Resolution 2022-31978RESOLUTION NO. 2022-31978
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER, PERTAINING TO REQUEST FOR QUALIFICATIONS NO.
2021 -322 -ND, FOR UTILITY BILL AUDITING & EXPENSE REDUCTION
CONSULTING SERVICES — GAS & ELECTRIC; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH TROY & BANKS
CONSULTANTS, THE TOP RANKED PROPOSER; FURTHER, IF THE
ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT
WITH TROY & BANKS CONSULTANTS, AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE ERIC RYAN
CORPORATION, AS THE SECOND RANKED PROPOSER; FURTHER, IF THE
ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT
WITH THE ERIC RYAN CORPORATION, AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH BOTTOM LINE
CONCEPTS, LLC, AS THE THIRD RANKED PROPOSER; AND FURTHER
AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AN
AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY
THE ADMINISTRATION.
WHEREAS, on May 7, 2021, the Mayor and City Commission authorized the issuance of
Request for Qualifications (RFQ) 2021 -322 -ND for Utility Bill Auditing & Expense Reduction
Consulting Services — Gas & Electric (the "RFQ"); and
WHEREAS, on July 28, 2021, the RFQ was issued; and
WHEREAS, a voluntary pre -proposal meeting was held on August 12, 2021; and
WHEREAS, on September 20, 2021, the City received a total of 4 proposals; and
WHEREAS, on September 6, 2021, the City Manager, via Letter to Commission No. 367-
2021, appointed an Evaluation Committee consisting of the following individuals: Rodney
Knowles, Greenspace Division Director, Public Works Department; Manny Marquez, Assistant
Director, Finance Department; Elizabeth Miro, Assistant Director, Facilities and Fleet
Management Department; and Yanira Pineda, Sustainability Coordinator, Environment and
Sustainability Department; and
WHEREAS, the Evaluation Committee convened on October 20, 2021 to review and score
the proposals; and
WHEREAS, the Evaluation Committee received 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 Evaluation Committee was instructed to score and rank each proposal
pursuant to the evaluation criteria established in the RFQ; and
WHEREAS, the Evaluation Committee process resulted in the ranking of proposers as
follows: Troy & Banks Consultants, as the top ranked proposer; The Eric Ryan Corporation, as
the second ranked proposer; Bottom Line Concepts, LLC, as the third ranked proposer; and
Influctec, Inc., as the fourth ranked proposer; and
WHEREAS, after reviewing all of the submissions and the Evaluation Committee's
rankings and commentary, the City Manager concurs with the Evaluation Committee and
recommends that the Mayor and City Commission authorize the Administration to enter into
negotiations with Troy & Banks Consultants, the top ranked proposer; further, if the Administration
is not successful in negotiating an agreement with Troy & Banks Consultants, authorize the
Administration to enter into negotiations with The Eric Ryan Corporation, as the second ranked
proposer; further, if the Administration is not successful in negotiating an agreement with The Eric
Ryan Corporation, authorize the Administration to enter into negotiations with Bottom Line
Concepts, LLC, as the third ranked proposer; and further authorize the City Manager and City
Clerk to execute an agreement upon conclusion of successful 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, pertaining to Request For
Qualifications No. 2021 -1322 -ND for Utility Bill Auditing & Expense Reduction Consulting
Services - Gas & Electric, authorize the Administration to enter into negotiations with Troy &
Banks Consultants, the top ranked proposer; further, if the Administration is not successful in
negotiating an agreement with Troy & Banks Consultants, authorize the Administration to enter
into negotiations with The Eric Ryan Corporation, as the second ranked proposer; further, if the
Administration is not successful in negotiating an agreement with The Eric Ryan Corporation,
authorize the Administration to enter into negotiations with Bottom Line Concepts, LLC, as the
third ranked proposer; and further authorize the City Manager and City Clerk to execute an
agreement upon conclusion of successful negotiations by the Administration.
