HomeMy WebLinkAboutR-01-0761J -0? -592
'1/26/01
i +"1
RESOLU'T'ION NO.
A RESOLUTION OF THE M1IAM.I CITY COMMISSION, BY A
F OUR-FIF THS (4/5"") A}:. FIRMATIVE VOTE Of..- THE
MEMBERS OF THE CITY COMMISSION, AFTER A DULY
ADVERTISED PUBLIC HEARING, RATIiFYING, APPROVING
AND CONFIRMING THE CITY MANAGER'S FT.NDTNG OF A
SOLE) SOURCE; WAIVING TI11 REQUIREMENTS FOR
':OMP] TTTTVF STALLED BIDDING PP.00FDUI his AND
APPROVING THE ACQUISITION OF' ANNUAL LICENSE
FEE (S) , SOF'.WARE MAINTENANCE, AND _ TECHNICAL
SUPPORT FOR THE CITY'S FINANCIAL SYSTEM FOR
THE, DEPAR':I.'MEN`I' OF FINANCE FROM GOVERNMENT
F-AbINAGEAIENT SOLUTIONS, INC. , DIET A .SC],
("GEMS") , FOR A TWO-YEAR PERIOD, TAI ITH THE
OPTION TO RENEth' FOR ['HRi?F' ADDITIGNAI., ONE-YEAR
PERIODS, IN AN AMOUNT NOT TO EXCEED $38,60C FOR
THE FIRST YEAR, INCI;EASIUG EACH YEAR THEREAFTER
THE ANNUAL LICENSE' AND MAINTENAECE IN AN
AMOUNT NOT TO EXCEED TETE GR'EAT'ER OF TEN PERCENT
(10%) OR THE CONSUMER PRICE INDEX, PROVIDING
THAT SUCH INCREASE SHALL NOT RESULT IN A TOTAL
ANNUAL LICENSE AND MAINTENANCE FEE WHICH
-EXCEEDS THE THEN CURRE;N'.I' ANNUAL FEE CHARGED BY
C4EPIS TO ITS CUSTOMERS FOR BASIC MAINTENANC:
SERVICES; ALLOCATING FUNDS FROM THE GENERA].
FUND, ACCOUNT CODE NO. 001000.2602.01.6.2'70.
BE IT RESOLVED BY THE COMMISSION OF THL CITY OF MIAMI,
F.',ORTDA:
:pec+. on I. By a four-fiLLhs, (4/5t""') affl.rmative vote of
the Members of the City Commission, after a duly adw--:rt:ise public
hearing, the City Marnager' s finding of sole source, waiving --he
JUL 2 6 2001
Resolution M.
7
3
�` i.�_
requirements for compoti_t.i.ve sealed bidding procedures, is
ratified, approved and confirmed, and Lhe acquisition of annual
license fee(s), software maintenance, and technical support for
the City's financial. system for the Depa.r. Lmerit of Finance front
Government E -Management: So3uL_ions, Inc., d/b/a SCI ("GEMS"), For
a two-year period, with the option Lo renew for three additional
one-year periods, in an amount not to exceed $3£3,600 for the
first year, increasing each year thereafter the annual license
and ma intenarice fee in an amount riot to exceed the: greater of teri
percent (10V,) or the Consumer Price T.ndex, providing that. such
increase shall not result in a total annual license and
maintenance fee which exceeds the then currerrt annual fee charged
by GEMS Lo its custorncr.s for basic ma_nteriance services, is
approved, with funds allocated from the General Fund, Account
Code No. 001000.260201.6.270.
Section 2. i,his Resolution shall become effective
immedi at.el_y upon its adoption; and signature of the Mayor.!'
If the Mayor does not sign this Resolution, it shall become effect.ivu at
the end of ten calendar clays from the date it was passed and adopted.
Tf the ^Mayor vetoer.; t_hi,; Resolution, J.t shall becc.r.L effective
in-imediaLely upon nvc hide of Tale vets by the: Cj Ly Com -mission.
Page 2 of 3 ti1� h" j 6
PASSED AND ADOPT 'D LhIs _26th_ day of --F 2001.
JOE CAROLLO, MAYOR
In swunhwe with Miami Code Sec. 2.38, since the Mayor cfid not indicate approval of
this kCiftion by signing It in the designated place provided, said legislation now
ATTEST: becams offoctive with the elapse of ton (10) days from the date of Commission action
mwdng same, Without the Mayor exercising a veto.
