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LTC 102-2006 Cyborg Systems, Inc.., Human Resources/Payroll Systems lD MIAMI BEACH OFFICE OF THE CITY MANAGER NO. LTC # 102-2006 LETTER TO COMMISSION TO: Mayor David Dermer and Members of the City Commission FROM: Jorge M. Gonzalez, City Manager J:" ~ \. .~ April 11,2006 . ... ~ Cyborg Systems, INC., Human Re ources/Payroll System DATE: SUBJECT: At the March 8, 2006 Commission meeting, Commissioner Garcia requested a full report on the Cyborg System, the history, how it was presented to the City and implemented including the ultimate cost to the citizens. I have attached LTC No. 40-2000 dated March 1, 2000, which includes a complete chronology of the RFP and selection process for the Finance, Utility Billing and Human Resources/Payroll Systems from 1997 through March 1, 2000. Additionally, I have also attached LTC No. 172-2001 dated July 23,2001 which provided two schedules which gave a cost breakdown for the Cyborg - Human Resources/Payroll System. The first schedule provided the actual cost and estimated future costs broken into categories for software, training and annual system maintenance for the period from 1999 - 2006. This schedule reflected the following: Actual costs through July 23, 2001 Estimated future costs Total System Cost $ 682,593.61 1.189.000.00 $1,871,593.61 The second schedule reflected the total costs for each category which included both actual to date costs and estimated future costs as follows: Software Training Annual System Maintenance Total System Cost $1,143,599.19 260,493.24 467,501.18 $1,871,593.61 In response to this request we have updated the schedule of costs through December 31, 2004 when we switched to the Eden Payroll Module. The updated schedule reflects that the Total cost for the Cyborg System was $1,221,435.01 or $650,158.60 less than the total costs estimated at July 23,2001. These costs are as follows: Software Training Maintenance Total System Cost As of Julv 23.2001 $ 1,143,599.19 $ 260,493.24 $ 393.000.00 $ 1,871,593.61 Actual Costs $ 897,460.28 $ 96,854.26 $ 227.120.47 $1,221,435.01 Cost Reduction $ 262,059.89 $ 163,638.98 $ 165.879.53 $ 650,158.60 Please contact me if you have questions or need additional information. JMG: POW: rs 0') 'lI:t 00,.... 0000 (0 COc.o........,.... --N,....C:O 0000 NN"tO aiM~M c::ic::ic::ic::i M c::i..rc::ilCi "t"t00'> L()L()OO 0'> (OL()NC') (O"tL()L() 0'>000 L(), ",,"CO,...."'I:;J" cO"":..tN cOmMm ~ ........~<ti,..:~ C')I'-I'-CO OCO 0'> CO I'- O'>O'>NN L() (0 c.o,....('t),.... 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Gonzalez City Manager 3~ Subject: CYBORG PAYROLL\HUMAN RESOURCES SYSTEM COST BREAKDOWN As an additional means of understanding the cost implications of the KPMG, LLB, rep'ort on the City's Cyborg Payroll\Human Resources System, two spreadsheets have been prepared for your review. These spreadsheets cover the period 1999 - 2006. . The first spreadsheet is two pages in length and has been divided into Expenses to Date and Future Expenses for Software, Training, and Maintenance categories. Each of the modules has been given a specific color, i.e., Software Expenses are blue, Training Expenses are red, and Maintenance Expenses are green. . The second spreadsheet Is one page in length, follows the same color coding as the first spreadsheet, and is a summary of the Software Expenses, Training Expenses and Maintenanc~ Expenses with subtotals for both Expenses to Date and Future Expenses. 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No. 40-2000 LETTER TO COMMISSION March 1, 2000 TO: Mayor Neisen O. Kasdin and Members ofthe City Commission FROM: Lawrence A. Levy M City Manager SUBJECT: CYBORG SYSTEMS, INC. P A YROLLIHUMAN RESOURCES SYSTEM CHRONOLOGY In response to Commissioner Garcia's request for a full investigation of the entire RFP process having to do with the Finance, Utility Billing, and Payroll/Humm. Resource Systems, the following chronology will detail what transpired from 1997 to the present. The City issued RFP No. 1-97/98 on October 17, 1997, to solicit proposals from responsible vendors to provide an integrated, Year 2000 compliant, hardware and software solution for Financial Management, Utility Billing and PayrolllHuman Resources systems. The RFP specified that a vendor could propose a totally integrated solution (covering all systems) or a single system solutbn. The proposed system must; however, use a relational database management system (RDBMS) structure. The bid went out in November, 1997, and the responses came back in December, 1997, and were evaluated as to the requirements as specified in the Bid (see Exhibit A) As per City procurement policy, an evaluation committee was selected by Patricia Walker, Finance Director, and Phyllis Koch, Information Technology Director. The City Manager concurred with the selection and appointed the evaluation committee which was approved by the City Commission in February, 1998. The committee consisted of the following people: 1. Alexander Baum, Director, Miami Dade County School Board 2. Grace Cespedes, Deputy Finance Director, Miami Dade County Finance Department 3. Georgia Echert, Director of Finance, Broward County Aviation Department 4. Jay Flynn, Acting Director, Miami Dade County Employees Relations Department February 23, 2000 Letter to Commission Cyborg Systems, Inc. Payroll/Human Resources System Chronology Page 2 5. Mayra Diaz Buttacavoli, Assistant City Manager, CMB 6. Richard Bender, Executive Assistant to the City ManagerlLabor Relations, 7. Judy Ford, Procurement Director, CMB. 8. Phyllis Koch, Information Technology Director, CMB 9. Patricia Walker, Finance Director, CMB The Evaluation Committee met for the first time on April 9, 1998 (see Exhibit B), and were given copies of the proposals. Committee members reviewed the RFP responses to rank the respondents. While there were numerous items taken into consideration, the following items set forth in the RFP . were among the criteria used by the committee to evaluate the responses: Responsiveness to the technical requirements of this RFP. Proposer's qualifications, experience and professional reputation. Cost. Project Plan. Training Plan. Warranty !Maintenance Plan. Success of similar/equivalent installations and time frame to install. The proposals received as a result ofRFP were opened and it was determined that: o Four vendors proposed integrated systems: Bi- Tech Software, Inc., HTE, Inc., KPMG Peat Marwick, and Systems Consultants, Inc. o Two other vendors made partial proposals: Oracle/ Aris proposed a solution for Financial Management and PayrolllHuman Resources and Harris Computer Systems proposed a solution for a Utility Billing System. o Mitchell Humphrey, the City's current FMS vendor, did not submit a proposal for an integrated system solution because they did not have one and the Procurement Department ruled that the City could upgrade the current software without the needto do an RFP. o Cyborg Systems, Inc. submitted a proposal for Payroll/Human Resources only, but it was ruled non-responsive because they failed to include their pricing. o Custima International Corporation was not considered further as they were a foreign-based company and their system was on a UNIX platform. This did not meet the technical requirements of the RFP. Interaction with them and maintenance of the system would have been very difficult. February 23, 2000 Letter to Commission Cyborg Systems, Inc. PayrolllHuman Resources System Chronology Page 3 The committee agreed that the following vendors would be given further consideration: Bi. Tech Software, Inc., HTE, Inc., and Systems Consultants, Inc. All three vendors proposed an integrated solution, i.e., a solution comprised of Financial Management, PayrolllHuman Resources, and Utility Billing combined. The Evaluation Committee met for the second time on June 19, 1998 (see Exhibit C), and recommended: 1. Rejecting the RFP because none of the proposals provided a comprehensive integrated solution. 2. Recommended the upgrading of the Mitchell Humphrey Financial Management System software to FMS-II because of its features, functionality and excellent price. Additional discussion reflected the following: a. The cost for upgrading the current system was substantially less than acquiring a new system. b. Less training would be necessary for City employees since the system users were already familiar with the software thus resulting in a lower conversion cost and great productivity . c. The vendor was familiar with the structure of the existing data system which would result in a smooth transition and lower implementation costs. d. The upgraded package was a client/server based system. This open-ended technology would allow add-ons, future upgrades and integration with other systems significantly easier and less costly. e. Implementation time was significantly reduced thus enabling the city to meet Year 2000 deadlines with enough testing lead-time to ensure performance prior to the critical date. F,ICMORISALLIICYBORO.MEM February 23, 2000 Letter to Commission Cyborg Systems, Inc. Payroll/Human Resources System Chronology Page 4 f. FMS-II can be used as a core system with a Utility Billing system, PayrolllHuman Resource system and other systems which may arise in thefuturee. The database (Microsoft SQL) used by the FMS-II system, ruming on a Windows NT server, can become the standard configuration for these other systems. g. The FMS-II allows plug-ins of other available software for expanded capabilities. 3. Recommended finding a State of Florida government agency with existing contracts for Payroll/Human Resources and Utility Billing on which the City of Miami Beach could "piggy-back" . The City began negotiations with Mitchell Humphrey for the upgrade to the FMS and came to an: agreement in late June, 1998, for a package cost in the amount of $104,500.00. The package included training in the FMS-II product (20 days of training at $1 ,500.00/day), conversion of data from the HP 3000 to Windows NT Server, FMS-II configuration and account testing, recommended additional software (FMS-Onramp & FMS-EXEC, both with 5 concurrent user licenses). On July 1, 1998, the City Commission approved Commission Memorandum No. 417 -98 (see Exhibit D) to reject all the proposals received in response to RFP No. 1-97/98 and Commission Memorandum No. 418-98 (see Exhibit E) for the upgrading of the current Financial Management System to FMS-II. An additional Commission Memorandum No. 123-99 (see Exhibit F) was approved on February 17, 1999, in the amount of $72,000.00 for the purchase of a Fixed Assets Module and a Project Accounting Module to continue the upgrade to FMS-I1. Subsequently, a Gen Con conversion/interface utility program was purchased for the Fixed Assets Module in the amount of $4,000.00. It should be noted that Commission Memorandum No. 417-98 (rejection of all responses to RFP) included cost estimates from the seven (7) responding vendors to the RFP. These quotes were misleading (with the exception of the one from KPMG Peat Marwick) as they did not include certain critical factors which affected the "bottom line". A description of what each vendor's quote included is as follows: Bi- Tech Software, Inc. $708,266.00 Did not include implementation, conversion and modifications Custima International Corporation F,\CMOR\SAll\\CYBORG.MEM February 23, 2000 Letter to Commission Cyborg Systems, Inc. PayrolllHurnan Resources System Chronology Page 5 $669,473.00 Did not include conversion and modifications Harris Computer Systems $95,000.00 Bid on Utility Billing only HTE, Inc. $1,090,664.00 Some modifications only Oracle/ Aris $1,144,481.00 No hardware KPMG Peat Marwick $8,429,000.00 Complete Systems Consultants, Inc. $548,319.00 No modifications It is also important to consider that these were quotes only and subject to change based on additional modification required from the City. In regard to a Utility Billing System solution, the Information Technology Department contacted four (4) vendors who could provide possible "piggy-back" options and who had a client base in Florida. These vendors demonstrated their software as follows: July 16, 1998 Dynasty Software Demo of UTB attended by Eloy Bauleth, Oscar Smtiesteban, Jorge Montes, Bob King. F,'CMORISALL'\CYBORG.MEM February 23, 2000 Letter to Commission Cyborg Systems, Inc. PayrolllHuman Resources System Chronology Page 6 August 7, 1998 HTE, Inc. Demo ofUTB attended by Phyllis Koch, Eloy Bauleth, Oscar Santiesteban, Jorge Montes, Bob King and Pola Solomich. August 26, 1998 Aquilium Software Corporation Demo of UTB attended by Phyllis Koch, Eloy Bauleth, Oscar Santiesteban, Georgie Echert, Jorge Montes, Bob King. August 27, 1998 Sensus Softech Demo ofUTB attended by Phyllis Koch, Eloy Bauleth, Oscar Santiesteban, Goorgie Echert, Jorge Montes, Bob King. After further analysis by the Information Technology Department and discussions with the Finance Department, the informal staff evaluation committee composed of Phyllis Koch, Eloy Bauleth, Oscar Santiesteban, Georgie Echert, Jorge Montes, Bob King and Judy Ford, met and determined by August 31, 1998 the following regarding the UTB vendors: Sensus Softech - Rejected because it was not fully operational in the State of Florida. Dynasty Software - Rejected because as it was not acceptable to any of the City's Utility Billing users. UTE, Inc. - Rejected due to its high cost ($270,000). Aquilium Software Corporation - The favorite, deemed the best system, the most user friendly, and the least expensive of all the systems demonstrated. A copy of the contract between Aquilium Software Corporation and the City of New Smyrna Beach, FL, was sent to Procurement for approval to "piggy-back". It was ruled that the City could not "piggy-back" because the NewSmyrna Beach, FL contract was not awarded through the bid process. On October 22, 1998, the informal staff committee met again and recommended that the City purchase Utility Billing software from the Aquilium Software Corporation pending a site visit to New Smyrna Beach, FL. On November 6, 1998, Aquilium Software Corporation provided a second demonstration of their software that replaced the site visit to New Smyrna Beach, FL. F:\CMGR\SALL\\CYBORQ.MEM February 23, 2000 Letter to Commission Cyborg Systems, Inc. Payroll/Human Resources System Chronology Page 7 On January 6, 1999, in Commission Memorandum No.1 0-99 (see Exhibit G), the City Commission waived the bidding process and authorized the acquisition of the Aquilium Software Corporation software for $151,450.00. The Administration requested waiving the bidding process because of the time constraints to meet the Y2K deadline. The Infonnation Technology Department contacted Payroll/Human Resources software vendors with State of Florida governmental agency contracts, Cyborg Systems, Inc., HTE, Inc., KPMG Peat Marwick and PeopleS oft and they subsequently demonstrated their software as follows: July 8, 1998 KPMG Peat Marwick Demo ofPayrolVHuman Resources attended by Phyllis Koch, Eloy Bauleth, Oscar Santiesteban, Susan Kalver, Irina Povolotskaya, Denise Bynum, Emma Covington, Celia Locke, Margaret Arculeo, T.C. Adderly. July 15, 1998 Cyborg Systems, Inc. Demo of Payroll attended by Phyllis Koch, Eloy BauletQ Oscar Santiesteban, Susan Kalver, Emma Covington, Maria Oil, Celia Locke, Margaret Arculeo. July 23, 1998 PeopleSoft Demo of PayrolllHuman Resources attended by Phyllis Koch, Eloy Bauleth, Oscar Santiesteban, Susan Kalver, Denise Bynum, Emma Covington, T.C. Adderly, Linda Gonzalez, Gail Poe-Liu, Maria Gil, Celia Locke, Margaret Arculeo. August 19, 1998 PeopleSoft Demo of PayrolllHuman Resources attended by Georgie Echert. August 21, 1998 HTE, Inc. Demo of Payroll/Human Resources attended by Phyllis Koch, Eloy Bauleth, Oscar Santiesteban, Susan Kalver, Irina Povolotskaya, Denise Bynum, Emma Covington, Linda Gonzalez, Gail Poe-Liu, Maria Gil, Betty Huntsman. August 25, 1998 Cyborg Systems, Inc. Demo of Payroll attended by Phyllis Koch Os;ar Santiesteban, Susan Kalver, Georgie Echert, Denise Bynum Y,\CNORISALL\\CYBORG.MEM February 23, 2000 Letter to Commission Cyborg Systems, Inc. PayrolllHuman Resources System Chronology Page 8 On July 30, 1998, two staff members from the Information Technology Department, Oscar Santiesteban and Susan Kalver, went on a site visit to the City of Pembroke Pines to evaluate their self-developed system, After speaking with the Assistant City Manager and the Human Resources staff person, it was determined that the Cobol re-write of their old system would not meet the requirements of the City of Miami Beach. By August 31, 1998, an informal vendor evaluation committee, consisting of managers and staff of the Information Technology (Phyllis Koch, Eloy Bauleth, Oscar Santiesteban, Susan Kalver), Finance (Patricia Walker, Georgie Echert, Denise Bynum, Emma Covington) and Human Resources Departments (T.C. Adderly, Linda Gonzalez, Gail Poe-Liu, Maria Gil), reviewed the information gained from the demonstrations of the various software vendors decided to eliminate three of the vendors from further consideration for the following reasons: KPMG Peat Marwick - The software had limited functionality which would not meet the City's basic requirements. PeopleSoft - The software was too high priced at $854,730,00. In addition, the Information Technology Director Phyllis Koch met with three different implementation partners of PeopleS oft and they all said that the base cost of$400,OOO.00 for implementation that was quoted by PeopleS oft was much too low. It probably would be approximately $800,000.00, as the quote did not include work that they would do for customization, thus making the estimate $1,254,730.00. UTE, Inc. - The software cost was $195,560.00, however; this system requires the acquisition of a new mainframe and operating system. This cost was not included in the proposal. The final determination was that the base software met fewer of the City requirements and would require much more customization than the other software solutions. Also, the Human Resources Director T.C. Adderly felt the system was too labor intensive and would require hiring additional personnel. Therefore, the Committee recommended rejection of the HTE, Inc. proposal. In the end, Cyborg Systems, Inc. was chosen because it appeared to be almost as complete as People Soft (judged the best software). A copy of the Broward County contract was sent to the City Procurement Department to determine whether the City might "piggy-back" this contract. It was determined that this was not possible as their contract specified a different hardware platform than the one proposed for the City, f:\CMORISALL\\CYBORO.MEM February 23, 2000 Letter to Commission Cyborg Systems, Inc. PayrolllHuman Resources System Chronology Page 9 On October 23, 1998, the Evaluation Committee met a final time (see Exhibit H) and recommended purchasing the PayrolllHurnan Resources software from Cyborg Systems, Inc. pending a site visit to the City of Melbourne, Florida. The Assistant City Manager Mayra Diaz-Buttacavoli made the request that Department Directors should participate in the site visit. However, the decision was made by the Directors to send staff who worked directly with PayrolllHurnan Resources instead. Prior to the site visit, the City requested that Cyborg Systems, Inc. reply to the RFP. They did and all questions were responded to positively. However, the requirements that they could not meet were answered by a "yes we can, but there will be an additional cost". On November 13, 1998, members from the Finance (Denise Bynum, Emma Covington), Human Resources (Maria Oil), Risk Management (Betty Huntsman), Management and Budget (Joe Reilly), and Infonnation Technology (Oscar Santiesteban, Susan Kalver) Departments made a site visit to Melbourne, FL, accompanied by the Cyborg sales representative Bill Morgan. The City of Melbourne, FL had been a Cyborg Systems, Inc. user since 1995. They viewed the Cyborg System, Inc. Software, Version 2.5, on a Novell network (not an SQL version which was what the City of Miami Beach would require). The agenda for the site visit which lasted approximately ninety-five minutes included: o Introduction of City of Melbourne, FL payroll staff and their responsibilities (forty-five minutes). o The City of Miami Beach prepared questions for the City of Melbourne staff to respond to (twenty minutes). The questions asked were as follows: 1. How long did training take? 2. What type oftime sheets do you use? 3. How many employees are processed? 4. How many companies are processed? (Do you support Pension Administrators?) 5. Do you have firefighters on the KELLY schedule? 6. Do you have any deductions that depend on the value of a previously calculated deduction? 7. What if the deduction falls under a certain "order" of processing and then it is redefined as non-taxable or something similar which changes its order? How is this done? 8. How do you audit changes from one pay period to the next? F:\CMGRISALL\ICYBORG.MEM February 23, 2000 Letter to Commission Cyborg Systems, Inc. Payroll/Human Resources System Chronology Page 10 9. Do you "certify" your payroll? 10. Can we secure batch entry? Keep departments from accessing other department's information? 11. How long does it take for a payroll to run? 12. How long to reverse/cancel a check? 13. How long for a supplemental? 14. Under what conditions do you have to get off the system? 15. Is there a special backup? 16. Who runs the payroll? 17. Where are the checks and reports printed? 18. If you were going to implement a new feature and wanted to "test" it out, how would you do that? 19. What type of support have you needed? 20. How long did it take for the response? 21. Have they ever had to dial in to your system to help out? 22. What is IT's involvement? 23. What does IT do for your payroll administrator routinely? 24. What one-time functions does IT have to do for you? 25. What's the best feature of the system? 26. What's the worst feature ofthe system? 27. If you had it all to do again, knowing what you know now about this system, would you buy it again? If not, why not? o The City of Melbourne staff took their corresponding City of Miami Beach staff member to their office and showed them very briefly some of their activities related to the Cyborg system (thirty minutes). The City staff determined after the site visit that the Cyborg software was capable of producing appropriate checks for the City payroll system and it that it would work in a client-server environment. Also, they learned that the City of Melbourne's version used a character based interface (CUI) as opposed to the City's requirement for a graphical user interface (GUI). F:\CMGRISALL\\CYBORO.MEtol February 23, 2000 Letter to Commission Cyborg Systems, Inc. Payroll/Human Resources System Chronology Page 11 As a result of the site visit, the committee was of the unanimous opinion that the Cyborg Systems, Inc. software would meet the City's requirements with some modifications. In addition to doing the City's PayrolVHuman Resources functions that affect the payroll, the Cyborg Systems, Inc. software would be used to process the payrolls for the City's four Pension Fmds (General, Unclassified, Fire and Police and Supplemental Fire and Police). It was agreed by all that the Cyborg Systems, Inc. software presented the optimal solution in functionality and price among all of the systems considered. Although Cyborg Systems, Inc. has three contracts with State of Flaida governmental agencies, as each government entity is unique, it was impossible to find a contract that would meet the City's requirements. As the current system was not Y2K compliant and as the Cyborg System seemed to meet most the City's requirements, it was decided to bypass the formal bid process and to issue a contract to Cyborg Systems, Inc. for a Payroll/Human Resources System. Cyborg Systems, Inc. provided their standard contract as a starting point. There were four items that were negotiable: 1. Payment Terms 2. Terms of Training 3. Government By-Laws of Florida 4. 