97-22495 RESO
RESOLUTION NO.
97-22495
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY 0 If
MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO ISSU'~
A REQUEST FOR PROPOSALS (RFP) NO. 96-96/97, FOR A CONTRACT Tl)
PROVIDE HARDWARE AND SOFTWARE FOR AN ELECTRONIC DOCUMEN'r
MANAGEMENT SYSTEM.
WHEREAS, the City contracted with Gable Consulting to analyze the C lty s
Imaging/Electronic Document Management needs, and to develop a Request for Proposals; and
WHEREAS, it is the intent of the City to utilize the Request For Proposals process to st:le, t
a qualified vendor who will be contracted to install an integrated hardware and software solution t )
the City's Imaging/Electronic Document Management needs.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CIT'{
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and Cit {
Commission hereby authorize the Administration to issue a Request for Proposals for an Electnmi ~
Document Management System.
PASSED and ADOPTED this 10th day of September, 1997.
? I.~J
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ATTEST:
J< 0 v.ucr f eu-cb-
CITY CLERK
APPROVED AS TO
FORM & lANGUAGE
& FOR EXECUTION
~..~~ 3-~f~,~
Drt~ne Date
ffJ~
CITY OF MIAMI BEACH
Clrf HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
http:\\ci.miami-beach.fl.us
COMMISSION MEMORANDUM NO. 5 '5~ - C] 1
TO:
Mayor Seymour Gelber and
Members ofthe City Commission
DATE: September 10, 1917
FROM:
Jose Garcia-Pedrosa
City Manager
SUBJECT:
A Resolution of ayor and City Commission of the City of Miami Beacil,
Florida, Author ing the Administration to Issue Request for Proposals (HFJ'lt)
No. 96-96/97, Electronic Document Management System.
ADMINISTRATION RECOMMENDATION
The Administration recommends adopting the attached Resolution authorizing the RFP to be issue 1.
FUNDING
Funding will be available from the Information Technology Internal Services Fund.
BACKGROUND
City Departments can become more efficient by automating their document management proce;;sei.
As a result, the City contracted with Gable Consulting to analyze the City's document managemelt
and imaging needs. The attached Request for Proposals (RFP) is the product of that analysis.
The RFP solicits proposals for an integrated hardware and software solution for Electron c
Document Management and Document Imaging. It asks vendors to provide a solution th It
includes:
· scanning documents into machine readable format,
· converting captured text documents into revisable text,
· capturing and managing scanned images,
· maintaining document and image repositories,
· tracking updates/release levels
· managing the work-flow involved in the document preparation process, and
· the equipment to support these functions.
AGENDA ITEM
C- '/ f~
9- \0 -Ill
DATE
CONCLUSION
The issuance of the RFP will allow the City to select a qualified vendor to provide an integr att.. d
hardware and software solution to the City's Imaging/Electronic Document Management needs.
JGP:~:PK
Attachment
DRAI::lr
CITY OF MIAMI BEACH
RFP NO. 96-96/97
REQUEST FOR PROPOSALS FOR
ELECTRONIC DOCUMENT MANAGEMENT SYSTEM
A PRE-PROPOSAL CONFERENCE IS SCHEDULED FOR 2:00 P.M.
ON OCTOBER 14, 1997, IN THE FIRST FLOOR CONFERENCE ROOM
OF CITY HALL, 1700 CONVENTION CENTER DRIVE, MIAMI BEACH, FLOOR
All proposals must be accompanied by a proposal guaranty, payable to the Ci~r (f
Miami Beach, in the form of a certified check, cashier's check, or proposal bond in th ,e
amount of $250.00. The successful respondent will be required to provide a $5,0011.0 )
Performance Bond which will remain in effect during the term of the Agreement.
PROPOSALS ARE DUE AT THE ADDRESS SHOWN BELOW
NO LATER THAN 2:00 P.M. ON NOVEMBER 4,1997
CITY OF MIAMI BEACH
PROCUREMENT DIVISION
1700 CONVENTION CENTER DRIVE, THIRD FLOOR
MIAMI BEACH, FL 33139
PHONE: (305) 673-7490
FAX: (305) 673-7851
RFP NO. 96-96/97
DATE: 8/28/97
CITY OF MIAMI BEACH
1
TABLE OF CONTENTS
1. INSTRUCTIONS TO BIDDERS AND PROPOSAL SUBMISSION REQUIREMENTS
I. OVERVIEW AND PROPOSAL PROCEDURES
II. SCOPE OF SERVICES
III. PROPOSAL FORMAT
IV. EVALUATION/SELECTION PROCESS; CRITERIA FOR EVALUATION
V. GENERAL PROVISIONS
VI. SPECIAL TERMS AND CONDITIONS
VII. ATTACHMENTS
VIII. PROPOSAL DOCUMENTS TO BE COMPLETED AND RETURNED
TO CITY
2.0 Project Introduction and Overview
2.1 Introduction: The City of Miami Beach
2.2 Project Overview
2.3 Project Objectives
2.4 Project Scope
2.5 System Objectives
2.6 System/ Vendor Expectations
2.7 Work Plan
1 A. City Clerk's Office - October, 1997
18. Legal Department! Other City Departments - December, 1997
1 C. City Manager's Office - March, 1998
2A. Building Department - June, 1998
28. Planning and Zoning - September, 1998
2C. Public Works Engineering and Construction - December, 1998
3A. Special Masters Files - January, 1999
3 B. Procurement - March, 1999
2.8 System Installation
2.9 Document Conversion
2.10 System Operation
2.11 Training
2.12 User Acceptance Testing
2.13 Vendor Selection Criteria
2.14 Known Constraints
RFP NO. 96-96/97
DATE: 8/28/97
CITY OF MIAMI BEACH
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.I~,,~
2 1
21
21
21
22
22
23
23
24
24
25
2 6
27
28
28
28
28
29
29
29
29
2-10
3.0 Functional Requirements
3.1 General Requirements
3.2 Interface
3.3 Environment
3.4 Capture
3.5 Search and Retrieval
3.6 Workflow
3.7 Word Processing Integration
3.8 Document Distribution and Printing Requirements
3.9 Security
3.10 System Administration, Storage and File Control
3.10.1 Back up
3.10.1 Storage
3.11 System Performance
3.12 Development Tools
31
3 1
3 1
3 1
3 I
3 2
3 3
3 3
3 3
3 3
3 3
3 4
3 4
3 4
35
4. Technical Capabilities Information Required
Definition of Terms Used
4.1 Technical Response Criteria
4.2 Document Management
4.3 Document Imaging
4.4 Scanning/ OCR! Conversion
4.5 Text Retrieval
4.6. Storage Devices/ Media
4.7 Workflow
4.8 Printing/ Plotting
4.9 Security
4.10 Standards
4.11 The Integrated Solution
4.12 Training/ Documentation
4.13 Staffing
4.14 Project Management
4.15 Warranty and Maintenance
4.16 General Company Information
4.17 Cost Schedules
4, 1
4 1
4 1
4 1
4 2
4 4
4, 5
4. 6
4. 7
4. 7
4. 8
4. 8
4. 8
4. 8
4. :)
4. :)
4. :)
4.~
4-1)
5.0 System Acceptance Criteria
Phase IA:
Phase 1 B
Phase 1 C
Phase 2A
Phase 2B
Phase 2C
Phase 3A
Phase 3 B
5. I
5.1
5.1
5.[
5.1
5-2
5- .2
5-2
5-2
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DATE: 8/28/97
CITY OF MIAMI BEACH
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Appendix A: Department Profiles
Phase I
City Clerk (Phase IA)
Legal Department / Other City Departments (Phase I B)
City Manager's Office (Phase I C)
Phase 2
Building Department (Phase 2A)
Planning and Zoning (Phase 2B)
Public Works Engineering & Construction (Phase 2C)
Phase 3
Special Masters Unit, Legal Department, Building Department (Phase 3A)
Procurement (Phase 3B)
A-I
A-I
A. ~
A- ~
A- ~
A- ~
A. ,
A-l
A-l
Appendix B: Technical Environment
Information Technology Organization
Information Environment
Computing Environment
Mid-range Computers
Servers
Desktops
Printers
Network
Software Environment
Operating Systems
Applications
Office Suite
Databases
Internet! Intranet Plans
Document Management System Standards
Network Devices by Department
B-1
B.I
B-1
B.l
B-1
B..~
B-Z
B- ,
B-l
B-l
B-,
B-l
B-l
B.l
B-l
B-l
B-l
Appendix C: Document Descriptions and Retrieval Volumes
Phase I
Afteraction Documents
Resolutions
Ordinances
Regular and Consent Agendas
Commission Memoranda
Contracts and Agreements
Committee Reports
Handouts And Supplemental Material
Phase 2
Building Plans
Building Cards
Recertification Files
Design Review Board Files
Zoning Board of Adjustment Files
Historic properties
Public Works As-Built Drawings
C-l
C-l
C-l
C-l
C-.~
C-.~
C-.!
C-.~
C-l
C-l
C-.l
C.,
C-'
C.l
C-l
C-l
C- ;
C- ;
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DATE: 8/28/97
CITY OF MIAMI BEACH
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Phase 3
Special Masters Case Files
Purchasing Files
C-5
C-6
c-s
Appendix D: Workflows
Phase IA City Clerk's Office, Information Request Process
Phase 1B Legal Department, Form Approval
Phase I C City Manager's Office, Commission Meeting Process
Phase 2A Building Department, Building Permit Overview
Phase 2B Planning / Zoning, Overview Current Workflow
Phase 2C Public Works Engineering & Construction
Phase 3A Special Master's Overview
Phase 3B Procurement Department, Formal Bid Files
D.l
0.2
0-3, 4, 5
0-5
D.7
D-~
D.~
])-1 )
RFP NO. 96-96/97
DATE: 8/28/97
CITY OF MIAMI BEACH
5
SECTION I - OVERVIEW AND PROPOSAL PROCEDURES
A. INTRODUCTIONIBACKGROUND
The City of Miami Beach plans to implement an electronic document management system to enab e
storage and retrieval of specific document types throughout eight City departments. The City s
strategy is to implement image capabilities initially, then move upstream in the workflow proce: s
to allow capture and electronic approval of electronic documents, then enable assembly of docurneJ It
packages consisting of electronic documents and images. Project expansion beyond the initial pla~e
includes providing document access capabilities to an additional 34 City departments. As part If
this project, the City expects text-based materials to become accessible to citizens via Inttm:t
access.
The project encompasses both source documents and electronic documents. The docunel It
management system entails image storage and retrieval, electronic signature capabilities, minl',r
editing and version control for electronic documents, document assembly, attribute and full te: .:t
indexing, some workflow routing and tracking, and the management of case files. The system mu.t
be capable of handling business sized and engineering drawing sized images, word processing te: .:t
files, and some color photographs and renderings.
B. RFP TIMET ABLE
The anticipated schedule for this RFP and contract approval is as follows:
RFP issued September 17, 1997
Deadline for receipt of questions October 8,1997
Pre- Proposal Conference October 14,1997,2:00 p.m.
Deadline for receipt of proposals November 4,1997,2:00 p.m.
Evaluation/selection process Week of December 3,1997
Projected award date December 18,1997
Projected contract start date January 2,1997
C. PROPOSAL SUBMISSION
An original and ten copies of complete proposal must be received by November 4, 19~'7 1t
2:00 p.m. and will be opened on that day at that time. The original and all copies mu:;t 1,e
submitted to the Procurement Division in a sealed envelope or container stating or d.e
outside the proposer's name, address, telephone number, RFP number and title, and propos 11
due date.
RFP NO. 96-96/97
DATE: 8/28/97
CITY OF MIAMI BEACH
6
The responsibility for submitting a response to this RFP to the Procurement Division on (r
before the stated time and date will be solely and strictly that of the proposer. The City wi J
in no way be responsible for delays caused by the U.S. Post Office or caused by any oth, r
entity or by any occurrence. Proposals received after the proposal due date and time will nl t
be accepted and will not be considered.
D. PRE-PROPOSAL CONFERENCE
A pre-proposal conference will be held on October 14, 1997, at 2:00 p.m., in the First Flo( r
Conference Room of City Hall, 1700 Convention Center Drive, Miami Beach, Florid;,.
Proposers are encouraged to submit written questions to the contact person in advance.
E. CONT ACT PERSON/ADDITIONAL INFORMATION/ADDENDA
The contact person for this RFP is the Procurement Director at (305) 673-7490. Propose) s
are advised that from the date of release of this RFP until award of the contract, no contal:t
with City personnel related to this RFP is permitted, except as authorized by the contal:t
person. Any such unauthorized contact may result in the disqualification of the propmer s
submittal.
Requests for additional information or clarifications must be made in writing to tie
Procurement Director no later than the date specified in the RFP timetable. Facsimiles wi J
be accepted at (305) 673-7851.
The City will issue replies to inquiries and any other corrections or amendments it deen s
necessary in written addenda issued prior to the deadline for responding to the RFJ'.
Proposers should not rely on representations, statements, or explanations other than thme
made in this RFP or in any addendum to this RFP. Proposers are required to acknowl,:d~e
the number of addenda received as part of their proposals. The proposer should verify ,,'Vi1 lit
the Procurement Division prior to submitting a proposal that all addenda have he.:n
received.
F. PROPOSAL GUARANTY
All proposals must be accompanied by a proposal guaranty, payable to the City of M ,arli
Beach, in the form of a certified check, cashier's check, or proposal bond in the amount I 'If
$250.00. Failure by a proposer to honor its proposal or to submit any required insurance l'lr
performance bond, within the time stated, shall cause the proposal guaranty submitted wi h
the proposal to be forfeited.
Any proposal which is not accompanied by the required proposal guaranty shall Ie
considered non-responsive and ineligible for award.
RFP NO. 96-96/97
DATE: 8/28/97
CITY OF MIAMI BEACH
7
Proposal guaranty will be returned to successful proposer upon approval of any require,:l
insurance certificates or bonds. Guaranties submitted by other than the successful propDSIT
will be returned after award of contract.
G. MODIFICA TION/WITHDRA W ALS OF PROPOSALS
A proposer may submit a modified proposal to replace all or any portion of a previously
submitted proposal up until the proposal due date and time. Modifications received after tl e
proposal due date and time will not be considered.
Proposals shall be irrevocable until contract award unless the proposal is withdrawn. in
writing prior to the proposal due date or upon expiration of one-hundred twenty calend. r
days after the opening of proposals without a contract award. Letters of withdrawal rece eve :l
after the proposal due date and before said expiration date, and letters of withdrawal rece I ve :l
after contract award will not be considered.
H. RFP POSTPONEMENT/CANCELLA TION/REJECTION
The City may, at its sole and absolute discretion, reject any and all, or parts of any anc al ii,
proposals; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or wah e
any irregularities in this RFP or in any proposals received as a result of this RFP.
