C7E-Accept Recommendation RFP For Telecommunications Audit ServicesCOMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The MayorAnd City Commission Of The City Of Miami Beach, Florida, Accepting
The Recommendation Of The City Manager Pursuant To Request For Proposals (RFP) No. 2015-
1 26-LR For Telecommunications Audit Services.
lntended Outcome
Ensure Expenditure Trends Are Sustainable Over the Lono Term
Data (Surveys, Environmental Scan, etc: N/A
Item Summary/Recommendation :
The Administration issued RFP 2015-126-LR to seek the proposals from qualified firms in
telecommunications invoice auditing to perform a review of the City's telecommunication accounts
with the purpose of recovering erroneous payments and to provide recommendations to the Cityfor
reducing the cost of the related services. The RFP was approved for issuance by the City
Commission on March 11,2015. The RFP was released on March 12,2015. A pre-proposal
conference to provide information to the proposers submitting a response was held on March 20,
2015. On April 10, 2015, the City received proposals from: BTU Consultants, LLC;
Communications Brokers, lnc. dba/CBlTelecommunications Consultants, Eric Ryan Corporation;
Espy Services, lnc.; S2K Consulting, lnc.; Telanalysis, LLC; and Troy & Banks, lnc.
On April 22,2015, the Evaluation Committee appointed by the City Manager convened to consider
the responsive proposals received. The Committee was instructed to score and rank the sole
proposal received pursuant to the evaluation criteria established in the lTN. The results of the
evaluation committee process were presented to the City Managerfor his recommendation to the
City Commission.
After reviewing the submission and the Evaluation Committee's rankings of proposals received, the
City Manager recommends that the Mayor and the City Commission, pursuant to RFP No. 2015-
126-LR, for Telecommunications Audit Services, authorize the Administration to enter into
negotiations with the top ranked proposer, Eric Ryan Corporation. Should negotiations be
unsuccessfulwith the top ranked proposer, the City Manager recommends the Administration be
authorized to negotiate with the following firms in order of rank: S2K Consulting, lnc., and
Telanalysis, LLC. Further, the City Manager recommends the Mayor and City Clerk be authorized
to execute an Agreement upon conclusion of successful negotiations by the Administration.
RECOMMENDAT!ON
ADOPT THE RESOLUTION.
Board Recommendation:
Financial lnformation :
Source of
Funds:
Amount Account
1 N/A -
2
OBPI
3
Total
Financial lmpact Summary:
Alex Denis, Extension 6641
-Offs:
Dep;rflmgnt Director 4$tftfurt City Manager Gity tvl{nagerAW^D+141[IrA r,-=--l JLM#)_
15\M 201 5-1 26-LR Telecommunications Audit Services - SU MMARY
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City of Miomi Beoch, ,l700 Convention Center Drive, Miomi Beoch, Florido 33,I39. www.miomibeochfl.gov
MMISS N MEMORANDUM
To: Mayor Philip Levine and Members
FROM: Jimmy L. Morales, City Manager
DATE: May 6, 2015
the City
SUBJECT: A RESOLUTION OF THE MA AND CITY COMMISSION OF THE CITY OF
MIAM! BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER PERTAINING TO THE RANKING OF THE PROPOSALS RECEIVED,
PURSUANT TO REQUEST FOR PROPOSAL NO. 20f 5-126-LR (THE RFp), FOR
TELECOMMUNICATIONS AUDIT SERVICES; AND FURTHER AUTHORIZING
THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON
CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
ADM INISTRATION RECOM M EN DATION
Adopt the Resolution.
FUNDING
Revenue to the City.
BACKGROUND
The Administration issued RFP 2015-126-LR to seek the proposals from qualified firms in
telecommunications invoice auditing to perform a review of the City's telecommunication
accounts with the purpose of recovering erroneous payments and to provide
recommendations to the City for reducing the cost of the related services.
The City currently uses telecommunication services provided by AT&T-under the master
agreement for telephone lines, circuit lines, DSL connections and for Wide Area Network
(WAN) circuits that provide services to over 33 buildings and facilities throughout the City. The
City has approximately 1170 phone lines,65 circuit lines, and five (5) DSL connections.
Currently, the City average monthly cost for these services is $141,000. A telecommunications
audit has not been performed in over approximately thirteen (13) years.