3,500 Employees for same money Cyborg Systems, Inc. was adamant about the Payment Terms. They specified that they would not negotiate, if terms of payment stipulated that the final payment would be made after going live. This was not negotiable. On January 6, 1999, the City Commission authorized waiving the requirement for an RFP due to the time constraints dealing with Y2K and the award of a Purchase Order to Cyborg Systems, Inc., Commission Memorandum No. 11-99 (see Exhibit I), in the amount of$332,414.00 for the purchase of a PayrolllHuman Resources computerized system. The system was to be implemented in three phases with Phase I being completed in July, 1999. r,ICt.lGRI$ALLIICVBOllO.MEM February 23, 2000 Letter to Commission Cyborg Systems, Inc. PayrolllHuman Resources System Chronology Page 12 During Phase I, an analysis of the basic system provided the necessary information about modifications needed to allow the City to mirror the functionality of the present system. The existing system had over fourteen years of customization performed to keep abreast of City changes. Therefore, an estimate in the amount of $177,827.00 was obtained from Cyborg Systems, Inc., to make the necessary customization changes required. The Commission authorized the award of a Purchase Order to Cyborg Systems, Inc., Commission Memorandum No. 533-99 (see Exhibit J), in the amount of$I77,827.00, on July 21, 1999, After the award was made, further detailed discussions were conducted regarding the work to be done by Cyborg Systems, Inc. The highcost of this work and possibly additional customization that might have to be done prompted the Information Technology Department to investigate alternative options. It was recommended by a member of the City of Miami Beach Personnel Board that the City utilize the services of ABC Computing Service, Inc., an independent consulting firm that had a very high reputation for excellence in customization work on Cyborg Systems, Inc. software. Cyborg Systems, Inc. had itself contracted with ABC to do modifications to the Broward County Cyborg system. As a result of this recommendation, Information Technology staffmet with Mr. Andrew Weiss of ABC Computing Service, Inc. in order to provide him with the City's requirements. There were twelve (12) features which the City wanted to customize (See Exhibit K). The twelfth item was later broken into nine specific tasks to bring the original list of modifications to twenty-one (See Exhibit L). An estimate was submitted by ABC Computer Service, Inc. in the amount of $69,565,64 to achieve the customizing of these twenty-one (21) features of the Cyborg Systems, Inc., payroll system. An additional $10,000.00 for contingency was added for a total estimated amount of $79,565.64. This was $98,077.00 less than the Cyborg Systems, Inc. proposal. On September 22, 1999, the award of a personal services contract to ABC Computer Service, Inc. was approved by the City Commission, Commission Memorandum No. 666-99 (see Exhibit M), in the amount of$79,565.64. The monies were to be transferred from the original Cyborg Systems, Inc. award and used for ABC Computer Service, Inc., in order to provide special customization of the Cyborg Systems, Inc. software. Once the work had begun, it was determined that Task 12 would be completed by Irina Povolotskaya, and Task 21 would be completed by Susan Kalver of the Information Technology Department. The remaining nineteen (19) tasks would be completed by Andrew J. Weiss of ABC Computing Service, Inc. F;\CMGRISAL.L.IICV8OIlQ,MEM February 23, 2000 Letter to Commission Cyborg Systems, Inc. Payroll/Human Resources System Chronology Page 13 Since the award of the contract, ABC Computing Service, Inc., has worked closely with City personnel and completed all of the assignments necessary to process payroll which has necessitated a continuing reassessment of the priorities of the tasks. This resulted in some of the original twenty- one (21) modifications being postponed (Tasks 2, 7, 10,11) and others being substituted in order to accomplish payroll processing. Both original and substituted modifications were completed by February 24, 2000. The initial list of twenty-one (21) modifications as noted above was again reassessed and an additional thirty-two modifications added for a total of fifty-three (53) tasks as of February 24, 2000 (See Exhibit N). With the approval of the Commission, the Administration proposes to ask ABC Computing Service, Inc., to continue working on the assignments until they are completed. The cost of the additional modifications would be $61,685.00. Although checks can be processed on the Cyborg system, a great deal of work remains to be done. Other purchased modules such as Human Resource, Position Management and Benefits still need to be completed. An Analyst from Cyborg Computer Systems, Inc. spent a week surveying various departments and discussing the City's needs. Based on this survey, Cyborg Cbmputer Systems, Inc. will provide an estimate of the costs to provide these new or enhanced capabilities. Although there will be an additional cost for implementing these modules, it should be noted that these are capabilities which were not available on the old payroll system. A chart showing a breakdown of costs for Cyborg Systems, Inc. which have been incurred up to now and additional new costs is provided (see Exhibit L). Charts for both the Mitchell Humphrey & Co. (see Exhibit M) and the Aquilium Software Corporation (see Exhibit N) are included as well. 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All<olf ~.:: '!:II' If ~~ 'i~ ,~ ~ !bO ::I ~ U ~ u :!! ~ ~ -g ~ t cHl J~. u >- >- rn rn :s! 0 . j l:D 6~ tllJi .. .I S " li 12" 1l Liu..!! :l~>l .Il -g 1 .s H .:8 gliJl ~-li,8 ' ... . ~ :!! u ~ rl rl :s! iil.s >- >- >- lEI u~ ~ Jlla] . .2 ~ ~ - .~ l5 i &:II: .s 5 If 'I g 'r~ }~ Ial I ~ 8 0 11 CII 'fj ~ ~ 0 I 0 ~ 1'1 j 1:0 J~ '::I E ~ ~ ! !~ ~ ll.o -.i .,;l.I.6- U OJ! ~ ~ .... o z ~ I J3 i i ! [ t5 f :3 J ..0 a l! r:>. ~ .s I -8 l ~ 12 Q I 8 I I III j (; . .i- S ..,. EXHIBIT B RFP No. 1-97/98 - EVALUATION COMMITTEE MEETING MINUTES, APRIL 9, 1998, 10:00 A.M., NOTES TAKEN BY: JUDY FORD, PROCUREMENT DIRECTOR Phyllis Koch: Described existing software and hardware being used at CMB. Would like to limit to tWo (2) SQL databases. Patricia Walker: Accounts Receivable not integrated fully; discussed Finannce Departments needs; user-friendly. Richard Bender: Flexibility is important. A. Baum: Will there be a project manager for this project? Selection of Chaiman - Alex Baum, Director, Miami-Dade County School Board NOTES ON RFP RESPONDANTS: Cyborg Systems, Inc. - To be considered non-responsive; did not provide required forms, pricing, guarantee, etc. KPMG Peat Marwick - Too expensive. Harris Computer Systems - UTB only; ranked third by Finance. Bi- Tech Software, Inc. - Informix database; not many new installs; company experiencing financial difficulties; not state-of-the-art; Data General hardware; interfaces to our current LMS vendor (Sierra) if CMB moves to UNIX; has version for HP 3000; Finance staff rated firm highly; thought documentation was good; UTB was complete system; cannot support Performance-Based Budgeting; excellent training support; missing some required HR functions. Ranked second. Custima International Corporation - UNIX platform; progress database; actually the UTB vendor; using two (2) other vendors' products for other systems. Finance Department did not rank firm highly as it was lacking payroll functions; features included in other systems not included; weak in AP, AR. Ranked third and fourth in UTB. Harris Computer Systems - UNIX; Informix; UTB only; ranked third in UTB by Finance. F:\CMORISALL\\CYBORO.MIlM EXHIBIT B (Con't) HTE, Inc. - AS400 server; Finance Department did not rank it highly in UTB, GL & Payroll; does not handle HR benefits; weak on applicant tracking; purchasing component is strong element; some requested features would need to be added at additional cost; many local government clients. Oracle/Aris - Finance Department did not rank highly; too complicated; some required functions would need to be purchased and added; expensive. Systems Consultants, Inc. - Oracle; City of Miami is client, but not for purchasing; not sure if finn's response in regard to compliance were intended to ? Eliminate finns for short-list: Bi- Tech Software, Inc., HTE, Inc., Systems Consultants, Inc. IfCMB were to upgrade to FMS-II from Mitchell Humphrey, what else is needed? UTB, Payroll/Human Resources. Mitchell Humphrey patch for the Year 2000 - $0 cost to CMB (Definite?). Get legal opinion whether Mitchell Humphrey proposal for FMS-II can be accepted by CMB. Mayra Diaz-Burtacavoli: Invite finalists for presentation; should Mitchell Humphrey be invited or fill out a questionnaire? F:~CMCiR.'SAl.L~\CVBORG_MEM EXHIBIT C RFP No. 1-97/98 - EVALUATION COMMITTEE MEETING MINUTES, June 19, 1998, 2:00 P.M., NOTES TAKEN BY: JUDY FORD, PROCUREMENT DIRECTOR Phyllis Koch made presentation to committee describing the Administation's recommendation to reject proposals received for this RFP and provided infonnation about the City's intention to accept upgrade from Mitchell Humphrey for FMS system. Utility Billing and PayrolllHuman Resources systems - CMB to conduct research on packages available from contracts with other government entities. Discussion regarding the Year 2000 "patch" from Mitchell Humphrey which has been installed. Motion made by Patricia Walker to reject all proposals; seconded by Graciela Cespedes. Motion made by Patricia Walker to accept upgrade from Mitchell Humphrey; seconded by Georgina Echert. Motion made by Patricia Walker to approve CMB conducting research for other systems; seconded by Graciela Cespedes. Meeting adjourned at 2:45 P.M. f,\CMORISALL\\CVBORGMEM ;CfTY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 hltp:\'d.I'I'llami-Oeech.tt.... EXHIBIT D :::::: COMMISSIONMEMORANDUMNO...:} 17- CJ~ TO: Mayor Neisen O. Kudin and DATE: July 1,1998 Members ort.he7ity Co . S_ion Sergio Rodriguez City Manager Request for Authorization to Reject the Proposals Received in Response to Request for Proposals (RFP) No. 1-97/98 for Financial Management, Utility Billing and Payroll/Human Resources Systems. FROM: SUBJECI': ADMINISTRA nON RE COMMEND A TION 1 Authorize the rejection of the Proposals received for Financial Management, Utility Billing and PayrolVHuman Resources Systems. BACKGROUND .1 1 ] J j J . I l For approximately 10 years, the City has been utilizing three mainframe computer software packages to process the day-to-day data of nearly aU city departments. These software systems - Financial Management, Utility Billing and Human ResourceslPayroll - are critical components of the functions of city government and control everything from residents' water bills to 'financial reporting for the city's budget. Of these systems, the Financial Management System is the most important and widely used. It includes Accounts Payable, Accounts Receivable, General Ledger and Purchasing. Several problems exlst with the current software packages, First, the systems are not Year 2000 compliant and will cease to operate properly when they encounter a date with a year ending in two zeros. Since many city operations require preparation time of up to one-year, this means that some city functions will begin to fail with the current system at the beginning of 1999, Second, in addition to not being Year 2000 compliant, the software systems are based on outdated technology which is less efficient and costlier to maintain than systems based on the new generation of updated "client-server" technology. Finally, the three systems are not integrated - meaning that the software systems cannot share data and "talk with each other." As a practical example, this means that financial information from utility bill collections cannot be used directly in the accounting system, AGENDA ITEM C'A..D 7- f -'1X' DATE 9 In an effort to replace these systems, the City issued RFP No, 1-97/98 on October 17, 1997 to solicit proposals from responsible vendors to provide an integrated, Year 2000 compliant, hardware and software solution for Financial Management, Utility Billing and PayrolVHuman Resources systems, One-hundred ten (110) RFP notices were issued resulting in eight responses. ANALYSIS An evaluation committee was recommended by the City Manager and approved by the Mayor and City Commission to review the valid responses to the RFP. The members were: · Alexander Baum, Director, Miami Dade County School Board · Richard Bender, Executive Director to the City Manager/Labor relations, CMB · Grace Cespeded, Deputy Finance Director, Miami Dade County Finance Department · Mayra Diaz Buttacavoli, Assistant City Manager, CMB · Georgina Echert, Finance Director, Broward County Aviation Department · Jay Flynn, Acting Director, Miami Dade County Employee Relations Department · Phyllis 1. Koch, Information Technology Director, CMB · Patricia Walker, Finance Director, CMB The Evaluation Committee met on April 9, 1998 to review the RFP responses. Committee members reviewed the RFP responses to rank the respondents. While there were numerous items taken into consideration, the following items set forth in the RFP were among the criteria used by the committee: · Responsiveness to the technical requirements of this RFP, · Proposer's Qualifications, Experience and Professional Reputation. · Cost. · Project Plan. · Training Plan. · WarrantylMaintenance Plan, · Success of similar/equivalent installations and time frame to install. 10 I 1 1 j The following chart summarizes the proposals received as a result of the RFP , Vendors had the option to propose solutions for any or all of the three systems addressed by the RFP (i,e" Financial Management, Utility Billing and PayrolVHuman Resources), Filiaodai;:{;:/::;.;!:/J . 'M..;;;''';;''-';:;;'m' ...... .n.'t......~......'.,:..:.:...:, ....,...;p;~:.....;!...::::::.,;.::..:'m;,r; .., . ... .:.;.:.;'.;' :!i!~~~l.i~~~~.,II!IIIII! Bi~Tech SCT HTE Yes Yes Yes Yes Yes Yes Yes Yes $701,000 $494,000 $893,864 $212,930 $511,415 $981,974 tN<Jt,;F"!..'!i':"':..i: :piO~~tf":.:' :....$8(429(000 . Harris Custima Oracle Cyborg KPMG Yes Yes Yes The Evaluation Committee met again on June 19, 1998 and determined that the city should pursue the following strategy: 1. Reject all proposals. The committee concluded that although some vendors submitted proposals which addressed the major components of the request, none of the proposals met aU the detailed requirements set forth in the RFP, Furthermore, it determined that all proposals were too expensive. Vendors were not penalized for not proposing solutions to all three systems, 2. Implement an upgrade to the current Financial Management System. In light of the fact that the vendor who makes the current FMS package has released a substantially upgraded version, the committee determined that is in the best interest of the City to upgrade the current Financial Management System to the new package (FMS-ll), Please refer to the Request for Approval to Award a Purchase Order to Mitchell Humphrey and Company in the Amount of$104,500 for an Upgrade to the Financial Management System dated July 1, 1998 for further details on the upgrade package. 3. Evaluate and Purchase Utility Billing and Human Resources/Payroll Software from existing locaJ government contracts. A number of excellent software packages exist which will "plug-in" to the upgraded FMS package, These systems are available under existing state or local government contracts. The committee concluded that these software packages should be evaluated and tested and once the optimal systems are determined, requests to purchase these systems be brought before the Commission, The projected cost for a suitable Utility Billing System is no higher than $75,000, and for a suitable PayrolVHuman Resources 11 System is no higher than $175,000. CONCLUSION All responses to the RFP were too expensive or did not meet all of the requirements set forth in the RFP. Accordingly, it is in the best interest of the City to reject the proposals received in response to RFP No, 1-97/98 for Financial Management, Utility Billing and PayrOIlIHuman Resources Systems. PJK SR:.:PlK 12 I I I ( ( .., .' I p ~ ~', 1. .,. ." I :.. '-. C IT Y 0 F M I A M I B E A C H , CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 :\lCi,millmi-bellch.n,us f;:.)( (-l \ \3\ 1" E COMMlSSIONMEMORANDUMr;o.~ I ~.~~ TO: Ma\'or Neisen O. Kaldin and DA TE: Jul~' 1,1998 Me~berl Ofthe:;Jity Com issioD r . Sergio Rodriguez ~___ Cft~' Manager 0- Request for Approval to Aw'ard a Purchase Order to Mitchell Humphre)' & Company in the amount of S104,500 for an Upgrade to the Financial Management System. FROM: SUBJECT: ADMINISTRA TION RECOMMENDATION Authorize the award. FUNDING r- Funding is available from the Internal Services Fund for Information Technology (Budget Account 550.0630.000674). BACKGROUND The City utilizes mainframe computer software packages to process data for all city departments. These software systems - Financial Management, Utility Billing, and Human ResoW'cesIPayroll _ are critical components of the functions of city government. Of these systems, the Financial Management System is the most important as it includes Accounts Payable, Accounts Receivable, General Ledger and Purchasing. The software packages are not Year 2000 compliant and are based on outdated mainframe technology. In an effon to replace these systems, the City issued RFP No. 1-97/98 on October 17, 1997 to solicit proposals from responsible vendors to provide an integrated, Year 2000 compliant, hardware and software solution for Financial Management, Utility Billing and PayroIllHuman Resources systems. r--. AGEl\Tl)A ITEM C. ~ E- 1 ~ ''-'1, 'J . "'~';::'DATE~ . ~ . ~ . ',' .. ~ .. . ... . ~ ~.='\ 9"; "Oq ~00:t\'<6 l q,. . ; _: ';:'~ l.: ~. \ i... "'" . .. ,,-...... At the same time, the vendor of the City's existing Financial Management System, Mitchell Humphrey & Company, was in the process of developing a Year 2000 compliant upgrade to their Financial Management System software. This upgrade would incorporate the latest client/server technologies. The release date for the upgrade was not known at the time the RFP was issued, however, Mitchell Humphrey & Company released its upgrade to the Financial Management System (FMS-II) in May 1998. After evaluation by the committee, it was determined that none of the proposals that were received for the RFP met all the requirements of the RFP and that all were too expensive. See the Request for Approval to Reject the Proposals Received in Response to Request for Proposals (RFP) No. 1-97/98 for Financial Management, Utility Billing and PayrollfHuman Resources Systems dated July 1, 1998 for further details on the committee's recommendation. ANALYSIS The Evaluation Committee for RFP No. 1-97/98 met on June 19, 1998 and determined, in part, that it would be in the best interest of the City to Upgrade its current Financial Management System rather than purchase a new system. In doing so, the committee concluded that the following benefits will be realized utilizing this aproach: ,,-... a The cost for upgrading the current system is substantially less than acquiring a new system. The following price quote was received from Mitchell Humphrey and Company for the upgrade: . ,. . ,.. .' .., .".;:,:' .. .....:..'" . . '...u ....DaeriptioU.. ;::""'.,:::;' '::, .. . ., . ... .. Pri~. .... . . .... .. ". . Training in the FMS-II product. 20 days of training at $1,500 per day. S30,000 Conversion of data from the HP 3000 to Windows NT Server. $52,500 FMS-II Configuration and Account Testing. S5,000 Recommended additional software:. FMS-Onrarnp & FMS-EXEC (both with 5 concurrent S17,OOO user license). Total $104,500 b. Less training will be necessary for city employees since the system users are already familiar with the software thus resulting in lower conversion costs and greater productivity. c. The vendor is familiar with the structure of the existing data system which v.tiIl result in a smooth transition and lower implementation costs. ,-..... d. The upgraded package is a client/server based system. This open-ended technology will allow add-ons, future upgrades and integration with other systems significantly easier and less costly. I , "..... e. Implementation time is significantly reduced thus enabling the City to meet Year 2000 deadlines with enough testing lead-time to ensure performance prior to the critical date. f. FMS-lI can be used as a core system with a Utility Billing system, PayrolllHuman Resource system and other systems which may arise in the future. The database (Microsoft SQL) used by the FMS-II system, nmning on a Windows NT server, can become the standard configuration for these other systems. In addition, a number of excellent software packages exist which will "plug-in" to the upgraded Mitchell Humphrey system. These systems are available under existing state or local government contracts. Utilizing these systems will provide the City with the ability to obtain software which utilizes the latest technology in a cost effective manner. CONCLUSION Upgrading the current Financial Management System to the new version, FMS-ll from Mitchell Humphrey & Company, \\ill enable the City to attain Year 2000 compliance for this system in a cost effective and timely manner. It will also enable the city to utilize technology which will allow upgrades and enhancements quickly and efficiently in the future. Accordingly, it is in the best interest of the City to award a purchase order for $104,500 to Mitchell Humphrey and r-. Company to upgrade the city's current software. PJK SR:~:PJK r-. : it ..:,'; ''''.~ ,-.... City of Miami Beach. CITY CLERK'S OFFICE July 1, 1998 \ CONSENT AGE:NDA \ C2 - Competith'e Bid Reports C2E Commission Memorandum No. 418-98 Request for Authorization to Award a Purchase Order to Mitchell Humphrey & Company in the Amount of $104,500 for an Upgrade to the Financial Management System. Funding: Internal Services Fund for Information Technology. Administration Recommendation: Approve the award. (Finance Department) . ACTION: Award approved. Judy Ford to issue Purchase Order. Phyllis Koch to handle. July 1, 1998 \ CONSENT AGENDA \ C2 - Competitive Bid Reports C2 (\ "....... Printed: 3/25/99 Time: 12:55: 17 PM Source Database: F:\CLER\COMMON\FOLIO\CLERK63.NFO j.,...l..... .' ,C': T Y 0 F M I A M I B E A C H CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH. FLORIDA 33139 , "D:\\cI.miami-Oeach.f1.us ExH(f5r, F j COMMISSION MEMORANDUM NO. 12 ~-Cf1 TO: Mayor Neisen O. Kasdin and Members of the City C mission DATE: February 17. 1999 FROM: Sergio Rodriguez City Manager SUBJECT: Request for A proval to Award a Purchase Order to Mitchell Humphre)' & Company in the Amount of $72,000 for a Fixed Assets Module and a Project Accounting Module, as a Continuation of the Upgrade of the Financial Management System as Initiated by Commission Memorandum No. 418-98 Dated July 1, 1998. ADMINTSTRA nON RECOMMENDA nON Authorize the award. FUNDING -'- Funding is available from the Internal Services Fund for Infonnation Technology (Budget Account 550.0630.000674). BACKGROUND On July 1, 1998, the Conunission authorized the award of a Purchase Order to Mitchell Hwnphrey & Company in the amount of $104,500 for an upgrade to the Financial Management System. This upgrade allows the City to achieve Year 2000 compliance, and to move to an up-to-date Client/Server platfonn, in a cost effective and timely manner. This system includes Accounts Payable, Accounts Receivable, General Ledger and Purchasing components. FUNDI NG APPROVED AGENDA ITEM C2..A ., ,-., I :~",""",_{"-,_a C, ",,'DATE,A.l.) I - ( I ~; - ..-' ~ C ~ '_ ':' : ; :- ~.; / l ~,q~_Q( \q.. ~':"i\._....._-, ANAL YSIS The Finance Depanment has determined that it is in the best interest of the City to continue the upgrade of the Financial Management System by enhancing its functionality \\~th the addition of the Fixed Assets module and the Project Accounting module. The cost of these additional components and the associated trainimz and installation assistance is detailed in the following table. Description Cost (as stated in Cost (including Fixed Difference Commission Memo Assets and Project . . Accounting modules) 418-98) ., ;~raininglAssistance in the 30,000 51 ,600 21,600 FMS-U product. (20 days of training at (32 days at 1500) 1,500 per day) (2 days at 1800) 'Convenion of data from 52,500 52,500 0 "the HP 3000 to Windows i. NT Server. FMS-n ConfigUration 5,000 5,000 0 ~~..,.'''-''''.'-'''-': '., :~dAccoUDt Testing: ' '.... >" .. .....". '. . . 17,000 15,900 -1 , 1 00 ~~eco~ended a~d~tional .softWare. FMS-Onramp :~ . . .~, FMS-EXEC (both with :,5 concwrent user licenses) ~^dditional Functionality. N/A - 51,500 51 ,500 Software/Service: Fixed Assets Project Accounting Total 104,500 176,500 72.000 CONCLUSION The addition of the Fixed Assets module and the Project Accounting module will increase the functionality and efficiency of the City's Financial Management System. Accordingly, it is in the best interest of the City to award a Purchase Order to Mitchell Humphrey & Company in the amount of $72,000 for a Fixed Assets module and a Project Accounting module, as a continuation of the upgrade of the Financial Management System as initiated by Commission Memorandum No. 418-98 dated July I, 1998. ~N;}J3:ItJ, SOnwARE 1099 Tape Fonn REDM-Updates CHECK CPR table in FMS-AP \\-iIen checks clear the bank thrOugh an external system RMIT-Program which updates the payment name and address when loading existing invoices in FMS n AP Fixed Assets (5) FALD-Program which loads assets from an extental system into FMS-FA Project AccoWlting (5) FMS-EXEC (5) Price Adjustment FMS-ONRAMP (5) Price Adjustment Total Additional Software Mitchell Humphrey & Co. FMS n Investment Summary Marcb 17.1999 ORIGINAL ESTIMATE SOnwARE FMS n Configuration and AccOWlt Testing FMS-EXEC (5) FMS-ONRAMP (5) Total Software CONSULTING E"'tract and Convert History TRAINING Davs General Ledger 3 Accounts Payable 3 Accounts Receivable 3 ~asing 4 Auto Transactions 2 Reporting Tools 3 Operations l Total Training ~ TOTAL ORIGINAL ESTIMATE ADDITIONAL ESTIMATE I!l!!! s 5.000 7.250 9.750 $ 22.000 $ 52.500 Rate I.2!!! S 1.500 S 4,500 1.500 4.500 1,500 4,500 1.500 6.000 1,500 3.000 1.500 4.500 1.500 3,000 , c.