HomeMy WebLinkAboutR-97-0645J-97-576
8/28/97
RESOLUTION NO. 9 ~` - 645
A RESOLUTION APPROVING THE FINDINGS OF THE SELECTION
COMMITTEE AS TO THE MOST QUALIFIED FIRM TO PROVIDE
PROFESSIONAL SERVICES FOR THE INSTALLATION AND
MAINTENANCE OF AN INTERACTIVE VOICE RESPONSE SYSTEM
FOR THE DEPARTMENT OF BUILDING AND ZONING; AUTHORIZING
THE CITY MANAGER TO NEGOTIATE AN AGREEMENT WITH SAID
FIRM WHICH IS FAIR, COMPETITIVE AND REASONABLE;
DIRECTING THE CITY MANAGER TO PRESENT THE NEGOTIATED
AGREEMENT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY,
TO THE CITY COMMISSION FOR ITS RATIFICATION AND
APPROVAL.
WHEREAS, the City of Miami issued a Request for Proposals (RFP
No. 96-97-87) for the installation and maintenance of an Interactive Voice
Response System for the Department of Building and Zoning on May 23, 1997; and
WHEREAS, the Selection Committee evaluated the proposals received
June 25, 1997, in response to said RFP and selected Selectron, Inc. as the
most qualified firm to provide said services;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI,
FLORIDA:
Section 1. The recitals and findings contained in the Preamble to this
Resolution are hereby adopted by reference thereto and incorporated herein as
if fully set forth in this Section.
-SEP 2 3 1997
BesoludmNo.
97. - 645
Section 2. The findings of the Selection Committee that Selectron Inc.
is most qualified firm to provide services for the installation and
maintenance of an Interactive Voice Response System for the Department of
Building and Zoning is hereby approved.
Section 3. The City Manager is hereby authorizedl/ to negotiate an
agreement with said firm. In the event that the City Manager cannot negotiate
an agreement which is fair, competitive and reasonable he is hereby authorized
to terminate such negotiations and issue a new Request for Proposals1/.
Section 4. The City Manager is hereby directed to present the
negotiated agreement, in a form acceptable to the City Attorney, to the City
Commission for its ratification and approval.
Section 5. This Resolution shall become effective immediately upon its
adoption.
PASSED AND ADOPTED this
23rd
ATTEST:
WALTER J. EMAN
CITY CLERK
APPROVED AS TO FORN.! AND CORRECTNESS:
A 7/ QUI 1T JONgS/ I I I
CITY TORN
W1832:BSS
day of September , 1997.
l� 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.
2 -
97- 645
® CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Honorable Mayor and
Members of the Commission
FROM:
§p.ld and Marquez
City Manager
RECOMMENDATION
• 13
DATE: AUG Z 6
FILE
SUBJECT: Resolution Authorizing City
Manager to Negotiate
Agreement with the Selected
REFERENCES :Firm to install an IVR System
ENCLOSURES.
It is respectfully recommended that the City Commission adopt the attached
Resolution approving the findings of the Selection Committee as to the most qualified
firm, to provide the installation and maintenance for an Interactive Voice Response
(IVR) System for the Building and Zoning Department, and authorizing the City
Manager to undertake negotiations with the most qualified firm.
BACKGROUND
The Building and Zoning Department has, for years, experienced a problem in
providing adequate telephone service to the community and the construction
industry. Many municipalities have found that an effective way of providing 24 hour
service is by having an Interactive Voice Response System.
The department receives over two hundred (200) requests for inspections per day, not
to mention requests for inspection results, plans review results, Certificate of Use
inspection, and a variety of other permitting questions by telephone and by walk-in
customers. The IVR system will allow customers to receive most of these services by
telephone, any time of the day or night, by simply entering a permit or plan number.
This will give our clerical staff the time to properly answer other calls and meet the
demand for service by the industry and the community which will improve service and
reduce the number of complaints currently being received.
A Request for Proposal (RFP) was issued, and the proposals submitted were evaluated
by a Selection Committee. The committee selected Selectron, Inc. as the firm meeting
our needs. The Request for Proposal specified in the Specifications/Scope of Work
thaf the City envisions that all City departments will eventually utilize the IVR System
but the initial application will be limited to the Building and Zoning Department.
Selectron Inc. has installed many IVR Systems throughout the United States, in
Washington, Oregon, California, Nevada, and Colorado. They provided fifteen (15)
references listing municipalities currently using an IVR System similar in scope and
services as we have requested. Some of the ones on the list are in the state of Florida,
such as Lee County/Ft. Myers, Leon County, City of Tallahassee and City of Miami
Beach.
