Resolutions - R7 F
|TO:||Honorable Mayor and Members of the City Commission|| |
|FROM:||Jimmy L. Morales, City Manager|| |
|DATE:||June 7, 2017|
|SUBJECT:||A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER, PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO.
2017-006-AK, FOR A PUBLIC SAFETY RADIO NETWORK, AND
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH HARRIS CORPORATION ("HARRIS"), AS THE CITY MANAGER'S
FIRST RECOMMENDED PROPOSER; AND, SHOULD NEGOTIATIONS WITH
HARRIS BE UNSUCCESSFUL, AUTHORIZING THE ADMINISTRATION TO
ENTER INTO NEGOTIATIONS WITH MOTOROLA SOLUTIONS
("MOTOROLA"), AS THE SECOND RECOMMENDED PROPOSER; AND,
FURTHER, AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND
APPROVE THE TERMS OF A MONTH-TO-MONTH AGREEMENT WITH
MOTOROLA FOR THE MAINTENANCE OF THE CURRENT SYSTEM UNTIL
SUCH TIME AS A NEW SYSTEM IS IMPLEMENTED.|
|Adopt the Resolution. |
A public safety radio network is essential to the Administration’s ability to provide the City’s emergency responders with comprehensive radio communications, and with efficient, reliable technology, coverage, and functionality. The City desires to transition from its current Project-16 compliant Motorola SmartNet II configuration, and to embrace new, emerging radio technology that is in full compliance with industry-recognized Project-25 (P25) 700/800 MHz digital simulcast trunked radio network. P25 is a suite of standards for digital radio communications for use by federal, state, and local public safety organizations in North America developed through a coalition that included: Association of Public-Safety Communications Officials-International; National Association of State Telecommunications Directors; National Telecommunications and Information Administration; National Communications System; National Security Agency; and the Department of Defense.
As such, the Administration solicited proposals, by way of Request for Proposals (RFP) No. 2017-006-AK, for Public Safety Radio Network, from qualified proposers, to assist the Administration in obtaining an enhanced digital radio communications platform, aligned toward full Project-25 compliance.
On October 19, 2016, the City Commission approved the issuance of Request for Proposals No. 2017-006-AK, for Public Safety Radio Network (the “RFP”). On October 24, 2016, the RFP was issued. A mandatory pre-proposal conference to provide information to proposers was held on November 15 and 16, 2016. RFP responses were due and received on February 15, 2017. The City received a total of two (2) proposals from Harris Corporation, and Motorola Solutions, Inc. An Evaluation Committee appointed by the City Manager pursuant to LTC# 119-2017 convened on March 13, 2017 to consider the responsive proposals received. The Committee was comprised of Steve Feldman, Lieutenant, CMB Police Department; Gina Ferguson, Assistant Director, CMB Department of Emergency Management; Lazaro Guerra, Communications Manager, CMB Fire Department; Robert Hundevadt, Director of Public Safety, Miami Beach Convention Center, Spectra Venue Management (Retired MBPD Captain); Sarah Saunders, Code Compliance Manager, CMB Code Compliance Department; and Mark Taxis, Assistant City Manager.
The Committee was provided an overview of the project, information relative to the City’s Cone of Silence Ordinance, and the Government in the Sunshine Law. The Committee was also provided with general information on the scope of services and a copy of each proposal. The Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFP. The RFP required that the Committee score and rank proposers in two areas: 1) experience and qualifications and 2) approach and methodology. The RFP also required that cost and Veteran’s preference points be added to the Committee’s scores for a final overall ranking.
Scores for Qualifications and Approach. Table 1 included in Attachment A indicates the results of the Committee’s scoring of 1) experience and qualifications and 2) approach and methodology. As Table 1 indicates, the Committee unanimously deemed the Harris proposal to be superior in the areas previously noted.
Scores for Qualifications and Approach, and Cost. As required by the RFP, points for cost and Veteran’s preference were added to the Committee’s scores. No proposer was eligible for Veteran’s preference points. Harris submitted an overall cost proposal totaling $21,962,508, and was awarded 10 points in accordance with the formula in the RFP. Motorola submitted an overall cost proposal totaling $14,374,996 and was awarded 15 points. Please note that both proposals exceed the City’s current budget for a P25 system replacement.
