2007-26558 Reso
RESOLUTION NO. 2007-26558
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING, PURSUANT TO
SECTION 2-367 (d) OF THE MIAMI BEACH CITY CODE, THE SOLE SOURCE
PURCHASE OF THE E TEAM SOFTWARE LICENSE, MAINTENANCE AND
SERVICE AGREEMENT, WHICH IS A UNIQUE, PROPRIETARY INTERNET-
BASED WORKFLOW MANAGEMENT APPLICATION DESIGNED FOR
EMERGENCY AND EVENT MANAGEMENT, FROM THE NATIONAL CENTER
FOR CRISIS AND CONTINUITY COORDINATION (NC4), THE OWNER OF THE
COPYRIGHTED SOFTWARE APPLICATION; AND APPROPRIATING FUNDS
FOR THE AGREEMENT, IN THE AMOUNT OF $43,500, FROM THE
INFORMATION AND COMMUNICATIONS TECHNOLOGY FUND
CONTINGENCY.
WHEREAS, pursuant to Section 2-367 (d) of the Miami Beach City Code, the
City may enter into contracts for goods and/or services where only one source for
the product or service is evident; and
WHEREAS, in the event of an emergency, such as a hurricane, the City
would greatly benefit from having the assistance of an internet-based workflow
management application to undertake the required emergency recovery operations;
and
WHEREAS, E Team is a unique, proprietary Internet-based workflow
management application designed for emergency and event management
personnel; and
WHEREAS, E Team will allow Web-connected users to enter and access
standardized reports, requests, and directives; view and edit annotated maps; and
access common databases in order to manage an event or disaster; and
WHEREAS, E Team is currently deployed in agencies at all levels of
government (federal, state, county and city) and has been effectively used to
manage real-world emergencies and events; and
WHEREAS, developed by emergency management and business continuity
experts, E Team has been successfully used in nearly every major disaster or event
of the last 6 years; and
WHEREAS, NC4, Inc. is the sole source provider of E Team software; and
WHEREAS, the Administration has complied with the documenting
requirements for sole source purchases, pursuant to Section 2-367 (d) of the Miami
Beach City Code; and
WHEREAS, accordingly, the Administration recommends that that the Mayor
and City Commission, hereby approve the sole source purchase of the E Team
Software License, Maintenance and Services Agreement, which is a unique,
proprietary internet-based workflow management application designed for
emergency and even management, from the National Center for Crisis and
Continuity Coordination (NC4), the owner of the copyrighted software application in
the amount of $43,500; and
WHEREAS, accordingly, the Administration recommends that the Mayor and
City Commission, hereby appropriate funds in the amount of $43,500, from the
Information and Communications Technology Fund Contingency.
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 approve and authorize, pursuant to Section 2-367 (d) of
the Miami Beach City Code, the sole source purchase of the E Team Software
License, Maintenance and Services Agreement, which is a unique, proprietary
Internet-based workflow management application designed for emergency and
event management, from the National Center for Crisis and Continuity Coordination
(NC4), the owner of the copyrighted software application; and appropriate funds for
the Agreement, in the amount of $43,500, from the Information and
Communications Technology Fund Contingency.
Robert Parcher
,2007
PASSED AND ADOPTED THIS 6th
ATTEST:
~-+f~
CITY CLERK
David Dermer
T :\AGEN DA \2007~un0607\Consent\E- T earn-Resolution .doc
APPROVED AS TO
FORM & LANGUAGE
iSl FOR EXECUTION
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution of the Mayor and City Commission of the City of Miami Beach, Florida, Approving Pursuant to
Section 2-367(d) of The Miami Beach Code, the Sole Source Purchase of the E Team Software License,
Maintenance and Services Agreement from the National Center for Crisis and Continuity Coordination
(NC4), the Owner of the Copyrighted Software Application, and Appropriate Funds in the Amount of
$43,500 from the Information and Communications Technolo Fund Contin enc .
Key Intended Outcome Supported:
Increase Resident Ratings of Public Safety Services.
Issue:
Shall the City Commission Adopt the Resolution?
Item Summary/Recommendation:
In the event of an emergency, such as a Hurricane, the City would greatly benefit from having the
assistance of an internet-based workflow management application to undertake the required emergency
recovery operations.
