ITB-19-246-02 Axtegrity ConsultingC O N T RA C T N O . 19 -246-02
MIAM I BEACH
Procurement Department, 1755 Meridian Avenue, 3" Floor, Miami Beach, Florida 33139, www.miamibeachfl.gov, 305-673-7490
SENT VIA E-MAIL TO: kodom@axtegrity.com
January 24, 2020
Keith Odom
Axtegrity Consulting, LLC.
5858 T.G. Lee Blvd. STE 520
Orlando, FL 32822
Phone: 239.319.3281
RE: NOTICE OF AWARD OF CONTRACT PURSUANT TO INVITATION TO BID (1TB) NO. 2019-
246-DF, FOR PRE-QUALIFICATION POOL FOR MICROSOFT PROFESSIONAL SERVICE
PROVIDERS.
Dear Mr. Odom:
On September 17, 2019, Axtegrity Consulting, LLC., (the "consultant") submitted to the City of Miami
Beach, Florida (the "City") a response to the above-referenced 1TB to be prequalified to provide
services for the following Microsoft competencies.
• Enterprise Resource Planning
The 1TB stipulates, pursuant to Section 0200, Sub-Section 16, Binding Contract, that the approval of
the City Manager's recommendation by the Mayor and City Commission shall constitute a binding
Contract between the City and the consultant.
This letter shall serve as official notice from the City that the Mayor and Commission at its December
11, 2019 meeting approved the City Manager's recommendation, pursuant to the 1TB to prequalify the
consultant to be eligible to provide services to the City for the aforementioned Microsoft Competencies.
It is important to note the work must be awarded pursuant to the roadmap established in Section 5, of
the 1TB. Further, no services may be performed until such time as the City has issued a Purchase
Order.
If you have any questions regarding this letter of notification of award, you may contact Valerie Velez,
Contract Analyst, Procurement Department, at ValerieVelez@miamibeachfl.gov or at 305.673.7490.
Otherwise, all other questions should be addressed to the Contract Manager for this contract, Frank
Quintana, Information Technology Department, at FrankQuintana@miamibeachfl.gov or (305) 673-
7000 ext. 26150.
IS
r Procurement Department
AD/ME/AG
WVe are committed to providing excellent public service and salety to all who live, work, and play in our vibrant, tropical, historic community.
RESOLUTION NO.2019-31092
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA ACCEPTING THE RECOMMENDATION OF
THE CITY MANAGER, PURSUANT TO INVITATION TO BID (ITB) 2019-
246-DF, TO ESTABLISH A POOL OF MICROSOFT CERTIFIED SERVICE
PROVIDERS TO EXPEDITE THE SELECTION OF VENDORS FOR
FUTURE INFORMATION TECHNOLOGY PROJECTS INVOLVING
MICROSOFT SERVICES,AND APPROVING THE VARIOUS MICROSOFT-
DESIGNATED COMPETENCIES,AND THE INITIAL POOL OF QUALIFIED
SERVICE PROVIDERS, AS SET FORTH IN EXHIBIT "A" TO THE
COMMISSION MEMORANDUM ACCOMPANYING THIS RESOLUTION;
FURTHER, AUTHORIZING THE CITY MANAGER TO KEEP THE ITB
OPEN FOR THE PURPOSE OF PREQUALIFYING ADDITIONAL
MICROSOFT CERTIFIED SERVICE PROVIDERS,AND DELEGATING TO
THE CITY MANAGER THE AUTHORITY TO ADD SERVICE PROVIDERS
TO THE POOL, PROVIDED SUCH VENDORS MEET THE
REQUIREMENTS OF THE ITB FOR THEIR RESPECTIVE COMPETENCY;
AND FURTHER PROVIDING THAT ANY SERVICE ORDER IN EXCESS OF
100,000 FOR ANY PROJECT SHALL BE SUBJECT TO THE PRIOR
APPROVAL OF THE CITY COMMISSION.
WHEREAS,the Information Technology(IT) Department routinely utilizes a number
of Microsoft services for various City IT needs; and
WHEREAS, in accordance with Microsoft's service delivery model, the required
services are typically acquired through service providers certified by Microsoft in one or
more of the following competencies: application development; application integration; cloud
business application; cloud customer relationship management (CRM); cloud platform;
cloud productivity; collaboration and content; communication; data analytics; data platform;
data center; development and operations (DevOps); enterprise resource planning; learning;
messaging; project and portfolio management; small and midmarket cloud solutions; and
windows and devices; and
WHEREAS, because some of the needs of the IT Department are unplanned and
require a rapid response, it is in the City's best interest to have a pool of prequalified
Microsoft service providers from which the IT Department can seek proposals and quickly
deploy a service provider to address the identified needs; and
WHEREAS, based on the foregoing needs, the Administration issued Invitation to
Bid (ITB) 2019-246-DF, seeking applications from qualified firms interested in participating
in the pool of prequalified Microsoft certified service providers; and
WHEREAS, the ITB was issued on August 30, 2019, with bid opening date of
September 17, 2019; and
WHEREAS, the Procurement Department issued bid notices to 41,914 companies
utilizing www.publicpurchase.com and www.BidSync.com websites, which resulted in the
receipt of responses from the following fourteen (14) firms for various competencies, as
indicated more fully in Exhibit "A" to the Commission Memorandum accompanying this
Resolution: Centric Consulting, LLC; Persepta, LLC;Axtegrity Consulting; Smartek2l LLC;
Tallan, Inc.; Forsyte IT Solutions; DGR Systems LLC; Cloud Navigator, Inc.; eMazzanti
Technologies; Computer Solutions East, Inc.; C2S Technologies Inc.; Netwise USA, Inc.;
Daruma Tech; and Powersolv Inc.; and
WHEREAS,the Administration has verified that each of the firms that responded to
the ITB are responsive and meet the requirements of the ITB; and
WHEREAS, although eMazzanti Technologies submitted a response for various
categories, the firm is only certified by Microsoft in the cloud platform competency;
accordingly, its submission for the other competencies had to be rejected, because the firm
is not certified by Microsoft for those competencies, as required by the ITB;
WHEREAS, when a need arises, the IT Department will seek proposals from all
prequalified firms for one or more of the applicable competencies as stated in Attachment
A; and
WHEREAS, for service orders up to $100,000, the approval of the City Manager or
designee will be required in accordance with the City Manager's existing delegated
procurement authority under the City Code; service orders exceeding $100,000 will be
submitted to the City Commission for its consideration; and
WHEREAS, to maximize competition among the prequalified firms, the
Administration is recommending that the ITB remain open, to permit the City Manager to
prequalify additional firms as part of the pool, provided that such firms meet all of the
requirements of the ITB.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the City Manager, pursuant to Invitation
to Bid (ITB) 2019-246-DF, to establish a pool of Microsoft certified service providers to
expedite the selection of vendors for future Information Technology Projects involving
Microsoft services, and approving the various Microsoft-designated competencies, and the
initial pool of qualified service providers, as set forth in Exhibit "A" to the Commission
Memorandum accompanying this Resolution;further, authorizing the City Manager to keep
the ITB open for the purpose of prequalifying additional Microsoft certified service
providers, and delegating to the City Manager the authority to add service providers to the
pool, provided such vendors meet the requirements of the ITB for their respective
competency; and further providing that any Service Order in excess of $100,000 for any
Project shall be subject to the prior approval of the City Commission.
PASSED AND ADOPTED this 11 day of pecCrr Ge 2019.
Dan Gelber, Mayo..
ATTEST:
2419t )t.91
Rafael E. Granado, City Clerk
INCORP OR.ATEO
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City Attorney ozpe ®ti
Resolutions -C7 J
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: December 11, 2019
SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA ACCEPTING THE RECOMMENDATION OF
THE CITY MANAGER, PURSUANT TO INVITATION TO BID (ITB) 2019-246-
DF, TO ESTABLISH A POOL OF MICROSOFT CERTIFIED SERVICE
PROVIDERS TO EXPEDITE THE SELECTION OF VENDORS FOR
FUTURE INFORMATION TECHNOLOGY PROJECTS INVOLVING
MICROSOFT SERVICES, AND APPROVING THE VARIOUS MICROSOFT-
DESIGNATED COMPETENCIES, AND THE INITIAL POOL OF QUALIFIED
SERVICE PROVIDERS, AS SET FORTH IN EXHIBIT "A" TO THE
COMMISSION MEMORANDUM ACCOMPANYING THIS RESOLUTION;
FURTHER, AUTHORIZING THE CITY MANAGER TO KEEP THE ITB OPEN
FOR THE PURPOSE OF PREQUALIFYING ADDITIONAL MICROSOFT
CERTIFIED SERVICE PROVIDERS, AND DELEGATING TO THE CITY
MANAGER THE AUTHORITY TO ADD SERVICE PROVIDERS TO THE
POOL, PROVIDED SUCH VENDORS MEET THE REQUIREMENTS OF
THE ITB FOR THEIR RESPECTIVE COMPETENCY; AND FURTHER
PROVIDING THAT ANY SERVICE ORDER IN EXCESS OF $100,000 FOR
ANY PROJECT SHALL BE SUBJECT TO THE PRIOR APPROVAL OF THE
CITY COMMISSION.
RECOMMENDATION
Adopt the Resolution.
BACKGROUND/HISTORY
The Information Technology (IT) Department routinely utilizes a number of Microsoft services
that support and develop many of the City's software programs, including the City's Intranet. In
accordance with Microsoft's service delivery model, the required services are typically acquired
through Microsoft certified service providers. Microsoft groups service offerings into categories
it refers to as competencies. The services most often required by the City, or potentially
required in the future, fall into one of the following competencies: application development;
application integration; cloud business application; cloud customer relationship management
CRM); cloud platform; cloud productivity; collaboration and content; communication; data
analytics; data platform; data center; development and operations (DevOps); enterprise
resource planning; learning; messaging; project and portfolio management; small and midmarket
Page 258 of 720
cloud solutions; and, windows and devices. For each service category, Microsoft certifies third-
party service providers as either silver or gold certified. Silver partner certification requires
demonstrating the highest and most specialized ability and commitment in a specific business
solution area. Microsoft recognizes companies awarded the Silver Competency for offering the
best solutions to customers and for undertaking a rigorous and auditable approval process. A
business which has earned a Silver Competency is among the top 5% of Microsoft partners
worldwide. Gold partner certification is awarded to companies that have demonstrated a very
high level of expertise and a proven and specialized skill set in a particular technology or service
area. Gold Competency is the highest Microsoft certification. Microsoft Partners with a Gold
Competency are recognized for their commitment to solidifying customer relationships by
offering innovative and effective business solutions to their customers. A business which has
earned a Gold Competency is among the top 1% of Microsoft Partners worldwide. Microsoft's
certification process for partner companies is rigorous and requires regular auditing to ensure
that partner companies are maintaining and delivering a high degree of skill, proficiency, and
experience to their customers. The City's IT Department requires that the service providers it
utilizes have attained gold certified status because of their deep technical acumen, highly trained
and certified Microsoft solutions engineers and rigorously vetted qualifications by Microsoft.
Often, the City will require that a Microsoft certified partner be available to provide services
expeditiously for a wide variety of needs, including but not limited to: Application Development,
Application Integration, Customer Relationship Management, Cloud, Collaboration Platforms,
Communications, Data Analytics, Data Platforms, Data Center, Dev Ops, Enterprise Mobility,
Enterprise Resource Planning, Learning, Messaging, Project Management, Windows and
Devices. Because some of the needs are unplanned and require a quick response, it is in the
City's best interest to have a pool of prequalified Microsoft gold-certified service providers from
which the IT Department can seek proposals and quickly deploy a service provider to address
the identified need. For this reason, the Administration is seeking to create a pool of prequalified
Microsoft gold-certified service providers for each of the competencies noted above.
When a need arises, the IT Department will seek proposals from all prequalified firms for one or
more of the applicable competencies. For service orders up to $100,000, the approval of the
City Manager, or designee, will be required. Service orders exceeding $100,000 will be
submitted to the City Commission for its consideration and approval. To maximize competition
among the certified firms, the Administration is recommending that firms be allowed to submit
prequalification applications throughout the term of the contract. The City Manager, after
deeming that a firm is qualified to perform the work, would approve the addition of the newly
qualified firm into the pool(s)for one or more of the applicable competencies.
