HomeMy WebLinkAboutR-03-0297J-03-207
03/26/03 rr�� t�
RESOLUTION NO. 03- 2 9 7ry
A RESOLUTION OF THE MIAMI CITY COMMISSION BY
A FOUR-FIFTHS (4/5 THS) AFFIRMATIVE VOTE, AFTER
AN ADVERTISED PUBLIC HEARING, RATIFYING,
APPROVING AND CONFIRMING THE CITY MANAGER'S
FINDING OF A SOLE SOURCE; WAIVING THE
REQUIREMENTS FOR COMPETITIVE SEALED BIDDING
PROCEDURES, AND APPROVING THE PROCUREMENT OF
SERVICES, SOFTWARE LICENSES AND MAINTENANCE
FROM GOVERNMENT E -MANAGEMENT SOLUTIONS, INC.
(GEMS) THE SOLE SOURCE PROVIDER, FOR THE
DEPARTMENT OF FINANCE TO MIGRATE THE CITY'S
SCI FINANCIAL SYSTEM FROM A UNISYS MAINFRAME
TO AN NT SERVER -BASED COMPUTER SYSTEM, IN AN
AMOUNT NOT TO EXCEED $275,000, AND PROVIDING
FOR THE OPTION TO EXTEND ANNUAL MAINTENANCE
SERVICES FOR A FIRST YEAR COST OF $21,000,
WITH ANNUAL MAINTENANCE FOR GEMS COMPONENTS
LIMITED TO NO MORE THAN $47,000 FOR THE
SECOND YEAR, AND INCREASES OF NO MORE THAN
FIVE PERCENT (5%) PER YEAR THEREAFTER;
ALLOCATING FUNDS FROM CAPITAL IMPROVEMENT
PROJECT NOS. 311027 AND 311613, AND THE
DEPARTMENT OF INFORMATION TECHNOLOGY SPECIAL
REVENUE FUNDS.
WHEREAS, the City of Miami's ("City") mainframe computer
currently hosts the SCI financial software suite that serves as
the center of all the City's financial transactions, and the ZINC
programming language must be constantly maintained to ensure its
integrity; and
WHEREAS, Government E -Management Solutions, Inc. ("GEMS"),
the only supplier of such maintenance services on its proprietary
CITY COMMISSION
MEETING OF
MAR 2 7 2003
kesblution Uo.
03- 297
software, recently advised the City they will not provide
maintenance for this suite of products on the Unisys mainframe
after December 31, 2003, and instead will support the SCI/ZINC
software on newer NT server based systems, necessitating the
movement of the software onto a modern server based system so the
City can be assured that the required maintenance is available to
continue to provide the level of service required by the City;
and
WHEREAS, the Chief Procurement Officer has adopted a finding
that GEMS is the sole manufacturer and provider of services,
software licenses, and maintenance for the migration to the NT
server based system; and
WHEREAS, the finding of the Chief Procurement Officer has
been approved and adopted as the finding of the City Manager; and
WHEREAS, the City Manager, the Chief Information Officer and
the Chief Financial Officer recommend that the requirements for
competitive formal sealed bids be waived and the procurement of
the above service as specified by approved;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
Preamble to this Resolution are adopted by reference and
incorporated as if fully set forth in this Section.
Page 2 of 4
03- 297
Section 2. By a four-fifths (4%5th$) affirmative vote,
after an advertised public hearing, the City Manager's finding of
a sole source, is ratified, approved and confirmed, the
requirements for competitive sealed bidding procedures are
waived, and the acquisition of services, software licenses and
maintenance from Government E -Management Solutions, Inc. ("GEMS")
the sole source provider, for the Department of Finance to
migrate the City of Miami's SCI Financial System from a Unisys
mainframe to an NT server based computer system is approved, in
an amount not to exceed $275,000, and providing for the option to
extend annual maintenance services, for a first year cost of
$21,000, with annual maintenance for GEMS components limited to
an amount not to exceed $47,000 for the second year, and
increases of no more than five percent (5%) per year thereafter,
with funds allocated from Capital Improvement Project Account
Nos. 311027 and 311613, and the Department of Information
Technology Special Revenue Funds.
Section 3. This Resolution shall become effective
immediately upon its adoption and signature of the Mayor.V
1� If the Mayor does not sign this Resolution, it shall become
effective at the end of ten calendar days from the date it was
passed and adopted. If the Mayor vetoes this Resolution, it
shall become effective immediately upon override of the veto by
the City Commission.
