2011-27602 Reso RESOLUTION NO. 2011 -27602
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER PERTAINING TO THE RANKING OF PROPOSALS PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 13- 09/10, FOR THE PURCHASE AND
IMPLEMENTATION OF AN ENTERPRISE BUILDING DEVELOPMENT SERVICE
SYSTEM; AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH THE TOP- RANKED PROPOSER, ACCELA, INC; AND
SHOULD THE ADMINISTRATION NOT BE SUCCESSFUL IN NEGOTIATING AN
AGREEMENT WITH THE TOP - RANKED PROPOSER, AUTHORIZING
NEGOTIATIONS WITH THE SECOND - RANKED PROPOSER, COMPUTER
SOFTWARE INC (CSI); FURTHER AUTHORIZING THE MAYOR AND CITY
CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, on June 9, 2010, the Mayor and City Commission approved the
issuance of Request for Proposals (RFP) No. 39- 09/10, for the acquisition of an Automated
Vehicle Locator (AVL) System ( "the RFP "); and
WHEREAS, BidNet issued bid notices to 189 prospective proposers, BidSync issued
bid notices to 35 prospective proposers, and 37 proposers were notified via e-mail, which
resulted in the receipt of eight (8) proposals; and
WHEREAS, on July 13, 2010, the City Manager via Letter to Commission (LTC) No.
197 -2010, appointed an Evaluation Committee (the "Committee ") consisting of the following
individuals:
• Alex Rey, Building Director;
• Fernando Vazquez, City Engineer;
• Gayle Durham, Resident and Leadership Academy Graduate;
• Jeffrey Forster, Resident and Leadership Academy Graduate;
• Richard Lorber, Planning and Zoning Manager;
• Sonia Machen, Fire Marshall;
• Trish Walker, CFO; and
WHEREAS, during the process, the City Manager appointed resident and Leadership
Academy Graduate, Ahmed Cruz to replace Jeffrey Forster and Chief Elevator Inspector,
John Antona to replace Alex Rey.; and
WHEREAS, on September 28, 2010, the Committee convened and was provided
with general information on the scope of services, Performance Evaluation Surveys, and
additional pertinent information from all responsive proposers; and
WHEREAS, the Committee met on July 30, 2010, August 18, 2010, August 22, 2010
in order to short list the proposers; and
WHEREAS, 63 staff members formed seven (7) Support Teams to assist the
Committee during the evaluation process by developing "Scripted Demos" and providing
feedback on the functionality of the proposed systems; and
WHEREAS, on October 4, 5, 13, 14, 18, 19, 20, and 21, 2010, the short listed
proposers were invited to provide "Scripted Demos" to each Support Team within their area
of expertise ; and
WHEREAS, on November 16, 2010, the Committee convened to receive feedback
from all Support Teams; and
WHEREAS, on January 10 and 12, 2011, the Committee convened to receive a
"General Scripted Demo" from each short listed proposer; and
WHEREAS, the Committee further discussed the proposer's qualifications,
experience, maintenance and support, project cost, and project implementation team and
scored the short listed proposers accordingly; and
WHEREAS, the Committee unanimously recommended that the City enters into
negotiation with the top ranked proposer, Accela, Inc., and should the Administration not be
successful in negotiating an Agreement with the top- ranked proposer, authorize negotiations
with the second - ranked proposer, Computer Software, Inc. (CSI); and
WHEREAS, funds in the not to exceed amount of $ 1,600,000.00 are available from
the FY 20010/11 Capital Budget as follows: BTC Building Tech Capital Project Account No
.550- 6845 - 000674 ($1,500,000.00), Information and Communications Technology Fund 552-
6845- 000674 ($100,000.00); and
WHEREAS, the City Manager has reviewed and concurs with the Evaluation
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, pursuant to Request
for Request (RFP) No. No. 13- 09/010, for the Purchase and Implementation of an Enterprise
Building Development Service System; authorize the Administration to enter into
negotiations with the top- ranked proposer, Accela, Inc; and should the Administration not be
successful in negotiating an Agreement with the top- ranked proposer, authorize negotiations
with the second - ranked proposer, Computer Software, Inc (CSI); further authorize the Mayor
and City Clerk to execute an agreement upon the conclusion of successful negotiations by
the Administration.
PASSED AND ADOPTED THIS -t -lam DAY OF Fe bru a ry2011.
ATTEST:
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CITY CLERK AYOR
T:\AGENDA \2011\2- 09- 111RFP 13 -09 -10 - Enterprise System - RESO.doc
APPROVED AS TO
FORM & LANGUAGE
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COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Accepting The Recommendation Of The City Manager Pertaining To The
Ranking Of Proposals Pursuant To Request for Proposals (RFP) No. 13- 09/010, For The Purchase And Implementation Of An
Enterprise Building Development Service System; Authorize The Administration To Enter Into Negotiations With The Top -
Ranked Proposer, Accela, Inc; And Should The Administration Not Be Successful In Negotiating An Agreement With The Top -
Ranked Proposer, Authorize Negotiations With The Second - Ranked Proposer, Computer Software, Inc (CSI); Further
Authorize The Mayor And City Clerk To Execute An Agreement Upon The Conclusion Of Successful Negotiations By The
Administration.
Key Intended Outcome Supported:
increase Community Satisfaction with City Government and Make city more business friendly.
Supporting Data (Surveys, Environmental Scan, etc.): The completed audit by Watson Rise 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 management of the Departments.
Issue:
1 Shall the Mayor and the City Commission Accept The Resolution?
Item Summary /Recommendation:
On January 13, 2010, the Mayor and City Commission approved the issuance of Request for Proposals (RFP) No. 13- 09/10,
for the purchase and implementation of an Enterprise Building Development System ( "the RFP ").
BidNet issued bid notices to 189 prospective proposers, BidSync issued bid notices to 35 prospective proposers, and 37
proposers were notified via e-mail, which resulted in the receipt of eight (8) proposals.
