HomeMy WebLinkAboutReso 2007-1099
//
RESOLUTION NO. 2007-..1Q99
A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF SUNNY ISLES BEACH, FLORIDA, APPROVING AN
AGREEMENT WITH INTERNATIONAL BUSINESS
MACHINES (IBM), IN AN AMOUNT NOT TO EXCEED
SEVENTY-SIX THOUSAND SIX HUNDRED FORTY
DOLLARS ($76,640.00), FOR THE PREPARATION OF RFP
REQUIREMENTS FOR CONSTRUCTION OF A WIRELESS
ISLAND, ATTACHED HERETO AS EXHIBIT "A";
AUTHORIZING THE MAYOR TO EXECUTE SAID
AGREEMENT; AUTHORIZING THE CITY MANAGER TO
DO ALL THINGS NECESSARY TO EFFECTUATE THE
TERMS OF THE AGREEMENT; PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, the City is in need of a strategy and design development services for
wireless broadband telecommunications infrastructure; and
WHEREAS, the City issued and advertised Request for Proposals No. 06-05-01 Wireless
Island: Solution Strategy and Design for Wireless Broadband Telecommunications
Infrastructure, for which International Business Machines ("IBM") was the sole respondent; and
WHEREAS, on July 20, 2006 the City Commission awarded Request for Proposals No.
06-05-01 to and entered into an agreement with IBM, via Resolution No. 2006-944, to conduct
the Wireless Island Feasibility Study; and
WHEREAS, the City is now in need of a consultant to prepare the RFP requirements for
the construction of the wireless island; and
WHEREAS, staff has determined the proposal from IBM whose price, terms, and
conditions are reasonable and customary; and
WHEREAS, the City wishes to enter into an agreement with IBM to prepare RFP
requirements for construction of a wireless island, in an amount not to exceed Seventy-Six
Thousand Six Hundred Forty Dollars ($76,640.00), attached hereto as Exhibit "A".
NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS:
Section 1. Incorporation of Recitals. The recitals set forth in this resolution are incorporated
herein by reference as if fully set forth herein.
Section 2. Approval of Agreement. The City Commission hereby approves the agreement
from International Business Machines for the preparation of RFP requirements for construction
of the wireless island, in an amount not to exceed Seventy-Six Thousand Six Hundred Forty
Dollars ($76,640.00), attached hereto as Exhibit "A".
R2007-II3M Agmt For Wireless Island
Page J of2
Section 3. Authorization of Mayor. The Mayor IS hereby authorized to execute said
Agreement.
Section 4. Authorization of Citv Manager. The City Manager is hereby authorized to do all
things necessary to effectuate the terms of this Agreement.
Section 5.
Effective Date. This Resolution will become effective upon adoption.
PASSED AND ADOPTED this l7UI day of May 2007.
ATTEST:
~\~(\~
Jane A. Hines, CMC, City Clerk
APPROVED AS TO FORM
AND LEG SUFE CIENCY:
Moved by:
VI Ce VY\~v Wt\i-fR.
rID'M~ ICbL 'L~/'II-S
Seconded by:
Vote: S-()
Mayor Edelcup
Vice Mayor Thaler
Commissioner Brezin
Commissioner Goodman
Commissioner Iglesias
V (Yes)
V(Yes)
v(Yes)
~(Yes)
~Yes)
_(No)
_(No)
_(No)
_(No)
(No)
R2007.IBM Agmt For Wireless Island
Page 2 of2
,>
==== ';.',:." Z~,(; .' " G'l":ljaI" S . \'/' 'v,)
:: :.=::::::::: ,""~,,.., ',' ,\, 'S , .
