C7D-Accept Recommendation Externally Web Hosted Software For Parks And Recreatiottl .....
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution accepting the recommendation of the City Manager pertaining to the ranking of proposals,
pursuant to Request for Proposal (RFP) No. 62-11/12, to install and maintain an externally web hosted
software for Parks and Recreation; Authorizing the Administration to enter into negotiations with the Second-
Ranked Proposers: Capturepoint.Com; And Should The Administration Not Be Successful In Negotiating An
Agreement With The Second-Ranked Proposer, Authorizing Negotiations With The Top-Ranked Proposer,
The Active Network; And Should The Administration Not Be Successful In Negotiating An Agreement With
The Top-Ranked Proposer, Authorizing Negotiations With The Third-Ranked Proposer, Vermont Systems,
Inc.; Further Authorizing The Mayor And City Clerk To Execute An Agreement Upon Conclusion Of
Successful Negotiations By The Administration.
Key Intended Outcome Supported:
Increase Satisfaction with Family Recreational Activities
Supporting Data (Surveys, Environmental Scan, etc.): Miami Beach Customer Surveys indicates
75% of residents and 68% of businesses rated Miami Beach city government as excellent or good in meeting
their needs and expectations. It is expected that these percentages may Increase with the addition of this
software for Recreation.
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intended to replace the Department's current software, which has slowly become outdated since its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 July 18, 2012, the Mayor and City Commission approved the issuance of Request for Proposals (RFP)
No. 62-11/12, which was subsequently issued on August 15, 2012, with an opening date of September 13,
2012. A pre-proposal conference to provide information to the proposers submitting a response was held on
August 28, 2012. BidNet issued bid notices to 91 prospective proposers, and eight (8) downloaded the
solicitation. 15 additional proposers were notified via e-mail, which resulted in the receipt of the following five
(5) responsive proposals: Stadiumroar.com; The Active Network; Capturepointcom; Vermont System, Inc;
and US E Direct
On September 26, 2012, the City Manager via Letter to Commission (l TC) No. 245-2012, appointed an
Evaluation Committee (the "Committee"). The Committee convened on November 1, 2012 and
recommended entering into negotiations with the top-ranked proposers, The Active Network.
After considering the review and recommendation of City staff, the City Manager exercised her due diligence
and is recommending that the Mayor and the City Commission enter into negotiations with second-ranked
proposer, Capturepoint.com; and should the administration not be successful in negotiating an agreement
with the second-ranked proposer, authorizing negotiations with the top-ranked proposer, The Active
Network; and should the administration not be successful in negotiating an agreement with the top-ranked
proposer, authorizing negotiations with the third-ranked proposer, Vermont Systems, Inc.
ADOPT THE RESOLUTION
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T:IAGENDA \2013\Janua~
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MIAMI BEACH AGENDA ITEM G1D
223 DATE Jd0-f ?>
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamlbeachfLgov
TO:
FROM:
DATE:
SUBJECT:
COMMISSION MEMORANDUM
Mayor Matti Herrera Bower and Members. of the ~ty pmmission
Kathie G. Brooks, Interim C~y Manager~~
January 16, 2013
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER PERTAINING TO THE RANKING OF PROPOSALS, PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 62-11/12, TO INSTALL AND MAINTAIN
AN EXTERNALLY WEB HOSTED SOFTWARE FOR PARKS AND RECREATION;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH
THE SECOND-RANKED PROPOSERS: CAPTUREPOINT.COM; AND SHOULD
THE ADMINISTRATION NOT BE SUCCESSFUL IN NEGOTIATING AN
AGREEMENT WITH THE SECOND-RANKED PROPOSER, AUTHORIZING
NEGOTIATIONS WITH THE TOPMRANKED PROPOSER, THE ACTIVE
NETWORK; AND SHOULD THE ADMINISTRATION NOT BE SUCCESSFUL IN
NEGOTIATING AN AGREEMENT WITH THE TOP-RANKED PROPOSER,
AUTHORIZING NEGOTIATIONS WITH THE THIRD-RANKED
PROPOSER, VERMONT SYSTEMS, INC.; FURTHER AUTHORIZING THE MAYOR
AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF
SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
KEY INTENDED OUTCOME SUPPORTED
Increase Satisfaction with Family Recreational Activities
FUNDING
$29,550.00 is available in the following account No. 552-2724~000674
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 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
224
Commission Memorandum-RFP # 62-11-12 Parks and Recreation Software
January 16, 2013
Page 2
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, The Active Network, developed a web-based upgrade that provides
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 was necessary to identify other software providers that
may be able to meet the City's needs.
