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HomeMy WebLinkAboutEvaluation Committee ReportCITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Daniel J. Alfonso DATE: August 17, 2017 City Manager SUBJECT: Recommendation to Negotiate a Contract for a Risk Management information System FROM: Annie Perez, Director Department of Procurement REFERENCES: RFP No. 681390 ENCLOSURES: Evaluation Score Sheets Recommendation: Based on the finding below, the Department of Procurement ("Procurement") hereby requests approval to negotiate with the highest ranked, responsive and responsible Proposer, Marsh Clearsight, LLC ("Marsh"), to provide a risk management information system ("System") for the Department of Risk Management ("Risk"). Background: On May 25, 2017, Procurement issued Request for Proposals ("RFP") No. 681390, under full and open competition, on behalf of Risk, to obtain proposals from experienced, qualified firms to provide the System, Proposers were required to meet all of the minimum qualification requirements established in the RFP, in order to be deemed qualified to provide the System. Eight (8) proposals were received in response to the RFP. All Proposers were deemed responsive. The Evaluation Committee ("Committee") met on July 25, 2017, and has completed the review and evaluation of proposals, following the guidelines published in the RFP. The final scores are as follows: Proposer Total Combined Score (max, 500) Proposed Price 1 Marsh Clearsight, LLC 383.50 $436,599.00 2 Ventiv Technology, Inc. 308.75 $373,600.00 3 P&C Insurance Systems, Inc. 281.50 $380,720.00 4 DXC Technology, Inc. 269.95 $270,548.00 5 Origami Risk, LLC 263.10 $395,240.00 6 Recordables, Inc. 245.05 $286,500.00 7 JW Software, Inc. 238,45 $199,797.50 8 Ebix, Inc. 191.93 $226,445.00 The Committee decided not to hold oral presentations. Piz 1 11i) Memo to Daniel Alfonso Negotiation Memo for RFP 681390, Risk Management Information System Due diligence was conducted to determine responsibility. There were no performance or compliance issues, and no adverse findings related to Marsh's responsibility. Prior to negotiations, Procurement will further review the proposal submitted by the recommended Proposer. The following individuals will participate in the negotiations: Tahlia Gray, Sr. Procurement Contracting Officer, Procurement Lydia Osborne, Assistant Director, Procurement Ann -Marie Sharpe, Director, Risk Otto Contreras, Assistant Director, information Technology Angella 8readwood, Claims Manager, Risk Francisco Gomez, Jr., Property & Casualty Manager, Risk Energilia Lopez, Sr. Claims Adjuster, Risk Consensus Statement: The Committee recommends Marsh Ciearsight, LLC ("Marsh") for the following primary reasons: (1) the System's search functionality and ability to display multiple claims at once are key features that will allow for efficient use of the department's time; (2) Marsh's key personnel have more than five decades of experience in the risk management and insurance market, and over 780 project implementations, 24 being Florida public entities; and (3) Marsh's approach, which includes a five phase project methodology and 24/7 support, provides an assurance to the City that there will not be any significant downtime issues while implementing and using the system. Although Marsh's proposed price was the highest proposed, fees will be negotiated in the best interest of the City. Copies of the score sheets for each committee member are attached, as well as the composite score sheet. APPROVED: r-, r- f 7 Daniel J. Alfonso, City Manager Date iw AP:tg c: Fernando Casamayor, Assistant City Manager/Chief Financial Officer Rafael Suarez -Rivas, Senior Assistant City Attorney Ann -Marie Sharpe, Director, Department of Risk Management Lydia Osborne, Assistant Director, Procurement Committee Member Proposer's relevant experience, qualifications, and past performance. Proposer's key personnel and subcontractors experience and qualifications. Proposer's approach and methodology to providing the services requested. IProposed System. Proposed Price. Preliminary Score: Five (5) Bonus Points; Local Vendor Certification Maximum Points 75 75 125 150 75 500 Total Score: Ranking: 500 Committee Chair: Tafdle Gray, Senior Procurement Contracting Officer UXC Technology, Inc. 35 35.45 79 81 39.5 269,95 0 269.95 4 Department of Procurement Evaluation Committee Ranking Form Thursday, July 27, 2017 Composite Request for Proposal (RFP) No.: 681390 Solicitation Title: Risk Management lnforma ion System Fbia, Inc. Jw Sottmne, tor. 30.45 38.1 35.45 39.1 43.43 46.9 35.7 191.93 0 ............. 