HomeMy WebLinkAboutR-88-0336it
J-88-216
3/7/88
RESOLUTION N0. SS--3 (,
A RESOLUTION AUTHORIZING THE CITY MANAGER TO
EMPLOY THE PROFESSIONAL SERVICES OF DELOITTE
HASKINS b SELLS TO ANALYZE AND DEVELOP
RECOMMENDATIONS REGARDING THE CITY OF
MIAMI'S TELECOMMUNICATIONS EQUIPMENT SYSTEM
FOR GENERAL SERVICES ADMINISTRATION
DEPARTMENT, COMMUNICATIONS SERVICES
DIVISION; ALLOCATING AN AMOUNT NOT TO EXCEED
S35,000 THEREFOR FROM THE GENERAL SERVICES
ADMINISTRATION DEPARTMENT OPERATING BUDGET.
WHEREAS, the City of Miami General Services Administration
requires an analysis and development of recommendations regarding
the telecommunications equipment needs of the City of Miami; and
WHEREAS, the current telecommunications equipment system
must be improved for maximum efficiency and cost savings; and
WHEREAS, the firm of Deloitte Haskins 6 Sells has the
expertise required to review and analyze the current City system
and the telecommunications equipment market and to recommend an
improved system;
NOW, THEREFORE BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. The City Manager is hereby authorized to employ
the professional services of Deloitte Haskins & Sells to provide
consulting services in the analysis, document preparation and
recommendations regarding the City of Miami's communications
equipment needs, to the General Services Administration
Department, Communications Services Division, with an amount not to
exceed $35,000 therefor hereby allocated from the operating budget of the
General Services Administration Department.
MEETING OF
Ok 14 W
- 88-336
PA83K0 AND ADOPTED this --14t,! _„_ day of __ Aprii _ 0 1966.
X VIER L. SU Z, NA OR
ATTE
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NATTY HIRAIt CITY akKK ~
PREPARED AND APPROVED BY:
ROBERT F. CLARK
CHIEF DEPUTY CITY ATTORNEY
APPRp9ED AS TO FORM AND CORRECTNESS:
�. U IA A. UGHERTY
CITY ATTORNEY
i
0 0
PROFESSIONAL SERVICES AGREEMENT
This Agreement entered into this of
1987, by and between the City of Miami, a municipal corporation
of the State of Florida, hereinafter referred to as "City," and
Deloitte Haskins 6 Sells hereinafter referred to as "CONSULTANT."
RECITAL:
WHEREAS, the City of Miami telecommunication system and
network consists of a large number of independent communications
systems and a variety of telecommunications hardware; and
WHEREAS, the City desires to reduce costs while enhancing
the functionality of the communications systems- and
WHEREAS, the City requires professional telecommunications
consulting assistance to analyze telecommunications needs,
prepare a Request for Proposals, assist with analysis of RFP
responses and schedule and coordinate implementation; and
WHEREAS the consultant has the necessary expertise to make
the required analysis and recommendations regarding the City's
telecommunications systems;
NOW, THEREFORE in consideration of the mutual covenants and
obligations herein contained, and subject to the terms and
conditions hereinafter stated, the parties hereto understand and
agree as follows:
I.
TERM:
The Term of this Agreement shall commence upon date of
execution for a period of six (6) months thereafter.
II.
SCOPE OF SERVICES:
CONSULTANT will advise and assist City management in the
provision of the following services; as presented in detail in
the proposal submitted, Attachment I.
(1) INITIAL PROJECT PLANNING
PHASE I - PREPARE REQUEST FOR PROPOSAL
Task I - Identify the Telecommunications Network
Requirements
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Task 11 - Analyze the Information Gathered
Task III - Document Telecommunications System Needs and
Requirements
Task IV - Prepare a Request for Proposal (RFP)
PHASE II - EVALUATE AND SELECT TELECOMMUNICATIONS SYSTEMS
Task I - Prepare to Evaluate Responses
Task II - Evaluate Vendor Responses
Task III - Provide Detailed Implementation Plan
PHASE III - TELECOMMUNICATIONS SYSTEMS IMPLEMENTATION
Task I - Provide High -Level Implementation Assistance
II
COMPENSATION:
A. CITY shall pay CONSULTANT, as maximum compensation for
the services required pursuant to Paragraph II hereof,
$35,000.00.
B. Such compensation shall be paid on the following basis:
Payment of 25% of fee upon execution of agreement,
billing every two weeks, final payment following
acceptance of report by City.
C. CITY shall have the right to review and audit the time
records and related records of CONSULTANT pertaining to
any payments by the CITY.
IV.
COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS:
Both parties shall comply with all applicable laws,
ordinances and codes of the federal, state and local
governments.
V.
GENERAL CONDITIONS:
A. All notices or other communications which shall or may
be given pursuant to this Agreement shall be in writing
and shall be delivered by personal service, or by
registered mail addressed to the other party at the
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a 4)
address indicated herein or as the same may be changed
from time to time. Such notice shall be deemed given
on the day on which personally served; or, if by mail,
on the fifth day after being posted or the date of
actual receipt, whichever is earlier.
