Resolution 2020-31392 RESOLUTION NO. 2020-31392
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS, PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO.
2020-131-JC, FOR COMPREHENSIVE ENTERPRISE PROPERTY, TENANT,
AND GRANT MANAGEMENT SOFTWARE, WITH BENEVATE INC. DBA
NEIGHBORLY SOFTWARE, THE TOP RANKED PROPOSER FOR BOTH
SUBMITTAL SUB-CATEGORIES OF THE RFP, APPLICATION 1: TENANT
MANAGEMENT SOFTWARE, AND FOR APPLICATION 2: GRANTS
MANAGEMENT SOFTWARE; FURTHER, AUTHORIZING THE MAYOR AND
CITY CLERK TO EXECUTE THE AGREEMENT, UPON CONCLUSION OF
SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, the Housing and Community Services Division ("HCSD") requires a tenant
and grants management system in order to monitor resources generated, housing units data
management, grant-related assistance, housing applicant and tenant profiles, capital
improvements and miscellaneous project tracking; and
WHEREAS, HCSD currently utilizes various spreadsheets and arcane data management
methods for its housing applicant, asset inventory management and grants tracking; and
WHEREAS, HCSD seeks, by way of the following RFP, a modern and efficient software
solution in order to better manage its property, tenant, and grants management operations; and
WHEREAS, on March 18, 2020, the City Commission approved the issuance of Request
for Proposals (RFP) NO. 2020-131-JC, for Comprehensive Enterprise Property, Tenant, and
Grant Management Software ("the RFP"); and
WHEREAS, on April 16, 2020, the RFP was issued; and
WHEREAS, a non-mandatory pre-proposal conference to provide information to the
proposers was held on April 30, 2020; and
WHEREAS, RFP responses were due and received on June 11, 2020; and
WHEREAS, the City received a total of six (6) proposals from the following proposers:
Benevate Inc. dba Neighborly Software; Ciber Global; CPI Solutions; Dulles Technology Partners
Inc.; Houston Technology LLC; and Information Consultants Inc.; and
WHEREAS, the Procurement Department performed due diligence and determined that
all of the proposals received were deemed responsive and responsible; and
WHEREAS, on February 21, 2020, via LTC# 100-2020, the City Manager appointed the
Evaluation Committee (the "Evaluation Committee"), which convened on August 24, 2020, to
consider the proposals submitted; and
WHEREAS,the Evaluation Committee's process resulted in Benevate Inc. dba Neighborly
Software, as the top-ranked proposer for both submittal sub-categories of the RFP, Application 1:
Tenant Management Software, and for Application 2: Grants Management Software; and
WHEREAS, after reviewing the qualifications of each firm, and having considered the
Evaluation Committee's comments and rankings, the City Manager has recommended that the
Mayor and City Commission approve this Resolution authorizing the Administration to enter
into negotiations with Benevate Inc. dba Neighborly Software, as the top ranked proposer.
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 authorizing the
Administration to enter into negotiations, pursuant to Request for Proposals(RFP)NO. 2020-131-
JO, for Comprehensive Enterprise Property, Tenant, and Grant Management Software, with
Benevate Inc. dba Neighborly Software, as the top ranked proposer for both submittal sub-
categories of the RFP,Application 1:Tenant Management Software, and for Application 2: Grants
Management Software; and further, authorize the Mayor and City Clerk to execute the agreement,
upon conclusion of successful negotiations by the Administration.
PASSED AND ADOPTED this day of Ykotbiv2020.
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Dan Gelber, Mayor
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R. ,-el Granado, Ci Clerk
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City Attorney Date
Resolutions- C7 N
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: September 16,2020
SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF
THE CITY MANAGER AUTHORIZING THE ADMINISTRATION TO ENTER
INTO NEGOTIATIONS, PURSUANT TO REQUEST FOR PROPOSALS
(RFP) NO. 2020-131-JC, FOR TENANT AND GRANT MANAGEMENT
SOFTWARE, WITH BENEVATE INC. DBA NEIGHBORLY SOFTWARE, THE
TOP RANKED PROPOSER FOR BOTH TENANT MANAGEMENT AND
GRANT MANAGEMENT CATEGORIES OF THE RFP; FURTHER,
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE THE
AGREEMENT, UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS
BY THE ADMINISTRATION.