On July 13, 2010, the City Manager via Letter to Commission (LTC) No. 197 -2010, appointed an Evaluation Committee (the
"Committee "). The Committee met on July 30, 2010, August 18, 2010, August 22, 2010 in order to short list the proposers.
In addition, 63 staff members formed seven (7) Support Teams to assist the Committee during the evaluation process by
providing feedback on the functionality of the proposed systems. The Support Teams were requested to develop "Scripted
Demos" and provide feedback to the Evaluation Committee on the functionality of the proposed systems within their area of
expertise. On October 4, 5, 13, 14, 18, 19, 20, and 21, 2010, the short listed proposers were invited to provide "Scripted
Demos" to each Support Team within their area of expertise.
On November 16, 2010, the Committee convened to receive feedback from all Support Team. On January 10 and 12, 2011,
the Committee convened to receive a "General Scripted Demo" from each short listed proposer. The Committee further
discussed the proposer's qualifications, experience, maintenance and support, project cost, and project implementation team
and scored the short listed proposers accordingly. The Committee unanimously recommended that the City enters into
negotiation with the top ranked proposer, Accela, Inc., and should the Administration not be successful in negotiating an
Agreement with the top- ranked proposer, authorize negotiations with the second - ranked proposer, Computer Software, Inc.
(CSI).
THE ADMINISTRATION RECOMMENDS ACCEPTING THE RESOLUTION
Advisory Board Recommendation:
Financial Information:
Source of Funds: Amount Account Approved
1,74. Account $1,500,000.00 BTC Building Tech Capital Project
Account No. 550 - 6845 - 000674
2 $ 100,000.00 Information and Communications
Technology Fund 552 - 6845 - 000674
BPI Total $1,600,000.00
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Gus Lopez, extension 6641
Sign -Offs:
Department Direct Assistant City Manager City Manager
KT GL PDW JMG
T:\AGENDA\2010 \Dec ber 8 \Consent \RFP 39 - 09 - 10 AVL System Summary.doc
MIAMIBE AGENDA ITEM IOW DATE 2 1
m MIAMI BEACH
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 Commission
FROM: Jorge M. Gonzalez, City Manager
DATE: February 9, 2011 ( `
SUBJECT A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER PERTAINING TO THE RANKING OF PROPOSALS PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 13- 09/10, FOR THE PURCHASE AND
IMPLEMENTATION OF AN ENTERPRISE BUILDING DEVELOPMENT SERVICE
SYSTEM; AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH THE TOP - RANKED PROPOSER, ACCELA, INC; AND
SHOULD THE ADMINISTRATION NOT BE SUCCESSFUL IN NEGOTIATING AN
AGREEMENT WITH THE TOP - RANKED PROPOSER, AUTHORIZING
NEGOTIATIONS WITH THE SECOND - RANKED PROPOSER, COMPUTER
SOFTWARE INC (CSI); FURTHER AUTHORIZING THE MAYOR AND CITY
CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
Funds in the not to exceed amount of $1,600,000.00 are available from the FY 2010/11
Capital Budget as follows:
BTC Building Tech Capital Project Account No 550 - 6845 - 000674 $1,500,000.00
Information and Communications Technology Fund 552 - 6845 - 000674 $ 100,000.00
$1,600,000.00
KEY INTENDED OUTCOME SUPPORTED
Increase Community Satisfaction with City Government.
Make City more business friendly.
ANALYSIS
The City of Miami Beach has been utilizing Permits Plus, an Accela, Inc. legacy product as the
main software to support the building development process and related functions. Permits Plus
does not currently interface with the existing computer systems in the City and does not
provide a complete solution for the City of Miami Beach. The Permits Plus system is utilized
by many departments in the City, but it principally includes the following departments:
Commission Memorandum — RFP #13 -09 -10 Purchase and Implementation of an Enterprise Building
Development Service System
February 9, 2011
Page 2
• Building (including Code Compliance Division)
• Planning
• Fire
• Public Works
• Finance
• City Clerk
The City has wanted to replace the current system for several years. This project was
presented to the Information Technology (IT) Steering Committee on March 26, 2008, June 5,
2008, and October 15, 2008. The Committee recommended hiring a consultant to develop the
system requirements and issuing an RFP to replace the current software being used to
support the Building Department development process.
Additionally, in the completed audit by Watson Rice, the IT Steering Committee 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
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.
RFP PROCESS
On January 13, 2010, the Mayor and City Commission approved the issuance of Request for
Proposals (RFP) No. 13- 09/10, for the purchase and implementation of an Enterprise Building
Development System ( "the RFP ").
BidNet issued bid notices to 189 prospective proposers, BidSync issued bid notices to 35
prospective proposers, and 37 proposers were notified via e-mail, which resulted in the receipt
of the following eight (8) proposals:
Commission Memorandum — RFP #13 -09 -10 Purchase and Implementation of an Enterprise Building
Development Service System
February 9, 2011
Page 3
1. Accela, Inc
2. Computer Software Inc (CSI)
3. CRW Systems, Inc
4. CSDC System, Inc
5. Energov Solutions
6. Hansen Information Technologies (Infor)
7. Municipal Software Corporation
8. Permitsoft, Inc
On July 13, 2010, the City Manager via Letter to Commission (LTC) No. 197 -2010, appointed
an Evaluation Committee (the "Committee ") consisting of the following individuals:
• Alex Rey, Building Director
• Fernando Vazquez, City Engineer
• Gayle Durham, Resident and Leadership Academy Graduate
• Jeffrey Forster, Resident and Leadership Academy Graduate
• Richard Lorber, Planning and Zoning Manager
• Sonia Machen, Fire Marshall
• Trish Walker, CFO
During the process, the City Manager appointed resident and Leadership Academy Graduate
Ahmed Cruz to replace Jeffrey Forster and Chief Elevator Inspector John Antona to replace
Alex Rey.
In addition, 63 staff members formed the following Support Teams to assist the Committee
during the evaluation process. The Support Teams were requested to develop "Scripted
Demos" and elect chairpersons to provide feedback to the Evaluation Committee after
receiving presentation from the "short- listed" proposers. Please see Appendix "C" for members
of each Support Team.