CITY OF MIAMI CONSULTANT
1390 NW 20th Street One Southeast Third Avenue
Miami, Fla. 33142 Miami, Fla. 33131-1787
a. Title and paragraph headings are for convenient
reference and are not a part of this Agreement.
C. In the event of conflict between the terms of this
Agreement and any terms or conditions contained in any
attached documents, the terms in this Agreement shall
rule.
D. No waiver or breach of any provision of this Agreement
shall constitute a waiver of any subsequent breach of
the same or any other provision hereof, and no waiver
shall be effective unless made in writing.
E. Should any provisions, paragraphs, sentences, words, or
phrases contained in this Agreement be determined by a
court of competent jurisdiction to be invalid, illegal
or otherwise unenforceable under the laws of the State
of Florida or the City of Miami, such provisions,
paragraphs, sentences, words or phrases shall be deemed
modified to the extent necessary in order to conform
with such laws, or if not modifiable to conform with
such laws, then same shall be deemed severable, and in
either event, the remaining terms and provisions of
this Agreement shall remain unmodified and in full
force and effect.
Pag e 3
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I
VI.
OWNERSHIP OF DOCUMENTS:
All documents developed by CONSULTANT under this Agreement
shall be delivered to CITY by said CONSULTANT upon completion of
the services required pursuant to Paragraph II hereof and shall
become the property of CITY, without restriction or limitation on
its use. CONSULTANT agrees that all documents maintained and
generated pursuant to this contractual relationship between CITY
and CONSULTANT shall be subject to all provisions of the Public
Records Law, Chapter 119, Florida Statutes.
It is further understood by and between the parties that any
information, writings, maps, contract documents reports or any
other matter whatsoever which is given by CITY to CONSULTANT
pursuant to this Agreement shall at all times remain the property
of CITY and shall not be used by CONSULTANT for any other
purposes whatsoever without the written consent of CITY.
VII.
LTAVr\Or C-1-skn Tr TTV.
That the obligations undertaken by CONSULTANT pursuant to
this Agreement shall not be delegated or assigned to any other
person or firm unless CITY shall first consent in writing to the
performance or assignment of such service or any part thereof by
another person or firm.
VIII.
AUDIT RIGHTS:
City reserves the right to audit the records of CONSULTANT
at any time during the performance of this agreement and for a
period of one year after final payment is made under this
Agreement.
IX.
AWARD OF AGREEMENT:
CONSULTANT warrants that it has not employed or retained any
person employed by the CITY to solicit or secure this Agreement
and that it has not offered to pay, paid, or agreed to pay any
person employed by the CITY any fee, commission percentage,
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brokerage fee, or gift of any kind contingent upon or resulting
from the award of this Agreement.
X.
rnacTnrtr•Ttnu nr Knorrurum.
This Agreement shall be construed and enforced according to
the laws of the State of Florida.
XI.
SUCCESSORS AND ASSIGNS:
This Agreement shall be binding upon the parties herein,
their heirs, executors, legal representatives, successors, and
assigns.
XI I.
INDEMNIFICATION:
CONSULTANT shall indemnify and save CITY harmless from and
against any and all claims, liabilities, losses, and causes of
action which may arise out of CONSULTANT's activities under this
Agreement, including all other acts or omissions to act on the
part of CONSULTANT, including any person acting for or on its
behalf, and, from and against any orders, judgments, or decrees
which may be entered and from and against all costs, attorneys'
fees, expenses and liabilities incurred in the defense of any
such claims, or in the investigation thereof..
XIII.
CONFLICT OF INTEREST:
A. CONSULTANT covenants that no person under its employ
who presently exercises any functions or
responsibilities in connection with this Agreement has
any personal Financial interests, direct or indirect,
with CITY. CONSULTANT further covenants that, in the
performance of this Agreement, no person having such
conflicting interest shall be employed. Any such
interests on the part of CONSULTANT or its employees,
must be disclosed in writing to CITY.
B. CONSULTANT is aware of the conflict of interest laws of
the City of Miami (City of Miami Code Chapter 2,
Article V), Dade County Florida (Dade County Code
safia
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Section 2-11.1) and the State of Florida, and agrees
that it shall fully comply in all respects with the
terms of said laws.
XIV.
INDEPENDENT CONTRACTOR:
CONSULTANT and its employees and agents shall be deemed to
be independent contractors, and not agents or employees of CITY,
and shall not attain any rights or benefits under the Civil
Service or Pension Ordinances of CITY, or any rights generally
afforded classified or unclassified employees7 further he/she
$hall not be deemed entitled to the Florida Worker's Compensation
benefits as an employee of CITY.
XV.
TERMINATION OF CONTRACT:
CITY retains the right to terminate this Agreement at any
time prior to the completion of the services required pursuant to
paragraph II hereof without penalty to CITY. In that event,
notice of termination of this Agreement shall be in writing to
CONSULTANT, who shall be paid for those services performed prior
to the date of its receipt of the notice of termination. In no
case, however, will CITY pay CONSULTANT an amount in excess of
the total sum provided by this Agreement.
