HomeMy WebLinkAboutR-94-0874J-94-957
11/17/94
RESOLUTION NO. J 4_ 874
A RESOLUTION ACCEPTING THE PROPOSAL OF SYSTEM
CONSULTATIONS, INC. (SCI), FOR THE PURCHASE,
INSTALLATION AND IMPLEMENTATION OF COMPUTER
SOFTWARE TO ENHANCE CERTAIN AREAS OF THE
CITY'S EXISTING FINANCIAL MANAGEMENT SYSTEM,
AT AN ESTIMATED COST OF $531,000; ALLOCATING
$274,000 FROM CAPITAL PROJECT NO. 311027,
ACCOUNT CODE NO. 260201-270 WITH THE
REMAINING $257,000 TO BE FINANCED THROUGH
THIS PROJECT OVER SEVERAL YEARS AS MODULES
ARE IMPLEMENTED; AUTHORIZING THE CITY MANAGER
TO NEGOTIATE AND EXECUTE A CONTRACT, IN A
FORM ACCEPTABLE TO THE CITY ATTORNEY, WITH
SCI FOR THIS EQUIPMENT, AND THEREAFTER TO
INSTRUCT THE CHIEF PROCUREMENT OFFICER TO
ISSUE A PURCHASE ORDER FOR THIS PURCHASE.
WHEREAS, the City of Miami's existing finanoial management
system is outdated and no longer meets the City's needs; and
jWHEREAS, the Finance Department desires to acquire
computerized software to enhance the City's financial management
system; and
WHEREAS, Requests for Proposal solicitations to provide the
above software system were mailed to eleven (11) potential
proposers; and
WHEREAS, pursuant to public notice, sealed proposals were
received from three (3) firms on February 28, 1994; and
WHEREAS, the three (3) proposals were evaluated and the
proposers interviewed by the City's selection committee; and
CITY COMMISSION
MEETING OF
DEC Q 1 1994
U d
;;�� Aeoolutionni rNyo,
94-- 4
WHEREAS, the selection committee recommended that the
proposal received from SCI be accepted as the most responsible
and responsive proposal; and
WHEREAS, $274,000 is available from Capital Project No.
311027, Account Code No. 260201-270 and the remaining $257,000
} will be financed through this Project over several years as
modules are implemented;
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 hereby adopted by reference
thereto and incorporated herein as if fully set forth in this
Section.
Section 2. The proposal of System Consultants, Inc.
(SCI), for the purchase, installation and implementation of
computer software to enhance the City's existing financial
management system, at an estimated cost of $531,000, is hereby
accepted, with $274,000 hereby allocated from Capital Project
No. 311027, Account Code No. 260201-270, and the remaining
f
$257,000 to be financed through this Project over several years
as modules are implemented.
Section 3. The City Manager is hereby authorized" to
negotiate and execute a contract, in a form acceptable to the
City Attorney, with SCI for this equipment, and thereafter to
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.
94- 874
-2-
instruct the Chief Procurement Officer to issue a purchase order
for this purpose..
j Section 4. This Resolution shall become effective
immediately upon its adoption.
PASSED AND ADOPTED thislst day of December 1994.
STEPAN P. CLARK MAYOR
4TSHIRAI, CITY CLERK
CAPITAL IMPROVEMENT REVIEW:
(___—w / -� 61�e-
EDU RDO RODRICVt8 , DIRECTOR
AS T MANAGEMENT/CAPITAL IMPROVEMENT
REVIEWED AS TO ACCOUNTING AND TREASURY
REQUIREMENTS:
CARLO . GARCIA
FINANCE DIRECTOR
PREPARED AND APPROVED BY:
OLGA MIREZ-SEIJAS.
ASSI ANT CITY ATTO NEY
APPROVED AS TO FORM AND CORRECTNESS:
I
A. QU N JO III
CITY ATTOR
ROD/cm/osk/M4753
94- 874
-3-
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM 10
HONORABLE MAYOR AND MEMBERS
To: OF THE CITY COMMISSION
FROM: Cesi lei
Cit aver:
RECOMMENDATION•
Ivuv 21 1994
DATE : FILE
Resolution Authorizing
sue,ECT : Award of RFP 93-94-063,
To Enhance City's Fund
Accounting System
REFERENCES:
ENCLOSURES:
It is respectfully recommended that the City Commission adopt the
attached resolution accepting the proposal received from System
Consultants Inc., (SCI) a non minority, non local vendor, to
furnish computer software to enhance the City's fund accounting
system.
