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2004-25455 ResoRESOLUTION NO. 2004-25Z~55 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF A REQUEST FOR PROPOSALS (RFP), TO PROVIDE A NEW ClTYWIDE ENTERPRISE FINANCIAL AND ADMINISTRATIVE SYSTEM FOR THE CITY OF MIAMI BEACH. WHEREAS, the computer system hardware (HP3000) upon which the City's existing finance system, FMSII operates, is no longer supported by the manufacturer, and requires replacement of the associated hardware and software system; and WHEREAS, the current Cyborg payroll system will be discontinued at the end of the 2004 calendar year, requiring a move to another payroll system; and WHEREAS, the Mitchell-Humphrey FMSll System is obsolete and requires replacement within the coming calendar year; and WHEREAS, the Finance and Information Technology Departments have determined that the current systems are significantly out of date and that it is an appropriate time to consider alternatives for improving the City's financial systems; and WHEREAS, the City Manager appointed a committee to evaluate the alternatives for replacing the systems. This committee met on December 19, 2003 and recommended that the City go forward with an RFP as soon as possible; and WHEREAS, the Finance and Citywide Projects Committee, at their December 22, 2003 meeting, referred the item to the full Commission for action instructing the Administration to issue an RFP to provide a Citywide enterprise financial and administrative system for the City of Miami Beach. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the issuance of a request for proposals (RFP), to provide a new CitywidE xe~nterpnse financial and administrative system for th eCity of Miami Beach be authori~~~ PASSED and ADOPTED this 14th day of January, ~I~A~O~' CITY CLERK APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION List of Committee Members Larry Herrup, CPA Dede Weithorn, CPA Georgina Echert Kay Randall Jim Sutter, CPA Martha Dempsey Resident Resident Finance Department Information Technology Internal Audit Former BAC Chairperson Current BAC Chairperson City of Miami Beach City of Miami Beach City of Miami Beach Special Asst to the City Mgr City of Miami Beach CITY OF MIAMI BEACH COMMISSION ITEM SUMMARY Condensed Title: A Resolution of the Mayor and City Commission of the City of Miami Beach, Florida, authorizing the issuance of a request for proposals (RFP), to provide a new Citywide enterprise financial and administrative system for the City of Miami Beach. Issue: Whether a request for proposals (RFP) should be issued to solicit proposals to provide a Citywide enterprise financial and administrative system for the City of Miami Beach. Item Summary/Recommendation: The computer system hardware (HP3000) upon which our existing financial system software, FMSII, operates is no longer supported by the manufacturer, necessitating a replacement of both the financial hardware and software systems. Additionally, the City has been notified that the current payroll system from Cyborg will be discontinued at the end of the 2004 calendar year, necessitating a move to another payroll system from Cyborg or another vendor. The Mitchell-Humphrey FMSII System has been in use since the 1980's and it provides major financial functions, which include general ledger, accounts payable, accounts receivable, purchasing, budget, fixed assets and other general accounting functions. However, it doesn't interface with the other financial systems in use and provides limited financial management information, making it very difficult to use and extremely labor intensive. Additionally, the system architecture does not lend itself to today's security requirements or the need for business continuity in the event of a physical disaster. The Administration recommends that the resolution be adopted and the City proceed with an RFP to acquire an enterprise financial and administration system as soon as possible. Advisory Board Recommendation: The City Manager appointed a committee to evaluate the alternatives for replacing the systems. This committee met on December 19, 2003 and recommended that the City go forward with an RFP as soon as possible. The Finance and Citywide Projects Committee, at their December 22, 2003 meeting, referred the item to the full Commission for action instructing the Administration to issue an RFP to provide a Citywide enterprise financial and administrative system for the City of Miami Beach. Financial Information: Source of Amount ACcount ApprOved Funds: 1 ' ' Funds available from'the Information Technology Replacement Fund ; 2 n~ I 3 . . 4 Fi ept. TOtal City Clerk's Office Legislative Tracking: IPDW Sign-Offs: Department Director ~ A~ssistant City Manager City Manager AGENDA ITEM DATE CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 www. miamibeachfl.gov To: From: Subject: COMMISSION MEMORANDUM Mayor David Dermer and Members of the City Commission Jorge M. Gonzalez .