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HomeMy WebLinkAboutR-96-0626J-96-1017 8/19/96 RESOLUTION NO. 9 6- 626 A RESOLUTION BY A FOUR -FIFTHS t4/5THS! AFFIRMATIVE VOTE OF THE MEMBERS OF THE CITY COMMISS10N, AFTER A DULL' ADVERTISED PUBLIC HEARING, RATIFYING THE CITY MANAGER'S FINDING OF SOLE SOURCE: WAIVING THE REOUIRENMENTS FOR COMPETITIVE SEALED BIDS AND APPROVING THE ENGAGEMENT OF MO'tOROLA, INC., FOR THE. ACQUISITION AND INSTALLATION OF A 91-DIRECTIONAL AMPLIFIER SYSTEM TO BE INSTALLED AT THE JAtA KSON MEMORIAL HOSPITAL RYDER TRAUMA CENTER, FOR THE DEPARTMENT OF FIRE -RESCUE, AT A TOTAL PROPOSED COST OF $21,231.00; ALLOCATING FUNDS THEREFOR FROM THE LEPARTMEN'T OF FInE-RESCUE ACCOUNT CODE NO. 280401-650; AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE A PURCHASE ORDER FOR THIS ACQUISITION. WHEREAS. In December, 1995 the City of Miami dismantled a radio tower and repeater at the former Radio Shop; and the loss of said radio tower and repeater has caused a critical loss of, communication between Miami Fire -Rescue Emergency Units and their Medical Controi at Jackson Memorial Hospital Ryder Trauma Center; and 1 WHEREAS, the contract between the City of Miami and its Medical Director requires radio medical control; and loss of radio transmissions during patient treatment and y tr&nsport can adversely affect :patient safety and well being; and E p WHEREAS, to restore communications there exists a need to duplicate within f. Jackson Memorial Hospital Ryder Treums Center the internal antenna system installed by Motorola Inc-. in 1965; and WHEREAS this effort can best be done by Motorola, Inc. to preserve the duality and reliability of, the operation, and insure timely and appropriate interfacing with the existing an Commss"ON MEETING OF SEP1219 -1% Aswaluaioa 1Nfa Cl— 2b communications systems and the 800 mhz Motorola radios in use by the City of Miami since 19e.5., and WHEREAS, the City Manager and the Chief Procurement Officer recommend that the squire ments for competitive formal sealed bids be waived and the acquisition of said equipment from Motorola Inc. be approved; NOW1t, 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 sat forth in this Section. Section 2. By a four -fifths (4/5ths) affirmative vote of the members of the City Commission, after a duly advertised public nearing, ratifying the City Manager's finding of sole source, waiving the requirements for competitive sealed bids and approving the engagement of Motorola. Inc., for the acquisition and installation of a bi-directional amplifier system to be installed at the Jackson Memorial Hospital Ryder Trauma Center, for the Department of Fire -Rescue, at a total proposed cost of $21,231.00, with funds therefor hereby allocated from the Department of Fire -Rescue Account Code No. 280401- 850. Section 3. The City Manager is hereby authorized to instruct the Chief Procurermant Officer to issue a purchase order for said acquisition. Section 4. This Resolution shalt become effective imrrtediately upon its adoption. 2 96. 626 a PASSED AND ADAPTED this 12thday of September , 1996. **6LLa" MAYOR ATTEST: .. i CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM 13 TC : Honorable Mayor and DATE AW ? 7 1996 r��E Members of the City Commission SUBJECT Ryder Trauma Center FROM:fd,T C� d3 REFERENCES City r ENCLOSURES: 1\.i`iCONMNDA fi ION: It is respectfully recommended that the City Commission approve the waiving of regtdrements for competitive sealed bids and award the sole source procurement of a Bi-directional active antenna system from Motorola, Inc. at a total proposed cost; of $21,231.00. Funds are available from the Department of Fire -Rescue Account code No. 280401-850 BACKGROUND: The Department of Fire -Rescue has a contract with the Public Health Trust which allows treatment and transport of exitically ill and injured patients to the Ryder Trauma Center. An inherent part of this contract is the radio communication between Miami Fire -Rescue units in the field and the Medical Advisor. In December, IL995 medical