I. COST INCURRED BY PROPOSERS
All expenses involved with the preparation and submission of proposals to the City, or an y
work performed in connection therewith, shall be borne by the proposer(s) and not be
reimbursed by the City.
J. VENDOR APPLICATION
Prospective proposers should register with the City of Miami Beach Procurement Division;
this will facilitate their receipt of future notices of solicitations when they are issued. A ill
proposer(s) must register prior to award; failure to register will result in the rejection o:"tle
proposal. Potential proposers may contact the Procurement Division at (305) 673-7490110
request an application.
Registration requires that a business entity complete a vendor application and submit fin
annual administrative fee of $20.00. The following documents are required:
1. Vendor registration form
2. Commodity code listing
3. Articles of Incorporation - Copy of Certification page
RFP NO. 96-96/97
DATE: 8/28/97
CITY OF MIAMI BEACH
8
4. Copy of Business or Occupational License
5. Notarized Florida Public Entity Crime Affidavit
It is the responsibility of the proposer to inform the City concerning any changes, incIudir g
new address, telephone number, services, or commodities.
K. EXCEPTIONS TO RFP
Proposers must clearly indicate any exceptions they wish to take to any of the terms in th s
RFP, and outline what alternative is being offered. The City, after completing evaluation;,
may accept or reject the exceptions. In cases in which exceptions are rejected, the CitY1u y
require the proposer to furnish the services or goods described herein, or negotiak en
acceptable alternative.
L. SUNSHINE LAW
Proposers are hereby notified that all information submitted as part of a response to thisll P
will be available for public inspection after opening of proposals, in compliance with Chcptl ':r
286, Florida Statutes, knOWfl as the "Government in the Sunshine Law".
M. NEGOTIATIONS
The City may award a contract on the basis of initial offers received, without discussioll, ( "r
may require proposers to give oral presentations based on their proposals. The City reservl s
the right to enter into negotiations with the selected proposer, and if the City and the selectt: d
proposer cannot negotiate a mutually acceptable contract, the City may terminate tl ,e
negotiations and begin negotiations with the next selected proposer. This process wi III
continue until a contract has been executed or all proposals have been rejected. No proposl:r
shall have any rights in the subject project or property or against the City arising from Hue h
negotiations.
N. PROTEST PROCEDURE
Proposers that are not selected may protest any recommendations for contract awar,l t y
sending a formal protest letter to the Procurement Director, which letter must be receive:! r 10
later than 5 calendar days after contract award by the City Commission. The PrOCUreI1elllt
Director will notify the protester of the cost and time necessary for a written reply, and a III
costs accruing to an award challenge shall be assumed by the protester. Any proTess
received after 5 calendar days from contract award by the City Commission will net t ,e
considered, and the basis or bases for said protest shall be deemed to have been waived t y
the protester.
RFP NO. 96-96/97
DATE: 8/28/97
CITY OF MIAMI BEACH
9
O. RULES; REGULATIONS; LICENSING REQUIREMENTS
Proposers are expected to be familiar with and comply with all Federal, State and local law:,
ordinances, codes, and regulations that may in any way affect the services offered, includins
the Americans with Disabilities Act, Title VII of the Civil Rights Act, the EEOC Unif on 1
Guidelines, and all EEO regulations and guidelines. Ignorance on the part of the prOpJSI r
will in no way relieve it from responsibility for compliance.
P. DEFAULT
Failure or refusal of a proposer to execute a contract upon award by the City Commis~io] Il,
or untimely withdrawal of a proposal before such award is made, may result in forfeitUle ( f
that portion of any proposal surety required equal to liquidated damages incurred by the 2i1 y
thereby, or where surety is not required, such failure may be grounds for removing tl;e
proposer from the City's vendor list.
Q. CONFLICT OF INTEREST
The award of this RFP is subject to provisions of State Statutes and City ordinances. A,J
proposers must disclose with their proposal the name(s) of any officer, director, agent, ("r
immediate family member (spouse, parent, sibling, child) who is also an employee oj' He
City of Miami Beach. Further, all proposers must disclose the name of any City emploYte
who owns, either directly or indirectly, an interest of ten (10%) percent or more in He
proposer or any of its affiliates.
R. PROPOSER'S RESPONSIBILITY
Before submitting proposal, each proposer shall make all investigations and examinatiOl S
necessary to ascertain all conditions and requirements affecting the full performance oCH e
contract. No pleas of ignorance of such conditions and requirements resulting from fa: Iu: e
to make such investigations and examinations will relieve the successful proposer from ar y
obligation to comply with every detail and with all provisions and requirements of tl e
contract documents, or will be accepted as a basis for any claim whatsoever for any mom:tm y
consideration on the part of the proposer.
S. RELATION OF CITY
It is the intent of the parties hereto that the successful proposer shall be legally considend
to be an independent contractor and that neither the proposer nor the proposer's empIoyel:s
and agents shall, under any circumstances, be considered employees or agents of the Cit:,.
RFP NO. 96-96/97
DATE: 8/28/97
CITY OF MIAMI BEACH
10
SECTION II - SCOPE OF SERVICES
See Sections 2.0 - Project Introduction and Overview, 3.0 - Functional Requirements, 4.0 -
Technical Capabilities Information Required, 5.0 - System Acceptance Criteria, an I
Appendices A - Department Profiles, B- Technical Environment, C - Document Descriptllor s
and Retrieval Volumes, and D - W orkflows.
RFP NO. 96-96/97
DATE: 8/28/97
CITY OF MIAMI BEACH
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SECTION III - PROPOSAL FORMAT
Proposals must contain the following documents, each fully completed and signed as required.
Proposals which do not include all required documentation or are not submitted in the require:l
format, or which do not have the appropriate signatures on each document, may be deemed t,) t e
non-responsive. Non-responsive proposals will receive no further consideration.
A. CONTENTS OF PROPOSAL
1. Table of Contents
Outline in sequential order the major areas ofthe proposal, including enclosures. A ill
pages must be consecutively numbered and correspond to the table of contents.
2. Proposal Points to Address:
Proposer must respond to the questionnaire in Section 4, Technical Capabiliti( s
Information Required, which includes questions about the suite of products b::ir g
proposed, training and documentation, staffing, project management, warranty ar d
maintenance, general company information, and cost schedules. Please do nllt
include brochures, manuals, or boilerplate proposals. These types of materials me y
be added as an appendix after Section 4.
3. Acknowledgment of Addenda and Proposer Information forms (Section VIII)
4. Any other document required by this RFP. such as a Questionnaire or ProtJosu,
Guaranty. Also include either an annual report or financial data (e.g. aucitt d
financial statement, Dunn & Bradstreet rating report, etc.)
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DATE: 8/28/97
CITY OF MIAMI BEACH
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SECTION IV - EVALUATION/SELECTION PROCESS: CRITERIA FOR EV ALUATIOj''!
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.
4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate (~ac '1
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 presentatlOI s
before the Evaluation Committee makes its recommendation.
5. The Evaluation Committee shall recommend to the City Manager the proposal or propc sa s
acceptance of which the Evaluation Committee believes to be in the best interest of the Ci~ '.
The Evaluation Committee shall base its recommendations on the following fact()rs
Experience of firm
Qualifications of staff
Technical proposal
Cost to City
6. After considering the recommendation(s) of the Evaluation Committee, the City Manlg1 ':r
shall recommend to the City Commission the proposal or proposals acceptance of whicll tl e
City Manager deems to be in the best interest of the City.
7. The City Commission shall consider the City Manager's recommendation(s) in light o:tl e
recommendation(s) and evaluation of the Evaluation Committee and, if appropriate, appro' e
the City Manager's recommendation(s). The City Commission may reject City Mana~~er s
recommendation(s) and select another proposal or proposals. In any case, City Commissic n
shall select the proposal or proposals acceptance of which the City Commission deems to Ie
in the best interest of the City. The City Commission may also reject all proposals.
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CITY OF MIAMI BEACH
13
8. Negotiations between the selected proposer and the City Manager take place to arrive at a
contract. If the City Commission has so directed, the City Manager may proceed to negojal.~
a contract with a proposer other than the top-ranked proposer if the negotiations with the tOl -
ranked proposer fail to produce a mutually acceptable contract within a reasonable period ( f
time.
9. A proposed contract or contracts are presented to the City Commission for appreva I.,
modification and approval, or rejection.
10. If and when a contract or contracts acceptable to the respective parties is approved b) tl e
City Commission, the Mayor and City Clerk sign the contract(s) after the sele:::td
proposer(s) has or have done so.
Important Note:
By submitting a proposal, all proposers shall be deemed to understand and agree thalt no
property interest or legal right of any kind shall be created at any point during the afore:'iai Ii
evaluation/selection process until and unless a contract has been agreed to and signed by hot b
parties.
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CITY OF MIAMI BEACH
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SECTION V - GENERAL PROVISIONS
A. ASSIGNMENT
The successful proposer shall not enter into any sub-contract, retain consultant;, ( r
assign, transfer, convey, sublet, or otherwise dispose of this contract, or of any or a I
of its right, title, or interest therein, or its power to execute such contract to an y
person, firm, or corporation without prior written consent of the City. I\.n y
unauthorized assignment shall constitute a default by the successful proposer.
B. INDEMNIFICATION
The successful proposer shall be required to agree to indemnify and hold harrrle~s
the City of Miami Beach and its officers, employees, and agents, from and again:t
any and all actions, claims, liabilities, losses and expenses, including but not lirritt::l
to attorneys' fees, for personal, economic or bodily injury, wrongful death, 1m,s (f
or damage to property, in law or in equity, which may arise or be alleged to hme
arisen from the negligent acts or omissions or other wrongful conduct of tie
successful proposer, its employees, or agents in connection with the performanc e ("f
service pursuant to the resultant Contract; the successful proposer shall pay all sue h
claims and losses and shall pay all such costs and judgments which may issue 1i"m n
any lawsuit arising from such claims and losses, and shall pay all costs expended t y
the City in the defense of such claims and losses, including appeals.
C. TERMINATION FOR DEFAULT
Ifthrough any cause within the reasonable control of the successful proposer, it :ihc:U
fail to fulfill in a timely manner, or otherwise violate any of the covenant;,
agreements, or stipulations material to the Agreement, the City shall thereupon ha, e
the right to terminate the services then remaining to be performed by giving wr tt( n
notice to the successful proposer of such termination which shall become effecti, e
upon receipt by the successful proposer of the written termination notice.
In that event, the City shall compensate the successful proposer in accordance wi h
the Agreement for all services performed by the proposer prior to termination, n.~t Ilf
any costs incurred by the City as a consequence of the default.
Notwithstanding the above, the successful proposer shall not be relieved of liabli y
to the City for damages sustained by the City by virtue of any breach of tie
Agreement by the proposer, and the City may reasonably withhold payments to tie
successful proposer for the purposes of set off until such time as the exact amount Ilf
damages due the City from the successful proposer is determined.
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CITY OF MIAMI BEACH
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D. TERMINATION FOR CONVENIENCE OF CITY
The City may, for its convenience, terminate the services then remaining to b
performed at any time without cause by giving written notice to successful prop :1St r
of such termination, which shall become effective thirty (30) days following reeeiJ,t
by proposer ofthe written termination notice. In that event, all finished or unfinishe i
documents and other materials shall be properly delivered to the City. If tt e
Agreement is terminated by the City as provided in this section, the City ~ha J
compensate the successful proposer in accordance with the Agreement for all
services actually performed by the successful proposer and reasonable direct cos, s
of successful proposer for assembling and delivering to City all documents. Sue h
payments shall be the total extent of the City's liability to the successful proposer
upon a termination as provided for in this section.
RFP NO. 96-96/97
DATE: 8/28/97
CITY OF MIAMI BEACH
16
SECTION VI - SPECIAL TERMS AND CONDITIONS
PERFORMANCE BOND:
Within five calendar days after the award of the Agreement, the successful Respondent will t.~
required to obtain and provide a $5,000.000 Performance Bond which will remain in effect durin.~
the term of the Agreement. The bond shall be executed by a responsible corporate surety which h, s
been given a B+ VI or higher rating by the most recent edition of AM Best's Insurance Guide an i
which is authorized to issue bonds in the State of Florida through an authorized agent with an om, Ie
in Florida. In the alternative, an Irrevocable Letter of Credit or Cashier's Check will be acceI tee !..
RFP NO. 96-96/97
DATE: 8/28/97
CITY OF MIAMI BEACH
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PERFORMANCE BOND
(This bond meets and exceeds the requirements of Florida Statutes Section 255.05)
STATE OF FLORIDA)
ss
COUNTY OF )
KNOW ALL MEN BY THESE PRESENTS that we,
as Principal, hereinafter called Contract)r, and
as Surety, are firmly bound unto the City ofMiani Beach,
Florida, as Obligee, hereinafter called the City, in the Penal sum of Doll.liS
($ ), for the payment of which sum well and truly to be made, we bind ourselves, Ol r heirs,
executors, administrators, successors and assigns, jointly and severally, firmly by these presents,
WHEREAS, Contractor, on the _ day of , 19_, entered intcl a certain
contract with the City, hereto attached, for RFP No. 96-96/97, Entitled "Electronic Document Mana:5ement
System." which Contract is made a part hereof by reference thereto.
NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION IS SUCH, lha:, if the
Contractor shall well and truly perform and fulfill all the undertakings, covenants, terms, conditi, ms and
agreements of said Contract, and all duly authorized modifications of said Contract that may here lfter be
made, notice of which modifications to the Surety being hereby waived, then this obligation shall 1 ,e void;
otherwise to remain in full force and effect.
WHENEVER the Principal shall be and is declared by the City to be in default under the C )ntract,
or whenever the Contract has been terminated by default of the Contractor, the City having perf on n.ed the
City's obligations thereunder, the Surety shall:
1. Complete the Contract in accordance with its terms and conditions, or at the Ci1 'V's sole
option.
2. Obtain a Bid or Bids for submission to the City for completing the Contract in accllrdance
with its terms and conditions, and upon determination by the City and the Su~et l of the
lowest responsible Bidder, arrange for a Contract between such Bidder and tht: C .ty, and
make available as Work progresses (even though there should be a default or a ~IUC ,;:;ession
of defaults under the Contract or Contracts of completion arranged under this parlgraph)
sufficient funds to pay the cost of completion less the balance of the Contract pri,;:;e: but not
exceeding, including other costs and damages for which the Surety may b: liable
hereunder, the amount set forth in the first paragraph hereof. The term "balanc.~ of the
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CITY OF MIAMI BEACH
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Contract price" as used in this paragraph, shall mean the total amount payable by t Ie City
to the Contractor under the Contract and any amendments thereto, less the amount properly
paid by the City to the contractor.
No right of action shall accrue on this Bond to or for the use of any person or corporation otl er than
the City named herein or the successors or assignees thereof.
