2011-27771 Reso RESOLUTION NO. 2011 - 27771
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. 19- 10/11, FOR THE EXPANSION OF
THE CITY'S E- PROCUREMENT SYSTEM OF SOLICITATION ANNOUNCEMENTS
AND DOCUMENT FULFILLMENT SERVICES; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP -
RANKED PROPOSER, THE PUBLIC GROUP, LLC; AND SHOULD THE
ADMINISTRATION NOT BE SUCCESSFUL IN NEGOTIATING AN AGREEMENT
WITH THE TOP - RANKED PROPOSER, AUTHORIZING NEGOTIATIONS WITH
THE SECOND - RANKED PROPOSER, RFP DEPOT LLC D /B /A BIDSYNC; AND
FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE
ADMINISTRATION.
WHEREAS, on March 9, 2011, the Mayor and City Commission approved the
issuance of Request for Proposals (RFP) No, 19- 10/11, for the expansion the City's E-
Procurement System of Solicitation Announcements and Document Fulfillment Services; and
WHEREAS, the RFP was issued on March 15, 2011, with an original opening date of
April 18, 2011; five (5) addenda were issued which changed the opening date to May 4,
2011; and
WHEREAS, a pre - proposal conference to provide information to the proposers
submitting a response was held on March 31, 2011; and
WHEREAS, BidNet issued bid notices to 158 prospective proposers, BidSync issued
bid notices to 2,971 prospective proposers of which 64 viewed the notice, and 45 proposers
were notified via e-mail, which resulted in the receipt of the eleven (11) proposals; and
WHEREAS, on May 18, 2011, the Procurement Office notified Ariba that their
proposal was deemed non - responsive and consequently will not receive further
consideration. Therefore, ten (10) proposals were presented to the Evaluation Committee
members for further review; and
WHEREAS, on May 26, 2011, the City Manager via Letter to Commission (LTC) No.
131 -2011, appointed an Evaluation Committee (the Committee) consisting of the following
individuals:
• Carlos DaCruz, Office Associate V, Parks and Recreation Department;
• Marta Fernandez - Rubio, Procurement Coordinator, Procurement Division;
• Nelson Martinez, System Support Manager, IT Department;
• Barry Meltz, Director of Procurement Services, School Board of Miami -Dade
County;
• Silvia Winitzky, Resident and Leadership Academy Graduate; and
Alternates
• Mathew Garwick, Director of Housing Programs /Operations, Housing
Authority of Miami Beach;
• Lily Noches, Resident and Leadership Academy Graduate;
• Grissette Roque Marcos, Executive Director, Miami Beach Visitor and
Convention Authority; and
WHEREAS, in addition to the Committee members, 17 staff members from the
Procurement, Parks and Recreation, Building, Public Works, Property Management, Police,
Fire, Fleet, Sanitation, and CIP Departments served as part of an Evaluation Support Team
to assist the Evaluation Committee during the evaluation process by providing feedback on
the functionality of the proposed systems; and
WHEREAS, the Evaluation Support Team was requested to develop a "Scripted
Demo" and elect a chairperson and co- chairperson to provide feedback to the Evaluation
Committee after receiving presentations from the short listed proposers: The Public Group,
RFP Depot d /b /a BidSync, and IOS Partners, Inc; and
WHEREAS, the Evaluation Support Team convened on July 8, 2011 and July 20,
2011 in order to develop the Scripted Demos, which would be provided to the short listed
proposers for demonstration and the Evaluation Form to be utilized to evaluate said Scripted
Demos; and
WHEREAS, on September 15, 2011, all Evaluation Support Team members were
invited to attend the Scripted Demos scheduled with the three (3) short listed proposer for a
one (1) hour Scripted Demo session and for a 30 minute Question and Answer session in
order to address any issues that were not covered during the Scripted Demo sessions; and
WHEREAS, on September 16, 2011, the Committee convened to receive feedback
from the Support Team Chairpersons on the functionality of the system proposed by each
short listed proposer and also receive presentations from the three (3) short listed proposers;
and
WHEREAS, the Committee further discussed the proposer's qualifications,
experience, cost to the vendors and the City, scored the short listed proposers accordingly
and unanimously recommend entering into negotiations with the top- ranked firm, the Public
Group; and
WHEREAS, after considering d g the review and recommendation of City staff, the City
Manager exercised his due diligence and is recommending that the Mayor and the City
Commission authorize negotiations with the top- ranked proposer, The Public Group, LLC;
and should the Administration not be successful in negotiating an Agreement with the top -
ranked proposer, authorize negotiations with the second - ranked proposer, RFP Depot d /b /a
Bidsync; further authorize the Mayor and City Clerk to execute an agreement upon the
conclusion of successful negotiations by the Administration.
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. 19- 10/11, for the Expansion of the City's E- Procurement System of
Solicitation Announcements and Document Fulfillment Services; authorize the Administration
to enter into negotiations with the top- ranked proposer, The Public Group, LLC; and should
the Administration not be successful in negotiating an Agreement with the top- ranked
proposers, authorize negotiations with the second - ranked proposer, RFP Depot d /b /a
Bidsync ; further authorize the Mayor and City Clerk to execute an agreement upon the
conclusion of successful negotiations by the Administration.
PASSED AND ADOPTED THIS I N DAY OF G7 her 2011.
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COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution 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. 19- 10/11, For The Expansion Of The City's E- Procurement System Of Solicitation Announcements And Document
Fulfillment Services; Authorizing The Administration To Enter Into Negotiations With The Top- Ranked Proposer, The Public
Group, LLC; And Should The Administration Not Be Successful In Negotiating An Agreement With The Top- Ranked Proposer,
Authorizing Negotiations With The Second - Ranked Proposer, RFP Depot LLC D /B /A Bidsync; And Further Authorizing The
Mayor And City Clerk To Execute An Agreement Upon Conclusion Of Successful Negotiations By The Administration.
Key Intended Outcome Supported:
Make City more business friendly.
Supporting Data (Surveys, Environmental Scan, etc.): N/A
Issue:
Shall the Mayor and the City Commission Adopt The Resolution?
Item Summary /Recommendation:
On March 9, 2011, the Mayor and City Commission approved the issuance of Request for Proposals (RFP) No. 19- 10/11, for
the expansion the City's E- Procurement System of Solicitation Announcements and Document Fulfillment Services.
RFP No. 19 -10/11 was issued on March 15, 2011, with an original opening date of April 18, 2011. Five (5) addenda were
issued which changed the opening date to May 4, 2011. A pre - proposal conference to provide information to the proposers
submitting a response was held on March 31, 2011.
