Resolution 82-17114 RESOLUTION NO. 82-17114
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING AND
DIRECTING THE CITY MANAGER TO EXECUTE AN
AGREEMENT WITH CAPE DATA, INC. FOR THE
ACQUISITION AND INSTALLATION OF A FINANCIAL
SOFTWARE SYSTEM
WHEREAS, for reasons more particularly set forth in Commission Memorandum
No. 598-82 the City Manager recommends that a Financial Software System be provided for
the City's Hewlett Packard Computer system and
WHEREAS, Cape Data, inc. submitted the lowest responsible bid to provide and
install the Software System; and
WHEREAS, funds were budgeted through the City's General Fund in anticipation
of this requirement;
NOW, THEREFORE, BE IT DULY RESOLVED, by the City Commission of the
City of Miami Beach, Florida, that the City Manager be authorized and directed to execute
an agreement for a Financial Software System with Cape Data Inc. for and on behalf of the
City of Miami Beach, Florida, in accordance with the terms and conditions contained in
Commission Memorandum No. 598-82 and subject to the approval of the agreement by the
City Attorney.
PASSED and ADOPTED this 15th day of September 1982.
MAYOR
ATTEST:
CIT CLERK
FM Ar°ROVED
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By
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OFFICE OF THE CITY MANAGER CITY HALL
ROB W.PARKINS 1700 CONVENTION CENTER DRIVE
CITY MANAGER TELEPHONE: 573-7010
COMMISSION MEMORANDUM NO. (-11 4'2
DATE: September 15, 1982
TO: Mayor Norman Cis. t and
Members oft - ity Commii •I i 7
FROM: Rob W. Par •ins IF
Air,P�
City Manager 01:64°./
SUBJECT: BID AWARD NO. 121-82, ACQUISITION AND INSTALLATION
OF A FINANCIAL SOFTWARE SYSTEM FOR THE CITY'S
HEWLETT-PACKARD COMPUTER
The Administration has been conducting an intense effort to acquire and install a modern
financial system. The requirements of the system include: General Ledger, Accounts
Receivable, Appropriations, Revenue Control, Budget Preparation, Accounts Payable/Purchasing,
Project/Cost Accounting, and Encumbrance/Expenditure Processing. Rather than take the time
consuming and therefore costly path of in-house development of the large number of complex
components required, it was decided to acquire an existing system which is presently functioning
in a similar governmental site provided the cost and time requirements were favorable.
Bid Details:
Advertisement Date: August 19, 1982
Bid Opening Date: August 31, 1982
Specifications Mailed: Twenty six
Replies: Ten, of which three were "No Bid"
TOTAL INSTALLATION SIMILAR SITE
BIDDERS PRICE* TIME EXPERIENCE
Cape Data, Inc. $ 30,250 By l71/83 yes
Aries Information Systems 71 ,700 By 7/1/83 yes
Mitchell, Humphreys 77,000 4-7 months no
Alexander Grant 125,800 37-41 weeks yes
Peat, Marwick, Mitchell 194,000 1 Year no
to
215,000
Deloitte, Haskins & Sells 248,000 12 months no
Coopers Lybrand 605,700 By 10/1/83 Presently installing
* Plus Out-of-Pocket expenses
BID EVALUATION
The bids were evaluated by a committee composed of the Assistant City Manager; the Directors
of OMB, Finance and Computers and Communications; the Internal Auditor and the Chief
Accountant. In addition to basic costs, the bids were evaluated for their compliance with the
requirements stated in the Invitation to Bid, the time estimates for installation, and the
existence of successful installation at other governmental sites. This last was of prime
importance since the City is required to maintain its records in accord with the laws of the State
of Florida and the requirements of GAAFR (Governmental Accounting, Auditing and Financial
Reporting).
As a result of the committee's deliberations the firm of Cape Data, Inc. was found to be the
lowest responsible bidder meeting the bid requirements.
i
AGENDA 0_ 7� I
ITEM
DATE l 1S- ' 7-
Page -2- Commission Memo September 15, 1982
FUNDING
Funds are budgeted for the purpose in General Fund Account - 1-11-9324-519.355 -Computer
Equipment and Software.
ADMINISTRATION RECOMMENDATION
The Administration recommends that the award of bid 121-82 be made to Cape Data, Inc. as
outlined above and that the City enter into a contract with Cape Data, Inc. to license and install
its Financial Software System in the City's Hewlett-Packard Computer at a cost of $30,250 plus
out-of-pocket expenses.
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