HomeMy WebLinkAboutR-92-0402J-•92-373
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use EZSPBO/DAMAL, an adhoo reporting software tool, for an evaluation period
of one year and Regwest for Proposals No. 89-90-134 approved by the City
Comission pursuant to Resolution No. 91-207, adopted March 14, 1991; and
CITY COMMISSION
MEETING OF
JU14 1 1 1992
Resolution No.
92- 402
WHEREAS, the one year rental cost was $20,000 of which $16,000 vJ-U be
credited to the perpetual lioense cost if the option to acquire the license is
executed before July 1, 1992; and
individual to generate
reports from data
accumulated on
disk by application
software without the
assistance of programing
froan
the Department of
WHEREAS, based on the performance as well as the guarantees provided it
has been determined *that the aoquisition of said software is in the best
interest of the City; and
:HERE the Department of Computers has ca• inmdated. by requests from
all h • Departments for on-demaDd reports which required reassignment of
�• asp •: :� •. - • Reno • •�•.:• • • •a •• • ca ••
WHEREAS, funds for said purchase are available from various City
WHEREAS, the City Manager and the Direotor of the Department of
Y:1:1.1:� •:'1: :1. :vial s� Y:1: •� lob • • ' Y:1: N •1" �� �
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• - Pesolution axe herIeby adopted by reference thereto and inoorporated
herein • set forth In this Seotion.
R,eporti.4 Software Perpetual Lioense In the amount of $38,000.00, SUIPPO
_2_
92- 402
3.
maintenartoe at a first year oast of $8,910.00 and referenoe manuals in the
amount of $120.00 for a total proposed cost of $47,030.00 from Software
Clearing house (Rental. of sand software was approved for a one year evaluation
period, at a total cost of $20,000.00, pursuant to Resolution No. 91-2C7
adopted March 14, 1991) is hereby authorized; further, pursuant to the
contraot between the City of Miami and Software Clearing house dated June 28,
1991, $18,000.00 of the hereinabove $20,000.00 one year rental fee will be
credited to the Perpetual Lioense oost upon execution of the purchase option
prior to Oluly 1, 1992, with funds hereby allocated from various City
Departments as follows: Polioe A000unt No. 2.90201-335 ($12,000), Fire, Rescue
and Inspection Services Aoaount No. 280401-335 ($12,000.00), Plaaniing,
i' i ng and Zoning Ar000tmt No. 560701-335 ($12,000.00), Finanoe Account No.
260701-335 ($5,030.00), Labor Relations Account No. 270501-335 ($3,000.00),
General. Services Administration and Solid Waste Account No. 420901-335
($2,000.00), and Persornel. Management A000unt No. 270101-335 ($1,000.00) for a
total cost of $47,030.00.
Section 3.
The City
Manager is hereby
authorized1l to instruct
the Chief Procurement
Offioer to
issue a Purcbase
Order, for said acquisition
and thereafter to extend the annual support maintenance in a000rdanoe with the
same terms and conditions as set forth in a oontraat, in a form aoceptable to
the City Attorney, and subject to the availability of funds.
Section 4. This Resolution shall become effeotive immediately
upon its adoption.
The herein authorization is further subject to oomplianoe
with all requirements that may be imposed by the City
Attorney, inoluding but not limited to those prescribed by
applicable City Charter and Code provisions.
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BID ITEM:
BID. NO.:
10
BID _SECURITY _LIST
Software for "Ad Hoc Report`_
W
De��rtment of Commuters ____
_n= 0 114---------------------------•-----------------
DATE BIDS RECEIVED:u_��._�.��Q_ 2:..12PLm-------------------------
TOTAL BID_BOND_SArj T090
BIDDER BID AMOUNT CASHIER'S CHECK
---------------------------
B & L Associates, Inc.
--------------
See attached
bid
-------------------------
The Progeni Corporation
of"
Software Clearing House
"
EDP Systems, Inc.
it of
--------------------
Response Technology, Inc.
--------------
---------------- --- _ -
Intercomputer Communications Cori)r
"-_--`- '_,
Unysis Corporation
_
"
_-_--_--___-
t _ `- -----
--_--_--_--------�
1
NO T-tTI) ---------------
International Bankers Equipment
C_C�mRuterS, .-n ati---- ------
--------------
--------------
-----------------------
G.C. Software
3L&+- cmmc ,.-�-------------
-------------
------------------------
M.F.B. International, Inc.
atiaa managemeat_systems�.
