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HomeMy WebLinkAboutMemos - Recommendation of AwardCITY OF MTAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Daniel J. Alfonso, DATE: September2, 201.5 FILE: City Manager FROM: Annie Perez, CPPO, Director SUBJECT: 'Recommendation of Award of Parking Surcharge Program Administration Consultant Services, REFERENCES: RFP499325 Procurement ENCLOSURES: Recommendation: Based on the findings below, Procurement Department ("Procurement") hereby recommends approval for the award of a contract, pursuant to Request for Proposals (RFP) No. 499325, to the highest ranked, responsive and responsible proposer, Complete Consulting Services Group (CCSG), to provide Parking Surcharge Program Administration Consultant Services. The impact of this item is citywide in nature. Notwithstanding the above, the Recommendation to Award Memo. dated. August 27, 2015, is hereby revised to reflect a correction to the compensation submitted by the recommended firm, CCSG as follows: Section 1.60(B), Preparation of Responses (Hardcopy Format), of the General Terms and Conditions of the solicitation states, "in case of a discrepancy between the unit priceand extended price, the unit price will be presumed correct". Due to a discrepancy in the proposed price submitted by the recommended firm (see attached), the compensation reported on the prior recommendation to award memo was $700,700 (extended price). Consequently, the compensation submitted by CCSG in the final scores section below, is. being corrected to reflect the unit price of $700,000, This revision to the recommendation does not change the outcome of the evaluation. Background: The City's Parking Surcharge Ordinance (Ordinance) is imposed upon each user entering a parking transaction. The City has been authorized to collect a Parking Surcharge (Surcharge) since October, 2000. Ordinances 12563 and 13063, places a surcharge of fifteen percent (15%) on the gross revenues derived from any fee, charge, or exchange for the sale, lease, or rental of space at parking facilities within the City. The operator of the parking facility is responsible for the collection and transmittal of the surcharge to the City's Finance Department. The administration of the City's surcharge program requires knowledge of the parking operations industry, a field that is extremely unique. As such, the City is seeking the services of a qualified and experienced consultant with the ability to ensure that all revenues subject to the surcharge, are collected at the appropriate rate and remitted to the City, in conformance with the City's regulations. On July 8, 2015, Procurement issued a solicitation under full and, open competition to .obtain proposals for the administration of the City's parking surcharge program. Proposers were required to PR 15181 1 meet all of the minimum qualification requirements established in the Solicitation in order to be deemed qualified to provide the services, Two proposals were received in response to the Solicitation. The Evaluation Committee (Committee) met on August 26, 2015, and has completed the review and evaluation of proposals following the guidelines published in the solicitation, The final scores are as follows (Composite score sheet is attached): Proposer Total Combined Technical Compensation and Price Scores Submitted (max. 400) 1. Complete Consulting Services Group LLC 362 .$700,000.00 2. Parking Auditing Group LLC 299.75 $685,000,00 The Committee decided notto hold oral presentations. Due diligence was conducted to determine proposer's responsibility, including verifying corporate status, and that there are no performance or compliance issues. There were no adverse findings related to any of the proposer's responsibility. Other information: A Committee member was unable to attend the evaluation meeting due to illness. The Committee voted to continue the evaluationprocess without this member. Consensus Statement: The Committee determined that the recommended proposer, Complete Consulting Services Group LLC (CCSG), has the necessary qualifications, relevant experience, technical capacity, and experienced personnel required to provide the consulting services to meet the needs of the City. CCSG's proposal presented a clear understanding of the scope of services required, and provided a task -appropriate approach, which ensures a close working relationship with Finance to appropriately address the complexities and challenges that may arise. Although CCSG's proposed compensation was a bit higher than the other proposer's, the firm's price will be negotiated. Contract Execution Accordingly, Procurement hereby requests authorization to enter into negotiations with CCSG. Notwithstanding the foregoing, the Committee further recommends that if the City and CCGS cannot reach an agreement, the City will begin negotiations with the other responsive and responsible proposer, The Parking Auditing Group LLC, until an agreement, acceptable