MIAMI BEACH 73. Key Intended Outcome Supported: Increase Satisfaction with Family Recreational Activities

Transcription

1 COMMISSION ITEM SUMMARY Condensed Title: Request For Approval To Issue A Request For Proposals (RFP) To Install And Maintain An Externally Web Hosted Software For The Cit Of Miami Beach Parks And Recreation De artment. Key Intended Outcome Supported: Increase Satisfaction with Family Recreational Activities Supporting Data (Surveys, Environmental Scan, etc.): N/A Issue: Whether the Mayor and City Commission should approve the issuance of the RFP? Item Summary/Recommendation: The City of Miami Beach (the City) would like to solicit responses from qualified software firms to provide an externally hosted software package for the Parks & Recreation Department in the City of Miami Beach. The software is intended to replace the Department's current software, which has slowly become outdated since its installation in In addition to being able to merge data/history from the City's current software (Rec-Ware Safari), while meeting the City Finance Department's requirements to provide daily direct deposits into the City's Bank account, and updating the City's EDEN Finance Accounting System in order to generate analytical reports, this software is intended to simplify the registration process by allowing residents the ability to not just register and pay on-line for Parks programming, but to manage their own information; this functionality is not available with the Parks Department's current software. The intent is to select new technology which will be easier to use, more customerfriendly and interface directly with the City's current financial system. The software must meet the minimum requirements and should address most, if not all, of the identified Parks and Recreation Department needs. The proposals that do not meet the minimum requirements shall be deemed non-responsive and will not be further evaluated. The term of contract will be for three (3) years with the sole option and discretion of the City to renew for two (2) additional one ( 1) year periods. The successful proposer will be responsible for the following tasks during the Pre-planning and project kick-off phases: 1. Meet with staff committee members to review and refine the project methodology. 2. Review the City's current Recreation software for a new development process, including fees charged by the Parks & Recreation Department. 3. Meet with staff from Department. 4. Review relevant prior studies conducted by the City, including existing cost allocation studies and prior studies reconciling revenues and fees. 5. Review historical direct costs and revenues and process for Recreation Programs and Registration. THE ADMINISTRATION RECOMMENDS THE ISSUANCE OF THE RFP. Advisory Board Recommendation: Financial Information: Source of Funds: 1 OBPI Total Financial Impact Summary: Amount N/A Account MIAMI BEACH 73 AGENDA ITEM--~-=-- DATE-=--...:;...:..~-

2 City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, COMMISSION MEMORANDUM TO: Mayor Matti Herrera Bower and Members of the c Commission FROM: Jorge M. Gonzalez, City Manager DATE: SUBJECT: REQUEST FOR APPROVAL TO ISSUE A REQUEST FOR PROPOSALS (RFP) TO INSTALL AND MAINTAIN AN EXTERNALLY WEB HOSTED SOFTWARE FOR THE CITY OF MIAMI BEACH PARKS AND RECREATION DEPARTMENT. ADMINISTRATION RECOMMENDATION Approve Issuance of the RFP. KEY INTENDED OUTCOMES SUPPORTED Increase Satisfaction with Family Recreational Activities BACKGROUND The City of Miami Beach (the City) would like to solicit responses from qualified software firms to provide an externally hosted software package for the Parks & Recreation Department in the City of Miami Beach. The software is intended to replace the Department's current software, which has slowly become outdated since its installation in In addition to being able to merge data/history from the City's current software (Rec-Ware Safari), while meeting the City Finance Department's requirements to provide daily direct deposits into the City's Bank account, and updating the City's EDEN Finance Accounting System in order to generate analytical reports, this software is intended to simplify the registration process by allowing residents the ability to not just register and pay on-line for Parks programming, but to manage their own information; this functionality is not available with the Parks Department's current software. The intent is to select new technology which will be easier to use, more customer-friendly and interface directly with the City's current financial system. The Parks and Recreation Department had previously received approval from the City's IT Governance Committee to proceed with selecting replacement software. The provider of the current Parks software has developed a web-based upgrade that appeared to provide most of the functionality that was being requested. Staff began negotiations with the vendor for this upgrade, but after more than nine months of discussions, was ultimately unable to reach agreement on certain terms. As such, it is necessary to identify other software providers that may be able to meet the City's needs. 74

3 Commission Memo Re Web Hosted Sottwwe for Parks RFP Page 2 of5 SCOPE OF SERVICES The software must meet the minimum requirements and should address most, if not all, of the following Parks and Recreation Department needs. The proposals that do not meet the minimum requirements shall be deemed non-responsive and will not be further evaluated. Minimum Requirements 1. The software must be Web based. 2. The software must interact and interface with City's EDEN Financial System to process Revenue and miscellaneous other Reports. 3. The software must have online registration capability. 4. The software must have Point of Sale. 5. The software must have the ability to create internal and external reports. 6. Vendor must have successfully completed at least ten (1 0) externally hosted software packages for a Parks & Recreation municipality equal to most, if not all the above specifications, including software merging of an existing data/history within the past four years. 7. The software must meet the following IT and Finance Requirements: a. Must be PCI Compliant (quarterly reports must be submitted) b. Vendor Supported and Hosted Solution shall have Mobile Capability c. The Application Administration Functions must be a log on to browser base, NOT a direct log-on to the Production Server (merchant account) d. All payments collected must be directly deposited into the City's Bank account including Internet based payments such as Pay Pal to be entered to the City's Bank Account (merchant account) e. Database must be Microsoft SQL compatible Parks and Recreation Department needs: 1. Capabilities for Online Registration with payment plan and scholarship options for the customers. 2. Customer Registration with capabilities for refunds, transfers, billing, create waiting lists, etc. 3. Facility Reservations 4. Point of Sale Feature to include hardware such as receipt printers, inventory scanners, etc Ability to create internal/external reports such as, but not limited to- Customer History, Customer Profile, Marketing, Financial, Profit/Loss, Rosters, Sign-Outs, Daily Close-Out, etc Membership Module. 7. The Hosted Support Software should be capable of transferring data/history from current software (Rec-Ware Safari) converting all of the Parks & Recreation data with the new software. 8. Vendor shall be responsible for all Service to the Data Base Website Reporting. 9. All data must be owned by the City. 10. Proposer must provide On-site Training for implementation. 11. The City will reimburse the vendor for their participation fees (percentage) separately. 75

