HomeMy Public PortalAbout2012-08 Selecting EnerGov Solutions, Inc to provide Building Permit Software for BZPRESOLUTION NO. 2012-8
A RESOLUTION OF THE VILLAGE COUNCIL OF THE
VILLAGE OF KEY BISCAYNE, FLORIDA, SELECTING
ENERGOV SOLUTIONS, INC. TO PROVIDE BUILDING
PERMIT SOFTWARE FOR THE BUILDING, ZONING, AND
PLANNING DEPARTMENT; AUTHORIZING THE VILLAGE
MANAGER TO NEGOTIATE AN AGREEMENT
CONSISTENT WITH THE TERMS SET FORTH IN THE
PROPOSAL ATTACHED AS EXHIBIT "A;" AND
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the Village Manager, in accordance with the Village Code of Ordinances,
recently sought proposals for new building permit software for the Building, Zoning, and Planning
Department (the "Software"); and
WHEREAS, after careful review of the proposals submitted, the Village Manager
recommends EnerGov Solutions, Inc. (the "EnerGov") for the Software; and
WHEREAS, the Village Council selects EnerGov for the Software, and authorizes the
Village Manager to negotiate an agreement with EnerGov consistent with the proposal attached as
Exhibit "A;" and
WHEREAS, the Village Council finds that this Resolution is in the best interest and welfare
of the residents of the Village.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE
VILLAGE OF KEY BISCAYNE, FLORIDA, AS FOLLOWS:
Section 1. Recitals Adopted. Each of the above stated recitals are hereby adopted,
confirmed and incorporated herein.
Section 2. EnerGov Selected. The Village Council hereby selects EnerGov for the
Software.
Section 3. Village Manager Authorized. The Village Manager is hereby authorized
to negotiate an agreement, consistent with the proposal attached hereto as Exhibit "A," with
EnerGov for the Software. In the event an agreement cannot be reached with EnerGov, the Village
Manager is authorized to negotiate with the next highest ranked firm(s), in order of ranking, until
an agreement in the best interest of the Village is reached.
Section 4. Effective Date. This Resolution shall be effective immediately upon
adoption.
PASSED AND ADOPTED this 28th day of February , 2012.
CONCHITA H. ALVAREZ, MMC, VILLAGE CLERK
APPROVED AS TO FORM AND LEGAL SUFFICIEN
VILLAGE ATTORNEY
tAOR FRANKLIN H. PLAN
Date: February 8, 2012
To: John C. Gilbert, Village Manager
Village of Key Biscayn
From: Fred Simmons,Jr. Co r h ee Chair
Miami -Dade County i , i
Subject: Report of Evaluation it P No. VKB8111: Building, Zoning, and Planning
Department Software Permit Tracking System
Memorandum o' NryS
The Request For Proposals (RFP) was developed through a collaboration of the Village of Key
Biscayne and Miami -Dade County's Internal Services Department -Procurement Management Division.
This partnership will continue throughout the RFP process. The Evaluation/Selection Committee has
completed the task of evaluating proposals submitted in response to the above subject Request for
Proposals ("RFP") following the guidelines published in the RFP solicitation.
Project No.: VKB8111
Project Title: Building, Zoning, and Planning Department Software Permit Tracking System
Solicitation Issued: August 1, 2011
Purpose of the RFP: To provide and implement a turnkey software solution for a permit tracking
system to address the needs of the Village's Building, Zoning and Planning Department ("Project"). As
the Village is a barrier island, the Village seeks a vendor -hosted web -based solution. The proposed
software solution is required to manage a variety of functions administered by the Village's Building,
Zoning and Planning Department. Additionally, the proposed software solution must provide an online
public access system for facilitating online permit applications, inspection scheduling, status inquiries,
etc. It is desired that the proposed solution provide an interface with the Village's GIS system. The
selected proposer will also be required to training Village staff in using and administering the new
software solution, as well as annual and ongoing support 'and maintenance that include trouble
shooting, upgrades and enhancements to the system.
Solicitation Advertisement: The solicitation was sent to firms known by the Village to have interest in
this solicitation, and firms identified by the County through its extensive data base of firms that provide
the software systems and professional services contemplated by the solicitation. Over 300 companies
were notified of the Village's solicitation.
