C7B-Accept Recommendation Electronic Agenda SystemCOMMISSION 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 The Ranking Of Proposals, Pursuant To
Request For Proposals (RFP) No. 2014-001, For An Electronic Agenda System.
Ke Intended Outcome Supported:
Supporting Data (Surveys, Environmental Scan, etc.:) N/A
Item Summary/Recommendation:
On September 11, 2013, the Mayor and City Commission approved the issuance of Request for
Proposals (RFP} No. 2014-001 for an Electronic Agenda System. The RFP was issued on October
31, 2013, with an opening date of December 17,2013. The solicitation was advertised and notices
were released to prospective proposers. The RFP resulted in proposals from the following five (5)
firms: Carasoft Technology Corporation; CommLINK, LLC; Granicus, Inc.; Novusolutions; and
Provox Systems, Inc.
On January 7, 2014, the City Manager via Letter to Commission (LTC) No. 10-2014 appointed an
Evaluation Committee (the "Committee"). The Committee convened on February 20, 2014, to
consider proposals received and interview the proposers. After review of proposals and
presentations by proposers, the proposals were evaluated in accordance with the criteria set forth
in the RFP.
RECOMMENDATION
In accordance with the evaluation process outlined in the RFP and the due diligence review by the
City Manager, 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 RFP 2014-001 for an Electronic Agenda System; authorizing the
Administration to enter into negotiations with top-ranked proposer, Novusolutions; and should the
Administration not be successful in negotiating an agreement with the top-ranked proposer,
authorizing negotiations with the second-ranked proposer, Provox Systems, Inc.; and should the
Administration not be successful in negotiating an agreement with the second-ranked proposer,
authorizing negotiations with the third-ranked proposer, Carahsoft Technology Corporation; and
should the Administration not be successful in negotiating an agreement with the third-ranked
proposer, authorizing negotiations with the fourth-ranked proposer, Granicus, Inc.; and further
authorizing the Mayor and City Clerk to execute agreements upon completion of successful
negotiations by the Administration.
ADOPT THE RESOLUTION
Advisory Board Recommendation:
Financial Information:
Source of Amount lt1J Funds: 1 $17,300
OBPI Total
Financial Impact Summary:
(9 MIAMI BEACH
552-6161-000679
155
Account
AGENDA ITEM CZB
DATE .J-y/C{
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,
www.miamibeachfl.gov
TO:
FROM:
DATE:
Mayor Philip Levine and Members
Jimmy L Morales, City Manager
March 5, 2014
COMMISSION MEMORANDUM
the~ission
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.
2014-001, FOR AN ELECTRONIC AGENDA SYSTEM.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
KEY INTENDED OUTCOME SUPPORTED
Improve process through Information Technology; promote transparency of City operations.
FUNDING
The cost associated with the acquisition of an electronic agenda system is $51,350 over a five
(5) year period. Funding in the amount of $17,300 for the first year investment is allocated in
Account 552-6161-000679.
Additional funding required for subsequent year renewals, or due to increased need of
services, will be subject to the review and approval of the Office of Budget and Performance
Improvement (OBPI).
BACKGROUND
Currently, agenda items are prepared in M.S. Word, and are routed in paper form from the
initial preparer, to the Department/Division Director, to the appropriate Assistant City Manager,
and finally to the City Manager for his approval. Any edits required to a document oftentimes
requires the rerouting of the document back to its originator, creating inefficiencies and
delaying the agenda preparation process.
Once the Office of the City Clerk receives all the signed agenda items, the Agenda
Coordinator and the City Clerk prepare the Agenda Packet consisting of the agenda, staff
reports, and associated attachments. The Office of the City Clerk utilizes MS Word to produce
the agenda. The Agenda Packet is scanned in order to convert it into Portable Document
Format (PDF); the PDF Agenda Packet is then processed through Optical Character
Recognition (OCR) software to convert the PDF file into editable and searchable data. The
Agenda Packet in PDF/OCR format is published on the City Clerk's webpage for access by
citizens.
The proposed Automated Agenda Management software will provide an automated workflow
to prepare, track, modify and monitor the progress of individual items for a specific agenda
date. After review by appropriate persons, the system will allow for easy assembly of the
documents into a single cohesive Agenda Packet for publication. The system will provide the
ability to easily audit individual items to determine the modifications made by reviewers to the
original document, and provide flags for items that have not been reviewed in the process.
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Commission Memorandum-RFP #2014-001 Electronic Agenda System
March 5, 2014
Page2
Integration with the City's existing Microsoft Exchange e-mail system will allow for notification
e-mails at specific milestones in the processing of items. While the primary objective is to
automate the City Commission agenda preparation and management process, the City may
explore the system's ability to provide for paperless distribution of Agenda Packets, paperless
meetings, and to support other legislative bodies, such as the Commission Committees.
