2003-25322 ResoRESOLUTION NO. 2003-25322
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 RECEIVED PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 35-02/03, FOR THE PURCHASE OF A
PARKING MANAGEMENT SOFTWARE; AUTHORIZING THE ADMINISTRATION TO
ENTER INTO NEGOTIATIONS WITH THE FIRM OF T-2 SYSTEMS; AND IF
NEGOTIATIONS ARE SUCCESSFUL, AUTHORIZING THE MAYOR AND CITY CLERK
TO EXECUTE AN AGREEMENT WITH T-2 SYSTEMS; FURTHER APPROPRIATING
$184,000 FROM PARKING REVENUE BOND FUND 481, AND APPROVING THE
ESTABLISHMENT OF A WORK ORDER FOR THE PROJECT.
WHEREAS, the City's existing parking software is outdated and lacks the capabilities to
meet the needs and expectations that are commonplace in today's "electronic" business world;
and
WHEREAS, in the City's continued effort to improve parking services to residents and
visitors alike, on March 25, 2003, the City issued Request for Proposals (RFP) No. 35-02/03 for
the purchase of a state-of-the-art parking permit management system (the "RFP"); and
WHEREAS, one of the Administration's goals is to provide a wide range of parking services
via the Internet, this would include sale/renewal of residential and business permits, access
cards, parking smart cards, meter rentals, and a number of other services; and
WHEREAS, the Parking Department, in conjunction with the Information Technology
Department, worked closely in the selection of the consultant and development of the scope of
work and specifications; and
WHEREAS, Bier and Associates conducted a Needs Analysis of the Parking Department's
Customer Service operations, including software/hardware capabilities; and
WHEREAS, Bier and Associates developed scope of work, technical specifications, system
requirements, and assessed the numerous software products currently on the market in order to
formulate a comprehensive package that will address the Parking Department's needs, the
following are the general system requirements:
· Reduce our workload
· Help better manage our communications with customers
· Improve/Enhance our permit sales
· Reduce office traffic by allowing customers to apply for, as well as purchase, permits via the
Internet
· Help us obtain useful reports for system analysis, problem resolution, overall efficiency, etc.
· Enhance our image to our customers
· Improve the planning and management of special events, the allocation of departmental
resources, and financial transactions and invoices associated with special events
· Save time by incorporating a relational database that contains permits, vehicles, and
customers (i.e. permit holders, persons responsible for permits, etc.); and
WHEREAS, on March 25, 2003, RFP No. 35-02/03 was issued, and on April 30, 2003,
proposals from the following four (4) firms were received in Procurement: EDC Corp, Cardinal
Tracking, Iparq and T-2 Systems; and
WHEREAS, Letter to Commission (LTC)' No. 1~7-2003, appointed the following individuals
to serve as members of the evaluation committee:
Vivian Guzman, CMB Neighborhood Services and Chair of Committee
William St. Laurent, Resident
Gabriela Doria-Simpson, Transportation and Parking Committee
Kenny Wright, CMB Parking Dept.
James Stamos, CMB Parking Dept.
James Sutter, CMB internal Auditing
Richard Zuech, CMB I.T. Department; and
WHEREAS, on July 23, 2003, the Evaluation Committee (the "Committee") met for the first
time and short-listed three (3) of the four firms for presentations, the three firms selected for
presentations were Cardinal Tracking, EDC and T-2 Systems; and
WHEREAS, the firm of EDC declined the invitation to present its proposal before the
Committee; and
WHEREAS, on August 20, 2003, Cardinal Tracking and T-2 Systems were given one hour
presentations which included demonstration of software, question and answers; and
WHEREAS, upon completion of presentations, and question and answer sessions, the
Committee deliberated and ranked T-2 Systems, as the top-ranked firm, and Cardinal Tracking
as second-ranked firm, the Committee scored and ranked each firm as follows:
T-2 Systems
Cardinal Tracking
592 points (7 first place votes)
544 points (7 second place votes); and
WHEREAS, the City Manager concurs with the Committee's recommendation.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission accept the
recommendation of the City Manager pertaining to the ranking of proposals received pursuant to
Request for Proposals (RFP) No. 35-02/03, for the purchase of a parking management
software; authorize the Administration to enter into negotiations with the firm of T-2 Systems for
the purchase of a parking management software, and if negotiations are successful, authorize
the Mayor and City Clerk to execute an agreement with T-2 Systems; further appropriating
$184,000 from Parking Revenue Bond Fund 481, and approving the establishment of a work
order for the Project.