Support Team 1 General System Requirements
Chairpersons: Glester Edwards, Rashonda Blatch, and Andrea Agha
Support Team 2 Specific Building Development and Related Processes Requirements.
Chairperson: Richard McConachie and Gladys Salas
Support Team 3 &5 Code Compliance, City Building, Fire Codes, and Special Master;
Chairperson: Greg Tindle, Jose Alberto, and Adrian Avalos.
Support Team 4 Licensing - Business Tax and Other Permits.
Chairperson: Georgina Echert and Manny Marquez.
Support Team 6 Predevelopment Approval Process.
Chairperson: Susana Alonso and Michael Belush.
Support Team 7 IT requirements.
Chairperson: Glester Edwards and Bert Dorrestyn.
On July 30, 2010, the Committee convened and a quorum was attained. The Committee
members were provided with Performance Evaluation Surveys and additional information
provided by the responsive proposers. The Committee requested feedback from the IT
Support Team (Team 7) on all proposals received.
Commission Memorandum — RFP #13 -09 -10 Purchase and Implementation of an Enterprise Building
Development Service System
February 9, 2011
Page 4
The Committee was informed that the following Evaluation Criteria was to be used to evaluate
and rank the proposers, for a total of 110 possible points:
• Project costs (Fixed cost and maintenance and support cost) 25 Points
• System architecture and network integration 15 Points
• System functionality 35 Points
• Maintenance and Support 15 Points
• Independent company assessment and references 10 Points
• Project implementation team 10 Points
On August 18, 2010, the Committee convened to receive feedback from the IT Support Team
(Team 7) and initiate the short listing process. The Committee requested further clarification to
determine the technical responsiveness on several proposers. The Committee also requested
feedback from each Support Team Chairperson on all proposals received.
On August 22, 2010, the Committee convened to receive feedback from each Support Team
Chairperson. The Committee also received confirmation on the technical responsiveness of all
proprosers which allowed them to finalize the short listing process. The Committee discussed
their individual perceptions of the proposer's qualifications, experience, price, and
competency, and ranked the proposers accordingly.
SHORTLISTING RANKINGS
LOW
Trish Sonia Fernando Alex Richard Gayle AGGREGATE
Walker Machen Vaz.uez Re Lorber Durham e TOTALS
ACCELA, INC 5 (89) 1 (100) 1 (96) 1 (98) 1 (104) 3 (82) 12 (1)
CRW SYSTEMS, INC 1 96 3 85 5 72 3 (87 4 84 3 (82 19 2
COMPUTER SOFTWARE
INC (CSI) 4 (92) 2 (91) 2 (87) 5 (80) 6 (65) 1 (91) r4,, 20 (3)
CSDC SYSTEMS, INC 6 (81) 7 (78) 3 (80) 2 (95) 3 (88) 2 (83) 23 (4)
MUNICIPAL SOFTWARE 11
CORPORATION 2 (95) 5 (79) 4 (73) 6 (78) 4 (84) 5 (74) ; 26 (5)
ENERGOV SOLUTIONS 3 (93) 4 (83) 8 (65) 4 (85) 2 (94) 6 (67) 27 (6)
PERMITSOFT INC 8 (62) 5 (79) 7 (66) 8 (71) 7 (58) 6 (67) 41 (7)
HANSEN INFORMATION
TECHNOLOGIES (INFOR) 7 (78) 8 (75) 6 (69) 7 (73) 8 (57) 8 (50) 44 (8)
The Committee recommended inviting the four (4) top ranked proposers to provide Scripted
Demos: (1) Accela, Inc; (2) CRW Systems, Inc; (3) Computer Software, Inc. (CSI); and (4)
CSDC Systems, Inc.
Commission Memorandum - RFP #13 -09 -10 Purchase and Implementation of an Enterprise Building
Development Service System
February 9, 2011
Page 5
SCRIPTED DEMOS
Support Team members spent countless hours in the development of the Scripted Demos to
be performed by the short listed proposers. The Support Teams convened on the following
dates in order to develop the Scripted Demos, which would be provided to the short listed
proposers for demonstration:
• Team 1: April 12, May 17, May 24, June 4, and September 24, 2010.
• Team 2: April 20, May 17, June 2, September 23, and October 1, 2010.
• Team 3 and 5: April 13, April 14, May 18, May 24, June 1, June 15, September 24,
October 1, 2010.
• Team 4: April 15, May 19, June 4, September 24, 2010.
• Team 6: May 18, May 25, June 2, September 30, 2010.
• Team 7: April 16, June 21, August 9, 2010.
All Support Teams were invited to attend the Scripted Demos scheduled with the four (4) short
listed proposers during the month of October. Each Support Team was scheduled for a two (2)
hour Scripted Demo session with each short listed proposer. In addition, before each
proposer's departure, all Support Team members were invited to a one (1) hour general
Questions and Answer (Q & A) session in order to address any issues that were not covered
during the individual Scripted Demo sessions. The Scripted Demos were scheduled as follows:
• Accela, Inc - October 4 and 5, 2010;
• CSDC Systems - October 13 and 14, 2010;
• CRW Systems - October 18 and 19, 2010; and
• Computer Software, Inc (CSI) - October 20 and 21, 2010
On October 22, 1010, all Support Team Chairpersons were scheduled for a general meeting.
In addition, all Support Teams convened on November 1 thru 4, 2010, in order to finalize the
reports to be presented to the Evaluation Committee.
On November 16, 2010, the Committee convened to receive feedback from the Support Team
Chairpersons on the functionality of the system proposed by each short listed proposer. During
said meeting, the Committee further requested to invite all four (4) short listed proposer back
to perform a general scripted demo to the Committee.
