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HomeMy WebLinkAboutR-02-003717A C J-02-023 12/31/01 RESOLUTION N0. i•Nr.�' A RESOLUTION OF THE MIAMI CITY COMMISSION, BY A FOUR-FIFTHS (4/5T11S) AFFIRMATIVE VOTE, AFTER A DULY ADVERTISED PUBLIC HEARING, RATIFYING, APPROVING AND CONFIRMING THE CITY MANAGER'S FINDING OF A SOLE SOURCE; WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDDING PROCEDURES AND AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, WITH eCIVIS, LLC, SOLE SOURCE PROVIDER, FOR THE ACQUISITION OF INTERNET ACCESS TO THE GRANTS LOCATOR SOFTWARE AND DATABASES FOR THE DEPARTMENT OF MANAGEMENT AND BUDGET, FOR A PERIOD OF ONE YEAR, WITH THE OPTION TO RENEW FOR THREE ADDITIONAL ONE-YEAR PERIODS, IN AN ANNUAL AMOUNT NOT TO EXCEED $20,000; ALLOCATING FUNDS FROM NON -DEPARTMENTAL ACCOUNTS, ACCOUNT CODE NO. 001000.921002.6.210. BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. By a four-fifths (4/stns) affirmative vote of the City Commission, after a duly advertised public hearing, the City Commission of sole source is ratified, approved and confirmed, the requirements for competitive sealed bidding procedures is waived and the City Manager is authorizedl� to 11 The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to those prescribed by applicable City Charter and Code provisions. CITY Comm, SSION Wrmnm "r ��s�1:.lun t3o. • • execute an Agreement, in a form acceptable to the City Attorney, with eCivis, LLC, sole source provider, for the acquisition of Internet access to the grants locator software and databases for the Department of Management and Budget, for a period of one year, with the option to renew for three additional one-year periods, in an annual amount not to exceed $20,000, with funds allocated from Non -Departmental Accounts, Account Code No. 001000.921002.6.270. Section 2. This Resolution shall become effective immediately upon its adoption and signature of the Mayor./ PASSED AND ADOPTED this 10th APPROVED AS TO FORM AND CORRECTNESS A ANDRO�VI I ATTORNE W5903:tr:LB day of Januar y �, 2002. ANDEL A. DIAZ, R� zi If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. Page 2 of 2 0 0 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: The Honorable Mayor and Members DATE: FILE: of the City Commission DEC 2 7 X001 SUBJECT: Sole Source Purchase FROM:C ez REFERENCES: City Manager ENCLOSURES: eC1V1S Grant Locator Software RECOMMENDATION It is respectfully recommended that the City Commission waive the necessity of competitive bids and approve the attached Resolution for the purchase of the eCivis Grants Locator, Federal, Florida, Foundations software for one (1) year, with the City's option to extend for three (3) additional years, for up to 16 users, from eCivis, located at 13101 Washington Boulevard, Suite 125, Los Angeles, California, 90066, (877) 232-4847 in an amount not to exceed $20,000 annually. Funding is available from Non -Departmental Accounts, Account Code Number 001000.921002.6.270, BACKGROUND The Department of Management and Budget requests the purchase of the eCivis Grant Locator Software for Citywide use to facilitate and expedite the grants application process, This software will allow us to query different databases for Citywide and private citizen needs. The City currently does not have an automated system for research. This system will enable the City to be updated and apply to a greater number of grants, which in turn will increase amount of grants that are approved. The Director of Purchasing has determined that eCivis, LLC is the sole source for the Grant Locator, Federal, Florida, Foundation version software and databases. A�- CAG/LMH/MP/md • CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Carlos A. Gimenez DATE: City ager SUBJECT: FROM: REFERENCES: Jud rt Director ment or ENCLOSURES: 0 December 14, 2001 FILE : Sole Source to Acquire eCivis Grant Locator Software 004Rvestigati was conducted by staff to determine whether eCivis, LLC, a non -minority / non -local vendor, locate, 13101 Washington Blvd., Ste. 125, Los Angeles, Ca. 90066, is the sole source provider for the acquisitio f the eCivis Grants Locator Software, Federal, Florida, Foundation version software and databases, for,ff Department of Management and Budget for one (1) year, with the option to extend for three (3) a nal one (1) year periods. Funding, in an annual amount not to exceed $20,000.00, is available froTh Non -Departmental Accounts, Account Code Number 001000.921002.6.270. The Department of Management and Budget is seeking to purchase the eCivis Grant Locator Software for Citywide use, in order to facilitate and expedite the grants application process. This online database allows local governments serious about their grant efforts to utilize the software and maximize employee productivity and increase the rate of funding success. The Grants Locator reduces time and effort as it eliminates the need to scour dozens of state and federal agency web sites for funding, and replaces most of the use of dedicated personnel to search for funding by conducting the search in a robust and organized fashion. Local governmental and non-profit employees