PASSED and ADOPTED this 10th day of
September , 2003.
L-"F [~ ,--- Mayor
Al-rEST:
City Clerk
T:~AGENDA\2003\sep1003\regular\ParkingSoftwareReso.doc
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution that Accepts the Recommendation of the City Manager Pertaining to the Ranking of
Proposals Received Pursuant to Request for Proposals (RFP) No. 35-02/03, for the Purchase of a
Parking Management Software; Authorizing the Administration to Enter Into Negotiations with the Firm of
T-2 Systems for the Purchase of a Parking Management Software; And if Negotiations are Successful,
Authorize the Mayor and City Clerk to Execute an Agreement with T-2 Systems; Further Appropriating
$184,000 from Parking Revenue Bond Fund 481 and the Establishment of a Work Order for the Project.
IShall the City Commission accept the City Manager's ranking of fir..m, s; sha. II !he City C. ommission aut?orize.
negotiations; shall the City Commission authorize the Mayor and City Clerk to execu[e an agreement; ana
shall the City Commission appropriate $184,000 from the Parking Revenue Bond Fund 4817
Item Summary/Recommendation:
The existing parking software is outdated and lacks the capabilities to meet the needs and expectations that
are commonplace in today's "electronic" business world. In the City's continued effort to improve [parking]
services to residents and visitors alike, a state-of-the-art parking permit management system
(software/hardware) RFP was issued. The goal is to provide a wide range of parking services via the
Internet. This would include: sale/renewal of residential and business permits, access cards, parking smart
cards, meter rentals, and a number of other services. In order to meet this goal, the first step is to procure a
web enabled parking management software system.
On July 23, 2003, the Eva uat~on Corem ttee (the "Comm'ttee') met for the first time and short-listed three (3)
of the four firms for presentations. The three firms selected for presentations were Cardinal Tracking, EDC
and T-2 Systems. However, the firm of EDC declined the invitation to present their proposal before the
Committee because firms were required to provide a residency confirmation system, currently EDC does not
have a system to positively identify true Miami Beach residency.
On August 20, 2003, Cardinal Tracking and T-2 Systems were given one hour presentations which included
demonstration of software, question and answers.
Upon completion of presentations and question and answer sessions, the Committee deliberated and ranked
T-2 Systems as the top-ranked firm and Cardinal Tracking as second-ranked firm.
ADOPT THE RESOLUTION.
Advisory Board Recommendation:
J N/A.
Financial Intorma[Ion:
Source of Amount Account Approved
Funds: 1 $184,000 Parking Revenue Bond Fund 481
2
3
4
Finance Dept. Total
City Clerk's O~ice Legislative Tracking:
I Saul Frances, ext. 6483
Sign-Offs:
Department Director A_=_=!~tant City Manager City Manager
T:~,C~NDA~2003\sepl003\consent\Summary. ParkingS°ftware'd°c ~/~'
AGENDA ITEM
DATE
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 · ~
www.miamibeachfl.gov ~
To:
From:
Subject:
COMMISSION MEMORANDUM
Date: September 10, 2003
Mayor David Dermer and
Members of the City Commission
Jorge U. Gonzalez ~? ~
City Manager Vt~
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 RECEIVED PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 35-02103, FOR THE
PURCHASE OF A PARKING MANAGEMENT SOFTWARE;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH THE FIRM OF T-2 SYSTEMS FOR THE
PURCHASE OF A PARKING MANAGEMENT SOFTWARE; AND IF
NEGOTIATIONS ARE SUCCESSFUL, AUTHORIZE THE MAYOR
AND CITY CLERK TO EXECUTE AN AGREEMENT WITH T-2
SYSTEMS; FURTHER APPROPRIATING $184,000 FROM PARKING
REVENUE BOND FUND 481 AND THE ESTABLISHMENT OF A
WORK ORDER FOR THE PROJECT.
