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2001-24632 RESO RESOLUTION NO. 2001-24632 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PERTAINING TO THE RANKING OF THE PROPOSALS RECEIVED IN RESPONSE TO REQUEST FOR PROPOSAL (RFP) NO. 44-00/01 FOR A HANDHELD INSPECTIONS SYSTEM; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP RANKED FIRM OF IDEA INTEGRATION. WHEREAS, the City issued an RFP No. 44-00/01, on June 20, 2001, for a handheld inspections system; WHEREAS, twelve (12) RFP notices were issued resulting in two responses; WHEREAS, an Evaluation Committee, appointed by the City Manager and approved by the Mayor and City Commission met in August and September, 2001, and recommended that Idea Integration was the number one choice by unanimous consent; and 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 authorize the Administration to enter into negotiations with the top ranked firm ofIdea Integration. PASSED and ADOPTED this 17 day of October, 2001. 1JMAYOR AT[;:} f~ CITY CLERK APPROVED 1S TO FORM & LANGUAGE & FOR EXECUTION ;12 . 0 -i , AtIomey,.{: DR CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 www.ci.miami-beach.fl.us COMMISSION MEMORANDUM To: From: Mayor Neisen O. Kasdin and Date: October 17, 2001 Members of the City Commission Jorge M. Gonzalez ~ .A~ City Manager U l" v 6 A RESOLUTION OF THE MA VOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PERTAINING TO THE RANKING OF THE PROPOSALS RECEIVED IN RESPONSE TO REQUEST FOR PROPOSAL (RFP) NO. 44-00101 FOR A HANDHELD INSPECTIONS SYSTEM; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP RANKED FIRM OF IDEA INTEGRATION, Subject: ADMINISTRATION Adopt the resolution. BACKGROUND Approximately twelve (12) years ago, the City purchased a Land Management System (LMS) from Sierra Computer Systems, Inc. This company eventually merged with OpenData Systems, Inc., and is now known as Accela.com. The LMS application was run on a Hewlett Packard (HP) 957 mainframe computer that was not Y2K compliant. In June, 1999, the City converted to a new client server Y2K compliant version that was offered by Accela,com called 'PERMITS' Plus. This new version encompasses the applications once supported on the old Land Management System as well as additional applications such as Violations, Certificate of Use and Licenses. Currently, the 'PERMITS' Plus System enables the inspection reports to be printed daily. These are then handed out to the Inspectors each morning by their supervisor. At the end of the day, after the Inspectors have completed their inspections, they key the results into the 'PERMITS' Plus System. In order to do this, the Inspectors must return to the office in enough time to input the data before their shift is over. For this reason, they are unable to do as many inspections per day, since they have to have the results of the inspections entered into the system by day's end. This method is very time-consuming and decreases the time that inspectors spend in the field doing actual inspections. By using handheld computers, the Inspectors could enter data as they obtained it in the field and it would eliminate the unnecessary early return to the office for data entry. It would also make the 'PERMITS' Plus System more customer- responsive as the customer could find out the results of the inspections immediately after the data is uploaded. AGENDA ITEM [7 T DATE /O-I7-c; f Commission Memorandum October 17, 2001 Handheld Inspections Systems Page 2 Therefore, the City of Miami Beach issued an RFP No. 44-00/01 on the June 20, 2001, for a total system solution that would allow the City Inspectors to receive their daily inspection orders via a handheld device and input results of inspections as they occur. The new system would also provide the Inspectors with the ability to issue a new violation on the site. The notices were sent out to twelve (12) prospective bidders and two responses were received. The proposals were from the following vendors: Idea Integration and M-Track Software, Inc. An Evaluation Committee was recommended by the City Manager and approved by the Mayor and City Commission. The members were: Hamid Dolikhani, Assistant Director, CMB Building Department Chief Russell White, Fire Prevention and Safety, CMB Fire Department AI Childress, Director, CMB Code Compliance Fred Beckmann, Director, CMB Public Works Department Laura Orozco, Information Technology Specialist III, CMB Information Technology Department Laura Manos, Computer Services Manager, Miami-Dade Building Department Cheryl A Fields, Senior Systems Analyst, Miami-Dade Fire Rescue Management Information & Technology ANALYSIS The Evaluation Committee reviewed the RFP response and ranked the two respondents on August 6, 2001. They determined the weighting of the evaluation criteria as set forth in the RFP. Once this was accomplished, the Committee discussed the two responses and decided to postpone a final conclusion until each vendor made a presentation and had an interactive question and answer session with the Committee. The two vendors made their presentations on September 5, 2001, and answered questions from the Evaluation Committee. Afterwards, the Committee reviewed and evaluated the two respondents and arrived at a unanimous decision to choose Idea Integration based on the following determinants: . Idea Integration proposed a customized application tailored to the business needs of the City rather than customizing a standard software application product. . They appeared not to be hindered by their lack of experience with the 'PERMITS' Plus System that is the City's permitting software with which the proposed solution has to interface with, . The solution was e-government-oriented and afforded an extensible architecture, which accommodates future growth. Commission Memorandum October 17, 2001 Handheld Inspections Systems Page 3 . The proposed project plan was very well-formulated, thoughtful and organized. . Idea Integration was more technically qualified and experienced across a diverse range of products and solutions. . The Idea Integration solution appeared to be more cost-effective by utilizing the existing City technologies (the network, databases, and operating system) that are currently in place. . The proposed solution has the added enhancement of a web-interface that is offered at no additional cost. The second vendor, M-Track Software, Inc., was not chosen due to the following reasons: . They did not offer any immediate solutions to critical requirements such as creating a new case in the field/site, . They offered a standard application product that would later be customized to the City's business needs. This would relate to future requirements of updating the software periodically and also to on-going maintenance. . M-Track Software, Inc. offered a more expensive wireless solution than Idea Integration. . Their product did not have an extensible architecture that could accommodate future requirements or growth of the City users. Proposed Idea Intearation Handheld System The proposed solution would enable the City Inspectors to retrieve their daily inspection orders via a handheld device and input the results as they occur. The proposed application is in realtime, wireless and a web-based solution by which the Inspectors can create and enter new cases while in the field or at a site. This increases their response time and better meets citizen and/or contractor requirements. The added advantage with the proposed solution is that the citizens would also have the ability to schedule their inspections, view the results, and the progress on the same day, if they have Internet access. It is envisioned that the implementation of the handheld system is to be performed in phases. This is suggested due to the vast differences in the applications across the various departments. In each phase, application development activities will take place, which will include requirements and specifications, designing, programming and user training. The Information Technology Department will then work with the vendor to install, implement and support the system. Commission Memorandum October 17, 2001 Handheld Inspections Systems Page 4 The Building Department will be in the first phase of the project due to their extensive usage of the 'PERMITS' Plus System. The Building Department also interacts heavily with the City's business community and citizens and this gives a high visibility to the system. The Code Compliance, Fire Prevention and Safety, Engineering and Public Works Departments will be brought on line next. CONCLUSION In accordance with the terms of the RFP, the Evaluation Committee unanimously ranked Idea Integration as number one and M-Track Software, Inc. as number two. The City Manager concurs with the Evaluation Committee's ranking of proposals and recommends that the Mayor and City Commission accept the ranking and authorize the Administration to negotiate a contract with Idea Integration, the top-ranked bidder. JMG:TW:JkltGL ;f ~"".._.."'-