BidNet issued bid notices to 158 prospective proposers, BidSync issued bid notices to 2,971 prospective proposers of which 64
viewed the notice, and 45 proposers were notified via e-mail, which resulted in the receipt of eleven (11) proposals.
On May 26, 2011, the City Manager via Letter to Commission (LTC) No. 131 -2011, appointed an Evaluation Committee ( "the
Committee ") which convened on June 23, 2011 to shortlist the proposer. The Committee recommended inviting the three (3)
top ranked proposes to provide Scripted Demos: The Public Group, RFP Depot d /b /a BidSync, and IOS Partners, Inc.
In addition to the Committee members, 17 staff members representing Procurement, Parks and Recreation, Building, Public
Works, Property Management, Police, Fire, Fleet, Sanitation, and CIP Departments were called to be part of the Evaluation
Support Team, to assist the Committee during the evaluation process by providing feedback on the functionality of the
proposed systems.
On September 15, 2011, all Evaluation Support Team members were invited to attend the Scripted Demos scheduled with the
three (3) short listed proposers. Each proposer was scheduled for a one (1) hour Scripted Demo session, and for a 30 minute
Questions and Answer session.
On September 16, 2011, the Committee convened to receive feedback from the Support Team Chairpersons on the
functionality of the system proposed by each short listed proposer. The Committee also received presentations from the three
(3) short listed proposers. The Committee further discussed the proposer's qualifications, experience, cost to the vendors and
the City, and scored the short listed proposers accordingly. The Committee unanimously recommended entering into
negotiations with the top - ranked firm, the Public Group.
THE ADMINISTRATION RECOMMENDS ADOPTING THE RESOLUTION
Advisory Board Recommendation:
Financial Information:
Source of Funds: Amount Account Approved
1
2
OBPI Total
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Gus Lopez, extension 6641
Sign -Offs:
Department rector Assistant C' anager City Manager
GL _ PDW JMG adifi*■
T:\AGENDA 711 \10 - 19 - 11 \RFP 19 - 10 - 11 - E Procurement - Summary.doc
AGENDA ITEM �N
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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 Commission
FROM: Jorge M. Gonzalez, City Manager
DATE: October 19, 2011 AP
SUBJECT: A RESOLUTION 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. 19- 10/11, FOR THE EXPANSION OF THE CITY'S E-
PROCUREMENT SYSTEM OF SOLICITATION ANNOUNCEMENTS AND
DOCUMENT FULFILLMENT SERVICES; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP -
RANKED PROPOSER, THE PUBLIC GROUP, LLC; AND SHOULD THE
ADMINISTRATION NOT BE SUCCESSFUL IN NEGOTIATING AN
AGREEMENT WITH THE TOP - RANKED PROPOSER, AUTHORIZING
NEGOTIATIONS WITH THE SECOND - RANKED PROPOSER, RFP DEPOT
LLC D /B /A BIDSYNC; AND FURTHER AUTHORIZING THE MAYOR AND
CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF
SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
KEY INTENDED OUTCOME SUPPORTED
Make City more business friendly.
BACKGROUND
The City has been utilizing various vendors for solicitation announcements and document
fulfillment services since January 2000. The Mayor and City Commission (the City
Commission) at its December 19, 1999 meeting, approved a contract award to Information on
Demand, pursuant to St. Johns County Contract No. 99/93, to manage the City's vendor
database and to issue solicitation announcements for the City's Procurement Division.
Subsequent to the City's contract award, Information on Demand changed its name to
DemandStar.com, subsequently; DemandStar.com was purchased by Onvia, and changed
their name to DemandStar by Onvia (hereinafter referred to as DemandStar).
Commission Memorandum — RFP #19 -10 -11 E- Procurement
October 19, 2011
Page 2
It was anticipated that by contracting with DemandStar, the City would receive a greater
number of responses to solicitations, as vendors from across the state of Florida would be
merged with the City's current vendors to provide for a more competitive environment. The
results showed that there was no significant increase in the number of responses received on
solicitations prior to DemandStar, when compared to the number of responses received since
the implementation of DemandStar.
Since the utilization of DemandStar's services failed to increase the number of responses to
the City's solicitations, on May 29, 2002, the City Commission authorized the issuance of an
RFP for an E- Procurement System of Solicitation Announcements and Document Fulfillment
Services.
The City Commission at its January 8, 2003 meeting, accepted the City Manager's
recommendation pertaining to the ranking of proposals, and authorized negotiations with
BidNet.
BidNet's contract for providing solicitation announcements will expire at the end of September
2011, with no options for renewal. Additionally, the City has been utilizing the solicitation
announcements of BidSync at no cost to the City or its vendors. BidSync has recently
requested that the City allow them to charge the City's vendors a subscription cost of $125
annually. The Administration has not approved BidSync's request, and has advised them
that we would be issuing an RFP for an E- Procurement System that would include solicitation
announcements. We will also continue to post on the City's website at no cost.
ANALYSIS
Based on the advancements in the internet, technology has made a significant impact on a
public sector entity's ability to acquire products and services more effectively and efficiently.
More and more public sector entities are moving toward E- Procurement, which is the process
of using electronic technologies for purchasing goods and services.
Expansion of the City's current E- Procurement system offers an opportunity for the City to
transition more functions from a traditional paper -based process to a real -time electronic
platform to improve customer service and reduce costs.
Anticipated benefits may include:
1. Cost savings through reduced data entry in procurement systems;
2. Savings in cycle time within the procurement process;
3. The ability to negotiate best value with suppliers;
4. Increased opportunities for streamlining and re- engineering business processes;
5. The potential for improving and monitoring supplier relationships; and
6. Fewer misunderstandings between procurement staff and departments.
E- Procurement provides information and streamlines processes, allowing procurement
professionals to focus on more strategic issues. E- Procurement covers a variety of options,
which have been outlined in the following scope of services:
Commission Memorandum — RFP #19 -10 -11 E- Procurement
October 19, 2011
Page 3
SCOPE OF SERVICES
The E- Procurement system proposed should offer a high degree of availability (24 hours /day,
7 days /week), and performance to support the level of service needed by City departments, at
no cost to the City.
The E- Procurement system scope of services may include, but not be limited to the following
Y P Y 9
functions. The City reserves the right to have more than one provider of E- Procurement
services. Therefore, not all E- Procurement system providers must provide all the functions
set forth below.