Page 3 of 4
03- 297
PASSED AND ADOPTED this 27th day of
ATTEST:
P ISCILLA A. THOMPSON
CITY CLERK
APPROVED AS FORM
RO VILARELLO
CI ATTORNEY
6996:tr:AS:13SS
CORRECTNESS :/
March , 2003.
EL A. DIAZ, MAYOR
d-'
Page 4 of 4
03- 297
TO: Honorable M and Memb
he City ommi ion
cle U r,_�
FROM: oeArriola
of Administrator/City Manager
Recommendation
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE:
FILE:
MAR 13 2M3
SUBJECT: Acquisition of Services to
Migrate the SCI Financial Suite
REFERENCES:
ENCLOSURES:
It is respectfully requested that the City Commission adopt the attached resolution by a four-fifths
(4/5ths) affirmative vote of the members of the City Commission, after a duly advertised public
hearing, ratifying, approving and confirming the City Manager's finding of sole source, waiving
the requirements for competitive sealed bids, and approving the acquisition of services and
software licenses from GEMS (Government e -Management Solutions, a non -local, non -minority
vendor) for the purpose of migrating the City's SCI financial system from a Unisys mainframe to a
NT server based computer system for the Department of Finance; at a one-time cost not to exceed
$275,000, with the option to extend annual maintenance services for a first year cost of $21,000,
with annual maintenance for GEMS components limited to no more than $47,000 for the second
year and increases no more than 5% per year thereafter. This is a risk mitigation action necessary
to ensure financial integrity prior to complete replacement of the financial management systems.
Funds are allocated from CIP Account Code 311027, CEP Account Code 311613 and IT Special
Revenue Funds.
Background
The City's mainframe computer currently hosts the SCI financial software suite that serves as the
center of all the City's financial transactions. The LINC programming language that forms the
basis of this suite must be constantly maintained to ensure its integrity. GEMS, the only supplier
of such a maintenance service, recently notified the City they will no longer be able to provide the
maintenance for this suite of products on the Unisys mainframe after the 31St of December 2003.
GEMS will support the SCl/LINC software on newer NT server based systems for the foreseeable
future. By moving the software onto a modern server based system, the Information Technology
Department can assure that the required maintenance is available in order to continue to provide
the level of service required by the City for its critical financial transactions.
Additionally, the City's mainframe computer currently supports a number of mission critical roles,
including Police and Fire dispatch, and the City payroll. The age of the computer and the
increased use to which it has been put, to attend to the City's growing needs, have combined to
seriously overload its resources and produce a severe degradation in performance. This is now
affecting many users ability to carry out their jobs in a timely fashion. The situation is expected to
get worse. By moving the SCULINC software suite and all of its user interactions and reporting
off of the mainframe, scarce resources on that system will be freed up to relieve some of the
03- 297
Honorable Mayor and Members
of the City Commission
Page 2
present congestion. This should prove beneficial to other programs running on the system and
provide users with a better service. SCI users will also enjoy a marked increase in operational
efficiency afforded by a more modern computer system.
The Acting Director of Purchasing has determined that GEMS is the sole provider of the services
required to move the SCl/LINC software suite off of the present Unisys mainframe computer and
onto a new server based system.
r....03� 297
Budgetary Impact Analysis
Department Division
Commission Meeting Date: ji _(ACt 4 tr52 -7,-0 c � 3
Title and brief description of legislation or attached ordinance/resolution:
1. Is this item related to revenue? NO 91 Yes ❑ (If yes, skip to item #4)
2. Are there sufficient funds in Line Item?+gym
CIP Project #: � � \ 1 u '1 t applicable)
Yes: Index Code: Minor:
Amount:
No: Complete the following information:
3. Source of funds: Amount budgeted in the line item:
Balance in line item:
Amount needed in line item:
Sufficient funds will he transferred from the fnllnwinu line items -
ACTION ACCOUNT NUMBER
TOTAL
Project No./Index/Minor Object
From
$
From
$
To
$
To
$
4. Continents:
V
Dept' of Stra
Performance
APPROVALS
Date: I
applicable:
Date:
03- 297
TO: Michael Rath, Acting Director
Purchasing Department
FROM: Peter Korinis
Chief Informs i
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE: February 21, 2003 FILE:
SUBJECT: Acquisition of Services to
Migrate the SCI Financial Suite
REFERENCES:
ENCLOSURES:
The Informationechnology Department is requesting a sole source finding for the acquisition of
the services required to move the SCULINC Financial software suite off of the current Unisys
mainframe computer and onto a new server based computer system. Based on the attached letter
from Lynne Gruebelling, VP Client Services, Gems (Government e -Management Solutions), the
Information Technology department is requesting that you take the necessary steps to verify that
Gems is the sole source of the services required.