ANALYSIS
To achieve the desired goals stated above, the Administration issued Invitation to Bid (ITB)
2019-246-DF for the establishment of pools of pre-qualified contractors for each of the
following Microsoft competencies identified above.
The purpose of the ITB is to establish a contract, by means of sealed applications, with
qualified firm(s) for the establishment of pre-qualified pools of Microsoft professional service
providers. The pre-qualified pools established shall effectively create a source of viable firm(s)
from which the Information Technology (IT) Department may issue Invitation-to-Quotes (I TQs)
for various City ad hoc Microsoft-related projects during the term of the contract.
Page 259 of 720
The qualified firm(s) would be added to one, or any number, of the available 19 competencies
Application Development, Application Integration, Cloud Business Application (PC Only),
Cloud Customer Relationship Management (CRM), Cloud Platform, Cloud Productivity,
Collaboration and Content, Communication, Data Analytics, Data Platform, Data Center, Dev
Ops, Enterprise Resource Planning, Learning, Messaging, Project and Portfolio Management,
Small and Midmarket Cloud Solutions, and Windows and Devices) offered for certification
within the Microsoft Partner Network (the "Network") for which the firm shows evidence of
holding Gold certified status within the Network. Further, at any time, the City, through the
approval of the City Manager, may accept applications and add additional or remove firms to the
list of prequalified firms during the term of the contract.
ITB PROCESS
The ITB was issued on August 30, 2019, with bid opening date of September 17, 2019. The
Procurement Department issued bid notices to 41,914 companies utilizing
www.publicpurchase.com and www.BidSync.com websites. 182 prospective bidders accessed
the advertised solicitation. The notices resulted in the receipt of fourteen (14) responses from:
Centric Consulting, LLC, Persepta, LLC, Axtegrity Consulting, Smartek2l LLC, Tallan, Inc.,
Forsyte IT Solutions, DGR Systems LLC, Cloud Navigator, Inc., eMazzanti Technologies,
Computer Solutions East, Inc., C2S Technologies Inc., Netwise USA, Inc., Daruma Tech, and
Powersolv Inc. The Microsoft competency for which each firm has submitted a proposal is
included in Attachment A.
Staff has confirmed compliance with the requirements of the ITB by each of the firms
submitting a response. eMazzanti Technologies submitted a response for Data Center, Small
and Midmarket Cloud Solutions, Cloud Productivity, and Cloud Platform categories; however,
with the exception of the Cloud Platform competency, the, responses for the other
competencies had to be 'rejected because the firm is not certified by Microsoft for those,
competencies as required at this by the ITB.
FINANCIAL INFORMATION
The costs of the related services are subject to funds availability approved through the City's
budgeting process. Grant funding will not be utilized for this project.
CONCLUSION
I concur with staff that it is in the best interest of the City to have a pool of pre-qualified Microsoft
gold-certified service providers from which proposals can be sought to quickly deploy a service
provider to address an identified technology need of the City. Otherwise, redundant and time-
consuming efforts would be required to seek proposals and qualify firms each time a need was
identified. In order to continue to maximize competition by continuing to add firms to each of the
Microsoft identified competencies, I recommend that the period for submitting applications be
extended to be consistent with the term of the contract. New applicants that meet the ITB
requirements will be added to the pool for which it is certified. Firms that lose certification or do
not perform well will be removed from the pool. Further, any service order exceeding the City
Manager's authority of$100,000 will be submitted to the City Commission for approval.
Therefore, I recommend that the Mayor and City Commission of the City of Miami Beach,
Florida approve the Resolution accepting the recommendation of the City Manager, pursuant to
Invitation to Bid (ITB) 2019-246-DF, to establish a pool of Microsoft certified service providers
Page 260 of 720
to expedite the selection of vendors for future Information Technology Projects involving
Microsoft services, and approving the various Microsoft-designated competencies, and the
initial pool of qualified service providers, as set forth in Exhibit "A" to the Commission
Memorandum accompanying this Resolution; further, authorizing the City Manager to keep the
ITB open for the purpose of prequalifying additional Microsoft certified service providers, and
delegating to the City Manager the authority to add service providers to the pool, provided such
vendors meet the requirements of the ITB for their respective competency; and further
providing that any Service Order in excess of $100,000 for any Project shall be subject to the
prior approval of the City Commission.
Applicable Area
Citywide
Is this a Resident Right to Does this item utilize G.O.
Know item? Bond Funds?
No No
Legislative Tracking
Information Technology/Procurement
ATTACHMENTS:
Description
Exhibit A
Resolution
Page 261 of 720
ATTACHMENT A
Application Development Data Platform
1. Centric Consulting, LLC 1. Persepta LLC
2.Smartek 21, LLC 2.Tallan, Inc.
3.Tallan, Inc.
4. Computer Solutions East Inc.
Data Center
5. Daruma Tech, LLC 1. Centric Consulting, LLC
6. Powersolv, Inc 2. Smartek 21, LLC
7. Netwise USA, Inc. 3.Tallan, Inc.
Application Integration 4. Forsyte IT Solutions, LLC
1.Tallan, Inc.
5. Cloud Navigator, Inc.
6. Computer Solutions East Inc.
Cloud Business Application (PC Only)7. Powersolv, Inc
N/A Dev Ops
Cloud Customer Relationship Management 1.Tallan, Inc.
CRM)
Enterprise Mobility Management
N/A
Cloud Platform
1. Cloud Navigator, Inc.
2. Forsyte IT Solutions, LLC
1. Centric Consulting, LLC Enterprise Resource Planning
2.Tallan, Inc.
1. Centric Consulting, LLC
3. Forsyte IT Solutions, LLC
2.Axtegrity Consulting LLC
4. Cloud Navigator, Inc.
5. eMazzanti Technologies Learning
6. Computer Solutions East Inc.N/A
Cloud Productivity Messaging
1. Centric Consulting, LLC 1. Computer Solutions East Inc.
2.Tallan, Inc. Project and Portfolio Management
3. Cloud Navigator, Inc. N/A
4. Computer Solutions East Inc.
Small and Midmarket Cloud Solutions
5. Forsyte IT Solutions, LLC
1. Computer Solutions East Inc.
Collaboration and Content Windows and Devices
1. Centric Consulting, LLC 1. Forsyte IT Solutions, LLC
2.Smartek 21, LLC 2. DGR Systems, LLC
3.Tallan, Inc. 3. Computer Solutions East Inc.
4. Cloud Navigator, Inc.
5. Computer Solutions East Inc.
6. Powersolv, Inc
Communication
N/A
Data Analytics
1. Centric Consulting, LLC
2.Smartek 21, LLC
3.Tallan, Inc.
4. C2S Technologies Inc
Page 262 of 720
ITB 2019-246-DF
9
APPENDIX A
________________________________________________________________________
Prequalification
Application
________________________________________________________________________
2019-246-DF
Microsoft Professional Services
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
ITB 2019-246-DF
10
Prequalification Application Instructions
Section 1, General. The purpose of this Prequalification Application is to establish a pool of pre-
qualified bidders for current and future Microsoft Professional Services related projects, which shall
ensure that the Information Technology Department have access to qualified vendors to ensure that
projects are awarded in a competitive manner that maximizes available funds.
Section 2, Submittal Instructions. The Consultant Prequalification Application will not be considered
until it has been submitted completed and executed by a principal of the applicant. Incomplete
applications cannot be processed. If requested information is not applicable, please indicate ''N/A'' or
''None. '' If answers to questions are lengthier than the spaces that are provided in the application, the
answers may be provided on additional pages, which must be attached to the application. All
requested documents must also be attached to the application. Failure to attach all requested
documents will delay review and approval of the application.
Submit one (1) signed original and one (1) electronic copy (e.g., flash drive, CD-ROM) of the
applications to:
City of Miami Beach
Procurement Department
Attention: ITB 2019-246-DF
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
The City reserves the right to request clarifications or additional information as deemed necessary to
evaluate an applicant’s qualifications. When clarifications or additional information is requested by the
City, Applicants will have seven (7) business days to provide, in full, all the requested information.
Failure to provide the information within the prescribed time will delay the review process and may
result in denial of prequalification.
Section 3, Deadline For Submittal. There is no deadline for the submittal of applications. However,
the initial review of applications shall begin 15 days after issuance of this ITB. Applications submitted
after this date will be reviewed periodically on an on-going basis. The City will endeavor to complete
the review of each application within 60 days of receipt.
[THE REMAINDER OF THIS PAGE IS LEFT INTENTIONALLY BLANK]
ITB 2019-246-DF
11
Part A – General Bidder Information.
FIRM NAME:
NO. OF YEARS IN BUSINESS:
NO. OF YEARS IN BUSINESS
LOCALLY:
NO. OF EMPLOYEES:
OTHER NAME(S) BIDDER HAS OPERATED UNDER IN THE LAST 10 YEARS:
FIRM PRIMARY ADDRESS (HEADQUARTERS):
CITY:
STATE:
ZIP CODE:
TELEPHONE NO.:
TOLL FREE NO.:
FAX NO.:
FIRM LOCAL ADDRESS:
CITY:
STATE:
ZIP CODE:
PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT:
ACCOUNT REP TELEPHONE NO.:
ACCOUNT REP TOLL FREE NO.:
ACCOUNT REP EMAIL:
FEDERAL TAX IDENTIFICATION NO.:
APPLICANT FIRM IS:
_____CORPORATION / _____PARTNERSHIP / _____SOLE PROPRIETORSHIP / _____OTHER (If other,
specify:______________________________)
Part B – Category of Work.
Provide checkmark on at least one (1) of the following Microsoft competencies for which the bidder is a
Microsoft Gold partner. Submit documentation for all that apply.
Competency Competency
Application Development Data Center
Application Integration Dev Ops
Cloud Business Application (PC
Only) Enterprise Mobility Management
Cloud Customer Relationship
Management (CRM) Enterprise Resource Planning
Cloud Platform Learning
Cloud Productivity Messaging
Collaboration and Content Project and Portfolio Management
Communication Small and Midmarket Cloud
Solutions
Data Analytics Windows and Devices
Data Platform
ITB 2019-246-DF
12
Part C – Operational & Management Information.
1. Provide the names of each owner (stockholder, sole proprietor, and partner), director, or officer
of the company, below. Submit additional names on a separate sheet if required.
Owner Ownership percentage Directorship/Office type
2. Provide three (3) projects similar in size and scope (e.g. Microsoft-related services that the
applicant has completed in the last five (5) years.
Project Description of Work Project Reference
Name:
Email:
Telephone:
Name:
Email:
Telephone:
Name:
Email:
Telephone:
3. Has the applicant company´s certification(s) been revoked during the last five (5) years?
YES NO
If yes, why?
4. Have any owners, directors, officers, or agents of the applicant company had any certification
revoked during the last five (5) years?
YES NO
If yes, why?
5. Is the applicant company currently barred by a governmental agency, from bidding work as a
prime or subconsultant?
YES NO
If yes, state debarment period and the reason(s) for debarment?
ITB 2019-246-DF
13
6. Has the applicant company or any of its owners, directors, officers, or agents been convicted of
a crime or had a claim that was filed in a court and mediated or arbitrated during the last five (5)
years?
YES NO
If yes, why?
7. Is an affiliate of the applicant company prequalified by the City of Miami Beach to bid on work?
YES NO
If yes, state the name of the affiliate?
8. Is the applicant company a parent, subsidiary, or holding company for another company?
YES NO
If the answer is "yes," identify the company and type of relationship(s), below:
Company Type of affiliation (parent or subsidiary) Period of affiliation
9. Is an owner, director, officer, or agent of the applicant company affiliated with another company?
YES NO
If the answer is "yes," provide the following information for each individual and the affiliated company.
Individual´s name Affiliated company´s name Period of
affiliation
Type of affiliation (e.g.
officer, director, owner or
employee)
10. Is the applicant company currently the debtor in a bankruptcy case or file for bankruptcy during the
last five (5) years?
