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HomeMy WebLinkAboutR-85-0508J-85-488 - RESOLUTION NO. 85 A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT IN SUBSTANTIALLY THE SAME FORM ATTACHED HERETO, WITH FINANCIAL q*. *; SYSTEMS ASSOCIATES, INCORPORATED, TO PROVIDE DESIGN SPECIFICATIONS TO IMPROVE THE CITY'S FINANCIAL ACCOUNTING SYSTEM IN AN AMOUNT NOT TO EXCEED $499995, WITH FUNDING THEREFOR ALLOCATED FROM SPECIAL PROGRAMS AND ACCOUNTS CONTINGENT FUND. I? WHEREAS, it has been determined that the City needs to improve its financial accounting system; and WHEREAS, such improvements would provide for on line real time accounting of budgetary transactions; and WHEREAS, it is necessary for the City to retain the services of a professional to develop the design specifications for the improvements; and WHEREAS, Financial Systems Associates, Incorporated has c agreed to develop the specifications at a cost not to exceed $49,995; and 4 WHEREAS, funds are available for this purpose in the ,d Contingent Fund of Special Programs and Accounts; NOW, THEREFORE,BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The City Manager is hereby authorized to enter into a contract in substantially the form attached hereto, with Financial Systems Associates, Incorporated in an amount not to exceed $49,995, for design specifications to improve the financial accounting system of the City, with funds therefor hereby allocated from Special Programs and Accounts, Contingent Fund. PASSED AND ADOPTED this 9th day of May , 1985. TEST: RALPH G. ONGIE, CITY CL Maurice A. Ferre MAURICE A. FERRE M A Y O R CITY COMMISSION MEETI14G G ' MAY 9 1965 Ion Nu. 85-5 r17 4P' V 2 APPROVED BY: DEPUTY CITY ATTORNEY APPROVED AND CORRECTNESS: IA A—.DOUGHERTYo)CITY ATTORNEY I 85-6061 - EKZ CITY OF MIAMI, FLORIDA INTEROFFICE MEMORANDUM 4k 5 I Sergio Pereira April 24, 1985 'to;City Manager DATE! rn�E: SUBJECT:Agenda Item FROM: Carlos E. Garcia REFERENCES: Director of Finance ENCLOSURES: s recommended that the attached Resolution authorizing the City Manager to enter into a contract in substantially the form attached hereto, with Financial Systems Associates, Incorporated, to provide design specifications to improve the City's Financial Accounting System in an amount not to exceed $49,995 with funding from the Contingent Fund, of Special Programs and Accounts, be approved by the City Commission. The Departments of Finance and Computers have reviewed the status of the current Financial Accounting System. This system is an outmoded batch processing system that was installed in 1976. As such it has certain limitations, such as: The system is updated only during nightly updates and only if the data is updated perfectly. Data entered incorrectly is not known until the next day and may take one or two more days to correct. Information can only be obtained from printed reports produced at night and distributed the next day. Departmental budgetary information is supplied only in printed reports produced on a monthly basis. Thus the information may be anywhere from 15 to 45 days old. Analysis of specific accounts may require the printing of a full report when only a few pages of the report relate to the account being analyzed. The contract with Financial Systems Associates will provide the design specifications to begin to bring the City's financial accounting system up to a state of the art status. The improvements included in this contract would allow the following: a) On line inquiry by departments of the current budget status of their accounts. ss:-so6. . Seregi o Pereira April 24, 1985 Agenda Item b Page - 2 - b) On line real time posting of budget transactions such as encumbrances, direct payments collections, etc. c) On line analysis of the last sixty days of transactions posted to the system. Ai These improvements would reduce the effort needed to control expenses, research problems and provide information for various inquiries, in a more timely fashion. Financial Accounting System was selected for this assignment since the individuals formerly employed in the capacity of } supporting our financial accounting system by Peat Marwick Mitchell & Company, formed this corporation after Peat Marwick discontinued supporting FAMIS systems. The President of the Q, corporation was in charge of the installation of our system in x." 1976. The principals of this corporation have over thirty years of combined experience with our particular financial system. As _ such this corporation is uniquely qualified to provide the _ specialized consulting services authorized in this Contract. No _= other firm in the country has the in-depth knowledge and experience in FAMIS as this firm has. -' As to minority participation expected of firms doing business ." with the City of Miami, this firm has contracted with a local -_ Black professional to assist them and be a liaison during the term of this contract. The Departments of Finance and Computers endorse this contract for cost-effective design services. Programming requirements will be met by the Computers Department from it operating budget. cc: Law Department Dept. of Computers M AGREEMENT This Agreement entered into this - day of , 19851 by and between the City of Miami, a municipal corporation of The .State of Florida, hereinafter referred to as "CITY" and Financial Systems Associates Incorporated, hereinafter referred to as "CONSULTANT". WITNESSETH:. WHEREAS, the City is desirous of improving the timeliness and accuracy of its financial information; and WHEREAS, the consultant is uniquely qualified to assist the City in improving the financial