Your attention to this matter is greatly appreciated.
FINDING OF SOLE SOURCE APPROVED:
i
fMicha�elRatli�, Acting Director
Purchasing Department
PWK:NMG:amk
o3 -w 287
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Joe Amola DATE: February 21, 2003 FILE:
Chief Administrator/City Manager
SUBJECT: Acquisition of Services to
Migrate the SCI Financial Suite
FROM: PeterJKori f Information Officer REFERENCES:
Linda, Chief Financial Officer
ENCLOSURES:
The City's mainframe computer currently hosts the SCI financial software suite that serves as the
center of all the City's financial transactions. The LINC programming language that forms the
basis of this suite must be constantly maintained to ensure its integrity. GEMS, the only supplier
of such a maintenance service, recently notified the City they will no longer be able to provide the
maintenance for this suite of products on the Unisys mainframe after the 315' of December 2003.
GEMS will support the SCl/LINC software on newer NT server based systems for the foreseeable
future. By moving the software onto a modern server based system, the Information Technology
Department can assure that the required maintenance is available in order to continue to provide
the level of service required by the City for its critical financial transactions.
Additionally, the City's mainframe computer currently supports a number of mission critical roles,
including Police and Fire dispatch, and the City payroll. The age of the computer and the
increased use to which it has been put, to attend to the City's growing needs, have combined to
seriously overload its resources and produce a severe degradation in performance. This is now
affecting many users ability to carry out their jobs in a timely fashion. The situation is expected to
get worse. By moving the SCULINC software suite and all of its user interactions and reporting
off of the mainframe, scarce resources on that system will be freed up to relieve some of the
present congestion. This should prove beneficial to other programs running on the system and
provide users with a better service. SCI users will also enjoy a marked increase in operational
efficiency afforded by a more modern computer system.
It is respectfully requested that the City Commission adopt the attached resolution by a four-fifths
(4/5ths) affirmative vote of the members of the City Commission, after a duly advertised public
hearing, ratifying, approving and confirming the City Manager's finding of sole source, waiving
the requirements for competitive sealed bids, and approving the acquisition of services and
software licenses from GEMS (Government e -Management Solutions, a non -local, non -minority
vendor) for the purpose of migrating the City's SCI financial system from a Unisys mainframe to a
NT server based computer system for the Department of Finance; at a one-time cost not to exceed
$275,000, with the option to extend annual maintenance services for a first year cost of $21,000,
with annual maintenance for GEMS components limited to no more than $47,000 for the second
year and increases no more than 5% per year thereafter. This is a risk mitigation action necessary
to ensure financial integrity prior to complete replacement of the financial management systems.
03._
Joe Arriola
Chief Administrator/City Manager
Page 2
Funds are allocated from CIP Account Code 311027, CIP Account Code 311613 and IT Special
Revenue Funds.
PWK/LH/ds
03-- 297
TO: Joe Arriola
Chief Administrator/City Manager
FROM u' ll
Michael A. Rath, Acting Director
Chief Procurement Officer
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE : February 26, 2003 FILE:
SUBJECT: Sole Source Acquisition of
Services to Migrate the SCI
Financial Suite
REFERENCES:
ENCLOSURES:
An investigation was conducted by staff to determine whether GEMS (Government e -Management
Solutions, Inc.), located at 121 Hunter Avenue, St. Louis, Mo. 63124, is the sole source provider for
migrating the City's SCI financial system from a Unisys mainframe to an NT server -based computer system,
for the Department of Finance.
