HomeMy WebLinkAboutR-93-0390PF' 01,11TTO N NO •
r, P,F OLU T IOM, RY A 4 ,/5THS AT'FI Pr1ATJ ` F VOTF OF
THE MFM11ERS OF THE CITY CO1 .MT SS I O11a AFTER A
DULY A.DVER`L'ISED PUBLIC HEARING, RATIFYING THE
CITY MANAGER'S FINDING OF' SOLE SOURCE,
WAIVING THE REQUIREMENT FOR COMPETITIVE
SEALED BIDS AND APPROVING THE ACQUISITION OF
SOFTWARE FOR AN AUTOMATED PROCUREMENT SYSTEM
FROM ADVANCED PROCUREMENT SYSTEMS, THE SOLE
SOURCE PROVIDER FOR THIS SOFTWARE, AT A
PROPOSED AMOUNT OF $21,540.00, FOR THE
DEPARTMENT OF GENERAL SERVICES ADMINISTRATION
AND SOLID WASTE, PROCUREMENT MANAGEMENT
DIVISION; ALLOCATING FUNDS THEREFOR FROM THE
INTERNAL SERVICES FUND, ACCOUNT CODE NO.
420901-840; AND AUTHORIZING THE CITY MANAGER
TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO
ISSUE A PURCHASE ORDER FOR THIS SOFTWARE.
WHEREAS, the Department of General Services Administration
and Solid Waste, Procurement Management Division, is recommending
that competitive bidding be waived for the purchase of software
for an automated procurement system from Advanced Procurement
Systems, at the proposed amount of $21,540.00; and
WHEREAS, the purpose of the automated system is to eliminate
the clerical and manual processing tasks in the procurement
cycle, automatically capture history, and generate operational
and managerial reports; and
WHEREAS, the utilization of a standardized commodity and
service coding system is essential to the automated procurement
process, as is the automatic revisions to this system; and
CITY COMP USSION
MEETING OF
J U N 2 9 1993
Resolution No.
j
93— J�V
WTIF PF AS, t Nf!t ►Ia l Tr)e i, i.t ilt- of G')vc:'y nr,o1-11-.n l T'iir..r,}tas i nu ' s
(NTG'P ) commnd i_ ty and se ry i Ce cod i.nq --ys t er, is t.hQ
universally accepted and iised by many public jurisdictions; and
WHEREAS, Advanced Procurement Systems is the sole provider
of software which utilizes the NIGP commodity and service coding
system and provides regular revisions to the system that will
automatically modify all affected product codes; and
WHEREAS, funds for this acquisition are available in the
Internal Services Fund, Account Code No. 420901-840; and
WHEREAS, the Chief Procurement Officer has adopted a finding
that Advanced Procurement. Systems is the only vendor able to
provide the software specified by the City; and
WHEREAS, the findings of the Chief Procurement Officer have
been approved and adopted as the findings of. the City Manager;
and
WHEREAS, the City Manager and the Chief Procurement Officer
recommend that the requirement for competitive formal sealed bids
be waived and that the procurement of this software from Advanced
Procurement Systems as the sole source, be 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 hereby adopted by reference
thereto and incorporated herein as if fully set forth in this
Section.
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93-- 390
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�.
t.h� City (,'ommi_ssi.on a.fi^er a duiy arl �� t,.iSeri pill -)I i.r: bpnring,
city Manager's written finding that Advanced. Procurement: systems
is the sole source of the software for an automated procurement
system is hereby ratified, the requirement for competitive sealed
bids to acquire said software is hereby waived and said purchase
is hereby approved.
Section 3. Funds for the acquisition of the aforementioned
hereby
software are therefor/allocated from the Internal Services Fund,
Account Code No. 420901-840, in the amount of $21,540.00.
Section 4. The City Manager is hereby authorized to
instruct the Chief Procurement Officer to issue a purchase order
for this software.
Section 5. This Resolution shall become effective
immediately upon its adoption.
PASSED AND ADOPTED this 29th day of J
1993.