This software will allow the City to save time and money by automating the paper-intense
agenda process, while facilitating communication between the City Departments, the City
Manager's Office and the Office of the City Clerk.
It is anticipated that the Automated Agenda Management Software will streamline the agenda
building process and provide the capability of easily posting the agenda, with attachment, to
the City's web page to provide citizens the ability to view all documents being provided to the
City Commission.
The following benefits are expected if the City Commission approves the move to an
Automated Agenda Management Software:
1. Improve Internal Controls -The software will provide the ability to easily audit individual
items to determine the modifications made by reviewers to the original document, and
provide flags for items that have not been reviewed in the process.
2. Improve Speed of Business Processes -The software will eliminate manual workflows;
create and manage items for agendas in one system; and automate agenda item
approvals with electronic approval processes.
3. Simplify Agenda Creation -The software will automatically compile flies and supporting
materials for upcoming meetings, and organize, store and retrieve electronic documents,
which can easily be uploaded to the City Clerk's webpage for access by citizens.
4. Improve Customer Service -The software will track legislation and generate historical
reports for staff, citizens and the City Commission.
RFP PROCESS
On September 11, 2013, the Mayor and City Commission approved the issuance of Request
for Proposals (RFP) No. 2014-001 for an Electronic Agenda System. The RFP was issued on
October 31, 2013, with an opening date of December 17, 2013. The solicitation was
advertised and notices were released to prospective proposers. The RFP resulted in
proposals from the following five (5) firms:
1. Carahsoft Technology Corporation
2. CommLINK, LLC
3. Granicus, Inc.
4. Novusolutions
5. Provox Systems, Inc.
CommLINK, Inc. was deemed non-responsive due to failure to sumbit documentation required
by the RFP.
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Commission Memorandum-RFP #2014-001 Electronic Agenda System
March 5, 2014
Page3
On January 7, 2014, the City Manager via Letter to Commission (LTC) No. 10-2014 appointed
an Evaluation Committee (the "Committee") consisting of the following individuals:
•
•
•
•
•
•
Sandra Novoa, Town Clerk, Town of Surfside
Frank Kruszewski, Resident
Carmen Sanchez, Deputy Planning Director, City of Miami Beach
Marcia Monserrat, City Manager's Office, City of Miami Beach
Rafael Granado, City Clerk, City of Miami Beach
Bob Biles, Applications Manager, IT Department, City of Miami Beach
Alternates:
•
•
•
Conchita Alvarez, Town Clerk, Village of Key Biscayne
Ken Bereski, Resident and Leadership Academy graduate
Oscar Santiesteban, IT Department, City of Miami Beach
Oscar Santiesteban replaced Bob Biles for the IT Department; Frank Kruszewski was unable
to attend and an alternate could not be scheduled due to short notice.
The Evaluation Committee (the "Committee") convened on February 20, 2014, to consider
proposals received and interview the proposers. The Committee was provided with information
relative to the City's Cone of Silence and Government in the Sunshine law, general information
on the scope of services, reference responses, and additional pertinent information from all
responsive proposers.
After proposer's presentations and interviews, the Committee discussed the proposers'
qualifications, experience, and competence, and further scored the proposers accordingly.
The Committee was instructed to score each proposal pursuant to the Step 1 evaluation
established in the RFP.
'
Step 1 ·Qualitative Criteria Maximum Points
Proposer Experience and Qualifications, including Financial
Capability
Scope of Services Proposed
Approach and Methodology
20
40
20
TOTAL AVAILABLE STEP 1 POINTS 80
Following the results of Step 1 Evaluation Qualitative criteria, the Department of Procurement
Management added the Step 2 quantitative criteria in accordance with the formula established
in the RFP. Additional points, over the aforementioned potential points were to be allocated, if
applicable and in accordance to the following ordinances.
LOCAL PREFERENCE: The City, through the Procurement Division, will assign an additional
five (5) points to Proposers which are a Miami Beach-based vendor as defined in the City's
Local Preference Ordinance. Please note that no proposer was eligible for local's preference.
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VETERANS PREFERENCE: The City, through the Procurement Division, will assign an
additional five (5) points to Proposers which are 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. Please note that no proposer was eligible for Veteran's
preference.
Step 2 -Quantitative Criteria
Cost Proposal
Local and Veterans Preference
Miami Beach-Based Vendor
Veterans and State-Certified Service-Disabled Veteran
20
5
5
After combining Step 1 and 2 of the Evaluation process, the final ran kings are as follows:
Rafael Marcia Carmen Sandra Oscar Low
Granado Monserrat Sanchez Novoa Santiesteban Aggregate
Totals
Carahsoft Technology (61) 3 {85) 2 (56) 3 {69) 3 (79) 3 (14} 3 Corporation
Granicus, Inc. (45) 4 {55) 4 (40) 4 (42) 4 (76) 4 (20} 4
Novusolutions (88) 1 (93) 1 (91) 1 (91) 1 (93) 1 {5) 1
Provox Systems, Inc. (69) 2 (79) 3 (57) 2 (75) 2 (84) 2 (11} 2
A detailed tabulation showing the rates of each proposer is included in Appendix A.
