| | | | | | | |  | Resolutions - C7 Z
COMMISSION MEMORANDUM |
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| | | | | | | | | TO: | Honorable Mayor and Members of the City Commission | | | FROM: | Jimmy L. Morales, City Manager | | | DATE: | October 17, 2018 | | | |
| | SUBJECT: | A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE WRITTEN RECOMMENDATION
OF THE CITY MANAGER AND WAIVING, BY 5/7TH VOTE, THE FORMAL
COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN
THE CITY'S BEST INTEREST; AND AUTHORIZING THE PURCHASE OF THE
POLICE AND FIRE PRIORITY DISPATCH CALL-TAKING PROTOCOLS/QUALITY ASSURANCE SYSTEM, INCLUDING COMPUTER AIDED
DISPATCH INTERFACES, SOFTWARE, LICENSES, SERVICE AND
SUPPORT AGREEMENTS, FROM PRIORITY DISPATCH CORPORATION,
FOR A PERIOD OF THREE (3) YEARS, NOT TO EXCEED $235,000.00 IN THE
FIRST YEAR (2018-2019) WHICH INCLUDES INITIAL IMPLEMENTATION
AND THE FIRST YEAR OF LICENSE SERVICE AND SUPPORT, $49,075.00
FOR THE SECOND YEAR (2019-2020) LICENSE SERVICE AND SUPPORT,
AND $49,075.00 FOR THE THIRD YEAR (2020-2021) LICENSE SERVICE AND
SUPPORT, AND SUBJECT TO AND CONTINGENT UPON AN
APPROPRIATION OF FUNDS FOR THE SECOND AND THIRD YEAR OF THE
TERM.
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| | | | | | | | RECOMMENDATION
| Approve the Resolution.
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| | | | | | | | ANALYSIS
| The City of Miami Beach 9-1-1 Center has relied since 1992 on the Medical Priority Dispatch System (MPDS) to process medical 9-1-1 calls, and provide the public with medical pre-arrival instructions for different emergencies/conditions. This system has allowed for the 9-1-1 Center to rely on a set of medical protocols and quality assurance review processes that are continuously researched and updated with the latest available techniques.
Conversely, the City of Miami Beach Public Safety Communications Division (9-1-1 Center) has not previously utilized any comprehensive, formal, or researched call-taking protocol or Quality Assurance system to process, review, and provide pre-arrival instructions to police or fire emergency callers. As a result, the 9-1-1 call-takers have historically relied on their individual memory and inconsistent techniques to ask relevant questions and provide pre-arrival instructions for each different police and fire type of complaint or emergency.
The new Public Safety Communications Division Administration has identified the need to acquire and implement a system that would bring to the 9-1-1 Center the ability for 9-1-1 call-takers to depend on a consistent and continuously updated system that is computerized, interactive, and interfaced with the centers’ CAD system. This new capability would allow the delivery of an up to date superior service to the public, and would also allow for compliance with current State of Florida regulations.
Due to the Center’s existing utilization of the Medical Priority Dispatch System it is beneficial, in many aspects, for the Public Safety Communications Division administration to add to the capabilities of the center the comprehensive and compatible Police and Fire Priority Dispatch System (PPDS & FPDS). These two discipline call-taking protocol systems (police and fire) also include pre-arrival instructions, post-dispatch instructions, and a Quality Assurance ("QA") system.
Standardizing the three different discipline call-taking protocols (police, medical, fire) would resolve the issues that result from developing different internal workflows to process different types of calls (police, medical, and fire), managing multiple initial certification processes for the same employee, developing different training and re-certification programs for each different system, develop different Quality Assurance processes and programs, developing and managing different computer interfaces, and not being able to develop a multidiscipline launcher interface. The advantages of standardizing would directly result in increased systems efficiencies, while also decreasing the learning curve for 9-1-1 call-takers.
As a result of the aforementioned, the Administration recommends that the City standardize the use of police, medical, and fire call-taking protocols by adding the police and fire component/discipline to the existing Medical Priority Dispatch System (MPDS). Throughout the industry the Priority Dispatch system for police, medical, and fire call-taking protocols and Quality Assurance program are considered the most widely accepted call-taking protocol system worldwide, for it is currently being utilized in over 3,500 emergency call centers throughout 46 countries and in 24 languages/dialects.
The purpose of this item is to waive the competitive bidding requirements of the City and establish a standard for Priority Dispatch police, medical, and fire call-taking protocols, pre-arrival instructions, and Quality Assurance programs, so that going forward all of the aspects related to the managing and maintenance of this critical 9-1-1 Center function can be unified and less fragmented. This will immediately result in a more consistent and reliable emergency management response, while providing greater 9-1-1 Center effectiveness.
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| | | | | | | | CONCLUSION
| Based on the foregoing, the City Manager recommends that the Mayor and City Commission approve the Resolutions to waive, by a 5/7ths vote, the formal competitive bidding requirements, finding such a waiver to be in the City’s best interest, and authorize the Administration to purchase the Police and Fire Priority Dispatch System call taking protocols and Quality Assurance system for purposes of standardizing emergency call taking, pre-arrival instructions, and the Quality Assurance Program in the 9-1-1 center.
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| | | | | | | | KEY INTENDED OUTCOMES SUPPORTED
Enhance Public Safety and Emergency Preparedness |
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| | | | | | | | FINANCIAL INFORMATION
| | Initial implementation is not to exceed $235,000.00 in the first year (2018-2019), which includes the first year of license service and support, $49,075.00 for the second year (2019-2020) license service and support, and $49,075.00 for the third year (2020-2021) license service and support, and subject to an appropriation of funds for the second and third year of the term. |
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| | | | | | | | | Amount 1 | $117,500.00 | Account 1 | 011.0326.000343 |
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| | | | | | | | | Amount 2 | $117,500.00 | Account 2 | 011.1130.000343 |
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