control communications 'between the Medical Advisor at the Ryder Trauma Center and, the City of Miami Fire R.erscue units fell to an unacceptable level. Upon investigation, it was discovered that this problem began when -the receive site at' the City of Miami. Municipal Shop was dismantled, clue to a' need to relocaie the tower. This tower site had been compensating for the lack of an internal (antenna system at. the Ryder Trauma Center. To restore communications, there exists a need to duplicate within Ryder Trauma Center the internal antenna system designed and .installed by Motorola Inc. in 1985. To preser ire the quality and reliability of the operation, and insure timely and appropriate interfacing with the existing communications systernro and the 800 mhz Motorola radios in use 1►y the City of I,Iiami. since 1985; this effort, can best be done by Motorola, Inc. Every day that goes, by without resolution increases the risk of medical error, either by omission or commission of specific treatments without physician supervision. Medical control by the Medical Advisor is absolutely essential. 96- 626 1 CITY OF MIAMI. FLORIDA INTER -OFFICE (MEMORANDUM To Judy S. Carter WE August 13, 1996 FILE Chief Procurement Officer Finance Dept. / Procurement Division su Eet . Ryder Trauma Centex j� Active Antenna System FFtCtAA : REFERENCES 4 e1 me eZ, Director ENCLOSI��iES , Department o ire -Rescue This, department has verified that f ndiag is available to cover the coat o3 the above subjea in the amount of: $ 21, 231.00 from the Department of Fire -Rescue 'budget, Account Code 280401-850. =GETARY REVI W 4biB APPFOVAL BY - Director Department of Finance 96— 626 a r CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Cesar H. Olio DATE . August 14, 1996 FILE City Manager SUSJFCz . Ryder Trauma Center grmerne Ache Antenna System FROM : Director REFERENCES aki:��t +�'ire- .eseue ENCLOSURES: n ' In, Dremffiber, 1995 medi^al control communications between the Medical ,Advisor at the Ryder Trauma Center and the City of Miami Fire Rescue twits fell toan t>na ptadile level. Upon investigation, .it was discovered that this problem began when the receive site at the City of Miami Municipal Shop was dismantled, due to a n"d to reltvate the tower. TIAs tower site had been compensating for the lack of an' inttemal antenna aystpm at the Ryder Trauma Winter. To restore communications, there exists a need to duplicate within Ryder 'IY unia Center the internal antenna cyst im designed and installed by Motorola Inc. in"1985. To preserve the .duality and reliability of the operation, and insure timely and appropriate interfacing with the e3dsting communications cyst-ms and the 800 mhz ldotprola radios in use by the City of Miami since 1985; this effort can beat be done b Motorola, t t g y increases the risk of medical en -or, either y �'.ve day that goes b without resolution by omission or commission of spec treatments -ithsrut phi*aioian supervision. it 62 ti TO: Dudy S. Carter Chief Procuremelt Officer CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM IDAIT : August 15, 199E SUBJECT - Sole Source: Ryder Trauma Center Active Antenna, System I 0AOt.1:��" REFERENCES a Er Bum. S Sr. prWourement Contracts Officer ENCLOSURES: FILE: An investigation wit,. conducted to determine whether Motorola, Inc., a non-minoritylnon-local vendor located in Ft. Uuderdi0e, Florida, is the sole source provi&r of a Eli -directional fictive antenna system to be located at the Ryder Trauma C viter, as requftted by the Depament of, Fire -Rescue. r . Contact was, initiali� made with, Deputy Fire Chief Tracy Jackson and Captain Jerry Guard$srrama of the Department of fire -Rescue. I was advised that the Department needed to acquire a bi-directional active antenva system to replace the ivaterr l antenna systew designed and inidelly in toned in 1985 by Motorola, Inc. at the City's Municipal Shop Tract. As this tract was sold to Jackson Me mans al Hospital, per resolution No. 95405, the City Commission approved the; finding of a sole soup= and