/�� XAV I ER L UARE'L MAYOR
Zd
MATTY HIRAI, CITY CLERK
PREPARED AND APPROVED BY:
r
RAFAEL 0. DIAZ
DEPUTY CITY ATTORNEY
APPROVED AS TO FORM AND CORRECTNESS:
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93- 390
IPi7F C?F F1 F. MFPyffF;AP�FFlA1
The Honorable Mayo' and 1
Members of the City Commission Resolution Authorizing
the Sole Source Purchase
of an Automated
Purchasing System
OA
gErcc;EUC�s
,. Ces
Cit�,"afi►ager `—
Fr,cLosttREs
It is respectfully recommended that the City Commission adopt the
attached resolution authorizing the sole source purchase of
software for an automated purchasing system for the Procurement
Management Division of the GSA/SW Department (Procurement). The
Division is seeking to become more efficient and effective by
eliminating the manual tasks now being done by staff to purchase
goods and services on behalf of City Departments. It is
the system acquired provide the
essential to Procurement that
National Governmental Institute of Purchas.ing's (NIGP) commodity
and service coding system, which is regularly revised and
conforms to the standard used by many governmental agencies
nationwide.
BACKGROUND
An investigation was initiated by procuremen staffcal to deter iine
whether Advanced Procurement Systems, a
th
sole source supplier of the software for an automated purchasing
system, as specified by the General Services Administration and
Solid Waste Department/Procurement Management Division. Staff
from GSA/SW's Communications Division, the Computer Division of
the Budget Department, and Procurement staff researched products
from several
companies,
Procurementincluding
Systemsl�APS)Corporation, HTE, Inc.
(HTE), and Advanced
The Elke system is unsuitable because this system is a
maintenance management system more suited for the private sector,
where parts and inventory warehousing .is prevalent. While HTE
Inc.'s product contains useful features appropriate for any
purchasing system, the firm does not have the license to utilize
the NIGP commodity and service code the City requires, nor can
the firm provide continual updates to that code.
other stand-alone systems were reviewed from the I.C.M.A.'s 1993
Software Reference Guide. Most of these systems are appropriate
for organizations with centralized warehouses requiring inventory
1V control. Included in these categories were products from ITX
t
V91/
93- 390
Technologies, Josalli, Inc., KRS Enterprises, Inc., Software
Solutions, Inc., and Timesaver_ Systems, Inc. Software from Cornerstone Infor_mati.on Systems, Inc., had some features suitable
for purchase orders; however, it did not meet Procurement
Management's specific and unique needs.
The proposed software was developed by Advanced Procurement
Systems in conjunction with the National Institute of
Governmental Purchasing, Inc., an educational and technical
assistance organization dedicated to raising the standards of
public purchasing. The City of Miami has been a member of this
institution since October, 1954. The APS software was developed
for exclusive use by public jurisdictions only when automating
their purchasing operation. It is the only software that has the
standardized commodity code built into the system, which is the
base of automation, and provides the updates that when revisions
occur all the purchasing history is automatically made current.
The ongoing support of the commodity code is critical to the
success of any public jurisdiction's purrl-lsing operation.
APS is a full -function, modular software whose features eliminate
repetitive clerical and manual processing events in the
procurement cycle, automatically capture history and generate
operational and managerial reports. The system offered by APS
has two unique features: 1) it utilizes the National Institute
of Governmental Purchasing, Inc. (NIGP) commodity and service
code and 2) provides for automatic revisions to this code through
regular updates which globally change all occurrences of affected
commodities. The City currently uses the NIGP code on its vendor
applications.
Public entities currently using this software throughout the
United States and Canada include cities, counties, states,
colleges and universities, public schools, port and
transportation authorities, and hospitals. User -agencies of this
software include the cities of Norfolk, Oakland, Tulsa and St.
Petersburg; Florida counties of Escambia, Hillsborough and
Marion, and the Pasco County School Board.
The cost associated with purchasing this software is $21,540.00.
Enc. Proposed resolution
A
93- 330
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INIFR-Cif=FIGS N
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. ..,.,.,c ��tr.r!!� !Aft [tq�l&Y(i+flR! fllF`"•,Tn_ '�Ti ! �;�^R e �
7 h
+t,f
chief Procurement Officer O^'E ,9une 3, 1993 PILE
Sala Source Purchasp
of an Automated
Puxchasing System,
Ron E . Williams NEFEWNL'ES w
-Assistant City Manager
GJ �f
The Department of General Services Administration and SolifkAaet8
has verified available funding with the Department of Management
and Budget that funds are aysiXabla to cover the coat of the
subject Sole Source in the amount of $21,540.00, Account Code No.
420901-840.
BUDGETARY REVIEW & APPROVED SYt
Manohar Surana, Director
Department of Budget
y
93- 390
LA
AWARD .SHEET
SOLE SOURCE
LJ
: Automated Purchasing System Software
DEPARTME: General Services Administration and
Solid Waste - Procurement Management
Division
T.XPE QF EUR : Single Purchase
RE,SDN: The acquisition of the automated
purchasing system software will
eliminate the reptitive, manual, time-
consuming tasks in the purchasing
process, currently done by staff for
citywide purchases. It will make the
process more efficient and effective,
automatically capture purchase history
and generate operational and management
reports.