The Surety shall and does hereby agree to indemnify the City and hold it harmless of, fr,)m and
against any and all liability, loss, cost, damage or expense, including reasonable attorneys fees, engi leering
and architectural fees or other professional services which the City may incur or which may ac::ne or be
imposed upon it by reason of any negligence, default, act and/or omission on the part of the Con:ractor,
any Subcontractor and Contractor's or Subcontractors agents, servants and/or employees, in, ahOl t or on
account of the Construction ofthe work and performance of said Contract by the Contractor.
This Bond shall remain in full force and effect for such period or periods of time after the date of
acceptance of the project by the City as are provided for in the Contract Documents, and the COl tractor
hereby guarantees to repair or replace for the said periods all work performed and materials and t:ql ipment
furnished, which were not performed or furnished according to the terms of the Contract Documtnts. If
no specific periods of warranty are stated in the Contract Documents for any particular iterr: o' work
material or equipment, the Contractor hereby guarantees the same for a minimum period of on e ( I) year
from the date of final acceptance by the City of the entire project.
Any suit on this bond must be instituted within such period or periods as may be providt:d ,y law.
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CITY OF MIAMI BEACH
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IN WITNESS WHEREOF, the above bounded parties have caused this Bond to be e:Keclted by
their appropriate officials of the day of _,
19
WITNESS:
COUNTERSIGNED BY
RESIDENT FLORIDA
AGENT OF SURETY:
(Copy of Agent's current
License as issued by State
of Florida Insurance
Commissioner
RFP NO. 96-96/97
DATE: 8/28/97
PRINCIP AL:
(If sole Proprietor or partnership)
(Firm Name)
BY
Title: (Sole Proprietor or Partner)
PRINCIPAL (If Corporation)
(Corporate Name)
BY
(President)
Attest:
(Secretary)
(CORPORATE SEAL)
SURETY:
By:
Attorney-in-fact
(CORPORATE SEAL)
CITY OF MIAMI BEACH
20
(Power of Attorney must be attached)
END OF PERFORMANCE BOND
CERTIFICATE AS TO CORPORATE PRINCIPAL
I, , certify that I am the Secretary of the Corporation named a:; P'incipal
in the foregoing bond; that who signed the said bond on beb all of the
Principal, was then of said Corporation; that I know his signature, lnd his
signature hereto is genuine; and that said bond was duly signed, sealed, and attested for and in h~half of
said Corporation by authority of its governing body.
Secretary
Corporate
Seal
ACKNOWLEDGMENT OF ATTORNEY-IN-FACT SURETY
STATE OF FLORIDA)
ss
COUNTY OF )
Before me, a Notary Public, duly commissioned, qualified and acting, personally a]'peared
who says that he is the Attorney-in-Fact, fc r the
(Surety) and that he has been authorized by the Surety to exec ute the
foregoing bond on behalf of the Surety named therein in favor of the City of Miami Beach, Fluri<.a. Said
person is _ personally knoWfl to me, or _ has produced (specify type of identification, i.I~., .:lriver's
license and number, state of issue, etc.) and who did
take an oath, or did not take an oath.
WITNESS my hand and official seal, at the County and State aforesaid, on the day a ld year
aforesaid.
(Attach Power of Attorney)
Notary Public
State of Florida-at-Large
My commission Expires:
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DATE: 8/28/97
CITY OF MIAMI BEACH
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SECTION VII - A TT ACHMENTS
See Appendices A-D
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DATE: 8/28/97
CITY OF MIAMI BEACH
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SECTION VIII - PROPOSAL DOCUMENTS TO BE COMPLETED
AND RETURNED TO CITY
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DATE: 8/28/97
CITY OF MIAMI BEACH
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PROPOSER INFORMATION
Submitted by:
Proposer (Entity):
Signature:
Name (Typed):
Address:
City/State:
Telephone:
Fax:
It is understood and agreed by proposer that the City reserves the right to reject any ll,nd all
proposals, to make awards on all items or any items according to the best interest of the Ciy, and
to waive any irregularities in the RFP or in the proposals received as a result of the RFP. It is also
understood and agreed by the proposer that by submitting a proposal, proposer shall be deened to
understand and agree than no property interest or legal right of any kind shall be creat,ed at any
point during the aforesaid evaluation/selection process until and unless a contract has betmlgreed
to and signed by both parties.
(Authorized Signature)
(Date)
(Printed Name)
RFP NO. 96-96/97
DATE: 8/28/97
CITY OF MIAMI BEACH
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REQUEST FOR PROPOSALS NO. 96-96/97
ACKNOWLEDGMENT OF ADDENDA
Directions: Complete Part I or Part II, whichever applies.
Part I: Listed below are the dates of issue for each Addendum received in connectior \\ ith this
RFP:
Addendum No.1, Dated
Addendum No.2, Dated
Addendum No.3, Dated
Addendum No.4, Dated
Addendum No.5, Dated
Part II:
No addendum was received in connection with this RFP.
Verified with Procurement staff
Name of staff
Date
(Proposer - Name)
(Date)
(Signature)
RFP NO. 96-96/97
DATE: 8/28/97
CITY OF MIAMI BEACH
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DECLARATION
TO: Jose Garcia-Pedrosa
City Manager
City of Miami Beach, Florida
Submitted this
day of
,1997.
The undersigned, as proposer, declares that the only persons interested in this proposal are named herein;
that no other person has any interest in this proposal or in the Contract to which this proposal peltai ns; that
this proposal is made without connection or arrangement with any other person; and that this 1= ro )osal is
in every respect fair and made in good faith, without collusion or fraud.
The proposer agrees if this proposal is accepted, to execute an appropriate City of Miami Beach do;ument
for the purpose of establishing a formal contractual relationship between the proposer and be City of
Miami Beach, Florida, for the performance of all requirements to which the proposal pertains
The proposer states that the proposal is based upon the documents identified by the following nUl nb:r: RFP
No. 96-96/97
SIGNATURE
PRINTED NAME
TITLE (IF CORPORATION)
RFP NO. 96-96/97
DATE: 8/28/97
CITY OF MIAMI BEACH
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Proposer's Name:
Principal Office Address:
Official Representative:
Individual
Partnership (Circle One)
Corporation
If a Corporation. answer this:
When Incorporated:
In what State:
If Foreil:n Corporation:
Date of Registration with
Florida Secretary of State:
Name of Resident Agent:
Address of Resident Agent:
President's Name:
Vice-President's Name:
Treasurer's Name:
Members of Board of Directors:
RFP NO. 96-96/97
DATE: 8/28/97
QUESTIONNAIRE
CITY OF MIAMI BEACH
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Ouestionnaire (continued)
If a Partnership:
Date of organization:
General or Limited Partnership*:
Name and Address of Each Partner:
NAME
ADDRESS
* Designate general partners in a Limited Partnership
I. Number of years of relevant experience in operating similar business:
2. Have any similar agreements held by proposer for a project similar to the propos.~dJroject
ever been canceled?
Yes ( )
No ( )
If yes, give details on a separate sheet.
3. Has the proposer or any principals of the applicant organization failed to qualify as a
responsible bidder, refused to enter into a contract after an award has been made,. hiled to
complete a contract during the past five (5) years, or been declared to be in defauh in any
contract in the last 5 years?
If yes, please explain:
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CITY OF MIAMI BEACH
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Ouestionnaire (continued)
4. Has the proposer or any of its principals ever been declared bankrupt or reorganu,ed under
Chapter 11 or put into receivership?
If yes, give date, court jurisdiction, action taken, and any other explanation (I eemed
necessary .
5. Person or persons interested in this bid and Qualification Form (have)___(have
not) been convicted by a Federal, State, County, or Municipal Court of any violation of law,
other than traffic violations. To include stockholders over ten percent (10%). (Strke out
inappropriate words)
Explain any convictions:
6. Lawsuits (any) pending or completed involving the corporation, partnership or indi"iduals
with more than ten percent (10%) interest:
A. List all pending lawsuits:
B. List all judgments from lawsuits in the last five (5) years:
C. List any criminal violations and/or convictions of the proposer and/or :m:' of its
principals:
7. Conflicts ofInterest. The following relationships are the only potential, actual, or pel'ceived
conflicts of interest in connection with this proposal:
(If none, so state.)
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CITY OF MIAMI BEACH
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The proposer understands that information contained in this Questionnaire will be relied upon 1 y the
City in awarding the proposed Agreement and such information is warranted by the propm,er to be
true. The undersigned proposer agrees to furnish such additional information, prior to acceptance of
any proposal relating to the qualifications of the proposer, as may be required by the City Marlager.
The proposer further understands that the information contained in this questionnaire m:ilY be
confirmed through a background investigation conducted by the Miami Beach Police Departmen t. By
submitting this questionnaire the proposer agrees to cooperate with this investigation, including but
not necessarily limited to fingerprinting and providing information for credit check.
WITNESSES:
IF INDIVIDUAL:
Signature
Signature
Print Name
WITNESSES:
Print Name
IF PARTNERSHIP:
Signature
Print Name of Firm
Print Name
Address
By:
Signature
(General Partner)
(Print Name)
WITNESSES:
(Print Name)
IF CORPORATION:
Signature
Print Name of Corporation
Print Name
Address
By:
President
Attest:
Secretary
(CORPORATE SEAL)
RFP NO. 96-96/97
DATE: 8/28/97
CITY OF MIAMI BEACH
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2.0 Proiect Introduction and Overview
2.1 Introduction: The City of Miami Beach
Incorporated in 1915, the City of Miami Beach comprises 7.1 square miles ofland and 10 square miles of water. The Cily h a City
Manager form of government, with six commissioners serving staggered four-year terms and a Mayor serving a two- ~'ea' term.
Population in 1996 was 92,619.
2.2 Project Overview
The City of Miami Beach plans to implement an electronic document management system to enable storage and retrieval )f ~)ecific
document types throughout eight City departments. The City's strategy is to implement image capabilities initially, lhel move
upstream in the workflow process to allow capture and electronic approval of electronic documents, then enable as,en bly of
document packages consisting of electronic documents and images. Project expansion beyond the initial phase includes pre viding
document access capabilities to an additional 34 City departments. As part of this project, the City expects text-basec ill :terials
to become accessible to citizens via Internet access.
The project encompasses both source documents and electronic documents. The document management system entlils image
storage and retrieval, electronic signature capabilities, minor editing and version control for electronic documents, dOl ument
assembly, attribute and full text indexing, some workflow routing and tracking, and the management of case files. The systen must
be capable of handling business sized and engineering drawing sized images, word processing text files, and som. color
photographs and renderings.
2.3 Project Objectives
The City's approach is to implement an electronic document management system in phases on a department by departmen basis;
however, the departmental approach is guided by an overall strategy that includes adherence to industry standards and int:rnally
developed technology standards. All project phases are expected to contribute to the City's overall goals of: (1) Providing e) cellent
public service at reasonable cost; (2) Increasing departmental productivity; and (3) Reducing time and expenses associatl d with
printing, distribution and maintaining duplicate files in multiple City departments.
2.4 Project Scope
The project will consist of the following tasks:
Detailed design specification for source documents and drawings, and electronic documents and drawings.
Facilities plan indicating equipment placement and any changes required for existing facilities.
Implementation schedule.
Network utilization study.
System installation and testing to include hardware and software testing.
Source document preparation and input procedures.
Indexing procedures.
System operation.
Document Distribution, including print, plot, fax and Internet access.
Training for
Scanner operators
Users (frequent and occasional)
Document package assembly
Systems administrators
City Information Systems personnel, including network administrators and project manager
Train the trainer for designated City personnel.
User Acceptance Testing.
Documentation - system and user procedures manuals.
Ongoing maintenance, software updates and new releases.
For more information, see the Work Plan in section 2.7.
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2.5 System Objectives
In order to meet the City of Miami Beach's objectives, the system must allow users to navigate system functionality wit!1 a,ingle,
simple to use interface and be capable of adding layers of complexity in phases. In addition, the system must be able to:
Electronically file and retrieve letter and legal sized business documents.
Electronically file and retrieve engineering and architectural drawings, sizes A through E.
Scan and digitize 35mm microfilm of engineering drawings on demand.
Allow image annotation via redline, post it or highlight.
Retrieve images based on index attributes.
Perform OCR on selected documents.
Retrieve specific document types based on full text search.
Route, edit and sign documents electronically.
Track documents as they flow through various City departments.
Print specific documents with overlays to designate "Certified" copies.
Associate related documents in an electronic file folder.
Place the same image (pointer) in more than one electronic file folder.
Create an electronic document repository accessible to City staff and the general public.
Print or fax documents once they have been retrieved.
2.6 System/ Vendor Expectations
Ideally, the City wants to work with one vendor that can provide all of the capabilities required throughout the project pt as( s. The
system and the vendor must meet certain expectations that have been defined by the City. For the vendor, these include the ability
to:
Function as a partner and team member with the City in committing to the overall success of document imaging and do:ument
management.
Gain user acceptance of the technology.
Validate the system functionality within the current environment.
Prove ease of system use via limited training requirements.
For the system, the City's expectations include:
Compatibility with the existing and planned technical environment.
Scalability, i.e., the ability of the system hardware and software to grow throughout the City.
Flexibility in adapting to user needs without significant development efforts.
2.7 Work Plan
Work on this project is segmented into phases. Each phase is designed to provide capabilities on which to build succeedng Jhases.
Expected completion dates are shown next to each phase.
Phase 1 - October, 1997 through March, 1998
City Clerk's Office - October, 1997
Provide the City Clerk's Office with document management software that can capture paper documents as images, store elt ctronic
documents and images in an electronic repository, and allow full text search of the repository to answer requests for in for nation.
Three workstations, and one scanner are anticipated for this stage. Document capture is expected to be day forward. (:on iersion
to include one fiscal year of materials is a possibility.
Optical character recognition will be required for selected documents.
Details of the City Clerk's department appear in Appendix A. Document descriptions appear in Appendix C.
RFP NO. 96-96/97
DATE: 8/28/97
CITY OF MIAMI BEACH
32
Functionality Required
The City Clerk's department must be able to:
I. Capture document images and index them by document type, document number (if applicable), Commission I !leeting
date or other fields that would enable ease of retrieval.
2. Link the Afteraction document with images and/or electronic files of related material.
3. Link transcriptions with images and/or electronic files of related material.
4. Perform a full text search and be able to retrieve the electronic document and/or image document(s) that pert lin, for
example, the Commission memoranda, resolution, ordinance, contract or any other attachment that pertains (pI esently
using Folio Views).
5. Fax documents and images to others from within the document management application on the PC.
6. E-mail documents and images to others connected to the City network.
7. Print documents with an overlay stating that the printed document is an official copy. This implies being able to lverlay
an annotation on the image upon printing to show that it is an "certified" copy.
8. Print documents with an overlay City seal to designate the printed document is an official copy.
9. Allow the City Clerk to electronically sign resolutions, ordinances and other electronic documents requiring si! nature.