the engagement of Motorola, ,Inc. for the relocation to a new location for the City's 800 MHz Smartnet Trunked Communications. System. ,As it r:sult, it was discowned that when the "receive" site at the City of Miami Municipal Shop was dismantled due to a need to relocate the tower, the radio communimlon between the Miami Fire -Rescue units in the field and the Medicasl Advisor at the Ryder Trauma Center fell to levels deemed to be "unacceptable." Correspondence between the'Deprtment and die Ryder Trauma Center report problerns'in die transmission and reception which occurs between the Trauma Center and the hand-held Motorola radios maintaffiW by medical personnel of the Department of Fim-ftwxe in the field. It was agreed by both parties that it was imperative that. this trs nibsion and reception in the field be immediately cortectod. At the present time, the City is utilizing 800 MUZ radios and a communication system that was designed and patented by Motorola, Inc., and previously deemed by the City as a sole source. The estimated amount for the procurement, including installation, of a Bi-directional active antenna system from Motorola, Inc. is at a total proposed cost of $2.1,231.00. Funds are available fron the 'Department of Fire -Rescue, AV.-ount Code No. 80401--850. Therefore, I am recommending that the requirements for competitive bidding be w ived and the i►blove findings be approved., that A9otmla6 Inc. is the .sole provider of the bi-diroctiorial Active Arnanna System to lie lamed at the Ryder ' TYauma Center for the department of Fire -Rescue. "PROVED: A, );r-' Judy S. Carter Chief Procurement Officer DATE:-7 cc: hfmohar S. Sumna, Assistant Chy Manager Chief C.A. Ciinme;nez, Director Olga Rautirez, Assiont City Attorney 96- 62 CITY OF MIAMI, FLOR DA f INTER -OFFICE MEMORANDUM f Judy S Carter August 14, 1996 TO : OATE : FILE. Chief Froewmment Officer ance/Procuiement Division Ryder Traub Center iiepQie SUBJECT . Active Antenna System FROM : Depx e-Rescue REF15RENCES ENCLOSURES* I am requesting a finding of Sale Source for the design and installation of a Bi- Directional Amplifier system, to be totally compatible with the Motorola 800 tm. j Radios and communications systems currently in use by ties Department In December, 1995 medical control communications between the Medical Advisor at the Ryder Trauma Center and the City of Miami Fire Rescue units fell to an unacceptable level. Upon investigation, it was discovered that this problem began wheln the receive site at the City of Miami Municipal Shop was dismantled, due to a need to relocate the tower. This tower site had been compensating for the lack of an interned, :antenna system at the Ryder Trauma Center. To restore communications, L communications, here exists a need to duplicate witiun Ryder'I'rauma Center the internal antenna system designed and installed by Motorola Inc. in 1985. To preserve the quality and reliability of the operation, and insure tamely and appropriate interfacing with the existing communications syst-.ms and the 800 mhz Tv oiorola radios an use by the City of Miami since 1985; this effort can best be done by Motorola, Inc. Every dray that gees by'without resolution increases the risk of medical error, either by omission or commission of specific treatments without physician supervision. Ydur prompt atteatlon as appreciated, FINDING OF SOLE SOURCE ,APPRi1M: I) Judy S. Canter Chief Procurement Officer Bate 4 96- 626 9 it C4TY OF WWI FLORIDA INTEROFFICE MEMORANDUM TO 1 Cesar H. Odio DATE : Augm4it 15, 1996 FILE City ivlatiagtr j SUBJECT: Sole Source: Ryder Trauma /1, Center Active Antenna System r FROM Judy S. Carter REFERENCES Chief Procurement Ofeer ENCLOSURES: An invcttigation was .conducted by procurement staff to determine whether Motorola, Inc., a non-minority/non-local vendor located in Ft. Lauderdale, Florida, is the sole source provider of a bi-directional active antenna system to be located at the Ryder Tra=a Center, as requested by the Department of Eire -Rescue. Contut was made by staff with Deputy