2016-29473 Reso RESOLUTION NO. 2016-29473
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER TO REJECT ALL PROPOSALS RECEIVED, PURSUANT TO
REQUEST FOR QUALIFICATIONS (RFQ) NO. 2016-107-WG FOR HOSTED
AUTOMATIC CALL DISTRIBUTION SERVICES; AND, IN THE ALTERNATIVE,
ACCEPTING THE CITY MANAGER'S RECOMMENDATION TO WAIVE, BY A
5/7THS VOTE, THE COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH
WAIVER TO BE IN THE BEST INTEREST OF THE CITY, AND AUTHORIZING
THE ADMINISTRATION TO ENTER INTO DIRECT, SIMULTANEOUS
NEGOTIATIONS WITH AT&T CORP AND UNIFY, INC, RESPECTIVELY, FOR
HOSTED AUTOMATIC CALL DISTRIBUTION SERVICES; AND FURTHER
DIRECTING THE ADMINISTRATION TO SUBMIT THE FINAL NEGOTIATED
AGREEMENT TO THE MAYOR AND CITY COMMISSION FOR APPROVAL.
WHEREAS, on April 13, 2016, the Mayor and City Commission approved the issuance
of RFQ 2016-107-WG for Hosted Automatic Call Distribution Services; and
WHEREAS, Request for Qualifications (RFQ) No. 2016-107-WG (the RFQ) was
released on April 21, 2016; and
WHEREAS, on June 3, 2016, the City received statements of qualifications from AT & T
Corp. (AT&T) and Unify, Inc. (Unify); and
WHEREAS, the proposal for AT&T was deemed non-responsive for failure to meet the
minimum requirements of the RFQ; and
WHEREAS, the remaining proposal, from Unify, was submitted to the Evaluation
Committee for review and scoring; and
WHEREAS, the Evaluation Committee scored the proposal submitted by Unify low
because the proposal did not include a third-party hosted system, as requested by the RFQ;
and
WHEREAS, the City Manager reviewed the proposals received, the results of the
evaluation process, and the importance of the timely implementation of the required services to
assist in bringing in-house the call center services currently outsourced; and
WHEREAS, the RFQ only produced two proposers, and in light of the need to implement
the call center in a timely fashion, the City Manager recommends rejecting all bids received
pursuant to the RFQ, and waiving, by 5/7ths vote, the competitive bidding requirement, so that
the Administration may enter into negotiations with AT&T and Unify, in an effort to secure the
most favorable agreement for the City in the most expeditious manner.
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 to reject all proposals
received pursuant to Request for Qualifications (RFQ) No. 2016-107-WG for hosted automatic
call distribution services; and, in the alternative, accept the City Manager's recommendation to
waive, by a 5/7ths vote, the competitive bidding requirement, finding such waiver to be in the
best interest of the City, and authorize the Administration to enter into direct, simultaneous
negotiations with AT&T Corp. and Unify, Inc., respectively, for hosted automatic call distribution
services; and further direct the Administration to submit the final negotiated agreement to the
Mayor and City Commission for approval.
PASSED AND ADOPTED this /3 day of ,Jy� 2016.
ATTEST:
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RAFAEL E. GRA ADO, CITY .�-3 w� PHILIP LEV •,MAYOR
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ACD-RESO.doc
COMMISSION ITEM SUMMARY
Condensed Title:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH,FLORIDA,ACCEPTING
THE RECOMMENDATION OF THE CITY MANAGER TO REJECT ALL PROPOSALS RECEIVED, PURSUANT TO
REQUEST FOR QUALIFICATIONS (RFQ) NO. 2016-107-WG FOR HOSTED AUTOMATIC CALL DISTRIBUTION
SERVICES;AND,IN THE ALTERNATIVE,ACCEPTING THE CITY MANAGER'S RECOMMENDATION TO WAIVE,BY A
5/7THS VOTE, THE COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE BEST
INTEREST OF THE CITY,AND AUTHORIZING THE ADMINISTRATION TO ENTER INTO DIRECT, SIMULTANEOUS
NEGOTIATIONS WITH AT&T CORP AND UNIFY, INC, RESPECTIVELY, FOR HOSTED AUTOMATIC CALL
DISTRIBUTION SERVICES; AND FURTHER DIRECTING THE ADMINISTRATION TO SUBMIT THE FINAL
NEGOTIATED AGREEMENT TO THE MAYOR AND CITY COMMISSION FOR APPROVAL.
