HomeMy WebLinkAboutR-99-0538J-99-636-
7/1-/99
RESOLUTION NO. 9 9- 5 3 8
A RESOLUTION OF THE MIAMI CITY COMMISSION BY
A 4/5Txs AFFIRMATIVE VbTE, AFTER A DULY
ADVERTISED PUBLIC HEARING, RATIFYING,
APPROVING AND CONFIRMING THE CITY MANAGER'S
FINDING OF SOLE SOURCE; AND WAIVING THE
REQUIREMENTS FOR COMPETITIVE SEALED BIDS;
APPROVING THE PROVISION OF E-911 MAINTENANCE
SERVICES, FOR ONE (1) YEAR, WITH THE OPTION
TO RENEW FOR TWO ADDITIONAL ONE (1) YEAR
PERIODS, FROM LUCENT TECHNOLOGIES, INC., THE
SOLE SOURCE PROVIDER, THROUGH ITS PUBLIC
SAFETY SYSTEMS AND BUSINESS COMMUNICATIONS
SYSTEMS, FOR THE DEPARTMENT OF POLICE, IN AN
INITIAL ANNUAL AMOUNT NOT TO EXCEED $129,624;
AUTHORIZING AN INCREASE IN AN ANNUAL AMOUNT
NOT TO EXCEED 50-. FOLLOWING THE INITIAL YEAR,
SUBJECT TO NEGOTIATIONS; FURTHER AUTHORIZING
THE PAYMENT OF ACCRUED CHARGES FOR THE
PROVISION OF THESE SERVICES FOR THE PERIOD OF
APRIL 1, 1999 THROUGH JULY 31, 1999 IN THE
AMOUNT OF $43,208; ALLOCATING FUNDS THEREFOR
FROM THE E-911 SPECIAL REVENUE OPERATING
BUDGET, ACCOUNT CODE NO. 196002.290461.6.670.
WHEREAS, the Police Communications Center processes in
excess of 800,000 calls annually of which 520,000 are generated
through 911; and
WHEREAS, to manage the large volume of calls an automatic
call distribution system is used driven by a Lucent G3I phone
J U L 2 7 1999
Bewluifon No.
99- 53
switch; and
WHEREAS, the maintenance contract from Lucent Technologies,
Inc., the sole source provider, through its Public Safety Systems
and Business Communications, will provide 24-hour remote
monitoring and complete maintenance of the E-911 system at the
Police Communications Center and the back-up site located at the
Fire College; and
WHEREAS, the Chief Procurement Officer has adopted a finding
that Lucent Technologies, Inc., through its Public Safety Systems
and Business Communications Systems, is the only vendor able to
provide E-911 maintenance and remote monitoring services on this
technology and software; and
WHEREAS, the finding of the Chief Procurement Officer has
been approved and adopted as the finding of the City Manager; and
WHEREAS, the City Manager and Chief of Police recommend that
the requirements for competitive sealed bids be waived and the
provision of E-911 maintenance services from Lucent Technologies,
Inc., the sole source provider, through its Public Safety Systems
and Business Communications Systems, be approved; and
WHEREAS, the City Manager and Chief of Police further
2 -
99- 538
recommend approval of payment to Lucent Technologies, Inc.,
through its Public Safety Systems and Business Communications
Systems, for accrued charges during the period of April 1, 1999
through July 31, 1999, in the amount of $43,208, for the
provision of said services; and
WHEREAS, funds are allocated from the E-911 Special Revenue
Operating Budget, Account Code No. 196002.290461.6.670;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:.
Section 1. The recitals and findings contained in the
Preamble to this Resolution are hereby adopted by reference
thereto and incorporated herein as if fully set forth in this
Section.
Section'2. By a four -fifths (4/5tns> affirmative vote of
the members of the City Commission, after a duly advertised
public hearing, the City Manager's finding of sole source and
waiving the requirements for competitive .sealed.bids.ar.e hereby
ratified, approved and confirmed, and the provision of E-911
maintenance services for one (1) year, with the option to renew
for an additional two (2) year period, from Lucent Technologies,
Inc., the sole source provider, through its Public Safety Systems
and Business Communications Systems, for the Department of
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99- 538
Police, in an initial annual amount not to exceed $129,624, and
authorizing an increase in the annual amount not to exceed 50
following the initial year, subject to negotiation; further
authorizing the approval of payment for accrued charges for the
period of April 1, 1999 through July 31, 1999, in the amount of
$43,208, for the provision of said services; with funds therefor
hereby allocated from the E-911 Special Revenue Operating Budget,
Account Code No. 196002.290461.6.670.
