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HomeMy WebLinkAboutSEOPW-CRA-R-03-0063ITEM S-6 JUL 15 2003 63 RESOLUTION NO. SEOPW/CRR- 0Q� — A OMNI/CRA R- 44 A JOINT RESOLUTION OF THE BOARDS OF DIRECTORS OF THE SOUTHEAST OVERTOWN/PARK WEST AND OMNI COMMUNITY REDEVELOPMENT DISTRICT COMMUNITY REDEVELOPMENT AGENCIES ("CRAS"), AUTHORIZING THE EXECUTIVE DIRECTOR TO EXPEND A TOTAL AMOUNT NOT TO EXCEED $22,000.00 WITH EVEREST SOLUTIONS, LLC FOR SUPPORT SERVICES RELATED TO THE LEGISTAR PROGRAM, A MANAGEMENT INFORMATION SYSTEM BEING IMPLEMENTED WITHIN THE CITY OF MIAMI BY THE OFFICE OF THE CITY CLERK TO FACILITATE THE TRACKING AND STORING OF INFORMATION, WITH FUNDS TO BE ALLOCATED FROM SEOPW TAX INCREMENT FUNDS - PROFESSIONAL SERVICES - OTHER, ACCOUNT CODE NO. 689001550108.6.270 AND OMNI TAX INCREMENT FUNDS PROFESSIONAL SERVICES - OTHER, ACCOUNT CODE NO. 686001.590320.6.270. WHEREAS, pursuant to SEOPW/CRA R-00-67 and OMNI/CRA R- 00-37 adopted June 26, 2000 the Boards of Directors approved the participation of the CRAS in the implementation of the Legistar legislative document management system; and WHEREAS, the CRAS require support services for the transition to the Legistar Program; and Page 1 of 3 OMT/CRA SEOPW/CRA 63-- 44 03- 63 ITEM S-6 J U L 15 2003 WHEREAS, Everest Solutions, LLC, was selected by the City of Miami pursuant to Resolution 01-743 Passed and Adopted July 26, 2001 to provide support services to the City of Miami; and WHEREAS, to provide continuity and to leverage the knowledge already gained by the City of Miami and Everest Solutions, LLC, it is practical and advantageous for the CRA to engage the same consultant; and WHEREAS, Everest Solutions, LLC will provide the required support services on the same terms extended to the City of Miami. NOW, THEREFORE, BE IT RESOLVED BY THE BOARDS OF DIRECTORS OF SOUTHEAST OVERTOWN/PARK WEST AND THE OMNI REDEVELOPMENT DISTRICT COMMUNITY REDEVELOPMENT AGENCIES OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are hereby adopted by reference and incorporated herein as if fully set forth in this section. Section 2. The Boards of Directors authorize the CRAS' Executive Director to expend a total amount not to exceed $22,000.00 with Everest Solutions, LLC for support services related to the Legistar program, a management information system being implemented within the City of Miami by the Office of the City Clerk to facilitate the Page 2 of 3 ONTNUCRA SEOPWXRA 03- 44 V3- 63 ITEM S-6 JUL 15 2003 tracking and storing of information, with funds to be allocated from SEOPW Tax Increment Funds, Professional Services - Other, Account Code No. 689001550108.6.270 and Omni Tax Increment Funds, Professional 'Services Other, Account Code No. 686001.590320.6.270. SECTION 3. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this �day of July, 2003. ART UR E. TEELE, JR., C IRMAN ATTEST: .PRISCILLA A. THOMPSON CLERK OF THE BOARD • rERAL COUNSEL AND CORRECTNESS: Page 3 of 3 OMN!/CRA - SEOPW/CRA 03® 44 03- 63 u • • ITEM S-6 SOUTHEAST OVERTOWN/PARK WEST JUL 15 2003 AND OMNI COMMUNITY REDEVELOPMENT AGENCIES INTER -OFFICE MEMORANDUM To: Chairman Arthur E. Teele, Jr. and Date: July 07, 2003 File: Members of the CRA Board Subject: Authorizing Executive Director to expend $22,000 for support services related to the Legistar Program From: Frank K. Rollason References: Executive Director Enclosures: Resolution, Documentation RECOMMENDATION: It is recommended that the CRA Board of Directors approve the Joint Resolution authorizing the Executive Director to expend a total amount not to exceed $22,000.00 with Everest Solutions, LLC for support services related to the Legistar Program, a management information system being implemented within the City of Miami . by the Office of the City Clerk to facilitate the tracking and storing of information, with funds to be allocated from SEOPW Tax Increment Funds - Professional Services - Other, Account Code