HomeMy WebLinkAboutSummary FormDate: 07/29/2014
AGENDA ITEM SUMMARY FORM
FILE ID: 14-00577
Requesting Department: FIRE -RESCUE
Commission Meeting Date: 9/11/2014 District Impacted: ALL
Type: ® Resolution ❑ Ordinance ❑ Emergency Ordinance ❑ Discussion Item
❑ Other
Law Department
Matter ID No.
Subject: Amending Service Agreement with Westnet, Inc. for First -In Fire Station Alerting System,
Sole Source No. 10-11-033
Purpose of Item:
A resolution of the Miami City Commission, with attachment(s), authorizing an increase in the Sole
Source Contract No. 10-11-033, for the First -In Fire Station Alerting System, by increasing the not to
exceed repair contingency amount of $10,000.00 to $50,000.00 per year; further amending the Service
Agreement to include installation services as needed; funding for future years' is subject to the
availability of funds and budgetary approval at the time of need; after consultation with the City
Attorney, authorizing the City Manager to execute Amendment No. 1 to the Service Agreement, in
substantially the attached fouu, between the City of Miami and Westnet, Inc., for said purposes.
Background Information:
SEE ATTACHED
Budget Impact Analysis
NO Is this item related to revenue?
YES Is this item an expenditure? If so, please identify funding source below. _-Z 2.go v iNucA 406i^
General Account No:
Special Revenue Account No:
CIP Project No: B72806
NO Is this item funded by Homeland Defense/Neighborhood Improvement Bonds?
Start Up Capital Cost: $50,000.00 (Includes Repair Contingency of $50,000:
$50,000.00/Year for 5 years)
Maintenance Cost:
Total Fiscal Impact:
$0.00
$50,000.00
Final Approvals
BudgetCIP
(SIGN AND DATE)
c, --'1 �� lr
If using or receiving capital fiends
Grants Risk Management
Purchasing Dept. Director
Chief City -Manager
a 4-36gs-
y
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AGENDA ITEM SUMMARY FORM (CONTINUED)
Subject: FIRST -IN FIRE STATION ALERTING SYSTEM - UPGRADES AND MAINTENANCE
Background Information:
On July 20, 2000, the Miami City Commission ("Commission") adopted Resolution No. 00-605 as a
sole source authorizing the acquisition and installation of a First -In Fire Station Alerting System from
Westnet, Inc., the sole source provider, for an initial period of one (1) year, in a total contract amount
not to exceed $30,000. This alarm communication system was installed in only one Fire Station (Fire
Station No. 3) for initial testing to ensure that it met all necessary requirements and expectations of the
Department of Fire -Rescue ("Fire -Rescue") prior to installation at the remaining fire stations.
The Westnet First -In Fire Station Alerting System proved to minimize emergency response time and
enhanced the firefighter's safe response within the fire station by means of a low level lighting system,
which reduced eyestrain and night blindness while permitting safe passage to the response vehicle. The
Westnet system is set by the firefighter to alert him/her only when the apparatus they are assigned to has
an alarm. This alert system further optimizes the response scenario by using audio and visual cues,
which decrease reaction time with a corresponding decrease response time. An additional benefit is that
the Westnet First -In Fire Station Alerting System is linked to the Computer Aided Dispatch (CAD)
System, which automatically notifies the fire stations.
After successful implementation of the Westnet alarm system, the Department of Fire -Rescue received
on September 23, 2004, City Commission approval, pursuant to Resolution No. 04-0631, to acquire the
Westnet First -In Fire Station Alerting System to be installed through the remaining fire stations, in the
amount of $1,065,636.55, with a contingency reserve of $159,830.50, for a total contract amount not to
exceed $1,225,367.15.
At the City Commission meeting of December 17, 2009, Resolution No. 09-0586 was passed
authorizing the City Manager to execute an amendment to the Agreement between the City and Westnet,
Inc., for a Maintenance Plan and Toll -Free Technical Support ("Total System Support") retroactively for
years 2008 through 2011, in an amount not to exceed $248,905.00 with Westnet, Inc., and further
requested the approval of a separate Total System Support, for an additional five (5) years (years 2012
through 2016) in the total amount not to exceed $416,229.23.
Fire -Rescue has further negotiated the Total System Support for the aforementioned five (5) years (years
2012 through 2016) to bring an additional five -percent (5%) in savings, and on October 13, 2011, the
Commission authorized the City Manager to execute an Agreement for the new Total System Support
(years 2012 through 2016) in an amount not to exceed $395,266.92.
Page 2 of 3
Furthermore, approval of a repair contingency, without further City Commission approval, in the
amount $10,000.00 per year, for each of five (5) years, was approved for repair services (not
maintenance) to be performed by Westnet, Inc., on an as needed basis, which are not covered under the
Agreement for Total System Support.
Additionally, the Commission approved the following additional goods/service from Westnet, Inc.:
1) Upgrades to the software currently used to activate the First -In Fire Station Alerting System
for all City of Miami fire stations, in an amount not to exceed $42,738.00.
The server software that is being used today is the original server software that was installed in
2004 for the original "test pilot" and became the production software when the remainder of the
Fire Stations had their systems installed and "went live." Since 2004 Westnet, Inc., has
improved the capabilities and functionality of their server software to further support alerting
functions at the Fire Stations. With the re-platforming of the Fire Computer Aided Dispatch
System (CAD) in August of 2008 Fire -Rescue can now take additional advantage of the server
software improvements that Westnet, Inc., has incorporated as well as upgrade to the new and
improved server software that will operate on the newer Windows Server Operating System(s).
2) Upgrades to the Fire Station Alerting System of Fire Station No. 3, in an amount not to exceed
$69,084.00
Station 3 was the "test site" and as such is on an older hardware version. It was also never
included in the original maintenance contract. This installation will be a hardware upgrade that is
supported by the new Server Software (above) and will bring it up to the standard of the other
stations and allow Fire -Rescue to include it in the current and ongoing maintenance contracts.
3) Purchase and installation of components to the Fire Station Alerting System of Fire Station
No. 1, in an amount not to exceed $189,157.40
Fire Station 1 had a minimal alerting installation because at the time (of installation) the sale of
the building was under consideration by the City. Now that Fire -Rescue will be maintaining the
station at its current location, Fire -Rescue would like to complete the installation of the Fire
Alerting System to bring Station 1 up to the standard of the other stations.
The amount for all upgrades and installation of components (listed above) is $300,979.40, with a
contingency reserve of $26,000, for a total amount of $326,979.40.
Fire -Rescue is now requesting approval of an amendment in the Sole Source Contract No. 10-11-033,
for the First -In Fire Station Alerting System for repair contingencies, increasing the not to exceed
amount of $10,000.00, to a not to exceed amount of $50,000.00; further amending the Service
Agreement to include installation services as needed; funding for future years' is subject to the
availability of funds and budgetary approval at the time of need, and after consultation with the City
Attorney, to authorize the City Manager to execute Amendment No. 1 to said Service Agreement, in
substantially the attached form, between the City of Miami and Westnet, Inc. for said purposes.
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