RECOMMENDATION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida approve the resolution accepting the City Manager's recommendation pertaining
to bids received, pursuant to Request for Proposals (RFP) No. 2020-131-JC, for
Comprehensive Enterprise Property,Tenant, and Grant Management Software.
BACK GROUND/HISTORY
T h e Housing and Community Services Department ("HCSD")currently utilizes various
spreadsheets and arcane data management methods to manage its housing applicant, asset
inventory and grants tracking efforts.
HCSD determined that an improved solution is required. Therefore, by way of the RFP, HCSD
seeks a modem and efficient software solution in order to better manage its property, tenant, and
grants management operations. The purpose of the RFP is to select a software solution for the
Office of HCSD that will assist in managing its affordable housing units and allow the Department to
achieve compliance with the U.S. Department of Housing and Urban Development("HUD") Code of
Federal Regulations.
HCSD requires that the proposed software solution(s) streamlines its information collection and
workflow management for the following two(2) main areas of functionality: 1) Tenant Management,
and 2) Federal Housing Grants Management. The resulting solution(s) will optimize City staff
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productivity by automating current manual processes.
In addition, applications must integrate with the City's MUNIS ERP system. The software
application(s)will deliver the following two (2)solutions:
1. Tenant Management: The City of Miami Beach must adhere to the HOME rental
program guidelines while admitting new tenants and recertifying existing households on an
annual basis. The incomes of households in the HOME program must not exceed eighty
(80) percent of the area median (High HOME units). In rental projects with five or more
assisted units, at least 20% of the units must be occupied by families with incomes that do
not exceed 50% of the HUD-adjusted median (Low HOME units.) HOME income limits
are published each year by HUD.
The application must capture the income limit table with a corresponding effective date.
Transactions must pick the correct income limit table base on the transaction effective
date. The application should let the administrator enter new income limit tables with a
future date without affecting current calculation. While the 80% rule is currently set to 80%
of the income limit, the rule should not be hard coded in the application. The administrator
should be able to change the threshold in the future if HUD changes the rule.
For application development purposes, rents are determined based on the HOME rent
limits and utility allowances determined by a specific HUD methodology.The application
will offer the following capabilities:
• Asset Management;
• Resident Processing and management tool to track tenant information and historical
data;
• Resident re-exam capability to manage the tenant certification and eligibility
processes; and
• Financial capability to keep track of tenant rent and fees.
2. Grants Management: The City receives federal and state allocations through HUD and
Florida Housing Finance Corporation for HOME, CDBG and SHIP. The respective program
allocations are distributed annually and must be expended on eligible activities delineated in
the City's five-year City's Consolidated Plan. Every year, the City releases a Request for
Proposal (RFP) to solicit eligible affordable housing, capital and public service projects within
the City that will be funded by HOME and CDBG.After the City reviews and approves eligible
applications, sub-recipients must provide a monthly progress report of their expenditures and
project accomplishments. Below are requirements of the proposed software application that
must be included, at a minimum, in the RFP response in order to allow for adequate tracking of
allocated grants funding:
Administrators should have access to the following information:
• Intake and assessment of eligible participants;
• Uploading supporting documentation;
• Scope management;
• Procurement documents;
• Contractor information;
• Project timeline;
• Project budget; and
• Pending tasks;
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Sub-recipients should have access to the following:
• Contractor information;
• Project timelines;
• Project budget;
• Ability to upload draw requests;and
• Ability to upload Section 3 reports and certified payroll.
ANALYSIS
On March 18, 2020, the City Commission approved the issuance of Request for Proposals
(RFP)2020-131-JC, for Comprehensive Enterprise Property, Tenant, and Grant Management
Software ("the RFP"). On April 16, 2020, the RFP was issued. The Procurement Department
issued solicitation notices to 12,961 firms utilizing www.BidSync.com. 113 prospective
proposers accessed the advertised solicitation. A non-mandatory pre-proposal conference to
provide information to prospective proposers was held on April 30, 2020. RFP responses were
due and received on June 11,2020. The City received proposals from the following proposers.
Tenant Management Functionality;
• Benevate Inc. dba Neighborly Software
• CPI Solutions
• Houston Technology LLC
• Information Consultants Inc.
Grants Management Functionality:
• Benevate inc. dba Neighborly Software
• Dulles Technology Partners Inc.