~~ S 30.000 S~ 1/~3 s 104.500 Total S 1.500 3,000 3.000 12.000 3,000 29,000 (950) (I SO) S 50.400' DB"s B!!L I!!!!! TRAINING General Ledger and Project Ledger Kickoff 2 $ 1.800 S 3.600 Accounts Payable Kickoff I 1.50n 1,500 Purchasing Kickoff I I .5()(J 1.500 Fixed Assets 2 UOO 3, (lOll FMS-EXEC I 1.5110 1.5011 FMS-ONRAMP 1 1.500 1.500 Total Additional Training a $ 12.600 ASSISTANCE Accounts Payable Check Run 3 S 1.500 S 4..500 Purchasing Print Program J 1.500 4.500 Total Additional Assistance ~ $ 9.000 ~ Total Additional Training & Assistance II S 11.600 " ~ TOTAL ADDmONAL ESTIMATE II S 72.000 -~ TOTAL ESTlMA TE ~ S 176.500 NOTES: Mitchell Humphrey & Co. FMS n Investment Summary March 17. 1999 · Installation support services are available at the prevailing standard daily rate at the time these services are provided. · The extent to which installation support seJVices are required varies from organization to organization and is dependent on such factors as: Customer staff resources, time deadlines. extent of customization. etc. · Additional services. such as on-site project management, custom policy and procedures manual preparation. applications/operations audit. etc., are also available at our prevailing standard daily rate. · The City of Miami Beach will be responsible for all reasonable travel-related expenses incurred for installation support services. · One full set of documentation is provided. · The annual maintenance fee is 18 percent of the current list price of the software under license City of Miami Beach - CITY CLERK'S OFFICE February 17, 1999 \ CONSENT AGENDA February 17, 1999 \ CONSENT AGENDA C2 - Competitive Bid Reports February 17, 1999 \ CONSENT AGENDA \ C2 - Competitive Bid Reports February 17, 1999 \ CONSENT AGENDA \ C2 - Competitive Bid Reports C2A Commission Memorandum No. 123-99 Request for Approval to A ward a Purchase Order to Mitchell Humphrey & Company in the Amount of $72,000 for a Fixed Assets Module and a Project Accounting Module, as a Continuation of the Upgrade of the Financial Management System as Initiated by Commission Memorandum No. 418-98, Dated July 1, 1998. Funding: Internal Services Fund for Information Technology. Administration Recommendation: Approve the award. (Information Technology) ACTION: Award authorized. Michael Rath to issue Purchase Order. R. Parcher to handle. Printed: 3/25/99 Time: 12:54:35 PM Source Database: F:\CLER\COMMON\FOLIO\CLERK63.NFO E:.x.H \ lf3l " G- ~ITY OF MIAMI BEACH ITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 tp:\\CI,mi.mi-bHCh ,",us COMMISSION MEMORANDUM NO. I 0 - '1.:L TO: Mayor Neisen O. Kasdin and Memben of the City Commission DA TE: January 6, 1999 SUBJECT: A Resolution of the Mayo and City Commission of the City of Miami Beach, Florida, Authorizing the Administration to Waive, by 5nths Vote, the Formal Bid Process and Negotiate a Contract with Aquilium Software Corporation in the Negotiated Amount of $151,450 for a Utility Billing System, Pursuant to an Agreement among the Finance, and Information Technology Departments, following a thorough Investigation of the Available Applicable Software, that this System Provides the Optimal Solution for Year 2000 Compliant Utility Billing Computerized Processing. FROM: Sergio Rodriguez City Manager ... ADMINISTRATION RECOMMENDATION Adopt the Resolution. FU~DING Funding is available from the Information Technology Internal Services Fund (550.0630,000674). pACKGROUND Since 1986, The Utility Billing Division of the Finance Department has used a computer system called the Utility Billing System (UTS) to process the City's utility (water, sewer, waste, storm water) billing and work orders for maintenance of the utility infrastructure. It is an essential system necessary to the daily functions of the City. Although this system was developed by a consultant hired by the City, it has been heavily modified by.the Information Technology Department (IT) in order to accommodate the City's special needs, These changes have been so prevalent that the system currently bears no resemblance to the original system, and has not been supported by the consultant for at least ten years, More importantly, the system is not Year 2000 (Y2K) compliant. This is true of all of the City's major computer systems. In mid 1997 it was decided that the only viable solution to the Y2K problem was to replace all of the legacy systems. In September, 1997 IT, in cooperation with all affected departments, wrote an RFP seeking a replacement for the following systems: Financial Management System (FMS), PayrolllPersonnel System (PPS), and Utility Billing System (UTB). The RFP was issued in October, 1997 ~ith a December, 1997 deadline for the responses to the RFP, [t was specified that a vendor could propose an integrated solution (covering all systems) or a single system solution. FU ' APPROVED AGENDA 11'EM~ DATE 1-l,,-otL Four vendors proposed integrated systems; they were; HTE Systems. BITECH Systems, SCI Systems. and KPMG, our external auditors, who would acquire software from Software For Government (SFG). Two other vendors made partial proposals: Oracle-Harris proposed a solution for Financial Management and PayrolllHuman Resources and Harris that proposed a solution for Utility Billing only. Mitchell Humphrey (MH), our cwrent FMS vendor, did not submit a proposal because the procurement Deparunent had ruled that there was no need for MH to make a proposal since they were proposing an upgrade of their software and not a new system. Cyborg Systems. Inc. submitted a proposal but it was ruled non-responsive because they failed to include their pricing. An Evaluation Committee was appointed by the City Manager and approved by the City Commission. The members of the committee were given copies of the responses for perusal. The Committee first met in April, 1998 and agreed that the following vendors would be given further consideration: HTE. BlTECH. and SCI. The other three proposals were deemed too expensive. , The Evaluation Committee met for a second time in May, 1998 and recommended: the RFP be rejected upgrading our current Financial Management System because of its features, functionality and excellent price fInding State of Florida governmental agencies with contracts for PayrolllHuman Resources and Utility Billing on which the City of Miami Beach could "piggy-back". The City began negotiations with Mitchell Humphrey for the upgrading of the Financial Management System, The upgrade involved the conversion of historical data and training on the new appearance and functionality of the system. Mitchell Humphrey and the City came to an agreement in July, 1998. The City Commission approved the upgrading of the current Financial Management System and the rejection of all RFP proposals, Commission Memorandum no. 418-98, IT contacted Utility Billing software vendors with State of Florida govenunental agency contracts. The following vendors demonstrated their Utility Billing software: Dynasty, Census, IITE, and Aquilium. By August 31, 1998 an informal conunittee, consisting of managers and staff of the IT, Finance and Public Works departments, had decided to eliminate HTE because of its high price (over $270,000), Dynasty was rejected because.it was not liked by the City's Utility Billing users, and Census was rejected because it was not yet fully operational anywhere in the State of Florida. Aquilium was overwhelmingly chosen because it was the best, the most user friendly, and the cheapest of all demonstrated systems. A copy of the contract between Aquilium and the City of New Smyrna Beach was sent to Procurement for approval for "piggy-backing". It was ruled that the City could not "piggy-back" because the New Smyrna Beach contract was not awarded through the bid process. The City hired a new Assistant Finance Director in mid July, 1998 and at a meeting between IT, Finance. and Procurement it was decided that we might consider an integrated solution for the replacement of our legacy systems, This meant that HTE might be considered again for the complete solution (Financial Management, Payroll/Human Resources, Utility Billing) in addition to the Land Management System. The Assistant Finance Director (AFD) would review the HTE financial system and compare it to the Mitchell Humphrey's. The AFD attended a Mitchell Humphrey users group in September to see its upgraded system, On October 22, 1998 City staff who had been members of the committee met again and recommended the following: . purchasing Utility Billing software from Aquilium pending a site visit to New Smyrna Beach, FI . purchasing the Financial Management upgrade from Mitchell Humphrey purchasing PPS software from Cyborg pending a site visit to the' City of Melbourne, Fl. On November 6, 1998 a second in-house demonstration by Aquilium replaced a site visit. Managers and staff ofIT, Utility Billing and Public Works attended this demonstration. There was a unanimous opinion among the City staff that the Aquilium software will provide a Y2K compliant Utility Billing system which meets the City's requirements. It was agreed by City staff that the Aquilium software presents the optimal solution considering functionality and price, among all of the systems considered, Aquilium has two contracts with State of Florida governmental agencies: the cities of New Smyrna Beach and Bonita Springs. These contracts were issued via the RFP process. Because each government body is unique in tenns of the number of employees, the number of users, the hardware platfonn, the amount of training required, etc., it has been impossible to find a contract identical to the one that will meet the City's requirements, CONCLUSIQ~ The Administration feels that the RFP process is the proper method to use, however, because of the year 2000 time constraints, it is felt that the RFP process, even an expedited RFP process, will not allow sufficient time to implement the Utility Billing Systemt. Therefore, the Administration recommends the City Commission waive the fonnal bid process and authorize the Administration to issue a contract to Aquilium Corporation for a Utility Billing System. U SR:MDB:RP RESOLUTION NO, 99-23013 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING A WAIVER, BY S/7THS VOTE, OF THE COMPETITIVE BIDDING PROCESS AND APPROVING A CONTRACT WITH AQUlLlUM SOFTWARE CORPORA nON, IN THE AMOUNT OF 5151,450, FOR A UTILITY BILLING SYSTEM, UPON RECOMMENDA nON OF THE ADMINISTRATION, FOLLOWING A THOROUGH INVESTIGATION OF THE AVAILABLE APPLICABLE SOFrW ARE, THAT TInS SYSTEM PROVIDES THE OPTIMAL SOLUTION FOR YEAR 2000 COMPLIANT UTILITY BILLING COMPUTERIZED PROCESSING. WHEREAS, the City issued Request for Proposal No. 1-97/98 on October 17, 1997 to solicit . proposals from responsible vendors to provide an integrated, Year 2000 compliant, hardware and software solution for financial management, utility billing and payrolllHwnan Resources systems; and WHEREAS, one-hundred ten (110) RFP notices were issued resulting in eight responses; and WHEREAS, an Evaluation Committee, appointed by the City Manager and approved by the Mayor and City Commission met in April, 1998, and in May, 1998, and recommended that all proposals be rejected; recommending instead on upgrading the City's current financial management software because of its excellent price, and trying to find State of Florida govermnental agencies with contracts for payrolllHuman Resources and utility billing on which to "piggy-back"; and WHEREAS, because each government body is unique in tenns of the number of employees, the number of users, the hardware platform, the amount of training required, etc., it has been impossible to find a contract on which to "piggy-back"; and WHEREAS, the following vendors demonstrated their utility billing software to the City: Dynasty; Census; HTE; and Aquilium and, by August 31, 1998, an informal committee, made up of managers and staff of the Information Technology, Finance and Public Works Departments, overwhelmingly chose Aquilium because it was the optimal solution; and WHEREAS, as a formal bid or RFP process is no longer possible due to Year 2000 time constraints, the Administration would recommend that the Mayor and City Commission accept its recommendation herein, and authorize, by Snths vote, a waive of the competitive bidding process, finding such waiver to be in the best interest of the City, NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI. BEACH, FLORIDAt that the Mayor and City Commission hereby authorize a waiver, by 5nths vote, the competitive bidding process and approve a contract with Aquilium Software Corporation, in the amount of $151,450, for a utility billing system, upon recommendation of the Administration, following a thorough investigation of the available applicable software, that this system provides the optimal solution for Year 2000 compliant utility billing computerized processing. PASSED and ADOPTED this 6th day of January, 1999, rJjfJ1 MAYOR ~d flUtLM CITY CLERK APPROVED AS TO FORM & lANGUAGE 8. FOR EXECUTION ~ J~b;;1ji EXHIBIT H RFP No. 1-97/98 - EV ALVA TION COMMITTEE MEETING MINUTES, October 23, 1998,1:30 P.M., NOTES TAKEN BY: JUDY FORD, PROCUREMENT DIRECTOR Graciela Cespedes and Alexander Baum not present. Bob Parcher selected as Chairman of Committee Presentation by Eloy Bauleth, CMB Information Technology Department UTB and Human Resources Payroll Software Discussion: Aquilium preferred by UTB; New Smyrna Beach contract - spoke to Finance; interface with Financial system - Windows NT SQL Server; security - password sign-in and read only files; audit trail _ discussion regarding controls and changes to data which needs to be clarified how these are recorded (have Jim Sutter involved); no work order module; $138,000 with a one year warranty ($40,000 for software) and $6,500 annual maintenance with $18,150 for training and balance for implementation; additional references need to be checked; Public Works to look at system; Patricia Walker to look at system. UNANIMOUS AGREEMENT TO AWARD PENDING POSITIVE RESPONSES. PeopleS oft - Too costly (approximately $1,200.000.00); would require one fulltime consultant on-site. Cyborg Systems, Inc. - Preferred over HTE, Inc. as there is no comparison. HTE, Inc. Would need to be modified to accomodate the City's calculations of pension and benefits; check that software meets needs of Pension, especially Police & Fire; time and attendance included; $319,000.00 with an additional $40-$60,000 to add all pension payrolls; Jay Flynn suggested that "fit analysis" isn't always accurate; cold wind up with a product that is not useable; what is the capacity of the software?; customers are the Miami Herald, City of Sarasota, Broward County; budgetary constraints don't allow for hiring of consultant in advance to provide "needs analysis"; modules: benefit admin, time & attendance, postion control, payroll; need to visit sites to get more information; $350,000.00 budgeted for project. Bob Parcher: Not ready to vote until users visit a site and determine that system will accomplish what is needed; wants Committee to meet once more. Get Cyborg Systems, Inc. to complete questionnaire from the original RFP No. 1-97/98, Confirm time line and estimated project cost. COMMITTEE VOTED TO A WARD PENDING POSITIVE RESULTS OF FURTHER STUDY. FOUR VOTES YES AND TWO VOTES NO WITH MA YRA DIAZ- BUTTACAVOLI NOT PRESENT FOR VOTE. Further discussion and Committee decided to meet to discuss final decision. f:\CMGRISALLIICYBOllG.MEM EXHfBfr=c: " T Y 0 F M I A M I B E A C H 'f HAll. 1700 CONVENTION CENTER DRIVE MIAMI BEACH. FLORIDA 33139 . ;\\ci,miami-belch.n,us COMMISSION ME;\otORANDUM ~O. --L1..:..9!i. TO: Mayor ;-.Ieisen O. Kasdin and Members of the City Commission DATE: J:muary 6.1999 FROM: Sergio Rodriguez City Manager .. SUBJECT: A Resolution of the Mayo and City Commission of the City of Miami Beach, Florida, Authorizing the Administration to Waive, by Sliths Vote. the Formal Bid Process and Issue a Contract to Cyborg Systems, Inc. in the Negotiated Amount of5332,414 for a PayrolJ/Human Resources System, Pursuant to an Agreement among the Finance, Human Resources and Information Technology Departments, following a thorough Investigation of the Available Applicable Software, that this System Provides the Optimal Solution for Year 2000 Compliant PayrolJ/Human Resources Computerized Processing. ADMIl'i'lSTR>\ TION RECOMMENDATION Adopt the Resolution. FUNDING Funding is available from the Information Technology Internal Services Fund (550.0630.000674). BACKGROUND Since 1986, the Hwnan Resources Depanment and the Payroll Division of the Finance Department have used a computer system called the Payroll/PersoIUlel System (PPS) to process the City's payroll and to track employee related data. Although this system was bought from an outside vendor, it has been heavily modified by the Inf9nnation Technology Depanment (IT) in order to accommodate the City's special needs. These changes have been so prevalent that the system currently bears no resemblance to the original system, and has not been supported by the vendor for at least ten years. More importantly, the system is not Year 2000 (Y2K) compliant. In mid 1997 it was decided that the only viable solution to the Y1K problem was to replace all of the legacy systems. In September, 1997 IT, in cooperation 'With all affected departmentS, wrote an RFP seeking a replacement for the following systems: Financial ~Ianagement System (F:YIS), Payroll/PersoIUlel System (PPS), and Utility Billing System (UTB). The RFP was issued in October, 1997 with a December, 1997 deadline for the responses to the RFP. It was specified that a vendor could propose an integrated solution (covering all systems) or a single system solution. FUr'IOINS, APPROVED /!\L' LL: ~Jla::a~er en! and 3~~~et AGENDA ITEM ~ (-- Lg Ci o-~ \Yl.-- DATE 1- ~-99 . . Four vendors proposed integrated systems; they were: HTE Systems, BITECH Systems. SCI Systems. and KPMG, our external auditors, who would acquire software from Software For Government (SFG). Two other vendors made partial proposals: Oracle-Harris proposed a solution for Financial Management and PavrolliHuman Resources and Harris proposed a solution for Utility Billing only. Mitchell Humphrey (MH), our current FMS vendor, did not submit a proposal because the Procurement Department had ruled that there was no need for Mitchell Humphrey to make a proposal since they were proposing an upgrade of their software and not a new system. Cyborg Systems. Inc. submitt~d a proposal but it was rukd non-responsive because they failed to include their pricing, An Evaluation Committee was appointed by the City Manager and approved by the City Commission. The members of the committee were given copies of the responses for perusal. The Committee first met in April, 1998 and agreed that the following vendors would be given further consideration: HTE. BITECH. and SCI. All three vendors proposed an integrated solution, i.e., a solution comprised of Financial Management, PayrolllHuman Resources, and Utility Billing combined. The other three proposals were deemed too expensive. The Evaluation Committee met for a second time in May, 1998 and recommended: the RFP be rejected · upgrading the Financial Management System to the Mitchell Humphrey software because of its features, ftmctionality and excellent price · finding a State of Florida governmental agencies with contracts for PayrollfHuman Resources and Utility Billing on which the City of~'fiami Beach could "piggy-back". The City began negotiations Vlith Mitchell Humphrey for the upgrading of the Financial :Vlanagement System. The upgrade involved the conversion of historical data and training on the new appearance and functionality of the system. Mitchell Humphrey and the City came to an agreement in July, 1998. The City Commission approved the upgrading of the current Financial Management System and the rejection of all RFP proposals, Commission Memorandum no. 418-98. IT contacted Payroll/Human Resources software vendors with State of Florida governmental agency contracts. The following vendors demonstrated their PayrolVHwnan Resources software: KPMG (demonstrating SFG software), People Soft, HTE, and Cyborg. By August 31, 1998 an informal committee, consisting of managers and staff of the IT, Finance and Human Resources Departments, had decided to eliminate - KPMG and People Soft because of their high price (between 5800,000 and $1,000,000) and HTE because it required too much customization to meet the City's needs. Cyborg was chosen because it was almost as complete as People Soft Gudged the best software) but at a third of the price. A copy of the contract between Cyborg and Broward County was sent to the Procurement Department to determine whether the City might "piggy-back" on the contract. It was ruled that the City could not "piggy-back" because the Broward County contract specified a different hardware platform from the one proposed to the City. The City hired a new Assistant Finance Director in mid July. 1998 and at a meeting between IT, Finance, and Procurement it was decided that we might consider an integrated solution for the replacement of our legacy systems. This meant that HTE might be considered again for the complete solution (Financial Management, PayrolllHuman Resources, Utility Billing) in addition to the Land Management System. The Assistant Finance Director (APD) would review the HTE financial system and compare it to the Mitchell Humphrey's. The AFD attended a Mitchell Humphrey users group in September to see its upgraded system. . . On October 22, 1998 City staff who had been members of the committee met again and recommended the following: · purchasing PayrolVHuman Resources software from Cyborg pending a site visit to the City of Melbourne, Fl. purchasing the Financial Management upgrade from Mitchell Hrimphrey purchasing Utility Billing software from Aquiliurn pending a site visit to New Smyrna Beach, FI. On November 13. 1998. two members of the Finance Department. one member of the Human Resources Department. one member of the Risk Management Department, one member of the Office of Management and Budget. and two members of the IT Depanment made a site visit to Melbourne, Fl. There was a unanimous opinion among the City staff that the Cyborg software met the City's requirements. In addition to doing the City's PayrolVHuman Resources functions that affect the payroll. the Cyborg software will be used to process the payrolls for the City's four Pension Funds (General. Unclassified, Fire and Police. and Supplemental Fire and Police) which currently are not Y2K compliant. It was agreed by City staff that the ~yborg software presents the optimal solution considering functionality and price, among all of the systems considered. Cyborg has three contracts with State of Florida governmental agencies: Broward County, and the cities of Melbourne and Sarasota. These contracts were issued via the RFP process. Because each government body is unique in terms of the number of employees, the number of users, the hardware platform, the amount of training required, etc" it has been impossible to find a contract identical to the one that will meet the City's requirements. CONCLUSION The Administration feels that the RFI- process is the proper method to use, however, because of the year 2000 time constraints, it is felt that the RFP process, even an expedited RFP process, will not allow sufficient time to implement the Payrol1/Human Resources System and the four pensions Payroll p~ocessing. Therefore, the Administration recommends the City Commission waive the formal bid process and authorize the Administration to issue a contract to Cyborg Systems, Inc. for a Payroll/Hwnan Resources Svstem. . . \.\~~ ~ SR:MDB:RP RESOLUTION NO. 99-23014 A RESOLUTION OF THE MAYOR AJ'ID CITY COMMISSION OF THE CITY OF MI.~\1I BEACH, FLORIDA, AUTHORIZING A W AI~R, BY 517THS VOTE, OF THE COMPETITIVE BIDDI~G PROCESS AND APPROVING A CONTR.\CT WITH CYBORG SYSTEMS, INC. IN THE A.l\10UNT OF S332,4U, FOR A P A YROLL/HlTh-l.