Key Intended Outcome Supported:
Streamline The Delivery Of Services Through All Departments
Supporting Data (Surveys, Environmental Scan, etc: N/A
Item Summary/Recommendation:
On April 13,2016,the City Commission approved the month-to-month extension with Inktel Contract Solutions,LLC(Inktel),
for call center services until such time as the Finance and Emergency Management Departments are prepared to bring the
contracted services in-house; and further authorized the issuance of RFQ 2016-107-WG to seek statements of
qualifications from firms to provide hosted automatic call distribution services for the City of Miami Beach.
The RFQ was released on April 21, 2016, with a proposal due date of June 3, 2016. Two(2)addenda were issued. The
Procurement Department issued bid notices to 598 firms utilizing ww.publicpurchase.com. Fifty nine (59) prospective
bidders accessed the advertised solicitation. The RFQ sought statements of qualification from firms to provide hosted
automatic call distribution services for the City of Miami Beach.
The RFQ resulted in the receipt of statement of qualifications from AT &T Corp. and Unify, Inc.
AT & T Corp. was deemed non-responsive for failure to meet the requirements of the RFQ, including submission of
verifiable information documenting compliance with the minimum qualification requirements. The proposer failed to provide
three(3)references for which hosted automatic call distribution services have been provided within the last five(5)years.
The remaining proposal from Unify, Inc., was initially deemed to be responsive and, therefore, was submitted to the
Evaluation Committee for review and scoring. The Evaluation Committee scored the proposal submitted by Unify low
because the proposal did not include a third-party hosted system as requested by the RFQ.
RECOMMENDATION
After reviewing the proposals received and the results of the evaluation process, as well as the importance of the timely
implementation of the required services to assist the City in bringing in house the call center services currently outsourced
to a contractor, the City Manager recommends that the Mayor and City Commission of the City of Miami Beach, Florida,
approve the Resolution to: reject all proposals received, pursuant to Request for Qualifications(RFQ)No.2016-107-WG,
for Hosted Automatic Call Distribution Services; and authorizing the Administration to enter into direct, simultaneous
negotiations with AT&T Corp., and Unify, Inc.,to secure the most favorable agreement for the City in the most expeditions
manner,waiving, by a 5/7ths vote,the competitive bidding requirements,finding such waiver to be in the best interest of the
City;and further directing the Administration to submit the final negotiated agreement to the Mayor and City Commission for
approval.
Advisory Board Recommendation:
N/A
Financial Information:
Source of Funds: Amount Account
1
Total
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Alex Denis, 6641
Sig -Offs: +►� 1
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'AGENDA\2016\July\Procurement\2016-107-WG RFD Hosted Au• - I Distribution Services\RFD 2016-107-WG Host..A D-Summary.doc
V I A A ENDA ITEM C7 L
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® MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members o the City Co fission
FROM: Jimmy L. Morales, City Manager
DATE: July 13, 2016
SUBJECT: A RESOLUTION OF THE MA R AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER TO REJECT ALL PROPOSALS RECEIVED, PURSUANT TO REQUEST FOR
QUALIFICATIONS (RFQ) NO. 2016-107-WG FOR HOSTED AUTOMATIC CALL
DISTRIBUTION SERVICES; AND, IN THE ALTERNATIVE, ACCEPTING THE CITY
MANAGER'S RECOMMENDATION TO WAIVE, BY A 5/7THS VOTE, THE COMPETITIVE
BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF
THE CITY, AND AUTHORIZING THE ADMINISTRATION TO ENTER INTO DIRECT,
SIMULTANEOUS NEGOTIATIONS WITH AT&T CORP AND UNIFY, INC, RESPECTIVELY,
FOR HOSTED AUTOMATIC CALL DISTRIBUTION SERVICES; AND FURTHER
DIRECTING THE ADMINISTRATION TO SUBMIT THE FINAL NEGOTIATED AGREEMENT
TO THE MAYOR AND CITY COMMISSION FOR APPROVAL.
ADMINISTRATION RECOMMENDATION
Adopt the resolution.