YES NO
If yes, explain and attach, as applicable, the relevant case and court documents, including (but not limited to):
the original petition, including the case number and the date that the petition was filed; a copy of the
ITB 2019-246-DF
14
bankruptcy court's discharge order, and any other document that ended the case, if no discharge order was
issued.
11. Has any owner, director, officer, or agent for the applicant company, or has any business
organization in which any such person was an owner, director, officer, or agent filed for or
been discharged in bankruptcy within the past five (5) years?
YES NO
If yes, explain and attach a copy of the discharge order, order confirming plan and if a Corporate Chapter 7
case, a copy of the notice of commencement.
12. Has any owner, director, officer, or agent of the applicant company owned or managed a company
under any other name in the last five (5) years?
YES NO
If yes, explain.
13. Has the applicant company been assessed or paid any fines on any project during the past five (5)
years, whether the project was publicly or privately owned?
YES NO
If yes, explain.
14. Are there currently any liens, suits, or judgments of record pending against any owner,
director, officer, or agent for the company that is related to the business activities of a business
organization?
YES NO
If yes, explain.
ITB 2019-246-DF
15
15. Has the applicant company or any of its owners, officers, or partners ever been convicted
(criminal) or found liable (civil) for making either a false claim or material misrepresentation to any
public agency or entity?
If yes, explain.
16. Has the applicant company or any of its owners, officers, or partners ever been convicted
of any a federal or state crime?
YES NO
If yes, explain.
17. Is any officer, director, employee or agent, or immediate family member (spouse, parent, sibling, and
child) of any officer, director, employee or agent, an employee of the City of Miami Beach?
YES NO
If yes, state name, title and share of ownership
Name Title Share (%) of Ownership
18. Has the applicant, or any officer, director, employee or agent, contributed to the campaign either
directly or indirectly, of a candidate who has been elected to the office of Mayor or City
Commissioner for the City of Miami Beach?
YES NO
If yes, provide details.
19. Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business with the
City shall adopt a Code of Business Ethics ("Code"). Does the applicant maintain a corporate code
of business ethics?
YES NO
19a. If yes, attach. If no, will the applicant accept the City’s code of ethics (available at available at
http://www.miamibeachfl.gov/city-hall/procurement/procurement-related-ordinance-and-
procedures)?
YES NO
20. Pursuant to City Ordinance No.2016-3990, the City shall not enter into a contract with a business
ITB 2019-246-DF
16
unless the business represents that it does not and will not engage in a boycott as defined in
Section 2-375(a) of the City Code, including the blacklisting, divesting from, or otherwise refusing to
deal with a person or entity when such action is based on race, color, national origin, religion, sex,
intersexuality, gender identity, sexual orientation, marital or familial status, age or disability. Does
the applicant agree to be comply with this prohibition?
YES NO
21. Is the applicant a small business concern owned and controlled by a veteran(s) (certified by the
State of Florida Department of Management Services or a service-disabled veteran business
enterprise (certified by the United States Department of Veterans Affairs).
YES NO
Certifying Agency Certification Type
22. Moratorium on Travel to and the Purchase of Goods or Services from North Carolina and Mississippi.
Pursuant to Resolution 2016-29375, the City of Miami Beach, Florida prohibits the purchase of goods or
services sourced in North Carolina and Mississippi. Are any of the products for which the bidder is seeking to
be prequalified sourced in North Carolina or Mississippi?
YES NO
If yes, which brands.
23. Equal Benefits for Employees with Spouses and Employees with Domestic Partners. Purchases
hereunder are subject to the requirements of Equal Benefits for Domestic Partners Ordinance 2005-
3494 that requires bidders with more than 51 employees and City volume greater than $100,000 to
provide “Equal Benefits” to their employees with domestic partners, as they provide to employees
with spouses. The Ordinance applies to all employees of a bidder who works within the City limits of
the City of Miami Beach, Florida; and the Consultant’s employees located in the United States, but
outside of the City of Miami Beach limits, who are directly performing work on the contract within
the City of Miami Beach.
A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of
employees?
YES NO
B. Does your company provide or offer access to any benefits to employees with (same or opposite sex)
domestic partners* or to domestic partners of employees?
YES NO
C. Please check all benefits that apply to your answers above and list in the “other” section any additional benefits not
already specified. Note: some benefits are provided to employees because they have a spouse or domestic
partner, such as bereavement leave; other benefits are provided directly to the spouse or domestic partner, such
as medical insurance.
BENEFIT Company Provides
for Employees with
Company Provides
for Employees with
Company does not
Provide Benefit
ITB 2019-246-DF
17
Spouses Domestic Partners
Health
Sick Leave
Family Medical Leave
Bereavement Leave
23. Fair Chance Requirement. Bidder certifies that it has adopted policies, practices and standards consistent
with the City’s Fair Chance Ordinance, pursuant to Section 2-376 of the City Code. Bidder agrees to provide
the City with supporting documentation evidencing its compliance upon request. Proposer further agrees that
any breach of the representations made herein shall constitute a material breach of contract, and shall entitle
the City to the immediate termination for cause of the agreement, in addition to any damages that may be
available at law and in equity. Failure to agree shall result in proposal disqualification.
YES NO
APPLICANT AFFIDAVIT
The undersigned agrees that s/he: 1) is a principal of the applicant duly authorized to execute the foregoing
Consultant Prequalification Certification Application, and that the contents of said document(s) are complete,
true, and correct to the best of his/her knowledge and belief; 2) s/ certifies that the application and supporting
documents include all of the material information necessary to validate the status of the company for
prequalification purposes; 3) s/ shall notify the Procurement Department within fifteen (15) days and provide a
notarized statement whenever a change occurs in the ownership, management, or financial condition of
the company. Further, any prequalification applicant, including its principal(s), director(s), and any affiliate,
who is a party to any misrepresentation to obtain business or contracts with the City of Miami Beach shall be
declared delinquent and have its certificate suspended or revoked and will be subject to debarment and any
other penalties prescribed by law.
The undersigned affirms that the applicant agrees: 1) to complete and unconditional acceptance of the terms and
conditions of this document, inclusive of attachments, exhibits and appendices and the contents of any Addenda
released hereto; 2) that it has not colluded, nor will collude, with any other applicant; 3) that all information
contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records
Laws; 4) that all responses, data and information contained in the proposal are true and accurate.
Name:
Title (must be a principal of the applicant):
Signature:
Date:
ITB 2019-246-DF
9
APPENDIX A
________________________________________________________________________
Prequalification
Application
________________________________________________________________________
2019-246-DF
Microsoft Professional Services
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
ITB 2019-246-DF
10
Prequalification Application Instructions
Section 1, General. The purpose of this Prequalification Application is to establish a pool of pre-
qualified bidders for current and future Microsoft Professional Services related projects, which shall
ensure that the Information Technology Department have access to qualified vendors to ensure that
projects are awarded in a competitive manner that maximizes available funds.
Section 2, Submittal Instructions. The Consultant Prequalification Application will not be considered
until it has been submitted completed and executed by a principal of the applicant. Incomplete
applications cannot be processed. If requested information is not applicable, please indicate ''N/A'' or
''None. '' If answers to questions are lengthier than the spaces that are provided in the application, the
answers may be provided on additional pages, which must be attached to the application. All
requested documents must also be attached to the application. Failure to attach all requested
documents will delay review and approval of the application.
Submit one (1) signed original and one (1) electronic copy (e.g., flash drive, CD-ROM) of the
applications to:
City of Miami Beach
Procurement Department
Attention: ITB 2019-246-DF
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
The City reserves the right to request clarifications or additional information as deemed necessary to
evaluate an applicant’s qualifications. When clarifications or additional information is requested by the
City, Applicants will have seven (7) business days to provide, in full, all the requested information.
Failure to provide the information within the prescribed time will delay the review process and may
result in denial of prequalification.
Section 3, Deadline For Submittal. There is no deadline for the submittal of applications. However,
the initial review of applications shall begin 15 days after issuance of this ITB. Applications submitted
after this date will be reviewed periodically on an on-going basis. The City will endeavor to complete
the review of each application within 60 days of receipt.
[THE REMAINDER OF THIS PAGE IS LEFT INTENTIONALLY BLANK]
ITB 2019-246-DF
11
Part A – General Bidder Information.
FIRM NAME:
NO. OF YEARS IN BUSINESS:
NO. OF YEARS IN BUSINESS
LOCALLY:
NO. OF EMPLOYEES:
OTHER NAME(S) BIDDER HAS OPERATED UNDER IN THE LAST 10 YEARS:
FIRM PRIMARY ADDRESS (HEADQUARTERS):
CITY:
STATE:
ZIP CODE:
TELEPHONE NO.:
TOLL FREE NO.:
FAX NO.:
FIRM LOCAL ADDRESS:
CITY:
STATE:
ZIP CODE:
PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT:
ACCOUNT REP TELEPHONE NO.:
ACCOUNT REP TOLL FREE NO.:
ACCOUNT REP EMAIL:
FEDERAL TAX IDENTIFICATION NO.:
APPLICANT FIRM IS:
_____CORPORATION / _____PARTNERSHIP / _____SOLE PROPRIETORSHIP / _____OTHER (If other,
specify:______________________________)
Part B – Category of Work.
Provide checkmark on at least one (1) of the following Microsoft competencies for which the bidder is a
Microsoft Gold partner. Submit documentation for all that apply.
Competency Competency
Application Development Data Center
Application Integration Dev Ops
Cloud Business Application (PC
Only) Enterprise Mobility Management
Cloud Customer Relationship
Management (CRM) Enterprise Resource Planning
Cloud Platform Learning
Cloud Productivity Messaging
Collaboration and Content Project and Portfolio Management
Communication Small and Midmarket Cloud
Solutions
Data Analytics Windows and Devices
Data Platform
ITB 2019-246-DF
12
Part C – Operational & Management Information.
1. Provide the names of each owner (stockholder, sole proprietor, and partner), director, or officer
of the company, below. Submit additional names on a separate sheet if required.
Owner Ownership percentage Directorship/Office type
2. Provide three (3) projects similar in size and scope (e.g. Microsoft-related services that the
applicant has completed in the last five (5) years.
Project Description of Work Project Reference
Name:
Email:
Telephone:
Name:
Email:
Telephone:
Name:
Email:
Telephone:
3. Has the applicant company´s certification(s) been revoked during the last five (5) years?
YES NO
If yes, why?
4. Have any owners, directors, officers, or agents of the applicant company had any certification
revoked during the last five (5) years?
YES NO
If yes, why?
5. Is the applicant company currently barred by a governmental agency, from bidding work as a
prime or subconsultant?
YES NO
If yes, state debarment period and the reason(s) for debarment?
ITB 2019-246-DF
13
6. Has the applicant company or any of its owners, directors, officers, or agents been convicted of
a crime or had a claim that was filed in a court and mediated or arbitrated during the last five (5)
years?
YES NO
If yes, why?
7. Is an affiliate of the applicant company prequalified by the City of Miami Beach to bid on work?
YES NO
If yes, state the name of the affiliate?
8. Is the applicant company a parent, subsidiary, or holding company for another company?
YES NO
If the answer is "yes," identify the company and type of relationship(s), below:
Company Type of affiliation (parent or subsidiary) Period of affiliation
9. Is an owner, director, officer, or agent of the applicant company affiliated with another company?
YES NO
If the answer is "yes," provide the following information for each individual and the affiliated company.
Individual´s name Affiliated company´s name Period of
affiliation
Type of affiliation (e.g.
officer, director, owner or
employee)
10. Is the applicant company currently the debtor in a bankruptcy case or file for bankruptcy during the
last five (5) years?
YES NO
If yes, explain and attach, as applicable, the relevant case and court documents, including (but not limited to):
the original petition, including the case number and the date that the petition was filed; a copy of the
ITB 2019-246-DF
14
bankruptcy court's discharge order, and any other document that ended the case, if no discharge order was
issued.
11. Has any owner, director, officer, or agent for the applicant company, or has any business
organization in which any such person was an owner, director, officer, or agent filed for or
been discharged in bankruptcy within the past five (5) years?
