HomeMy WebLinkAbout2002-24968 Reso
RESOLUTION NO.
2002-24968
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, WAIVING, BY 5/7THS VOTE, THE FORMAL BID
PROCESS, AND AUTHORIZING AN INCREASE TO THE EXISTING STANDING
ORDER TO INFORMATION DISCOVERY SYSTEMS (IDS), IN THE AMOUNT OF
$27,330.00, FOR IMPLEMENTATION OF THE CITY COMMISSION'S REQUEST
TO COMBINE THE CITY LICENSES, CERTIFICATES OF USE, AND FIRE
INSPECTIONS, AND TO PROVIDE ADDITIONAL MODIFICATIONS TO THE
CITY-WIDE PERMITS PLUS SYSTEM FOR THE HANDHELD PROJECT.
WHEREAS, Information Discovery Systems (IDS) has been involved in the
conversion of the City's Land Management System to the new PERMITS Plus System, and
the implementation of two additional modules for Business Licenses and Certificates of .
Use; and
WHEREAS, the City Commission authorized the Administration on July 31, 2002,
to combine the City Licenses, Certificates of Use, and Fire Inspections on a single license
certificate, and additionally changed the issue date of both the Certificate of Use and Fire
Inspections from June 1 sl to October 1 s" to coincide with the issuance of the Occupational
License; and
WHEREAS, these changes represent major modifications to the PERMITS Plus
System, and the City Commission expects implementation of these changes by October
1, 2002, and
WHEREAS, IDS, the City's consultant for the PERMITS Plus System, has agreed
to continue its work in this regard as well as provide for other changes requested for City
Departments on the PERMITS Plus System.
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 waiving, by 5/7ths vote, the formal bid process, and authorizing an increase
to the existing standing order for Information Discovery Systems (IDS), in the amount of
$27,330.00, for implementation of the City Commission's request to combine the City
Licenses, Certificates of Use, and Fire Inspections and to provide addi' na modifications
to the city-wide PERMITS Plus System for the handheld project.
PASSED and ADOPTED this...!Lday of September, 2002.
MAYOR
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C TY CLERK
APPROYED MlO
FORM & LANGUAGE
. FOR EXECUT10N
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AUG-29-2002 16:33
INFO TECHNOLOGY DEPT
3056737049
P.02
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, A significant change is being considered by the City to increase fees and create one lic~e rather
. than the current two pernpt types system. A number of tasks are required to complete this
conversion and we will do our best to complete these tasks within 30 days of approval by the
City.
Tasks to be comDleted
'1. Create a process to globally increase the fees of all license and certificate of use permits.
The process shall be also used for any future increases in fees
2. Create a program to merge data from Certificate of Use P~its into the Occupational
Licenses.
3. Modify the Lockbox application to accommodate the new combined composition
payments
4. Modify all existing reports, forms and documents to provide search and reporting tools
for the new combined composition
S. Modify the roll-over application to handle roll-overs for both the Certificate orUse fees
and the License Fees. Modify the program to handle the penalty process for both
Certificate of Use and License Fees
6. Modify the composition to handle the new combined license
7. Create a program to handle pro-rated fees for Certificate orUse Pennits
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Web & IVR Pavments
This will be handled by IT in the on-going establishment of a methOd to process payments using
Accela's POS software. There are no issues as far as conversion go that will affect the process.
When paYments are made to the bill, the software from Accela will have to handle the payment
process.
RemainiDI!: Certificate of Use Bills
After the conversion, Lockbox will no longer process CU bills that were previously billed in
April. These bills will have to be processed manually just as those rejected by Lockbox today.
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AUG-29-2002 16:33
INFO TECHNOLOGY DEPT
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3056737049
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">;.' , '..~~cr.ease of Fees " . ,
'~.' " II~is'the intention to create an 'export' of the license numbers and,certifjcate ofuse numbers to a
. flat file. The flat file will be used by the pERMITS Plus sets to spaym a script that win in-turn,
. increase the rates of all existing permits. It will be up to the City to, input these new values ,into
the tableS. We will assist in the running of these scripts.
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Conversion Pro2ram
The conversion program will provide a mechanism to perform the cqnversion of data from the
live system. The conversion will be run on this data multiple times and'data will be'provided for
review/analysis purposes. This will also include, the pro-rated fees for the roll-over process.
,.Lockbox Chane:es .
The Lockbox application must be changed to allow feir the processing of one payment for license
and CD fees. The application will take into account that the Fire fees will be paid first, then the
CU fee, then the License fees. The process of changing statuses etc will remain the sa,me.
Report I Form Chan2es
The reports and invoices in the IDS Report Module shall be changed to provide for the combined
composition.. Those changes include the following screens: .
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,Roll-Over I Penalty ApDUcatioD
The software used to perform the roll-over process' and penalty process shall be modified for. the
combined application.. This software also handles the Penalty process for both Certificate of Use
and Occupational Licenses.