BACKGROUND:
The City's current financial and accounting system (FAMIS) was
developed and implemented in the 19701s. Most financial
computers software systems are obsolete after 7 years. While the
current FAMIS system is still functional, the City's needs have
outgrown the system's capabilities in such critical areas as
general ledger, accounts payable, purchasing encumbrances, fixed
assets, capital projects, grant accounting, budget preparation,
year end reporting and general financial information and
reporting. The Governmental Accounting Standard Board (GASB);
the board created in 1984 that sets the accounting and financial
reporting standards, continues to increase the reporting
requirements that must be met since compliance reporting
contribute heavily to the City's bond rating. In addition, the
external auditors have recommended that the City take advantage
of explosive advances in the computer industry by replacing the
FAMIS system.
Request For Proposals No. 93-94-063 was prepared and sent to
eleven (11) computer software suppliers and three (3) responses
were received. Subsequently, a Certification Committee convened
to review proposals from:
SCT - SCT Public Sector, Inc.
SCI - Systems Consultants, Inc.
GSI - Government Systems, Inc.
The said committee was also assigned the responsibility of
observing the vendor's software demonstrations, which lasted from
three to four days for each vendor.
Honorable Mayor & Members
of the City Commission
Page 2
In addition, representatives from the Computer, Budget,
Procurement Management, Treasury Management and Accounting
Divisions observed areas of the demonstration corresponding to
specialized tasks in their departments. After reviewing the
proposals, observing product demonstrations and obtaining the
input of the division representatives, an evaluation summary was
prepared and submitted to the Selection Committee for their
review and final recommendation. (See Schedule 1)
The Selection Committee, consisting of members of the City of
Miami's Audit Advisory Committee, reviewed the evaluation summary
and recommended that System Consultants Inc., (SCI) be awarded
the contract, contingent upon site inspections of SCI's two most
recent installations: the City of Hollywood, FL and the Toronto
School Board. City staff completed the site visit to the City of
Hollywood on September 16, 1994. The Certification Committee and
two members of the Audit Advisory Committee visited the
Metropolitan Separate School Board of Toronto, Canada, on October
14, 1994.
Both site visits were successful and reaffirmed the Selection
Committee's recommendation of award to SCI, as the most
responsible and responsive proposer. The contract is in the
proposed amount of approximately $531,000. The cost of this
purchase will be paid over several years as its various modules
are implemented and will be financed from Capital Project, No.
311027, Account Code No. 260201-270.
Attachments
0
COMPUTER SOFTWAW SYSTEM
!YD ZILa
a2D goo s RFP-93-94-063
MARCH 14, 1994 10:30 a.m.
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SIGNED$- -
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SE\f'BY:E'ROCLRENIEN;T N1ANA(iFMElr,k,)2-25-91 .10:200 : C1TY OF;-fiKMI
CIT-RU of �ffitantt
RON C. WILLIAMS
Administrator
�!Ijomel Bill u
RFP; NO, 93-94-063
February 1.7, 1994
:*213
CESAR W. 0010
City Manager
Page 1 of 2
91&
For the purchase, installation and implementation of a computer
software system needed to enhance several areas of an automated
financial management system
THIS ADDENDUM CHANGES THE PROPOSAL SUBMTTTAL DATE AND PROVIDES
ADDITIONS TO THE SPECIFTCATIONS AND SPECIAL CONDITIONS AS FOLLOW:
************k*****************k****************************************
NEW OWNING _ I28.TE_L.._ r".��rtd�t�.,..: noh _ 4.e_ 2_4 . a-__1��..Q._�1��
The item below is added to page S-2 of the General System Requirements
of the Spec.i f i(-:at ions:
Fgatxre Degcriolio_R Comp-1
16. All files, work flow (WFLs), and
programs must conform to the City's
file naming standards - FN/xx/yy/Name
FN - Financial System
xx - Application (e.g. FM: Fund Accounting)
yy - file type such as (but not limited to)
PO - object code
PS - source code
Pi - work flow
PK - data file
Name - File Name description, not to exceed 17 characters
EXAMPLES:
FN/F14/FO/REVENUERPT
FN/FM/PK/REVENUEDATA
UFPARTMENT OF GENERAL SERVKJS .ADMINISTRATION A!,'fD SOLID WASTE/Procurement Man.cgeme-tit Division
1390 N.W. 20th Street/Miami, Florida 33142/(305) 575-5174/FAX; (305) 575-5180
FEE-25-: 4 FR I 10 :35 305 575 5180 F. U'2
3FAT- BY;PROCURENIENT 1IANAGEMENT,.i2-25-94 ;10;2.0AN1 .