Method of Award: Open competitive solicitation with award to the Proposer that is deemed to have
offered the best solution and value to the Village. This method of award also contemplates negotiations
with recommended firms.
Term of Contract: The period required for system implementation; including system testing, staff
training. The contract term will be negotiated with the selected proposer(s).
Pre -bid Conference: The Village held two Pre -bid Conferences. The second allowed potential
proposers to participate via teleconference.
Date and number of proposals received: On September 9, 2011, the Village received nine proposals
in response to the solicitation.
Page 2 of 3
Report of the Evaluation/Selection Committee
RFP No. VKB8111
Name of Proposers: See Proposal Receipt Log attached.
Evaluation Selection Committee (Committee): The seven member voting Committee was comprised
of subject matter experts from the Village of Key Biscayne (4), City of Coral Gables (1), City of Pine
Crest (1), and Miami -Dade County (1). The Committee was chaired by a senior member of the Internal
Services Department -Procurement Management Division from Miami -Dade County.
Committee Meeting Dates: October 12, 2011, October 27, 2011, November 10, 2011, January 18,
2012, January 20, 2012, and January 24, 2012.
Summary of Committee Scores: The initial evaluation of proposals was conducted for all nine
proposals received. Each proposal was pre-screened by Village and County staff to ensure it was
responsive to the requirements of the solicitation. The Committee evaluated each proposal against the
five evaluation criteria listed in the RFP. Each of the five evaluation criteria were weighted equally, a
maximum of 20 points for each Committee member per evaluation criteria. The scoring criteria are:
1) Technology and System Functionality, 2) Proposed Price, 3) Concept Plan/Proposal Information, 4)
Support and Maintenance, and 5) Qualifications and Experience. The maximum score for a proposer is
700 points (7 committee members X 20 points X 5 evaluation criteria). After the initial scoring, the
Committee elected to conduct oral presentations with the top five highest scoring proposers. The firms
were invited to present to the Committee a demonstration of their proposed system, and answer
questions. The five proposers were each given four hours to demonstrate their system functionality,
capacity, and how their system meets the requirements of the Village, as expressed in the solicitation.
The Committee was able to revise their scoring based on the oral presentation. Scoring and ranking
was as follows:
Pre Oral Presentations (Initial Scoring)
PROPOSER
SCORES:
Percentage of
maximum score (700)
RANKING
Recommended for Oral
Presentations (Yes/No)
CRW Systems, Inc.
501:
71.57%
1
Yes
Triangle Associates,
Inc.
474:
66.71%
2
Yes
Computer Software,
Inc.
472:
67.43%
3
Yes
Paladin Data System
465:
66.43%
4
Yes
EnerGov Solutions, Inc.
458:
65.43%
5
Yes
Online Solutions, LLC
447:
63.89%
6
No
Kings Canyon
Technology, Inc.
429:
61.13%
7
No
TradeeMaster, Inc.
401:
57.29%
8
No
Calvin, Giordano
Associates, Inc.
344:
49.14%
9
No
Page 3 of 3
Report of the Evaluation/Selection Committee
RFP No. VKB8111
Post Oral Presentation Scores
PROPOSER
SCORES:
Percentage of
maximum score (700)
RANKING
Recommended for
Negotiations (Yes/No)
CRW Systems, Inc.
532:
76.00%
3
No
Triangle Associates,
Inc.
406:
58.00%
5
No
Computer Software,
Inc.
540:
77.15%
2
Yes
Paladin Data System
411:
58.71%
4
No
EnerGov Solutions, Inc.
546:
78.00%
1
Yes
Request for authorization to enter negotiations: The Committee determined that it is in the best
interest of the Village to enter into negotiations with the two highest ranked firms. The two highest
ranked firms offered a technical solution that meets the requirements of the Village. Their pricing is
competitive and represents high -quality, and value for the solution proposed. Through negotiations, it is
anticipated additional value can be gained in professional services, and price reductions. Pursuant to
the RFP, the Village reserves the right to enter into negations with the next highest ranked firm should
an agreement not be reached with either of the two highest ranked firms. The price offers of the
recommended firms are attached.