- - - --- n. " ,,', 0 e~TI,ce
==-=':' = ' ~ '7 " 't ~ ~,:-V~ '. .~
0" ,(," ^~ ","' , T " ~ ~ _
A SERVICES PROPOSAL FOR
City of Sunny Isles Beach
for IBM to provide:
Wireless Network Requirements
Definition
submitted by
IBM
One Alhambra Plaza
Coral Gables, FI 33134
May 8, 2007
The information in this proposal shall not be disclosed outside the City of Sunny isles Beach organization
and shall not be duplicated, used or disclosed in whole or in part for any purpose other than to evaluate
the proposal. If a contract is awarded to IBM as a result of or in connection with the submission of this
proposal, City of Sunny Isles Beach shall have the right to duplicate, use or disclose the information to the
extent provided by the contract. This restriction does not limit the right of City of Sunny Isles Beach to use
information contained in the proposal if it is obtained from another source without restriction.
Page 1 of 12
Statement of Work
This Statement of Work ("SOW") defines the scope of work to be accomplished by IBM under the
terms and conditions of the IBM Customer Agreement (or any equivalent agreement signed by
both of us) ("Agreement"). The tasks to be performed by IBM are defined and an Estimated
Schedule is provided. In addition, the responsibilities of City of Sunny Isles Beach are listed.
The Statement of Work includes the following subsections:
. Scope of Services
. Key Assumptions
. IBM Responsibilities
. City of Sunny Isles Beach Responsibilities
. Estimated Schedule
. Deliverable Materials
. Completion Criteria
. Charges
. Other Terms and Conditions
Changes to this Statement of Work will be processed in accordance with the procedure described
in Appendix C, "Project Change Control Procedure". The investigation and the implementation of
changes may result in modifications to the Estimated Schedule, Charges, or other terms of this
Statement of Work.
The following are incorporated in and made part of this Statement of Work:
. Appendix A, "Deliverable Guidelines"
. Appendix B, "Deliverable Material Acceptance Process"
. Appendix C, "Project Change Control Procedure"
1 Scope of Services
The scope of the project is to develop and document the City of Sunny Isles Beach Wireless
Network requirements with the City of Sunny Isles Beach guidance.
1.1 Key Assumptions
This Statement of Work and IBM's estimates to perform are based on the following key
assumptions. Deviations that arise during the proposed project will be managed through the
procedure described in Appendix C, "Project Change Control Procedure".
1. This Statement of Work addresses only the City of Sunny Isles Beach iocation(s) at the
City of Sunny Isles Beach.
2. IBM will only be providing technical, procedural and qualifications that can be incorporated
into a more complete document that includes other City of Sunny Isles Beach provisions
such as legal, insurance, and other internal city requirements.
2 IBM Responsibilities
The specific Services to be provided under this Statement of Work are described in this section.
2.1 IBM General Responsibilities
1. IBM will provide Services under this Statement of Work during normal business hours,
8:00 a.m. to 5:00 p.m. (local time) Monday through Friday, except IBM holidays, unless
otherwise specified.
Page 2 of 12
2. IBM staffs projects on a national basis with either local or non-local resources based upon
resource availability at project initiation. At the start of a project and on an ongoing basis,
our project managers shall work together to mutually determine any onsite requirements
of non-local perform resources. For long term engagements, the typical 40 hour work
week of full time non-local resources normally consists of the resource traveling to your
site on Monday, returning to their home city at the end of the workday on Thursday and
performing project related activities remotely on Friday, as applicable. During weeks with
a national Holiday or during periods when a resource is not required to be onsite full time,
both parties will work together to define an alternate full time work schedule. Such
alternate work schedule may include the resource performing project related activities
remotely.
3. Some IBM activities on this project may be performed on IBM premises. The time spent
on these contract-related IBM activities will be billable to City of Sunny Isles Beach.
4. Some of the Services may be performed by an IBM subcontractor. If an IBM
subcontractor assists with the project, IBM is solely responsible for completion of the work
described herein and compliance with the terms hereof and coordinating any involvement
of IBM subcontractors who may be engaged to assist IBM in accomplishing the work
described herein.
2.2 Engagement Oversight
Description: The objective of this task is to provide an individual ("IBM Project Manager") to
provide direction and control of IBM project personnel, and to establish a framework for project
communications, reporting, procedural and contractual activity. The major sub tasks are:
1. Review this SOW, and any associated documents, with the City of Sunny Isles Beach
Project Manager.
