HomeMy WebLinkAboutResolution 2026-34245RESOLUTION NO. 2026-34245
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER, PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO.
2026-061-WG FOR FINANCIAL REPORTING SOFTWARE; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH CLEARGOV INC,
AS THE TOP -RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS
NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH CLEARGOV
INC, AUTHORIZING THE ADMINISTRATION TO ENTER INTO
SIMULTANEOUS NEGOTIATIONS WITH OPENGOV, INC. AND VERTOSOFT
LLC, AS THE TIED SECOND -RANKED PROPOSERS; AND FURTHER,
AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AN
AGREEMENT UPON THE CONCLUSION OF SUCCESSFUL NEGOTIATIONS
BY THE ADMINISTRATION.
WHEREAS, on February 5, 2026, the City Commission approved the issuance of Request
for Proposals (RFP) 2026-061-WG for Financial Reporting Software; and
WHEREAS, on March 25, 2026, the City received proposals from the following four (4)
firms: ClearGov Inc, Concourse Tech, Inc., OpenGov, Inc., and Vertosoft LLC; and
WHEREAS, the proposal submitted by Concourse Tech, Inc., was deemed non-
responsive for failure to meet the minimum requirements of the RFP and received no further
consideration; and
WHEREAS, on March 11, 2026, the City Manager appointed an Evaluation Committee
via LTC # 096-2026; and
WHEREAS, the Evaluation Committee was comprised of Richard Ajami, Assistant
Director, Office of Management and Budget, Verna Broomfield, Assistant Director, Finance
Department, Darius Freeman, Senior Systems Administration, Information Technology
Department, Vyomie Greene, Deputy Director, Finance Department, and Manny Marquez,
Assistant Director, Finance Department; and
WHEREAS, the Evaluation Committee convened on April 23, 2026, to consider the
proposals received; and
WHEREAS, the Evaluation Committee was provided with an overview of the project,
information relative to the City's Cone of Silence Ordinance, the Government Sunshine Law, and
general information on the scope of services and a copy of each proposal; and
WHEREAS, the Committee was instructed to score and rank each proposal pursuant to
the evaluation criteria established in the RFP; and
WHEREAS, the evaluation process resulted in the proposers being ranked by the
Evaluation Committee in the following order:
1st ClearGov Inc
2nd OpenGov, Inc.
2nd Vertosoft LLC; and
WHEREAS, after reviewing the qualifications of each proposer and having considered the
Committee's rankings and commentary, ClearGov Inc, the top -ranked firm, has been deemed the
best qualified firm to provide financial reporting software for the City; and
WHEREAS, OpenGov, Inc. and Vertosoft LLC, the tied second -ranked proposers were
also deemed by the Evaluation Committee to be qualified in the event that negotiations with
ClearGov Inc, are unsuccessful; and
WHEREAS, accordingly, the City Manager recommends that the Mayor and City
Commission do the following: (i) authorize the Administration to enter into negotiations with
ClearGov Inc, as the top -ranked proposer and, if unsuccessful, OpenGov, Inc. and Vertosoft LLC,
as the tied second -ranked proposers, and (ii) authorize the City Manager and City Clerk to execute
the final agreement upon the conclusion of successful negotiations by the Administration.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the City Manager, pursuant to Request for
Proposals (RFP) No. 2026-061-WG for Financial Reporting Software; authorize the
Administration to enter into negotiations with ClearGov Inc, as the top -ranked proposer; further, if
the Administration is not successful in negotiating an agreement with ClearGov Inc, authorize the
Administration to enter into simultaneous negotiations with OpenGov, Inc. and Vertosoft LLC, as
the tied second -ranked proposers; and further, authorize the City Manager and City Clerk to
execute an agreement upon the conclusion of successful negotiations by the Administration.
PASSED and ADOPTED this a?0 day of iftit 2026.
Y�MEN MEINER, MAYOR
ATTEST: 7),!�
MAY 2 6 2026
RAFAEL E. GRANADO, CITY CLERK
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
City Attorney Date
Procurement Requests - C2 B
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Eric Carpenter, City Manager
DATE: May 20, 2026
TITLE: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER, PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 2026-061-
WG FOR FINANCIAL REPORTING SOFTWARE; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH CLEARGOV INC. AS
THE TOP -RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS NOT
SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH CLEARGOV INC,
AUTHORIZING THE ADMINISTRATION TO ENTER INTO SIMULTANEOUS
NEGOTIATIONS WITH OPENGOV, INC. AND VERTOSOFT LLC, AS THE TIED
SECOND -RANKED PROPOSERS; AND FURTHER, AUTHORIZING THE CITY
MANAGER AND CITY CLERK TO EXECUTE AN AGREEMENT UPON THE
CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
(FINANCE)
RECOMMENDATION
The City Administration ("Administration") recommends that the Mayor and City Commission
("City Commission") approve the Resolution.
