2009-27261 ResoRESOLUTION NO. 2009-27261
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. 53-08109, FOR AMULTI-SERVICE KIOSK SYSTEM
WITH AN AUTOMATED COMMERCE MACHINE (ACM); AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH PAY-EASE; AND FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON
COMPLETION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, Request for Proposals (RFP) No. 53-08/09 for aMulti-Service Kiosk System
with an Automated Commerce Machine (ACM) was issued on August 3, 2009, with an opening
date of September 2, 2009; and
WHEREAS, apre-proposal conference was hel~f on August 12, 2009; and
WHEREAS, two addenda were issued to provide additional information and to respond to
questions by prospective proposers, thus extending the deadline for receipt of proposals until
September 10, 2009; and
WHEREAS, BidSync and BidNet issued bid notices to over 1,100 prospective proposers
combined which resulted in the receipt of one proposal from Pay-Ease LLC; and
WHEREAS, the City Manager, via Letter to Commission (LTC) No. 317-2009, appointed an
Evaluation Committee ("the Committee") consisting of the following individuals:
• Saul Frances,Director, Parking Department;
• Juan Rodriguez, Treasury Manager, Finance Department;
• Gladys Acosta, Director, Information Technology Department;
• Jim Sutter, Internal Auditor, Office of Budget and Performance Improvement (OBPI);
• Ninette Uzan-Nemitz, Resident and Leadership Academy Graduate; and
WHEREAS, the Committee convened on November 23, 2009; and
WHEREAS, Georgie Echert, Assistant Director of the Finance Department, attended the
meeting to provide the Committee with an overview of the project and to provide support
throughout the meeting; and
WHEREAS, the Committee had the opportunity to interview the president of the company
to the gain further knowledge of the Company and its proposal; and
WHEREAS, a motion was presented by Juan .Rodriguez, seconded by seconded by Jim
Sutter and unanimously approved by all Committee members to recommend Pay-Ease for
potential award for the purchase and installation of amulti-service kiosk system; and
WHEREAS, the City Manager concurs with the Committee's recommendation.
2009-27261
NOW, THEREFORE, BE IT 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 pertaining to Request for Proposals (RFP) No. 53-08/09, for a
Multi-Service Kiosk System with an Automated Commerce Machine (ACM); authorize the
Administration to enter into negotiations with Pay-Ease; and further authorize the Mayor and City
Clerk fo execute an Agreement upon completion of successful negotiations by the Administration.
PASSED AND ADOPTED THIS 9th DAY OFDecember 2009.
ATTEST:
CITY CLERK MA R
Robert Parcher Matti Herrera Bower
T:WGENDA\2009\December 9\Consent\RFP 53-08-09 Multi-Service Kiosk System RESO.doc ;
APPROVED A3 TO
FORM & LANGUAGE
~k-FOR EXECUTION
ti.A- ~~,
tome Date
COMMISSION ITEM SUMMARY
Condensed Title:
Accept the City Manager's Recommendation Pursuant To Request For Proposals (RFP) No. 53-08/09,
For AMulti-Service Kiosk System With An Automated Commerce Machine (ACM); Authorizing The
Administration To Enter Into Negotiations With Pay-Ease; Authorizing The Mayor And City Clerk To
Execute An Agreement Upon Completion Of Successful Negotiations By The Administration; And Further
Authorizing The Administration to Purchase Additional ACMs To Be Located In Other City Facilities Should
The Pilot Program Be Deemed A Success, Subject To Budget Adoption And Approval.
Key Intended Outcome Supported:
Make City More Business Friendly.
Supporting Data (Surveys, Environmental Scan, etc.):
Issue:
Shall the City Commission approve the City Manager's recommendation?
Item Summary/Recommendation:
On July 15, 2009, the Mayor and City Commission approved the issuance of a Request for Proposals
(RFP) for aMulti-Service Kiosk System with an Automated Commerce Machine (ACM).