-- ----- ------
7ALTER ki. FOEMAN V(#fter J. Foernan, City Cie*
CITY CLERK
APPROVED AS TO FORK AND CORRECTNESS:'/
LY a.��
-�ff -NDRO VILARE",
Y ATTORNEY
iq5460:db:LB
Page: 3 of 3 Vii- 7Gi
• CITY OF MIAMI, FLORIDA •2
INTER -OFFICE MEMORANDUM
TO: The Honorable Mayor and Members
of the City Commission
FROM: im nez
City Manager
RECOMMENDATION
DATE : JJL + �) FILE:
11 --„'
SUBJECT: Software License and
Financial System Maintenance
Agreement
REFERENCES:
ENCLOSURES:
It is respectfully recommended that the City Commission adopt the attached
Resolution authorizing the City of Miami to enter into agreement with Government e -
Management Solutions, Inc. d/b/a SCI ("GEMS") to continue providing the City of
Miami with their annual license fee, software maintenance and technical for the
City's financial system at a total first year amount not to exceed $38,600.00. Funds
are allocated from General Fund Account Code, 001000.260201.6.270.
BACKGROUND
The City of Miami would like to enter into a professional services agreement with
Government e -Management Solutions, Inc., a Missouri corporation d/b/a SCI
("GEMS") for a term of five (5) years, with an initial term of two (2) consecutive years
and with the option to extend on an annual basis for three (3) more ,years. Increases
to the Annual License and Maintenance Fee shall not exceed the greater ten percent
(10%) or the Consumer Price. Index (CPI), and further provided that such increase
shall not result in a total Annual License and Maintenance Fee which exceeds the
then current annual fee charged by GEMS to its customer for the Basic Maintenance
Services.
The City of Miami entered into an agreement with System Consultants Inc. (SCI) on
February 71h, 1995 for the purchase, installation, and implementation of a computer
software system needed to enhance several areas of an automated financial
management system that would interface with the existing automated purchasing
system.
The City of Miami currently uses the following applications Financial Accounting,
Fixed Assets, CAFR, Purchasing, and Support Applications. The annual updates
include 1099M's, GASB, and other federally required accounting standards.
ryv t
CAG/RJN/Sl/gmb
`- 161
• CITY OF MIAMI, FLORIDA •
INTER -OFFICE MEMORANDUM
Carlos A. Gimenez June 26, 2000
TO: DATE: FILE:
City Manager
SUBJECT, Sole Source Request for Software License
and Financial System Maintenance
FROM; REFERENCES;
Judy S. Ca rector
Departm purchasing ENCLOSURES:
Staff conducted n investigation to determine whether Government e -Management Solutions, Inc. d/b/a SCI ("GEMS"), a
non-minority/n -local vendor located at 121 Hunter Avenue, St. Louis, Mo. 63124, is the sole source provider for the
provision of a ual license fee, software maintenance and technical support for the City's financial system for a two (2) year
terra, with the option to extend for three (3) additional one (1) year periods, for the Department of Finance. Funding, in the
first year, shall not exceed $38,600.00 and is available from Account Code 001000.260201.6.270. Increases to the Annual
License and Maintenance Fee shall not exceed the greater ten percent (10%) or the consumer Price Index (CPI), and fitrther
provided that such increase shall not result in a total Annual License and Maintenance Fee which exceeds the then current
annual fee charged by GEMS to its customers for the Basic Maintenance Services.
The City of Miami competitively selected and entered into an agreement with Systems Consultants, Inc. (SCI) in 1995 for the
purchase, installation, and implementation of a computer software system needed to enhance several areas of an automated
financial management systern that would interface with the existing automated purchasing system. As part of the SCI system,
the City uses the following applications: Financial Accounting, Fixed Assets, CAFR, Purchasing, and Support Applications.
The annual updates include 1099M's, GASB, and other federally required accounting standards. The Department of Finance
is seeking to establish an agreement with govemment e -Management Solutions, Inc, d/b/a SCI ("GEMS") to continue
providing the City with its annual license fee, software maintenance and technical support.
According to Government a :Management Solutions, Inc. d/b/a SGT ("GEMS") they provide the City with proprietary
Financial Management software system. Annual maintenance fees are required in order for the City to continue to legally use
this software, and the annual updates include 1099M's, GASB, and other federally required accounting standards,
SCUGEMS owns the source code and is the sole source provider for the software. Should the City choose to discontinue
software maintenance, the vendor would require that the City cease using the software, and that all programs be removed
from the network and returned to the vendor. Should the City contract with a third party for software maintenance, it would
be a breach of the contract, triggering its termination.
The proposed cost for the acquisition of the software license and financial system maintenance from Government e -
Management Solutions, Inc, d/b/a SCI ("GEMS"), for an initial two (2) year term, with the option to extend for three (3)
additional one (1) year periods, shall not exceed $38,600.00 for the first year, and is available from Account Code
001000.260201.6.270.
Therefore, I am recommending that the requirements for competitive bidding be waived and the above findings be approved:
that to Government e -Management Solutions, Inc. d/b/a SCI ("GEMS"), a non-minority/non local vendor located at 121
Hunter Avenue, St. Louis, Mo. 63124 is the sole source provider of Software License and Financial System Maintenance, for
the Department of Finance.
