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HomeMy WebLinkAboutSubstitution Memo from City ManagerCITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Honorable Mayor and Members of the DATE: July 8, 2024 City Commission Ai hur Noriega, V City Manager SUBJECT: Substitution of Item PH.11 REFERENCES ENCLOSURES: Revise Exhibit "A" The Department of Procurement respectfully requests Item PH.11 — "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, 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 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"), be substituted on the July 11, 2024 City Commission Meeting to update Exhibit "A" to replace the unsigned Sole Source Memorandum with the signed Sole Source Memorandum. cc: Manuel A. Morales, Chief, Police George K. Wysong III, City Attorney Todd B. Hannon, City Clerk Annie Perez, CPPO, Director/Chief Procurement Officer PR24189 1 IPI SON'-1-)41/1-)scA Yu-+ito -140n4. Cctcj (1714/0- L.., CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Arthur Noriega V DATE: May 29, 2024 City Manager OocuSignee I,/ad s CAI,p voLA, eoaesnsaeeae FROM: Annie Perez, CPPO Director/Chief Procurement Officer SUBJECT: Sole Source for AT&T Enterprises, LLC REFERENCES: Sole SOUrCe No. 22-23-002 Market Research was conducted to determine whether AT&T Enterprises, LLC ("AT&T"), located at 11750 US Highway 1, North Palm Beach, FL 33408 is the sole source provider for the sourcing, installation, integration, and maintenance of the Kovacorp Recording Solutions Corp's ("KOVA") Recording System ("Recording System"). KOVA's business address is 102 East Bay Ave., Manahawkin, NJ 08050. Market research and discussions with AT&T were conducted to determine the options available to the City. The purchase of an entirely new Emergency 911 System is cost prohibitive as it would entail replacing all of the component systems. Moreover, replacing the Emergency 911 System would require parallel services during a minimum six (6) month installation period and would serve to terminate the City's existing software licenses and benefits with KOVA. Research was also conducted to determine whether another manufacturer could offer a Recording System compatible with the City's current system. However, due to the size and complexity of the City's Emergency 911 system, KOVA 's Recording System best suits the City's needs. Therefore, not using KOVA's Recording System would deprive the City of unique and specialized equipment that is unlikely to be obtained from any other source. Even if KOVA's Recording System was purchased separately, AT&T will not install and integrate KOVA's equipment unless they are the source of the purchase. The reason AT&T insists on buying KOVA's Recording System is threefold: (1) to avoid liability with any third parties (e.g., KOVA, end -users, etc.); (2) to insure all components integrate and interface correctly, and; (3) to make AT&T's services a "turn -key" solution with all responsibility vested in AT&T. Thus, KOVA's Recording System must be sourced, purchased, installed, and maintained exclusively by AT&T. The City's Emergency 911 System is owned and housed in AT&T's data centers along with the City's VIPER recorders. Per AT&T policy, no one is allowed into its facilities except for trained AT&T employees due to liability issues. In other words, AT&T cannot not allow a third -party technician into its facilities because AT&T does not have contracts with such vendors. As a result, the compatibility of KOVA's equipment and its integration with AT&T's equipment permits only one reasonable source of supply. Finally, the City has used AT&T's Emergency 911 System since 2013 and all of the City's history is embedded in the current equipment. This history is relevant to 911 services and needs to be available to the Police at all times. AT&T's equipment can only be replaced with compatible equipment to access the logs and files created by the existing system. Thus, the need for 4 compatible equipment to access the Emergency 911 System's history permits one reasonable source of supply, which is AT&T. Accordingly, pursuant to Section 18-92 (a) (1) & (3) of the Code of the City of Miami, it is recommended that the requirements for competitive bidding be waived, and the following sole source findings be approved: AT&T is the sole source provider for the sourcing, installation, integration, and maintenance of KOVA's Recording System, for Police, allocating funds from the Police General Fund and other sources of funds, subject to the availability of funds and budgetary approval at the time of need. APPROVED BY: `""� DATE: �"`?d0 July 7, 2024 12:29:43 EDT a Arthur Noriega V City Manager — < CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM LL�S3,, i !U;-9 ,:i004 TO: Arthur Noriega V City Manager FROM: Annie Perez, CPPO Director/Chief Procurement Officer DATE: May 29, 2024 SUBJECT: Sole Source for AT&T Enterprises, LLC REFERENCES: Sole Source No. 22-23-002 Market Research was conducted to determine whether AT&T Enterprises, LLC ("AT&T"), located at 11750 US Highway 1, North Palm Beach, FL 33408 is the sole source provider for the sourcing, installation, integration, and maintenance of the Kovacorp Recording Solutions Corp's ("KOVA") Recording System ('`Recording System"). KOVA's business address is 102 East Bay Ave., Manahawkin, NJ 08050. Market research and discussions with AT&T were conducted to determine the options available to the City. The purchase of an entirely new Emergency 911 System is cost prohibitive as it would entail replacing all of the component systems. Moreover, replacing the Emergency 911 System would require parallel services during a minimum six (6) month installation period and would serve to terminate the City's existing software licenses and benefits with KOVA. Research was also conducted to determine whether another manufacturer could offer a Recording System compatible with the City's current system. However, due to the size and complexity of the City's Emergency 911 system, KOVA 's Recording System best suits the City's needs. Therefore, not using KOVA's Recording System would deprive the City of unique and specialized equipment that is unlikely to be obtained from any other source. Even if KOVA's Recording System was purchased separately, AT&T will not install and integrate KOVA's equipment unless they are the source of the purchase. The reason AT&T insists on buying KOVA's Recording System is threefold: (1) to avoid liability with any third parties (e.g., KOVA, end -users, etc.); (2) to insure all components integrate and interface correctly, and; (3) to make AT&T's services a "turn -key" solution with all responsibility vested in AT&T. Thus, KOVA's Recording System must be sourced, purchased, installed, and maintained exclusively by AT&T. The City's Emergency 911 System is owned and housed in AT&T's data centers along with the City's VIPER recorders. Per AT&T policy, no one is allowed into its facilities except for trained AT&T employees due to liability issues. In other words, AT&T cannot not allow a third -party technician into its facilities because AT&T does not have contracts with such vendors. As a result, the compatibility of KOVA's equipment and its integration with AT&T's equipment permits only one reasonable source of supply. Finally, the City has used AT&T's Emergency 911 System since 2013 and all of the City's history is embedded in the current equipment. This history is relevant to 911 services and needs to be available to the Police at all times. AT&T's equipment can only be replaced with compatible equipment to access the logs and files created by the existing system. Thus, the need for compatible equipment to access the Emergency 911 System's history permits one reasonable source of supply, which is AT&T. Accordingly, pursuant to Section 18-92 (a) (1) & (3) of the Code of the City of Miami, it is recommended that the requirements for competitive bidding be waived, and the following sole source findings be approved: AT&T is the sole source provider for the sourcing, installation, integration, and maintenance of KOVA's Recording System, for Police, allocating funds from the Police General Fund and other sources of funds, subject to the availability of funds and budgetary approval at the time of need. APPROVED BY: DATE: Arthur Noriega V City Manager cr e 4.70 Pm GJ w�;