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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #2189 Date: 05/03/2017 Commission Meeting Date: 05/25/2017 Requesting Department: Department of General Services Administration Sponsored By: District Impacted: All Type: Resolution Subject: RFP - Digital Trunked Simulcast Network Sys. Purpose of Item: The nature of this item is to authorize a resolution of the Miami City Commission, accepting the proposal received August 30, 2016, pursuant to RFP No. 592382, from Harris Corporation ("Harris"), to provide a fully featured 800 MHz P25 digital trunked simulcast network system (System), for the City of Miami (City), specifically the City's Police, Fire, and General Services Administration departments; on a contractual basis, for a period of three (3) years, with two (2), additional two (2) year periods; allocating funds from to be determined sources of funds, including new funding that may become available, subject to the availability of funds and budgetary approval at the time of need, further authorizing the City Manager to execute the negotiated Professional Services Agreement (PSA) and Software License Agreement (Agreement), in substantially the attached form, and execute all other documents, including any subsequent financial agreements, license and maintenance agreements, amendments, renewals, extensions, and modifications to the Agreement, in a form acceptable to the City Attorney, as may be necessary for said purpose. Background of Item: On May 16, 2016, the Department of Procurement (Procurement) issued RFP No. 592382 under full and open competition, to obtain proposals from qualified, experienced firms, to provide a fully featured 800 MHz P25 Digital Trunked Simulcast Network System (System), as part of the ongoing efforts to upgrade and enhance two-way radio communications throughout the City, for the benefit of all public safety and local government users, and the citizens that they serve. This RFP was considered a "best - value procurement" in order to evaluate cost versus value, to determine which proposed solution provides the best value, while meeting the City's needs. Proposers were required to meet all of the minimum qualification requirements established in the RFP in order to be deemed responsive and responsible to provide the services, and were also required include options for financing the project. Due to the complexity of the solicitation, on August 30, 2016, two (2) proposals were received in response to the RFP; both proposals were deemed responsive. The Evaluation Committee (Committee) appointed by the City Manager, evaluated the proposals following the guidelines and technical criteria published in the RFP. Pursuant to the RFP requirements, the Committee recommended that Procurement negotiate and execute a Professional Services Agreement with Harris. Procurement hereby recommends award of the contract to Harris Corporation. Budget Impact Analysis Item is an Expenditure Item is NOT Related to Revenue Item is NOT funded by Bonds Total Fiscal Impact: $12,100,000.00 (negotiated price of $11,000,000, plus 10% contingency allowance of $1,100,000, for completion for the Project) General Account No: Subject to the financing and the availability of funds Department of General Services Administration Review Completed Office of Management and Budget Office of Management and Budget Department of Procurement City Manager's Office Legislative Division City Manager's Office Office of the City Attorney Office of the City Attorney City Commission Office of the Mayor Office of the City Clerk Reviewed B 05/03/2017 12:51 PM Adine Cordero Christopher M Rose Annie Perez Alberto N. Parjus Valentin J Alvarez Daniel J. Alfonso Barnaby L. Min Victoria Mendez Nicole Ewan Mayor's Office City Clerk's Office Ricardo Falero Department Head Budget Analyst Review Budget Review Procurement Review Assistant City Manager Review Legislative Division Review City Manager Review Deputy City Attorney Review Approved Form and Correctness Meeting Completed Completed Completed Completed Completed Completed Completed Completed Completed Signed by the Mayor Completed Signed and Attested by the City Clerk Completed 05/04/2017 2:07 PM 05/09/2017 11:57 AM 05/12/2017 8:09 AM 05/12/2017 9:31 AM 05/12/2017 9:55 AM 05/15/2017 6:27 PM 05/16/2017 9:54 AM 05/16/2017 12:18 PM 05/25/2017 9:00 AM 