HomeMy WebLinkAbout2004-25546 Reso Inc.
RESOLUTION NO, 2004-25546
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE
RECOMMENDATION OF THE CITY MANAGER PERTAINING TO THE
RANKING OF PROPOSALS PURSUANT TO REQUEST
FOR PROPOSALS (RFP) NO, 16-03/04, FOR THE PURCHASE AND
IMPLEMENTATION OF AN ENTERPRISE FINANCIAL AND
ADMINISTRATIVE SYSTEM; AUTHORIZING THE ADMINISTRATION
TO ENTER INTO NEGOTIATIONS WITH THE TOP-RANKED FIRM
OF EDEN SYSTEMS; AND SHOULD THE ADMINISTRATION NOT BE
ABLE TO NEGOTIATE AN AGREEMENT WITH THE TOP-RANKED
FIRM, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH
THE SECOND-RANKED FIRM OF MUNIS; AND FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT UPON THE COMPLETION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION IN THE NOT TO
EXCEED AMOUNT OF $1,800,874.
WHEREAS, the Finance and Information Technology Departments have
determined that the current systems are archaic and unable to produce the
comprehensive integrated information needed to manage the City's financial and
administrative records efficiently; and
WHEREAS, after reviewing the costs associated with the required
replacement of these systems, the Administration believes that this is the
appropriate time to consider alternatives for improving the City's financial systems;
and
WHEREAS, on January 14, 2004, the City Commission adopted
Resolution No. 2004-25456, which authorized the issuance of a Request for
Proposals (RFP) to solicit proposals to provide an Enterprise Financial and
Administrative System for the City of Miami Beach; and
WHEREAS, on January 16, 2004, RFP No. 16-03/04 was issued via
BidNet, which in turn contacted 102 vendors, resulting in 30 of those contacted to
download the RFP package; and
WHEREAS, this RFP was also sent via e-mail to 18 additional vendors
that were either recommended from the project technical lead, or the vendor
qualifications matched a search conducted by the Procurement Department on the
Government Financial Officers Association (GFOA) website; and
WHEREAS, on or before the specified due date of February 19, 2004,
the Procurement Department received five responses to this RFP; and
WHEREAS, two proposals were deemed non-responsive, as the firms
did not meet the mandatory requirement that all Financial, Human Resources and
Administrative software applications/modules must be fully integrated by a single
vendor; and
WHEREAS, the non-responsive firms were: Cogsdale Corporation and
Siemens Business Services; and
WHEREAS, on February 23, 2004, the City Manager via Letter to
Commission (LTC) No. 047-2004 appointed an Evaluation Committee ("the
Committee") consisting of the following individuals:
1) Jeryl (Deede) Weithorn, Budget Advisory Committee, Independent CPA;
2) Larry Herrup, Resident, former BAC Chairperson, and Independent
CPA;
3) Alex Mendez, CFO, Mount Sinai Hospital;
4) Grace Cespedes, CPA, Deputy Finance Director Miami-Dade County;
5) Georgina Echert, Assistant Director of Finance, CMB;
6) Kay Randall, Director of Information Technology, CMB;
7) Jim Sutter, CPA, Director of Internal Auditing, CMB;
8) Martha Dempsey, Special Assistant to the City Manager;
9) Jill Weiss, F.I.U. School of Computer Science Instructor;
10) Tim Hemstreet, Director of Capital Improvement Projects, CMB; and
WHEREAS, the Evaluation Committee convened on March 12, 2004,
and was provided information from the Procurement Department relative to the
City's Cone of Silence Ordinance, the Government in the Sunshine Law and an
overview of the project from Larry Kientz, Technical Support for the project; and
WHEREAS, during this first Evaluation Committee meeting, the
Committee reviewed references secured by the Procurement Department and
Larry Kientz; and
WHEREAS, the Committee discussed the proposers' responses to the
General Questionnaire, the Functional Questionnaire, and the Unique Payroll
System Requirements Questionnaire; and
WHEREAS, as a result of these review discussions, it was determined
that New World Systems lacked some key functionality requirements that were
included in the proposals from Eden Systems and MUNIS; and
WHEREAS, on February 23, 2004, the City Manager via Inter-Office
Memo, selected a User Evaluation Committee (the "User Committee") consisting of
the individuals listed in the attached Exhibit "A"; and
WHEREAS, the purpose of the User Committee was to participate in
functional product demonstrations from the proposers that were recommended
as a result of the initial Evaluation Committee meeting; and
