HomeMy WebLinkAboutR-83-0115J-82-93 # f
RESOLUTION NO. t? 1Y a.., .A- jL
A RESOLUTION ACCEPTING THE PROPOSAL OF
COMMUNICATION SERVICES, INC._ TO DEVELOP A
MASTER TELECOMMUNICATIONS PLAN FOR THE
CITY OF MIAMI; FURTHER ALLOCATING A MAXI-
MUM OF $35,000.- FROM CAPITAL IMPROVEMENT
PROGRAM FUNDS; AND AUTHORIZING THE CITY
MANAGER TO ENTER INTO AN AGREEMENT WITH
SAID FIRM.
WHEREAS, eight proposals were received on July 19, 1982 for
qualification of an independent telecommunications consultant to
develop a City -Wide Master Telecommunications Plan; and
WHEREAS, it has been determined that the City Telephone Service
has become increasingly deficient due to the ever increasing and
changing organizational structures, functions, and growth; and
WHEREAS, the Centrex System was implemented in 1975 and at the
present time offers a minimally acceptable level of service and
growth potential; and
WHEREAS, it was decided by the Users Committee that a need
exists for a City -Wide Master Telecommunications Plan; and
WHEREAS, the purpose of the plan is to provide the City with
a recommended plan of action for upgrading present and future tele-
communications services as required by City users; and
WHEREAS, the Selection Committee has determined that the three
following firms are highly qualified to perform the required ser-
vices, 1) Communications Sciences, Inc. 2) TCS Communications Con-
sultants, 3) Booze, Allen & Hamilton, Inc.; and
WHEREAS, the above order of selection is based upon initial
proposals, presentations and final proposals by the firms; and
WHEREAS, funds in the amount of $35,000.-- have been budgeted
in the Capital Improvement Program (Coordinated City -Wide Tele-
communications System).
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. That the proposal by Communication Services Inc.to pro-
vide the City of Miami with a recommended plan of action for upgrad-
ing present and future telecommunications services, is accepted at
a cost not to exceed $35,000.00.
CITY COMMISSION
to rEE i ING OF
F E Q 1 0 1983
RESOLUTION NO..........
REIAARKS:............................
Or
Section 2. That an amount not to exceed $35,000 is here-
by allocated from the Capital Improvement Account (coordinated
City -Wide Telecommunications System), to fund this project.
Section 3. That the City Manager is hereby authorized to
enter into an agreement with the firm of Communication Services, Inc.
to provide a recommended City -Wide Master Telecommunications Plan,
at a cost not to exceed $35,000.00.
PASSED AND ADOPTED THIS loth
A_EST:
XALPH G. ONGIE
CITY CLERK
PREPARED AND APPROVED BY:
Joe
ROBERT F. CLARK
DEPUTY CITY ATTORNEY
APPROVED AS TO FORM AND CORRECTNESS:
E R. GARCIA-PEDROSA
Y ATTORNEY
-2-
day of February, 1982.
Maurice A. Ferre
M A Y 0 R
34
11 ":iry OF !'IA1.11. FLOk10A
HT) c_ r.ser:�(_)RANDUM
To Howard V. Gary
City Manager
GATE
SUBJECT
r C. E. o , Dir#icle
FF.F EFEI2CES.
Building and VMaintenance Department
F `JCLCSURES
BACKGROUND
October 20, 1982
FILE
Resolution on Selection of a
Telecommunications Consultant
It was decided by the Users Committee that a need exists for a City -Wide
Master Telecommunications Plan. The purpose of this plan is to provide
the City with a recommended plan of action for upgrading present and
future telecommunications services as required by City users.
In order to maintain efficient modern communications between and within
the City departments, the public,and other agencies, a definitive City -
Wide Telecommunications plan must be developed and adhered to in the
future. The plan must be realistic with options based upon flexibility,
equipment availability, initial cost considerations, maintenance and life
cycle costs.
All telephone and data communication services for the City of Miami are
presently being supplied by Southern Bell Telephone Company, which includes
the following:
1. CENTREX System with 1380 lines to 90 city facilities of
which 15 are major facilities.
2. 356 special circuits for radio control, data and other
special applications.