• Ciber Global
• Houston Technology LLC
• Information Consultants Inc
The Procurement Department performed its due diligence and determined that all of the
proposals received were deemed responsive and responsible. On February 21, 2020, via LTC
# 100-2020, the City. Manager appointed the Evaluation Committee (the "Evaluation
Committee"), which convened on August 24, 2020, to consider the proposals submitted. The
Committee was comprised of the following individuals: Cristina Cabrera, CDBG Projects
Coordinator, Office of Housing & Community Services, City of Miami Beach, Ralph Lavaud, IT
Business Analyst, Information Technology Department, City of Miami Beach, Nelson Martinez,
Tenant Services Coordinator, Office of Housing & Community Services, City of Miami Beach,
and Alice Waters, Controller, Office of Housing &Community Services, 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 and a copy of each proposal. The Committee
was instructed to score each proposal pursuant to the evaluation criteria established in the RFP.
Cost was not considered by the Committee in the evaluation process as the RFP required that
the cost be considered by the City Manager in making his award recommendation. The
evaluation process resulted in the ranking of proposers, on qualitative factors, as indicated in
Attachments Al (Tenant Management Software)and A2 (Grants Management Software), in the
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following order.
Application 1. Tenant Management Software:
1st— Benevate Inc.dba Neighborly Software
2nd— Houston Technology LLC
3rd—CPI Solutions
4th— information Consultants Inc.
Application 2. Grant Management Software:
1st—Benevate Inc. dba Neighborly Software
2nd—Dulles Technology Partners Inc.
3rd— Ciber Global
4th—Houston Technology LLC
5th— Information Consultants Inc.
The following is a brief summary of the qualifications of the top ranked proposer, as noted in its
response to the RFP.
Benevate Inc. dba Neighborly Software.
According to its proposal, Benevate Inc. dba Neighborly Software, is software solutions firm
whose suite of products is specifically built for, and used by, public sector housing and
community development professionals. This enables Neighborly Software to incorporate deep
HUD functionality in its respective solutions. Housing, Economic and Community Development
is core to the Neighborly Software mission-in fact, it is the only market they serve.
Headquartered in Atlanta, GA, Neighborly Software was founded in 2016 on the belief that the
administration of housing, economic and community development programs is evolving.
Forward thinking communities want their staff to spend more time maximizing community
investment outcomes and less time on administration, compliance and reporting. This requires
addressing the administrative inefficiencies and financial waste associated with their paper-
based files, manual processes and outdated technology solutions (e.g. Excel spreadsheets or
homegrown technology).
Neighborly Software is a Microsoft partner and leverages the Microsoft Azure Fed RAMP Cloud
for secure encryption, hosting, redundancy, and disaster recovery. Its modem software is
intuitive to use and leads to rapid adoption by both grantees and grantors. Its current clients
include, the City of Pompano Beach, FL, Manatee County, FL, Lee County, FL, Orange
County, FL, Pinellas County, FL, City of West Palm Beach, FL, City of Hialeah, FL, City of
Dallas, TX, and City of Anaheim, CA.
FINANCIAL INFORMATION
Grand funding will be utilized for a portion of this project.
Account(s) For the Grants Amount(s) For the Grants Management: $2,111.57
Management: $18,288.43 For Tenant Management:
131-0530- $980.00$1,764.00$3,920.00$2,646.00
000343-00- $490.00
404-534-00-
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00-00-19310
133-0530-
000343-00-
404-53400-
00-00-19310
For Tenant
Management:
116-4001-
000342116-
4002-000342
116-4003-
000342 116-
4004-000342
116-4007-
000342
CONCLUSION
In reviewing the responses received, the results of the evaluation committee process and the
process submitted by the firms, I find as follows. I believe that the City is fortunate to have
received six (6) responses to the RFP from well qualified firms. It is important to note that
Benevate unanimously received first place ranking for all committee members. ed appear to
have the qualifications and background to assist the City with a robust software solution to its
tenant and grant management tracking.
In considering the Evaluation Committee's comments and the unanimous first place scores,
Benevate has clearly demonstrated that its proposed software solution, industry expertise, past,
government experience, and approach to the City's required scope of services, is exceptional
among other competitors. Further, when considering cost as required by the RFP, not only has
Benevate provided the top-ranked proposal on qualifications and proposed solution, it also
offered significantly more cost effective solutions for both areas of functionality (tenant
management and grant management) than the second-ranked firm for tenant management,
Houston Technology, and the second-ranked firm for grant management, Dulles Technology
Partners, as indicated in the tables below.