Fire Chief Tracy Jackson and Captain Jerry Guardarranta of the Department of Fire -Rescue. This office was advised that the Department nerled to acquire a bi-directional active antenna system to replasa the internal antenna system designed and initially installed in I985 by Motorola, Inc. at the City's Municipal Shop Tract: As this tract was sold to Jackson Memorial Hospital, per Resolution No. 95-805, the City Commission approved the finding of a soli: source and the engagement of Motorola, Inc,, for the relocation to a new location for the C'ity's 800 MHz Srnartnet Trunmked Communications System. Thereafter, it was discovered that when the "receive" site at the City of Miami Municipal Shop was dismantled due to a , need to relocate the tower, the radio communication between the Miami Fire -Rescue units in the Field wid the Mediml Advisor at the Ryder Trauma. Center fell to levels deemed to be "unacceptable." There have been pn)blems in the transmission and reception which occurs between the Trauma Center and the hand -Meld Motorola radios maintained by medical personnel of the Ik;partment of Fire -Rescue in the field. Iri order to correct the ,probletn, the solution is to install the bi-directional active antenna system as it is the only egUipruent corapatilile`with the weisting City equipment And the 800 MHz system. This will ensure appropriate inteifacuig with the existing Motorola,, Inc. communication systems. At the present time, the City is utilizing 800 MHz radios and a communication system that was designed and patented I+y h4otordle, Inc:., and previously deemed by the City as a sole source. The estimated W.ouri for the procurement and installation of a Bi-direction:.( active antenna system from Motorola, Inc. i, at a total proposed cost of S21,231.00. Funds are available from a Depamrent of Fire -Rescue, Account Cade No, 280401-350, APPROVED: Cesar H. Odio DATE: Enclosure cc: MAnGhar S. Surans, Assistant City Manager a MEMORANDUM TO: Chief Carlos Gimenez City of Miami Fire Department FROW. Kathleen Schrank, MD I/ Medical Director J-0 DATE; December 29, 199E SUBJECT: RADIO COMMUNICATION MALFUNCTIONS I mu $t exibress my sung concern regarding the malfunction of medical coin munications between Jackson Memorial }hospital radio physicians"ar)d City of Miami Fire Rescue crews. As you know, we are having great difficulty, transmitting from JMH, and to a lesser extent, we are having difficulty receiving calls from the field. This has gone on for 3 weeks with no end in sight. Transmission from the Ryder Trauma Center; where our first response'Ohysician is stationed, is particularly bad. Transmission is also frequently impossible from the Medical ER and Surgical ER areas, where the Medical Advisor is usually stationed.Often, the crews cannot hear -the physicians orders for medications, treatment, and transport -sometimes they cannot even hear that JMH has tried to respond. From our and, reception of the crewrsr calls is prone to fade out during their description of the patients status. This began on Thursday, December 7, at about the same time that the "receive site" , at the Miami Radio Shop behind JMH was dismantled. Capt. Joe Fernandez and I 'net wtthithe Radio Shop personnel, and toured JMH. They found that the Ryder Trauma Center base station had never been connected to the amplification equipment in the Emergency Care Center, and thus functions poorly without the support of the receive site, but they were unable to reproduce the problems I reported from the Medical ER and, Surgical ER areas (those problems are significant and DO continue). Subsequently„ they added temporary antenna wire J'o the Ryder Trauma Center base ,station, and fixed the Surgical ER base station. However, there is nothing that they can do rfor the handheld radios, which are what we physicians all depend upon. The radio physicians are not usually within reach of the base stations, so their use will also be difficult. We continue to await an evaluation by Motorola. I remain pessimistic that conreection of the Trauma