On November 22, 2010, all Support Team Chairpersons convened to develop the General
Scripted Demo, as requested by the Committee. The four (4) short listed proposers were
scheduled as follows to provide General Scripted Demos to the Committee:
• CSDC Systems, Inc. - January 10, 2011 (AM)
• Computer Software, Inc. (CSI) - January 10, 2011 (PM)
• CRW Systems, Inc. - January 12, 2011 (AM)
• Accela, Inc - January 12, 2011 (PM)
On January 10 and 12, 2011, the Committee convened to receive the aforementioned General
Scripted Demo from each proposer. The Committee further discussed the proposer's
qualifications, experience, maintenance and support, project cost, and project implementation
team and scored the short listed proposers accordingly. The tabulated results are the
following:
Commission Memorandum — RFP #13 -09 -10 Purchase and Implementation of an Enterprise Building
Development Service System
February 9, 2011
Page 6
FINAL RANKINGS
RFP# 13 -09/10
FOR A
ENTERPRISE
BUILDING
LOW
DEVELOPMENT Trish Sonia Fernando John Richard Gayle Ahmed AGGREGATE
SERVICE SYSTEM Walker Machen Vazquez Antona Lorber Durham Cruz TOTALS
ACCELA, INC 2 (103) 1 (102) 1 (99) 2 (85) 1 (104) 2 (76) 1 (100) 10 (1)
COMPUTER
SOFTWARE INC
(CSI) 1 (107) 2 (95) 4 (78) 1 (95) 4 (81) 1 (85) 2 (95) 15 (2)
CSDC SYSTEMS,
INC 3 (101) 4 (75) 2 (85) 4 (70) 2 (97) 3 (74) 3 (85) 21 (3)
CRW SYSTEMS,
INC 4 (98) 3 (85) 3 (84) 3 (75) 3 (82) 4 (62) 4 (80) 24 (4)
A motion was presented by Sonia Machen, seconded by Gayle Durham, and unanimously
approved by all Committee members recommending that the City enters into negotiation with
the top ranked proposer, Accela, Inc., and should the Administration not be successful in
negotiating an Agreement with the top- ranked proposer, authorize negotiations with the
second - ranked proposer, Computer Software, Inc. (CSI).
ACCELA, INC
The base cost proposal from Accela, Inc., is the following. Please refer to Appendix "A" for
complete Cost Proposal and related pricing notes:
1 Building Development Process $ 50,000.00
2 Code Compliance $ 17,500.00
3 Licensing $ 31,191.16
4 Special Master Included in Project Management
5 Miami -Dade County Interface O•tion Included in Project Management
' "roject Management -x .. -. $ 729,132
rata Conversion $ 93,860
. raining Program $ 19,000
intenance ,& Sup • art 5 157 905.84
( *) Additional cost relating to travel time and training will be negotiated.
Accela, Inc., ( "Accela ") was incorporated in California in 1981. Accela has provided permitting,
workflow, asset management, code enforcement and related software systems to state and
local government agencies nationwide since its inception.
Commission Memorandum — RFP #13 -09 -10 Purchase and Implementation of an Enterprise Building
Development Service System
February 9, 2011
Page 7
Accela is proposing the solution "Accela Automation ". For more than 25 years, Accela
products have evolved to provide government agencies state of the art workflow solutions. Ten
(10) years ago, Accela merged with Permits Plus (currently in use by the City of Miami Beach).
Accela is intimately familiar with the database structure of Permits Plus and have had
numerous experiences in its migration to the Accela Automation system.
For the past eight (8) years, the product proposed, Accela Automatation, has advanced the
role of government and improved the service levels at government agencies. Throughout this
time, the system has been updated, refined, and enhanced through upgrades and add -on
functionality.
The solution will use current technologies to expand data access for integrating the
departments responsible for the Development Review process, realize automation, reduce
processing times, eliminate processing deficiencies to improve customer service, and support
comprehensive data reporting.
Accela Automation runs on a relational database using an entirely web -based technology.
Some of the Accela Automation feature highlights are:
• Manage unlimited Planning, Building, Fire, Public Works, Code, License, Clerk &
Special Master types using Accela Automation, each complying with the City's exact
regulations and internal procedures.
• Customized, role -based consoles are targeted to specific agency roles, allowing end -
users to view and query only the information they need to efficiently perform their
duties.
• Proactive alerts and bulletins enable dissemination of critical information throughout
your entire agency through the use of the Alert Portlet. Alerts may prompt users to take
action on an item or provide general warnings. Using the Accela Citizen Access add -on
module, proactive alerts may be sent to citizens.
• Scheduling and rescheduling reviews, inspectors, hearings or meetings within Accela
Automation improves efficiency and keeps processes on schedule. This feature, when
used with Accela Mobile Office, provides comprehensive mobile
inspection /enforcement management solutions.
• Guidesheets and routesheets aid inspectors and investigators in completing case work
more effectively (checklists for a particular inspection or day planner for inspectors to
organize their days).
• Accela's workflow engine permits extensive configuration to match and enforce agency
business processes, allowing agencies to track application and license /permit
processes through its life cycle. The Workflow maintains vigilance over each task
comprising your processes, automating task assignments, routing, and e-mail
notifications.
• Even manager Script Engine (EMSE) functionality permits easily configured scripts to
automate processes such as triggering pre- authored e-mails or calling external
systems.
Commission Memorandum — RFP #13 -09 -10 Purchase and Implementation of an Enterprise Building
Development Service System
February 9, 2011
Page 8
• SmartCharts provides at- a- glance, summarized business information and statistics so
that end -users can view actionable data and take steps to improve agency operations.
• Accela List Portlest gives users fast access to metrics that affect appropriate
management of resources, project investigatory operations, plan schedules and
produce detailed statistics.
• Add -on modules enhancing the functionality of Accela Automation includes: Accela
Citizen Access, Accela Mobile Office, and Accela GIS.
Accela is proposing an unlimited departmental site license, because it is in the best interest of
the City when staff increases. The system requires no customization; relying instead on
configurability during our implementation, and which can be later supported entirely by City IT
Staff as Miami Beach's requirements evolve.