YES NO
If yes, explain and attach a copy of the discharge order, order confirming plan and if a Corporate Chapter 7
case, a copy of the notice of commencement.
12. Has any owner, director, officer, or agent of the applicant company owned or managed a company
under any other name in the last five (5) years?
YES NO
If yes, explain.
13. Has the applicant company been assessed or paid any fines on any project during the past five (5)
years, whether the project was publicly or privately owned?
YES NO
If yes, explain.
14. Are there currently any liens, suits, or judgments of record pending against any owner,
director, officer, or agent for the company that is related to the business activities of a business
organization?
YES NO
If yes, explain.
ITB 2019-246-DF
15
15. Has the applicant company or any of its owners, officers, or partners ever been convicted
(criminal) or found liable (civil) for making either a false claim or material misrepresentation to any
public agency or entity?
If yes, explain.
16. Has the applicant company or any of its owners, officers, or partners ever been convicted
of any a federal or state crime?
YES NO
If yes, explain.
17. Is any officer, director, employee or agent, or immediate family member (spouse, parent, sibling, and
child) of any officer, director, employee or agent, an employee of the City of Miami Beach?
YES NO
If yes, state name, title and share of ownership
Name Title Share (%) of Ownership
18. Has the applicant, or any officer, director, employee or agent, contributed to the campaign either
directly or indirectly, of a candidate who has been elected to the office of Mayor or City
Commissioner for the City of Miami Beach?
YES NO
If yes, provide details.
19. Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business with the
City shall adopt a Code of Business Ethics ("Code"). Does the applicant maintain a corporate code
of business ethics?
YES NO
19a. If yes, attach. If no, will the applicant accept the City’s code of ethics (available at available at
http://www.miamibeachfl.gov/city-hall/procurement/procurement-related-ordinance-and-
procedures)?
YES NO
20. Pursuant to City Ordinance No.2016-3990, the City shall not enter into a contract with a business
ITB 2019-246-DF
16
unless the business represents that it does not and will not engage in a boycott as defined in
Section 2-375(a) of the City Code, including the blacklisting, divesting from, or otherwise refusing to
deal with a person or entity when such action is based on race, color, national origin, religion, sex,
intersexuality, gender identity, sexual orientation, marital or familial status, age or disability. Does
the applicant agree to be comply with this prohibition?
YES NO
21. Is the applicant a small business concern owned and controlled by a veteran(s) (certified by the
State of Florida Department of Management Services or a service-disabled veteran business
enterprise (certified by the United States Department of Veterans Affairs).
YES NO
Certifying Agency Certification Type
22. Moratorium on Travel to and the Purchase of Goods or Services from North Carolina and Mississippi.
Pursuant to Resolution 2016-29375, the City of Miami Beach, Florida prohibits the purchase of goods or
services sourced in North Carolina and Mississippi. Are any of the products for which the bidder is seeking to
be prequalified sourced in North Carolina or Mississippi?
YES NO
If yes, which brands.
23. Equal Benefits for Employees with Spouses and Employees with Domestic Partners. Purchases
hereunder are subject to the requirements of Equal Benefits for Domestic Partners Ordinance 2005-
3494 that requires bidders with more than 51 employees and City volume greater than $100,000 to
provide “Equal Benefits” to their employees with domestic partners, as they provide to employees
with spouses. The Ordinance applies to all employees of a bidder who works within the City limits of
the City of Miami Beach, Florida; and the Consultant’s employees located in the United States, but
outside of the City of Miami Beach limits, who are directly performing work on the contract within
the City of Miami Beach.
A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of
employees?
YES NO
B. Does your company provide or offer access to any benefits to employees with (same or opposite sex)
domestic partners* or to domestic partners of employees?
YES NO
C. Please check all benefits that apply to your answers above and list in the “other” section any additional benefits not
already specified. Note: some benefits are provided to employees because they have a spouse or domestic
partner, such as bereavement leave; other benefits are provided directly to the spouse or domestic partner, such
as medical insurance.
BENEFIT Company Provides
for Employees with
Company Provides
for Employees with
Company does not
Provide Benefit
ITB 2019-246-DF
17
Spouses Domestic Partners
Health
Sick Leave
Family Medical Leave
Bereavement Leave
23. Fair Chance Requirement. Bidder certifies that it has adopted policies, practices and standards consistent
with the City’s Fair Chance Ordinance, pursuant to Section 2-376 of the City Code. Bidder agrees to provide
the City with supporting documentation evidencing its compliance upon request. Proposer further agrees that
any breach of the representations made herein shall constitute a material breach of contract, and shall entitle
the City to the immediate termination for cause of the agreement, in addition to any damages that may be
available at law and in equity. Failure to agree shall result in proposal disqualification.
YES NO
APPLICANT AFFIDAVIT
The undersigned agrees that s/he: 1) is a principal of the applicant duly authorized to execute the foregoing
Consultant Prequalification Certification Application, and that the contents of said document(s) are complete,
true, and correct to the best of his/her knowledge and belief; 2) s/ certifies that the application and supporting
documents include all of the material information necessary to validate the status of the company for
prequalification purposes; 3) s/ shall notify the Procurement Department within fifteen (15) days and provide a
notarized statement whenever a change occurs in the ownership, management, or financial condition of
the company. Further, any prequalification applicant, including its principal(s), director(s), and any affiliate,
who is a party to any misrepresentation to obtain business or contracts with the City of Miami Beach shall be
declared delinquent and have its certificate suspended or revoked and will be subject to debarment and any
other penalties prescribed by law.
The undersigned affirms that the applicant agrees: 1) to complete and unconditional acceptance of the terms and
conditions of this document, inclusive of attachments, exhibits and appendices and the contents of any Addenda
released hereto; 2) that it has not colluded, nor will collude, with any other applicant; 3) that all information
contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records
Laws; 4) that all responses, data and information contained in the proposal are true and accurate.
Name:
Title (must be a principal of the applicant):
Signature:
Date:
[THIS PAGE IS LEFT INTENTIONALLY BLANK]
ITB 2019-246-DF
2
TABLE OF CONTENTS
SECTIONS: PAGE
0100 GENERAL INFORMATION & SCOPE OF WORK ......................................................... 3
APPENDICES:
APPENDIX A PREQUALIFICATION APPLICATION ............................................................. 9
ITB 2019-246-DF
3
SECTION 0100: GENERAL INFORMATION & SCOPE OF WORK
1. PURPOSE. The City of Miami Beach, Florida (the “City”) is seeking to prequalify firms that have
been certified by Microsoft as Gold Certified Partners, to provide to the City services in one or more of
the following categories:
Application Development Data Center
Application Integration Dev Ops
Cloud Business Application (PC Only) Enterprise Mobility Management
Cloud Customer Relationship Management
(CRM) Enterprise Resource Planning
Cloud Platform Learning
Cloud Productivity Messaging
Collaboration and Content Project and Portfolio Management
Communication Small and Midmarket Cloud Solutions
Data Analytics Windows and Devices
Data Platform
Bidders that are not certified by Microsoft as Gold Partners in one of the above referenced categories
will not be considered. When the City departments require assistance with any of the categories of
services identified above, proposals may be solicited from the prequalified firms. Firms interested in
being included in the pool of prequalified firms, must submit a Consultant Prequalification Application
(attached as “Appendix A”) in accordance with Section 0200. When services are required, the City will
issue an Invitation to Quote to all firms, in good standing with the City, who have been prequalified for
a particular category.
The City utilizes BidSync (www.bidsync.com) for automatic notification of solicitation opportunities and
document fulfillment, including the issuance of any addendum to this ITB. Any prospective bidder who
has received this ITB by any means other than through BidSync is solely responsible for registering
immediately with Bidsync to assure it receives any addendum issued to this ITB. Additionally, prior to
submittal of the bid, bidder shall verify that it has received and complied with all addenda issued.
Failure to receive an addendum, or comply with an addendum requirement, may result in
disqualification of bid submitted.
ITB 2019-246-DF
4
2. OVERVIEW OF PREQUALIFICATION PROCESS. The figure below is a general overview of the
process that the City will utilize to award work pursuant to the prequalification process.
2. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be
submitted to the Procurement Contact noted below. The Bid title/number shall be referenced on all
correspondence.
Procurement Contact: Telephone: Email:
Danny Flores 305-673-7000 x26652 dannyflores@miamibeachfl.gov
The City Clerk is to be copied on all communications via e-mail at:
RafaelGranado@miamibeachfl.gov; or via facsimile: 786-394-4188.
3. APPROVAL OF PREQUALIFIED STATUS. Following the review of applications, the responsive,
responsible bidder(s) meeting all terms and conditions of the ITB will be recommended for award, as
deemed in the best interest of the City, to the City Manager for his consideration. After considering the
staff recommendation for award, the City Manager shall exercise his due diligence and recommend to
the Mayor and City Commission the bid that the City Manager deems to be in the best interest of the
City. The City Commission shall consider the City Manager’s recommendation(s) and, may approve or
reject the City Manager’s recommendation(s). The City Commission may also reject all bids
received. In addition to the criteria established in the application, pursuant to Section 2-369 of the City
Code, the City may consider the following:
ITB 2019-246-DF
5
The ability, capacity and skill of the bidder or applicant to perform the Contract.
Whether the bidder or applicant can perform the Contract within the time specified,
without delay or interference.
The character, integrity, reputation, judgment, experience and efficiency of the bidder
or applicant.
The quality of performance of previous contracts.
The previous and existing compliance by the bidder or applicant with laws and
ordinances relating to the Contract.
PREQUALIFIED STATUS IS VALID FOR THREE (3) YEARS FROM DATE OF THE NOTICE OF
PREQUALIFICATION ISSUED BY THE CITY, OR AS OTHERWISE APPROVED BY THE CITY
MANAGER.
3.1 RENEWAL TERMS. The City Manager, at his sole discretion, may approve up to two (2),
one (1) year renewal terms, providing that the required certification is still valid.
4. ADDITIONAL PREQUALIFIED FIRMS TO BE ADDED TO POOL. At any time, the City, through
the approval of the City Manager, may accept applications and add additional firms to the list of
prequalified firms.
5. AWARDING WORK. When the need for services arises, prequalified consultants, for the applicable
category, that are in good standing may be invited to submit statements of work (SOW) and costs
based on an Invitation to Quote (ITQ) issued by the City. Each SOW prepared by the consultant shall
include a clear description of the work to be performed (with specific and timed deliverables) and the
related costs by deliverable. The City will select the prequalified consultant that offers the best
combination of services and cost, solely at the discretion of the City.
ITB 2019-246-DF
6
6. SERVICE DELIVERY EXPECTATIONS. The City places an emphasis on excellent customer
service delivery and expects the prequalified bidder to provide the best possible customer service to
any and all awarded projects throughout the term of the contract. The prequalified bidder’s project
manager is responsible for monitoring the customer service provided to City by prequalified bidder’s
staff, sales and support teams, and employing, as necessary, corrective measures, to ensure that the
prequalified bidder will provide and maintain the highest quality of customer service possible during
completion of the project(s). Project-specific deliverables and expectations shall be defined on a
project-by-project basis, as specified in each ITQ.
At a minimum, the prequalified bidder(s) must provide the following levels of support for all awarded
projects: (i) Microsoft’s standard software warranty; (ii) Corrective support required to assist in the
resolution of identifiable and reproducible software problems; and, (iii) Provide access to software
patches, a symptom solution database, software licenses, maintenance and services descriptions,
specifications, technical literature, etc. Normal working hours are considered to be Monday thru
Friday, 8am-5pm.
7. VOLUME OF WORK TO BE RECEIVED BY BIDDER. No promise of work is given, or should
be understood, as a result of a pre-qualification. The City reserves the right to purchase any
goods and/or services awarded from any resulting agreement, or another governmental contract, or
on an as-needed basis through the City’s spot market purchase provisions.