The City's mainframe computer currently hosts the SCI financial software suite that serves as the center of
all the City's financial transactions, and the LINC programming language must be constantly maintained to
ensure its integrity. GEMS, the only supplier of such maintenance services on its proprietary software,
recently notified the City they will no longer be able to provide maintenance for these products after
December 31, 2003, but will support the SCl/LINC software on newer NT service -based systems for the
foreseeable future. Additionally, by moving the SCl/LINC software suite and all of its user interactions and
reporting off of the mainframe, scarce resources on that older system will be freed up to relieve some of the
present congestion and should provide users with a better service.
According to GEMS, it supplied the City with a proprietary Financial Management software system in
February, 1995. However, the City is operating on a proprietary Unisys MCP platform, and GEMS is
discontinuing support on this platform after December 30, 2003. GEMS proposed to migrate the financial
system from MCP to an NT service. As GEMS owns the source code and is the sole source provider for the
software, no other provider can perform these services. Further, per Resolution No. 01-761, GEMS was
previously deemed by the City to be the sole source provider for this service.
Accordingly, I am recommending that the requirements for competitive bidding be waived, and these
findings be approved: GEMS (Government e -Management Solutions, Inc.), located at 121 Hunter Avenue,
St. Louis, Mo. 63124, is the sole source provider for migrating the City's SCI financial system from a
Unisys mainframe to an NT server -based computer system, for the Department of Finance. This service will
be a one-time cost not to exceed $275,000; and provides for the option to extend annual maintenance
services, for a first year cost of $21,000, with annual maintenance for GEMS components limited to no more
than $47,000 for the second year, and increases no m re than 5% per year thereafter. Funds are allocated
from CIP Account Code 311027,Ac ount Code g 1 13, and IT Special Revenue Funds.
APPROVED BY: �,L� �1 �/�\ DATE:
Joe Arriola
Administrator/City Manager
JA/LRgV AR/PEB
03- 297
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Michael A. Rath, Acting Director DATE: February 26, 2003 FILE:
Chief Procurement Officer
SUBJECT: Sole Source Acquisition of
Services to Migrate the SCI
Financial Suite
FROM: REFERENCES:
Pamela Burns, CPPB
Sr. Procurement Contracts Officer ENCLOSURES:
I conducted an investigation to determine whether GEMS (Government e -Management Solutions, Inc.),
located at 121 Hunter Avenue, St. Louis, Mo. 63124, is the sole source provider for migrating the City's SCI
financial system from a Unisys mainframe to an NT server -based computer system, for the Department of
Finance.
The City's mainframe computer currently hosts the SCI financial software suite that serves as the center of
all the City's financial transactions, and the LINC programming language must be constantly maintained to
ensure its integrity. GEMS, the only supplier of such maintenance services on its proprietary software,
recently notified the City they will no longer be able to provide maintenance for these products after
December 31, 2003, but will support the SCl/LINC software on newer NT service -based systems for the
foreseeable future. Additionally, by moving the SCl/LINC software suite and all of its user interactions and
reporting off of the mainframe, scarce resources on that older system will be freed up to relieve some of the
present congestion and should provide users with a better service.
According to GEMS, it supplied the City with a proprietary Financial Management software system in
February, 1995. However, the City is operating on a proprietary Unisys MCP platform, and GEMS is
discontinuing support on this platform after December 30, 2003. GEMS proposed to migrate the financial
system from MCP to an NT service. As GEMS owns the source code and is the sole source provider for the
software, no other provider can perform these services. Further, per Resolution No. 01-761, GEMS was
previously deemed by the City to be the sole source provider for this service.
Accordingly, I am recommending that the requirements for competitive bidding be waived, and these
findings be approved: GEMS (Government e -Management Solutions, Inc.), located at 121 Hunter Avenue,
St. Louis, Mo. 63124, is the sole source provider for migrating the City's SCI financial system from a
Unisys mainframe to an NT server based computer system, for the Department of Finance. This service will
be a one-time cost not to exceed $275,000; and provides for the option to extend annual maintenance
services, for a first year cost of $21,000, with annual maintenance for GEMS components limited to no more
than $47,000 for the second year, and increases no more than 5% per year thereafter. Funds are allocated
from CIP Account Code 311027, CIP Account Code 311613, and IT Special Revenue Funds.
APPROVED BY:
Michael A. Rath, Chief Procurement Officer
DATE • 1i7 3
03 297
M0%
Government a Management Solutions
October 25, 2002
Mr. Michael Rath.