Section 3. This Resolution shall become effective
immediately upon its adoption and signature of the Mayor.'/
PASSED AND ADOPTED this 27th day of July , 1999.
JOE CAROLLO, MAYOR
In accordance with Miami Code Sec. 2-36, since the Mayor did not indicate approval of
this legislation by signing it in the designated place provided, said legiislaf,on n ; i
becomes effective with the elapse often (10 days the date of Camrniss° n action
regarding same, without the Mayor r in a
ATTEST:
WALTER J. FOEMAN
CITY CLERK
CORRECTNESS:V
, City Clerk
�i If the Mayor does not sign this Resolution, it shall become effective at
the end of ten calendar days from the date it was passed and adopted.
If the Mayor vetoes this Resolution, it shall become effective
immediately upon override of the veto by the City Commission.
- 4 -
0 CITY OF MIAMI, FLORIDA 49
INTER -OFFICE MEMORANDUM
TO: The Honorable Mayor and Members
of the City Commission
le
FROM: 60 &=2 =M!M�1!111111111
(oZnaldH. Warshaw
City Manager
RECOMMENDATION
J U L 0 9 1999
DATE:
FILE: LEG 7-2
SUBJECT: Resolution Authorizing the
Waiving of Sealed Bids
REFERENCES: E-91 1 Maintenance Services -
ENCLOSURES: Lucent Technologies, Inc.
It is respectfully recommended that the City Commission waive the necessity of competitive bids
and approve the attached Resolution for the provision of maintenance services, for the Department
of Police, with Lucent Technologies, Inc., through its Public Safety Systems and Business
Communications Systems, a Non-Local/Non-Minority vendor located at 2600 Warrenville, Lisle,
IL 60532, to provide continuous remote monitoring and complete maintenance of the City's E-911
system, in an annual amount not to exceed $129,624 (10,802 monthly). Funding is available from
the E-911 Special Revenue Operating Budget, Account Code No. 196002.290461.6.670..
The terms of the contract will provide for a one (1) year period with the option to renew for two (2)
additional one-year periods at the City's sole discretion, and providing for an increase not to exceed
5% annually, subject to negotiations by the City.
Additionally, it is recommended that the City Commission approve the payment of accrued
charges commencing April 1, 1999 through July 31, 1999, in an amount of $43,208. This expense
is for continued services provided, by Lucent Technologies, Inc., for maintenance services of the
City's E-911 system. Continuous maintenance was essential and as a result Lucent Technologies
should be compensated for the provision of these services during this period of time.
BACKGROUND
The City of Miami's Police Communications Center handles in excess of 800,000 calls for service,
annually, of which 520,000 are generated through 911. In order to manage this large volume of
calls, the City currently uses an automatic call distribution system driven by a Lucent G3I phone
switch. The system includes the G3I phone switch, D4 channel banks, Epic ANI controller and
ALI MUX, Call Management System, phone sets, TDD rectifiers, headset adapters, headset jacks,
printers and monitors. Due to the exigent nature of the service provided, this equipment is
monitored remotely by Lucent Technologies, Inc. Additionally, a prompt response from Servico-
Technicians is required when failures occur. The maintenance contract will provide 24-hour
remote monitoring and complete maintenance of the E-911 system for the Communications Center
located at the Miami Police Central Headquarters Building and the back-up site located at the Fire
College.
99- 538
The Honorable Mayor and Members
of the City Commission
Page 2 of 2
A sole source purchase is requested as no other entity currently provides remote 24-hour
monitoring of the Definity G3I phone switch nor can they service same, as the technology and
software contained therein are proprietary to Lucent Technologies.
DHW: WEO:ll
99- 538
4 .,
TO: Judy Carter, Director
Department of Purchasing
FROM:
Pamela E. Burns
Sr. Procurement Contracts Officer
CITY OF MIAMI, FLORIDA 49
INTER -OFFICE MEMORANDUM
DATE: July 7, 1999
FILE :
SUBJECT: Sole Source Request for
E-911 Maintenance Services
REFERENCES:
ENCLOSURES:
An investigation was conducted to determine whether Lucent Technologies, Inc., through its Public Safety
Systems and Business Communications Systems, a non -minority / non -local vendor, located at 2600Warrenville,
Lisle, I1 60532, is the sole source provider for maintenance services for its E-911 emergency system for the
Communications Center located at the Miami Police Central Headquarters Building, and the back-up site located
at the Fire College. The Police Department is seeking a one (1) year contract, with the option to renew for two (2)
additional one year periods, at the City's option. The initial annual cost for these services shall not exceed
$129,624.00. The Department further is seeking approval to authorize an increase in an annual amount not to
exceed 5% following the initial year, subject to negotiation. Funding, in an amount not to exceed $129,624.00 for
the initial year, is available from the E-911 Special Revenue Operating Budget, Account Code No.
