Resolution 2023-32676 •
RESOLUTION NO. 2023-32676
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER, PURSUANT TO INVITATION TO NEGOTIATE NO. 2023-
217-ND, FOR REAL ESTATE MANAGEMENT SOFTWARE; AND
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH GCR, INC. D/B/A CIVIX, AS THE TOP-RANKED PROPOSER;
FURTHER, IF THE ADMINISTRATION IS NOT SUCCESSFUL IN
NEGOTIATING AN AGREEMENT WITH GCR INC., AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH TRESCOPE, INC.,
AS THE SECOND-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 March 27, 2023, the Mayor and City Commission approved the issuance
of the Invitation to Negotiate (ITN) No. 2023-217-ND for Real Estate Management Software;
and
WHEREAS, Invitation to Negotiate No. 2023-217-ND (the "ITN") was released on March
27, 2023; and
WHEREAS, a voluntary pre-proposal meeting was held on April 12, 2023; and
WHEREAS, on May 11, 2023, the City received two (2) proposals from GCR, Inc. d/b/a
Civix, and Trescope, Inc.; and
WHEREAS, on May 18 2023, The City Manager, via Letter to Commission No. 229-
2023, appointed an Evaluation Committee consisting of the following individuals: Ozzie
Dominguez,' Asset Management Division Director, Facilities and Fleet Management
Department, Anabel Llopiz, Executive Director, Lincoln Road Business Improvement District,
Ozzy Macias, Chief Technology Officer, Information Technology Department, Santiago Sellan,
Contracts Compliance Administrator, Facilities and Fleet Management Department, and Alba
Tarre, Director, Housing and Community Services Division; and
WHEREAS, the Evaluation Committee convened on June 13, 2023, 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 ITN; and
WHEREAS, the Evaluation Committee process resulted in the ranking of proposers as
follows: GCR Inc. d/b/a Civix, as the top-ranked proposer; and Trescope, Inc.; as the second-
ranked proposer; and;
WHEREAS, after reviewing all of the submissions and the Evaluation Committee's
rankings and analysis, the City Manager concurs with the Evaluation Committee and
recommends that the Mayor and City Commission authorize the Administration to enter into
negotiations with GCR, Inc. d/b/a Civix, as the top-ranked proposer; further, if the Administration
is not successful'in. negotiating an agreement with GCR, Inc. d/b/a Civix, authorizing the
Administration to enter into negotiations with Trescope, Inc., as the second-ranked proposer;
and further authorizing 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, pursuant to Invitation to
Negotiate (ITN) No. 2023-217-ND.for Real Estate Management Software; and authorize the
Administration to enter into negotiations with GCR, Inc. d/b/a Civix, as the top-ranked proposer;
further, if the Administration is not successful in negotiating an agreement with GCR, Inc. d/b/a
Civix, authorize the Administration to enter into negotiations with Trescope, Inc., as the second-
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�6 day of J14 2023.
ATTEST: .
ll01282623
RAFAEL E. GRANADO, CITY CLERK DAN GELBER, MAYOR
;gam
INCORPfORATED,•
APPROVED AS TO
H••2° FORM & LANGUAGE
& FOR EXECUTION
City Attorney .oP Date
Competitive Bid Reports-C2 E
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Alina T. Hudak, City Manager
DATE: July 26,2023
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 INVITATION TO NEGOTIATE NO.
2023-217-ND, FOR REAL ESTATE MANAGEMENT SOFTWARE; AND
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH GCR, INC. D/B/A CIVIX, AS THE TOP-RANKED PROPOSER;
FURTHER, IF THE ADMINISTRATION IS NOT SUCCESSFUL IN
NEGOTIATING AN AGREEMENT WITH GCR INC., AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH TRESCOPE,
INC., AS THE SECOND-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 accepting the
City Manager's recommendation, pursuant to ITN 2023-217-ND, for real estate management
software, authorizing the Administration to negotiate with GCR Inc. d/b/a Civix, the top-ranked
proposer, and, if not successful, authorizing the Administration to enter into negotiations with
Trescope, Inc., the second-ranked proposer. The Resolution also authorizes the City Manager
and City Clerk to execute an agreement upon conclusion of successful negotiations in an
amount not to exceed $125,000 for the initial term of the agreement. The initial term shall be
approximately three years with two (2)one (1)year optional renewal terms.
The solicitation is currently under the cone of silence.
BACKGROUND/HISTORY
The Facilities and Fleet Management Department (the "Department") currently manages city-
owned commercial real estate assets. The current process for managing these assets is
antiquated and labor-intensive. Therefore, the Department requests a new and efficient system
to track real estate assets by folio numbers, as well as perform key functional activities such as
tracking insurance policies and expiring lease agreements, and managing lease payments, as
well as interfacing with the City's financial system.
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Through this Invitation to Negotiate (ITN), the City seeks proposals for asset management
software that will help streamline the management of assets as it relates to tracking expirations,
escalations, renewal options, etc. The software will include built-in accounting, online marketing
and leasing, integrated screening, and insurance, online portals for easy rent collection, service
requests, payments, and owner reporting.