WHEREAS, the User Committee was comprised of end users and
stakeholders in various core functions of the solutions being proposed; and
WHEREAS, on March 25 and 26, 2004, the User Committee convened
to participate in demonstrations and interactive discussions from MUNIS and Eden
Systems, respectively; and
WHEREAS, the User Committee members were required to score only
the modules that pertained to the Users' specific job functions; and
WHEREAS, the User Committee again convened on March 29,2004 to
meet with Georgina Echert, Chairperson of both the User Committee and the
Evaluation Committee; and
WHEREAS, the User Committee discussed the scoring of the functional
modules demonstrated by MUNIS and Eden Systems; and
WHEREAS, the User Committee articulated positive feedback on both
MUNIS and Eden Systems and indicated as a whole, either system would be a
tremendous improvement over the current systems in place; and
WHEREAS, the User Committee ranked Eden Systems the number one
firm due to an overall consensus of being more user friendly than MUNIS, with
more drill down capabilities from within each screen, and state of the art
architecture; and
WHEREAS, the specific modules demonstrated also were scored higher
for Eden Systems based on functionality, with the exception of the Bid
Management module from MUNIS; and
WHEREAS, Eden Systems does not yet have a Bid Management module
released and was unable to demonstrate this functionality; and
WHEREAS, the Evaluation Committee convened on March 30, 2004 to
solicit feedback from the User Committee, listen to overviews with question and
answers from Eden Systems and MUNIS, and to score and rank the two firms; and
WHEREAS, Committee members Alex Mendez and Tim Hemstreet were
unable to attend this meeting and therefore did not participate in the scoring; and
WHEREAS, the Evaluation Committee scored the two firms based on the
following criteria, as outlined in the RFP, for a maximum possible total of 1400
points:
A, Experience in the successful implementation on an enterprise
financial, human resources and administrative support system for
other governmental agencies -100 points;
B. Quality of Installed Base and references -100 points;
C. Client References -100 points;
D. Cost -100 points;
E. Proposed System Features - 200 points
F. Application Functionality - 400 points
G. System Integration - 200 points
H. E-government Integration - 200 points; and
WHEREAS, The seven members present for the meeting scored the
firms as follows:
EDEN EDEN
COMMITTEE SYSTEMS SYSTEMS MUNIS MUNIS
MEMBER SCORE RANKING SCORE RANKING
GRACE CESPEDES 1278 1st 1009 ?nd
"-
MARTHA DEMPSEY 1241 1st 1193 ?nd
"-
GEORGINA ECHERT 1277 1st 1146 2nd
LARRY HERRUP 1297 1s1 1191 ?nd
"-
KAY RANDALL 1301 1st 1241 ?nd
"-
JIM SUTTER 1301 1st 1230 ?nd
""
DEEDE WEITHORN 1261 1 st 1179 ?nd
"-
WHEREAS, the feedback provided by the User Committee was a key
consideration in the Evaluation Committee's recommendation and scoring process;
and
WHEREAS, during the discussions, the Committees articulated that
either firm's proposed system would be a significant improvement over those
currently in place with the City, and either would be a viable choice; and
WHEREAS, Eden was ranked higher for ease of use, a more defined
central cashiering module, better reporting, more user defined fields and more
efficient web based access; and
WHEREAS, Eden demonstrated an understanding of the City's
budgeting process, leave plans, grant processing and unique payroll functions; and
WHEREAS, the City Manager has reviewed the findings of the
Evaluation Committee and concurs with its ranking.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND
THE CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the
Mayor and City Commission hereby accept the recommendation of the City
Manager pertaining to the ranking of proposals pursuant to Request for Proposals
(RFP) No. 16-03/04, for the Purchase and Implementation of an Enterprise
Financial and Administrative System; authorize the Administration to enter into
negotiations with the top-ranked firm of Eden Systems; and should the
Administration not be able to negotiate an agreement with the top-ranked firm,
authorize the Administration to negotiate with the second-ranked firm of Munis; and
further authorize the Mayor and City Clerk to execute an agreement upon the
completion of successful negotiations by the Administration, in the not to exceed
amount of $1 ,800,874.
