| | | | | | | |  | Resolutions - R7 O
COMMISSION MEMORANDUM |
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| | | | | | | | | TO: | Honorable Mayor and Members of the City Commission | | | FROM: | Jimmy L. Morales, City Manager | | | DATE: | March 1, 2017 | | | |
| | SUBJECT: | A RESOLUTION OF THE MAYOR AND THE CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER AND WAIVING, BY 5/7TH VOTE, THE CITY’S COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE CITY, AND APPROVING AND AUTHORIZING THE CITY MANAGER, OR HIS DESIGNEE, TO EXECUTE AN AGREEMENT WITH AT&T FOR TURNKEY NEXT GENERATION E911 PUBLIC SAFETY ANSWERING POINT (PSAP) EQUIPMENT AND SOFTWARE, INCLUSIVE OF MONTHLY MAINTENANCE RATES, FOR A FIVE (5) YEAR TERM, IN AN AMOUNT NOT TO EXCEED $1,080,880.00, FOR THE PURPOSE OF UPGRADING AND MAINTAINING THE CITY’S EXISTING AT&T EQUIPMENT AND NETWORK, AND TO ENHANCE AND FACILITATE THE CITY’S UPGRADE TO NEXT GENERATION 9-1-1, WHICH INCLUDES TEXT AND MULTIMEDIA CAPABILITIES. |
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| | | | | | | | RECOMMENDATION
| | Adopt the Resolution. |
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| | | | | | | | ANALYSIS
| On September 11, 2008, the City executed a five-year Special Service Arrangement Agreement (“SSAA”) with AT&T (formerly Bellsouth) which provides emergency 911 telephone service and support for the Public Safety Communications Unit (“PSCU”) of the City’s Department of Emergency Management at both Public Safety Answering Point (“PSAP”) locations at 1100 Washington Ave. and 2310 Pine Tree Dr. The SSAA provided for a one-time charge for the City’s purchase of VIPER 911 hardware and 911 answering software. Moreover, the SSAA established the City’s monthly rates for the maintenance of the 911 hardware and software. Once the City accepted the contract/hardware in December 2010, for both locations, the five-year term of the SSAA commenced.
The VIPER 911 system that was installed in 2010 has been in production 24 hours a day, 7 days a week, and 365 days a year over the entire five year term. Computers and hardware for this type of 911 system have a typical lifespan of five to six years. The backroom servers, switches, and hardware need to be refreshed or replaced for lifecycle management, in order to upgrade to the latest version of VIPER 911 software, and Microsoft operating systems. In addition, the current VIPER 911 software versions installed on the City’s systems have been discontinued from a lifecycle management perspective, meaning that there are no more “hot fixes” or patches available for these versions.
An upgrade to the current AT&T VIPER system is needed to continue to provide the level of 911 services for the City’s residents, business owners, and visitors, as well as the capabilities of receiving and processing text-to-911 service with a future CAD integration. The City requested, and AT&T has provided, a proposal which includes refreshing all existing VIPER 911 hardware, call-taking positions, and operating software for both 9-1-1 PSAP sites, as well as system software currently covered under the existing maintenance contract with AT&T, under the “Software Evergreen” program that the City purchased. Moreover, AT&T will be providing the software and connection circuits for text-to-911 services along with this equipment upgrade.
City staff has determined that, in consideration of the significant cost savings and benefits provided by AT&T, it is in the best interest of the City to waive the City’s competitive bidding requirement and enter into a new five-year agreement with AT&T (the “Agreement”). The AT&T system has been an integral part of the City’s 911 operations since 2010. Considerable investment in funds, resources and time has been made in the AT&T system. AT&T is the only VIPER 911 provider in the South Florida area that has a team of eight (8) local VIPER-certified technicians to service the 911 system. AT&T is the only full services provider in our geographic area that can offer the following list of services all under the umbrella of one company one agreement:
• Data provider;
• 911 Services for both Voice and Text-to-911;
• Next Generation 911 ESINET services; and
• 911 hardware, and maintenance provider.
Furthermore, an upgrade is required in order for the City to acquire text-to-911 capabilities. Under the proposed Agreement, AT&T would provide text-to-911 services. AT&T will provide the software, connection circuits, and equipment upgrade specifically for text-to-911 at no additional charge to the City.
The proposed AT&T agreement includes a pricing schedule for the components and services needed to complete this upgrade. The items and pricing identified in the pricing schedule are on a per-position basis. Altogether, the City’s two 911 centers (main and backup) have a combined twenty staff positions. The AT&T 911 system upgrade would require a one-time purchase of $525,080.00 for software and hardware upgrades. Monthly maintenance will increase by $50.00 per position from the amount that the City is currently paying. The cost of monthly maintenance would total $9,280.00 per each month of the term. Altogether, the total cost to the City under the proposed Agreement is $1,081,880.00, including the one-time purchase amount of $525,080.00.
In light of the proposed cost savings, and the benefits of working with one software and maintenance provider, the Administration recommends waiving the competitive bidding requirement and executing the Agreement. The proposed AT&T 911 system upgrade would be highly beneficial to the City's public safety operations by providing the City’s residents, business owners, and visitors with the latest 911 equipment available to continue to meet the level of 911 services expected. The Agreement includes all necessary undertakings for a complete refresh of all VIPER hardware components, configuration for a redundant 911 system, and continuation and upgrade of all software to the latest releases. Therefore, the Administration recommends that the Mayor and City Commission adopt this Resolution approving the new Agreement with AT&T.
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| | | | | | | | CONCLUSION
| | Based on the aforementioned recommended by Staff, I recommend that the Mayor and City Commission hereby accept the City Manager’s recommendation and waive, by 5/7ths vote, the City’s competitive bidding requirement, finding such waiver to be in the best interest of the City, and approve and authorize the City Manager, or his designee, to execute an Agreement with AT&T, in an amount not to exceed $1,081,880.00. |
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| | | | | | | | FINANCIAL INFORMATION
| | The funds for the upgrade of the 911 VIPER System were approved by Commission during the capital budget development process for the FY 2016/17. The upgrade is funded in the FY 2016/17-2020/21 capital program beginning in FY 2017/18. The cost of the annual maintenance is covered by the state 911 funds. |
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| | | | | | | | | Amount 1 | 6,032.00 (monthly) | Account 1 | 172-9405-000325 |
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| | | | | | | | | Amount 2 | 3,248.00 (monthly) | Account 2 | 172-9415-000325 |
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| | | | | | | | | Amount 3 | 525,080.00 (one-time charge) | Account 3 | |
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| | | | | | | | Legislative Tracking
Emergency Management |
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