2010-27295 ResoRESOLUTION NO.: 2010-27295
~ ;
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE ~ITY OF MIAMI BEACH,
FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER WHO HAVING
DEEMED ALL PROPOSALS RECEIVED PURSUANT TO REQUEST FOR PROPOSALS (RFP)
NO. 37-08/09, FOR THE PURCHASE AND IMPLEMENTATION OF AN ENTERPRISE BUILDING
DEVELOPMENT SYSTEM, NON-RESPONSIVE, HEREBY REQUESTS AUTHORIZATION TO
TERMINATE THE CURRENT RFP PROCESS AND ISSUE A NEW RFP WITH A REVISED
SCOPE OF SERVICES AND TECHNICAL REQUIREMENTS.
WHEREAS, Request for Proposals No. 37-08/09 for the Purchase and Implementation of
an Enterprise Building Development System, was issued on My 18, 2009, with an opening date of
July 17, 2009 (the RFP); and
WHEREAS, apre-proposal conference to provide information to the proposers submitting a
response was held on June 5, 2009; and
WHEREAS, BidNet issued bid notices to 121 prospective proposers, BidSync (formerly
known as RFP Depot) issued bid notices to 126 prospective proposers, and 37 proposers were
noted via mail, a-mail, and fax circulation, which resulted in the receipt of ten (10) proposals; and
WHEREAS, the City Manager, via Letter to Commission (LTC) No. 220-2009, appointed an
Evaluation Committee ("the Committee") consisting of the following individuals:
• Alex Rey, Building Director;
• Barbara Hawayek, Customer Service Manager, Code Compliance;
• Mahli Lee, Business Owner, Pronto Permits;
• Marcella Paz Cohen, Resident and Leadership Academy Graduate;
• Richard Lorber, Planning and Zoning Manager, Planning Department;
• Sonia Machen, Fire Marshall, Fire Department;
• Trish Walker, Chief Financial Officer, Finance Department; and
WHEREAS, on August 20, 2009, the Committee convened and achieved consensus on the
following issues:
1. the Committee approved the formation of several Support Teams in specific areas to assist
the Committee during the evaluation process.
2. the Committee requested that the IT Support Team review all proposals received and
provide a written and oral report on the compliance of each proposal with the technical
requirements set forth on the RFP.
3. the Committee requested that Procurement obtain clarification on the Data Conversion Cost
proposed by each proposer; and
WHEREAS, on November 5, 2009, the Committee convened to receive an update on the
RFP; and
WHEREAS, Gus Lopez, Procurement Director, informed the Committee of the thorough
review performed on all proposals by the IT Support Team and its conclusion that no proposal met
the mandatory technical requirements set forth in the RFP; and
WHEREAS, as the aforestated requirements of the RFP are material and cannot be
waived, all proposals were deemed non-responsive; and
WHEREAS, a motion was presented by Richard Lorber, seconded by Sonia Machen, and
unanimously approved by all Committee members, to recommend the rejection of all proposals
and the issuance of a new RFP with revised scope of services and technical requirements; and
WHEREAS, the City Manager concurs with the Administrative determination of non-
responsiveness as well as the Committee's recommendation.
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 who having deemed all proposals received pursuant to
Request for Proposals (RFP) No. 37-08/09, for the purchase and implementation of an enterprise
building development system, non-responsive, hereby requests authorization to terminate the
current RFP process and issue a new RFP with a revised scope of services and technical
requirements.
PASSED AND ADOPTED THIS 13 DAY OF ~~n. 2010.
ATTEST:
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CITY CLERK Y
T:\AGENDA\2010\January 13\Consent\RFP-37-0&09Enterprise Building System- Resolution.doc
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
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ttorney ate
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, Who Having Deemed All Proposals Received Pursuant To
Request For Proposals (RFP) No. 37-08/09, For The Purchase And Implementation Of An Enterprise
Building Development System, Non-Responsive, Hereby Request Authorization To Terminate The Current
RFP Proceedin s And Issue A New RFP With A Revised Sco a Of Services And Technical Re uirements.
Ke Intended Outcome Su orted:
Make ci more business friend) .
Supporting Data (Surveys, Environmental Scan, etc.): The recently completed audit by Watson Rice,
they stressed the importance of replacing Permits Plus to enhance the security and internal controls
related to all phases of the Building Development Process, and to improve the efficient and effective
mans ement of the De artments.
Issue:
Shall the City Commission approve the City Manager's recommendation?
Item Summa /Recommendation:
On May 13, 2009, the Mayor and City Commission approved the issuance of RFP No. 37-08-09 for the
Purchase and Implementation of an Enterprise Building Development System. RFP No. 37-08-09 was
issued on May 18, 2009, with an opening date of July 17, 2009. Apre-proposal conference to provide
information to the proposers submitting a response was held on June 5, 2009.
