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RESOLUTION APPROVING THE AWARD OF LEGACY CONTRACT NO. L9007-3/2 FOR PRIORITY DISPATCH PROQA MAINTENANCE AND SUPPORT SERVICES TO MEDICAL PRIORITY CONSULTANTS, INC.; AUTHORIZING ADDITIONAL EXPENDITURE AUTHORITY IN A TOTAL AMOUNT OF UP TO $96,000.00 FOR THE INITIAL TERM OF THE CONTRACT; AUTHORIZING THE EXERCISE OF THE SOLE OPTION TO RENEW TERM WITH AN ALLOCATION OF UP TO $324,000.00; AND AUTHORIZING THE COUNTY MAYOR OR COUNTY MAYOR�S DESIGNEE TO EXECUTE THE CONTRACT AND TO EXERCISE ALL PROVISIONS CONTAINED THEREIN

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WHEREAS, this Board desires to accomplish the purposes outlined in the accompanying memorandum, a copy of which is incorporated herein by reference,

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that this Board approves the award of Legacy Contract No. L9007-3/2 for priority dispatch PROQA maintenance and Support, to Medical Priority Consultants, Inc., pursuant to Section 2-8.1(b)(2) of the code of Miami-Dade County, authorizes additional expenditure authority in a total amount up to $96,000.00 for the initial term of the contract for the purchase of licenses, maintenance and support services for the ProQA System, and authorizes the exercise of the sole option to renew term with an allocation of up to $324,000.00 for the Information Technology Department. This Board further authorizes the County Mayor or County Mayor�s designee to execute the contract and to exercise all provisions of the contract pursuant to Section 2-8.1 of the County Code and Implementing Order 3-38.

A copy of the contract is on file with and available upon request from the Internal Services Department, Procurement Management Services Division.

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Date:To: Honorable Chairman Esteban L. Bovo, Jr.
and Members, Board of County Commissioners

From: Carlos A. Gimenez
Mayor

Subject: Request for Additional Expenditure Authority and Approval to Exercise the Option to Renew Term under Legacy Contract No. L9007-3/23, Priority Dispatch ProQA Maintenance and Support

STAFF RECOMMENDATION
Recommendation
It is recommended that the Board of County Commissioners (Board) approve this legacy contract and authorize the County Mayor or the County Mayor�s designee to exercise the sole option to renew term, pursuant to Section 2-8.1(b)(2) of the County Code, under Legacy Contract No. L9007-3/23, Priority Dispatch ProQA Maintenance and Support, for the Miami-Dade County Information Technology Department on behalf of the Miami-Dade Police Department. The value of the option period is $324,000. The Information Technology Department is also requesting $96,000 in additional expenditure authority for the current term.

The County administratively awarded this legacy contract to Medical Priority Consultants, Inc. under delegated authority on March 1, 2016 for a two-year term with one, two-year option to renew. The contract is currently in the initial term and is used by the Police Department to assist in its emergency response efforts. More specifically, ProQA is a standardized, universal, scripted protocol emergency response software application. This application is used by call takers to accurately identify location and chief complaint; evaluate scene safety issues for bystanders and responders; and choose the most appropriate response. The application assists with prioritizing the appropriate vehicles, equipment, and personnel needed to effectively respond to 9-1-1 calls. Utilizing these protocols increases safety, improves survivability rates, and reduces the County�s liability risk. Priority Dispatch is used by more than 56,000 certified emergency communication professionals in more than 3,000 communication centers world-wide.

Under the contract, the County purchases licenses, ongoing maintenance and support services for ProQA. The additional expenditure authority requested for the current term is needed to purchase 53 ProQA Spanish language licenses to enhance the level of service in processing 9-1-1 calls, and to cover the cost of the associated maintenance and support services. Additionally, funds will be used to purchase Advanced Emergency Dispatch certifications for new hires and re-certifications for Police Complaint Officers, which is critical for the Police Department�s Public Service Answering Point to remain in compliance with National Emergency Number Association (NENA) and Association of Public-Safety Communications Officials (APCO) national standards.

Approval of the option-to-renew term ensures continuity of operations for ongoing maintenance and support services. It was determined that exercising the renewal term is in the County�s best interest because Medical Priority Consultants, Inc. is the proprietary owner of the application and is the only vendor capable of meeting the County�s needs. Market research was conducted and only one vendor providing similar services was identified. However, the vendor does not have the language functionality required by the County and the estimated replacement cost could exceed $845,000.

The County recently issued a request for proposal, RFP-00589, for a new Computer Aided Dispatch (CAD) system. Once the RFP is awarded and a new system is implemented, all software, including ProQA, and systems currently integrated to the County�s Motorola CAD system will be re-evaluated in order to reduce or eliminate the need for future legacy purchases.

Scope
The impact of this item is countywide in nature.

Fiscal Impact/Funding Source
The contract term expires on February 28, 2018. As set forth below, the requested increase for the current term is $96,000, resulting in a modified allocation of $322,000 for the initial term. If the option-to-renew term is exercised, the contract will expire on February 28, 2020, and have an estimated cumulative value of $646,000.


Department Existing Cumulative
Allocation Additional Allocation Requested Modified Cumulative Allocation Funding Source Contract Manager
Information Technology $226,000 $96,000 $322,000 911 Funds
Mirta Lopez Cardoso
Total: $226,000 $96,000 $322,000

Term Period Covered Amount
Initial Contract Term: March 1, 2016 � February 28, 2018 $322,000
Subtotal $322,000
Option to Renew Requested for Approval and Estimated Amount under this Item:
Option to Renew: March 1, 2018 � February 28, 2020 $324,000
Subtotal $324,000
Cumulative Value $646,000

Track Record/Monitor
Tiondra Wright of the Internal Services Department is the Procurement Contracting Officer.

Delegated Authority
The County Mayor or the County Mayor�s designee will have the authority to exercise all provisions of the contract, including any renewals or extensions, pursuant to Section 2-8.1 of the County Code and Implementing Order 3-38.

Awarded Vendor
Vendor Principal Address Local Address Principal
Medical Priority Consultants, Inc. 110 S Regent Street
Suite 500
Salt Lake City, UT None Jeffrey J. Clawson

Due Diligence
Pursuant to Resolution No. R-187-12, due diligence was conducted in accordance with the Internal Services Department�s Procurement Guidelines to determine contractor responsibility, including verifying corporate status and review of performance and compliance issues through various vendor responsibility lists and a keyword internet search. The lists referenced include convicted vendors, debarred vendors, delinquent contractors, suspended vendors, and federal excluded parties. There were no adverse findings relating to contractor responsibility.



Prior to the decision to exercise the option-to-renew period, market research was conducted to assess competitive factors, such as pricing, available competitors, product quality, and current operational functionality. Pursuant to Resolution No. R-98-12, staff contacted the vendor to negotiate a reduction in pricing for the option-to-renew term. Those efforts resulted in the vendor honoring pre-negotiated pricing established at the contract�s inception despite market increases.

Applicable Ordinances and Contract Measures
� The User Access Program provision applies where permitted by funding source.
� The Small Business Enterprise Bid Preference and Local Preference Ordinances do not apply.
� The Living Wage Ordinance does not apply.



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Edward Marquez
Deputy Mayor