Item Coversheet

Competitive Bid Reports - C2  C




COMMISSION MEMORANDUM

TO:Honorable Mayor and Members of the City Commission 
FROM:Jimmy L. Morales, City Manager 
DATE:May  8, 2019
 



SUBJECT:

REQUEST FOR APPROVAL TO ISSUE REQUEST FOR PROPOSALS (RFP) 2019-201-JC, COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM.


RECOMMENDATION

Authorize the Issuance of the RFP.

ANALYSIS

The City of Miami Beach is seeking proposals from qualified firms for a Computerized Maintenance Management System (CMMS) that will provide the capability to proficiently track, manage, and report the status of equipment maintenance while providing real time views of ongoing work. The successful firm(s) shall have experience in successfully implementing the proposed solution at similar public agencies with similar requirements. The successful firm(s) shall enter into a contract with the City of Miami Beach and be responsible for the final approved design, installation, and implementation of the Computerized Maintenance Management System (CMMS), including development of user acceptance testing, systems integration, training, and connectivity to existing resources.

 

The City of Miami Beach has outgrown its current work order management system (Cityworks) due to the inability to accommodate the multi-department growth which we the City is experiencing.

  

SCOPE OF SERVICES

The City of Miami Beach is a forward thinking and expansive organization. In an effort to accommodate the City’s development and customer service requirements, it intends to procure a new computerized maintenance management system (CMMS) software application. The new system is expected to have current functionality that will meet the needs of various departments. In addition, if the functionality is not standard, the CMMS system should be configurable to provide a fully cohesive scalable system that interfaces with the City’s ERP system. The City of Miami Beach will require that the system be cloud based, accessible through various internet browsers, and mobile devices. In addition, the system should provide the following key requirements: work order management, fixed asset management, inventory management, maintenance management, space management, project management, reporting and other functionality that will improve service delivery.

 

The following are the more pertinent sections of the RFP.

 

SPECIFICATIONS.  Appendix C, Page 21, RFP 2019-201-JC (attached).

 

SUBMITTAL REQUIREMENTS.  Section 0300, Page 9, RFP 2019-201-JC (attached).

 

CRITERIA FOR EVALUATION.  Section 0400, Page 12, RFP 2019-201-JC (attached).

 

Following the receipt of proposals, an Evaluation Committee will review proposals in accordance with the criteria established in the RFP.

 

Additionally, I am considering appointing the following system stakeholders to serve on the Evaluation Committee for this project:

 

  • Monica Beltran, Assistant Director, Parking Department, City of Miami Beach
  • Jose Del Risco, Assistant Director, Parks & Recreation Department, City of Miami Beach
  • Angelo Grande, Operations Manager, Global Spectra
  • Adrian Morales, Director, Property Management Department, City of Miami Beach
  • Frank Quintana, Division Director, Information Technology Department, City of Miami Beach

 

I am also considering the following individuals as alternates:

  • Ramon Duarte, Assistant Director, Property Management Department, City of Miami Beach
  • Ozzy Macias, IT Support, Information Technology Department, City of Miami Beach
  • Alba Tarre, Assistant Director, Housing Department, City of Miami Beach

CONCLUSION

The City Manager recommends that the Mayor and City Commission authorize the issuance of RFP 2019-201-JC for Computerized Maintenance Management System.

KEY INTENDED OUTCOMES SUPPORTED
Build And Maintain Priority Infrastructure With Full Accountability

FINANCIAL INFORMATION

Grant funding will not be utilized for this project.
Legislative Tracking
Property Management/Procurement

ATTACHMENTS:
Description
Draft RFP