As part of the Town of Miami Lakes' IT Master Plan, the Town aspired to procure a web-based asset management system that would allow collaboration in real-time with all pertinent staff members, including contractors where applicable, on work orders, work requests, scheduled action items, asset management and preventive maintenance scheduling. The system should also have the ability to generate work orders for each asset and provide reports by facility, department, service type, and vendor. The Town also desired reports to be generated and shown via a system dashboard.

Within the last year, the Public Works department requested an asset management platform that is tightly integrated with ESRI ArcGIS, a GIS mapping software, in order to access, search, and manage infrastructure assets such as stormwater, street lights and signs, sidewalks, road and streets, etc. The effort was recognized as an opportunity to further the above stated initiative within the IT Master Plan, prompting Public Works to work closely with Procurement in the development of a solicitation for such a platform.

The Town issued Request for Proposals (“RFP”) 2018-20 for Asset Management Software on September 5, 2018. The RFP was posted to DemandStar, Public Purchase and posted in the Government Center Lobby. To qualify for award, prospective Proposers were required to:
1. Have been in business providing asset management software solutions for a period of at least five (5) years; and
2. Have at least three (3) references in the government market demonstrating the successful implementation of asset management software solutions within the last five (5) years.

On the date of the proposal deadline, September 26, 2018, we received six (6) Proposals from the following Proposers:
1. Data Transfer Solutions, LLC (“Data Transfer”)
2. Dude Solutions, Inc. (“Dude Solutions”)
3. Lucity, Inc. (“Lucity”)
4. McMahon Transportation Engineers & Planners (“McMahon”)
5. Novotx, LLC (“Novotx”)
6. Tyler Technologies, Inc. (“Tyler”)

Procurement performed a due diligence review of the Proposals for responsiveness and found that all the Proposals met the minimum qualifications and were responsive. Procurement did not find any issues with any of the companies' backgrounds that would indicate they were incapable of providing the software solution the Town needs.

An Evaluation Committee (“Committee”) was appointed, comprised of the following members:
1. Carlos Acosta, Public Works Director, Town of Miami Lakes
2. Antonio Gomez, Managing Partner, Lansight Technology, LLC
3. German Cure, Strategic Planning, Performance, and Innovation, Town of Miami Lakes
4. Ismael Diaz, Chief Financial Officer, Town of Miami Lakes

The Committee met on November 13, 2018 to discuss and evaluate the responsive Proposals. One member of the Committee was unable to attend, however, the remaining Committee members, having quorum, voted to continue with the meeting. At the conclusion of the meeting, the Committee created a preliminary ranking based on the technical proposals in order to create a shortlist of the four (4) highest ranked Proposers to move forward in the evaluation process. After reviewing all of the technical proposals, the Committee established the following ranking:
1. Data Transfer – 304 points
2. Lucity – 278 points
3. McMahon – 263 points
4. Tyler – 231 points
5. Novotx – 229 points
6. Dude Solutions – 184 points

The Committee met again on December 3, 2018 to view presentations from Tyler and Data Transfer. After Tyler's presentation, the Committee briefly discussed Tyler's asset management module. The Committee noted that in order to implement Tyler's asset management module, the current version of Munis, Munis 11.3, would have to be upgraded to the latest version, Munis 2018, which would be a major upgrade and would take about four (4) months to implement. However, it should be noted that this upgrade would be provided at no additional cost to the Town as upgrades are already included as a basic service in the Town's contract with Tyler for the Munis Enterprise Resource Planning System (“ERP”).

The next presentation was Data Transfer's asset management software, VUEWorks. After Data Transfer's presentation, the Committee felt that although VUEWorks displayed a clean interface with a lot of functionality, Tyler's asset management module was easier to navigate than VUEWorks. The Committee also noted that if work is done offline in Data Transfer's mobile app, the user would have to manually sync the data instead of the data automatically syncing once an internet connection has been established.

The Committee met once again on December 7, 2018 to view a presentation for Lucity's software. One member of the Committee was unable to attend this meeting, however, the remaining members, having quorum, continued with the presentation. After the presentation, the Committee briefly discussed Lucity's software. The Committee's impressions were that Lucity paid close attention to the needs of their users and made their software user-friendly and customizable to fit each unique user.

McMahon's presentation took place on December 11, 2018. The Committee briefly discussed McMahon's software, Traisr, after the presentation. The Committee found Traisr to be less user-friendly than the other software solutions due to the software revolving around the GIS map and lacking a dashboard feature where a user can easily see things such as upcoming work orders or past due items.

Having seen presentations from all the shortlisted proposers, the Committee then turned its discussion toward a comparison of the proposed software solutions. The discussion focused on the added benefits of an integrated system versus a system that is specialized toward asset management and tracking. Specifically, the discussion was focused on Tyler's asset management module, which is an add-on to the Town's current Munis ERP.

The Committee recognized that having an asset management module already integrated within the Munis ERP would be extremely advantageous for end-users for various efficiency reasons such as having work orders tied to purchase orders and contracts, which would allow automatic updating of contract amounts and expenditures. After the discussion, the Committee had difficulty weighing the added utility of having an integrated system against other software solutions that may have had more functionality. The Committee decided to invite Tyler back to address several questions the Committee members had posed during this meeting.

The final meeting took place on January 3, 2019, where the Committee viewed a refresher demonstration from Tyler's asset management module where Tyler briefly revisited how to manage an asset, enter a work order, and addressed additional questions from the Committee.

At the conclusion of the meeting, the Committee feeling that it had thoroughly evaluated each Proposer's solution, moved to allocate points pursuant to the RFP's evaluation criteria. The Committee scored the shortlisted proposals based on the product features and adopted the following ranking:
1. Tyler – 548 points
2. Lucity – 474.28 points
3. Data Transfer – 414.16 points
4. McMahon – 385.56 points

The Committee found that having an asset management software that is integrated into the Town's Munis ERP provided the best value to the Town.