05/25/2017 3:28 PM 05/25/2017 3:29 PM City of Miami Legislation Resolution Enactment Number: R-17-0248 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 2189 Final Action Date:5/25/2017 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), ACCEPTING THE PROPOSAL RECEIVED AUGUST 30, 2016, PURSUANT TO REQUEST FOR PROPOSALS NO. 592382, FROM HARRIS CORPORATION, THE HIGHEST RANKED RESPONSIVE AND RESPONSIBLE PROPOSER, TO PROVIDE AN 800 MEGAHERTZ DIGITAL TRUNKED SIMULCAST NETWORK SYSTEM FOR THE CITY OF MIAMI'S ("CITY") POLICE DEPARTMENT, FIRE -RESCUE DEPARTMENT, AND GENERAL SERVICES ADMINISTRATION DEPARTMENT, FOR AN INITIAL CONTRACT PERIOD OF THREE (3) YEARS, WITH THE OPTION TO RENEW FOR TWO (2) ADDITIONAL TWO (2) YEAR PERIODS; AUTHORIZING THE CITY MANAGER TO EXECUTE THE NEGOTIATED PROFESSIONAL SERVICES AGREEMENT ("PSA") AND SOFTWARE LICENSE AGREEMENT ("SLA"), IN SUBSTANTIALLY THE ATTACHED FORMS; ALLOCATING FUNDS FROM SOURCES OF FUNDING TO BE DETERMINED, INCLUDING NEW SOURCES OF FUNDING THAT MAY BECOME AVAILABLE; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL NECESSARY DOCUMENTS, INCLUDING ANY SUBSEQUENT FINANCIAL AGREEMENTS, LICENSE AGREEMENTS, AND MAINTENANCE AGREEMENTS, AMENDMENTS, RENEWALS, EXTENSIONS, AND MODIFICATIONS TO THE PSA, SLA, AND SUBSEQUENT AGREEMENTS, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AS MAY BE NECESSARY FOR SAID PURPOSE. WHEREAS, the City of Miami ("City") has a need for the procurement of an 800 Megahertz ("MHZ") Digital Trunked Simulcast Network System ("System") as part of the ongoing efforts to upgrade and enhance two (2) way radio communications throughout the City, specifically for the Miami Police Department ("MPD"), Fire -Rescue Department ("Fire"), and General Services Administration Department ("GSA"); and WHEREAS, on May 16, 2016, the Procurement Department ("Procurement") issued Request for Proposals ("RFP") No. 592382 to secure a qualified firm for the provision of the System; and WHEREAS, on August 30, 2016, two (2) proposals were received by the Office of the City Clerk in response to the RFP; and WHEREAS, on December 16, 2016 and January 11, 2017, the appointed Evaluation Committee ("Committee") convened to discuss and evaluate the two (2) responsive proposals following the guidelines stipulated in the RFP and ranked Harris Corporation ("Harris") as the highest ranked responsive and responsible proposer; and WHEREAS, on January 24, 2017, the City Manager concurred with the recommendations of the Committee and authorized Procurement to enter negotiations with Harris for a Public Service Agreement ("PSA") for the acquisition of the System; and WHEREAS, Procurement and a designated negotiation team have successfully completed negotiations with Harris for the award of the contract and recommended to the City Manager the execution of a PSA and Software License Agreement ("SLA") with Harris for the System; and WHEREAS, funds for the procurement of the System are yet to be determined and will consist of funds from various sources, including new financing, as they may become available; 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. The proposal received August 30, 2017 pursuant to the RFP No. 592382 from Harris, the highest ranked responsive and responsible proposer, to provide the System for the MPD, Fire, and GSA, on a contractual -basis, for a period of three (3) years, with two (2) additional two (2) year options to renew, is accepted. Section 3. The City Manager is authorized' to execute the negotiated PSA and SLA with Harris, in substantially the attached forms. Section 4. The City Manager is further authorized to negotiate and execute any and all necessary documents, including any subsequent financial agreements, license agreements, and maintenance agreements, and any amendments, renewals, extensions, and modifications to the PSA, SLA, and subsequent agreements, in a form acceptable to the City Attorney, as may be necessary for said purpose. Section 5. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: ndez, City Attor ey 5/16/2017 1 The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney including but not limited to those prescribed by applicable City Charter and City Code provisions. 2 If the Mayor does not sign this Resolution, it shall become effective at the end of ten (10) calendar days from 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.