to the City, has been reached. Once an agreement has been reached, Procurement requests authorization to execute the contract accordingly, Approved: Daniel J. Al o, •, C Manager Date: l ' Jv cc: Fernando Casamayor, Assistant City Manager./Chief Financial Officer Pablo J. Velez, Assistant City .Attorney Lydia Osborne, CPPO, Assistant Director, Procurement PR 15181 2 Line: 1 Description: Fixed Fee (for the Ad°ministration of the Parking Surcharge Program, as described in Section 2.18 of this RFP) Category: 95872-00 Unit of Measure: Year Unit Price: $ 00I `D 1 O Number of Units: 1 Total: $ 7 D n/ Page 5 of 43 CITY OF MIAMI, FLORIDA INTEROFFICE MEMORANDUM TO: Daniel J. Alfonso, DATE: August 27, 2015 FILE: City Manager FROM: Annie Perez, CPPO, Director SUBJECT: Recommendation of Award of Parking Surcharge Program Administration Consultant Services, REFERENCES: RFQ499325 Procurement ENCLOSURES: Recommendation Based on the findings below, Procurement hereby recommends approval for the award of a contract, pursuant to Request for Qualifications (RFQ) No. 499325, to the highest ranked, responsive and responsible proposer, Complete Consulting Services Group (CCSG), to provide Parking Surcharge Program Administration Consultant Services. The impact of this item is citywide in nature. Background: The City's Parking Surcharge Ordinance (Ordinance) is imposed upon each user entering a parking transaction. The City has been authorized to collect a Parking Surcharge (Surcharge) since October, 2000. Ordinances 12563 and 13063, places a surcharge of fifteen percent (15%) on the gross revenues derived from any fee, charge, or exchange for the sale, lease, or rental of space at parking facilities within the City. The operator of the parking facility is responsible for the collection and transmittal of the surcharge to the City's Finance Department. The administration of the City's surcharge program requires knowledge of the parking operations industry, a field that is extremely unique. As such, the City is seeking the services of a qualified and experienced consultant with the ability to ensure that all revenues subject to the surcharge, are collected at the appropriate rate and remitted to the City, in conformance with the City's regulations. On July 8, 2015, the Procurement Department ("Procurement") issued a solicitation under full and, open competition to obtain proposals for the administration of the City's parking surcharge program. Proposers were required to meet all of the minimum qualification requirements established in the Solicitation in order to be deemed qualified to provide the services. Two proposals were received in response to the Solicitation. The Evaluation Committee (Committee) met on August 26, 2015, and has completed the review and evaluation of proposals following the guidelines published in the solicitation. The final scores are as follows (Composite score sheet is attached): Proposer Total Combined Technical Compensation and Price Scores Submitted (max. 400) 1. Complete Consulting Services Group LLC 362 $700,700.00 2. Parking Auditing Group LLC 299.75 $685,000.00 PR151 1 1 The Committee decided not to hold oral presentations. Due diligence was conducted to determine proposer's responsibility, including verifying corporate status, and that there are no performance or compliance issues. There were no adverse findings related to any of the proposer's responsibility. Other information: A Committee member was unable to attend the evaluation meeting due to illness. The Committee voted to continue the evaluation process without this member. Consensus Statement: The Committee determined that the recommended proposer, Complete Consulting Services Group LLC (CCSG), has the necessary qualifications, relevant experience, technical capacity, and experienced personnel required to provide the consulting services to meet the needs of the City. CCSG's proposal presented a clear understanding of the scope of services required, and provided a task -appropriate approach, which ensures a close working relationship with Finance to appropriately address the complexities and challenges that may arise. Although CCSG's proposed compensation was a bit higher than the other proposer's, the firm's price will be negotiated. Contract Execution Accordingly, Procurement hereby requests authorization to enter into negotiations with CCSG. Notwithstanding the foregoing, the Committee further recommends that if the City and CCGS cannot reach an agreement, the City will begin negotiations with the other responsive and responsible proposer, The Parking Auditing Group LLC, until an agreement, acceptable to the City, has been reached. Once an agreement has been reached, Procurement requests authorization to execute the contract accordingly. Approved - 24/, Daniel J. Alf ��3 Date: cc: Fernando Casamayor, Assistant City Manager/Chief Financial Officer Pablo J. Velez, Assistant City Attorney Lydia Osborne, CPPO, Assistant Director, Procurement PR 15181 2