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2004-25738 Resolution RESOLUTION NO. 2004-25738 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 QUALIFICATIONS RECEIVED PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) NO. 21-01/025 FOR THE ESTABLISHMENT OF A RESOURCE LIBRARY FOR INFORMATION TECHNOLOGY AND TELECOMMUNICATIONS SERVICES; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE FOUR TOP-RANKED FIRMS OF CYBERBEST TECHNOLOGY, INC., DATA INDUSTRIES, LTD., ICBM CORPORATION, AND TEKSYSTEMS, INC:; FURTHER AUTHORIZE THE MAYOR AND CITY CLERK TO EXECUTE AGREEMENTS UPON COMPLETION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. WHEREAS, the City of Miami Beach Information Technology Department has a need for resources to provide Information Technology and Telecommunications services outside of and/or not provided by the State Contract process; and WHEREAS, these services relate to generic, standard and/or defined/specified hardware, software and other areas of automation or telecommunications; and WHEREAS, in order to obtain these services in a timely fashion, the concept of a Resource Library was investigated, the Resource Library would contain qualified firms and/or individuals such as: Application Consultants AutoCAD or MicroStation Consultants Computer Operators Data Communications Specialists Geographic Information Systems Management and Technical Consultants Information Technology Consultants Information Technology Programmers Information Technology Project Managers Information Technology Systems Analysts Internet, Intranet, Extranet and File/Data Transfer Specialists Midrange Platform Specialists Network Design & Installation Consultants Systems Network Consultants Systems Network Specialists Technical Instructors Technical Writers; and WHEREAS, when services are required, the City would establish a scope of services and distribute it to the* qualified firms or individual contained in the Resource Library for the classification needed (i.e., Network Administrator) with a solicitation requesting submittal of resumes of available individuals; and WHEREAS, City staff would then review the responses and select the firm(s) with the individuals(s) most qualified to perform the required task(s) and offering the most competitive price, and attempt to negotiate the time for performance, maximum, number of hours to complete the task(s), any special provisions, and payment schedule; and WHEREAS, Request for Qualifications (RFQ) No. 21-01/02 was issued to solicit proposals from qualified and experienced Information Technology/Telecommunications firms and/or individuals, this RFQ resulted in the receipt of 29 proposals; and WHEREAS, due to infrastructure changes, the need for application development consultants was delayed, the Evaluation Committee was not appointed, and the City's Information Technology Department continued to perform necessary services in-house or utilize State contracts; and WHEREAS, in May 2004, the decision was reached to proceed with the project, subsequent to this decision, the Procurement Division attempted to contact the firms that had submitted qualifications to ascertain if they would be willing to extend their proposals., Whereas, of the 29 proposals received, there were ten (10) firms that were short listed for consideration; and WHEREAS, the ten firms are as follows: CyberBest Technology, Inc. Data Industries, LTD Exclusive Network Enterprises International Computer Business Management Corporation (ICBM) NetSoft Creations NiComp International, Inc. PC Advice & Associates, Inc. TEKsystems, Inc. Think Technologies United Information Technologies; and WHEREAS, the City Manager via Letter to Commission (LTC) No. 163-2004, appointed an Evaluation Committee ("the Committee") consisting of the following individuals: 1. Gladys Acosta —Acting IT Director, CMB 2. George Bracket— Chief Information Officer; City of Hialeah 3. Neyda Galvez — Assistant Chief Information Officer; City of Miami 4. James Sutter— Internal Auditor; CMB 5. Jill Weiss— Instructor, FIU School of Computer Science; and WHEREAS, the Committee convened on October 7, 2004, Committee member George Bracket could not attend, however a quorum was in attendance and the meeting was able to proceed, whereas, the Committee was provided with an overview of the project, information relative to the City's Cone of Silence Ordinance, and the Government in the Sunshine Law, additionally, the Committee reviewed references secured by the Procurement staff and discussed the proposals; and