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, both as set forth below. The proposals that
do not meet the Minimum Requirements would be deemed non-responsive and would not be
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. Proposer must have successfully completed at least five (5) externally hosted
Parks & Recreation software packages. Please note that the five (5)
externally hosted software packages can reference parks and recreation
divisions for municipalities, counties, states, cities, school districts, special
agencies, universities, or any other organizational structure of any size,
demographic composition or registration volume.
Proposer must clearly state the five (5) externally hosted packages already
implemented equal to most, if not all the specifications stated in Section II,
including software merging of one (1) existing data/history within the past
four {4} 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)
225
Commission Memorandum-RFP # 62~11~12 Parks and Recreation Software
January 16, 2013
Page 3
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
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. F acUity 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 shaU be responsible for all Service to the Data Base Website Reporting.
9. All data must be owned by the City.
1 0. 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:
Term
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.
226
Commission Memorandum-RFP # 62-11-12 Parks and Recreation Software
January 16, 2013
Page4
RFP PROCESS
On July 18, 2012, the Mayor and City Commission approved the issuance of Request for
Proposals (RFP} No. 62-11/12, to Install and Maintain an externally web hosted software for
the City of Miami Beach Parks and Recreation Department {RFP).
RFP No. 62-11/12 was issued on August 15, 2012, with an opening date of September 13,
2012. A pre-proposal conference to provide information to the proposers submitting a
response was held on August 28, 2012.
BidNet issued bid notices to 91 prospective proposers, and eight (8) downloaded the
solicitation. 15 additional proposers were notified via e-mail, which resulted in the receipt of the
following five (5) responsive proposals:
1. Stadiumroar.com
2. The Active Network
3. Capturepoint.com
4. Vermont System, Inc
5. US E Direct
On September 26, 2012, the City Manager via Letter to Commission (LTC) No. 245-2012,
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;
• Jon Groff, Resident and Chairman of the Parks and Recreational Facilities Board;
• Bruce Reich, Resident and Leadership Academy Graduate
• Fred Couceyro, Parks and Recreation Director, City of Coral Gables
• Todd Hofferberth, Parks and Recreation Director, Village of Key Biscayne
Alternates
• Esther Egozi Choukroun, resident and Scott Rakow Board member
• Meryl Wolfson, member of the Parks and Recreational Facilities Board; and
As per the request of Commissioner Tobin, the Interim City Manager directed the
administration to add Christine Florez to the Committee. Committee member Todd
Hofferberth, was informed of this change and advised that he no longer was part of the
Evaluation Committee.
The Parks and Recreation department developed a scripted demo outline to be performed by
the proposers during their presentation.
The Committee convened on November 1, 2012 to receive software demonstrations from the
five (5) proposers. All five (5) proposers provided on-line presentations. Committee members
Christine Florez and Modesto Mora were not in attendance.
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 15-minute Question and Answer session.
227
Commission Memorandum-RFP # 62-11-12 Parks and Recreation Software
January 16, 2013
Page5
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 functionaHty according to Departmental needs
Consultant(s) experience and past performance with similar projects
Proposed Fees
Methodology and Approach
Weight
35 points
20 points
35 points
10 points
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 no 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 Theresa Buigas, seconded by Jon Groff, and unanimously
approved by all Committee members, to recommend entering into negotiations with the top~
ranked proposers, The Active Network; and should the administration not be successful in
negotiating an agreement with the top-ranked proposer, authorizing negotiations with the
second-ranked proposer, Capturepoint.com; and should the administration not be successful
in negotiating an agreement with the second-ranked proposer, authorizing negotiations with
the third-ranked proposer, Vermont Systems, Inc.
THE ACTIVE NETWORK'S PROFILE
The Active Network was founded in 1999 and is a leading provider of application services
technology and marketing access to community service organizations, such as State and
Local governments, recreation facilities and the like.
