HomeMy WebLinkAboutR-89-0362J-89-179
2/22/89
REsoLwioN No. S9'""-362
A RESOLUTION, WITH ATTACHME[SI', ACCEPTING THE
PROPOSALS OF ENVI OTI ME, TEM, SYSTEMS
RESEARCH INSTITUTE (ESRI) AND DIGITAL EQUIPMENT
CORPORATION (DEC) FOR THE SOFINIARE AND HAMIZARE
COMPONENTS OF A CITY OF MIAMLI GEOGRAPHIC INFORMATION
SYSTEM (GIS) , PURSUANT TO RFP INFO. 87-88-1.17 AU'HiORIZED
BY CITY COMMISSION RESOLUTIOTa 140- 87-1001,
AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE
CONTRACTS WITH ESRI AND DEC, IN A FORM ACCEPTABLE TO
THE CITY ATTORNEY AND IN SUBSTANTIAL ACCORDA14CE WITH
THE PROPOSALS SUBMITTED BY THE RESPECTIVE VENDORS AS
WELL AS DIE PROVISIONS SET FORTH IN THE ATrACHED
MEMORANDUM, FOR SAID PRODUCTS AND SERVICES AT A COST
NOT TO EXCEED $202,161 (ESRI) AND $128,044 (DEC) WITH
MONIES ALLOCATED FROM THE GEOGRAPHIC INFORMATION
SYSTEM, CAPITAL PROJECT NUMBER 314232.
WHEREAS, a need and opportunity exist to enhance the City's provision of
services, increase revenue, and reduce the cost of field operations by the use
of the analytical capabilities of a computerized Geographic Information System
(GIS); and
WHEREAS, the City Commission, by Resolution NO. 87-1001, has authorized
the issuance of a Request for Proposals (RFP) for the hardware and software
necessary to establish a Citywide GIS; and
WHEREAS, a GIS Task Force composed of a number of City departments has
been studying the development of GIS technology and its potential applications
for the City for the past four years; and
WHEREAS, a Request for Proposals for the GIS project was issued in June
1988 to a number of GIS system vendors; and
WHEREAS, a Ccrt�:)etitive Selection and Negotiation Conviittee chaired by
Sergio Rodriguez, Planning Director, and ccrirrise- i of representatives of the
Police, Fire, Housing, Solid Waste, Ccsmi-)uters, and Public Tlor};s Deparuiy--nts,
and consulting with the Law Departivent and the Office of Minority and Women
Business Affairs, has reviewed the four proposals subititted and unanimously
found the proposal sutimitted by Environmental Systems Research Institute
(ESRI) to be the only responsive software vendor by virtue of meeting the
minimum software qualifications of the RFP; and
CITY COMMISSION
MEETENG OF
APR 13 1989
RESOLUTION No.
REMARKS:
El
WHEREAS, the Selection Committee has unanimously found the Digital
Equipment Corporation (DEC) proposal for the host har;N-dre, when combined with
the complementary F.SRI soft-iAncrp and workstation proposal, to be the bRst
combination of price, quality, and other features available to the City; and
1,97-F,RE,AS, while the qualified vendors are non --minority firms, the
opportunity exists to incorporate minority participation in the project by
negotiating the training of a minority firm or individual in the use of the
ESRI system as a part of the final contract negotiations; and
WHEREAS, $335,000 has been appropriated for the acquisition of this
hardware, software, and technical support in the FY '89 Capital Appropriations
Ordinance 10521;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI,
FIARIDA;
Section 1. The complementary proposals of Environmental System Research
Institute and Digital Equipment Corporation for a City of Miami Geographic
Information System are hereby accepted by the City.
Section 2. The City Manager is authorized and directed to negotiate and
execute contracts, in a form acceptable to the City Attorney and in
substantial accordance with the proposals submitted by the two vendors, as
well as in accordance with the attached memorandum V, with Environmental
Systems Research Institute for a total cost not to exceed $202,161, and with
Digital Equipment Corporation, for a total cost not to exceed $128,044, for
the computer hardgare, software, and services necessary to establish a basic
GIS configuration, including the training of at least one minority firm or
individual in the develo,,miant of GIS application: using ESRI softurru e.
