C7H-Reject All Proposals Web Hosted Software For Parks And RecreationCOMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Accepting The
Recommendation Of The City Manager Pertaining To Reject All Proposals Received Pursuant To Request
For Proposals (RFP) No. 20-11/12, To Install And Maintain An Externally Web Hosted Software For Parks
And Recreation; And To Re-Issue A Request For Proposals (RFP) With Certain Amended Minimum
Requirements.
Key Intended Outcome Supported:
Increase Satisfaction with Family Recreational Activities
Supporting Data (Surveys, Environmental Scan, etc.): N/A
Issue:
I Shall the Mayor and City Commission Adopt The Resolution?
Item Summary/Recommendation:
The City of Miami Beach (the City) solicited responses from qualified software firms to provide an externally
hosted software package for the Parks & Recreation Department in the City of Miami Beach. The software is
intended to replace the Department's current software, which has slowly become outdated since its
installation in 2005.
On December 14, 2011, the Mayor and City Commission approved the issuance of Request for Proposals
(RFP) No. 20-11/12, to Install and Maintain an externally web hosted software for the City of Miami Beach
Parks and Recreation Department (RFP).
RFP No. 20-11/12 was issued on January 18, 2012, with an opening date of February 29, 2012. A pre-
proposal conference to provide information to the proposers submitting a response was held on February 2,
2012.
Bid Net issued bid notices to 155 prospective proposers, and 15 additional proposers were notified via e-mail,
which resulted in the receipt of six (6) proposals. Four (4) proposers were deemed non responsive because
they failed to meet the minimum requirements.
On May 4, 2012, the City Manager via Letter to Commission (LTC) No. 125-2012, appointed an Evaluation
Committee (the "Committee"). The Committee convened on June 29, 2012 to receive software
demonstrations from the two (2) responsive proposers and engage on a 30-minute Question and Answer
session.
A motion was presented by Bruce Reich, seconded by Jon Groff, and unanimously approved by all
Committee members, to recommend rejecting all proposals received and issued a new RFP with revised
minimum requirements which would allow for greater competition.
ADOPT THE RESOLUTION
Advisory Board Recommendation:
Financial Information:
Source of Amount
Funds: 1
I I 2
OBPI Total
Financial Impact Summary:
ent Director
MIAMIB CH 221
Account
AGENDA ITEM --::::oC.-7_H~
DATE 7-I 8'-12-
~ MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
TO:
FROM:
DATE:
SUBJECT:
COMMISSION MEMORANDUM
Mayor Matti Herrera Bower and Members of t;e ly Commission
Kathie G. Brooks, City Manager/A~ ~ •
July 18,2012
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER TO REJECT ALL PROPOSALS RECEIVED PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 20-11/12, TO INSTALL AND MAINTAIN
AN EXTERNALLY WEB HOSTED SOFTWARE FOR PARKS AND RECREATION;
AND TO RE-ISSUE A REQUEST FOR PROPOSALS (RFP) WITH CERTAIN
AMENDED MINIMUM REQUIREMENTS.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
KEY INTENDED OUTCOME SUPPORTED
Increase Satisfaction with Family Recreational Activities
BACKGROUND
The City of Miami Beach (the City) solicited responses from qualified software firms to provide
an externally hosted software package for the Parks & Recreation Department in the City of
Miami Beach. The software is intended to replace the Department's current software, which
has slowly become outdated since its installation in 2005.
In addition to being able to merge data/history from the City's current software (Rec-Ware
Safari), while meeting the City Finance Department's requirements to provide daily direct
deposits into the City's bank account, and updating the City's EDEN Finance Accounting
System in order to generate analytical reports, this software is intended to simplify the
registration process by allowing residents the ability to not just register and pay on-line for
Parks programming, but to manage their own information; this functionality is not available with
the Parks Department's current software. The intent is to select new technology which will be
easier to use, more customer-friendly and interface directly with the City's current financial
system. "
The Parks and Recreation Department had previously received approval from the City's IT
Governance Committee to proceed with selecting replacement software. The provider of the
current Parks software has developed a web-based upgrade that appeared to provide most of
the functionality that was being requested. Staff began negotiations with the vendor for this
upgrade, but after more than nine months of discussions, was ultimately unable to reach
agreement on certain terms. As such, it is necessary to identify other software providers that
may be able to meet the City's needs.