RFP PROCESS
The RFP was approved for issuance by the City Commission on March 11,2015. The RFP
was released on March 12, 2015. A pre-proposal conference to provide information to the
proposers submitting a response was held on March 20, 2015. On April 10, 2015, the City
received proposals from: BTU Consultants, LLC; Communications Brokers, lnc. dba/CBl
Telecommunications Consultants, Eric Ryan Corporation; Espy Services, lnc.; 52K
Consulting, lnc.; Telanalysis, LLC; and Troy & Banks, lnc.
On April 2, 2015, the City Manager appointed an Evaluation Committee (the "Committee")
consisting of the following individuals:
. Laura Franco-Rubines, Assistant lnternalAuditor, lnternal Audits, City of Miami Beach. Benjamin Nussbaum, Financial Analyst lll, Finance Department, City of Miami Beach
167
Commission Memorandum - RFP 2015-126-LR Telecommunications Audit Services
May 6, 2015
Page 2
. Jose Suarez, Division Director, lnformation Technology Department, City of Miami
Beach. Ana Zecchini, Application System Manager, lnformation Technology Department, City
of Miami Beach
Alternates:
. Francisco Quintana, System Support Manager, lnformation Technology Department,
City of Miami Beach. James Sutter, lnternal Auditor, lnternal Audits Department, City of Miami Beach. Allison Williams, Chief Accountant, Finance Department, City of Miami Beach
The Committee convened on Aprll 22,2015 to consider the proposals received. 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
general information on the scope of services, references, and a copy of each proposal. The
Committee was instructed to score and rank the proposal pursuant to the evaluation criteria
established in the RFP.
The evaluation process resulted in the following:
A brief summary of the firms and their proposal is provided below for informational purposes.
The Eric Ryan Corporation (ERC) was established in 1990 and has been providing
telecommunications audit services for 25 years. They have provide these type services to
over 6,500 clients, including government entities such as the Federal Reserve Bank of
Cleveland, University of Central Florida, City of Pittsburg, plus numerous Fortune 500
companies. ERC has identified over one and a half billion dollars in billing errors and future
savings opportunities for their clients. ERC proposed revenue sharing rate to the City of 82o/o.
RFP 201s-126-LR
Telecommunications Audit
Services
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BTU Consultants, LLC
51 b 69 6 66 6 44 6 24 6
Communications Brokers, lnc.
dba/CBl Telecommunications
Consultants
70 5 80 6 80 4 55 5 19 5
Esov Services. lnc.
50 7 59 7 54 a 3'1 7 28 7
Eric Rvan Corooration
90 J 91 1 93 1 97 6 1
S2K Consultinq, lnc.
91 2 82 3 88 2 93 2 9 2
Telanalvsis, LLC
95 1 89 2 87 J 91 3 I 2
Trov & Banks. lnc.
90 a B1 4 78 B1 4 16 4
168
Commission Memorandum - RFP 2015-126-LR Telecommunications Audit Services
May 6, 2015
Page 3
S2K Consulting, lnc. has been in business for 7 Yz years, and was designed to focus on
billing advocacy and has focused on government agency support since its inception. S2K
proposed revenue sharing to the City of 65%.
Telanalysis, LLC, is a specialized in the telecommunications consulting practice whose
principal focus is on telecommunications billing and tariff investigative management. They
have been in business for 29 years. There clientele base is diverse in business disciplines
and stature and is comprised of governments, associations, educational institutions,
commerce industries, hospitals, law firms and newspapers. They have performed well over
two thousand telecom billing audits. Talanalysis proposed revenue sharing rate to the City of
82o/o.
MANAGER'S DUE DILIGENCE & RECOMMENDATION
After reviewing the submission and the Evaluation Committee's rankings of proposals
received, the City Manager recommends that the Mayor and the City Commission, pursuant to
RFP No. 2015-126-LR, for Telecommunications Audit Services, authorize the Administration to
enter into negotiations with the top ranked proposer, Eric Ryan Corporation. Should
negotiations be unsuccessful with the top ranked proposer, the City Manager recommends the
Administration be authorized to negotiate with the following firms in order of rank: S2K
Consulting, lnc., and Telanalysis, LLC. Further, the City Manager recommends the Mayor and
City Clerk be authorized to execute an Agreement upon conclusion of successful negotiations
by the Administration.
CONCLUSION
The Administration recommends that the Mayor and the City Commission, approve the
resolution accepting the recommendation of the City Manager, pursuant to Request for
Proposal (RFP) No. 2015-126-LR, for Telecommunications Audit Services.