3. Common carrier equipment and trunks for emergency 911
system.
0
City Telephone Service has become increasingly deficient due to the ever in-
creasing and changing of organizational structures, functions and growth.
Most departments have a high degree of public contact. The Centrex System was
implemented in 1975 and at the present time, offers a minimally acceptable
level of service and growth potential. Annual budget for FY 183 will exceed
$1.3 million for City -Wide Telephone and Data Services.
PAGE 1 of 5
83-1.11EP,
f:
t T
1
Howard V. Gary Resolution on Selection of a
City Manager Telecommunications Consultant
It may be necessary to competitive bid all future City telephone system
expansions and enhancements because of the existance of telephone equip-
ment and systems now being offered by numerous vendors. A legal opinion
has been requested from the City Attorney in regard to the City's present
procedures for procurement of telephone services.
The Users Committee also recommend that an independent qualified Tele-
communications Consultant develop the Master Telecommunications Plan.
RFP specifications were developed and released in June, 1982.
RFP ANALYSIS AND EVALUATIONS
A total of eight proposals were received July 19, 1982, for qualification of
an independent telecommunications consultant to develop a City -Wide Master
Telecommunications Plan. The eight proposals were from the following:
1. TCS Communications Consultants
2. Communications Sciences, Inc.
3. Commonwealth Telephone Enterprises, Inc.
4. Virginia Communications Associates, Inc.
5. Booz, Allen & Hamilton, Inc.
6. Hancock & Hannon, Inc.
7. Gordon F. MacPherson, Jr.
8. Southern Bell Telephone Company
The RFP specifications defined criteria for consultant selection. A sample
statement of work and plan were requested. Proposals were evaluated based
upon these factors.
The following four proposals were deemed unqualified:
1. COMMONWEALTH TELEPHONE ENTERPRISES, INC.: Did not meet the criteria of
paragraph 2-E whereas, consultant shall not be affiliated with any po-
tential vendor or show any bias toward any particular interconnect
company. This company does offer telephone equipment and services.
PAGE 2 of 5 '
83--115)
t 1►
Howard V. Gary Resolution on Selection of a
City Manager Telecommunications Consultant
2. SOUTHERN BELL TELEPHONE COMPANY: Did not offer a proposal and protested
the criteria as defined in paragrph 2-E (as quoted in item 1).
3. VIRGINIA COMMUNICATIONS ASSOCIATED, INC.: Did not qualify because of
limited resources and experience in this particular technology. Only
one resume was offered and a poor sample statement of work and plan was
presented.
4. GORDON F. MacPHERSON, JR.: A single consultant company with very
limited resources and capabilities. The sample statement of work and
plan was inadequate and did not meet paragraphs 2 and 3 of the RFP
specifications.
The remaining four proposals were deemed qualified. Further analysis and grading
of each proposal, established the selections of the following:
COMMUNICATIONS SCIENCES, INC.
TCS COMMUNICATIONS CONSULTANTS
BOOZ, ALLEN & HAMILTON, INC.
HANCOCK & HANNON
Hancock and Hannon was eliminated because of their limited exposure to require-
ments of local government telecommunications.
The Selection Committee, the Department of Building and Vehicle Maintenance and
the Department of Computers, decided to meet with the remaining three consultants.
Each consultant was given two hours for presentations.
After meeting with each firm, it was decided by the Selection Committee, that the
Master Telecommunications Plan be developed in phases because of initial budget
restraintsr(35,000.00 max.). The following plan was adopted:
PHASE I - would include a preliminary analysis of the City's existing tele-
communications system, estimation of the benefits and costs associated with
competitive bidding for telecommunications equipment and services, and pre-
sentation of resulting recommendations to the City Commission.
PHASE II - would be a more detailed analysis of the existing system, identi-
fication of the City's current and future needs, and identification of feasible
telecommunications system configurations that would meet the City's requirements
over time. The objective of this phase would be to develop a comprehensive
Master Telecommunications Plan for the City. The priority and sequence of
system installations within the City's facilities would be identified as a part
of the Master Plan.