WHEREAS, the Committee was instructed to rank and score each proposal pursuant to the evaluation criteria established in the RFQ, which was as follows (total possible 100 percentage points): Evaluation Criteria/Factors Weight Experience and Qualifications of the Project Team 40% Proposed Fees 20% Qualification References 20% Experience and Qualifications of the Proposer 20%; and WHEREAS, with rankings and Committee's recommendation also, whereas that City Manager concurs with Committee's recommendation. NOW THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby accept the City Manager's recommendation pertaining to the ranking of qualifications received pursuant to request for qualifications (RFQ) No.21-01/02, for the Establishment of a Resource Library for Information Technology and Administration, as authorize the Administration to enter into negotiation with the four top-ranked firms of Cyberbest Technology Inc.; Data Industries, LTD., ICBM Corporation, and Tecksystems, Inc., further authorizing the Mayor and City Clerk to execute agreements upon completion of successful negotiations by the Administration. PASSED AND ADOPTED this ZO and of YPl� , 2004. ATTEST: ' �� � �f `� C, CITY GLERK AYO INCORP ORATED: CN APPROVED AS TO FORM & LANGUAGE &,FOR ECUTION 64;Attomtomg.,�_ Date CITY OF MIAMI BEACH COMMISSION ITEM SUMMARY Condensed Title: A Resolution Accepting the City Manager's Recommendation Pertaining to the Ranking of Firms for a Resource Library for Information Technology and Telecommunications Services; Authorizing the Administration to Enter into Negotiations,and Authorizing the Mayor and City Clerk to Execute Agreements with the Top Four Firms of TEKsystems,CyberBest Technology,Inc.,Data Industries,LTD.,and ICBM for the Establishment of a Resource Library. Issue: Shall the Commission Adopt the Resolution? Item Summa /Recommendation: The City of Miami Beach Information Technology Department has a need for resources to provide Information Technology and Telecommunications services outside of and/or not provided by the State Contract process. These services relate to generic,standard and/or defined/specified hardware,software and other areas of automation or telecommunications. Request for Qualifications (RFQ) No. 21-01/02 was issued to solicit proposals from qualified and experienced Information Technology and Telecommunications firms for the purpose of establishing a Resource Library. An Evaluation Committee appointed by the City Manager reviewed, then scored and ranked ten proposals. Per the RFQ,there is no specific project tied to the proposals,with the objective being to establish a pool of technical knowledge. During the discussions,the Committee determined the most effective way to expand the technical resources from which to choose would be to recommend entering into agreements with the top four firms. The top firms were selected due to their areas of expertise, years in business, references and experience. There was believed to be room for negotiation in the pricing. The Committee selected TEKsystems,CyberBest Technology, Inc.,Data Industries,LTD.,and ICBM as the firms with which establish the resource library. ADOPT THE RESOLUTION. Advisory Board Recommendation: Financial Information: Source of Amount Account Approved Funds: 1 2 3 4 Finance Dept. Total City Clerk's Office Legislative Tracking: Gladys Acosta, ext 5775 Si n ent Dire for Assists Manager/CFO City Manager GA141V GL PDW JMG I/ I T:IAGENDA\20041Nov10041 Consent\ResourceLi bra rySummary.doc AGENDA ITEM DATE 239 CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH,FLORIDA 33139 www.miamibeachfl.gov COMMISSION MEMORANDUM To: Mayor David Dermer Date: November 10, 2004 Members of the City Commission From: Jorge M. Gonzalez City Manager 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 QUALIFICATIONS RECEIVED PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) NO. 21-011029 FOR THE ESTABLISHMENT OF A RESOURCE LIBRARY FOR INFORMATION TECHNOLOGY AND TELECOMMUNICATIONS SERVICES; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE FOUR TOP-RANKED FIRMS OF CYBERBEST TECHNOLOGY, INC., DATA INDUSTRIES, LTD., ICBM CORPORATION, AND TEKSYSTEMS, INC.; FURTHER AUTHORIZE THE MAYOR AND CITY CLERK TO EXECUTE AGREEMENTS UPON COMPLETION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. ADMINISTRATIVE RECOMMENDATION Adopt the Resolution. AMOUNT AND FUNDING There is no specific project tied to the proposals, with the objective being to establish a pool of technical knowledge. When there is a need