Agenda Item Name:
Title
State of Florida E911 Board Graphic Information Science (GIS) Services Grant and approval of ranking for RFP 20-948 GIS Services
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Presenter:
Keith Godwin, 911 Coordinator, 338-7361
Description:
E911 Board grant application for GIS services and approval of ranking of RFP 20-948 GIS Services
Recommended Action:
Recommended Action
Approve and sign the State of Florida E911 Board Graphic Information (GIS) Services Grant application request for $630,880.00 ($430,880 grant funds; $200,000 E911 Capital Reserve funds). Approve the ranking of RFP # 20-948, GIS Services, as set forth below and authorize staff to negotiate an agreement with the top ranked firm pending grant approval.
1. Akimeka, LLC
2. Geo-Comm, Inc
3. Datamark/Michael Baker International, Inc.
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Prior Board Motions:
N/A
Fiscal Consideration:
Fiscal Consideration
The grant application required an RFP and submission of at least three (3) responses. The RFP evaluation team has recommended Akimeka, LLC as the most responsive and responsible bidder. The grant application is for $630,880.00, which includes $200,000.00 from E911 capital reserve and $430,880.00 E911 grant funds. If the grant is successful, the award will be brought back to the Board for approval along with a budget adjustment and contract with Akimerka, LLC.
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Background:
The E911 Board met on 15 January 2020 and determined there were ample funds to provide a spring 2020 grant along with the open date and due date for all grant applications
The grant application is reviewed by the E911 Board staff for completeness and accuracy and the eleven-member E911 Board votes to approve or disapprove the grant requests from counties.
The Florida E911 Board spring grant application requires signature of the County Commission Chair, and the application must be received with all supporting documents by April 21, 2020. There is no matching fund requirement or other costs to the County or the 911 Office, however, the grant request is for $430,880.00. The remaining $200,000 to cover the project will be transferred from the E911 Capital Reserve for a total project cost of $630,880.00.
The selected vendor to the RFP will be required to analyze, compare, and correct the three GIS data sources managed and accessed by the County 911 Office. The three databases are the 1) GIS data managed by the 911 Office which includes but not limited to road center lines (all roadways in the County); all address points; 2) Automatic Location Information (ALI) database which is managed by Intrado. Location information from the ALI database is automatically presented to a 911 Operator during every 911 call; 3) Master Street Address Guide (MSAG) which is managed by the 911 Office and housed in an Intrado data center. The MSAG is a component of the 911 location database automatically accessed during a 911 call.
Sections 5.5 and 5.6 of the grant application stipulate that a grant award totaling $35,000 or more must be accompanied by at least three written competitive quotes from different vendors. Five (5) vendors responded to RFP 20-948.
On February 27th, the evaluation team reviewed and discussed the five (5) responses to the RFP during a public meeting held in the EOC. The evaluation team selected three (3) respondents to the RFP for further consideration. On March 3rd and 4th, the evaluation team participated in oral presentations from GeoComm, Akiemka, and Datamark/Michael Baker Intl, Inc. On March 10th, the evaluation team met during a public meeting and discussed the oral presentations. Based on the technical and written scores as well as the oral presentation scores, the evaluation team ranked the three (3) final respondents in the following order:
1) Akimeka, LLC
2) Geo-Comm, Inc
3) Datamark/Michael Baker International, Inc
Should staff be unable to negotiate a satisfactory agreement with the top ranked firm, negotiations with that firm will be terminated. Negotiations with the second ranked frim shall be undertaken in the same manner in order of ranking until an agreement is reached.