HomeMy WebLinkAboutcover memoCITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO
Hon ble M and Mem
Of tle��ity ission C'
FROM : Joe i la
Chie A ministrator/City Manager
DATE:
SUBJECT : Acquisition of Computer
Software and Services
REFERENCES:
ENCLOSURES:
FILE :
RECOMMENDATION
It is respectfully recommended that the City Commission adopt the attached Resolution approving the
acquisition of City View Software by Municipal Software Corporation with purchase to include all
software, implementation services, training, maintenance, technical support, and other related services, to
provide a zoning compliance, code enforcement, and permitting and inspections computer system. The
Software would be purchased through a contract awarded under the City of San Mateo, California, under
Resolution No. 2 passed on January 5th, 2004. The initial cost of this acquisition this fiscal year would be
for $380,000.00, with the option to purchase additional licenses, software, maintenance, and services
over a period of five years for an additional amount of $677,322.00, for a total amount not to exceed
$1,057,322.00, allocating funds in the sum of $380,000.00 for the current fiscal year (fiscal year 2003-04)
from Information Technology CIP account 311617, CIP account 311620, Information Technology
Strategic Funds, and the ITD operating budget. Future years' funding will be allocated from various CIP
accounts, the operating budgets of various departments, ITD's operating budget, and IT Strategic
Funding, as may be adjusted from time to time by the City Commission in the annual appropriations/
capital improvements ordinances, or as otherwise adjusted as permitted by law.
BACKGROUND
The City of Miami Quality of Life Task Force met November 2003 to discuss areas. of zoning process
improvement. The Zoning Administrator was tasked to create a plan to improve the process of capturing
information on property use and ensure zoning compliance. An analysis by the Information Technology
Department (ITD) of the existing Certificate of Use (CU) process confirmed the existence of disjointed
computer applications serving separate department needs as well as databases which did not preserve
meaningful and reliable records of compliance.
In January 2004, ITD identified five qualified and experienced firms which offered software products
which could meet the needs of a new Land Use Compliance System (LUCS) to replace the current CU
process. Functional requirements were gathered and agreed upon by the City of Miami stakeholders that
include representatives from Building, Fire, Code Enforcement, Citistat and Zoning departments. The
vendors were provided high level required capabilities, including process diagrams and pre -demonstration
meetings to ensure the capabilities of LUCS were clearly communicated. Formal vendor demonstrations
were conducted and the required capabilities were evaluated for each proposal. Based on ease of use,
scalability, and functionality the LUCS stakeholders selected Municipal Software Corporation' s City
View product for implementing Phase I of the Land Management project.
1
After participation in the LUCS demonstrations, the Code Enforcement department requested to be added
to the scope of Phase I of the Land Management project. Code Enforcement cited additional key
objectives that could be met with regards to objectives of the City of Miami Quality of Life Task Force.
After consideration, the stakeholders decided that the LUCS and CE applications should be combined to
create Phase I of the Land Management project.
To purchase the product, City View, a procurement vehicle was provided by Municipal Software
Corporation using a contract for the City of San Mateo, California. The City of San Mateo had conducted
an extensive Request for Proposal (RFP) through a competitive procurement process for a complete Land
Management solution and selected City View. After review of the City of San Mateo contract by
Procurement and Law, the agreement was approved as a procurement vehicle using a piggyback contract
to purchase product and services for the City of Miami. After successful implementation of Phase I the
City of Miami would be able roll out other Land Management projects to include, but not be limited to
the areas of Neighborhood Enforcement Teams (NET), Planning, Building, Mechanical, Electrical,
Plumbing, Fire, Public Works, Solid Waste, Municipal Boards, Zoning and Economic Development for a
total cost of ownership not to exceed $1,057,322.00 over a five year period.
tikl\l/
K: G;WGT
2