It is hereby understood by and between CITY and CONSULTANT
that any payment made in accordance with this Section to
CONSULTANT shall be made only if said CONSULTANT is not in
default under the terms of this Agreement. If CONSULTANT is in
default, then CITY shall in no way be obligated and shall not pay
to CONSULTANT any sum whatsoever.
XVI.
NONDISCRIMINATION:
Consultant agrees that it shall not discriminate as to race,
sex, color, creed, national origin, or handicap in connection
with its performance under this Agreement.
Furthermore that no otherwise qualified individual shall,
solely by reason of his/her race, sex, color, creed, national
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origin, or handicap, be excluded from the participation in, be
denied benefits of, or be subjected to discrimination under any
program or activity receiving federal financial assistance.
XVII.
MINORITY PROCUREMENT COMPLIANCE:
CONSULTANT acknowledges that it has been furnished a copy of
Ordinance No. 100062, the Minority Procurement Ordinance of the
City of Miami, and agrees to comply with all applicable
substantive and procedural provisions therein, including any
amendments thereto.
XVIII.
CONTINGENCY CLAUSE:
Funding for this Agreement is contingent on the availability
of funds and continued authorization for program activities and
is subject to amendment or termination due to lack of funds, or
authorization, reduction of funds, and/or change in regulations.
XIX.
DEFAULT PROVISION:
In the event that CONSULTANT shall fail to comply with each
and every term and condition of this Agreement or fails to
perform any of the terms and conditions contained herein, then
CITY, at its sole option, upon written notice to CONSULTANT may
cancel and terminate this Agreement, and all payments, advances,
or other compensation paid to CONSULTANT by CITY while CONSULTANT
was in default of the provisions herein contained, shall be
forthwith returned to CITY, provided consultant was given the
opportunity to cure such default and fail to do so.
"A.
ENTIRE AGREEMENT:
This instrument and its attachments constitute the sole and
only Agreement of the parties hereto relating to said grant and
correctly sets forth the rights, duties, and obligations of each
to the other as of its date. Any prior agreements, promises,
negotiations, or representations not expressly set forth in this
Agreement are of no force or effect.
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XXI.
AMENDMENTS:
No amendments to this Agreement shall be binding on either
party unless in writing and signed by both parties.
IN WITNESS WHEREOF, the parties hereto have caused this
instrument to be executed by the respective officials thereunto
duly authorized, this the day and year first above written.
ATTEST:
MAffT HIRAI
gity Clerk
ATTEST:
Corporation Secretary
WITNESSES;
As to CONSULTANT
(NOTE: If CONSULTANT is not
a Corporation, two
witnesses must sign.)
APPROVED AS TO INSURANCE
REQUIREMENTS:
,Insurance Management
CITY OF MIAMI, a municipal
Corporation of. the State of
Florida
BY
AR ODIO
City Manager
CONSULTANT:
ey
(Title)
(Seal)
APPROVED AS TO FORM AND
CORRECTNESS:
LUCIA A. DOUGHERTY
City Attorney
Page 8
Debe IN
Haskins - Sells R E C E IV E D
CI?'Y OR MIAMI
— Cwt,#-m P.jt t,c Art17urtan" DEC 2 9 1981 -
iENEAAt Unw k0151100
KFU IF IN IIAElTII
Mr. Ron E. Williams
Director
General Services Administration
City of Miami
1390 NW 20th Street
Miami, Florida 33142
Dear Mr. Williams:
Attacfinent 1
One Southemm Th,rd AvenuF
Miami Fiotida 33131.1787
(305) 358-4141
Telex 441521
Dec I:CEIIVED
1� CITY ()p MIAMI
DEC 2 9 19p
K"I SINNIs AINNIST4ATlc,
OW OF TEE Ill[CrgI
We are pleased to present the City of Miami (the "City") with
this proposal to assist your staff in addressing the City's
telecommunications needs. Our proposal provides a description
of our qualifications and ability to fulfill the City's
requirements.
Enrique Lopez will personally conduct the work with assistance
from our staff as necessary. David Rosenstein will serve as
the engagement Director and will have overall administration
responsibility for the engagement as well as be available to
you as a representative of the firm in any capacity for which
he can be of service.
Our objective is to provide your staff with professional
telecommunications consulting guidance to determine the most
efficient and cost effective approach to attain the desired
level of telecommunications systems and networks service.
This proposal presents the scope, workplan, approach, timing
and professional fees.
SCOPE
The City of Miami's present telecommunications systems and
network consists of a large number of independent
communications systems which address the City's administrative
and emergency voice, data and video needs. Multiple vendors
are represented among the providers of the City's network
facilities and telecommunications hardware. In 1983, the City
accepted the recommendations of a telecommunications consultant
to continue renting telephone station equipment. Significant
price and tariff increases for the network facilities, and
associated station equipment have contributed to the increase
in the City's telephone systems costs, presently in excess of
one million dollars per year.
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These cost increases, in addition to increased end -user demands
for additional and enhanced communications systems
functionality, have placed a greater emphasis to address the
status of the City's overall communications systems.