FUNDING:
$184,000 Funds are available from Parking Revenue Bond Fund 481 for the purpose of
purchasing and installing a parking management software. The following is
breakdown of the funds to be expended:
Parking Management Software
Hardware (Server)
Contingency (20%)
$153,000
$ 25,000
$ 31,000
$184,000
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
ANALYSIS:
The existing parking software is outdated and lacks the capabilities to meet the needs and
expectations that are commonplace in today's "electronic" business world. In the City's
continued effort to improve [parking] services to residents and visitors alike, a state-of-the-
art parking permit management system (software/hardware) RFP was issued. One of the
Commission Memorandum
September 10, 2003
Page 2
Administration's goals is to enhance e-government services. The goal is to provide a wide
range of parking services via the Internet. This would include: sale/renewal of residential
and business permits, access cards, parking smart cards, meter rentals, and a number of
other services. In order to meet this goal, the first step is to procure a web enabled parking
management software system.
The Administration contracted Bier and Associates, Inc, as a consultant, to provide
technical expertise in parking industry business solutions. The Parking Department in
conjunction with the Information Technology Department worked closely in the selection of
the consultant and development of the scope of work and specifications. Specifically, Bier
and Associates conducted a Needs Analysis of the Parking Department's Customer
Service operations, including software/hardware capabilities. Clearly, the technology
currently in place has served its purpose; however, it is not suited to meet future demands.
Bier and Associates developed scope of work, technical specifications, system
requirements, and assessed the numerous software products currently on the market in
order to formulate a comprehensive package that will address all of the Department's
needs. The following ara the general system requirements:
· Reduce our workload
· Help better manage our communications with customers
· Improve/Enhanceour permit sales
· Reduce office traffic by allowing customers to apply for, as well as purchase, permits
via the Internet
· Help us obtain useful reports for system analYSis, problem resolution, overall efficiency,
etc.
· Enhance our image to our customers
· Improve the planning and management of special events, the allocation of
departmental resources, and financial transactions and invoices associated with special
events
· Save time by incorporating a relational database that contains permits, vehicles, and
customers (i.e. permit holders, persons responsible for permits, etc.)
Provide a better system for tracking: vehicles that have been towed or have been approved
for tow, the status/location of towed vehicles, as well as the fine accrual while in impound
RFP Process:
At its regular meeting on February 26, 2002, the Mayor and City Commission authorized
the issuance of a Request for Proposals (RFP) for the purchase of a Parking Management
Software System. On March 25, 2003, RFP 35-02/03 was issued. On April 30, 2003,
proposals from the following four (4) firms were received in Procurement: EDC Corp,
Cardinal Tracking, Iparq and T-2 Systems.
Letter to Commission (LTC) No. 127-2003, appointed the following individuals to serve as
members of the evaluation committee:
Commission Memorandum
September 10, 2003
Page 3
Vivian Guzman, CMB Neighborhood Services and Chair of Committee
William St. Laurent, Resident
Gabriela Doria-Simpson, Transportation and Parking Committee
Kenny Wright, CMB Parking Dept.
James Stamos, CMB Parking Dept.
James Sutter, CMB Internal Auditing
Richard Zuech, CMB I.T. Department
On July 23, 2003, the Evaluation Committee (the "Committee") met for the first time and
short-listed three (3) of the four firms for presentations. The three firms selected for
presentations were Cardinal Tracking, EDC and T-2 Systems. However, the firm of EDC
declined the invitation to present their proposal before the Committee because firms were
required to provide a residency confirmation system, currently EDC does not have a
system to positively identify true Miami Beach residency.
On August 20, 2003, Cardinal Tracking and T-2 Systems were given one hour
presentations which included demonstration of software, question and answers.
Upon completion of presentations and question and answer sessions, the Committee
deliberated and ranked T-2 Systems as the top-ranked firm and Cardinal Tracking as
second-ranked firm. Said ranking was based on the following weighted factors and criteria:
Factors: Wei.qht
Experience 20%
Compliance with Technical Specifications 30%
15%
Technical Support 25%
Cost
Financial Stability 10%
The Committee scored and ranked each firm as follows:
T-2 Systems
Cardinal Tracking
592 points (7 first place votes)
544 points (7 second place votes)
CONCLUSION:
The Administration recommends that the Mayor and City Commission authorize the
Administration to enter into negotiations with T-2 Systems for the purchase of a parking
management software, and if negotiations are successful, authorize the Mayor and City
Clerk to execute an agreement with T-2 Systems and further approve an appropriation in
the amount of $184,000 from Parking Revenue Bond Fund 481 and the establishment of a
work order.
C~S:GL;SF
T:~AGENDA~003~sep1003~onsent~PaddngSoftwareSystem.doc