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Res. No. 103-99-10727
RESOLUTION NO.103-99-10727 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OFTHECITYOF SOUTH MIAMI, FLORIDA,RELATINGTOCONTRACTS, CONCERNING COMMUNICATION EQUIPMENT, AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH PAGING NETWORK OF TENNESSE,INC.(D/B/APAGENET)TOPROVIDE PAGING SERVICES,AT A COST NOT TO EXCEED $700.00FORFISCALYEAR 1998/99,ANDWITH FUTURE COSTS OF $2,000.00 FOR FISCAL YEAR 1999/2000,AND CHARGING THE DISBURSEMENTS TO "OPERATING EQUIPMENT NON-POLICE" ACCOUNT NO.001-2100-519-4630,AND "OPERATING EQUIPMENT POLICE"ACCOUNT NO.001-1910-521-4630. WHEREAS,theMayorandCity Commission oftheCityofSouth Miami have identified theneedfor cost-effectiveness intheCity's operations,and; WHEREAS,entering into a contract with Pagenet to provide allof the City's paging services ("beepers")would provide significant cost savings. NOW,THEREFORE,BEIT RESOLVED BY THE MAYOR AND CITY COMMISSION OFTHECITYOFSOUTHMIAMI,FLORIDA: Section1.TheCityManagerisherebyauthorizedtoenterintoacontractwith Pagenet to provide all the City's paging needs through September 2000,and shall be based upon the fee structure in Miami-Dade Contract No.6042-4/03-OTR-CW. Section 2.The contract with Pagenet isnotto exceed $700for fiscal year 1998/99, and$2,000.00forfiscalyear 1999/2000. PASSED AND ADOPTED this 18th day of May,1999. ATTEST:.APPROVED: tLwaz*^IcS -? CITY CLERK (MAYOR READ AND APPROVED AS TO FORM:COMMISSION VOTE:5-0 Mayor Robaina:Yea ^2 //I (z?/jj.i^Vlce ^ay°r Oliveros:Yea ,\.,..--,:—£/-—Commissioner Fell u:Yea eii Y ai lUKJNbY Commissioner Bethel:Yea Commissioner Russell:Yea CITY OF SOUTH MIAMI INTER-OFFICE MEMORANDUM TO:MayorandCommission DATE:May 18,1999 FROM:Charles D.Scurr SUBJECT:Agenda Item#_ CityManager /~^CommissionMeeting, May 4,1999 2 AUTHORIZATION OF THE CITY MANAGER TO ENTER INTO A CONTRACT WITH PAGENET FOR PAGING SERVICES. REQUEST The attached resolution seeks approval fortheCity of South Miami to enter intoa contract with Paging Network of Tennessee,Inc.(d/b/a Pagenet)toprovidepagingservices ("beepers")forthe City.Currently,Pagenetprovidesbeepersforallthe City's departmentsexceptthepolice. Anothercompany,TSRWireless,currentlyprovidesbeeperstothepolice.Itisproposedto consolidate allthe beeper accounts with Pagenet. BACKGROUND AND ANALYSIS Pursuant tothe ongoing effort to reduce the Administration's "overhead"andtofindmore efficientand cost-effective meansforouroperations,theattachedresolutionwouldprovidefor anestimatedcostsavings of $2,592.00eachyearforpagingservicesbyhavingPagenetsupply theCitywithall of itsbeeperneeds.Operationswouldbefurtherimprovedbyhavingone department,the Police Department,coordinate the beeper accounts. Asdetailedinthe attached memorandumfromPublicWorks,nodecreaseinserviceabilitywill result fromthe change-over from TSR WirelesstoPagenet.Infact,therewillbethe added benefit of PagenetbeingabletoofferotherCityemployeeswithanopportunitytoobtaintheir own beeper ataspecialrate. The total expenditure wouldnotexceed$700.00for fiscal year1998/99,butthecontractwould have the futurecost of$2,000.00 forfiscalyear 1999/2000.The disbursement wouldcomefrom accountNo.001-2100-519-4630 (operating equipment non-police)andNo.001-1910-521-4630 (operating equipment police),respectively.The non-police account currently hasa balance of $2,193.83 remaining for fiscal year 1998/99,and the police account hasa remaining balance of $14,010.00forfiscal year 1998/99. RECOMMENDATION Approval is recommended. City of South Miami PUBLIC WORKS DEPARTMENT