AC Engineering, Inc.
------------------------------------
------------------------------------------------
---------------
--------------
------------------------
I I ---------- -•---
-------------
----------------------
h`la�
received ( envelopes on behalf of
tersan. raceiving bids)
...
GSA ement Office on
- .. _ _Procur_ -. - _..----------------------
LEGAL ADVERTISEMENT
RFP NO. 89-90-134 i
Sealed proposals will be received by the City of Miami City Clerk
at her office located 0 Pan rive, Miami, Florida,
33133 not later than 00 .m. Julv�„2. lfor the furnishing of
_ software for "Ad Hoc Repor�neration for use in conjunction
with a wide variety of mainframe and microcomputer applications
currently in use throughout the City, for the Department of
Computers.
Proposals submitted past such deadline and/or submitted to any
other location or office shall be deemed not responsive and will
be rejected.
_-_ Ordinance No. 10538 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.
�I
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 of Miami
ic
- Minority/Women Business Office, Dupont Plaza Center, 300 Biscayne
=!' Boulevard Way, Suite 400, Telephone 579-3366.
Detailed. specifications for the
request at the City Procurement
Second Floor, Telephone 575-5174.
(Ad No. 7969 )
proposals are available upon
Office, 1390 N.W. 20th Street,
71
w
Cesar H. Od io
City Manager
i
�C[-lVr-[�
i
REQUISITION FOR ADVERTISV44�T .This number must appear
2 `7.
DEPTIDIV. PrOCLIrelil bt (Lcir ('nmj;,»t•nre )
ACCOUNT CODE ____ 4602014.287
DATE—Iiune 7, 1990 jPHONE_ 575-5174-
PREPARED BY Maritza rages
P
+ in the advertisement.
1. G
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jTr to i -
APPROVE'D/'/yLq.V ,
vZw---
DIRECTORbF ISSUING DEPARTMENT
Publish the attached advertisement, one (1) times.
(number of times) r
Type of advertisement: legal X classified display
giecR ,Qne)
- C7
Slzd Leggy ' Starting date 6113 / 9 0
First four words of advertisement: IRFP NO, 89-90-134: Sealed pro= osaI , w4'1 i ) n jam.
Remarks: Software ! for lAd—Hoc snort
f ,
(open 7/2/90 -- 2:30 p.m,)
i '
DO NOT TYPE BELOW THIS LINE. FOR USE OF FINANCE DEPARTMENT ONLY.
LINE .'
I
PUBLICATION j
DATE(S) OF
ADVERTISEMENT
1NVOICE
AMOUNT
0'
Miami Review i
-A_
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D-4
'
E-5
F3
F4
F5 +
F7
F8
F9
F10
F11
Fit
LINE
TRANS
VOUCHER
YYU MMATDED
Adv. Doc. Reference
VENDOR
INDEX CObEOBJECT!'.PROJECT
11
13 -' ` . '17
18 �5
34 39
42 45 50.51
5657
162
63 65
66 ` 71
10
1
2
4111
IVIPIl
1210121
287.1
171.'
1
2
3.4
7
18. V P 12
314
15 DESCRIPTION 36
64 DISCOUNT6
72 AMOUNT. ' . 80
5
2
0
0
2
0
1
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i
White — Purchasing
Yellow copy:
Pink copy:
Approved for Payment
Yellow - Finance Pink— Department '
Silvia Mendoza, City Clerks Office f -_
maritza, Procurement Management
.
C, T i' C j � i !. '. " CLO:� L_�- 0
INTER -OFFICE MEMORANDUM
TO The Honorable Mayor and Members
of the City Commission
Cesar H - Odio,
City Manager
RECOMMENDATION
D A
S JBJ_C_ RECOMMENDATION FOR
RESOLUTION AND ACQUISITION
OF ADHOC REPORTING SOFTWARE
PERPETUAL LICENSE
REr7ERENCES
�N'LOSUR=_S
It is respectfully recommended that the City Commission adopt the
attached resolution by agreeing to purchase the Perpetual License
from Software Clearing House, a non-minority/non-local vendor located
at Three Centennial Plaza, 895 Central Avenue, Cincinnati, Ohio
supplier of Decision Support's EZSPEC/DARGAL Adhoc Reporting
software. This software was acquired last year under RESOLUTION NO.
