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HomeMy WebLinkAboutR-01-0568J-01-473 6/13/01 RESOLUTION NO. -01^ 568 A RESOLUTION OF THE MIAMI CITY COMMISSION APPROVING THE ACQUISITION OF THE INTEGRATED FINANCIALS AND HUMAN RESOURCES MODEL DECISION DRIVER METHODOLOGY AND TOOLS FROM THE GARTNER GROUP FOR THE DEPARTMENT OF INFORMATION TECHNOLOGY, UNDER EXISTING STATE OF FLORIDA CONTRACT NO. 973-501-97-1, EFFECTIVE THROUGH MAY 31, 2003, AND ANY EXTENSIONS, IN AN AMOUNT NOT TO EXCEED $25,000; ALLOCATING FUNDS FROM THE GENERAL FUND, ACCOUNT CODE NO. 001000.460101.6.270. WHEREAS, the Department of Information Technology requires the acquisition of the Integrated Financials and Human Resources Model Decision Driver Methodology and Tools to implement one of the initiatives outlined in the City's Information Technology Strategic Plan; and WHEREAS, one of the highest priority strategic initiatives in the City's Information Technology Strategic Plan is the replacement of the City's Human Resources/Payroll and Financial Systems with a fully integrated system; and WHEREAS, The Gartner Group has developed a decision management tool that specializes in the selection of Integrated Cm CoKwasiox METING OF JUN 1 4 2001 amawww-im UP. 01- 568 Human Resources/Financials software systems, which consists of software and services; and WHEREAS, this tool will assist the City's project team with the requirements review phase by providing a step-by-step methodology the City can use to assess and prioritize its Human Resources/Financial needs to greatly reduce the time it would take to conduct a Lhorough requirements review, and can be used as a basis for a request for proposal; and WHEREAS, the City Manager and the Director of the Department of Information Technology recommend that the acquisition of the Integrated Financials and Human Resources Model Decision Driver Methodology and Tools from The Gartner Group, under existing State of Florida Contract No. 973-501-97-1, effective through May 31, 2003, and any extensions, be approved; and WHEREAS, funds are available from the General Fund, Account Code No. 001000.460101.6.270; 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. Section 2. The acquisition of the Integrated Financials and Human Resources Model Decision Driver Methodology and Tools from The Gartner Group for the Department of Information Technology, under existing State of Florida Contract Page 2 of 3 01— 568 No. 973-501-97-1, effective through May 31, 2003, and any extensions, in an amount not to exceed $25,000, is approved, with funds allocated from the General Fund, Account Code No. 001000.460101.6.270. Section 3. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.V PASSED AND ADOPTED this 14th day of June , 2001. ATTEST: JOE CAROLLO, MAYOR In accordance with MiRmi Cods Sec. 2-36, since #w Mayor did not fndlwb approval of t *--Intion by sii;ning it in the designatod glace providod, said Iegislattm rr t„ . .:.factive with the elapse of ten (10) � a rom th�e of torn ri u.) . regarding sarn©, Without the Mayor aWroo c to, _ f , l WfMt(t j^am� City Clerk WALTER J. F013MAN CITY CLERK AP 7367 TTORNEY db:LB:BSS CORRECTNESS f;/ 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. it the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. Page 3 of 3 01. 568 s • CITY OF MIAMI, FLORIDA OCA=24 INTER -OFFICE MEMORANDUM TO. Honorable Mayor and Members DATE : FILL Of The City Commission SUEUECT Acquisition of Gartner Group Decision Tools FROM!94. REFERENCES. City Manager ENCLOSURES. Recommendation It is respectfully requested that the City Commission approve the attached resolution authorizing the City Manager to acquire the Integrated Financials and HR Model Decision Driver Methodology and Tools from the GartnerGroup, (non-local/non-minority), under State of Florida Contract Number 973-501-97-1, for the Department of information Technology, at an amount not to exceed $25,000. Funds are allocated from General Fund Account Code, 001000.460101.6.270. Background One of the highest priority strategic initiatives identified in the City of Miami's Information Technology Strategic Plan is the replacement of the City's HR/Payroll and Financial Systems with a fully integrated system. The current systems are legacy based, manually intensive, and not fully integrated. The replacement of these systems will be a complex undertaking involving numerous departments. One of the first steps that must be completed is the requirements analysis phase. During this phase the City must identify all the requirements of the new system and the relative importance of each. Once this phase is complete, the available vendor solutions can be evaluated for suitability. The Gartner Group has developed a decision management tool that specializes in the selection of Integrated HR/Financials software systems. This tool consists of software and services. What the City will receive is a database of validated data spanning all tactical and strategic considerations and the associated interface software, what -if modeling, personalized vendor and product evaluations, and un -metered phone support from an analyst team. The database includes 3,600 metrics, or criteria against which 13 vendors are compared. The system then, compares these criteria to a database of all available software products to find the best match. This tool will guide the City's project team through the requirements review phase by providing a step-by-step methodology the City can use to identify and prioritize its HR/Financial needs. The fmal product can be used as a basis for a request for proposal. By using this tool the City can greatly reduce the time( AwoQuGld take to conduct a thorough requirements review. CAG:':AGS:NMG: nmg 01. 