\N RESOURCES SYSTEM, UPON RECOMMENDATION OF THE ADMINISTRATION, FOLLO\"lNG A THOROUGH I~"VESTIGATION OF THE A V AILABLE APPLICABLE SOFTWARE, THAT THIS SYSTEM PROVIDES THE OPTIMAL SOLUTION FOR YEAR 2000 COMPLI~~T P A YROLLIHUMA.l\!' RESOURCES COMPUTERIZED PROCESSING. WHEREAS, the City issued Request for Proposal No. 1-97/98 on October 17, 1997 to solicit , proposals from responsible vendors to provide an integrated, Year 2000 compliant, hardware and software solution for financial management, utility billing and payrolL'Human Resources systems; and and \VHEREAS, one-hundred ten (110) RFP notices were issued resulting in eight responses; WHEREAS, an Evaluation Committee, appointed by the City Manager and approved by the Mayor and City Commission met in April, 1998, and in May, 1998, and recommended that all proposals be rejected; recommending instead on upgrading the City's current financial management software because of its excellent price, and trying to find State of Florida governmental agencies with contracts for payrolllHuman Resources and utility billing on which to "piggy-back"; and WHEREAS, because each government body is unique in tenns of the number of employees, the nwnber of users, the hardware platfonn, the amount of training required, etc., it has been impossible to find a contract on which to "piggy-back"; and WHEREAS, the follo\'ving vendors demonstrated their payrolL'Human Resources software: KPMG (using SFG software); People Soft; HIE; and Cyborg and, by August 31, 1998, an infonnal committee, made up of managers and staff of the Infonnation Technology, Finance and Human Resources Departments, overv.'helmingly chose Cyborg because it was the optimal solution; and WHEREAS, as a fonnal bid or RFP process is no longer possible due to Year 2000 time constraint, the Administration would recommend that the Mayor and City Commission accept its recommendation herein, and authorize, by Sl7ths vote, a waiver of the competitive bidding process, finding such waiver to'be in the best interest of the City. ., t1 1. . ..., ~ .'" .,; I _' '.;_; . t _ _ _. _ IQQC001?- NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby authorize a waiver, by Sl7ths vote, of the competitive bidding process and approve a contract with Cyborg Systems, Inc. in the amount of $3~2,414, for a payroll/Hwnan Resources system, upon recommendation of the Administration, following a thorough investigation of the available applicable software, that this system provides the optimal solution for year 2000 compliant payroll/human resources computerized processing. PASSED and ADOPTED this 6th day ofJanuary, 1999. ~. it; ill MAYOR CITY CLERK APPROVED AS TO FORM & lANGUAGE & FOR EXECUTION ~~~~ =- ~.~~~~~~~ ..:..:,..:.~~ ::' ~~';2I~ , ?f:Jr.J~i~~~~"~ 3"j T-~.9. F I\lII AMI EtEA C H D<HrBII"3 ;df~~.,tLus . N CENTER DRIVE,MIAMI BEACH, FLORID.\33138 .ur -____- COMMISSION MEMORANDUM NO. 53.=3 - CjJ TO: Ma)'or Neisen O. Kasdin and Members of the City Coinmission DATE: July 21,1999 FROM: Sergio Rodriguez City Manager SUBJECT: Request for Approval to Award a Purchase Order to Information Discovery Systems (IDS) in the amount of 575,800 for Phase IT Implementation and Migration of the Land Management System (LMS) and Award a Purchase Order to Cybor& Systems, Inc., in the amount of 5177,827 for Phase IT Implementation and ~oration of the Pa)ToIIlHuman Resources S~'stem. ADMINISTRA TION RECOMMEI\'t)A nON Authorize the awards. \........i.;;.:,;~tNG: . - . . .- ...".... ... ,-~"... :.,- - . . . ...0,.".. Funding is available from the Internal Servic...--s Fund for Information Technology (Budget Account 550.0630.000674). BACKGROl.J~'t) On December 16, 1998, the Commission authorized the award of a Purchase Order to Sierra Computer Systems and Information Discovery Systems (IDS) in the amount of $179,777 for the upgrade to and migration of data from the current Land :Management System (LMS). On January 6, 1999, the Commission authorized the award of a contract to Cyborg Computer Systems for $332,414 for the purchase of a Pa)TOll/Human Resources computerized system. These two awards were made to ensure Year 2000 (Y2K) compliance for these critical computer systems. AGEJI.'"DA ITEM C- z b DATE 7 -2i-Cj'1 ) Cf1 0(:)3B / .: ";.'.;...,, . , .:, _ . .. .:.,. -~~~sion Mem.orandum ,~.... ~:-"'.. J~ 21,1999 . , Page Two ~:.:;..'I ANALYSIS The upgrade of the LMS system and movement of permitting data and computerized procedures for the Building Department was done as Phase I of the Y2K compliancy project for the whole Land Management System (LMS). In order to meet the July 1. 1999 deadline imposed by the need to issue pemrlts 'with an expiration date of six months in the future, migration and implementation of the permitting functions was moved up to June 1, 1999. This was done to allow for any unforeseen problems that might occur during the changes. Completion of Phase I has been achieved and the upgraded LMS system functions of Permitting, Inspection and most of Special Masters have been operational since June 1, 1999. Phase n of the Y2K compliancy for the LMS system is to convert and implement Licensing, Violations, and Certificate of Use as well as to complete the Special Masters functions. The Phase I consultants, IDS, were contracted to provide the implementation of migration of pennitting functions, and did an outstandingjob of creating functional screens to accommodate the , permitting needs of the City. Based on their excellent perfonnance on Phase 1, it is recommended . . that ,they provide the migration and implementation of.the rern~in;ng,LMSfunctio,ns: LiceD,Ses; :',:,certffieate ofUse;Violati6ns and Special MaSters.:"-' ,. .", ;. ; ......,;- .:' .... ,'. .. IDS bas given an estimate of $69,800 plus additions of$10,OOO for travel and $7,000 for unforeseen OVemInS, minus $11,000 in Phase I savings for a total package of$75,800 to achieve one hundred percent (100%) Y2K compliancy for the LMS functions distributed as follows: Nightly Update Program for Inspection Results Special Master :Migration Sidewalk Cafe Roll-Over Program Elevator Roll-Over Program PM Violation Migration Business Licenses and Certificate of Use :Migration S lJB TOT AL Travel Expenses Miscellaneous (Unforeseen Overruns) S'L13TOTAL :Minus Phase I Savings. TOTAL $ 1,000 $ 9,400 $ 1.,500 $ 1,200 $19,100 $37,600 $69,800 $10,000 $ 7,000 $86,800 $11,000 $75,800 *Note: Phase I Savings - The original contract awarded to Sierra Computer Systems and Information Discover)' Systems (IDS) in the amount of $179,777 has provisions for some consulting and customization. Approximately $11,000 has not )'et been spent and ca.u be used to reduce the cost of Phase II implementation to $75,800. .. .. 12 '.'1. -;........ .~... ~ .'>$~ . '''E-:, ;,.~":~ : )'I('t~ '. .--""i5i =.~ ...6......... ,-J~ ~~- ~~~.:: p'.:"~ .. a :.:.:.~ ,- i ~ '- ::. ,., - ;) -... -' ...... , .. .... - ~.:.< " . . , -.J ~ ... :~ ..,.' Commission Memoran.dum .Jriy 21, 1999 P~ge Three ANALYSIS (continued) it~~?E" ',' . .... 2&~ . . ,,". ~ ~~~! The new Pa~TolLlHuman Resources system was purchased from Cyborg Systems for the follo~ing reasons: 1. Cyborg Systems most closely fit the City's needs and guaranteed a working Y2K compliant Payrol.liHuman Resources system by the Year 2000. 2. There were not enough respondents to our Request for Proposals (RFP) in our price range, (although there were two respondents at the $1,000,000 range plus additional cost for customization to fit City-specific functions). 3. There "'\'as not enough time to issue another RFP. Phase I oi the migration and implementation of the Pa)Tol.lJHuman Sources has begun and is expected to be completed mid-July. During Phase I, it became apparent that the basic system that had been purchased from Cyborg Systems would not allow the City to mirror the functionality of the .i.. .p~tsystem. F~ercustomization~fthe,uniquef~s.ofthe City system is ~quiredin,ord~., .. .I:.~ ..fotacomplete andseamJessmtegration to occur. CybOrg S);stems is the only possIble choice In thiS .' caSe in order for all applicable ramifications of the proposed changes to be considered and iniplememed properly. The estimate provided by Cyborg Systems for all necessary changes to complete Phase n is $197,827 plus $10,000 in travel e:l\..l'enses and $20,000 in unforeseen ovemms, minus $50,000 in Phase I savings, ror a total of$177,827 for the complete package. The distribution of these costs is shown below: Vacation and Sick Accruals Prorated Donated Sick Time Salary Range/Steps, Change Salary by Step Print Floater, Over Accumulated, Must Use, Vacation, and Sick on Check Enter Holiday Transactions on City Holida)'s Automatic Longe\ity Changes Transaction Adjusnnents on Check Floating Holiday Accrual and Expiration Alternate Holiday Earning, Usage, and Forfeit Over Accumulated Must Use vdth Year-End Forfeit End of Year Forfeiture Repon for Vacation Must-Use, Floater, Alternate, and Over Accumulated ~ 13 $ 17,72.5 $ 7,100 $ 22,663 $ 4,600 $18,063 $ 7,100 $ 14,200 $ 3,313 $ 9,875 $ 9,875 $ 3,313 ,- "'Note: Phase I Savings - The original Cyborg Systems contract that was awarded in the amount of $332,414 had provisions for some consultation and customization. Approximately $50,000 of the customization budget has not yet been spent and can be utilized to reduce the cost of completing Phase IT to $177,827. _ "-'!~~'.7~~~~':,,~~ . :'::'-~{:~,'~'.:, -: -..'~'.' :- .: :-:--. :.:~;f"/- .. ~ .I"'~~:.'-;:."'..' , '~:fC6:DunissioD Memorandum .. , .~j~ 21, 1999 ; P;ge'Four ANALYSIS (continued) Payrolllnterface to Include: Direct Deposit for Active Pa~Toll, Police & Fire, and General & Unclassified Pensions; PEBSCO: 401A, 457, and Part Time Pension (pESPBT); lCMA: 401A, and 457; General Ledger for the Financial System Laser Check Printing Interface SUBTOTAL Travel Expenses Miscellaneous (Unforeseen Overruns) SUBTOTAL Minus Phase I Savings'" TOTAL :...~:;; : ~,' . . ; . ";..". ,-. . . CONCLUSION ~': -::;.; . ..! . i J $ &l,(XX) $ 2O,(XX) $197,827 $ lQaD $ 2:lJXO mJ,827 $SO,<XX> . $177$Z7 G "" ~,-.~ -~ :; The awarding of amendments to the original contracts for the IDS and Cyborg Systems vendors for the completion of Phase IT for the migration and implementation of the Land Management System and PayroJ.ltHuman Resources System respectively, will bring the City in line ~ith Y2K compliancy for these crucial City systems. At the same time, it will free up City staff to pro\ide assistance to all of the City's users who are facing new and more complicated computer applications. r MKR ~^'-- SR:RP:MR.:MKR Vir v~~ .. 14 ~ ~.. . ....~ ... EXHIBIT K CYBORG SYSTEMS, INC. MODIFICATIONS - ORIGINAL TWEL VE TASKS TASK 1 V AC & SIC ACCRUALS PRORATED. TASK 2 DONATED SICK TIME. TASK 3 SALARY RANGE/STEPS, CHANGE SALARY BY STEP. TASK 4 PRINT FLOATER, OVER ACCUMULATED, MUST USE, VACATION & SICK ON CHECK. TASK 5 ENTER HOLIDAY TRANSACTION ON CITY HOLIDAYS. TASK 6 AUTOMATIC LONGEVITY CHANGES. TASK 7 TRANSACTION ADJUSTMENTS ON CHECK. TASK 8 FLOATING HOLIDAY ACCRUAL AND EXPIRATION. TASK 9 AL TERNA TE HOLIDAY EARNING, USAGE, FORFEIT. TASK 10 OVER ACCUMULATED MUST USE, WITH YEAR-END FORFEIT. TASK 11 END OF YEAR FORFEITURE REPORT FOR VACATION MUST USE, FLOATER, ALTERNATE, AND OVER ACCUMULATED. F;\CMORISALL\\CYBORO,MEM EXHIBIT K (Con't) TASK 12 PAYROLL INTERFACE TO INCLUDE: DIRECT DEPOSIT FOR ACTIVE PAYROLL, POLICE & FIRE, AND GENERAL & UNCLASSIFIED PENSIONS; PEBSCO: 401A, 457, AND PART TIME PENSION (PESPBT); ICMA: 401A, AND 457; GENERAL LEDGER FOR THE FINANCIAL SYSTEM. f:\CMORISAl.LIICYBORO.MEM EXHIBIT L CYBORG SYSTEMS, INC. MODIFICATIONS - TWENTY-ONE TASKS (NINE ADDITIONS TO ORIGINAL TWELVE TASKS) TASK 1 V AC & SIC ACCRUALS PRORATED. TASK 2 DONATED SICK TIME. TASK 3 SALARY RANGE/STEPS, CHANGE SALARY BY STEP. TASK 4 PRINT FLOATER, OVER ACCUMULATED, MUST USE, V ACA TION & SICK ON CHECK. TASK 5 ENTER HOLIDAY TRANSACTION ON CITY HOLIDAYS. TASK 6 AUTOMATIC LONGEVITY CHANGES. TASK 7 TRANSACTION ADJUSTMENTS ON CHECK. TASK 8 FLOATING HOLIDAY ACCRUAL AND EXPIRATION. TASK 9 AL TERNA TE HOLIDAY EARNING, USAGE, FORFEIT. TASK 10 OVER ACCUMULATED MUST USE, WITH YEAR-END FORFEIT. TASK 11 END OF YEAR FORFEITURE REPORT FOR VACATION MUST USE, FLOATER, ALTERNATE, AND OVER ACCUMULATED. F:\CMORISALLIICYBORO.MEM EXHIBIT L (Con't) TASK 12 PAYROLL INTERFACE TO INCLUDE: DIRECT DEPOSIT FOR ACTIVE PAYROLL, POLICE & FIRE, AND GENERAL & UNCLASSIFIED PENSIONS; PEBSCO: 401A, 457, AND PART TIME PENSION (PESPBT); ICMA: 401A, AND 457; GENERAL LEDGER FOR THE FINANCIAL SYSTEM. TASK 13 EMERGENCY AND FAMIL Y LEAVE HOURS TO REDUCE SICK AND V ACA TION BALANCES. TASK 14 OVERTIME RATE CALCULATION. TASK 15 PBSCO 401A, EXTRACT FILE FORMAT. TASK 16 PEBSCO 457, EXTRACT FILE FORMAT. TASK 17 PEBSCO PART TIME PENSION (PESPBT), EXTRACT FILE FORMAT. TASK 18 ICMA 401A, EXTRACT FILE FORMAT. TASK 19 ICMA 457, EXTRACT FILE FORMAT. TASK 20 DOWNLOAD OF FILES FOR POLICE & FIRE PENSION FOR BENEFIT CALCULATION. TASK 21 RANDOM DRUG TESTING. F:\CMGR\$ALL\\CVBORG.MEM .. -". -:........ .. ~ '-.'. ~. .~ I Tf~;.:" 0 F M I A M I B E A C H ',-""""Aiill1"OO.CoNVENTION Cr.",lEl=l DRIVE MIAMI BEACH, FLO~IOA. 3313~ it::}:~;am~cIlfl us ~ EXHtBlr (\1\ CO~1"MISSION :\'rE:\10RA~nU:!\1 :"0. ~ ~ {b - q q FROM: Mayor Neisen O. Kasdin and \fembel"'S of the City Commission . . {J Sergio Rodriguez T/~ Ciry ':\1anager U::/ DATE: September. 22, 1999 TO: . SrBJECT: Request for Appro....al to Award n Personal Ser....iccs Contract to ABC Computing Service, Inc., in an Estimated Amount of S79,565.64 to Proyide Specialized Customi1'..ation Assist4lnce for the new Cyborg S)'stem, Inc. Payroll System. AD~fI:'\ISTRA TIO~ RECO:\lME>iDA TIO~ Au!horize the award, ..:-:.... G ~J':~:', . FVXDIN " ., ,- F1iTidmg is'a\'ailablc fro!:1 the Internal Services fund for Infor:T.ation Tecr..nology (Budget Account 555.0630.000674). B.~CKGROV~D On Ja.T'JuaI)' 6, 1999, t.1e Commission aULionzed l11e award of a Pi.U'chase Ordcr to Cyborg Comp~ter Systcms, Inc.) for S332~414 :or the pt:I'chase ofa Ps)'roll!Hu.-n2.i.'1 Resources computeri~ed system. The system \\'liS to be implemented in two ph!lSes with Phase I being completed in late July. During Phase I, it became app~.rent that the basic syslem obtdj'led from Cyborg Systems, Inc" would not allow the City to mirror the functionality of the prese:lt system, After fllI1l1er analysis by Cii)' personnel and Cyborg, it v,'as; cktermlne.d tht.t additional work would have to be done to customize the system for the City's needs. An es.imatc in the 2.ffiOUm of S 177,827 was obt:lined from Cyborg Systems, Inc., TO m:ak~ Lhe necessary cu~tomiz.ation cha."1ges required and the Commission authoriz.ed the a'....ard of a Purchase Ordcrlo Cybor&: Systems, Inc" for S 1 ii,817 Orl Jul)' 21. 1999. Aner the award was made, fwiller detailed disc~lssions regarding L,e work 10 be done by Cyborg Systeos, Inc. took place. The high COSi ofu)e work and possibly additional custo]"nl:zation that might have to be done: prompted the Information Technology Department to investigate other options, DATE c~B <<1-21.-99 , ACE~DA JTE~1 "O/,O'd l,:~l ~6. ~G C~S vS~,-S:L9-S0~: X'E';l :,{:03lJ ).lD H:lt:i33 I1,JIj!W ...... ;~!f. .::'~1rANAL YSIS ~J!'~~''':.' -,':~li~ recommended 9Y other jurisdictions that the City utilize the servic.es of ABC Computing . -'Service. .Inc., an independent firm that had a very high reputation for excellence in conducting "customization work on Cyborg S)'stems. Inc. software. The company was contacted and Mr. Andrew 1. Weiss met with the staff of the IT Depanmem on August 20, 1999. to discuss the paramelers oflhe war}: to be done, He demonstrated a comprehensive u."\dersta."din~ of the Cyborg System; Inc., software and we requirements for cuslomizing the system to meet the City's needs. J~..BC Computer Service, Inc" then submitted al1 estimale of S69,565,64 to achieve the customizing of twenty-one (21) features of the Cyborg Systems, Inc., payroll system. In recognition of the complexit)' of these modifications and the difficult), in predetem1ining ifiliere may be other changes or modifications required, an additional S 10,000 c.ontingency is recom....l"lende-d which brings the total amount to $79.565,64. This represents a S98.261.36 savings oyer the Cyborg Systems, Inc. proposal to perform the same .:nodincations. The dis!ribution or the costs is to be fOWld in Attachment A. Further, an ou~l'ne ofilie method for c.ompktion oflhe rv.'ent)'-one (21) features' customization and a time Ira.rne for t.~is .......as provided by ABC Computing Service, Inc. and is to be found in Attachment B 2..!'ld C, This will gi,'e .he Cii)' a means of tracking the progress of ~he \....ork being done a.id ensure !bat payrne,nt is made whe.:"! the assigned la.sks are completed. In addition, ibe Cyborg Systems, Inc., has aumonzed a release from their contractual ooligations for . the work to be. conducted b)' ABC Computing Service, Inc. which is to be fOU11d in Ana.chment D, ;~~7 -tONCtllSION . .-': .. .... ._ Based on our E...'T'lal):sis of the proposal. it is recommended 1ha1 S79,565.64 be tr"C'oIlSferre.d from the a...-nount allotted to Cyborg SYSTems, Inc" for cuslomization and be reallocated 10 ABC Computing SeI'\ice, Inc., through" personal service comraCl. This \\111 ensure that the City has lhe nece~sary customi~t1on ofthe1r payroll sy~ter:l for implementation to rnc-et the Y2K compliance issue. RP m~ Sli";,R.1":l:MK...,,{ ~ tz,a; ~ .:!.(l/s':O . d ~~:~1 66. ~~ d~SO vS~.:!.-~L:.-S(~:X~~ ~d31J )~IJ HJti38 II~IW ~.. , , . ~.' . ,"' ATTACHMENT A ABC COi\1PUTING SERVICE, INC. DISTRiBUTION OF COSTS. :3~ ...~~. Requirements Analysis Conferel1t;e (1 day @.S9S0.00 per day 'Plus expenses) Vacation & Sick Accruals Prorated (6 dllYs @S950.00 per day) Donated Sick Tin1c (6 dnys @S9S0.00 per day) Salary Range/Steps, Change Salary by Step (6 days @S950.00 per day) Print FLO, Over .-1.ccum, !v1ust Use, Vacation, & Sick Accrual on Check Enter Holiday T ra."lSaction on City Holidays (3 days @.S950.00 per day) Longevity Changes to be Aulomatic (3 days @$950.00 per day) Print HEDs .I\djustm~nts on Check (5 days @$950.00 per day) Floating Holiday Accrual and Expiration (3 days @S950.00 per day) Alternate Holiday Earning, Usage, Forfe,it Over AC.cuIIlulated Must Use. 'sith Year End Forfeit (3 days ta!S950.00 " . ......", per day) 'End of Year Forfeiture Report icr Vacstion, Floating Holiday, Alternate Holiday, Oyer Accumulated Time Sheets (2 days @S950.00 per day) EmergenC)', and Family Leave I'louTS 10 Re,Quc.e Sick. and Vacation BaJ~'ces (2 days @S950.00 per day) Overtime Rate Calculation (2 days SiS950.00 per dny) :PEBSCO 401.'\:; EXtract File Format (2 d~)':s @S950.00 per day) PEBSCO 457, Extract File Format (2 days @S950.00 per day) PEBSCO Part Time Pension (PESPBT). Extract File format (1 days @$950.00 per day) leMA 40lA~ EXtraCl File Format (2 days @S950.00 per day) DoVtTJoad of Files for Police &. Fire Pensio!l for Benei~t Calculation (7 cays. @$950,OO per day) Random Drug Testing (3 days @$950.00 per day) Miscella.'1eolls Travel Costs (4 Trips @$2,450.00 per :.rip) C o::ti::gency TOTAL ~ ~O/70'd ~,:~l ~6. ~~ d~S vS~l-~l9-S0~:~~ :fd31J )~IJ H~ IW~IW S 1.815.64 S 5,700.00 $ 5,700.00 $ 5,700.00 S ..-.-- S 2,850.00 S 2,850.00 $ 4,75'0.00 $ 2,850.00 S ------ S 2,850,00 s ------ S 1,900.00 S 1,900.00 $ 1,900..00 ".$; ,900.00. ' ...$. 'i~9b6.bo S 1,900.00 S 1,900.00 $ 6,650.00 $ 2,850.00 $ 9,800.00 $10,000.00 $79,565.64 - - p--, ,;~"\' ~ - .-.--- - ATTACHMENTB Seotember !4. } 999 . . Mr. W..her Coolidge, Jr. City of ~~ar:;i 3each 1100 Wasr.ir.gton Avenue, 4;.h i='loor Miar::i 3:-:6, FL 33] 39 RE: T!...\G rK.-AME FOR CO!\1PLETIO~ OF C1..JSTOMIZA 110:': TASKS D "1" ear ~) ~;:e.=-: Anached ::::;e fr-"",-ne for initiation, and completion of tasks submined in my Cyborg support proposai dated .;'ug:.:.s~ ~O, 1999, TL.'1'Ie ::-.:.::.e e::;;~ale based on ::;ta7'..ing work on 6: proje.cl no later than September 27: 1999. q8~~..- Priori:y ',':e:'~ assigned as per my undersia,'lcing of requirements, tasks that effect checks, and pay proce$si:.g frst, and extracts, dov,1l1oads, last. These task priority can be adjusted as you desire. Scbed::.!e o:c9mpletion based on accur?-Cyoiyour definition. y~urabi1ity_to provide an efficient test ., -env;ro::.'":lC:.t, 2l..l'ld compe,.ent,timeiy review,oi1eS! results, Tes! plans must'he in' place priono lask begin dale fer review. 1f cC'~:.:::o::s arise, mal are out of ABC COInp\l11ng Service, Inc.'s control, that substamialJy effect cc:::;::::;c,::-. ;:~t~.s, you will b: provided "-Tinen notiiication. If o:.ier ~S!:.s ~,:1se that ere necessary to the completion of payroll implementation, that ABC a..c;siSlS you \,,~:.\ w:ir.e-n approval \..~1I be rcques:ed p:i0r10 performing the tasks. Additional funds will be reques:ed. ~f :lecess3.a-Y. and scht'dule will be adjusted 10 allow time for completion. Several of curre;-,: :a:::s will not be req1lired prior to r.I:".:.;."11ng of lirslli\'e Cyborg, and 'these completion dates '".ill be ac~:;s~ed to allow for un-foreseeable de1avs b the schedule. . . ABC's :;cw:.al billing process is to invoice at the end of each monLh for work performed dwing that mon:.; (nN :asks completed), with invoice being due "t the end of the month (EOM). This is tb: ;.:oc.ess I will use 10 in\'oic.e l.:l1e Or)', ~nd in\'oices will note days '\\'orked on tasks, and tasks c.c:::ieted. Since:e;y. Andrew J. Weiss ABC Ccr::pLj:..ing Ser"ic~, Inc. cc: Ka;' Ra..,dall ~ I..Cl:;O-i fG:GT 56. fG C?S vSGL-~,9-Sot:X~3 X~3iJ }~IJ H~ I~IW _' '0:' ~.,. . .' . ~. . ~ "-. . ATTACHMENT C cITY OF MIA.1\11 BEACH CYBORG CliSTO;yrIZA.TION TIME F"RAl'\1E ESTIMATE Ma.'X Begin Completion ?riorit), Task Description Days Date Date 7,4 Print HEDs adjus-unenl.$ on check 5 09/27/99 1 0/0~/99 Print FLO, O\'er accum. Must Use, Vacation. & Sick Accn:a1 vn check 14 Overtime rate calcu13:tion 2 09/28/99 10/05/99 ~ 13 Emergency, Z::1d F a...-nily leave hours 'to 2 09/29/99 10/06/99 reduce Sick, il11Q vacation balances to 5~9 Enter Holida;' !ra.'1saction on City HoliCa)'s 3 09/30/99 10/07/99 A.ltemate Holiday ea...-ning, usage, [oneit 5 12 Time Sheets 2 1 0/04/99 10/18/99 t:, 1 ,11 Vacation & Sick Accruals prorated End of Year 6 10/06/99 10/25199 '" forfeiture rep~rt for vacation, floating. holiday, alternate holid~y, over ac-.Illnulatecl 2 Donated Sick Lme 6 10/1li99 10/27/99 8 3 Salary Range/Steps, change salary by step 6 10/18/99 10/29/99 ..~.:~~ 6 Longevity changes 10 be amomatic . . 3 10/19/99 11/01/99 " .".:' 8 ' . .Fl-oaung Holiday ,accrual and expira:ion. . 3 to/25/99 '11/02199 'ci~ 1i 10 Over accumulated Must use, \...ith year end forfelt ... rO/27J99 11/03/99 .) 12 15 PEBSCO 40~A, extract iile fomlBt 2 11/01/99 11/09/99 1 .: 16 PEBSCO 457, extract file format ') 11/03/99 11112/99 ~ , 17 PEBSCO Pan Time pension (PESP3T), extract ... 11/08/99 11/18/99 ,-. file ionnat 15 18 rCMA 40lA, extract file 1(\nn2.t ") 11/15199 11119/99 - .. 26 19 lCMA 45i, ex:ract file format 2 11/16/99 11129/99 . ., 20 DO\\1'lload cfriJes for Police & Fire Pension 7 11/17/99 11/30/99 I J for Benefit c~c:.:l~~ion IS 21 Ra.,.dom Dru;; T~sting 3 11/19/99 12/01/99 , "O/90'd p~:~t ~5. ~e d&S iiS(:L-~L9-SOL: X'E'.:l >lC31J l,llJ HJI::I38 H.lt1IW . - _.~.:..".. .-.... s.e~...'],-.6-99 02: 52 cyborg Systems. Inc- 31.24541.1.75 P.02. "~:~;. C~(BORG S Y S T EMS. Ou;.l;:y O;:\it>ns i:'l H;J~..:'ll=le:lot>v'~e Te:l'lnOI:;l12Y A TTACHMtNT D CYBORG SYSTE:\lS L~C.. RELEASE LETTER Se;;-.S:7t:'Ei -: 5. ; S == Mr. '.r., K~y ;:;ar::;: Dire:to~ ]n1c~:;,a:lo:) I ec.,~::;::' Ci:y ~~ !vj;~;j:i 3;ac~. . ~ : FIOCi ~ M;a~i 5~==h. FL 33-:-::; i j 00 Was:,;ng:c;7' :-...::, "1 c='~e \I,=a fax .",:.1--;-.:=...... .'~~:~.' :'?3.7iJ~9 =-!~' rEo~fa' t!,ail c.'=ai ~/Ir, ?SiijS!:: r"~ ~~j~ :>1___... _. ;,.:_ '-. - --... - :"--:,.'. "'a:.;~"l:'::.4,.. ~~.... r"'j., 01 ItJ'--: = --: ;....0 '".,..,.).&,. ,~ , l::I::..:loO:: c.~r~s....;=r ;...: ;,..:. ;. _ .',_; 1_.;.::,...... ,:.,)1 ,.Ie v I) . \":;:"1..1 _CG...n \..._ ""I.} Ir....l:7l ..5 pe~O~1"j.::nce W:i:ie.~ :~,; ':. :,../~,~ Si:.~e:ner.:5 c.t'No:k U:1c€'r ihe Ci~l~ ex~sthg Cons~lting Services A;~e:in=ni No. 4555 w::-:: :yo:.:g 5/51:::':1$, ir.c. (Cybo~g): ~555.05. 45€S-D7. 4555-08, 1.6S,5-09, 4o!5.-' O.t,S5S'" ~ 1 ~5=5" ~~-'E=.5.'.31 ~=..S5..~~;.."SE5.-;.5,. 45.65~'6. 4555-.' 7. .4f.E:S.'9. ~,655"20, a~~ 4~'5~'.23_ SinC.~?';5 ~ S:~~:ii":: ~~,!S of \.1\'~iK...i~':e TIO,! si.9;-;edb~ a~ a W1hc;r~ec :-e~reSerl1Si:ve o' :rle Ct~)'t ~::;trl=r C)':'~:"; =--~: ::--'= C:~i are :Jbf:~a!e:7 to perform wr,cer tr:em. -"... /:.' .,- , ::>IS'" -..' -- ... -. .'-.'-,.. --..., "'--""'---'5 ....., 'I"' ;.,- ...:....... ....Y .;... 1"")-"0 ""e..{",r...... c-..-.. 7'u....I_'. 'j..'W _. .~ ':_'.";_.. ::'.: ..:......~:.'? ....q.":'.JI\~;.. '.:-,w,-' _~ lil.'C:... _ .1': 'wo~: .' ~ .1,"" 1~1 1:, U:'l I ser\'::es. i:.:~tJdl::; ~..: ;.:: ..-.i",e:: t:) ~r:; :~S"'5 C;SCr';:'E'O Ji. trJe S:~ate7"i~e:'1~S of \'\'o:"k ab:r"e. ?if;a~e ;1~'1e !ila~ t~::se cc~.s..:-:a:-::s ~;/ t.: a.!:cf,'I.== ~ccess ~c the,. 