PASSED and ADOPTED this �o
ATTEST:�`� >�
ORATE
• ;''.5r ear, c
day of 7Q'"kg'" 2022
E. GRANADO, CITY CLEFtk" DAN GELBER, MAYOR
JAN 2 5 2022
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
—(-Y -(� - I t *- kZ-- Z
City Attorney jW-4-4 f Date
C7 -Resolutions L
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Alina T. Hudak, City Manager
DATE: January 20, 2022
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF
THE CITY MANAGER, PERTAINING TO REQUEST FOR QUALIFICATIONS
NO. 2021 -322 -ND, FOR UTILITY BILL AUDITING AND EXPENSE
REDUCTION CONSULTING SERVICES - GAS AND ELECTRIC;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH TROY AND BANKS CONSULTANTS, THE TOP RANKED
PROPOSER; FURTHER, IF THE ADMINISTRATION IS NOT SUCCESSFUL
IN NEGOTIATING AN AGREEMENT WITH TROY AND BANKS
CONSULTANTS, AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH THE ERIC RYAN CORPORATION, AS THE
SECOND RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS
NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE ERIC
RYAN CORPORATION, AUTHORIZING THE ADMINISTRATION TO ENTER
INTO NEGOTIATIONS WITH BOTTOM LINE CONCEPTS, LLC, AS THE
THIRD RANKED PROPOSER; AND FURTHER AUTHORIZING THE CITY
MANAGER AND CITY CLERK TO EXECUTE AN AGREEMENT UPON
CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE
ADMINISTRATION.
RECOMMENDATION
It is recommended that the Mayor and City Commission approve the Resolution authorizing the
Administration to negotiate with Troy & Banks Consultants, as the top ranked proposer, for utility
bill auditing & expense reduction consulting services — gas & electric. If the Administration is not
successful in negotiating an agreement with Troy & Banks Consultants, authorize the
Administration to enter into negotiations with The Eric Ryan Corporation, as the second ranked
proposer. If the Administration is not successful in negotiating an agreement with The Eric Ryan
Corporation, authorizing the Administration to enter into negotiations with Bottom Line Concepts,
LLC, as the third ranked proposer. Further authorizing the City Manager and City Clerk to
execute an agreement upon conclusion of successful negotiations by the Administration.
BACKGROUND/HISTORY
In order to maximize resources, the Administration periodically reviews its accounts for various
utilities to assure that invoices reflect the rates that the City should be paying and are inclusive of
Page 318 of 1313
all discounts to which the City may qualify. These services are known as utility bill auditing and
expense reduction services and are typically performed by third -party firms with industry -specific
expertise. Through the RFQ, the City requested qualifications from firms experienced in utility
bill auditing and related expense reduction, primarily for electric and gas utilities.
ANALYSIS
On July 28, 2021, the Mayor and City Commission authorized the issuance of Request for
Qualifications (RFQ) 2021 -322 -ND for Utility Bill Auditing & Expense Reduction Consulting
Services — Gas & Electric. On July 30, 2021, the RFQ was issued. A voluntary pre -proposal
conference to provide information to proposers submitting a response was held on August 12,
2021. Two addenda were issued. The Department issued bid notes to 5,596 companies
through the e -procurement system, with 56 prospective bidders accessing the advertised
solicitation. RFQ responses were due and received on September 20, 2021. The City received
a total of four (4) proposals from the following firms:
• Bottom Line Concepts, LLC.
• I nfluctec, Inc.
• The Eric Ryan Corporation
• Troy & Banks Consultants
On October 7, 2021, the City Manager appointed the Evaluation Committee via LTC # 429-
2021. The Evaluation Committee convened on October 20, 2021, to consider proposals
received. The Committee was comprised of Alyssia Berthoumieux, Sustainability Specialist,
Environment and Sustainability Department; Rodney Knowles, Assistant Director, Public Works
Department; Manny Marquez, Assistant Director, Finance Department; and Elizabeth Miro,
Assistant Director, Facilities and Fleet Management Department.
The Committee was provided an overview of the project, information relative to'the City's Cone
of Silence Ordinance and the Govemment 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 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:
1 st — Troy & Banks Consultants
2nd — The Eric Ryan Corporation
3rd — Bottom Line Concepts, LLC
4th — I nfluctec, Inc.
