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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #16138 Date: 05/29/2024 Commission Meeting Date: 07/11/2024 Requesting Department: Department of Police Sponsored By: District Impacted: All Type: Resolution Subject: Sole Source - AT&T and KOVA Recording System Purpose of Item: The purpose of this item is to respectfully request a resolution of the Miami City Commission, with attachment(s), by a four -fifths (4/5ths) affirmative vote, pursuant to section 18-92 of the Code of the City of Miami, Florida, as amended; after an advertised public hearing, ratifying, confirming, and approving the City Manager's recommendation and written finding of a sole source, waiving the requirements for competitive sealed bidding methods as not being practicable or advantageous to the City of Miami ("City"); and authorizing the purchase of a KOVA Recording System ("Recording System") produced by Kovacorp Recording Solutions Corp. ("KOVA"), to be provided by AT&T Enterprises, LLC ("AT&T"), for the Miami Police Department ("Police"), for a period of five (5) years, thereafter renewable annually, subject to an annual finding of sole source by the Chief Procurement Officer and approved by the City Manager; allocating funds from their general account or other funding sources, subject to the availability of funds and budget approval at the time of need; authorizing the City Manager to negotiate and execute all other documents, including any agreements, amendments, renewals, and extensions, subject to allocations, appropriations and budgetary approval having been previously made, and in compliance with applicable provisions of the Code of the City of Miami, Florida, as amended, ("City Code"), including, the City of Miami's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, all as set forth in chapter 18 of the City Code, in a form acceptable to the City Attorney, and in compliance with applicable laws and regulations, as may be necessary for said purpose. Background of Item: The current recording system used by Police as part of its AT&T E911 Computer Aided Dispatch ("CAD") System, purchased in 2013, has reached end of life, no longer functions reliably, and must be replaced. The current recording system was manufactured by KOVA and provided by AT&T as part of Police's CAD system. Any new or upgraded components of the CAD system must be compatible with existing equipment to access historic files and logs. The cost of an entirely new CAD System is cost prohibitive; KOVA's Recording System is a unique and specialized item that is unlikely to be obtained from any other source, and as a component of Police's existing CAD system, the Recording System must be purchased, installed, and maintained exclusively by AT&T. Thus, pursuant to Section 18-92 (a) (1) & (3) of the City Code, the City Manager is waiving the requirements for competitive sealed bidding methods as not being practicable or advantageous. Budget Impact Analysis Item is NOT Related to Revenue Item is Related to Revenue Item is NOT funded by Bonds Item is an Expenditure Total Fiscal Impact: Total Fiscal Impact: $693,193.27 Department of Police Department of Police Office of Management and Budget Office of Management and Budget Department of Procurement Legislative Division City Manager's Office City Commission Legislative Division Office of the City Attorney Office of the City Attorney Office of the City Clerk Reviewed B Jorge Blanco Manuel Morales Luis Hernandez -Torres Marie Gouin Yadissa Calderon Valentin J Alvarez Arthur Noriega V Nicole Ewan Valentin J Alvarez Thomas M. Fossler George K. wysong III City Clerk's Office Initial Police Review Completed Department Head Review Completed Budget Analyst Review Completed Budget Review Completed Procurement Review Completed Legislative Division Review Completed City Manager Review Completed Meeting Completed Legislative Division Review Completed ACA Review Completed Approved Form and Correctness with Modification(s) Rendered Completed 06/27/2024 9:56 AM 07/01/2024 9:22 AM 07/01/2024 5:25 PM 07/01/2024 6:27 PM 07/01/2024 6:53 PM 07/01/2024 6:58 PM 07/01/2024 8:10 PM 07/11/2024 9:00 AM 07/23/2024 4:05 PM 09/05/2024 3:09 PM Completed 10/03/2024 7:44 AM City of Miami Legislation Resolution Enactment Number: R-24-0262 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 16138 Final Action Date:7/11/2024 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BY A FOUR -FIFTHS (4/5THS) AFFIRMATIVE VOTE, PURSUANT TO SECTION 18-92 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"); AFTER AN ADVERTISED PUBLIC HEARING, RATIFYING, CONFIRMING, AND APPROVING THE CITY MANAGER'S RECOMMENDATION AND WRITTEN FINDING OF A SOLE SOURCE, ATTACHED AND INCORPORATED AS EXHIBIT "A"; WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDDING METHODS AS NOT BEING PRACTICABLE OR ADVANTAGEOUS TO THE CITY OF MIAMI ("CITY"); AUTHORIZING THE PURCHASE OF A RECORDING SYSTEM PRODUCED BY KOVACORP RECORDING SOLUTIONS CORP. ("KOVA"), TO BE PROVIDED BY AT&T ENTERPRISES, LLC ("AT&T"), FOR THE MIAMI POLICE DEPARTMENT ("POLICE"), ON AN AS NEEDED BASIS, FOR A PERIOD OF FIVE (5) YEARS, THEREAFTER RENEWABLE ANNUALLY, SUBJECT TO AN ANNUAL SOLE SOURCE FINDING BY THE CHIEF PROCUREMENT OFFICER, AND APPROVAL OF THE