C7B - Waive Bidding for Pre-k System Hosting

Resolutions - C7 B

COMMISSION MEMORANDUM

TITLE:

A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE WRITTEN RECOMMENDATION OF THE CITY MANAGER (AS FURTHER SET FORTH IN THE CITY COMMISSION MEMORANDUM ACCOMPANYING THIS RESOLUTION) AND WAIVING, BY 5/7TH VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT, IN ACCORDANCE WITH SECTION 2-367 OF THE CITY CODE, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE CITY, AND AUTHORIZING THE CITY ADMINISTRATION TO NEGOTIATE AND ENTER INTO AN AGREEMENT WITH WEBAUTHOR.COM, LLC FOR THE ONGOING HOSTING AND MAINTENANCE OF THE CITY'S PRE-KINDERGARTEN REGISTRATION AND MANAGEMENT SYSTEM FOR FAMILIES AND PROVIDERS, IN AN ANNUAL AMOUNT NOT TO EXCEED $24,000.00 FOR BASE SERVICES FOR A THREE YEAR INITIAL TERM OF THE AGREEMENT; WITH THREE (3) ONE-YEAR RENEWAL OPTIONS, AT THE CITY’S OPTION AND SUBJECT TO FUNDING APPROVAL; AND FURTHER AUTHORIZING THE CITY MANAGER TO FINALIZE AND EXECUTE THE AGREEMENT

RECOMMENDATION

Accepting the written recommendation of the City Manager and waiving, by 5/7th vote, the formal competitive bidding requirement, in accordance with section 2-367 of the City code, finding such waiver to be in the best interest of the City and authorizing the City Administration to negotiate and agree with WEBAUTHOR.COM, LLC in an annual amount not to exceed $24,000.00 for base services in the three-year initial term of the agreement; with three (3) one-year renewal terms, at the City’s option and subject to funding approval; and further authorizing the City Manager to finalize and execute the agreement upon conclusion of successful negotiations.

BACKGROUND/HISTORY

On February 16, 2022, the City of Miami Beach entered into a Professional Services Agreement with Webauthor.com, LLC for a Pre-Kindergarten (PreK) Registration and Management System for Families and Providers, pursuant to RFLI 2021-346-ND (Exhibit A). This system, delivered via a Software as a Service (SaaS) model, provides a critical customized online portal that enables Miami Beach families to apply to the City's Pre-K Scholarship program and allows early childcare providers to register and manage their participation. The initial agreement established a fixed fee of $25,000 for the first year, including an immediate payment upon portal production and subsequent monthly hosting fees of $1,250.00.

On August 28, 2023, Amendment No. 1 (Exhibit B) was executed as the City of Miami Beach Pre- K Scholarship Program expanded, requiring additional automation not covered by the original contract. This amendment modified the monthly hosting fee from $1,250 to $2,000 and addressed additional work and services required by the program's expansion.

In December 2024, Amendment No. 2 (Exhibit C) further extended the agreement. This amendment modified Section 3 of the Agreement, extending it for an additional year, from October 1, 2024, to September 30, 2025, with the monthly hosting fee at $2,000.

ANALYSIS

Given the customization of the City’s PreK Scholarship Program in partnership with Webauthor.com, LLC's a waiver of competitive bidding is justified and is in the best interest of the City for the following reasons:

1. Webauthor is the sole operational platform for the City's Pre-K registration and management. It serves as the primary interface for both families applying to the program and providers registering and invoicing to the City for services. Any interruption or transition to a new system would severely disrupt Pre-K program operations, potentially impacting hundreds of families and providers, especially given the current timing relative to the upcoming 2026-27 School Year. 2. The system was specifically configured and customized to meet the unique specifications outlined in the City's RFLI 2021-346-ND. This includes specialized modules for provider registration, family applications (available in English and Spanish), and an internal web application for City staff to manage the program, including a lottery process. 3. The City licenses access to Webauthor’s internet-based portal and underlying code, which is proprietary to Webauthor.com, LLC. Transitioning to a new system would require developing or acquiring entirely new software, migrating all historical data, and rebuilding integrations; both impractical and costly. 4. Continuing the City’s partnership with this vendor allows for system updates and enhancements which are necessary for future functionality without disrupting the core service or requiring frequent re-bidding.

FISCAL IMPACT STATEMENT

FY26 – $24,000

Does this Ordinance require a Business Impact Estimate? (FOR ORDINANCES ONLY)

If applicable, the Business Impact Estimate (BIE) was published on: See BIE at: https://www.miamibeachfl.gov/city-hall/city-clerk/meeting-notices/

FINANCIAL INFORMATION

011-0332-000349-12-400-582-00-00-00-

CONCLUSION

Applicable Area

Citywide

Was this Agenda Item initially requested by a lobbyist which, as defined in Code Sec. 2-481, includes a principal engaged in lobbying? No

If so, specify the name of lobbyist(s) and principal(s):

Department

Education and Performance Initiatives

Sponsor(s)

Co-sponsor(s)

Condensed Title

Accept Rec/Waive Bid, City’s Pre-K System - Agreement w/ Webauthor.com, LLC. EPI 5/7

Previous Action (For City Clerk Use Only)