The E- Procurement system is expected to have the following features:
1. Publish solicitations on -line. Solicitations include Invitation for Bids (Bids), Request
for Proposals (RFPs), Request for Qualifications (RFQs), Request for Letters of
Interest (RFLIs), and Invitation for Quotes (IFQs).
In each solicitation, a scope of service will be made available for immediate viewing.
The detailed scope of service will prevent vendors from obtaining a bid package for
which they cannot supply the required services or commodities.
Benefits: Provides important information on business opportunities at no cost to the
public and businesses, and available 24 hours /day, 7 days /week.
2. Publish contract awards on -line. Applies to bid openings as well as bid tabulated
results. Awards published online should include protest information, such as where
and how the protest should be filed.
Benefits: Provides important information relative to results available 24 hours /day, 7
days /week.
3. Implement a reverse auction process for the acquisition of goods and services.
Reverse auction is a strategy that will be used for spend management, as part of
strategic sourcing and supply management activities. Bidding performed in real -time
via the Internet results in a dynamic, competitive process. This helps achieve rapid
downward price pressure that is not normally attainable using traditional paper -based
bidding processes.
Benefits: Provides for Increased competition; transparency; and reduction in cost.
4. Issue solicitation /bid announcements electronically. Businesses receive e-mail
notification of procurement opportunities for the commodity codes which they have
registered for.
Benefits: Expedited process of issuing solicitations to the right suppliers /vendors.
5. Create an on -line library of relevant policies and procedures to include:
Ordinances, resolutions, sections of the City Code, Florida Statutes, and Federal law
as applied to federally funded projects.
Commission Memorandum — RFP #19 -10 -11 E- Procurement
October 19, 2011
Page 4
Benefits: Provides valuable information on policies and procedures that are applicable
to all solicitations. Must be available for on- screen viewing and downloading.
6. Electronic filing of written communications. E -mail copies of prospective bidders'
written communications that fall under the City's Cone of Silence requirements. This
feature involves providing an electronic copy of all e-mail communication between
procurement staff, proposers, or respondents to RFQs, RFPs and bids, thus satisfying
the requirements of the Cone of Silence.
Benefits: User friendly, speeds up internal processes, and ensures compliance with
Cone of Silence requirements.
7. Enable interactive completion and submission of forms on -line. Form field with
scroll -down menus with valid options, thus ensuring correct information is filled in.
Benefits: Provides an efficient and effective alternative to providing required
information in an expeditious manner, thus reducing the likelihood of disqualifying
bidders on technicalities.
8. Accommodate online bidding and proposal submissions. Establish interactive
reverse online auctions and make bid tabulations available for real -time online
viewing.
Benefits: Expedited processes relative to procurement of needed goods and services.
Also, ease of obtaining documents should result in increased number of responses.
9. Online acquisition of small purchases (less than $5,000). This feature allows
departments to purchase online from approved City vendors any purchase for goods
or services via an electronic means.
Benefits: Speeds up internal purchasing processes. Empowers Department Directors.
Reduces costs associated with manual form processes.
10. Establish on -line reference centers tailored for internal and external users.
Create a Help Desk. Make a "Virtual Vendor Information Center." Provide
departmental instructions, staff responsibilities and contact information, and
checklists. Publish frequently asked questions (FAQs) with answers.
Benefits: Sets up a communication link for obtaining assistance. Creates an
evaluation means to learn about effectiveness and obtain suggestions for improved
service. Provides useful information and guidance 24 hours /day, 7 days /week.
11. Advertise surplus vehicle auctions online. This feature involves posting notices of
the time and place of upcoming City auctions, which includes: 1) police confiscated
items; 2) City surplus items; and 3) City vehicles.
Benefits: Makes information widely available to the public and promotes electronic
business transactions with the City. Also provides the potential for increased general
fund revenue; police confiscated fund revenue, and increased revenue for the vehicle
replacement program.
Commission Memorandum — RFP #19 -10 -11 E- Procurement
October 19, 2011
Page 5
12. Publish a list of current the City contracts online including standard details. This
option should include information on current contract status, expiration date, and any
options for renewal.
i internal and
Provides a business forecast tool which readily accessible to inte a a d
external interested parties.
13. Make available information and links to resources for businesses.
This feature involves listing upcoming events for businesses (such as seminars and
workshops), and providing links to minority and small business association websites.
Benefits: Resources for businesses are publicized and presented in a single location,
thus made more accessible to the public and business owners, with encouragement
for greater participation by small firms.
14. Publish on -line standard shells for solicitations and contracts to include
standard - clause dictionary, and definitions. This feature involves a clarification of
commonly used procurement terminology, and the publishing of contract and
solicitation templates on the website. Also involves timely posting of any revisions,
additions, and deletions to existing legislation immediately upon adoption by the City
Commission.
Benefits: Assures internal consistency, currency, error reduction and makes contract
language and formats accessible to the vendors.
15. Make various databases accessible to City departments. Include databases for
registered vendors, vendor applications, Architectural and Engineering firms, debarred
and /or suspended firms, vendor performance information, vendors -in- arrears to the
City, vendors with current occupational licenses, state of Florida, Secretary of State
(for corporate information), and State of Florida Department of Business &
Professional Regulation (for licensing information).
Benefits: Aid to compliance verification and monitoring. Expands staff awareness and
empowerment. Works toward ensuring checks and balances in the procurement
process.
16. Publish available procurement training information. This feature involves
announcing possible future training sessions the e- Procurement application
(depending on its features and complexity), and various other procurement issues (i.e.
"How To Do Business with the City ", "Understanding Public Sector Procurement ",
"Understanding City Ordinances and Regulations ", targeting both City employees and
vendors.
Benefits: Identifies and provides training opportunities. Facilitates access and use of
essential Procurement - related applications and resources.
RFP PROCESS
On March 9, 2011, the Mayor and City Commission approved the issuance of Request for
Proposals (RFP) No. 19- 10/11, for the expansion the City's E- Procurement System of
Solicitation Announcements and Document Fulfillment Services.
Commission Memorandum RFP #19 -10 -11 E- Procurement
October 19, 2011
Page 6
RFP No. 19 -10/11 was issued on March 15, 2011, with an original opening date of April 18,
2011. Five (5) addenda were issued which changed the opening date to May 4, 2011. A pre -
proposal conference to provide information to the proposers submitting a response was held
on March 31, 2011.
The purpose of this Request for Proposals (RFP) was to select a qualified firm to provide and
expand the City's E- Procurement System of Solicitation Announcements and Document
Fulfillment Services.
