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Home My WebLink AboutR-04-0203City of Miami Legislation Resolution: R-04-0203 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 04-00235 Final Action Date: 4/8/2004 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BYA FOUR -FIFTHS (4/STHS) AFFIRMATIVE VOTE, AFTER AN ADVERTISED PUBLIC HEARING, RATIFYING, APPROVING AND CONFIRMING THE CITY MANAGER'S RECOMMENDATION THAT SEALED BIDDING PROCEDURES ARE NOT PRACTICABLE OR ADVANTAGEOUS PURSUANT TO SECTION 18-85 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED, AND APPROVING THE FINDINGS OF THE ENTERPRISE RESOURCE PLANNING ("ERP") EXECUTIVE STEERING COMMITTEE THAT THE MOST QUALIFIED FIRMS TO PROVIDE ERP SOFTWARE ARE (IN ALPHABETICAL ORDER): LAWSON, ORACLE, PEOPLESOFT, SAP AND APPROVING ANY NECESSARY THIRD -PARTY APPLICATION SOFTWARE; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AN AGREEMENT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, WITH ONE OF SAID TOP -RANKED VENDORS, FOR THE PURCHASE OF ERP SOFTWARE, IN AN AMOUNT BETWEEN $1,400,000 AND $2,600,000, PURSUANT TO THE ATTACHED TERMS WHICH WILL BE EVALUATED ON TECHNICAL AND FUNCTIONAL REQUIREMENTS THAT BEST FIT THE NEEDS OF THE CITY OF MIAMI ("CITY"), TOTAL COST OF OWNERSHIP, VIABILITY, SCRIPTED DEMOS, REFERENCES, EXPERIENCE OF PROVIDING SOFTWARE TO MUNICIPALITIES OR GOVERNMENT AGENCIES OF SIMILAR SIZE AND/OR COMPLEXITY, AND COST; AUTHORIZING THE NEGOTIATION OF AN AGREEMENT WITH THE NEXT TOP -RANKED FIRM(S) SHOULD NEGOTIATIONS FAIL WITH THE FIRST TOP -RANKED FIRM, UNTILA SUCCESSFUL CONTRACT IS NEGOTIATED; DIRECTING THE CITY MANAGER TO PRESENT THE NEGOTIATED AGREEMENT TO THE CITY COMMISSION FOR CONSIDERATION, REVIEW AND APPROVAL; ALLOCATING FUNDS FROM THE INFORMATION TECHNOLOGY ERP CAPITAL IMPROVEMENT PROJECT ("CIP") ACCOUNT CODE NO. 311613, AND FROM THE OPERATING BUDGETS OF VARIOUS DEPARTMENTS CITYWIDE AND VARIOUS CIP ACCOUNTS, SUBJECT TO BUDGETARY APPROVAL. WHEREAS, the City of Miami ("City") partnered with Arthur Anderson for the provision of a Technology Strategic Plan that highlighted the second highest priority initiative to acquire and implement 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; and WHEREAS, the report recommended JD Edwards, PeopleSoft, Oracle and SAP, and WHEREAS, the first major phase of the ERP project, Business Process Reengineering ("BPR") has been completed; and WHEREAS, the BPR study included reviewing and mapping of the current state of business City of Miami Page 1 of 3 File Id: 04-00235 (Version: 11 Printed On: 9/7/2016 File Number: 04-00235 Enactment Number: R-04-0203 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, and WHEREAS, the first major phase of the ERP project is the procurement of BPR services and the augmentation of the City ERP project team with Subject Matter Experts; and WHEREAS, the BPR Study also produced a Fit/Gap Analysis utilizing the Best Practice -driven solutions to provide the City with a high level assessment of how the four (4) major ERP software packages meet the City's "Zero Customization" ERP guiding principle; and WHEREAS, the BPR Study documented the fit/gap between the selected Best Practices and the ability of the packages to implement the selected Best Practices; and WHEREAS, the Fit/Gap Analysis defined the impact of deploying each Best Practice on to the four (4) major ERP software packages; and WHEREAS, Gartner, Inc. a leading information technology research firm provided the City with the tool Decision Drivers Engine ("DDI") which is a software -based decision support tool, providing easy access to a host of validated data spanning the tactical and strategic considerations in an evaluation; and WHEREAS, the City used the DDI model to create a ranking of the four (4) major ERP software packages; and WHEREAS, both the BRP Fit/Gap Analysis and DDI concluded the top four (4) products were: Lawson, Oracle, PeopleSoft and SAP; and WHEREAS, the findings of the BPR Fit/Gap Analysis and the DDI ranking were then evaluated by the ERP Executive Steering Committee ("Committee"); and WHEREAS, following discussion, deliberation and evaluation, the Committee recommended Lawson, Oracle, PeopleSoft, SAP as its top -ranked firms; and WHEREAS, any necessary third -party application software that will be required to meet the specific requirements of the City is approved as well; and WHEREAS, the Committee will evaluate four (4) vendors based on functionality, technology, total cost of ownership, viability, cost and scripted demos and then will start negotiations with the first top -ranked firm; and WHEREAS, should negotiations fail with the first top -ranked firm, the Committee recommended that the City negotiate with the next highest ranked firm(s) until a successful contract is negotiated; and City of Miami Page 2 of 3 File Id: 04-00235 (Version: 11 Printed On: 9/7/2016 File Number: 04-00235 Enactment Number: R-04-0203 WHEREAS, the City Manager has approved the findings and recommendation of the Committee and has recommended to the City Commission that the same be adopted; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. By a four -fifths (4/5ths) affirmative vote, after an advertised public hearing, the City Manager's recommendation that sealed bidding procedures are not practicable or advantageous pursuant to Section 18-85 of the Code of the City of Miami ("City"), Florida, as amended, and approving the findings of the Enterprise Resource Planning ("ERP") Executive Steering Committee, that the most qualified firms to provide ERP software, for the City are (in alphabetical order): Lawson, Oracle, PeopleSoft and SAP, and approving any necessary third -party application software, is ratified, approved and confirmed. Section 3. The City Manager is authorized{1} to negotiate an Agreement, in a form acceptable to the City Attorney, with one of said top -ranked vendors, for the purchase of ERP software, in an amount between $1,400,000 and $2,600,000, pursuant to the attached terms, which will be evaluated on technical and functional requirements that best fit the needs of the City, total cost of ownership, viability, scripted demos, references, experience of providing software to municipalities or government agencies of similar size and/or complexity and cost, with funds allocated from the Information Technology ERP Capital Improvement Project ("CIP") Account Code No. 311613, and from the Operating Budgets of various departments Citywide and various CIP accounts. Section 4. The City Manager is further authorized {1} to negotiate an Agreement, in a form acceptable to the City Attorney, with the next top -ranked firm(s), in the event negotiations fail with the first top -ranked firm, until a successful contract is negotiated. Section 5. The City Manager is directed to present the neotiated Agreement to the City Commission for consideration, review and approval. Section 6. This Resolution shall become effective immediately upon its adoption and signature of the Major.{2} Footnotes: {1} The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to those prescribed by applicable City Charter and Code provisions. {2} If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. City of Miami Page 3 of 3 File Id: 04-00235 (Version: 11 Printed On: 9/7/2016