BidNet issued bid notices to 121 prospective proposers, BidSync (formerly known as RFP Depot) issued
bid notices to 126 prospective proposers, and 37 proposers were notified via mail, a-mail, and fax
circulation, which resulted in the receipt of ten (10) proposals.
The City Manager via Letter to Commission (LTC) No. 220-2009, appointed an Evaluation Committee (the
"Committee"). The Committee convened on August 20, 2009, September 11, 2009, and November 5,
2009.
After a thorough review, the IT Support Team selected to assist the Committee, concluded that no
proposers met the critical technical requirements. Additionally, the City Attorney's Office legal opinion
suggested that if the areas where any of the proposers felt short directly affected price, quality of services,
system deliverability, system functionality, they were considered irregularities or informalities that cannot
be waived.
Therefore, based on an understanding after three (3) meetings with the IT Support Team, that the critical
technical requirements where the proposers felt short are considered material deviations from the RFP
scope of services, and said deviation directly affect price, quality of services, system deliverability, system
functionality, the proposers must be determined non-responsive.
Inasmuch as critical technical requirements were not met by all proposers, the Administration is
recommending the rejecting of all proposals in order to issue a new revised RFP that will result in
proposals which will meet the technical and business needs of the City.
ACCEPT THE CITY MANAGER'S RECOMMENDATION.
Advisory Board Recommendation:
Financial Information:
Source of Amount Account Approved
Funds: ~
L~ 2
OBPI Total
Financial Im act Summa :NIA
c:~ry c~erK~s c~ttice Legislative Tracking:
I Gus Lopez, Ext: 6641
Sign-O#fs:
D artment Director Assistant Ci Mana er Ci a er
GL PDW JMG
T:IAGENDA1~10Wanuary 13\Consent\RFP-37-08-09 Enterprise Building System - Summary.doc
m MIAMIBEACH
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AGENDA ITEM ~ 7/
DATE /_ "~v
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 mmission
FROM: Jorge M. Gonzalez, City Manager
DATE: January 13, 2010
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER, WHO HAVING DEEMED ALL PROPOSALS RECEIVED PURSUANT
TO REQUEST FOR PROPOSALS (RFP) NO. 37-08!09, FOR THE PURCHASE
AND IMPLEMENTATION OF AN ENTERPRISE BUILDING DEVELOPMENT
SYSTEM, NON-RESPONSIVE, HEREBY REQUEST AUTHORIZATION TO
TERMINATE THE CURRENT RFP PROCEEDINGS AND ISSUE A NEW RFP WITH
A REVISED SCOPE OF SERVICES AND TECHNICAL REQUIREMENTS.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
KEY INTENDED OUTCOME SUPPORTED
Make city more business friendly.
ANALYSIS
The City of Miami Beach has been utilizing Permits Plus, an Acce(a, Inc. legacy product as the
main software to support the building development process and related functions. Permits Plus
does not currently interfaces with the existing computer systems in the City and does not
provide a complete solution for the City of Miami Beach. The Permit Plus system is utilized by
many departments in the City, but it principally includes the following departments:
• Building
• Planning
• Fire
• Public Works
• Code Compliance
• Finance
• City Clerk
The City has wanted to replace the current system for several years. This project has been
presented to the Information Technology (Steering Committee) on March 26, 2008, June 5,
2008 and October 15, 2008. The Committee recommended hiring a consultant to develop the
system requirement and issuing an RFP to replace the current software being used to support
the Building Department development process.
Commission Memorandum -RFP#37-08-09 For Enterprise Building System
January 13, 2010
Page 2
Additionally, in the recently completed audit by Watson Rice, the Steering Committee stressed
the importance of replacing Permits Plus to enhance the security and.internai controls related
to all phases of the building development process, and to improve the efficient and- effective
management of the departments.
The purpose of this RFP was to request proposals for an enterprise Building Development
Process System ("the System"). The System desired would be a turn-key system to provide a
comprehensive application to automate the city's building permit management, certificate of
use, fire inspections, project workflow tracking, code enforcement, license management,
citizen access web portal, interactive voice response, mobile inspection management, e-
government, and GIS integration.
The purpose of integrating the departments responsible for the Development Review process
functions is to improve customer service and the efficiency of the City's various departments
pursuant to the City's Strategic Plan.
The System is required to encompass all the processes involved in building permitting,
inspections, plans examination, contractor licensing, code enforcement, zoning,
comprehensive planning, land development, permitting portion of public works engineering,
fire prevention, city clerk's office, Special Master and business licensing. It should also make
information, more accessible to the public through web-based technology; allow online
submissions to all the City's various agencies' applications and to populate each application
with existing data from City established data resources.
