Resolution 2022-32339 RESOLUTION NO. 2022-32339
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.
2022-056-WG ELECTRONIC AGENDA MANAGEMENT SYSTEM,
AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH PRIME
GOVERNMENT SOLUTIONS, INC., THE TOP-RANKED PROPOSER;
FURTHER, IF THE ADMINISTRATION IS UNSUCCESSFUL IN NEGOTIATING
AN AGREEMENT WITH THE TOP-RANKED PROPOSER, AUTHORIZING THE
ADMINISTRATION TO NEGOTIATE WITH GRANICUS, LLC, AS THE
SECOND-RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS
UNSUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE SECOND-
RANKED PROPOSER, AUTHORIZING THE ADMINISTRATION TO
NEGOTIATE WITH ESCRIBE SOFTWARE LTD, 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 April 8, 2022, the Mayor and City Commission approved the issuance of
RFP 2022-056-WG for an Electronic Agenda Management System; and
WHEREAS, on May 18, 2022, the City received proposals from the following six (6)
firms: eScribe Software LTD., Granicus, LLC, CivicPlus, LLC, Prime Government Solutions,
Inc., Rudram Engineering, Inc., and Dess Technology, LLC; and
WHEREAS, on August 24, 2022, the Evaluation Committee appointed by the City
Manager comprised of Christina Baguer, Senior Administrative Support Manager, Office of the
City Manager, Lilia Cardillo, Agenda Coordinator, Office of the City Clerk, Amada Gonzalez,
Assistant to the City Attorney, Office of the City Attorney, Carmen Sanchez, Deputy Planning
Director, Planning Department, and John Sandbrook, Chief Information Security Officer,
Information Technology Department, convened to consider the proposals received; and
WHEREAS, the Committee was provided an overview of the project, information relative
to the City's Cone of Silence Ordinance, the Government Sunshine Law, and 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 evaluation process resulted in the proposers being ranked by the
Evaluation Committee in the following order:
1st Prime Government Solutions, Inc.
2nd Granicus, LLC
3rd Escribe Software LTD
4th CivicPlus, LLC
5th Dess Technology, LLC
6th Rudram Engineering Inc.
WHEREAS, after reviewing all of the submissions, the City Manager concurs with the
Evaluation Committee and finds Prime Government Solutions, the top-ranked firm, to be the
best-qualified firm to provide a web solution to process agenda items and archive past agenda
meetings and legal minutes with a video stream; and
WHEREAS, with Prime Gov solution, the City may also track the legislative history of
any item from its origin to its conclusion and may also identify items by sponsorship/co-
sponsorship; and
WHEREAS, the second-ranked and third-ranked firms, Granicus, LLC and Escribe
Software LTD, are well-qualified and should be considered, in order of rank, if negotiations with
Prime Government Solutions are not successful; and
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, pursuant to request for
proposals (RFP) No. 2022-056-WG Electronic Agenda Management System, authorize the
Administration to negotiate with Prime Government Solutions, Inc., the top-ranked proposer;
further, if the Administration is unsuccessful in negotiating an agreement with the top-ranked
proposer, authorize the Administration to negotiate with Granicus, LLC, as the second-ranked
proposer; further, if the Administration is unsuccessful in negotiating an agreement with the
second-ranked proposer, authorize the Administration to negotiate with Escribe Software Ltd, 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 �� day of aa6zieK- 2022.