Section 3. This Resolution shall beccwe effcct-ive innisdiately upon its
adoption pursuant to law.
PASSED AND ADOPTED this 13th
�Y
MTTY-HIRAI, CITY CLERK
day of April 1989.
VIER L. SUAREZ MAYO
The herein authorization is further subject to compliance
with all requirements that may be imposed by the City
Attorney as prescribed by applicable City Code provisions.
PLAMI% REVIEW:
s RODRIGUEZ,
NG DIRECMR
FINANCE REVIEW:
GARCIA,
FI DIRECTOR
u
fi
PREPARED AND APPROVED BY: APPROVED AS TO FORM AND
EZ
ROBERT F. CLARK CI L.
CHIEF DEPUTY CITY ATTORNEY CITY ATIO1
To: Honorable Mayor and Members
of the City Commission
FROM :
Cesar H. Odi
City Manager
DATE : APR — j, 1989 FILE
Su6JECT: Resolution Accepting
Proposals for Geographic
Information System
REFERENCES:
City Commission Meeting of
ENCLOSURES: April 13, 1989
RECOMMENDATION
It is respectfully recommended that the City Commission adopt the attached
Resolution accepting the complementary proposals of Environmental S stems
Research Institute (ESRI) and Digital Equipment Corporation (DEC} and
authorizing the City Manager to negotiate and execute contracts with these two
firms for the hardware, software, and services necessary to establish a basic
geographic information system, at a total cost of $330,204, pursuant to RFP
No. 87-88-117, authorized by the City Commission in Resolution 87-1001,
substantially in accordance with the proposals submitted by these trio firms,
and with the modifications noted in this memorandum.
BACKGROUND
A group of City departments, led by the Planning Department and including
Police, Fire, Housing, Solid Waste, Computers, and Public Works, have been
studying the application of the emerging technology known as Geographic
Information SysteFis (GIS), as a part of a GIS Task force. GIS combines the
use of database management systeins with computerized niappi ng techniques to
allow fol' the au'-oimated production of maps from any stored date 'alliCl1 has a
geographic identifier, such as a street address or neighborhood code. For the
City of Miami, GIS mean, that staff can interactively generate and prHult maps
of crimes, fires, housing types, or any other geographically-r�eferericF:d data
based on combinations of time, type -of -incident, or location criteria for
investigative or planning purposes. Some of the specific departmental uses of
the GIS include:
Police: Interactive mapping -of crimes by type, neighborhood, or time -of -day;
evaluation of response times to fixed locations; planning for special events;
s
Fire: Mapping of hydrants and other facilities; mapping of fire and rescue
incidents by type or time; analysis of service zones for ,M arming purposes;
situation control for major incidents;
si
Solid 'Waste: Evaluation of trash collection service districts and routes;
�,1
mapping/anaiyzing alternative recyclables collection systems;
Planning, Housing: Mapping of neighborhood housing conditions; evaluation of
comprehensive plan amendments; local review of 1990 Census figures; tax base
evaluation; audit*"ng property or utility tax records;'.,`
-
Page 1 of 3
These applications combinine service data, distance data, and computerized
maps to allow the user departments to operate more efficiently, by saving
money, increasing revenue, or improving the level of service. In each
example, geographic (address -linked) data files from the City's existing data
systems are brought into entirely new applications by the use of automated
mapping technologies. Metro -Dade County began installing its own GIS in 1988.
Funding for the necessary hardware and software was committed as a part of the
1987-88 Capital Appropriations, in the amount of $335,000. In October of
1987, the City Commission authorized the issuance of a Request fer Proposals
(RFP) for a base configuration supporting Police, Fire, Housing, Solid Waste,
and Planning Department applications. The RFP was issued in June 1988, and
was answered by four vendors on August 2, 1988. These four were evaluated by
a Selection Committee chaired by the Planning Department and composed of
representatives from the Police, Fire, Housing, Solid Waste, Public Works, and
Computers Departments. The Law Department and Minority and Women Business
Affairs Office joined the ' Committee in advisory roles. Follow-up
questionnaires were sent to all four vendors in September 1988 requesting
clarification of responses submitted. Based upon the information gleaned from
the proposals, from site visits to municipal users of all four vendors'
systems, and from discussions with other users, three of the vendors were
rejected as being nonresponsive for not meeting the minimum requirements of
the RFP. On January 31, 1989, the Committee unanimously voted to recommend
the complementary ESRI/DEC proposals to the City Commission as the best
combination of price, quality, and other features available to the City.