On May 13, 2009, the Mayor and City Commission approved the issuance of RFP No. 37-08-
09 for the Purchase and Implementation of an Enterprise Building Development System.
RFP No. 37-08-09 was issued on May 18, 2009, with an opening date of July 17, 2009. Apre-
proposal conference to provide information to the proposers submitting a response was held
on June 5, 2009.
BidNet issued bid notices to 121 prospective proposers, BidSync (formerly known as RFP
Depot) issued bid notices to 126 prospective proposers, and 37 proposers were notified via
mail, a-mail, and fax circulation, which resulted in the receipt of following ten (10) proposals:
1. Municipal Software, Inc
2. CSDC Systems; -
3. Computer Software, Inc;
4. Permitsoft, Inc;
5. Synergetic Consulting;
6. Energov Solutions;
7. Calvin, Giordano & Associates (Inkforce);
8. CRW Systems;
9. Accela; and
10. Hansen Information Technology (Infor)
Commission Memorandum - RFP#37-08-09 For Enterprise Building System
January 13, 2010
Page 3
The City Manager via Letter to Commission (LTC) No. 220-2009, appointed an Evaluation
Committee (the "Committee") consisting of the following individuals:
• Alex Rey, Building Director;
• Barbara Hawayek, Customer Service Manager,
• Mahli Lee, Business Owner, Pronto Permits;
• Marcella Paz Cohen, Resident and Leadership Academy Graduate;
• Richard Lorber, Planning and Zoning Manager;
• Sonia Machen, Fire Marshall; and
• Trish Walker, Chief Financial Officer.
On August 5, 2009, as part of Procurement's review for responsiveness, letters were issued to
proposers who had omitted information requested in the RFP.
On August 20, 2009, the Committee convened and a quorum was attained. The Committee
achieved consensus on the following issues:
1. The Committee approved the formation of several Support Teams in specific areas to
assist the Committee during the evaluation process. The Support Teams were
requested to develop "scripted" demos and provide feedback to the Evaluation
Committee within their area of expertise after receiving presentation from the "short-
listed" proposers. The following Support Teams were formed:
Support Team 1 - General System Requirements;
Support Team 2- Specific Building Development and Related Processes
Requirements;
Support Team 3 - Code Compliance, City Building and Fire Codes;
Support Team 4 - Licensing -Business Tax and Other Permits;
Support Team 5 - Special Master;
Support Team 6 - Predevelopment Approval Process; and
Support Team 7 - IT requirements.
2. The Committee requested that the IT Support Team review all proposals received and
provide a written and oral report on the compliance of each proposal with the technical
requirements set forth on the RFP.
3. The Committee requested that Procurement obtain clarification on the Data Conversion
Cost proposed by each proposer.
On August 24, 2009, the Procurement Division issued request for clarification letters to the
proposers relative to the Data Conversion Cost Proposal submitted by each proposer. Replies
were received by all proposers in a timely manner.
On September 4, 2009, the Procurement Division convened the IT Support Team to discuss
and prepare the written report to be presented to the Evaluation Committee. The IT Support
Team consisted of the following individuals:
Commission Memorandum -RFP#37-08-09 For Enterprise Building System
January 13, 2010
Page 4
Ariel Sosa, Technical Services Manager;
Bert Dorrestyn, GIS Manager;
Bob Biles, Application Systems Manager;
Darrius Freeman. Senior System Analyst;
Glester Edwards, Building Permit Information Analyst II; and
Nelson Martinez, System Support Manager.
On September 8, 2009, the Procurement Division distributed copies of the IT Support Team's
report and the clarification letters, as provided by each proposer to the Committee.
On September 11, 2009, the Committee convened and received an oral presentation from the
IT Support Team. The Committee further achieved consensus on the following issues:
1. Short-list the proposers;
2. The Committee requested that the IT Support Team further review the compliance of
the proposals received with the technical requirements set forth in the RFP; and
3. The Committee requested that the IT Support Team classify proposals as to pertain in
some technical requirements as: "no", "unknown" "maybe", or "cannot determine"
based on the information provided by the proposer.
On September 28, 2009, the Procurement Division convened the IT Support Team to address
the following issues:
1. Whether proposers have complied with all RFP technical requirements that were
critical to the success of the project and/or mandated by the RFP;
2. Which technical requirements are critical/essential to the success of the system;
3. Confirmation on areas identified by IT Support Team as not meeting the requirements;
and
4. What clarification information is needed on areas identified by the IT Support Team as
"no", "unknown", "maybe", or "cannot determine".