To;
From:.
Comments:
14 W/-?
C I TY OF,,I,Xl I
City of Miami
Department of General Services Administration
and Solid Waste
An 191LAW
IF A&
Departmental Fax Numbers:
® Administrator's office - 575-5187
I Communication Services - 575-5192
11 Graphic Reproductions - 575-5187
1..._. ..__.._
This is page 1 of:
If there are any questions or it you
did not receive all documents or
readable copy, please call,.
I Fleet Management •- 575-5187
2 Procurement Management - 575-5180
I Property Maintenance - 575-5146
I Solid Waste - 326-1 *114
FEB--25-94 FR T 10 ; 35
305
0575
'7C 5180
SEAT• BY : PROCI RE11ENT NiXNAGENIEN'T: 2-25-94 :1 O : 21ANi CITY OF,: -1.I1ANi I
ADDENDUM NO, -.I
continued
RFP NO. 93-94-063 February 17, 1994
Page 2 of 2
For the purchase, installation and implementation of a computer
software system needed to enhance ueveral areas of an automated
financial management system
THIS ADDENDUM CHANGES THE PROPOSAL SUBMITTAL DATE AND PROVIDES
ADDITIONS TO THE SPECIFICATIONS AND SPECIAL CONDITIONS AS FOLLOW:
The section below is added to the RFPs Special Conditions:
Q1jrL+ICT OF INTEREST
Provisions of State Statutes and City Ordinances require that all
proposers must disclose with their proposal. the name of any officer,
director, or agent who is also an employee of the City of Miami.
Further, all proposers must disclose the name of any City employee who
owns, directly or indirectly, an interest of five percent (S%) of more
in the proposer's firm or any of its affiliates.
ALL OTHER INFORMATION AND REQUIREMENTS REMAIN THE SAME.
SINC ELY,
JUDY S. CART;
CHIEF PROCUREMENT OFFICER
PLEASE SIGN AND RETURN THIS ,ADDENDUM TOGETHER WITH YOUR PROPOSAL AS
ACKNOWLEDGMENT OF RECEIPT. FAILURE TO DO SO MAY DISQUALIFY YOUR
RESPONSE.
SIGNATURE & TITLE
-- COMPANY NAME
FEE-25-94 FRI 10:36 305 575 5180 P.0
LEGAL ADVERTISEMENT
RFP NO. 93-94-063 Ir
C/11
Sealed proposals will be received by the City of Miami City Clerk
at her office located at City Hall, 3500 Pan American Drive,
Miami, Florida not later than 10:30 a.m. February 28, 1994 for
the purchase, installation and implementation of a computer
software system needed to enhance several areas of an automated
financial management system and which will interface with the
existing automated purchasing system.
Proposals submitted after the deadline and/or submitted to any
other location or office shall be deemed not responsive and will
be rejected.
A pre -proposal conference will take place in the Conference Room
at the Finance Department, Dupont Plaza Center, 300 Biscayne
Boulevard Way, Second Floor, Miami, Florida on February 15, 1994
A 10:00 a.m.
Ordinance No. 10062, as amended, established a goal of awarding
51% of the City's total dollar volume of all expenditures for All
Goods and Services to Black, Hispanic and Women Minority Business
Enterprises on an equal basis.
Minority and women vendors who are interested in submitting
proposals and who are not registered with the City as minority or
women vendors are advised to contact the City's GSA/Procurement
Management Division, 1390 N.W. 20th Street, Second Floor,
Telephone 575-5174.
Detailed Request for Proposal packages are available upon request
from the City's GSA/Procurement Management Division.
The City Manager may reject any and all proposals and
readvertise.