PAGE 3 of 5
F,3—J11L1.Z15,
t T
Howard V. Gary Resolution on Selection of a
City Manager Telecommunications Consultant
PHASE III - would include preparation of specifications and requests for
proposals for high priority system installation, technical and financial
analysis of system proposals, and system recommendations based on the pro-
posal evaluations.
Each firm was instructed to provide a statement of work and bid based upon
Phase I activities by September 15, 19B2. Communications Sciences, Inc. and
TCS Communications bids and proposals were received on time. Booze, Allen &
Hamilton proposal was received September 21, 1982.
Communications Sciences, Inc., submitted a proposal for Phase I which offered
the most product returned for a maximum bid of $35,000.00. Communications
Sciences, Inc., offers the City many advantages which include:
1. Local Company.
2. Knowledge of local Southern Bell Telephone systems.
3. Heavy experience in local government telecommunications systems.
4. Excellent recommendations from past and present clients including
Broward County and the City of Tampa, Florida.
5. Large company and excellant staff with nationwide support from other
divisions.
TCS Communications, submitted an excellent proposal and plan for the $35,000.00
maximum bid. TCS Communications offers the City the following:
1. Very competent staff with high level of telecommunications technology.
2. Small company with a complete understanding of local government tele-
communications requirements and economics of telephone systems.
3. Definitive plan of Phase I with goals and objectives clearly defined.
Booze, Allen & Hamilton submitted a vague proposal for Phase I. Booze, Allen &
Hamilton offers the following advantages:
1. Knowledge of the City of Miami operations.
2. Large company with a high level staff of advanced degrees.
RECOMMENDATIONS
It is the opinion of the Selection Committee that all three consulting firms
are highly qualified and can provide the services required to develop a Master
City -Wide Telecommunications Plan. Based upon initial proposals, presentations
and final proposals, the following order of section was established:
PAGE 4 of 5
83-115
t
M
Howard V. Gary
City Manager
1. Communications Sciences, Inc.
2. TCS Communications Consultants
3. Booze, Allen & Hamilton, Inc.
Resolution on Selection of a
Telecommunications Consultant
C
�
It is recommended that the City Commission select,1 by resolution, one of
three frims listed above.
FUNDING
Funding for this project has been budgeted under CIP funds, Project Number
350062, Index Code 460302-240 (Coordinated City -Wide Telecommunications System).
PAGE 5 of 5
83-115-
q\ r
CITY OF MIAMI, FLORIDA _
55 INTER -OFFICE MEMORANDUM
TO Howard V. Gary DATE- January 24, 1983 FNLE
City Manager
SUBJECT: Resolution on Selection of a
Telecommunications Consultant
FROAC C REFERENCES:
Building & Ve cle Maintenance Department
ENCLOSURES.
BACKGROUND
It was decided by the Users Committee that a need exists for a City -Wide
Master Telecommunications Plan. The purpose of this plan is to provide
the City with a recommended plan of action for upgrading present and
future telecommunication services as required by City users.
In order to maintain efficient modern communications between and within
the City departments, the public, and other agencies, a definitive City -
Wide Telecommunications plan must be developed and adhered to in the
future. The plan must be realistic with options based upon flexibility,
equipment availability, initial cost considerations, maintenance and life
cycle costs.
All telephone and data communication services for the City of Miami are
presently being supplied by Southern Bell Telephone Company, which includes
the following:
1. CENTREX System with 1380 lines to 90 city facilities of
which 15 are major facilities.
2. 356 special circuits for radio control, data and other
special applications.
3. Common carrier equipment and trunks for emergency 911
system.
City Telephone Service has become increasingly deficient due to the ever in-
creasing and changing of organizational structures, functions and growth.
Most departments have a high degree of public contact. The Centrex System was
implemented in 1975 and at the present time, offers a minimally acceptable
level of service and growth potential. Annual budget for FY '83 will exceed
$1.3 million for City -Wide Telephone and Data Services.
The recent Supreme Court's decision and subsequent reorganization of the
Telephone Company into independent service and sales companies impacts the
City and its existing procurement policies with the Telephone Company. An
analysis is required to determine to what extent revenues the City derives
from franchise and utility taxes are effected. It is essential that all
aspects of the Telephone Company's reorganization and its effect upon present
and future City telephone requirements, service and revenue impact be
thoroughly investigated and documented into a Master Plan.
