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City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor David Dermer and Members of the City Commission
FROM: Jorge M. Gonzalez, City Manager
DATE: April 11, 2007
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER PERTAINING TO THE RANKING OF FIRMS PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 05-06/07 FOR WIDE AREA
NETWORK (WAN) COMMUNICATIONS SERVICES; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE
FIRMS BELLSOUTH BUSINESS SYSTEMS, INC. AND ATLANTIC
BROADBAND (MIAMI), LLC; AND FURTHER AUTHORIZING THE MAYOR
AND CITY CLERK TO EXECUTE AN AGREEMENT(S) UPON THE
COMPLETION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
$300,000 Estimated Annual Expenditure: Funding is available from the Information
Technology Fund, Account No. 550-1750-000316
KEY INTENDED OUTCOMES SUPPORTED
Improve process through information technology
ANALYSIS
On November 15, 2005, Invitation to Bid (ITB) No. 07-05/06 for Wide Area Network (WAN)
Services was issued and sent to over 55 potential bidders. This resulted in the receipt of
one response, from BellSouth Business Systems (BellSouth), which was deemed non-
respohsive, and subsequently rejected.
The ITB was re -issued, with a modification to the specifications, as No. 28-05/06 on May 23,
2006, and was sent to over 60 potential bidders. This resulted in the receipt of one bid, from
BellSouth. The City Manager exercised his authority to reject the sole bid, said rejection
having an effective date of September 27, 2006. The Information Technology Department
has modified the scope of services, and in an effort to open the project to negotiation, had
opted to re -issue as a request for proposals.
On October 11, 2006, the City Commission authorized the issuance of an RFP to solicit
proposals for WAN Services.
The City is seeking WAN network services that will allow the successful and reliable
transmission of information in different electronic forms from and to all of its locations. All
proposed services must be proven, secure, reliable and cost-effective. All proposers must
provide the necessary security within their network and all interfaces to external
components, customer or otherwise, that will ensure the City is protected and that the
proposed services are secure and do not create or cause liability issues or concerns.
Miami Beach is presently using WAN services provided by BellSouth. The goal of this RFP
is to select a communication provider that can provide the following:
1. Ensures the continuity of the City's WAN infrastructure.
2. Provide a solution that will function as the City's WAN Communication Services and
offers enhancements to meet future communication needs.
RFP PROCESS
RFP No. 05-06/07 was issued on October 17, 2006 and notices sent to over 30 firms, which
resulted in the receipt of two proposals from the following firms:
BellSouth Business Systems (BellSouth)
Atlantic Broadband (Miami), LLC
On February 21, 2007, the City Manager via Letter to Commission No. 047-2007, appointed
an Evaluation Committee (the "Committee"), consisting of the following individuals:
Derrick Arias, IT Director — City of Sunny Isles Beach
Gerald Cunningham, Sr. Network Administrator — CMB
Georgina Echert, Asst Director, Finance — CMB
William E. Henderson III, System & Network Manager — City of Miami Gardens
Larry Herrup, Independent CPA — Miami Beach resident
Terry Jonas, Systems Analyst — Miami Beach resident
Ariel Sosa, Technical Services Manager - CMB
The Committee convened on March 13, 2007, and was provided with an overview of the
project, information relative to the City's Cone of Silence Ordinance, and the Government in
the Sunshine Law. Larry Herrup was nominated as chairperson of the Committee. The
Committee listened to presentations and participated in question and answer sessions with
each of the two proposers.
The Committee was instructed to score and rank each proposal pursuant to the evaluation
criteria established in the RFP, which was as follows (total possible 100%):
• Quality of Proposed Technical Proposal — Project understanding and soundness of
proposed project methodology, including but riot limited to: the details and accuracy
of the proposed scope and statement of work and implementation plan, and the
impact of the proposed solution on the operations of the City, and the demonstrated
ability of the solution to enhance operational efficiency and effectiveness — 35%
• Maintenance and Support — The performance, reliability, and scalabttity of the
proposed solution — 30%
• Financial Strength and References — Proposer's financial qualifications
and references to perform the work required by the RFP — 10%
• Cost — The cost of recurring maintenance, support costs and other fees — 25%
The Committee discussed each of the proposals and the corresponding presentations, and
proceeded to score and rank them as follows:
Committee Member
BellSouth
Atlantic Broadband
Derrick Arias
90
(1)
65
(2)
Gerald Cunningham
90
(1)
89
(2)
Georgina Echert
90
(1)
85
(2)
William Henderson
87.5
(2)
94.5
(1)
Larry Herrup
95
(1)
90
(2)
Terry Jonas
85
(1)
80
(2)
Ariel Sosa •
78
(2)
83
(1)
During their discussions, the Committee agreed that while Bellsouth is the incumbent
provider of WAN services to the City, Atlantic Broadband is offering some network services
that would benefit the City from a technology standpoint.
BellSouth' proposal has no installation fees for any upgrades to the existing system, only
monthly maintenance fees for the options they were proposing. However, it was pointed out
by the Committee that Bellsouth did not appear to be proposing any truly new technology or
creative solutions.
The City's remote sites that currently have TI connectivity from BellSouth are deemed to
have old technology. The Committee, in conjunction with staff from the IT department,
articulated that this would be an opportunity for Atlantic Broadband to offer improved
connectivity for these sites.
If awarded the business, the City would be Atlantic Broadband's largest customer in the
State of Florida. Due to the nature of the emergency services the City provides, Atlantic
Broadband enumerated that the City would be given priority in the event of a disaster.
BellSouth has been deemed a good provider over the years, and responsive to the City's
needs. However, the City is interested in pursuing flexible technology offerings, pricing
and solutions that maximize our return on investment.
Atlantic Broadband is eager to gain the City's business and is willing to pay close attention to
the City's needs. In addition, they are small enough to offer flexibility and creativity from a
technology standpoint.
The Committee unanimously agreed that simultaneous negotiations should take place with
both firms, allowing IT the flexibility to select the network solution that best suits the City from
a technology, reliability and flexibility standpoint. It is anticipated that a contract will be
executed with both proposers.
CONCLUSION
The Administration recommends that the Mayor and City Commission approve the attached
resolution, which recommends the acceptance of the ranking of the firms and authorizes the
Administration to enter into negotiations with BellSouth Business Systems, Inc. and Atlantic
Broadband (Miami), LLC.; and further authorizing the Mayor and City Clerk to execute
agreement(s) upon the completion of successful negotiations by the Administration.
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