2018-30269 ResolutionRESOLUTION NO. 2018 -30269
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER, PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ)
NO. 2018 - 071 -KB FOR ENERGY UTILITY BILLING MANAGEMENT SYSTEM;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH ENERGYCAP, INC., AS THE TOP RANKED PROPOSER; AND
FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT WITH ENERGYCAP, INC. UPON CONCLUSION OF
SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, on December 13, 2017, the City Commission approved the issuance of
Request for Qualifications (RFQ) No. 2018 - 071 -KB for Energy Utility Billing Management
System; and
WHEREAS, Request for Qualifications No. 2018 - 071 -KB (the "RFQ ") was released on
December 15, 2017; and
WHEREAS, a voluntary pre - proposal meeting was held on December 22, 2017; and
WHEREAS, on February 5, 2018, the City received a total of six (6) proposals; and
WHEREAS, on March 14, 2018, an Evaluation Committee ( "Committee ") appointed by
the City Manager, via Letter to Commission (LTC) No. 057 -2018, convened to consider the
responsive proposals received; and
WHEREAS, the Committee was provided an overview of the project, information relative
to the City's Cone of Silence Ordinance and the Government Sunshine Law, general information
on the scope of services, and a copy of each proposal; and
WHEREAS, the Committee's ranking was as follows: Dude Solutions, Inc. and
EnergyCAP, Inc., as the top ranked proposers; Pennoni Associates Inc. and THG Energy
Solutions, as the third ranked proposers; EDMS, LLC, as the fifth ranked proposer; and The Eric
Ryan Corporation, as the sixth ranked proposer; and
WHEREAS, after reviewing all the submissions and the results of the evaluation
process, the Evaluation Committee process resulted in a tie for top ranking between
EnergyCAP and Dude Solutions; and
WHEREAS, in considering how to break the tie between these firms, and in accordance
with Section 2 -369 of the City Code, the City Manager recommends award to EnergyCAP for
two main reasons: (1) based on review of the record, the City Manager believes that
EnergyCAP has provided a proposal with superior qualifications, technical approach, and
historical performance; and (2) Dude Solutions would be performing the services in North
Carolina, which implicates Resolution No. 2016 - 29375, wherein the City Commission imposed a
moratorium on the purchase of goods or services sourced in North Carolina and Mississippi,
until such time as discriminatory and invidious legislation in those states are repealed or
declared unconstitutional; and
WHEREAS, based on the foregoing, the City Manager recommends that the Mayor and
City Commission authorize the Administration to enter into negotiations with EnergyCAP, the
top ranked proposer; and further authorize the Mayor and City Clerk to execute an agreement
with the successful proposer upon conclusion of negotiations by the Administration.
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 recommendation of the City Manager, pursuant to Request for
Qualifications (RFQ) No. 2018- 071 -KB for Energy Utility Billing Management System; authorize
the Administration to enter into negotiations with EnergyCAP, the top ranked proposer; and
further authorize the Mayor and City Clerk to execute an agreement with the successful
proposer upon conclusion of negotiations by the Administration.
PASSED AND ADOPTED this // day of liD 7/ 2018.
Dan Gelber, Mayor
ATTEST: d
R fael Granad J?/ , City Clerk
T:\AGENDA \2018 \04 April \Procurement \RFQ 2018 - 071 -KB Energy Utility Billing Management \RFQ 2018- 071 -KB
Energy Utility Billing Management Software- Resolution.doc
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COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: April 11, 2018
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER, PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) NO. 2018 -
071-KB FOR ENERGY UTILITY BILLING MANAGEMENT SYSTEM;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH
ENERGYCAP, INC., AS THE TOP RANKED PROPOSER; AND FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT
WITH ENERGYCAP, INC. UPON CONCLUSION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION.
RECOMMENDATION
Adopt the Resolution.
ANALYSIS
City -owned buildings and facilities produced over 65% of the government operations greenhouse gas
(GHG) emissions in 2015. Electricity was the largest source of emissions, accounting for 77% of
emissions. There was an increase of 3.7% in GHG emissions from government operations between
2014 and 2015 and the greatest increase in emissions came from electricity use in buildings. In 2015,
the city spent about $5.2M on electricity for government operations, equivalent to 54,556,449 kWh.
