2004-25520 Reso
RESOLUTION NO.
200~-25520
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO
APPROPRIATE FUNDS FOR THE PURCHASE OF THE Q-MATIC SYSTEM
FROM THE Q-MATIC CORPORATION, AS OWNER OF THE COPYRIGHTED
SOFTWARE CODE FOR Q-MATIC SYSTEM, IN THE AMOUNT OF $72,753,
BASED ON GSA BID NO. GS-07F-0017K, FOR CUSTOMER FLOW I QUEUING
MANAGEMENT IN THE BUILDING DEPARTMENT, INCLUDING SOFTWARE,
HARDWARE, WARRANTY, AND IMPLEMENTATION SERVICES AND TRAINING.
WHEREAS, the Administration has determined the need for a customer flow I
queuing management system in the Building Department; and
WHEREAS, the Q-MA TIC Corporation is the provider of a comprehensive solution
for customer flow / queuing management system, and owner of the copyrighted software
code for the Q-MA TIC System; and
WHEREAS, the implementation of the Q-MATIC system is necessary to improve
productivity through optimum utilization of staff; and
WHEREAS, the Q-MA TIC system allows optimum efficiency in serving Building
Department customers and distribution of workload, thereby minimizing the customers' wait
time; and
WHEREAS, the Q-MA TIC Corporation has provided the City with a total price quote,
based on GSA bid no. GS-07F-0017K, in the amount of $72,753, for the purchase of a
customer flow / queuing management systern for the Building Department; said quotation
being attached and made a part hereof.
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 appropriate funds for the purchase of
the Q-MA TIC System from Q-MA TIC Corporation, as owner of the copyrighted software
code for the Q-MA TIC System, in the amount of $72,753, in accordance with the quotation
attached hereto, based on GSA bid no. GS-07F-0017K, for customer flow / queuing
management in the Building Department, including software, hardware, warranty, and
implementation services and training.
~~p~
CITY CLERK
JMG/CMC/PA/HD
T:\AGENDA\2004\Mar17\ConsenIO-MATIC2004.RES.doc
APPROVED N3 TO
FORM & LANGUAGE
& FOR EXEcunON
PASSED and ADOPTED this 17th day of March, 2004.
~ :7,-1)- () ':/
Date
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
m
Condensed Title:
A resolution authorizing the Administration to appropriate funds for the purchase of Q-MA TIC software and
hardware from the Q-MA TIC Corporation, as owner of the copyrighted software code for Q-MA TIC System,
in the amount of $72,753, based on GSA Bid No. GS-07F-0017K, for customer flow/queuing management
in the Buildin De artment, includin software, hardware and im lementation services and trainin .
Issue:
Shall the Mayor and City Commission authorize the Administration to appropriate funds for the purchase of
Q-MATIC software and hardware from the Q-MATIC Corporation?
Item Summary/Recommendation:
The Mayor and City Commission should adopt the Resolution, authorizing the Administration to appropriate
funds for the purchase of Q-MA TIC software and hardware from the Q-MA TIC Corporation, as owner of the
copyrighted software code for Q-MA TIC system, in the amount of $72,753, based on GSA Bid No. GS-07F-
0017K, for customer flow/queuing management in the Building Department, including software, hardware
and implementation services and training.
Advisory Board Recommendation:
I N/A
Financial Information:
Source of
Funds:
Building Training & Technology
Account Account 601.7000.229.253
D
Finance Dept.
Ci Clerk's Office Le islative Trackin
Phil Azan/Hamid Dolikhani
AGENDA ITEM
DATE
c7K
~ -/7 -OL(
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 Date: March 17, 2004
Members of the City Commission
Jorge M. Gonzalez , _~
City Manager U,r 0
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE
ADMINISTRATION TO APPROPRIATE FUNDS FOR THE PURCHASE
OF Q-MATIC SOFTWARE AND HARDWARE FROM THE Q-MATIC
CORPORATION, AS OWNER OF THE COPYRIGHTED SOFTWARE
CODE FOR Q-MATIC SYSTEM, IN THE AMOUNT OF $72,753, BASED
ON GSA BID NO. GS-07F-0017K, FOR CUSTOMER FLOW/QUEUING
MANAGEMENT IN THE BUILDING DEPARTMENT, INCLUDING
SOFTWARE, HARDWARE AND IMPLEMENTATION SERVICES AND
TRAINING.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
BUDGETED AMOUNT AND FUNDING
$72,753
ANALYSIS
Funding to be appropriated from Building Training & Technology
Account (Budget Account 601.7000.229.253). The annual
maintenance cost will be $5,097. The first year's maintenance cost is
included in the price.
Currently, the Building Department along with Fire, Public Works and Planning
Departments has designated twenty-two (22) staffed stations with various disciplines to
provide permitting and plan review services to customers on a walk-through basis, and
depending on the need of the customers and the requirements for the specific
application presented, customers upon arrival are directed to sign up for as few as two
and up to as many as eleven stations for application processing and plan reviews. While
the customers currently are being served in a timely manner, but due to manual
handling of numerous waiting/sign-on lists and the complexity of various permit
application requirernents, queuing of custorners are not done in an optimum manner
resulting in loss of staff time and delays to customers. Further, due to non-automated
nature of the current sign-in system, customers wait time objectives and employees'
productivity performance can not be monitored and improved upon effectively.
Commission Memorandum
Q-MATIC
March 17, 2004
Page 2 of 2
Based on the aforementioned assessment of the current permitting / plans review
process, which began as part of the department's organizational assessment following
the department's retreat, and the revealed need of the Building Department for an
automated customer queuing system to better manage the customer flow, waiting time
and the various processes session times, the Administration directed the Building
Department to conduct a research and inquire for such system through the information
technology industry. The inquiry and research led to Q-MA TIC system, as the resource
providing a comprehensive hardware and software solution in the area of custorner
service / queuing management.
Implementation of the Q-MA TIC system is necessary to improve productivity through
optimum utilization of staff, where priority setting in the system allows the optimum
efficiency in serving customers and distribution of workload, thereby minimizing the wait
time. The Q-MATIC system provides a valuable management tool for customer service
through statistical data on customers' session and wait times. The Q-MA TIC system is
intended to create a more relaxed, positive and professional atmosphere, where
custorners are given their approximate wait time in advance and their place in line are
reserved without standing in line, and employees' performance are measured
objectively.
The Q-MA TIC Corporation provided the City with a final GSA-based total price quote on
both hardware and software needed for implementation of the Q-MATIC system
including warranty, implementation services and training on February 18, 2004 (copy
attached) , and the Administration found it to be acceptable.
CONCLUSION
The Mayor and City Commission should adopt the Resolution, authorizing the
Administration to appropriate funds for the purchase of Q-MATIC software and
hardware from the Q-MATIC Corporation, as owner of the copyrighted software code for
Q-MATIC system, in the amount of $72,753, based on GSA Bid No. GS-07F-0017K, for
customer flow/queuing management in the Building Department, including software,
hardware and implementation services and training.
JMG/CMC/PAlHD
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