Resolution 2019-30878 RESOLUTION NO: 2019-30878
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER TO AWARD AN AGREEMENT, PURSUANT TO INVITATION
TO NEGOTIATE (ITN) NO. 2017-015-JC FOR MANAGED PRINT SERVICES;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH CANON SOLUTIONS AMERICA, THE TOP-RANKED PROPOSER;
FURTHER, IF THE ADMINISTRATION IS NOT SUCCESSFUL IN
NEGOTIATING AN AGREEMENT WITH CANON SOLUTIONS AMERICA,
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH SHARP ELECTRONICS CORPORATION, THE SECOND-RANKED
PROPOSER; FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO
EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION; AND FURTHER, AUTHORIZING
THE CITY MANAGER TO EXTEND THE EXISTING AGREEMENT WITH
SHARP ELECTRONICS CORPORATION, ON A MONTH-TO-MONTH BASIS,
UNTIL SUCH TIME AS THE NEW AGREEMENT CAN BE EXECUTED AND
SERVICES IMPLEMENTED.
WHEREAS, on July 26, 2017, the City Commission approved the issuance of Invitation
to Negotiate (ITN) No. 2017-015-JC Managed Print Services; and
WHEREAS, proposals received pursuant to this ITN were evaluated in a two-phased
process; Phase I responses were received on November 20, 2017; and
WHEREAS, the City received proposals from the following eight (8) firms: Canon
Solutions America, Inc.; DEX Imaging, Inc.; HP, Inc.; Konica Minolta Business Solutions U.S.A.,
Inc.; Print Operations Group (POG); Sharp Electronics Corporation; Toshiba America Business
Solutions, Inc.; Tinlof Technologies/Xerox; and
WHEREAS, the proposal received from Print Operations Group (POG) was deemed
non-responsive and received no further consideration; and
WHEREAS, the Evaluation Committee, appointed by the City Manager via LTC # 528-
2017, convened on February 2, 2018 to consider the proposals received under Phase I; 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 RFQ; and
WHEREAS, the evaluation process resulted in the ranking of proposers as follows:
Konica Minolta Business Solutions U.S.A., Inc., as the top ranked proposer; Toshiba America
Business Solutions, Inc., as the second ranked proposer; Canon Solutions America, Inc., as the
third ranked proposer; Sharp Electronics Corporation, as the fourth ranked proposer; Tinlof
Technologies / Xerox, as the fifth ranked proposer; DEX Imaging, Inc., as the sixth ranked
proposer; and HP, Inc., as the seventh ranked proposer; and
WHEREAS, on April 6, 2018, the Procurement Department issued Phase II of the ITN
process to the short-listed proposers; and
WHEREAS, on April 5, 2019, the City received proposals in response to Phase II of the
ITN; and
WHEREAS, DEX Imaging, Inc. did not submit a proposal for Phase II of the Project; and
WHEREAS, several proposals were determined to be non-responsive and not entitled to '
any further consideration, namely, the proposal received from HP, Inc., which was deemed
nonresponsive for failure to submit a signed cost proposal form as required by the ITN, and the
proposals received from Tinlof Technologies/Xerox and Konica Minolta, which were deemed
nonresponsive for failure to meet the all-inclusive cost requirements of the ITN; and
WHEREAS, the Evaluation Committee, appointed by the City Manager via LTC # 213-
2019, convened on May 10, 2019 to consider the technical proposals received under Phase II;
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 RFQ; and
WHEREAS, the evaluation process resulted in the ranking of proposers as follows:
Canon Solutions America, as the top ranked proposer; Sharp Electronics Corporation, as the
second ranked proposer; and Toshiba America Business Solutions, Inc., as the third ranked
proposer; and
WHEREAS, after reviewing all the submissions and the results of the evaluation
process, I concur with the Evaluation Committee in finding that Canon Solutions America
provided the best overall combination of experience/qualifications, approach and methodology,
and cost.
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 relating to Invitation to
Negotiate (ITN) NO. 2017-015-JC for Managed Print Services, and authorize the Administration
to enter into negotiations with Canon Solutions America, the top-ranked proposer; further, if the
Administration is not successful in negotiating an agreement with Canon Solutions America,
authorize the Administration to enter into negotiations with Sharp Electronics Corporation, the
second-ranked proposer; further, authorize the Mayor and City Clerk to execute an agreement
upon conclusion of successful negotiations by the Administration; and further authorize the City
Manager to extend the existing agreement with Sharp Electronics Corporation, on a month-to-
month basis, until such time as the new agreement can be executed and services implemented.
PASSED AND ADOPTED this 17 day of �0 2019.