\4
PAGE 1 of 5
83-115
f, I,
Howard V. Gary Resolution on Selection of a
City Manager Telecommunications Consultant
It will now be necessary to competitively bid for the telephone installations.
Expansion and enhancement of the existing Centrex system can be accomplished
without competitive bidding if the cost is less than $4,500.00. This is en-
compassed in the legal opinion rendered by the City Attorney in regard to the
City's present procedures for procurement of telephone service. (Reference
attached opinion from the City Attorney.)
The Users Committee also recommend that an independent qualified Telecommuni-
cations Consultant develop the Master Telecommunications Plan.
RFP specifications were developed and released in June, 1982.
RFP ANALYSIS AND EVALUATIONS
A total of eight proposals were received July 19, 1982, for qualification of
an independent telecommunications consultant to develop a City -Wide Master
Telecommunications Plan. The eight proposals were from the following:
1. TCS Communications Consultants
2. Communications Sciences, Inc.
3. Commonwealth Telephone Enterprises, Inc.
4. Virginia Communications Associates, Inc.
5. Booz, Allen & Hamilton, Inc.
6. Hancock & Hannon, Inc.
7. Gordon F. MacPherson, Jr.
8. Southern Bell Telephone Company
The RFP specifications defined criteria for consultant selection. A sample
statement of work and plan were requested. Proposals were evaluated based
upon these factors.
The following four proposals were deemed unqualified:
1. COMMONWEALTH TELEPHONE ENTERPRISES, INC.: Did not meet the criteria of
paragraph 2-E whereas, consultant shall not be affiliated with any po-
tential vendor or show any bias toward any particular interconnect
company. This company does offer telephone equipment and services.
Page 2 of 5
83--11 i
F
Howard V. Gary Resolution on Selection of a
City Manager Telecommunications Consultant
2. SOUTHERN BELL TELEPHONE COMPANY: Did not offer a proposal and protested
the criteria as defined in paragraph 2-E (as quoted in item 1).
3. VIRGINIA COMMUNICATIONS ASSOCIATED, INC: Did not qualify because of
invited resources and experience in this particular technology. Only
one resume was offered and a poor sample statement of work and plan was
presented.
4. GORDON F. MacPHERSON, JR.: A single consultant company with very
limited resources and capabilities. The sample statement of work and
plan was inadequate and did not meet paragraph 2 and 3 of the RFP
specifications.
The remaining four proposals were deemd qualified. Further analysis and grading
of each proposal, established the selections of the following:
COMMUNICATIONS SCIENCES, INC.
TCS C0MMUNICATIONS CONSULTANTS
BOOZ, ALLEN & HAMILTON, INC.
HANCOCK & HANNON
Hancock and Hannon was eliminated because of their limited exposure to require-
ments of local government telecommunications.
The Selection Committee, the Department of Building and Vehicle Maintenance and
the Department of Computers, decided to meet with the remaining three consultants.
Each consultant was given two hours for presentations.
After meeting with each firm, it was decided by the Selection Committee, that the
Master Telecommunications Plan be developed in phases because of initial budget
restraints ($35,000.00 max.). The following plan was adopted:
PHASE I - would include a preliminary analysis of the City's existing tele-
communications system, estimation of the benefits and costs associated with
competitive bidding for telecommunications equipment and services, and pre-
sentation of resulting recommendations to the City Commission.
PHASE II - would be a more detailed analysis of the existing system, identi-
fication of the City's current and future needs, and identification of feasible
telecommunications system configurations that would meet the City's requirements
over time. The objective of this phase would be to develop a comprehensive
Master Telecommunications Plan for the City. The priority and sequence of
system installations within the City's facilities would be indentified as a part
of the Master Plan.
PAGE 3 of 5
83-115
Howard V. Gary Resolution of Selection of a
City Manager Telecommunications Consultant
PHASE III - would include preparation of specifications and requests for
proposals for high priority system installation, technical and financial
analysis of system proposals, and system recommendations based on the pro-
posal evaluations.
