2002-25021 Reso
RESOLUTION NO. 2002-25021
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, WAIVING, BY 5/7THS VOTE, THE FORMAL BID
PROCESS, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE
CITY, AND AUTHORIZING THE ADMINISTRATION TO ISSUE A STANDING
ORDER TO ABC COMPUTING SERVICES, INC., IN THE AMOUNT OF
$100,000.00, FOR FY2002-2003, RENEWABLE FOR ONE YEAR, FOR
PROVISION OF CITY-WIDE ENHANCEMENTS AND MAINTENANCE OF THE
CITY'S CYBORG SYSTEMS, INC. HUMAN RESOURCESIPAYROLL SYSTEM.
WHEREAS, the standing order for ABC Computing Services, Inc. to provide City-
wide enhancements and maintenance of the City's Cyborg Systems, Inc. Human
Resources/Payroll System expires on September 30, 2002; and
WHEREAS, ABC Computing Services, Inc. provides assistance to meet Cyborg
Systems, Inc.'s requirements such as upgrades, training, user-generated enhancement
tasks, as well as mainframe and year-end support; and
WHEREAS, ABC Computing Services, Inc. provides vital enhancements and
maintenance services for the continued well-functioning of the City's Cyborg Human
Resources/Payroll 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 waive, by 5/7ths vote, the formal bid process, finding such waiver to be in
the best interest of the City, and authorize the Administration to issue a standing order
for ABC Computing Services, Inc., in the amount of $100,000.00, for FY2002-2003,
renewable for one year, for provision of City-wide enhanc ents and maintenance of
the City's Cyborg Systems, Inc. Human Resources/Payro S te .
PASSED and ADOPTED thisE-day of October, 2 02.
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~ ~tM-(~
ITY CLERK
APPROVED AS TO
FORM & lANGUAGE
& FOR exeCUTION
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D8'I
CI1Y OF MIAMI BEACH
COMVIISSION ITEM SUMMARY
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Condensed Title:
A resolution of the Mayor and City Commission of the City of Miami Beach, Florida, waiving, by 5nths vote,
the formal bid process, finding such waiver to be in the best interest of the city, and authorizing the
Administration to issue a Standing Order to ABC Computing Services, Inc., in the amount of $100,000.00,
for the period of FY2002-2003, renewable for one year, for provision of enhancements and maintenance of
the Ci 's C bor S stems, Inc. Human Resources/Pa roll S stem.
Issue:
Whether a new Standing Order for ABC Computing Systems, Inc. for enhancements and maintenance of
the City's Cyborg Systems, Inc. Human Resources/Payroll System.
Item Summa IRecommendation:
Currently, ABC Computing Systems, Inc., is providing consulting services for the Cyborg Systems, Inc.
Human Resources/Payroll system and has been since 1999. The Administration recommends approval of
the followin Standin Order for ABC Com utin S stems, Inc.
Advisory Board Recommendation:
\ N/A
Source of Amount Account Approved
Funds: 1 $100,000.00 550.0630.000674 -Internal Service
D Fund, FY2002-2003
2
3
4
Finance Dept. Total $100,000.00 550.0630.000674-lnternal Service
Fund, FY2002-2003
Financiallnfonnation:
Ci Clerk's Office Le islative Trackin :
M. Kay Randall, Director, Information Technology
Si n-Offs:
Department Director
Assistant City Manager
City Manager
AGENDA ITEM
DATE
c"7E.
/rJ-;3-oZ-
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.ci.miami-beach.fl.us
COMMISSION MEMORANDUM
Subject:
Mayor David Dermer and
Members of the City Commission
Jorge M. Gonzalez \.. ~.
City Manager Ut'v 0
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, WAIVING, BY 517THS VOTE, THE FORMAL
BID PROCESS, FINDING SUCH WAIYER TO BE IN THE BEST INTEREST
OF THE CITY, AND AUTHORIZING THE ADMINISTRATION TO ISSUE A
STANDING ORDER TO ABC COMPUTING SERYICES, INC., IN THE
AMOUNT OF $100,000, FOR FY 2002-2003, RENEWABLE FOR ONE
YEAR, FOR PROVISION OF CITY-WIDE ENHANCEMENTS AND
MAINTENANCE OF THE CITY'S CYBORG SYSTEMS, INC.
PAYROLUHUMAN RESOURCES SYSTEM.
Date: October 23, 2002
To:
From:
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
BUDGETED AMOUNT AND FUNDING
$100,000.00
Funding is available from the Internal Service Fund for Information
Technology (Budget Account 550.0630.000674, FY2002-2003).
ANALYSIS
After the purchase of the Cyborg Systems, Inc. Payroll/Human Resources System, on
January 6, 1999, it became apparent that additional modifications would be needed in
order to mirror the functionality of the present system.
On August 20, 1999, the Information Technology Department met with Mr. Andrew Weiss
of ABC Computing Systems, Inc. to discuss a number of required customizations that were
needed for Phase I of the implementation of the Cyborg System, Inc. software. He
demonstrated a comprehensive understanding of the Cyborg Systems, Inc. software and
the requirements for customizing the system to meet the City's needs. In addition, he
offered a reduced rate from the one submitted by Cyborg Systems, Inc. to do the same
work. Since that time, the City has used ABC Computing Systems, Inc. exclusively for its
customization needs.
On February 21,2001, the City hired KPMG, LLP, in the amount of $49,500.00, to provide
an analysis of the City of Miami Beach Payroll/Human Resources System in order to
determine the following:
Commission Memorandum
ABC Computing Services, Inc.
October 23, 2002
Page Two
. Whether the City should continue funding additional modifications and modules of
the Cyborg Systems, Inc. system.
. Whether the money would be better spent by purchasing and implementing another
software package.
. Whether the City should consider another alternative altogether.
On July 18, 2001, the results of the assessment by KPMG, LLP, were submitted to the City
Commission in the form of a Letter to Commission. The study showed that it would cost
approximately $3.3-$5.4 million over a five year period to replace the current Cyborg
Systems, Inc. Payroll/Human Resources System. The KPMG, LLP assessment concluded
that the City should continue to implement the remaining modules and meet all of the on-
going annual expenses to maintain the Cyborg Systems, Inc. Payroll/Human Resources
System.
At the July 25,2001 Commission Meeting, requests were submitted to secure the services
of ABC Computing Services, Inc. and the Cyborg Systems, Inc. for the on-going support of
the Cyborg Systems, Inc. Payroll/Human Resources System. Also, presented was a five
year spreadsheet detailing the costs to date for the system and the anticipated future costs
for the next five years which totaled $1,871,593.61.
The City is still on target to remain within this total dollar estimate. Therefore, in
accordance with the five year plan, the Administration is requesting that $100,000.00 be
allocated to ABC Computing Services, Inc. for FY2002/2003.
CONCLUSION
The Administration recommends authorizing the Mayor and City Commission ofthe City of
Miami Beach, Florida, to waive, by 517ths vote, the formal bid process, finding such waiver
to be in the best interest of the City, and authorizing the Administration to issue a Standing
Order to ABC Computing Systems, Inc., in the amount of $1 00,000.00, for FY2002-2003,
renewable for one year, for city-wide enhancements and maintenance of the City's Cyborg
Systems, Inc. Payroll/Human Resources System.
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