8. WARRANTY. The Microsoft standard warranty shall cover all software, and the awarded bidders’
warranty shall cover Value-added services provided under this the Contract. The Microsoft standard
warranty is required to provide coverage against defective software, workmanship, and failure to
perform in accordance with the specifications and required performance criteria. The Microsoft and
awarded bidders’ warranty coverage must be identical to or exceed the most inclusive of those
normally provided for the commodities and contractual services specified herein that are sold to the
City. Should the Microsoft or awarded bidders’ warranty conflict with any requirements, specifications,
terms, or conditions of the Contract, the Contract terms and conditions shall prevail.
9. INTELLECTUAL PROPERTY. The parties do not anticipate that any Intellectual Property will be
developed or created as a result of the Contract. However, in such case as it is developed or created,
any Intellectual Property developed or created as a result of the Contract will belong to and be the
sole property of the City. This provision will survive the termination or expiration of the Contract.
10. DOCUMENTATION FOR LICENSES. Upon request, the prequalified bidder is to provide to the
City, at the prequalified bidder’s expense, access to electronic copies of license documentation
including, but not limited to, City license confirmation certifications. Access to this documentation is
not to require a user ID or password and must be available for the City to share with their employees,
for business purposes, as appropriate.
11. STANDARD TERMS AND CONDITIONS. The City’s Standard Terms and Conditions for Service
Contracts (available at https://www.miamibeachfl.gov/city- hall/procurement/standard-terms-and-
conditions/) are referenced and incorporated herein
ITB 2019-246-DF
7
12. INSURANCE REQUIREMENT. Prior to the issuance of a work order, the successful firm shall
furnish and maintain for the duration of the engagement, the following insurance requirements. The
maintenance of proper insurance coverage is a material element of the contract and failure to
maintain or renew coverage may be treated as a material breach of the contract, which could result in
withholding of payments or termination of the contract.
A. Worker’s Compensation Insurance for all employees of the vendor as
required by Florida Statute 440, and Employer Liability Insurance for bodily
injury or disease.
B. Commercial General Liability Insurance on an occurrence basis, including
products and completed operations, property damage, bodily injury and
personal & advertising injury with limits no less than $1,000,000 per
occurrence, and $2,000,000 general aggregate.
C. Automobile Liability Insurance covering any automobile, if vendor has no
owned automobiles, then coverage for hired and non-owned automobiles,
with limit no less than $1,000,000 combined per accident for bodily injury and
property damage.
12.1 Additional Insured - City of Miami Beach must be included by endorsement as an
additional insured with respect to all liability policies (except Professional Liability and
Workers’ Compensation) arising out of work or operations performed on behalf of the
Consultant including materials, parts, or equipment furnished in connection with such work or
operations and automobiles owned, leased, hired or borrowed in the form of an endorsement
to the Consultant’s insurance.
12.2 Notice of Cancellation - Each insurance policy required above shall provide that
coverage shall not be cancelled, except with notice to the City of Miami Beach c/o EXIGIS
Insurance Compliance Services.
12.3 Acceptability of Insurers – Insurance must be placed with insurers with a current A.M.
Best rating of A:VII or higher. If not rated, exceptions may be made for members of the
Florida Insurance Funds (i.e. FWCIGA, FAJUA). Carriers may also be considered if they are
licensed and authorized to do insurance business in the State of Florida.
12.4 Verification of Coverage – Consultant shall furnish the City with original certificates and
amendatory endorsements, or copies of the applicable insurance language, effecting
coverage required by this contract. All certificates and endorsements are to be received and
approved by the City before work commences. However, failure to obtain the required
documents prior to the work beginning shall not waive the Consultant’s obligation to provide
them. The City reserves the right to require complete, certified copies of all required
insurance policies, including endorsements, required by these specifications, at any time.
CERTIFICATE HOLDER MUST READ:
CITY OF MIAMI BEACH
c/o EXIGIS Insurance Compliance Services
P.O. Box 4668 – ECM #35050
New York, NY 10163-4668
Kindly submit all certificates of insurance, endorsements, exemption letters to our servicing
ITB 2019-246-DF
8
agent, EXIGIS, at: certificates-miamibeach@riskworks.com
12.5 Special Risks or Circumstances - The City of Miami Beach reserves the right to modify
these requirements, including limits, based on the nature of the risk, prior experience, insurer,
coverage, or other special circumstances. Compliance with the foregoing requirements shall
not relieve the vendor of his liability and obligation under this section or under any other
section of this agreement.
13. BINDING AGREEMENT. By virtue of submitting an application for the City’s consideration, the
applicant agrees that the applications shall be considered an offer on the part of the bidder or
applicant, which offer shall be deemed accepted upon approval of applicant’s prequalification status
by City Manager or City Commission. Further, applicant agrees that, upon approval of the applicant or
bidder’s application by the City Manager or City Commission’s approval, a binding Agreement shall be
established between the City and the approved bidder. The Agreement shall be comprised of the
following documents, and in the following order:
First, the Purchase Order issued by the City; then,
Second, the Consultant Service Order signed by the City Manager; then,
Third, the Invitation to Quote (ITQ) awarded to the vendor; then,
Fourth the ITB, including all documents released in connection with the ITB,
including all appendixes and addenda, whether included herein or released
under separate cover.
In case of default on the part of the Successful Bidder, after said award, the City may take such action
as it deems appropriate, including legal action, for damages or specific performance.
ITB 2019-246-DF
9
APPENDIX A
________________________________________________________________________
Prequalification
Application
________________________________________________________________________
2019-246-DF
Microsoft Professional Services
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
ITB 2019-246-DF
10
Prequalification Application Instructions
Section 1, General. The purpose of this Prequalification Application is to establish a pool of pre-
qualified bidders for current and future Microsoft Professional Services related projects, which shall
ensure that the Information Technology Department have access to qualified vendors to ensure that
projects are awarded in a competitive manner that maximizes available funds.
Section 2, Submittal Instructions. The Consultant Prequalification Application will not be considered
until it has been submitted completed and executed by a principal of the applicant. Incomplete
applications cannot be processed. If requested information is not applicable, please indicate ''N/A'' or
''None. '' If answers to questions are lengthier than the spaces that are provided in the application, the
answers may be provided on additional pages, which must be attached to the application. All
requested documents must also be attached to the application. Failure to attach all requested
documents will delay review and approval of the application.
Submit one (1) signed original and one (1) electronic copy (e.g., flash drive, CD-ROM) of the
applications to:
City of Miami Beach
Procurement Department
Attention: ITB 2019-246-DF
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
The City reserves the right to request clarifications or additional information as deemed necessary to
evaluate an applicant’s qualifications. When clarifications or additional information is requested by the
City, Applicants will have seven (7) business days to provide, in full, all the requested information.
Failure to provide the information within the prescribed time will delay the review process and may
result in denial of prequalification.
Section 3, Deadline For Submittal. There is no deadline for the submittal of applications. However,
the initial review of applications shall begin 15 days after issuance of this ITB. Applications submitted
after this date will be reviewed periodically on an on-going basis. The City will endeavor to complete
the review of each application within 60 days of receipt.
[THE REMAINDER OF THIS PAGE IS LEFT INTENTIONALLY BLANK]
ITB 2019-246-DF
11
Part A – General Bidder Information.
FIRM NAME:
NO. OF YEARS IN BUSINESS:
NO. OF YEARS IN BUSINESS
LOCALLY:
NO. OF EMPLOYEES:
OTHER NAME(S) BIDDER HAS OPERATED UNDER IN THE LAST 10 YEARS:
FIRM PRIMARY ADDRESS (HEADQUARTERS):
CITY:
STATE:
ZIP CODE:
TELEPHONE NO.:
TOLL FREE NO.:
FAX NO.:
FIRM LOCAL ADDRESS:
CITY:
STATE:
ZIP CODE:
PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT:
ACCOUNT REP TELEPHONE NO.:
ACCOUNT REP TOLL FREE NO.:
ACCOUNT REP EMAIL:
FEDERAL TAX IDENTIFICATION NO.:
APPLICANT FIRM IS:
_____CORPORATION / _____PARTNERSHIP / _____SOLE PROPRIETORSHIP / _____OTHER (If other,
specify:______________________________)
Part B – Category of Work.
Provide checkmark on at least one (1) of the following Microsoft competencies for which the bidder is a
Microsoft Gold partner. Submit documentation for all that apply.
Competency Competency
Application Development Data Center
Application Integration Dev Ops
Cloud Business Application (PC
Only) Enterprise Mobility Management
Cloud Customer Relationship
Management (CRM) Enterprise Resource Planning
Cloud Platform Learning
Cloud Productivity Messaging
Collaboration and Content Project and Portfolio Management
Communication Small and Midmarket Cloud
Solutions
Data Analytics Windows and Devices
Data Platform
ITB 2019-246-DF
12
Part C – Operational & Management Information.
1. Provide the names of each owner (stockholder, sole proprietor, and partner), director, or officer
of the company, below. Submit additional names on a separate sheet if required.
Owner Ownership percentage Directorship/Office type
2. Provide three (3) projects similar in size and scope (e.g. Microsoft-related services that the
applicant has completed in the last five (5) years.
Project Description of Work Project Reference
Name:
Email:
Telephone:
Name:
Email:
Telephone:
Name:
Email:
Telephone:
3. Has the applicant company´s certification(s) been revoked during the last five (5) years?
YES NO
If yes, why?
4. Have any owners, directors, officers, or agents of the applicant company had any certification
revoked during the last five (5) years?
YES NO
If yes, why?
5. Is the applicant company currently barred by a governmental agency, from bidding work as a
prime or subconsultant?
YES NO
If yes, state debarment period and the reason(s) for debarment?
ITB 2019-246-DF
13
6. Has the applicant company or any of its owners, directors, officers, or agents been convicted of
a crime or had a claim that was filed in a court and mediated or arbitrated during the last five (5)
years?
YES NO
If yes, why?
7. Is an affiliate of the applicant company prequalified by the City of Miami Beach to bid on work?
YES NO
If yes, state the name of the affiliate?
8. Is the applicant company a parent, subsidiary, or holding company for another company?
YES NO
If the answer is "yes," identify the company and type of relationship(s), below:
Company Type of affiliation (parent or subsidiary) Period of affiliation
9. Is an owner, director, officer, or agent of the applicant company affiliated with another company?
YES NO
If the answer is "yes," provide the following information for each individual and the affiliated company.
Individual´s name Affiliated company´s name Period of
affiliation
Type of affiliation (e.g.
officer, director, owner or
employee)
10. Is the applicant company currently the debtor in a bankruptcy case or file for bankruptcy during the
last five (5) years?
YES NO
If yes, explain and attach, as applicable, the relevant case and court documents, including (but not limited to):
the original petition, including the case number and the date that the petition was filed; a copy of the
ITB 2019-246-DF
14
bankruptcy court's discharge order, and any other document that ended the case, if no discharge order was
issued.
11. Has any owner, director, officer, or agent for the applicant company, or has any business
organization in which any such person was an owner, director, officer, or agent filed for or
been discharged in bankruptcy within the past five (5) years?
YES NO
If yes, explain and attach a copy of the discharge order, order confirming plan and if a Corporate Chapter 7
case, a copy of the notice of commencement.
12. Has any owner, director, officer, or agent of the applicant company owned or managed a company
under any other name in the last five (5) years?
YES NO
If yes, explain.
13. Has the applicant company been assessed or paid any fines on any project during the past five (5)
years, whether the project was publicly or privately owned?
YES NO
If yes, explain.
14. Are there currently any liens, suits, or judgments of record pending against any owner,
director, officer, or agent for the company that is related to the business activities of a business
organization?
YES NO
If yes, explain.
ITB 2019-246-DF
15
15. Has the applicant company or any of its owners, officers, or partners ever been convicted
(criminal) or found liable (civil) for making either a false claim or material misrepresentation to any
public agency or entity?
If yes, explain.
16. Has the applicant company or any of its owners, officers, or partners ever been convicted
of any a federal or state crime?
YES NO
If yes, explain.
17. Is any officer, director, employee or agent, or immediate family member (spouse, parent, sibling, and
child) of any officer, director, employee or agent, an employee of the City of Miami Beach?
YES NO
If yes, state name, title and share of ownership
Name Title Share (%) of Ownership
18. Has the applicant, or any officer, director, employee or agent, contributed to the campaign either
directly or indirectly, of a candidate who has been elected to the office of Mayor or City
Commissioner for the City of Miami Beach?