2. Coordinate and manage the activities of IBM project personnel.
3. Maintain project communications through the City of Sunny Isles Beach Project Manager.
4. Establish documentation and procedural standards for the development of this project.
5. Prepare a project plan at the onset of this project for performance of this Statement of
Work. The project plan will define tasks, schedule and responsible person(s) or
organization(s) for each milestone.
6. Prepare and conduct a project kickoff meeting to establish dates and determine any
workshops that need to be scheduled.
7. Conduct project status meetings.
8. Prepare and submit monthly Status Reports.
9. Review and administer the Project Change Control Procedure with the City of Sunny Isles
Beach Project Manager.
Completion Criteria: This activity will be complete when the other activities described as IBM
Responsibilities have been completed, according to their completion criteria, or IBM has met the
criteria defined in the Completion Criteria section of this Statement of Work.
Deliverables: Status Report
2.3 City of Sunny Isles Beach Wireless Network Requirements
Definition
Description: IBM will work with the City of Sunny Isles Beach to develop the requirements for
the planned City of Sunny Isles Beach Wireless Network. IBM will provide the architectural and
technical personnel to develop the detailed requirements for the wireless network. The City of
Sunny Isles Beach will provide guidance on the functional requirements that they want the network
to provide.
The major activities within this task are to define and document the following information:
1) Goals for the wireless network
Page 3 of 12
2) City of Sunny Isles Beach Background information
3) Wireless and Data Network Requirements
i) The requirements will be specified for each of three phases:
1. Street Level Coverage
2. Vertical Coverage including some indoor
3. Enhanced vertical coverage
ii) Public Safety Requirements
iii) Public Access Requirements
iv) Security Requirements
v) Coverage Requirements
(a) Indoor
(b) Outdoor
vi) Overall Architecture Requirements
4) Site Acquisition/Mounting Asset Requirements and Responsibilities
5) Implementation Timeline
6) Warranty requirements
7) Operations Support Systems Requirements
8) Operations and Maintenance Requirements
9) Technology Refresh Requirements
10) Customer support and Help Desk Requirements
11) Service Level Agreement requirements
i) Availability
ii) Throughput and bandwidth
iii) Response times
12) Vendor responsibilities
13) City responsibilities
14) Requirements Matrix
This information will be compiled from the results of the Wireless Broadband Assessment dated
11 January 2007. Where further clarification or delineation is required, IBM will facilitate meetings
with the appropriate CSIB personnel to discuss the issues and present alternatives and lessons
learned from other municipal wireless implementations within the United States.
IBM will present the draft Network Requirements Document to the City for review and will make
final changes consistent with the Deliverable Acceptance Criteria noted in Appendix B.
Completion Criteria: This task will be complete when IBM has delivered the City of Sunny Isles
Beach Wireless Network requirements document.
Deliverable Material: City of Sunny Isles Beach Wireless Network Requirements Document
Delivery: One soft copy will be delivered to the City of Sunny Isles Beach Project
Manager.
Content: The report will consist of the following, as appropriate:
1) Goals for the wireless network
2) City of Sunny Isles Beach Background information
3) Wireless and Data Network Requirements
i) The requirements will be specified for each of three phases:
1 . Street Level Coverage
2. Vertical Coverage including some indoor
3. Enhanced vertical coverage
ii) Public Safety Requirements
iii) Public Access Requirements
iv) Security Requirements
v) Coverage Requirements
(a) Indoor
(b) Outdoor
vi) Overall Architecture Requirements
4) Site Acquisition/Mounting Asset Requirements and Responsibilities
5) Implementation Timeline
Page 4 of 12
6) Warranty requirements
7) Operations Support Systems Requirements
8) Operations and Maintenance Requirements
9) Technology Refresh Requirements
10) Customer support and Help Desk Requirements
11) Service Level Agreement requirements
i) Availability
ii) Throughput and bandwidth
iii) Response times
12) Vendor responsibilities
13) City responsibilities
14) Requirements Matrix
3 City of Sunny Isles Beach Responsibilities
The successful completion of the proposed effort depends on the full commitment and
participation of City of Sunny Isles Beach management and personnel. The responsibilities listed
in this section are in addition to those responsibilities specified in the Agreement, and are to be
provided at no charge to IBM. IBM's performance is predicated upon the following responsibilities
being fulfilled by City of Sunny Isles Beach as scheduled in the project plan. Delays in
performance of these responsibilities may result in additional charges and/or delay of the
com pletion of the project, and will be handled in accordance with Project Change Control
Procedure.
