HomeMy WebLinkAboutR-04-0508City of Miami
Legislation
Resolution: R-04-0508
City Hall
3500 Pan American
Drive
Miami, FL 33133
www.miamigov.com
File Number: 04-00843 Final Action Date: 7/22/2004
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S),
AUTHORIZING THE CITY MANAGER TO EXECUTE A SOFTWARE LICENSE AND
SERVICES AGREEMENT, IN SUBSTANTIALLY THE ATTACHED FORM, WITH
ORACLE CORPORATION, THE TOP -RANKED FIRM, PURSUANT TO INFORMAL
REQUEST FOR PROPOSAL ("RFP") NO. 03-04-104, ISSUED APRIL 22, 2004, AS
AUTHORIZED BY THE CITY COMMISSION PURSUANT TO RESOLUTION NO.
04-0203, ADOPTED APRIL 8, 2004, WAIVING FORMAL COMPETITIVE BIDDING
PROCEDURES, FOR THE ACQUISITION OF ORACLE'S ENTERPRISE
RESOURCE PLANNING ("ERP") APPLICATION, DATABASE, TOOLS, SOFTWARE
AND TRAINING, IN AN AMOUNT NOT TO EXCEED $1,021,816, AND PROVIDING
SUPPORT AND MAINTENANCE AS SET FORTH IN THE ATTACHED AGREEMENT
FOR FIVE (5) YEARS AT A TOTAL FIXED COST OF $1,009,320, FOR A TOTAL
CONTRACT AMOUNT NOT TO EXCEED $2,031,136, AND ANY NECESSARY
THIRD -PARTY APPLICATION SOFTWARE, AS NEEDED, FROM ATHIRD-PARTY
PROVIDER, IN AN AMOUNT NOT TO EXCEED $357,000, AND A CONTINGENCY
AMOUNT NOT TO EXCEED $250,000, FOR UNFORESEEABLE
CIRCUMSTANCES; ALLOCATING FUNDS FROM THE INFORMATION
TECHNOLOGY ERP CAPITAL IMPROVEMENT ACCOUNT CODE NO. 311613, AND
FROM THE OPERATING BUDGETS OF THE DEPARTMENT OF INFORMATION
TECHNOLOGY, VARIOUS DEPARTMENTS CTYWIDE AND FROM VARIOUS
CAPITAL IMPROVEMENT PROJECT ACCOUNTS, SUBJECT TO BUDGETARY
APPROVAL.
WHEREAS, the Arthur Anderson L.L.P. Information Technology ("IT") Strategic Plan indicated that
the second highest priority of the strategic technology initiatives is the acquisition and implementation
of an Enterprise Resource Planning ("ERP") Software System and recommended JD Edwards,
PeopleSoft, Oracle and SAP as potential candidates for an ERP software system; and
WHEREAS, the City of Miami ("City") embarked on a Business Process Review ("BPR") to study
the City's current state of business processes and how it delivers services in the key areas of finance,
employee relations, budget, payroll, and purchasing; and
WHEREAS, the BPR study cited industry best practices in the aforementioned key areas and
provided for what the City's future state of business processes should be and how it should deliver its
services in the future in the key areas of finance, employee relations, budget, payroll, and purchasing;
and
WHEREAS, the BPR Study produced a Fit/Gap Analysis providing a road map to implement
industry best practices to improve efficiencies, performance, and accountability to minimize
customization during the ERP implementation; and
WHEREAS, the BPR Study concluded that the City should consider Tier One ERP Software firms,
City of Miami
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File Number: 04-00843 Enactment Number: R-04-0508
from Lawson, Oracle, Peoplesoft, and SAP, to best implement Best Practice -driven solutions; and
WHEREAS, the Gartner Group's Decision Drivers ("DDI") Tool was used by the City to rank how
the four major ERP Software Firms of Lawson, Oracle, Peoplesoft, and SAP met the City's needs;
and
WHEREAS, the ERP Executive Steering Committee used the Arthur Anderson L.L.P. IT Strategic
Plan, BPR Study, and Gartner Group's DDI Tool in its conclusion to consider proposals only from Tier
One ERP Software Firms, Lawson, Oracle, Peoplesoft, and SAP; and
WHEREAS, pursuant to Resolution No. 04-0203, adopted April 8, 2004, the City Commission
after an advertised public hearing, ratified, approved, and confirmed the City Manager's request for
waiving the requirements for competitive bids and authorized issuance of an informal Request for
Proposal ("RFP") to Lawson, Oracle, Peoplesoft, and SAP; and
WHEREAS, on April 22, 2004, the RFP was issued to the four firms and on May 3, 2004, four
proposals were submitted by all four firms; and
WHEREAS, the ERP Executive Steering Committee for eight (8) full days were present for
scripted demonstrations and met on three additional occasions (May 24, May 25, and May 28, 2004)
to discuss the scripted demonstrations and to consider factors such as, functionality, scripted
demonstrations, end -user input, and cost analysis provided by the City's hired ERP technical
consultant to make its selection of an ERP Software System; and
WHEREAS, on May 28, 2004, the ERP Executive Steering Committee met and ranked the firms
in the following manner: (1) Oracle (2) Peoplesoft (3) SAP (4) Lawson; and
WHEREAS, the negotiation team negotiated a contract, in substantially the attached form, with
the Oracle Corporation; and
WHEREAS, the City Manager respectfully recommends that the City Commission authorizes the
execution of said agreement, in substantially the attached form;
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. The City Manager is authorized{1} to execute a Software License and Services
Agreement ("Agreement"), in substantially the attached form, with Oracle Corporation, the top -ranked
firm, pursuant to informal RFP No. 03-04-104, issued April 22, 2004, pursuant to Resolution No. 04-
0203, adopted April 8, 2004, waiving formal competitive bidding procedures, for the acquisition of
Oracle's Enterprise Resource Planning ("ERP") Application, Database, Tools Software and Training,
in the amount not to exceed $1,021,816, and providing support and maintenance as set forth in the
attached Agreement for five (5) years at a total fixed cost of $1,009,320, for a total contract amount
not to exceed $2,031,136 and any necessary third -party application software, as needed, from a
third -party provider, in the amount not to exceed $357,000 and a contingency amount not to exceed
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File Number: 04-00843 Enactment Number: R-04-0508
$250,000, for unforeseeable circumstances, with funds allocated from Information Technology ERP
Capital Improvement Account Code No. 311613, and from the Operating Budgets of Information
Technology and various departments Citywide and from various Capital Improvement Project
Accounts, subject to budgetary approval.
Section 3. This Resolution shall become effective immediately upon its adoption and signature of
the Mayor.{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.
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