BidNet issued bid notices to 158 prospective proposers, BidSync issued bid notices to 2,971
prospective proposers of which 64 viewed the notice, and 45 proposers were notified via e-
mail, which resulted in the receipt of the following twelve (12) proposals:
1. Ariba
2. Enporion
3. Info Tech, Inc / Bidx. Com
4. The Public Group, LLC
5. ESM Solutions Corporation
6. K2 Sourcing, Inc
7. lonwave Technologies, Inc
8. E- Three, Inc
9. SciQuest, Inc
10. RFP Depot d /b /a Bidsync
11. IOS Partners, Inc
12. IPT - Interactive Procurement Technologies by BidNet
On May 18, 2011, the Procurement Office notified Ariba that their proposal was deemed non-
responsive because they failed to provide the cost proposal and other material documentation
and consequently will not receive further consideration. Therefore, eleven (11) proposals were
presented to the Evaluation Committee members for further review.
On May 26, 2011, the City Manager via Letter to Commission (LTC) No. 131 -2011, appointed
an Evaluation Committee ( "the Committee ") consisting of the following individuals:
• Carlos DaCruz, Office Associate V, Parks and Recreation Department
• Marta Fernandez - Rubio, Procurement Coordinator, Procurement Division
• Nelson Martinez, System Support Manager, IT Department
• Barry Meltz, Director of Procurement Services, School Board of Miami -Dade County.
• Silvia Winitzky, Resident and Leadership Academy Graduate
, Alternates
• Mathew Garwick, Director of Housing Programs /Operations, Housing Authority of
Miami Beach
• Lily Noches, Resident and Leadership Academy Graduate
• Grissette Roque Marcos, Executive Director, Miami Beach Visitor and Convention
Authority
Commission Memorandum — RFP #19 -10 -11 E- Procurement
October 19, 2011
Page 7
In addition to the Committee members, 17 staff members representing Procurement, Parks
and Recreation, Building, Public Works, Property Management, Police, Fire, Fleet, Sanitation,
and CIP Departments were called to be part of the Evaluation Support Team to assist the
Committee during the evaluation process by providing feedback on the functionality of the
proposed systems. The Evaluation Support Team was requested to develop a "Scripted
Demo" and elect a chairperson and co- chairperson to provide feedback to the Evaluation
Committee after receiving presentations from the "short- listed" proposers.
On June 23, 2011, the Committee convened and a quorum was attained. Resident and
Leadership Academy Graduate, Silvia Winitzky, was unable to participate. The Committee
members were provided with Performance Evaluation Surveys and additional information
provided by the responsive proposers.
The following Evaluation Criteria was used to evaluate and rank the proposers:
1. Successful past performance in the implementation of E- Procurement system 30 points.
2. Cost to the City's vendors for utilizing the E- Procurement system
(the lower the cost to vendors, the greater the allocation of points) 20 points.
3. Approach and Methodology for implementing and maintaining the 25 points.
E- Procurement system
4. Number of subscribers (vendors, contractors, firms) in the system 15 points.
5. Added value benefits for City's vendors who participate in the E- Procurement 10 points.
system
The Committee discussed their individual perceptions of the proposer's qualifications,
experience, price, and competence, and ranked the proposers accordingly.
SHORLISTED RANKINGS
Marta LOW
RFP# 19 - 10/11 FOR E - Carlos Fernandez Nelson Mathew AGGREGATE
PROCUREMENT SYSTEM DaCruz Rubio Martinez Garwick TOTALS
THE PUBLIC GROUP, LLC (84) 3 (90) 1 (88) 1 (94) 1 (6) 1
RFP DEPOT d/b /a BIDSYNC (82) 4 (84) 2 (85) 2 (91) 3 (11) 2
IOS PARTNERS. INC (89) 1 (83) 3 (80) 5 (93) 2 (11) 2
ENPORION (85) 2 (72) 7 (82) 4 (85) 4 (17) 4
IPT - INTERACTIVE
PROCUREMENT TECHNOLOGIES
BY BIDNET (77) 5 (73) 5 (84) 3 (81) 5 (18) 5
IONWAVE TECHNOLOGIES, INC (75) 6 (79) 4 (73) 7 (78) 6 (23) 6
INFO TECH. INC / BIDX.COM (73) 7 (73) 5 (79) 6 (77) 7 (25) 7
K2 SOURCING, INC (59) 9 (64) 10 (57) 8 (71) 8 (35) 8
SCIQUEST, INC (65) 8 (70) 8 (47) 9 (37) 11 (36) 9
ESM SOLUTIONS CORPORATION (47) 11 (68) 9 (45) 10 (54) 9 (39) 10
E- THREE, INC (54) 10 (60) 11 (36) 11 (49) 10 (42) 11
The Committee recommended inviting the three (3) top ranked proposes to provide Scripted
Demos: The Public Group, RFP Depot d /b /a BidSync, and IOS Partners, Inc.
Commission Memorandum — RFP #19 -10 -11 E- Procurement
October 19, 2011
Page 8
SCRIPTED DEMOS
The Evaluation Support Team members spent many hours in the development of the Scripted
Demos to be performed by the short listed proposers. The Evaluation Support Team convened
on July 8, 2011 and July 20, 2011 in order to develop the Scripted Demos, which would be
provided to the short listed proposers for demonstration and the Evaluation Form to be utilized
to evaluate said Scripted Demos. Please see Appendix "A" for the Scripted Demo and
Appendix "B" for the Evaluation Form.
On September 15, 2011, all Evaluation Support Team members were invited to attend the
Scripted Demos scheduled with the three (3) short listed proposers. Each proposer was
scheduled for a one (1) hour Scripted Demo session and for a 30 minute Questions and
Answer (Q & A) session in order to address any issues that were not covered during the
Scripted Demo sessions. After the Scripted Demos, The Evaluation Support Team members
convened to finalize the report to be presented to the Evaluation Committee.