E Team is a unique, proprietary Internet-based workflow management application designed for emergency
and event management personnel. It allows Web-connected users to enter and access standardized
reports, requests, and directives; view and edit annotated maps; and access common databases in order
to manage an event or disaster.
E Team is currently deployed in agencies at all levels of government, Federal, State, County and City, and
has been effectively used to manage real-world emergencies and events. Developed by emergency
management and business continuity experts, E Team has been successfully used in nearly every major
disaster or event of the last 6 years. Most important, it is the only incident management application tested
and proven to work in large, complex multi-agency disaster responses with hundreds of simultaneous
users.
The overall benefits and some key differentiators of E-team are the following: Browser-based solution;
Self-Host, ASP or Hybrid; ICS compatibility; Maps and Overlays; Communication and Collaboration via
Data Sharing; E Team to E Team; XML Interoperability Support; Notification and Alerting; Selectable
Levels of Detail; Fifteen-minute Familiarity; No Client Software or Configuration; Security and Audit Trail;
Easily scalable; Distributed Training and Exercises; Attachments; and Crystal Reports Interface.
ADOPT THE RESOLUTION
Advisory Board Recommendation:
I N/A
Financial Information:
Source of Amount Account Approved
Funds: 1 $ 43,500.00 Information & Communications
Technoloqy Fund Continqency
[W 2
3
4
OBPI Total $43,500.00
Financial Impact Summary:
islative Trackin
Assistant City Manager
City Manager
DD
FJ
JMG
07~un0607\Consent\E-Team - Summary.doc
tD
....,.
MIAMI BEACH
AGENDA ITEM
DATE
c.1F
h-(P -0 7
lD
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 \. ,/
June 6, 2007 ( ~
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, PURSUANT TO SECTION 2-367 (d) OF THE MIAMI
BEACH CITY CODE, THE SOLE SOURCE PURCHASE OF THE E TEAM
SOFTWARE LICENSE, MAINTENANCE AND SERVICE AGREEMENT, WHICH
IS A UNIQUE, PROPRIETARY INTERNET-BASED WORKFLOW
MANAGEMENT APPLICATION DESIGNED FOR EMERGENCY AND EVENT
MANAGEMENT, FROM THE NATIONAL CENTER FOR CRISIS AND
CONTINUITY COORDINATION (NC4), THE OWNER OF THE COPYRIGHTED
SOFTWARE APPLICATION, AND APPROPRIATE FUNDS IN THE AMOUNT OF
$43,500 FROM THE INFORMATION AND COMMUNICATIONS TECHNOLOGY
FUND CONTINGENCY.
TO:
DATE:
SUBJECT:
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
BID AMOUNT AND FUNDING
$ 43,500
ANAL YSIS
Information and Communications Technology Fund Contingency Account.
In the event of an emergency, such as a Hurricane, the City would greatly benefit from
having the assistance of an internet-based workflow management application to undertake
the required emergency recovery operations.
E Team is a unique, proprietary Internet-based workflow management application designed
for emergency and event management personnel. It allows Web-connected users to enter
and access standardized reports, requests, and directives; view and edit annotated maps;
and access common databases in order to manage an event or disaster.
E Team is currently deployed in agencies at all levels of government, Federal, State, County
and City, and has been effectively used to manage real-world emergencies and events.
Miami-Dade County's Emergency Operations Center (EOC) also utilizes the E Team
application system and this allows for interoperability with the County during emergencies.
Developed by emergency management and business continuity experts, E Team has been
successfully used in nearly every major disaster or event of the last 6 years. Most important,
it is the only incident management application tested and proven to work in large, complex
multi-agency disaster responses with hundreds of simultaneous users. The overall benefits
Commission Memorandum - E- Team
June 6, 2007
Page 2 of 3
and some key differentiators of E-team are the following:
. Browser-based solution: e;~ Team provides the flexibility of the Internet andlor City's
Intranet.
. Self-Host, ASP or Hybrid: The E Team application can be self-hosted with local
backup plus E Team provides a fully redundant ASP data hosting service. E Team is
also one of the only products that provide a hybrid solution: self-host with mirrored ASP
backup.