YES NO
If yes, provide details.
19. Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business with the
City shall adopt a Code of Business Ethics ("Code"). Does the applicant maintain a corporate code
of business ethics?
YES NO
19a. If yes, attach. If no, will the applicant accept the City’s code of ethics (available at available at
http://www.miamibeachfl.gov/city-hall/procurement/procurement-related-ordinance-and-
procedures)?
YES NO
20. Pursuant to City Ordinance No.2016-3990, the City shall not enter into a contract with a business
ITB 2019-246-DF
16
unless the business represents that it does not and will not engage in a boycott as defined in
Section 2-375(a) of the City Code, including the blacklisting, divesting from, or otherwise refusing to
deal with a person or entity when such action is based on race, color, national origin, religion, sex,
intersexuality, gender identity, sexual orientation, marital or familial status, age or disability. Does
the applicant agree to be comply with this prohibition?
YES NO
21. Is the applicant a small business concern owned and controlled by a veteran(s) (certified by the
State of Florida Department of Management Services or a service-disabled veteran business
enterprise (certified by the United States Department of Veterans Affairs).
YES NO
Certifying Agency Certification Type
22. Moratorium on Travel to and the Purchase of Goods or Services from North Carolina and Mississippi.
Pursuant to Resolution 2016-29375, the City of Miami Beach, Florida prohibits the purchase of goods or
services sourced in North Carolina and Mississippi. Are any of the products for which the bidder is seeking to
be prequalified sourced in North Carolina or Mississippi?
YES NO
If yes, which brands.
23. Equal Benefits for Employees with Spouses and Employees with Domestic Partners. Purchases
hereunder are subject to the requirements of Equal Benefits for Domestic Partners Ordinance 2005-
3494 that requires bidders with more than 51 employees and City volume greater than $100,000 to
provide “Equal Benefits” to their employees with domestic partners, as they provide to employees
with spouses. The Ordinance applies to all employees of a bidder who works within the City limits of
the City of Miami Beach, Florida; and the Consultant’s employees located in the United States, but
outside of the City of Miami Beach limits, who are directly performing work on the contract within
the City of Miami Beach.
A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of
employees?
YES NO
B. Does your company provide or offer access to any benefits to employees with (same or opposite sex)
domestic partners* or to domestic partners of employees?
YES NO
C. Please check all benefits that apply to your answers above and list in the “other” section any additional benefits not
already specified. Note: some benefits are provided to employees because they have a spouse or domestic
partner, such as bereavement leave; other benefits are provided directly to the spouse or domestic partner, such
as medical insurance.
BENEFIT Company Provides
for Employees with
Company Provides
for Employees with
Company does not
Provide Benefit
ITB 2019-246-DF
17
Spouses Domestic Partners
Health
Sick Leave
Family Medical Leave
Bereavement Leave
23. Fair Chance Requirement. Bidder certifies that it has adopted policies, practices and standards consistent
with the City’s Fair Chance Ordinance, pursuant to Section 2-376 of the City Code. Bidder agrees to provide
the City with supporting documentation evidencing its compliance upon request. Proposer further agrees that
any breach of the representations made herein shall constitute a material breach of contract, and shall entitle
the City to the immediate termination for cause of the agreement, in addition to any damages that may be
available at law and in equity. Failure to agree shall result in proposal disqualification.
YES NO
APPLICANT AFFIDAVIT
The undersigned agrees that s/he: 1) is a principal of the applicant duly authorized to execute the foregoing
Consultant Prequalification Certification Application, and that the contents of said document(s) are complete,
true, and correct to the best of his/her knowledge and belief; 2) s/ certifies that the application and supporting
documents include all of the material information necessary to validate the status of the company for
prequalification purposes; 3) s/ shall notify the Procurement Department within fifteen (15) days and provide a
notarized statement whenever a change occurs in the ownership, management, or financial condition of
the company. Further, any prequalification applicant, including its principal(s), director(s), and any affiliate,
who is a party to any misrepresentation to obtain business or contracts with the City of Miami Beach shall be
declared delinquent and have its certificate suspended or revoked and will be subject to debarment and any
other penalties prescribed by law.
The undersigned affirms that the applicant agrees: 1) to complete and unconditional acceptance of the terms and
conditions of this document, inclusive of attachments, exhibits and appendices and the contents of any Addenda
released hereto; 2) that it has not colluded, nor will collude, with any other applicant; 3) that all information
contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records
Laws; 4) that all responses, data and information contained in the proposal are true and accurate.
Name:
Title (must be a principal of the applicant):
Signature:
Date:
9/24/2019 Detail by FEI/EIN Number
search.sunbiz.org/Inquiry/CorporationSearch/SearchResultDetail?inquirytype=FeiNumber&directionType=Initial&searchNameOrder=474916650L1500…1/2
Department of State / Division of Corporations / Search Records / Detail By Document Number /
Document Number
FEI/EIN Number
Date Filed
Effective Date
State
Status
Detail by FEI/EIN Number
Florida Limited Liability Company
AXTEGRITY CONSULTING LLC
Filing Information
L15000148051
47-4916650
08/28/2015
08/28/2015
FL
ACTIVE
Principal Address
111 N. Orange Ave.
Suite 800
ORLANDO, FL 32801
Changed: 05/28/2018
Mailing Address
111 N. Orange Ave.
Suite 800
ORLANDO, FL 32801
Changed: 05/28/2018
Registered Agent Name & Address
ODOM, KEITH
5935 LAKE MELROSE DR
ORLANDO, FL 32829
Address Changed: 04/06/2017
Authorized Person(s) Detail
Name & Address
Title MGR
ODOM, KEITH
5935 LAKE MELROSE DR
ORLANDO, FL 32829
Annual Reports
D
9/24/2019 Detail by FEI/EIN Number
search.sunbiz.org/Inquiry/CorporationSearch/SearchResultDetail?inquirytype=FeiNumber&directionType=Initial&searchNameOrder=474916650L1500…2/2
Report Year Filed Date
2016 05/19/2016
2017 04/06/2017
2018 05/28/2018
Document Images
05/28/2018 -- ANNUAL REPORT View image in PDF format
04/06/2017 -- ANNUAL REPORT View image in PDF format
05/19/2016 -- ANNUAL REPORT View image in PDF format
08/28/2015 -- Florida Limited Liability View image in PDF format
Florida Department of State, Division of Corporations
RFP Response for:
City of Miami Beach
RFP No. ITB 2019-246-DF
Microsoft Dynamics Services
Prepared By:
Axtegrity Consulting
Address:
5850 TG Lee Blvd. STE 520
Orlando, FL. 32822
Contact Information
Direct +1(239) 319-3280
info@axtegrity.com
www.axtegrity.com
Prime Contact
Keith Odom – CEO
kodom@axtegrity.com
Dennis
Table of Contents
1. Profile of Firm .......................................................................................................................... 3
1.1. Executive Summary and Introduction .............................................................................. 3
1.2. Introduction History and Approach ................................................................................. 4
1.3. Scope of Services .............................................................................................................. 4
2. Technical Approach ................................................................................................................. 6
2.1. Implementation Methodology ......................................................................................... 6
2.2. Implementation Tasks and Activities ............................................................................... 8
2.3. Project Management Process ........................................................................................ 11
2.4. Project Staffing and Objectives ...................................................................................... 12
2.5. Training Plan ................................................................................................................... 16
2.6. Project Transition ........................................................................................................... 16
2.7. Concerns and Key Issues ................................................................................................ 16
3. References ............................................................................................................................. 17
3.1. References ...................................................................................................................... 17
4. Required Forms ..................................................................................................................... 18
4.1. Code of Ethics and Business Conduct (Attachment 1) ................................................... 18
1. Profile of Firm
1.1. Executive Summary and Introduction
Axtegrity respectfully submits this response to The City of Miami Beach for those services
outlined in their Request for Proposals for Pre-Qualification Pool for Microsoft Professional
Service Providers (“RFP”) request.
Axtegrity Consulting is a Gold Certified Microsoft Partner with over 25 years in delivering
effective Microsoft Business Solutions for small, mid-size and large businesses. Axtegrity
Consulting has specialized in designing and delivering Microsoft ERP & Cloud solutions for
clients ranging from governments, manufacturers, nonprofits and other businesses.
By utilizing our seasoned and certified consultants proven in the field of implementation and
project management services, Axtegrity’s response addresses the requested information based
upon the RFP and its guidelines provided on September 1, 2019. In the spirit of building a
relationship based on open communication and trust between our companies, Axtegrity wants
to point out that the responses provided herein represent qualifications honed over a period
that transcends Axtegrity’s existence. Our employees, from the most senior executives to our
junior level consultants, possess years of not only real-world practical business experience but
multiple years of project and implementation experience for our clients. Axtegrity’s responses
are based on the information we have at this point in time and those proven best practices that
have been successfully executed for Axtegrity clients for many years.
Axtegrity’s mission is to make every customer a client by offering competitively priced, fully-
customizable products and services, providing only the most experienced consultants, and
delivering the highest level of service day after-day, year-after-year. To accomplish our
mission, Axtegrity will continue to build on a corporate culture that attracts and retains the
most creative, the most energetic, and the most experienced professionals in the business.
Every Axtegrity employee and contractor will deliver on our mission.
Axtegrity is Microsoft Partner with offices nationwide including Florida and a global reach
• We have 25+ employees
• We are the only company in the industry to offer a 100% Guarantee on our services
• We specialize in project consulting, managed services, and everything Cloud specializing
in the Microsoft line of product offerings
• Gold Certified Partner
• Direct Cloud Solutions Partner
• Certified GCC (Government Community Cloud) Partner
• Certified Academic Partner
• Certified Microsoft Training Center
1.2. Introduction History and Approach
Axtegrity is a rapidly growing company headquartered at Orlando, FL., with locations
nationwide, specializing in providing a broad spectrum of business, functional, and technical
consulting services in and around Microsoft suite of applications. The client-centric consultancy
offers a comprehensive suite of solutions for Microsoft Dynamics ERP & Cloud solutions.
Recognizing that as ERP technology evolved there would be a need for an organization that
could provide the required technology services in a timely and efficient manner, Axtegrity
started as a pure technology company supporting Dynamics clients. Over time Axtegrity has
turned into an organization that is now conversant in and capable of all infrastructure types
services required to run an organizations ERP system, from hosting or managed services, to
overall consultancy and development needs. These events solidified Axtegrity’s standing within
the Dynamics community as more than just a technology company and has earned it a Gold
Microsoft Partner and Authorized Reseller.
Our People:
• Axtegrity consultants have 25+ years of combined industry experience
• 25+ year experience with current ERP suite of applications
• All Executives and Owners have worked with Microsoft Dynamics application suite
• Our people are very seasoned, they stay ahead of the curve and continue to educate
themselves on a regular basis
• Axtegrity works in many different industries
• Axtegrity is training the next generation of Microsoft Dynamics Consultants leveraging our
Dynamics Training centers
1.3. Scope of Services
Axtegrity understands the scope of this project to be as follows:
• Be a Microsoft Gold Certified Partner
• Competent in providing services in the following areas
- Application Development
- Data Center
- Application Integration
- Dev Ops
- Cloud Business Application (PC Only)
- Enterprise Mobility Management
- Cloud Customer Relationship Management
(CRM)
- Enterprise Resource Planning
- Cloud Platform
- Learning
- Cloud Productivity
- Messaging
- Collaboration and Content
- Project and Portfolio Management
- Communication
- Small and Midmarket Cloud Solutions
- Data Analytics
- Windows and Devices
- Data Platform
Axtegrity has a comprehensive list of service offerings as identified below. We are confident
that regardless the area of service we will deliver at the highest quality. We are confident that
regardless the area of service we will deliver at the highest quality.
