Resolution 2018-30389RESOLUTION NO. 2018- 30389
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 PROPOSALS (RFP) NO. 2018- 081 -JC, FOR COST
CONTROL AND RECOVERY AUDIT SERVICES; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH UTIL
AUDITORS, LLC, THE SOLE RANKED PROPOSER, FOR CATEGORY
1, CREDIT CARD PROCESSING; FURTHER, AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH PUBLIC
RISK ADVISORS, THE SOLE RANKED PROPOSER, FOR CATEGORY
2, INSURANCE POLICIES; AND FURTHER, AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH ECS
BUSINESS SERVICES, THE SOLE RANKED PROPOSER, FOR
CATEGORY 5, ELEVATOR SERVICES AGREEMENTS; AUTHORIZING
THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH
EACH OF THE SUCCESSFUL PROPOSERS UPON CONCLUSION OF
NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, on February 14, 2018, the Mayor and City Commission approved the issuance of
Request for Proposals (RFP) No. 2018- 081 -JC, for Cost Control and Recovery Audit Services; and
WHEREAS, the RFP was issued on February 15, 2018, with an opening date of March 29,
2018; and
WHEREAS, a non - mandatory pre - proposal meeting was held on March 7, 2018; and
WHEREAS, on May 7, 2018, the City Manager, via Letter to Commission (LTC) No. 256 -2018,
appointed an Evaluation Committee (the "Committee "); and
WHEREAS, on May 4, 2018, the City received a total of four (4) proposals, three of which were
deemed to be responsive proposals; and
WHEREAS, the proposal received from AudiTec Solutions, Inc., was deemed non - responsive
for failure to conform to the RFP submittal requirements; and
WHEREAS, only one (1) proposal was received for Category 1, Credit Card Processing; only
one (1) proposal was received for Category 2, Insurance Policies; and only one (1) proposal was
received for Category 5, Elevator Services Agreements; and
WHEREAS, no proposals were received for Category 3, Security Services, or Category 4,
Shipping Services; and
WHEREAS, the Committee convened on May 23, 2018 to review and score 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 was instructed to score and rank each proposal pursuant to the
evaluation criteria established in the RFP; and
WHEREAS, the Committee's ranking was as follows: Util Auditors, LLC, as the sole ranked
proposer, for Category 1, Credit Card Processing; Public Risk Advisors, as the sole ranked proposer,
for Category 2, Insurance Policies; and ECS Business Services, as the sole ranked proposer, for
Category 5, Elevator Services Agreements; and
WHEREAS, after reviewing all the submissions and the results of the evaluation process, the
City Manager recommends that the Mayor and City Commission authorize the Administration to enter
into negotiations with Util Auditors, LLC, the sole ranked proposer, for Category 1, Credit Card
Processing; further, authorize the Administration to enter into negotiations with Public Risk Advisors,
the sole ranked proposer, for Category 2, Insurance Policies; and further, authorize the Administration
to enter into negotiations with ECS Business Services, the sole ranked proposer, for Category 5,
Elevator Services Agreements.
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 of the City of Miami
Beach, Florida hereby accept the recommendation of the of the City Manager, pursuant to Request for
Proposals (RFP) No. 2018 - 081 -JC, for Cost Control And Recovery Audit Services; authorize the
Administration to enter into negotiations with Util Auditors, LLC, the sole ranked proposer, for Category
1, Credit Card Processing; further, authorize the Administration to enter into negotiations with Public
Risk Advisors, the sole ranked proposer, for Category 2, Insurance Policies; and further, authorizing the
Administration to enter into negotiations with ECS Business Services, the sole ranked proposer, for
Category 5, Elevator Services Agreements; and further, authorize the Mayor and City Clerk to execute
an agreement with each of the successful proposers, upon conclusion of negotiations by the
Administration.
PASSED AND ADOPTED this aC day of 2018.
ATTEST:
afael E. Granado, City Clerk
APPROVED AS TO
FORM & LAN 'A E
& FO EXE
MIAMI BEACH
Resolutions - C7 E
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: July 25, 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 PROPOSALS (RFP) NO. 2018-081 -
JC, FOR COST CONTROL AND RECOVERY AUDIT SERVICES; AUTHORIZING
THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH UTIL
AUDITORS, LLC, THE SOLE RANKED PROPOSER, FOR CATEGORY 1, CREDIT
CARD PROCESSING; FURTHER, AUTHORIZING THE ADMINISTRATION TO
ENTER INTO NEGOTIATIONS WITH PUBLIC RISK ADVISORS, THE SOLE
RANKED PROPOSER, FOR CATEGORY 2, INSURANCE POLICIES; AND
FURTHER, AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH ECS BUSINESS SERVICES, THE SOLE RANKED
PROPOSER, FOR CATEGORY 5, ELEVATOR SERVICES AGREEMENTS;
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT
WITH EACH OF THE SUCCESSFUL PROPOSERS UPON CONCLUSION OF
NEGOTIATIONS BY THE ADMINISTRATION.