INTER-OFFICE MEMORANDUM TO:Charles D.Scurr City Manager VIA:FernandoJ.Rodriguez Director of Public,WorJ^ FROM:Orlando G.MMfnlfedel5a'stro Deputy Director of Public Works DATE:April2,}999 SUBJECT:Paging services In order to analyze our present pager service and related costs,we need to fully review the present contracts.The following information relates to our present pager services.The City dealswiththetwodifferentpagingcompanies: A)TSR Wireless (This service is used only by the Police Department) 4901 NW 17th Way (Phone 954-351-9522) Suite #201,Ft.Lauderdale,FL 33309 Account Number 2540194254.Account Exc.Mr.Terrence Gomes (305-441-9707) The following information was obtained from invoice dated3/1/99: 1.Six (6)"Ultra Extra Express "pagers with-nation wide coverage atamonthlycost of $24.00each=$144.00 2.Fifty-four (54)pagers "Pronto &Bravo "ata monthly costof $4.00 each =$216.00 Totalofsixty(60)pagersatamonthlycostof$360.00 Annual projected cost of$4,320.00 Note:The company charges $65.00 per each lost pager and they have no contractual agreement withtheCity(onmonthtomonthbasis). B)PAGENET (This service is used byallthe other departments) Paging NetworkofMiami(Phone 305-267-4600) Dadeland,US1&Ludlum,Miami,Fl 33126 Account Number 063-133674.Account Exc.Ms.Liza Pistorino (305-287-6729) 1. 2. The following information was obtained from invoiced dated 3/01/99: Thirty-nine (39)pagers"Bravo"atamonthlycostof$1.90 each=$74.10 Additionalchargeforthree(3)pagers withstate-widecoverageata monthly costof$5.00each=$15.00 One (1)pager "Bravo/nation-wide"ata monthly costof $34.95 =$34.95 Total of forty-three (43)beepers ata monthly costof $124.05 Annual projected cost of $1,452.60 'City of Pleasant Living" *Page Two Note:-Hie company charges $40.00 per lost for digital pagers and $75.00 for the alphanumeric pager after the insurance coverage's ofa $1.00 per pager.If we didn't purchase the insurance the cost of replacement would be $120.00 per pager. Background on Paeenet They won the bidding process with Miami-Dade County.Central Services just piggybacked on their contract with the county rates (REF.Metropolitan county bid #5338-2/99-OTR). Without a doubt Pagenet provides the same service as TRS,but with the exception that TRS are very expensive in comparison to Pagenet.For example the City would save $2,592.00 annually by transferring the pagers from the police department to the City's Pagenet account,and changing the coverage of six pagers from nation-wide coverage to statewide coverage. Note:The cost savings was derived by changing the sixty pagers of the police department in the following manner;six beepers with statewide coverage from the cost of $24.00 each to $6.90 each and changing fifty-four beepers from $4.00 a piece to $1.90 each.The changes would result in a new monthly billing fee of $144.00 instead of the present monthly fee of $360.00.The monthly expense would decrease by $216.00 or an annual saving of $2,592.00,while maintaining the same services and the proper pager coverage. Recommendation We should consolidate both accounts to Pagenet Network,not only because of the potential savings,but in order to provide better control guidelines.The City should have one person/division responsible for the pager account. The choice of using the Police Department as the division in charge of the account is obvious, since they already have a communication division,which operates seven days a week on a twenty-four hour basis. The City should not pay for monthly insurance coverage per pager.The present insurance rate is $1.00 for the