Acting Director Department of Purchasing
6'� Floor
444 S.W. 2nd Ave.
Miami, FL 33130-1910
FIT
"T uii.�mii
The City of Miami has been a valued customer of SCl/Government e -Management Solutions, Inc.
(GEMS) since February 7, 1995. SCUGEMS supplies the City with proprietary Financial Management
software system. The City of Miami is currently operating on a proprietary Unisys MCP platform. GEMS
is discontinuing support on this platform and has provided the City with a proposal to migrate the
Financial system from MCP to NT SQL Server.
GEMS owns the source code and is the sole source providers for the software. I request that this letter
serve as the request for the City of Miami to migrate from MCP to NT SQL Server.
We know that you will be pleased with the professionalism and consistently high quality of service
provided by GEMS. If you have any questions, please feel free to contact me at 800.383.6029 extension
325.
Sincerely, _
Lynne Gruebbeling
Lynne Gruebbeling
Vice President
Governnxrg a Managemcnt Solutions, Inc. - 121 Hunter Avenue - St. Louis. Misscmn 63124
phone (314) 863-0262 - fax (314) 863-0264 - %vwwgemVm.com
03- 297
AWARD
SOLE SOURCE 02-03-104
ITEM: Acquisition of Services to Migrate the SCI
Financial Suite
DEPARTMENT: Finance
TYPE OF PURCHASE: Term Contract
REASON: The Department of Finance is seeking, from GEMS
(Government e -Management Solutions, Inc.), to
migrate the City's SCI financial system from a Unisys
mainframe to an NT server -based computer system.
GEMS had previously provided the City with a
proprietary Financial Management software system.
However, the City is operating on a proprietary
Unisys MCP platform, and GEMS is discontinuing
support on this platform after December 30, 2003.
GEMS proposed to migrate the financial system from
MCP to an NT service. As GEMS owns the source
code and is the sole source provider for the software,
no other provider can perform these services.
RECOMMENDATION: It is recommended that the Department of Finance
be authorized to secure the sole source services of
GEMS (Government e -Management Solutions,
Inc.), at a one-time cost not to exceed $275,000;
further providing for the option to extend annual
maintenance services, for a first year cost of
$21,000, with annual maintenance for GEMS
components limited to no more than $47,000 for
the second year, and increases no more than 5% per
year thereafter. Funds are allocated from CIP
Account Code 311027, CIP Account Code
311613, and IT Special Revenue Funds.
Michael A. Rath
Acting Director of Purchasing
27 v
Da e
SoleSou=02-03-104GEMS
03- 297
TO: Priscilla Thompson
City Clerk
FROM: Peter KoV�%U,r
Chief InIrmation Officer
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE: February 21, 2003 FILE
SUBJECT: Acquisition of Services to
Migrate the SCI Financial Suite
REFERENCES:
ENCLOSURES:
Please make arrangements to publish a notice of Public Hearing for objections to the waiving of
the requirements for formal sealed bids for the purchase of the services and software licenses as
necessary, required to move the SCULINC Financial Software suite off of the City's mainframe
computer and onto a modern server based system. Attached is the advertisement.
The date and time of this public hearing will be 2 at�J.'ODA/l
APPROV
E vi . Alonso, Agenda Coordinator
PWK:NMG:amk
Attachment
03- 2 9'7
CITY OF MIAMI
NOTICE TO THE PUBLIC
A public hearing will be held by the City Commission of the City of Miami,
Florida, on March 27, 2003, at 9:00 a.m., in the City Commission Chambers at
City Hall, 3500 Pan American Drive, Miami, Florida, for the purpose of waiving
the requirements of obtaining sealed bids, and approving the acquisition of
services and software licenses from GEMS (Government e -Management
Solutions, a non -local, non -minority vendor) for the purpose of migrating the
city's SCI financial system from a Unisys mainframe to a new NT server based
computer system for the Department of Information Technology, at a one-time
cost not to exceed $275,000, with the option to extend annual maintenance
services for a first year cost of $21,000, with annual maintenance for GEMS
components limited to no more than $47,000 for the second year and increases no
more than 5% per year thereafter.
Inquiries from other potential vendors of such services who feel that they might
be able to satisfy the City's requirement for this item may contact Pamela Burns,
Sr. Procurement Contracts Officer, at the Department of Purchasing at 305-416-
1905.
(City Seal) Priscilla A. Thompson
(#10998) City Clerk
03-. ,297