Services at a Glance:
Microsoft Office Cloud Solutions
• Licenses
• Configuration & Setup
• Data Migration
• Ongoing Support
• Training
Microsoft Dynamics ERP Consulting
• Dynamics AX
• Dynamics GP
• Dynamics NAV
• Dynamics Business Central
• Dynamics Finance & Operations
• Dynamics for Sales
• Dynamics for Customer Service
• Dynamics for Field Service
• ERP Training
IT Managed Services
• Network Monitoring
• Backup/Disaster Recovery
• Security
• Performance Tuning
IaaS
• Azure Cloud Platform
• Virtual Servers
Development
• Custom App Development
• Custom Code Development
• ERP Integrations/Modifications
2. Technical Approach
2.1. Implementation Methodology
Axtegrity employs a comprehensive methodology for execution of projects called Microsoft
Sure Step. This methodology has repeatedly provided Axtegrity’s clients with on-time
performance that complies with budgets while ensuring high quality of deliverables at lowered
risk. This proven methodology is designed to deliver optimal results while minimizing the risks,
costs and time associated with a project.
• Six Phases with proven steps within each phase
• Flexibility to adjust to the Client’s schedule, needs and methodology
• On-site and remote work scheduled to meet our client’s expectations
• Technical and functional consultants chosen for expertise and overall fit to client culture
• Targeted and iterative testing cycles to ensure quality outcomes at Go Live
• GP System training for Project team members
• Utilization of Project Management best practices per proven implementation methodology
• Effective knowledge transfer to the Client team
• Rapid return on investment, reduced total cost of ownership, and reduced risks/costs
• Strong teaming approach from our proven experts to provide all services
• Effective communication
2.2. Implementation Tasks and Activities
Outlined below is a summary explanation of the effort and deliverables expected within
each Phase of the Sure methodology on the GP implementation.
Phase 1 – Diagnostic
Diagnostic: The diagnostic phase contains analysis of the customer process at a very high
level. Focus of the diagnostic phase is the project initialization; To setup a project plan, agree
on an approach and scope definition
Customer Involvement – Full Time Resources
Key Activities
• Kick Off Meeting
• “As Is” Process Workshop
• Functional Workshops
• Security Assessment
• Infrastructure Workshop
Deliverables
• Software Install/Upgrade Deliverables
• Key Business Process Flows w/Gaps
• SharePoint Site
• High-Level Project Plan
• Risk Mitigation Plan
• Key Dates
• RICEF
Phase 2 – Analysis
Analysis: In the analysis phase most of the business processes are identified and
documented at a high level. If necessary, an external specialist helps you to do so. Goal of
the analysis phase is to understand the customers business and processes performed.
Modeling and documenting the customers business is important.
Phase 3 – Design
Main purpose of the design phase is to find a way how the customers processes and needs
can be implemented with Dynamics. At this point there may be more than one solution for a
topic. You need to identify the best strategy for the implementation phase. Although
prototyping is not covered in sure step, this is the point where to build prototypes and do
load testing on the prototype implementation.
The overall assumption is that by the time the Design Review meeting is held, all gaps have
been identified and vetted, adjustment in scope for such t hings as additional functionality,
development needs, etc. has been decided upon which allows for any required changes to
project budget, and timeline for the project. The Client and Axtegrity Project Managers,
along with the Executive Steering Committee, will manage this process.
Customer signoff is required in order to finalize the project plan, make any changes to the
budget, and schedule resources in order to start the Build phase of the project.
Customer Involvement – ½ Time Resources
Key Activities
• “To Be” Process Workshop
• Week Status Meetings
• First Steering Committee Meeting
• RICEF Workshop
• Response to RFP
• Design Review Meeting
• Security Assessment
• Software Install/Upgrade
Deliverables
• Project Plan
• Weekly Status Reports
• Monthly Steering Committee Report
• Budget (ETC) Document
• RICEF List
• First Draft Design Deck
• Issues Log
• Project/Resource Calendar
Phase 4 – Development
Most of the programming work is done in the development. Development covers the
creation of new features and adaption of existing features as well as the data migration. All
features and the data migration has to be tested. Beside feature and data migration testing
it is necessary to do security testing. The phase ends when most of the specified features are
developed and tested and the data migration is done.
Customer Involvement – ½ Time Resources
Key Activities
• Create Test Scripts (Client)
• Development
• Configuration of Dynamics
• Unit Testing
• Training Plan
Deliverables
• Weekly Status Reports
• Monthly Steering Committee Meeting
• Test Scripts
• CRP Issues Log (to be used for Testing)
Phase 5 – Deployment
Goal of the deployment phase is to setup the operational dynamics environment at the
customer. Beside installation, configuration and feature deployment, the phase focuses on
testing at system level. So you have to run the user acceptance tests, process tests, security
tests and load tests as defined in the test plan. When the system runs and all tests pass the
deployment phase is finished.
Customer Involvement – ½ Time Resources
Key Activities
• Document Issues and Resolutions
• Escalate issues
• End-User-Training
• Go Live Readiness Assessment
• Execute Go-Live procedures
• Support the end users
• Support to the applications teams at Go-live Deliverables
• Weekly Status Reports
• Monthly Steering Committee Meeting
• Final Documentation Delivered including completed Design Decks and Design Books
Phase 6 – Operation
The purpose of the Operations phase is to support the customer technically and functionally
during the initial Go Live period for the new system. Additionally, you will perform tasks to
close the project. At the end of the phase, you transition the project to the customer, and
pursue the opportunity to provide on-going support and continued account management.
2.3. Project Management Process
Project management processes provide prescriptive guidance for starting, executing, and
closing an implementation project. These processes organize tasks from each project
management discipline into the following groups:
• Project initiation and planning.
• Project execution and monitoring.
• Project closing.
• Project management processes also align with the phases in the implementation
methodology.
• Project initiation and planning tasks occur primarily during the Diagnostic phase and
the beginning of Analysis.
• Ongoing project execution and monitoring tasks occur during Analysis, Design,
Development, and the early Deployment activities.
• Project closing tasks start during Deployment and continue through the Operations
phase and the end of the project.
The primary advantage of this alignment is prescribing what project management tasks to
perform at various stages in the implementation project. Because each
implementation project is different, the project manager, in collaboration with the project
team, must determine which tasks from the project management process
to perform and the degree of detail to complete each task.
The figure shows how Microsoft Dynamics Sure Step organizes tasks from the project
management disciplines within the three groups of project management processes.
2.4. Project Staffing and Objectives
The following section on Project Approach is a summary of Axtegrity’s general approach and
is related directly to the Sure Step methodology. For this project, some activities and
responsibilities listed in this section for Axtegrity are assigned to the client and are called out
in the Scope and/or Key Assumptions section of the final agreed upon document.
Axtegrity’s Project Management Approach
Axtegrity draws upon many years of Dynamics ERP implementation experience to
successfully initiate, manage and complete projects on time. There are a series of phases
that comprise our methodology. Within each phase, the following elements of Axtegrity’s
methodology are present:
• Project organizational structure
• Team Commitment
• Communication
• Proper Training
• Strong Change Management
• Scope Control
• Measurable Goals
• Issue Resolution
By using this approach, Axtegrity ensures that the project stays focused on the original
objectives and delivers a solution that meets those objectives, while also mitigating risks.
Teaming Approach
Axtegrity creates an environment where project team members work directly with the client
user community and IT team. Axtegrity will produce all deliverables on ly after close
involvement and review by the users and related IT team members.
Executive Sponsor
The Executive Sponsor acts as a vocal and visible champion, keeps abreast of major project
activities, provides support for the Program Manager, as well as to the client Steering
Committee and Executives.
Program Manager
The Axtegrity Program Manager manages all of the components identified in the Scope of
Work as Axtegrity responsibility.
• Program integration
• Aligns Program and its projects with business strategic plan, goals, and objectives
• Assures proper coordination and cooperation among all projects, stakeholders and
Sponsors
• Provides policy direction to PM around escalation, Change Control, Status Reports
etc.
• Prepares, justifies, manages, optimize and defines budget
• Ensures timely funding of all Projects and Change Orders
• Establishes and Coordinates common technology between the projects
• Optimizes allocation of resources across all projects
• Management of all resources until Program is complete
• Performs risk planning at the program level
• Performs risk trade-offs among projects
• The Axtegrity Project Manager provides day-to-day project management and works
closely with the client Project Manager. The Project Manager keeps the project on
track, addresses key issues, and provides the following:
• Prepares the project kick-off meeting
• Coordinates the use of third parties, business partners and manages the staff
required to implement all client projects
• Manages and controls project scope changes
• Provides estimates for scope change requests
• Manages communication of changes to the client and project team
• Manages scope change approval process
• Manages the project budget
Manages the project plan by creating and maintaining project schedules, and ensures
that all milestones have assigned resources
• Monitors and communicates changes in project scope and schedule with the client
• Maintains the project file, contracts engagement letter; project memoranda
• Prepares weekly status reports and presents them to the client
• Ensures that all team members are submitting status reports and time sheets on the
same Schedule
• Evaluates current project estimates at least twice a month, communicating potential
changes to client
• Maintains a project issue log
Communication and Change Management Tools
Axtegrity employs a simple methodology for execution of projects. This methodology has
repeatedly provided Axtegrity’s clients with on-time performance that complies with budgets
while ensuring high quality of deliverables at lowered risk.
Axtegrity places a high priority in joint planning up front and having frequent and open
communications at several levels. The importance of communications cannot be over-
emphasized. For the best in project communication, Axtegrity uses the following tools and
techniques:
• Onsite presence
• Setting up reporting and escalation protocols
• Clearly defined scope management process
• Weekly (at a minimum) project reports and status calls
• Project Plans based on MS-Project
• Web-based project collaboration website
• Online issue and action item tracking
Communication Plan
Axtegrity believes that communication with the client is vital to the success of the project.
Project Status Report, issued weekly will be the primary means of communication. These will be
augmented by any other client required reports that may be specified, as well as phone calls,
emails, and any other communications that are necessary to insure the positive outcome of the
project.
Scope and Change Management
To manage project scope and change management, Axtegrity uses a standard Scope Control
Document called the Change Order form. This form is used to control scope changes in the
project, if required and to monitor project progress.
The project team, including the client, is responsible for considering the impact of any user
requests on the scope of the project. Likewise, Axtegrity will evaluate scope impacts of issues
raised by the project team.
Procedure
Any modification or deviation from the standard functionality, or changes to the time or costs
will be subject to the following procedure. The Change Order process may be initiated by
Axtegrity or the client whenever there is a perceived need for a change that will affect the
overall costs, timeline or functionality of the project.
All Change Orders will be logged internally and will be reviewed and authorized by the
customer’s Project Manager. Those Change Orders that involve changes to the scope of the
project will require involvement of the Steering Committee and Axtegrity’s Project Manager.
Scope changes resulting in a requirement for additional project funding may require additional
approvals from each organization. The change control process is documented below:
Proposed Change to Scope
• Complete a Change Order form for the proposed changes and submit copies to relevant
parties for assessment
• Record the Change Order in the change control log
• Investigate the impact of the proposed change
• Evaluate the impact of not performing the change
• Prepare a response to the proposed change
• File the Change Order original in the project library
• Obtain agreement between Axtegrity and the customer on whether the change should be
performed and obtain authorization sign-off of the Change Order Scope
Change Denied
• The Axtegrity Project Manager will discuss and document the issue with the customer Project
Coordinator
• The proposed change will be re-examined if possible, or withdrawn if it is agreed to be
nonessential. The reasons will be documented on the Change Order
Scope Change Accepted
• Once the Change Order has been signed, work may begin
• Both Axtegrity and the customer’s Project Coordinators will adjust project plans to
incorporate agreed changes
• Progress on the change controls will be reported at progress meetings. Both Axtegrity and the
customer’s Project Coordinators must sign the Change Order once the change has been
completed
• The Change Order control log will be updated with date completed The Change Order Log will
be reviewed at progress meetings and included with the monthly project status reports to
check on changes which have not been completed
2.5. Training Plan
Axtegrity will utilize that toolset to document the configuration of the Dynamics system and
develop the appropriate scripts utilized for testing and training purposes. As part of that
development effort Axtegrity will also conduct various “Train the Trainer” type sessions in
the configured applications to the SCAG’s functional leads in order for them to provide final
end user training. While Axtegrity expects that the SCAG team leads will coordinate and
conduct final end user training Axtegrity can assist and/or conduct this if requested.