222
Commission Memorandum-RFP # 20-11-12 Parks and Recreation Software
July 18 2012
Page2
SCOPE OF SERVICES
The software must meet the minimum requirements and should address most, if not all, of the
following Parks and Recreation Department needs. The proposals that do not meet the
minimum requirements shall be deemed non-responsive and will not be further evaluated.
Minimum Requirements
1. The software must be Web based.
2. The software must interact and interface with City's EDEN Financial System to process
Revenue and miscellaneous other Reports.
3. The software must have online registration capability.
4. The software must have Point of Sale.
5. The software must have the ability to create internal and external reports.
6. Vendor must have successfully completed at least ten (10) externally hosted software
packages for a Parks & Recreation municipality equal to most, if not all the above
specifications, including software merging of an existing data/history within the past
four years.
7. The software must meet the following IT and Finance Requirements:
a. Must be PCI Compliant (quarterly reports must be submitted)
b. Vendor Supported and Hosted Solution shall have Mobile Capability
c. The Application Administration Functions must be a log on to browser base,
NOT a direct log-on to the Production Server (merchant account)
d. All revenue collected from customers must be deposited into the City's Bank
account within no more than three (3) days of collection, including internet
based payments such as PayPal.
e. Database must be Microsoft SQL compatible
Parks and Recreation Department needs:
1. Capabilities for Online Registration with payment plan and scholarship options for the
customers.
2. Customer Registration with capabilities for refunds, transfers, billing, create waiting
lists, etc.
3. Facility Reservations
4. Point of Sale Feature to include hardware such as receipt printers, inventory scanners,
etc.
5. Ability to create internal/external reports such as, but not limited to-Customer History,
Customer Profile, Marketing, Financial, Profit/Loss, Rosters, Sign-Outs, Daily Close-
Out, etc.
6. Membership Module.
7. The Hosted Support Software should be capable of transferring data/history from
current software (Rec-Ware Safari) converting all of the Parks & Recreation data with
the new software.
8. Vendor shall be responsible for all Service to the Data Base Website Reporting.
9. All data must be owned by the City.
223
Commission Memorandum-RFP # 20-11-12 Parks and Recreation Software
July 18 2012
Page 3
10. Proposer must provide On-site Training for implementation.
11. The City will reimburse the vendor for their participation fees (percentage) separately.
The successful proposer will be responsible for the following tasks during the Pre-planning and
project kick-off phases:
1. Meet with staff committee members to review and refine the project methodology.
2. Review the City's current Recreation software for a new development process,
including fees charged by the Parks & Recreation Department.
3. Meet with staff from Department.
4. Review relevant prior studies conducted by the City, including existing cost
allocation studies and prior studies reconciling revenues and fees.
5. Review historical direct costs and revenues and process for Recreation Programs
and Registration.
The term of contract will be for three (3) years with the sole option and discretion of the City to
renew for two (2) additional one (1) year periods.
RFP PROCESS
On December 14, 2011, the Mayor and City Commission approved the issuance of Request
for Proposals (RFP) No. 20-11/12, to Install and Maintain an externally web hosted software
for the City of Miami Beach Parks and Recreation Department (RFP).
RFP No. 20-11/12 was issued on January 18, 2012, with an opening date of February 29,
2012. A pre-proposal conference to provide information to the proposers submitting a
response was held on February 2, 2012.
BidNet issued bid notices to 155 prospective proposers, and 15 additional proposers were
notified via e-mail, which resulted in the receipt of the following six (6) proposals:
1. Unlocked Media, LLC-Stadiumroar.com
2. The Active Network
3. Cirilian, Inc d/b/a REC1
4. Capturepoint.com
5. Vermont System, Inc
6. Energov Solutions
On April26, 2012, The Active Network was notified via letter that its proposal was deemed non
responsive because The Active Network did not meet minimum requirement No.7 (d), which
stated that all revenue collected from customers must be deposited into the City's bank
account within no more than three (3) days of collection, including internet based payments
such as Pay Pal.