~ ~ ~ City Manager Date: January 14, 2004 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF A REQUEST FOR PROPOSALS (RFP), TO PROVIDE A NEW ClTYWIDE ENTERPRISE FINANCIAL AND ADMINISTRATIVE SYSTEM FOR THE CITY OF MIAMI BEACH. ADMINISTRATIVE RECOMMENDATION: Adopt the Resolution. ANALYSIS: The computer system hardware (HP3000) upon which our existing financial system software, FMSII, operates is no longer supported by the manufacturer, necessitating a replacement of both the financial hardware and software systems. Additionally, the City has been notified that the current payroll system from Cyborg will be discontinued at the end of the 2004 calendar year, necessitating a move to another payroll system from Cyborg or another vendor. The Mitchell-Humphrey FMSII System has been in use since the 1980's and it provides major financial functions, which include general ledger, accounts payable, accounts receivable, purchasing, budget, fixed assets and other general accounting functions. However, it doesn't interface with the other financial systems in use and provides limited financial management information, making it very difficult to use and extremely labor intensive. Additionally, the system architecture does not lend itself to today's security requirements or the need for business continuity in the event of a physical disaster. The obsolescence of the hardware supporting the FMSII system necessitates that it be replaced within the next year. This replacement will also require a replacement, upgrade or conversion of the current software system to a different version or platform. The Finance and Information Technology Departments feel that these current systems are significantly out of date and unable of producing the comprehensive integrated information needed to manage the City's financial and administrative records efficiently. After reviewing the potential costs associated with the required replacement of these systems, the Administration believes that this is the appropriate time to consider alternatives for improving the City's financial systems. Commission Memorandum RE: System RFP January 14, 2004 Page 2 In an effort to achieve the best alternative for replacing these systems, I created a committee comprised of residents with experience with sophisticated computerized financial systems, local professionals and City financial system users to review alternatives and recommend the best alternative for the replacement of the City's hardware and software systems. This committee met on December 19, 2003 and recommended that the City go forward with an RFP as soon as possible. On December 22, 2003, the Finance and Citywide Projects Commission Committee met to discuss the recommendation of the Manager's committee and concurred with their recommendation. CONCLUSION At this time, the Administration recommends that the Mayor and City Commission authorize the issuance of a Request for Proposals (RFP) to solicit proposals to provide a citywide enterprise financial and administrative system for the City of Miami Beach. Attached please find the scope of services to be included in the subject RFP and the recommended evaluation criteria that will be included. Specific desirable outcomes will be determined at the time of contract negotiation. _~MG/PDW/MKPJGL genda/2OO4/jan 1404/Consent/FMSUl:~rade.do{: Commission Memorandum RE: System RFP January 14, 2004 Page 3 SCOPE OF SERVICES The City of Miami Beach is seeking a vendor who can provide computer software, including implementation and training services, for an enterprise financial, human resources and administrative support system. At a minimum, the systems proposed must address the management of financial, payroll and related "core" functions (described in detail below). Ideally, the proposed systems will also be capable of administering utility billing, permits, tax, special assessments and service requests in a highly integrated system. Hardware The system must include minimum and recommended specifications for both client and server hardware based upon the anticipated demands to be placed on the application systems by the City of Miami Beach. Specifications should include memory, disk, data communications, processing speed and redundancy considerations. Allowance should be made for a 5% annual growth in data volumes to be processed and it is assumed that ten (10) years of historical data will be required to be on-line at all times. Mandatory Requirements The following are mandatory. The system must satisfy all of these requirements which are based upon the standards for development at the City of Miami Beach. · The proposed system must operate on Microsoft Windows-2000 Server with active directory. · The proposed system must use the SQL 2000 database architecture and be operational at current governmental customer sites. · The proposed system must support Windows 2000, and XP client workstations. · The proposed financial system must be a true fund and encumbrance accounting package designed for governmental use. · The proposed financial system must be GASB 34 compliant. · All Financial, Human Resources and Administrative software applications / modules must be fully integrated from a single vendor. · The entire proposed system must be fully 32 bit compliant, capable of using 3 tier client-server architecture using one of the following: o Visual Basic (Microsoft) o PowerBuilder (Sybase) o Delphi (Borland) The following functional system programs/modules are mandatory. The system must include these required, enterprise "core" system functions/modules: · General Ledger · Accounts Payable · Purchasing · Accounts Receivable · Budget Preparation Commission Memorandum RE: System RFP January 14, 2004 Page 4 · Inventory · Fixed Assets · Project Accounting · Contract management · Bid Management · Payroll · Position Control · Human Resources-Personnel · Applicant Tracking · Cashiering · Business Licenses · Special Improvements/Assessments · Parcel management · Ad-Hoc Reporting · E-government The City of Miami Beach is interested in continuing to expand its web presence and E- government applications. Vendors must offer this capability, within their proposal, for all customer related functions performed by the City. All of the mandatory system components must be integrated by design, without requiring custom programming to effect the integration. Additionally, they must be made to interface with our Laser Printing capability for checks, Applicant Test Scoring system, Microsoft Outlook, and the E.S.R.I. GIS system. Currently, the City of Miami Beach is not utilizing a centralized cashiering system, so vendors may propose unit costs for specific hardware that supports their proposed cashiering solution, if required to operate the system. Optional Components/Functionality Optionally, the City of Miami Beach has interest in the following systems/modules providing that they are integrated with those described above and are provided by the same vendor. Optional components are clearly identified in the questionnaire. · Construction Permits · Building/Property Inspections · Code Enforcement · Utility Billing · Citizen/Service Requests All of the optional system components, if proposed, must be integrated by design, without requiring custom programming to effect the integration. Commission Memorandum RE: System RFP January 14, 2004 Page 5 E-mail and imaging integration, workflow and similar functionality that will economically enhance the usability and utility of the proposed systems should be detailed as optional features in the proposal even if not specifically referenced in the Questionnaire. Optional system components, if proposed, must include interfaces to the following: Permits/Inspections Inspections/Code Enforcement Utility Billing must interface with must interface with must interface with Evaluation/Selection Process and Criteria for Evaluation: Intervoice IVR System Acer Tablet PCs Itron Handhelds Laser Printer/Forms The procedure for proposal evaluation and selection is as follows: 1. Request for Proposals issued. 2. Receipt of proposals. 3. Opening and listing of all proposals .received. . An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each proposal in accordance with the requirements of this RFP. If further information is desired, proposers may be requested to make additional written submissions or oral presentations to the Evaluation Committee . The Evaluation Committee shall recommend to the City Manager the proposal or proposals acceptance of which the Evaluation Committee deems to be in the best interest of the City. The Evaluation Committee shall base its recommendations on the following factors: A. Experience in the successful implementation of an enterprise financial, human resources and administrative support system for other governmental agencies (100) B. Quality of Installed Base and References (100) C. Client References (100) D. Cost (100) E. Proposed System Features (200) F. Application Functionality (400) G. System Integration (200) H. E-government Integration (200) 6. After considering the recommendation(s) of the Evaluation Committee, the City Manager shall recommend to the Mayor and Commission the proposal or proposals, the acceptance of which the City Manager deems to be in the best interest of the City. Commission Memorandum RE: System RFP January 14, 2004 Page 6 7. The City Commission shall consider the City Manager's recommendation(s) in light of the recommendation(s) and evaluation of the Evaluation Committee and, if appropriate, approve the City Manager's recommendation(s). The Mayor and Commission may reject City Manager's recommendation(s) and select another proposal or proposals. In any case, the Mayor and Commission shall select the proposal or proposals, the acceptance of which the Mayor and Commission deems to be in the best interest of the City. The City Commission may also reject all proposals. . Negotiations between the selected proposer and the City Manager will take place in order to arrive at a contract. If the Mayor and Commission has so directed, the City Manager may proceed to negotiate a contract with a proposer other than the top-ranked proposer, if the negotiations with the top-ranked proposer fail to produce a mutually acceptable contract within a reasonable period of time. gl The Mayor and Commission will authorize, upon successful negotiations, that the City Manager execute a contractual agreement. 10. If, and when, a contract or contracts acceptable to the respective parties is approved by the Mayor and Commission, the Mayor and City Clerk sign the contract (s) after the selected proposer (s) has (or have) done so. By submitting a proposal, all proposers shall be deemed to understand and agree that no property interest or legal right of any kind shall be created at any point during the aforesaid evaluation/selection process until and unless a contract has been agreed to and signed by both parties.