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RESOLUTION AUTHORIZING THE COUNTY MAYOR OR THE COUNTY MAYOR�S DESIGNEE, TO EXECUTE THE ATTACHED CONTRACT AWARD FOR THE PURCHASE OF A COMPUTER AIDED DISPATCH/AUTOMATED VEHICLE LOCATOR SYSTEM (CAD/AVL) REPLACEMENT PROJECT AND KENDALL DRIVE SIGNALIZATION SYSTEM, CONTRACT NO: 808, BETWEEN MIAMI-DADE COUNTY AND CLEVER DEVICES, LTD. IN THE AMOUNT OF $17,680,362.00; AND AUTHORIZING THE USE OF CHARTER COUNTY TRANSPORTATION SURTAX FUNDS

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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 attached contract award for the purchase of a Computer Aided Dispatch Automated Vehicle Locator System and Kendall Drive Signalization System, between Miami-Dade County and Clever Devices, Ltd., in the amount of $17,680,362.00 and authorizes the County Mayor or County Mayor�s designee to execute same for and on behalf of Miami-Dade County and to exercise cancellation and renewal provisions, and any other rights contained therein, and authorizes the use of Charter County Transportation Surtax Funds.

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Date:

To: Honorable Chairwoman Rebeca Sosa
and Members, Board of County Commissioners

From: Carlos A. Gimenez
Mayor

Subject: Recommendation for Award: Request for Proposals 808 (RFP 808) -
Computer Aided Dispatch/Automated Vehicle Locator Replacement
Project and Kendall Drive Signalization System

STAFF RECOMMENDATION
Recommendation
It is recommended that the Board of County Commissioners (Board) approve award of Contract RFP 808 Computer Aided Dispatch/Automated Vehicle Locator (CAD/AVL) Replacement Project and Kendall Drive Signalization System for the Miami-Dade Transit (MDT) department to Clever Devices, Ltd. (Clever).

The recommended CAD/AVL contract implements a Real-Time Bus Tracker Information System (Bus Tracker) that will be available to the public through the transit mobile website, smartphone applications, electronic bus stop signs and the 311 Answer Center. This technology enhances the customer�s experience by providing real-time arrival information and will greatly improve MDT�s ability to make informed operational decisions and improve overall reliability and customer service. Key functions of the CAD/AVL include the monitoring of vehicle on-time performance, emergency alarms and incident management for Metrobus, Metrorail and Metromover fleets. CAD/AVL will also alert Central Control if the Metrorail operator by-passes the automatic protection safety feature and enables emergency voice communications between Central Control and Metromover on-board passengers. This technology will also provide real-time information designed to improve bus bunching and service schedules.

Additionally, through this contract, MDT is implementing a Signalization System which utilizes Transit Signal Priority (TSP) technology on all buses and is integrated with the County�s Advanced Traffic Management System (ATMS). This system enables all MDT buses with the on-board technology to automatically interface with traffic signals and allows priority passage of buses through signalized intersections on the Kendall Drive corridor as well as 5 additional corridors identified in the Original Exhibit 1 of the People�s Transportation Plan (PTP). The other corridors are: NW 27th Avenue, State Road 836, Flagler, Biscayne, and Douglas Road. Due to heavy congestion and increased development, the Kendall Drive corridor was identified as the priority corridor in 2002. As funding becomes available, this contract also provides for expansion to any additional corridors which may be identified throughout the County beyond this initial six.

This contract recommendation is placed for Committee review pursuant to Miami-Dade County (County) Code Section 29-124(f). This recommendation may only be considered by the Board if the Citizens' Independent Transportation Trust (CITT) has forwarded a recommendation to the Board prior to the date scheduled for Board consideration or 45 days have elapsed since the filing with the Clerk of the Board of this contract recommendation. If the CITT has not forwarded a recommendation and 45 days have not elapsed since the filing of this award recommendation, I will request a withdrawal of this item.

Scope
The scope of this contract is countywide in nature.

