2007-26531 Reso
RESOLUTION NO. 2007-26531
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. 19-06/07 TO PROVIDE, INSTALL AND
SUPPORT AN INTEGRATED RECORDS MANAGEMENT SYSTEM (RMS), COMPUTER
AIDED DISPATCH (CAD) SYSTEM, FIRE RECORDS MANAGEMENT SYSTEM
(FRMS), AND MOBILE COMPUTING SOLUTION (MCS), SERVICING THE POLICE
AND FIRE DEPARTMENTS, UTILIZING MOBILE DATACOMMUNICATIONS TO
ACCESS DATABASES, REAL-TIME MESSAGING, AND FIELD BASED REPORTING
(FBR); AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH THE TOP-RANKED FIRM OF NEW WORLD SYSTEMS CORPORATION, AND
SHOULD THE ADMINISTRATION NOT BE ABLE TO NEGOTIATE AN AGREEMENT
WITH THE TOP-RANKED FIRM, AUTHORIZING THE ADMINISTRATION
TO NEGOTIATE WITH THE SECOND-RANKED FIRM OF SUNGARD HTE, INC.
WHEREAS, on December 6, 2006, the City Commission authorized the issuance of an RFP
to solicit proposals to provide, install and support an integrated records management system (RMS),
computer aided dispatch (CAD) system, fire records management system (FRMS), and mobile
computing solution (MCS), servicing the police and fire departments, utilizing mobile data
communications to access databases, real-time messaging, and field based reporting (FBR); and
WHEREAS, the purpose of the RFP was to present the City's public safety computer
technology requirements to various vendors capable of providing a turnkey solution for the design,
implementation, training and 24/7 maintenance of the CAD/RMS/FRMS/MCS systems; and
WHEREAS, to ensure the Administration had the information to prepare an RFP with the
current industry standard technology, significant research was conducted; and
WHEREAS, representatives from the Police, Fire and Information Technology Departments
visited various public safety agencies, including, North Miami Beach Police Department; Indian River
Sheriff's Department; Fort Lauderdale Police Department; Coral Gables Police Department; and
Osceola County Sheriff's Department, to review system functionality and performance in full working
environments; and
WHEREAS, numerous vendors provided presentations to the Police and Fire users (at the
Police Department) on their respective CAD/RMS/MCS/FRMS systems; and
WHEREAS, on December 8, 2006, RFP No. 19-06/07 was issued and notices sent to over
110 firms; and
WHEREAS, on the specified due date, the Procurement Division received responses from
Intergraph Corporation; MobileTec International, Inc.; New World Systems Corporation; and
SunGard HTE, Inc.; and
WHEREAS, upon review of the proposals, the submission from Intergraph Corporation was
deemed non-responsive, and the proposer was notified of such; and
WHEREAS, on February 6,2007, the City Manager, via Letter to Commission (LTC) No.
045-2007, appointed an Evaluation Committee (the Committee) consisting of the following
individuals:
Nelson Martinez, Systems Support Manager;
Larry Bornstein, Lieutenant of Police;
Javier Otero, Fire Department Division Chief;
Frank Kruszewski, Miami Beach Resident, Budget Advisory Committee;
Terry Jonas, Miami Beach Resident, Systems Analyst; and
WHEREAS, the Committee convened on April 12, 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, and listened to presentations and participated in question and answer sessions
with each of the three proposers; and
WHEREAS, on April 24, 2007, the Committee reconvened to participate in deliberations
and score and rank the proposals according to the following criteria, as outlined in the RFP:
· Project Costs - 25%;
. System Architecture and Network Integration - 15%;
· System Functionality - 30%;
· Maintenance and Support - 20%;
. Financial Strength and References -10%; and
WHEREAS, the Committee unanimously ranked New World Systems Corporation as the
top-ranked firm; and
WHEREAS, the Committee unanimously ranked SunGard HTE Inc. as the second-ranked
firm; 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. 19-06/07, to provide, install and support an integrated records management
system (RMS), computer aided dispatch (CAD) system, fire records management system (FRMS),
and mobile computing solution (MCS), servicing the police and fire departments, utilizing mobile data
communications to access databases, real-time messaging, and field based reporting (FBR);
authorize the Administration to enter into negotiations with the top-ranked firm of New World
Systems Corporation; and should the Administration not be able to negotiate with the top-ranked
firm, authorize the Administration to negotiate with the second-ranked firm of SunGard HTE, Inc.