. .Composition Chan~es
The fees and fiel4s from the existing Certificate of Use permit must be re-created in the
Occupational License permit. Scripts must also be modified to calculate the additional fees.
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INFO TECHNOLOGY DEPT
3056737049
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, ' . Finance Staffwill be required to test the ~onverted data; the new fonns. new reports,
new lockbax payment process, new penalty processed data, new c~mpasitions and
scripts, and all documents. Finance will have to playa major role in the testing
process.
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. IT Staffwill be responsible for some preliminary testing of the doc~ents, reports,
fonns. and composition changes. They will be coo~ating docunientation of the
new processes, acting as liaison between Finance and IDS, and provide some testing
support as the programs are completed.
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'Timelinc
, . The critical piece will be the 'new' bill itself. The new bill is prapo.sed to be ready to be sent
within '45 days of when this new procedure is in effect. Scheduling of IDS,' the amount of testing
by Finance, and availability ofIT staffwill determine the actual conversion date.
, , Proaosed Solution
F~ Increase Customization (4 ho\U'S) ,
Conversion Program ofCU and Occupational Licenses (40 ho\U'S)
" Lockbox Program Modification (8 hoUrs)
Reports, Forms, and Document Modifications (40 hours)
Roll-over, Penalty, and Pro-rated CU Fees Modifications (IS hours)
Composition Modifications (24 hours)
5380
3,800
760
3,800
1,425
2,280
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Travel Time
*Travel Expenses (10 Days @ 5250 per day-l trip)
(*over 10 days, agency will be billed $250 per day)
5760
2,500
., Total Proposal....
$15~70S '
.* This is a "not-to-exceed" proposal. Hours will be biDed hourly unless pUt of a package price. The total cost
shall DOt exceed the proposal coat (euluding travel expenses).
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AUG-29-2002 16:34
INFO TECHNOLOGY DEPT
305673'7049
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Prqposal
\, ',DataEx front-end
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In order for the new IVlt system to interact with city permits using,PERMITS' Plus, tQ.e IVR
vendor has requested to provide a 'front.end' to the PERMITS Plus'software. 'Ibis front-end
will allow the IVR vendor to communicate more easily with PERMITS Plus through our
software product.
The software product will include support to run on a Windows 2000 or NT server along with
the DataEx software provided by Accela
The cost of this module includes testing and any further customization. There will be a trip
involved to finalize anyon-site issues. .
Two days on-site is required
. On-Site Assistance
\ To continue the on-going work in developing new, applications for various departments, the City
has requested our services for the fmalization of the Fire Department's new Inspection and
Consultation programs, Sanitation, and Engineeririg development.
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Staffhas also requested additional changes for the Building department regarding new fees for
Elevator pennits and assistance with the annual roll-over of these permits.
Finally, a meeting has been requested to design and. review the procedures for, the departmental
approval process of Occupational Licenses.
Proposed Solu.tloD '
DataEx (Exip) nriddle-ware software
DataEx Customization I Testing -15 hours @ $751hour
Other On-Site Assistance - 90 hours @ $751hour
Travel Expenses - DataEx On-Site Assistance (2 Days @ $250 per day)
Travel Expenses - Other On-Site Assistance (9 Days @ $250 per day)
(*over 5 days, agency will be billed $250 per day)
$1,000
$1,125
$6,750
$500
$2,250
Total Proposal..
511',625
.. 1b.is is a ''not.to-exceed'' proposal. Hours win be billed hourly unless part ofa package price. The total cost
shall not exceed the propow con (excluding travel expenses).
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AUG-29-2002 16:34
INFO TECHNOLOGY DEPT
3056737049
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, :':A:dditional BuUdial! DeDsrtmeDt Reguest (PrODosal) .
I 'During the month of August, the Building Department has made two requests for immediate
completion: (1) a report that sends a 30 day warning letter to owners, contractors, or applicants
where there permits will br have expired; (2) changes to an overnight program that will place holds
on permits where an inspection has not been ready - this will stop the lVR from scheduling any
fu~e inspection until the contractor has paid for a 'Re-inspection Fee'. These two requests will
be don~ at an hourly rate not to exceed 24 hours fOI: a total cost of $2,280.
Proposed Solution
Additional Building Depamnent Requests (Proposal)
$2,280
Total Proposals
$2,280
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TOTAL P.06
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
m
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Condensed Title:
Waive by 517ths vote, the formal bid process, and issue an increase to the existing standing order for
Information Discovery Systems (IDS), in the amount of $27,330.00, for implementation of the City
Commission's request to combine the City Licenses, Certificates of Use, and Fire Inspections, and to
rovide additional modifications to the ci -wide PERMITS Plus S stem for the handheld ro'ect.
Issue:
Meet requirements specified by the City Commission.
Item Summary/Recommendation:
The following documents are supplied for the Commission's approval:
1. Resolution.
Advisory Board Recommendation:
I N/A
Financial Information:
Amount to be expended:
t2J
Finance Dept.