On June 12, 2012, Vermont Systems, Inc was notified via letter that its proposal was deemed
non responsive because Vermont Systems, Inc did not meet the minimum requirement which
required vendors to have successfully completed at least ten (10) externally hosted software
224
Commission Memorandum-RFP # 20-11-12 Parks and Recreation Software
July 18 2012
Page4
packages for a Parks and Recreation municipality equally to most, if not all the above
specifications, including software merging of an existing data/history within the past four years.
On June 12, 2012, Unlocked Media, LLC -Stadiumroar.com was notified via letter that its
proposal was deemed non responsive because Unlocked Media, LLC -Stadiumroar.com did
not meet the minimum requirement which required vendors to have successfully completed at
least ten (1 0) externally hosted software packages for a Parks and Recreation municipality
equally to most, if not all the above specifications, including software merging of an existing
data/history within the past four years.
On June 12, 2012, Energov Solutions was notified via letter that its proposal was deemed non
responsive because Energov Solutions did not meet the minimum requirement which required
vendors to have successfully completed at least ten (10) externally hosted software packages
for a Parks and Recreation municipality equally to most, if not all the above specifications,
including software merging of an existing data/history within the past four years.
On May 4, 2012, the City Manager via Letter to Commission (LTC) No. 125-2012, appointed
an Evaluation Committee (the "Committee") consisting of the following individuals:
• Theresa Buigas, Parks and Recreation Analyst, Parks and Recreation Department;
• Bob Biles, Applications System Manager, IT Department;
• Modesto Mora, Resident and Leadership Academy Graduate;
• Tony Lopez, Parks and Recreation Director, Town of Miami Lakes;
• Jon Groff, Resident and Chairman of the Parks and Recreational Facilities Board;
• Bruce Reich, Resident and Leadership Academy Graduate
• Meryl Wolfson, member of the Parks and Recreational Facilities Board; and
Alternates
• Esther Egozi Choukroun, resident and Scott Rakow Board member
The Parks and Recreation department developed a scripted demos outline to be performed by
the proposers during their presentation.
The Committee convened on June 29, 2012 to receive software demonstrations from the two
(2) responsive proposers. The Committee nominated Jon Groff as Committee Chair. The
Committee was provided with 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, Performance Evaluation Surveys,
and additional pertinent information from all responsive proposers. Additionally, the Committee
engaged on a 30-minute Question and Answer session.
The Committee was ~instructed to score and rank each proposal pursuant to the evaluation
criteria established in the RFP, which was as follows:
Evaluation Criteria/Factors:
Software functionality according to Departmental needs
Consultant(s) experience and past performance with similar projects
Proposed Fees
Methodology and Approach
225
Weight
35 points
20 points
35 points
10 points
Commission Memorandum-RFP # 20-11-12 Parks and Recreation Software
July 18 2012
Page 5
Additional points, over the aforementioned potential points were to be allocated, if applicable
and in accordance to following ordinances. Please note that no points were given to any of the
companies since neither company claimed Veterans or Local preference.
LOCAL PREFERENCE: The Evaluation Committee will assign an additional five (5) points to
Proposers, which are, or include as part of their proposal team, a Miami Beach-based vendor
as defined in the City's Local Preference Ordinance.
VETERANS PREFERENCE: The Evaluation Committee will assign an additional five (5)
points to Proposers, which are, or include as part of their proposal team, a small business
concern owned and controlled by a veteran(s) or a service-disabled veteran business
enterprise, as defined in the City's Veterans Preference Ordinance.
The Committee discussed its individual perceptions of the proposers' qualifications,
experience, and competence, and further scored and ranked the proposers accordingly. The
Committee's final rankings are as follows:
FINAL RANKINGS
A motion was presented by Bruce Reich, seconded by Jon Groff, and unanimously approved
by all Committee members, to recommend rejecting all proposals received and issued a new
RFP with revised minimum requirements which would allow for greater competition.