191.93 8 48 78 35.25 238.45 0 238.45 Marsh C'Iearnigln, LLC 64.25 66.5 95 117.75 40 383.5 0 383.5 7 1 Verifier: Pearl Bethel, Sr. Procurement Contracting Manager Signature: Signature: Origami ]fink. EJ.L' P&C liuurance 8yrtems, 8 lac Recordable', late. 43.25 54.5 34.8 48.4 53.75 42.5 83 28.45 263.1 0 263.1 5 73 71..25 29 281.5 0 281.5 52.5 73 42.25 245.05 0 245.05 3 6 4'entle "I'eehaology, I 55.25 59.5 75 81 38 308.75 0 308.75 2 Department of Procurement Evaluation Committee Ranking Form Thursday, July 27, 2017 Solicitation Title: Risk Management Information System Request for Proposal (RFP) No.: 681390 Evaluation Criteria Proposer's relevant experience, qualifications, and past performance Proposer's key personnel and subcontractor's experience and qualifications Proposer's approach and methodology to providing the services requested Proposed system Proposed Price Mxxlmum ! DXC Technology, Points luc, 15 8 15 15 25 20 30 20 15 10 Final Score 73 Ebix, Inc, 10 15 10 5 5 45 JW Software, lac. 13 10 7 25 5 60 Marsh C'Iearstght, t.LC 15 15 25 30 12 47 Origami Risk, LLC 10 12 P&C Insurance Systems. Inc. 15 10 15 15 20 15 6 6 63 61 Recordables,Inc.. 12 15 10 25 5 67 Ventiv 'Technology. Inc. 15 15 10 20 10 70 Committee Member: Energilla Lopez, Sr. Claims Adjuster, Department of Risk Managment, City of Miami Department of Procurement Evaluation Committee Ranking Form Thursday, July 27, 2017 Solicitation Title: Risk Management Information System Request for Proposal (RFP) No.: 681390 Evaluation Criteria Proposer's relevant experience, qualifications, and past performance Proposers key personnel and subcontractor's experience and qualifications Proposer's approach and methodology to providing the services requested 'Proposed system iPooposed Price Mpsimum Points 15 15 25 30 15 DXC'fechnoingy, Inc. 10 10 17 24 I0 Final Score 71 Ebis, Inc. 10 10 17 24 I0 71 JW Software, Inc. 10 12 20 25 10 77 Marsh CIearslght, L.L.0 15 15 23 30 10 93 Origami Risk, LLC l0 12 17 21 10 70 P&C Insurance Systems, inc. 10 12 18 21 10 71 Recordahles, Inc. 10 12 18 21 10 71 Vently Technology, Inc. 15 14 22 25 10 86 Committee Member: Otto Contreras, Assistant Director, Department of Information Technology City of Miami Solicitation Title: Risk Management Information System Evaluation Criteria Proposers relevant experience, qualifications, and past performance Proposer's key personnel and subcontractor's experience and qualifications Proposer's approach and methodology to providing the services requested Proposed system Proposed Price Maximum DXC'Technology, Points Inc, 15 9 15 2.45 25 18 30 18 15 9.5 Final Score 56.95 Department of Procurement Evaluation Committee Ranking Form Thursday, July 27, 2017 Ellis, Inc. 2.45 2.45 3.43 4.9 11.7 24.93 JW Software, Inc. 9.1 9.1 14 15 11.25 58.45 Marsh Clearslght, Origami Risk, LLC LLC 1425 13.5 19 23.75 9 79.5 11.25 10.4 12 20 2.45 56.1 P&C insurance Systems, Inc. 13.5 12.75 15 11.25 3 55.5 Request for Proposal (IMP) No.: 681390 Recordabies, Inc. 4.8 4.5 7.5 12 14.25 43.05 Ventiv Technology Inc. 14.25 13.5 18 18 9 72.75 Committee Member:Aniska Elliott, Management Intern, City of Miami Solicitation Title: Risk Management Information System Evaluation Criteria Proposer's relevant experience, qualifications, and past perfonnance Proposer's key personnel and subcontractor's experience and qualifications Proposer's approach and methodology to providing the services requested Proposed system Proposed Price Maximum DXC Technology, Paints Inc. 15 3 15 3 25 4 30 4 15 3 Final Score 17 Department of Procurement Evaluation Committee Ranking Form Thursday, July 27, 2017 Ellis, inc. JW Software, Inc. 3 3 3 3 2 14 3 7 2 3 4 19 Marsh Clenralght, LLC 8 10 8 9 3 38 Origami Risk, LLC 7 9 6 7 5 34 P&C Insurance Systems, Inc. 10 9 5 4 3 31 Request for Proposal (RFP) No.: 681390 Recordabies,Inc. 3 2 3 5 14 Verily Technology, Inc. 4 6 5 8 3 26 Committee Member: Dawn Titus, Claims Administrator, Internal Services Department Miami -Dade County Solicitation Title: Risk Management Information System Evaluation Criteria Proposer's relevant experience, qualifications, and past performance Proposer's key personnel and subcontractor's experience and qualifications Proposer's approach and methodology to providing the services requested Proposed system Proposed Price Maximum Points 11XC Tee hnolo Inc. 15 5 15 5 25 20 30 15 15 7 Final Score 52 Department of Procurement Evaluation Committee Ranking Form Thursday, July 27, 2017 Ebix, Inc. 5 5 10 10 7 37 JW Software, Inc. 3 1 5 10 5 24 Marsh Clearslght, LLC 12 13 20 25 6 76 Origami Risk, IleP&C insurance Systems, Inc, 5 5 10 15 5 40 6 10 20 20 7 63 Request for Proposal (RFP} No.: 681390 Recordables, Inc. 5 10 15 12 8 50 V entiv Technology, Inc, 7 11 20 10 6 54 Committee Member: Lupe Seco, Liability Manager, Risk Management Department, Miami -Dade County