In addressing the City's telecommunications needs while at the
same time reducing costs, the City's management has signed a
multi -year contract with Southern Bell for central office based
ESSX service. This represents a significant portion of the
City's overall telecommunications, however, the end -user
station hardware, which is presently rented from AT&T, does not
meet the City's needs in a cost effective manner. The City has
conducted a telephone end -user needs analysis to determine user
needs. You have requested that we present a proposal to assist
the City of Miami's telecommunications staff in a technical
advisory capacity to design, evaluate, select and implement new
end -user hardware.
Our engagement team will work closely with and assist the City
in the following areas:
Preparing a Request for Proposal for telecommunications
system(s) that will cover all City locations, addressing
present and future needs.
Submitting the Request for Proposal to qualified vendors
Evaluating vendor(s) responses
Presenting vendor(s) recommendations
Provide assistance in selected vendor(s) contract
negotiations
Preparing and presenting a detailed implementation plan
schedule with organizational resource requirements
Provide high level implementation assistance.
WORRPLAN
Our proposed workplan is presented in three phases. During
Phase I, we will prepare and distribute a Request for Proposal
document to qualified vendors. We will identify the specific
end -user and network needs of the City. The major deliverable
for this phase will be the Request for Proposal document.
Phase II includes evaluating the vendor responses and
recommending a telecommunications system(s). We will prepare
an objective evaluation of each of the vendors' responses based
on mutually agreed criteria. A detailed implementation plan
will also be presented. The major deliverable for this phase
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will be a management letter that addresses the evaluation
'process and recommends a vendor(s) for implementation of the
system(s).
Phase III includes high level implementation assistance to the
City's telecommunications staff. This assistance will allow
your staff to assure that vendor(s) satisfy contract
requirements and conduct post -implementation surveys to
determine end -user satisfaction and systems' effective
operation.
INITIAL PROJECT PLANNING
. Establish the City's Project Coordinator
. Identify the project team
.. Select personnel to staff the project team
.. Define responsibilities of each team member
. Confirm project scope, objectives and workplan
.. Review project workplan
.. Establish time reporting and project control procedures
Identify and organize the City's Telecommunications
Steering Committee
.. Confirm the telecommunications study objectives, scope
and approach with senior City management
... Define overall role and responsibilities of the
Steering Committee
... Select Steering Committee members
Review telecommunications study approach with the Steering
Committee
.. Review project schedule
.. Determine departments/divisions to be included in study
.. Approve the schedule for completion of each phase of
the study
_ Announce the project to key personnel
.. Conduct initial meeting for department/division heads
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Discuss scope and objectives with the City's Project
Coordinator
Familiarize the project team with the City's organization
and its scope of operations
.. Obtain and review organization charts and operating
statistics
.. Participate in facilities tours
Review available existing telecommunications plans
.. Review current projects
.. Review other current system activities (i.e., hardware
purchase, additions, changes, etc.)
.. Obtain background information including the following:
... Traffic studies from the local telephone company
... Telephone billing records
... Office floor plans and site diagrams
... Maintenance records
... inter and antra - building wiring
... Physical inventory
.. Assess existing plans and projects
On an ongoing basis, monitor project progress versus
objectives and take corrective action as required.
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PMAS! I - PUPA= REQUEST FOR PROPOSAL
Tilt Description
I MUTIFT THE TELECOMlrWCATIONS NE M*K REQUIRE-
MENTS
Obtain background information including the
following:
.. Traffic studies from Southern Bell
Telephone and Telegraph
.. Telephone billing records
.. Prior telecommunications studies
.. Previous vendor proposals
.. Office floor plans and site diagrams
.. Maintenance records
.. Inter and intra-building wiring
configurations from the local telephone
company
Description
II ANALYZE THE INFORMATION GATHERED
Analyze traffic study data including:
.. Traffic volume
.. Call load factor
.. Peak hour(s)
.. Required level of service
Review existing data communications
configuration
.. Determine opportunities for integrating
voice and data communications
.. Determine communications interface
requirements
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TAU DescriRtion
Gather the costs associated with the present
network and related hardware, including the
following:
.. Carriers
.. Lease agreements
.. Monthly bills
.. Terminals
.. Maintenance costs
Document current and future telecommunications
network needs
.. Review and analyze data gathered from
interviews and questionnaires
.. Prepare a list of current and future needs
.. Conduct follow-up interviews as appropriate
0 'Tr
III DOCUMENT TELECOMMUNICATIONS SYSTEM NEWS AND
REQUIREMENTS
Define overall system functionality, including:
.. System capacities
.. System features
.. Traffic requirements
.. Station equipment
.. Call reporting requirements
.. Security requirements
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TAM Description
iii Define overall system performance
requirements, including:
.. System connectivity and interface
requirements
.. System networking requirements
.. system compatibility requirements
Define system maintenance requirements,
including:
.. Required response time
.. Remote maintenance requirements
.. Required level of service
Define system environmental requirements
including:
.. Power requirements
.. Distribution requirements/locations
.. Wiring requirements