On September 16, 2011, 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 also received presentations from the three (3) short listed
proposers. The Committee further discussed the proposer's qualifications, experience, cost to
the vendors and the City, and scored the short listed proposers accordingly. The tabulated
results are the following:
FINAL RANKINGS
Marta LOW
RFP# 19 -10/11 FOR E- Carlos Fernandez Rafael Mathew AGGREGATE
PROCUREMENT SYSTEM DaCruz Rubio Vitali Garwick TOTALS
THE PUBLIC GROUP, LLC (85) 1 (95) 1 (89) 1 (96) 1 (4) 1
RFP DEPOT d/b /a BIDSYNC (80) 2 (90) 2 (83) 2 (87) 3 (9) 2
IOS PARTNERS. INC (70) 3 (75) 3 (73) 3 (88) 2 (11) 3
A motion to recommend proposers as ranked was presented by Mathew Garwich, seconded
by Carlos DaCruz, and unanimously accepted by all committee members to recommend
entering into negotiations with the top- ranked firm, the Public Group.
THE PUBLIC GROUP, LLC
The Public Group, LLC (herein referred to as TPG) has proposed the E- Procurement solution,
"Public Purchase ", integrated with the vendor solution "Public Vendor ", contract solution,
"Public Contract ", and the surplus solution, "Public Surplus ". TPG is proposing a web -based
software as a Solution model which is a turn -key approach.
TPG has been providing services to government agencies for over 15 years and more than
2,350 agencies depend upon TPG services for E- Procurement and surplus property
reallocation /online auction solutions. Agencies of all sizes and types utilize Public Purchase,
including the City of Livermore, City of Port Arthur, Education Service Center Region XI
(Texas), Sacramento County, and San Joaquin County, City of Milpitas, City of Olathe, City of
Palm Bay, County of Northampton, Riverside County.
Commission Memorandum — RFP #19 -10 -11 E- Procurement
October 19, 2011
Page 9
Public Purchase and Public Vendor were developed in -house by TPG software developers
and enhancements are continually developed and released based on trends in the
procurement sector, input from clients, and internally identified needs. Highlights of the
applications are as follows:
• Fully integrated vendor management and E- Procurement solutions.
• Agency- defined bid templates.
• Bid Notifications.
• Electronic Sealed Bids.
• Quick Quotes.
• Online Auction Service for Disposing of Surplus Property.
• Contract Management functionality.
• Electronic Award Notification.
• Electronic Bid Bonds.
• Access to all reports and receipt feature.
• 7 -year audit trail and internal reallocation.
• All upgrades and Hosting of software.
• Intuitive, easy to use feature and functionality.
• Simplification of bidding process for agencies and vendors.
• Public Surplus: easy to use and the largest buyer database available exclusively for
government surplus to earn maximum revenue.
• Increase competitiveness through our Reverse Auction while lowering the cost of
commodities.
• Agencies that use Public Purchase are able to manage and keep their own vendor
management absolutely FREE.
The TGP project team includes individuals with years of experience in E- Procurement, online
surplus auction service and agency support services, and individuals who have worked in
procurement for government agencies.
The Public Group's system does not have any restrictions on limits or number of files, file size
or file type. They have 600 registered government agencies and over 100,000 vendors in their
database.
Eric Heaps is the Chief Operating Officer and has over 15 years of experience developing and
implementing online auction and E- Procurement solutions. Mr. Heaps has facilitated the
implementation of E- Procurement and online auction services for hundreds of agencies,
including the City of Houston, the City of Milpitas, the City of Tucson, and the State of
California.
Jarad Van Wagoner is the Director of Agency Relations and has over 15 years of experience
in Federal government finance and procurement. Mr. Van is responsible for agency relation
including business development, solution implementation, training, and customer support.
REVENUE GENERATOR
There is no charge to the City of Miami Beach to utilize Public Purchase and Public Vendor.
However, the City at its discretion may choose to charge vendors participating or download
fees as a means to offset procurement costs.
Commission Memorandum — RFP #19 -10 -11 E- Procurement
October 19, 2011
Page 10
Public Purchase enables public agencies to post, manage and award solicitations, automatic
bid tabulation, document and form libraries, plan holders lists, contractor's lists and bid bonds.
Public Vendor enables public agencies to manage information and task related to their
vendors such as self- registration, robust search capabilities, task management, internal notes,
and document and form management.
City Cost: $0.00
Vendor Cost: $0.00
Public Contract: It has standard fees based on the number of users. There are two (2) types of
users, full access and view only. Public Contract enables public agencies to manage
information and tasks related to their contract. Services include expenditure tracking,
automated task notification, automated renewal or re -bid information, internal notes, public
access link, and document and form management.
Full Access User: $100 (Monthly)
View Only User: $ 25 (Monthly)
Public Surplus Online Surplus Auction Application: The standard fees are based on sold
assets. There are no advertising fees, marketing fees, set -up fees, training fees, or upgrade
fees. Public Surplus enables public agencies to dispose of assets through internal reallocation
or public auction via online auction marketplace at www.publicsurplus.com. Feature includes
bid deposits, automatic auction extension, 7 -year audit trail, payment collection, asset tracking,
specialty buyer databases, and integrated marketing trough buyer interest lists. Sales on
Commission on sold assets are as follows:
Buyer's Premium Charged to Buyer $10%
Commission Charged to the City of Miami Beach $0%
Under this pricing strategy, TPG will collect payment on behalf of the City of Miami Beach, and
will retain the 10% buyer's premium collected as compensation. The net proceeds will then be
remitted to the City of Miami Beach.
Collection of Fees
TGP will collect payment on behalf of the City of Miami Beach, and will retain the 10% buyer's
premium collected as compensation. The net proceeds will then be remitted to the City of
Miami Beach.
Vendors under the current provider are being charged $49.95 /annually for this service. Based
on a conservative estimate of 3,000 vendors registered with BidNet /BidSync and that the City
will charge the same rate of $49.95 annually, the City will generate approximately $89,910,
after the 10% charge has been retained by The Public Group, LLC. It must be noted that
vendors wanting to do business with the City of Miami Beach, will always have the option of
visiting the City's website and obtain bidding information free from our website. However the
City's website currently does not have the capability of sending automatic notifications to
inform vendors of the City's and other business opportunities.
The Public Group, LLC will notify all current City vendors of the new services and therefore,
during the first year of service, the City will experience a high volume of vendor registrations.
Commission Memorandum — RFP #19 -10 -11 E- Procurement
October 19, 2011
Page 11
On the other hand, if the City elects charging for the downloading of plans and specifications
for high dollar amount construction projects the City could also generate revenues.
The City has historically charged $20.00 for each CD containing plans and specification
related to high dollar construction projects. In order to obtain the CD, the vendor must drive to
City Hall, pay for parking, go to the City's Procurement Office for a receipt of form, and
Finance Department to pay for the CD. This year alone, the City has collected $1,900, which
indicates that 95 vendors have requested CDs with plans and specifications for the City's
construction bids.