The Active Networks currently services over 4,000 local municipalities, parks and recreation
228
Commission Memorandum-RFP # 62-11-12 Parks and Recreation Software
January 16, 2013
Page6
departments, non-profits, sports organizations and educational organizations providing
recreation management, point of sale, inventory controls, and long list of other related
services. The company, based out of San Diego, California has over 450 employees servicing
the North America market.
The ACTIVEnet product, specifically written to assist Parks and Recreation Departments
provides simple to use facility bookings, activity registration, memberships, league scheduling
and point of sale transactions while providing strong reporting capabilities and safe audit
controls.
Appendix "A" provides a summary of the Cost Proposal submitted by The Active Network.
MANAGER'S DUE DILIGENCE
After considering the review of the recommendation of City staff and review of overall
functionality and pricing, the City Manager exercised her due diligence and is recommending
that the Mayor and the City Commission enter into negotiations with second-ranked proposer,
Capturepoint.com; and should the administration not be successful in negotiating an
agreement with the second-ranked proposer, authorizing negotiations with the top-ranked
proposer, The Active Network: and should the administration not be successful in negotiating
an agreement with the top-ranked proposer, authorizing negotiations with the third-ranked
proposer, Vermont Systems, Inc.
The top three {3) ranked proposer's software meet the City's requirements including the ability
to provide on-line customer registration, point of sale, and facility reservations.
There are three (3) differences in the pricing scheme of the top two proposers: (See Attached
Schedule)
1) Online Transaction Fee:
One difference between The Active Network and Capturepoint.com is that the Active Network
would charge end users online transaction fees of approximately $7,520 when using the
system online to reserve a facility or register for a program, while the Capturepoint.com
system does not have end user transaction fees. One of the primary goals of purchasing a
new Parks and Recreation software is to provide end users with an easy and efficient system
to that can be accessed online at any time of day.
2)/nitial Year Costs:
Capturepoint.com's first year cost to install, train staff and implement the software totals
$27,010 vs. The Active Network's first year expected cost of$ 53,685, including the end user
on-line transaction fee of$ 7,520. Both costs mentioned are net of hardware costs.
3)Yearly recurring cost:
Capturepoint.com's yearly recurring cost totals $ 13,012, which includes their annual per
month, transaction and subscription fee vs. The Active Network of$ 36,752, which includes
processing and subscription fees. Please note that the City pays an annual maintenance and
subscription fee of approximately $7,500 for the Parks and Recreation software currently being
used.
Although The Active System has a more advanced user interface, The Capturepointcom
software is a significant improvement to the current software being used by the Department.
Although it may require some additional programming to fully encompass all functionality
required by the Department, the cost of such programming is not expected to be substantial,
229
Commission Memorandum-RFP # 62-11-12 Parks and Recreation Software
January 16, 2013
Page 7
and the total first year costs is anticipated to be within the budgeted amount of $29,550.
The benefit of Capturepoint.com, by not charging transaction fees to the end user, is a
likelihood of increased online transactions and a reduced need for repeat users from having to
register in person at a City facility.
Please refer to Appendix "A" for a summary of the Cost Proposal submitted by all responsive
proposers. It must be noted that additional costs will be required for the acquisition of required
hardware, which will be determined during the negotiation phase.
CAPTUREPOINT.COM'S PROFILE
Capturepoint.com has over ten (10) years or experience developing web-based applications
and managing data, seven (7) year years of experience in product development, a-commerce
and implementation services for web-based registration management software that includes
online registration, program, and membership.
Capturespoint.com is an online software company that makes it easy for residents to
participate within their communities and affordable for community service organizations to
operate. Capturepoint.com designs, deploys and supports software that provides online
access and a-Commerce to more than 150 organizations such as municipal, educational, and
youth sports organizations, including Recreation Departments, Public/Private Pools, Tennis &
Golf Clubs, Sports Clubs, Not-for-Profit Associations. School Districts, Parent-Teacher
Organizations, Community Schools & Centers, Child Care, or Religious Organizations,
Residents enjoy the simplicity of conducting all their community transactions via a single login
and password, whether it is registering for our afterschool, summer, soccer, or any other
Recreation program. Recreation staff may benefit from reduced paperwork, easy payment
collection, and increased productivity.
Capturepoint.com's web-based products offer users a comprehensive and integrated set of
tools that includes program, membership and reservations data-management combined with
in-depth reports, data export, and a powerful e-marketing product line, Products are easy-to-
use and most clients can be up and running fairly quickly.