PASSED AND ADOPTED this 16th day of ~ /1
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I I
,2007.
Robert Parcher
T:\AGENDA\2007\May 1607\Consent\RFP No 19-06-07RMSCADFRMSMCSReso.doc
~YPOvv~
CITY CLERK
CUMMI~~IUN II1:M ~UMMAKY
Condensed Title:
A Resolution Accepting the City Manager's Recommendation Pertaining to the Ranking of Firms to Provide,
Install and Support Integrated Systems, Authorizing the Administration to Enter into Negotiations to Provide,
Install and Su ort an Inte rated RMS, CAD, FRMS, and MCS, Servicin the Police and Fire De rtments.
Ke Intended Outcome Supported:
Improve Process through Information Technology.
Issue:
Shall the Commission Adopt the Resolution?
Item Summary/Recommendation:
On December 6, 2006, the Mayor and City Commission approved the issuance of Request for Proposals
(RFP) NO.1 9-06/07 to provide, install and support of an integrated Records Management System (RMS),
Computer Aided Dispatch System (CAD), Fire Records Management System (FRMS) and Mobile
Computing Solution (MCS), servicing the Police and Fire Departments, utilizing mobile data
communications to access databases, real-time messaging, and field based reporting (FBR).
The City is seeking replacement systems that are in "place and operating" to reflect today's industry
standard technology. Proposers were expected to provide a turnkey solution for the design, implementation,
training and 24/7 maintenance of the CAD/RMS/FRMS/MCS systems.
RFP NO.1 9-06/07 was issued on December 8,2006, and notices were sent to over 110 firms. Proposals
were received from Intergraph Corporation; MobileTec International, Inc.; New World Systems Corporation;
and SunGard HTE, Inc. Upon review of the proposals, the submission from Intergraph Corporation was
deemed non-responsive, and the proposer notified as such.
An Evaluation Committee appointed by the City Manager reviewed the proposals, listened to presentations,
scored and ranked the three proposals. Based on the published evaluation criteria, all five Committee
Members ranked New World Systems Corporation as number one, and SunGard HTE, Inc. as number two.
Adopt the Resolution.
Advisory Board Recommendation:
I
Financial Information:
Source of
Funds:
Negotiations only
Approved
D
OBPI
: The resolution is requesting authorization to enter into negotiations only.
City Clerk's Office Legislative Tracking:
I
Si
nt Director
JMG
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7\May1607\Consent\RFP 19-06-07R
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MIAMI BEACH
AGENDA lTE.M
DATE
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MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
FROM:
Mayor David Dermer and Members of the City Commission
Jorge M. Gonzalez, City Manager ~ r ,/
May 16, 2007 0 0
TO:
DATE:
Subject: 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. 19-06/07 TO PROVIDE, INSTALL
AND SUPPORT AN INTEGRATED RECORDS MANAGEMENT SYSTEM (RMS),
COMPUTER AIDED DISPATCH (CAD) SYSTEM,
FIRE RECORDS MANAGEMENT SYSTEM (FRMS), AND MOBILE
COMPUTING SOLUTION (MCS), SERVICING THE POLICE
AND FIRE DEPARTMENTS, UTILIZING MOBILE DATACOMMUNICATIONS TO
ACCESS DATABASES, REAL-TIME MESSAGING, AND FIELD BASED
REPORTING (FBR); AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH THE TOP-RANKED FIRM OF NEW WORLD SYSTEMS
CORPORATION, AND SHOULD THE ADMINISTRATION NOT BE ABLE TO
NEGOTIATE AN AGREEMENT WITH THE TOP-RANKED FIRM, AUTHORIZING
THE ADMINISTRATION TO NEGOTIATE WITH THE SECOND-RANKED FIRM
OF SUNGARD HTE, INC.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
KEY INTENDED OUTCOME SUPPORTED
Improve process through information technology.