Bravo pager and $2.00 for the Advisor model.This amount could represent an additional expense of $1,248.00 annually.Pagnet has agreed to charge us the same monetary amounts for replacement pagers as if we had purchase insurance coverage.In fact,many institutions like Miami-Dade County put the burden on the employee.The employee would have the option to reimburse the cost ofthe pager or the replacement amount is automatically deducted from his/hers payroll check.Of course the City would always have the option not to charge an employeethathaslosttheir pager inan adverse situation. I am aware that any time anyone entertains to change pagers numbers is a inconvenience,but the benefits from doing the change is heavily outweigh when you consider all the benefits. Note:I have prepared an acknowledgement receipt form for the City to use in the event you accept my recommendation (see attached form). "City of Pleasant Living" Pagers PageThree Other Benefits that Pagenet Network provides (see memo attached): •Theywillprovideallouremployeesaspecial rate of $5.95permonthasabenefitandan additional$5.00for statewide coverage (maximum of threeper employee)if applicable. They will alsocharge our employees a$20.00connectingfee. •Theywillsupplyuswithfive spare beepers atnocost.ThiswillassisttheCityin maintainingpageravailabilityinshortnotice.Theperson(s)in charge willhavethe authority toactivatethespare pagers.The pagers willonlybebilledwhenweactivatethem.This servicecanbeperformedMondaythrough Saturday between thehours of 8AM until6PM. •They will not chargea connecting fee. •Wecan upgrade a pager(s)coverage within24hours(tostateor national coverage). •Pagenet will guarantee thatallthenew pagers willbeinthe(305)area codeandtheywilltry togetusthesame prefix numbers(samefirstthreenumbers). Ifyouagree with my recommendation,weneedtositdownwiththepartythatyouplanto designate asthepagercontract administrator inordertoimplementasmooth transition.Ifyou haveany questions,don't hesitate to contact me. Cc:Hakeem Oshikoya,Finance Director Cokes Watson,Chief of Police City of Pleasant Living' City of South Miami RECEIPT OF PAGER On ,I have received the below Pagenet beeper and understand that I accept full responsibility for this equipment. In the event the pager islostor stolen due tomy inappropriate care orI fail to turn the pager in when requested,thenIwill reimburse theCityof South Miami thecostofthe deductible ($40 per digital unit and $75 peralpha numeric unit).This also serves asa payroll deduction form and authorization document. PAGER PHONE #PRINT NAME CAP CODE #SIGNATURE^ DATERECEIVED DEPT VERIFIED BY S.S# NOTE:Original to payroll CopymaintainattheDepartmentissuingpager Mam-31-99 01:06P P.02 SOUTH FLORIDA DISTRICT City of SouthMiami Account*063-133674 March 31,1999 DearOrlandohereismost of theinformationwespokeabout. Missing numbers,750-2875 isbilled through BellSouth 312-2177 isbilledthroughCity of So.Miami@ $1.90 Therewillbeno connection fees charged tothenewCity of South Miami pagers when theyareadded. We will be able togive your employees the $5.95 rate and $5.00 for statewide coverage. We require first and last month payment up from on all personal accounts.There will be a $20.00 connection fee for employees and they are allowed amaximum of 3unitsatthis rate.Iwillneedacopy of any identification thatstatetheyarecityemployees. Wewillbe able togiveyou all the same prefix on your new pagers with305 area codes. Icannottellyouatthistimewhatthatprefixwillbe. I will be able to get youthe activity report on all your current pagers butI