196002.290461.6.670.
The Police Department is seeking these services as the Communications Center handles in excess Of 800,000
annual emergency calls for service, of which 520,000 are generated through 911 system. The City uses an
automatic call distribution system driven by a LucentG3I phone switch, which includes D4 channel banks, Epic
ANI controller and ALI MUX, Call Management System, and various other equipment. The Department reported
the above equipment is monitored remotely by Lucent Technologies, Inc., and that no other firm can provide
remote monitoring and maintenance of the Definity G3I phone switch as the technology and software are
proprietary to Lucent Technologies.
I contacted Mr. Jim Di Napoli from Lucent Public Safety Systems. In writing and by telephone, he advised the
equipment purchased by the City a number of years ago was proprietary to Lucent, and that no one else can
maintain their equipment nor monitor the equipment from a remote site. He reported Lucent has provided this
service for a number of years, and Lucent is the sole provider of the software and maintenance support services
for the Definity G3I, Call Management, and the EPIC E911 systems. Because of the nature of the services to be
provided to the City on its various equipment, to his knowledge this same service is not being provided to any
other entity in the country.
Accordingly, I am recommending that the requirements for competitive bidding be waived, and these findings be
approved: Lucent Technologies, Inc:, through its Public Safety Systems and Business Communications Systems,
is the sole source provider of maintenance and remote monitoring services for the E-911 emergency system.
Funds are available from the E-911 Special Revenue Operating Budget, Account Code No. 196002.290461.6.670,
in an initial annual amount of $129,624.00.
APPROVED B DATE:
udy S. a r, Dir ct r
Chief Procurement O icer
CITY OF MIAMI, FLORIDA
TO: Donald H. Warshaw
City Manager
FROM: Judy S. C
INTER -OFFICE MEMORANDUM
DATE: July 7, 1999
SUBJECT: Sole Source Request for
E-911 Maintenance Services
REFERENCES:
ENCLOSURES:
FILE :
An investigation way conducted by the staff from the Department of Purchasing to determine whether Lucent
Technologies, Inc., through its Public Safety Systems and Business Communications Systems, a non -minority /
non -local vendor, located at 2600 Warrenville, Lisle, I1 60532, is the sole source provider for maintenance
services for its E-911 emergency system for the Communications Center located at the Miami Police Central
Headquarters Building, and the back-up site located at the Fire College. The Police Department is seeking a one
(1) year contract, with the option to renew for two (2) additional one year periods, at the City's option. The initial
annual cost for these services shall not exceed $129,624.00. The Department further is seeking approval to
authorize an increase in an annual amount not to exceed 5% following the initial year, subject to negotiation.
Funding, in an amount not to exceed $129,624.00 for the initial year, is available from the E-911 Special Revenue
Operating Budget, Account Code No. 196002.290461.6.670.
The Police Department is seeking these services as the Communications Center handles in excess of 800,000
annual emergency calls for service, of which 520,000 are generated through 911 system. The Department
reported its equipment is monitored remotely by Lucent Technologies, Inc., and that no other firm can provide
remote monitoring and maintenance of the Definity G31 phone switch as the technology and software are
proprietary to Lucent Technologies.
Staff contacted Mr. Jim Di Napoli from Lucent Public Safety Systems. In writing and by telephone, he advised
the equipment purchased by the City a number of years ago was proprietary to Lucent, and that no one else can
maintain their equipment nor monitor the equipment from a remote site. He reported Lucent has provided this
service for a number of years, and Lucent is the sole provider of the software and maintenance support services
for the Definity G3I, Call Management, and the EPIC E911 systems. Because of the nature of the services to be
provided to the City on its various equipment, to his knowledge this same service is not being provided to any
other entity in the country.
Accordingly, I am recommending that the requirements for competitive bidding be waived, and these findings be
approved: Lucent Technologies, Inc., through its Public Safety Systems and Business Communications Systems,
is the sole source provider of maintenance and remote monitoring services for the E-911 emergency system.
Funds are available from the E-911 Special Revenue Operating Budget, Account Code No. 196002.290461.6.670,
in an initial annual amount of $129,624.00.
AP OVED BY:
nald H. Warshaw
City Manager
DHW/BWH/JSC/peb
Date:
99- 538
0 CITY OF MIAMI, FLORIDA 0
TO: Judy S. Carter
Director
Purchasing Department
FROM: William E. O'Brien
Chief of Police
INTER -OFFICE MEMORANDUM
DATE:
FILE: LEG 7-2
JUL 0 .91999
SUBJECT : Finding of Sole Source
REFERENCES: E-911 Maintenance Services -
ENCLOSURES: Lucent Technologies, Inc.