97� 645 -.
•
•
The Building and Zoning Department recommends that the City accept the findings of
the Selection Committee and authorize the City Manager to enter into negotiations
with the most qualified firm, and, to present the negotiated agreement to the City
Commission for their ratification and approval.
Attachment
2 91- 645
�t#� of �t�txrt�
August 4, 1997
Edward Marquez, City Manager
City of Miami
444 SW 2nd Ave, Suite 1000
Miami, Florida 33130
Mr. Marquez:
As chairperson of the committee to evaluate responses and choose a systems integrator for RFP
96-97-87, an Integrated Voice Response System for the Building and Zoning Department, it is
my responsibility to inform you that the committee has ranked each of the responders and has
unanimously chosen SELECTRON based on the criteria outlined in the RFP.
Sincerely,
James E. Osteen, Jr.
Committee Chairperson, RFP 96-97-87
DEPARTMENT OF INFORMATION TECHNOLOGY/444 S.W. 2nd Avenue, 5th Floor/Miami, FL 33130/(305) 416-1500 3
Mailing Address: P.O. Box 330708 Miami, Florida 33233-0708 9 7 + 645
RFP No. 96-97-087 TABULATION BY THE SELECTION COMMITTEE
for the
INTEGRATED VOICE RESPONSE SYSTEM (IVR) FOR THE DEPT. OF
BUILDING AND ZONING
RATER #1 RATER #2 RATER #3 RATER #4 RATER #5 TOTAL SCORES RANKING
PROPOSERS
Selectron, Inc.
7225 S.W. Bonita Road
Portland, Oregon 97224
Non -local / Non -Minority
286 352
EPOS Corporation
391 Industry Drive
Auburn, Alabama 36831-3140
Non -local / Non -Minority
189 267
IVS, Inc.
8030 Peters Road
Suite D100
Ft. Lauderdale, Fla. 33324
Non-local/Non-Minority
187 313
Voice Express, Inc.
Bank IV Center
Suite 1701
Tulsa, Oklahoma 74119
Non-local/Non-Minority
227 337
APPROVED BY:
Judy S. Carter
&rctor/ChiefProcurement Officer
I
DATE: :z
Prepared by Pamela Burns, 8/6/97
to
300 326 355 16% #1
261 155 212 1084 #4
248 157 181 1086 #3
277 170 270 1281 #2
IM
RFP NO.96-97-87
SELECTION COMMITTEE RATERS
FOR THE
INTERACTIVE VOICE RESPONSE SYSTEM
BUILDING AND ZONING DEPARTMENT
RATER #1 RATER #4
Mr. James E. Osteen, Jr. Hector R. Lima
City of Miami City of Miami
Information Technology Dept. Building and Zoning Dept.
RATER #2 RATER #5
Mr. Jerome Filer Mr. Orlando Gomez
Registered Architect General Contractor/Owner
Self -Employed Gomez Construction.
RATER #3
Ms. Barbara Fernandez
Systems Analyst
Information Technology Department
Metropolitan Dade County
97- 645
INTEGRATED VOICE RESPONSE SYSTEM (IVR) .
RFP No. 96-97-087
NAMES OF PROPOSERS
The following submitted a Proposal for the IVR System.
FIRM #1 FIRM # 3
Selectron, Inc. IVS, Inc.
7225 S.W. Bonita Road 8030 Peters Road
Portland, Oregon 97224 Suite D 100
Attn: David G. Fay Ft. Lauderdale, Fla. 33324
Telephone: (503) 639-9988 Attn: Bud Reininger
Fax: (503) 684-4357 Telephone: (954) 452-0522, # 210
Fax: (954) 452-4439
FIRM # 2 FIRM # 4
EPOS Corporation
Voice Express, Inc.
P. O. Box 3140
Bank IV Center
391 Industry Drive
Suite 1707
Auburn, Al 36831-3140
Tulsa, Oklahoma 74119
Attn: David K. Pritchett
Attn: Michael Bouakadakis
Telephone: (334) 826-7056
Telephone: (918) 583-8080
Fax: (334) 826-7285
Fax: (918) 587-1239
8 97- 645
EVALUATION CRITERIA
Max.IPoints [INTEGRATED VOICE RESPONSE SYSTEM
TOTAL POINTS:
80 FIRM #1 i FIR #2 -FIRM #3 1 FIRM *4
a. Numberof Lines (one of the following)
24 Lines
2
25 to 50 Lines
51 to 95 Lines
4
6
96 or more Lines
8
b. Support of multiple applications
5
C. Support multiple languages
5
Z)
d. Fax capabilities
5
c-;
e. Outdial Capabilities
D
C 7r
1. Procedure to place outbound calls to contact live operator
2
>< f
2. Procedure to detect busy & ring -no -answer condition in
2
addition to answering machine detect.
o
3. Procedure to re -queue calls which receive a busy or ring
no answer
3
cn
I;f. Method for handling total system failure
5
!�g. Credit Card Interface capabilities
5
ji h. Multiple security level for the administrator and caller:enable
5
administrator to change/add/delete Ids and passwords.