The solicitation is currently under the cone of silence.
BACKGROUND/HISTORY
The City's financial reporting process currently relies heavily on Microsoft Excel, resulting in a
manual, time-consuming workflow. Financial schedules are created in Excel and often copied into
multiple Word documents, increasing the risk of inconsistencies. A key concern is ensuring that
updates are accurately reflected across all related schedules and documents.
To address this, a centralized system is needed —one that eliminates the need for manual linking
and reduces reliance on complex spreadsheet formulas. Manual data entry introduces a high
potential for error and inefficiency.
By implementing a dedicated software solution, the City can apply standardized, automated
validation rules and calculations. This will significantly enhance data accuracy, streamline
reporting, and improve overall integrity in financial operations. Therefore, the Administration
developed Request for Proposals (RFP) 2026-061-WG for Financial Reporting Software.
Through this RFP, the City sought a software system (none currently in place) that can generate
comprehensive financial reports, including balance sheets, income statements, cash flow
statements, and financial ratios. The City is currently faced with high -stakes reporting
requirements and needs a more sustainable approach to the Annual Comprehensive Financial
Report (ACFR) for the City and its two Component Units. The City is also planning to implement
the Popular Annual Financial Report (PAFR), and the use of the reporting tool would help ensure
a seamless implementation process. The City considered qualifications, system functionality, and
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costs, and may negotiate an agreement, to include fees, with the proposer(s) deemed to be most
qualified. The City considered established (currently functional) solutions that meet the stated
needs.
ANALYSIS
On February 5, 2026, the City Commission approved the issuance of Request for Proposals
(RFP) 2026-061 WG for Financial Reporting Software. On February 5, 2026, the RFP was issued.
A voluntary pre -proposal conference was held on February 20, 2026, to provide information to
proposers submitting a response. Two addenda were issued, and 87 prospective bidders
accessed the advertised solicitation. RFP responses were due and received on March 25, 2026.
The City received a total of 4 proposals from the following firms:
ClearGov, Inc.
Concourse Tech, Inc.
OpenGov, Inc.
Vertosoft LLC
The proposal received from Concourse Tech, Inc., was deemed non -responsive for failure to meet
the minimum requirements of the RFP and received no further consideration.
On March 11, 2026, the City Manager appointed the Evaluation Committee ("Committee") via LTC
#096-2026. The Committee convened on April 23, 2026, to consider proposals received. The
Committee was comprised of Richard Ajami, Assistant Director, Office of Management and
Budget, Verna Broomfield, Assistant Director, Finance Department, Darius Freeman, Senior
Systems Administration, Information Technology Department, Vyomie Greene, Deputy Director,
Finance Department, and Manny Marquez, Assistant Director, Finance Department.
The Committee was provided an overview of the project, information relative to the City's Cone
of Silence Ordinance and the Government Sunshine Law. The Committee was also provided with
general information on the scope of services and a copy of each proposal. The Committee was
instructed to score and rank each proposal pursuant to the evaluation criteria established in the
RFP. The evaluation process resulted in the ranking of proposers as indicated below (See
Attachment A):
15' ClearGov, Inc.
2nd OpenGov, Inc.
2nd Vertosoft LLC
After reviewing the submissions and the Evaluation Committee's rankings and commentary,
ClearGov, Inc., the top -ranked firm, has been deemed the best qualified firm to provide financial
reporting software for the City. As noted by the Evaluation Committee, the ClearGov solution has
the ability to assist in streamlining compliance, automating financial reporting, and delivering
real-time financial insights for the City. The Committee further emphasized that, by centralizing
financial data and automating report production, ClearGov will enable the finance team to reduce
risk, accelerate reporting timelines, and improve overall transparency.
OpenGov, Inc. and Vertosoft LLC also met the qualifications and were tied second -ranked by the
Committee. If negotiations with the top -ranked proposer, ClearGov, Inc., are not successful, both
should be considered for simultaneous negotiations to select a firm and establish an agreement.
A summary of the three top -ranked firms, based on the information provided by each firm, follows:
ClearGov, Inc. (ClearGov)
ClearGov brings extensive experience in deploying financial reporting and disclosure
management solutions for public sector agencies. As a modern, cloud -based platform purpose-
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built for government, ClearGov supports organizations in replacing manual, spreadsheet -driven
processes with a centralized, auditable, and collaborative reporting environment. ClearGov has
been successfully implemented across more than 1,700 public sector organizations nationwide,
including municipalities, counties, and special districts managing complex financial reporting
requirements. A significant portion of these clients utilize Disclosure Studio for ACFR and financial
reporting automation, with use cases directly comparable in scale and complexity to the City of
Miami Beach. Some of their Florida -based public sector clients include the Town of Palm Beach,
the City of Miami Gardens, and Collier County. The references received have provided positive
feedback.