ATTES101C T:
J.A.1 11.1tt"t‘
RAFAEL E. GRANADO, CITY CLERK DAN GELBER, MAYOR
T:\Agenda\2019\07 July\Procurement\ITN 2017-015-JC Doc.Management\ITN 2017-015-JC Doc Mgmt-Resov4 06 28 19.doc
APPROVED AS TO
BF a►, FORM &LANGUAGE
. '40 4., &FOR EXECUTION
i.INCORPIORATEDI \le\1
City Attorney Date
;AL' .•H...2..6n N
►, H2q"..'`�' _
Resolutions -C7 G
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: July 17, 2019
SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF
THE CITY MANAGER TO AWARD AN AGREEMENT, PURSUANT TO
INVITATION TO NEGOTIATE (ITN) NO. 2017-015-JC FOR MANAGED
PRINT SERVICES; AUTHORIZING THE ADMINISTRATION TO ENTER
INTO NEGOTIATIONS WITH CANON SOLUTIONS AMERICA, THE TOP-
RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS NOT
SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH CANON
SOLUTIONS AMERICA, AUTHORIZING THE- ADMINISTRATION- TO
ENTER INTO NEGOTIATIONS WITH SHARP ELECTRONICS
CORPORATION, THE SECOND-RANKED PROPOSER; FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY
THE ADMINISTRATION; AND FURTHER, AUTHORIZING THE CITY
MANAGER TO EXTEND THE EXISTING AGREEMENT WITH SHARP
ELECTRONICS CORPORATION, ON A MONTH-TO-MONTH BASIS, UNTIL
SUCH TIME AS THE NEW AGREEMENT CAN BE EXECUTED AND
SERVICES IMPLEMENTED.
RECOMMENDATION
Adopt the resolution accepting the recommendation of the City Manager to award an
agreement, pursuant to Invitation to Negotiate (ITN)2017-015-JC for managed print services.
ANALYSIS
The City currently has a contract with Sharp Business Systems for multi-function equipment
(copiers & scanners) utilized by all City departments, which expires on August 31, 2019.
Anticipating the expiration of the current contract, the City's Information Technology
Department, is seeking proposals for a replacement contract for the required multi-function-,
equipment, as well as add network printers and a document management solution to the
replacement contract. The goal for the new contract, through the document management
solution, is to reduce the City's use of paper and other items (e.g., toner)that are costly and are
not environmentally preferable solutions.
To seek proposals for a replacement contract, Invitation to Negotiate (ITN) was issued. The
Page 287 of 1502
ITN sought proposals from qualified firm(s) to provide City departments with a new fleet of
Multi-Function Devices (MFD) and implementation of Managed Print Services (MPS)solutions,
to assist the City in gaining control over printing output and costs, reducing paper, and
converting paper-based processes (e.g., routing approvals) into automated, digital processes
that streamline workflow and improve productivity. The services required pursuant to the ITN
may include (but not be limited to):
• provide multi-function network devices (copiers, scanners, fax machines) and network
printers to meet the needs of departments;
• equip all equipment with rules-based software that allows users to monitor, manage and
optimize print output and reduce costs;
• provide for electronic routing and associated workflow for form creation and document
approvals;
• provide exceptional help desk support, technical service, maintenance, toner supply
replacement and other consumables (excluding paper);
• manage all network printers in the same/similar manner;
• conduct a thorough assessment to determine appropriate equipment for each functional
area of the City;
• design a roadmap to reduce printing costs while meeting the operational need;
• proactively identify and address potential printing problems and replenish supplies before
stakeholders are negatively affected;
• assist the City in reducing environmental footprint through printing less paper, consuming
less energy, generating fewer greenhouse gases and keeping waste out of landfills; and
• assign dedicated account representatives as mutually agreed upon by the City and the
contractor.
The overall objective for this engagement is to create efficiencies that will simultaneously yield
both a print and copier management solution which meets all of the City's current needs, as well
as providing a layer of intelligence that will align with the City's "Green" initiatives for
environmental sustainability, while also lowering the total cost of ownership (TCO), carbon
footprint and peripheral waste to the City of Miami Beach.
ITN PROCESS-PHASE I
On July 26, 2017, the City Commission approved the issuance of Invitation to Negotiate (ITN)
No. 2017-015-JC Managed Print Services. On July 27, 2017, the ITN was issued. A voluntary
pre-proposal conference to provide information to the proposers submitting a response was
held on August 14, 2017.
The ITN stated that Proposals received pursuant to this ITN will be evaluated in a two-phased
process (Phase I and Phase I I):
1. Phase I will consider proposer qualifications only. Best qualified proposers may be
authorized to continue onto Phase I I. Following Phase I evaluation, the City Manager may
authorize all firms to be eligible for Phase I I or may submit a recommendation to the City
Commission to short-list a number of best qualified firms. Following an authorization from
the City to continue onto Phase II.
2. Phase II will consider technical proposals (equipment/software, approach and
methodology, maintenance and operations plan)and cost proposal.
