Item Coversheet

Competitive Bid Reports - C2  H




COMMISSION MEMORANDUM

TO:Honorable Mayor and Members of the City Commission 
FROM:Alina T. Hudak, City Manager 
DATE:March  27, 2023
 



SUBJECT:REQUEST FOR APPROVAL TO ISSUE INVITATION TO NEGOTIATE (ITN) 2023-217-ND FOR REAL ESTATE MANAGEMENT SOFTWARE.

RECOMMENDATION

It is recommended that the Mayor and Commission of the City of Miami Beach, Florida authorize the issuance of an Invitation to Negotiate (ITN) 2023-217-ND for real estate management software.

BACKGROUND/HISTORY

The City's Facilities and Fleet Management Department (the "Department") currently manages the City of Miami Beach's commercial real estate assets.  The current process for tracking these assets is antiquated and labor-intensive. Therefore, the Department requests a new and efficient system to track real estate assets by folio numbers, as well as perform key functional activities such as tracking insurance policies and expiring lease agreements and managing payables, receivables, and general ledger functions.

ANALYSIS

Through this ITN, the City seeks proposals for an asset management software that will help streamline the management of assets as it relates to tracking expirations, escalations, renewal options, etc. The software will include built-in accounting, online marketing and leasing, integrated screening, and insurance, online portals for easy rent collection, service requests, payments, and owner reporting. This software will integrate with the City’s financial system, Tyler Technologies MUNIS system, and Energov.

 

The ITN's statement of work and requirements are more fully defined in the ITN attached as Attachment A.

 

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

SUPPORTING SURVEY DATA

Not Applicable

FINANCIAL INFORMATION

The estimated annual expenditure for these services is $30,000.  It is not anticipated that grant funding will be utilized for this project.

Amount(s)/Account(s):

552-0640-000331-00-404-534-00-00-00-69522        $78,000

552-0640-000331-00-404-534-00-00-00-69622         $52,000

CONCLUSION

I recommend that the Mayor and Commission of the City of Miami Beach, Florida authorize the issuance of ITN 2023-217-ND, for Real Estate Management Software.

Applicable Area

Not Applicable
Is this a "Residents Right to Know" item, pursuant to City Code Section 2-14? Does this item utilize G.O. Bond Funds?
No No 
Legislative Tracking
Facilities and Fleet Management/Procurement

ATTACHMENTS:
Description
Draft ITN 2023-217-ND