RFP No. 53-08/09 was issued on August 3, 2009 with an opening date of September 2, 2009. Apre-
proposal conference was held on August 12, 2009. Two addenda were issued to provide additional
information and to respond to questions by prospective proposers, thus extending the deadline for receipt
of proposals until September 10, 2009.
BidSync and BidNet issued bid notices to over 1,100 prospective proposers combined. Six companies
attended the pre-proposal meeting. The notices resulted in the receipt of one proposal from Pay-Ease
LLC.
The City Manager via Letter to Commission (LTC) No. 317-2009, appointed an Evaluation Committee ("the
Committee") which convened on November 23, 2009. The Committee had the opportunity to interview the
president of the company to the gain further knowledge of the Company and its proposal.
A motion was presented by Juan Rodriguez, and unanimously approved by all Committee members to
recommend Pay-Ease for potential award for the purchase and installation of amulti-service kiosk system.
~ ACCEPT THE CITY MANAGER'S RECOMMENDATION.
Board Recommendation:
Financial Information:
Source of Amount Account Approved
Funds: 1 $18,000 Technology and
Communications Account
Number 011-9510-491.
~~ 2
OBPI Total
Financial Im act Summa : N/A
Clerk's Office
~ Patricia D. Walker Extension 7466
Si n-Offs•
Dep rtment Dire Assistan ity Hager City Manager
GL GE PDW JMG
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T:WGENDA\2 9\December 9\Consent\RFP 53-08-09 Multi-Service Kioks SUMMARY.doc
~ MIAMIBEACH
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AGENDA ITEM C ~ T
DATE ~ 2 ^ ,arI
m MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
To: Mayor Matti Herrera Bower and Members of the City C mission
FROM: Jorge M. Gonzalez, City Manager
DATE: December 9, 2009
SUBJECT: 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. 53-08/09,
FOR AMULTI-SERVICE KIOSK SYSTEM WITH AN AUTOMATED COMMERCE
MACHINE (ACM); AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH PAY-EASE; AUTHORIZING THE MAYOR AND CITY
CLERK TO EXECUTE AN AGREEMENT UPON COMPLETION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION; AND FURTHER AUTHORIZING
THE ADMINISTRATION TO PURCHASE ADDITIONAL ACMs TO BE LOCATED IN
OTHER CITY FACILITIES SHOULD THE PILOT PROGRAM BE DEEMED A
SUCCESS, SUBJECT TO BUDGET ADOPTION AND APPROVAL.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
AMOUNT AND FUNDING
Pilot Program cost is estimated at $18,000. Funds are available in the Technology and
Communications Fund, Account Number 011-9510-491.
KEY INTENDED OUTCOME SUPPORTED
Increase Community Satisfaction with City Services.
ANALYSIS
On July 15, 2009, the Administration proposed that the City issue a Request for Proposals
(RFP) for a pilot program, specializing in multi-service kiosk systems for the Finance
Department, for the acquisition of Automated Commerce Machines (ACM) and maintenance
services in order to address customer waiting times for inquiries and cashiering services, and
in an effort to enhance customer service.
The Administration recommends to initially purchase one (1) ACM and conduct a pilot program
for a period of up to a year, to determine the success; and if the acquisition of additional ACMs
be warranted, to be able to purchase additional ACMs to be located in other City facilities to
provide easy accessible services to the residents and visitors.
Commission Memorandum
RFP No. 53-08/09 For aMulti-Service Kiosk System with ACM
December 9, 2009
Page 2
SCOPE OF SERVICES
The selected ACM provider must be able to offer a full range of services from installation to
ongoing maintenance, as well as, integrating into the City's financial systems to ensure that
once installed, the City's ACM operates at optimal performance.
Installation must include placement of the ACM and the setting up of a communications
network. The ACM must be configured to require only 120V power supply and a broadband
connection. If a broadband connection is not available, access to a network or dedicated
telephone line will be required.