ATTEST:
RAFAEL E. GRAN DO, CITY CLERK DAN GELBER, MAYOR
OCT 2 7 2022
iIRICOR1ORATEDI
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
I ��Lt
City Attorney W Date
Competitive. Bid Reports-C2 A
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Alina T. Hudak, City Manager
DATE: October 26, 2022
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. 2022-056-WG ELECTRONIC AGENDA MANAGEMENT SYSTEM,
AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH PRIME
GOVERNMENT SOLUTIONS, INC., THE TOP-RANKED PROPOSER;
FURTHER, IF THE ADMINISTRATION IS UNSUCCESSFUL IN
NEGOTIATING AN AGREEMENT WITH THE TOP-RANKED PROPOSER,
AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH
GRANICUS, LLC, AS THE SECOND-RANKED PROPOSER; FURTHER, IF
THE ADMINISTRATION IS UNSUCCESSFUL IN NEGOTIATING AN
AGREEMENT WITH THE SECOND-RANKED PROPOSER, AUTHORIZING
THE ADMINISTRATION TO NEGOTIATE WITH ESCRIBE SOFTWARE
LTD, 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 Prime Government Solutions, Inc., the top-ranked proposer to
the RFP. If the Administration is unsuccessful in negotiating with Prime Government Solutions,
the Resolution authorizes the Administration to negotiate with Granicus, LLC, the second-
ranked proposer, and Escribe Software LTD, the third-ranked proposer, in order of rank. The
Resolution also authorizes the City Manager and City Clerk to execute an Agreement upon the
conclusion of successful negotiations.
BACKGROUND/HISTORY
On March 5, 2014, the Mayor and City Commission adopted Resolution No. 2014-28509,
authorizing the Mayor and City Clerk to execute an agreement with Innobar, LLC d/b/a
Novusolutions for an electronic agenda system (the "Agreement") pursuant to RFP 2014-001.
The Agreement included the implementation, training, and annual license for the Novus
electronic agenda system that would allow the Administration to process archived agenda items,
past agenda meetings,and legal minutes with a video stream. On July 18, 2018, I nobbar, having
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previously acquired Granicus, consolidated operations into Granicus. On September 14, 2018,
the City Manager approved the assignment of the Agreement from Innobar to Granicus. The
City's Agreement with Granicus expires in February 2023. In order to consider a replacement
agreement, through this Requests for Proposals (RFP), the City seeks to select a firm qualified
to provide a web solution to process agenda items and archive past agenda meetings and legal
minutes with a video stream.
ANALYSIS
On April 8, 2022,, the Mayor and City Commission approved the issuance of RFP 2022-056-
WG for an Electronic Agenda Management System. The Procurement Department issued bid
notices to 11,505 companies utilizing the City's e-procurement system, with 47 prospective
bidders accessing the solicitation. RFP responses were due and received on May 18, 2022.
The City received proposals from the following six(6)firms: eScribe Software LTD., Granicus,
LLC, CivicPlus, LLC, Prime Government Solutions, Inc., Rudram Engineering, Inc., and Dess
Technology, LLC.
On August 24, 2022, the Evaluation Committee appointed by the City Manager convened to
consider the proposals received. The Committee was comprised of Christina Baguer, Senior
Administrative Support Manager, Office of the City Manager, Lilia Cardillo,Agenda Coordinator,
Office of the City Clerk, Amada Gonzalez, Assistant to the City Attorney, Office of the City
Attorney, Carmen Sanchez, Deputy Planning Director, Planning Department, and John
Sandbrook, Chief Information Security Officer, Information Technology Department.
The Committee was provided an overview of the project, and 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 and rank each proposal pursuant to the evaluation criteria
established in the RFP.
The evaluation process resulted in the proposers being ranked by the Evaluation Committee in
the following order(See Attachment A):
1st ranked -Prime Government Solutions, Inc.
2nd ranked -Granicus, LLC
3rd ranked-Escribe Software LTD
4th ranked -CivicPlus, LLC
5th ranked- Dess Technology, LLC
6th ranked -Rudram Engineering Inc..
Following is a summary of the top three ranked firms.
Prime Government Solutions. Inc.
Prime Government Solutions ("PrimeGov") is a subsidiary of Rock Solid Technology. The
PrimeGov team has been serving municipal clerks since 2014. Its focus is on unlocking the
potential of municipal governments through technology, promoting transparency to empower
communities, and to fostering civic engagement. Prior to 2014, the team designed and
implemented legislative management solutions as founders of Granicus, Inc.
Over the last six years, they have gone from one client to more than eighty of all sizes: City of
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Los Angeles; Oklahoma City; Orange County, Califorinia; City of Las Vegas, Nevada; City of
Alexandria,VA; and Oviedo, Florida.