information system; and WHEREAS, the City has four overall objectives for this project: 1. To provide on-line updating and inquiry to the City's budgetary accounting data, while retaining overnight batch processing for master file posting; 2. To provide limited data entry capability at the department level for recording pre -encumbrances; 3. To provide on-line inquiry to certain key reports dealing with revenues, expenditures, encumbrances and subsidiary accounts; and 4. To provide security controls to prevent unauthorized inquiries at the department level and to control transaction entry authorization. NOW, THEREFORE, in consideration of the mutual covenants and obligations herein contained, and subject to the term and conditions hereinafter stated, the parties hereto understand and agree as follows: I. TERM: The term of this Agreement shall be for one year from the date of execution by City Manager. II. SCOPE OF SERVICES: The CONSULTANT will provide the following professional services as part of this Agreement: - 1 - 7 , .. 85-506 . b A. Develop a conceptual design specifying the features and functions of the system enhancements in terms of the inputs, outputs, and processing requirements involved. A description of the conceptual design tasks that we Intend to perform during Phase One is attached as Appendix A of this Contract. To minimize expenses and keep costs to a minimum, CONSULTANT will perform a detailed on -site review and gather necessary information . Development of the Conceptual Design Report will then be performed off - site. Upon completion, CONSULTANT will send draft copy to CITY for review and schedule an on -site meeting, not later than six weeks after execution of this Contract by the City Manager. Based on inclusion of required modifications, CONSULTANT will submit final Conceptual Design Report for acceptance by CITY, not later than two weeks after the above on -site meeting. B. Following the completion and acceptance by the City of the conceptual design document, CONSULTANT will then proceed to form the detail design tasks specified in Appendix B of this Contract. The specific system improvements to be achieved in the design documents are outlined below: 1. Expenditure Control On-line budget status inquiry: by line item and major category - including quarterly allotments - report BE-200 Format On-line encumbrance status inquiry: - list of outstanding P.O.'s and balances - list of outstanding P.O.'s by line item - purchase order detain including payment data with check number and stub description On-line transaction inquiry: - detail transactions by line item - display current month and prior month activity - 2 - 85-508... A. Develop a conceptual design specifying the features and functions of the system enhancements in terms of the inputs, outputs, and processing requirements involved. A description of the conceptual design tasks that we intend to perform during Phase One is attached as Appendix A of this Contract. To minimize expenses and keep costs to a minimum, • CONSULTANT wi 11 perform a detai led on -site review and ` ! gather necessary information Development of the r;. Conceptual Design Report will then be performed off - site. Upon completion, CONSULTANT will send draft copy to CITY for review and schedule an on -site meeting, not later than six weeks after execution of this Contract by the City Manager. Based on inclusion of required q< modifications, CONSULTANT will submit final Conceptual Design Report for acceptance by CITY, not later than << two weeks after the above on -site meeting. ' f B. Following the completion and acceptance by the City of the conceptual design document, CONSULTANT will then proceed to form the detail design tasks specified in W, Appendix 8 of this Contract. The specific system improvements to be achieved in the design documents are `h outlined below: 1. Expenditure Control On-line budget status inquiry: - by line item and major category including quarterly allotments - report BE-200 Format On-line encumbrance status inquiry: - list of outstanding P.O. s and balances - list of outstanding P.O.'s by line item - purchase order detain including payment data with check number and stub description On-line transaction inquiry: - detail transactions by line item - display current month and prior month activity -2- 85-508... 50 Z 2. Revenue Control On-line budget status inquiry: by index code and minor object = by minor object and fund • by fund = by project report 08/09 format On-line transaction inquiry: - by index code and minor object - by minor object and fund by project - display current month and prior month activity On-line subsidiary file inquiry: - by fund and subsidiary account - by fund, project and subsidiary account - ACR report format 3. Security Features - Restrict inquiry access to specific department - Provide departmental override access to Finance Management b Budget, and City Manager - Provide central control over inquiry and update authorization - Restrict transaction entry at department level to pre -encumbrances. CONSULTANT will submit the final detail design document j within ten (10) weeks of CITY accepting the conceptual I design document specified in Section II A, above. III. COMPENSATION: A. CITY shall pay CONSULTANT as maximum compensation for the services required pursuant to Section II hereof, a sum not to exceed Forty Nine Thousand Nine Hundred b Ninety Five Dollars (t49,995). B. Such compensation shall be paid on the following basis: The first $250000 shall be due and payable upon acceptance by CITY of the Conceptual Design Document specified in Section II A. of this Contract. 