Payment Processing must provide secure processing of all payments including cash, debit and
credit cards and checks. The software provided must incorporate internal security and a
constantly monitored fire-wall with secured services that are closed to the internat. All data
must be treated as sensitive, and appropriate technologies will be employed to ensure
confidentiality and integrity of data by using HTTPS and / or encryption of data being
transmitted. All transactions must originate from the ACM only and communicate only with a
preconfigured IP address. If the ACM stored data locally in an internal file or database it must
be encrypted at the resting state.
Collections and replenishment must be scheduled on a routine revenue collection and cash
replenishment schedule with a documented audit trail. The schedule must ensure the timely
reconciliation of funds and make certain there are no operational interruptions.
Vendor maintenance must be checked and maintained on City ACMs on a daily basis with
scheduled on-site maintenance to ensure that ACMs continue operating at optimal levels at all
times.
Customer Support must be provided through the use of remote real-time assistance with
transactions. Should a malfunction occur, customer service representatives should be notified
immediately. Most malfunctions should be corrected remotely by customer support
technicians. This service eliminates the need for City staff to monitor, maintain or service our
ACMs.
Product Capabilities
The ACM should be able to accept applications and payments for the following:
• City Bills;
• Utility Bills;
• Resort Tax; and
• Business Tax Receipts.
In the future, the ACM may be able to accept payments for and issue municipal parking
monthly permits; and accept payments for and issue residential permits (i.e., renewals). The
ACM should also be able to print and issue gift cards and decals. ~
i
Commission Memorandum
RFP No. 53-08109 For aMulti-Service Kiosk System with ACM
December 9, 2009
Page 3
The ACM should be able to scan and decode barcodes on the bills, be able to provide a
printed receipt and be able to handle high volume activity. The kiosk should be accessible and
compliant with requirements of the Americans with Disabilities Act (ADA). The ACM will have
the capability to look up bills, print statements, scan documents, and generate reports.
The ACM should offer the convenience of self-service transactions to residents and
businesses, as well as, provide the City with automated reconciliation of funds through a
networked, fully-automated system of ACMs. Each ACM will interface with the network and
transmit customer account and payment data. Payments are electronically deposited into the
correct bank account as designated by the City.
Turn-Kev Project
The City is seeking a turnkey implementation of the hardware and software contemplated by
this RFP. The Vendor shall provide all labor, equipment, materials, supplies, transportation
and services necessary for, or reasonably incidental to, the complete performance of any
agreement resulting from this RFP. Vendor must include in its price all design, engineering,
software development, delivery, installation, testing, training and warranty costs associated
with all elements of the proposed system.
RFP PROCESS
On July 15, 2009, the Mayor and City Commission approved the issuance of Request for
Proposals (RFP) No. 53-08/09 for aMulti-Service Kiosk System with an Automated Commerce
Machine (ACM).
RFP No. 53-08/09 was issued on August 3, 2009 with an opening date of September 2, 2009.
A pre-proposal conference was held on August 12, 2009. Two addenda were issued to provide
additional information and to respond to questions by prospective proposers, thus extending
the deadline for receipt of proposals until September 10, 2009.
BidSync and BidNet issued bid notices to over 1,100 prospective proposers combined. Six
companies attended the pre-proposal meeting. The notices resulted in the receipt of one
proposal from Pay-Ease LLC.
The City Manager via Letter to Commission (LTC) No. 317.2009, appointed an Evaluation
Committee ("the Committee") consisting of the following individuals: ~
• Saul Frances, Director, Parking Department
• Juan Rodriguez, Treasury Manager, Finance Department
• Gladys Acosta, Director, Information Technology Department
• Jim Sutter, Internal Auditor, Office of Budget and Performance Improvement
• Ninette Uzan-Nemitz, Resident and Leadership Academy Graduate
On November 23, 2009 the Evaluation Committee (the "Committee") convened to review and
evaluate the proposal received. Georgie Echert, Assistant Director of the Finance Department,
attended the meeting to provide the Committee with an overview of the project and to provide
support throughout the meeting. The Committee had the opportunity to interview the president
of the company to the gain further knowledge of the Company and its proposal.