Granicus. LLC
Granicus is the incumbent service provider for the City of Miami Beach. They have over 20
years of experience deploying and supporting agenda and meeting solutions. Granicus has
been selected as a GovTech 100 company by Government Technology magazine for the past
three years. Their proposal consists of upgrading the current meeting and agenda management
solution to see improvements in performance, service, and citizen engagement.
Additional samples of relevant experience providing similar services to public sector agencies
include the City of Coral Gables,the City of Winter Park, and the City of Surfside.
Escribe Software LTD
Escribe is a leading provider of cloud-based meeting management solutions that enables its
customers to focus on higher-value projects that better serve their stakeholders. Owned by
OnBoard, a board management solutions company based in Indianapolis, Indiana.
eScribe was founded in 2003 and, since 2008, has been singularly focused on providing
comprehensive, simple, and effective meeting management software to municipalities and other
types of boards/committees across North America. In that time, they have become a leading
provider of such solutions for Canadian municipalities and are steadily growing presence in the
US as well.
Samples of relevant experience providing similar services to public sector agencies include the
Town of Miami Lakes,the Town of Cutler Bay, and the City of Edmonton, CA.
SUPPORTING SURVEY DATA
N/A
FINANCIAL INFORMATION
For Fiscal Year 22/23, the City Commission approved a total of $34,040.00 for its automated
agenda and meeting video streaming systems. Prime Government Solutions, the top-ranked
firm, offered an initial year solution cost of $36,306.00. The one-time upfront costs, such as
data migration, encoding hardware, and implementation costs, bring the total initial year cost to
$43,306.00. The annual solution cost of $36,306.00 is increased by 5% every year,
respectively, for five (5) years. The following modules are included in PrimeGov's proposed
solution:Agenda Automation, Meeting Management, Member Voting, Committee Management,
and Video Streaming.
Granicus, LLC,the second-ranked firm, offered an initial year solution cost of$24,888.00. One-
time upfront costs such as data migration, encoding hardware, and implementation costs bring
the total initial year cost to $50,838.00. Thereafter, the annual solution cost of $24,888.00 is
increased by 7%annually for five (5)years.
Escribe Software LTD, the third-ranked firm, offered an initial year solution cost of$19,050.00.
One-time upfront costs such as data migration, encoding hardware, and implementation costs
bring the total initial year cost to $30,030.00.After that, the annual solution cost of$19,050.00 is
increased by 5%yearly, respectively,for five(5)years.
Page 28 of 1166
Amounts)/Account(s):
Acct No. 011-0210-000343-03-400-579-00-00-00
CONCLUSION
After reviewing the submissions and the Evaluation Committee process, I concur with the
Evaluation Committee and find Prime Government Solutions, the top-ranked firm, to be the
best-qualified firm to provide a web solution to process agenda items and archive past agenda
meetings and legal minutes with a video stream. The Prime Gov solution also allows the City to
track the legislative history of any item from its origin to its conclusion, there is also an item
specific area to see the full legislative history and activities for each item. The system also has
the capability to identify item sponsorship/co-sponsorship and indexing services. The solution
can create an agenda item and the resolution simultaneously. Lastly, the firm's familiarity with the
City's existing system is expected to facilitate the migration process.
The second-ranked and third-ranked firms, Granicus, LLC and Escribe Software LTD, are well-
qualified and should be considered, in order of rank, if negotiations with Prime Government
Solutions are not successful.
For the reasons stated herein, I recommend that the Mayor and City Commission approve the
Resolution authorizing the Administration to enter into negotiations with Prime Government
Solutions as the top-ranked proposer; and, if unsuccessful, authorizing the Administration to
enter into negotiations with Granicus, LLC, as the second-ranked proposer; and, if
unsuccessful, authorizing the Administration to enter into negotiations with Escribe Software
LTD, as the third-ranked proposer. Further, the Resolution authorizes the City Manager and City
Clerk to execute an Agreement upon the conclusion of successful negotiations.
Applicable Area
Citywide
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
Office of the City Clerk/Procurement
Sponsor
Vice-Mayor Alex Fernandez
ATTACHMENTS:
Description
D Attachment A
o Resolution
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