The addition of cost points to the Committee’s scores resulted in a tie between the two proposers as noted in Table 2 included in Attachment A.
The following is a brief summary of each proposer (based on information submitted in each proposer’s response to the RFP:
Harris has over 80 years of experience providing mission-critical radio systems throughout the world. Harris has approximately $6 billion in annual revenue, supporting customers in more than 100 countries. Harris positioned to leverage its military communications expertise to bring the highest levels of durability, reliability and security to its public safety solutions. Harris’ technology approach is one of innovative and future-ready solutions, designed from valuable ideas and opinions given to it by first responders and dispatchers from all over the country (including South Florida). Furthermore, Harris has deployed more than 500 major radio systems all over the world, including the following local clients: Miami-Dade County; Coral Gables; Aventura; Collier County; and (most recently), the City of Miami.
Motorola Solutions, Inc.
Motorola Solutions, Inc. is a global leader in providing mission–critical communications solutions, products, and services for public safety and government customers. With a strong balance sheet, disciplined financial policies, and commitment to innovation, Motorola is well positioned to serve its customers, serving the public safety and government markets by providing wireless communications systems, products, and services for more than 85 years. Motorola has 14,000 employees worldwide. Over the last five years, the Motorola Solutions’ project team deployed 19 large complex systems throughout Florida, including (but not limited to): Boca Raton; Boynton Beach; Delray Beach; Palm Beach County; St. Lucie County; Martin County; Plantation; Fort Lauderdale; Citrus County; Osceola County; Monroe County; Coral Springs; Sumter County; Lakeland; Highlands County; Hernando County; St. John’s County; Seminole County; and Orlando.
The Committee’s rankings and recommendations, as well as each proposal received, were submitted to the City Manager for his independent review and recommendation to the City Commission.
Having conducted an independent review of the proposals and having considered the results of the Evaluation Committee’s review and rankings of the proposals and the information provided by the City’s consultant on this project, I find that the proposal from Harris offers the overall best option for the City and the safety of our law enforcement and public safety employees for the reasons noted below.
Above any other consideration, it is essential that the City’s radio system assures the highest level of safety for the City’s law enforcement and public safety personnel. In order to do so, the system selected must provide full interoperability with the systems utilized by the City’s neighboring public safety agencies. Given the frequent interactions between our public safety officers and theirs, interoperability has always been a primary concern. For this reason, the RFP stated its requirement to achieve seamless roaming between the City’s system and its neighboring jurisdictions (Section C-7.4, p.192). The law enforcement jurisdictions with which the City believes interoperability to be the most critical include Miami-Dade County (and the jurisdictions it services), City of Miami, City of Coral Gables, City of Aventura, and City of Hialeah. Aside from the City of Hialeah which has yet to select a P25 provider, all the other law enforcement jurisdictions named are on, or plan to transition to, Harris systems. In fact, after the City of Miami finalizes its transition to a Harris system, the only jurisdictions within Miami-Dade County that would remain on a Motorola system are the cities of Hialeah and Homestead.
With regard to interoperability, the City’s consultant has determined that, while a Harris system can interoperate with a Motorola system, and vice versa, there are certain beneficial features that are enhanced when interfacing between Harris to Harris, or Motorola to Motorola systems. Seamless roaming is one such feature. Seamless roaming refers to the ability for Miami Beach personnel to automatically communicate with Miami Dade County or the City of Miami networks as soon as he or she enters the neighboring jurisdiction, without needing to make any manual adjustments. In other words, in seamless roaming all roaming across networks happens seamlessly in the background with no officer intervention. For example, in the event of a vehicle chase where an officer is traveling across a causeway towards another jurisdiction, the officer would only need to focus on the incident and not on transitioning from the City’s network to another. In seamless systems of like manufacturers, the radio would automatically transition to the neighboring jurisdiction’s system without any intervention by the officer and he or she would be able to communicate during the entire event with dispatch and other responding units with no action on his or her part. Without seamless roaming an officer would need to manually switch channels to the access the neighboring jurisdictions network. It is important to note that seamless roaming is not just important to our officers when they cross the causeways (which is quite frequent), but also to the many officers from other jurisdictions that work on Miami Beach during many of our special events. With like systems the City can achieve much better coordination on both sides of the bay.