Just in the past few months, the City has utilized the FTP website to post plans and
specifications online. The disadvantage of providing plans and specifications via FTP website
is that documents are only available for a 72 hour window and after that the documents are
automatically deleted. This requires constant posting of the plans and specifications which is
very time consuming since there are usually numerous documents related to these high
volume construction projects.
The Public Group, LLC indicated that some agencies charge a sliding scale based on the
amount of the construction projects such us $50.00 for construction projects under $500.00;
$100.00 for projects between $500.00 - $1,000.000; and $250.00 for projects over $1,000.000.
Additionally, the Procurement Office contacted several government agencies to determine how
much to charge for the distribution of plans and specifications. To illustrate,
• The Port of Miami charges $50 for a regular contract with technical and non technical
specifications of 24 x 36 drawings and a CD.
• The City of Miami charges $20 per specification booklet and an additional cost for
construction plans which varies from $10 to $20.
• The City of Coral Gables charges $30 for regular packages and $50 for packages with
plans. They also provide a CD for $10 with all the documents including the plans.
• City of Tamarac charges from $25 to $90 depending on the complexity of the plans and
project cost.
Under this scenario, if the City were to charge $30 for the download of plans and
specifications, vendors will be able to download the information from the convenience of their
computers without having to drive to City Hall, pay for parking, and visit the Procurement and
Finance Departments. Vendors would most likely be willing to pay the $30 in order to obtain
the plans of specification to bid on a million dollar project.
Based on this year's information and with the assumption that The Public Group, LLC would
retain 10% of the total amount of $30 collected from the downloading of plans and
specifications, the City could have generated $2,565.
ADDED VALUE BENEFITS
The public procurement process, which is an open and competitive, transparent process, has
again served the City to provide the lowest and best proposer for this RFP process, as it has in
the past. This RFP has resulted in the recommendation of a proposer which will provide the
basic services to the City at no cost and will generate revenue for the City. The following table
provides a comparative analysis of the added value benefits that The Public Group, LLC's
Commission Memorandum — RFP #19 -10 -11 E- Procurement
October 19, 2011
Page 12
system will bring to the City with the current service provider, ITP Interactive Procurement
Technologies by BidNet.
SYSTEM FEATURES SYSTEM FEATURES
WITH NEW VENDOR WITH CURRENT
VENDOR
The Public Group, LLC ITP Interactive
Procurement
Technologies by BidNet
Cost to the City $0.00 $0.00
Cost to the Vendors $0.00 $49.95 (annually)
Vendors can register for the City of Vendors register for the
Miami Beach specifically entire State
Publish Solicitations on -line
Publish Contract Awards on -line
Reverse Auction �I
Issue solicitations on -line (vendors)
Create on -line library of relevant policies
and procedures
Electronic Filing or written
communications
Enable interactive completion of
submission forms on -line
Accommodate online bidding and
proposal submission
Online acquisition of small purchase
(less than $5,000)
Advertise surplus vehicle and other
auctions online
Publish a list of City Contracts Add -on optional module
Make available information and links to
resources for business
Publish online standard shells for
solicitations and contracts
Make various databases accessible to
City Department
Publish available procurement training
information
Number of subscribers (vendors) Over 100,000 Over 100,000
Number of Agencies 600 500
Revenue Generating Capability Yes. Estimated at $89,910 $0.00
Benefits to the City
• No cost to the City for basic program
• Advertise and manage surplus items thru online auctions at no cost
• Capability of doing Reverse Auctions at cost since it's part of the basic program.
• Manage the vendor registration for the City
Commission Memorandum — RFP #19 -10 -11 E- Procurement
October 19, 2011
Page 13
• Greater transparency and accountability for all departments: Procurement will oversee
all quotes /reverse auctions performed by each department and will have the audit trail
of all procured transactions for the threshold dollar amount given to departments
• Greater competition which usually results in lower cost
• Potential to be a revenue generating system if the City elect to charge for registration
or downloading of documents
• Interactive completion of submission forms on -line
• Provide vendors and contracts databases to City Departments
• No restrictions in the number, type or size of files being stored in the system.
• Online submission of documents
• Easy to communicate with the vendors and share information with all vendors
• Track and maintain vendor information such as W9, NIGP Commodity Codes, Equal
Benefits compliance, or other business designation such as veteran, women business
owned, minority business owned, or local preference
Benefits to the Vendors
• No cost to the vendors
• Vendors can register only for City's projects for free or with any other agency
registered with The Public Group for free
• Vendors are automatically notified of all projects of their interest being advertised by
the City of any other agency that they have registered with.
• Easy bidding procedures thru reverse auction
• Track competition prices in real time thru reverse auction
• Downloading of documents in a timely manner without having leaving the office
• Vendors can submit questions and view questions submitted by other vendors
• Vendors can be notified of additional bidding opportunities by any other agency that is
not currently registered with The Public Group. This is an added value services provide
at an annual charge of $399.00. This service also provides the vendor with market
analysis and targeted available searches for the market of their interest. This includes
receiving bidding opportunities from over 8,700 government agencies across the
nation.
Reverse Auction: Total Transparency in Real Time
Reverse auctions take about the same time as using sealed bids, the vendors do all the data
entry, and the system tabulates the bids automatically, which eliminates the need for formal
bid tabulation and any potential human errors. Reverse auctions are conducted online in real
time, thus enabling suppliers to track and bid down against competitions. The process ensures
the best possible price lowest cost to government agencies while all the terms and conditions
are determined before the auction begins. The following have been identified as some of the
benefits that reverse auctions could bring to governments:
• A shorter solicitation cycle: eliminates the scoring, tabulating, and evaluation of
responses.
• Greater price competition which result in lower expenditures for the agency.
• Real Time Transactions which allow vendors to track competitors in real time.
• Greater flexibility for vendors since they are allowed to submit multiple bids.
Commission Memorandum — RFP #19 -10 -11 E- Procurement
October 19, 2011
Page 14
• Open and Fair opportunity to all vendors which show the willingness to use different
supplies.
• Transparency and fewer protests
GoPro (Government Procurement) in its June /July 2011 publication, presented the following
case studies to reveal the recent success of reverse auctions:
Knox County's Police vehicles Case Study
Knox County's Purchasing Division began planning its first reverse auction in August 2010.