JLM/MT/AS/AD
T:\AGENDA\20'1s\May 6\Procurement\RFP 2015-'126-LR Telecommunications Audit Services - Memo.doc
169
RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE GITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER PERTAINING TO THE RANKING OF PROPOSALS
RECEIVED, PURSUANT TO REQUEST FOR PROPOSALS NO. 2015.126-LR
(THE RFP), FOR TELECOMMUNTCATTONS AUDIT SERVICES;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH THE TOP-RANKED PROPOSER, ERIC RYAN CORPORATION; AND
SHOULD THE ADMINISTRATION BE UNSUCCESSFUL !N NEGOTIATING AN
AGREEMENT WITH THE TOP.RANKED PROPOSER, AUTHORIZING THE
ADMINISTRATION TO NEGOTIATE WITH THE SECOND HIGHEST RANKED
PROPOSERS, S2K GONSULTING, lNC. AND TELANALYSIS, LLC; AND
FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT UPON CONCLUSION OF SUCGESSFUL NEGOTIATIONS BY
THE ADMINISTRATION.
WHEREAS, Request for Proposal (RFP) No. 2015-126-LR was issued on March 12,
2015 with an opening date of April 1 0, 2015; and
WHEREAS, a pre-proposal conference was held on March 20,2015; and
WHEREAS, the City received seven (7) proposals from BTU Consultants, LLC;
Communications Brokers, lnc. dba/CBl Telecommunications Consultants, Eric Ryan
Corporation; Espy Services, lnc.; S2K Consulting, lnc.; Telanalysis, LLC; and Troy & Banks,
lnc.; and
WHEREAS, on April 2,2015, the City Manager via Letter to Commission appointed an
Evaluation Committee (the "Committee"), consisting of the following individuals:
. Laura Franco-Rubines, Assistant lnternal Auditor, lnternal Audits, City of Miami Beach
o Benjamin Nussbaum, Financial Analyst lll, Finance Department, City of Miami Beach
. Jose Suarez, Division Director, lnformation Technology Department, City of Miami
Beach
. Ana Zecchini, Application System Manager, lnformation Technology Department, City of
Miami Beach
Alternates:
Francisco Quintana, System Support Manager, lnformation Technology Department,
City of Miami Beach
James Sutter, lnternal Auditor, lnternal Audits Department, City of Miami Beach
Allison Williams, Chief Accountant, Finance Department, City of Miami Beach
WHEREAS, the Committee convened on April22,2015 to consider all proposals; and
WHEREAS, the Committee was provided an overview of the project, information relative
a
a
170
to the City's Cone of Silence Ordinance and the Government Sunshine Law; general information
on the scope of services, references, and a copy of the proposal; and
WHEREAS, the Committee was instructed to score and rank the proposals pursuant to
the evaluation criteria established in the RFP; and
WHEREAS, the Committee's ranking was as follows: Eric Ryan Corporation, top-ranked;
S2K Consulting, lnc. and Telanalysis, LLC tied for second highest ranked; Troy & Banks, lnc.,
fourth highest ranked; Communications Brokers, lnc. dba/CBl Telecommunications Consultants,
fifth highest ranked; BTU Consultants, LLC, sixth highest ranked, and Espy Services, lnc.,
seventh highest ranked; and
WHEREAS, after reviewing all the submissions and the Evaluation Committee's
rankings, the City Manager exercised his due diligence and is recommending that the
Administration be authorized to enter into negotiations with the top ranked proposer, Eric Ryan
Eric Ryan Corporation, and should negotiations be unsuccessful with the top ranked proposer,
the City Manager recommends the Administration be authorized to negotiate with the following
firms in order of rank: S2K Consulting, lnc., and Telanalysis, LLC. Further, the City Manager
recommends the Mayor and City Clerk be authorized 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 pertaining to the ranking
of proposals received, pursuant to Request for Proposals No. 2015-061-LR (the RFP), for
Telecommunications Audit Services; authorize the Administration to enter into negotiations with
top-ranked proposer, Eric Ryan Corporation; and should the Administration be unsuccessful in
negotiating an agreement with the top-ranked proposer; authorize the Administration to
negotiate with the second highest ranked proposers, S2K Consulting, lnc. and Telanalysis, LLC;
and further authorize the Mayor and City Clerk to execute an agreement upon conclusion of
successful negotiations by the Administration.
PASSED AND ADOPTED this _ day of 2015.
ATTEST:
Rafael E. Granado, City Clerk Philip Levine, Mayor
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