Committee Member Alex Rey was also in attendance during the meeting with the IT Support
Team.
The IT Support Team identified the following six (6) critical technical requirements to the
success of the system's implementation:
Requirement 1: Section C.2.A.-Network Requirements A Windows 2003/2008
MS SQL in Share Platforms and Section C.2.B - Wmware ESX Virtual
Capable.
Requirement 2: Section C.2.A -SQL 2005 64-Bit Instance.
Requirement 3: Section D.11.H. -Middle Tier no direct calls to be made to the database
from web.
Requirement 4: Section C.3.G. The proposed solution integrate with third party IVR
system
Requirement 5: Section C.3.B. Integration with CMB GIS.
Requirement 6: Section A.2. Failover/ Redundancy solution.
Commission Memorandum -RFP#37-08-09 For Enterprise Building System
January 13, 2010
Page 5
Furthermore, the IT Support Team requested that the Procurement Division obtain further
clarification on the areas classified by the IT Support Team as "no", "unknown" "maybe", or
"cannot determine".
On September 30, 2009, the Procurement Division issued request for clarification letters to all
proposers with a due date of October 2, 2009. The information received from all proposals was
forwarded to the IT Support Team for review.
The Procurement Division convened with the IT Support Team again on October 12, 2009.
Committee Member Alex Rey, and Gladys Acosta, IT Director, were also in attendance during
the meeting with the IT Support Team.
The IT Support Team reviewed the additional clarification information provided by the
proposers on the technical requirements, and focused the discussion on identifying critical
technical requirements. Based on the thorough review performed. on all proposals by the IT
Support Team, it was determined that no proposer met the critical technical requirements as
set forth in the RFP. Additionally, based on the proposals received and responses to the
City's requests for clarification, it is unknown whether other technical requirements were met
by the proposers. See attached spreadsheet entitled "Critical Technical Requirements".
On November 5, 2009, the Committee convened to receive an update on the RFP. In
attendance were the following Committee members, IT Support Team members, and City
Staff:
Evaluation Committee Members:
• Alex Rey, Building Director;
• Barbara Hawayek, Customer Service Manager;
• Richard Lorber, Planning and Zoning Manager;
• Sonia Machen, Fire Marshall; and
• Trish Walker, Chief Financial Officer.
IT Support Team Members:
• Ariel Sosa, Technical Services Manager;
• Bert Dorrestyn, GIS Manager;
• Bob Biles, Application Systems Manager;
• Darrius Freeman. Senior System Analyst;
• Glester Edwards, Building Permit Information Analyst II; and
• Nelson Martinez, System Support Manager.
City Staff:
• Gladys Acosta, IT Director;
• Gus Lopez, Procurement Director; and
• Maria Estevez, Senior Procurement Specialist.
Commission Memorandum -RFP#37-08-09 For Enterprise Building System
January 13, 2010
Page 6
Based on an understanding after three (3) meetings with the IT Support Team, that the critical
technical requirements where the proposers felt short are considered material deviations from
the RFP, the proposers must be determined non-responsive. Additionally, after consulting with
the City Attorney's Office, it was determined that if the areas where any of the proposers felt
short directly affected price, quality of services, system deliverability, system functionality, they
are not considered irregularities or informalities that can be waived.
The Evaluation Committee was presented with the IT Support Team's findings and it was
determined that there are no proposals which met the critical technical requirements of the
RFP. A motion was presented by Richard Lorber, seconded by Sonia Machen, and
unanimously approved by all Committee members to recommend the rejection of all proposals
and the issuance of a new RFP with revised scope of services and technical requirements.
Additionally, the Committee requested the following:
Procurement to work with the Support Team groups in the development of minimum
technical and business requirements to be included as part of the minimum
requirements on the new RFP.
2. The Committee to remain active as a "working group" in the development of the new
RFP.
3. The "working group" will review the new RFP before its issuance.
4. The Pre-Proposal submission meeting of the new RFP to be a mandatory meeting for
prospective proposers.
Inasmuch as critical technical requirements were not met by any of the proposers, the
Administration is recommending the rejecting of all proposals in order to issue a new revised
RFP with less stringent technical requirements and a revised procurement process that will
result in greater competition and proposals which will meet the technical and business needs
of the City.
CONCLUSION
The Administration recommends that the Mayor and City Commission passed and adopt the
attached Resolution that accepts the recommendation of the City Manager pertaining to the
rejection of all proposals pursuant to Request for Proposals (RFP) No. 37-08/09, for the
Purchase and Implementation of an Enterprise Building Development System, and authorize
the Administration to re-issue the RFP with a revised scope of services and technical
requirements.
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