The Police Department is requesting a sole source finding for the provision of maintenance
services, with Lucent Technologies, Inc., through its Public Safety Systems and Business
Communications Systems, to provide continuous remote monitoring and complete maintenance of
the E-911 system for the Communications Center located at the Miami Police Central
Headquarters Building and the back-up site located at the Fire College, in an annual amount not to
exceed $129,624 (10,802 monthly).
The terms of the contract will provide for a one (1) year period with the option to renew for two (2)
additional one-year periods at the City's sole discretion, and providing for an increase not to exceed
5% annually, subject to negotiations by the City.
The coverage includes the following equipment: G3I phone switch, D4 channel banks, ANI
controller, ALI MUX, call management system, phone sets, TDD rectifiers, head set adapters,
headset jacks, printers and monitors. The contract costs are $10,802 monthly or $129,624
annually.
A Sole Source purchase is requested as no other entity currently provides remote 24-hour
monitoring of the Definity G3I phone switch nor can they service same, as the technology and
software contained therein are proprietary to Lucent Technologies.
Attached is a letter from Jim Di Napoli of Lucent Technologies Public Safety Systems, verifying
that Lucent Public Safety Systems located at 2600 Warrenville Road, Lisle, IL 60532, (630) 979-
9922, is the sole source for the provision of maintenance/support services.
99- 538
Judy Carter, Director
Purchasing Department
Page 2 of 2
Your attention to this matter is greatly appreciated.
WEO:ll
•
CITY OF MIAMI, FLORIDA
Judy S. Carter
TO: Director
Purchasing Department
FIR 1 liam E. O'Brien
Chief of Police
INTER -OFFICE MEMORANDUM
LEG 7-2
DATE: FILE:
SUBJECT: Sole Source Acquisition
REFERENCES: E-911 Maintenance Services -
Lucent Technologies, Inc.
ENCLOSURES:
The Police Department has verified, with the Office of Budget & Management Analysis, that funds
are available to cover the provision of maintenance services, under contract with Lucent
Technologies, Inc., for a total annual cost of $129,624 (10,802 monthly). Funding is available
from the E-911 Special Revenue. Operating Budget, Account Code No. 196002.290461.6.670.
BUDGETARY REVIEW & APPROVED BY:
�• r�''�` �P 23� 1 i
Luie L. Brennan, Interim Director
Office of Budget &Management Analysis
WEO:ll
cur of Mh d
YenegmeM & Budget
Date L - Z 3 -19
Time S' 00 ( AM M)
Amount of $ /3 -3 %�is
available in account number:
199-o1.
VerHied by: SIGNATURE
99- 538
TO
FROM
•
Judy S. Carter
Director
Purchasing Department
William E. O'Brien
Chief of Police
CITY OF MIAMI, FLORIDA •
INTER -OFFICE MEMORANDUM
-�
DATE: jui Q FILE: LEG 7-2
SUBJECT: Sole Source Acquisition
REFERENCES: E-91 1 Maintenance Services -
ENCLOSURES: Lucent Technologies, Inc.
The Police Department has verified, with the Office of Budget & Management Analysis, that funds
are available to cover the payment of accrued charges commencing April 1, 1999 through July 31,
1999, for continued maintenance services for the City's E-911 system, from Lucent Technologies,
Inc., in an amount totaling $43,208. Funding is available from the E-911 Special Revenue
Operating Budget, Account Code No. 196002.290461.6.670.
BUDGETARY REVIEW & APPROVED BY:
g �9/9�
Luie L. Brennan, Interim Director
Office of Budget & Management Analysis
WE0:11
car d �d
r�.0 m nt a
Date - -
Time s
Amount of $ /3 7,
available in account number:
/ % oo 2. Z 9 o�G/. 63y�o. 6 7D) y
1ArIINd by: SIO11101111W
SENT BY : BUDGET LTV I T ; 7 - 1- 99 :10 : 28AM ;CITY OF M I AM I POLICE, PROCLREN ENT MGMT.2" 2
L ouch TiRthnoloyies
self labs 0
May t 8,1999 trenovstbia
Public saiay systems
2600 Wwrmvitle Road
Lisle IL, 60332
Phone: 630.979-0634
Fax:630-224-6012
To: Officer Bill Bishop
Miami Police Department
P.O. Box 016777
Miami, FL 33101
Subject: System Application Software and Support Services
Please be advised that, to the best of my knowledge, Lucent Technologies is the sole
provider of the Application Software and associated Software Maintenance/Support
Services for the Definity G3I, Call Management , and EPIC E911 systems.