Fiscal Impact/Funding Source
The fiscal impact for the base contract is $17,680,232 over 12 years, which includes $11,566,044 for the CAD/AVL System, $2,320,000 for the Signalization System, $2,718,686 for software maintenance and support, $830,187 contingency for unanticipated software modifications and enhancements, $246,445 as part of a Federal Transit Administration grant for eight electronic signs, as well as installation, warranty, and software escrow as outlined, by funding source, in the chart below. The initial contract term is comprised of: an expedited two-year implementation period; a three-year warranty period commencing after system acceptance; and up to seven years of maintenance and post-production support (upon expiration of the warranty period) which the County may exercise at its discretion:

Department Allocation Description Allocation Amount Funding Sources Transit
CAD/AVL System $11,566,044 Charter County Transportation System Surtax (Surtax) Signalization System $2,320,000 American Recovery & Reinvestment Act (ARRA) Federal Funds Software maintenance and support over seven years $ 2,718,686 MDT Operating Funds will be utilized after the contract�s three year warranty has expired 5% contingency of contract allocation for unanticipated software modifications and enhancements $830,187 Charter County Transportation System Surtax (Surtax) Eight electronic signs $ 246,445 Federal Transit Administration (FTA) Grant for Electronic Signs Base Contract $17,680,232
Additionally, the recommended contract includes negotiated technical and commercial enhancements, at no cost to the County, valued at $2.87 million and discussed in the attached Negotiations Committee Report dated July 16, 2013. Further, in an effort to seek additional price reductions, the County re-opened negotiations with Clever on August 8, 2013, which yielded an additional $750,000 price reduction (see attached August 22, 2013, memorandum, Supplement to Negotiations Committee Report.

Track Record/Monitor
The Contract Manager for MDT is Hector Garnica. Fred Simmons, Jr. of the Internal Services Department (ISD) is the Procurement Contracting Officer.

Delegated Authority
If this item is approved, the County Mayor or County Mayor�s designee will have the authority to exercise, or approve, at their discretion, contract modifications, termination, cancellation and renewal provisions contained within the contract.

Vendor(s) Recommended for Award
A Request for Proposals was issued under full and open competition December 22, 2011. Clever was the highest-ranked responsive, responsible vendor based on evaluation criteria established in the Request for Proposals.
Awardee Address Principal Clever Devices, Ltd. 300 Crossways Park Drive Woodbury, NY Frank Ingrassia

Vendor(s) Not Recommended for Award
Proposer(s) Reason for Not Recommending INDRA USA, Inc. Proposer was not the highest ranked by the Evaluation Selection Committee Strategic Mapping, Inc. Trapeze Software, Inc. INIT Innovations in Transportation, Inc. Proposer was deemed non-responsive by the County Attorney's Office. The proposal submitted contained confidential information and, when redacted, did not contain enough information to constitute an offer. (Copy attached) IVU Traffic Technologies AG, Inc. Proposer was deemed non-responsive by the County Attorney's Office due to the omission of the required Buy America form as outlined in the solicitation. (Copy attached)
Due Diligence
Due diligence was conducted in accordance with the Internal Services Department�s Procurement Guidelines to determine contractor responsibility, including verification of corporate status and that there are no performance or compliance issues. The lists that were referenced include: convicted vendors, debarred vendors, delinquent contractors, suspended vendors, federal excluded parties, Dun and Bradstreet, and PACER reports. There were no adverse findings relating to contractor responsibility.

Staff conducted reference checks for Clever and the experience of its subsidiaries that will implement the CAD/AVL System for the County. Clever, through its own experience and that of its subsidiaries, has met contractual obligations and provided satisfactory performance implementing CAD/AVL or relevant components of the system. This experience was validated through the following agencies:

* Pinellas Suncoast Transit Authority (PSTA) - Pinellas County, Florida � CAD/AVL
* Roaring Fork Transportation Authority (RFTA) - Aspen, Colorado � CAD/AVL
* Sound Transit, Seattle, Washington - Automated Voice Announcements
* Washington Metropolitan Area Transit Authority (WMATA) �CAD/AVL

Applicable Ordinances and Contract Measures
This contract does not include the User Access Program provision due to the federal funding source. Local contract measures are not applicable, due to the federal funding source. Proposals were reviewed by MDT� Office of Civil Rights and the County Attorney�s Office for compliance with a Disadvantaged Business Enterprise (DBE) Goal of 20 percent. The proposal from Clever was determined to be responsive.