4 Commission Memo Re Web Hosted Software for Parks RFP Page 3 of5 The successful proposer will be responsible for the following tasks during the Pre-planning and project kick-off phases: 1. Meet with staff committee members to review and refine the project methodology. 2. Review the City's current Recreation software for a new development process, including fees charged by the Parks & Recreation Department. 3. Meet with staff from Department. 4. Review relevant prior studies conducted by the City, including existing cost allocation studies and prior studies reconciling revenues and fees. 5. Review historical direct costs and revenues and process for Recreation Programs and Registration. The term of contract will be for three (3) years with the sole option and discretion of the City to renew for two (2) additional one ( 1) year periods. EVALUATION CRITERIA The procedure for proposal evaluation and selection is as follows: 1. Request for Proposals issued. 2. Receipt of proposals. 3. Opening and listing of all proposals received. 4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each proposal in accordance with the requirements of this RFP. If further information is desired, proposers may be requested to make additional written submissions or oral presentations to the Evaluation Committee. 5. The Evaluation Committee shall recommend to the City Manager the proposal or proposals acceptance of which the Evaluation Committee deems to be in the best interest of the City. The Evaluation Committee shall base its recommendations on the following factors, for a total of 1 00 possible points: Evaluation Criteria/Factors: Software functionality according to Departmental needs Consultant(s) experience and past performance with similar projects Proposed Fees Methodology and Approach Weight 35 points 20 points 35 points 10 points 6. After considering the recommendation(s) of the Evaluation Committee, the City Manager shall recommend to the City Commission the proposal or proposals, acceptance of which the City Manager deems to be in the best interest of the City. 76

5 Commission Memo Re Web Hosted Software for Parks RFP Page 4 of5 7. The City Commission shall consider the City Manager's recommendation(s) in light of the recommendation(s) and evaluation of the Evaluation Committee and, if appropriate, approve the City Manager's recommendation(s). The City Commission may reject City Manager's recommendation(s) and select another proposal or proposals. 8. In any case, City Commission shall select the proposal or proposals acceptance of which the City Commission deems to be in the best interest of the City. The City Commission may also reject all proposals. 9. Negotiations between the selected proposer and the City Manager take place to arrive at a contract. If the City Commission has so directed, the City Manager may proceed to negotiate a contract with a proposer other than the top-ranked proposer if the negotiations with the top-ranked proposer fail to produce a mutually acceptable contract within a reasonable period of time. 10. A proposed contract or contracts are presented to the City Commission for approval, modification and approval, or rejection. 11. If and when a contract or contracts acceptable to the respective parties is approved by the City Commission, the Mayor and City Clerk sign the contract(s) after the selected proposer(s) has (or have) done so. Important Note: By submitting a proposal, all proposers shall be deemed to understand and agree that no property interest or legal right of any kind shall be created at any point during the aforesaid evaluation/selection process until and unless a contract has been agreed to and signed by both parties. The City expects vendors to respond in a factual manner, clearly identifying software that is fully released, in testing, or slated for future release for each functional requirement. During the Evaluation Process, the proposer will be evaluated by an Evaluation Committee and/or representatives from the Parks & Recreation Department and Information Technology Department to ensure that the software proposed meet the minimum requirements as specified in the RFP. Based on a preliminary evaluation of the RFP, the Evaluation Committee may short List several proposers and invite them to participate in Scripted Demonstration Meetings or Software Demos. The selected proposers will be notified in writing or . Scripted Demos: The functional and technical product demonstrations may be presented to the Evaluation Committee by the short listed proposers according to a pre-defined script. All proposers should follow this script during their demonstration process. The evaluation criteria for the demonstration process may include adherence to the script as well as the ability to successfully demonstrate the product's ability to meet the functional and technical requirements. The City reserves the right to request additional information, interviews, follow-up demonstrations, or any other type of clarification of proposal information it deems necessary to evaluate the final proposers. 77

6 Commission Memo Re Web Hosted Software for Parks RFP Page 5 of5 Software Demonstration In addition to scripted functional demonstrations, the City may provide a pre-determined amount of time for the Proposer to show any system functionality that may have not been presented during the scripted demonstration. Site Visits The City may also choose to conduct site visit(s) to the software proposers' headquarters and/or proposer's clients as part of the evaluation process. The site visits may be used to determine the successful vendor, and may be conducted following the scheduled software demonstrations of the short listed proposers. The City may select the sites to be visited at its own discretion. The object of the site visit may be to assess the following: CONCLUSION: Assessment of the vendor's service during system implementation. Assessment of the quality of vendor's ongoing support. Overall user satisfaction with the system. The Administration recommends the issuance of the RFP. JMG/PDW/GL T:\AGENDA\2011\ \Web Hosted Software for Parks- Memo.docx 78