Center base station to the Emergency Cars Cemer equipment will resolve this, because the Medical and Surgical, ER's are not good Gaither, but will await Motorola's determination. I understand that the intermittent nature of the problem is confounding some of the ar•'cempts; to, determine hour/ to fix it, but the problem is frequent enough that it is occurring repeatedly every day. Monitoring of the B channel for even a ferry hours wil( reveal multiple problems. Calls now are often being answered by Lt. Dunn, our 96- 626 13 I Quality Assurance Officer, and by Pam Farber, our Paramedic Instructor. I am able to . transmit from my home, but often cannot do so from many office at JIVIH. We have explored time possibility of hiring our doctors to answer the radios from thelr homes when off duty, but the range now seems much smaller than before. I have only one other radio physician who can answer from home, .and obviously she and I are not able to take over that role alone. In fact, I am unable to commit to be on the radio , from hoine at this hrne due to a critical illness in many mother.. r II'm City of Miami must give this problemn the highest possible priority. Every day that goes by without resolution Increases the risk of medical error,.either by omission or corivnission of specific treatments without physician supervision. Medical control by ma radio physician is absoiutoly essential, despite the presence of our written protocols. This is especially true now, due to the .system -wide personnel changes that acc erred � --- a- —_ A "-r'L sR_— —.—A.- iA/... L.—..— w.w..•.:--•....--:----.4 w.- w.xus ' ' ' rf N: DEPARTMENT: TYPE OF PURCHASE: AWARD OF BID ACTIVE ANTENNA SYSTEM TO BE USED AT THE RYDER TRAUMA CENTER FIRE -RESCUE SINGLE PURCHASE RF,.ASON: The purchase of a bl-direritlonal active antenna system Is needed between Miami Fire -Rescue units in the field and the Medical Advisor to restore complete communications between the two pardes following the dismantling, of, the antenna located at the aty's Municipal Shop Tracts. To preserve the cIualky and reliability of t e operadori and to Insure timer► and appropriate lateffacing with die existing Motarola, Inc. cosrsm unkad ns systems, a seed exists to ;duplicate within the Ryder Trauma Center the Internal antenna system originally designed and installed by Motorola, Inc. RECOMMENDATIOW It is recommended that award be made to Motorola, Inc., a non -minority, non -local vendor at a proposed purchase amount of $21,231.00. Aj Chief Procurement Officer f �" ®ate CITY OF MIAAAI, FLORIDA INTER -OFFICE MEMORANDUM r DATE .,ku st 13, 19913 FILE JVa�tts�r 1�oe��Ixe f'a C-Ity Clerk WSJECT Sole Soarer .Ad , September 12, 1996 Commission Agenda REFERENCES .- e� , DireG i ENCLOSURES tepkartmen'e o Rescue Please make arraagements to publish a Notice of Public Hearing for discussions - pertaining to ratifying the City Manager's vole so awardtea Motorola, Inc, . The ,public hea ing has been scheduled for: 4P7n '~ Iva Ga. tegm �r Agenda Coordinator '1,J.-bw 96 626� CITY OF May FLORIDA laT®`IICE OF FUELIC HEARING A public heiiing will be held by the Commission of the City of Miami, Florida on 1996 at 9:00 a.m. in the COmmission Chambers at City. Hall, 3500 Pan. American Drive., Miami, Florida for the purpose of considering a waiver of the requirements, of obtaining sealed bids for the engagement of Motorola In..., subject to a finding of sole source by the CW.ef Procurement, Officer, confirmed by the City Manager, to pxvvide the installation of a Bi-Directional Amphfies System for the Department of `ire -Rescue at a total proposed cost of U1,231. All interested persons are invited to appear and may be heard coAcerning this matt sr. Should any person desire to appeal any decision of the City Commission with, respect to any matter considered at this hearing, that, person shall ensure: that A verbatim,, record of the proaedings is made, including all testimony arid'. evidence - upoan which any appeal may be. based. Walter F'oeman City Clerk I`�Iiami, r'lorxda i f, i i .