The Environment & Sustainability Department is working with several departments to manually
compile the municipal buildings' electricity data into the Energy Star Portfolio Manager platform for an
energy assessment. The Energy Star Portfolio Manager is a free online platform that measures and
tracks energy and water consumption, as well as GHG emissions, and can be used to benchmark the
performance of one building or an entire portfolio of buildings.
Through the energy assessment and data compilation into Energy Star Portfolio Manager, staff
identified challenges to obtain and track electricity data from the utility Florida Power and Light
(FP &L). Some provided accounts seem to have some data errors and others appear to be
inoperative accounts. Furthermore, the electricity bills are currently paid by each Department without
a standard audit to verify whether these bills are correct or whether the city is being overcharged.
The city also Tacks a tracking system to verify data fluctuations and understand anomalies. The city
needs to track and monitor utility bills to correlate cost and consumption information, in order to be
able to improve optimal energy performance.
In order to address energy management challenges and reduce government operations inefficiencies,
on July 7, 2017, staff from the Environment & Sustainability Department together with Property
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Management Department requested funds to the IT Steering Committee for the purchasing of a utility
bill and energy management software. This software should address challenges such as utility bill
processing, data integration, transparency, workflows, reporting, project prioritization, tracking and
verification of savings. This software should also assist the city to organize the data, better
understand inefficiencies, reduce energy consumption, lower emissions, and save money. The IT
Steering Committee allocated funds for the software and on September 15, 2017, the Commission
approved the allocation of funds during the Budget Hearing.
Therefore, the City requested proposals from qualified firms for a turnkey enterprise Energy Utility
Billing Management System (System) that is capable of tracking, reporting, managing and archiving
energy use, savings and issues, such as bill anomalies, changes in usage, or changes in billing
programs from energy utility providers, within the City.
RFQ PROCESS
On December 13, 2017, the City Commission approved the issuance of Request for Qualifications
(RFQ) No. 2018- 071 -KB for Energy Utility Billing Management System. On December 15, 2017, the
RFQ was issued. The Procurement Department issued solicitation notices to 223 firms utilizing
www.publicpurchase.com. 51 prospective proposers accessed the advertised solicitation. A voluntary
pre - proposal conference to provide information to the proposers submitting a response was held on
December 22, 2017. RFQ responses were due and received on February 5, 2018. The City received
a total of six (6) proposals. The City received proposals from the following firms:
• Dude Solutions, Inc.
• EDMS, LLC
• EnergyCAP, Inc.
• Pennoni Associates Inc.
• The Eric Ryan Corporation
• THG Energy Solutions
On February 8, 2018 the City Manager appointed the Evaluation Committee via LTC # 057 -2018,
The Evaluation Committee convened on March 14, 2018 to consider proposals received. The
committee was comprised of Alyssia Berthoumieux, Sustainability Specialist, Environment &
Sustainability Department, City of Miami Beach; Laura Ferrer, Chief Mechanical Inspector, Building
Department, City of Miami Beach; Frank Garcia, Construction Manager, Property Management
Department, City of Miami Beach; Sara Patino, Accounting Manager, Finance Department, City of
Miami Beach; and Frank Quintana, Division Director, Information Technology Department, City of
Miami Beach.
The Committee was provided an overview of the project, information relative to the City's Cone of
Silence Ordinance and the Government Sunshine Law. The Committee was also provided with
general information on the scope of services, a copy of each proposal, and a presentation by each
proposing firm. The Committee was instructed to score and rank each proposal pursuant to the
evaluation criteria established in the RFQ. The evaluation process resulted in the ranking of
proposers as indicated in Attachment A, in the following order:
Tie for 1St: Dude Solutions, Inc. and EnergyCAP, Inc.