Each firm was instructed to provide a statement of work and bid based upon
Phase I activities by September, 1982. Communications Sciences, Inc. and
TCS Communications bids and proposals were received on time. Booz, Allen &
Hamilton proposal was received September 21, 1982.
Communications Sciences, Inc., submitted a proposal for Phase I which offered
the most product returned for a maximum bid of $35,000.00. Communications
Sciences, Inc., offers the City many advantages which include:
1. Local Company.
2. Knowledge of local Southern Bell Telephone systems.
3. Heavy experience in local government telecommunications systems.
4. Excellent recommendations from past and present clients including
Broward County and the City of Tampa, Florida.
5. Large company and excellent staff with nationwide support from other
divisions.
TCS Communications, submitted an excellent proposal and plan for the $35,000.00
maximum bid. TCS Communications offers the City the following:
1. Very competent staff with high level of telecommunications technology.
2. Small company with a complete understanding of local government tele-
communications requirements and economics of telephone systems.
3. Definitive plan of Phase I with goals and objectives clearly defined.
Booz, Allen & Hamilton submitted a vague proposal for Phase I. Booz, Allen &
Hamilton offers the following advantages:
1. Knowledge of the City of Miami operations.
2. Large company with a high level staff of advanced degrees.
RECOMMENDATIONS
It is the opinion of the Selection Committee that all three consulting firms
are highly qualified and can provide the services required to develop a Master
City -Wide telecommunications Plan. Based upon initial proposals, presentations
and final proposals, the following order of selection was established:
PAGE 4 of 5
f
1
Howard V. Gary
City Manager
1. Communications Sciences, Inc.
2. TCS Communications Consultants
3. Booz, Allen & Hamilton, Inc.
Resolution on Selection of a
Telecommunications Consultant
It is recommended that the City Commission select, by resolution, one of
three firms listed above.
FUNDING
Funding for this project has been budgeted under CIP funds, Project Number
350062, Index Code 460302-240 (Coordinated City -Wide Telecommunications System).
PAGE 5 of 5
83-ii5
f 11
�REVVd—fti V CU
MIAMI, FLORIDA
6TY OF MIAMI. FLORIDA NOV 2 31982
INTER -OFFICE MEMORANDUM OFFICE OF DIRECTOR
DE. T. OF BUILDING ANIP
C.E. Cox, Director
Building & Vehicle Maintenance
ROM �&vwz;` .IZ
Jose R. Garcia -Pedrosa
OATS: FILE -
November 19, 1982 MIA-82-58
SUBJECT: A-18 90
Legal Opinion Regarding
Telecommunications Services
REFERENCES:
ENCLOSURES:
Your request for a legal opinion raises two questions in
essentially the following form:
(I) CAN THE CITY OF MIAMI REQUEST ADDITIONAL
EQUIPMENT AND SERVICE TO THE EXISTING
CENTREX SYSTEM FROM THE TELEPHONE COMPANY
WITHOUT COMPETITIVE SEALED BIDDING?
(II) WHERE THE CITY REQUIRES NEW INSTALLATIONS
OF TELEPHONE EQUIPMENT AND SERVICES, NOT
A PART OF THE EXISTING CENTREX SYSTEM,
WILL COMPETITIVE SEALED BIDDING BE
REQUIRED?
Question I is answered in the negative in non -emergency
cases involving $4,500.00 or more, unless the City Manager
follows the charter procedures to waive competitive sealed
bidding by making a written finding with specified reasons
that competitive sealed bidding is not practicable or not
advantageous to the City, which finding must be ratified by
an affirmative vote of two-thirds of the Commission after a
properly advertised public hearing.
Question II is answered in the affirmative in non -emer-
gency cases unless the procedure to waive competitive sealed
bidding outlined above is complied with, or unless the addi-
tional equipment or services involve less than $4,500.00.
DISCUSSION
In light of the recent election at which the voters of
the City of Miami approved new charter provisions relating to
procurement, we will analyze the requirements pursuant to the
Charter as amended. In addition, there will be an implement-
ing ordinance which is in the process of being drafted and has
not yet been adopted by the City Commission. Therefore, any
conclusions premised on the implementing ordinance are tenta-
tive.
