HomeMy WebLinkAboutcover memo - 1CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
A‘,
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TO :
FROM :
Honorable M. . `arid Membe
he City ► ommission
3 o e iola
hie Administrator / City Manager
RATE
SUBJECT:
REFERENCES:
ENCLOSURES:
OCT 3 0 2003
Professional Consulting
Services for Business
Process Reengineering
and Subject Matter
Experts
FILE :
Recommendation
It is respectfully requested that the City Commission adopt the attached resolution authorizing the
City Manager to negotiate and execute a professional services agreement in substantially the
attached form, with Blackwell Consulting LLC, a non -minority, non -local vendor, pursuant to
State of Florida Contract Number 974-194-03-1 subject to further extensions by the State of
Florida, to provide business process reengineering services and subject matter experts in an
amount not to exceed $2,875,000 for a two-year period, with the option to extend for two
additional two-year periods . Funds are allocated from the Enterprise Resource Planning CTP
Account Code 311613.
Back;:round
In 2001, the City of Miami partnered with Arthur Anderson Corporation for the provision of a
Technology Strategic Plan. This plan highlighted a number of strategic technology initiatives the
City needs to complete within the next few years. One of these initiatives is the acquisition and
implementation of a commercial off the shelf Enterprise Resource Planning software system
(ERP) to provide modern, reliable, efficient and integrated support for the City's finance,
employee relations, budget, payroll and purchasing functions. This project includes
reengineering current processes to reflect industry best practices.
The first phase of the ERP project is to contract for Business Process Reengineering services and
Subject Matter Experts in the areas of Finance, Employee Relations, and Budget. The BPR study
will include reviewing and mapping of the current state of business processes in the key areas
mentioned above, documenting industry best practices and providing a gap analysis and a road
map for the City on how to implement industry best practices to improve efficiencies,
performance, accountability, and minimize customization during the ERP implementation.
The first major phase of the ERP project also includes augmenting the City of Miami ERP project
team with Subject Matter Expert resources. The SMEs are specialists in the areas of finance,
employee relations, and budget. Three subject matter experts will be provided by Blackwell
Consulting for a period of up to two years. The subject matter experts will be working as part of
the Budget, Finance, and Employee Relations departments providing assistance and guidance in
the requirements analysis, vendor selection and evaluation, and implementation of the ERP
solution throughout the life of this project to the respective department directors and the ERP
steering committee.
Honorable Mayor and Members of the City Commission
Professional Consulting Services for Business Process Reengineering and Subject Matter
Experts
October 23, 2003
Page 2
The City of Miami issued an informal RFP to seek proposals from qualified and experienced
firms off the State of Florida computer consulting services contract to provide professional
consulting services for Business Process Reengineering and Subject Matter Experts. The firms
invited to respond were BearingPoint, Inc. (State of Florida Contract No. 973-572-04-1),
Blackwell, Inc. (State of Florida Contract No 974-194-03-1), IBM Corporation (State of Florida
Contract No 973-504-03-1), MGT of America, Inc. (State of Florida Contract No 973-574-03-1)
and TekSystems, Inc. (State of Florida Contract No 974-062-03-1).
A mandatory Pre -Proposal conference was conducted on August 12, 2003 at City Hall with
potential proposers to discuss the City's needs and the services to be provided. A total of three
(3) responsive Proposals were received and evaluated by the Evaluation Committee. The
Committee met on two occasions, September 2, 2003 and September 5, 2003, at which time the
Committee heard oral presentations from the three (3) firms who were short-listed. Following
discussion, deliberation and evaluation, the Committee recommended Blackwell Consulting
Services, LLC as its top -ranked firm.
At the City Commission meeting of September 25, 2003 the City Commission approved
resolution 03-1040 authorizing the City Manager to engage in contract negotiations with the top
ranked firm of Blackwell Consulting LLC. The City has completed these negotiations and is now
seeking the approval of the City Commission for the execution of the attached Professional
Services Agreement for Business Process Reengineering services and subject matter experts in an
amount not to exceed $2,875,000 for a two-year period, with the option to extend for two
additional two-year periods.
s.
FISCAL IMPACT: None — Budgeted Item
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