568 0 CITY OF MIAMI, FLORIDA • INTER -OFFICE MEMORANDUM TO: Judy Carter DATE: May 7, 2001 FILE: Director Purchasing Department SUBJECT: Acquisition of Gartner Group Decision Tools FROM: Aldo StanCato RHfERENces: Chief Information Officer Information Technology Department ENCLOSURES: The Information Technology Department has verified with the Department of Management &. Budget, that funds are available to acquire the Gartner Group, (non- local/non-minority), Integrated Financials and RR Model Decision Driver Methodology and Tools from the GartnerGroup, (non-local/non-minority), under State of Florida Contract Number 973-501-97-1, for the Department of Information Technology, at a cost of $25,000. Funds are allocated from General Fund Account Code, 001000.460101.6.270. 01- 568 • Gartner insight for the connected world April 20, 2001 Neyda Galvez Assistant CIO City of Miami 444 SW 2nd Ave. :Miami, Fl 33130 Dear Neyda. LJ Thank you for your interest in the Decision Drivers Vendor Selection Methodology and Tools. We are pleased to present the following proposal for your use of the Decision Drivers services. This document will serve as the proposal and contract letter between City of Miami and GannerGroup. Inc., and upon signing it will entitle City of Miami to full use of our Gartner Decision Drivers Integrated and Human Resource application selection service subject to the terms and conditions contained herein. The Decision Driver pricing is available on State of Florida contract # 973-501-97-1. Decision Drivers® The Service The Decision Drivers Service combines ongoing analyst guidance with detailed product and vendor research. Decision Drivers' analysts offer both subject matter expertise and best -practice guidance through all phases of the selection process. Analysts share with clients the principles of the Decision Drivers Selection Methodology, and help project teams maintain control over a comprehensive and logical selection process — from conducting an internal needs assessment, to evaluating vendor offerings, to successfully negotiating with the vendors of choice. The Software Decision Drivers' software -based decision support tool provides easy access to a host of validated data spanning the tactical and strategic considerations in an evaluation. At the same time, the software's what -if modeling capabilities allow clients to personalize vendor and product evaluations according to their own organization's preferences and priorities. The City of Miami will receive the following deliverables: • Un -metered telephone support from Decision Drivers' Analyst Team. • Subject matter expertise and best -practice guidance through all phases of the selection process. • Assist project teams in maintaining control overall comprehensive and logical selection process- from conducting an internal needs assessment, to evaluating offerings, to successfully negotiating with the vendors of choice. • Decision Drivers' Selection Methodology Guide. • Best -of -Breed Request -For -Information (RFI). • Decision Engine, Decision Drivers' software -based decision support tool. • Monthly updates to product and vendor data contained within the Decision Engine. 04/20/01 9:03 AM OTINUMM 01— 568 Page 1 of 3 • 0 Service Description Annual Investment Commitment Term Decision Drivers Decision Drivers' Integrated Financials and $18.700 1 Year FAHR Human Resources Software Model Consulting Customization of model with inventory piece $2,800 On-site visit $7,500 a day Additional vendor $2,800 a day research in non- (this process functionality typically takes areas. 4-5 days Total Annual Investment of model with $43,000 additional on-site and research costs Contract Duration Contract is for one year. The generated purchase order from City of Miami will note the beginning and ending dates of this agreement. Neyda, please authorize this document and fax the document to my attention at 941-561-4242. Please call me directly at 888-443-8693 xt. 4362, should you or anyone have any questions. Since - An w WiltsiC count Executive Authorized Signature Date Name (please print) Title Phone Number E -Mail 01- 568 04/20101 9:03 AM Page 2 of 3 973-501-97-1 — Consulting Services: Gartner Group Page l of 1 0 • The Gartner Group Consultation Services for Information Resources Technology 973-501-97-1 bttp://www.myflorida.com/sLoonftcts/973501971/ 01- 