3.1 City of Sunny Isles Beach General Responsibilities
1. The City of Sunny Isles Beach will provide to IBM the specific sections of the
requirements definition that IBM is to work on. In addition, guidance as to the detail
desired will be provided to IBM.
2. The City of Sunny Isles Beach will incorporate the City of Sunny Isles Beach Wireless
Network Requirements deliverable into a final document that includes the City of Sunny
Isles Beach complete set of requirements including legal, procurement and other non
technical requirements.
3. Make appropriate personnel available to assist IBM in the performance of IBM's
responsibilities;
4. Provide suitable office space, supplies, furniture, high speed connectivity to the Internet,
and other facilities for IBM's personnel while working on your premises;
5. Provide security clearance and building access for IBM project personnel. Most of the
work involved in this project will be performed during normal working hours (8:00am to
5:00pm). However, on some occasions, City of Sunny Isles Beach may need to provide
access to facilities outside of these hours
6. Be responsible for the content of any database, the selection and implementation of
controls on its access and use, backup and recovery and the security of the stored data.
This security will also include any procedures necessary to safeguard the integrity and
security of software and data used in the Services from access by unauthorized
personnel; and
7. Be responsible for the identification and interpretation of any applicable laws, regulations,
and statutes that affect your existing application systems or programs that IBM will have
access to during the Services. It is your responsibility to assure that the systems and
programs meet the requirements of those laws, regulations and statutes.
8. Authorize IBM and its subsidiaries (and their successors and assigns, contractors and
IBM Business Partners) to store and use your business contact information wherever they
do business, in connection with IBM products and Services or in furtherance of IBM's
business relationship with you.
9. If you make facilities, software, hardware, networks or other resources available to IBM,
you are responsible for obtaining any licenses or approvals related to such resources that
may be necessary for IBM or its subcontractors to perform the Services, including the
Page 5 of 12
development of any deliverables. IBM will be relieved of its obligations to the extent your
failure to promptly obtain such licenses or approvals adversely affects IBM's ability to
perform its obligations. If a third party asserts a claim against IBM as a result of your
failure to obtain these licenses or approvals, you agree to reimburse IBM for any costs
and damages IBM may reasonably incur in connection with such claim.
3.2 City of Sunny Isles Beach Project Manager
Prior to the start of this Statement of Work under the Agreement, City of Sunny Isles Beach will
designate a person, called the City of Sunny Isles Beach Project Manager, to whom IBM
communications will be addressed and who has the authority to act for City of Sunny Isles Beach
in all matters regarding this SOW.
The City of Sunny Isles Beach Project Manager's responsibilities include:
1. Serve as the interface between IBM and all City of Sunny Isles Beach departments,
organizations and sites participating in this project.
2. With the IBM Project Manager, develop the project plan prior to implementation.
3. With the IBM Project Manager, administer the Project Change Control Procedure.
4. Attend project status meetings.
5. Obtain and provide information, data, decisions and approvals, within five (5) working
days of IBM's request, unless both IBM and City of Sunny Isles Beach agree to an
extended response time.
6. Help resolve project issues and escalate issues within the City of Sunny Isles Beach
organization, as necessary.
4 Estimated Schedule
Estimated Start Date = May 28, 2007
Estimated End Date = June 29, 2007
If the Statement of Work signature date is beyond the Estimated Start Date, the Estimated Start
Date shall automatically be extended to be the first business day following the day the last
signature is affixed to this Statement of Work. The Estimated End Date shall automatically be
extended by the same number of days.
Reasonable effort shall be made to keep the schedule dates intact.