Appendix "A" provides a summary of the Cost Proposal submitted by Capturepoint.com.
CONCLUSION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida accept the recommendation of the City Manager pertaining to the ranking of
proposals, pursuant to request for proposals (RFP) No. 62-11/12, to install and maintain an
externally web hosted software for parks and recreation; authorizing the administration to enter
into negotiations with the second-ranked proposer, Capturepoint.com; and should the
administration not be successful in negotiating an agreement with the second-ranked
proposer, authorizing negotiations with the top-ranked proposer, The Active Network; and
should the administration not be successful in negotiating an agreement with the top-ranked
proposer, authorizing negotiations with the third-ranked proposer, Vermont Systems, Inc.;
further authorizing the Mayor and City Clerk to execute an agreement upon conclusion of
successful negotiations by the administration.
T:IAGENDA\2013\January 16\RFP-62-1 1-12 Web Hosted Sofware -Memo FinaL doc
230
N w ~ Rank Cost Options-HARDWARE NOT INCLUDED Option 1 Option 2 Option 3 Only Option Only Option ALL Initial Costs $ 9,412 $ 9,412 $ 9,412 $ 13,998 $ 55,996 1 1 1 Active • Annual Subscription Pricing (If Revenues of $0-$2.49 million) Active -Annual Subscription Pricing (If Revenues of $2.5 milfion-$2.99 million) Active • Annual Subscription Pricing (If Revenues exceed $3 million) 1 I Active -Credit Card Processing 1% (Based on FY 12 -$927,280.99) 1 I Active-Online Transactions 3%-TO BE PAID BY USER (Est. 30% of FY 12 Cash/Check intake of $835,593.73 = $250,678.12} 2 ICapturepoint-Annual Fee Per Month $15 2 ICapturepoint-Annual Fee Per Transaction .15(: (Est. $1J62,874.72 I est. amnt per transaction $50= 35,257 transactions) 2 jC3pturepoint ·Annual Fee Per Batch .15(: (Est. 10 sites, 365 days per year= 3,650 botches per year) 2 ICapturepoint-Annual Subscription 3 !Vermont System-Annual Maintenance Fees $ $ $ $ $ $ $ $ $ $ TOTAL COST (first year) I $ Paid by the online user I $ NET COST TO THE CITY (first year) l $ YEARLY Reccuring Costs to the City I $ Reccuring Costs Paid by the online user l $ APPROX. AMOUNT PAID BY USER AND CITY (RECCURING}I $ 35,000 l $ $ $ $ $ 4o,ooo I s -I s $ s · I s 45,ooo I s $ 9,273 l $ 9,273 I $ 9,273 I $ $ 7,520 I$ 7,520 I $ 7,520 I$ $ $ $ $ 180 l $ $ $ s s,289 Is $ $ $ 547.50 I$ $ $ S 6,996 I s $ $ $ -I s 24,696 53,685 $ 58,685 $ 63,685 I $ 21,010 $ 80,692 7,520 $ 7,520 $ 7;52o I$ $ 46,164 $ 51,164 $ 56,164 I $ 21 ,o10. $ 80,692 36,752 $ 41,752 $ 46,752 I $ 13,012 $ 24,696 7,520 $ 7,520 $ 7,520 I$ $ 44,273 $ 49,273 $ 54,273 l $ 13,012 $ 24,696 OVER 3 YEAR PERIOD SPENT I $134,710 1 $ 149,710] $ 164,710 l $ 53,034 I $ 130,084 FY 11/12 {October 1, 2011-September 30, 2012} cash $441,811.90 Checks $393,781.83 $1,762.874.72
RESOLUTION NO. -----
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF
THE CITY MANAGER PERTAINING TO THE RANKING OF PROPOSALS,
PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 62~11/12, TO
INSTALL AND MAINTAIN AN EXTERNALLY WEB HOSTED SOFTWARE
FOR PARKS AND RECREATION; AUTHORIZING THE ADMINISTRATION
TO ENTER INTO NEGOTIATIONS WITH THE SECOND~RANKED
PROPOSERS: CAPTUREPOINT.COM; AND SHOULD THE
ADMINISTRATION NOT BE SUCCESSFUL IN NEGOTIATING AN
AGREEMENT WITH THE SECOND-RANKED PROPOSER,
AUTHORIZING NEGOTIATIONS WITH THE TOP~RANKED PROPOSER,
THE ACTIVE NETWORK; AND SHOULD THE ADMINISTRATION NOT BE
SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE TOP-
RANKED PROPOSER, AUTHORIZING NEGOTIATIONS WITH THE
THIRD-RANKED PROPOSER, VERMONT SYSTEMS, INC.; FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS
BY THE ADMINISTRATION.