to engage a firm to provide consulting services, and if the estimated expenditure exceeds$25,000,the City Manager will present a recommendation to the City Commission at a regularly scheduled meeting. ANALYSIS The City of Miami Beach Information Technology Department has a need for resources to provide Information Technology and Telecommunications services outside of and/or not provided by the State Contract process. These services relate to generic, standard and/or defined/specified hardware, software and other areas of automation or telecommunications. The services can also involve the use of standard programming languages, or specialized development tools including, but not limited to, PowerPoint, Java, JavaScript, HTML, PERL, Unix and Visual Basic. The services can involve performing services at City designated locations or at sites determined by the service provider. 240 Commission Memo RFQ 21-01/02—The Establishment of a Resource Library For information Technology and Telecommunications Services November 10,2004 Page 2of5 I n order to obtain these services in a timely fashion,the concept of a Resource Library was investigated. The Resource Library would contain qualified firms and/or individuals such as: Application Consultants AutoCAD or MicroStation Consultants Computer Operators Data Communications Specialists Geographic Information Systems Management and Technical Consultants Information Technology Consultants Information Technology Programmers Information Technology Project Managers Information Technology Systems Analysts Internet, Intranet, Extranet and File/Data Transfer Specialists Midrange Platform Specialists Network Design & Installation Consultants Systems Network Consultants Systems Network Specialists Technical Instructors Technical Writers When services are required, the City will establish a scope of services and distribute it to the qualified firms or individuals contained in the Resource Library for the classification needed (i.e., Network Administrator)with a solicitation requesting submittal of resumes of available individuals. City staff will then review the responses and select the firm(s)with the individuals(s) most qualified to perform the required task(s) and offering the most competitive price and attempt to negotiate the time for performance, maximum number of hours to complete the task(s), any special provisions, and payment schedule. RFQ PROCESS RFQ No. 21-01/02 was issued to solicit proposals from qualified and experienced Information Technology/Telecommunications firms and/or individuals.This RFQ resulted in the receipt of 29 proposals. Due to infrastructure changes, the need for application development consultants was delayed,the Evaluation Committee was not appointed,and the IT Department continued to perform necessary services in-house or utilize state contracts. In May 2004, the decision was reached to proceed with the project. Subsequent to this decision, the Procurement Division attempted to contact the firms that had submitted qualifications to ascertain if they would be willing to extend their proposals. Of the 29 proposals received, there were ten firms that indicated they had the same resources in 241 Commission Memo RFQ 21-01/02—The Establishment of a Resource Library For Information Technology and Telecommunications Services November 10,2004 Page 3 of 5 place and were willing to uphold their submissions. The ten firms are as follows: CyberBest Technology, Inc. Data Industries, LTD Exclusive Network Enterprises International Computer Business Management Corporation (ICBM) NetSoft Creations NiComp International, Inc. PC Advice & Associates, Inc. TEKsystems, Inc. Think Technologies United Information Technologies The City Manager via Letter to Commission (LTC) No. 163-2004, appointed an Evaluation Committee ("the Committee") consisting of the following individuals: • Gladys Acosta —Acting IT Director, CMB • George Bracket—Chief Information Officer; City of Hialeah • Neyda Galvez—Assistant Chief Information Officer; City of Miami • James Sutter— Internal Auditor; CMB • Jill Weiss— Instructor, FIU School of Computer Science The Committee convened on October 7, 2004. Committee member George Bracket could not attend, however a quorum was in attendance and the meeting was able to proceed. The Committee was provided with an overview of the project, information relative to the City's Cone of Silence Ordinance, and the Government in the Sunshine Law.Additionally, the Committee reviewed references secured by the Procurement staff