Furthermore, a second motion was presented by Jon Groff, seconded by Theresa Buigas, and
unanimously approved by all Committee members, that in the event the rejection of proposals
would not be considered, they would recommend entering into negotiations with the top
ranked proposer, Capturepoint, contingent upon the administration's review of their
user/resident interface. If negotiations were not successful with the top ranked, the Committee
recommended entering into negotiations with the second ranked proposer, REC1, contingent
upon the request of a more revised cost estimate, security provision, administrative features,
and the review of their clients feedback since no Performance Evaluation Surveys were
requested by the proposers from its clients and therefore no client feedback was presented to
the Committee for consideration.
MANAGER'S DUE DILIGENCE
After considering the review and recommendation of City staff, the City Manager exercised his
due diligence and is recommending that the Mayor and the City Commission reject all
proposals received and re-issue the RFP with the following minimum requirements:
The software must meet the minimum requirements and should address most, if not all, of the
following Parks and Recreation Department needs. The proposals that do not meet the
minimum requirements shall be deemed non-responsive and will not be further evaluated.
226
Commission Memorandum-RFP # 20-11-12 Parks and Recreation Software
July 18 2012
Page6
Minimum Requirements
1. The software must be Web based.
2. The software must interact and interface with City's EDEN Financial System to
process Revenue and miscellaneous other Reports.
3. The software must have online registration capability.
4. The software must have Point of Sale.
5. The software must have the ability to create internal and external reports.
6. Vendor must have successfully completed at least five (5) externally hosted
software packages for a Parks & Recreation municipality.
7. The software must meet the following IT and Finance Requirements:
a) Must be PCI Compliant (quarterly reports must be submitted)
b) Vendor Supported and Hosted Solution shall have Mobile Capability
c) The Application Administration Functions must be a log on to browser
base, NOT a direct log-on to the Production Server (merchant
account)
d) All revenue collected from customers must be deposited into the
City's Bank account within no more than three (3) days of collection,
including internet based payments such as PayPal.
e) Database must be Microsoft SQL compatible
f) City of Miami Beach's data must be in a separate database
In addition, the RFP will request proposers to submit price for the conversion of historical data
from the City's current system and clearly indicate how much of the data is included in their
cost proposal.
CONCLUSION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida accepts the recommendation of the City Manager to reject all proposals
received pursuant to Request for Proposals (RFP) No. 20-11/12 to provide an externally;
hosted software package for the Parks & Recreation Department and to re-issue a Request
For Proposals (RFP) with certain amended minimum requirements.
T:\AGENDA\2012\7-18-12\RFP-20-11-12 Web Hosted Sofware-Memo Final. doc
227
RESOLUTION NO. -----
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF
THE CITY MANAGER TO REJECT ALL PROPOSALS RECEIVED
PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 20-11/12, TO
INSTALL AND MAINTAIN AN EXTERNALLY WEB HOSTED SOFTWARE
FOR PARKS AND RECREATION; AND TO RE-ISSUE A REQUEST FOR
PROPOSALS (RFP) WITH CERTAIN AMENDED MINIMUM
REQUIREMENTS.