50~Vr'are ,he City has 1i:e~se::1 ~!'o~ Cyborg 'on!)' ai:er ;:.:.. ::-,e ~.z'~ s!gr1ed = Se~arc.le nor:disc~cs~:e agTeemer-,t {NDA). inten:ed te .. .... .t:..: -. _l._..' ....."...,...-'. --'-,..::,.'" "':"';.." "!D:'(,=) --y;..- b .... .~ C.. -d I;" pr""ec" ,e CCl,.,...e...::.:... ""':_"""4 -= ~ :>w"."":,,,. 1.._ ,\0 _,... "::: _'C e.~"'een I.I! l.yall lie CO~S'::~i.~~S or ~:~""';;~. :/::.:.:; a,:1 ::-:= :":.:;.s.:':~:c.i:~St b:.;1 s)-.cwI: :e ::-1 s.l.'=5:ir;~:aJ~y ~he same fClrm GS -;he r,.::::A :rlE.t \"r=~ :. ~::'/: _s~.' la..Y.e.= ::i CI~c.::.r Sa;,!ies~e:'a~' bl ~.ub;ev S:6-r:"ic.1 cr: Au'CLost 1 a~'. !1 ...... r ,,... . I.) .. 'C:' e):'. ~ :. ~ - -' .;..::,/ ~.:""- ..-. ';".J:> C:.', - -"' ....~ c..,-'~, .:.. -'s' ,...... '\o-"'rl'l ,~cu'~ -'I've'" ."'PY ",_ \""""'.~ ~,_ :__.....__ __,.j__,.,C'...;...._ 'l."C1w.l._ _',:;10"",..':1.' ,......)_.....:;;,... loJ ,... c:a_*", cf ea:h u~: for c'..~; :s, Pi:e.~-e ..;;~ ~re~ ~o :c. . :-.: E: t3i~) S03.EEE2 v,.l:h ai',)' q~es~:cr:s. Sbce:e'/. kfc ./ ' ~ <" : . :~_!..~..., rr-- Scc.~:". 5erke)' __I U.S, '.'E-a;er c'~ Ci"f:-: SC....:~5 Cop'es ::: V~/a;~ Cc:..:':;e D:ari.! :"a-.:~ A.,;:rey S~e.:-.a LiZ E~!:5-:~ em h"c.~;=-., ... ? 0.,:....... n;,........_ :=".~.a ~:;,.. 1:".,,,, c,,,::~::,,,lL.etGO',te~; .':l.'.lc.lel& ~..., :';"~:lt\ ,n..~4 "(J/,,O'd V<::<:: :'~I ~<: dC'S IiSU-5.:l9-SCl5.::X'E',d )ld31J },llJ HJlj38 Iwtll~ EXHIBIT N CYBORG SYSTEMS, INC. MODIFICATIONS - FIFTY -THREE TASKS AS OF 2/23/00 1. Vacation and Sick Accruals Prorated (Status: Completed but Extended) Report Generator to accrue vacation and sick leave hours, based on hours worked, HEDs to be included in hours worked total, and accrual rates to be stored in WL records. Memo HED will contain life-to-date hours worked. New employees will have their accruals stored until their probationary period ends. A batch EL program will process after first payroll of year to determine forfeitures including over-accumulations and transfer previous year vacation balance. Print report of forfeitures. Accruals are prorated only for the time actually paid. Year-end processing routines for Vacation and Sick accruals postponed. Extended to correct problems which arose in actual production. 2. Donated Sick Time (Status: Postponed) A new screen and segment will be created to enter Donation transaction. Screen will test availability of hours entered. English Language match program will process to interrogate this transaction and adjust both employees' accrual balance, and print report. 3. Step Increases (Status: Extended; Testing) Change salary by step. New screen, new segment to enter step increase, increase date, and daily hours. Batch EL program to test step field, find matching step in new code set, create 40-SCR entry, with step increase entry to reflect increase and print report of all step increases. Employee- level screen (XLASCR) completed. Extended to add fields to XLASCR: Effective Date and Extended Base Salary. Modify auto step increases to use effective date to trigger increase. 4. Print Vacation and Sick Leave Accrual Hours on Paycheck Stub (Status: Completed) Modify Cyborg check format generator, using WL record to indicate HEDs. Indicate over- accumulations and must-use hours. (Included with Mod. #7.) Output spec's mailed to Westcorp. F:\CMGRISALL\\CVBORG.MEM EXHIBIT N (Con't) 5. Enter Holiday Transactions for City Holidays (Status: Completed) Report generator program to process in pre-pass to read new company segment, to determine presence of holidays within upcoming pay period. If employee is eligible and does not have current Alternate Holiday Memo HED hours, create time card transaction for Holiday HED and print report. Company-level screen (XCBSCR) for entering holidays has been completed. Holidays must now be entered. 6. Automatic Longevity Changes (Status: Coded) Report generator to update Memo HED with hours worked. MCASCR WL record to store HEDs to be included. Batch EL program to update 40-SCR with salary when employee passes longevity threshold. Thresholds and percentages hard-coded. 7. Print HED Adjustments to Earnings (Not Deductions) on Paycheck (Status: Completed but Extended) Modify Cyborg check format report generator to print current labor records as earnings on stub and to print accrual balances on stub. Consideration must be given to printable area on stub. Check RG will also be modified to print warning message of impending loss of accrued hours. Extended in order to add the writing of checks and direct deposit advices and creating check and direct deposit records on Files T and W, respectively, for Retirement Co. 770001. Also, to print Bank Name, Routing No., and Account Number on Direct Deposit Advices. 8. Floating Holiday Accrual and Expiration (Status: Postponed) Batch EL program to accrue floating holiday based on daily hours field (Mod. #3). Program will run after last payroll of year and after each pay period. Employees on probation will not receive Holiday until they reach 1040 hours. Print report. 9. Alternate Holiday Earnings (Status: Postponed) Included with Mod. #5. F,ICMORISALLIICYBORO.MEM EXHIBIT N (Con't) 10. Over-Accumulated Must Use Leave, with Year End Forfeitures (Status: Postponed; More Definition Required) Batch English Language program to calculate at the beginning of each year the over-accumulated hours and store those hours in Memo HED. Vacation and sick HEDs will have method code RG to reduce these over-accumulated hours, identify lost hours. Included with Mod. 1. 11. End-of- Year Forfeiture Report: Pay Time Processing (Status: Completed); Year-end Processing (Status: Postponed) Report forfeitures for must-use hours for vacation, floating holidays, and alternate holidays, over- accumulated. Hours reported are for time worked/paid only. 12. Time Sheets (Status: Cancelled; Programmed by IT Staff) Write batch EL program to print time sheet format based upon entering of week number and date. Parameter screen R-XTSR completed but not tested. Internal IT staff wrote program, using Crystal Reports. 13. Leave Processing! Accrual & Reduction Method Code (Status: Completed but Extended) RG method code on memo HED to accrue or reduce accrual balances by current hours in any HEDs for emergency or family leave, vacation, sick, etc. Extended to correct erroneous payment of Vacation to Floating Holiday and to solve accrual balance problem resulting from transfer of Sick to Vacation time,for Payroll #4,2000. Extended to create a Leave History Report. As part of the latter task, create a file of actual HED usage to correctly update the 93 Screen. Also, create a file showing how HEDs were actually paid. Revise Method Code generator "SR" to create the file RG AXAX (H500UT File) and SPRINT changes made. F:ICMOA\SALL\\CYBOAG.MEM EXHIBIT N (Con't) 14. Overtime Rate Calculation (Status: Completed) RG method code will use MCASCR to accumulate current earnings amount, divide by pay period hours to determine OT rate. OT rate multiplied by hours entered, by OT factor = OT earnings. 15. Create PEBSCO 401A Extract File (Status: Postponed) RG or EL program to create extract file as per format required. 16. Create PEBSCO 457 Extract File (Status: Postponed) RG or EL program to create extract file as per format required. 17. Create PEBSCO Part Time Pension (PESPBT) Extract File (Status: Postponed) RG or EL program to create extract file as per format required. 18. Create ICMA 401A Extract File (Status: Postponed) RG or EL program to create extract file as per format required. 19. Create ICMA 457 Extract File (Status: Postponed) RG or EL program to create extract file as per format required 20. Download Files for Police & Fire Pension for Benefit Calculation (Status: Completed but Extended) EL batch programs to create required file format. Extended to revise process/layouts. Pension start date is required and needs to be converted from old system 21. Random Drug Testing (Status: Cancelled) EL batch program to create extract file based on selection criteria to be input to random drug selection processing. Report being created by IT Staff, using Crystal Reports. F,ICMORISALLIICYBORO.MEM EXHIBIT N (Con't) 22. Fire & Police Pension CheckslDirect Deposits (Status: Completed) Modify standard Cyborg check format RG to print 3-part check stub. Print 3-per-page Direct Deposit Advice. 23. Out of Class Pay (Status: Completed) Report Generator M/C to calculate out of class pay from Union Code WL records. with rate for union. 24. Extra Pay (Status: Completed) Report Generator MlC to calculate extra pay, based on step and percentage from HED and MCASCR regular hours and amount. Step rate to be found from new employee segment for base step, plus HED rated for steps in WL record. Excesses FILEOl Codeset MBOl. directly in P4CALC. 25. Report Sequencing (Status: Completed) Modify Cyborg payroll reports HED Register 2H2H. Tax Filing 2T2T, and Combined Register 2222 to print in Fund (Control 3) and Department-Budget (Control 4) . and Name sequence. 26. Longevity Hours Accumulation (Status: Completed) Report Generator M/C to accumulate longevity hours as per normal hours scheduled/worked. Prior time worked is used for longevity hours. 27. Shift Pay Calculation (Status: Completed) M/C to calculate shift pay based on Normal Shift and Shift Hours entered. Find shift rates in WL Union Code record. Hours for 321 (HOL2), 323 (HOL3), and 325 (HOL3 + OTl) are added back in order to receive shift differential. 28. Automatic Union Salary Increase (Status: Coded; Testing Required) EL batch program, with parameters for Union. increase percentage. and increase date, to calculate salary increase, and create 40-SCR, entry, and report of increases. F:\CMOR\SALL\\CV8ORG.MEM EXHIBIT N (Con't) 29. Seniority Report (Status: Specifications; Postponed) Modify Cyborg EL report for sequence, fields, and sub-totals. 30. No Check Report (Status: Completed) Report generator to print report of all active employees not receiving paychecks. A test for employees with wages but zero net and an active employee count by department have been included in this report. 31. Life Insurance Deduction Calculation; Current Pay Calculation Only (Status: Completed) For each payroll, use the Method Code report generator to calculate life insurance, based upon base pay. For the insurance deduction, use amount two as the Insurance Base Amount multiplied by the A8-SCR amount/percent field which contains the amount per thousand of coverage. Prior to the first payroll of the year, use the current 40-SCR annual salary to update the HED life insurance base amount, thereby automatically increasing life insurance for employees who have received raises during the past year, Prior to the first payroll of the year, run a report of base life insurance amounts. The print layout will contain the following: Dept. Number, Employee Number, Employee Name, HED, Base Insurance Amount, Insurance Rate. Report sequence will be: Dept. - Control 5, Employee Number Increase life insurance automatically for employees who have received raises during the past year. The year-end process for life insurance deduction calculation has been postponed. 32. Employee Roster - Name Sequence (Status: Completed) Create new EL report from Cyborg EL Program IA-RPT. Print list of active employees, in sequence by last name. F,ICMORISALL\\CYBORO.MEM EXHIBIT N (Con't) 33. Missing Deduction Report (Status: Completed) Report Generator report of active, salaried employees set up for a deduction or Federal tax, where none was taken, including items such as: FICA, Pension Print report line for deductions not taken this pay run. 34. General Ledger Reports (Status: Completed) GL pay period reports of earnings, taxes, and deductions by Fund, Charge, and Account Number. Includes Earnings Report, Deduction Report, and Summary Report.. 35. HealthlDental Head Count (Status: Completed) Write new Report Generator to print summary line by HED, count of employees with selective active Health, Dental HEDs, without sub-total by group. 36. Memo Deduction Register (Status: Completed) Print report of all memo deductions for HEDs in the range of 800 - 899. Same format as HED Register RGH2H2. 37. Payroll Deduction Summary Report (Status: Completed) Print summary report for tax bodies/deductions. Separate summary lines for all current activity and in total. 38. Paycheck Control File (Status: Completed) Create file for all paychecks created in SunTrust Bank format. 39. Normal Hours Report (Status: Completed) Create RG report of any active employee being paid more or less than normal hours. 40. HED Alpha Deduction Register (Status: Completed) Create RG report for selected Deduction HEDs. F:\CMGR\SALL\\C'YBQRO. MEM EXHIBIT N (Con't) 41. ACH File Modifications (Status: Completed) Modify Cyborg ACH RG 6A6A to test company number and insert character prior to sender number. 42. Life Insurance Value Report (Status: Testing) Write new EL program to print report of employees' coverages for basic life, supplemental life and AD&D, employee count, and coverage amount. Monthly report not required until middle of January. Extended to redefine report 43. FOP Deduction Report (Status: Testing) Write new EL program to print report of FOP Union employees with coverage for basic life, supplemental life, and AD&D. Monthly report not required until middle of January. Extended to redefine report. 44. Print Manual Checks via Westcorp (Status: Testing) Write EL program to creeate File 31 records in Westcorp format for printing manual cehcks. Modify BSCO for File 31 format. 45. Quarterly Reporting (Status: Definition) Review Cyborg quarterly reports aainst City requirements. Create specification, programs to meet quarterly reporting requirements. Reporting requirements must be defined and/or reviewed. 46. Bank Reconciliation/Computer-Generated Checks ReportlFile (Status: Completed) Create tile/write report of all computer-generated checks and create reconciliation file/write report for retirement companies 660001, 660002, and 770001. 47. Upcoming Longevity Increases Report (Status: Specifications) Write EL report of employees going over a longevity milestone with the next two pay periods. F,'CMORISALLIICYBORG.MEM EXHIBIT N (Con't) 48. Bank Reconciliation/Computer-Generated Checks Report/File for Police & Fire Pension Company (Status: Completed) Create file/write report of all computer-generated checks and create reconciliation file/report for Police and Fire Pension Company 440001. 49. Extended Base Salary (Status: Coded) Write EL program to calculate extended base salary and store new fields on XLASCR Screen, based upon HR definition of extended base salary. 50. Injury Service-Connected Report (Status: Specifications) Write report of injuries, service-connected. 51. Insurance Information Report (Status: Specifications) Write report of active employee payroll and of retirement payroll. 52. Workers Compo Summary Report (Status: Specifications) 53. Payroll Pension Status Report (Testing) F:\CMORISALL\\CYBORO.MEM .., i ~ ; ~ iI: S'Q > > S'n S'Q -n 0 ~ txl n'< 5'< e !'l g n ' CT !'lCT 'g ~ 0 c:") 0Cl n n oa oa .. n 0 0 n n n 2 0 3 3 ~ 0 0 > 3 ~ 1 3 3 r" ~ S ~ ~ ~ ~ ~ S' S' c ~ ~ (JQ (JQ Ii 0 ., ~ r/) ., ., ., 2 ~ ~ r/) ~ r/) -J '< '< 5 ~ ~ '" ~ jf ('i' ... (\l (\l ,!D 3 3 3 Y' S' 5' .'" 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'1 ~jlf l:e l~ 0 0 '::I e ~ ~ ~ 9 !! ~ oj 0- 0 . 00 ~ ~ - o z ~ f I .. oS :a ~ I t l5 . 3 ~ o! ... a S. j ) t -8 i ~ ~ 1 CI I en E!' ~ v EXHIBIT B RFP No. 1-97/98 _ EVALUATION COMMITTEE MEETING MINUTES, APRIL 9, 1998, 10:00 A.M., NOTES TAKEN BY: JUDY FORD, PROCUREMENT DIRECTOR Phyllis Koch: Described existing software and hardware being used at CMB. Would like to limit to two (2) SQL databases. Patricia Walker: Accounts Receivable not integrated fully; discussed Finance Departments needs; user-friendly. Richard Bender: Flexibility is important. A. Baum: Will there be a project manager for this project? Selection of Chairman - Alex Baum, Director, Miami-Dade County School Board NOTES ON RFP RESPONDENTS: Cyborg Systems, Inc. - To be considered non-responsive; did not provide required forms, pricing, guarantee, etc. KPMG Peat Marwick - Too expensive. Harris Computer Systems - UTB only; ranked third by Finance. Bi- Tech Software, Inc. - Informix database; not many new installs; company experiencing financial difficulties; not state-of-the-art; Data General hardware; interfaces to our current L.S. vendor (Sierra) if CMB moves to UNIX; has version for HP 3000; Finance staff rated firm highly; thought documentation was good; UTB was complete system; cannot support Performance-Based Budgeting; excellent training support; missing some required HR functions. Ranked second. Custima International Corporation - UNIX platform; progress database; actually the UTB vendor; using two (2) other vendors' products for other systems. Finance Department did not rank firm highly as it was lacking payroll functions; features included in other systems not included; weak in AP, AR. Ranked third and fourth in UTB. Harris Computer Systems - UNIX; Informix; UTB only; ranked third in UTa by Finance. F:\CMGR\SALL\\CYBORO.MEM EXHIBIT B (Con't) HTE, Inc, - AS400 server; Finance Department did not rank it highly in UTB, GL & Payroll; does not handle HR benefits; weak on applicant tracking; purchasing component is strong element; some requested features would need to be added at additional cost; many local government clients. Oracle/ Aris - Finance Department did not rank highly; too complicated; some required functions would need to be purchased and added; expensive. Systems Consultants, Inc. - Oracle; City of Miami is client, but not for purchasing; not sure if firm's response in regard to compliance were intended to? Eliminate firms for short-list: Bi- Tech Software, Inc., HTE, Inc., Systems Consultants, Inc. IfCMB were to upgrade to FMS-II from Mitchell Humphrey, what else is needed? UTB, Payroll/Human Resources. Mitchell Humphrey patch for the Year 2000 - $0 cost to CMB (Definite?). Get legal opinion whether Mitchell Humphrey proposal for FMS-II can be accepted by CMB. Mayra Diaz-Buttacavoli: Invite finalists for presentation; should Mitchell Humphrey be invited or fill out a questionnaire? F~\CMCiR\S^LL\\CYBORO.MEM EXHIBIT C RFP No. 1-97/98 _ EVALUATION COMMITTEE MEETING MINUTES, June 19, 1998, 2:00 P.M., NOTES TAKEN BY: JUDY FORD, PROCUREMENT DIRECTOR Phyllis Koch made presentation to committee describing the Administration's recommendation to reject proposals received for this RFP and provided information about the City's intention to accept upgrade from Mitchell Humphrey for FMS system. Utility Billing and PayrolllHuman Resources systems - CMB to conduct research on packages available from contracts with other government entities. Discussion regarding the Year 2000 "patch" from Mitchell Humphrey which has been installed. Motion made by Patricia Walker to reject all proposals; seconded by Graciela Cespedes. Motion made by Patricia Walker to accept upgrade from Mitchell Humphrey; seconded by Georgina Echert. Motion made by Patricia Walker to approve CMB conducting research for other systems; seconded by Graciela Cespedes. Meeting adjourned at 2:45 P,M. F\CMGRISALL\\CYBORG.MEM ;CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 hap:\\cI.~.".ua EXHIBIT D COMMISSION MEMORANDUM NO. ..:117 - '1 ~ TO: Mayor Neisen O. KasdiD and DA TE: July I, 1998 Memben of the C7'ty Co . s~on Sergio Rodriguez City Manager Request for Authorization to Reject the Proposals Received in Response to Request for Proposals (RFP) No. 1-97/98 for Financial Management, Utility Billing and PayrolllHuman Resources Systems. FROM: SUBJECI': ADMINISTRA TION RECOMMENDATION 1 Authorize the rejection of the Proposals received for Financial Management, Utility Billing and Payroll/Human Resources Systems. BACKGROUND J 1 ] I 1 I ~ [ [ For approximately 10 years, the City has been utilizing three mainframe computer software packages to process the day-to-day data of nearly all city departments. These software systems - Financial Management, Utility Billing and Human ResourceslPayroll - are critical components of the functions of city government and control everything from residents' water bills to 'financial reporting for the city's budget. Of these systems, the Financial Management System is the most important and widely used. It includes Accounts Payable, Accounts Receivable, General Ledger and Purchasing. Several problems e,ost with the current software packages. First, the systems are not Year 2000 compliant and will cease to operate properly when they encounter a date with a year ending in two zeros. Since many city operations require preparation time of up to one-year, this means that some city functions will begin to fail with the current system at the beginning of 1999, Second, in addition to not being Year 2000 compliant, the software systems are based on outdated technology which is less efficient and costlier to maintain than systems based on the new generation of updated "client-server" technology. Finally, the three systems are not integrated - meaning that the software systems cannot share data and "talk with each other." As a practical example, this means that financial infonnation from utility bill collections cannot be used directly in the accounting system, AGENDA ITEM (A-.b 7-'-l1'? DATE 9 Inan effon to replace these systems, the City issued RFP No. 1-97/98 on October 17, 1997 to solicit proposals from responsible vendors to provide an integrated, Year 2000 compliant, hardware and software solution for Financial Management, Utility Billing and Payroll/Human Resources systems, One-hundred ten (110) RFP notices were issued resulting in eight responses. ANALYSIS An evaluation committee was recommended by the City Manager and approved by the Mayor and City Commission to review the valid responses to the RFP. The members were: · Alexander Baum, Director, Miami Dade County School Board · Richard Bender, Executive Director to the City Manager/Labor relations, CMB · Grace Cespeded, Deputy Finance Director, Miami Dade County Finance Depanment · Mayra Diu Buttacavoli, Assistant City Manager, CMB · Georgina Echen, Finance Director, Broward County Aviation Department · Jay Flynn, Acting Director, Miami Dade County Employee Relations Department · Phyllis 1. Koch. Information Technology Director, CMB · Patricia Walker, Finance Director, CMB The Evaluation Committee met on April 9, 1998 to review the RFP responses, Committee members reviewed the RFP responses to rank the respondents. While there were numerous items taken into consideration, the following items set forth in the RFP were among the criteria used by the committee: · Responsiveness to the technical requirements of this RFP. · Proposer's Qualifications, Experience and Professional Reputation. · Cost. · Project Plan, · Training Plan, · Warranty/Maintenance Plan. · Success of similar/equivalent installations and time frame to install. 10 The following chart summarizes the proposals received as a result of the RFP . Vendors had the option to propose solutions for any or all of the three systems addressed by the RFP (i.e., Financial Management, Utility Billing and PayrolI/Human Resources), rt~~ti, $701,000 $494,000 $893,864 $212,930 $511,415 $981,974 :"N6iH:/m::}::::':i!:!.;',,'; :;:Pfu\1id~d;:;';..'i:i:::;:.? ':'.'$8~429tOtiOC'.: The Evaluation Committee met again on June 19, 1998 and determined that the city should pursue the following strategy: :;a~~.~~.~~!!!!I;i!li:!:!!:I!i!;iii! .'..;...;.:.:...,.'-..........-.....-..'...:.....::-:..... ... Bi- Tech Yes Yes Yes Yes Yes Yes 1. Reject aU proposals. The committee concluded that although some vendors submitted proposals which addressed the major components of the request, none of the proposals met all the detailed requirements set forth in the RFP. Furthermore, it determined that all proposals were too expensive. Vendors were not penalized for not proposing solutions to all three systems. J J J I SCI HTE Implement an upgrade to the current Financial Management System. In light of the fact that the vendor who makes the current FMS package has released a substantially upgraded version, the committee detennined that is in the best interest of the City to upgrade the current Financial Management System to the new package (FMS-II). Please refer to the Request for Approval to Award a Purchase Order to Mitchell Humphrey and Company in the Amount of $1 04,500 for an Upgrade to the FmanciaJ Management System dated July 1, 1998 for further details on the upgrade package, Evaluate and Purchase Utility Billing and Human Resources/Payroll Software from existing local government contracts. A number of excellent software packages exist which will "plug-in" to the upgraded FMS package, These systems are available under existing state or local government contracts. The committee concluded that these software packages should be evaluated and tested and once the optimal systems are determined, requests to purchase these systems be brought before the Commission. The projected cost for a suitable Utility Billing System is no higher than $75,000, and for a suitable Payroll/Human Resources Harris Custima Oracle Cyborg KPMG 2. 