. ICS compatibility: The Incident Command System (ICS) is a nationally accepted set of
procedures that lays out how public agencies should organize for and react to
emergencies. E Team now includes ICS forms, which can be linked to an incident or
event, distributed and printed. E Team software supports teams using the Incident
Command System at all levels of command. E Team is structured to support operations
along the organizational roles defined by the Incident Command System. The City can
configure E Team to use ICS terminology, organize the City's EOC around the ICS
functions and roles, and implement mutual aid processes and methodologies for
resource requests and fulfilment. This enables elements from different jurisdictions to
function together when they must cooperate in disaster response. Organization charts,
staffing charts and position checklists can be set up and configured to support ICS roles
and their implementation on an ongoing or per-activation basis. Workflow associated
with situation reports, resource ordering and fulfilment, action planning and public
information reports can be configured to support the different functional roles defined by
ICS.
. Maps and Overlays: E Team provides the ability for operational users to dynamically
annotate maps and geo-reference a broad array of different types of information.
Effectively, any map rendered in a standard web format can be ported into the E Team
application. Users are provided with the ability to create their own custom map displays
by selecting or de-selecting map layers as they wish. In addition, users can hand-draw
overlays comprised of a full range of polygons and irregular shapes. All GIS dynamic
GIS information is passed over a browser with no client software. Locations of key
events and facilities are instantly available on map overlays. Clicking on icons gets the
City to the source report or data.
. Communication and Collaboration via Data Sharing: E Team allows everyone to post
information to and retrieve information from a commonly accessible virtual information
space. Everyone has access to the specific view of the overall status that they need
and are authorized to see. When anyone updates a report or map display, the new
information is automatically available to everyone. Quick forms make data entry a snap.
All reports related to an event can be seen and accessed in one place.
. E Team to E Team: E Team provides the ability to share information (incidents,
resource requests, asset data, etc.) with another E Team system. E Team is the only
system capable of a centralized or distributed approach. This feature will allow agencies
and jurisdictions to natively share information with other agencies and jurisdictions both
horizontally and vertically at the local, state and federal levels. This functionality is
inherent to the application and requires zero engineering or custom interface between
disparate E Team systems.
· XML Interoperability Support: E Team provides a full XML API, allowing developers
and integrators to interface and integrate E Team with a wide variety of emergency and
incident management tools, systems and other applications. E Team is a founding
member of the Emergency Management Interoperability Consortium.
Commission Memorandum - E- Team
June 6, 2007
Page 3 of 3
. Notification and Alerting: E Team provides various methods of notification, including
email and mobile devices. It can also interface to telephonic notification solutions.
Alerts can be sent to users in real time.
. Selectable Levels of Detail: Managers can see summaries that show what may need
attention. Clicking on summary rows brings up the details.
. Fifteen-minute Familiarity: Anyone who knows their job can learn how to use E Team
to help them in fifteen minutes. To learn to use all of the system's operational features
takes a few hours. The interface is a Web page. The forms ask clear, self-explanatory
questions. On-line help is provided. Quick forms make data entry a snap and
customizable menus further simplify the user interface. Views by Agency, Position or
Person responsible allow users to quickly find information and do the tasks assigned to
them.
· No Client Software or Configuration: As long as a client workstation has a recent
version of Internet Explorer, a user needs only be assigned a User ID and password to
access E Team via the web browser.
· Security and Audit Trail: Users can be given different levels of access. All transactions
are captured and stored automatically. They can be re-played for after action reviews
and investigations.
· Easily scalable: Hundreds or even thousands of users can be quickly added to handle
major crises.
· Distributed Training and Exercises: E Team provides a separate set of all functions,
clearly marked as TRAINING, which can be used to conduct training and exercises.
Combined with its web accessibility, this makes E Team is ideal for virtual, distributed
training and exercises, as well live training and exercises, and for continuing education
of personnel.
· Attachments: E Team allows users to attach maps, photos, video clips, reports,
spreadsheets and virtually any other file to any E Team document.
· Crystal Reports Interface: Emergency management is a reports-driven activity. E
Team's Crystal Reports interface provides access to the industry standard for creating
user-defined reports. It also provides entity-relationship mapping for all fields in all E
Team reports; which can be used to simplify integration with external systems.
NC4, Inc. is the sole vendor of E Team software and is not sold through distributors.
See attached sole source letter and quote.