IBM shall not be responsible for delays or additional requirements imposed by any government
agencies, labor disputes, fire, unavoidable casualties, or unforeseen conditions.
5 Deliverable Materials
The deliverable Materials, identified as Type II Materials, resulting from these Services are:
. City of Sunny Isles Beach Wireless Network Requirements Document
See Appendix A, "Deliverables Guidelines", for a description of each deliverable Material.
See Appendix B, "Deliverable Material Acceptance Process", for the Material acceptance process.
6 Completion Criteria
IBM shall have fulfilled its obligations under this Statement of Work when any of the following first
occurs:
1. IBM accomplishes the IBM tasks described under "IBM Responsibilities".
2. IBM provides the number of hours of Services specified under "Charges" or any
subsequent Change Authorization.
Page 6 of 12
7 Charges
1. The hours authorized by you and specified below do not imply or commit a fixed-
price contract. This is a "not to exceed price" and as such, if we determine that it is
necessary to exceed the hours or the Estimated End Date, we will inform you as
soon as practical. In such event, you may authorize additional hours or extend the
Estimated End Date in writing. if you alternatively choose to terminate our Services,
you agree to pay us for actual hours expended and any travel and living expenses
(incurred by us) through the termination of the project.
2. IBM will provide the Services described in this Statement of Work for up to 320 hours
at a blended hourly rate of $205. City of Sunny Isles Beach will be invoiced monthly
for actual hours performed during the previous month.
3. Travel and living expenses are in addition to the above charge are currently
estimated at $12,000 for 100% on site work. Travel and living expenses will be
invoiced monthly.
4. Total estimated "not to exceed" funding for these Services is $76,640 including the
estimated travel for 100% on site work.
5. The pricing includes provisions for the following resource plan:
1) Engagement Oversight/Project Coordination - 40 Hours
2) Network Architect - 80 hours
3) Wireless Network Specialist - 120 Hours
4) Senior Project Management Consultant - 80 hours
6. Travel time, exceeding reasonable local commute time, will be invoiced at the above
hourly rate.
7. Shipping charges that are incurred by IBM during the performance of this Statement
of Work will be invoiced to City of Sunny Isles Beach.
8. Applicable federal, state and local taxes are not included in the estimated charges.
9. Invoices are due upon receipt.
8 Other Terms and Conditions
1. This Statement of Work ("SOW") service contract may be cancelled by the City, with
or without cause, upon fifteen (15) days written notice to IBM. This Statement of
Work service contract shall be subject to immediate termination if the services do not
comply with the specifications stated herein or fail to meet the City's performance
standard
2. The validity of this Agreement and the interpretation and performance of all of its
terms shall be construed and enforced in accordance with the laws of the State of
Florida, without regard to principles of conflict of laws thereof. The location of any
action or proceeding commenced under or pursuant to this Agreement shall be in
Miam i-Dade County, in the State of Florida
Page 7 of 12
In entering into this SOW, you are not relying upon any representation made by or on behalf of
IBM that is not specified in the Agreement or this SOW, including, without limitation, the actual or
estimated completion date, number of hours to provide any of the Services, charges to be paid, or
the results of any of the Services to be provided under this SOW.
IBM agrees to provide the Services described in this SOW provided you accept this SOW, without
modification, by signing in the space below on or before May 30, 2007.
Each of us agrees that the complete agreement between us about these Services consists of 1)
this Statement of Work and 2) the Agreement.
Agreed to:
Agreed to:
~'""m"',"" '",',," M"",'''' C"pom","
, ,,/f1),1,~,
(type or print): M'f'HoR 1\J()l'CJl\1\IJ <;;'. ~(lAP Name: Gregory Allgrim, Client Executive
5/11101 Date: J-/)o/'LO(]?-
Customer number: 8638906 Agreement Number:
Statement of Work number:
Customer address: 18070 Collins Ave
Sunny Island Beach, FL 33160
IBM Office address:
IBM Corporation
1 Alhambra Plaza, 10th FI.
Coral Gables. FL 33134
H
A1TORNEY
k-rT'?:S--r :
~ t\:~/CWl(
c..n'i CL..<t.R..K
Page 8 of 12
Appendix A. Deliverable Guidelines
Status Report
Purpose: IBM will provide a Status Report during the project to describe the activities which
took place during that period. Significant accomplishments, milestones, and problems will be
described.