3. 11 System is no higher than $175,000. CONCLUSION All responses to the R.FP were too expensive or did not meet all of the requirements set forth in the RFP. Accordingly, it is in the best interest of the City to reject the proposals received in response to RFP No. 1-97/98 for Financial Management, Utility Billing and PayrolllHuman Resources Systems. PJK SR:.:PJK 12 I I I 1 f i ~ U l'. !~ . ,~. l); 'It . :. .'. C I T Y 0 F M I A M I B E A C H , CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 :\\ci,millmi-beaCh,n,us ;:- EXHIBIT E COMMISSIONMEMO~l)UMl'O.~ I ~-'7~ TO: Ma)'or Neisen O. !{a.din and DA TE: Jul~' 1, 1998 Members Of1be:}ity Com issioD r " Sergio Rodriguez &'__ CJ1)' Manager 0.... Request for Appro"al to A1\'ard a Purchase Order to Mitchell Humphre)' & Company in the amount of 5104,500 for an Upgrade to the Financial Management System. FROM: SUBJECT: ADMINISTRATION RECOMMENDA nON Authorize the award. FUNDING r" Funding is available from the Internal Services Fund for Infonnation Technolog)' (Budget Account 550.0630.000674). BACKGROUND The City utilizes mainframe computer software packages to process data for all city departments. These software systems - Financial Management, Utility Billing, and Human ResourceslPayroll - are critical components of the functions of city government. Of these systems, the Financial Management System is the most important as it includes Accounts Payable, Accounts Receivable, General Ledger and Purchasing. The software packages are not Year 2000 compliant and are based on outdated mainframe technology. In an effort to replace these systems, the City issued RFP No. 1-97/98 on October 17, 1997 10 solicit proposals from responsible vendors to provide an integrated, Year 2000 compliant, hardware and software solution for Financial Management, Utility Billing and PayrolllHuman Resources systems. AGEI''DA ITEM c.?... f- ,. \~:J .-. .' '-'~';::'DATE'~ . \"~\ . ... . . . r r r,", '.0 . : ~ZOr\'<6 l C\~. : :,. :~::j l.:~. d...;v- ,-... ,....." At the same time, the vendor of the City's existing Financial Management System, Mitchell Humphrey & Company, was in the process of developing a Year 2000 compliant upgrade to their Financial Management System software. This upgrade would incorporate the latest client/server technologies. The release date for the upgrade was not known at the time the RFP was issued. however, Mitchell Humphrey & Company released its upgrade to the Financial Management System (FMS-II) in May 1998. After evaluation by the committee, it was determined that none of the proposals that were received for the RFP met all the requirements of the RFP and that all were too expensive. See the Request for Approval to Reject the Proposals Received in Response to Request for Proposals (RFP) No. 1-97/98 for Financial Management, Utility Billing and PayrolllHuman Resources Systems dated July 1, 1998 for further details on the committee's recommendation. ANALYSIS The Evaluation Committee for RFP No. 1-97/98 met on June 19, 1998 and determined, in part, that it would be in the best interest of the City to Upgrade its current Financial Management System rather than purchase a new system. In doing so, the committee concluded that the following benefits will be realized utilizing this aproach: r'" a The cost for upgrading the current system is substantially less than acquiring a new system. The following price quote was received from Mitchell Hwnphrey and Company for the upgrade: :'Destriptio~ . .... ,,,......... ... . ,'".... Pri~' ,.:::::.:;::....::.:,:. .: .. .' . Training in the FMS-I1 product. 20 days of training at $1,500 per day. S30,000 Conversion of data from the HP 3000 to Windows NT Server. S52,500 FMS-II Configuration and Account Testing. S5,000 Recommended additional software. FMS-Onramp & FMS-EXEC (both with S concurrent S17,000 user license). Total S104,500 b. Less training will be necessary for city employees since the system users are already familiar with the software thus resulting in lower conversion costs and greater productivity. c. The vendor is familiar with the structure of the existing data system which will result in a smooth transition and lower implementation costs. ~ d. The upgraded package is a client/server based system. This open-ended technology will allow add-ons, future upgrades and integration with other systems significantly easier and Jess costly. , , , "" e. Implementation time is significantly reduced thus enabling the City to meet Year 2000 deadlines with enough testing lead-time to ensure performance prior to the critical date. f. FMS-II can be used as a core system with a Utility Billing system. Payroll/Human Resource system and other systems which may arise in the future. The database (Microsoft SQL) used by the FMS-II system, running on a \Vmdows NT server. can become the standard configuration for these other systems. In addition, a number of excellent software packages exist which will "plug-in" to the upgraded Mitchell Humphrey system. These systems are available under existing state or local government contracts. Utilizing these systems will provide the City with the ability to obtain software which utilizes the latest technology in a cost effective manner. CONCLUSION Upgrading the current Financial Management System to the new version, FMS-II from Mitchell Humphrey & Company. will enable the City to attain Year 2000 compliance for this system in a cost effective and timely manner. It will also enable the city to utilize technology which will allow upgrades and enhancements quickly and efficiently in the future. Accordingly, it is in the best interest of the City to award a purchase order for $104,500 to Mitchell Hwnphrey and 1""'. Company to upgrade the city's current software. PJK SR:.:PJK . r-. f' City of Miami Beach - CITY CLERK'S OFFICE July 1, 1998 \ CONSENT AGE1\TJ)A \ C2 - Competitive Bid Reports C2E Commission Memorandum No. 418-98 Request for Authorization to Award a Purchase Order to Mitchell Humphrey & Company in the AmOWlt of $104,500 for an Upgrade to the Financial Management System. Funding: Internal Services Fund for Information Technology. Administration Recommendation: Approve the award. (Finance Department) . ACTION: Award approved. Judy Ford to issue Purchase Order. Phyllis Koch to handle. July 1, 1998 \ CONSENT AGENDA \ C2 - Competitive Bid Reports C2 " ,-... Printed: 3/25/99 Time: 12:55:17 PM Source Database: F:\CLER\COMMON\FOLIO\CLERK63.NFO 1":":.;..,... . ,C ': T Y 0 F M I A M I B E A C H CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH. FLORIDA 33139 . "o:\\CI.mlaml-beach.f1.us EXHIBIT F COMMISSION MEMORANDUM NO. I 23-::f1 TO: Mayor Neisen O. Kasdin and Members of tbe City C mission DATE: February J7. J999 FROM: Sergio Rodriguez City Manager SUBJECT: Request for A proval to Award a Purchase Order to Mitchell Humphrey & Company in the Amount of S72,OOQ for a Fixed Assets Module and a Project Accounting Module, as a Continuation of the Upgrade of the Financial Management System as Initiated by Commission Memorandum No. 418-98 Dated July 1, 1998. ADMINISTRATION RECOMMENDATION Authorize the award. -.- FUNDING Funding is available from the Internal Services Fund for Information Technology (Budget Account 550.0630.000674). BACKGROUND On July 1, 1998, the Commission authorized the award of a Purchase Order to Mitchell Humphrey & Company in the amount of $1 04,500 for an upgrade to the Financial Management System. This upgrade allows the City to achieve Year 2000 compliance, and to move to an up-to-date Client/Server platform, in a cost effective and timely manner. This system includes Accounts Payable, Accounts Receivable, General Ledger and Purchasing components. FUNDING APPROVED I:' / Manaee .' d BUuRe! 1 {' AGENDA ITEM C2A ...,-:, l.~ .114""-\-'-90, ....DATE.~ I . I r... _ .: : ~~:~'c'~~:.~~. l ~,q~~tl \q. \.i;' 1\ l_ .;_..... AJI\AL YSIS The Finance Department has determined that it is in the best interest of the City to continue the upgrade of the Financial Management System by enhancing its functionality v.~th the addition of the Fixed Assets module and the Project Accounting module. The cost of these additional components and the associated training and installation assistance is detailed in the following table. Description Cost (as stated in Cost (including Fixed Difference Commission Memo . Assets ~d Project . '"' 418-98) Accounting modules) ,TraininwAssistance in the 30,000 51.600 21,600 FMS-n product. (20 days of training at (32 days at 1500) .. 1,500 per day) (2 days at 1800) "Conversion of data from 52,500 52,500 0 ,"the BP 3000' to Windows NT Server. FMS-n Configuration 5,000 5,000 0 :"~~;:.'-:"'- ...... ,'- ,".- . ~~n~Account Testing~ . .'~'..... ~.- "OF" . -1 , 1 00 : ReeoDimended additional 17,000 15,900 ....... " . ........ ).oftWare. FMS-Onramp :!i. FMS-EXEC (both ",'ith .5conc~rrent user licenses) :A-dditional Functionality. NIA .. 51,500 51.500 SoftwarelSenice: Fixed Assets Project Accounting Total 104,500 176,500 72.000 CONCLUSION The addition of the fixed Assets module and the Project Accounting module will increase the functionality and efficiency of the City's Financial Management System. Accordingly, it is in the best interest of the City to award a Purchase Order to Mitchell Hwnphrey & Company in the amount of $71,000 for a Fixed Assets module and a Project Accounting module, as a continuation of the upgrade of the financial Management System as initiated by Commission Memorandum No. 418-98 dated July 1. 1998. Jl SB;NpJjs:Ri> . Mitchell Humphrey" Co. FMS D Investment Summary Mirth 17, 1999 ORIGINAL ESTIMA TE SOFTWARE Total FMS n ConfigW'ation and Account Testing S 5.000 FMS-EXEC (5) 7,250 FMS-ONRAMP (5) 9.750 Total Software S 22.000 CONSULTING EA1ract and Con\'ert Histol)' S 52.500 TRAINING Davs B.!!!.. Total General Ledger 3 S 1,500 $ 4,500 Accounts Payable 3 1,500 4,500 Accounts Receivable 3 1,500 4,500 Purchasing 4 1,500 6.000 Auto Transactions 2 1.500 3,000 Reporting Tools 3 1.500 4.500 Operations 4 1.500 3.000 ~ c,1.t:: Total Training ~ $ 30.000 S~ J /q3 TOTAL ORIGINAL ESTIMATE S 104.500 ADDITIONAL ESTIMATE SOFTWARE Total 1099 Tape Fonn S 1.500 REOM-Updates CHECK CPR table in FMS-AP when checks clear the bank through an external system 3.000 RMIT-Prognun which updates the payment name and address when loading existing invoices in FMS D AP 3.000 Fixed Assets (5) 12.000 FAID-Program which loads assets from an extents I system into FMS-FA 3,000 Project Accowning (5) 29.000 FMS-EXEC (5) Price Adjustment (950) FMS-ONRAMP (5) Price Adjustment (150 ) Total Additional Software S 50.400 '" I!m B!!L Total TRAIN1NG General Ledger and Project Ledger Kickoff 2 S 1.800 S 3,600 Accounts Payable Kickoff I 1.50n 1.500 Purchasing Kickoff I 1.500 1.500 Fixed Assets 2 1.500 3.000 FMS-EXEC I 1.5IH) I ,S1l1l FMS-ONRAMP ! 1.5tH) 1.500 Total Additional Tninlng a s 12.600 ASSISTANCE Accounts Payable Check Run 3 S 1.500 S 4.500 Purchasing Print Program J 1.500 4.500 Tot.1 Additional Assistance ~ S 9.000 ~ Total Additional Tnining " Assistance ~ S 21,600 / ---~ TOTAL ADDITIONAL ESTIMATE 1:1 S 72.000 - TOTAL ESTIMATE ~ S 176.500 NOTES: Mitchell Humphrey & Co. FMS n Investment Summary March 17, 1999 . Installation suppon services are available at the prevailing standard daily rate at the time these services are provided. . The extent to which installation support services are required varies from organization to organization and is dependent on such factors as: Customer staff resources, time deadlines, extent of customization. etc. · Additional services. such as on-site project management, custom policy and procedures manual preparation, applications/operations audit, etc., are also available at our prevailing standard daily rate. · The City of Miami Beach will be responsible for all reasonable travel-related expenses incurred for installation suppon services. · One full set of documentation is provided. · The annual maintenance fee is 18 percent of the current list price of the software under license City of Miami Beach - CITY CLERK'S OFFICE February 17, 1999 \ CONSENT AGENDA February 17, 1999 \ CONSENT AGENDA C2 - Competitive Bid Reports February 17, 1999 \ CONSENT AGENDA \ C2 - Competitive Bid Reports February 17, 1999 \ CONSENT AGENDA \ C2 - Competitive Bid Reports C2A Commission Memorandum No. 123-99 Request for Approval to Award a Purchase Order to Mitchell Humphrey & Company in the Amount of $72,000 for a Fixed Assets Module and a Project Accounting Module, as a Continuation of the Upgrade of the Financial Management System as Initiated by Commission Memorandum No. 418-98, Dated July 1, 1998. Funding: Internal Services Fund for Information Technology. Administration Recommendation: Approve the award. (Information Technology) ACTION: Award authorized. Michael Rath to issue Purchase Order. R. Parcher to handle. Printed: 3/25/99 Time: 12:54:35 PM Source Database: F:\CLER\COMMON\FOLIO\CLERK63.NFO ~ITY OF MIAMI BEACH ITY HAll 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 .tp:\Il:I.milmi-OUCh.ft... COMMISSION MEMORANDUM NO. I 0 -~ . TO: Mayor Neisen O. Kasdin and Memben of the City Commission DATE: January 6,1999 SUBJECT: A Resolution ofthe Mayo and City Commission oftbe City of Miami Beach, Florida, Authorizing the Administration to Waive, by snths Vote, the Formal Bid Process and Negotiate a Contract with Aquilium Software Corporation in the Negotiated Amount of $151,450 for a Utility Billing System, Pursuant to an Agreement among the Finance, and Information Technology Departments. following a thorough Investigation of the Available Applicable Software, that this System Provides the Optimal Solution for Year 2000 Compliant Utility Billing Computerized Processing. FROM: Sergio Rodriguez City Manager ... ADMINISTRATION RECOMMENDATION Adopt the Resolution. f'U~DING Funding is available from the Infonnation Technology Internal Services Fund (550.0630.000674). BACKGROUND Since 1986, The Utility Billing Division of the Finance Department has used a computer system called the Utility Billing System (UTB) to proccss the City's utility (water, sewer, wastc, stonn watcr) billing and work orders for maintenance of the utility infrastructure. It is an essential system necessary to the daily functions of the City. Although this system was developed by a consultant hired by the City, it has been heavily modified by.the Infonnation Technology Department (IT) in ordcr to accommodate the City's special needs. These changes have been so prevalent that the systcm currently bears no rcsemblance to the original system, and has not been supported by the consultant for at least ten years. More importantly, the system is not Year 2000 (Y2K) compliant This is true of all of the City's major computer systems. In mid 1997 it was decided that the only viable solution to the Y2K problem was to replace all of the legacy systems. In September, 1997 IT, in cooperation with all affected departments, wrote an RFP seeking a replacement for the following systems: Financial Management System (FMS), PayrolllPersonnel System (PPS), and Utility Billing System (UTB). The RFP was issued in October, 1997 \\;th a December, 1997 deadline for the responses to the RFP. ft was specified that a vendor could propose an integrated solution (covering all systems) or a single system solution. FU APPROVED AGENDA ITEM~ DATE '-l..otL Four vendors proposed integrated systems; they were: HIE Systems. BITECH Systems, SCI Systems, and KPMG, our external auditors, who would acquire software from Software For Government (SFG). Two other vendors made partial proposals: Oracle-Harris proposed a solution for Financial Management and PayrolllHuman Resources and Hanis that proposed a solution for Utility Billing only. Mitchell Hwnphrey (MH), our current FMS vendor, did not submit a proposal because the Procurement Department had ruled that there was no need for MH to make a proposal since they were proposing an upgrade of their software and not a new system. Cyborg Systems, Inc. submitted a proposal but it was ruled non-responsive because they failed to include their pricing. An Evaluation Committee was appointed by the City Manager and approved by the City Commission. The members of the committee were given copies of the responses for perosal. The Committee first met in April, 1998 and agreed that the following vendors would be given further consideration: HTE, BITECH, and SCl. The other three proposals were deemed too expensive. . The Evaluation Committee met for a second time in May, 1998 and recommended: the RFP be rejected upgrading our current Financial Management System because of its features, functionality and excellent price finding State of Florida governmental agencies with contracts for Payro11/Human Resources and Utility Billing on which the City of Miami Beach could "piggy-back". The City began negotiations with Mitchell Humphrey for the upgrading of the Financial Management System. The upgrade involved the conversion of historical data and training on the new appearance and functionality of the system. Mitchell Hwnphrey and the City came to an agreement in July, 1998. The City Commission approved the upgrading of the current Financial Management System and the rejection of all RFP proposals, Commission Memorandum no. 418-98. IT contacted Utility Billing software vendors with State of Florida governmental agency contracts. The following vendors demonstrated their Utility Billing software: Dynasty, Census, lITE, and Aquilium. By August 31, 1998 an informal committee, consisting of managers and staff of the IT, Finance and Public Works departments, had decided to eliminate HTE because ofits high price (over $270,000). Dynasty was rejected because-it was not liked by the City's Utility Billing users, and Census was rejected because it was not yet fully operational anywhere in the State of Florida. Aquiliwn was overwhelmingly chosen because it was the best, the most user friendly, and the cheapest of all demonstrated systems. A copy of the contract between Aquiliwn and the City of New Smyrna Beach was sent to Procurement for approval for "piggy-backing". It was ruled that the City could not "piggy-back" because the New Smyrna Beach contract was not awarded through the bid process. The City hired a new Assistant Finance Director in mid July, 1998 and at a meeting between IT, Finance, and Procurement it was decided that we might consider an integrated solution for the replacement of our legacy systems. This meant that HTE might be considered again for the complete solution (Financial Management, Payroll/Human Resources, Utility Billing) in addition to the Land Management System. The Assistant Finance Director (AFD) would review the I-ITE financial system and compare it to the Mitchell Humphrey's. The; AFD attended a Mitchell Humphrey users group in September to see its upgraded system. On October 22, 1998 City staff who had been members of the committee met again and recommended the following: purchasing Utility Billing software from Aquiliwn pending a site visit to New Smyrna Beach, FI purchasing the Financial Management upgrade from Mitchell Hwnphrey purchasing PPS software from Cyborg pending a site visit to the- City of Melbourne, Fl. On November 6, 1998 a second in-house demonstration by Aquilium replaced a site visit. Managers and staff of IT, Utility Billing and Public Works attended this demonstration. There was a unariimous opinion among the City staff that the Aquiliwn software will provide a Y2K compliant Utility Billing system which meets the City's requirements. It was agreed by City staff that the Aquilium software presents the optimal solution considering functionality and price, among all of the systems considered. Aquilium has two contracts with State of Florida governmental agencies: the cities of New Smyrna Beach and Bonita Springs. These contracts were issued via the RFP process. Because each government body is unique in tenns of the number of employees, the number of users, the hardware platfonn, the amount of training required, etc., it has been impossible to find a contract identical to the one that will meet the City's req uirements. CQNCLUSION The Administration feels that the RFP process is the proper method to use, however, because of the year 2000 time constraints, it is felt that the RFP process, even an expedited RFP process, will not allow sufficient time to implement the Utility Billing Systemt. Therefore, the Administration recommends the City Commission waive the fonnal bid process and authorize the Administration to issue a contract to Aquiliwn Corporation for a Utility Billing System. U SR:MDB:RP RESOLUTION NO. 99-23013 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING A WAIVER, BY SI7THS VOTE, OF THE COMPETITIVE BIDDING PROCESS AND APPROVING A CONTRACT WITHAQUILIUM SOFfWARE CORPORATION, IN THE AMOUNTOFS151,450, FOR A UTILITY BILLING SYSTEM, UPON RECOMMENDATION OF THE ADMINISTRATION, FOLLOWING A THOROUGH INVESTIGATION OF THE A V AlLABLE APPLICABLE SOFTWARE, THAT TIDS SYSTEM PROVIDES THE OPTIMAL SOLUTION FOR YEAR 2000 COMPLIANT UTILITY BILLING COMPUTERIZED PROCESSING. WHEREAS, the City issued Request for Proposal No.I-97 /98 on October 17, 1997 to solicit . proposals from responsible vendors to provide an integrated, Year 2000 compliant, hardware and software solution for financial management, utility billing and payrolllHwnan Resources systems; and WHEREAS, one-hundred ten (110) RFP notices were issued resulting in eight responses; and WHEREAS, an Evaluation Committee, appointed by the City Manager and approved by the Mayor and City Commission met in April, 1998, and in May, 1998, and recommended that all proposals be rejected; recommending instead on upgrading the City's current financial management software because of its excellent price, and trying to find State of Florida governmental agencies with contracts for payroll/Human Resources and utility billing on which to "piggy-back"; and WHEREAS, because each government body is Wlique in terms of the number of employees, the number of users, the hardware platfonn, the amoWlt of training required, etc., it has been impossible to find a contract on which to "piggy-back"; and WHEREAS, the following vendors demonstrated their utility billing software to the City: Dynasty; Census; HTE; and Aquilium and, by August 31, 1998, an informal committee, made up of managers and staff of the lnfonnation Technology, Finance and Public Works Departments, overwhelmingly chose Aquilium because it was the optimal solution; and WHEREAS, as a fonnal bid or RFP process is no longer possible due to Year 2000 time constraints, the Administration would recommend that the Mayor and City Commission accept its recommendation herein, and authorize, by Snths vote, a waive of the competitive bidding process, finding such waiver to be in the best interest of the City. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby authorize a waiver, by 5nths vote, the competitive bidding process and approve a contract with Aquilium Software Corporation, in the amount of $151,450, for a utility billing system, upon recommendation of the Administration, following a thorough investigation of the available applicable software, that this system provides the optimal solution for Year 2000 compliant utility billing computerized processing. PASSED and ADOPTED this ...2!h. day of January, 1999. r>>fJ1 MAYOR .