3 - 85--508. a'. 4 i C. Second payment of $15,000 shall be due and payable upon acceptance by CITY of detail design document specified in Section II B, of this Contract. D. Balance of $9,945, will be paid in five (5) monthly installments of $2,500, and final payment of $1,495, with the first installment payment due thirty (30) days after second payment (C above) is made. E. CITY shall have the right to review and audit the time records and related records of CONSULTANT pertaining to any payments by CITY. IV. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS: Both parties shall comply with all applicable laws, ordinances and codes of federal, state and local governments. Y. 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 registered mail addressed to the other party at the address indicated here 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 i-s earlier. City of Miami Consultant 3500 Pan American Drive 9507 Beach Mill Road Miami, Florida 33133 Suite 101 Great Falls, Va. 22066 B. 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 or conditions contained in any attached documents, the terms in this Agreement shall rule. - 4 - 85--506. . O. 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. t. 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, then same shall be deemed severable, and in either event the remaining terms and provisions of this Agreement shall remain in full force and effect. YI. OWNERSHIP OF DOCUMENTS: All documents developed by the CONSULTANT under this Agreement, shall be delivered to CITY by said CONSULTANT upon completion of the services required pursuant to Paragraph I1 of this Agreement, and shall become the property of the CITY, without restriction or limitation to their use. CONSULTANT agrees that all documents, records and reports maintained and generated pursuant to this contractual relationship between the 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 the CITY to the CONSULTANT, pursuant to this Agreement shall at all times remain the property of the CITY and shall not be used by CONSULTANT for any purpose whatsoever without the written consent of CITY. YII.j NON-DELEGABILITY: That the obligations undertaken by CONSULTANT pursuant to the 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 services or any part thereof by another person or firm. -5- a 85 -sos.. YIII. 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 company or persons to solicit or secure this Agreement and that they have not offered to pay, paid, or agreed to pay any person or company any fee, commission, percentage, brokerage fee, or gifts of any kind contingent' upon or resulting from the award of making this Agreement. X. CONSTRUCTION OF AGREEMENT: 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. XII. INDEMNIFICATION: CONSULTANT shall indemnify and save the CITY harmless from and against any and all claims, liabilities, losses, and cause 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 the CONSULTANTS, including any person acting for or on its behalf, and, from and against any orders, judgments, or j 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. -s- 85-5Q8. XIII. CONFLICT OF INTEREST: CONSULTANT covenants that no person under its employ who presently exercise any functions or responsibilities in connec- tion with the Agreement has any personal financial interests, direct or indirect, in this Agreement. CONSULTANT further covenants that, in the performance of this Agreement, no person Af- having such conflicting interest shall be employed. Any such r interest on the part of CONSULTANT or its employees, must be k disclosed in writing to the CITY. r h_ CONSULTANT is aware of the conflict of interest laws of the City of Miami (City of Miami Code Chapter 2, Article Y), Dade County Florida (Dade County Code Section 2-11.1) and the State of Florida, and agrees that it shall fully comply in all respects with 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 Ordinance of CITY, or any rights generally afforded classified or unclassified employees; further he/she "? shall not be deemed entitled to Florida Workers' 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 his 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. - 7 - 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. NON-DISCRIMINATION: I CONSULTANT agrees that it shall not discriminate as to race, sex, color, creed, or national origin in connection with performance under this Agreement. XVII. MINORITY PROCUREMENT: CONSULTANT acknowledges that it has been furnished a copy of Ordinance No. 9775, the Minority Procurement Ordinance of the City of Miami, and agrees to comply with all applicable '- substantive and procedural provisions therein, including any ,o amendments thereto. XIX. DEFAULT PROVISION: In the event that CONSULTANT shall fail to comply with each and r every term and condition of this Agreement or fails to perform =, any of the terms and conditions contained herein, then CITY at rrK• its sole option, may upon written notice to CONSULTANT may -'t 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. - 8 S5-5O8. , XX. 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 these presents to be executed by the respective officials thereunto duly authorized, this the day and year first written above. r 1 CONSULTANT: FINANCIAL SYSTEMS ASSOCIATES ATTEST: By: President (Seal) Corporate Secretary ATTEST: Ralph G. Ongie, City Clerk CITY OF MIAMI, a municipal corporation of the State of Florida By: City Manager APPROVED AS TO FORM AND CORRECTNESS: Lucia A. Dougherty, City Attorne., - 9 -