Delivery: One hard copy will be delivered to the #Customer Name# Project Manager within five
working days following the reporting period.
Content: The report will consist of the following, as appropriate:
. Activities performed during the reporting period
. Activities planned for the next reporting period
. Project change control activity
. Problems, concerns, and recommendations
City of Sunny Isles Beach Wireless Network Requirements
Purpose: IBM will provide a comprehensive wireless project requirements specification
document suitable for pubiishing as part of a request for proposals.
Delivery: One hard copy will be delivered to the City of Sunny Isles Beach Project Manager..
Content: The report will consist of the following, as appropriate:
1) Goals for the wireless network
2) City of Sunny Isles Beach Background information
3) Wireless and Data Network Requirements
i) The requirements will be specified for each of three phases:
1. Street Level Coverage
2. Vertical Coverage including some indoor
3. Enhanced vertical coverage
ii) Public Safety Requirements
iii) Public Access Requirements
iv) Security Requirements
v) Coverage Requirements
(a) Indoor
(b) Outdoor
vi) Overall Architecture Requirements
4) Site Acquisition/Mounting Asset Requirements and Responsibilities
5) Implementation Timeline
6) Warranty requirements
7) Operations Support Systems Requirements
8) Operations and Maintenance Requirements
9) Technology Refresh Requirements
10) Customer support and Help Desk Requirements
11) Service Level Agreement requirements
i) Availability
ii) Throughput and bandwidth
iii) Response times
12) Vendor responsibilities
Page 9 of 12
13) City responsibilities
14) Requirements Matrix
Page 10 of 12
Appendix B. Deliverable Material Acceptance Process
Each Deliverable Material as defined in Appendix A - Deliverable Materiais Guidelines will be reviewed
and accepted in accordance with the following procedure:
o One (1) printed draft of the Deliverable Material will be submitted to the City of Sunny Isles Beach
Project Manager. It is the City of Sunny Isles Beach Project Manager's responsibility to make and
distribute additional copies to any other reviewers.
o Within five (5) business days of receipt, the City of Sunny Isles Beach Project Manager will either
accept the Deliverable Material or provide the IBM Project Manager a written list of requested
revisions. if IBM receives no response from the City of Sunny Isles Beach Project Manager within
five (5) business days, then the Deliverable Material will be deemed accepted.
o The IBM Project Manager will consider City of Sunny Isles Beach's request for revisions, if any,
within the context of IBM's obligations as stated in Appendix A - Deliverable Materials Guidelines.
o Those City of Sunny Isles Beach revisions agreed to by IBM will be made and the Deliverable
Material will be resubmitted to the City of Sunny Isles Beach Project Manager, at which time the
Deliverable Material will be deemed accepted.
Those City of Sunny Isles Beach revisions not agreed to by IBM will be managed in accordance with
Appendix C, Project Change Control Procedure.
Page 11 of 12
Appendix C. Project Change Control Procedure
When both of us agree to a change in this Statement of Work, a written description of the agreed
change (called a "Change Authorization") will be prepared, which both parties must sign. The
Change Authorization will describe the change, the rationale for the change, and specify any
change in the charges, estimated schedule, or other terms. Depending on the extent and
complexity of the requested changes, IBM may charge for the effort required to analyze it. When
charges are necessary in order to analyze a change, IBM will provide a written estimate and begin
the analysis on written authorization. The terms of a mutually agreed upon Change Authorization
will prevail over those of this Statement of Work or any previous Change Authorization.