APPRO V
Carl imenez
City Manager
CAG/RLN/7SC/peb
Date: 711
re v
01 76i
• CITY OF MIAMI. FLORIDA •
TO: Judy S. Carter
Chief Procurement Officer
FRO;(: Pamela E. Burns, CPPB
Sr. Procurement Contracts Officer
INTER -OFFICE MEMORANDUM
DATE; June 26, 2001 FILE:
SUBJECT: Sole Source Request for Software
License and Financial System
Maintenance
REFERENCES:
ENCLOSURES:
I conducted an investigation to determine whether Government e -Management Solutions, Inc. d/b/a SCI
("GEMS"), a non-minority/non-local vendor located at 121 Hunter Avenue, St. Louis, Mo. 63124, is the sole
source provider for the provision of annual license fee, software maintenance and technical support for the
City's financial system for a two (2) year term, with the option to extend for three (3) additional one (1) year
periods, for the Department of Finance. Funding, in the first year, shall not exceed $38,600.00 and is available
from Account Code 001000.260201.6.270. Increases to the Annual License and Maintenance Fee shall not
exceed the greater ten percent (10%) or the consumer Price Index (CPI), and further provided that such increase
shall not result in a total Annual License and Maintenance Fee which exceeds the then current annual fee
charged by GEMS to its customers for the Basic Maintenance Services.
The City of Miami competitively selected and entered into an agreement with Systems Consultants, Inc. (SCI) in
1995 for the purchase, installation, and implementation of a computer software system needed to enhance
several areas of an automated financial management system that would interface with the existing automated
purchasing system. As part of the SCI system, the City uses the following applications: Financial Accounting,
Fixed Assets, CAFR, .Purchasing, and Support Applications. The annual updates include 1099M's, GASB, and
other federally required accounting standards. The Department of Finance is seeking to establish an agreement
with government e -Management Solutions, Inc. d/b/a SCI ("GEMS") to continue providing the City with its
annual license fee, software maintenance and technical support.
According to Government e -Management Solutions, Inc. d/b/a SCI ("GEMS") they provide the City with
proprietary Financial Management software system. Annual maintenance fees are required in order for the City
to continue to legally use this software, and the annual updates include 1099M's, GASB, and other federally
required accounting standards. SCUGEMS owns the source code and is the sole source provider for the
software. Should the City choose to discontinue software maintenance, the vendor would require that the City
cease using the software, and that all programs be removed from the network and returned to the vendor. Should
the City contract with a third party for software maintenance, it would be a breach of the contract, triggering its
termination.
The proposed cost for the acquisition of the software license and financial system maintenance from
Government e -Management Solutions, Inc. d/b/a SCI ("GEMS"), for an initial two (2) year term, with the option
to extend for three (3) additional one (1) year periods, shall not exceed $38,600.00 for the first year, and is
available from Account Code 001000.260201.6.270.
Therefore, I am recommending that the requirements for competitive bidding be waived and the above findings
be approved: that to Government e -Management Solutions, Inc. d/b/a SCI ("GEMS"), anon-minority/non local
vendor located at 121 Hunter Avenue, St, Louis, Mo. 63124 is the sole source provider of Software License and
Financial System Maintenance, for the Department of Finance.
DATE:
Officer
r ,
01- 761
CITY OF MIAMI, FLORIDA •
INTER -OFFICE MEMORANDUM
TO: Judy S. Carter, Director DATE; June 20, 2001 FILE
Department of Purchasing
SUBJECT: Request Sole Source finding:
Software Maintenance &
Technical Support Agreement
FROM: Scott Simpson, Directo REFERENCES:
Finance Department
ENCLOSURES:
The Finance Department requests that you approve a finding that Government e-
Management Solutions, Inc., a Missouri corporation dJb/a SCI ("GEMS"), located at
121 Hunter Avenue, St. Louis, MO 63124, is the sole source provider in this area for
the software maintenance and technical support for the City's financial system.
Government e -Management Solutions, Inc. d/b/a SCI will continue to provide the City
of Miami with their ongoing software maintenance & technical. /
if it
4aID
01- 7G_i.
CITY OF MIAMI, FLORIDA •
INTER -OFFICE MEMORANDUM
TO: Judy S. Carter, Director. DATE : June 20, 2001 FILE:
Department of Purchasing
SUBJECT: Annual Software Maintenance
& Technical Support Agreement
FROW Scott Simpson, DirectoREFERENCES .
Finance Department X2��
ENCLOSURES:
The Finance Department has verified that funds are available with the Management
& Budget Department for the provision of the annual software maintenance and
technical support for the City's financial system from Government e -Management
Solutions, Inc. d/b/a SCI ("GEMS") in a first year amount not to exceed $38,600, from
Account No. 001000.260201.6.270.