.. Equipment room locations
Define system growth needs
Task Descri t� ion
IV PREPARE A REQUEST FOR PROPOSAL (RFP)
Submit RFP to the Project Committee for
approval
Modify the RFP as required
Develop a list of potential telephone system
Vendors
Submit request for proposals to qualified
vendors
.. Organize bidders' conference
.. Prepare written responses to questions
received during bidders' conference
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PNAB! II - EVALUATE AND SELECT TELEC IMMICATION8 8Y8-K
2A" Description
I PREPARE TO EVALUATE PROPOSALS
Develop vendor selection criteria
.. Prepare vendor evaluation form
.. Obtain client concurrence
II EVALUATE VENDOR RESPONSES
Prepare objective evaluation of each vendor's
response based on criteria developed including
contractual terms and conditions
Analyze telecommunications systems proposals
.. Review proposals' requirements including:
- General information
- Format and content requirements
- Terms and conditions
- Vendor qualifications
- Project approach and methodology
- System requirements
- Proposed configurations
- Project installation schedule
- Warranty/maintenance
- System training
- Project costs
- Project payment
- System documentation
- Evaluation and award
. Evaluate proposals
.. Prepare evaluation form(s)
... Prepare system requirements lists
... Prioritize system requirements
... Define objective evaluation criteria
.... Prepare evaluation criteria list
.... Define criteria weight factors
and prepare list
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• TjAh Description
.. Contact system user references
.. Request additional information from
proposal providers
Conduct oral presentations of
qualified vendors
.. Prepare cost/benefit analysis
... Define - Tangible benefits
- Recurring costs
- Installation/
maintenance costs
... Prepare cost/benefit analysis form
.. Assist in the ranking of qualified vendors
... Prepare qualified vendors ranking form
TA" Description
III PROVIDE DETAILED IMPLmoTATIOII PLA/
Prepare detailed implementation plan that
addresses the following:
.. Tasks to be performed, responsibilities
and associated target dates for completion
.. Vendor responsibilities
.. Preparation of telephone system equipment
site(s)
.. Conversion plan issues
.. User training requirements and scheduling
.. Acceptance testing requirements
.. Complaint reporting procedures
Prepare management letter detailing:
.. Evaluation process
.. Recommended vendor(s) for implementation
.. Organization support requirements
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PMW III - TELROONMMATIONS BUTIMPLEMaMMON
TAM Description
I PROVIDE NICK -LEVEL IMPLE14MATION ASSISTANCE
INCLUDING:
. Technical aspects of contract negotiations
Vendor(s) satisfy contract requirements
Development of criteria to determine if
telecommunications systems function adequately
Assisting in conducting post -implementation
surveys to determine:
.. User satisfaction with esisting system
.. Telephone system configuration and
operations are functioning in the most
cost effective manner
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V
.OUR APPROACH TO SERVICES
Deloitte Haskins & Sells is organized around our primary
objective of providing clients with professional services that
are fully responsive to their needs. Organizationally:
The partner or director in charge of every engagement has
direct control over the services that other offices or
subcontractors perform at client locations anywhere in the
world. This allows for centralized planning and control
of engagements, and it ensures uniform quality of work.
Each office can draw on the full resources of the firm in
order to bring to every client our accumulated experience
in any given field. This may involve industry or
functional consultants from other offices, as well as
temporary loans or permanent transfers of key personnel.
Partners in all offices have a personal interest in
assisting one another in serving any given client, be it
for audit, tax or consulting assignments. Each partner is
accountable to his clients and the other partners for the
quality of service provided.
Before undertaking an engagement, our consultants meet with
client executives to discuss a plan for carrying out the work.
They agree on the objectives and the engagement's scope, the
approach to be taken, as well as the results and benefits to be
achieved. They schedule the various project tasks and define
the role of client personnel in different phases of the work.
They review the estimated costs of the project and consider
alternative ways of completing the work most efficiently.
Because client participation is so important to the success of
any consulting engagement, our consultants work closely with
client personnel in all project phases. As a result, the
client can carry on the programs once the consultants have
completed their work.
PROJECT MAAAGEKWT METHODOLOGY
This project will be administered by Deloitte Haskins & Sells'
Miami Office located at One Southeast Third Avenue, Suite 2000,
Miami, Florida 33131.
A project is successful only when it provides the expected
results in the time required and within budgeted costs.
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.Nell -qualified people are required for a successful project;
but well -qualified people alone will not ensure success.
Deloitte Haskins & Sells utilizes three (3) key elements to
ensure successful projects:
Sound Project Management Process
Comprehensive Quality Assurance Methodology
Periodic Client Review and Comment.
Experience has shown us that if projects are carefully
evaluated, planned and controlled, the expected results are
obtained in the most timely and cost-effective manner.
DH&S has developed a project management process which
emphasizes on -time production of all deliverables. While our
detailed planning procedures can anticipate most potential
scheduling problems, no project is immune to unforeseen events
which may delay individual worksteps. Recognizing this, our
project management procedures provide an 'early warning system'
which ensures that any such problems are immediately brought to
the Project Manager's attention. The Project Manager can then
call on whatever additional resources are necessary to produce
the deliverables on schedule.