ANALYSIS
On March 27, 2023,the Mayor and the City Commission authorized the issuance of Invitation to
Negotiate (ITN) No. 2023-217-ND, for real estate management software. On March 27, 2023,
the ITN was issued. A voluntary pre-proposal conference to provide information to proposers
submitting a response was held on April 12, 2023. One (1) addendum was issued. The
Procurement Department issued bid notices to 14,942 companies through the e-procurement
system, with 61 prospective bidders accessing the advertised solicitation. ITN responses were
due and received on May 11, 2023. The City received a total of two (2) proposals from GCR
Inc. d/b/a Civix, and Trescope, Inc.
On May 18, 2023, the City Manager appointed the Evaluation Committee via LTC #229-2023.
The Evaluation Committee convened on June 13, 2023, to consider the proposals received.
The Committee was comprised of Ozzie Dominguez, Asset Management Division Director,
Facilities and Fleet Management Department,Anabel Llopiz, Executive Director, Lincoln Road
Business Improvement District, Ozzy Macias, Chief Technology Officer, Information
Technology Department, Santiago SeIlan, Contracts Compliance Administrator, Facilities and
Fleet Management Department, and Alba Tarre, Director, Housing and Community Services
Division. 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 and rank each proposal pursuant to the evaluation
criteria established in the ITN. The evaluation process resulted in the ranking of proposers as
indicated below(see Attachment A).
1st ranked -GCR Inc. d/b/a Civix
2nd ranked—Trescope, Inc.
A summary of each top-ranked firm follows based on information provided by each firm.
GCR Inc. d/b/a Civix
For 40 years and across 50+ public clients, GCR Inc. d/b/a Civix (GCR) has had a singular
specialized focus on public sector real estate management software. Its products and services
• have evolved and matured throughout the years with the help of software developers,
employees with significant field experience, and continuous feedback and input from clients.
Today, GCR provides highly functional state-of-the-art platforms that support its clients'
missions and specialized daily operations. Relevant clients include the City of Fort Lauderdale,
Palm Beach County,and the Greater Orlando Aviation Authority.
Trescope. Inc.
Trescope, Inc. (Trescope) is a consulting company that is familiar with lease accounting and
management solutions and with different leasing accounting standards. As an IBM Business
Partner, Trescope has provided consulting services since 2010. Trescope is made up of highly
skilled professionals with expertise in accounting, software development, and implementation.
Page 67 of 1588
The firm is fully committed to delivering exceptional value and service._Relevant clients include
the Palm Beach School District, the Archdiocese of Chicago, and the City of New York.
SUPPORTING SURVEY DATA
•
Not Applicable
FINANCIAL INFORMATION
The IT Steering Committee held on November 14, 2022, approved funding for a commercial
real estate digital platform. The Department estimates $65,000 for the first year, inclusive of a
$35,000 implementation fee and $30,000 for the service. All subsequent years are estimated
at $30,000 and are subject to the appropriation of operating funds,through the City's annual
budget process. The scope of work and cost will be negotiated with the selected firms in order
of rank. It is not anticipated that grant funding will be utilized for this project.
Amounts)/Account(s):
552-0640-000331-00-404-534-00-00-00-69522 $65,000 (FOR YEAR 1 ONLY)
CONCLUSION
After reviewing all of the submissions and the Evaluation Committee's rankings and
commentary, GCR. Inc. d/b/a Civix(GCR) is deemed to be the best-qualified firm to provide the
City with asset management software. To meet the City's needs, GCR is proposing its lease
management solution, Public Business & Revenue Manager (PBRM), which will integrate with
the City's financial system, Tyler Technologies MUNIS system. GCR has a proven and
demonstrable record of successful implementations with other local cities, counties, and
agencies, such as the City of Fort Lauderdale, Palm Beach County, and the Greater Orlando
Aviation Authority, which are tasked with the property management and revenue generation of
their assets. PBRM is built to scale and is large enough to handle the deployment easily but
agile enough to bring a flexible deployment that combines the City's workflow and best
practices.
Trescope, Inc., the second-ranked proposer, is also well-qualified and should be considered if
negotiations with GCR Inc.'d/b/a Civix are unsuccessful.
For the reasons stated herein, it is recommended that the Mayor and City Commission approve
the Resolution authorizing the Administration to enter into negotiations with GCR Inc. d/b/a
Civix, as the top-ranked proposer,further, if the Administration is not successful in negotiating an
agreement with GCR Inc. d/b/a Civix, authorizing the Administration to enter into negotiations
with Trescope, Inc., as the second-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.
to Know" item. pursuant to Bond Funds?
City Code Section 2-14?
Page 68 of 1588
No No
Legislative Tracking
Facilities and Fleet Management/Procurement
ATTACHMENTS:
Description
o Attachment A
o Resolution
Page 69 of 1588
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