have to wait untiltheend of ourbillingmonthwhichwillbeApril 19,1999.Icanfaxitoveras soon asIgetit. As far asstatewidecoverageis concerned,Metro-Dade pays$5.00forthe coverage and I can not lower it.The pager thatis currently being charged $4.00 (376-7038)isan error on our part. Iam currently workingontryingtogetyouthebidnumber for Metro-Dade and assoon asIdoIwillletyouknow.If youhaveany questions please donot hesitate in calling me.Ilook forward toservicingyour paging needs. Sincerely, Lisa A.Pistorino CustomerSupport Representative Dadeland-Dade Hollywood •Broward WestPalmBeach BocaRaton-Palm Beach Dixie Pointe Shopping Center Oakwood Shopping Plaza 1700 Palm Beach Lakes Blvd.#130 1305 W.Palmetto Park Road Dixie hwy at ludlam Ave.(67th)I-95 at Stirling Road (same convenient location)Palmetto Park Road and I-95 (305)287-4600 (954)771-6004 (561)478-0025 (561)417-4480 04/01/19S9 10:28 3056677806 04/01/89 08:52 9 CITY SO MIAMI FJRCH CONTRACT AWARD SHEET BIDNO.:604Z-4/Q3-OTR-CW (Previous Bid No.5338-2/99*1) RENTAL OF PAGERS CONTRACT PERIOD:10/1/98 thru 9/30/99 COMMODITY CODE:7Z5-45 PART #1:VENDORS AWARDED OTR YEARS:Four (4) F.I,D,NO.: VENDOR: STREET: CITY/STATE/ZIP: F,O.B,TERMS: PAYMENTTERMS: OELIVERY: PHONE; FAX: CONTACT: 521550954 Paging Network of Tennessee,Inc. 2989Commerce Pkwy. Miramar,Florida 33025-3957 Destination Net 30 Days As Arranged r .• (305)267-4600 ****** (954)430-6052 PeterKraut PART #2:ITEMS AWARqgO GROUP A.MOTOROLA "BRAVO U-FLY"DIGITAL AS THEY BECOME AVAILABLE 1. 2, 3. 4. ffiHAfcVlfe^TI^G DISPL/Y PAGFR °*™E W°5T *ECENT MOdELS FROM THE I 1.90/Month t!i#*«i!Lwn»Bn: Local -Unlimited calls required per Pager. Statewide-Unlimited calls required per Pager. Southeast Region Nationwide (See Option E&F) -Unlimited calls requiredper Pager, One Additional Region Nationwide (See Option C4F) Full Nationwide (See Option E &F) 6.One (1)Additional Phone Number S 6.90/Month $12.95/Month S14,95/Mohth $19.95/Nonth S 0 /Nontft PAGE 01 IgUOJ 04/01/1999 10:20 3056677806 CITY SO MIAMI PURCH PAGE 02 04/01/98 08:53 ©vjw S CONTRACT AWARD SHEET BIO NO.6042-4/03 .PAGE 2 opticus: A)Group pagers vtr pager cost with single J_LJfflZMonth call entry 5)Insurance.per pager *-**-4e? C)Replacement Cost -damaged beyond repair,$75,Q0/.Ea. lo*t or stolen 4** 0)Nationwide Pager Service (minimum one hundred (100)calls at.no charge• £)Nationwide Pager Service ?«/raii(1n excess of cne hundred and one (201)£.0.25/Call calls F)800 Phone Nuwber: 1,WUh Personal Identification Number $S.OQZMonth (PIN) 2,Without Personal Identification Number 3.S.OQZMonth (PIN) Q)Voice Mailbox;$_ifiO^Month 1.Local *^00/wonth 2.Nationwide $_^00/_Month mqup B ^Tnom a -AlflTSaV ALPHAMUMERK PAQEES: 1.Local -Two Hundred (ZOO)calls $_7.90ZMonth 2 Statewide.-Two hundred (200)minimum imozMonth calls required per Pager. 3.Southeast Region Nationwide •$gS.95/.Month (See option G k H) 4.One Additional Region Nationwide S3^95/.Month (See option 0 *H) b.Full Nationwide •(Sai option S&H)$34.95£Month 6.One (1)Additional Phone Number %,B /Month A)Group pagers per pager cost single call entry i^iiOOZMonth 6)insurance par pager s lt00/Month 04/01/1999 10:20 04/01/88 08:83 3056677896 © CONTRACT AWARDSHEET 8ID NO.6042-4/03 PAGE 3 CITY SO MIAMI PURCH PAGE 03 C)Replacement Cost *damaged beyond repair, lost or stolen S125.0Q/Each ** 0)800PhonoNumber: I.With Personal Identification Number (PIN)S 5.00/Month 2.Without Personal Identification Number (PIN) S 5.00/Month E)Local and 5tetewide Pager Service (in excess < Two hundred and one (201)calls Bf S O.Z5/Call F)Nationwide Pager Service (in excess of Two hundred andone (201)calls s o.SO/Call G)Voice Mailbox: 1.Local $3.CC/Month 2.Nationwide $6.00yMonth H)Third Party Alpha Message Dispatching $5.00/Month 1.Per transaction charge (80 character or greater) S 0.4Q/Transact-:on GROUP C MOTOROLA -ALPHAHATE IOR II"MES5AGE QITRY DEVICE. 