~~ ftuLiM CITY CLERK APPROVED AS TO FORM & lANGUAGE & FOR EXECUTION ~ L'-t:Jt# EXHIBIT H RFP No. 1-97/98 - EVALUATION COMMITTEE MEETING MINUTES, October 23, 1998,1:30 P.M., NOTES TAKEN BY: JUDY FORD, PROCUREMENT DIRECTOR Graciela Cespedes and Alexander Baum not present. Bob Parcher selected as Chairman of Committee Presentation by Eloy Bauleth, CMB Information Technology Department UTB and Human Resources Payroll Software Discussion: Aquilium preferred by UTB; New Smyrna Beach contract - spoke to Finance; interface with Financial system - Windows NT SQL Server; security - password sign-in and read only files; audit trail - discussion regarding controls and changes to data which needs to be clarified how these are recorded (have Jim Sutter involved); no work order module; $138,000 with a one year warranty ($40,000 for software) and $6,500 annual maintenance with $18,150 for training and balance for implementation; additional references need to be checked; Public Works to look at system; Patricia Walker to look at system. UNANIMOUS AGREEMENT TO AWARD PENDING POSITIVE RESPONSES. PeopleS oft - Too costly (approximately $1,200.000.00); would require one fulltime consultant on-site. Cyborg Systems, Inc. - Preferred over HTE, Inc. as there is no comparison. HTE, Inc. Would need to be modified to accommodate the City's calculations of pension and benefits; check that software meets needs of Pension, especially Police & Fire; time and attendance included; $319,000.00 with an additional $40-$60,000 to add all pension payrolls; Jay Flynn suggested that "fit analysis" isn't always accurate; cold wind up with a product that is not useable; what is the capacity of the software?; customers are the Miami Herald, City of Sarasota, Broward County; budgetary constraints don't allow for hiring of consultant in advance to provide "needs analysis"; modules: benefit admin, time & attendance, post control, payroll; need to visit sites to get more information; $350,000.00 budgeted for project. Bob Parcher: Not ready to vote until users visit a site and determine that system will accomplish what is needed; wants Committee to meet once more. Get Cyborg Systems, Inc. to complete questionnaire from the original RFP No. 1-97/98. Confirm time line and estimated project cost. COMMITTEE VOTED TO AWARD PENDING POSITIVE RESULTS OF FURTHER STUDY. FOUR VOTES YES AND TWO VOTES NO WITH MA YRA DIAZ- BUTTACAVOLI NOT PRESENT FOR VOTE. Further discussion and Committee decided to meet to discuss final decision. F:\CMGR\SAl.L\\CYBORO.MEM ITV OF MIAMI BEACH Y HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH. FLORIDA 33139 :\\ci.miami-beach.f1.ua EXHIBIT I COMMISSION MEMORANDUM ~O. ~ TO: Mayor ~eisen O. Kasdin and Members of the City Commission DA TE: January 6. 1999 FROM: Sergio Rodriguez City Manager ,. SUBJECT: A Resolution of the Mavo and City Commission of the City of Miami Beach, Florida, .. . Authorizing the Administration to Waive, by Sliths Vote. the Formal Bid Process and Issue a Contract to Cyborg Systems, Inc. in the Negotiated Amount of S332,414 for a PayrolllHuman Resources System. Pursuant to an Agreement among the Finance. Human Resources and Information Technology Departments, following a thorough Investigation of the Available Applicable Software, that this System Provides the Optimal Solution for Year 2000 Compliant PayrolllHuman Resources Computerized Processing. ADMINlSTRA TION RECOMMENDATION Adopt the Resolution. FUNDING Funding is available from the Information Technology Internal Services fund (550.0630.000674). BACKGROUND Since 1986, the Human Resources Department and the Payroll Division of the finance Department have used a computer system called the Payroll/Personnel System (PPS) to process the City's payroll and to track employee related data. Although this system was bought from an outside vendor, it has been heavily modified by the Inf<?nnation Technology Department (IT) in order to acconunodate the City's special needs. These changes have been so prevalent that the system currently bears no resemblance to the original system. and has not been supported by the vendor for at least ten years. More importantly, the system is not Year 2000 (Y2K) compliant. In mid 1997 it was decided that the only viable solution to the Y1K problem was to replace all of the legacy systems. In September, 1997 IT. in cooperation with all affected departments. wrote an RFP seeking a replacement for the following systems: Financial Management System (F:\.1S). Payroll/Personnel System (PPS). and Utility Billing System (UTB). The RFP was issued in October. 1997 with a December, 1997 deadline for the responses to the RFP. It was specitled that a vendor could propose an integrated solution (covering aU systems) or a single system solution. FUNDIf'!-6l APPROVE!) /n I r. '--.:... ~J1a:'!Ste! ent and 3:.:~g~t (, AGENDA ITEM L g ct o-~ \"1.-- DATE C. I D... J - ~-<19 . . Four vendors proposed integrated systems; they were: HTE Systems, BlTECH Systems, SCI Systems. and KPMG, our external auditors, who would acquire software from Software For Government (SFG). Two other vendors made partial proposals: Oracle-Harris proposed a solution for Financial Management and PavrolllHuman Resources and Harris proposed a solution for Utility Billing only. Mitchell Humphrey (MH), our current FMS vendor. did not submit a proposal because the Procurement Departm~nt had ruled that there was no need for Mitchell Humphrey to make a proposal since they were proposing an upgrade of their software and not a new system. Cyborg Systems. [nc. submitt~d a proposal but it was ruled non-responsive because they failed to include their pricing. An Evaluation Committee was appointed by the City Manager and approved by the City Conunission. The members of the committee were given copies of the responses for perusal. The Committee first met in April. 1998 and agreed that the following vendors would be given further consideration: HTE, BlTECH. and SCI. All three vendors proposed an integrated solution. Le., a solution comprised of Financial Management, PayrolllHuman Resources, and Utility Billing combined. The other three proposals were deemed too expensive. The Evaluation Committee met for a second time in May, 1998 and recommended: · the RFP be rejected · upgrading the Financial Management System to the Mitchell Humphrey software because of its features, functionality and excellent price · finding a State of Florida governmental agencies with contracts for PayrolI/Human Resources and Utility Billing on which the City of Miami Beach could "piggy-back". The City began negotiations \\lith Mitchell Humphrey for the upgrading of the Financial :Vlanagement System. The upgrade involved the conversion of historical data and training on the new appearance and functionality of the system. Mitchell Humphrey and the City came to an agreement in July, 1998. The City Commission approved the upgrading of the current Financial Management System and the rejection of all RFP proposals, Commission Memorandum no. 418-98. IT contacted Payroll/Hwnan Resources software vendors with State of Florida governmental agency contracts. The following vendors demonstrated their PayrolI/Human Resources software: KPMG (demonstrating SFG software), People Soft, HTE, and Cyborg. By August 31, 1998 an informal committee, consisting of managers and staff of the IT, Finance and Human Resources Departments, had decided to eliminate - KPMG and People Soft because of their high price (between $800~000 and $1,000,000) and HTE because it required too much customization to meet the City's needs. Cyborg was chosen because it was almost as complete as People Soft Gudged the best software) but at a third of the price. A copy of the contract between Cyborg and Broward County was sent to the Procurement Department to determine whether the City might "piggy-back" on the contract. It was ruled that the City could not "piggy-back" because the Broward County contract specified a different hardware platform from the one proposed to the City. The City hired a new Assistant Finance Director in mid Julv, 1998 and at a meetine between IT. Finance. and Procurement it was decided that we might consider an'integrated solution for "the replacem~nt of our legacy systems. This meant that HTE might be considered again for the complete solution (Financial Management, Payroll/Human Resources, Utility Billing) in addition to the Land Manaeement Svstem. The Assistant Finance Director (APO) would review the HTE financial system and comp~e it to the Mitchell Humphrey's. The AFD attended a Mitchell Humphrey users group in September to see its upgraded system. . . On October 22, 1998 City staffwho had been members of the committee met again and recommended the following: . purchasing Payroll/Hwnan Resources software from Cyborg pending a site visit to the City of Melbourne, Fl. purchasing the Financial Management upgrade from Mitchell Htimphrey purchasing Utility Billing software from Aquiliwn pending a site visit to New Smyrna Beach, Fl. . On November 13. 1998. two members of the Finance Department. one member of the Human Resources Department. one member of the Risk Management Department, one member of the Office of Management and Budget, and two members of the IT Depanment made a site visit to Melbourne, Fl. There was a unanimous opinion among the City staff that the Cyborg software met the City's requirements. In addition to doing the City's Payroll/Hwnan Resources functions that affect the payroll. the Cyborg software ~ill be used to process the payrolls for the City's four Pension Funds (GeneraL Unclassified, Fire and Police. and Supplemental Fire and Police) which currently are not Y2K compliant. It was agreed by City staff that the <;yborg software presents the optimal solution considering functionality and price, among all of the systems considered. Cyborg has three contracts with State of Florida governmental agencies: Broward County, and the cities of Melbourne and Sarasota. These contracts were issued via the RFP process. Because each government body is unique in terms of the number of employees, the number of users, the hardware platform, the amount of training required, etc., it has been impossible to find a contract identical to the one that will meet the City's requirements. CONCLUSION The Administration feels that the RFF- process is the proper method to use, however, because of the year 2000 time constraints, it is felt that the RFP process, even an expedited RFP process, will not allow sufficient time to implement the Payroll/Human Resources System and the four pensions Payroll processing. Therefore, the Administration recommends the City Commission waive the formal bid process and authorize the Administration to issue a contract to Cyborg Systems, Inc. for a PayrolVHwnan Resources System. \ \,~ ;.f SR:MbB:RP RESOLUTION NO. 99-23014 A RESOLUTION OF THE l\1A YOR AND CITY COMMISSION OF THE CITY OF MIA1\1I BEACH, FLORIDA, AUTHORIZII"G A W AI~R, BY 517THS VOTE, OF THE C01HPETITIVE BIDDII"G PROCESS A..'iD APPROVING A CO~TR~CT WITH CYBORG SYSTEMS, INC. IN THE A..l\10UNT OF 5332,414, FOR A PAYROLLIHUl\-l4J"l RESOURCES SYSTEM, UPON RECOMMENDATION OF THE ADMINISTRATION, FOLLOWING A THOROUGH I1'VESTIGATION OF THE A V AILABLE APPLICABLE SOFTWARE, THAT TInS SYSTEM PRO'\-'"IDES THE OPTIMAL SOLUTION FOR YEAR 2000 COMPLIA..'iT P A YROLLIHUMA.~ RESOURCES COMPUTERIZED PROCESSING. WHEREAS, the City issued Request for Proposal No. 1-97198 on October 17, 1997 to solicit . proposals from responsible vendors to provide an integrated, Year 2000 compliant, hardware and software solution for financial management, utility billing and payroll/Human Resources systems; and and WHEREAS, one-hundred ten (110) RFP notices were issued resulting in eight responses; WHEREAS, an Evaluation Conunittee, appointed by the City Manager and approved by the Mayor and City Commission met in April, 1998, and in May, 1998, and recommended that all proposals be rejected; recommending instead on upgrading the City's current financial management software because of its excellent price, and trying to find State of Florida governmental agencies with contracts for payrolllHuman Resources and utility billing on which to "piggy-back"; and WHEREAS, because each government body is Wlique in tenns of the nwnber of employees, the number of users, the hardware platfonn, the amount of training required, etc., it has been impossible to find a contract on which to "piggy-back"; and WHEREAS, the following vendors demonstrated their payroll/Human Resources software: KPMG (using SFG software); People Soft; HIE; and Cyborg and, by August 31, 1998, an informal committee, made up of managers and staff of the Information Technology, Finance and Human Resources Departments, overwhelmingly chose Cyborg because it was the optimal solution; and WHEREAS, as a formal bid or RFP process is no longer possible due to Year 2000 time constraint, the Administration would recommend that the Mayor and City Commission accept its recommendation herein, and authorize, by 517ths vote, a waiver of the competitive bidding process, finding such waiver to'be in the best interest of the City. 0' 91 I " . ; :.., ..-, ~-"! ..- ~~ i . ~ - \...~ '". -; " - ... _. - Iqq~00 I~ NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby authorize a waiver, by 517ths vote, of the competitive bidding process and approve a contract with Cyborg Systems, Inc. in the amount of $33.2,414, for a payro11/Human ResoW'Ces system, upon recommendation of the Administration, following a thorough investigation of the available applicable software, that this system provides the optimal solution for year 2000 compliant payro11/human resources computerized processing. PASSED and ADOPTED this 6 th day of January, 1999. CITY CLERK APPROVED AS TO FORM & lANGUAGE & FOR EXECUTION d[.f14L ~ ify~mey ,U#f ~..Ai /..1 ;, ii!! MAYOR :' '):~'.C' 3"}1:Ii,Q.F M IAM.J ~_E.ACH ~f~-Ji~~ON CENTER ~.M1AMI BEACH. FLORJDA33138 .-- ilUS . .tIT ' -~_.. - .' ....--..'. =-.... EXHIBIT J _ .c.,.,.....t'~..~ :~?~~~\i~ ..:.'......~; COMMISSION MEMORAJ\"DUM NO. 5 33 - ~J TO: Ma~Tor Neisen O. Kasdin and Members of the City Commission DATE: July 21,1999 SUBJECT: Request for Approval to Award a Purchase Order to Information Discove~' Systems (IDS) in the amount of $75,800 for Phase n Implementation and Migration of the Land Management System (LMS) and A",'ard a Purchase Order to Cyborg Systems, Ine., in the amount of 5177,827 for Phase n Implementation and Migration of the Pa}ToI1lHuman Resources S~'stem. FROM: Sergio Rodriguez City Manager ADMINISTRA TION RECOMME~'TJ)A TION Authorize the awards. . . <~"_;'";"~tN(; .'.' . .. .' . . ..... ....... ,"".. .,. Funding is available from the Internal Services Fund for Information Technology (Budget Account 550.0630.000674). BACKGROIJ'ND On December 16, 1998, the Commission authorized the a'ward of a Purchase Order to Sierra Computer Systems and Information Discovery Systems (IDS) in the amount of $179,777 for the upgrade to and migration of data from the current Land Management System (LMS). On January 6, 1999, the Commission authorized the award of a contract to Cyborg Computer Systems for $332,414 for the purchase of a Pa)TolllHuman Resources computerized system. These two awards were made to ensure Year 2000 (Y2K) compliance for these critical computer systems. AGENDA ITEM C. 2. b DATE 7-21-'7'1 ) Cf1 QCJ3B / ft.., : . ! .. . ", .... .. ,- ".. :, _ _ . .:'.: -'~o,mmissioD Mem.orandnm ~.::., <~ -:-.: i.Qi1 21, 1999 . ". :Page Two ANALYSIS The upgrade of the LMS system and movement of permitting data and computerized procedures for the Building Department was done as Phase I of the Y2K compliancy project for the whole Land Management System (LMS). In order to meet the July 1) 1999 de:::lIiHne imposed by the need to issue pemrlts with an expiration date of six months in the future) migration and implementation of the permitting functions was moved up to June 1, 1999. This was done to allow for any unforeseen problems that might occur during the changes. Completion of Phase I has been achieved and the upgraded LMS system functions of Permitting, Inspection and most of Special Masters have been operational. since June 1, 1999. Phase IT of the Y2K compliancy for the LMS system is to convert and implement Licensing, Violations, and Certificate of Use as well as to complete the Special Masters functions. The Phase I consultants, IDS, were contracted to provide the implementation of migration of permitting functions, and did an outstanding job of creating functional screens to accommodate the . pemJitting needs of the City. Based on their excellent performance on Phase 1, it is recommended .' . .that thej' provide the .migration and implementat,ion Qf.tbe r~Jl1n;_Tlg .LMS functiop.s: LiceD$es; \:::;;1 ',~';'<'-.:.terli.riCate'ofUse)'Violati6D.sandSpecia1MaSters:"" n' :~. .' :';'::': '.< . to. >..... '. . .IDS has given an estimate of $69,800 plus additions of$10,OOO for travel and $7,000 for unforeseen overruns, minus $11,000 in Phase I savings for a total package of $75,800 to acbieve one hundred percent (100%) Y2K compliancy for the LMS functions distributed as follows: Nightly Update Program for Inspection Results Special Master :Migration Sidewalk Cafe Roll-Over Program Elevator Roll-Over Program PM Violation Migration Business Licenses and Certificate of Use :Migration SUBTOT At Travel Expenses Miscellaneous (Unforeseen Ovemms) St.'-BTOTAL Minus Phase I Savings'" TOTAL $ 1,000 $ 9,400 $ 1,500 5 1,200 51 9,100 $37,600 569,800 $10,000 $ 7,000 $86,800 $11,000 $75,800 ." . . ~-..~ -....~ .. .",,~ ::.....rl~ :"t~ ';'I~."~ .:........:a; ..~~~~ ';....;:,...... ~~iJ . r ~ - " ~ .' .~ ~ :........:..'......'.1:. . ... . . . . - ....:~. '" ~ , ... ~,~ - r .:. ~. . ..... . "'Note: Phase I Savings - The original contract awarded to Sierra Computer Systems and Information Discovery Systems (IDS) in the amount of $179,777 has provisions for some consulting and customization. Approximately $11,000 has not )'et been spcnt and can be used to reduce the cost of Phase II implementation to 575,800. . . .. ~ 12 ~.. . .::.: 'J ." :~ _..4 , Commission Memorandum JijIy 21; 1999 . pa;ge Three ANALYSIS (continued) The new Payro1lJHuman Resources system was purchased from Cyborg Systems for the follo\\i.ng reasons: 1. Cyborg Systems most closely fit the Cit)"s needs and guaranteed a working Y2K compliant PayrolllHuman Resources system by the Year 2000. 2. There were not enough respondents to our Request for Proposals (RFP) in om price range, (although there were two respondents at the $1,000,000 range plus additional cost for customization to':fit City-specific functions). 3. There was not enough time to issue another RFP. Phase I of the migration and implementation of the Pa)'!oWHuman Sources has begun and is expected to be completed mid-July. During Phase I, it became apparent that the basic system that had been purchased from Cyborg Systems would not allow the City to mirror the functionality of the J ,.pres,ent ,system. Further customization ,?f the.1IDique features of the City system is required in .~~., .' \~ . 'fotacomplete and seamJ.ess mtegraiion to occur. eyb6ig S)~stemS is the oDlypossible ChoiCe m thiS -.' caSe in order for all applicable ramifications of the proposed changes to be considered and implemented properly. The estimate pro\ided by Cyborg Systems for all necessary changes to complete Phase n is $197,827 plus $10,000 in travel ex-penses and S20,OOO in unforeseen overruns, minus $50,000 in Phase I savings, for a total of $177,827 for the complete package. The distribution of these costs is shown below: Vacation and Sick Accruals Prorated Donated Sick Time Salary Range/Steps, Change Salary by Step Print Floater, Over Accumulated, Must Use, Vacation, and Sick on Check Enter Holiday Transactions on City Holidays Automatic Longe\ity Changes Transaction Adjustments on Check Floating Holiday Accrual and E).l'iration A.1temate Holiday Earning, Usage, and Forfeit Over Accumulated Must Use \.\ith Year-End Forfeit End of Year Forfeiture Report for Vacation Must-Use, Floater, Alternate, and Over Accumulated .. 13 $ 17,725 $ 7,100 $ 22,663 $ 4,600 $ 18,063 $ 7,100 $ 14,200 $ 3,313 $ 9,875 $ 9,875 $ 3.313 .- ~~~~,.~~ .;.,."..:.~::~: ~- :;;~;~~j~.~}j ... ' .~ ,.~ ":>i , .<. ~.~:._~.i .'i I I I ! , , *Note: Phase I Savings - The original Cyborg Systems contract that was awarded in the amount of $332,414 had provisions for some consultation and customization. Approximately $50,000 of the " ~ customization budget has not yet been spent and can be utilized to reduce the cost of completing ":;~~i,..ft~fr~}~;,~~??~~~Z~::... .:,~~.. ....0. <'.:~'..'.: ,.,<,,' , ,...... :"""." , >.. ,.., - CONCLUSION ':i~;~~~~~ . , " . .-.....~.....'- . '. ,_.-'. .J . "'::~".:i:t~:'~ ~~~: ~ <~~':f:CblmmssloD Memorandum : , -:~~ iI, 1999 : , Pqe'Four ANALYSIS (continued) Payroll Interface to Include: Direct Deposit for Active Payroll, Police & Fire, and General & Unclassified Pensions; PEBSCO: 401A, 457, and Part Time Pension (pESPBT); ICMA: 401A, and 457; General Ledger for the Financial System Laser Check Printing Interface SUBTOTAL Travel Expenses Miscellaneous (Unforeseen Ovemms) SUBTOTAL Minus Phase I Savings. TOTAL "~.:;'. .,.....:.- , '~.:~.:;1 . .": .'-'-.J .". :'"','j ,i ....;:J 'l $ 6JtXX> $ 2O,exn . $197$Il - $ lQ.CXX) $~ , sm$Il ~ sso,exn . $1T1$Z1 ~ ..,. :- '-:'::1 t!I ::. The awarding of amendments to the original contracts for the IDS and Cyborg Systems vendors for the completion of Phase IT for the migration and implementation of the Land Management System and PayrolllHuman Resources System respec1iveIy, will bring the City in line Vtith Y2K compliancy for these CIUcial City systems. At the same time, it will free up City staff to pro"ide assistance to all of the City's users who are facing new and more complicated computer applications. .f' MKR 0iY.^ ^-. SR:RP:MR:MXRv.r v~~ .. 14 :-.... j'" ~ ......,; .:..;. EXHIBIT K CYBORG SYSTEMS, INC. MODIFICATIONS - ORIGINAL TWELVE TASKS TASK 1 V AC & SIC ACCRUALS PRORATED. TASK 2 DONATED SICK TIME. TASK 3 SALARY RANGEISTEPS, CHANGE SALARY BY STEP. TASK 4 PRINT FLOATER, OVER ACCUMULATED, MUST USE, VACATION & SICK ON CHECK. TASK 5 ENTER HOLIDAY TRANSACTION ON CITY HOLIDAYS. TASK 6 AUTOMATIC LONGEVITY CHANGES. TASK 7 TRANSACTION ADJUSTMENTS ON CHECK. TASK 8 FLOATING HOLIDAY ACCRUAL AND EXPIRATION. TASK 9 AL TERNA TE HOLIDAY EARNING, USAGE, FORFEIT. TASK 10 OVER ACCUMULATED MUST USE, WITH YEAR-END FORFEIT. TASK 11 END OF YEAR FORFEITURE REPORT FOR VACATION MUST USE, FLOATER, ALTERNATE, AND OVER ACCUMULATED. F,ICMORISALLII('YBORG,MEM EXHIBIT K (Con't) TASK 12 PAYROLL INTERFACE TO INCLUDE: DIRECT DEPOSIT FOR ACTIVE PAYROLL, POLICE & FIRE, AND GENERAL & UNCLASSIFIED PENSIONS; PEBSCO: 401A, 457, AND PART TIME PENSION (PESPBT); ICMA: 401A, AND 457; GENERAL LEDGER FOR THE FINANCIAL SYSTEM. F:\CMGRISALLIICYBORG,MEM EXHIBIT L CYBORG SYSTEMS, INC. MODIFICATIONS - TWENTY-ONE TASKS (NINE ADDITIONS TO ORIGINAL TWELVE TASKS) TASK 1 V AC & SIC ACCRUALS PRORATED. TASK 2 DONATED SICK TIME. TASK 3 SALARY RANGEISTEPS, CHANGE SALARY BY STEP. TASK 4 PRINT FLOATER, OVER ACCUMULATED, MUST USE, VACATION & SICK ON CHECK. TASK 5 ENTER HOLIDAY TRANSACTION ON CITY HOLIDAYS. TASK 6 AUTOMATIC LONGEVITY CHANGES. TASK 7 TRANSACTION ADJUSTMENTS ON CHECK. TASK 8 FLOATING HOLIDAY ACCRUAL AND EXPIRATION. TASK 9 AL TERNA TE HOLIDAY EARNING, USAGE, FORFEIT. TASK 10 OVER ACCUMULATED MUST USE, WITH YEAR-END FORFEIT. TASK 11 END OF YEAR FORFEITURE REPORT FOR VACATION MUST USE, FLOATER, AL TERNA TE, AND OVER ACCUMULATED. F:\CMGR\SAlL\\CYBORG_MEM EXHIBIT L (Con't) TASK 12 PAYROLL INTERFACE TO INCLUDE: DIRECT DEPOSIT FOR ACTIVE PAYROLL, POLICE & FIRE, AND GENERAL & UNCLASSIFIED PENSIONS; PEBSCO: 401A, 457, AND PART TIME PENSION (PESPBT); ICMA: 401A, AND 457; GENERAL LEDGER FOR THE FINANCIAL SYSTEM. TASK 13 EMERGENCY AND FAMILY LEAVE HOURS TO REDUCE SICK AND VACATION BALANCES. TASK 14 OVERTIME RATE CALCULATION. TASK 15 PBSCO 401A, EXTRACT FILE FORMAT. TASK 16 PEBSCO 457, EXTRACT FILE FORMAT. TASK 17 PEBSCO PART TIME PENSION (PESPBT), EXTRACT FILE FORMAT. TASK 18 ICMA 401A, EXTRACT FILE FORMAT. TASK 19 ICMA 457, EXTRACT FILE FORMAT. TASK 20 DOWNLOAD OF FILES FOR POLICE & FIRE PENSION FOR BENEFIT CALCULATION. TASK 21 RANDOM DRUG TESTING. F:\CMOR\SALL.\\CYBORCi.MEM ... -.;" :.- w' .,. .. .~ I -r-~y~':-" 0 F M I A M I 8 E A C H '1-"-'JAi.ill"i;OO~CONVENT10N CJ:.NIER DRIVE MIAMI BEACH. ;:LO~I04 3313S- 6:~:/:~iatn~chfl us EXHIBIT M CO~{MISSION :\'n.:::\10RA~DU~1 :\0. t.e. ~(b -q q FROM: Ma)'or Neisen O. Kasdjn and :\1embers oftbc Ci1)' Commission . !? Sergio RodriguEz ~ Ciry :\1anager {.f!/ DATE: September 22, 1999 TO: , SUBJECT: Request for Appro"2} to Award a Personal Sen-ices Contract to ABC Computing Scn'ice, Inc., in an Estimated Amount of $79.565.64 to Provide Specialized Custonli:r-"ltion Assistance for the new Cyborg S)'stem, Inc. Payroll System. AD~f.'ISTRA TIO:\' RECO:\lME;\"DA TIO~ AUIDOrize the award. :-;(-_:.:- - 'FlJ~DING " " ~,' - - Fundmg isavail"ibic from the Internal Smices Fund!or Information Technology (Budget Account 555.0630.000674). BACKGROU~D On January 6, 1999, the Commission authorized the award of ;: PurcZ:.ase Order to Cyborg Cornp;Jter $YSlcms, In<.~., for $332,414 for t.l)e, purchase of a PayrolJ/H U!na.!l ReSO\.lIces eompuTeri~ed system. The system was to be implemented in two ph::lSes with Phase I being completed in late July. During Phase I, it became app~.rent t.l-}at the basic s)'slem obto:ined from Cyborg Systems, Inc., would not allow the Cit)' to mirror the functionality of me present system. After further analysis by Ci\)' personnel and Cyborg., it 'Va!; ck-termine.d th~t additional work would haye to be done to customize the s)'stem for tbe City's ne,eds. A:l estim:m: in the 2.mount of S177,827 was obtained .:r0]11 Cyborg Systems, Inc., to mak:: the necessary cu~torniZ2tion cha."lges required and the CO!l'l..l-nission auihoriz.ed the award of a Purchase Order to Cybor~ Systems, Inc.