No. 689001550108.6.270 and Omni Tax Increment Funds Professional Services - Other, Account Code No. 686001.590320.6.270. JUSTIFICATION: Pursuant to Resolution 01-743, Passed and Adopted July 26, 2001 by the City of Miami, Everest Solutions, LLC, was selected to provide support services to the City of Miami for the implementation of the Legistar program. Pursuant to SEOPW/CRA R-00-67 and Omni/CRA R-00-37, Passed and Adopted on June 26, 2000 by the CRA Boards of Directors, authorized the CRA Director to participate in the Legistar program. As such, support services is required for the CRAS transition to the Legistar Program and it is practical and advantageous for the CRA to engage the same consultant as to provide continuity and to leverage the knowledge already gained by the City of Miami on the same terms extended to the City of Miami. FUNDING SOURCE: ACCOUNT CODE NO: FUNDING SOURCE: ACCOUNT CODE NO: FKR/EM 11,000 from SEOPW Tax Services -Other 689001.550108.6.270 11,000 from Omni Tax Services -Other 686001.590320.6.270 Increment Funds- Professional Increment Funds- Professional OMW/CRA 03- 44 SE®FW / CRA 03, 63 • • • 5011 CRY OF MIAMI COMMUNITY REDEVELOPMENT AGENCY SEOPW CRA 0 AGENDA ITEM FINANCIAL INFORMATION FORM CRA Board Meeting Date: JUL 1 � 2003 CRA Section: Finance and Administration Brief description of CRA Agenda Item: ITEM S-6 JUL i 5 20U3 Support services related to the Legistar Program. A management information system being implemented within the City of Miami b the Office of the City Clerk to facilitate the tracking and storacte of information. Project Number (if applicable): SEOPW Tax Increment Fund- 689001- YES, there are sufficient funds in Line Item: Index Code: 550108 Minor: 270 Amount: $11,000.00 NO (Complete the following source of funds information): Amount budgeted in the line item: $ Balance in the line item: $ Amount needed in the line item: $ Sufficient funds will be transferred from the following line items: ACTION ACCOUNT NUMBER TOTAL Project No./Index/Minor Object From $ To $ From $ To $ Comments: Approved by: Date: ? �3 CRA Executive Director/Designee A Verified liy. CRA Accounting Section f Date: -' / --7 APPROVALS CRA Finance Section Date c)'� r )W / 63 • C� • CRY OF MIAMI COMMUNfTY REDEVELOPMENT AGENCY OMNI CRA CRA Board Meeting Date: • AGENDA ITEM FINANCIAL INFORMATION FORM JUL CRA Section: Finance and Administration Brief description of CRA Agenda Item: ITEM S-6 J U i_ :i 5 xo',, Support services related to the Legistar Program. A management information system being implemented within the City of Miami b the Office of the City Clerk to facilitate the tracking and storage of information. Project Number (if applicable): OMNI Tax Increment Fund- 686001 YES, there are sufficient funds in Line Item: Index Code: 590320 Minor: 270 Amount: $11,000.00 NO (Complete the following source of funds information): Amount budgeted in the line item: $ Balance in the line item: $ . Amount needed in the line item: $ Sufficient funds will be transferred from the following line items: ACTION I ACCOUNT NUMBER TOTAL Project NoAndex/Minor Object From $ To $ From $ To $ Comments: Approved by: Date: Z % 03 CRA Lecutive Director/Designee APPROVALS --7 CRA Accounting Section Date:/rl CRA Finance Section Date: 7 /CRA 63 OMM/CRA 6 3 — III- 44 • • RESOLUTION NO. OMNI/CRA R-00-37 A RESOLUTION AUTHORIZING THE DIRECTOR OF OPERATIONS, ADMINISTRATION AND DEVELOPMENT (THE "DIRECTOR') OF THE, COMMUNITY REDEVELOPMENT AGENCY (THE "CRA!') TO PARTICIPATE IN THE LEGISTAR PROGRAM, A MANAGEMENT INFORMATION SYSTEM BEING IMPLEMENTED BY THE OFFICE OF THE CITY CLERK TO FACILITATE THE TRACKING OF RESOLUTIONS AND THE STORING OF INFORMATION. WHEREAS, the City of Miami approved and adopted the Omni Area Redevelopment Plan pursuant to Resolution Nos. 86-868 and 86-607 (the "Redevelopment Plan"); and WHEREAS, . the CRA is responsible for carrying out community redevelopment activities and projects in the Omni Redevelopment Area (the "Redevelopment Area") established pursuant to the Redevelopment Plan;. and WHEREAS, the CRA desires to participate in the LEGISTAR . Program, a management information system being implemented by the Office of the City Clerk to facilitate the tracking of resolutions and the storing of information. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are incorporated herein as if fully set forth in this Section. Section 2. The CRA is hereby authorized to direct the Director to participate in the LEGISTAR Program, a management information system being implemented by the Office of the City Clerk to facilitate the tracking of resolutions and the storing of information. �EOPW / CRA 03- 44 03- 63 OWU/CIS 0 ) 0.. • W • Section 3. This resolution shall be effective upon its adoption. PASSED AND ADOPTED on this day of 2000. 44 Arthur E. Teele, Jr., Chairman ter a an, City Clerk APPROVED AS TO FORM AND CORRECTNESS: Holland & Knight LLP CRA Legal Counsel MIAI #946278 v2 owa/cRA SEOPW/CRA 3- 44 63- 63 RESOLUTION NO. S EOPW/CRA A RESOLUTION AUTHORIZING THE DIRECTOR OF OPERATIONS, . ADMINISTRATION ' AND DEVELOPMENT (THE "DIRECTOR") OF THE COMMUNITY REDEVELOPMENT AGENCY (THE "CRA") TO PARTICIPATE IN THE LEGISTAR PROGRAM, A MANAGEMENT INFORMATION SYSTEM BEING IMPLEMENTED BY THE OFFICE OF THE CITY CLERK TO FACILITATE THE TRACKING OF RESOLUTIONS AND THE STORING OF INFORMATION. WHEREAS, the City of Miami approved and adopted the Southeast Overtown/Park West Community Redevelopment Plan pursuant to Resolution Nos. 82-755 and 85-1247 (the "Redevelopment Plan"); and WHEREAS, _ the CRA is responsible for carrying out community redevelopment activities and projects in the Southeast Overtown/Park West Redevelopment Area (the "Redevelopment Area") established pursuant to the Redevelopment Plan; and WHEREAS, the CRA desires to participate in the LEGISTAR Program, a management information system being implemented by the Office of the City Clerk to facilitate the tracking of resolutions and the storing of information. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE COMMUNITY REDEVELOPMENT AGENCY OF. THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are incorporated herein as if fully set forth in this Section.. Section 2. The CRA is hereby authorized to direct the Director to participate in the LEGISTAR Program, a management information system . being implemented by the Office of the City Clerk to facilitate the tracking of resolutions and the storing of information. Section 3. The resolution shall be effective upon its adoption. 0 PASSED AND ADOPTED on this 26th day of June, 2000. [7 ATTEST: Walter J. Foeman, City Clerk APPROVED AS TO FORM AND CORRECTNESS: Holland & Knight LLP CRA Legal Counsel MIAI #946276 vI • Arthur E. Teele, Jr.,, Chairman 2 /CAI, SEOPW/CRC► 03- 44 �3- 63 • EVEFREST solutions Talented People, Exceptional Results June 26, 2003 4 Attn: Mr. Frank Rollason Community Redevelopment Agency 300 Biscayne Blvd. Way Suite 309 Miami, FL 33131 Dear Mr. Rollason, ITEM S-6 JUL 15 2003 Everest Solutions, LLC is pleased to submit the following items in support of the services we will provide to the Community Redevelopment Agency (CRA) as part of the Legistar project: ■ Statement of Service ■ Scope of Work - Detail and Estimated Time required ■ State of Florida Term Contract #974-172-03-1 Everest Solutions, LLC will provide the service to the CRA at a rate of $80.00 per hour under the same terms and conditions offered under the original Florida State Contract. We look forward to assisting the CRA with the implementation of Legistar. Please let me know if you need any additional information concerning our services. Sincerely, "d—, W. Barbara W. Radner Business Manager 160 Aliens Creek Road Rochester, NY 14618-3300 • Phone (585) 295-1010 • Fax (585) 295-1003 www.everestsolutions.com OMW/CRA SEOPW/CRA 63-4 03- 63 EVEREST solutions Talented