Phase I responses were due and received November 20, 2017. The City received proposals
from the following eight(8)firms:
• Canon Solutions America, Inc.
Page 288 of 1502
• DEX Imaging, Inc.
• HP, Inc.
• Konica Minolta Business Solutions U.S.A., Inc.
• Print Operations Group (POG)
• Sharp Electronics Corporation
• Toshiba America Business Solutions, Inc.
• Tinlof Technologies/Xerox
The proposal received from Print Operations Group (POG) was deemed nonresponsive and
received no further consideration.
The Evaluation Committee, appointed by the City Manager via LTC # 528-2017, convened on
February 2, 2018 to consider the proposals received under Phase I. The Committee was
comprised of Cheryl Gomez, Financial Analyst, Finance Department, City of Miami Beach;
Elizabeth Miro,Administrative Services Manager, Property Management Division, City of Miami
Beach;Alejandro Mouro, Project Manager, Police Department, City of Miami Beach; Fernando
Pestana, Senior Management and Budget Analyst, Office of Budget and Performance
Improvement, City of Miami Beach; Frank Quintana, Division Director, Information Technology
Department, City of Miami Beach; Lupita Ramos, Senior Administrative Manager, City Attorney,
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
general information on the scope of services, references, and a copy of each proposal. The
Committee was instructed to score and rank each proposal pursuant to the evaluation criteria
established in the ITN. The evaluation process resulted in the ranking of proposers as follows:
1st Konica Minolta Business Solutions U.S.A., Inc.
2nd Toshiba America Business Solutions, Inc.
3rd Canon Solutions America, Inc.
4th Sharp Electronics Corporation
5th Tinlof Technologies/Xerox
6th DEX Imaging, Inc.
7th HP, Inc.
Staff determined that all seven (7) responding firms were qualified to perform the work outlined
in the ITN. Therefore, as stipulated in the ITN, the City Manager approved for all firms to
proceed into Phase II of the solicitation process in which technical proposals and cost are to be
considered.
ITN PROCESS — PHASE II
On April 6, 2018, the Procurement Department issued Phase II of the ITN process to the
short-listed proposers. A pre-proposal conference to provide information to the short-listed
proposers was held on April 18, 2018 and on August 29, 2018. On April 5, 2019, the City
received proposals in response to Phase II of the ITN from the following short-listed
proposers:
• Konica Minolta Business Solutions U.S.A., Inc.
• Toshiba America Business Solutions, Inc.
• Canon Solutions America, Inc.
Page 289 of 1502
• Sharp Electronics Corporation
• Tinlof Technologies/Xerox
• HP, Inc.
DEX Imaging, Inc. did not submit a proposal for Phase II of the Project. The proposal
received from HP, Inc. for failure to submit a signed cost proposal form as required by the ITN,
and cannot be considered. The proposals received from Tinlof Technologies/Xerox and Konica
Minolta were deemed nonresponsive for failure to meet the all-inclusive cost requirements of
the ITN, and cannot be further considered.
The Evaluation Committee, appointed by the City Manager via LTC # 213-2019, convened on
May 10, 2019 to consider the technical proposals received under Phase I I. The Committee
was comprised of Cheryl Gomez, Financial Analyst, Finance Department, City of Miami Beach;
Elizabeth Miro, Administrative Services Manager, Property Management Division, City of Miami
Beach;Alejandro Mouro, Project Manager, Police Department, City of Miami Beach; Fernando
Pestana, Senior Management and Budget Analyst, Office of Budget and Performance
Improvement, City of Miami Beach; Frank Quintana, Division Director, Information Technology
Department, City of Miami Beach; Flavia Tonioli, Sustainability Manager, Environment and
Sustainability 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
general information on the scope of services, a copy of each proposal, and engaged in a
question and answer session with each proposer. The Committee was instructed to score and
rank each proposal pursuant to the evaluation criteria established in the ITN for Phase I I. The
evaluation process resulted in the ranking of proposers in the following order:
1st Canon Solutions America
2nd Sharp Electronics Corporation
3rd Toshiba America Business Solutions, Inc.
A brief description of the top three (3) proposers, as provided in their response to the ITN,
follows.
Canon Solutions America
Canon Solutions America, Inc. is the strategic partner with the resources, technology, and
customer focus to help the City meet their needs and overall goals. We offer the expertise and
experience that is required to manage a fleet such as the one being proposed in our response.
Canon understands that national, state, and local government agencies face diverse challenges,
as they are regularly impacted by political, social, and economic changes. Often, reduced
budgets drive agencies to improve their cost efficiencies, while simultaneously securing
confidential information, maintaining Section 508 accessibility compliance, and working more
environmentally responsibly.
