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HomeMy WebLinkAboutMemo - Sole Source FindingCITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Daniel J. Alfonso City Manager Richard McLaren, C.P.M. FROM : Senior Procurement Contracting Officer Through Annie Perez, CPPO Procurement Director DATE: SUBJECT: REFERENCES: ENCLOSURES: March 4, 2015, 2015 FILE : Sole Source Procurement for a Grants Research and Management System I conducted an investigation to determine whether eCivis, Inc., located at 418 N. Fair Oaks Avenue, #301, Pasadena, California 91103, is the sole source provider of a grants research and management system, for the Office of Grants Administration (OGA). OGA is seeking a grants research and management system that would address both programmatic and fiscal grant funding requirements throughout the grant life cycle, assisting OGA with the challenges and heavy workload associated with managing grants. The goal is to secure a centralized grants management solution that manages all the City's pre -award or post -award activities in one place. The system will have the capability to provide functions such as, but not limited to: a) locate grants and funding; b) solicit grant applications or track pass- through funding to sub -recipients; c) centralize all grants management processes through a single system; d) manage performance outcomes, and be able to view available funding balances and share outcomes through standard or custom reports; e) minimize data entry and improve usability through simple integrations to the City departments' most widely used systems; and most importantly f) interface easily with City's Oracle system with minimal Information Technology support. The system will be made available to other City departments. Market research was conducted by Procurement staff to source the industry, identify potential bidders, and analyze the cost of acquiring an approved system to meet the needs of the City, in particular, OGA. Staff contacted other entities that have used or contemplated using a system with the capability of providing these or similar services. The market research found numerous grant management solutions. Although there are other systems available that can be acquired, their scope is limited, and will require more time to research and understand, and comprehensiveness, convenience and relevance would all be compromised. eCivis is the system most widely used by governmental entities to pursue and manage grants, and best fit the needs of OGA. The governmental entities that subscribed to eCivis, did so as sole sources. I hereby certify that the terms and conditions of the award have been negotiated so as to obtain the most favorable terms and conditions, including price, as may be offered to other customers or clients by eCivis. The cost of this service for a minimum of a three year subscription is $98,274.00 in the aggregate, for up to 50 users. This includes a set-up fee for data integration and project migration. This Agreement is also eligible for renewal for two extended two-year periods. It is recommended that the requirements for competitive sealed bidding procedures be waived, and these findings be approved: eCivis is the sole source provider of a Grants Locator, for OGA, allocating funds from the OGA General Fund, Account No. 00001.371000.554000.0.0; further authorizing the City Manager to negotiate and execute an agreement, after consultation with the City Attorney. APPROVED BY: Daniel J. Al City Manager DATE: rg"' 3 0' 15 RM MARKET RESEARCH Contract No..: NIA Current Term: Expiration Date: Title: Grants Research and Management System Recommendation: ►. Sole Source Contract Procurement Contracting Officer/Specialist: Richard McLaren III Solicit Competition ❑ Access Contract ❑ Other Background: This market research is being conducted for the purchase of a grants research and management system for the City of Miami's Office of Grants Administration (OGA). The system would address both programmatic and fiscal grant funding requirements throughout the grant life cycle, assisting OGA with the challenges and heavy workload associated with managing grants. The goal is to secure a centralized grants management solution that manages all the City's pre -award or post -award activities in one place. The system should have the capability to provide the following functions: a) Locate grants and funding; b) Solicit grant applications or track pass -through funding to sub -recipients, in order to monitor the outcomes of grant applicants and awardees; c) Centralize all grants management processes through a single system, to allow tracking and reporting on all grants management requirements; d) Manage performance outcomes easily, and be able to view available funding balances and share outcomes through standard or custom reports; e) Track the history of completed tasks in real time; f) Assign recurring or nonrecurring tasks to individuals, groups, or Citywide; g) Send grant funding opportunities to other City department