Allow the Mayor to have electronic signature capabilities. Provide security measures for electronic signature c lpa)ilities.
10. Place the final version of City Commission Meeting materials, (Commission Memoranda, resolutions, ordinan:es and
support materia!), into a document repository accessible as a read only file to other City departments. Some doc Iments
will be text files, others will need to be scanned.
11. Allow citizen access to the City Commission repository via the Internet.
lB. Legal Department/ Other City Departments - December, 1997
Provide originating departments the ability to route word processing files of Commission Memoranda, Resolutions, Ord nances
and other documents to a single workstation in Legal for review. Allow Legal to make suggested changes on the doc Im:ot and
return it to the originator. Allow one representative in Legal to electronically sign off on approved documents.
Electronic document routing and viewing for one workstation in each City department (approximately 34 workstations). If City
departments are to achieve document routing via a document management system, the functionality to access an elf:tronic
repository should be added during this phase.
Routing, viewing and redaction features for one PC in Legal.
Electronic signature functionality for two people (one primary & one backup) in Legal.
Ie. City Manager's Office - March, 1998
Provide document management software to the City Manager's Office which allows capture of electronic documents a Jd ,apture
of paper documents as images for inclusion in Commission Meeting Packages. Use document management sofu 'are to
automatically arrange, paginate and assemble the document components of Meeting Packages.
Provide access to scanned images. It is anticipated that the City Clerk's office could provide scanning services using the ~canner
acquired in Phase lA as volumes are relatively low. However, the scanning service may have to be done by tJe 1genda
coordinator.
One additional workstation with document management capabilities is anticipated.
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CITY OF MIAMI BEACH
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Implementation is expected to be day forward.
Functionality Required
The City Manager's Office must be able to:
1. Place final versions of Regular and Consent Agendas into an electronic repository accessible by City depaltm nts via
full text search and other parameters. The repository should also be accessible by citizens over the Internet. (Elillinates
approximately 175 copies).
2. Assemble the Commission Meeting package electronically using:
Final versions of electronic documents that have been signed electronically, e.g., Commission M,em lranda,
Resolutions, Ordinances, and routed to the City Manager's Office.
Scanned images of documents submitted to the City in paper form, e.g., Contracts, Agreements, Repots, etc.
3. Electronically paginate the Commission Meeting package.
4. Automatically assemble an electronic table of contents for the Commission Meeting package with page nur lbt rs.
5. Place an electronic Commission Meeting package into an electronic repository accessible by City de Jar ments.
(Eliminates approximately 60 copies).
6. Print approximately 14 copies of the Commission Meeting package for binding and delivery to City Commissi,me 'S prior
to the Commission Meeting.
7. Fax Regular and consent agendas to a distribution list which may include City and non-City staff.
Phase 2 - June, 1998 through September, 1998
2A. Building Department - June, 1998
Provide the Building department with document imaging functionality that can capture, store and retrieve building plan: :., b lilding
cards and recertification files. This requires the ability to handle business-sized documents and engineering/architectural dn wings.
Provide viewing capabilities for document images and CAD files. Provide the ability to print! plot images to paper ai: re Iuired.
Provide the ability to scan 35mm microfilmed plans on demand in order to (1) plot or print the drawing and (2) add tte s:anned
drawing image to the image file.
Four workstations within the Building Department will need imaging capabilities. Also, a scanner capable of capturil Ig lip to E
size drawings, a scanner for business documents and a plotter are anticipated for this stage. Document capture is expfcte i to be
day forward, with conversion of older drawings done on demand. The scanner could be placed either in the Building Dtpa tment,
or in a central scanning facility to be operated by Central Services under the direction of the City Clerk's Office.
Conversion to include one year's worth of plans is a possibility, and assistance is sought with finding a reliable service bu'eau to
perform conversion in the most cost effective manner possible (e.g., creating an aperture card, then scanning the drawing fr lm the
card). The building card file is expected to undergo complete backfile conversion. The building recertification files Nil likely
be converted on-demand.
Two PCs in Planning and Zoning, 2 PCs in Code Enforcement, and 2 PCs in the Fire Department will also need ac( eS1 to the
building department's image files. A PC workstation for the general public is a possibility as well, but depends on how si nple it
is to use the system.
Details ofthe Building Department appear in Appendix A. Document descriptions and retrieval information appear in I\plendix
C.
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CITY OF MIAMI BEACH
34
Functionality Required
Document Type: Building Plans
1. The ability to scan building plans, either within the department or within Central Services.
2. Document imaging for storage and retrieval of building plans. Three indexing fields per plan are anticiplte l. The
department wants the ability to print a bar code label(s) with the building permit number. Affixing the bar co( e label
to the drawing set would help a Central Services scanning facility to properly identify plans sent for scanning.
3. Annotation of drawings - red line, post-it notes, highlighter.
4. Viewers for CAD files.
5. The ability to print (plot) a plan from the image file. The ability to print a portion of a large drawing would be nice to
have.
6. Large screen monitors for viewing plan images.
7. Ability to interface with future building permit software.
8. Conversion services for at least one year's worth of existing plans. Ongoing conversion services for new plam
9. Ability to scan from 35mm roll microfilm on an as-needed basis to satisfy requests and perform on-demand (on 'ersion
for old plans.
Document Type: Building Cards
1. Document imaging for the entire file, preferably through a conversion service.
2. Four index fields per card.
3. The ability to print a building card image once retrieved.
Document Type: Recertification Files
1. Document imaging for the entire file, preferably through a conversion service.
2. The ability to capture documents and add them to electronic file folders.
3. Four index fields per file are anticipated.
4. The ability to print images of recertification files once retrieved.
2B. Planning and Zoning - September, 1998
Provide the ability to capture, view, annotate, store, retrieve and print case files for Design Review Board, Zonin~ B'lard of
Adjustment files and Historic Properties files. Case files contain letter sized documents, word processing files, arl:hi1~ctural
drawings, color renderings and photographs.
Four PCs are expected to have access to document and image case files. A scanner for capture of color photographs and doc rments
is required. Volumes would allow sharing the drawing scanner acquired for the Building Department, particularly if the ~~anner
is place in a Central Services facility. The ability to bar code drawings sent to Central Services for scanning is required,
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CITY OF MIAMI BEACH
35
Functionality Required
1. The ability to develop electronic case files containing documents, architectural drawings, photographs, color ren lerings
and electronic (WordPerfect and/or Word) documents. Case files must be segmented by the Board to which ttey )ertain,
but the ability to store a drawing once and have pointers to it placed in the relevant Boards' case file is highl) de ;irable.
For example, a drawing set submitted to the Design Review Board and the Historic Preservation Board would bl stored
once but available to both case files.
2. The ability to annotate images using red lines, post it notes and highlighter-like functions.
3. Viewers for CAD files.
4. Large screen monitors for viewing architectural drawings.
5. The ability to print (plot) documents and drawings. It may be possible to share the plotter acquired for th~ B lilding
Department in Phase 2A.
6. Configuration so that drawings and selected documents may be interfaced to an ESRI ArcInfo GIS system, la' igating
via address.
2C. Public Works Engineering and Construction - December, 1998
Provide the Public Works department with document imaging functionality that can capture, store and retrieve ellgi leering
drawings, maps and plot plans. Provide a method to link selected drawings to an ESRI ArcInfo GIS system, navigal ng via
intersection. Provide viewing capabilities for document images and CAD files. Provide the ability to print! plot imagc:s t I paper
as required.
Two PCs are expected to have access to drawing images. Access to a scanner for capture of A through E sized drawings is ' leeded,
and could be provided through use of a shared drawing scanner located in Central Services. Access to a plotter Blr I rinting
engineering drawings is required, and could be achieved through sharing the plotter acquired for the Building Department iI Phase
2A. Conversion services for one year's worth of drawings.
Functionality Required
1. The ability to capture engineering drawings as images or CAD files.
2. Document imaging for storage and retrieval of drawings. Four indexing fields per drawing are anticipated.
3. Annotation of drawings - red line, post-it notes, high lighter.
4. The ability to view CAD files.
5. The ability to print (plot) a drawing from the image file. The ability to print a portion of a large drawing would )e nice
to have.
6. Large screen monitors for viewing drawing images.
7. Conversion services for at least one year's worth of existing plans. Ongoing conversion services for new plans
8. A streamlined method for indexing drawings.
9. Interface to a GIS system (ESRl ArcInfo).
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Phase 3 - January, 1999 through March, 1999
3A. Special Masters Files - January, 1999
Provide the ability to develop an electronic case file containing all documents (electronic and imaged) pertaining to a villations
(Fire, Code, Building) case. Software for three document imaging workstations would be required within the Special J 1asters
department. Three additional workstations - one in Building Department, one in Legal and one in Code - would requir,.: al cess to
view and print violations case files. Implementation is expected to be day forward, with backfile cases converted on-del land.
I. The ability to scan documents into an electronic file folder, indexed by case number, name, DBA name and ad lress is
required, and could be provided using the scanner purchased for the City Clerk's Office in Phase IA. The ability 1) place
internally generated word processing files and form letters into the case file is required.
2. Print and fax capabilities are needed.
3B. Procurement - March, 1999
Provide the ability to capture, index, store, retrieve and print documents associated with formal bid processes, particulaly design
drawings associated with the City's RFP and all vendor responses. Document imaging capability would be required JC)f me PC
in the department. Indexing would be by formal bid number and document type. Implementation would occur on a d"y 1 )rward
basis.
I. Document and drawing capture may be provided via Central Services under the direction of the City Cler;;'s )ffice.
However, Procurement may need its own scanning capabilities.
2. Plotting for drawings could be done using the plotter acquired for the Building Department in Phase 2A.
2.8 System Installation
The selected vendor will:
Prepare detailed configuration listing and order any additional hardware needed in cooperation with . f'hf City's
Information Technology and Procurement departments. This includes scanners, storage media, drives, PC;, P 'inters,
plotters, film scanners, etc.
Coordinate installation of software to coincide with hardware delivery
Integrate hardware into the computer environment
Load all software needed to satisfy functional requirements
Assign project management staff for the duration of the implementation to work with assigned project Ifadt r from
Information Technology department.
2.9 Document Conversion
The vendor will:
Coordinate conversion of designated hard copy documents using City personnel and reliable outside conversion Sl rvices.
Index and organize the document database.
Load all electronic documents into the document management system.
Enable selected document to be available to the public via the Internet.
2.10 System Operation
For appropriate document types listed in Appendix C, the vendor will:
Design document repositories for City use and for public access.
Define and set up attribute indexes; define full text indexing criteria where appropriate.
Install links required for associating related source document images.
Enable interface of designated drawings to an anticipated GIS system.
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Define and set up processing worktlows for source document images.
Define tracking mechanisms for images routed to others for approval, review, etc.
Define retrieval methods for users.
Test required system functionality by manipulating sample documents. Manipulation should include all fur ctional
requirements in Section 3.0.
2.11 Training
The vendor must provide training in the following areas:
Document preparation, scanning, quality control, indexing and index verification procedures.
Equipment operation procedures for scanner operators, system administrators, network administrators, an, [ other
personnel involved in system operation.
Hands on training in system backup and maintenance routines Dr two City IT staff members.
Training for two IT staff members in system software customization tools and techniques.
Document processing for end users who process documents. This includes exception processing procedure~.
Document access for end users who need to reference documents.
The vendor must also provide "train the trainer" instruction to a designated member of City staff who will be ch"rgc d with
conducting training for the general public's access to City information.
2.12 User Acceptance Testing
The City of Miami Beach will:
Determine system ease of use by evaluating user competence after completion of training.
Test maximum response times through simulation of peak system usage.
Create an evaluation form to document problems and track vendor resolution to ensure that objectives are met.
2.13 Vendor Selection Criteria
Ideally, the City wants to work with one vendor that can provide all required functionality, including electronic do. ument
management, and source document imaging of business sized and architectural drawing sized documents. An acceptab e s llution
will be one that meets all the functional requirements and includes all systems integration and implementation, necessary haJ dware,
software and services.
A multi-product solution will be acceptable for consideration, so long as the proposer can demonstrate that all ele me ltS are
compatible and offer an integrated whole. If a multi-product solution is proposed, the City must be guaranteec a single,
knowledgeable, point of contact for all support, questions, problems, and concerns that occur pre and post implementiti( n.
2.14 Known Constraints
The City does not have tools for network utilization analysis. A study to determine whether existing netll'OI (S will
support the demand for image retrieval, especially for large format documents is required.
The City has limited experience with document management and document imaging technologies. The City v 'ill 'equire
a vendor who can provide reliable support throughout the project and beyond.
Most departments are cramped for space. The City will need recommendations and a facilities plan for accorr lffi( dating
additional equipment. City Hall is currently undergoing renovations.
Most servers are currently located at the City's IT headquarters, several blocks away from City Hall, the locati Dn If user
departments.
City clerical works are unionized.
User PC skills vary widely.
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3.0 Functional Reauirements
3.1 General Requirements
The proposed solution must have an open systems approach for a fully integrated system. It must be able to accommodat. future
volume and activity growth, (e.g., increased storage, higher retrieval demand, etc.), without having to re-configure the s:stem.
3.2 Interface
Windows is the preferred user interface for City of Miami Beach users. The electronic document management systen I lUst be
simple to understand, convenient to move around in, and consistent in appearance. It should be as intuitive as possible, ald In-line,
context sensitive help is required. Users must be able to open and view document images without the need to zoom severa times.
Users must be able to retrieve files regardless of format. Actual file location should be transparent to the user.
The City's near term vision is to give citizens access to public information such as City Commission Materials, Resoluti. TIS and
Ordinances, and other documents via the Internet. The proposed document management solution must be compatible With I'opular
web browsers such as Netscape Navigator, Microsoft Explorer or other widely-used web products.
3.3 Environment
The solution must be compatible with the City's network, client/server and host computer infrastructure. See the cor fig lration
under Appendix B. The electronic document management system is expected to adhere to the City's established and en erging
standards for database, imaging components, file formats, and compression ratios.
Most electronic document management system components will function in an office environment. Space is a considerati Ill, and
the selected vendor is expected to provide a site preparation plan prior to the delivery and installation of equipment.
3.4 Capture
At most, four scanning locations are planned:
I. City Clerk's Office
Paper documents for incorporation into City Commission Meeting packages.
Documents handed out during City Commission Meetings.
2. Central Services (potential)
Support for building plan and engineering drawing capture.
3. Planning and Zoning
Support for color photographs and color documents.
4. Information Technology/ Police Department
Support for low volume document and gray scale scanning
The scanning component of the proposed solution must be capable of handling all document types in use by the City. "he ability
to scan letter (8W' x II ") and legal-sized (8W' x 14") documents as well as A to E size drawings must be supported. "he'e may
also be a need to scan old ledger cards and ledger books measuring 11 II x 17". Some capture of photographs is alsolec~ssary.