MANAGER'S BACKGROUND
Background
The current CAD/AVL System, which was acquired in the early 1990s, is obsolete and runs on antiquated hardware and outdated software. The operating system and computing environments are no longer supported and do not contain nor support the latest technology. Therefore, a replacement CAD/AVL system is required to meet MDT's operational needs.

The recommended contract will replace the old system and provide the required training, hardware, software licenses, and professional services needed to implement, configure, customize, integrate, and test the new system. The recommended solution creates a county-wide, dedicated infrastructure for real-time vehicle data communication leveraging the County�s radio re-banding initiative. This allows for a County-owned real-time customer information system, including a bus tracker system, via the web, mobile devices and electronic signs. The recommended solution also provides:

* Integration with the County�s Advanced Traffic Management System (ATMS) to facilitate Transit Signal Priority (TSP)
* Ability for Traffic Controllers to remotely provide in-vehicle audio transmissions for customer safety or route information to an individual bus, all buses on a route or the entire fleet
* Drivers the ability to instantly and silently alert traffic controllers to emergency conditions
* Real-time configurable maps, status, events and incident grids
* Bus bunching/service and vehicle on-time performance alerts
* Real-time vehicle diagnostics and alerts to maintenance personnel and Central Control
* Customer access to arrival information via an automated telephone system
* A centralized incident management system
* Customer on-demand or subscription-based route alerts and schedule/arrival information
* 75 solar-powered bus stop electronic signs
* Key Performance Indicators (KPI�s) to assist with management decisions regarding fleet size, vehicle deployment, staffing levels, and equipment failure levels

The recommended solution will be installed on over 1,200 MDT vehicles (Bus, Rail, Mover and non-revenue). In addition, the recommended Contractor will provide training to County personnel, to include all applicable user and technical documentation. Further, the solution will offer seamless integration and future growth capacity with complimentary County sub-systems, including the Transit Operations System (TOS).

This recommendation also includes significant technical and commercial enhancements, negotiated by staff, at no additional cost to the County:

Negotiated Item Description 1 Infotainment Pilot - 10 buses (in vehicle digital advertising) 2 Level 2 maintenance training (computer board level repairs) 3 Top Level class training videos (online accessible refresher training) 4 Warranty Year 2, 3 of a 3 year warranty continued on-site support 5 Additional 25 electronic solar signs (installation and 5 years hardware warranty) 6 Yard mapping using Global Positioning Systems (GPS) as a location method for open areas 7 Added 7 years escrow (results in total 10-year agreement) 8 Idle monitoring (remote monitoring of excessive vehicle idling) 9 Bus stop numbering installation (labeling bus stops which will allow riders to receive predictive arrivals times via cellphone, text and the web) 10 Addition of bus stop amenities to bus stop inventory database 11 3 years cellular service for the 50 electronic solar signs that are included in the base contract 12 5 years hardware warranty for the 50 electronic solar signs that are included in the base contract
Further, staff negotiated 19 optional items listed in Exhibit 8 � Price Schedule � of the contract for additional equipment and installation services that may be accessed over the contract term. However, these optional items require separate Board approval at a later date, if/when a funding source is identified. Some of the optional items include additional routers, on-board advertising, digital video recorders, and a turn warning system.