are freed up to work in putting together grant applications, or to perform other functions. The Grants Locator has additional features, such as providing a complete listing of grant title, agency, eligibility requirements, due dates, contract information, amounts, and information from the grant officer for every grant; professional summaries of every grant detailing all pertinent grant information; and PDF versions of Grant Application Kits, among other features. According to eCivis, they know of no other product that is similar in scope and robustness to the Grants Locator for federal grants and State of Florida grants. Their products are available online, contains at least 90% of all current grants, has over 2000 grants available online, makes changes to its federal and state products on a daily basis, and often gets information on grants that are particularly important before any Federal Register notice. At least two (2) other governmental entities were found to have procured said service as a sole source acquisition. Accordingly, I am recommending that the requirements for competitive bidding be waived, and these findings be approved: eCivis, LLC is the sole source provider of the eCivis Grant Locator Software for federal and Florida grants, for the Department of Management and Budget for one (1) year, with the option to extend for three (3) additional one (1) year periods. Funding, in an annual amount not to exceed $20,000.00, is available from Non -Departmental Accounts, Account Code Number 001000.921002.6.270. ./,��� � 1 L C, -ter--- APPROVED BY: - DATE: Carlos A. Gimenez City Manager CAG/RJN/J SClpeb �D 4 1 • CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM 0 TO: Judy S. Carter DATE : FILE Director Purchasing Department SUBJECT: Sole Source Acquisition FROM Linda M. Haskins REFERENCES: Director ENCLOSURES: eCivis Grant Locator Department of Management & Budget The Department of Management of Budget has verified that funds are available for the purchase of the eCivis Grant Locator Software and Databases in an amount not to exceed $20,000 annually. Funding is available from the Nan -Departmental Accounts, Account Code Number 001000.921002.6.270. BUDGETARY REVIEW & APPROVAL: Linda M. Haskins Director Department of Management & Budget LMH/MP/md • TO: Judy S. Carter Director Purchasing Department CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM FROM: Linda M. Haskins Director Department of Management & Budget DATE: December 13, 2001 FILE: SUBJECT: Finding of a Sole Source REFERENCES: ENCLOSURES: The Department of Management and Budget is requesting a sole source finding for the purchase of the eCivis Grants Locator, Federal, Florida, Foundations software for up to 16 users. Based upon the attached letter from Karl T. Rectanus, Director, East Coast Operations, eCivis, LLC, the Department of Management and Budget is requesting that you take the necessary steps to verify that eCivis, located at 13101 Washington Boulevard, Suite 125, Los Angeles, California, 90066, (877) 232-4847, is the sole source for the provision of Grants Locator, Federal, Florida, Foundations software for one (1) year, with the option to extend for three (3) additional one (1) year periods. Your attention to this matter is greatly appreciated. LMH/MP/md CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Judy Carter, Director DATE Department of Purchasing SUBJECT: FROM REFERENCES: Pamela E. Burns, C1PB ENCLOSURES Sr. Procurement Contracts Officer • December 14, 2001 FILE Sole Source to Acquire eCivis Grana Locator Software I conducted an investigation to determine whether eCivis, LLC, a non -minority / non -local vendor, located at 13101 Washington Blvd., Ste. 125, Los Angeles, Ca. 90066, is the sole source provider for the acquisition of the eCivis Grants Locator Software, Federal, Florida, Foundation version software and databases, for the Department of Management and Budget for one (1) year, with the option to extend for three (3) additional one (1) year periods. Funding, in an annual amount not to exceed $20,000.00, is available from Non - Departmental Accounts, Account Code Number 001000.921002.6.270. The Department of Management and Budget is seeking to purchase the eCivis Grant Locator Software for Citywide use, in order to facilitate and expedite the grants application process. This online database allows local governments serious about their grant efforts to utilize the software and maximize employee productivity and increase the rate of funding success. The Grants Locator reduces time and effort as it eliminates the need to scour dozens of state and federal agency web sites for funding, and most of the use of dedicated personnel to search for funding by conducting the search in a robust and organized fashion. Local governmental and non-profit employees are freed up to work in putting together grant applications, or to perform other functions. The Grants Locator has a number of features, such as providing a complete listing of grant title, agency, eligibility requirements, due dates, contract information, amounts, and information from the grant officer for every grant; professional