issue as a request for proposals.
On October 11, 2006, the City Commission authorized the issuance of an RFP to solicit
proposals for WAN Services.
The City is seeking WAN network services that will allow the successful and reliable
transmission of information in different electronic forms from and to all of its locations. All
proposed services must be proven, secure, reliable and cost-effective. All proposers must
provide the necessary security within their network and all interfaces to external
components, customer or otherwise, that will ensure the City is protected and that the
proposed services are secure and do not create or cause liability issues or concerns.
Miami Beach is presently using WAN services provided by BellSouth. The goal of this RFP
is to select a communication provider that can provide the following:
1. Ensures the continuity of the City's WAN infrastructure.
2. Provide a solution that will function as the City's WAN Communication Services and
offers enhancements to meet future communication needs.
RFP PROCESS
RFP No. 05-06/07 was issued on October 17, 2006 and notices sent to over 30 firms, which
resulted in the receipt of two proposals from the following firms:
BellSouth Business Systems (BeIlSouth)
Atlantic Broadband (Miami), LLC
On February 21,2007, the City Managervia Letter to Commission No. 047-2007, appointed
an Evaluation Committee (the "Committee"), consisting of the following individuals:
Derrick Arias, IT Director - City of Sunny Isles Beach
Gerald Cunningham, Sr. Network Administrator - CMB
Georgina Echert, Asst Director, Finance - CMB
William E. Henderson III, System & Network Manager - City of Miami Gardens
Larry Herrup, Independent CPA - Miami Beach resident
Terry Jonas, Systems Analyst - Miami Beach resident
Ariel Sosa, Technical Services Manager - CMB
The Committee convened on March 13, 2007, and was provided with an overview of the
project, information relative to the City's Cone of Silence Ordinance, and the Government in
the Sunshine Law. Larry Herrup was nominated as chairperson of the Committee. The
Committee listened to presentations and participated in question and answer sessions with
each of the two proposers.
The Committee was instructed to score and rank each proposal pursuant to the evaluation
criteria established in the RFP, which was as follows (total possible 100%):
· Quality of Proposed Technical Proposal- Project understanding and soundness of
proposed project methodology, including but not limited to: the details and accuracy
of the proposed scope and statement of work and implementation plan, and the
impact of the proposed solution on the operations of the City, and the demonstrated
ability of the solution to enhance operational efficiency and effectiveness - 35%
· Maintenance and Support - The performance, reliability, and scalability of the
proposed solution - 30%
· Financial Strength and References - Proposer's financial qualifications
and references to perform the work required by the RFP - 10%
· Cost - The cost of recurring maintenance, support costs and other fees - 25%
The Committee discussed each of the proposals and the corresponding presentations, and
proceeded to score and rank them as follows:
Committee Member
Derrick Arias
Gerald Cunnin ham
Geor ina Echert
William Henderson
Lar Herru
Ter Jonas
Ariel Sosa
During their discussions, the Committee agreed that while Bellsouth is the incumbent
provider of WAN services to the City, Atlantic Broadband is offering some network services
that would benefit the City from a technology standpoint.
BellSouth' proposal has no installation fees for any upgrades to the existing system, only
monthly maintenance fees for the options they were proposing. However, it was pointed out
by the Committee that Bellsouth did not appear to be proposing any truly new technology or
creative solutions.
The City's remote sites that currently have T1 connectivity from BellSouth are deemed to
have old technology. The Committee, in conjunction with staff from the IT department,
articulated that this would be an opportunity for Atlantic Broadband to offer improved
connectivity for these sites.
If awarded the business, the City would be Atlantic Broadband's largest customer in the
State of Florida. Due to the nature of the emergency services the City provides, Atlantic
Broadband enumerated that the City would be given priority in the event of a disaster.
BellSouth has been deemed a good provider over the years, and responsive to the City's
needs. However, the City is interested in pursuing flexible technology offerings, pricing
and solutions that maximize our return on investment.
Atlantic Broadband is eager to gain the City's business and is willing to pay close attention to
the City's needs. In addition, they are small enough to offer flexibility and creativity from a
technology standpoint.
The Committee unanimously agreed that simultaneous negotiations should take place with
both firms, allowing IT the flexibility to select the network solution that best suits the City from
a technology, reliability and flexibility standpoint. It is anticipated that a contract will be
executed with both proposers.
CONCLUSION
The Administration recommends that the Mayor and City Commission approve the attached
resolution, which recommends the acceptance of the ranking ofthe firms and authorizes the
Administration to enter into negotiations with BellSouth Business Systems, Inc. and Atlantic
Broadband (Miami), LLC.; and further authorizing the Mayor and City Clerk to execute
agreement(s) upon the completion of successful negotiations by the Administration.
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