The need for double sided scanning is anticipated. The City plans to do 100% quality control on captured documents.
Required resolution may vary by document types. In general, scanners should be able to capture documents in enough resllution
to allow quality OCR performance and resolution of fine print. Distortion of engineering drawings must be kept to a . nil imum.
The Building Department will require the ability to scan an image from existing jacketed microfilm.
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Once scanned and quality checked, documents may either go to an OCR process or be routed to workstations fo r a tribute
identification. OCR to support full text indexing will be required on certain classes of documents. Despeckling and des ;ewing
of images must be supported so that recognition can be as efficient as possible. Given good images, OCR is expected to be axurate
within 98%. Where attribute indexing must be keyed, the indexing facility should provide word processor like features :uch as
insert, delete, move and copy.
For engineering! architectural drawings, capture in a central scanning location is anticipated. It must be possible for the dep, rtment
intaking the drawings to affix a bar code label identifying the drawing by permit number, board case number or other means, When
the drawing is scanned, it should be possible to read the bar code, thereby assuring that the image is associated with the proper
permit or case number.
The system must be able to report on documents scanned but not indexed or OCRed. The ability to rescan is required. '~he ability
to rescan individual pages for insertion into already scanned documents is desirable.
The scanning software must support CCITT Group III & IV format (TSS 3 & 4) for business sized documents, and Rlm Jength
Compression or other large format compression ratio standards for engineering documents.
3.5 Search and Retrieval
The majority of users perform directed searches on items that are less than three years old. About 60% to 70% of searCles can be
satisfied with material that is less than or equal to one year old. Retrieval patterns are not predictable for content based se irches,
nor for departments with direct public contact.
For items that have received attribute indexing, search capabilities must include the ability to search on specific data t ase fields.
For items that have received full text indexing, the search capabilities must include Boolean operators, key word, and pr< ximity
searching, if possible. It should also be possible to perform a text search and retrieve the associated image file. The: at i1ity to
search across repositories is required. The ability to save frequently used search queries is desired.
The operation to display a desired document from the search screen should be as simple as possible, and should open a do :ument
at a size acceptable for reading without the need to perform successive zoom operations.
For users with the ability to display images, manipulation such as pan, scroll, zoom and rotate should be a given. Thl~ al i1ity to
"browse" a document (electronically flip pages) is required. Image annotation via red line, highlight and post it note i:i re luired.
Stations associated with quality control and indexing functions will require large screen monitors. Stations associated wi:h , iewing
drawings will require large screen monitors. Assume all other displays are a minimum of SVGA monitors. Note that de)ar mental
PCs are at minimum 486 with 8 Mb of RAM. Configuration by department are shown in Appendix B. It is anticipated thl t some
PC upgrades and printer upgrades will be required.
3.6 Workflow
E-mail based workflows for simple routing and approval are desired. The ability to track the status of case files, parti,:u\; rly for
the Special Masters unit, is desired. Messages sent to others within the City that reference documents or images shOlJd le able
to contain pointers to locations for the referenced documents.
3.7 Word Processing Integration
The solution must provide the ability to import and export documents to the City's current word processing software (W)rd >erfect
6.0 or 6.1; and MS Office Word 4/ '95/ '97), as well as future upgrades.
3.8 Document Distribution and Printing Requirements
Users must have the ability to FAX images and text documents directly from the system. The ability to E-mail images ald text
to others using the City's electronic mail system (currently cc:Mail) is highly desirable.
The system must be able to print documents and images to network printers. If an item requires special print capabiliti:s - for
example, an architectural drawing - the system should warn that the item must be queued to a specialized output devie e ( uch as
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a plotter) and indicate whether such a device is available. The system must allow printing of pages or sections of a :lO( llment.
Other print related requirements include the ability to:
. Print related documents (image, text, both) in a single pass.
. Direct output to a default printer or user specified network printer.
. Override print queues.
. Specify number of copies to be printed.
. Print remote documents locally.
Print photos, charts and graphics in acceptable quality.
3.9 Security
The system must allow security level assignment via user classes and passwords. The ability to place documents into a rer ository
must be restricted, as must the ability to delete documents from a repository. Indexing and verification operations sh, luld be
restricted to those with permission.
Once committed to the document management system, text documents must not be editable, except by those with speci fic edit
privileges. All changes must be documented via an audit report. Electronic signature capability must be restricted to the ;e with
permission. Electronic signatures must be of the type that affixes an actual signature to the document, and signatur,,:s r lUst be
verified against a stored file of signatures to prevent fraud. Any change to the document once it is signed should invalil ate the
signature. Access to overlays for the City seal and the words "Official Copy" or "Certified Copy" must be restricted to the;e with
proper security privileges.
3.10 System Administration, Storage and File Control
The system must be able to:
Provide system controlled intervals for committing document images to storage media.
Provide intervals for performing full text indexing functions.
Track documents scanned, documents indexed and documents committed to storage.
Track and report on uncommitted documents.
Easily handle exception processing, i.e., inserting pages to previously committed documents, appe1di 19 new
documents to committed documents.
Monitor storage utilization, both magnetic and optical.
Provide easy to understand error messages.
Provide easy to interpret reports on system performance.
Provide tools to enable management of storage, database(s) and networks in a real sense.
3.10.1 Back up
Back up procedures for document image volumes, databases, text, graphics and annotations should be as automatic a, plssible.
The system must also be able to:
Provide optical and magnetic utilization reports and capacity planning information.
Provide for purging index data records in accordance with record retention schedules and records mana~ement
policies.
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3.10.1 Storage
5.25 inch WORM media is preferred for images in order to keep costs minimal. High capacity is cesired.
Recommendations for the cost effective use of other storage media (e.g. CD-ROM) are permissible.
Magnetic cache for frequently referenced materials is anticipated.
The minimum number of years worth of material to be made available on-line is 1 to 3. Some m~ter al may
be required to be available on-line for 5 to 7 years.
Text documents and database information will be stored magnetically.
The system should provide an easy means of monitoring magnetic and optical storage, providi ng for the
migration of documents from one media to another.
The jukebox( es) specified should remain operable in the event of a single drive failure.
3.11 System Performance
Initial response time across any potential configuration must be from 2 to 6 seconds for text only information. The abs(lut: worst
case scenario for document and/or drawing image retrieval response should not exceed 30 seconds.
3.12 Development Tools
The City's resources for system customization and application development in conjunction with the document managemmt iystem
are limited, and the selected vendor is expected to perform all initial development. Methods for developing new applicatiJns should
be as simple as possible, preferably with use of a widely known and used standard toolset that can be used for other de, ek oment.
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4. Technical Capabilities Information Reauired
Definition of Terms Used
Document imaging refers to the capability of taking a paper document, scanning it using technology similar to a fax ma:hine's,
and storing it as a raster image or bitmap.
Document management means the ability to create, edit, store, search for, route, display, annotate and distribute elec1ror ic (i.e.,
word processing) documents. Functionality may include version control, check-in and out, approval routing, etc. Do .:ument
management implies creation of searchable repositories accessible to internal and external users.
Engineering document management refers to systems that manage large format documents (e.g., drawings or plans) :IS ~;anned
images or as Computer Aided Design (CAD) files.
Conversion refers to the wholesale capture of paper and electronic documents into a new system, and may include l :rlckfile
conversion, which captures all prior materials into the new system; Day forward conversion, which stipulates that all m lterials
received after a particular date will automatically go into the new system; or Conversion on demand, a strategy which c lptures
older files in the new system as they are requested.
4,1 Technical Response Criteria
a. If the solution being proposed is a suite of products, please indicate the names of each component comprising thl~ Sl ite and
describe the role of each component.
b. If the proposed solution is comprised of products and! or services from more than one vendor, please answer the qu~stions
in this section for each vendor organization. Indicate which piece ofthe solution each vendor will be responsible fflr a ld who
will act as the primary contractor (i.e. systems integrator).
c. For each component being proposed you must clearly indicate in your response if this is the first time your organizat on has
used that component in an actual customer solution. If this is not the first time, please describe your experience ill v orking
with the component.
d. Please list all products, hardware and software, that you will be remarketing and services that you will be subcon :ral ting as
part of the solution proposed herein.
e. Please describe your policy regarding new software versions, upgrades, etc., and any costs that are associated with su :h new
releases, upgrades, etc. for your installed customer base. Also describe the methods, policies, and procedures tha' y< u have
in place to handle upgrades and quality control of hardware/software revisions of the products listed above.
4.2 Document Management
4.2.1.
What is the name of the document management product?
4.2.2.
What version is it in?
4.2.3.
How long has it been available?
4.2.4.
How often do new releases of your software appear?
4.2.5.
How are new releases and upgrades made available to you installed customer base? Discuss
associated with such releases, revisions or upgrades.
any
fees
4.2.6. Explain how new software releases guarantee compatibility with older versions.
4.2.7. Where has the product previously been installed?
4.2.8.
List at least three other city or municipal government installations, along with contact names
and tell phone
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4.2.9.
4.2.10.
4.2.11.
4.2.12.
4.2.13.
4.2.14.
4.2.15.
4.2.16.
4.2.17.
4.2.18.
4.2.19.
4.2.20.
4.2.21.
4.2.22.
4.2.23.
4.2.24.
numbers.
What is the product architecture?
What clients/ servers are supported?
What databases are supported?
What full text product is used?
What document types are supported?
What capture methods are supported?
How is document version control achieved?
How is security handled?
What customization/ integration tools are used?
What workflow capabilities does the product offer?
How are electronic signature capabilities achieved?
How are document repositories configured?
What records management and/or life cycle capabilities does the product offer, e.g., remove a
the repository at full retention?
What is the product's web strategy?
What browsers are compatible with the product?
Describe how Internet users may access document repositories?
4.3 Document Imaging
4.3.1. What is the name of the imaging product?
4.3.2. How many installations (not seats) doe you currently have for this product?
4.3.3. How many years has it been available?
4.3.4. What revision is it currently in?
4.3.6.
4.3.5. How often do new releases of your software appear?
4.3.7.
4.3.8.
4.3.9.
4.3.10.
How are new releases and upgrades made available to you installed customer base? Discuss
associated with such releases, revisions or upgrades.
Explain how new software releases guarantee compatibility with older versions.
What is the architecture of the product? Describe what you mean by an open architecture?
What image file formats are supported?
What Windows software products can use your image file format?
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dOCllmt ntfrom
any
fees
4.3.11.
4.3.12.
4.3.13.
4.3.14.
4.3.15.
4.3.16.
4.3.17.
4.3.18.
4.3.19.
4.3.20.
4.3.21.
4.3.22.
4.3.23.
4.3.24.
4.3.25.
4.3.26.
4.3.27.
4.3.28.
4.3.29.
4.3.30.
4.3.31.
4.4
4.4.1.
4.4.2.
4.4.3.
4.4.4.
What size image documents (A4, B, C, D, E, others) can you handle? Please indicate
smallest and largt ,t sizes.
How is annotation and layer control provided within this solution? Please explain which
features are supported, e.g., red lines, highlighting, sticky notes, etc.
annolation
What output devices are supported? Describe the output options available.
What facilities for display acceleration are offered?
Is manual and automatic indexing of images supported?
Explain how text retrieval can be used as a means of accessing the image. What interfaces
the imaging system that facilitate this integration?
are l'vai able in
What type of security is available for image files?
What image compression/decompression standards are supported?
Is tiling supported? (Explain)
Can a user search for specified text, attributes, or keywords within an image? (explain fully)
How are reference files associated with images (any data type)?
Can all image types supported be viewed from all nodes in the network?
How are images sharing similar attributes linked together for retrieval and viewing?
How is search and retrieval of images accomplished?
What support is provided for display of full page business documents, engineering sized drawings, phllto,;raphs,
color images?
What full pagel large screen monitors are supported?
What fax out options are available for document images?
What database products are supported for image indexing?
What are the servers used in your architecture? (E.g., file server, database server, image server, OCR s~rv :r, etc.)
Please describe each server in your architecture and its function within the system.
What is the minimum workstation configuration supported?
How do you integrate legacy applications imaging applications?
Scanning/ OCR! Conversion
What are the names and models of the scanners being proposed? (Include business document sized, er gir eering
drawing sized and color).
How many scanners will be needed for multiple document size input?
How does your solution handle despeckle and deskew of images?
Does your solution perform thresholding or filtering of image files?
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4.4.5.
4.4.6.
4.4.7.
4.4.8.
4.4.9.
4.4.10.
4.4.11.
4.4.12.
4.4.13.
4.4.14.
4.4.15.
4.4.16.
4.4.17.
4.4.18.
4.4.19.
4.4.20.
4.4.21.
4.4.22.
4.4.23
4.5
4.5.1.
4.5.2.
4.5.3.
4.5.4.
4.5.5.
What type of compression is performed on the images?
What type of quality control measures are available to ensure the accuracy of the scanned image?
What resolution and throughput is available?
How are multipage document starts and stops identified?
Is bar-coding supported? (What types of bar codes?)
Is double sided scanning supported? Explain the mechanics.
How does your solution accomplish scanning from microfilm?
What software/hardware is used for OCR?
How is OCR be performed on images scanned from microfilm?
How can OCR processing be performed in batch on document images previously scanned?
How is double sided OCR processing supported?
How is columnar input handled?
How can the OCR process be monitored?
What methods are there for correcting errors dynamically?
How are errors flagged?
Can specific text data be extracted from the document and stored in document identifying datatasl fields
automatically? Explain the ways in which this is performed.
What output file types are available? Include all word processor file types supported.
Describe the document conversion services that you provide, if any, for business sized documents? For ellgil eering
drawing sized documents?
If you provide document conversion services, does your company perform the scanning work or is it sub:on racted
out? If subcontracted, please indicate to what company.
Text Retrieval
What is the name of the text retrieval product and the company that supplies it?
How many years has it been available?
What revision is it currently in?
How is text retrieval integrated into your product solution?
Does this system support ANSI standard SQL? Explain,
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4.5.6. Does the text retrieval product function within a database structure?
4.5.6.1. What type of database?
4.5.6.2. With what other RDBMS can this database be interfaced? (i.e. Oracle, Informix, DB2).
4.5.6.3. Is the RDBMS ODBC compliant?
4.5.7. Does the system support the tracking of fixed-length field values for each document (i.e. author, date)'!
4.5.7.1. How is this accomplished?
4.5.7.2. Can queries be based solely on these fields?
4.5.7.3. Can queries be based on a combination of free text query and fixed field values?
4.5.8.
What is the primary search methodology (i.e., inverted index, pattern recognition, clustering, etc.)?
4.5.9.
Specify if the methodology requires any additional hardware or specialized software in addition to the teJ:t r, trieval
engine.
4.5.10.
If an index is used, what is the additional processing overhead and storage overhead of the index?