The Purchasing Division identified 22 police vehicles in the Sheriffs Office budget that could
potentially be acquired through this competitive method. After conversations with several other
local government agencies, the Purchasing Division was able to recruit two additional
agencies - the Blount County Sheriffs Department and the City of Knoxville - to compete their
needs with Knox County. The resulting multi- agency cooperative bidding event was for 164
Police Interceptor Vehicles. Although the Knox County reverse auction stretched over 21 days
as required by law, anyone could start bidding immediately as soon as it opened or anytime
during the three -week period. Most activity happened in the last hour.
On Nov. 2, 2010, at 2 p.m., the state's first agency- managed on -line reverse auction closed
and resulted in measurable savings for three local governments. Five different vendors
submitted a total of nine bids with Alexander Lincoln- Mercury Ford submitting the winning bid.
The price dropped $645,000 from the auction opening for purchase of Knox County police
vehicles, and the final bid came in $2,300 under the state prices per vehicle; the county saved
enough to purchase extra vehicles.
Knox County Purchasing Director Hugh Holt says there are a lot of administrative savings in
reverse auctions, and time can be saved on the back -end related to follow -up with vendors.
"The vendors saw it happen before their eyes," he said. "It's the most transparent bidding
process a public agency can use." There is less chance of a protest - and the resulting huge
administrative expense - because everything is based on cost.
The Maricopa County Flour Case Study
Maricopa County, Ariz., asked its vendor of bulk flour to lower its price of 38.5 cents a pound.
The county uses almost 2 million pounds of flour a year to provide bread to about 8,000 county
jail inmates, and Matthew Bauer of the county procurement office contended that lower gas
prices should translate into a lower floor price. However, the supplier would not budge on the
price.
Bidding on Maricopa County's flour contract was slow at first, but a flurry of activity in the final
hours - eight different prices from four vendors - concluded with a winning bid of 20.5 cents per
pound. Ironically, the winning bid came from the same supplier who had earlier refused to
budge on price.
The county has repeated the reverse auction for bulk flour every six months since then, thus
allowing the changing market to dictate the low bidder and the price. In three years, Maricopa
County has saved $976,000 on bulk flour through reverse auctions. "Reverse auctions keep
Commission Memorandum — RFP #19 -10 -11 E- Procurement
October 19, 2011
Page 15
the price competitive so we know we are getting the right price for the flour," says Bauer, who
is now procurement supervisor for Maricopa County.
Maricopa County has also begun using reverse auctions for other products ranging from on-
site drug testing kits to inmate shoes and canned fruit and beans. Bauer estimates the county
has saved more than $2 million in the last year and a half using reverse auctions instead of
competitive sealed bids, which only give vendors one chance to provide the lowest bid without
knowing what any competitors are bidding
We have used reverse auctions for commodities when it is easy to bid apples to apples," said
Bauer. "It's not the best type of procurement for specifications that are not well- defined or if
there are many different products out there to fit your needs." For example, Maricopa County
tried unsuccessfully to use a reverse auction to buy inmate mattresses to supply its six jails
and detention facilities. The range of products and varied specifications made it impossible for
vendors to compete fairly.
State of Arizona Department of Education Print Job Case Study
Reverse auction successes in Arizona include a State of Arizona Department of Education
print job contract that was awarded at $1,254 below budget, or 20 percent below the opening
price. In another reverse auction, Arizona's Department of Transportation saved 5.2 percent
on the purchase of seven heavy -duty chainsaws. The auction involved multiple small vendors
throughout Arizona, and the contract specified the product had to be delivered instead of
picked up, which saved shipping costs. In 24 bids submitted for Arizona Department of Game
and Fish all- terrain vehicles, the contract was awarded at 13.6 percent below opening bid.
One way the reverse auctions saved time for Arizona was by shortening the time the auction is
open, from 14 days to a 5 -to -7 -day period. The Arizona statute does not specify a minimum
period of time the auction must be open. Arizona also had good feedback from participating
vendors, who are happy with the process. "They appreciate the fact that they don't have to
make a decision in a vacuum," said Clark
Arizona was also careful in providing specifications, terms and conditions before the auction
began. "Everyone has agreed to terms and conditions up front," said Clark.
CITY MANAGER'S DUE DILIGENCE
After considering the review and recommendation of City staff, the City Manager exercised his
due diligence and is recommending that the Mayor and the City Commission authorize
negotiations with the top- ranked proposer, The Public Group, LLC; and should the
Administration not be successful in negotiating an Agreement with the top- ranked proposer,
authorize negotiations with the second - ranked proposer, RFP Depot d /b /a Bidsync; further
authorize the Mayor and City Clerk to execute an agreement upon the conclusion of
successful negotiations by the Administration.
Commission Memorandum — RFP #19 -10 -11 E- Procurement
October 19, 2011
Page 16
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. 19- 10/11, for the Expansion of the
City's E- Procurement System of Solicitation Announcements and Document Fulfillment
Services; authorize the Administration to enter into negotiations with the top- ranked proposer,
The Public Group, LLC; and should the Administration not be successful in negotiating an
Agreement with the top- ranked proposers, authorize negotiations with the second - ranked
proposer, RFP Depot d /b /a Bidsync ; further authorize the Mayor and City Clerk to execute an
agreement upon the conclusion of successful negotiations by the Administration.
T:WGENDA\2011 \10 -19 -11 \RFP- 19 -09 -10 - E- Procurement Memo.doc
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Scripted Demos for E- Procurement Short listed Proposers Pursuant
to RFP #19 -10/11
Home Page
For Vendors (5 minutes)
1. Show vendor log in.
2. Briefly describe the vendor registration process:
• Account set up to include the information requested from the vendor such us
phone number, address, e-mail, payment accepted (credit card or check only).
• NIGP code selection: Demonstrate how many vendors you have already
registered for commodities such as electrical supplies, auto parts, or janitorial
supplies.
3. Demonstrate how vendor access the account.
4. Demonstrate how vendor searches for bid opportunities, including quotes.
5. Demonstrate how vendor submit quotes, sealed bids online and how they remind
unopened until the opening date.
6. How the vendor is notified of the solicitation /quote opportunity
7. Show Vendor Help Desk from another agency.
8. Show list of bid opportunities for public viewing (no subscription) If available.
9. What information to make available to the vendors from the City?
10. Show any other added value the system will provide to the registered vendors.
11. Show if vendors are able to see comments from users on their performance. Are
vendors rated in the system?
For End User (5 minutes)
1. Show end user log in.
2. Demonstrate how the end user can search for quotes which have been issued for the
same commodities or type of items by a different end user /department.