Proposed Pricing: (1st Ranked) (2nd Ranked)
Tenant Benevate Inc dba Houston Technology •
ManagementSoftware Neighborly Software LLC
Total $49,200.00 $97,607.00
Proposed Pricing: (1st Ranked) (2nd Ranked)
Grant Management Benevate Inc dba Dulles Technology
Software Neighborly Software Partners Inc
Total $19,400.00 $39,800.00
Since Benevate has provided the best combination of qualifications, functionality and cost, I
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recommend that the Mayor and City Commission approve the Resolution authorizing the
Administration to enter into negotiations, pursuant to Request for Proposals (RFP) NO. 2020-131-
JC, for a tenant management and grant management solution, with Benevate Inc. dba Neighborly
Software, as the top ranked proposer f o r both tenant management and grant management
functionalities; and authorizing the Mayor and City Clerk to execute the agreement upon conclusion
of successful negotiations by the Administration.
Applicable Area
Not Applicable
Is this a"Residents Right Does this item utilize G.O.
to Know" item.pursuant to Bond Funds?
City Code Section 2-14?
No No
Legislative Tracking
Housing and Community Services/Procurement
ATTACHMENTS:
Description
❑ Resolution
❑ Attachment Al
❑ Attachment A2
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_— —___ ---vv-
Evolution
-Evoluution Committee Motive to RFC No.
2020.131.10,for Compru sMiveLow I
8
Enterprlaa Property,Tenant,and Grant Crtattna Cabrera Ralph t.avaud Neilson Martinez Alice water Appnpab iAanapemant Software•APP 1 TENANT a: Totate g
MOAT
Qualitative Quantitative Subtotal Quatttatha Quantitative Subtotal Qualitative Quantitative Subtotal Qualitative Quentmattve Subtotal r
Benevale Inc dba Neighborly Software 90 o90 1 100 _...0. .__ . 100 _1, 95 0 _ 95 1 85 0 85 . 1 4 ,._ 1 ,_
CPI Solutions 70 0 _ _70 2 50 0 ___.__ 50 _2 70 0 70 3 35 0 __ .35 3 10 3
Houston Technology LLC .. 60 0 60 3 50 • 0 -- .__. 2 80._.-�_ 0 80 2 55 0 55 2 9 2._
;Information Consultants Inc 30 0 30 4 30.
I-0__^_ 30 4 55 0 55 4 25 _ 0 _.25 4 j_ 16 4_
_ _.
•
Taal o.patwr..
nopu.n Wow's Palm Iv+R.o-•I
[Benevate Inc dba Neighbor Software_�.._ o _ D
CPI Solutions 0 0
Hol0
ouston Technogy LLC. 0
Information Consultants Inc 0 .-,0
Page 360 of 1855 .
Evaluation Committee restive to RFQ No.
2020-1314C,for Comprehensive Entwistle* N veuNeson Mailings j
Diane Cabrera 1 Nalph Led lAlice Waters
Pronely,Taunt,and Oriel Rammed
il
a , i
Bataan•APP 2 GRANTS SIM i' mods
Qualltathre Quinftellve Subtotal Qualitative Quantitative Subtotal ' Qualitative QuantItative Subtotal Qualitative Quantitattve Subtotal
Benevele Inc dba Neighborly Sofhvare 80 0 BO 1 100 0 100 1 95 0 95 2 85 0 85 1 r 5 1
_ _
_...
Giber Global 70 0 70 3 70 0 70 3 90 0 90 3 50 0 50 4 13 3
- -,-.
Dulles Technology Partners Inc 75 —. 0 75 --2 75 0 75 2 100 0 100 1 75 0 75 2, 7 2
Houston Technology LLC 60 0 60 "."71-- 50 ,"- 0 " "ali 4 65 0 65 4 55 0 . 55 _3,,___
Information Consultar.ts _Inc 40 0 40 5_ 30 0 30--a— 55 0 55 5 25 0 ^ 25 5_ 20 5
_
Proposer _.Peteron's PoIrsts (Vetersn'e) .
Benevate Inc dba Neighborly Software o 11
Ciber Global o o
Dulles Technology Partners Inc
Houston Technology LLC 0 o
----• -
Information Consultants Inc o
. -
•
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