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Home My WebLink AboutAward Proposal - Utility Billing System - Systems and Software1316 ("..'OUNTY-0,Fy BUILDINO 227 W. JEFFERSON BouLEVARD sou'rH Rim). INDIANA 46601-1830 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR 130ARD OF PUBLIC WORKS October 23, 2018 Kyle Rainey Systems & Software 426 Industrial Ave., Suite 140 Williston, VT 05495 RE: Proposal Award — Utility Billing System Dear Mr. Rainey: PHONF, 574/235-9251 FAX 574/ 235-9171 The Board of Public Works at its, meeting held on October 23, 2018, awarded the above referenced proposal to you based on the recommendation of the review committee as the highest scoring proposal and authorized the review team to negotiate a contract with your company. If contract terms are not reached, the award will go to the next highest scoring vendor. A representative from the Innovation and Technology Department will be in contact with you regarding this award. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Linda M. Martin, Clerk GARY A, (A.o'r SUZANNA M. FRITZBER(-, EIAZABI-TH A. MARADIK JAW.'s A. T1 1ERESE J. DORAU I 10 Department of Innovation & Technology City of South Bend 227 W Jefferson Blvd TO: Board of Public Works, Linda Martin CC: Eric Horvath, Jitin Kain, Al Greek, Kim Thompson, Clara McDaniels, Dan O'Connor, Michael' Schmidt FROM: Matt Coats SUBJECT: Utility Billing System RFP Award to Systems and Software DATE: 10/15/2018 Linda and Members of the Board, We are submitting for award the selection of Systems & Software's proposal for Utility Billing software and implementation services in response to the City's RFP for Utility Billing Software. Systems & Software was chosen by the City's selection team as the best proposal available upon completion of a qualifications based evaluation. This evaluation of proposals considered thie following weighted criteria: 1. Qualifications of Firm- 15% 2. Ability to Meet System Requirements: 40% 3. Project Approach: 25% 4. Cost: 20%, The application of these criteria occurred through two stages., written proposal evaluation and demonstration evaluation. Written Proposal Evaluation: Given the RFP's defined evaluation criteria, the City's selection team considered 7 proposals in its Written Proposal Evaluation stage. Per the expectations set out in the RFF\ Cost was not given a point score until every other criteria had been determined by our selection team to mitigate cost bias. The selection team chose Advanced Utility Billing, Cogsdale, and Systems & Software tomove on to provide software demonstrations, as indicated in the "CloVd"section's ranking inthe table above. As vendors provided both Cloud and On-Prennise costs in their proposals, two different cost scores were calculated. While Advanced Utility Billing and Cogsdale made the top three regardless ofCloud orOn-Premise pricing, CU5|and Systems &SOftvvare'sinclusion iOthe top three was dependent onwhich cost score was applied. The selection team decided to elevate the Systems 0\Software proposal tothe #3spot, asthe average cost score between Cloud and On -Premise options is higher for Systems &3oftvvare than it would befor CU5|. Demonstration Evaluation: Advanced Utility Billing 1 5.0 8.3 13.3 8.0 34.6 15.0 25.0 40.0 17.5, 10.0 16.7 261 20.0 In Demonstration Evaluation, three vendors were scored based on their performance in a day- long, on -site software demo inclusive of implementation methodology.The selection team scored each vendor for all criteria minus Cost with a rank of 1-3 (1 being most favored,, 3 being least favored), with points granted in proportion to rank (Le., a rank of I for Approach grants 25 points, whereas, a rank of 3 grants 8.3 points). Cost score was calculated using the formula described in the RFP, while limiting the scope of the calculation to the three remaining vendors and using the Cloud cost figure for point calculation. Immediately following Demonstration Evaluation, Co,gsdale was viewed as the leading proposal, and the City began more detailed exploratory conversations with Cogsdale. Following these conversations, the City learned more about the Cogsd'ale solution and confirmed that technologically this would not be the best solution: for the City. The selection team then moved on to the next vendor, Systems & Software, for more detailed exploratory conversations