The DH&S approach to project management for engagements of this
nature is to organize the work into a logical sequence of tasks
and subtasks. Each task is clearly defined in terms of its
objective and scope. Our approach and methodology, budgeted
hours and scheduled start and completion dates are also
specified. In this way, progress on each task and subtasks is
readily measured and controlled. This definition is made
during the task or subtasks proposal phase by the individual(s)
responsible for the work.
The first step in the project management process is to review
and revise, as appropriate, the Work Plan and Time Estimate
included in our proposal. This will be certified on an ongoing
basis by the DHSS Project Management Team and reviewed and
approved by the City's Steering Committee.
The second step in our project management process is to set up
various engagement control forms for use in recording,
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monitoring and reporting progress on tasks and subtasks. These
control forms are used to provide supporting detail for the
Project Status Report. in addition, each staff member assigned
to the Project is required to complete an Activity Report on a
weekly basis. These will made available to the City's Project
Coordinator as appropriate.
At the end of each reporting period, the Project Manager has
the relevant information to prepare the Project Status Report.
The information provided by the Project Status Report includes:
Narrative summary of project status by task.
Tasks and subtasks accomplished during current period
compared to schedules tasks and subtasks.
Explanation of any variances from project schedule.
Tasks and subtasks to be accomplished during next
reporting period.
In addition to the written report that will be directed to the
City's Project Coordinator, we will hold periodic meetings with
the Steering Committee. The purpose of these meetings will be
to provide an opportunity for the City's personnel and the
project team to discuss current tasks and future activities.
We believe these meetings are an essential aspect of project
reporting and control.
DH&S is dedicated to the principle of maintaining a high
quality of service. Our quality assurance methodology plays a
key role in ensuring that high quality products are delivered.
We have a strong commitment to maintain projects on schedule
and within budget. To ensure that quality is not compromised,
DH&S utilizes the following basic techniques:
Planning: Product reviews and revisions are scheduled
during the initial development of task and subtasks
schedules.
Management Reviews: Ensure that all deliverables are
assessed by the Project Manager, Lead Consultant(s) and
the City's Project Coordinator.
Technical Review: Conducted by an experienced Technical
Review individual or team.
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,DH&S applies rigorous technical standards to all product
deliverables to ensure technical validity, uniformity and
clarity. Review will be designed to encourage the technical
critique essential for the best possible product. These
reviews will differ in degree of formality but, in every case,
will be conducted thoroughly and meaningfully.
High professional standards of performance are ensured by our
approach to quality assurance in all deliverables. This
consists of four checkpoints at which each deliverable must be
evaluated for technical quality and accuracy.
The first quality assurance checkpoint is not a specific
milestone; rather, it is a day-to-day monitoring of the task by
the Lead Consultant. This ensures that the task product is
progressing in a manner consistent with predetermined
parameters.
Completion of an interim deliverable or significant segments of
a product initiates the second quality assurance checkpoint.
Here the Project Manager and Lead Consultant assess the work
for its adherence to technical directives, satisfaction of work
statement requirements, consistency with directed format and
technical completeness. At this point and at all subsequent
levels of the quality assurance process, a formal oral and/or
written feedback system is initiated. This serves as a vehicle
by which draft material is returned for rework, as well as for
positive comments on acceptable products.
At the third quality assurance checkpoint, the technical review
individual will evaluate the document. This individual will
have sufficient familiarity with the work statement to provide
substantive and constructive comments. This review will be
preceded by a brief presentation by the Project Manager on the
nature of the work task and the primary technical thrust of the
deliverable.
Finally, the fourth quality assurance checkpoint is review and
approval by the Project Director. Approval of the product by
the Project Director is achieved only when he is fully
satisfied that the product meets standards he has established
through his years of experience with concurrence by the City's
Project Coordinator.
From our point of view, the best form of project control is the
personal attention of qualified managers. No amount of paper
controls are a substitute for the knowledgeable, attentive and
competent supervision we ensure on every engagement we
undertake.
la F38-33C }S*
A8-336
r
12
,Ne are confident that we can continue to provide outstanding
service in the areas requested by the City of Miami. "a
believe that the level of experience of our personnel of
understanding telecommunications functions, leads the
profession. Therefore, we will do everything possible to
ensure continued success.
is %—", IW
u
• ,TIMING
We are prepared to commence this work within a week following
your authorization to proceed. We estimate that this work can
be completed within the following timeframes:
Phase I - Prepare Request for Proposal 3 - 4 Weeks
Phase II - Evaluate and Select
Telecommunications Systems 8 - 10 Weeks
(including
6 weeks for
vendors)
responses)
Phase III - Telecommunications Systems
Implementation 12 - 16 Weeks
(including
hardware
delivery
intervals,
etc.)
These timeframes are estimates barring any delays due to other
entities such as Southern Bell, AT&T, other common carriers,
and hardware and service vendors.
PROFESSIONAL FEES
Our professional fees for this engagement are $45,000.00.
We will not exceed the amount quoted unless there has been a
mutually agreed upon change in the scope of the engagement and
we have your authorization to proceed. We follow the practice
of submitting an initial bill of 25% of engagement fees upon
your acceptance of this proposal, with progress billing at two
week intervals during the course of our work and final billing
at the completion of the engagement.
