Title
MOTION TO APPROVE THE FINDINGS AND RECOMMENDATION OF THE EVALUATION COMMITTEE AND TO AWARD ED-18-02 “CHARTER SCHOOL BUS AND STUDENT TRACKER” TO REAXIUM, INC. AND TO DIRECT THE CITY MANAGER TO NEGOTIATE A CONTRACT FOR SERVICES.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. On February 6, 2019, the City Commission authorized the advertisement of ED-18-02 “Charter School Bus and Student Tracker”, which was advertised on February 12, 2019.
2. The purpose of this solicitation was to find a qualified firm to offer the Charter Schools a transportation and student rider management system with routing and tracking software, with the potential option of generating revenue.
3. On April 9, 2019, the City opened three (3) proposals from the following vendors:
Vendor Name
Artha Systems LLC
ReaXium, Inc.
Transfinder Corporation
4. On May 6, 2019, the City convened an evaluation committee to evaluate the qualifications of the proposers based on the weighted criteria provided for in the bid documents and listed below:
- Experience and Ability (25%)
- Relevant Past Projects (25%)
- Firm’s Understanding and Approach to the Work (25%)
- Project Cost (15%)
- Revenue Sharing Option (5%)
- Local Vendor Preference/Veteran Owned Small Business Preference (5%)
5. At the May 6, 2019 meeting, the evaluators discussed that one of the vendors had not provided some of the requested information. Artha Systems did not submit a list of their current on-going projects, which is part of one of the scoring sections; and they did not submit the W9 form, which is informational only and is not a scoring criteria. By consensus, members choose to allow Artha Systems to continue through the process.
6. The evaluation committee discussed the difficulty of proceeding to scoring as there were different products being offered in the proposals received and it was difficult to know if the products are comparative. The committee unanimously passed a motion to have a second meeting in which the three vendors would do a demonstration on site of their proposed hardware and software, and also have a question and answer period so that the committee and the City’s Transportation Provider could clarify how the different systems actually work.
7. On July 10, 2019, the evaluation committee convened the second meeting to view the vendor presentations and score the proposals.
8. At the July 10, 2019 meeting, after viewing the vendors’ presentations, the evaluation committee ranked the vendors as shown below:
Rank Vendor Name
1 ReaXium, Inc.
2 Transfinder Corporation
3 Artha Systems LLC
9. Based on the scoring results, the evaluation committee unanimously approved a motion to recommend the City Commission to award ED-18-02 “Charter School Bus and Student Tracker” to the first ranked vendor, ReaXium, Inc., and to direct the City Manager to negotiate a contract for services.
10. ReaXium, Inc. has also completed the Equal Benefits Certification Form and have utilized the following allowable exemption "The Contractor does not provide benefits to employees' spouses in traditional marriages".
11. Request Commission to approve the findings and recommendation of the evaluation committee and to award ED-18-02 “Charter School Bus and Student Tracker” to ReaXium, Inc., and to direct the City Manager to negotiate a contract for services.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: None at this time. A negotiated contract will be brought back to the Commission, and executed by the vendor.
b) Amount budgeted for this item in Account No: Funds are not currently budgeted for this project. After a contract is negotiated, an agenda item will be brought to Commission approval with a request for funding.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.