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HomeMy WebLinkAboutExhibitEXHIBIT A CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Arthur Noriega V City Manager FROM: George Director DATE: 3/25/2021 SUBJECT: Emergency purchases REFERENCES: ENCLOSURES: The Department of Housing, and Community Dev. respectfully requests your approval of the following emergency purchase(s)of proprietary software to process business and rehabilitation program loans The goods and/or services required herein are as a result of one or both of the following circumstance(s): 1) A public emergency (threats to health, life, welfare or safety); or 2) Convenience of the City. Per the emergency procurement procedures as defined in Section I8-90 of the City Code, authorization to waive the competitive bid process, albeit it is a retroactive authorization, is also requested for the aforementioned emergency purchase if greater than $25,000. This purchase is necessary for the following reason: The software will simplify the application process of loans to businesses, track all the regulatory required data points and help approve business loans and grants faster. With respect to the rehabilitation component, the software will integrate our underwriting, compliance and regulatory reporting, writing of scopes, inspections and contractor reimbursement to provide a seamless transaction for the homeowner. The automatic regulatory update ensures that the city will always be in compliance with all HUD CDBG regulations. Please see beloy; list of vendors which may have been solicited; Vendor Name Contact information Quote Comment Neighborly Software Martin Greenlee $68,600.00 Neighborly Software was selected due to the fact that this is a proprietary software and it is uniquely designed to address the specifications of different HCD programs that provide assistance to our residents. Upon your approval, and pursuant to Section 18-90 of the City Code, Procurement will prepare an item for ratification of this emergency for the next available Commission meeting. CITY M4NAGER: Arthur 1'o iega n'APPROVED D DISAPPROVED Date: I (9,,` DIRECTO, DEPARTMENT OF PROCUREMENT: n APPROVED L DISAPPROVED Date: Annie Perez, CPPO 4/1/21 Additional certification required for emergency purchases greater than S25,000: DIRECTOR, OFFICE OF MANAGEMENT AND BUDGrm- le I certify the funds to cover this emergency purchase are available Date: 4/1/21 Benevate Inc. (dba Neighborly Software) SAAS Services Order Form EXHIBIT D Per User/Program Pricing Additional programs and user licenses may be purchased, pro-rata to the Initial Service Term, based on the pricing tables below. a - 4 f 7 r __ ,� _.. n ` . • Fee , : A 4';:' ,' ,Q :w.- r� a+ USE R ANNUAL WFREQ ` -PRICE Neighborly Software Per Administrator Fee,(Users1-10) $200 ..-- Monthly _ 10 $24,000.00 Neighborly Software Per Administrator Fee (Users 11+) - Technical Support - Hosting/Security in Microsoft Tier IV Data Center - Data Strorage, Backup and Recovery $150 included Included Included Monthly 2 $3,600.00 *2 license minimum ANNUAL TOTAL $27,600.00 one..T -e. >�z •fa •G a ` ttl t . �x , UNIT • R CE 'FREQ `::�, AMOUNT Software Software Irnplementation Per Programa $2,000 lOne Time 3 . - $6,000.00 - Software Configuration to Client Design Included - Administrator Training (8 hrs Virtual) Included - Administrator Guide Included - Travel (no travel during COVID-19 pandemic) $800 Per Trip 0 $0.00 Rushed Implementation or Delayed! mplernentation Fees may apply2a, 21' 'See 'notes One Time 0 $0.00 Increased Database Server Capacity for CARES Act/CRF/Treasury $2,500 Monthly 0 $0.00 Loan Migration,per program $2,000 Per Program n/a'•: • $0.00 -Additional fees for migrations beyond 5 business days $100 Hour ° n/a $0.00 Craftsman Book Spec. Database -Cost Estimating $500 Annually rt/a: • $0.00 a - Includes configuration for the following 1(1)>Micro-Enterprise Program (2) Small,Business Program ;(3). Housing: Rehabilitation,Prog ram _j 1. Recurring fees are invoiced annually in advance. 2. Implementation fees are invoiced at engagement based on an eight -week implementation period. 2a. Implementation greater than eight weeks: The client is expected to dedicate the appropriate resources during the implementation period. If client requires implementation to be pushed beyond the eight -week period, Neighborly Software will charge $500 per week of delay until the program has gone live. 2b. Rushed Implementation fee: If the client requires a rushed implementation shorter than two -weeks, Neighborly Software will charge a one-time rushed implemenation fee of $1,000 in addition to the program 3. Increased Database Server Capacity: Neighborly Software will increase database server capacity on Microsoft Azure to ensure the availability of resources will meet expected demand (500+ applications) from the program. Pricing wilt be based on 2 months of surge capacity with the option to add additional months as needed. 4. Loan Migration: Neighborly Software will commit a staff person to dedicate 5 business days to complete the migration upon completion of the import template. We ask that the client commit resources to assist in this effort. Should the client cause the migration to extend beyond 5 business days, Neighborly Software will charge $100 / hour for the time expended to complete the loan migration project. ONE TIME IMPLEMENTATION TOT Year One Total: Estimated Year Two Total: * . $6, 000.00 $33, 600.00 $27, 600.00 Neighborly Software -Miami, FL Contract 8