We thank you for the opportunity to present this proposal and
look forward to serving you in this engagement. Please feel
free to call Enrique Lopez at (305) 372-3154 or me at
(305) 372-3157 if you have any questions or desire any
additional information.
Very truly yours,
DE OITTE HASKINS & SELLS
David Rosenstein
Director
cc: Mr. Carlos Smith
16
88-336 w=
A8-336
c
A?PMNDIX A - AFFIRMATIYi ACTION
FOR MQUAL �LOYlQtNT
A STATMNT OF POLICY
88-336 M=
98,WW
r r
APPENDIX A
M -k• . V _WY_! •l M�fl . •1
Organizational progress in the accounting profession, as in any
other profession, is more heavily dependent on people than it
is on any other resource. Thus, just as the clients we serve
are diverse - corporations, nonprofit organizations, indivi-
duals and governments - so also are the people we seek to
provide the quality of service expected by these clients.
Since a fundamental objective of Deloitte Haskins 6 Sells is
to render excellent service to the public and to the financial
community, we believe the vigorous recruitment and development
of the most talented individuals we can find is of paramount
importance to our continuing vitality and growth. The policy
of the firm is to seek and employ men and women of skill,
integrity and enthusiasm and to provide them with the means to
develop professionally and personally, without regard to race,
color, religion, sex, age, national origin, irrelevant
handicap, or veteran status. To ensure that we maintain a rich
diversity of talent, our commitment transcends recruitment and
resides in a program of affirmative action for equal employment
opportunity. This is a multi -faceted program expressive of the
Firm's overall employment policy; it is implemented at each
operating location.
The firm also recognizes an obligation to provide present
employees an environment which will encourage their personal
and professional development and enhance their personal
dignity. To this end, it is our policy to pursue and adopt
personnel policies which make sound business sense and reflect
up-to-date management techniques in keeping with the highest
traditions of business ethics.
If our philosophical approach to equal opportunity is to have
full effect, it seems essential to reiterate and reaffirm our
policy regularly and, moreover, to formalize it in writing.
Therefore, we are articulating in this document a broad,
Firm -wide policy for affirmative action. We should point out
that our policy is by no means new - it has been expressed
before many times and in a variety of ways. The function of
this document is to restate the policy succinctly and
comprehensively, thereby providing a continuing guide for
action throughout the firm.
Nll�lf}8�1�
AA-.336
AS"'336
The spirit of the Deloitte Haskins i Sells program of
affirmative action for equal employment opportunity is achieved
through an ongoing commitment to broad areas of development.
These areas and our commitment to each are stated below.
We shall provide a copy of this policy statement to each
recruiting source so that they understand our commitment
and our desire for appropriate referrals. These sources
will include colleges where we recruit and professional
firms we may retain to assist us in our search for talent.
We shall continue to use internal means of communication -
such as the DHSS Newsletter, DH&S Reports or similar
publications - to give further expression to our broad
policy and to deal with specific points of application
that have timely significance.
We shall provide, at the Executive Office level, overall
direction and support to our program by a management
representative who has been appointed Firm -wide
Affirmative Action officer. This individual is
responsible for monitoring compliance with Federal
regulations, guiding and evaluating practice office
programs, and recommending Firm -wide improvements in
affirmative action.
The Partner in Charge is responsible for direction and
review of the program in his or her practice office and
shall ensure the efficacy of the local office program by
designating a management representative to serve as Equal
Employment Opportunity Coordinator.
A formal written plan of affirmative action is prepared at
the practice offices and at Executive Office. Each plan
incorporates the policies set forth herein, and also
specifies the actions to be taken by the office to fulfill
the spirit of firm policy.
Firm management provides, at least annually, the
opportunity for each practice office to prepare a report
2
89--33h
oft,
Of its affirmative action efforts. This process of
self -evaluation permits the mutual exchange of ideas
between Executive Office and each Partner in Charge
concerning program accomplishments or recommended changes.
Throughout the firm, there is a nondiscriminatory
opportunity to progress to partnership and directorship.
All personnel policies including compensation benefits and
transfers are administered without regard to race, creed,
color, national origin, age, sex, irrelevant handicap, or
veteran status.
The firm encourages and promotes the nondiscriminatory
participation of all employees in Firm -sponsored social,
recreational, and educational activities.
Our commitment to affirmative action is evident throughout the
firm by practice office participation in outreach programs
which involve personnel in meaningful activities supportive of
minority groups and women. Members of our management team at
all locations are especially encouraged to participate in
public service activities that contribute to the social and
economic advancement of individuals from such groups.
This document contains the broad outline of our commitment to
provide the equal employment opportunity which is inherently
demanded in our system of free enterprise. Our basic
objectives having been defined, we will continue to redefine
the direction of our action programs in the months and years
ahead. As additional perspective is gained from progress
toward our goal, this policy will be reviewed and restated as
necessary to aid us in the successful accomplishment of our
task.