RECOMMENDATION: IT IS RECOMMENDED THAT THE AWARD BE MADE
TO ADVANCED PROCUREMENT SYSTEMS, A NON -
MINORITY, NON -LOCAL VENDOR AT A PROPOSED
AMOUNT OF $21,540.00.
K
�alc'? /9
..�
D e
Ul Gq R -F r it. ,,,,,a 11
—
City Manager
��ner onGE'F Wiliams
R Manager
Cant City
44 !T'* W_ p, ,PjAI cLr1R.i_n,
n. ATr }fin y 27,
Sa]e Source PurchasO
rU?lEC:T
of an AutOmated�
purchasing SymtOm
REFERENCES:
[NC..101,;U!!ES Three
isjon of the GSA/SW t�!paxtment
urchasing sy®tern to
The Procurement s Managementseeking
anAutomatedp its staff f to
seeking done by
(procurement) manual tasks now being
eliminate the Departments.
purchase goods and services for City Dap
v®sti ation was initiated by procurement staff to determine
the
An in a non -local vendor,
whether AdvAncedlieocureme tautomatad purchasing system specified
Bole source Ier Administration and Solid
7r7adts
by the General Services Management Division.the
The staff from
Department/Procurement the
�SW,s communications Diviaio t etaffCre®!aarched products frm
omputer Division, Of
GSA., HTS, Inc.
Budget Department and cludi g he Elks Corporation,
saveral companies, including stems (A'PS)•
(HTE) and Advanced Procurement SY stem is a
The 61ke system is unsuitable because this suited for the private $actor,
maintenance management sYstOm more While HTE
Parts end inventory warehousing is prevalent.
where p ro riete for any
Ine•'e product contains u$does note have the license to utilize
purchasing syltQ1*r the firm requires, nor can
the NIGp commodity- nand ti sery
updates ice code o thatCcode
the firm provide 1993
systems were reviewed from the
Other stand-alone I.C.f'=• ro riate
of these inventory
Software Reference Guide. Most centralized w rehs�ue st rec�uirin9are pp
for organiLationa with roducts from ITX
control. Included in thee® categories Software Inc., Software
Technologies, Jos a d'Inc Timesaver Systems, Inc. Software from
Solutions, Inc., sterna, Inc., had some features suitable
Cornerstone Information Sy did not meet Procurement
for purchase orders) however, it
Management's specific and unique needs -
roe APS is & full -function, modularnual software
whose
fe Q ants eliminate
n the
repetitive clerical and ma processing and generate
procurement cycle, automatically capture The system histo
poffered by APB
operational and managerial re t uya tilizes the National institute
has two unique zeaturee: 1) Inc. (NIGP) conm+odity and service
of Governmental purchasing,
93-- 390 1-7
CnVAP1,r Pd10
r..ncl�^ snd ?. � r4r.Cau l d�Gs fciz: nt;t:r,sjnt.i.(; rpid , l on€� I.o t.tii crid- thE:,))vi 11)
rjob fly 7hAnq- n i
ce�m t�ditR�as, Thy+ City cur_rgnt.ly ur;c"s 4--b+ tIICP code can i.ts VQndoz
zappl icat ions .
The propoacad softwaarQ wags developed by Advanced Procurement
Systemac in con junction with the taat.ional Insti.tute of
Governmental Purchasing, Inc., an educational and technical
assistance organization dedicated to raising the standards of
public purchasing. The City of Miami has been a. member of this
institution since October, 1954. The APS software was developed
for exclusi.ve use by public jurisdictions only when automating
their purchasing operation. It in the only software that has the
standardized commodity code built into the system which is the
base of automation and the only one that provides the updates
that when revisions occur all the purchasing history is
automatically made current. The ongoing support of the convnodity
code is critical to the success of any publics jurisdiction
operation.
Public entities currently using this software throughout the
United States and Canada include cities, counties, states,
collages and universities, public schools, port and
tranaportation authorities, and hospitals.
The cost associated with purchasing this software is $21,540.00.
Accordingly, I am recommending that the requirements for
competitive bidding be waived and the attached findings be
approved, that Advanced Procurement Systems is the sole provider
of the automated purchasing system specified by the General
Services Administration and Solid waste Department/Procurement
Management Division.