Accela has methodology in place where upgrades to its product are released twice a year for
distribution to customers. In addition, Accela's Customer Resource Center (CRC) is available
via phone, fax or online from 7:00 AM to 9:00 PM. The CRC can also provide on -line, real -time
assistance via WebEx. Self- support tools allow users to search the knowledge base and find
instant answers to many commonly asked questions about the product.
In addition, Accela Citizen Access offers the City of Miami Beach the opportunity to provide a
"Business Express" service to their community and credential holders. This will provide
regulated professionals easy access to required processes, while providing the public a view
of the business community. Whether in the City's Business Center or with inspectors in the
field, government will work at an optimal efficiency and effectiveness.
Accela is proposing to parner with RedMark Technologies, a certified Accela partner and
premier provider of implementations, consulting, and professional services. RedMark's
extensive network of professionals range from software experts to strategic consultants who
will work closely with City and Accela staff to ensure a timely and well managed
implementation. RedMark Technologies has worked with Accela on various government
agency implementations including Maricopa County, AZ, Lenexa, KS, The Woodlands, TX,
and Brevard County, FL.
Some of the current clients of Accela are City of Charlotte, NC, Washington DCRA, City of
Oklahoma City, OK,Cabarrus County, NC, Hillsborough County, FL, City of Palo Alto, CA,
Pinal County, AZ, and Brevard County, FL.
COMPUTER SOFTWARE, INC (CSI)
The base cost proposal from Computer Software, Inc (CSI) is the following. Please refer to
Appendix "B" for complete Cost Proposal and related pricing notes:
Commission Memorandum — RFP #13 -09 -10 Purchase and implementation of an Enterprise Building
Development Service System
February 9, 2011
Page 9
6
1 Building Development Process $ 138,550
2 Code Compliance $ 64,850
3 Licensing $ 44,200
4 Special Master $ 42,100
5 Miami -Dade Count $ 11,600
- r"'¢€ 'x Ora;` -a
be �� 3 �
y o
( *) Additional cost relating to travel time and training will be negotiated.
Computer Software Inc. ( "CSI ") is based in Chalfont, PA and has been providing software
solutions to government and commercial clients for the past 28 years. CSI clients include more
than 130 government organizations.
CSI believes in total Customer Satisfaction. Total Customer Satisfaction cannot be achieved
simply through offering cutting -edge technology. It is achieved when cutting -edge technology
is delivered to clients on -time, on- budget, and with excellence on -going support. CSI does not
contract with third parties on the implementation of the core MAGNET municipal system nor
does it contract with third parties on the maintenance and support of the system thereafter.
CSI handles all aspects of the relationship in- house.
CSI proposes the solution MAGNET. MAGNET is the browser -based software utilizing the
latest in easy -to -use web 2.0 technology and open data standards. MAGNET expedites
planning, property management, permitting, licensing code enforcement, inspection, and
tracking process. MAGNET will significantly improve the City's ability to manage and access
property information via a single web -based solution. MAGNET will connect the City's
departments and allow staff to work in on system, anytime, and from anywhere. Some of the
MAGNET feature highlights are:
• Easy to use for staff with limited computer skills
• Fully integrated GIS features that are practical and user - friendly
• Automatic reminders help keep issues and data from "falling through the cracks"
• Tracking and recording of municipal data such as permits, subdivisions and land
developments, request for services, due dates, follow -up tasks, etc.
• Ability to add digital pictures and associated documents with point -and -click simplicity.
• Support for complete mobilization of Building & Code Enforcement staff through
MAGNET mobile. Real — time access for field staff to all of the same data and
functionality as in -house staff.
• Easy to use selected data access to residents through the web.
• Disaster recovery with built -in off -site backup.
Commission Memorandum — RFP #13 -09 -10 Purchase and Implementation of an Enterprise Building
Development Service System
February 9, 2011
Page 10
MAGNET Customer Web Portal is a separate web mapping interface specifically designed for
Miami Beach customers. The bi- lingual portal will provide citizens with the direct ability to
obtain up -to -date information regarding an individual parcel within the City's jurisdiction.
Citizens can view information about existing permits, violations, etc. Citizens can also use the
portal to submit complaints. The information made available on the portal is completely
configurable by City personnel and can include as much or as little information as desired.
CSI will converge and import database data from all existing relevant database system
currently used by the City of Miami Beach. CSI will also import an unlimited number of
spreadsheets or other user - generated. CSI also will import any documents, spreadsheets, and
other files that are currently attached or belong to specific properties or permits.
CSI provides free support access 24/7 with the following on -line benefits: E- support is a 24/7
online portal for CSI customers. Customer Service phone access is available from 8:00 AM to
5:00 PM and calls are prioritized by High (response with 4 hours), Medium (response within 8
hours), and Low (response within 24 hours).
Some of the current clients of CSI are City of Fayetteville, NC, Newton County, GA, Carteret
County, NC, LRA Worldwide, Inc, PA, Upper Moreland Township, PA, West Goshen
Township, PA, Muhlenberg Township, PA, and City of Gaffney, SC.
CONCLUSION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida accept the recommendation of the City Manager pertaining to the ranking of
proposals pursuant to Request for Proposals (RFP) No. 13- 09/010, for the Purchase and
Implementation of an Enterprise Building Development Service System; authorize the
Administration to enter into negotiations with the top- ranked proposer, Accela, Inc; and should
the Administration not be successful in negotiating an Agreement with the top- ranked
proposer, authorize negotiations with the second - ranked proposer, Computer Software, Inc
(CSI); further authorize the Mayor and City Clerk to execute an agreement upon the
conclusion of successful negotiations by the Administration.