OpenGov, Inc. (OpenGov)
OpenGov's Reporting & Transparency capability supports the creation of specialized financial
reports, including State Annual Financial Reports (AFR), Popular Annual Financial Reports
(PAFR), and other custom reports. The platform provides flexible reporting tools, customizable
layouts, and narrative capabilities to meet specific state requirements and organizational needs.
The OpenGov staff is composed of former public servants and professionals who have worked
inside government, giving them firsthand insight into the unique challenges municipalities face.
Combined with their proven record of public sector SaaS delivery, this dual perspective ensures
that the City benefits not only from advanced technology but also from an intimate understanding
of how governments operate day to day. With hundreds of successful deployments nationwide,
they have refined a best -practice framework that accelerates adoption, minimizes risk, and
delivers measurable results tailored to government needs. Beyond software, OpenGov is
committed to acting as a trusted partner, guiding staff with a collaborative, transparent approach
that empowers long-term success. Some of their clients include the City of Fort Lauderdale, the
City of McKinney Texas, and the City of Roswell, Georgia. The references received have provided
positive feedback.
Vertosoft LLC (Vertosoft)
The Vertosoft Team- Vertosoft, Workiva, and F.H. Black & Company (FHB) brings a unified public
sector partnership designed to deliver the requested solution. Vertosoft specializes in delivering
enterprise software solutions to government organizations. By consolidating software,
implementation services, and contract management under a single agreement, Vertosoft
simplifies procurement, reduces risk, and ensures coordinated execution across all partners. This
model provides the City with one contract, one accountable entity, and a streamlined delivery
structure. Workiva provides a secure, cloud -based Financial Reporting platform purpose-built to
support end -to -end ACFR development and financial publishing. The platform would enable the
City to manage the full ACFR lifecycle-including Introductory, Financial, and Statistical sections —
within a single integrated environment. FHB, Workiva's Elite -level certified public sector
implementation partner, would lead all implementation activities. With nearly 30 years of
experience supporting government entities, FHB brings deep expertise in financial reporting,
ACFR development, and ERP-integrated environments. Some of their clients include the State of
Florida Department of Financial Services, Miami Dade County, and Pinellas County. The
references received have provided positive feedback.
FISCAL IMPACT STATEMENT
Service pursuant to the award of this RFP shall be subject to successful negotiations and the
availability of funds approved through the City's budgeting process. The Finance Department
anticipates expenditures in the amount of $100,000 annually. It is not anticipated that grant
funding will be utilized for this project.
The cost proposal submitted by ClearGov, the top -ranked proposer, reflects fair market value
based on comparisons with OpenGov and Vertosoft. Before negotiations, ClearGov's proposed
cost was approximately 7% less than Vertosoft's and roughly 12% higher than OpenGov's.
Proposal details are as follows:
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• ClearGov: $40,011 implementation costs; $107,254 annual subscription service fees with
a 5% annual escalator.
• OpenGov: $15,000 implementation costs; $99,735 annual subscription service fees with
a 5% annual escalator.
• Vertosoft: $277,831 implementation costs; $71,421 annual subscription service fees with
a 5% annual escalator.
Does this Ordinance require a Business Impact Estimate?
(FOR ORDINANCES ONLY)
If applicable, the Business Impact Estimate (BIE) was published on:
See BIE at: https://www.miamibeachfi.gov/city-hall/city-clerk/meeting -notices/
FINANCIAL INFORMATION
Budget Code:
011-0360-000325-12-400-582-00-00-00-
Amount:
$100,000
CONCLUSION
For the reasons stated herein, it is recommended that the Mayor and City Commission approve
the Resolution authorizing the Administration to enter into negotiations with ClearGov Inc, as the
top -ranked proposer; further, if the Administration is not successful in negotiating an agreement
with ClearGov Inc, authorize the Administration to enter into simultaneous negotiations with
OpenGov, Inc. and Vertosoft LLC, as the tied second -ranked proposers; and further, authorize
the City Manager and City Clerk to execute an agreement upon the conclusion of successful
negotiations by the Administration.
Applicable Area
Citywide
Is this a "Residents Right to Know" item,
pursuant to City Code Section 2-17?
No
Is this item related to a G.O. Bond
Project?
Was this Agenda Item initially requested by a lobbyist which, as defined in Code Sec. 2-481,
includes a principal engaged in lobbying? No
If so, specify the name of lobbyist(s) and principal(s):
Department
Procurement
Sponsor(s)
Co-sponsor(s)
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Condensed Title
Award RFP 2026-061-WG, Financial Reporting Software. FN/PR
Previous Action (For City Clerk Use Only)
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