HomeMy WebLinkAboutMemo - Manager's ApprovalTO: Daniel J. Alfonso,
City Manager
FROM: Annie Perez, CPPO, Director
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Procurement
Recommendation
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DATE: June 15, 2015 FILE:
SUBJECT: Recommendation of Award for
Agenda and Meeting Management
System
REFERENCES: RFP472340
ENCLOSURES:
Based on the findings below, Procurement hereby recommends approval for the award of Contract
No. RFP 472340, Agenda and Meeting Management System, to Accela, Inc. (Accela), the highest
ranked, responsive and responsible proposer, for providing the City with an Agenda and Meeting
Management System (System) to replace the City Clerk's Suite System. Replacement of the current
system will dramatically improve upon a core element within the City of Miami's Strategic Plan as it
relates to efficient and effective government. The impact of this item is citywide in nature.
Background
On March 19, 2015, the Procurement Department ("Procurement") issued Request for Proposals
(RFP) No. 472340, under full and open competition to obtain proposals from qualified firms to provide
a System that will replace all of the four software components that comprise the current City Clerk's
Suite system (Legistar, For the Record Limited, Granicus and People and Office Management
Systems). On May 4, 2015, three proposals were received in response to the solicitation (see
attached Bid Security List).
Proposers were required 'to be an established firm with a minimum of five years of experience in
providing the type of services requested; have successfully completed projects of similar size and
scope; served as project manager for similar projects on three previous occasions; and assign a
project manager to lead the project, with five years of experience providing similar services.
The Evaluation Committee (Committee) has completed the evaluation of proposals following the
guidelines published in the solicitation. After evaluating the proposals, the Committee decided to hold
oral presentations, Upon completion of the oral presentations, the Committee re-evaluated, re -rated
and re -ranked the proposals, based upon the written documents combined with the oral presentation.
Price proposals were reviewed after the review and scoring of technical proposals. Copies of the
score sheets are attached for each Committee member, as well as a composite sheet.
The final scores are as follows:
Proposer
Technical Score
max. 510
Price Score
max. 90
Total Combined Score
max. 600)
1 Accela, Inc.
432.6
70
502.6
2 Granicus, Inc.
423,8
74
497.8
3 Business Information System, Inc.
283.25
63
346.25
Note: One committee member attended the first evaluation meeting, but was unable to attend the
subsequent meetings. The Committee voted to move forward, excluding her scores from the
evaluation results.
The local preference ordinance is not applicable since none of the Proposers maintain a "local" office,
as defined in Section 18-73 of the City of Miami Code. 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 the Proposer's responsibility.
Committee Consensus Statement
Pursuant to Section 3.1(B) of the solicitation, the City reserves the right to purchase the software
products separately or may contract with one proposer to provide the complete software solution that
integrates the four components listed above. Currently, the City is not providing its employees, nor
delivering to the public, high quality services in a timely and cost-effective manner as it relates to the
creaion of Commission agendas, administration of legislation (pre and post meeting), preparation of
minutes, in addition to Commission documents provided to the public through the online program
called the Legislative Hub. The main reason the City is not excelling within this important area of the
Strategic Plan is that the current System providing these vital services is over 12 years old, employing
technologies that were cutting edge back in 2003, but are now outdated and unreliable.
Consequently, the Committee voted to contract with one vendor to provide a complete software
solution.
Accordingly, the Committee recommends Accela to provide the System, for the following primary
reasons: The firm has the relevant experience, necessary qualifications, technical capacity, capability,
and excellent past performance in providing the requested services. Accela has been providing
software to governments since 1981, and more specifically, legislative government software since
2006, amassing over 350 clients in the legislative management market. Accela is currently providing
the following similar -sized government clients, agenda and minutes solutions -to the Cities of Boise, ID
and Reno, NV, and the Town of Brookhaven, NY. Additionally, the proposed Project Manager has
over eight years of software training experience, and has implemented similar projects.