T:\AGENDA\2011\2 -09 -11 \RFP- 13 -09 -10 Building Enterprise System - Memo.doc
Commission Memorandum — RFP #13 -09 -10 Purchase and Implementation of an Enterprise Building
Development Service System
February 9, 2011
Page 11
ATTACHMENT V
COST PROPOSAL
Cost Proposal Base Bid : RFP # 13-09/10
Site License for Accela Automation Land Management $ 50,000.00
includes items below:
1 Building Development Process
2 Code Compliance
Department Site License for Accela Automaton
Licensing and Case Management includes below: $ 17
3 Licensing
Additional Software to meet the City of Miami Beach
requirements to be used by any department:
Site License for Accela GIS $ 7,500.00
Site License for Accela Mobile Office $ 13,750.00
Accela Citizen Access $ 9,941.16
4 Special Master
(included in Project Managementllmplementation below)
5 Miami -Dade County Interface Option
included in Project Mana.ementl Im • ementation below
Project Initiation $ 14,816.00
System Setup $ 5,680.00
Analysis and Configuration $188,750.00
Report Development $112,500.00
User Acceptance Testing $ 20,000.00
Go -Live Support $ 21,000.00
Accela GIS Services $ 15,620.00
Accela Mobile Office Services $ 18,750.00
Accela Citizen Access Services $ 23,750.00
Project Management $103,926.00
Interfaces $173,280.00
Estimated Travel $ 31,060.00
a476 rSw a§c Y?
Data Conversion Total includes the items below:
1 Active Compositions
2 Historical Compositions
Commission Memorandum — RFP #13 -09 -10 Purchase and Implementation of an Enterprise Building
Development Service System
February 9, 2011
Page 12
_ r a •r rt 7
u; q..^_4.+.,
$39 476.46 • _ - - r with 1 = . r free maintenance
1 Daily Rate for Data Conversion per Section H - 3 $ 1,200.00
2 Electronic Signature Option per Section IV - 13 $120,000.00
1.. fii if
NOTE: If the proposal assumes off -shore conversion and there is an increase in
price by doing the work domestically, the proposer should identify that
cost as part of their proposal in a supplemental form to this Attachment V
— Cost Proposal.
Commission Memorandum — RFP #13 -09 -10 Purchase and Implementation of an Enterprise Building
Development Service System
February 9, 2011
Page 13
City of Miami Beach, FL
Automation System
Government Software
Pricing Notes:
1. The pricing set forth herein reflects information generally known to Accela, supplied to Accela by the
City of Miami Beach and based on Accela's interpretation of the RFP. Further information gathered
through detailed investigation by Accela is required before a final Statement of Work and pricing can
be mutually agreed upon.
Proposed Modules
• Accela Land Management
Accela Licensing and Case Management
Accela GIS
Accela Mobile Office
Accela Citizen Access
2. Service costs are subject to a yearly increased based on CPI.
3. Prior to Contract execution, Accela may request a mutually agreed upon evaluation of the City of
Miami Beach, business practices and operations in preparation of the final Statement of Work.
4. 3rd Party Software (Licenses Required) - The following 3rd party software is not included in the
Accela Software Installer. Separate licenses are required.
• Macromedle CoidFusion CFMX 7.0.2, Enterprise Edition (per Web server) or Raiio, an open
source CFML engine and the fastest CFML engine available
• Microsoft SQL option, MS SQL Server 2005, Microsoft Windows Server 2003
• Oracle option, Oracle RDBMS version Nor 1 Og
• Brava v5.0 (for enhanced viewing of documents) Optional
• ArcGIS Server 9.3.1
• ArcGIS Server Network Extension (for Accela GIS Optimized Routing module)
• ArcGIS Engine (for Accela Mobile Office offline mapping of agency ESRI map data)
• ArcGIS Engine Network Extension (for Accela Mobile Office offline routing, also requires Accela
GIS Optimized Routing module)
5. The following 3rd party software is included in the Accela Software Installer. No additional licenses
are required.
• JBoss 4.2.2.GA with Tomcat 6.0.10
• Vembu SwisSQL API 1.7 (for MS SQL Server version only)
• Java, version 1.5.0_13
• Jet Speed Portal Software version 1.6
• Jakarta Ant, version 1.7.0
• DataDirect ODBC /JDBC Drivers (Accela branded) for MS SQL Server only
6. Agency is responsible for applicable sates tax.
7. These costs are valid for 120 days. After the 120 -day period, all prices are subject to change. This
quote supersedes any previous written or verbal estimates.
8. All billing terms are due net -30 from invoice.
•
Note: AcceIB W'&eless user licenses must be accompanied by an Aaeta Automation user Wane. AddJng The Mobile GIS component ofAowla
Wireless requites Accela GIS uaeri easing in @lien to Aeaete Wireless- and accent Aulomatlan NORMS.
Commission Memorandum — RFP #13 -09 -10 Purchase and Implementation of an Enterprise Building
Development Service System
February 9, 2011
Page 14
City of Miami Beach, FL
Aocela Automation System
Government Software
9. 100% of license and 1 year maintenance are due upon contract execution. Maintenance is due
annually based on the'anniversary of contract signing. Maintenance can increase up to 10% annually
unless a multi-year maintenance agreement is executed.
10. 15% of services are due upon contract execution and the remaining 85% due upon mutually agreed
to milestones during the course of the implementation.
11. Contractor proposes that the parties negotiate all payment schedule terms in good faith, using
Contractor's standard payment schedule (described above) as a starting point for such negotiations.
12. Travel time and expenses will be billed as incurred. Travel time will be billed at a rate of $140.00 per
hour. Professional services will be billed at a rate of $185.00 per hour. Training will be billed at a rate
of $225.00 per hour. Billing terms for professional services, travel time, training, and expenses are
Net 30.
13, This estimate does not include any 3" party hardware or software costs. Accela is not a reseller of
such products and is not authorized to provide estimates on behalf of these 3" party hardware or. ,.
software companies. Hardware and software requirements are outlined within the proposal and th'e
appropriate hardware or software vendor should be contacted for special pricing specific to the City of
Miami Beach.