Clever�s proposal provides detail of their integration with the OpenSky radio systems, a requirement of the County. OpenSky is a registered trademark of Harris Corporation, a partner in development of the county�s communications infrastructure, and is the trade name for a wireless communication system, invented by M/A-COM Inc., that is now a division of Harris RF Communications. OpenSky technology applies voice over Internet Protocol transport to radio communications applications in a unique architecture. The technology was developed to meet the requirement of a higher message data speed which will support both voice and data services.�This contract requires Clever to interface with the county�s OpenSky radio to provide data services. Clever selected Cooper General Corporation, a radio system integrator who has significant experience with the County�s OpenSky Radio Project.

Clever has experience with railcar manufacturers such as Messerschmitt-B�lkow-Blohm (MBB), Bombardier, and Kawasaki. Clever�s rail experience is on systems as large as or larger than the MDT Metrorail and Metromover systems and includes CAD/AVL among other Intelligent Transportation System (ITS) capabilities at agencies such as:

* Sound Transit, Seattle
* Massachusetts Bay Transportation Authority
* San Francisco Municipal Transportation Agency

Clever�s experience includes implementations at Washington Metropolitan Transit Authority (WMATA), Consolidated On-board Ancillary Bus Equipment (CoABE) and Fixed End Systems (FeS) Project, which are similar in scope, and larger in size than that required by MDT and is ongoing. Additionally, Clever was recently awarded competitively sourced contracts for CAD/AVL Systems at WMATA (over 1,500 vehicles), and New Jersey Transit (2,200 vehicles).

Signalization System
The Signalization System, as referenced earlier in this memorandum, will incorporate Transit Signal Priority technology integrated with the County�s ATMS into all County buses. This technology will allow automatic interface with traffic signals and allow priority passage of buses through signalized intersections by extending the green phase of traffic signals to improve on-time performance for buses. While the ARRA funding was originally acquired to only enable TSP on the Kendall Drive corridor, through the contract negotiations for this procurement, the ARRA funding has been leveraged to enable the TSP capability on the entire MDT fleet and all 6 corridors.

Evaluation/Selection Process
A Request for Proposals (RFP) was issued under full and open competition. A total of six proposals were received. Consistent with the requirements of Administrative Order 3-34, the Evaluation/Selection Committee was comprised of members with the requisite knowledge and experience to evaluate proposals. In establishing the Evaluation/Selection Committee, the County determined that the use of external industry experts would be beneficial to the evaluation of proposals. Industry experts from the Dallas Area Rapid Transit (DART), Greater Cleveland Regional Transit Authority (GCRTA), and Orange County Transportation Authority (OCTA) were included as part of the evaluation and selection process. Two of the three were appointed as voting members to the Evaluation/Selection Committee, and a third (GCRTA), was originally appointed as a technical advisor, but later replaced the representative from OCTA due to scheduling conflicts and travel limitations resulting from Tropical Storm Isaac. The Evaluation/Selection Committee also included two members from MDT and one from the County�s Information Technology Department. The evaluation process was conducted in accordance with procurement rules and guidelines. Staff negotiated the attached contract which meets all contract specification requirements and represents the best value to the County.

Summary
Clever is a leading industry provider of state-of-the-art Automated Vehicle Monitoring and CAD/AVL technology. This contract is in full compliance with all County�s specifications. This contract implements a Real-Time Bus Tracker information system through the transit mobile website, smartphone applications, electronic bus stop signs and the 311 Answer Center. In addition, the contract leverages technology at bus shelters equipped with electronic signage to provide passengers with real-time schedule/arrivals information and it enables the TSP technology on all buses.

Through integration with the County�s existing traffic management system, transit signal priority for these 6 PTP corridors, Kendall Drive, NW 27th Avenue, State Road 836, Flagler, Biscayne, and Douglas Road, are enabled to support transit prioritization throughout the county; resulting in reduced travel times.

This new CAD/AVL System improves MDT�s ability to monitor service and allows the Department to remotely track vehicle health, thereby improving management�s ability to make more informed decisions regarding service delivery, making the system more reliable and efficient. In emergency situations, MDT Operations will have the ability to remotely access vehicle destination signs to display service information (e.g., system disruptions or delays) and detour information.


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Alina T. Hudak
Deputy Mayor