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Miami, FL 33133
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File Number: 04-00843 Enactment Number: R-04-0508
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 A THIRD -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,
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
City of Miami Page 1 of 3 R-04-0508
File Number: 04-00843 Enactment Number: R-04-0508
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 $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}
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File Number: 04-00843 Enactment Number: R-04-0508
Date: JULY 22, 2004
Mover: COMMISSIONER GONZALEZ
Seconder: COMMISSIONER WINTON
Vote: AYES: 4 - COMMISSIONER GONZALEZ, WINTON, REGALADO AND TEELE
ABSENT: 1 - COMMISSIONER SANCHEZ
Action: ADOPTED
Date: JULY 27, 2004
Action: SIGNED BY THE MAYOR
I, Priscilla A. Thompson, City Clerk of the City of Miami, Florida, and keeper of the records thereof, do
hereby certify that this constitutes a true and correct copy of Resolution No. R-04-0508, with
attachments, passed by the City Commission on 7/22/2004.
December 15, 2005
Date Certified
{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 of3 R-04-0508