FUNDING
The annual cost associated with the hosted automatic call distribution services is subject to
the funds availability approved through the City's budgeting process.
BACKGROUND
On April 13, 2016, the City Commission approved the month-to-month extension with Inktel
Contract Solutions, LLC (Inktel), for call center services until such time as the Finance and
Emergency Management Departments are prepared to bring the contracted services in-
house; and further authorized the issuance of RFQ 2016-107-WG to seek statements of
qualifications from firms to provide hosted automatic call distribution services for the City of
Miami Beach.
RFQ PROCESS
The RFQ was released on April 21, 2016, with a proposal due date of June 3, 2016. Two (2)
addenda were issued. The Procurement Department issued bid notices to 598 firms utilizing
ww.publicpurchase.com. Fifty nine (59) prospective bidders accessed the advertised
solicitation. The RFQ sought statements of qualification from firms to provide hosted
automatic call distribution services for the City of Miami Beach.
The RFQ resulted in the receipt of statement of qualifications from AT & T Corp. and Unify,
Inc.
The proposal from AT & T Corp. was deemed non-responsive for failure to meet the
requirements of the RFQ, including submission of verifiable information documenting
compliance with the minimum qualification requirements. The proposer failed to provide three
Commission Memorandum — RFQ 2016-107-WG Hosted Automatic Call Distribution Services
July 13, 2016
Page 2
(3) references for which hosted automatic call distribution services have been provided within
the last five (5) years.
The remaining proposal from Unify, Inc., was initially deemed to be responsive and, therefore,
was submitted to the Evaluation Committee for review and scoring. The results of the
Evaluation Committee process are noted in the table below. The Evaluation Committee scored
the proposal submitted by Unify low because the proposal did not include a third-party hosted
system as requested by the RFQ.
R B R H
' Alba ' Hawayek McBride Villareal
Unify, Inc. 65 75 40 55
Scores are based on a possible 100 point maximum.
CITY MANAGER'S DUE DILIGENCE
After reviewing the proposals received and the results of the evaluation process, as well as the
importance of the timely implementation of the required services to assist the City in bringing
in house the call center services currently outsourced to a contractor, the City Manager
recommends that the Mayor and City Commission of the City of Miami Beach, Florida,
approve the Resolution to: reject all proposals received, pursuant to Request for Qualifications
(RFQ) No. 2016-107-WG, for Hosted Automatic Call Distribution Services; and authorizing the
Administration to enter into negotiations with AT&T Corp., and Unify, Inc., to secure the most
favorable agreement for the City in the most expeditions manner, waiving, by a 5/7ths vote,
the competitive bidding requirements, finding such waiver to be in the best interest of the City;
and further authorizing the Mayor and City Clerk to execute an agreement.
The City, through the RFQ, attempted to seek competition for the automated hosted call center
services, which will allow City staff to effectively manage the current volume received by the
Call Center. Unfortunately, one proposal received was non-responsive to the RFQ and the
other did not provide the requested services. Due to the importance of implementing the Call
Center in a timely fashion, I do not believe it is prudent or effective to issue a new RFQ. For
this reason, I recommend pursuing the option to negotiate with available service providers as
quickly as possible. Because of the time sensitivity of this project, as well as the fact that there
is no City Commission meeting in August, I am also recommending that, as quickly as
negotiations with the firm deemed to be in the best interest of the City can be completed, the
Mayor and City Clerk be authorized to execute the Agreement. Prior to execution, the final
proposed agreement will be distributed to the Mayor and City Commission via a Letter to
Commission (LTC) seeking your review and comments.
CONCLUSION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida, approve the resolution accepting the recommendation of the City Manager, to
reject all proposals received pursuant to Request for Qualifications (RFQ) No. 2016-107-WG
for hosted automatic call distribution services; and, in the alternative, accept the City
Manager's recommendation to waive, by a 5/7ths vote, the competitive bidding requirement,
finding such waiver to be in the best interest of the City, and authorize the Administration to
enter into direct, simultaneous negotiations with AT&T Corp. and Unify, Inc., respectively, for
hosted automatic call distribution services; and further direct the Administration to submit the
final negotiated agreement to the Mayor and City Commission for approval.
JLM / MT/AW/AD /WG
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