CONCLUSION
Based on the aforementioned, the Administration recommends that the Mayor and City
Commission of the City of Miami Beach, Florida, adopt the attached resolution, herein
approving the sole source purchase of the E Team software license, maintenance and
services agreement, which is a unique, proprietary internet-based workflow management
application designed for emergency and evenimanagement, from the National Center for
Crisis and Continuity Coordination (NC4), the owner of the copyrighted software application,
and appropriate funds in the amount of $ 43,500 from the Information and Communications
Technology Fund Contingency.
T:\AG E N DA \2007~un0607\Consent\E- Team -Mema .dac
May 3,2007
Don Druitt
City of Miami Beach, FL
2300 Pinetree Drive
Miami Beach, FL 33104
Don,
I am happy to provide the following information to assist you in the preparation of a Sole Source
Justification for our E Team application. E Team is a unique, proprietary Internet-based
workflow management application designed for emergency and event management personnel. It
allows Web-connected users to enter and access standardized reports, requests, and directives;
view and edit annotated maps; and access common databases in order to manage an event or
disaster.
E Team is currently deployed in agencies at all levels of government, Federal, State, County and
City, and has been effectively used to manage real-world emergencies and events. Developed by
emergency management and business continuity experts, E Team has been successfully used in
nearly every major disaster or event of the last 6 years. Most important, it is the only incident
management application tested and proven to work in large, complex multi-agency disaster
responses with hundreds of simultaneous users.
Kev Differentiators
. Browser-based solution: Take full advantage of the flexibility of the Internet and/or your
Intranet.
. Self-Host, ASP or Hybrid: The E Team application can be self-hosted with local backup
plus E Team provides a fully redundant ASP data hosting service. E Team is also one of the
only products that provide a hybrid solution: self-host with mirrored ASP backup.
. ICS compatibility: The Incident Command System (ICS) is a nationally accepted set of
procedures that lays out how public agencies should organize for and react to emergencies. E
Team now includes ICS forms, which can be linked to an incident or event, distributed and
printed. E Team software supports teams using the Incident Command System at all levels
of command. E Team is structured to support operations along the organizational roles
defined by the Incident Command System. You can configure E Team to use ICS
terminology, organize your EOC around the ICS functions and roles, and implement mutual
aid processes and methodologies for resource requests and fulfilment. This enables
E Team, Inc
OS/24/07
elements from different jurisdictions to function together when they must cooperate in
disaster response. Organization charts, staffing charts and position checklists can be set up
and configured to support ICS roles and their implementation on an ongoing or per-activation
basis. Workflow associated with situation reports, resource ordering and fulfilment, action
planning and public information reports can be configured to support the different functional
roles defined by ICS.
. Maps and Overlays: E Team provides the ability for operational users to dynamically
annotate maps and geo-reference a broad array of different types of information. Effectively,
any map rendered in a standard web format can be ported into the E Team application. Users
are provided with the ability to create their own custom map displays by selecting or de-
selecting map layers as they wish. In addition, users can hand-draw overlays comprised of a
full range of polygons and irregular shapes. All GIS dynamic GIS information is passed over
a browser with no client software. Locations of key events and facilities are instantly
available on map overlays. Clicking on icons gets you to the source report or data.
. Communication and Collaboration via Data Sharing: E Team allows everyone to post
information to and retrieve information from a commonly accessible virtual information
space. Everyone has access to the specific view of the overall status that they need and are
authorized to see. When anyone updates a report or map display, the new information is
automatically available to everyone. Quick forms make data entry a snap. All reports related
to an event can be seen and accessed in one place.
. E Team to E Team: E Team provides the ability to share information (incidents, resource
requests, asset data, etc.) with another E Team system. E Team is the only system capable
of a centralized or distributed approach. This feature will allow agencies and jurisdictions to
natively share information with other agencies and jurisdictions both horizontally and
vertically at the local, state and federal levels. This functionality is inherent to the
application and requires zero engineering or custom interface between disparate E Team
systems.
. XML Interoperability Support: E Team provides a full XML API, allowing developers
and integrators to interface and integrate E Team with a wide variety of emergency and
incident management tools, systems and other applications. E Team is a founding member of
the Emergency Management Interoperability Consortium.
. Notification and Alerting: E Team provides various methods of notification, including
email and mobile devices. It can also interface to telephonic notification solutions. Alerts
can be sent to users in real time.
. Selectable Levels of Detail: Managers can see summaries that show what may need
attention. Clicking on summary rows brings up the details.