Approved: -
Cesar Odlo
City Manager
Date:
cc: Judy-S. Carter, Chief Procurement Officer
Carmen Leon, Assistant City Attorney
Did File
Lj
m_nt. f_oz:
Procurement Management
GSA/Sty' Department
Ai t ir1)T71n I, i
For the past two ears, staff of the Procurement Management
Division of the GSA/SW Department has been working diligently
to
research and acquire an automated purchasing system to enable the
Division to function more efficiently and to comply with
directives from the members of the City Commission to improve the
City's overall procurement processes.
A committee was formed, with staff_ from the Finance, Computers,
Internal Audits and GSA/SW Departments, to investigate the
feasibility of purchasing a computerized system combining
Purchasing and Fund Accountirig functions. After a series of
monthly meetings, a decision was finally made to examine the Moore
closely the system utilized in Denver Public more
Governmental Syste,ik, and possibly visit the site Schools - to see how
operated.
successful this system was implemented and how efficiently it
Attempts by the Computers and Finance Departments to coordinate
with the Denver Public Schools proved futile, due to the problems
being experienced by the latter as they tried to bring several
computerized systems on line simultaneous) financial accounting and purchasin y� including ones for
In ad's
failure to correct deficiencies whit a implementdingo the Moore thesystem has caused us to reassess utilization of the Moore System.
Meanwhile, the Procurement Management Division continues to
function manually and is unable to timely meet some of the City
Commission's requests for reports relating to bids, purchases in
general, and spending with local and minority -owned firms. In
order to comply with City Commission directives to improve the
purchasing/bidding process, the division is still in need of the
following:
1. Vendor and commodity database systems
2. An automated purchasing order tracking system
3. A formal bid tracking system
4. A vendor performance tracking & follow-up system
S. A management reporting system
The above concerns can be addressed b software comprised of two purchasing modu esshe b siqulof
and open market purchasing. purchasing
93- 390 c7
Pi (ej;?
Basic 1'u.rchasina
The C.i t;I' n c ,i1 ,'e��t, iaet�f�oi' af"I)I i cati 9ns IIt. i_.1 i. �,p t_11A Nati.onaT.
Tnsti_t1ate of. GovQr_nmQnt.aI Purchas inq's (NTGP) commodi.t.y and
.service coding system, the uniform standard for categorizing
governmental. purchases throughout the United States. The basic
purchasing module is based on this system which would enable the
City to organize bidders, capture purchase history, assign buyer
workload and develop various management reports. It supports ten
(10) vendor categories for proper vendor identification,
establishes a vendor database, cross references vendor data with
purchase order information, and allows for tracking purchase
requisitions and orders to detect backlogs and evaluate problems.
Immediate access to comprehensive data on vendors is crucial to
the efficient processing of purchase requisitions, including
itemizing commodities available, cross referencing products, and
identifying vendors, particularly local ones, allowing buyers to
speedily research more products and monitor vendors. Manual
monitoring of vendors' insurance and other contract requirements
would be eliminated and replaced with a computerized history of
each bidder/contractor, and would allow termination of
unsatisfactory vendors.
Capturing purchase history of comodities and services purchased
is needed, The management reporting capability enables
forecasting of future purchases, tracking the number and dollar
volume of purchases, and allows more informed purchasing
decisions. It would provide a quicker response to City
Commissioners' request for information. By having access to
commodity usage and historical purchasing data, the City can plan
its purchases and take advantage of volume purchasing with
resultant savings to the City.
This module enables the integration of automated processing of
bids because it has the capability to select appropriate standard
clauses, terms and conditions for inclusion in bid solicitations,
allowing faster preparation by eliminating the manual logging,
tabulating tasks associated with detailed bid evaluations. It
generates mailing labels and bid correspondence through a
standard retrieval system and automatically produce vendor
performance reports as needed. Data generation in the bid
preparation process is easily retrieved and transferred to future
purchase orders. This module also allows accounting information
to be extracted and made available for a financial interface.
All of the above would assist in decreasing the processing time
in the various components of the purchasing system by eliminating
the more routine tasks now being done manually and would lend
93- 390
""IS ArrF,-gr'M'-.nj
Ed
more efficiency t:o the process. Vendors would be more eas.i.ly
identif_i-ed, departments would he A
would function more effectivelyb. t`er served and the divis�.an
important duties. Y� allowing time to perform more
The acquisition of the two modules, which include a tape of the
most recent commodity codes, ninety-day
service, manuals and self training,costs `-P1`-'Ph . supp0,•t
lement
strongly recommended that we Costs $�l,pppIt is
enhance the capabilitiesitcapabilitiesof ProcurtManagement and meet f�e
his system s it o
�overall of the City Commission.
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