A summary of each top-ranked firm follows:
Troy & Banks Consultants
Troy & Banks Consultants (Troy and Banks) since 1991 has helped clients recover refunds for
billing errors that may have happened in the past and ensures that those errors do not reoccur in
the future. By hiring former utility, telecommunications and Public Service Commission
employees, Troy & Banks' auditors are able to identify mistakes in utility and telecommunication
rates, tariffs, and service option. Among its over 20,000 clients, Troy and Banks has
successfully performed audits for thousands of cities, counties, public school districts, and
universities.
The Eric Ryan Corporation
The Eric Ryan Corporation (ERC) was founded in 1990 with the knowledge that businesses,
Page 319 of 1313
both large and small, were overpaying on their utility and telecommunications billings. The firm's
intent was to recover overspent dollars on utility and telecommunications billings and provide the
service on a contingency or shared savings basis. ERC has since evolved into a full-service
utility and telecommunications consulting firm and is one of the country's largest providers of
said services.
Bottom Line Concepts, LLC
Bottom Line Concepts, LLC (Bottom Line) is a performance-based financial consulting firm.
Bottom Line audits old invoices for errors and gets the clients refunds and credits. It has
perfected its process through the years to the point that its clients require very little time. All
efforts result in the client receiving the highest quality product or service for the least amount of
cost.
SUPPORTING SURVEY DATA
Not Applicable
FINANCIAL INFORMATION
NA. The RFQ is expected to recover funds incorrectly invoiced by gas and electric utility
providers.
CONCLUSION
After reviewing all of the submissions and the Evaluation Committee's rankings and
commentary, I concur with the Evaluation Committee and find Troy & Banks Consultants to be
the best -qualified firm to audit the City's gas and electric utility bills. Troy & Banks Consultants
has over 30 years of experience in gas and electric utility bill auditing. They have ample
government experience with entities such as the U.S. Postal Service, school boards, airports,
and Amtrak. Moreover, they have performed forensic audits for municipalities throughout the
state of Florida, including Deerfield Beach, Fort Lauderdale, and Doral. Finally, their approach
and methodology practices are thorough and include a detailed process that takes no more than
eight weeks to complete, with minimal involvement on the part of the City.
The second -ranked and third -ranked firms, The Eric Ryan Corporation and Bottom Line
Concepts, respectively, are well-qualified and should be considered, in order of rank, if
negotiations with Troy & Banks Consultants are not successful.
Therefore, I recommend that the Mayor and City Commission approve the Resolution
authorizing the Administration to enter into negotiations with Troy & Banks Consultants, the top-
ranked proposer, further, if the Administration is not successful in negotiating an agreement with
Troy & Banks Consultants, authorize the Administration to enter into negotiations with The Eric
Ryan Corporation, as the second -ranked proposer, further, if the Administration is not
successful in negotiating an agreement with The Eric Ryan Corporation, authorizing the
Administration to enter into negotiations with Bottom Line Concepts, LLC, as the third -ranked
proposer, and further authorizing the City Manager and City Clerk to execute an agreement upon
conclusion of successful negotiations by the Administration.
Applicable Area
Not Applicable
Is this a "Residents Right Does this item utilize G.O.
Page 320 of 1313
to Know" item, pursuant to Bond Funds?
City Code Section 2-14?
No No
Legislative Tracking
Facilities and Fleet/Procurement
ATTACHMENTS:
Description
D Attachment A
D Resolution
Page 321 of 1313
° m
m
m
C c
?
® C N
c o
0ns�
c
N
4
m
vr
O
IN
n
D
A fOJ
Vwi co
S
o
D
�
m
0000�
°
'
3
c
m<owm
A w
N V
m
e
�
p
„
+ N
a w
Ranking
0
A fD
twin m+
S
m
D
v
m
m
o
°
O
9
m
w
Atm°fw71
�
c
.Y
ki.
r
+ N
A w
Ranking
D
0000
r
Cj
3
D
61
�
c
m
�
0000�
i
3
m
r
c
0
000
O
0
N
+ N
a w
Ranking
—
m O
cnooN
N V
e
m
D
Coco
c
w
7 3
• a
�oow�
N +
> w
Ranking
a
lm
: ® Z'
O
N
A I t4l
Ranking