RECOMMENDATION
Adopt the Resolution.
ANALYSIS
At its September 20, 2017 meeting, the Finance and Citywide Projects Committee (the
"Committee ") discussed engaging a Cost Reduction Consultant to identify areas where the City could
recover overpayments or errors in payments in the following areas:
- Credit Card Processing Services,
- Insurance Policies,
- Security Services,
- Shipping Services, and
- Elevator Services.
The Committee directed the Administration to issue a solicitation for a cost reduction consultant for
the five (5) areas not covered by previous reviews. The Committee also approved that the consultant
should have a minimum of five (5) years' experience in performing similar work for public and /or
private sector clients. The scope of services includes, but is not limited to, examination of credit card
processing service fees, reviews of city invoices paid and reviews of contracts from vendors relating
to the above categories of expenditures. Additionally, the consultant shall determine if over - billings
have occurred and recover retroactive refunds from companies that have been overpaid. Finally, the
consultant shall determine whether new contract terms beneficial to the City could be secured to
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lower the overall costs for the City, considering the net result of this review is to reduce monthly costs
paid for these services.
Fees paid to the awarding consultant would be based under a contingency -fees arrangement and the
City would incur no costs, since payment of fees would be based upon any savings and recoveries.
RFP Process
On February 14, 2018, the City Commission approved the issuance of Request for Proposals (RFP)
No. 2018 - 081 -JC, for cost control and recovery audit services. The RFP was issued on February 15,
2018. At that time, eight- hundred fifty -three (853) vendors were notified via Public Purchase of the
RFP. Subsequently, eighty -four (84) vendors accessed the RFP notice via Public Purchase. A
voluntary pre- proposal conference was held on March 12, 2018, and was attended by four (4)
vendors. RFP responses were due and received on May 4, 2018. The City received a total of four (4)
proposals for three (3) of the five (5) business categories solicited. No proposals were received for
Security Services (Category 3) or Shipping Services (Category 4). The City received proposals from
the following firms:
• Util Auditors, LLC submitted the sole proposal for Category 1, Credit Card Processing
• Public Risk Advisors submitted the sole proposal for Category 2, Insurance Policies
• ECS Business Services submitted the sole proposal for Category 5, Elevator Services
Agreements
No responses were received for Category 3 - Security Services or Category 4 - Shipping Services.
The City received a proposal from AudiTec Solutions, Inc., which was deemed non - responsive for
failure to comply with the RFP submittal requirements. Additionally, the City received one (1)
Statement of No Bid from Strategic Audit Solutions.
On May 7, 2018, the Evaluation Committee was appointed by the City Manager pursuant to LTC#
256 - 2018, to consider the responsive proposal received. The Committee convened on May 23, 2018
to consider the proposals received. The Committee was comprised of the following individuals:
Andrew Bejel, Risk Analyst, Human Resources Department, City of Miami Beach; Elizabeth Miro,
Assistant Director, Property Management Division, City of Miami Beach; Georgette Daniels, Finance
Section Manager, Emergency Operations Department, City of Miami Beach; Susan Rosenthal, Vice
President for Business and Finance, Barry University; Benjamin Nussbaum, Revenue Manager,
Finance Department, City of Miami Beach.
The Evaluation 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 and a copy of each proposal. The Evaluation
Committee was instructed to score and rank each proposal pursuant to the evaluation criteria
established in the RFP. The evaluation process resulted in the ranking of proposers as indicated in
Attachment A. In summary, the Evaluation Committee found that each sole proposer was qualified to
perform the required services in the Category for which each had submitted a proposals, as follows:
• Category 1, Credit Card Processing: Util Auditors, LLC
• Category 2, Insurance Policies: Public Risk Advisors
• Category 5, Elevator Services Agreements: ECS Business Services
The following is a brief summary of the qualifications of the proposers based on the information each
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provided in its proposal to the City.
ECS Business Services
ECS Business Services specializes in auditing services for water, sewer, gas, electric, trash, and
telecom bills, and other monthly fixed costs /monthly client service contracts (i.e., air conditioning and
elevator agreements), insurance, credit card and payroll processing. According to their proposal and
company website, ECS Business Services has been in business nineteen (19) years providing
clients with services directed at reducing business costs by recovering retroactive refunds where
those clients have been charged incorrect rates or tariffs. ECS Business Services' clients include
hotels, hospitals, non - profit organizations and businesses of all sizes.
Some of the highlights of the proposal and oral presentation submitted by ECS Business Services,
as articulated by the Evaluation Committee, include:
• ECS Business Services' experience and knowledge is "top notch."
