HomeMy WebLinkAboutworksheetCITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO :
FROM :
The Honorable Mayor and
City Commissi
Je
ity,
Iola
anager
DATE :
SUBJECT:
REFERENCES
ENCLOSURES:
October 25, 2004
FILE :
Worksheet for Agenda Item
Department Requesting Agenda Item: Information Technology Department
1. Subject: Recommendation for Award of Contract for ERP System Integrator
(RFP #03-04-151)
2. Purpose of item: It is respectfully requested that the City Commission adopt the
attached Resolution authorizing the City Manager to negotiate and execute an
agreement, in substantially the attached form, for the acquisition of Enterprise
Resource Planning (ERP) system implementation services from Solbourne
Computer, Inc. for a period of sixteen (16) months or until there is a successful
implementation and fully operational ERP system, in an amount not to exceed
$7,000,000, allocating funds from Capital Improvement Program ERP Project
Account Code 311613 and various CIP accounts and department operating
budgets with future fiscal year funding subject only to budgetary approval.
3. History of item: In 2001, the City of Miami, with assistance from Arthur
Anderson L.L.P., developed an Information Technology Strategic Plan. This plan
highlighted a number of strategic technology initiatives the City needs to
complete within the next few years. The #2 City-wide priority of these initiatives
is the acquisition and implementation of an Enterprise Resource Planning system
(ERP) to provide modern, reliable, efficient and integrated support for the City's
finance, employee relations, budget, payroll and purchasing functions.
The first major phase of the ERP project, Business Process Redesign (BPR) was
completed in March 2004. The BPR study included reviewing and mapping of
the current state of business processes in the key areas mentioned above,
identifying industry best practices and providing a gap analysis and a road map
for the City to implement industry best practices to improve efficiencies,
performance and accountability to minimize customization during the ERP
implementation.
On April 8, 2004, the Miami City Commission passed Resolution No. R-04-0204,
authorizing the City Manager to negotiate and execute an agreement for system
integration services pursuant to the terms set forth in Request for Proposals No.
15-973-516-R (issued on June 25, 2004) utilizing State of Florida Contract No.
973-561-04-2. On July 20, 2004, the City received two (2) proposals from the
team of IBM/Solbourne/AST/Xcelicor and BearingPointBlackwell Consulting
Services.
Also, on April 8th, the Commission authorized the City to select an ERP software
system from one of the 4 leading ERP vendors. The Commission approved
procurement of Oracle's eBusiness Suite ERP system on July 22nd, 2004
(Resolution R-04-0508).
On August 4th and 5th, 2004, respectively, IBM (teamed with Solboume, AST,
Answerthink, Oracle Consulting and Xcelicor) and BearingPoint (teamed with
Blackwell Consulting Services) made presentations to the ERP Steering Selection
Committee. Based on the presentations and on the price proposal(s) submitted,
which were over $9,000,000, the ERP Steering Selection Committee
recommended to the City Manager to reject both proposals and to expand the
competition in order to receive more favorable proposals by issuing a Request for
Proposal to all firms, not only to the 60+ IT firms on the State of Florida Contract.
On August 6, 2004, the City Manager accepted the ERP Steering Selection
Committee recommendation.
On August 20, 2004, the City of Miami Purchasing Department issued the new
Request for Proposal No. 03-04-151 and on September 15, 2004, the City
received three (3) proposals from (not in any particular order) Solboume
Computer, Inc., Answerthink, Inc. (teamed with Oracle Consulting), and Strategic
Information Solutions, Inc.
On September 29th and 30th, the above mentioned firms made presentations to the
ERP Steering Committee and on the same day of the 30th it recommended to the
City Manager based on the firms' background, qualifications, ability to perform
required services, approach to scope of work (methodology), viability,
experience, reference checks, proposal amount and presentation, the following top
(2) Proposers in rank order to negotiate:
1. Solboume Computer, Inc.
2. Answerthink, Inc.
The City Manager accepted the ERP Steering Committee recommendation of the
two rank firms and further concurred with the recommendation that if contract
negotiations should fail with the top ranked firm, Solbourne Computer, Inc.,
that the City negotiate with the second ranked firm, Answerthink, Inc. Should
negotiations also fail with the second -ranked firm, the Committee will again meet
to determine its recommendation regarding the firm ranked third.
4. Does this item correlate with the CIP plan or Strategic Plan? If so, how?
System Integrator services are necessary to implement the Oracle eBusiness ERP
system authorized by Commission Resolution R-04-0508 on July 22nd, 2004. The
ERP initiative is the #2 priority on the City's Information Technology Strategic
Plan and aligns with the City vision, goals and balanced scorecard.
5. Does this item have any effect on residents within the City of Miami? If so,
how? This is a City-wide initiative that will improve the efficiency of City
government and improve citizen services.
6. Will this item impact any specific District? If so, which one?
This is a City-wide initiative and benefits all districts by improving government
efficiency and citizen services.
7. Does this item have any fiscal impact? (please provide dollar amount):
None — Budgeted Item
Approved by: Director// ChieYL / Mana,