3. Demonstrate how the end user can search previous bids /quotes /RFP by commodity
codes or keyword search.
4. Show if end users can view vendor performance comments or ratings from other users
or organizations.
5. Show how the system flags an existing City of Miami Beach Contract in place when an
end user enters a commodity or vendor. Is the system able to show all contracts
available for each vendor?
6. Can the system track warranty information on each product purchased.
7. Does the system show or track mean time between failures on each product?
General (5 minutes)
1. Demonstrate' if the system proposed is capable of showing our solicitations /quotes
opportunities in our City's website.
2. Demonstrate if the system proposed has the capability of linking to our website to direct
vendors to the City Clerk's Office to place a Public Record Request by e-mail.
3. Demonstrate if the system proposed has the capability of linking to our website to direct
vendors to retrieve Ordinances or any other information posted in the Procurement
website.
4. How many user licenses are included in the initial package? How much for each
additional licenses?
Publish Solicitations Online (15 minutes)
Demonstrate how to advertise a Bid /Quote /RFP /RFQ, showing all steps involved, including:
1. Assign Number/Title, pre -bid meeting, deadline for questions, bid opening date.
2. Show if the system allows for paper submission and /or electronic submission.
3. Vendor Selection.
4. Attach Specifications (ITB /RFP Document).
5. Save bid for release at a later date.
6. Demonstrate if the system has the capacity for uploading construction plans and
specifications.
7. Demonstrate if the system has the capacity of charging a fee for the retrieval of
construction plans.
8. Is the system capable of interfacing with Eden? Can the system use our existing vendor
ID from Eden?
9. Release Bid for public viewing.
10. Create a Public Notice advertisement to be released to a newspaper.
11. Show how vendors are notified of new bid opportunities.
12. Issue an Addendum.
13. Issue additional information, not to be recognized as an addendum.
14. How are vendors notified, do all vendors get a notifications, only vendors that viewed,
downloaded a document)
15. Show how new vendors can be invited and how the system will notify them that they are
being requested to register and participate in this bid.
16. Revise Due Date.
17. Show how vendors can submit questions online, if available.
18. Demonstrate if the system has the capacity of uploading and providing stream audio
minutes of pre -bid meetings. Indicate any limitations, if any.
19. Provide overview of alerts and notifications handled by the system (question has been
received, pre -bid meeting reminders, etc.)
20. Show vendor activity reports:
• Number of vendors that viewed or downloaded the document
• Howe many addenda were issued;
• Show the plandholder list;
21. Show how to receive sealed bids online.
22. Show how to advertise bid tabulation created by the City.
23. Show how the system generates bid tabulations for line item bids.
24. Show how to advertise Award Information.
25. Show ability to add Custom Fields, if available.
26. Demonstrate if the system has the capability of setting up "private quotes" for vendor
awarded under a specific contract by the City where only said vendor are invited to
participate.
27. Show if the system can generate a "no bid" document message to be filled out by a
vendor that has viewed a document but intends not to submit a bid.
Reverse Auction Process (15 minutes)
Demonstrate how to conduct reverse actions under the following scenario: The Sanitation,
Property Management, and Fleet Departments are scheduling simultaneous reverse auction for
g P 9 r 0
different commodity codes. Is the system capable?
1. Create three (3) different reserve auctions for items in the following commodity codes:
• Electrical parts:T8 3 Foot Fluorescent Bulbs
• Janitorial supplies
• Auto parts
2. Show the initial invitation to vendors for one of this reverse auction.
3. Show if the system can invite additional vendors to participate in the reverse auctions.
4. Perform actual reserve auction.
5. Show how the bids are time stamped.
6. Show what happened if two (2) equal bids are received at the same time within the last
seconds before the reserve auction is scheduled to close.
7. Show the award of the reverse auction.
8. Show how vendor is notified.
RFP Evaluator Tool (5 minutes)
1. Demonstrate the process.
2. How the system assigns evaluators.
3. Show the instructions provided to the Evaluation Committee/ Panel.
4. Demonstrate the point calculation utilized.
5. Show the available reports.
Databases (5 minutes)
Contract Management:
1. Show how to search for contracts by number, description, expiration date.
2. Demonstrate if the system notifies of expiration dates on the contracts.
3. Demonstrate if the system is capable of generating and sending renewal letters.
Vendor performance:
1. Show how end user can submit vendor performance form.
2. Show Reporting capability of the system on vendor performance
Online Form Submission (5 minutes)
1. Provide Living Wage Forms as a sample and ask to provide a demonstration of how it is
completed and submitted online.
2. Is the system capable of reporting on the applicability of Living Wage or Equal Benefits
based on the answers provided by the vendors in the forms (i.e. if more than 50
employees).
3. Will this report or information be saved at least for a year so vendors don't have to
submit this information every time?
4. Show if the system is able to generate standardized forms such us protest letters or
award letters.
5. Show if the system can generate user check lists to include items which will determine
the responsiveness of a bid and send letters to request omitted information or
clarification based on this check list.
APP
RFP #19 -10/11 FOR E- PROCUREMENT SYSTEM — SCRIPTED DEMOS EVALUATION FORM
Proposer's Name:
Evaluation Support Team
Support Team member's name:
Date:
1. Home Page Poor Good Excellent
Vendor Online registration
Information collected on Vendor (Payment type...)
Notification of bidding opportunities for vendors
Added value to vendors
Rating of Vendor's Performance
End User Log in and Friendliness of system
Query or search of previous quotes /bids
Links between system and our website
Overall presentation / view
TOTAL SCORE:
Notes:
Poor Good Excellent
2. Publish Solicitations Online
Friendliness of the process in general
Attachments of Documents and Plans
Vendor Outreach
Attachment of audio minutes
Alerts and notifications to vendors and end users
Activity Reports
Private Quotes availability
Advertisement of Bid Awards and Tabulations
Automatic "no bid" notification
TOTAL SCORE:
Notes:
1
2. Reverse Auction Poor Good Excellent
Friendliness of the process in general
Invitation to vendors
Award to vendors
Overall
TOTAL SCORE:
Notes:
3. Evaluator Tool Poor Good Excellent
Friendliness of the process in general
Reports
TOTAL SCORE:
Notes:
4. Database Poor Good Excellent
Contract Management Capabilities
Vendor Performance Capabilities
TOTAL SCORE:
Notes:
6. Online Form Submission Poor Good Excellent
Online Form Submission Capabilities
Standardization of Forms
Check Lists
Automated Letters
TOTAL SCORE:
Notes:
2