> for S 17i)827 on July 2), 1999. After the award was made, fUJ-J1er detailed disc~ssjons regarding L"le work to be done by Cyborg. Systems.lllc. lock place. The high cos'! ofule work and possibly addhiQnal cu5to1'l1ization that might have to be done: prompted the Information Technolog)' DcpU'l..rnent to investigate other options. DATE r~B Q-2'2-99 , AGE~DAITEM ~O/lO.d ((:Z! ~6, il C~S vS~l-rl9-S0r:Xi~ Xd31J AllJ H:)~33 jv~lW - :~sw: ~-'":~., ';~{fP,AL YSIS ,/~~,.", 7.'.,.:::W:'~ recommended 1ly other jurisdictions that the City utilize the servic.es of ABC Computing ,- -'Service. ,Inc., an independent firm that had a very high reputation for excellence in conducting '~i:uStom;:zation work on Cyborg Systems, Inc. software. The company was contacted and Mr. Andrew 1. Weiss met v..ith the staff of the IT Department on August 20, 1999, to di!ic\.lsS the parameters oflhe wor}: to be done. He demonstrated a comprehensive u.."ldersta."ldin~ ofthe Cyborg Systen'l, Inc., software and the requirements for customizing the system TO mee,t the City's needs. ABC Computer Sen'ice: Inc., then submitted an estimate of $69.565.64 to achieve the customizing of twenty-one (21) features of the Cyborg Systems, Inc., payroll system. In recognition of the complexity of these modifications and the difficult)' in predeTem"lining ~fthere may be other changes or modifications reJolired. an additional S 10,000 CQminEenc\' is recom...-:''lended which brines the total . . - ~ - amount to $79.565.64. This represents a $98.261.36 savings overme Cyborg Systerl'.s, Inc. proposal to perfonn the san").: :nodiftcatlons. The dis!ribution or the costs is to be found in Attachment A. Further, an ouiline of :he n")ethod fOT comph:tion oflhe tv.'ent)'-one (21) features' cuslomization and a time frame for t.~is was provided by ABC Computi.ng Service, Inc. and is to be found in Att..~chment B 2.....'Jd C. This will gi,'e !be eir)' a means of tracking we progress of ~he work being done a..."ld ensure Lial payment is made when the assigned l2$ks are completed. In addition, the Cy~org Systems, Inc., has allu.1orized a release from their contraclu31 ooligations for , the work to be, conducred by ABC Computing. Service, Inc. which is to be fOll.'1d in Anachment D. ::17 .- '. . :CONCLt1SI01'r . .....- .~. .'-. _. ...' . .'." .....-.....-.----- -_...... __ Based on our analysis oft..,e proposal. it is recommended 1.hat S79,565.64 be tranSferred from the amount allotted to CybOig. System.s, Inc., for customization a.nd be reallocated 10 ..AJ3C Computing Service, Inc., through a personal ser\'ic.e contract. This "ill ensure fr...at the Cit)' has the nece~sary customiz.a,tion oftne1T payroll s)'litem for implemenitLtion to meet the Y2K compliance issue. RP mKR SJlfR.l":):MKR ~ ri'" ~ L(l/S;O . d ~~:~1 66. ~~ d~S vS"L-~LS-SO~:X~~ ~1J AllJ HO~B lW~lW ATTACHMENT A' -,- , ., . " ABC cd~fPUTING SERVICE, INC. DISTRiBUTION OF COSTS ........ ~g~ Requirements Analysis Conferem;e (1 day @S950.00 per day plus expenses) Vacation & Sick Accruals Prorated (6 days @S950.00 per day) Donated Sick Time (6 days @S950.00 per day) Salary Range/Steps, Change Salary by Ste? (6 days @S950.00 per day) Print FLO, Ovei Aceum, Must Use, Vacation, & Sick Accrual on Check El'lter Holiday Tra.."lSaction on City Holidays (3 days @.S950.00 per day) Longevity Changes to be Automatic (3 dllYS @$950.00 per day) Print REDs Adju.stm~l1ts on Check (5 days @$950.00 per day) Floating Holiday Accrual and Expiralion (3 days @$950.00 per day) Alternate Holiday Earning, Usage, Forfeit Over AC'.cu..."Tlulated Must Use, '\Nith Yea: End Forfeit (3 days @S950.00 per day) 'End or Yem- Forfeiture Report fe.. \' a.c::.tion, Floating Holiday, Alternate Holiday, Over Accumulated Time Sheets (2 days @S950.00 per day) EmergenC)', and Family Leave I.Iours 10 Re,duce Sick, and Vacation Ba}:ances (2 days @S950.00 per day) OyerU.'De ~leCaJcul3.ti9~ (2 days ~S95q.OO per day) , , PEBSCOAOJA;,Extract file For.m~l(2d~)'s @S950.00 per day) PEBSCO 457, Extract File format (2 days@S950.00 per day) PEBSCO Pa."1 Time Pension (PESPBT), extract File format (2 days @$950.00 per day) ICM,A 401A~ ExtraCt File Format (2 days @$950.00 per da)') DO"'TJoad of Files for Police &. Fire Pensio~ for Benefit Calculation (7 days' @$950,OO per day) Random Dmg Testing (3 days @$950.00 per day) Misce11a.'1eOllS Travel Costs (4 Trips @S2,450.00 per !rip) Contbgency TOTAL ~ $ 1,815.64 S 5,700.00 $ 5,700.00 $ 5,700.00 $ ------ $ 2,850.00 $ 2,850.00 $ 4,750.00 $ 2~850.00 S ------ S 2:850.00 s ------ S 1,900.00 $ 1.900.00 S 1,900..00 ,...$,'1,900.00, ' ...$ ,'(900.00 S 1,900.00 $ 1,900.00 $ 6,650.00 $ 2,850.00 $ 9,800.00 $10,000.00 $79,565.64 LO/V'O . d ~~:~l 56. ~~ c~ vS?:L -~L9-S~: X'C':J >la3lJ AiD HJ~8 I1-.l1;jIW _ - - . ,.._' 1,. ATTACHMENT B Set>te:r.:lber 14. j 999 . . Mr. \Vther Coolidg.e, Jr. City 0: ~~~i 3each 1100 Was:-J:;gLon Avenue, 4:h riDOr Mia;::i 3 :ac::, FL 33 139 RE: 7L\G r7{AME FOR COMPLETIO~ OF CUSTOMIZA TIO:-: TASKS Dear y.,' ~;:e:-: Anac:ed :::::e fra...-ne for initiation, and completion of tasks submined in my Cyborg support propes"i dated ":"'ug~~ 20. 1999. TL"ne -=G..":.e e:.;:'::~te based on starting work on th~ proje.ct no ialer than September 27, 1999. .0~::-' ?ricri:y -,':e:-e assigned as per my undersi~'1ding of requirements, tasks that effect checks, and pay proc~si.::.g f.rst, and extracts, ciov::nloads, last. These taSk priority can be adjusted as you desire. .Sched'.11e ~:comp1etion b~ed on accu~Y,of)'our definition. )'C!urabili~_t.O provide an efficient test . eri.viro:l::lc::.t. and competent, timely review .of test res1.uts;, Test plans must'. b"e in' placepri Dr 10 ,task begin c.ale fer review. Ii c,,~=.i:~o:.s a=ise, thai a:c out of ABC Computi.ng Se!".ice, lnc:s control, that substantially effect c."'--'~':_'-"~:." vou ,....m b" T'\rovided "'Ti~.,n 7lotiiication _.....:-...........' __.~_": .,: W r ,."" . If o:.ier ta~!:5 ~se that are necessary to 'the completion cfpa~Toll implementation, that ,ABC assists you \..~:.~ w::r;e,n ~ppro"al \.\~1l be reques:ed prior 10 performing the taSks. Additional funds will be reques:ed, :: :Jecessary. and schedule will be adjusted 10 allow time for completion. Several of curr:;-.: :~s::s 'wi!lnot be required prior 10 r.lr~"1ing of iirslli\'e Cyborg, a.id these completion dates v.ill b: ac::.:s:ed to allow for un-foreseeable delavs in the schc.oule. - . ABC's ::",or.ns.1 billing proc,ess is to invoic.e, at the end of each month for work performed during that manto; (:K': :asks cornp]e1e.a), with invoice being due at the end of the month (EOM). This is :.!:~ :.:ec.ess I will use 10 in\'oic.e L'rJ.e City, ~nd invoices will note davs worked on tasks, and . . . . tasks c.o:::;::ted. Since:,:;', Andrew J, Weiss ABC CC:7.ru:i:;g Sen'ic~, Inc. cc: Kay Ra."ldal1 ~ LClSO.C ~,:,l 56. ~~ c&s vS~,-t,9-S~:Xi~ Xd3lJ A!IJ H~ 1~IW -- .... ..,. . -: ~ "-,. .4. TTACHMENT C CITY OF M1A.1\11 BEACH CYBORG CliSTOmZATION TIl\m F'RAJ'\iE ESTIMATE Ma."( Begin Completion ?riorit)' Task Description Days DaTe Date 7A Print HEDs a:ijuS"'lJ1le:it:; on check :; 09/27/99 10/04/99 Print FLO, Over accurn~ MUST Use, Vacation~ & Sick Accn:al on check 14 Overtime rate calcul:nion 2 09/28/99 1 0105/99 ~ 13 Emergency, Zl:id F a..-niJy leave hours to 2 09/29/99 10106/99 :: reduce Sick, and vacation balances ~ 5,9 Enter Holidn'\! tra.'1saction on City HolicElYS 3 09/30/99 1 0/07/99 . .. .AJternate Holiday ea.-ning, us::.ge, foti'eit " 12 Time Sheets 2 1 0/04/99 ] 0/1 8/99 '" . 1 , 11 Vacation & Sick Accruals prorated End of Year 6 10/06/99 10/25/99 "' " forfeiture rep:lTt for vacation, floating holiday, alternate holida)', over a~-umu13ted / ., DonaTed S ick T~me 6 1 OI11i99 10/27/99 .... 8 3 Sa1~-y Range/Steps, change sala!)' by step 6 1 0/18/99 10/29/99 .~.:~~ 6 Longevity changes to be a~ltomalic 3 10/19/99 11/01/99 .. .,.;1 8 - .F1-oating. Holid,aY3ccrualand expiration' , ,3 ' fOI25/9'9: '11/02199 '~:J 10 Over accumulated Mus! use, with year end forfeit .. 10/27/99 11/03/99 ~ 1 .J .., 15 PEBSCO 40lA, extracT file fomiat 2 Jl/01/99 11/09/99 '- 16 PEBSCO 457, extract flle format 2 1li03/99 ] 1112199 17 PEBSCO Pan Time pension (PESP3T), cXtraCi .., 11/08/99 11118/99 . ' file fonnat . ~ 18 leMA 401A, e~~tjact file format 2.. 11/15/99 11/19/99 '... :6 19 leMA 457, extract file format 2 1 J /16/99 11129/99 20 DO\\111oad of riles for Police & Fire Pension 7 11/17/99 11 ;30199 for Benefit calct:l,-~ion :S 21 Ra..jdom Drug TeSting 3 11/1 9/99 12/01/99 ~ "O/go'd ?,:~l ~6. ~e des vse,,-r,9-~:X?3 ~o31J ;~IJ HJ~8 I~IW ... ..' ~ -:~. -- - . - - . - "..:'. s.e~,,~:"99 02: 52 Cyborg Systems. Inc. 3124541175 P.02. ~.:. . ::.::..; C~(E30RG S 'Y S T EMS" Ou~l~y O;:t~r.s i:'ll-l:.ll'l'.&:'l i=les.~\"~e Te:hnol:>Sy A TTACHMf.NT D CYBORG SYSTE~lS INC. - RELEASE LETTER Se;;::er7Ic,Ef j o. j '9;; ''''r. l.l.. Key ;:;ar;::=; Djre:lo~ In1c~ma:io:'l Tec~,~::;:' C::y 0: Mia~T;i 3s;c~ , j DO Was~:n;J:c~ ~...:;. '.'; ~ Flocr ~ r,lIia:":"'l: BEach, t=L 33"":-;; 7 ca,e vIa 'far .-;:":.7-::'.-: .'~=.:! :73-7D.!? 2iO' "co~!ar ff.;il C;~ar Mr, ?'ar,d3i:: (.~ ,.........-71 ~8:7. pi ',J: ....'. .--.. :-.-- ~ -e'''.c:- ',- ....e ,.... 0' I~~-"-" Q ,--'" .... f""')' . .=a..s~ cor:Sl.-!r ...::: .:..:.:, ,,'111=:' fW=.': ,;.IJ .il \0;11)' t ..1::.,,,) _'=~'-il l...e vi.} Jl~I:7l1,S pe:-:o~i'j':ance W:'l:ie-i :~.; ~:.,::,.'l~:; S~a:;:!'!tr,iS 01 Vvc.:k under the Ci!',{s €X!sti'lg Consuiting Ser,'ices AOieemi:n1 No. 46::5 ....'::~: :)':::':0 SYS1;:':'lS. Inc. {Cyborg): 4555-05. 45eS-07. ~555-0S. L655-09, 46!S-i 0,(.$55-':. 45=5-;2..!~S5-'~, ~S$S.i4.,.4SES.-:5., 4€55-1S. 4555-,1 7; 4~f,!'~'9. 4655~20. a:1: 4'5'65-23_ Sinc.e t!-,;s~ S~,t~~:~I~~of \1\~!:lr~,\.i~;~-r'O,!~i9;;ed'by an aWThcir!:ed re~'ese;'l:::ve o' :he Cj~1 . r:eith:-r Cvo6r: :'",:.r ~~.: Cj~y :re :Jbli:ate:; to oenorrn t;i"iOer the:":'l. ..' J _ _. ....l.i.... 'r Y- I ::> IS'" "'~. - - -.. -. -~'-"" --..... ,....c:..:o- -'S .,,--, 'I~ i-,- j-;'I'-':j ~Y.~. 1"'). , '0 "'I"'...(...r..... C."'- '. :- ...1_- ..'U_' ..,.,_.,";_.I:=....u:...~=ll)...,,;........JnGlh uwtJ......,:"J,t; ... ..I.!:v,~ ..,......jlw..1 l:'l:I,1 senri=es, irdudii";9 ~....: ;':-: ::-.::e:; t~ ~he :i.S~ d~scr;:.eo ji, the S~ate:i:e:')ts .:;1 Vv'ork above. ?:ea~,e no,;! ti,!t these cc:":s....-:a.:-,:S ~:./ be ilk,.....;: i.CCeS5:0 the sotware 'he City has lice:-:se::1 ~ro~ C}'t;org -o:J!Y ai:er ea::'. :=-.~ ~;2.~ signed = s;-;:Jara1e nOiidisclcsu:e agieement {NDA). inten:ed Ie -' '" _c' . .0,_'.....1 r- ,.."'.....11: s.......,..-.,. r;.,,, "IT"'\' (c) ...."'y~.. b"""'- .L. C" _", I~ pr""leci1,eco'Jli~E:;'.'::I.:_ "",,~_I...,,,:!_ .JI,..:::-.. ,.......t".I.-....111...:~ ~:"een~n= l,ya.ll"""ne ~~S.;:1i.~:S or t;~~'f;;;" .:~':::,:; a,d ~he :.::~.S;J!:a.i:ts~ t-wt sr~cuJ:j t.e ::-, st.::5!irl~:aJ~y the same fC1rm as ~he !.J:;A a'.c.t \'.'#5' ;. .;.....: "'$::' Ia.r.S= :::. O~c.ar Sar.t;~s~e:'ai1 bi ~,ubie)' S:s'r:ial cr. Au~l..'S1 15:". 11 in! t~C;.(s) arE Exec.::,:: ='.~.:::y :'::....:-;7', ire City ci::i :hc c::r:s:.J~:cr::s, Cyborg ,""cui: like a copy 01 ea:h c.::e for c'...~ ~ :5. Pleate :=-S') ~ree ~o :a . ~= s: ~3'~) S03.5:E2 v,!ith 2r:.y ~~est:or:s. Sincere')'. ~ -" f/ '<: ~,... I/" ~ C . .~...,~~", ./, rr-- Sec: A, 5erkey j U.S. !J;-a;er c.t ere:-: S~..":es Cop'es :0: Wa't C~:..::;e O;an,:: :"a~:: Awtrey S:e";-:a: Liz e~,/a5~~ em r.,lc.~;a.-: ... ? o,l".... ni........... ;:I...,,,, ",.,l=~fll C~J:all.1L6C('O'.tess ::;':I.I,I<.,e'5 Fa. :\" ~:\n H'\.~4 lO/d-O'd 17<::<:: 5:'. s:e dC'S 17~L-S:l9-SC)Z::X'E':J Xd31J }J.lJ HJl;38 I"""l~ EXHIBIT N CYBORG SYSTEMS, INC. MODIFICATIONS - FIFTY-THREE TASKS AS OF 2/23/00 1. Vacation and Sick Accruals Prorated (Status: Completed but Extended) Report Generator to accrue vacation and sick leave hours, based on hours worked, HEDs to be included in hours worked total, and accrual rates to be stored in WL records. Memo HED will contain life-to-date hours worked. New employees will have their accruals stored until their probationary period ends. A batch EL program will process after first payroll of year to determine forfeitures including over-accumulations and transfer previous year vacation balance. Print report of forfeitures. Accruals are prorated only for the time actually paid. Year-end processing routines for Vacation and Sick accruals postponed. Extended to correct problems which arose in actual production. 2. Donated Sick Time (Status: Postponed) A new screen and segment will be created to enter Donation transaction. Screen will test availability of hours entered. English Language match program will process to interrogate this transaction and adjust both employees' accrual balance, and print report. 3. Step Increases (Status: Extended; Testing) Change salary by step. New screen, new segment to enter step increase, increase date, and daily hours. Batch EL program to test step field, find matching step in new code set, create 40-SCR entry, with step increase entry to reflect increase and print report of all step increases. Employee- level screen (XLASCR) completed. Extended to add fields to XLASCR: Effective Date and Extended Base Salary. Modify auto step increases to use effective date to trigger increase. 4. Print Vacation and Sick Leave Accrual Hours on Paycheck Stub (Status: Completed) Modify Cyborg check format generator, using WL record to indicate HEDs. Indicate over- accumulations and must-use hours. (Included with Mod. #7.) Output spec's mailed to Westcorp. F;\CMOR\SALL\\cYBORG,MEM EXHIBIT N (Con't) 5. Enter Holiday Transactions for City Holidays (Status: Completed) Report generator program to process in pre-pass to read new company segment, to determine presence of holidays within upcoming pay period. If employee is eligible and does not have current Alternate Holiday Memo HED hours, create time card transaction for Holiday HED and print report. Company-level screen (XCBSCR) for entering holidays has been completed. Holidays must now be entered. 6. Automatic Longevity Changes (Status: Coded) Report generator to update Memo HED with hours worked. MCASCR WL record to store HEDs to be included. Batch EL program to update 40-SCR with salary when employee passes longevity threshold. Thresholds and percentages hard-coded. 7. Print HED Adjustments to Earnings (Not Deductions) on Paycheck (Status: Completed but Extended) Modify Cyborg check format report generator to print current labor records as earnings on stub and to print accrual balances on stub. Consideration must be given to printable area on stub. Check RG will also be modified to print warning message of impending loss of accrued hours. Extended in order to add the writing of checks and direct deposit advices and creating check and direct deposit records on Files T and W, respectively, for Retirement Co. 770001. Also, to print Bank Name, Routing No., and Account Number on Direct Deposit Advices. 8. Floating Holiday Accrual and Expiration (Status: Postponed) Batch EL program to accrue floating holiday based on daily hours field (Mod. #3). Program will run after last payroll of year and after each pay period. Employees on probation will not receive Holiday until they reach 1040 hours. Print report. 9. Alternate Holiday Earnings (Status: Postponed) Included with Mod. #5. f:\CMQR\SAll\\CYBORG.MEM EXHIBIT N (Con't) 10. Over-Accumulated Must Use Leave, with Year End Forfeitures (Status: Postponed; More Definition Required) Batch English Language program to calculate at the beginning of each year the over-accumulated hours and store those hours in Memo HED. Vacation and sick HEDs will have method code RG to reduce these over-accumulated hours, identify lost hours. Included with Mod. I. II. End-of- Year Forfeiture Report: Pay Time Processing (Status: Completed); Year-end Processing (Status: Postponed) Report forfeitures for must-use hours for vacation, floating holidays, and alternate holidays, over- accumulated. Hours reported are for time worked/paid only. 12. Time Sheets (Status: Canceled; Programmed by IT Staff) Write batch EL program to print time sheet format based upon entering of week number and date. Parameter screen R-XTSR completed but not tested. Internal IT staffwrote program, using Crystal Reports. 13. Leave Processing/Accrual & Reduction Method Code (Status: Completed but Extended) RG method code on memo HED to accrue or reduce accrual balances by current hours in any HEDs for emergency or family leave, vacation, sick, etc. Extended to correct erroneous payment of Vacation to Floating Holiday and to solve accrual balance problem resulting from transfer of Sick to Vacation time, for Payroll #4, 2000. Extended to create a Leave History Report. As part of the latter task, create a file of actual HED usage to correctly update the 93 Screen. Also, create a file showing how HEDs were actually paid. Revise Method Code generator "SR" to create the file RG AXAX (H500UT File) and 5PRINT changes made. 14. Overtime Rate Calculation (Status: Completed) RG method code will use MCASCR to accumulate current earnings amount, divide by pay period hours to determine aT rate. OT rate multiplied by hours entered, by aT factor = aT earnmgs. F:\CMCiR\SALL\\CYBORG.MEM EXHIBIT N (Con't) 15. Create PEBSCO 401A Extract File (Status: Postponed) RG or EL program to create extract file as per format required. 16. Create PEBSCO 457 Extract File (Status: Postponed) RG or EL program to create extract file as per format required. 17. Create PEBSCO Part Time Pension (PESPBT) Extract File (Status: Postponed) RG or EL program to create extract file as per format required. 18. Create ICMA 401A Extract File (Status: Postponed) RG or EL program to create extract file as per format required. 19. Create ICMA 457 Extract File (Status: Postponed) RG or EL program to create extract file as per format required 20. Download Files for Police & Fire Pension for Benefit Calculation (Status: Completed but Extended) EL batch programs to create required file format. Extended to revise process/layouts. Pension start date is required and needs to be converted from old system 21. Random Drug Testing (Status: Canceled) EL batch program to create extract file based on selection criteria to be input to random drug selection processing. Report being created by IT Staff, using Crystal Reports. 22. Fire & Police Pension CheckslDirect Deposits (Status: Completed) Modify standard Cyborg check format RG to print 3-part check stub. Print 3-per-page Direct Deposit Advice. F:\CMGR\SALL\\CVBORG.MEM EXHIBIT N (Con't) 23. Out of Class Pay (Status: Completed) Report Generator M/C to calculate out of class pay from Union Code WL records, with rate for union. 24. Extra Pay (Status: Completed) Report Generator M/C to calculate extra pay, based on step and percentage from HED and MCASCR regular hours and amount. Step rate to be found from new employee segment for base step, plus HED rated for steps in WL record. Excesses FILEOI Codeset MBOl, directly in P4CALC. 25. Report Sequencing (Status: Completed) Modify Cyborg payroll reports HED Register 2H2H, Tax Filing 2T2T, and Combined Register 2222 to print in Fund (Control 3) and Department-Budget (Control 4) , and Name sequence. 26. Longevity Hours Accumulation (Status: Completed) Report Generator M/C to accumulate longevity hours as per normal hours scheduled/worked. Prior time worked is used for longevity hours. 27. Shift Pay Calculation (Status: Completed) M/C to calculate shift pay based on Normal Shift and Shift Hours entered. Find shift rates in WL Union Code record. Hours for 321 (HOL2), 323 (HOL3), and 325 (HOL3 + OTI) are added back in order to receive shift differential. 28. Automatic Union Salary Increase (Status: Coded; Testing Required) EL batch program, with parameters for Union, increase percentage, and increase date, to calculate salary increase, and create 40-SCR, entry, and report of increases. 29. Seniority Report (Status: Specifications; Postponed) Modify Cyborg EL report for sequence, fields, and sub-totals. f:\CMOfl\$ALL\\CY80RO.MEM EXHIBIT N (Con't) 30. No Check Report (Status: Completed) Report generator to print report of all active employees not receiving paychecks. A test for employees with wages but zero net and an active employee count by department have been included in this report. 31. Life Insurance Deduction Calculation; Current Pay Calculation Only (Status: Completed) For each payroll, use the Method Code report generator to calculate life insurance, based upon base pay. For the insurance deduction, use amount two as the Insurance Base Amount multiplied by the A8-SCR amount/percent field which contains the amount per thousand of coverage. Prior to the first payroll of the year, use the current 40-SCR annual salary to update the HED life insurance base amount, thereby automatically increasing life insurance for employees who have received raises during the past year. Prior to the first payroll of the year, run a report of base life insurance amounts. The print layout will contain the following: Dept. Number, Employee Number, Employee Name, HED, Base Insurance Amount, Insurance Rate. Report sequence will be: Dept. - Control 5, Employee Number Increase life insurance automatically for employees who have received raises during the past year. The year-end process for life insurance deduction calculation has been postponed. 32. Employee Roster - Name Sequence (Status: Completed) Create new EL report from Cyborg EL Program lA-RPT. Print list of active employees, in sequence by last name. 33. Missing Deduction Report (Status: Completed) Report Generator report of active, salaried employees set up for a deduction or Federal tax, where none was taken, including items such as: FICA, Pension Print report line for deductions not taken this pay run. F'\CMGRISAW\CYBORG,MEM EXHIBIT N (Con't) 34. General Ledger Reports (Status: Completed) GL pay period reports of earnings, taxes, and deductions by Fund, Charge, and Account Number. Includes Earnings Report, Deduction Report, and Summary Report.. 35. HealthlDental Head Count (Status: Completed) Write new Report Generator to print summary line by HED, count of employees with selective active Health, Dental HEDs, without sub-total by group. 36. Memo Deduction Register (Status: Completed) Print report of all memo deductions for HEDs in the range of 800 - 899. Same format as HED Register RGH2H2. 37. Payroll Deduction Summary Report (Status: Completed) Print summary report for tax bodies/deductions. Separate summary lines for all current activity and in total. 38. Paycheck Control File (Status: Completed) Create file for all paychecks created in SunTrust Bank format. 39. Normal Hours Report (Status: Completed) Create RG report of any active employee being paid more or less than normal hours. 40. HED Alpha Deduction Register (Status: Completed) Create RG report for selected Deduction HEDs. 41. ACH File Modifications (Status: Completed) Modify Cyborg ACH RG 6A6A to test company number and insert character prior to sender number. F:\CMOR\lALL\\CYBORG.MEM EXHIBIT N (Con't) 42. Life Insurance Value Report (Status: Testing) Write new EL program to print report of employees' coverages for basic life, supplemental life and AD&D, employee count, and coverage amount. Monthly report not required until middle of January. Extended to redefine report 43. FOP Deduction Report (Status: Testing) Write new EL program to print report of FOP Union employees with coverage for basic life, supplemental life, and AD&D. Monthly report not required until middle of January. Extended to redefine report. 44. Print Manual Checks via Westcorp (Status: Testing) Write EL program to create File 31 records in Westcorp format for printing manual checks. Modify BSCO for File 31 format. 45. Quarterly Reporting (Status: Definition) Review Cyborg quarterly reports against City requirements. Create specification, programs to meet quarterly reporting requirements. Reporting requirements must be defined andlor reviewed. 46. Bank Reconciliation/Computer-Generated Checks ReportlFile (Status: Completed) Create file/write report of all computer-generated checks and create reconciliation file/write report for retirement companies 660001, 660002, and 770001. 47. Upcoming Longevity Increases Report (Status: Specifications) Write EL report of employees going over a longevity milestone with the next two pay periods. 48. Bank Reconciliation/Computer-Generated Checks ReportlFile for Police & Fire Pension Company (Status: Completed) Create tile/write report of all computer-generated checks and create reconciliation file/report for Police and Fire Pension Company 440001. F,ICMORISALLIICYBORO,MEM EXHIBIT N (Con't) 49. Extended Base Salary (Status: Coded) Write EL program to calculate extended base salary and store new fields on XLASCR Screen, based upon HR definition of extended base salary. 50. Injury Service-Connected Report (Status: Specifications) Write report of injuries, service-connected. 51. Insurance Information Report (Status: Specifications) Write report of active employee payroll and of retirement payroll. 52. Workers Compo Summary Report (Status: Specifications) 53. 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