summaries of every grant detailing all pertinent grant information; and PDF versions of Grant Application Kits, among other features. According to eCivis, they know of no other product that is similar in scope and robustness to the Grants Locator for federal and State of Florida grants. Their products are available online, contain at least 90% of all current grants with over 2000 grants available online, makes changes to its federal and state products on a daily basis, and often gets information on grants that are particularly important before any Federal Register notice. At least two (2) other governmental entities were found to have procured said service as a sole source acquisition. Accordingly, I am recommending that the requirements for competitive bidding be waived, and these findings be approved: eCivis, LLC is the sole source provider of the eCivis Grant Locator Software, for the Department of Management and Budget for one (1) year, with the option to extend for three (3) additional one (1) year periods. Funding, in an annual amount not to exceed $20,000.00, is available from Non- DenartmeutaLAccounts, Account Code Number 001000.921002.6.270. DATE: Officer i ITEM: DEPARTMENT: TYPE OF PURCHASE: 0 AWARD SOLE SOURCE 01 -02-047 eCivis Grant Locator Software Management and Budget REASON: The Department of Management and Budget Is seeking to acquire the eCivis Grant Locator Software for federal and state grants. The eCivis Grant Locator Software for Citywise use will facilitate and expedite the grants application process, and will allow the City to query different databases to meet citywide and private citizen needs. The acquisition of this software will reduce the time and effort of staff, as it eliminates the need to scour dozens of state and federal agency web sites for funding, and replaces must of the use of dedicated personnel to search for funding by conducting the search in a robust and organized fashion. RECOMMENDATION: It is recommended that award the sole source provider, for eCivis Grant Locator Software the option to extend for three year periods. Funding, in an exceed $20,000.00, is be made to eCivis, LLC, the procurement of the for one (1) year, with (3) additional one (1) annual amount not to available from Non - lumber kll SoleSource01-02-047eCivisGrantsLocator TO = Walter J. Foeman City Clerk E CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM DATE : FILE: SUBJECT: Request to Publish Nodee for Pub& Hearing FROM - Linda M. Haskins REFERENCES Director ENCLOSURES: Department of Management & Budget 1 Please make arrangements to publish a Notice of Public Hearing for objections to the waiving of the requirements for formal sealed bids for the purchase of the cCivis Grant Locator Software and Databases for up to 16 users from eCivis, LLC. Attached is the advertisement. Thg date and 'me of this public hearing will be O �d0 at Q pm. P O'V)ED f ruvM. Alonso Agenda Coordinator LMH"Imd 0 CITY OF MIAMI NOTICE TO THE PUBLIC • A public hearing will be held by the City Commission of the City of Miami, Florida on at �T'.'d d a.mdp.m., in the City Commission Chambers at ity Hall, S00 Pan American Drive, Miami, Florida, for the purpose of waiving the requirements of obtaining sealed bids for the purclase of the eCivis Grants Locator, Federal, Florida, Foundations Software and Databases, located at 13101 Washington Boulevard, Suite 125, Los Angeles, California, 90066, (877) 232-4847 in an annual amount not to exceed $20,000. Inquires from other potential sources of such a package that feel that they might be able to satisfy the City's requirements for this item may contact Pamela Burns, Sr. Procurement Contracts Officer, at the City of Miami Purchasing Department at (305) 416-1905. 0 0 eCivis Statement of Sole Source Introduction: This statement represents eCivis' understanding of any online competitive products similar to Grants Locator that currently exist. eCivis knows of no other product that is similar in scope and robustness to Grants Locator for federal grants, State of California grants, State of Florida grants, State of Texas grants, or State of Illinois grants. Sales to Cities and Counties: eCivis has sold Grants Locator to over 60 cities and counties including the City of Chicago, County of Broward, and the City of Oakland and none of those entities has found an online competitor to Grants Locator. Many of these entities have bid requirements that require sole -source status in order not to avoid an open bid. eCivis continually monitors the competitive landscape for grants products and will continue to do so in the future. eCivis conducted an extensive review of competitors during as part of its business plan process in September 2000. During that review, the only competitor identified was Grantseeker.com which has since gone out of business. Product Specifications: The features of Grants Locator that eCivis uses as a comparison are the following: • Product is available online • Product is searchable • Product contains materially all current grants (at least 90%) • Product is real time • Product contains original research • Product has management tools that