SAME BY THE CITY MANAGER; ALLOCATING FUNDS FROM POLICE'S GENERAL ACCOUNT OR OTHER FUNDING SOURCES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGET APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ALL OTHER DOCUMENTS, INCLUDING ANY AGREEMENT, AMENDMENTS, RENEWALS, AND EXTENSIONS, SUBJECT TO ALLOCATIONS, APPROPRIATIONS, PRIOR BUDGETARY APPROVAL, AND COMPLIANCE WITH APPLICABLE PROVISIONS OF THE CITY CODE, INCLUDING THE CITY OF MIAMI'S PROCUREMENT ORDINANCE, ANTI -DEFICIENCY ACT, AND FINANCIAL INTEGRITY PRINCIPLES, ALL AS SET FORTH IN CHAPTER 18 OF THE CITY CODE, ALL FORMS ACCEPTABLE TO THE CITY ATTORNEY, AND IN COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS, AS MAY BE NECESSARY FOR SAID PURPOSE; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Miami ("City") requires the sourcing, installation, integration, and maintenance of a recording system for its Emergency 911 System; and WHEREAS, the current recording system used by the Miami Police Department ("Police") as part of its AT&T E911 Computer Aided Dispatch ("CAD") System, purchased in 2013, has reached end of life, no longer functions reliably, and must be replaced; and WHEREAS, the current recording system was manufactured by KOVA Recording Solutions Corp. ("KOVA") and provided by AT&T Enterprises, LLC ("AT&T") ("Recording System") as part of Police's CAD system; and WHEREAS, any new or upgraded components of the CAD system must be compatible with existing equipment to access historic files and logs; and WHEREAS, market research and discussions have determined that AT&T is the sole source provider for KOVA's Recording System; WHEREAS, KOVA's Recording System is a unique and specialized item that is unlikely to be obtained from any other source, and as a component of Police's existing CAD system, the Recording System must be sourced, purchased, installed, and maintained exclusively by AT&T; and WHEREAS, the purchase of a new Recording System would be cost prohibitive, as it would necessitate replacing all component systems and require parallel services during a minimum six-month installation period; and WHEREAS, replacing the Recording System would terminate the City's existing software licenses and benefits with KOVA, creating additional financial and operational burdens; and WHEREAS, research indicates that no other manufacturer can provide a recording system compatible with the City's current Emergency 911 System due to its size and complexity; and WHEREAS, AT&T will only install and integrate KOVA's equipment if sourced directly from AT&T to avoid liability, ensure proper integration with the system, and provide a turnkey Emergency 911 solution; and WHEREAS, AT&T's policy restricts access to its data centers, where the City's Emergency 911 System is housed, to trained AT&T employees and approved contractors, such as KOVA, further necessitating the sole source contract; and WHEREAS, the City has used AT&T's Emergency 911 System since 2013, and all relevant history and data are embedded in the current equipment, which requires compatible components for continued access; and WHEREAS, pursuant to Section 18-92 (a) (1) & (3) of the Code of the City of Miami, as amended ("City Code"), the City Commission approves, ratifies, and confirms the City Manager's finding that only one reasonable source of supply exists and waives the requirement for competitive sealed bidding; 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 adopted by reference and incorporated as if fully set forth in this Section. Section 2. By a four -fifths (4/5ths) affirmative vote, pursuant to Section 18-92 of the City Code, after an advertised public hearing, the City Manager's finding of a sole source, attached and incorporated as Exhibit "A," waiving the requirements for competitive sealed bidding as not being practicable and authorizing the purchase of KOVA's Recording System, from AT&T for Police, on an as needed basis, for a period of five (5) years, thereafter renewable annually, subject to an annual sole source finding by the CPO and approval of the same by the City Manager, is hereby ratified, approved, and confirmed. Section 3. Funds to be allocated from Police's general account number or other funding sources, subject to the availability of funds and budget approval at the time of need. Section 4. The City Manager is authorized to negotiate and execute all other documents, including an agreement, any amendments, renewals, and extensions, subject to allocations, appropriations, prior budgetary approval, and compliance with applicable provisions of the City Code, including the City of Miami's ("City") Procurement Ordinance, Anti -deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, all in forms acceptable to the City Attorney, and in compliance with applicable regulations, as may be necessary for said purpose. Section 5. This Resolution shall become effective immediately upon its adoption. APPROVED AS TO FORM AND CORRECTNESS: Pursuant to the resolution, this item became effective immediately upon adoption by the Commission. 1 This Resolution shall become effective as specified herein unless vetoed by the Mayor does within (10) days of 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 or upon the effective date stated herein, whichever is later.