1)Rental Price S^lO.OO/Month oPTiqas; A)Replacement Price of AlphsMate I or II" Message Entry Device 1f damaged beyond repair,lost or stolen $Z9S.G0/Eich B)Windows Based Software $J9.95/Each a)Purchase Price C)DOS Based Software S lO.OO/Each a)Purchase Price D)MACINTOSH Based Software a)Purchase Price S 40.00/Sach ...all*OOtt r',, 1^£**•*••' .-«*G t-S-80 66/TO/fO f0 3Dtfd HOynd IWtflW OS AilO 9e8i£99Q0e 02:01 666t/I0/t>0 04/01/1999 10:20 3056677806 CITYSO MIAMI PURCH PAGE05 UO&TRACT AWARD SHEET BIONO,60*2-4/03 PAGE 5 GSADirector'sOffice S1,000.00 GSA/FacilUles Maintenance $22,000.00 GSA Fleet Mgmt.$5,500.00 GSA Procurement Mgmt.$2,500.00 GSA Risk Mgmt.$3,500.00 HUD $2,500.00 Human Resources $4.200.00 ITD $26,000.00 JudicialAdmin.$27,000.00 JusticeAssistance Oept.$6,000.00 Law $600.00 Libraries $7,000.00 Mayor s 5,000.00 Medical Examiner $750.00 Metro Dade Police (MDPD)$97,000.00 Metro Dade Transit (MDTA)$35,700.00 Park &Recreation $32,000.00 Planning &Development $20,000.00 PublicWorks $7,500.00 Seaport $15,000.00 Solid Waste $20,000.00 SFETC $1,000.00 Special Housing $6,000.00 Tax Collector $2,950.00 Team Metro $5,000.00 Water &Sewer (MOWASAO)$2,500.00 Youth &Family $4,000.00 5R.PROCUREMENT AGENT;MARK RIPLEY,CPPB MR/If 08-27-98 04/01/1S99 10:20 04/01/89 08:54 3056677806 © CONTRACT AWARD SHEET BIO NO.604Z-4/03 PAGE4 CITY SO MIAMI PtIRCH GROUP 0 LIST PAGER FREQUENCIES OF SIGNAL OSCILLATION: 158.750 4*4.175 929.1375 929.4375" 929.5625 929.9625 931.2875 931.3375 931.UK 931.5625 931.5625 NUMBER OF TRANSMITTERS 1.Local Tn-County 105 sites 387 Tnnsmltters 2.Statewide 240 sites 550 Transmitters 3.Nationwide 3700 sites 9,500 Transmitters PART S3:AWARD INFORMATION ()BCC (X)PMO AWARD DATE:9/10/98 BIOS &CONTRACT RELEASE DATE:9/10/98 ADDITIONAL ITEMSALLOWED:Yes SPECIALCONDITIONS:None TOTAL VALUE:$498,500.00 AGENDA ITEM #:N/A OTR YEAR:One (1) MODIFIED VALUE:$ USER OOLLAfl AMOUNT DEPARTMENT AtWOTW Auditand Mgmt.$2.Q0O.00 Avietion $17,300.00 Building Code Compliance $15,000.00 Business &Economic Development $3,000.00 Clerk of Courts $6,000.00 Communications $2,000.00 Community Action Agency 511,000.00 Community Affairs $2,000.00 Community &Economic 0*v.$4,500.00 Consumer Services $6,000.00 Corrections &Rehab.$4,5C0.OO County Commission $15,000.00 County Manager $4,500.00 Elections $8,500.00 Environmental Resources (DERM)$22,000.00 Finance 01rector $3,000.00 FireDepartment $10,000.00 PAGE 06 HJVVV 04/01/1999 10:20 3056677806 CITY SO MIAMI PURCH PAGE 07 04/01/99 08:83 ©._*k"" '/'&0&TRACT AWARD SHEET 810 NO.5042-4/03 PAGE 5, GSA Director's Office $1,000.00 GSA/Fad 11ties Maintenance $22,000.00 GSA Fleet Mgmt.$5,500.00 GSA Procurement Mgmt.S 2,500.00 GSA Risk Mgmt.$3,500.00 HUD $2,500.00 Human Resources $4,200.00 ITD $26,000.00 Judicial Admin.$27,000.00 Justice Assistance Dept.$6,000.00 law $600.00 Libraries $7,000.00 Mayor s 5,000.00 Medical Examiner $750.00 Metro Dade Police (MDPD)$97,000.00 Metro Dade Transit (MDTA)$35,700.00 Park &Recreation $32,000.00 Planning &Development $20,000.00 Public Works $7,500.00 Seaport $15,000.00 Solid Waste $20,000.00 SFETC $1,000*00 Special Housing $6,000*00 Tax Collector $2,950.00 Team Metro $5,000.00 Water &Sewer (MDWASAO)$2,500.00 Youth &Family $4,000.00 SR.PROCUREMENT AG0W;MARK RIPLEY,CPPB MR/lf 08-27-98