(Ad No. 1456)
Cesar H. Odio
City Manager
.;� '%;,.. o!,p�,G„; ca :v4'ri.,:• - '.. _��-t �',�. ,-.;::.. r .s^s''� � ,�`u'a�;` � a,�':;:P�.r.a+f7vd'%'a'r�"',�,5'a,^�.
01
ti
City of Miami
REQUISITION FOR ADVERTISEMENTThis
1
1456
number must t'
appear In. the
advertisement.
s
INSTRUCTIONS: PleasLtyge
and Attachv
1..Depertmentc
Nagagement &
Budget and Finance
2. Division:
,r
3. Account. Code number:
262901-287-311027
4. Is this a confirmation:
❑ Yes No
r
5. Prepared by:
Maritza Pages
6. Size of advertisement:
7. Starting date:- R 31
1994
8. Telephone number:
575--5174
9. Number of times this advertisement is to be 10. Ty a of advertisement:
published: 1 ij Legal ❑ Classified ❑
Display
11. Remarks:
RFP NO.
93--94--063: Financial Management System
12.
Publication
sy
Invoice `
ce
Amount
Date(s) of
Advertisement
Miami- Review
Miami Times
Djar-in Las Americas
i
4
i
f
5
4
r
13.
} Approved
E ❑ Disapproved
art e Y i cVrl,e
Date
Approved for Payment
Date
I C IGS�PC $03 Rev. 12/89 I Routing Forward White and Canary to G,S.A, (Procurement Management) ano retain mnK copy.
DISTRIBUTION: White - G.S.A.; Canary - Department
R E (7 F PV F- r)
*94 MAR 14 AlO :30
MAT i, Milli-"4-d
". - P K c Il"! it,
CITY GT` FLA.
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Judy S. Carter
Chief Procurement Officer
FROM : Carlos E. Garcia
Director of Financ
DATE November 7, 1994 FILE
SUBJECT RFP 93-94-063
City Fund Accounting
System
REFERENCES.
ENCLOSURES.
This department has verified with the Department of Management &
Budget and the Capital Improvements Administration that $274,000
of the estimated required .funding of $531,000 is currently
available to cover initial installation and the remaining will be
paid over several years as its various modules are implemented
and will be financed from Capital Project No. 311027, Account
Code 260201-270.
BUDGETARY REVIEW & APPROVED BY:
(Except for items funded
through Capital Improvement
Program)
anohar Surana, Director
Department of Management
& Budget
CAPITAL IMPROVEMENT FUNDING
REVIEW AND APPROVAL:
Capital Program Manager
91- 874 -3
U
CITY OF MIAMI
Data Processing Application Software
Evaluation Summary
A. General
1) System
2) Subsystems
B. Support & Training
C. Programming Language
D. Previous
1) Experience
2) Performance
E. Price
F. Implementation Plan
G. Customization &
Enhancement
Total
Schedule 1
1 1 2
2 x 2
2 2 2
2 1 1
2
2
2 $658,700
2
2
3
U
Scale
1. Exceeds requirements
2. Meets requirements
3. Does not meet requirements
NUMBE
1
2
3
�t e?
VENDOR
SCI
GSI
SCT
2
1
1 $531,000
2
1
1
U
2
1
2 $657,000
2
2
2
U
94- 874
S
0
RFP NO. 93-94-063
Automated Financial Management Systems
Finance
Contract
To enhance the City's financial management
system.
11
3
Capital Project Number 311027, Account Code
No. 260201-270
0
ALL VENDORS ...........................
MINORITY/FEMALE (M/F) VENDORS.........
Within City limits .................
Registered with City ...............
Black(B) Vendors .. .. ...............
Located within city limits.........
Registered with City ...............
94- 874 7
Reasons) for NO PROPOSALS are as follows:
1. HTE, Inc.- "Time frame for having the UNIX product available for
delivery is eighteen (18) to twenty-four (24) months."
2. BI-TECH Software, Inc.- "Unable to address the specified minimum
requirements for providing two (2)
references of government agencies."
IT IS RECOMMENDED THAT AWARD BE MADE TO SYSTEM
CONSULTANTS INC. (SCI), A NON -MINORITY NON -
LOCAL VENDOR FOR A TOTAL PROPOSED AMOUNT OF
$531, 000.00.
Dat