HomeMy WebLinkAboutSummary FormDate: 3/21/2012
AGENDA ITEM SUMMARY FORM
FILE ID: ica - a�30r.
Requesting Department: POLICE
Commission Meeting Date: 05/10/2012 District Impacted: ALL
Type: ® Resolution n Ordinance n Emergency Ordinance n Discussion Item
n Other
Subject: Proprietary Software Maintenance and Support Services for Virtual Partner, Proprietary No. 10-11-035
Purpose of Item:
Law Department
Matter ID No.
11-2036
Adopt a resolution, with attachments, of the Miami City Commission, by a four -fifths (4/5ths) affirmative vote, after an
advertised public hearing, ratifying, confirming, and approving the City Manager's recommendation and written findings,
pursuant to Section 18-85 of the Procurement Code of the City of Miami, Florida, as amended; waiving the requirements
for competitive sealed bidding methods as not being practicable or advantageous to the City of Miami for the provision of
Virtual Partner Proprietary Software Maintenance and Support Services, from Advanced Public Safety, Inc., retroactively
for the period of January 1, 2010 through December 31, 2010, as outlined in Exhibit A, allocating funds from the
Department of Police, account code no. 00001.191501.554000 ; further authorizing the City Manager to execute an
Agreement, in substantially the attached form, for the provision of Virtual Partner Proprietary Software Maintenance And
Support Services, from Advanced Public Safety, Inc., for the Department of Police, pursuant to Section 18-86(3)(d), of the
Procurement Code of the City of Miami, Florida, as amended, for a one (1) year period, beginning January 1, 2011, at a
proposed first year cost not to exceed $41,0.16.50, with annual renewable options, subject to an annual decrease or increase
of up to 3%; allocating funds from the Department of Police, account code no. 00001.191501.554000, with future
years funding subject to the availability of funds from the Department of Police operating budget and budgetary approval
at the time of need.
Background Information:
SEE ATTACHED PAGE 2 OF 2
Budget Impact Analysis
NO Is this item related to revenue?
YES Is this item an expenditure? If so, please identify funding source below.
General Account No: 00001.191501.55400o
Special Revenue Account No:
CIP Project No:
NO Is this item funded by Homeland Defense/Neighborhood Improvement Bonds?
Start Up Capital Cost: N/A
Maintenance Cost: $39,666.50 (Year 2010) + $41,016.50 (Year 2011)
Total Fiscal Impact: $80,683.00
Final Approvals
(SIGN AND DATE)
CIP Budge K)\11
If using or receiving capital funds
Grants Risk Manage u: nt
Purchasi pt. Director
Chief City Manager
('L
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AGENDA ITEM SUMMARY FORM (CONTINUED)
Subject: Proprietary Software Maintenance and Support Services for Virtual Partner, Proprietary No. 10-11-035
Background Information
On July 10, 2007, the Miami City Commission adopted Resolution No. 07-0396 accepting the bid
received May 14, 2007, pursuant to Invitation -for Bid (IFB) No. 21073, from Advanced Public Safety,
Inc., for the purchase and installation of computer hardware, software interfacing, project management,
and maintenance services to provide police patrol enhancements, consisting of electronic ticketing
devices and voice response for mobile digital computers, for the Department of Police, in an amount not
to exceed $1,306,271.33. Said amount included only a one (1) year software maintenance and support
for the Virtual Partner Software*, which amounted to $62,360.
Due to some issues that delayed deployment, Advanced Public Safety, Inc., did not charge the
Department of Police for additional annual maintenance and support until the year 2010. The
Department of Police discontinued the use of the QuickTicket software (one of the software applications
in the Virtual Partner Software) within 2010, which yielded a decrease of $21,343.50 in annual
maintenance support costs. The cost was further decreased by $1,350 to account for the SmartExport
software (another software application in the Virtual Partner Software) that the Department of Police did
not fully accept until 2010. As such, the invoiced amount for annual software maintenance and support
for the year 2010 is $39,666.50, as outlined in Exhibit A. By means of this resolution, the Department of
Police is seeking Miami City Commission approval to retroactively approve payment to Advanced
Public Safety, Inc., for annual software maintenance and support, provided during January 1, 2010 to
December 31, 2010. Said services were provided to the Department of Police without a negotiated and
fully executed agreement.
In an effort to continue providing software maintenance and support services for the Virtual Partner
Software, the Department of Police with the assistance of the Department of Purchasing., has negotiated
a new proprietary software maintenance and support services agreement with Advanced Public Safety,
Inc. This new agreement will provide services for an initial period of one (1) year, at a proposed first
year cost not to exceed $41,016.50, with annual renewable options, subject to an annual decrease or
increase of up to 3%. This resolution, is also seeking Miami City Commission authorization to allow
the City Manager to execute the new proprietary software maintenance and support services agreement
with Advanced Public Safety, Inc., pursuant to Section 18-86(3)(d) of the Code of the City of Miami,
Florida, as amended.
An interruption in the maintenance and support of this software would yield a null benefit from the
investment the City made in 2007. In addition, it would represent down -time for officers to complete
their traffic stop or citation functions. It would require more effort to conduct and document a traffic
stop. This has significantly improved officer safety by providing voice response to vehicle and person
field queries so that officers do not have to shift their vision from the possibly dangerous suspects. The
electronic ticketing device has improved officer safety by minimizing the contact an officer has with the
traffic violator. Additionally, these electronic devices increased officer efficiency by eliminating errors
on the manually written citations through use of electronic swipes to accurately capture driver's
information and electronically transfer that information to citations, the Department record system and
ultimately the Clerk of Courts. These actions improved the speed and accuracy of issuing citations,
resulting in few citations being dismissed. Time savings realized through the use of these technology
enhancements allows more time for the officer to remain on patrol.
*Virtual Partner is a voice spoken response system that allows officers to hear the Florida Crime Information
Center (FCIC) and National Crime Information Center (NCIC) responses after they have placed an inquiry.
These are used on a daily basis by law enforcement personnel that have Mobile Data Terminals (MDTs) in
vehicles.
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