WHEREAS, on December 14, 2011, the Mayor and City Commission approved the
issuance of Request for Proposals (RFP) No. 20-11/12, to Install and Maintain an externally
Web Hosted Software for the City of Miami Beach Parks and Recreation Department (RFP);
and
WHEREAS, RFP No. 20-11/12 was issued on January 18, 2012, with an opening
date of February 29, 2012; and
WHEREAS, a pre-proposal conference to provide information to the proposers
submitting a response was held on February 2, 2012; and
WHEREAS, BidNet issued bid notices to 155 prospective proposers, and 15
additional proposers were notified via e-mail, which resulted in the receipt of six (6)
proposals; and
WHEREAS, on April 26, 2012, The Active Network was notified via letter that its
proposal was deemed non responsive because The Active Network did not meet minimum
requirement No. 7 (d), which stated that all revenue collected from customers must be
deposited into the City's bank account within no more than three (3) days of collection,
including internet based payments such as Pay Pal; and
WHEREAS, on June 12, 2012, Vermont Systems, Inc was notified via letter that its
proposal was deemed non responsive because Vermont Systems, Inc did not meet the
minimum requirement which required vendors to have successfully completed at least ten
(1 0) externally hosted software packages for a Parks and Recreation municipality equally to
most, if not all the above specifications, including software merging of an existing
data/history within the past four years; and
WHEREAS, on June 12, 2012, Unlocked Media, LLC -Stadiumroar.com was notified
via letter that its proposal was deemed non responsive because Unlocked Media, LLC -
Stadiumroar.com did not meet the minimum requirement which required vendors to have
successfully completed at least ten (1 0) externally hosted software packages for a Parks and
Recreation municipality equally to most, if not all the above specifications, including software
merging of an existing data/history within the past four years; and
WHEREAS, on June 12, 2012, Energov Solutions was notified via letter that its
proposal was deemed non responsive because Energov Solutions did not meet the minimum
requirement which required vendors to have successfully completed at least ten (10)
externally hosted software packages for a Parks and Recreation municipality equally to
most, if not all the above specifications, including software merging of an existing
data/history within the past four years; and
228
WHEREAS, on May 4, 2012, the City Manager via Letter to Commission (LTC) No.
125-2012, appointed an Evaluation Committee (the "Committee") consisting of the following
individuals:
• Theresa Buigas, Parks and Recreation Analyst, Parks and Recreation
Department;
• Bob Biles, Applications System Manager, IT Department;
• Modesto Mora, Resident and Leadership Academy Graduate;
• Tony Lopez, Parks and Recreation Director, Town of Miami Lakes;
• Jon Groff, Resident and Chairman of the Parks and Recreational Facilities Board;
• Bruce Reich, Resident and Leadership Academy Graduate
• Meryl Wolfson, member of the Parks and Recreational Facilities Board;
Alternates
• Esther Egozi Choukroun, resident and Scott Rakow Board member; and
WHEREAS, the Parks and Recreation department developed a scripted demo
outline to be performed by the proposers during their presentation; and
WHEREAS, the Committee convened on June 29, 2012 to receive software
demonstrations from the two (2) responsive proposers; and
WHEREAS, the Committee was provided with 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,
Performance Evaluation Surveys, pertinent information from all responsive proposers, and
engaged on a 30-minute Question and Answer session; and
WHEREAS, the Committee discussed its individual perceptions of the proposers'
qualifications, experience, and competence, and further scored and ranked the proposers
accordingly; and
WHEREAS, a motion was presented by Bruce Reich, seconded by Jon Groff, and
unanimously approved by all Committee members, to recommend rejecting all proposals
received and issue a new RFP with revised minimum requirements which would allow for
greater competition; and
WHEREAS, in the alternative, the Committee further recommended, as a second motion,
that should the City Manager not concur with its first motion of reject all proposals that they
would recommend entering into negotiations with the top ranked proposer, Capturepoint,
contingent upon the administration's review of their user/resident interface. If negotiations
were not successful with the top ranked, the Committee recommended entering into
negotiations with the second ranked proposer, REC1, contingent upon the request of a
revised cost estimate, and a further review of the security provisions, administrative features,
and their clients feedback since no Performance Evaluation Surveys were requested by the
proposers from its clients and therefore, no client feedback was presented to the Committee
for consideration; and
WHEREAS, after considering the recommendation of the Committee, the City
Manager exercised her due diligence and concurs with the Committee's recommendation
and is recommending that the Mayor and the City Commission reject all proposals received
and re-issue the RFP with the amended minimum requirements.
229
NOW, THEREFORE, BE IT 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. 28-11/12, for Emergency Disaster Debris Monitoring Services; authorize negotiations
with the two (2) top ranked firms: O'Brien's Response Management Inc., and Science
Applications International Corporation; and further authorize the Mayor and City Clerks to
execute agreements upon completion of successful negotiations by the Administration.
PASSED AND ADOPTED THIS ___ DAY OF ____ .2012.
ATTEST:
CITY CLERK MAYOR
T:\AGENDA\2012\7 -18-12\RFP-20-11-12Web Hosted Software -RESO.doc
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