It is respectfully requested that authorization be granted to enter into negotiations with EnerGov
Solutions, Inc., and Computer Software, Inc. The following Committee members are recommended to
participate in negotiations and comprise the Negotiations Team:
1) Fred Simmons, Jr., CPPO (Lead Negotiator/Negotiations Chair), Miami -Dade County
2) Jud Kurlancheek, (Lead Negotiator) Director Building, Zoning, and Planning
Technical Support:
3) Michael Fleming, Information Technology Manager, Village of Key Biscayne
4) Eugenio M. Santiago,
5) Laura Manos, Information Technology Manager, Miami -Dade County
6) Leo Llanos, Building Official, City of Pine Crest
7) Eric Lang, Fire Chief, Village of Key Biscayne
8) Manuel Z. Lopez, Building Official, City of Coral Gables
9) Asela Martell -Molina, Chief Permit Clerk, Village of Key Biscayne
Authorization to negotiate is:
Approved Date Not Approved Date
Cc: Evaluation/Selection Committee, and Negotiations Team
COMPOSITE RANKING OF ALL NINE (9) FIRMS
EVALUATION OF PROPOSALS
4,
-r
SELECTION PROPOSERS
CRITERIA
Technologoy and System
Functionality
Proposed Price
Conceptual Plan/Proposal
Information
•
°'NEa 'huum ,
• It?gjnt,F
der. •
,; :20•
. 20:
Support and Maintenance
Qualifications/Experience
•
RFP NO. VKB8111
Building, Zoning and Planning Department Software Permit Tracking System
COMPOSITE
Mpxiidurn
• Total P.lpts
.(7_mbmbers)'
,140
'140
Triangle
Associates,
Inc.
116
63
CRW Systems,
Inc.
106
89
Online
Solutions, LLC
86
91
Energey
Government
Solutions
105
73
Calvin,
Giordano
Associates,
Inc
76
80
TradeeMaster,
Inc.
77
82
Paladin Data
System
103
91
Kings Canton
Technology,
Inc.
88
79
Computer Software,
Inc.
96
83
146
99
109
89
103
74
75
95
78
109
x0.
20
'too
140
101
96
101
96
94
88
89
88
49
65
91
76
85
91
92
92
TOTAL TECHNICAL POINTS ;°4.00:. 700
474
501
7
468
344
401
465
Ranking
Sign
Chairperson
429
Reviewed By
PRINT NAME:
gn) ki o_ty; JA •
DATE:
97
87
Local Preference'
(Highest tanked pn posets total points - 5% 3
Local Prefererxee range)
.
Is any firm within 5% of the highest ranked? Y/
N
Is highest ranked local? Y! N
:
.
. "
Is firm within 5% local? Y I N
472
263712
COMPOSITE RANKING OF FIVE (5) SHORT LISTED FIRMS
EVALUATION OF PROPOSALS: POST ORALS
Y
41.
RFP NO. VKB8111
Building, Zoning and Planning Department Software Permit Tracking System
COMPOSITE
SELECTION PROPOSERS
CRITERIA
" '
_:m4441,11'.
iaol"n.:"ts
er:-
Member .,
.Maximum
Toiarpoi
.(7 rrierntiors}_
Triangle
Associates,
Inc.
CRW Systems,
Inc.
Online
Solutions, LLC
Energey
Government
Solutions
Calvin,
Giordano
Associates,
Inc
TradeeMaster,
Inc.
Paladin Data
System
Kings Canton
Technology,
Inc.
Computer Software,
Inc.
Technologoy and System
Functionality
.' "b
140 • .
95
105
X
114
X
X
79
X
112
Proposed Price
• 20
140
63
101
X
96
X
X
84
X
101
Conceptual Plan/Proposal
Information
.20•
140
79
105
X
111
X
X
86
X
112
Support and Maintenance
20
140
85
110
X
113
X
X
80
X
111
Qualiflcations/Experience
20
140
84
111
X
112
X
X
82
X
104
TOTAL TECHNICAL POINTS
•; :':10' ' :_.: 70.0• .
:4,Q6
932
X
946
X
X
411
X
640'
Ranking
-- - (!
PRINT NAME;
Reviewed By
DATE:
c2/67/(
Local Preference'
(Highest ranked proposers total points - 596 •
Local Preference range)
Is any firm within 5% of the highest ranked? V/
N
Is highest ranked focal? Y / N
Is firm within 5% local? Y I N
•
•
•