91-207 for a one year evaluation. The one year rental cost was
$20,000 of which $16,000 can be credited to the cost of the perpetual
license if the option to acquire the perpertual license is executed
before July 1, 1992. The funds for this purchase in the amount of
$38,000 for the Perpetual License, $8,910 for the first year of the
annual maintenance fee and $ 120 for reference manuals is available
as follows:
Department
Police
Fire
Planning, Building & Zoning
Finance
Labor Relations
General Service & Solid
Personnel Management
BACKGROUND
General Fund Account
290201-335
280401-335
560701-335
260701-335
270501-335
Waste 420901-335
270101-335
Total:
Amount
$12, 000
$12, 000
$12, 000
$ 5,030
$ 3,000
$ 2,000
$ 11000
$47, 030
On June 26, 1991, the City of Miami entered into a contract to use
EZSPEC/DARGAL, an adhoc reporting software tool, for an evaluation
period of one year. Adhoc reporting software enables a non -technical
individual to generate reports from data accumulated on disk by
application software. Since then user departments have been creating
on -demand reports without the assistance of programming from the
Department of Computers.
Prior to this the Department of Computers had been inundated by
requests from all city departments for instantaneous on -demand
reports. These requests have required reassignment of resources that
had previously been planned for other projects.
02
.92- 4
_ ; cry-f
Page Two
The:Honorable Mayor and Members of the City Commission
Adhoc Reporting Software Perpetual License
Ir, order to enEble each city department to produce their own on -
demand reports without the expensive reassignment of programming and
analysis resources the Department of Computers had solicited requests
for proposals on adhoc software.
In March of 1991, after a review of all the bids, the City Commission
awarded RFP no. 89-90-134, Adhoc Reporting Software, to Software
Clearing House in RESOLUTION NO. 91-207 for a one year evaluation
contract.
Upon execution of the contract the City of Miami received the
following:
1) Twelve months use of the product EZSPEC/DARGAL through
Level 3 beginning on July 1, 1991 thru June 30, 1992.
2) A two day training class for twelve individuals given
by a Decision Support employee at the City of Miami on
May 21 & 22 1991.
3) Three days of installation/administrative setup done by
a Decision Support employee on site at the City of
Miami on May 18, 19, 23 1991.
4) One year maintenance and support which included
a) Product updates and new releases
b) Documentation updates
c) Hotline/telephone support
d) Effective and timely problem resolution
Under the terms of the previous contract, the City of Miami has the
option, if executed within twelve months, to upgrade to a Perpetual
License with the following guarantees:
1) Purchasing EZSPEC/DARGAL Level 3 at the 1990 price of
$54,000 with a Credit in the amount of $16,000 toward the
purchase giving the city a net price of $3B4O00.
($54,000 - $16,000 = $38,000)
2) The first year maintenance pric,: locked at $8,910.
3) The second and third years maintenance price to be
15% of the then current perpetual license fee where
an increase can not exceed the cumulative per year
Consumer Price Index (CPI) or a 20% increase between
successive years.
92- 402
Page Three
The•.Honorable Mayor and Members of the City Commission
Adhoc Reporting Software Perpetual License
It is in the best interest of the City to upgrade to a Perpetual
License for EZSPEC/DARGAL because:
1) It has proven to be an effective tool for non -technical personnel
to generate their own on -demand reports with no or minimal
resources required by the Department of Computers.
2 ) It would be cheaper to purchase the license at $38, 000 than to
rent it at the going rate of $28,512 per year. After the first
year the city would be saving money.
Purchase Maint.
Total
Rental
Total
1992/1993
38,000 $ 8,910
$ 6�,910
$28,512
$ 28,512
1993/1994
- $ 9,800*
$56,710
$31,360*
$ 59,872
1994/1995
- $10,780*
$67,490
$34,500*
$ 94,372
* Estimated cost reflecting 10% increase
3) Besides investing money the city has invested time and effort in
setting up EZSPEC for each of its major databases.
A) Police
B) Fire
C) Payroll
D) Building and Vehicle Maintenance
E) FAMIS
F) Police Time Accounting
G) Accounts Receivable
H ) ARPS
I) Property
4) The existing license will expire on July 1, 1992. If the License
is not purchased the city would lose personnel productivity gains
and job enrichment that has been obtained by a number of city
employees. Approximately one hundred non -technical city
employees have been trained to create their own reports using
EZSPEC.