People, Exceptional Results City of Miami Legistar Project Statement of Service for Community Redevelopment Agency (CRA) Consultant from Everest Solutions, LLC June 2003 Background The City of Miami is in the process of implementing Legistar, the legislative document management system. On July 26, 2001, the City Commission approved Resolution R-01-743 authorizing the utilization of State contract 974-036-01-1 to acquire consulting services for the implementation of Legistar and MP2, the enterprise -wide facilities management system. The City selected Everest Solutions, LLC, of New York under this State of Florida Contract for computer consulting services to assist in the implementation of Legistar. On September 10, 2001, Dr. Shiny Antony of Everest Solutions started working with the ITD Legislative Team in this project, providing invaluable consulting services and assistance in all phases of the project. During this time the team completed the requirements gathering for the City Commission and CRA and met numerous times with the City's Legistar implementation team. Daystar also conducted an on -site demo of the customized Legistar. After installation, testing and acquaintance with the system, the implementation Team found that Legistar was more suited to a single office environment and lacked an automated workflow to support the citywide approval process. The team also found that Legistar did not support semi -autonomous bodies like CRA. ITD has been working with Daystar to design an approval subsystem to fit the City's business rules and to accommodate the need for semi -autonomous bodies .like CRA. Daystar will include these in the new analysis report to be submitted to City for Approval. Currently parallel testing of the Phase 1 of the Legistar-system is in progress and is expected to go live by September 2003. A phased approach is chosen for implementation: Phase 1: 1. Implementation is expected to be in September 2003. 2. The generic Legistar will be installed, with few customizations to reports and agenda. 3. The users in this phase are Agenda Office, City Clerk's office and Law Department. 4. The system will also be implemented for CRA within a short time after finalizing the control tables for the CRA. To provide continuity in this project and to leverage the knowledge already gained, it is practicable and most advantageous for the CRA to engage the same consultant through. the implementation of this project. 160 Aliens Creek Road • Rochester, NY 14618-3309 s Phone (585) 295-1010 Fax (585) 295-1003 ww.w.everest§k o,��stm OMNI/CRA VYYWW 63- 44 03- 63 EVEREST solutions Scope of Services The Scope of Services is provided in the table on the following page. Terms Everest offers to provide consulting services to the CRA with the same terms and conditions offered under original Florida State Contract at a rate of $80 per hour, as per the current State of Florida Contract 974-172-03-1. 63- 44 SEOPW%CRA 03- 63 0 .6 Scope of Work Community Redevelopment Agency, City of Miami Submitted by Everest Solutions, LLC June 26, 2003 Description of work Hours Location 1 Meet with CRA representative to go over the 16 hours MRC/CRA various control tables involved. 2 Analyze the CRA needs and determine how 32 hours MRC/CRA Legistar will meet the needs. 3 Customize the following control tables for 32 hours MRC CRA business rules: Agenda Definitions Security Group Security Restrictions Matter Types Actions Valid actions Matter Statuses Bodies Matter Auto Keys Users Body Headers Office Information Personal Information Meeting Body Restrictions Text File Templates Standard Paragraphs System Messages Text File Sections 4 Legistar Training 16 hours MRC/CRA 5 Testing the System 64 hours MRC 6 Parallel 56 hours MRC/CRA 7 Installation of product for the parallel at CRA 08 hours CRA and setting up users 8 Post implementation support 32 hours CRA/MRC Total 256 hours SEOPW/M OMNI/CRA 0 3 - 63 03_ 44 .