Canon Solutions America, Inc. offers in our proposal hardware and software solutions to help
the City overcome today's challenges, allowing you to focus on providing high quality services to
the community you serve. By implementing Canon's solutions, the City can realize improved
efficiencies, prevent overuse of costly device functions, secure the working environment, and
comply with a variety of regulations.
Page 290 of 1502
Sharp Electronics Corporation
Sharp Business Systems a direct subsidiary of Sharp Electronics excels in Four Business to
Business Pillars:
1. Document(Any Print on Paper Device, authenticated using Active-Directory)
2. Imaging ( I mages Scanned and retrieved using existing or proposed Workflow
Software)
3. Collaboration (Visual Displays for Training, Conference & Digital Signage)
4. Managed Network Services . ( Mobile device Management BYOD, Project
I mplementations)
Toshiba
As a globally-recognized leader in the areas of managed print services, security, environmental
and document assessment, asset management and fleet optimization, Toshiba has one of the
most developed, yet flexible programs in the industry. Its approach blends innovative solutions,
quality products, expedient service, strong account management, and creative pricing solutions.
Today, Toshiba MFDs are used around the globe in more than 180 countries, with direct
operations in 24 countries and are continuing to expand our sales and service offerings into
other emerging markets. Toshiba's products have long been the preferred choice in North
America, Europe and Japan, and we boast the #1 market share in China for the past eleven
years. Toshiba ranks 5th overall in the industry per Gartner, a leading industry research firm.
Toshiba Corporation is ranked 169th on Fortune's Global 500 list for 2016 higher than all of our
other competitors.
CONCLUSION
After reviewing all the submissions and the results of the evaluation process, I concur with the
Evaluation Committee in finding that Canon Solutions America provided the best overall
combination of experience/qualifications, approach and methodology, and cost. Frankly, all of
the respondents provided excellent equipment and service solutions with some small variances
among each proposal. However, given the recent budget constraints, it is important to assure
that the City is selecting the most cost-effective solution. In that regard, I find that Canon
Solutions America, in addition to being ranked by the Evaluation Committee as the overall top
ranked solution before considering pricing, also offered the lowest overall cost of all the
proposals submitted. This is the case even if one were to consider proposals from vendors
that did not meet the City's all-inclusive (equipment + service) single monthly rate requirement,
but proffered an alternative solution based on a monthly equipment rate with an additional cost-
per-copy charge for every copy made, alleging that such a solution would be more cost-
effective than an all-inclusive rate. In fact, both of the vendors that proposed such an alternative
solution would ultimately be less cost-effective than Canon's all-inclusive cost proposal.
Therefore, based on having provided the best overall combination of experience/qualifications,
equipment and cost, I recommend that the Mayor and City Commission approve the Resolution
authorizing the Administration to enter into negotiations with Canon Solutions America, the top-
ranked proposer; and, if the Administration is not successful in negotiating an agreement with
Canon Solutions America, authorizing the Administration to enter into negotiations with Sharp
Electronics Corporation, the second-ranked proposer; and, authorizing the Mayor and City Clerk
to execute an agreement upon conclusion of successful negotiations by the Administration;
further authorizing the City Manager to extend the existing agreement with Sharp Electronics
Corporation, on a month-to-month basis, until such time as the new agreement can be executed
Page 291 of 1502
and services implemented.
FINANCIAL INFORMATION
The costs of the related services are subject to funds availability approved through the City's
budgeting process. It is not anticipated that grant funding will be utilized for this project.
Legislative Tracking
Information Technology/Procurement
ATTACHMENTS:
Description
o Attachment A
o Resolution
Page 292 of 1502
Invitation to Negotiate(ITN)N0.2617-015- Cheryl Gomez YElirabeth Miro s Alejandro Mouro — Fernando -`Pestana Frank Quintana Flavia Ton6ll LOW
X for Managed Print Services(Phase II) '� Aggregate x
Qualitative Quantitative Subtotal Qualitative Quantitative Subtotal a qualitative Quantitative Subtotal Qualitative Quantitative Subtotal Qualitative Quantitative Subtotal Qualitative Quantitative Subtotal Totals
Canon Solutions America 60 30 90 1 69 _ 30 99 1_ 62 30 _ 92 1 66 30 98 1 70 30 100 1 67 30 97 1 6 1
Sharp Electronics Corporation 50 27 77 _2 63 27 90 2 57 27 84 2 61 _ 27 88 2 65 27 92 2 63 27 90 2 12 2
Toshiba 35 29 64 3 45 29 74 3 40 29 69 3 53 29 82 3 40 29 69 3 56 29 85 3 18 3
Total Pa.
a /333,30.1
Canon Solutions America 1 303...3.30 30
Sharp Electronics Corporation r mrtau 30 On
Toshiba a 293.094vo ro s
•
•
•
Page 293 of 1502