Commission Memorandum — RFP #13 -09 -10 Purchase and Implementation of an Enterprise Building
Development Service System
February 9, 2011
Page 15
ATTACHMENT V
COST PROPOSAL
Cost Proposal Base Bid : RFP # 13 -09/10
1 Building Development Process $ 138550
2 Code Compliance $ 64,850
3 Licensing $ 44,200
4 Special Master $ 42,100
5 Miami -Dade County Interface Option $11,600
Yap. 1 t .
1 Active Compositions $ 10,000
2 Historical Compositions $ 30,000
5 :, 4 74°
r \" . Yr.'° ` Y" [ v €1s Y '"`�
a"k�'�i���J ..i..E. � n r
"1 ' - �"1l''
1 Daily Rate for Data Conversion per Section 11- 3 $ 2,000
2 Electronic Signature Option per Section IV -13 $10,000
NOTE: If the proposal assumes off-shore conversion and there is an increase in price by
doing the work domestically, the proposer should identify that cost as part of their
proposal in a supplemental form to this Attachment V — Cost Proposal.
Commission Memorandum — RFP #13 -09 -10 Purchase and Implementation of an Enterprise Building
Development Service System
February 9, 2011
Page 16
COST PROPOSAL
MAGNET COST PROPOSAL
Descriptions Cost Tenn
MAGNET Software Licensng
Includes MAGNET Back Office Licenses for Building
Development Process, Code Compliance, Licensing,
Special Master, and Miami -Dade Countlnterface $301,300 One -Time
Option.
Includes Software Licenses for the MAGNET Customer
Portal, and MAGNET Mobile.
Implementation Services
Sysem Set Up, Configuration, Programming,
Projection Management and Interfacing.
$475,500.00 One -Time
Interfaces Include: ESR! ArcG!S 9.3, Eden Financial, Q-
Matic, Laserfich, Novatime, ProjectDox, lntervoice
lntersoft IVR as detailed in proposal response.
Data Conversion and Miaratian
Conversion of Legacy Data from PermitsPlus and
Eden Financial database records. Conversion of all $40,000.00 One- -Time
digital workstation files as necessary and in
supported file format (Excel Word, Access, etc). All
data supplied by the City of Miami Beach.
Traini • Service
Train Services as specified and schedule in the $38,000.00 One -Time
MAGNET Project Plan crafted in response to the City
of Miami Beach.
MAGNET Maintenance &Support
Includes MAGNET Back Office Maintenance, MAGNET
Customer Portal Maintenance, MAGNET Mobile $48,250,00 Annual
Maintenance, and Interface Maintenance.
Commission Memorandum — RFP #13 -09 -10 Purchase and Implementation of an Enterprise Building
Development Service System
February 9, 2011
Page 17
Cost Discr'gsion
MAGNET Software License Included in this Cost Proposal:
MAGNET Rack ice license:
• Building Development Process Module
• Code Compliance Module
• Licensing Module
• Special Master Module
MAGNET Customer Portal License:
• BI- Lingual
• Mapping Viewer with Permitted Uses
• Online citizen complaints
• Online web -based applications for projects, permits, and licenses
• Online web -based information retrieval for properties, projects,
• Permits, and licenses
• Client selected case information
• Registration system
• Schedule inspections
• Permitted uses document for every parcel
• Print Plot Plan on Graph Paper
• Online Acceptance of credit cards (does not include any payment
• gateway charges )
• Online resident mapping (overlaid on Google maps)
MAGNET Mobile:
The City will have its choice of three MAGNET Mobile options as outlined in Additional Documentation
MAGNET Mobile Solutions and Cost Table.
Implementation Services Included in this Cost Proposal:
Canffauratlon:
All business rules, data fields, workflows, etc. will be configured to the specific needs and requirements
of the City of Miami Beach. Configurations included for land annexation, zoning, site development,
permitting, platting, inspections, code enforcement, business licensing, and mobile.
Retorts:
Commission Memorandum — RFP #13 -09 -10 Purchase and Implementation of an Enterprise Building
Development Service System
February 9, 2011
Page 18
The City will have full access and use of all the reports in the MAGNET Standard Reports Library.
Additionally, during the implementation process, your MAGNET Implementation Engineer will work with
the City to determine if there are any further reports the City desires which CSI hasn't already developed
as part of its library. if the City has an additional report they need, C5i will create this for the City at no
additional charge and, at the City's permission, CSI will add the new report to the MAGNET Library for
the benefit of other municipalities. Likewise, when other MAGNET clients add reports to the library, the
City of Miami Beach will benefit from the free use of these reports.
Forms:
The City will have full access and use of all the forms in the MAGNET Library. MAGNET standard forms
will be configured to meet the specific needs and requirements of the City. If the City has an additional
form they need, which is not already contained in the MAGNET Library, CSI will create this for the City at
no additional charge. At the City's permission, CSI will then add the new form to the MAGNET Library for
the benefit of other municipalities. Likewise, when other MAGNET clients add forms to the library, the
City of Miami Beach will benefit from the free use of these forms.
Cent fixates;
The City will have full access and use of all the certificates in the MAGNET Library. MAGNET standard
certificates will be configured to meet the specific needs and requirements of the City. If the City has an
additional certificate they need, which is not already contained in the MAGNET Library, CSI will create
this for the City at no additional charge. At the City's permission, CSl will then add the new certificate to
the MAGNET library for the benefit of other municipalities. Likewise, when other MAGNET clients add
certificates to the library, the City of Miami Beach will benefit from the free use of these certificates.
Customized Forms Certificates and Reports;
In the off chance the City wishes to make changes to the cosmetics or formatting of any MAGNET forms,
certificates, or reports, these cosmetic/formatting changes would be considered customization
requests. Customization can be performed at a cost of $225 /hr and will be quoted to the City on an as-
needed basis.
*This does not apply to the City's unlimited access to MAGNET's existing report library nor does it apply
to the City's right to request unlimited additional reports which do not currently appear in our library.