Accela provided a task -appropriate approach for the timely completion of the tasks associated with
the implementation of the System. Accela's solution provides a very comprehensive flexible, scalable
and configurable solution that will allow the City to improve upon a core element within the City of
Miami's Strategic Plan as it relates to effective and efficient government. The System will assist
employees in the creation of agendas, minutes and the administration of legislations (pre and post
meeting), while allowing citizens to get the information in a timely manner through the web portal.
Compared to the other two proposals, Accela's proposal presented a clear understanding of the
needs of the City's requirements to manage multiple boards and its legislative and meeting matters in
a most secure way to provide a better citizen service.
PR15127 2
Accela's proposed price will be negotiated. Pursuant to the scoring guidelines followed in preparing
their scores for the technical evaluation, the Committee determined that overall, Accela's proposal
indicates a high prospect for outstanding performance on the resulting award.
Contract Execution
Procurement hereby requests authorization to enter into negotiations with Accela, Inc., the highest
ranked responsive and responsible proposer. Notwithstanding the foregoing, the Committee further
recommends that if the City and Accela cannot reach an agreement, the City will begin negotiations
with the next highest ranked responsive and responsible proposer, until an agreement, acceptable to
the City, has been reached. Once an agreement has been reached, Procurement requests
authorization to execute a contract for the negotiated amount as it is essential for the City to move
forward expeditiously with updating the System used for these vital services, in order to incorporate
the many advancements, efficiencies, and effective tools that Accela is offering.
Approved: ,s
Date: (�
Daniel Jo A so, i y Manager
cc: Fernando Casamayor, Assistant City Manager/Chief Financial Officer
Alice N. Bravo, P.E., Deputy City Manager/Chief of Infrastructure
Kevin Burns, Director, ITD
Lydia Osborne, Assistant Director, Procurement
Pablo J. Velez, Assistant City Attorney
IS127 3
•11'x• 6►4'
RFP 472340
Agenda and Meeting Management System - Post Orals
EVALUATION OF PROPOSALS
SELECTION PROPOSERS
CRITERIA
Maximum
Maxcmum rota9 ,
Business Information
Points Per
Points,
Accela, Inc.
Granicus, Inc.
i
Member:
Systems, Inc.
Y
Proposer's relevant experience, qualifications, and past
performance
= 30 rt
/180 !
156
103.5
155
Relevant experience and qualifications of key
personnel, including key personnel of subcontractors,
20
120
96.4
72
99.2
that will be assigned to this project, and experience
and qualifications of subcontractors
Proposer's approach to providing the services
rquested in this Solicitation
35
X10
180.2
107.75
169.6
TOTAL TECHNICAL POINTS
85.
510:
432 fi ':
283.25 ;"
423.8
Proposer°s Proposed Price
15
90
70
63
74
TOTAL TECHNICAL and PRICE POINTS
100
600
502.6
346 25
497 8
(Technical & Price rows above)
.<
RANKING
1
3
2
PRINT NAME:
6/1512015
SELECTION
CRITERIA
COMPOSITE SCORES
RFP 472340
Agenda and Meeting Management System - Pre Orals
EVALUATION OF PROPOSALS
PROPOSERS
Maximum. Maximum Tofal : Business Information
Points Per Points' ACcela, Inc.
Proposer°s relevant experience, qualifications, and paste
performance
Relevant experience and qualifications of key
personnel, including key personnel of subcontractors,
that will be assigned to this project, and experience
and qualifications of subcontractors
Proposer's approach to providing the services
rquested in this Solicitation
TOTAL TECHNICAL POINTS
RANKING ;>
SIGNATURE:
Chairperson
Reviewed B
PRINT NAME,
Systems, Inc.
176.6 118.5
Granicus, Inc.
179.0
109.4 1 76.0 1 114.6
194.45 1 131.90 1 197.10
2 1 3
6115/2015