2.6. Project Transition
During the Deploy phase of the Sure Step methodology SCAG will work alongside Axtegrity in
the preparation of the production environment and end with being fully self -sufficient and
processing in the new production system. During this time the updated system is delivered
throughout the company and live processing is begun. Support procedures and contingency
plans have been put in place and the project team will execute any procedures necessary
and move into production support mode as outlined within the project plan. Upon successful
transition of the project and resolution of post go-live issues the project will be closed and
the project team disengaged.
2.7. Concerns and Key Issues
None known at this time, this information will be available after a technical analysis with
SCAG.
3. References
3.1. References
Axtegrity has provided professional services to clients on various technologies. The following
references are available below where Axtegrity has performed professional services on ERP
implementations.
ECI Technologies
Ryan Casey – SharePoint Administrator
RCasey@ecitechnology.com
60 Gordon Dr, Totowa, NJ 07512
Phone: (973) 773-8686
Southern California Association of Governments
Jianhong Sun
Business Application Analysis
sun@scag.ca.gov
D: 213-236-1903
Physician Partners of America
Ian Weiz
IT Manager
iweitz@physicianpartnersoa.com
Office 813.477.2511
4. Required Forms
4.1. Code of Ethics and Business Conduct (Attachment 1)
Code of Ethics and Business Conduct
Policy
It is the policy of Axtegrity Consulting to provide our Code of Ethics and Business Conduct, which
will serve as a guide to proper business conduct for all employees. We expect all employees to
observe the highest standards of ethics and integrity in their conduct. This means following a
basic code of ethical behavior that includes the following.
Build Trust and Credibility
The success of our business is dependent on the trust and confidence we earn from our
employees, customers and shareholders. We gain credibility by adhering to our commitments,
displaying honesty and integrity and reaching company goals solely through honorable conduct.
When considering any action, it is wise to ask: will this build trust and credibility for Axtegrity
Consulting? Will it help create a working environment in which Axtegrity Consulting can succeed
over the long term? Is the commitment I am making one I can follow through with? The only way
we will maximize trust and credibility is by answering “yes” to those questions and by working
every day to build our trust and credibility.
Respect for the Individual
We all deserve to work in an environment where we are treated with dignity and respect.
Axtegrity Consulting is committed to creating such an environment because it brings out the full
potential in each of us, which, in turn, contributes directly to our business success.
Axtegrity Consulting is an equal employment/affirmative action employer and is committed to
providing a workplace that is free of discrimination of all types from abusive, offensive or
harassing behavior. Any employee who feels harassed or discriminated against should report the
incident to his or her manager or to the Human Resources Department.
Create a Culture of Open and Honest Communication
At Axtegrity Consulting everyone should feel comfortable to speak his or her mind, particularly
with respect to ethics concerns. Managers have a responsibility to create an open and
supportive environment where employees feel comfortable raising such questions. We all
benefit tremendously when employees exercise their power to prevent mistakes or wrongdoing
by asking the right questions at the right times.
Axtegrity Consulting will investigate all reported instances of questionable or unethical behavior.
In every instance where improper behavior is found to have occurred, the company will take
appropriate action. We will not tolerate retaliation against employees who raise ethics concerns
in good faith.
Set the Tone at the Top
Management has the added responsibility for demonstrating, through their actions, the
importance of this Code. In any business, ethical behavior does not simply happen; it is the
product of clear and direct communication of behavioral expectations, modeled from the top
and demonstrated by example. Again, ultimately, our actions are what matters.
Code of Ethics and Business Conduct
To make our Code work, managers must be responsible for promptly addressing ethical
questions or concerns raised by employees and for taking the appropriate steps to deal with
such issues. Managers should not consider employees’ ethics concerns as threats or challenges
to their authority, but rather as another encouraged form of business communication. We want
the ethics dialogue to become a natural part of daily work.
Uphold the Law
Our commitment to integrity begins with complying with laws, rules and regulations where we
do business. Further, each of us must have an understanding of the company policies, laws, rules
and regulations that apply to our specific roles. If we are unsure of whether a contemplated
action is permitted by law or Company policy, we should seek the advice from the resource
expert. We are responsible for preventing violations of law and for speaking up if we see possible
violations.
Competition
We are dedicated to ethical, fair and vigorous competition. We will sell Axtegrity Consulting
products and services based on their merit, superior quality, functionality and competitive
pricing. We will make independent pricing and marketing decisions and will not improperly
cooperate or coordinate our activities with our competitors. We will not offer or solicit improper
payments or gratuities in connection with the purchase of goods or services for Axtegrity
Consulting or the sales of its products or services, nor will we engage or assist in unlawful
boycotts of particular customers.
Proprietary Information
It is important that we respect the property rights of others. We will not acquire or seek to
acquire improper means of a competitor’s trade secrets or other proprietary or confidential
information. We will not engage in unauthorized use, copying, distribution or alteration of
software or other intellectual property.
Selective Disclosure
We will not selectively disclose (whether in one-on-one or small discussions, meetings,
presentations, proposals or otherwise) any material nonpublic information with respect to
Axtegrity Consulting, its business operations, plans, financial condition, results of operations or
any development plan. We should be particularly vigilant when making presentations or
proposals to customers to ensure that our presentations do not contain material nonpublic
information.
Avoid Conflicts of Interest
We must avoid any relationship or activity that might impair, or even appear to impair, our
ability to make objective and fair decisions when performing our jobs. At times, we may be faced
with situations where the business actions we take on behalf of Axtegrity Consulting may conflict
with our own personal or family interests because of the course of action that is best for us
personally may not also be the best course of action for Axtegrity Consulting. We owe a duty to
Axtegrity Consulting to advance its legitimate interests when the opportunity to do so arises. We
must never use Axtegrity Consulting property or information for personal gain or personally take
for ourselves any opportunity that is discovered through our position with Axtegrity Consulting.
Determining whether a conflict of interest exists is not always easy to do. Employees with a
conflict of interest question should seek advice from management. Before engaging in any
activity, transaction or relationship that might give rise to a conflict of interest, employees must
seek review from their managers or the Human Resources department.
Accepting Business Courtesies
Most business courtesies offered to us in the course of our employment are offered because of
our positions at Axtegrity Consulting. We should not feel any entitlement to accept and keep a
business courtesy. Although we may not use our position to obtain business courtesies, and we
must never ask for them, we may accept unsolicited business courtesies. Employees who award
contracts or who can influence the allocation of business, who create specifications that result in
the placement of business or who participate in negotiation of contracts must be particularly
careful to avoid actions that create the appearance of favoritism or that may adversely affect the
company’s reputation for impartiality and fair dealing. The prudent course is to refuse a courtesy
from a supplier when Axtegrity Consulting is involved in choosing or reconfirming a supplier or
under circumstances that would create an impression that offering courtesies is the way to
obtain Axtegrity Consulting business.
Meals, Refreshments Entertainment and Gifts
We may accept occasional meals, refreshments, entertainment, gifts and similar business
courtesies that are customary and conform to reasonable ethical practices of the marketplace,
provided that:
• They are not inappropriately lavish or excessive.
• The courtesies are not frequent and do not reflect a pattern of frequent acceptance of
courtesies from the same person or entity.
• The courtesy does not create the appearance of an attempt to influence business
decisions, such as accepting courtesies or entertainment from a supplier whose contract
is expiring in the near future.
• The employee accepting the business courtesy would not feel uncomfortable discussing
the courtesy with his or her manager or co-worker or having the courtesies known by the
public.
Customary business entertainment is proper however, impropriety results when the value or
cost is such that it could be interpreted as affecting an otherwise objective business decision.
Employees with questions about accepting business courtesies should talk to their manager or
the Human Resources department.
Offering Business Courtesies
Any employee who offers a business courtesy must assure that it cannot reasonably be
interpreted as an attempt to gain an unfair business advantage or otherwise reflect negatively
upon Axtegrity Consulting. An employee may never use personal funds or resources to do
something that cannot be done with Company resources. Accounting for business courtesies
must be done in accordance with approved company procedures.
Other than to our government customers, for whom special rules apply, we may provide non-
monetary gifts (i.e., company logo apparel or similar promotional items) to our customers.
Further, management may approve other courtesies, including meals, refreshments or
entertainment of reasonable value, provided that:
• The practice does not violate any law or regulation or the standards of conduct of the
recipient’s organization.
• The business courtesy is consistent with industry practice, is infrequent in nature and is
not lavish.
• The business courtesy is properly reflected on the books and records of Axtegrity
Consulting.
Set Metrics and Report Results Accurately
Accurate Public Disclosures
We will make certain that all disclosures made in financial reports are full, fair, accurate, timely
and understandable. This obligation applies to all employees, including all financial executives,
with any responsibility for the preparation for such reports, including drafting, reviewing and
signing or certifying the information contained therein. No business goal of any kind is ever an
excuse for misrepresenting facts or falsifying records.
Employees should inform the HR Manager if they learn that information in any filing or public
communication was untrue or misleading at the time it was made or if subsequent information
would affect a similar future filing or public communication.
Corporate Recordkeeping
We create, retain and dispose of our company records as part of our normal course of business
in compliance with all Axtegrity Consulting policies and guidelines, as well as all regulatory and
legal requirements.
All corporate records must be true, accurate and complete, and company data must be promptly
and accurately entered in our books in accordance with Axtegrity Consulting’s and other
applicable accounting principles.
We must not improperly influence, manipulate or mislead any audit, nor interfere with any
auditor engaged to perform an independent audit of Axtegrity Consulting books, records,
processes or internal controls.
Accountability
Each of us is responsible for knowing and adhering to the values and standards set forth in this
Code and for raising questions if we are uncertain about company policy. If we are concerned
whether the standards are being met or are aware of violations of the Code, we must contact
the Human Resources department. We take seriously the standards set forth in the Code, and
violations are cause for disciplinary action up to and including termination of employment.
Integral to our business success is our protection of confidential company information, as well as
nonpublic information entrusted to us by employees, customers and other business partners.
Confidential and proprietary information includes such things as pricing and financial data,
customer names/addresses or nonpublic information about other companies, including current
or potential suppliers and vendors. We will not disclose confidential and nonpublic information
without a valid business or legal purpose and proper authorization.
Use of Company Resources
Company resources, including time, material, equipment and information, are provided for
company business use. Nonetheless, occasional personal use is permissible as long as it does not
affect job performance or cause a disruption to the workplace. Employees and those who
represent Axtegrity Consulting are trusted to behave responsibly and use good judgment to
conserve company resources. Managers are responsible for the resources assigned to their
departments and are empowered to resolve issues concerning their proper use.
Generally, we will not use company equipment such as computers, copiers and fax machines in
the conduct of an outside business or in support of any religious, political or other outside daily
activity. Solicitation of Company employees by non-employees is prohibited at all times.
Solicitation by an employee of another employee is prohibited, while either the person doing the
soliciting or the person be solicited is on working time and or Company property. Distribution of
materials by employees in work areas or on working time is prohibited.
In order to protect the interests of the Axtegrity Consulting network and our fellow employees,
we reserve the right to monitor or review all data and information contained on an employee’s
company-issued computer or electronic device, the use of the Internet or Axtegrity Consulting’s
intranet. We will not tolerate the use of company resources to create, access, store, print, solicit
or send any materials that are harassing, threatening, abusive, sexually explicit or otherwise
offensive or inappropriate.
Compliance
Compliance with these principles is an essential element in our business success. Our
Compliance Committee is responsible for ensuring these principles are communicated to and
understood and observed by all employees. Day to day responsibility is delegated to all
management members who are responsible for implementing these principles, if necessary
through more detailed guidance. Assurance of compliance is monitored and reported each year.
Compliance with the code is subject to review by the board and subject to audit review.
Employees are expected to bring to managements attention any breach or suspected breach of
these principles. Provision has been made for employees to be able to report in confidence.
From time to time, employees will likely have questions as to how this Code of Ethics and
Business Conduct applies in particular situations. We expect all employees with such questions
to discuss the exact circumstances with our CEO.