This customization fee only applies to requests for changes in the cosmetics or formatting of MAGNET
reports.
interfaces:
CSI will design, implement, and test the following interfaces for the City of Miami Beach:
• Q -MATiC
+ ESRI ArcGIS 9.3
• Laserfiche
Commission Memorandum — RFP #13 -09 -10 Purchase and Implementation of an Enterprise Building
Development Service System
February 9, 2011
Page 19
• EDEN InForum Gold
• Novatime
• ProjectDox
• Intervolce Intersoft Version 3.5.5 TDM IVR System
• New World System
• Web Q&A
• Miami -Dade County Interface (included in software pricing as requested on COST
PROPOSAL ATTACHMENT V)
* The cost for interfacing includes all CS! labor and software customization required to achieve the desired city
functionality. The success of accomplishing the city's desired business goals for interfacing MAGNET with various
third party applications is dependent on the third party products supporting the desired specific business
functions as well as providing the necessary interface documentation and functionality.
Data Conversion and Migration:
CSI will converge and import database data from all existing relevant database systems currently used by the
City of Miami Beach. We will also import an unlimited number of spreadsheets or other user - generated data as
long as the data currently exists in a format where there is a dear mapping between the data being imported
and a location in MAGNET. CSI can create additional info fields in MAGNET to support any type of data being
converted over from the legacy system.
CSI will also import any documents, spreadsheets, and other files that are currently attached or belong to
specific properties, permits, etc. Once again, this is unlimited so long as the storage structure of the data is in a
form where it is readily identifiable what the mapping is from the file to a particular record within MAGNET.
We can import (attach) documents that are currently organized in either a reference database or a hierarchical
file system structure.
CSI's data conversion services include the conversion, implementation, and verification of City of Miami Beach
legacy data (Permits Plus and EDEN), and existing GIS Data; an unlimited number of GIS layers are included.
*All data supplied by City.
Training Services:
Operator training using Purchaser's data estimated 9 days as specified in the MAGNET Project Plan.
We have proposed nine days of on -site training to cover all of the expected City of Miami Beach system users;
for your budgetary purposes, you can plan on our provided training quote to be a not -to- exceed price for
training. Travel is billed separately from training.
Commission Memorandum — RFP #13 -09 -10 Purchase and Implementation of an Enterprise Building
Development Service System
February 9, 2011
Page 20
MAGNET Maintenance & Support
MAGNET Maintenance and Support includes the services outlined in the Support & Maintenance Section of this
response.
As priced in the cost proposal, MAGNET Maintenance and Support applies to the MAGNET Back Office Solution,
MAGNET Customer Portal, MAGNET Mobile, and the Interfaces specified in this proposal.
ACKNOWLEDGEMENT OF ADDENDA
Computer Software, Inc. acknowledges that they received all Addenda that were publically release in
conjunction with RFP #13 - 09/10.
Included in the Appendix is an acknowledgement of Addenda Attachment as provided by the City of Miami
Beach.
Commission Memorandum — RFP #13 -09 -10 Purchase and Implementation of an Enterprise Building
Development Service System
February 9, 2011
Page 21
General System Requiremen Finance- Georgina Echert, Manny Marquez, J uan R odriguez, Karla Adrien
Code -Kenny Varela, Barbara Hawayek
Chairperson: Andrea Agha, Rashonda Blatch, Building - Candelario Martinez, Jimmy Zeigler, Glester Edwards, Rashonda
Glester Edwards Blatch, Brad Mester
Planning- Susana Alonso
Public Works- Demar Woodson, Bart Duvall, Bert Dorrestyn
OBPI- Jim Sutter
Fire- Elena Tellez, Sonni Moore
Specific Building Development and Related Processes Building- Richard McConachie, Victor Armendariz, Rashanda Blatch, James
Requirements Leggett, Brad Mester, Judith Gonzalez- Pantigoso, Robert Jonas, Luis
Perez, Gladys Salas, Rosendo Prieto, Ibrahim Alvarez, Carlos Fernandez
Fire- Sonni Moore
Chairperson: Richard McConachie, Gladys Salas Planning and Zoning - Tui Munday, Susana Alonso, Mario Pina
Public Works- Demar Woodson, Jose Perez
Code Compliance- City, Building and Fire Building - Adrian Avalos, Alejandro Simon, Robert Santos
Codes
Fire- Elena Tellez, Sonni Moore
Chairperson: 3 and 5: Greg Tindle, Jose Alberto, Code -Jose Alberto, Greg Tindle, Mercy Carcasses, Elisabeth Gonzalez,
Adrian Avalos Manny Villar, Barbara Hawayek, Kenny Varela
Finance- Georgina Echert, Manny Marquez, Juan Rodriguez, Karla Adrien
Legal- Rhonda Montoya
3 _ Licensing - Business Tax and Other Permits Finance- Georgina Echert, Manny Marquez, Juan Rodriguez, Karla Adrien
Fire- Sonni Moore, Elena Tellez
Building- John Antona, Mohsen Jarahpour
Chairperson: Georgina Echert, Manny Marquez Public Works- Demar Woodson; Corey Burton; Gabriel Fortune; Leonardo
Francis
Code Compliance- Manny Villar
Planning- Susana Alonso
OBPI-
„ Special Master Building- Sonia LeCounte
Fire- Elena Tellez
Planning- Diana Rio, James Seiberling
See Team 3 for chairpersons Public Works- Demar Woodson; Corey Burton; Gabriel Fortune; Eddy
Joseph
Code Compliance- George Castel!, Simon Carvil
City Clerk- Lisa Martinez, Cindy Neves, Fernanda Silva
Finance- Manny Marquez, Georgina Echert, Juan Rodriguez, Karla Adrien
Legal- Rhonda Montoya
�ff Predevelopment Approval Process Planning and Zoning- Michael Belush, Thomas Mooney, Armando Valdes,
Mercedes Lamazares, Susana Alonso, James Seiberling
Chairperson: Susana Alonso, Michael Belush Building - Andrea Agha, Rosendo Prieto, Leonel Medrono
IT Requirements IT- Bob Biles, Nelson Martinez, Ariel Sosa, Darrius Freeman
Public Works (GIS) - Bert Dorrestyn
Building - Glester Edwards