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Home My WebLink AboutR-97-0808J-97-785 11/17/97 RESOLUTION NO. 9 7® 808 A RESOLUTION ACCEPTING THE PROPOSAL FROM SELECTRON, INC. FOR THE ACQUISITION OF AN INTERACTIVE VOICE RESPONSE SYSTEM ("IVRS"), INCLUDING SOFTWARE, HARDWARE, INSTALLATION, AND TRAINING FOR THE DEPARTMENT OF BUILDING AND ZONING, WITH A THREE YEAR WARRANTY, AT AN AMOUNT NOT TO EXCEED $95,000, WITH THE OPTION TO EXTEND THE MAINTENANCE TERM FOR TWO (2) ONE-YEAR PERIODS, AT AN ANNUAL COST NOT TO EXCEED $10,000; AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, WITH SELECTRON, INC. FOR SAID ACQUISITION; ALLOCATING FUNDS THEREFOR FROM ACCOUNT CODE NOS. 560302-840 AND 560302-996, PROJECT 421001. WHEREAS, the Building and Zoning Department will be providing better service to the public with a Interactive Voice Response System ("IVRS") by making inspection requests, results, plans and review results, and general information available to customers on a twenty-four (24) hour basis, seven days per week; and WHEREAS, the Building and Zoning Department has experienced a difficult time in meeting the public requests for inspections and information with the current staffing level; and WHEREAS, the IVRS will allow the Department of Building Zoning staff to.wo,rk more efficiently; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: C= COMMSSION MEETING OF NOV 2 6 1997 Resolution No. 917- 808 Section 1. The recitals and findings contained in the Preamble to this Resolution are hereby adopted by reference thereto and incorporated herein as if fully set forth in this Section. Section 2. The proposal from Selectron, Inc. is hereby accepted for the acquisition of an Interactive Voice Response System ("IVRS"), including software, hardware, installation, and training, for the Department of Building and Zoning, with a three year warranty, at an amount not to exceed $95,000, with the option to extend the maintenance term for two (2) one-year periods, at an annual cost not to exceed $10,000. Section 3. The City Manager is hereby authorizedl/ to execute an agreement, in a form acceptable to the City Attorney, with Selectron, Inc., with funds therefor hereby allocated from Account Code Nos. 560302-840 and 560302-996, Project No. 421001, for said acquisition. Section 4. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 26th ATTEST: day of November 1.1997. XAVIER L. SUAREZ, MAYOR In accordance with Miami Code Sec. 2-36, since the Mayor did not indicate approval of WALTER J . FOEMAN this legislation by signing it in the designated place provided, said legislation now CITY CLERK becomes effective with the elapse often (10) days from t f Comrpi 6io action regarding same, without the Mayor exercising aveto. 1/ .. The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to those prescribed by applicable City Charter and Code provisions. - 2 - 97- 808 BUDGET AND MANAGEMENT ANALYSIS REVIEW: DIPAK .A. �. APPROVED AS TO FORM AND CORRECTNESS: A. QU JO ES, III CITY ATTO EY W2000:BSS 3 - 97- 8,08 CITY OF MIAMI, FLORIDA *CA=24 INTER -OFFICE MEMORANDUM TO: The Honorable Mayor and DATE: Members of the City Commission SUBJECT: FROM: REFERENCES: Edward ar City M ager ENCLOSURES: FILE: NOV ! 4 ^- Proposed Resolution for an. Interactive Voice Response System RECOMMENDATION It is respectfully recommended that the City Commission adopt the attached Resolution to provide an Interactive Voice Response System (IVRS) for the Building and Zoning Department. BACKGROUND The Building and Zoning Department receives over 200 requests for permitted inspections per day. This does not include requests for Certificate of Use inspections, plans review results and general permit information. The number of calls coming in to the department are greater than our present clerical staff can handle. Municipalities around the nation, including Metro Dade County and Miami Beach locally, have found a way to meet the demands of the community and the construction industry by installing an Interactive Voice Response System. In the building industry, time is a very important factor, and any delay may cost thousands of dollars. The system allows a customer to request inspections and receive results any time of the day or night, including weekends. The peak calling time for the department will be eliminated by extending our hours of service