WHEREAS, on July 18, 2012, the Mayor and City Commission approved the
issuance of Request for Proposals (RFP) No. 62-11/12, to Install and Maintain an externally
web hosted software for the City of Miami Beach Parks and Recreation Department (RFP);
and
WHEREAS, RFP No. 62-11/12 was issued on August 15, 2012, with an opening date
of September 13, 2012; and
WHEREAS, a pre-proposal conference to provide information to the proposers
submitting a response was held on August 28, 2012; and
WHEREAS, BidNet issued bid notices to 91 prospective proposers, and eight (8)
downloaded the solicitation. 15 additional proposers were notified via e-mail, which resulted
in the receipt of five (5) responsive proposals; and
WHEREAS, on September 26, 2012, the City Manager via Letter to Commission
(LTC) No. 245-2012, appointed an Evaluation Committee (the "Committee"} consisting of the
following individuals:
• Theresa Bulgas, Parks and Recreation Analyst, Parks and Recreation
Department;
• Bob Biles, Applications System Manager, IT Department;
• Modesto Mora, Resident and Leadership Academy Graduate;
• Jon Groff, Resident and Chairman of the Parks and Recreational Facilities Board;
• Bruce Reich, Resident and Leadership Academy Graduate;
• Fred Couceyro, Parks and Recreation Director, City of Coral Gables; and
• Todd Hofferberth, Parks and Recreation Director, Village of Key Biscayne
Alternates
• Esther Egozi Choukroun, resident and Scott Rakow Board member;
• Meryl Wolfson, member of the Parks and Recreational Facilities Board; and
232
WHEREAS, as per the request of Commissioner Tobin, the Interim City Manager
directed the administration to add Christine Florez to the Committee; Committee member
Todd Hofferberth, was informed of this change and advised that he no longer was part of the
Evaluation Committee; 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 November 1, 2012 to receive software
demonstrations from the five (5) proposers; Committee members Christine Florez and
Modesto Mora were not in attendance; 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, 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 15-minute Question and Answer session; and
WHEREAS, a motion was presented by Theresa Bulgas, seconded by Jon Groff, and
unanimously approved by aU Committee members, to recommend entering into negotiations
with the top-ranked proposers, The Active Network; and should the administration not be
successful in negotiating an agreement with the top-ranked proposer, authorizing
negotiations with the second-ranked proposer, Capturepoint.com; and should the
administration not be successful in negotiating an agreement with the second-ranked
proposer, authorizing negotiations with the third-ranked proposer, Vermont Systems, Inc;
and
WHEREAS, after considering the review of the recommendation of City staff and
review of overall functionality and pricing, the City Manager exercised her due diligence and
is recommending that the Mayor and the City Commission enter into negotiations with
second-ranked proposer, Capturepointcom; and should the administration not be successful
in negotiating an agreement with the second-ranked proposer, authorizing negotiations with
the top-ranked proposer, The Active Network; and should the administration not be
successful in negotiating an agreement with the top-ranked proposer, authorizing
negotiations with the third-ranked proposer, Vermont Systems. Inc.
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. 62-11/12, , to install and maintain an externally web hosted software for parks and
recreation; authorize the administration to enter into negotiations with the second-ranked
proposer, Capturepoint.com; and should the administration not be successful in negotiating
an agreement with the second-ranked proposer, authorize negotiations with the top-ranked
proposer, The Active Network; and should the administration not be successful in
negotiating an agreement with the top-ranked proposer, authorize negotiations with the
third-ranked proposer, Vermont Systems, Inc.; further authorizing the Mayor and City Clerk
to execute an agreement upon conclusion of successful negotiations by the administration.
PASSED AND ADOPTED THIS ___ DAY OF ____ 2013.
ATTEST: APPROVED AS TO
FORM & LAr'-JGUAGE
& FOR E '". CUTION
L)~~~~ . D~e
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