4.5.10.1. How is the index initially built?
4.5.10.2. How is the index maintained?
4.5.10.3. Are tools available to facilitate the maintenance of the index (i.e. monitor fragmentation in the in< ex and
rebuild it to eliminate the fragmentation).
4.5.11.
How quickly do documents become searchable after entering the database?
4.5.11.1 Explain how the database remains available for searching during updates, i.e., capability t() I ~rform
searches even while new documents are entering the database.
4.5.12.
Are other search methodologies used? Explain.
4.5.13.
Is wild carding of query terms available?
4.5.14.
Is fuzzy searching supported? If yes, is exact term matching possible? Explain.
4.5.15.
To what level is proximity searching supported?
4.5.15.1.
Can a default proximity operator be established?
4.5.16.
Are query results saved?
4.5.17.
Can queries be modified and re-executed to narrow down a document sub-set identified from a previol S q lery?
4.5.17.1.
How is this accomplished?
4.5.17.2.
Do macros need to be defined?
4.5.17.3.
Are query results saved between queries?
4.5.17.4.
Are queries saved between sessions?
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4.5.1 S.
4.5.19.
4.5.20.
4.5.21.
4.5.22.
4.6.
4.6.1.
4.6.2.
4.6.9.
4.6.10.
4.6.11.
4.6.12.
4.6.13.
4.6.14.
4.6.15.
4.7
4.7.1.
4.7.2.
4.7.3.
4.7.4.
4.7.5.
4.7.6.
4.7.7.
What is a typical query response time for a simple query?
Which WP documents does the text retrieval system work with?
Which compound document architectures are supported? Explain.
What type of document security is available for queries?
Can a single query be simultaneously executed across multiple databases?
Storage Devices/ Media
Please describe the type(s) of storage proposed for this solution.
For the following optical devices please indicate models supported, models you resell and the maximum ;torage
configuration supported
4.6.3.
4.6.4.
4.6.5.
4.6.6.
4.6.7.
4.6.8.
WORM
Erasible
CD-ROM
DVD
Multifunction
Jukebox
Describe any intelligent storage schemes or optimization routines that you provide to
optical devices.
enhancerespo'1se imefor
Describe the recommended optical storage configuration for the proposed solution?
With this configuration, can backup be performed on-line?
Can a hierarchical configuration be used?
4.6.12.I.Ifyes, can files be flagged (for example, by date) for transfer up or down the hierarchy?
What file management facilities are available?
Can document life cycle be managed through the software? (explain)
How does the solution handle back ups for indices and disks
Workflow
How will workflow routing be accomplished in the proposed solution?
Describe the proposed solution's workflow functionality.
How does the system notify someone that they have a document or task to review?
How is electronic sign-off and approval tracking handled?
How are related documents combined into one approval package for routing?
What facilities are available for customization of workflow?
Is receipt verification provided?
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4.7.8.
4.7.9.
4.7.10.
4.7.11.
4.8
4.8.1.
4.8.2.
4.8.3.
4.8.4.
4.8.5.
4.8.6.
4.8.7.
4.8.8.
4.8.9.
4.8.10.
4.8.11.
4.9
4.9.1.
4.9.4.
4.9.5.
4.10
4.10.1
4.11
4.11.1
4.11.2
4.11.3
Is document profiling supported?
Is there the capability to notify users when a document has been updated?
How is this achieved?
What e- mail! messaging standards are supported?
Printing! Plotting
What type of printer support is provided?
Are the City's existing printers supported?
What upgrades are required, if any, for existing printers?
How is the printing of partial documents achieved under this solution?
What plotters are proposed for this solution?
How does the solution enable printing at a local or network printer?
Is there a maximum number of users that can submit a print request at one time?
Must the document be open (i.e., displayed) in order to print?
How long does it take to print a typical image? First page? Succeeding pages?
Is it possible to print a segment (tile) of a large document image?
How is color printing supported?
Security
How does the proposed solution handle the following security requirements:
4.9.2. Electronic access to documents.
4.9.3. Access for Creation, Read, Update, Delete.
Can documents be accessed and updated outside of the proposed solution?
Describe any additional security features of the proposed solution.
Standards
Describe your solution's support for current industry standards.
The Integrated Solution
This system must run on or be integrated with existing hardware configurations as described
How does the proposed solution work within this environment?
in Appt Ildix B.
What capabilities does the proposed solution have to receive system messages on screen when viewing d)cunents?
Describe the integration effort required. Does the text retrieval product offer simple interfacing to imag ng' Does
the imaging system offer support for the scanner and OCR software?
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4.11.4.
4.11.6.
Clearly explain your scalability strategy.
Describe the long tenn support available?
4.11.7. Who will provide this support?
4.11.8. What, if anything, will not be supported?
4.12 Training/ Documentation
4.12.1.
4.12.2.
4.13
4.13.1.
Please describe the training available for users and IT staff, indicating number of days and expected Io.:ati m.
Please describe the type of system documentation and user documentation available. Attach a sample if p' tssible.
Staffing
Provide resumes with infonnation for all proposed project team members. All resumes providedmustJeilentified
for current full time employees of your organization vs. subcontractors. The project role and responsibilit ies )f each
proposed individual must be clearly defined. These individuals will be assigned for the duration of this rroj .lct and
will not be removed or replaced without prior written consent from the City.
4.14 Project Management
4.14.1.
4.14.2.
City of Miami Beach requires an account manager to be assigned to it. The account manager will fullcti m as a
single point of reference for all project aspects.
Document your problem escalation procedure. Include timeframes.
4.15.1.
4.15 Warranty and Maintenance
4.15.2.
4.16
4.16.1.
4.16.2.
4.16.3.
4.16.4.
4.16.5.
4.16.6.
4.16.7.
4.16.8.
The warranty on all hardware and software should extend for at least 12 months from the date of accepta nct by the
City of Miami Beach.
Describe pricing options available to the City of Miami Beach for extended warranty and/or ongoing maint, nance.
General Company Information
What is your main source of business revenue (i.e. consulting, product sales, systems integration, etc)? Please
indicate percentage of total revenues from document management related activities.
How many years have you been in business?
What is the size of your installed base? Please provide both number of organizations using your product a Jd ] lumber
of copies (seats) installed. If your product is used in a client/server architecture, or if it runs on multiple pia fonns,
identify the number of installations by each server and client platfonns.
Please describe your product support infrastructure and the locations of your support offices.
How is customer support handled within your organization?
How many people are devoted to providing customer support group?
Where are your main offices and branch offices located in the US?
What experience have you had with municipal government document management?
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4.16.9.
Provide at least three references of document management applications similar to the City of Miami Beach s i.J stalled
at other city or local governments. Please include a reference person at the city or town, their title, divisi on. phone
and fax numbers. If this is not possible, provide three reference persons (system owners) in other industrils who
have applications of yours that are similar in scope to that required by the City of Miami Beach.
4.17
Cost Schedules
Please provide all cost infonnation on the fonns provided at the end of this section.
4.17.1.
Provide cost estimates for all solution components (software, hardware, services and maintenance). Break t Ie cost
estimate down by the project phases identified in this RFP. Describe licensing arrangements and pricing Stl ttegies
for all software.
4.17.2.
Costs should include document management software, imaging software, text retrieval software, workflow sc fiware,
storage devices and media, additional server and client hardware and add-on deviceslboards, scanner haJ dware,
networking costs (and network utilization study), OCR software, customization/ integration/ implementatio 1 costs,
training costs, conversion costs and maintenance costs.
4.17.3.
Please remember to provide one set of product literature for each copy of your proposal.
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4.17.4 Cost Estimate
Phase I Cost Notes
Hardware
Software
Services
Maintenance
Phase II
Hardware
Software
Services
Maintenance
Phase III
Hardware
Software
Services
Maintenance
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PROPOSED COST QUOTATION
SUMMARY PAGE
(This form consists of parts A through H )
PART A
Please list the total proposed costs which are itemized on the subsequent pages.
I)roposed Cost Quotation Summary:
Software and Software Maintenance Costs (Part B) $
Hardware and Hardware Maintenance Costs (Part C) $
Th~~~~~art~ $
Systems Integration & Implementation Costs (Part E) $
Other Features/ Services (Part F) $
Travel Costs (Part G) $
TOTAL COSTS $
Please list all remarketed products and all subcontractors on the form in Part H.
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PROPOSED COST QUOTATION
PART B: SOFTWARE & SOFTWARE MAINTENANCE COSTS
List all software components that are part of this proposal, along with purchase costs and
maintenance costs.
Software
Licenses/ Seats/
Software
Annual
Total Costs
$
$
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PROPOSED COST QUOTATION
PART C: HARDWARE & HARDWARE MAINTENANCE COSTS
List all hardware components that are included in this proposal. Description should include
equipment specifications (e.g. 8MB of main memory). Copy this page if additional space is
needed.
Item Unit Price Quantity Proposed Total Price Total Annual
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
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PROPOSED COST QUOTATION
PART D: TRAINING COSTS
User Training $
Training the Trainer $
Scanner Operator/ Document
System Administrator Training $
System Operator Training $
Network Administration Training $
Development Tools Training $
Other Training: Specify
Total
$
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PROPOSED COST QUOTATION
PART E: SYSTEM INTEGRATION COSTS/ PROJECT IMPLEMENTATION COSTS
Describe in detail the systems integration services and project implementation support that is
part of your proposal, along with anticipated costs
Integration! Implementation Service Description
Anticipated Charge
$
$
$
$
$
Total Costs
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PROPOSED COST QUOTATION
PART F: ADDITIONAL FEATURES AND SERVICES (IF ANY)
Component Parts: List all additional hardware and software components that are needed to
meet the proposed solution for this project. Descriptions should include equipment and
specifications. Copy this page if necessary.
Hardware/ Software # of Units/ Licenses Hardware/ Software Maintenance Cost
Total Costs
$
$
Additional Services (if any): Please describe in detail
Additional Service to be rendered.
Cost for Service
Total Additional Service Cost
$
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PROPOSED COST QUOTATION
PART G: HOURLY CHARGES AND ANTICIPATED TRAVEL COSTS
Provide the charge per hour for the following
Project Manager(s): $
Analysts: $
Programmers $
Trainers: $
Hardware Engineers: $
Other: $
$
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PROPOSED COST QUOTATION
PART H: PRODUCTS REMARKETED AND SERVICES CONTRACTED
Proposer Name:
The following remarketed products will he used in this solution:
Product Name
Version
The following companies will work as subcontractors to provide the functions indicated as part
of this solution:
Company Name
Function
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5.0 System Acceotance Criteria
The following must be met in order to ensure system acceptance.
Detailed Requirements Analysis and System Design approved by the City. To be done after contract award.
Detailed implementation plan for Phases I, II and III approved by the City. To be done after contract award.
Detailed site preparation plan, approved by the City, to be done prior to any equipment installation. To be done
after contract award.
Phase lA:
Have an experienced user research a list of 10 topics previously discussed at City Commission meetings and
retrieve the relevant pages and images in a total of 15 minutes or less.
Have a casual user search and successfully retrieve documents associated with 5 items from previously held City
Commission Meetings in 15 minutes or less without prompting.
Demonstrate citizen access to a repository of City Commission related documents via the Internet.
Have an experienced user print requested resolutions or ordinances with an "official copy" overlay
Have the City Clerk and Mayor sign documents electronically.
Phase 1 B
Demonstrate that originating departments and the Legal Department can reduce time spent in the form approval
process (i.e., make document revisions, route to originator, check revisions, sign electronically), by one half from
approximately one hour per document to approximately .5 hours per document.
Phase 1 C
Reduce by at least 2/3 the number of copies required for regular and consent agendas, and for commission agenda
packets
Phase 2A
Success factors for Phase II include:
Demonstrate that a building card request from City staff and/or citizens can be handled in 4.5 minutes or less,
including query, image retrieval and image printing.
Demonstrate that time required to locate and copy a recertification file for City staff and/or citizens is 4.5 minutes
or less, including query, image retrieval and image printing.
Demonstrate how a self service PC could work for allowing citizen retrievals of building cards and recertification
files.
Demonstrate that a set of building plans (4 plans) can be captured, indexed, stored and retrieved in less than 30
minutes.
Enable the Building Department to respond to requests for microfilmed plans by delivering a digital copy (scanned
from film) to internal users, or a print from the scanned film to external users. Allow the Building Department to
save the digital image with appropriate indexing for successive retrievals.
Phase 2B
Reduce by half the amount of time associated with filing, retrieving and refiling plans submitted to Design Review,
Zoning and Historic Preservation boards.
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Demonstrate electronic case file assembly and document retrieval for Design Review, Zoning and Historic
Preservation boards.
Phase 2C
Reduce by half the amount of time associated with filing, retrieving and refiling Public Works Engineering and
Construction plans.
Demonstrate interface of plan files to an ESRI ArcInfo GIS expected to be purchased from Florida Power & Light
Phase 3A
Eliminate duplicate efforts associated with violations case files by allowing Special Masters, Legal, Building and
Code to access and retrieve information from a single electronic case file.
Phase 3B
Reduce by half the amount of time Purchasing spends locating and duplicating formal bid files in response to
citizen requests.
Simplify the process of duplicating City construction plans associated with RFPs.
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Appendix A: Department Profiles
Phase 1 Departments include
A. City Clerk's Office
B. Legal Department / Other City departments
C. City Manager's Office
Phase 2 Departments include
A. Building,
B. Planning & Zoning
C. Public Works
Phase 3 Departments include
A. Special Masters unit
B. Procurement Department.
City Clerk (Phase tA)
The City Clerk's department is responsible for maintaining all City Commission meeting records and supporting
materials. The department functions as the custodian for all Commission Meeting Minutes, Afteraction Documents,
Resolutions, Ordinances, Contracts, Agreements, Revocable Permits, Deeds to City-owned property and the official
Code book. Activity peaks around the first and third Wednesday of every month when the City Commission meets.
The City Commission is in recess during the month of August.
The department's staff of 6 works 8:30 AM to 5:00 PM. Two additional hires are anticipated by Q3 97. The City
anticipates the addition of a full time Records Manager in the future. The City Clerk also oversees Central Services,
consisting of 5 staff members, and there has been some discussion of operating a centralized scanning function to
serve City departments.
Use Patterns
The City Clerk's department serves as a central information service to all City departments, the general public, legal
offices, newspapers and civic organizations. The City Clerk's staff answers about 20 requests for information each
day. Eighty percent of all requests want document copies. About 80% of all requests for information involve
documents that are five years old or less. Twenty percent of requests involve documents older than five years.
The City Clerk's department receives about 25 requests per week for resolutions, ordinance and contracts. Ninety tc
95% of all requests are for resolutions and ordinances that are one year old or less. About 5 to 10% of all requests
for items that are older than one year. Two thirds of all request are from people inside the city. One third of all
requests come from the public, which are primarily interested in contracts. Because contracts originate external to
the City, they are paper documents.