568 05/08/2001 Decision Drivers (DD) Page 1 of 8 Decisi_� Drivers (DD) Each Decision Driver (DD) incorporates Gartner Group's powerful research about and analysis of information technology vendors and products into criteria models and objective ratings that can be exercised in an elegant, customizable, PC-based decision support tool. The Decision Driver places Gartner Group's guidance on the user's desktop and enables the user to perform "trade-off' or sensitivity analysis on that advice. Use of a Decision Driver will substantially reduce the costs associated with technology purchases and improve the value of key acquisition decisions. Decision Drivers - Basic Model $500.00 $6,000. Additional User - Same Location $375.00 $4,500. Standard Model $833.34 $10,000. Complex Model $2,500.00 S30,000. Additional Models/Discount 2-5 Models l 0% off 6-9 Models 15% off 10+ !Models 20% off Decision Drivers (DDI) Strategic License (SL) SL 3 Simultaneous Models $4,500.00 $54,000. SL 4 Simultaneous Models $5,666.67 $68,000. SL 5 Simultaneous Models $6,667.67 $80,000. SL 7 Simultaneous Models $8,750.00 $105,000. SL 10 Simultaneous Models $11,666.6 $140,000. SL 12 Simultaneous Models $13,000.0 $156,000. SL 15 Simultaneous Models $15,000.00 $180,000. Decision Driver Models - Basic (B), Standard (S), Complex (C) Basic Help Desk Application Model - B Electronic Software Distribution Selection Model - B Work Group 4GL Selection - B Enterprise Application Development Selection - B Standard Network Operating System Selection - S Document Management Software - S Customer Service and Support Application Software - S Distribution & Logistics Applications - S Networked and Systems Management Platform Selection - S Manufacturing Applications - S Human Resources Application Selection Model - S General Accounting Package - S Intel-based Desktop PCs - S Intel-based Laptop PCs - S Inter -based Servers - S http://ww%v.myflorida.com/st—contracts/973501971/price9.htm 01- 568 05/16/2001 Decision Drivers (DD) Page 2 of 8 Relational Database Management System - S Voice and Call Processing Software Complex Enterprise Resource Planning Software - C (includes data from the following Decision Drivers): Distribution and Logistics Manufacturing Applications General Accounting Packages Human Resources Package Additional Decision Driver Services 1313 Management Systems Local Area Network Switch Selection Enterprise Resource Planning Software Imaging Software Workgroup 4th Generation Language Decision Drivers (DDI) Strategic License Program The DDI Strategic License Program will enable a client to specify the number of DDI models they would like in use at any one time (Currently available: 3,4,5,7,10,12 and 15 Model Strategic Licenses). The following requirements apply: . The client specifies at time of executing the paperwork the exact number of models that they can have under use at any one time. . The client completes the model requirement document and submits it with the signed paperwork-from the client. . 'The client has the ability to swap models at any time during the contract period, provided the current model is of equivalent value to the desired model. (Basically, a client can't swap a help desk model for an enterprise resource planning model; the Help Desk Model counts as one model, while the Enterprise Resource Model counts as three models) . To receive the new model, the client has to send the current model back to DDI, with the new model swap ' document. Upon receipt, the model/director/fulfillment person will contact the client to review the killer requirements, as well as the vendors desired and send out the new model populated with the desired vendor specific analysis. . This process will continue for the duration of the contract period. . In the event that the client wants to upgrade from a strategic license 3 to a strategic license 5, we will simply cancel/rewrite the contract for the duration of the term or simply cancel, write a new 12 month deal and apply the credit toward the upgrade. *e will not honor downgrades mid stream. DECISION DRIVERS, INC. Help Desk Application Selection Model - Basic 01- 568 http://www.myflorida.coin/st—c.ontracts/973501971/Price9.htm 05/16/2001 �I�Iilels3[ - • I, 1 111 . 451'1151 0 mem: Integrated Financials and HR Model Decision Drive Methodology and Tools DEPARTMENT: ITD TYPE OF PURCHASE: Contract REASON: The Department Information Technology has it need to replace the City's HR/Payroll and Financial Systems with a fully integrated system. RECOMMENDATION: AwudSWCvmrwU It is recommended that award be made to The Gartner Group, awarded under existing State of Florida Contract No. 973-501-97-1, for the acquisition of the integrated Financial and HR Model Decision Driver Methodology and Tools, effective through May 31, 2003, subject to any extensions thereto by the State of Florida, in the amount of $25,000, for the Department of Information Technology; allocating funds therefor General Fund Account Code No. 001000.460101.6.2 70. c �--. Direc r of 1'ur ing �Date / 6>7 01- 568