3 .. �+J*
88-336
l98*-33*
AN
Cert +ied Pubic Accountants
Mr. Ron E. Williams
Director
General Services Administration
City of Miami
1390 N.W. 20th Street
Miami, FL. 33142
Dear Ron:
Attachmnt 2
One Southeast third Avenue
Miami, Florida 33131.1787
13051 358-4141
teleR. 441521
January 20, 1988
This letter serves as an addendum to our December 28, 1987
proposal addressing the City of Miami's (the "City") coin
operated telephones which are presently owned and maintained by
Southern Bell Telephone and Telegraph. As part of our proposed
work, we will evaluate the feasibility and evaluate
alternatives that can provide the City with additional revenues
from coin operated telephones within the City's geographic area.
We have already preliminarily met with representatives from
Southern Bell Telephone and Telegraph to discuss the City's
coin operated telephones. We look forward to continuing to
provide technical assistance in addressing the City's
telecommunications needs.
Please call me at (305) 372-3154 if I may any questions or be
of further assistance to you and the City.
Very truly yours,
/Enriy'
e.Ll
Lopez
88-3 3C
1981-30"
w a
fA� A i �jL
Certified Public Accountants
One Southeast third Avenue
Miami. Florida 33131-1787
13051358.4141
Telex: 441521
Mr. Ron E. Williams January 20, 1988
Director
General Services Administration
City of Miami
1390 N.W. 20th Street
Miami, FL. 33142
Dear Ron:
This letter serves as an addendum to our December 28, 1987
proposal addressing the City of Miami's (the "City") coin
operated telephones which are presently owned and maintained by
Southern Bell Telephone and Telegraph. As part of our proposed
work, we will evaluate the feasibility and evaluate
alternatives that can provide the City with additional revenues
from coin operated telephones within the City's geographic area.
We have already preliminarily met with representatives from
Southern Bell Telephone and Telegraph to discuss the City's
coin operated telephones. We look forward to continuing to
provide technical assistance in addressing the City's
telecommunications needs.
Please call me at (305) 372-3154 if I may any questions or be
of further assistance to you and the City.
Very truly yours,
ill✓.MCU�
Enrig a Lopez
88-336
A8,-33W
CITY OF MIAMI. FLORIDA
INTER -OFFICE MEMORANDUM
ro Honorable Mayor and Members
of the City Commission
Cesar H. Odi
City Manager
RECOMMENDATION:
DATE MAR • 1 1988 FILE
SUMACT Resolution Approving a
Contract for a Consultant
for Communications Equip-
ment
OEEERENCES
ENC.OS Olt S
It is respectfully recommended that the City Commission adopt the
attached resolution authorizing the City Manager to enter into a
contract with Deloitte Haskins 6 Sells in the amount of $35,000,
to provide consulting services in the analysis, document
preparation and recommendations regarding the City of Miami's
communications equipment needs.
BACKGROUND:
The General Services Administration Department has reviewed the
proposal of Deloitte Haskins 6 Sells to provide consulting
services to the City in the area of telecommunications needs.
Several years ago the City received recommendations from a
consultant to rent the telecommunications equipment needed until
such time as ATT divestiture issues had settled. That
recommendation was followed because of the uncertaintv in the
industry. Since that time, the telecommunications market has
changed considerably, in price structure, equipment capability,
security requirements, equipment availability and other systems
features. It is appropriate at this time to review these needs
and to examine if present telephone equipment costs of
approximately $550,000 dollars annually can be reduced, while
quality of service and options can be improved. Preliminary
indications are that with the purchase of the City's premise
equipment, significant savings may be realized after an
approximate 18-24 month payback period. The proposed agreement
engages the firm of Deloitte Haskins & Sells to design, evaluate,
select and implement new end -user telecommunications hardware,
within a six month period following contract execution. Funds
for this activity are available from the operating budget of the
Communications Services Division of General Services
Administration Department.
Attachment:
Proposed Resolution
31-1
A8-33-
F• - X T U E t o M r M T . F. L% Li E-!
e0t• O► MrAMI, PLOW01%
eIrtteR-VffIC! MtMORANPVM
i •. _ _ ram.. ..� -- '� ��1i� -'_.� •-M��
.. William J. •Chaut o•Irt February 24, 198e►-Le
ao.
Procureme t officer
� V�I�L♦
Resolution Approving a
ll Contract for a
ir• iams, Director Consultant for
Ceneral Services Administration "crE«chccs Communications Egulp-
eMe.e��«as Mont
1 _...-._,__ - .. ---- - -
This Department has verified available funding with the
Departments of Finance and Management i Budget that funds are
available to cover the cost of the subject bid in the operating
budget of the Communications serviC99 DiviBlon & f;PnerAI
!le.�la,�se j%dooinistration Department Account #420601-340 in the
amount of $35,000.00
FINANCE REVIEW AND APPROVED BYt ADDITIONAL APPROVALS
( IF REQUIRED)
Sergio RodriguNz,Direc-
o Carlos Garcia, Director tor, Planning Dept.
Department of Finance
BUDGETAO REVIEW AND APPROVED BY;
_ �N A
!'rank R. May, A g Director " Prank Castane a, D rec-
Department of agement i Budget tor, Community Develop-
ment Department
4 L-
9SP-33E.