Further, in considering the rankings provided by the Evaluation Committee members (who reviewed each of the proposals submitted, and considered presentations by each team), as well as the questions posed by each committee member, every member of the Evaluation Committee, comprised of high level personnel from the Police, Fire, Code Compliance and Emergency Management Departments, found Harris’s qualifications and technical proposal to be superior to Motorola’s; and, therefore, unanimously awarded top ranking to the Harris proposal. Some of the comments provided by the Evaluation Committee members included the concerns over interoperability, as well as the added benefit of increased coverage reliability and connectivity to the dispatch center when units leave the City’s coverage area. One evaluation committee member, when addressing the issues of interoperability with neighboring jurisdictions, referred to the potential for interoperability issues to create “dangerous and frustrating” situations for the officers. I have also considered the concerns and comments of the Chiefs of Police and Fire, who have determined Harris’s proposal to be in the best interest of the City.
Finally, while the City is intending to protect its investment and the quality of the services provided by the radio system now (and in the future) by requiring proposers to offer 5, 10, and 15 year warranty options, the success of any warranty is wholly dependent on the quality of the services provided by the warrantor. Whereas the City Code requires a consideration of the “quality of performance of previous contracts,” City staff has expressed concerns over prior performance issues the City has experienced with the current radio system and Motorola’s (the current vendor) performance in addressing these issues. Some of the issues include (but are not limited to):
1. Ongoing issues with the functioning of the system, including situations that have been repeatedly misdiagnosed and, at times, for which no viable solutions have been presented. In some cases, the City has been required to create “work arounds” in an attempt to maintain continual communications necessary for officer and citizen safety. In some cases, officers have been left without audio and, essentially, unable to communicate with others. In other cases, the system would “lock up” for periods of time, creating an inability for emergency responders to communicate.
2. Repeated errors in correctly diagnosing system malfunctions resulted in recommendations by Motorola that the City purchase additional Motorola products (at the City’s expense). However, when the new products were implemented, the system malfunctions continued.
3. Motorola has been unable to meet a number of benchmarks regarding certain components of the existing system.
Finally, as with any system of this magnitude, cost is a major consideration. The RFP required proposers to provide costs for the network, equipment, training and warranty/maintenance. For these items, Motorola submitted an initial price of $14,374,996, and Harris submitted an initial price of $21,962,508. However, upon further review by the City’s consultant, it appears that both proposers provided cost proposals that were not consistent with the RFP. According to the City’s consultant, Harris included optional items, and their respective costs, not required by the RFP. Additionally, Motorola did not provide costs for site facility upgrades, as required by the RFP. In short, it is difficult to precisely ascertain at this time what are the actual cost differences between the Harris and Motorola proposals.
While costs for such a system is a major consideration, it is paramount that the radio system selected assures the highest level of safety and efficient operations for the City’s law enforcement and public safety personnel, rather than simply be the lowest cost system.
Therefore, I find that the proposal from Harris offers the overall best option for the City and the safety of our law enforcement and public safety employees. Accordingly, I recommend that the Mayor and City Commission approve the Resolution authorizing the Administration to negotiate an agreement, pursuant to Request for Proposals No. 2017-006-AK (the RFP), Public Safety Radio Network, with the Harris Corporation; and directing the Administration to submit the finalized agreement for approval to the Mayor and Commission; and, further, authorizing the Administration to finalize the terms of a month-to-month continuation of the current service agreement with Motorola until such time as a new system can be implemented. It is my hope that during the course of negotiations, we will be able to significantly reduce the initial price. If we fail to achieve a satisfactory result, then I will return to the Mayor and City Commission for direction to negotiate with Motorola.