TITLE
RESOLUTION AUTHORIZING THE COUNTY MAYOR OR THE COUNTY MAYOR�S DESIGNEE TO EXERCISE THE REMAINING TWO, TWO-YEAR OPTION TO RENEW PERIODS FOR CONTRACT NO. L9152-2/17, TELEPHONE SURVEILLANCE SYSTEM, FOR THE MIAMI-DADE POLICE DEPARTMENT IN AN AMOUNT NOT TO EXCEED $318,000.00; AND AUTHORIZING THE COUNTY MAYOR OR COUNTY MAYOR�S DESIGNEE TO EXERCISE ALL PROVISIONS OF THE CONTRACT PURSUANT TO SECTION 2-8.1 OF THE COUNTY CODE AND IMPLEMENTING ORDER 3-38

BODY
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 authorizes the County Mayor or the County Mayor�s designee to remaining two, two-year option to renew periods for Contract No. L9152-2/17, Telephone Surveillance System for the Miami-Dade Police Department in an amount not to exceed $318,000.00; and authorizes the County Mayor or County Mayor�s designee 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, Strategic Procurement Division.

HEADER
Date:

To: Honorable Chairwoman Audrey M. Edmonson
and Members, Board of County Commissioners

From: Carlos A. Gimenez
Mayor

Subject: Recommendation for Approval to Exercise the Remaining Renewal Periods under
Contract No. L9152-2/17, Telephone Surveillance System

STAFF RECOMMENDATION
Recommendation
It is recommended that the Board of County Commissioners (Board) authorize the County Mayor or County Mayor�s designee to exercise the two, two-year option to renew periods under Contract No. L9152-2/17, Telephone Surveillance System. Board approval is required as the value of the requested renewal periods bring the aggregate contract value over the County Mayor�s delegated authority. The Miami-Dade Police Department utilizes this contract to obtain upgrades, software maintenance and support services. Due to the investigative nature of the equipment, all details of the installation and/or equipment utilized are protected from public records request under Florida State Statute 119.071(2)(d).

The Telephone Surveillance System (System) was originally purchased in 2003 through Contract No. BW1560-PD under the Mayor�s delegated authority. Contract No. SS9152-0/11 was established in 2010 for a two-year term for the maintenance and support of the System. In 2012, Contract No. SS9152-4/17 was awarded for a one-year term with two, one-year option to renew periods for the continuation of the maintenance and support of the System. In 2015, the current contract was established to provide continuation of the maintenance and support of the System.

The System is proprietary and owned by Pen-Link, Ltd. System related services, including upgrades, maintenance and support, are performed solely by Pen-Link, Ltd. Competition for the System is not feasible at this time because as it would require replacing the existing System and thus would cause an interruption in service. Exercising the remaining option to renew periods will ensure that the System stays up to date with newly developed telecommunication technologies. Moreover, the required proprietary engineering and software developments are required to maintain the functionality of the System and to ensure continued compliance with the Communications Assistance for Law Enforcement Act (CALEA).

Scope
The scope of this item is countywide in nature.

Fiscal Impact/Funding Source
The contract term expires on April 30, 2019. If this request is approved, the contract will have a modified cumulative value of $530,000 and will expire on April 30, 2023.

Department Current Allocation Allocation Requested for Option to Renew Periods Cumulative Allocation Funding Source Contract Manager
Police $ 212,000 $ 318,000 $ 530,000 General Fund Laura Romano
Total: $ 212,000 $ 318,000 $ 530,000

Track Record/Monitor
Sylvia Novela of the Internal Services Department is the Procurement Contracting Manager.


Delegated Authority
If this item is approved, the County Mayor or County Mayor�s designee will have the authority to exercise all provisions of the contract, including any cancellation, renewal and extension provisions, pursuant to Section 2-8.1 of the County Code and Implementing Order 3-38.

Awarded Vendor
Vendor Principal Address Local Address Principal

Pen-Link, Ltd 5944 Vandervoort Drive
Lincoln, NE None Brian Olson


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 that there are no performance or compliance issues various vendor responsibility lists and a keyword internet search. The lists referenced included convicted vendors, debarred vendors, delinquent contractors, suspended vendors, and federal excluded parties. There were no adverse findings relating to contractor responsibility.

Pursuant to Resolution No. R-98-12, staff contacted the vendor to negotiate a reduction in pricing for the option to renew terms. Those efforts resulted in the vendor holding the pre-negotiated pricing for maintenance and support as established at the contract�s inception.

Applicable Ordinances and Contract Measures
� The two percent User Access Program provision applies and will be collected on all purchases.
� The Small Business Enterprise contract measures and Local Preference are not applicable as this is a legacy contract.
� The Living Wage does not apply.



__________________________
Maurice Kemp
Deputy Mayor