users, apply for grant funding with other departments, and allocate the award as needed; h) Minimize data entry and improve usability through simple integrations to the City departments' most widely used systems; i) Improve compliance by mapping internal policy and procedures to task and approval workflows; and j) Interface easily with City's Oracle system with minimal Information Technology support The system will be made available to other City departments, specifically the Procurement department with the goal of managing contracts. The City does not currently have a contract for these services, Research Conducted: Market research was conducted by Procurement staff to source the industry, identify potential bidders, and analyze the cost of acquiring an approved system to meet the needs of the City, in particular, OGA. Internet searches were conducted as an alternate source, and staff contacted other entities that have used or contemplated using a system with the capability of providing these or similar services. The market research found numerous grant management solutions; however, the following systems best tit some or all of the needs of OGA: 1) AmpliFund by StreamLink Software: Provides a web -based grant management solution, designed for managing every stage of the grant Iifecycle, from pre -award research and planning to post -award performance and reporting. 2) AwardVision: Grant management software that provides a single repository for compliance information, program monitoring and financial data. Full Microsoft Office integration makes it easy to edit and store information. 1 3) WizeHive Select: Used to streamline and automate paper intensive processes including online applications for grants. 4) FluidReview: Web -based application management tool that allows organizations to easily set up and streamline any application process. Has a secure review and selection portal. 5) GIFTS: Streamlines and simplifies all aspects of grants administration and awards, and tracks and organizes grant making process from proposal receipt through closure. Has a set of core functions that provide comprehensive grant making capabilities, while a wide range of optional base modules and workflow tools can be added as needed, for the most efficient and effective grants management. 6) eCivis Grants Network: Cloud based grants management system for state and local governments and school districts addresses both programmatic and fiscal grant funding requirements throughout the grant cycle. Serves local governments across the country by providing them with the tools and resources necessary to find, win, and manage grant funding. A suite of web -based software applications, along with writing services and grants management, cover all aspects of the grants process from start to finish. 7) American Funding Innovators, Inc. (Grant Navigator): Provides access to centralized federal, state, local and foundation grant database, grant management and reporting tools and organizational wide oversight. Of all the grants management systems identified in the research conducted, eCivis, seems to be the system most widely used by governmental entities to pursue and manage grants. Research showed that the following entities currently have or have had in the past, subscription and service agreements with eCivis: 1) Pursuant to Resolution No. 05-0627, the City of Miami approved the acquisition of Internet access to eCivis Grants Locator Service software and databases for OGA for three years. This allowed users to identify funding sources for sixteen community based organizations (CBO) in an effort to maximize grant opportunities, and enhance existing revenue. OGA used eCivis from 2005 through 2008. 2) Since 2003, Broward County entered into several multi -year agreements with eCivis at a cost of $34,295 per year, for an unlimited number of users. During that period eCivis has been designated a sole source. Broward County currently has a Master Subscription and Service Agreement with eCivis through 9/30/2014 that offers 10 licenses at a cost of $15,500 per year, with an option of four renewal years. Broward conducted research of similar services and found that although the annual price offered by other systems may be lower than that of eCivis, the scope of the other services was limited. (Alan Tiano, 954-357-5338) 3) City of Orlando previously used eCivis in 2013, for an annual cost of $15,500, however, they have since implemented a new Enterprise Resource Planning software system that provided them with the grant functionality they needed. (David Billingsley, 407-246-2897) 4) City of Atlanta has been using eCivis for the past three years, with the capacity for 120 users. (Connie Taylor 404-330-6614) 5) City of Boynton Beach automated its grants research and grant management twelve years ago using eCivis. The City currently has a one year subscription and service agreement with eCivis for research, tracking and reporting, which will expire 10/31/14. The cost for the one year subscription