and the number of complaints from customers unable to reach us should be lowered. The system will give customers the opportunity of getting the service they need via the telephone, thus giving the clerical staff more time to take the calls from those customers that need further assistance or are not sure of what they need. The initial installation of the system will be in the Building and Zoning Department where there is a great need. Any other City department receiving large volume of calls, such as customer service, can install an application. The Building and Zoning Department has been trying to install this system for over two (2) years. The funds have been budgeted and are available, not to exceed $95,000. Our department's mission is to provide the best service 97- 808 1 possible and a way to accomplish this is through an Interactive Voice Response System. 2 9%- 808 `CITY OF MIAMI OFFICE OF THE CITSERK BID SECURITY LIST qw- BID ITEM: V 0 I C SPONSE SYSTEM BID NO.: RFP 96-97-087 DATE BIDS) OPENED:-= •. • .._:_ .:J U N E 25, 1997 TIME 10 : 0 0 a.m. BIDDER TOTAL BID AMOUNT BID BOND (ER) CASHIER'S CHECK SELECTRON ( One Box ) EPOS CORP. " OCTEL COMMUNICATION VOICEXPRESS " COMPUTER RESOLUTION (One Envelope) GPS INT'L " B R I T E " ANSI " MCI TELECOMUNICATI.ONS " .ALL COMPUTER " rpce►>ved. tim- ply as of the above openly^g e Me only o date and time. PW s ofner e s suoinittect in response to .this are hereby reected as late." solicitation, i an , G� S� J-- received ( �) envelopes / on behalf of Person receivin bid(s) PURCHASING DEPARTMENT on 6 -.25 Y2 (City Department) (Date) I SIGNED: Deputy City Clerk i CITY OF MIAMI ADVERTISEMENT FOR PROPOSAL Sealed proposals will be received by the City of Miami City Clerk at his office located at City Hall, 3500 Pan American Drive, Miami, Fl. 33133 for the following: RFP NO.96-97-087 Implementation and design of an Integrated Voice Response System on behalf of the Dept. of Building and Zoning on a contract basis for two (2) years. A Mandatory Pre -Proposal Conference will occur on Wednesday, June 4, 1997 at 2 p.m. at the Miami Riverside Center, 444 SW 2nd Avenue, 1 Oth Floor Conference Room, Miami Florida. It is mandatory that a representatives) of the Proposer attend in order to submit a Proposal and failure to attend shall disqualify Proposer. OPENING DATE: 10:00 A.M. June 25, 1997 Detailed specifications for this proposals are available upon request at the City of Miami, Procurement Division, 444 SW 2 Avenue, Sixth Floor Miami, Florida 33130, Telephone No. 416-1904. Edward Marquez City Manager AD NO. 4339 CITY OF MIAMI LOGO _+ > r, 77 -City of Miami This number must GF'f.,, V , REQUISITION FOR ADVERTISEMENT appear in the advertisement. INSTRUCTIONS: Please Woe and attach a copy of the advertis m nt with thi reguisition. 1. Department: ' ; , �. 2.. Diyision:� Punccasing:for Buildging & zoning 3. Account Code number: t o 4.'Is this:a confirmation: S 5. Prepared by: 560302--773 421001 i ❑ Yes' R1 No Glad§rs_ Bermudez 6. Size of advertisement: . > , r 7. Starting date: 8. Telephone 'number: leaal i 5/23/97 P 416-1904 ' 9. Number of times this. advertisement is to be 10; Typeof advertisemeht: ublished:(1) one K❑ Legal • ❑ Classified ❑ Display 11.Remarks: . Integrated Response -System . tVoice RFP. 96-97=8# 12.K. ' ' Publication Date(s) of Advertisement Invoice No: Amount MIAMI .TIMES ! ` i-MV-1I REVIEW •i F . Ln -❑ Approved: . . ❑ Disapproved 261 ( Department Director/Designee Date Approved for Payment Date C GS/PC, 503 Rev. 12189 �''.. Routing:- Forward- white and Canary to G.S.A. (Procurement Management) 'and retain Pink copy. uw! mDu i wn. vnne - u.o.r+.; vanary -' ueparimem 7_. �_ 37 8: 3;3.11 PItGCt R:E14t:\T +"MT. — RY:C'1TY oF `iI.assi CFTV OF MP1:,Ni1 OFFICE 0f- t,' ARK kill) SECI)l2I'1'Y Lt bit) ITEM_�F,i(d}E SYSTEM_----_- CIATE61v(s)OFFN D! DUNE 251 1997 — _—T'P,"AF MUER TOTAL HID A14-60W' till) GU Mi(ER) 6 iitrk-, c6ir K. SCLECTRON. ( One 80 ...ems F.POC CORP. OCTEt_—COMt+ti)NICAiI0t4 _� VbICG.XPRE;'�'� r CJIiFU l'ER RC ULIiT ItIN (one» Errve 1)oe ii PJ I N i + L. BRIJE ANS I -- ,4C I 1 FFECOMUN I CAT IONS ALL COMPUTER R CI -Rcelved ttr,:ely us of the above tspewi- g arY r. date/ and time. P11 --OMP., e in response a t3 area hereby reiected o8 Iute." souclfcyli,311. 9 ant. (�4; i Ferthn rrrriving bid(s) (City Dept, rtntcn0 (Dow) /Dcpu[y Chy CWVk