. Fifteen-minute Familiarity: Anyone who knows their job can learn how to use E Team to
help them in fifteen minutes. To learn to use all of the system's operational features takes a
few hours. The interface is a Web page. The forms ask clear, self-explanatory questions. On-
line help is provided. Quick forms make data entry a snap and customizable menus further
E Team, Inc
05/24/07
simplify the user interface. Views by Agency, Position or Person responsible allow users to
quickly find information and do the tasks assigned to them.
. No Client Software or Configuration: As long as a client workstation has a recent version
oflnternet Explorer, a user needs only be assigned a User ID and password to access E Team
via the web browser.
. Security and Audit Trail: Users can be given different levels of access. All transactions are
captured and stored automatically. They can be re-played for after action reviews and
investigations.
· Easily scalable: Hundreds or even thousands of users can be quickly added to handle major
cnses.
· Distributed Training and Exercises: E Team provides a separate set of all functions,
clearly marked as TRAINING, which can be used to conduct training and exercises.
Combined with its web accessibility, this makes E Team is ideal for virtual, distributed
training and exercises, as well live training and exercises, and for continuing education of
personnel.
. Attachments: E Team allows users to attach maps, photos, video clips, reports, spreadsheets
and virtually any other file to any E Team document.
. Crystal Reports Interface: Emergency management is a reports-driven activity. E Team's
Crystal Reports interface provides access to the industry standard for creating user-defined
reports. It also provides entity-relationship mapping for all fields in all E Team reports;
which can be used to simplify integration with external systems.
NC4, Inc. is the sole vendor of E Team software and is not sold through distributors.
I hope this provides you the information you need. If I can be of further help to you, please don't
hesitate to call me at (917) 968-4949, or email meatBob.Jackson@NC4.us
Sincerely,
Robert G. Jackson
Director of Operations - SE Region
NC4 Order/Quote Form
100 N Sepulveda Blvd, Suita200
EI Segundo, CA 90245
NC4 Contracfa Dept.;
Pho ne: 310-606-4444
Fax: 310-60&-4309
E mall: vlcki.hamilton!B!lic4.liS
.' ....5811<1 pUtCha"" omerlOC<>iJboa<:t DliJpt atNC4,I'ubHcSectof' attlleabO""ad<tl'l!sS,
Don Druitt, Emergency Coordinator
.... Miami Beach Emeraencv Manaaement Offlc
.... -~-
2300 Pinetree Drive
.... Miami Beach
!;t.. Florida ZiD: 33104
...... ... ..
donaiddrui ~.t!lmiamibeactln.OO\l
........ 305-673-7120
....
Kern DescrlDtlon QIy funK Prtce textend Price 1st Yr Mal,. 11 sf: Yr Totall12nd Vr Malri:
I 1:1
B... lleen.. I -1:1
R6 Lit. - S.lf-Hoa Sit, L1e.n.. (1lngll CPU) 1 20,000 Xi,OOO 5.000 5,000
Backullo lle.n..
NC4 ASP Redundancv 1 5,000 5,000 5,000 5,000
InlUsl ASP S.tup plrlnstanCI' 0 '00
Man L1e.n.. Itr..t levll dltaU
County: Large 1 1,000 1,000 1,000 1,000
Prof.../on,1 Services
Inlltanatlon Service & Svs Admin Training. 2 Days 1 3,000 3,000 3.000
Conflgurmlon & Data Population Training -1 Oay 1.500
Power U..r Trainlna .2 O.v. 6.000 - .
Tntln-thl-Tralnl.r Training - 3 Day. 1 7,500 7,500 7.500 :
End U..r Tralnln -4 HourClu. Maximum of 10 Student. 2.500 - .
'Iocleted trallel & upen.e. and ule. and u.. tu.. (If anv~ are not Included In Ibove emount..
ruel end relet,d expen.., will be billed to custom,r based on ectu81 emount.lncurred. The 2,000 2000 :
amount Indicated 11 an ESTIMATE ONLY
$38,600 $6,000 $43,500 : $11,000
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YM2~,IlieiHC:.-----...'.....'.........'.". .. .... . . ... .. .. .. ........ ....... ,.
NC4 Repr..entatlve: Bob Jackson
Oate:~
Agrud & Accepted By:
Oll:e:
CUltom.,.. Slllnature and date