Broward County Commission Regular Meeting

MOTION TO APPROVE Agreement between Broward County and Replay Systems, Inc. (Replay) for Independent Quality Assurance and Quality Improvement Services (QA/QI Services), Request for Proposals (RFP) No. A2114901P1, for the Office of Regional Communications and Technology, for an initial term of two years and five months in the not-to-exceed amount of $2,276,000 (which includes $515,000 for software and equipment upgrades and the implementation of the QA/QI Services, and $1,296,000 for the cost of QA/QI evaluations, and the Support and Maintenance Services for the initial period at $465,000), plus $1,944,000 for the three one-year renewal options (at $648,000 per year), plus $1,155,000 for support and maintenance services for three one-year renewal options (at $385,000 per year). The Agreement also includes $1,200,000 for optional services and $250,000 for moves, adds, or changes for the duration of the Agreement, inclusive of renewal terms, and authorizes the Director of Purchasing to renew this Agreement for three optional one-year periods for a total agreement amount, not-to-exceed $6,825,000, and authorize the Mayor and Clerk to execute same.

(Transferred to the Consent Agenda.)

ACTION:  (T-10:26 AM)  Approved.
 
VOTE: 6-0.  Commissioners Geller, Holness and Sharief were not present.

In accordance with the Broward County Procurement Code, Section 21.31.a.4, the Board is required to approve all awards exceeding $250,000 per annum or $400,000 in a multi-year period.

Provides the services of the qualified firm for quality assurance through call-taking and dispatching evaluations, including reporting, gap analysis, training, and quality improvement; and replaces existing contract with Replay in its entirety to provide for updated terms and conditions and security provisions.

None.

THE PURCHASING DIVISION AND THE OFFICE OF REGIONAL COMMUNICATIONS AND TECHNOLOGY RECOMMEND APPROVAL OF THE ABOVE MOTION.

The Office of Economic and Small Business Development did not establish a County Business Enterprise participation goal for this project.

On October 3, 2017 (Item No. 31), the Board approved Request for Proposals (RFP) No. A2114901P1, Independent Quality Assurance and Quality Improvement Services (QA/QI Services). One firm, Replay Systems, Inc. (Replay), submitted a proposal in response to the RFP.

On December 18, 2017, an Initial Evaluation Meeting was held. The Evaluation Committee determined that Replay was both responsive and responsible to the RFP requirements and would proceed to final evaluation.

On January 11, 2018, a software demonstration meeting was held. The project manager and the technical team observed Replay demonstrating certain tasks related to the RFP’s scope of services. As a result of the software demonstration meeting, a Vendor Software Demonstration Fact Finding Report and Matrix was generated and provided to the Evaluation Committee.

On February 15, 2018, a Final Evaluation Meeting was held. The Evaluation Committee named Replay the single ranked firm.

The County has an existing agreement with Replay, pursuant to an Assignment, Delegation, and Release Agreement, dated June 17, 2013 (Assignment), which assigned the Maintenance Agreement and the Digital Voice Agreement between Replay and the Broward Sheriff’s Office (BSO) from BSO to the County. As contemplated under the Assignment, the parties clarified the rights of BSO and other municipalities within Broward County, including but not limited to the municipalities hosting Public Safety Answer Point (PSAP) locations.

Prior to the RFP, the County’s Office of Regional Communications and Technology (ORCAT) determined that it was necessary to upgrade its existing voice recording system (VRS) servers at all PSAP locations. Replay currently supports VRS servers and software used at all PSAPs for call-taking and dispatching. Therefore, after the final evaluation committee meeting, the parties agreed to consolidate all equipment, software, and services provided by Replay under all prior agreements, and all services required per the RFP, into this Agreement. This Agreement supersedes all prior agreements between the parties.

Under this Agreement, Replay will continue to support all software and equipment currently in place at all PSAPs, upgrade VRS servers at all PSAPs, and install the most recent Voice Print International software version at all PSAP locations. Per the RFP, the provider will implement the QA/QI Services for call handling within the three Regional PSAPs. The QA/QI Services will provide quality assurance through call-taking and dispatching evaluations and will include reporting, gap analysis, training, and quality improvement recommendations.

Five negotiation meetings were held between the County and Replay on: March 23, March 29, April 4, April 10, and April 23, 2018.
 

Additional supporting documentation provided to the Evaluation Committee regarding this procurement can be found on Broward County's Purchasing Division website at: http://www.broward.org/Purchasing/Pages/Repository.aspx.

The Evaluation Committee consisted of:
Karen Walbridge, Purchasing Manager, Purchasing Division, Finance and Administrative Services Department (Chair and Non-Voting Member)
Gerard Boucaud, Audit Manager, Office of the County Auditor (Non-Voting Member)
Keith Wolf, Information Systems Administrator, Enterprise Technology Services Division, Finance and Administrative Services Department
Michael Nairn, E911 Communications Administrator, Office of Regional Communications and Technology
Angela Mize, Assistant Director, Regional Communications Division, Broward Sheriff's Office (Outside Committee Member)

Brenda J. Billingsley, Director, Purchasing Division, (954) 357-6070