Among the more important advantages of this proposal over other geographic
information systems available are ESRI's long experience and wide range of
installations, the large number of satisfied local government users (including
Metro -Dade County and Broirard County), and the ability to exchange data easily
with the Metro -Dade County GIS. The Committee recommended the DEC hardware
proposal in large part because of its compatibility with Metro-Dade's system,
its quality and reputation, and because it offered the easiest upgrade path to
distributed, or user -controlled, processing.
THE PROPOSALS
As submitted, the ESRI software proposal contains their basic GIS software
package, ARC/INFO, and the supplementary packages NETWORK (for routing and
"p•in-mapping" analyses), COGO (for generating geometrically correct polygons)
and a customized program to convert the Municipal Atlas files from the Public
Works Department's Hewlett Packard Computer -Aided Design (CADD) system to
ARC/INFO format. ESRI also proposes to provide seven workstations, five
screen printers, three digitizers (for converting maps to digital format), and
two plotters (for printing maps up to 36" X 48" in size) for a total cost of
$202,161. Two weeks of onsite training is included for a small group of City
staff. DEC is to supply the host computer, a Microvax 3600, a terminal for
operator control and a printer for $128,044. Software and hardware
maintenance for one year is included, as is system setup. Together, these two
proposals constitute a functioning GIS, which, together with the geographic
base file available to the City under a data -sharing arrangement with Metro -
Dade County, will have the capability of supporting analytical GIS
applications by City departments.
Page 2 of 3
a
Because of the rapid pace of technological change in this field, several of
the components listed in the original proposal will need to be substituted as
a part of the negotiation process. Some technical assistance in adapting the
City of Tacoma's Police and Fire application systems for use by the City of
Miami Police and Fire Departments will also need to be added by ESRI.
LOCAL/MINORITY PARTICIPATION
Neither ESRI nor DEC are minority -owned or local firms, though ESRI is fifty
percent woman -owned. One firm submitting a proposal, Digital Matrix Services,
Inc. (DMS), is both Hispanic -owned and from Miami. The DMS proposal was
rejected by the Committee for not meeting the minimum requirements of the RFP.
Since GIS software is a proprietary and extremely competitive business, a
joint venture between this firm and ESRI is not feasible. It would be
possible, however, for ESRI and DEC to train a non -competing local/minority
individual or firm in the use of their respective systems along with City
personnel and to give them an assisting role in adapting an application from
another municipality to a City of Miami department. Such an arrangement,
incorporated into the contract negotiations, would have the advantage of
training the candidate firm or individual in a very specialized and growing
field, creating the opportunity for subsequent applications development work
for the City as well as for other jurisdictions and firms. Ms. Adrienne
Macbeth is giving the Committee and ESRI/DEC a list of firms to contact.
MODIFICATIONS REQUIRED
In addition to incorporating the minority participation noted above, the
contracts signed with these two vendors should deviate from the proposals
submitted in two important ways. First, the pace of technological change in
this field means that model numbers of components and their specifications
change rapidly. Approval is sought to accept substitutions of substantially
similar co,niponents such as processors, terminals, and smaller items where
technological advances or existing City standards have made it advantageous
for the City to do so. Second, since the city needs orie digitizer instead of
three, approval i-- sought to substitute software development services by ESRI
and a minority-firatf partner for tv,,o of the digitizers. These riodifications
would not amount to a substantial change in the competitive process or system
parameters as outlined in the RFP, but would provide the City with a much more
effective Geographic Information System.
CHO/SR
Attachment
cc: Planning Department
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