Automation in place
In addition to the City's standard office application suite, the City Clerk uses Folio Views for full text search of City
Commission matter descriptions. The search is conducted on the text of "captions," that is, the title given to an
issue as it appears on the City Commission Agenda. The full text search does not retrieve the supporting document
for the issue, only serves as an interim look up step so that the relevant paper documents can be located from the
files where needed.
The City Clerk's office routinely converts the word processing files for City Commission Agendas to HTML
format, which is then given to an outside firm for publication to a Web page on the Internet.
Legal Department / Other City Departments (Phase 1 B)
The Legal department provides form approval for Resolutions and Ordinances to be considered at City Commission
Meetings. Because the Legal Department does not use e-mail, Resos and Ordinances are prepared electronically by
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the originating department using word processing, printed, then hand carried to Legal. Suggested revisions are
made on the paper document, then the originator revises the electronic version. The second version is again printed,
again carried to Legal, etc. Legal must check to see whether all suggested revisions have been made, comparing
one paper copy to another. The City would like functionality that allows originating departments to route electronic
Resolutions and Ordinances to a single workstation in Legal for review via a workflow system. The Legal
Department would also need the ability to electronically signify that form approval has been given, possibly via
electronic signature.
City Manager's Office (Phase Ie)
The City Manager's Office prepares Regular and Consent Agendas for all City Commission Meetings, as well as
Commission Meeting Packages that contain supporting documents for all agenda items to be dealt with at the
meeting. Packages may contain Commission Memoranda, Resolutions, Ordinances, Contracts, Agreements,
Committee Reports and other attachments.
The process of preparing Commission Meeting agendas and Meeting Packages takes one person about four days pel
week. Activity peaks around the second and last Friday of every month when City Commission packages must be
assembled prior to the Commission meeting on Wednesday. The City Commission is in recess during the month of
August.
At present, preparation of Commission Agendas and Meeting Packages relies on assembling paper documents that
have been created electronically. Items such as Commission Memoranda, though prepared using word processing,
must be printed out so that they can be signed. The signed, paper documents must then be incorporated into the
Meeting Package at the proper position, tabs created, page numbers assigned and the packages printed.
Phase 2
Building Department (Phase 2A)
The Building Department is currently located at 16th and Michigan Avenue, several blocks from City Hall;
however the Department is expected to move to City Hall by September of 1997. The Building Department issues
approximately 3000 building permits per year, with a growth rate in workload of about 14%. The Department
manages over 20,000 pages of drawings per year. Drawings are handled at least twice: Once at intake and once
when the inspection takes place. There are 42 people in the department and 2 vacant positions. The peak activity
times for this department are June and July, while the period from March to September tends to be busy. The hours
of 10:00 AM to II :00 AM are heaviest.
Internally, the Building Department interacts with Planning & Zoning, the Fire Department and Public Works.
Externally, the Building Department frequently interacts with contractors, architects, engineers, and the general
public. The department also provides drawing and document copies to property owners.
Automation in place
The main applications in use include the Land Management System (LMS) which is Sierra Computer Systems
PERMITS software running on the HP3000 physically located at the MIS Department. The Building department
would like to upgrade to PERMITS Plus which is a Windows version of the software.
Possible imaging candidates include:
Building Plans
Building Cards
Recertification Files
Planning and Zoning (Phase 2B)
The department administers the City's zoning and development regulations, and serves the Planning Board, the
Zoning Board of Adjustment (ZBA), the Design Review Board (ORB) and the Historic Preservation Board (HP).
The department keeps separate project files for cases heard by the DRB, ZBA and HP Boards. The Department
consists of 14 professionals and three clerical employees. Activity is constant but is thought to slow during the
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Christmas holidays, and in August when most Boards do not meet. Department activity peaks during the morning
hours, with heaviest walk in volume between 8:30 AM and I :00 PM.
Automation in place
AutoCAD Lt is installed on a standalone Pc. The Planning and Zoning department accesses the Permits Tracking
portion of the Land Management System physically located on the HP3000 in the MIS Department. Several small
QuatroPro databases reside within the department and function as locators to paper files.
The Design Review Board database shows the file number, address, project description and review
date. The database is accessible on the F drive (shared network drive).
The Board of Adjustment database shows file number, address and applicant name and is accessible
via the shared network drive.
The Planning Board database shows file number, address, applicant, and action taken.
The Historic Properties database is a list of property addresses, the year constructed, the architectural
firm and 27 other fields of information.
Imaging / Document Management Candidates
Design Review Board Case Files
Zoning Board of Adjustment Case Files
Historic Properties Files
Public Works Engineering & Construction (Phase 2C)
Engineering and Construction provides survey, design and design review services for public works projects.
Engineering and Construction work requires access to easement documents, base plans, and drawings of previously
done work. The division maintains several reference document collections for which they are considered the office
of record, including aerial photographs, City atlases, County plats, project log books, and as built drawings for all
public works projects. Eighty percent of design work is outsourced via formal bid processes to design and
engineering firms. It is estimated that the department's workload has increased 30% to 50%.
Automation in place
The department uses AutoCAD 13 to view drawings submitted as CAD files.
Phase 3
Special Masters Unit, Legal Department, Building Department (Phase 3A)
The Special Masters unit assembles 200 to 300 case files per month on violations of City Ordinance, Fire and
Building Codes. The Unit assigns a case number using the Building Department's Permits system and performs
after action following each case's hearing before the Master. Duplicate case files are maintained in Legal, the
Building Department and Code Compliance. Each department's case files may contain slightly different
information. Three people in the Special Master's Unit work 8:30 AM to 5:00 PM. The unit reports to the City
Clerk's Office.
Procurement (Phase 3B)
Procurement obtains commodities and services needed to keep the City running. It is estimated that workload is
increasing by about 15% per year over the last five years. The department's peak work volume occurs at the time
of the City's new fiscal year (October). Ten staff members work 8:30 AM to 5:00 PM.
Automation in place
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The Purchasing Department relies on the Financial Management System (Le., Mitchell Humphrey Financial
Management System running on the HP 3000) to produce Purchase Orders and Standing Orders. The FMS is slated
for replacement Q2 98. Ideally it would be possible to image enable whatever system is chosen as a replacement.
Such a system would provide a single source of lookup for Procurement data, and provide links to corresponding
document images where required. It is not advisable to image Purchase Orders, Standing Orders or Releases until a
replacement FMS is chosen
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Appendix B: Technical Environment
This section presents the City of Miami Beach's current computer environment, standards and expectations. It also
covers expected changes, and applications planned or under consideration.
Information Technology Organization
The City's IT Department is located at lith & Washington Avenue, several blocks from City Hall, and occupies the
fourth floor of the Police Administration Building.
There are currently 24 people within the City's IT Department organized into Communications, Application
Systems and Systems Support areas. The City recently hired a new IT Director and had purposely postponed major
decisions regarding strategy, standards or significant new systems.
The Applications Systems Group designs, develops and implements new systems, and handles revisions to current
applications running on mid-range computers and networked PCs. Computer room operations are part of the
Application Systems Group.
Systems Support installs all new network nodes and standalone devices, updates and maintains all software
packages, and responds to all service calls. The group includes network administrators and technicians.
Telecommunications is responsible for telephones, radios, beepers and all other means of communications
throughout the City. The group is responsible for wiring and Rolm telephone system operation.
Information Environment
The City's current information environment is fragmented. To date there has been no consistent City-wide
approach to the developing standards for the specification and purchase of computer hardware and software. An
Information Technology Steering Committee was organized to deal with this situation, became inactive for a time,
and is expected to be re-vitalized.
Computing Environment
Mid-range computers
The City currently operates HP series 3000 minicomputers running under MPE/IX. One HP 3000 model 957
supports Financial Management (Mitchell Humphrey FMS package), Land Management (Permits Plus package,
new version expected), Utility Billing, Payroll, Resort Tax, Inventory (Homegrown, COBOL and COGNOS 4thGL;
and Fixed Assets (Collier Jackson package) systems. Some of these applications will be replaced as part of a year
2000 strategy. As this is accomplished, the current hardware may need replacement.
Two additional HP 3000 series 70s support a Computer Aided Dispatch/ Response Management system for
emergency services which is expected to be replaced by a client/server system later this year.
All HP equipment is physically located in the IT Department which is several blocks from City Hall.
Servers
The City operates 10 servers supporting City functions at six separate sites. Most servers are Pentium-based with
speeds ranging from 90 to 200 Mhz. All are Netware 4.1. The following table lists servers by location and
application supported:
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Location Server Applications
Police Dept.! IT I PawnTrack;
lith & Washington
Information Technology 1 WordPerfect, Quattro
lith & Washington Pro, Freelance, ABC
Flowchart, Q&A, MS
Project, Paradox,
Minisoft, FoxPro,
JetForm, PageMaker,
Omnipage, Visual
Basic
City Hall 1 E-mail
17th & Convention Center Blvd. 1 CD-ROM for City
Attorney
1 Q&A, Paradox, Risk
Master, Lotus
Organizer, Lotus 123,
WordPerfect, Quattro
Pro, ABC, Minisoft,
Pagemaker, Omnipage
Parking 1 Paradox; Skyline
Financial System,
Mnisoft, WordPerfect,
Quattro Pro
SIU (Narcotics Unit) I Drug Track, ISIS,
WordPerfect, Quattro
Pro, Minisoft
Mechanical Maintenance I CCG Faster
(Inventory),
WordPerfect, Quattro
Pro, Minisoft
Recreation I WordPerfect, Quattro
Pro
Public Works 1 (planned) RJN CASSworks;
Plans to consider NT servers have been on hold pending the appointment of the new IT Director. The City
generally upgrades about three servers per year.
Desktops
The City estimates that it has 400 PCs in use, of which about 350 are networked. Configurations range from the
minimum 486 running at 33 to 66 MHz with 8 MB RAM, to Pentiums running at 100 to 166 MHz with 16 to 24
MB RAM. Most PCs feature a 14" monitor and have from 800 to 1.6GB hard drives. Monitors are at least SVGA.
CD-ROM drives are not standard. FAX capabilities and internal modems are not standard within City PCs, with
fewer than 5% of all PCs having th is capability. The list at the end of this section shows PCs by department.
About 98% of all desktops are Windows 3.1. The City will start to migrate to a 32 bit Windows operating system
by mid-1998.
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Printers
Most departments have at least one network printer. Network printers at a minimum are HP 4si, HP5L, HP6, HP
4mv and HP 5m also in use. The list at the end of this section shows printers by department.
Network
The City's network diagram appears on page B-6. The City leases a 10 MBS WAN connection from Bell South.
City Hall, Parking, Mechanical Maintenance (Terminal Island) as well as servers and HP3000s located at the Police
Department/ IT location are tied into the WAN via bridges. The HP3000's are tied to an Ethernet 802.3 backbone.
HPs running Computer Aided Dispatch and Emergency Response applications tie through a Microvax SNA
Gateway to Microwave MDTs.
Local Area Networks for City Hall, Parking, Mechanical Maintenance and SIU are currently 10 base T. Network
interface cards are D-Link for 10 base T. Information Systems, Police Technical Services and Recreation are
expected to upgrade to 100 base T expected. Network interface cards will be D-Link and Intel Ethernet Express.
Network utilization varies and the City estimates that network utilization is about 10%. LAN Analyzer, the City's
current network administration tool, does not track network utilization. The selected document management system
provider will be expected to perform network analysis prior to system implementation.
Software Environment
Operating Systems
HP 3000s operate under MPE/IX. Networks use the Novell 4.1 operating system. Terminal emulation for the
HP3000s is accomplished using WIN92 from MiniSoft. Desktops operate under Windows 3.1.
Applications
Packages in use on the HP3000 include Mitchell Humphrey FMS for Financial Management; Permits Plus for Land
Management (Windows version is under consideration); and Collier Jackson for Fixed Assets. Certificate of Use,
License, Police Evidence Property, Code Violations, Resort Tax, and Inventory were written entirely in-house using
COBOL or Cognos. Purchased applications such as Payroll and Utility Billing have been modified extensively. Al
ofthese applications date to 1989.
Public Works, Planning & Zoning and the Building Department have expressed in interest in interface with a GIS
based on ESRI's ArcInfo system that is available through Florida Power & Light.
Office Suite
The City uses WordPerfect 6.0 or 6.1, Quatro Pro 5.0 or 6.1, Lotus Freelance 2.1 and Lotus Organizer. The
standard electronic mail product is cc:Mail. Other PC applications have been left to the discretion of end users and
an overall direction for the City's use of PC resources will be started later this year.
Databases
No decision has yet been made regarding a production database product, although Oracle has been considered.
Paradox is a standard for small database development.
Internet/Intranet Plans
The City has a Web page through a third party provider which is updated every two weeks. City Commission
Meeting Afteraction materials are routinely made available via the Web, as are some job listings. The City is in the
very early stages of formulating its Internet/ intranet strategy and is currently working with an outside firm to
determine what materials could become an effective part of an intranet.
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City employees do not have routine access to the Internet via their networked computers, although a few do have
access via standalone computers. Modem use is limited; internal modems are not standard on City PCs.
Document Management System Standards
Selected system must support TIFF file format for document images (bi-tona\), JPEG and JBIG for photos
(continuous tone).
Document image systems must support both CCITT Group III and IV compression, (currently called TSS 3 and 4).
Run Length Compression or other methods which minimize distortion are favored for engineering drawings and
building plans.
All image transmission must be in compressed format.
Bitonal image printers must support 200 and 300 dpi as a minimum requirement.
The City prefers to use 5.25" optical media, if possible, as a cost consideration. Building cards, a historic file with
not growth and frequent access, may be best accommodated on CD-ROM.
Support for ODMA and DMA standards is expected.
Network Devices by Department
City Clerk's Office
HP Model 4mv Printer
Memory Speed Number of Units
8Mb 33 4
8Mb 75 7
12 Mb 75
16Mb 100
2Mb
12 Mb 3
Device Type
ATT 515 PCs
ATT 620 PC
ATT 620 PC
Toshiba Laptop
HP Model 4+ Printer
Legal Department
Zenith laptop
HP Model II Printer
Memory Speed Number of Units
16 133 4
16 100 2
8 33 2
8 25 3
16 25 3
8 75
16 75
8 90
.5
Device Type
Compaq Deskpro
Compaq Prolinea
IBM Clone 386-33
NCR 3230
NCR 3230
A TT 620
A TT 620
HP Mode' III Printer
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Device Type Memory Speed Number of Units
HP Model 4mv 12
HP Model 4 si 6
Building Department
HP Vectras .75 Mb 12
NCR 3230 8Mb 25
NCR 3333 8Mb 33 7
ATT 515 16 Mb 33
A TT 620 8Mb 75
HP Laserjet II Printer .5Mb
HP Model 4mv Printer 12 Mb
Planning & Zoning Department
Device Type Memory Speed Number of Units
NCR 3230 8Mb 25 4
NCR 3333 8Mb 33
ATT 515 8Mb 33 2
A TT 520 8Mb 50
A TT 620 4Mb 75 2
A TT 620 8Mb 75 5
HP Laserjet II Printer .5Mb
HP Model 4 Printer 2Mb
HP Model 4m Printer 6b
Public Works: Engineering & Construction
Device Type Memory Speed Number of Units
Compaq Prolinea 16 Mb 100 5
NCR 3333 8Mb 33
NCR 3333 16 Mb 33 2
ATT 515 8Mb 33 2
A TT 520 8Mb 50
A TT 620 4Mb 75
A TT 620 8Mb 75
HP 250C Design Jet ?
