Summary of Specifications:
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305-673-7490, Fax: 786-394-4002 PUBLIC NOTICE Request for Proposals (RFP) No. 62-11/12 TO INSTALL AND MAINTAIN AN EXTERNALLY WEB HOSTED SOFTWARE FOR THE CITY OF MIAMI BEACH PARKS AND RECREATION DEPARTMENT (THE “RFP”). 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 The software is intended to replace the Department’s current software, which has slowly become outdated since its installation in 2005. 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 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. Sealed proposals will be received until 3:00 PM on September 14, 2012 at the following address: City of Miami Beach City Hall Procurement Division - Third Floor 1700 Convention Center Drive Miami Beach, Florida 33139 ANY PROPOSAL RECEIVED AFTER 3:00 PM ON SEPTEMBER 14, 2012, WILL BE RETURNED TO THE PROPOSER UNOPENED, AND WILL NOT BE CONSIDERED. THE RESPONSIBILITY FOR SUBMITTING PROPOSALS BEFORE THE STATED TIME AND DATE IS SOLELY THE RESPONSIBILITY OF THE PROPOSER. THE CITY WILL NOT BE RESPONSIBLE FOR DELAYS CAUSED BY MAIL, COURIER SERVICE, OR ANY OTHER ENTITY OR OCCURRENCE. A Pre-Proposal Submission Meeting is scheduled for August 29, 2012 at 10:00 A.M. at the following address: City of Miami Beach City Hall – Fourth Floor 1700 Convention Center Drive City Manager’s Large Conference Room Miami Beach, Florida 33139 Attendance (in person or via telephone) to this Pre-Proposal submission meeting is encouraged and recommended as a source of information, but is not mandatory. Proposers interested in participating in the pre-Proposal submission meeting via telephone must follow these steps: (1) Dial the TELEPHONE NUMBER: 1-877-953-3061 (Toll-free North America) (2) Enter the MEETING NUMBER: 8982915# Proposers who are interested in participating via telephone, please send an e-mail to mestevez@miamibeachfl.gov expressing your intent to participate via telephone at least one business day in advance of the meeting. The City also utilizes BidNet for automatic notification of bid opportunities and document fulfillment. This system allows vendors to register online and receive notification of new bids, amendments and awards. Vendors with Internet access should review the registration options at the following website: http://www.govbids.com/scripts/panhandle/public/home1.asp?utm_me ium=referral&utm_source=MIA28FL&utm_campaign=web_site. If you do not have Internet access, please call the BidNet support group at 800-677-1997 extension # 214. The City also provides bid information on its website, please visit http://web.miamibeachfl.gov/procurement. YOU ARE HEREBY ADVISED THAT THIS REQUEST FOR PROPOSALS IS SUBJECT TO THE FOLLOWING ORDINANCES/RESOLUTIONS, WHICH MAY BE FOUND ON THE CITY OF MIAMI BEACH WEBSITE: http://www.miamibeachfl.gov/newcity/depts/purchase/bidintro.asp • CONE OF SILENCE -- ORDINANCE NO. 2002-3378 • CODE OF BUSINESS ETHICS -- RESOLUTION NO. 2000-23879. • PROTEST PROCEDURES -- ORDINANCE NO. 2002-3344. • DEBARMENT PROCEEDINGS -- ORDINANCE NO. 2000-3234 • LOBBYIST REGISTRATION AND DISCLOSURE OF FEES -- ORDINANCE NO. 2002-3363. • CAMPAIGN CONTRIBUTIONS BY VENDORS - ORDINANCE NO. 2003-3389. • EQUAL BENEFITS ORDINANCE – ORDINANCE NO. 2005-3494. • LOCAL PREFERENCE FOR MIAMI BEACH-BASED VENDORS – ORDINANCE NO. 2011-3747. • PREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND CONTROLLED BY VETERANS AND TO STATE CERTIFIED SERVICE-DISABLED VETERAN BUSINESS ENTERPRISES – ORDINANCE NO. 2011-3748. Any questions or requests for clarifications concerning this RFP shall be submitted in writing (or by e-mail) to the following address: mestevez@miamibeachfl.gov; with copies also submitted to the City Clerk: RafaelGranado@miamibeachfl.gov All questions or requests for clarifications must be received no later than five (5) calendar days prior to the scheduled RFP submission date. All responses to questions/clarifications will be sent to Proposers in the form of a written addendum. This RFP is not to be construed as an offer by the City of Miami Beach. Proposers interested in pursuing this opportunity are urged to make such investigations and evaluations as they deem advisable, and to reach independent conclusions concerning statements made in this RFP and any Addendum or Addenda issued pursuant thereto. THE CITY OF MIAMI BEACH RESERVES THE RIGHT TO ACCEPT ANY PROPOSAL DEEMED TO BE IN THE BEST INTEREST OF THE CITY, OR WAIVE ANY IRREGULARITY AND/OR INFORMALITY IN ANY PROPOSAL, OR REJECT ANY AND/OR ALL PROPOSALS. Sincerely,