allow review of sub user activity eCivis feels that there are more criteria that could be used to differentiate Grants Locator, such as examples of previously won grant applications, ability to personalize settings, its library of forms, etc, but will use the above six points to establish itself as a sole source provider. Product Is Available Online. eCivis knows of only one company online that has attempted to build a database similar to Grants Locator. The company was called Grantseeker.com and existed until about one year ago. Grantseeker.com only had about 60-100 grant programs, and we were told they went out of business by a consultant that worked for them. There are likely many newsletter products that have some of the grants that are in Grants Locator, but eCivis does not believe that these products are comparable. Grants Locator has over 2000 grants. eCivis knows of no currently available grants database product that is available online that has federal and state grants. [� ,7 r 1 if you have questions, please feel free to call Omie Ismail Toll Free at (877) 232-4847 ext 21. td 3 i 0 eCivis Product Is Searchable: Part of the value of Grants Locator is that it is searchable by many fields. One of the major deficiencies of the free Federal Register and other free sources of information is that they are not searchable. eCivis is searchable by department, keyword, category, funding amount, due date, etc. eCivis knows of several very low cost products(<$100) that are searchable but static. These products are merely repackaging efforts of the free Catalogue for Domestic Federal Assistance. eCivis knows of no online product that is searchable and contains original research. Product Contains Materially All Current Grants: While there are likely to be many newsletters or even web pages that focus on a select number of grants, eCivis knows of no comprehensive database that contains at least 90% of all current grants available at the Federal level or State level. eCivis believes it has materially all current competitive federal grants, materially all current competitive California state grants, and materially all current competitive Florida Grants. In addition, eCivis includes information about grants that are not currently competitive or not in the current funding cycle. There may be many consultants that can provide information on certain grants, but eCivis knows of no consultant or lobbyist that provides searchable information on materially all federal (or state grants). eCivis' own parent company with over 80 local government clients had an especially robust grant alert service (the basis for Grants Locator), but this service encompassed less than 30% of the total grants that are in Grants Locator. Product is Real Time: eCivis makes changes to its federal and state products on a daily basis. New federal grants are posted by 5PM EST each day. One of the two major drawbacks of the Catalogue for Federal Domestic Assistance is that it is only updated twice per year and is therefore not able to provide timely updates to users. eCivis also allows users to receive a daily email of Federal and State grants added to Grants Locator. eCivis knows of no product in the market that is updated in a real time fashion and can alert users on a daily basis by email. In addition, eCivis often gets information on grants that are particularly important (such as HUD Supernofa or the Firefighter Assistance) before the Federal Register notice. eCivis knows of no online product that provides lead time ahead of the Federal Register, Product Contains Original Research: Each Grants Locator grant is analyzed by an analyst at eCivis and put into a standardized format. This analysis includes calling program officers to gain more insight and information into the grant. eCivis has found that there are material differences between program actualities and the details of funding notices and agency web sites. While this information may be obtainable from consultants or lobbyists, the information is not online in a searchable database. eCivis knows of no other online database product that includes original research that incorporates information from program officers. If you have questions, please feel free to call Omie Ismail Toll Free at (877) 2324847 ext 21. s c) P%y �• � lir` f Ll 0 0-1,11 eCivis Product has Management Tools: Grants Locator was designed to meet the needs of local governments. Part of these needs was to ensure that employees using Grants Locator were utilizing it correctly and frequently. eCivis has enabled this review by creating Master Accounts that allow management users to review the activity, type of grants, and personal notes of individual accounts. eCivis knows of no other system that allows one or several account holders to view the activity, grants, or personal notes of other users within the same organization. This statement is updated as of October 22, 2001. eCivis will modify this statement when it becomes aware of any competitive product that meets the 6 criteria listed above. If you have questions, please feel free to call Omie Ismail Toil Free at (877) 232-4847 ext 2l. 1' 1 � "" ;)