Page 12 of 12
City Commission
Norman S. Edelcup
Mayor
Lewis J. Thaler
Vice Mayor
Roslyn Brezin
Commissioner
Gerry Goodman
Commissioner
Danny Iglesias
Commissioner
A. John Szerlag
City Manager
Hans Ottinal
City Attorney
Jane A. Hines
City Clerk
May 21,2007
Gregory Allgrim,
Client Executive
International Business Machines (IBM)
1 Alhambra Plaza, 10th Floor
Coral Gables, FL 33134
Re:
Wireless Network Requirements Definitions Agreement
Dear Mr. Allgrim:
At its regular meeting of May 17, 2007, the Sunny Isles Beach City
Commission adopted Resolution No. 2007-1099, which approved the above-
referenced agreement with IBM for the preparation of RFP requirements for
construction of a wireless island. Enclosed are an original, executed agreement
and a copy of the approving resolution for your files.
Thank you.
Very truly yours,
~..J20,,- ~
Priscilla Walker, CMC,
Deputy City Clerk
Enclosures
cc: Derrick Arias, Information Technology Director
Anice Paul, Administrative Assistant to Finance Director
Shaun S. Gelvez, Contracts Coordinator
Wireless Island Exec Agrmt Trans Ltr
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, Florida 33] 60
(305) 947-0606 City Hall
(305) 949-3113 Fax
(305) 947-2150 Building Department
(305) 947-5107 Fax
eilV CO/ll/llissio/l
Norman S. Eddcup, Mayor
Lewis J. Thaler, Vice Mayor
Roslyn Brezin, Commissioner
Gerry t;oodman, Commissiuner
Danny Iglesias, COlllllliniuner
A. John Szerlag, CilY Manager
Hans Ottinot, Cily Allumey
Jane A. Hines, Cily Clerk
MEMORANDUM
TO: The Honorable City Commission
Via: A. John Szerlag, City Manager
FROM: Douglas Haag, Assistant City Manager-Finance
Derrick Arias, IT Director
DATE: May 17,2007
RE:
IBM PROPOSAL TO PREPARE RFP
CONSTRUCTION OF WIRELESS ISLAND
REQUIREMENTS
FOR
RECOMMENDATION:
Approve the proposal from IBM for a not-to-exceed amount of $76,640 to prepare detailed
design specifications for the Wireless Island infrastructure and related support services to operate
on an ongoing basis.
Please note per the attached 5 year cost projection, that this project will significantly and
permanently increase general fund 0 & M costs, Also, please approve a transfer in the amount
of $80,000 ($76,640 plus a small contingency) from General Fund contingency account 10-519-
5990 to Wireless Island Study 10-559-5643.
BACKGROUND:
In January, 2007, we completed the initial feasibility study for Wireless Island. The results were
presented by IBM and staff to the Commission at a workshop on January 11, 2007. Those
deliverables consisted of a high level infrastructure design, preliminary cost estimates, business
model options, coverage options, high level timeline, etc.
The next step consists of preparing the detailed design specifications and requirements that will
be incorporated into an RFP for construction of the necessary infrastructure as well provisions
for the necessary support services to manage and operate the system. The ongoing support
services may include customer services (help desk, subscriber & service management, customer
billing; customer acquisition, etc.), network operations, gateway access, program management
and general & administrative.
Agenda Item I 0 D
Date s- Il ~ D 7
'Page 2
NEXT STEPS:
Concurrent with the issuance of the RFP, we are in the process of scheduling meetings with FPL
and FOOT to negotiate agreements and costs for the mounting of the wireless access points.
S1' A 1'US OF SIMILAR PROJECTS:
Miami Beach - Began a city-wide wireless project in March, 2006 (contract was approved at this
time). System is city-owned and funded and out sourced for operations. No direct charge to
residents/visitors for usage. Project delays due to lack of mounting assets, Current status:
Approximately 70% of access points deployed as of mid April. Still have not finalized
agreements with FPL or FOOT for mounting rights on light poles, Also in the process of
installing additional City-owned light poles in certain areas.
A ventura - completed pilot for government use only. Current status: A ventura has deployed
three access points, and is currently in the process of interconnecting them with their City Hall to
be used for access to internal systems. Future progress is pending due to the current financial
uncertainty with next fiscal year's budget.
Miami-Dade County - Originally planned on having a non-profit model and pilot was scheduled
to start in January, 2007, Current status: no recent update available, however, pilot
deployments had not begun as of March 2007.