BACKGROUND
Motorola/Lucent CAD/RMS
In September 1997, the Commission authorized the Administration to issue RFP No. 130-
96/97 to replace the CAD and the RMS for the Police and Fire Departments. The old
system (Hewlett Packard) was not Year 2000 compliant and ten (10) years old. The
hardware manufacturer had discontinued providing maintenance, and the software
manufacturer had been out of business for several years.
Commission Memorandum
RFP No. 19-06/07 RMSCADFRMSMCS
May 16, 2007
Page 2 of 6
This RFP resulted in the receipt of proposals from Motorola and Lucent Technologies; Litton
PRC; THE; New World Systems Corporation; and GTE.
An Evaluation Committee unanimously recommended in February 1998 that the City pursue
the Motorola/Lucent System.
In 1998, the City contracted with Motorola (primary contractor) and Lucent (subcontractor) to
provide a complete Public Safety CAD, RMS and FRMS. The Lucent Technologies CAD
system was implemented in 1999. The installation of the Lucent RMS was implemented in
January 2000 which replaced the old RMS. The Lucent system was deficient in functionality
and required extensive modifications. In March 2001, the City advised Motorola that Lucent
did not meet the contract requirements for the CAD/RMS systems.
MotorolalPrintrak CAD/RMS
Due to the City's dissatisfaction, the Administration initiated negotiations with Motorola to
find a suitable replacement system. After an extensive review of alternative systems and
site visits by the Police, Fire and Information Technology Departments, it was determined
that Printrak International CAD and RMS would be able to meet the needs of the Public
Safety Departments.
In 2001, the City formally agreed to continue its relationship with Motorola, subject to
Motorola substituting Printrak products for the Lucent products. Motorola/Printrak contracted
with the City to fulfill their obligations in the 1997 RFP, with no additional costs incurred by
the City. The Printrak CAD system was installed in June 2001 and the Lucent RMS system
was replaced with the Printrak RMS in 2004. Since the installations, several upgrades were
installed in both systems. The latest upgrade was never installed by Motorola due to
numerous issues that were discovered in the upgrade of another site location. Additionally,
the medical priority software program was never implemented by Motorola. To date, the
Motorola/Printrak systems are not in compliance with the required specifications. In addition,
the Fire Department has not signed off on the portion of the FRMS.
Mobile ComlJutina Solution
In February 1998, the Administration issued RFP No. 34-97/98 for a Mobile Computing
System. Proposals were received from Cerulean Technology; Motorola; Stellar Technical
Systems; and Vision Software.
In January 1999, an Evaluation Committee unanimously recommended that all proposals be
rejected, and another RFP be reissued, due to the proposal pricing being higher than the
available budget; hardware costs had declined since the submission of the proposals; and
at the time the Mobile RFP had been issued, the City
had not selected the CAD/RMS vendor.
In March 1999, RFP No. 44-98/99 was issued for a Mobile Computing Solution for the Police
Department. Proposals were received from GTE; Motorola; MobileTec; L&E Mobile
Computers & Mounts; and Total Data Solutions.
An Evaluation Committee ranked Motorola as the top-ranked firm. In May 2000, the
Commission approved the rankings, and authorized the Administration to enter into
negotiations with Motorola.