is $27,507. However, in order to save money, effective 11/1/14, the City may subscribe to American Funding Innovators' Grants Navigator at an annual cost of $7,825, This new system includes customizable data field which would allow the City more flexibility in capturing additional data that is not typically offered in grant management software. (Julianne Alibrandi, 561-742-6322) 6) City of Miami Gardens has been a satisfied customer of eCivis for 3 years, with the capacity for four users. (Denise Williams 305-622-8000 x2580) 7) Alachua County has been using eCivis since 2005 and has documented $19M in additional grants secured through eCivis. They provide access to all County employees, all cities within the County as well as all qualified CBO's. (John Johnson, 352-338-7392) 2 In addition to the above entities, below is a list of some of the local government clients serviced by eCivis: Fulton County, GA Fort Worth, TX Caribou, Maine Moscow, Idaho Alameda County, CA Santa Clarita, CA Richmond, CA Harris County, TX San Antonio, TX Sonoma County, CA Santa Rosa, CA Oldham County, KY City of Brighton, CO Chicago, IL San Diego, CA Tacoma, WA Maricopa, AZ McAllen, TX Memphis, TN Comparable Contracts: Although there are other systems available that can be acquired, and even some systems that offer free services, their scope is limited. These options will require more time to research and understand, and comprehensiveness, convenience and relevance would all be compromised. In researching similar services, staff found that although the annual subscription costs of some of these other systems may be lower than that offered by eCivis, none provided all of the unique features offered by eCivis. There were no comparable contracts found for these services, as the governmental entities that subscribed to eCivis, did so as sole sources. Recommendation: ECivis covers at least 95% of available federal, state and foundation grants which are all synthesized into an easy -to -understand summary of the most important details. The eCivis' database is searchable by key words, grant type, agency, due date, most recent, etc. A sole source contract with eCivis is in the best interest of the City based on the additional features listed below, that are unique to the needs of the City and are being offered by eCivis. The system will: a) Improve the City's access to eligible and relevant grant funding and significantly decrease the amount of time needed to analyze funding opportunities. b) Improve organizational visibility into the City's grant portfolio. c) Decrease long term costs associated with the management of grants. d) Improve capacity within the city by eliminating non -value added efforts to support the tracking and reporting of grant information. e) Provide project/grant management support, grants flow support, data integration, and unlimited file management capabilities. Provide real time updates are posted within 2-3 days of Agency announcement. Provide daily updates mailed to users. Provide email alerts for specific grants and/or key words. f) 9) h) It is recommended that the City contract with eCivis as a sole source provider. The cost of this service for a minimum of a three year subscription is $45,000 per year for up to three users. Additionally, a one day onsite grant training for up to 40 users (persons) will cost $7,500. These fees are all negotiable. Prior to purchase of the subscription it is recommended that the City make a determination of how many licenses will be adequate for the needs of OGA and other City departments. Procurement Contracting Officer: Director/Asst. Director: Date: rk Date: 3 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: FROM: Daniel J. Alfonso City Manager Lillian Blondet Director, Office of Grants Administration DATE: Tuesday, March 17, 2015 SUBJECT: Finding of Sole Source REFERENCES: ENCLOSURES: FILE: The Office of Grants Administration is requesting a sole source finding for the purchase of eCivis Grant Management System, in the amount of $43,758.05; allocating funds from Memberships and Subscriptions Fund Account Code No. 0001.371000.554000.0000.0000, from eCivis, Inc. Based upon the attached, please take the necessary steps to verify that eCivis, Inc., located at 418 N. Fair Oaks Ave. #301, Pasadena, CA 91103, is the sole source provider of this purchase. The City of Miami is in need of a citywide grant management system to improve operational efficiencies by standardizing performance management of grants and enhancing access to funding opportunities. eCivis offers data integration with Oracle and standardized management of citywide grants for up to 50 users, which includes customizable reporting for performance and financial compliance. eCivis Grant Search Database allows access to more than 15,000 and $400 billion in funding opportunities updated daily. Upon completion of your findings, please forward a copy of the Resolution and the Agenda Summary Form for our files. Your attention to this matter is greatly appreciated.