Tie for 3rd: Pennoni Associates Inc. and THG Energy Solutions
5th: EDMS, LLC
6th: The Eric Ryan Corporation
It is important to note that the proposal submitted by Dude Solutions, Inc. indicates that it is
headquartered in Cary, North Carolina and does not have a local office. Pursuant to Resolution
731
2016- 29375, the City of Miami Beach, Florida prohibits the purchase of goods or services sourced in
North Carolina and Mississippi. While Dude Solutions has indicated that a portion of the services
are to be delivered by its subcontractors, Dude Solutions is the primary contracting agent and all
services are to be sourced or coordinated by the firm.
CONCLUSION
After reviewing all the submissions and the results of the evaluation process, I find that the Evaluation
Committee process resulted in a tie for top ranking between EnergyCAP and Dude Solutions. In
considering how to break the tie between these firms, two main factors are relevant. First, Resolution
2016- 29375, the City of Miami Beach, Florida prohibits the purchase of goods or services sourced in
North Carolina and Mississippi. This prohibition, in itself, will prohibit the City from contracting with
Dude Solutions as the Resolution does not contain a waiver provision to the prohibition. Second,
notwithstanding the aforementioned prohibition, I find that EnergyCAP has provided a proposal with
superior qualifications, technical approach, and historical performance. Some of the highlights of the
proposal and oral presentation submitted by EnergyCAP, as articulated by the Evaluation Committee,
include:
• EnergyCAP has been in business since 1982 and has been named an ENERGY STAR
Partner of the year winner for multiple years.
• EnergyCAP has a library of 55 utility bill audits and more than 300 reports available for the
City's use upon implementation of the software.
• EnergyCAP's customers have been using its platform for numerous years which demonstrates
its ability to maintain customers and the customers' contentment with the platform.
• EnergyCAP's software /portal allows utility bills to be uploaded automatically,, thus eliminating
the need for labor intensive data entry.
• EnergyCAP has extensive experience and a large customer base in the public sector, including
Miami -Dade County.
• EnergyCAP's training abilities include automated classes, web conferences, and in- person
training sessions.
• EnergyCAP has had substantial experience in integrating with large ERP systems.
• Additionally, as a value added service EnergyCAP has already established a water and sewer
module which may be utilized by the City if desired.
The following is a summary of the firm's experience as included in its proposal.
EnergyCAP, Inc. ( "ECI ") is an experienced provider of tailored energy management
solutions, and at the core of each ECI implementation is thier award- winning
EnergyCAP® software. EnergyCAP is proven to streamline operations, enable
comprehensive analysis, and deliver long -term energy management success. Key
objectives include utility bill processing, auditing, tracking, and reporting. ECI's proposed
solution, which includes thier off - the -shelf EnergyCAP software at its core along with our
Bill CAPture bill processing services, is the same comprehensive energy information
platform used by other state, county, and municipal governments — a system that has as
its primary function the collection, analysis, and reporting of energy information.
Utility bill management involves more than simply paying bills. It includes the entire
workflow process from manual or electronic bill data entry to auditing and bill verification,
internal invoicing and cost allocations, detailed analysis, budgeting and forecasting,
energy project identification and assessment, and day -to -day reporting. Foundational to
these activities is getting a handle on all your data in a consolidated system. EergyCAP
software provides the solution for these related business needs. EnergyCAP is built
around the concept of making energy information actionable. The softwar provides
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multiple options for viewing and interpreting utility bill and meter data. Whether you need
to validate energy project savings, report on energy use, analyze energy trends, procure
energy commodities or services, meet greenhouse gas tracking mandates, benchmark
building energy use across your portfolio or with ENERGYSTAR, identify savings
opportunities, or spot issues or problems, EnergyCAP makes your job easier.
Therefore, I recommend that the Mayor and City Commission approve the Resolution authorizing the
Administration to enter into negotiations with EnergyCAP, the top ranked proposer; and further
authorizing the Mayor and City Clerk to execute an agreement with the successful proposer upon
conclusion of negotiations by the Administration.
FINANCIAL INFORMATION
The cost of the related services, determined upon successful negotiations, are subject to funds
availability approved through the City's budgeting process. Grant funding will not be utilized for this
project.
Legislative Tracking
Environment and Sustainability /Procurement
ATTACHMENTS:
Description
a Attachement A -•- Evaluation Ranking
o Resolution
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