Commission Memorandum
RFP No. 19-06/07 RMSCADFRMSMCS
May 16, 2007
Page 3 of 6
Following the installation of the Motorola/Printrak replacement systems, to include Computer
Aided Dispatch System (CAD), Police Records Management System (RMS), Fire Records
Management System (FRMS) and Mobile Computing Solution/Field Based Reporting
System (MCS/FBR), the City notified Motorola that the new systems did not meet the
contract requirements. Motorola made a number of unsuccessful attempts to correct the
deficiencies.
The City then requested that Motorola replace the software systems with proven systems
reflecting today's industry standard technology. Since that time, Motorola offered two
different systems to the City, however, neither had the three components "in place and
operating" in comparably sized locations nor reflected today's industry standard technology.
Although the City has declined to accept any additional software from Motorola, the
Administration is actively pursuing a financial settlement with them. In June 2006, the City
notified Motorola that the Administration was in the process of preparing an RFP to support
our public safety application needs.
ANAL YSIS
So as to ensure the Administration had the information to prepare an RFP with the current
industry standard technology, significant research was conducted. Representatives from the
Police, Fire and Information Technology Departments visited various public safety agencies,
including, North Miami Beach Police Department; Indian River Sheriff's Department; Fort
Lauderdale Police Department; Coral Gables Police Department; and Osceola County
Sheriff's Department, to review system functionality and performance in full working
environments. In addition, numerous vendors provided presentations to the Police and Fire
users at the Police Department facility on their respective CAD/RMS/MCS/FRMS systems.
These vendors included Spillman Technologies, New World Systems Corporation, Open
Software Solutions, TriTech Software Systems, and Intergraph Corporation. Police and
Information Technology personnel attended two (2) out of state User Group conferences
(Spillman Technologies and SunGard HTE, Inc.) to obtain feedback from the users and for
informational purposes.
On December 6, 2006, the City Commission authorized the issuance of an RFP to solicit
proposals to provide, install and support an integrated records management system (RMS),
computer aided dispatch (CAD) system, fire records management system (FRMS), and
mobile computing solution (MCS), servicing the police and fire departments, utilizing mobile
data communications to access databases, real-time messaging, and field based reporting
(FBR).
The purpose of the RFP was to present the City's public safety computer technology
requirements to various vendors capable of providing a turnkey solution for the design,
implementation, training and 24/7 maintenance of the CAD/RMS/FRMS/MCS systems. This
must include all network equipment, hardware, software tools, personnel and other
components required to meet the reliability and performance goals. The Contractor will:
. Provide, install and support an integrated Records Management System, Computer
Aided Dispatch System, Fire Records Management System and a Mobile Computing
Solution for Police and Fire. These systems will serve the Police and Fire
Departments during normal and emergency operations. Responses to this RFP are
expected to propose a complete solution.
Commission Memorandum
RFP No. 19-06/07 RMSCADFRMSMCS
May 16, 2007
Page 4 of 6
. Utilize mobile data communications to access federal, state, and local databases.
. Provide field based reporting and real time messaging. These systems will enable
the data input from incident calls to be immediately transmitted upon dispatch to
police officers/fire personnel on the street who in turn can access the incident
information through a wireless computer network. Officers/fire personnel can
prepare reports on-line, reducing duplicate entry and move away from paper-based
incident reporting processes. Additional information added by the officer and fire
personnel will be transmitted for supervisor approval and to the Records
Management System for storage, reporting timely statistical information and public
records requests.
. The Records Management System must be in compliance with Florida Uniform
Crime Reports.
RFP PROCESS
RFP No. 19-06/07 was issued on December 8, 2006, and notices sent to over 110 firms,
which resulted in the receipt of four (4) proposals from the following firms:
Intergraph Corporation
MobileTec International, Inc.
New World Systems Corporation
SunGard HTE, Inc.
Upon review of the proposals, the submission from Intergraph Corporation was deemed
non-responsive, and the proposer notified as such.