Source of
Funds:
AGENDA ITEM Co 71<
DATE 9-//-02-
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
WNW.ci.miami-beach.f1.us
COMMISSION MEMORANDUM
From:
Mayor David Dermer and
Members of the City Commission
Jorge M. Gonzalez A
City Manager b /L-
Date: September 11 , 2002
To:
Subject:
A RESOLUTION OF THE MAYO AND CITY
OF MIAMI BEACH, FLORIDA, WAIVING, B nTHS VOTE, THE FORMAL
BID PROCESS, AND AUTHORIZING AN INCREASE TO THE EXISTING
STANDING ORDER TO INFORMATION DISCOVERY SYSTEMS (IDS), IN
THE AMOUNT OF $27,330.00, FOR IMPLEMENTATION OF THE CITY
COMMISSION'S REQUEST TO COMBINE THE CITY LICENSES,
CERTIFICATES OF USE, AND FIRE INSPECTIONS, AND TO PROVIDE
ADDITIONAL MODIFICATIONS TO THE CITY-WIDE PERMITS PLUS
SYSTEM FOR THE HANDHELD PROJECT.
ADMINISTRATION
Adopt the Resolution.
BUDGETED AMOUNT AND FUNDING
$27,330.00
Funding is available from the Capital Fund for Information Technology
(Budget Account 550.0630.000674)
BACKGROUND
Currently, the City of Miami Beach uses a land Management System called PERMITS
Plus to integrate various administrative functions related to land use, licensing and code
compliance. In essence, the PERMITS Plus System coordinates all the permitting,
approvals, inspections, licensing, and accounting, involved with land use within the City. It
gives the City employees the capability to display administrative transactions, retrieve
information necessary for code compliance and planning, and print licenses, certificates of
use and permits. It is an integral system necessary for the smooth operation of the basic
daily functions of the City of Miami Beach.
Before converting to the current PERMITS Plus system, the City processed permits on a
Hewlett Packard 3000 mainframe utilizing Land Management System (LMS) software. Due
to concerns for Y2K compliancy, it was determined that LMS would not be compliant and
would therefore cause a failure when processing building permits with dates beyond
January 1, 2000.
Commission Memorandum
Information Discovery Systems
September 11 , 2002
Page 2
On December 16, 1998, the City Commission awarded a contract to Sierra Computer
Systems and Information Discovery Systems (IDS), in the amount of$179,777, to convert
LMS to the new Y2K compliant Client Server-based software called PERMITS Plus.
The IDS consultant, John Boren, then proceeded with the work and was instrumental in the
conversion to PERMITS Plus and also implemented two additional modules within the
PERMITS Plus system that are used to process Certificates of Use and Business Licenses.
This was done with great efficiency and within the time prescribed by the contract.
ANALYSIS
Since the conversion to PERMITS Plus, the Information Discovery Systems Consultant
John Boren has worked closely with the City's Information Technology Department and
city-wide users in developing and installing programs that allow employees to do their
jobs more efficiently.
Some of the enhancements to the PERMITS Plus System that IDS has completed are:
. Rewrote all Compositions for Code Compliance.
. Customized on site Compositions for Engineering, Right of Way, Water Meters,
Sanitation Violations, Fire Inspections, and Garbage.
. Provided consultation on other reporting and testing needs.
. Analyzed & programmed Elevator Lockbox Changes.
. Created Address Labels, Documents, Scripts, and Reports.
. Developed Condition Changes for new Calendar function.
At the last Commission meeting on July 31, 2002, the City Commission authorized the
combining of City Licenses, Certificates of Use and the Fire Inspection on a single license
certificate. Additionally, they changed the issue date of both the Certificate of Use and
Fire Inspections from June 1 st to October 1 st to coincide with the issuance of the
Occupational License. These changes represent major modifications to the PERMITS
Plus system. As the City Commission expects implementation of these changes by
October 1 , 2002, it is imperative that the I DS consultant, John Boren, who was responsible
for implementing the original modules, be contracted again to complete these
modifications to bring the project to completion within the specified timeframe.
The Administration obtained a quotation from IDS to complete the above work in the
amount of $15, 705.00. In addition, work to incorporate the handheld computers and
future Web permitting applications by enhancing the DataEx front-end module is estimated
to cost $11,625.00. These costs include the testing, implementation and travel expenses
of IDS. The total amount for this work is $27,330.00.
Commission Memorandum
Information Discovery Systems
September 11, 2002
Page 3
CONCLUSION
It is therefore requested that the Mayor and City Commission waiving, by 517ths vote, the
formal bid process, and authorizing an increase to the existing standing order to
Information Discovery Systems (IDS), in the amount of $27,330.00, for implementation of
the City Commission's request to combine City Licenses, Certificates of Use, and Fire
Inspections, and to provide additional modifications to the city-wide PERMITS Plus System
for the handheld project.
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