and as a result, Systems & Software was the final selection. This change i:n focus and ultimate selection is indicated in the table above, where Cogsdale's score is crossed out and Systems & Software's score is shaded. Thank you, Matt Coats 3 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM 10/16/18 Matt Coats Department Innovation & Technolo BPW Date 10/23/18 Phone Extension 5817 Rewired Prior to Submittal to Board Legal Attorney Name Clara McDaniels Controller review is required for all Contracts $5,000.00 or more Controller and greater than one year in length per the City Purchasing Policy Purchasing [:] Check the Appropriate Item Type - Required for Aff Submissions F-1 Agreement Contract R Proposal El Addendum ❑ Professional Services ❑ Amendment F] Bid Opening Bid Award ❑ Req. to Advertise Title Sheet ❑ Quote Opening El Quote Award Chg Order No. F-1 C/O & PCA No, E] PCA F-1 Ease./Encroach. ❑ Traffic Control R Resolution R Other: F-1 Claim Reauired Information Company or Vendor Name Systems & Software M Yes F-1 If Yes, Approved by Purchasing New Vendor n No 0 MBE Yes MBE/1 BE Contractor Completed E-Verify Form Attached E] WBE F] No Project Name Utility B,illir? Software and Nm lamentation Services Project Number Funding Source Support Services for Software Implementation Account No. 620-0640657-31-06, 641-0630-793-39-10, Amount TBID Terms of Contract TBD Purpose/Description For Chane Orders Only Amount of El increase $ El Decrease $ Previous Amount Current Percent of Change: % New Amount $ Total Percent of Change: % Time Extension: Dispersal After Approval Copy Original ❑ N Al Greek; Kim Thompson F-1 Matt Coats ni n 1316 COUNTY-Ciry Bui[AANG 227 WJEFFERSON BOULLVARD Soirm 111,M). I NDT ANA 46601-1930 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS October 23, 2018 Brenda Klein Advanced Utility Systems 2235 Sheppard Avenue East, Suite 1400 Toronto, ON M215135 RE: Proposal Award — Utility Billing System Dear Ms. Klem: flit NP-1 574/235-9251 FAX 574/ 235-9171 The Board of Public Works, at its meeting held on October 23, 2018, awarded the above referenced proposal to Systems and Software as recommended by the review committee as the highest scoring proposal and authorized the review team to negotiate a contract with Systems and Software. If contract terms cannot be reached, the award will go to the next highest scoring vendor. We thank you for bidding and hope you will bid with us again in the future, If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Linda M. Martin, Clerk GAizy A. Gti.,o'r SUZANNA M. Fim'zin`,Rf ELIZABETH A. MARADIK JAMES A. Mul?IIEIt TtiEiu'-'Si",' J. DoRAU 1316 COUNTY -CITY a 1�',IJII.I)RNG 227 w, JEFFERSON 13C uLEVARD SOI J-I I I BF?NfD, 1NDIANA 46601-1830 CITY Or SOUTH BEND PETS l3t)TTIGIEG, MAYOR BOARD OF PUBLIC WORKS October 23, 2018 Abigail Diaz Tyler Technologies, Inc. I Tyler Drive Yarmouth, lvlE 04096 RE: Proposal Award — Utility ]filling System Dear Ms. Diaz: 1'I I0MN' 574/ 235-9251 1AX 574/235-9171 The Board of Public Warps, at its meeting held on October 23, 2018, awarded the above referenced proposal to Systems and Software as recommended by the review committee as the highest scoring proposal and authorized the review team to negotiate a contract with Systems and Software. If contract terms cannot be reached, the award will go to the next highest scoring vendor. We thank you for bidding and hope you will bid with us again in the future. If you have any further questions regarding this matter, please call this office at (574) 235- 925 i1, Sincerely,. Q Linda M. Martin, Clerk GARY A. (:rll.,o'r SCIZANNA M. Fiu'1%131-J :i ELIZAii sr1-1 A, MARADIK . ANIF S, A. i`vFflllELLF'R Tali IZIi4L J. DOR A1) 1316 COUNTY-Crry BUILDING 227 W, JEFFERSON BOULEVARD SOUTH BEND. INDIANA 46601-1830 CITY OF SOUTH BEND PETE BtJTI'f(;IE(.,, MAYOR BOARD OF PUBLIC OR October 23, 2018 Casey Dowd Cogsdale 105 Consumers Drive Whitby, ON L IN I C4 Canada RE: Proposal Award — Utility Billing System Dear Mr. Dowd: Pt OM: 574/235-9251 FAX 574/ 235-9171 The Board of Public Works, at its meeting held on October 23, 2018, awarded the above referenced proposal to Systems and Software as recommended by the review committee as the highest scoring proposal and authorized the review team to negotiate a contract with Systems and Software. If contract terms cannot be reached, the award will go to the next highest scoring vendor. We thank you for bidding and hope you will bid with us again in the future. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Linda M. Martin, Clerk GARyA.Gjj,o'j' SUZANNAM,Fi(rrziu1-'tw EtAZA13ji'1'j-iA.MARA1AK JAM1.,,SA,Mt;i1,,i,j-,r-,it '1'iii',Ri-',si-,J.D0RAtJ 13 9 6 COUNTY-0 I'Y BUILDING 227 W.JEFFERSON HOULF 'VARD S01 YN I RIND. INTMAN A 46601-1930 CITY OFSOUTH BEND 13ETE BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS October 23, 2018 Barry Fisk Infor Utility Billing System 13560 Morris Road, Suite 4100 Alpharetta, GA 30004-8995 RE: Proposal Award — Utility Billing System Dear Mr. Fisk: PSON F ' 574/ 235-9251 FAX 574/ 235-9171 The Board of Public Works, at its meeting held on October 23, 2018, awarded the above referenced proposal to Systems and Software as recommended by the review committee as the highest scoring proposal and authorized the review team to negotiate a contract with Systems and Software. If contract terms cannot be reached, the award will go to the next highest scoring vendor. We thank you for bidding and hope you will bid with us again in the future. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Eel — Linda M. Martin, Clerk GARY A. GILOT SUZANNA M. FRITZBERci ELIZABETH A. MARADIK JAMEs A. Mui;i.isi� Ti ii:,' i� i-'si.,' J. DORAU 13 16 COUNTY-Cl FY BUILDING Niom-', 574/235-9251 227 WJEFFF."WSON 13ouLUNARI) F'AX 574/ 235-9171 SOIJI-14 ail -ND, INDIANA 46601-1830 CITY OF SOU BEND PETS BUTT[GfEG, MAYOR BOARD OF PUBLIC WORKS October 23, 2018 Brad Adamske Smart Energy Water 19900 MacArthur Blvd., Suite 370 Irvine, CA 92612 RE: Proposal Award — Utility Billing System Dear Mr, Adamske: The Board of Public Works, at its meeting held on October 23, 2018, awarded the above referenced proposal to Systems and Software as recommended by the review committee as the highest scoring proposal and authorized the review team to negotiate a contract with Systems and Software. If contract terms cannot be reached, the award will go to the next highest scoring vendor. We thank you for bidding and hope you will bid with us again in the future. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Linda M. Martin, Clerk GM�y A. Gii,o'r SUZANNA M. ELIZABE"I'li A. MARM)IK JAmi"-'s A. MUFALER T]]1-.11"s1" J. DORAU 1316 COUNT Y-C HT I31rir.rIN(i 227 W. JETFERSON 1301.r TVARD Sot r nA 13F;NF). INDIANA 46601-1 R3t1 CITY OF SOUTH BEND PETS BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS October 23, 2018 F.J. Foreman North Star Utilities Solutions 1 Antares Drive, Suite 400 Ottawa, ON Y2F 8C4 RE: Proposal Award --- Utility Billing System Dear Mr. Foreman: PHOMr 574/235-9251 FAX 574/ 235-9171 The Board of public Works, at its meeting held on October 23, 2018, awarded the above referenced proposal to Systems and Software as recommended by the review committee as the highest scoring proposal and authorized the review team to negotiate a contract with Systems and Software. If contract terms cannot be reached, the award will go to the next highest scoring vendor. We thank you for bidding and hope you will bid with us Again in the future. If you have any further questions regarding this matter, please call this office at (574) 235- 92 1. Sincerely, ry b.. Linda M. Martin, Clerk C1MC y A. Cr im'r SUZANNA M. Ed,1✓Afi1?`I'11 A. MARADIK, JAWsA. MU1:1,1..fl R T13UR SI] J. DORAU HT 1316 COON IT-CHT BUILDING 227 W-11'.'11TRSON BOULFNARD �SOt a H I BFIND, INDTANA 46601-1830 CITY OF SOUTH BEND PE']"'E BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS October 23, 2018 Kimberly Evert Continental Utility Solutions, Inc. 300 South Church St. Jonesboro, AR 72401 RE: Proposal Award — Utility Billing System Dear Ms. Evert: PHONE 574/235-9251 FAX 574/235-9171 The Board of Public Works, at its meeting held on October 23, 2018, awarded the above referenced proposal to Systems and Software as recommended by the review committee as the highest scoring proposal and authorized the review team to negotiate a contract with Systems and Software. If contract terms cannot be reached, the award will go to the next highest scoring vendor. We thank you for bidding and hope you will bid with us again in the future. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, 4 Linda M. Martin, Clerk GARY A. Gii,o'r SUZANNA M. HoTZBER0, FL1ZA131-,"I'H A—MARADIK JAMLs A, MULLLER DORAIJ