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Home My WebLink About2002-24813 Reso RESOLUTION NO. 2002-24813 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING A CONTRACT WITH IDEA INTEGRATION, IN THE AMOUNT OF $209,135.00, PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 44-00101, FOR A HANDHELD INSPECTION SYSTEM. WHEREAS, approximately twelve (12) years ago, the City purchased a Land Management System (LMS) from Sierra Computer Systems Inc., this company eventually merged with Opin Systems, Inc. and is now known as Accela; and WHEREAS, in June, 1999, the City converted to a new client server Y2K compliant version that was offered by Accela that was called 'PERMITS' Plus; and WHEREAS, this new version encompasses the applications once supported on the old Land Management System as well as additional applications such as Violations, Certificate of Use and Licenses; and WHEREAS, the 'PERMITS' Plus System enables the inspection reports to be printed daily; and WHEREAS, the City has a need to improve the manner by which inspections are managed and recorded; and WHEREAS, on May 16, 2001, the administration was authorized to issue a RFP No. 44-00/01 for a Handheld Inspection System; and WHEREAS, on October 17, 2001, the City Commission accepted the recommendation of the City Manager pertaining to the ranking of the proposals received in response to the RFP for a Handheld Inspections System and authorize the Administration to enter into negotiations with the top ranked firm of Idea Integration; and WHEREAS, the Administration has completed its negotiations with Idea Integration and would herein recommend execution of the attached contract. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Miami Beach City Commission authorize the Mayor and City Clerk to execute the attached contract with Idea Integration, in the amount of $209,135.00, pursuant to Request for Proposals (RFP) No. 44-00/01, for a Handheld Inspection System. PASSED and ADOPTED this April ,2002. MAYOR ATTEST: ILM- P ~ CITY CLERK APPROVED AS 10 FORM a LANGUAGf! a FOR EXECUTION ~%~L CITY OF MIAMI BEACH CI1Y HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 .WWW.ci.miami-beach.f1.us . COMMISSION MEMORANDUM From: Mayor David Dermer and Date: April 10. 2002 Members of the City Commission Jorge M. Gonzalez \~. City Manager O' U A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A CONTRACT WITH IDEA INTEGRATION, IN THE AMOUNT OF $209,135.00, PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 44-00101, FOR A HANDHELD INSPECTION SYSTEM. To: Subject: ADMI~TION Adopt the resolution. BUDGETED AMOUNT AND FUNDING $209,135.00 Funding is available from the Capital Fund for Information Technology (Budget Account 550.0630.000674) BACKGROUND The City of Miami Beach has a need to improve the manner by which inspections are managed and recorded by the City inspectors. Currently, the 'PERMITS' Plus System supports the daily printing of inspection requests. These are then distributed to inspectors each morning by their supervisor. In addition, several City departments such as Code Compliance, Fire, Public Works, expressed the need to develop a method by which inspectors could create and issue violations at the point when a violation is identified in the field. The inspectors are required to have the results of each day's inspections entered into the 'PERMITS' Plus System prior to the end of the day. To accomplish this requirement, the inspectors must return to the office by early afternoon. This method is very time-consuming, since all data must be handled twice. It also decreases the amount of time the inspectors can spend in the field actually performing inspections. The City also requires that any solution be extendable for use by departments that use the 'PERMITS' Plus System. These include the Building, Code Compliance, Fire and Public Works departments. Commission Memorandum Handheld Inspection Project April 1 0, 2002 Page 2 of 2 In response to this need, the City issued a Request for Proposal (No. 44-00/01) seeking a total system solution that would allow for the processing of inspections and the creation of violations from the field. Twelve prospective vendors were contacted, resulting in two responses; M-Track Software and Idea Integration. An Evaluation Committee was selected consisting of seven individuals; five from the City and two from Miami-Dade County. The Evaluation Committee met on several occasions to review and discuss the requirements and scope of the project. On September 5, 2001, each bidder presented their solution. Upon conclusion of the demonstrations, the Evaluation Committee selected Idea Integration as the most qualified vendor. On October 17, 2001, the Commission accepted the recommendation of the City Manager pertaining to the ranking of the proposals received in response to Request for Proposal (RFP) No. 44-00/01 for a Handheld Inspections System; authorizing the Administration to enter into negotiations with the top ranked firm of Idea Integration. The Mayor and City Commission must now authorize the negotiated contract with Idea Integration and approve the additional items for completion of Phase I of the project. ANALYSIS The selected vendor, Idea Integration, recommends the City of Miami Beach engage in the development of a custom application leveraging the existing technologies and architecture currently in place at the City. The proposed solution is a real-time wireless solution by which the inspectors can create and enter new cases while in the field or actually on the job site. The solution increases departmental response time and better meets citizen and/or contractor requirements for inspection processing. The custom application will allow city inspectors to receive their daily inspection orders via a handheld device, and input results of inspections as they occur. The custom application will interface with the current 'PERMITS' Plus application via a wireless store and forward application allowing the live transmission from handheld devices directly into 'PERMITS' Plus. When a live transmission is unavailable, the proposed solution also will allow for uploading the inspection action into the 'PERMITS' Plus System when a connection is available. CONCLUSION The Administration recommends the authorization to execute a contract with Idea Integration for the Handheld Inspection Project, in the amount of $209,135.00. ~ JMG:PDW:MKR:GL..t1t III? .IJ-~j T:a endal2002lapr1002lregular/handheld commemo.doc CITY OF MIAMI BEACH COMMISSION ITEM SUMMARY ~ -.:e;:::- Condensed Title: A Resolution of the Mayor and City Commission of the City of Miami Beach, FL, authorizing a contrad with Idea Integration for the Handheld Inspection Project, in the amount of $209,135.00, pursuant to RFP 44-00/01. Issue: Whether to authorize contract with Idea Integration. Item Summary/Recommendation: The City of Miami Beach has a need to improve the manner by which inspections are managed and recorded by the City inspectors. Currently, the 'PERMITS' Plus System supports the daily printing of inspection requests. These are then distributed to inspectors each morning by their supervisor. Recommendation: Authorize a contract with Idea Integration for the Handheld Inspection Project, in the amount of $209,135.00, pursuant to RFP 44-00/01 Advisory Board Recommendation: I N1A Financial Information: Amount to be expended: Source of Fun~ Finance Dept. 550.0630.000674 , . . . ;'8':<.. ",' MKR . GL . ..' P . ...... ',,"\' . AGENDA ITEM DATE ~7I '1-10 -0;)-.