Commission Memorandum
RFP No. 53-08/09 For aMulti-Service Kiosk System with ACM
December 9, 2009
Page 4
The following Evaluation Criteria was used to evaluate Pay-Ease:
A. Qualifications and experience in the successful implementation of Automated
Commerce Machines for other Governmental agencies. (25 points)
B. ACM's functions and capabilities. (20 points)
C. Customer service and maintenance support approach and methodology. (20 points);
D. Total cost. (35 points)
HARDWARE ACQUISITION
The pricing model proposed by Pay-Ease consists of the purchase of a standard C-series unit
for $11,500, plus delivery and installation of unit for $1,250. The C-series unit may be
configured with a variety of optional components adding to the functionality including:
Cash Dispenser and cassettes;
Printer; and
Driver's license scanner.
MAINTENANCE AND OPERATION COSTS
Due to the fact that the machines are fully automated the hardware requires minimal
maintenance; remote monitoring/maintenance (flat monthly fee of $45.00 per installed kios,k);
and monthly transaction fee: the first 1,000 transactions will be charged at $0.90; ',all
transactions above 1,000 to 2,000 will be charged at $0.75; all transactions above 2,000 will
be charged at $0.65. Any on-site maintenance will be filled on an hourly basis.
Current levels of transactions are 7,000 licenses annually and 10,000 bills monthly. Initial
volume is expected for 10% of these transactions to be processed utilizing the kiosk.
Estimated annual cost based on 10% usage is $11,430 (1,000 bills monthly at $0.90 per
transaction, and 700 licenses annually at $0.90 per transaction).
The Pilot unit will be installed in City Hall at a cost of $1,250. Depending on acceptance of the
pilot, five more units may be deployed to other locations throughout the City for a total cost of
$7,500.
i
At the end of the interview, the Committee recognized the potential of the kiosks, which have a
highly customizable software and user-friendly interface, helping in other areas in addition) to
payments, such as reducing times to process requests, data entry by City staff since the end-
user enters the information, etc.
i
A motion was presented by Juan Rodriguez, seconded by Jim Sutter and unanimously
approved by all Committee members to recommend Pay-Ease for potential award for the
purchase and installation of amulti-service kiosk system.
i
Pav-Ease LLC ~
Established in 2001, Pay-Ease specializes in the development of fully integrated self-service
turnkey bill payment kiosk solutions. Their kiosks can perform municipal and utility payments,
i
i
Commission Memorandum
RFP No. 53-08/09 For aMulti-Service Kiosk System with ACM
December 9, 2009
Page 5 ~
parking permit and business license issuance, red-light speeding camera and parking
payments, etc. ~
Clients of Pay-Ease include the City of Chicago, City of Houston's Municipal Court
Administration, The Lavender Group/VI/estifeld Mall. Pay-Ease also provides bill payment
solution services for local governments through their clients to the Cities of Milwaukee,
Sommerville, Boston and Denver, and Los Angeles County. ~
CONCLUSION i
The Administration recommends that the Mayor and City Commission accept the
recommendation of the City Manager pursuant to Request for Proposals (RFP) No. 53-08/09,
for aMulti-Service Kiosk System with an Automated Commerce Machine (ACM); authorize the
Administration to enter into negotiations with Pay-Ease; and further authorize the Mayor and
City Clerk to execute an Agreement upon completion of successful negotiations by the
Administration; and further authorizing the Administration to purchase additional ACMs to be
located in other City Facilities should the pilot program be deemed a success, subject ~ to
budget adoption and approval. 1
T:WGENDA12009\December 9\ConsentWFP 53-06-09 Multi•Service Kiosk System MEMO.doC