and discussed the proposals. The Committee was instructed to rank and score each proposal pursuant to the evaluation criteria established in the RFQ, which was as follows (total possible 100 percentage points): Evaluation Criteria/Factors Weight Experience and Qualifications of the Project Team 40% Proposed fees 20% Qualification References 20% Experience and Qualifications of the Proposer 20% 242 Commission Memo RFQ 21-01/02—The Establishment of a Resource Library For Information Technology and Telecommunications Services November 10,2004 Page 4 of 5 The Committee then scored and ranked the firms as follows: Gladys Acosta Ne da Galvez James Sutter Jill Weiss Company Name Score Ranking, Score Rank!pjL Score Ranking Score Rankin 1 at 1st 1st god TEKs tems,Inc. 98 90 94 90 CyberBest 2nd 2nd 2nd 1 at Technology,Inc. 89 75 93 93 Data Industries, LTD 78 3rd 55 4th 85 3rd TIE 78 3 rd ICBM 70 5TH 70 3rd 85 3rd TIE 73 4t' United information Technologies 73 4d' 50 5th 73 6TH 65 5t' PC Advice& Associates,Inc. 50 7t`TIE 35 6t' 74 5TH 50 7th Exclusive Network Enterprises 50 7th TIE 35 8th 45 9TH 27 8th Think Technolo ie 52 6t' 35 8t' 66 7th 55 6t' Nicomp International 30 8th 35 7t' 55 1 8TH 23 1 9h NetSoft Creations 25 9TH 25 9th 44 10" 19 10`t' Per the RFQ, there is no specific project tied to the proposals, with the objective being to establish a pool of technical knowledge. During the discussions, the Committee determined the most effective way to expand the.technical resources from which to choose would be to recommend entering into agreements with the top four firms. The top firms were selected due to their areas of expertise, years in business, references and experience. Since it has been over two years since the proposals had been submitted, there was believed to be room for negotiation in the pricing. The Committee selected TEKsystems, CyberBest Technology, Inc., Data Industries,LTD., and ICBM as the firms with which establish the resource library. Teksystems has been active in the Information Technology and Communications industry for over 17 years. They have over 100 locations throughout North America and Europe. Among the eleven key market segments Teksystems service is the government sector, which focuses on Federal, State and Local government. Teksystems service over 4000 clients and employs over 15,000 information technology and communications professionals. CyberBest Technology has been a successful IT solutions provider for over 6 years: They have grouped 25 market sectors into five categories: Consumer and Industrial 243 Commission Memo RFQ 21-01/02—The Establishment of a Resource Library For Information Technology and Telecommunications Services November 10, 2004 Page 5 of 5 Products; Energy & Mining; Financial Industry; Government & Service; and Telecommunications and Entertainment. CyberBest is involved in virtual product development and the creation of proprietary software, and offers a range of consulting and IT skills. Data Industries, LTD. has been in the information technology solutions and consulting services to corporate and government clients for over 24 years. They were founded and are headquartered in New York. Data Industries has grown to a $40 million corporation with over 300 employees with offices in New York City, Miami, Houston, and Washington, D.C. Their services include management consulting, business process re- engineering, requirements analysis, application development, network design and implementation, systems integration, imaging services, database design and administration, and intranet and e-business solutions. ICBM has over 14 years experience providing information technology solutions and supervising on-site personnel. ICBM has consultants throughout the United States and is headquartered in Tampa, Florida. ICBM focuses on building client relationships for growth and technological advancement in a cost effective and efficient manner,and has served a variety of clients in various capacities. CONCLUSION The Administration recommends that the Mayor and City Commission approve the attached resolution,which recommends the acceptance of the ranking of the firms and authorizes the Administration to enter into negotiations with the four top-ranked firms of CyberBest Technology, Inc., Data Industries, LTD., ICBM Corporation and TEKsystems, Inc; and further authorizes the Mayor and City Clerk to execute agreemens upon the completion of successful negotiations by the Administration. T:W GENOA 12004Wov101consent\RFQ21-01/02\ResourceUbrary.doc i 244