Jim Di Napoli
Lucent Public Safety Systems
630-979-0634
99- 538
Mi=+Y-2E.-99 12 :49 F'M PUBLIC SAFETY SY ;TEMS Q224E.,01
. N
Lucent Tochnologies
May 26, 1999 SPA I ah< Innovations
Public Safety Systems
2600 Warrcnvillc Road
Lisle IL, 60532
Phone:630-979-0634
Fax: 630-224-6012
To: Officer Bill Bishop
Miami Police Department
P.O. Box 016777
Miami, FL 33101
Subject: Lucent Technologies Maintenance Service Charges
Our records indicate that, other than the pending maintenance agreement, the City of
Miami currently does not owe Lucent Public Safety Systems for any unpaid maintenance
services for the EPIC: system. I also requested Lucent NctCare/BCS to review their
records for any unpaid maintenance invoices pertaining to the Definity G3I. I will let
you know if they find any.
Assuming there are no outstanding invoices, you owe us for the first two months (April
1999 and May 1999) of the pending maintenance agreement. The amount owed is
$21,604.
Regards,
4 71,r
Jim l)i Napoli
Lucent Public Safety Systems
630-979-0634
P . 0
90- 538
® CITY OF MIAMI, FLORIDA 0
INTER -OFFICE MEMORANDUM
Lam_
� ? /% !4
TO: Walter J. Foeman DATE : J u i 0 8 1999 FILE: ' LEG 7-2
City Clerk
SUBJECT: Request to Publish Notice for
Public Hearing
FROM: Major Jorge L. Manre a� REFERENCES:
Commander ENCLOSURES:
Business Management Section
Please make arrangements to publish a Notice of Public Hearing for objections to the waiving of
the requirements for formal sealed bids for the provision of maintenance services, for the
Department of Police, to provide continuous remote monitoring and complete maintenance of the
City's E-911 system, from Lucent Technologies, acting through its Public Safety Systems and
Business Communications Systems. Attached is the advertisement.
The date and time of this public hearing will be 27 at /y' dy am.
APP
Elvi G. Alonso
Agenda Coordinator
JLM:11
Attachment
99- 538
CITY OF MIAMI
NOTICE TO THE PUBLIC
A ublic hearing will be held by the City Commission of the City of Miami, Florida on
_�> at fC,1 , r/y a.m. in the City Commission Chambers at City Hall,
00 P American Drive, Miami, Florida, for the purpose of waiving the requirements of
obtaining sealed bids for the provision of maintenance services, for the Department of Police, with
Lucent Technologies, Inc., through its Public Safety Systems and Business Communications
Systems, located at 2600 Warrenville, Lisle, IL 60532, (630) 979-9922, to provide continuous
remote monitoring and complete maintenance of the City's E-911 system, in an annual amount not
to exceed $129,624.
Terms of the contract will provide for a one (1) year period with the option to renew for two (2)
additional one-year periods at the City's sole discretion, and providing for an increase not to exceed
5% annually, subject to negotiations by the City.
Inquiries from other potential sources of such a package who feel that they might be able to satisfy
the City's requirements for this item may contact Captain Patrick F. Anderson, at the City of
Miami Police Department at (305) 579-6436.
99- 538
•
•
AWARD
SOLE SOURCE 98-99-163
ITEM: E-91 1 Maintenance Services
DEPARTMENT: Police
TYPE OF PURCHASE: Term Contract
REASON: This service from Lucent Technologies, Inc.,
through its Public Safety Systems and Business
Communications Systems, is needed in order to
provide maintenance services to its E-911
emergency system for both the Police
Communications Center and the back-up site
located at the Fire College. In order to manage
the large volume of calls, the City currently uses
an automatic call distribution system driven by a
Lucent G31 phone switch, along with other
technologies. This maintenance contract will
provide 24-hour remote monitoring and
complete maintenance of the E-91 1 system for
both sites.
RECOMMENDATION:
Award Sole SourceLucent911Maintenance
It is recommended that award be made to
Lucent Technologies, Inc., through its Public
Safety Systems (non-local/non-minority), for
the acquisition of E-91 1 maintenance services,
for one year, with the option to extend for two
additional one year periods, at an initial annual
amount not to exceed $129,624.00;
authorizing an increase in the annual amount not
to exceed 5% annually after the initial year,
subject to negotiation. Funding is available from
the E-91 l Special Revenue Operating Budget,
Account Code No. 196002.290461.6.670.
99- 538