BUDGETARY REVIEW AND APPROVAL
Linda Haskins, Director
Management& Budget Department
CAG/RJN/J5S/gmb
zZelz
Date
01-9. idi
•
SOGovernment e -Management Solutions, Inc.
121 Hunter Avenue
St. Louis, Missouri 63124
(314) 863-0262
(314) 863-0264 fax
Www.sugems.com
June 12, 2001
Mr. Scott Simpson
Finance Director
City of Miami
444 SW 2"" Ave.
Miami, FL 33131
Dear Scott:
The City of Miami has been a valued customer of SCI/Government e -Management Solutions, Inc.
(GEMS) since February 7, 1995, SCUGEMS supplies the City with proprietary Financial
Management software system. Annual maintenance fees are required in order for the City to
continue to legally use this sofhvare. The annual updates include 1099M's, GASB, and other
federally required accounting standards.
SCl/GEMS owns the source code and is the sole source providers for the software. If the City
would choose to discontinue software maintenance, SCl/GEMS would require that the City cease
using the software and that all programs be removed from your network and be returned to us. If
the City would contract with a third party for software maintenance, it would be a breach of our
contract triggering its termination.
We know that you will be pleased with the professionalism and consistently high quality of
service provided by SCl/GEMS.
Sincerely,'ktr, At ' • ' rj
Lynne Gruebbeling
VP Client Services
• CITY OF MIAMI, FLORIDA •
INTER -OFFICE MEMORANDUM
TO; Walter J. Foeman
City Clerk
Mom: Scott Simpson, Director
Finance Department •U�
DATE: . June 20, 2001 FILE!
SMEcr: Public Nearing Notice
Waive Competitive Bidding
Sole Source: Finance Department
ENCLOSURES:
Attached please find the public hearing notice for a waiver of the requirement for
competitive sealed bidding procedures for the provision of annual license fee, software
maintenance and technical support for the City's financial system from Government
e -Management Solutions, Inc. d/b!a SCI ("GEMS"), the sole source provider of this
service. This item is scheduled for the Commission meeting
of A;_ .?o vj
If you have any questions regarding this item you may reach me at 416-1377.
Approved
-Elvi Alonso, Agenda Coordinator Date
CAGWN/J#Igmb
ot- 161
CITY OF MIAMI
NOTICE TO THE PUBLIC
A public hearing will be held by the City Commission of the City of
Miami, Florida on A 6 at � a.m. in the City
Commission Chambe at City Hall, 3500 Pan American Drive,
Miami, Florida, for the purpose of waiving the requirements of
obtaining sealed bids for the procurement of annual license fee,
software maintenance and technical support for the City's fimicial
system from Government e -Management Solutions, Inc. d/b/a SCI
("GEMS") a non-local/non-minority vendor, located at 121 Hunter
Avenue, St. Louis. MO 63124, for the City of Miami, in a first year
amount not to exceed $38.600, fundal from Account No.
001000.260201.6.270.
Inquiries from other potential vendors of such maintenance services
who feel that they might be able to satisfy the City's requirement for
this item may contact Pamela Burns, Sr. Procurement Contract
Officer, at the Department of Purchasing at 305/416-1905.
01. 701
• AWARD •
SOLE SOURCE 00-01-223
ITEM: Software License and Financial System Maintenance
DEPARTMENT: Finance
TYPE OF. PURCHASE: Term Contract
REASON: The Department of Finance is seeking to procure
annual license fee(s), software maintenance, and
technical support for the City's financial system,
from Government e -Management Solutions,
Inc. d/b/a SCI ("GEMS"). The City had
previously acquired the City's financial system,
which includes Financial Accounting, Fixed
Assets, CAFR, Purchasing and Support
Applications, from Systems Consultants, Inc.,
known as SCI, and it is now necessary to procure
the above in order for the City to continue to
legally use this software and receive annual
updates for the City's financial system.
RECOMMENDATION: it is recommended that the Department of
Finance be authorized to purchase Software
License and Financial System Maintenance from
Government e -Management Solutions, Inc.
d/b/a SCI ("GEMS"), the sole source
provider, for a two (2) year term, with the
option to extend for three (3) additional one (1)
year periods. Funding, in the first year, shall not
exceed $38,600.00 and is available from
Account Code 001000.260201.6.270.
Increases to the Annual License and Maintenance
Fee shall not exceed the greater ten percent
(10%) or the consumer Price* Index (CPI), and
further provided that such increase shall not
result in a total Annual License and Maintenance
Fee which exceeds the then current annual fee
charged by GEMS to its customers for the Basic
SoleSouncGovemmenUSC100.01.223
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