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HP Model4mv Printer 12 Mb b
Procurement
Device Type Memory Speed Number of Units
NCR 3230 8Mb 25 2
ATT 515 8Mb 33 2
A TT 620 8Mb 75 5
A TT 620 12 Mb 75
HP 4si Printer 2 Mbb
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ADDendix C: Document Descriptions and Retrieval Volumes
The following documents are candidates for document imaging and/or document management:
Phase 1:
Afteraction Documents
Resolutions
Ordinances
Regular and Consent Agendas
Commission Memoranda
Contracts and Agreements
Committee Reports
Handouts and Supporting Materials distributed at Commission Meetings
Phase 2:
Building Plans
Building Cards
Building Recertification Files
Design Review Board Files
Zoning Board of Adjustment Files
Historic Properties Files
Public Works As-Built Drawings
Phase 3:
Violations Files
Formal Bid Files
Volumes, descriptions and retrieval estimates for these documents appear below.
Phase 1
Afteraction Documents
Afteraction documents contain a recap of the items called, passed, tabled for further discussion, etc. following a
City Commission Meeting. [Note that minutes of the Commission Meeting exist as videotapes and audio tapes
only; no full written minutes are produced.] There are at least 22 afteraction documents prepared per year.
Afteraction documents are produced internally using WordPerfect software. They are printed to 20 lb. bond paper
and are also available on a shared network drive, segmented by year, by meeting date. In the current workflow,
afteraction documents are submitted to a full text engine (Folio Views) as well as to an Internet service provider.
Afteraction documents in their present form serve as an initial point of query for filling information requests. The
afteraction shows item captions and item numbers (such as Resolution number, Ordinance number). Once these are
known, the paper document must still be retrieved. Afteraction documents are referred to from 5 to 10 times per
day in order to answer information requests.
Resolutions
Resolutions document City Commission actions. Resolutions average 12 pages each. Approximately 330
resolutions are adopted per year. Resolutions are produced internally using WordPerfect software. They are
printed to 20 lb. bond paper, 8.5 X 11. Copies appear in the Commission Meeting Package. Once adopted, the
original resolution is numbered, submitted for the City Clerk's and Mayor's signature, affixed to a green backer and
filed in order by resolution number. Retention is permanent. Indexing requirements for resolutions include
resolution number, meeting date, and full text of resolution.
Ordinances
Ordinances document City laws. Ordinances average 7 pages each. Approximately 130 ordinances are adopted pel
year. Ordinances are produced internally using WordPerfect software. Ordinances receive form approval from the
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Legal department. They are printed to 20 lb. bond paper, 8.5 X 11. Copies appear in the Commission Meeting
Package. Most ordinances must be read twice. The second reading is a public hearing. Once adopted, the
ordinance is numbered, submitted for the City Clerk's and Mayor's signature, affixed to a backer and filed in order
by ordinance number. Retention is permanent. Indexing requirements for ordinances include resolution number,
meeting date, and full text of resolution.
Retrieval Note: The City Clerk's department receives about 25 requests per week for resolutions, ordinance and
contracts. Ninety to 95% of all requests are for resolutions and ordinances that are one year old or less. About 5 to
10% of all requests are for items that are older than one year. Two thirds of all request are from people inside the
city. One third of all requests come from the public, which are primarily interested in contracts.
Regular and Consent Agendas
Regular and Consent Agendas list items for discussion at City Commission Meetings. Consent Agendas average 3
pages (front and back) per meeting, Regular Agendas about 5 pages (front and back) per meeting. There are at least
22 meetings per year. The Agendas function as a table of contents to City Commission Meeting packets, showing
the page numbers for materials related to each agenda item. Regular and Consent Agendas are currently prepared
using WordPerfect, and produced in 186 paper copies, most of which go to City departments. Agendas are printed
on 8.5 x 11 inch, colored paper stock, with yellow paper used for Regular Agendas and green paper used for
Consent Agendas. Agendas should be indexed by document type and meeting date, and be full text searchable. It
would be ideal to be able to perform a full text search on the agenda, locate relevant items, then hot key to the
images (or electronic files) of the related resolution, ordinance, contract, etc.
Commission Memoranda
Commission Memoranda are prepared by City departments who wish to add an item to the Regular or Consent
Agenda, and for any Resolution or Ordinance expected to come before the City Commission. Commission
Memoranda average 3 to 5 pages and require the signatures of the department head, the Assistant City Manager and
the City Manager. Commission Memoranda are prepared using WordPerfect and printed to 8.5 x II inch bond
paper for inclusion in the City Commission Meeting packet.
Contracts and Agreements
Contracts and agreements are prepared by entities who have been awarded business with the City and are submitted
as paper documents, usually 8.5 x 11 inches, ranging in size from 20 to 50 pages or more. Contracts become part of
the City Commission Meeting package. Contracts may contain supplemental information such as drawings,
schematics, renderings, photographs, etc. The number of contracts receives grows by about 10% per year. For the
purposes of planning, figure two contracts per Commission Meeting. Indexing parameters include document type,
commission meeting date, relevant resolution number, or other fields that would facilitate retrieval of the imaged
contract or agreement.
Committee Reports
Committee reports are prepared by City Commission Boards and Committees or other entities that have been
assigned specific tasks. Committee reports become part of the City Commission Meeting package. Committee
reports are submitted in paper form, and may range from 10 to 50 pages or more. For the purposes of planning,
figure 3 committee reports per City Commission meeting. Retention of committee reports is permanent as part of
the Commission Meeting package. Indexing parameters include document type, commission meeting date, relevant
agenda items number or other means that would facilitate retrieval.
Handouts And Supplemental Material
Handouts and supplemental material is a broad term referring to materials that may be distributed at City
Commission Meetings. Such material may encompass blueprints, engineering and architectural drawings, color
renderings, photographs, poster boards, as well as letter-sized documents. Volumes for supplemental materials are
not available. Retention of this material is permanent, as it is considered part of the public record of the
Commission Meeting.
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Phase 2
Building Plans
The Building department receives approximately 20,000 pages of drawings per year which range in size from A to
E, with the largest concentration being C, D and E size. The department estimates that it reviews about 10 very
large projects per year, each of which entails about 600 pages of drawings. The department also does about 950
large projects per year, each of which involves about 12 pages of drawings. The remaining 2000 projects per year
are small, involving about 2 pages of drawings. Drawings may be black on white or blueprints. Plans approved by
the City contain signatures and seals. In the future, the department plans to ask engineering and architectural firms
working on large projects to submit drawings as CAD files on disk. The principal need is the ability to store,
retrieve, view and plot drawings (principally paper now, but paper and electronic files in the future) to complete on-
site inspections. The department retrieves plans about 20 times per day. Indexing parameters should include permit
number and date issued, as well as other information that would facilitate retrieval.
Building plans prior to 1988 are stored on 35mm microfilm rolls and jacketed roll film. The City wants to be able
to scan from film on an as-needed basis, providing an "on-demand" conversion strategy. Citizens doing rehab work
routinely make requests for old building plans, which must be printed from microfilm.
Building Cards
Building cards provide a locator index to plans and permits issued prior to 1988, the year that the Permits (the
LMS) system was implemented. Building cards also show the history of a property. Building cards are letter
sized, yellow card stock that is double sided. Information on the cards is a combination of typewritten and
handwritten notes in black, blue and red ink colors. Generally, three cards contain the entire history of a property,
and related cards have been taped together to form a fan fold. The entire file constitutes approximately 16,000
building cards, representing about 96,000 images. Approximately 15-20% of the cards are in poor condition and
will require repair. The file is complete in its present state. Building Cards are retrieved about 20 times per day,
and copied. Planning and Zoning refer to these cards frequently, as do citizens requesting old drawing copies.
Retention is permanent. Possible indexing values include document type and property address. Approximately 10
people in four departments will require access to building cards.
Recertification Files
Building Recertification files are case files containing information regarding buildings older than 40, which must
be recertified every 10 years. There are approximately 2400 case files, each containing about 18 pages of
documents. Approximately 350 new folders are added each year. Requesters for these files include buyers and
sellers of properties, as well as Planning and Zoning. There are about 15 retrievals per week from these files.
Documents found in the case file include: Letter of recertification, Land Management System fee print out,
Certified mail return receipts, architects' reports (containing seals), recertification notices and color photographs.
For the most part, documents are 8.5 by II inch, bond paper, black on white. Indexing requirement is property
address.
Design Review Board Files
The DRB processes about 1100 projects per year. Each case averages about 15 architectural drawings and 40 pages
of documents. Most drawings are 24" by 36". There are about 20 requests per month for information from DRB
case files. The Design Review Board's Quattro Pro database is used for tracking cases and shows the file number,
property address, project description and review date. Design Review Board files require the ability to capture
legal sized documents, II x 17 documents, architectural drawings, color renderings and photographs. Typical file
contents are listed below:
Design Review Board Project File 8083
Application, disclosure forms, affidavit
Color rendering
Checklist of documents needed
Reduced copy of drawing
5 pages, legal
1
I
8 pp
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Photographs
Building card copy
Plan print from microfilm
Survey document
Architectural drawings
Staff report
Ownership list of properties within 275'
Set of plans with changes
Staff report
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3 pp
I pp
2 pp 11 x I 7
7 pp
9 pp WP doc
24 pp legal
8 pp
8 pp WP doc
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Each DRB File is referenced at least three times: Once for Design Review Board Meeting, once when the Building
Permit is issued and once when the Certificate of Occupancy is issued. Three users would need access to the image
files.
Zoning Board of Adjustment Files
The Zoning Board of Adjustment averages about 7 to 10 projects per month. The average file consists of about 6
pages of drawings and about 30 or more documents. Most cases go before the Zoning Board twice. The file is
referenced twice more, once when the Building Permit is issued, again when the Certificate of Occupancy is issued.
When ZBA files are used for research purposes, the documents needed are the staff report and the recorded final
order. Four to five people would need access to ZBA case files. Retrievals average about 15 times per month.
Zoning Board File
Cover letter
Original of Recorded Final Order
Final Order not recorded
Letter from applicant
Conflict of interest
Staff report for modification
Transcript of case
Public Works report copy
Application for modification
Staff report
City Attorney letter
Applicant letter
Photograph copy
Original final order
Staff report - April
Staff report - May
City attorney letter
Comments from Public Works
Comments from Public Works
Public notice (original)
Applicant letter
Minutes
Minutes
Notification list (prop. owners w/in 275')
Petition with signatures
Modification drawings
Survey for modification
Application for modification
Originals for survey
Originals for drawings
Return receipts
Voting records
Misc. Cash Receipt
Historic properties
1 P
4 pp
4 pp
1 P
2 pp double sided
1 p + 4 pp original final order
50 pp
I
6 pp (some legal)
I p + 44 pp final order
I p
1 P
1 p
5 pp
2 pp
2 pp
I
I P
1 p
2 pp legal
1 p
8 pp
50pp
16 pp legal
2 pp
3 pp (24 x 36)
I P
2 pp
1 P
7 pp (24 x 36) blueprint
10 pp
4 pp blue paper
3 pp
Planning and Zoning maintains files on about 2000 addresses that are considered historic properties. Again Each
file consists of about 40 - 50 pages of drawings and about 40 pages of various documents. Indexing requirements
are property address and folio number. Note: Folio number is the City's equivalent of tax parcel number. Historic
properties files average 20 requests per month. The Historic Properties database is a list of property addresses, the
year of construction, the architectural firm and 27 other fields of information about the property.
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Public Works As-Built Drawings
The division works on 20 to 30 projects per year and receives about 750 pages of drawings per year.
Most drawings are C, 0 and E sized. Indexing parameters for public works drawings include subdivision name,
project type and drawing number, although this is expected to change. The department hopes to navigate to an
intersection using the GIS, then link to imaged drawings that show what lies beneath the intersection. Public Works
intends to use base maps to be purchased from Florida Power & Light as the basis of a GIS.
The division requires outside design companies to submit one copy of all drawings on CAD and will need
structured indexing, viewing and plot capabilities for CAD drawings.
Phase 3
Special Masters Case Files
The Special Masters unit assembles 200 to 300 case files per month on violations of City Ordinance, Fire and
Building Codes. Violations Case files contain approximately 30 pages of information. Case files must be
accessible by Legal (one station), Building Dept. (one station) and Code Compliance (one station). File contents
include:
Notice to appear
Certified Mail Receipt
Special Master Findings
Check copy
Violation Notice
Recorded Final Order
Notice to Appear
Certified mail receipt
Notice to Appear
Notice of Violation
Notice to Appear
Certified mail receipt
Affidavit of violation
Certified mail receipts
Non correction letter
Correspondence
Certified mail receipts
Notice of violation
Violation progress report
Request for hearing
Purchasing Files
Ip
Ip
Ip
Ip
I P
Ip
Ip
Ip
1 p legal
1
1
Ip
1
2pp
Ip
Ip
Ip
Ip
1 p handwritten form
Ip
The department does about 175 formal bids per year. Bid files contain about 80 pages of documents per file.
Procurement works with the City's Public Works Department on bids for capital improvements. The Public Works
department issues drawings as part of its RFP specifications. The Procurement Department is responsible for
duplicating the drawings for firms who plan to bid on the work. Procurement is also responsible for supplying
copies of bid files in response to public information requests from firms who wish to see what their competitors
have done. Imaging for bid files would facilitate drawing duplication and public information requests for copies of
successful bids. Bid files on capital projects are kept for 15 years. There is no estimate of the number of retrievals
from formal bid files, but the department estimates that it retrieves documents 20 to 25 times per day from all files
(including POs and standing orders). Ninety percent of all retrievals are for material that is two years old or less.
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Appendix D: Workflows
Phase IA City Clerk's Office, Information Request Process D-l
Phase 1 B Legal Department, Form Approval D-2
Phase I C City Manager's Office, Commission Meeting Process D-3, 4, 5
Phase 2A Building Department, Building Permit Overview 0-6
Phase 2B Planning / Zoning, Overview Current Workflow 0-7
Phase 2C Public Works Engineering & Construction D-8
Phase 3A Special Master's Overview D-9
Phase 3 B Procurement Department, Formal Bid Files D-lO
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