• Confident ECS Business Services will do a great job.
• Appreciate that ECS Business Services is a local firm.
• ECS Business Services seems to fully understand the scope of services.
• Glad to hear that ECS Business Services has an elevator expert on the consulting team.
Util Auditors, LLC
According to their proposal, Util Auditors, LLC is a consolidated solutions provider in cost reduction
and recovery. They have a successful track record of reducing monthly costs and obtaining
substantial refunds from providers of electricity, gas, waste removal, telecommunications, shipping,
merchant processing, water /sewer and even workers' compensation insurance nationwide. Util
Auditors, LLC represent small and large organizations internationally ranging in size from single
location entities into the Forbes & Fortune top 20, as well as Global 100 firms. Util Auditors, LLC is
headquartered in Deerfield Beach, FL and has been in business there for the past five (5) years.
Some of the highlights of the proposal and oral presentation submitted by Util Auditors, LLC, as
articulated by the Evaluation Committee, include:
• Util Auditors, LLC experience is impressive.
• Util Auditors, LLC provide a broad range of services.
• Appreciate that Util Auditors, LLC is a South Florida firm.
Public Risk Advisors
According to their proposal, Public Risk Advisors has been in business locally for six (6) years
providing audit services of insurance policies, health and accident losses, workers compensation
claims and property claims. They have extensive experience with local governments and privately
held companies, lowering the total cost of risks by tens of millions of dollars. Recent public sector
clients include, City of Miami, City of Hialeah, City of Doral, and Miami -Dade Public Schools.
Some of the highlights of the proposal and oral presentation submitted by Public Risk Advisors, as
articulated by the Evaluation Committee, include:
• Public Risk Advisors has an impressive list of local government clients.
• Public Risk Advisors has the industry knowledge to successfully complete the required
services.
• Public Risk Advisors has demonstrated capability of actually returning significant cost
Page 313 of 1464
recoveries to public sector clients.
CONCLUSION
After reviewing all the submissions and the results of the evaluation process, although the City
received a sole response to each category, I find that the proposals received are from well qualified
firms that have experience in similar cost recovery/control audits. While the RFP included
specifications of the work that would be required for each area, it is now important to negotiate
agreements with each firm that clearly articulates the parameters of each study or cost
recovery/control exercise, and how each proposer will be compensated.
Therefore, I recommend that the Mayor and City Commission approve the Resolution authorizing the
Administration to enter into negotiations with: Util Auditors, LLC, for Category 1, Credit Card
Processing; Public Risk Advisors for Category 2, Insurance Policies; and ECS Business Services for
Category 5, Elevator Services Agreements; further, authorizing the Mayor and City Clerk to execute
an agreement with the successful proposer for each respective proposal category upon conclusion of
negotiations by the Administration.
KEY INTENDED OUTCOMES SUPPORTED
Strengthen Internal Controls To Achieve More Accountability
FINANCIAL INFORMATION
No grant funding will be utilized for this project. The cost of the related services are subject to funds
availability approved through the City's budgeting process.
Legislative Tracking
Finance /Procurement
ATTACHMENTS:
Description
o Attachment A
o Resolution
Page 314 of 1464
REP 2018-081-JC
Cost Control and
Recovery Audit Services
(Credit Card Processing)
Andrew
Bejel
c
12
Georgette
Daniels
Ranking
Elizabeth
Miro
Ranking
Benjamin
Nussbaum
rn
.r
Susan
Rosenthal '
Ranking
Low
Ranking
Aggregate
Totals
Util Auditors, LLC
95.00
1
90.00
1
90.00
1
91.00
1
100.00
1
5
1
Page 315 of 1464
roposal Ste}12 Q ant(ta ve rt h yF
Proposer
Revenue Proposed
Maximum Points
Total Points Awarded
Util
Auditors,
LLC
$130,000.00
35
35
Page 315 of 1464
6uNue>j
1)
0
0
0
0
0
0
0)
0
0
0
0
0
0
0)
0
0
0
ECS Business Services
Total Points Awarded
Maximum Points
N
co
Revenue Proposed
O
O
O
O
N
F9
Page 316 of 1464
RFP 2018.081•JC
Cost Control and Recovery Audit
Services
(Insurance Policies)
Andrew
Bejel
Ranking
Georgette
Daniels
Ranking
Elizabeth
Miro
Ranking
Benjamin
Nussbaum
Ranking
Susan
Rosenthal
Y
ai
Low
Ranking
Aggreqate,
Totals
Public Risk Advisors
90.00
1
85.00
1
95.00
1
94.00
1
98.00
1
5
9
oposaI Ste
tative
Proposer
Revenue Proposed
Maximum Points
Total Points Awarded
Public Risk
Advisors
$160,000.00
35
35
Page 317 of 1464