L3--11 i
I
Mr. C. E. Cox, Director -2-
November 19, 1982
Charter provision Section 53(a) dealing with procure-
ment of personal property reads as follows:
(a) Personal Property.
Any personal property, including but
not limited to supplies, equipment, mate-
rials and printed matter; may be obtained
by contract or through City labor and
materials as provided by ordinance. All
contracts for more than four thousand
five hundred dollars ($4,500.00) shall be
awarded to the lowest responsible bidder,
after public notice and using such compe-
titive sealed bidding methods as may be
prescribed by ordinance, but the city
manager or his designee shall have the
power to reject all bids. Notwithstand-
ing the foregoing, the city manager may
waive competitive sealed bidding methods
by making a written finding that competi-
tive sealed bidding is not practicable or
not advantageous to the city, which find-
ing must be ratified by an affirmative
vote cf two-thirds of the commission
after a properly advertised public hear-
ing. When competitive sealed bidding
methods are waived, other procurement
methods as may be prescribed by ordinance
shall be followed. All invitations for
bids, requests for proposals or other
solicitations shall contain a reservation
of the foregoing right to reject all
offers. Contracts for personal property
shall be signed by the city manager or
his designee after approval thereof by
the commission. This section shall not
apply to transfers to the United States,
or any department or agency thereof, to
the State of Florida or any political
subdivision or agency thereof."
Charter provision Section 3(f)(ii) dealing with services,
reads as follows:
;i
I
Mr. C. E. Cox, Director
-3- November 19, 1982
The City of Miami shall have power:
* � r
(ii) to acquire or dispose of by pur-
chase, gift or otherwise services within
or without the city and for any purposes
of.the city. '
By way of background, you have indicated that the City
utilizes a centralized switching network (Centrex) which can
accommodate most of the City's telephone needs. Presently,
the City acquires Centrex by leasing the equipment on a
monthly basis from Southern Bell, including maintenance and
repair service. You have further advised that the equipment
which Southern Bell furnishes may be either leased or bought
outright from other sources and that installation and mainte-
nance service is available through contractors other than
Southern Bell. To this extent, you have indicated that South-
ern Bell is not a single source for providing this equipment
and service, although the contrary was true in the past. Other
equipment provided by Southern Bell includes data lines, radio
control lines, and phone units which are also available from
other sources.
We have also been advised that Dade County competitively
procures telephone equipment including Centrex and that a
similar recommendation was made in March, 1982 to the City of
Jacksonville in 4 report of the Duval County Grand Jury. Of
special note, is the grand jury finding that within the
is telecommunications field there a "viable, competitive
marketplace within which the City has access to the benefits
of the competitive bidding process, i.e. achieving its best
quality at its lowest price".
The rationale and public policy behind competitive acqui-
sition on a competitive basis is the protection of the public
to secure the best results at the lowest price and to forestall
fraud, favoritism, and corruption in the making of public con-
tracts. This was enunciated by Supreme Court of Florida, in
the longstanding case of Wester v. Belote, 138 So. 721 (1931):
Laws of this kind requiring contracts to
be let to the lowest bidder are based
83--115
I
12,
Mr. C. E. Cox, Director -4-
November 19, 1982
upon public economy, are of great impor-
tance to the taxpayers, and ought not to
be frittered away by exceptions. They
originated, perhaps, in distrust of
public officers whose duty it is to make
public contracts, but they also serve the
purpose of affording to the business men
and taxpayers of the counties and other
governmental subdivisions affected by
them a fair opportunity to participate
in the benefits flowing from such con-
tracts...
The above -quoted Charter provisions establish a threshold
of $4500.00, below which competitive sealed bidding is not re-
quired. In addition, emergency purchases are likewise except
by current Code provisions. These provisions do not delineate
procedures for the procurement of services, which is a matter
being addressed in the implementing ordinance being drafted.
As currently drafted (but not approved), that ordinance also
establishes a $4500.00 threshold below which competitive sealed
bidding is not required.
Prepared by:
n J pel , Jr.
Assistant Cit Attorney
JJC/wpc/1-G
cc: Howard V. Gary, City Manager
83-115