PROPOSED PROJECT TIMELINE AND PHASING
Feasibility Study
Ap rove IBM Proposal
Prepare Detail Design Specifications
RFP Issued
Mandatory Bidders Conference
Proposal Due Date
Review Proposals Interviews,
Reference Checks, Presentations,
Site Visits, etc.
Select Vendor
Negotiate and Sign Contracts -
Integrator
Negotiate and Sign Contracts for -
FPL, FOOT, Local Business (i.e,
RK)
Bid Award & Contract Approved by
Commission
1/11/07
5/1 7/07
7/1/07
7115/07
7/3 1107
8/15107
Completed w/lBM
91 15/07
1111/07
III 15/07
From the point of bid award,
IBM estimated the time to
.;.
. .Page 3
complete this project at 2 years.
This is based on the assumption
that agreements for mounting
assets are in place.
Contracts Approved by Commission 11/15/07 Key initial intervening variable
for Mounting Assets in order to move forward on a
1. FPL timely basis
2. FDOT
3. Other - i,e. RK
Phase I - Implement Public Safety, By
Public Access Street Level and December,
Street Level Inside. Estimated 2008
coverage level IS 75% in-street
(outdoors) and best effort up to third
noor (indoors)
Phase II - Implement Vertical Inside As soon as
Coverage for Highrises. Estimated possible
coverage level is 85-90% in-street
(outdoors) and best effort access for
high rises (indoors)
. 'Page 4
Project Name WIRELESS ISLAND Current PROPOSED
Status
Project No. Fund 17.1 Report Date April 13, 2007
Resolution No. Contract No.
Account No. Page lof1
BACKGROUND
The city's wireless initiative is envisioned as a world -class wireless network that provides
high speed wireless broadband internet access to City residents, visitors, businesses and
government employees. The network will differentiate Sunny Isles Beach as a cutting edge
city and luxury tourist destination that continues to exceed its residents', business', and
tourists' expectations. The network will support the City's aspiration to be the premier
community in south Florida, or "Florida's Riviera",
In January, 2007, the City Commission directed staff to implement "Option 3" of the plans
proposed by IBM. Option 3 includes public safety/government use, in-street use and inside
coverage for high-rises. The City's objective is to have the entire community wireless from
a street level as well as from a vertical perspective. The model assumes free public access
and no subscription fees. The model also assumes an outsourced solution - the cost
estimates are based on how much the city would pay if the network is run by third parties,
The cost of access to roof tops and other costs associated with getting the right of access are
not included.
Current Status
1. This project has an estimated two year implementation time frame to complete from the
date of bid award and contract signing. Also, this is based on necessary agreements for
mounting assets being approved concurrently with the bid award.
2. The next steps to proceed once funding has been established include the following: A)
Acquisition of necessary assets to mount the access points, B) Preparation and issuance
of an RFP or negotiation with existing providers with government contracts. Likely
sources for the assets include FPI., FDOT, high-rises, city owned poles, local businesses
(i.e, RK) ete. More exact time frames will be worked out once an implementation plan is
finalized with the selected vendor(s).
Intervening Variables
1. Timeline is dependent on necessary agreements for mounting assets being approved
concurrently with the bid award.
2. Some developments and high rises have exclusive contracts with service providers to
provide phone, cable and Internet service to residents. This may affect our ability to use
certain rooftops and buildings as mounting asset locations.
. -Page 5
WIRELESS
Fund . ISLAND Actual Adopted Projected Projected Projected Projected Sum
# Account Name 05-06 ... 06-07 07-08 0IH)9 09-10 010-11
WIRELESS
17.1 ISLAND $0 $76,000 $1,900,000 $980,000 $135,000 $200,000 $3,291,000
YTD Actual 0 74,425 74,425
Est Additional 0 76,640 76,640
Total Expenditures 0 151,065 1,900,000 980,000 135,000 200,000 3,366,065
Balance 0 (75,065) 0 0 0 0 (75,065)
0
o & M Costs 0 700,000 580,000 595,000 1,875,000