92- 402
3
CITY OF' MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO Ron Williams DATE May 5, 1992 FILE.
Administrator
General Services Administration SUBJECT Approval for Purchase of =
and Solid Waste Adhoc Reporting Software
• Perpetual License
FROM REFERENCES
Carlos F. Smith '-
Director
ENCLOSURES
Department of Computers
This department has verified available funding with the Department of _
Budget that funds are available to cover the cost of the subject
purchase in the amount of $47,030 as follows:
Department
Police
Fire
Planning, Building & Zoning
Finance
Labor Relations
General Services/Solid Waste
Personnel Management
BUDGETARY REVIEW & APPROVED BY:
Manohar Surana, Director
1
Department of Budget
General Fund
Account
290201-670-
280401-844 .5-;. '
280401-670 ; •;;
560701-640
260701�-34e-
270501-660
420901-889
270101-7-2-2-
Amount
$ 12,000
91000
3,000
9,463
2,537
5,030
3,000
2,000
$ 1,000
47,03U
92- 402
,JCUREMENT MANAGEMENT t
itVISION
RFP SHEET
�.V. U. ✓✓V IVJ
Miaa+i, 33233-0708
TELEPHQ NO. 579-6380
RFP . 89 90-13a
IMPORTANT: PROPOSAL SHEET AND PhOpOSAL ACKNOWLEDGEMENT MST BE
RETURNED IN DUPLICATE IN THE ATTACHED ENVEWPE IDENTIFIEO BY
PROPOSAL. NUMBER, TIME AND DATE OF PROPOSAL OPENING. IF SECURITY
IS REQUIRED, A PROPOSAL WILL NOT BE ACCEPTED UNLESS THE DEPOSIT
OR BOND IS SUBMITTED IN THIS ENVELOPE -
Terms: Net/30_(Include cash discount for prompt payment, if any)
Additional discount of� 0 2 if awarded all items.
60 'day wee trial - 90 days of free maintenance included with
Warranty and/or guarantee: Rgrpetual license fee
State any variances to specifications (use separate sheet if
necessary) : See Attar-hment A
Delivery: S calendar. days 'required upon receipt of Purchase
Order.
Delivery Point(s) : FOB, Matthews, NC
In accordance with the Invitation to Proposal, the Specifications. -
General Conditions, Special Conditions, and General Information to
Proposers, we agree to furnish the Item(s) at Prices indicated on the
attached proposal sheet (s.) .
NAMES OF COMPANY OWNER(S):
Dr. William D. Ivers
NAMES OF COMPANY OFFICERS:
Greg Philippe
Torn Cashman
Gex Williams
Please use the back of; this page if more space is necessary
Name of individual holding license in this profession (if applicable)
N/A
N/A
MINORLTY PROCUREMENT COMPLIANCE
The undersigned proposer, acknowledges that it has received a copy of
Ordinance No. 10538. the Minority Procurement Ordinance of the City of
Miami, and agrees to comply with all applicable substantive anti
procedural provisions therein, includinq any amendments thereto.
PROPOSER: Software Clearing+�
house .,rynaC.ure:���
company name
P r. i n t N.� Luc : Cox _Wi 1 l j ams
Lndicateif Minority Business: Date: June 28, 1990
Black ( ] hispanic [ ] women
92- 402
FAILURE TO COMPLETE, SIGN, AND RETURN THIS DORM MAY DISQUAE.LFY THIS
PROPO!;A(..
AWARD SHEET
RFP NO. 89-90-134
ITEr_i: Purchase of ADHOC Reporting software
Perpetual License, Annual Support
Maintenance and Manuals.
DEPARTMENT: Computers
EE ASON: The above mentioned software has been
evaluated for a period of one year.
Adhoc reporting software enable a non-
technical individual to generate reports
from data accumulated on disk by
application software.
RECOMMENDATION: IT IS RECOMMENDED THAT THE PURCHASE FOR
SOFTWARE PERPETUAL LICENSE, ANNUAL
MAINTENANCE AND MANUALS BE APPROVED FROM
SOFTWARE CLEARING HOUSE IN THE AMOUNT OF
$47,030.00.
i
J,
Chi Procur 0 'cer
5 �sI
Date