CD-
1A. Maximum number of phrases which each application can access
ijj. Procedure of system utilized to comply with concept of
5
total fraud prevention.
!k.. DMSll database
1. Features fully functional within the DMSII database environment
2. Provision to allow interfacing-
15
10
Subtotal:
TOTAL POINTS:
60
!Ia. Consecutive years of Proposer in provision of IVR services
indicate only one of the following)
cr)
1. 5 years
2. 6 to 8 years
3. 9 to 11 years
4. More than 11 years
b.- Provision of -an- WGiste—
mto other municipalities of
a similar type of Building and Zoning -type system.
indicate only one of the following)
1 1. 3 municipalities of similar or larger size
2
8
10
2
2. 4-6 municipalities of similar or larger size
i 6
3. More than 7 municipalities of similar or larger size
10
!Ic. Proposer's growth over the past three (3) years
10 j
1: d. Percentage of company dedicated to research &
10
development of IVR systems.
!i e. Proposer's primary line of business, including % of
10
business derived from sale of IVR systems.
10
:J. Provision of consulting services, and Proposers available
options for consulting services.
ilSubtotal:
i TOTAL POINTS:
60
4 Host programming required:
indicate only one of the following)
1. Over 300 hours
2. 150-300 hours
5 7-
15
CL
3. Less than 150 hours
25
I b. Compatible software and hardware to interface with a Northern 1
Telecom Meridian SL1 option 21 telephone system.
10
C) C
1c. Capability of handling host downthost unavailable conditions j
5
!d. Development process for initial application
5
;e. Project Management Plan outlining milestones," target
5
installation, and "system live"
If. Process required to obtain call statistics reports & end -of -year
reports.
5
7
1g. Backup procedures of proposed system, including downtime
5
estimates and proposed backup schedules
iSubtotal:
TOTAL POINTS:
60
a. Ability to provide training, and the quality and length of training
10
1 b. Ability and quality of provision of on -going maintenance services
5 1
c. Service hours and location(s) for provision of technical support
5
d. Response time for emergency and non -emergency technical
5 i
t V
i support requests
Provision and types of diagnostic capabilities.
5
it. Standard Maintenance Agreement
—Frequency
10
�R —E
!—g. and policy of software revisions and upgrades j
5
ih. Hardware and software warranties
10
lj. Type and length of system support provided by Proposer
5
ISubtotal:
Q I
6
;Page 2 -continued. Evaluation of IVR system
FIRM #1
FIRM #2 FIRM #3 FIRM #4
-_
I i
TOTAL POINTS:
80
a. Total System Price for Mandatory Features and Services
_
—( indicate only one of the following)
1. Less than $40,000
50
2. Between $40,001 - $60,000
40
o C.,
" 3. Between $60,001 - $75,000
30
'>
!I 4. Between $75,001-$99,999
20
o C)
5. $100,000 or more
10
b. Expansion costs
10
c. Education Costs
_
5
'id. On -going service costs, incl. consultation fees &
15_
application development fees
Subtotal:
TOTAL POINTS:
40 j
Indicate only 1 of the following. Any references verified must be
i at least satisfactory in order to qualify for points
—
Ia. Provision of one (1) reference from a similar size
10 j
-
V
c
f municipality for similar services
P tY
I �
f b. Provision of 2-3 references from a similar size municipality for
20
similar services
—
c. Provision of more than 3 references from similar size
40
i municipalities for similar services
iSubtotat:
_
I
ij TOTAL POINTS:
j 20
lia. Diversified workforce of Proposer
j 5
_ - ---
Il b. Plan by proposer to utilize minorities
5
_
i c. Possession and provision of Affirmative Action Policy
5
-
lid. Certification by City as Minority or Female owned
iSubtotal:
5
------------
TOTAL NUMBER OF AVAILABLE POINTS
400
i
FIRM RANKING
i
iEVALUATOR:
DATE:
I
10
97- 65