The Town of Miami Lakes' (“Town”) hires independent contractors to provide IT support and manage our IT infrastructure and inventory. The contractor is also expected to assist on special projects that promote the Town's IT Master Plan. The IT Master Plan includes investments in IT hardware and software for redundancy and security including a disaster and data recovery system, replacement servers, laptops, workstations and network storage peripherals for the Town's approximate 85 workstations that require IT support services. With the Town's future growth potential, it is crucial for the IT environment and support vendors to be prepared to accommodate new technologies as the Town progresses.

The contractor selected for award will provide general onsite support, routine monitoring of all Town network equipment, perform basic support functions such as installing PCs, laptops, printers, and software, develop a long-term strategic IT master plan, perform additional services as needed, etc.

The Town issued Request for Proposals (“RFP”) 2018-35 for IT Services on July 30, 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. Possess a minimum of five (5) years' experience performing information technology services under its current business name and ownership; and

2. Provide three (3) verifiable client references from organizations other than the Town of Miami Lakes, demonstrating completion of at least three (3) contracts of similar size, scope, and complexity.

On the date of the bid opening, August 24, 2018, we received three (3) Proposals from the following Proposers:
1. Lansight Technology, LLC (“Lansight”)
2. Ricoh-USA (“Ricoh”)
3. SpeedyITTech, LLC dba SpeedyIT360 (“Speedy”)

An Evaluation Committee (“Committee”) was appointed, comprised of the following members:
1. German Cure, Manager of Strategic Planning, Performance, and Innovation, Town of Miami Lakes
2. Ismael Diaz, Chief Financial Officer, Town of Miami Lakes
3. Daniel Angel, Business Operations Supervisor, Town of Miami Lakes
4. Lourdes Rodriguez, Building Department Manager, Town of Miami Lakes

Procurement performed a due diligence review of the proposals for responsiveness and found that Ricoh submitted a non-responsive proposal. The proposal received from Ricoh did not include the requisite number of client references. Lansight and Speedy have been in business for more than five (5) years and both provided references for at least three (3) contracts of similar size, scope, and complexity.

The Committee was provided the responsive proposals and met on September 21, 2018 to evaluate and rank the proposals. At the conclusion of this meeting, the Evaluation Committee moved to establish the following ranking:

1. Lansight – 377.88
2. Speedy – 203

Lansight, the top-ranked Proposer, is a limited liability company with two managing members: Gomez Technology Solutions, LLC., the Town's incumbent contractor, and Lansight Consulting, Inc. Lansight as a company has a combined total of twenty-five (25) years in the business. Their proposed staff has an aggregated fifty-seven (57) years of experience. Based on their proposal, the company has a strong understanding of several key developments in the future of the information technology industry such as the internet-of-things, cybersecurity, privacy, and automation in the government sector.

The Committee noted several other positive aspects of Lansight's methodology such as its offer to provide dedicated on-site support, which will be present on-site at the Town's Government Center during all hours of operation. Dedicated on-site personnel provides the Town with near instant response times for routine IT support issues and, at a guaranteed minimum, a thirty (30) minute response time for escalated issues. Lansight's proposal also provided backup support from a technician that resides within two (2) miles of the Government Center, which allows for short notice and/or emergency requests for A/V coverage or other issues when on-site personnel is unavailable or during hours outside of normal operations. The Committee felt that Lansight's technical approach was better catered to the Town's needs and provided an overall higher level of service than Speedy's proposal. Because of this, the Committee found Lansight's proposal was the most beneficial to the Town.

By comparison, the Committee noted that Speedy's proposal felt less tailored to the Town's needs. For instance, Speedy's proposal did not include references from other public agencies, which the Committee worried would mean the company was less familiar with public records law and data retention policies that are mandated under Florida Statutes Chapter 119 (“Public Records Law”). Another significant difference was Speedy's emphasis on remote presence availability rather than dedicated on-site personnel. Speedy's technical response revolved more around remote monitoring and management with no mention of having permanent staff at the Government Center. Speedy is located within the Town, which allows for quick response times for on-site service requests (within 1-2 hours), however, when compared with constant on-site presence, the Committee found the service level to be lower than Lansight's proposed approach.

Based on the above, it is recommended that the Town Manager award a contract to Lansight Technology, LLC. for Information Technology Services in an amount not to exceed $745,000 for a five-year period.