On February 6,2007, the City Manager via Letter to Commission No. 045-2007, appointed
an Evaluation Committee (the "Committee") consisting of the following individuals:
-Nelson Martinez, Systems Support Manager
-Larry Bornstein, Lieutenant of Police
-Javier Otero, Fire Department Division Chief
-Frank Kruszewski, Miami Beach Resident, Budget Advisory Committee
-Terry Jonas, Miami Beach Resident, Systems Analyst
The Committee convened on April 12, 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. The City Manager appointed Nelson Martinez as chairperson of the
Committee. The Committee listened to presentations and participated in question and
answer sessions with each of the three proposers.
On April 24, 2007, the Committee reconvened to participate in deliberations and score and
rank the proposals according to the following criteria:
1. Project Costs - 25%
2. System Architecture and Network Integration - 15%
3. System Functionality - 30%
4. Maintenance and Support - 20%
5. Financial Strength and References -10%
Commission Memorandum
RFP No. 19-06/07 RMSCADFRMSMCS
May 16, 2007
Page 5 of 6
The Committee discussed each of the proposals and the corresponding presentations, and
proceeded to score and rank them as follows:
Committee Member
New World
Systems
Cor oration
90 1
89 1
88 1
95 1
95 1
SunGard
HTE, Inc.
MobileTec
International, Inc.
Nelson Martinez
Lar Bornstein
Javier Otero
Frank Kruszewski
Ter Jonas
The Committee unanimously ranked New World Systems, Inc. as the top-ranked firm. New
World's proposal was the most definitive and concise relative to addressing the
requirements of the system, with emphasis on managing the implementation with the City.
New World's presentation demonstrated understanding and experience relative to
integrating their system with loll Data Systems and Telestaff, which are currently being
utilized by the Fire Department. The Police Department will be implementing Telestaff in
August 2007.
New World's proposed support plan is inclusive and the necessary forms are customizable.
While negotiable under the RFP, overall project costs were deemed to be considerably lower
as proposed by New World, thereby leading the Committee to anticipate the City receiving a
more comprehensive solution for the funds to be expended.
Both New World and SunGard's client survey's were positive, and both firms maintain
financial strength. While the Committee was unanimous in their belief that either New World
or SunGard would meet the functionality requirements of the RFP, they expressed an overall
greater confidence in New World's willingness to be flexible and responsive in working with
the City.
SunGard's proposal was considered by the Committee to be somewhat confusing at times,
and less concise, as the information submitted did not have a proficient flow. SunGard's
presentation to the Committee, on occasions, conflicted with their proposal, which was
attributed to sections of the response being system-generated, coupled with multiple
departments within SunGard submitting portions of the proposal response.
The travel expenses to be passed through to the City were proposed by SunGard as open-
ended, and negotiation would be required as to the start of their overall system warranty.
Ranked third, MobileTec's proposal was based on their existing system while their
presentation tended to focus on a planned future release, which cannot be considered for
this project. They did not provide a satisfactory response, or were capable of demonstrating
how their system would integrate with the City's existing systems, and the hardware costs
were lacking. In their presentation, MobileTec concurred their database was not currently
Microsoft SQL, which is necessary, but could be added and negotiated in the future. The
Commission Memorandum
RFP No. 19-06/07 RMSCADFRMSMCS
May 16, 2007
Page 6 of 6
MobileTec dispatch screen does not have a command line, which is deemed a significant
feature by the Public Safety Communication Unit. The Committee was unanimous in their
recommendation to not pursue negotiations with MobileTec.
CONCLUSION
The Administration recommends that the Mayor and City Commission approve the attached
resolution, which recommends the acceptance of the ranking of the firms, and authorizes the
Administration to enter into negotiations with the top-ranked firm of New World Systems
Corporation; and should the Administration not be able to negotiate with the top-ranked firm,
authorizing the Administration to negotiate with the second-ranked firm of SunGard HTE,
Inc.
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