In determining responsiveness and responsibility of the firms, the Department of Procurement
Management verified compliance with the minimum requirements established in the RFP,
financial capacity as contained in the Dun & Bradstreet Supplier Qualifier Report, and past
performance through client references submitted by each bidder.
Novusolutions has been in business since 2000. Their offices are located in Tampa and
Weston, Florida. They serve the Government and Education markets with software products
designed to increase effectiveness in various areas. Novusolutions customers include the
cities of North Miami Beach, Plantation, Orlando, and Daytona Beach among others.
Provox Systems, Inc. is a Texas based manufacturer and solution provider with over 22 years
of experience in Agenda Meeting Management solutions for municipalities, organizations,
education and health customers, including Otero County in New Mexico, Putnam County in
Georgia, and City of Lowell in Massachusetts among others.
Carahsoft Technology Corporation has been in business for nine (9) years. It was founded to
assist government public sector Officials improve how the public sector collaborates with their
stakeholders. Their customers include City of Ocala, Okeechobee County, and City of
Brookhaven in Georgia among others.
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Commission Memorandum -RFP #2014-001 Electronic Agenda System
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Granicus, Inc. was founded on 1999 and is headquartered in San Francisco. Granicus
provides turnkey solutions to enable governments to work more efficiently, encourage citizen
participation and engagement, and increase government transparency and trust. Clients
include the cities of Fort Lauderdale, Doral, and Coral Gables, and the Village of Wellingon
among others.
MANAGER'S DUE DILIGENCE
In accordance with the ranking results pursuant to the evaluation process outlined herein and
the due diligence review by the City Manager, 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 RFP 2014-001 for an
Electronic Agenda System, as outlined in the Recommendation section below.
RECOMMENDATION
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. 2014-001 for an Electronic Agenda
System; authorizing the Administration to enter into negotiations with the top ranked proposer,
Novusolutions; and should the Administration not be successful in negotiating an agreement
with the top-ranked proposer, authorizing negotiations with the second-ranked proposer,
Provox Systems, Inc.; and should the Administration not be successful in negotiating an
agreement with the second-ranked proposer, authorizing negotiations with the third-ranked
proposer, Carahsoft Technology Corporation; and should the Administration not be successful
in negotiating an agreement with the third-ranked proposer, authorizing negotiations with the
fourth-ranked proposer, Granicus, Inc.; and further authorizing the Mayor and City Clerk to
exe! agreements upon completion of successful negotiations by the Administration.
JLM /AD
T:IA NDA\2014\March\Procurement\RFP 2014-001 Electronic Agenda System.doc
160
~ 0') ~ APPENDIX A-TABULATION ELECTRONIC AGENDA SYSTEM RFP 2014-001-MF CARAHSOFT ITEM TECHNOLOGY CORP. SOFTWARE, IMPLENTATION & FIRST YEAR HOSTING FEES Software Cost to include software $ 18,720. module fees and any other expense related to the acquisition of the software. IMPLEMENTATION SERVICES Professional Services/ Project $INCLUDED Management and Implementation Costs YEARLY ALL-INCLUSIVE FEES (2-5 YEARS) All-Inclusive Yearly Fees for Five $18,720./ Year Years, including Maintenance, (x4) Support, Licenses, etc. ONSITE TRAINING Inclusive of travel expenses User Training (up to 100 individuals)-2 day minimum, 4 session per day minimum $ 1,550./ DAY Train-the-Trainer Training (up to 12 individuals)-1 day minimum, $800./ DAY two sessions per day TOTAL COST (5 Years) $ 97,500.00 *CommLINK has been deemed non-responsive. **Cost of Training not included in Total. GRANIC US, NOVUSOLUTIONS -NOVUS INC. AGENDA $ 17,868. $8,500. $ 12,950. $3,000. $ 17,868. /Year $ 8,500./ Year (x4) (x4) $ 1,700./ DAY $ 1,950./ DAY $ 1,700./ DAY $ 1,950./ DAY $ 107,390.00 $51,350.00 *COMMLINK *COMMLINK PROVO X ON SITE CLOUD $ 61,538. $35,565. $ 30,600. $9,000. $3,000 $27,200. $ 13,875. I Year $ 39,850. I Year $ 7,500. I Year (x4) (x4) (x4} Included In $1,000./ DAY $1,000./ DAY Implementation $ 1,000./ DAY $ 1,000./ DAY Included ln Implementation **$ 126,038.00 **$ 194,965.00 $87,800.00
RESOLUTION TO BE SUBMITTED
162