PASSED and ADOPTED this
~;:J- f Q;t ~
~TY CLERK
Resolution No. 2004-25546
T:\AGENDA \2004\Apr1404\Regular\EnterpriseReso.doc
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
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V-
EXHIBIT "A" / USER COMMITTEE MEMBERS
1 ) Jose Cruz, Budget
2) Hamid Dolikhani, Building
3) Kristin McKew, CIP
4) Robert Anderson, Finance Resort Tax and License
5) Denise Bynum, Finance General Ledger and
Reporting
6) Emma Covington, Finance Payroll
7) Ramon Duenas, Finance Payables, Treasury and
Debt
8) Georgina Echert, Finance Committee Chairperson
9) Manny Marquez, Finance Capital, Grants, RDA
10) Raul Soria, Finance UTB
11) Edward Del Favero, Fire
12) Eric Yuhr, Fire
13) Drew Terpak, Fleet
14) Paulette Rolle, Human Resources Payroll
15) Larry Kientz, Information Technology
16) Vivian Guzman, Neighborhood Services
17) James Stamos, Parking
18) Carlos DaCruz, Parks and Recreation
19) Julio Magrisso, Parks and Recreation
20) Steve Greene, Planning
21) Ingrid Carries, Police Budget
22) Michelle Patrick, Police Payroll
23) Marta Fernandez Rubio, Procurement
24) Tamika Clear, Public Works
25) Leo Francis, Public Works
26) Robin Garber, Public Works
27) Bob Halfhill, Public Works
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
~
Condensed Title:
A Resolution That Accepts the Manager's Recommendation Pertaining to the Ranking of Firms; Authorizes
the Administration to Enter into Negotiations; and Authorizes the Mayor and City Clerk to Execute an
Agreement for the Purchase and Implementation of an Enterprise Financial and Administrative System, in
the Not to Exceed Amount of $1,800,874.
Issue:
Shall the Commission Adopt the Resolution?
Item Summary/Recommendation:
Request for Proposals (RFP) No. 16-03104 was issued in order to purchase and implement an Enterprise
Financial and Administrative System to include numerous functional system programs/modules (i.e., general
ledger, accounts payable, purchasing, budget preparation, inventory, project accounting, contract
management, bid management, payroll, position control human resources, applicant tracking business
licenses, special improvements/assessments, parcel management, e-government, and construction permits,
building/property inspections, code enforcement, utility billing, and citizen/service requests).
The City Manager appointed a .User Committee" made up of stakeholders in the various programs/modules
listed above. The User Committee ranked Eden Systems the number one firm due to an overall consensus
of being more user friendly than MUNIS, with more drill down capabilities from within each screen, and state
of the art architecture.
The feedback provided by the User Committee was a key consideration in the Evaluation Committee's
recommendation and scoring process. During the discussions, the Committees articulated that either firm's
proposed system would be a significant improvement over those currently in place with the City, and either
would be a viable choice. Both systems are capable of attaching any type of electronic documents and
providing electronic notifications to users. MUNIS has a comprehensive disaster recovery plan in place,
while Eden will implement one in the future. Eden was ranked higher for ease of use, a more defined
central cashiering module, better reporting, more user defined fields and more efficient web based access.
ADOPT THE RESOLUTION.
Adviso Board Recommendation:
The Finance and Citywide Projects Committee at its December 22, 2003 meeting recommended that the
Administration 0 forward with an RFP to ac uire an Enter rise Financial and Administrative S stem.
Financial Information:
Source of Amount Account Approved
Funds: 1 $1,800,874 550.0630.000674
t~ 2
3
4
Fina~ ce Dept. Total
ative Trackin
PDW JMG
DA \2004\Apr1404\Regular\EnterpriseFinanciaISummary
City Manager
DATE
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.miamibeachfl.gov
To:
From:
Subject:
COMMISSION MEMORANDUM
Date: April 14, 2004
Mayor David Dermer and
Members of the City Commission
Jorge M. Gonzalez ~ ~
City Manager t/'- 0
A RESOLUTION THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF
THE CITY MANAGER PERTAINING TO THE RANKING OF PROPOSALS
PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO, 16-03/04, FOR
THE PURCHASE AND IMPLEMENTATION OF AN ENTERPRISE
FINANCIAL AND ADMINISTRATIVE SYSTEM; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP-
RANKED FIRM OF EDEN SYSTEMS; AND SHOULD THE
ADMINISTRATION NOT BE ABLE TO NEGOTIATE AN AGREEMENT
WITH THE TOP-RANKED FIRM, AUTHORIZING THE ADMINISTRATION
TO NEGOTIATE WITH THE SECOND-RANKED FIRM OF MUNIS; PID
FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE
AN AGREEMENT UPON THE COMPLETION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION IN THE NOT TO EXCEED
AMOUNT OF $1,800,874.
ADMINISTRATIVE RECOMMENDATION
Adopt the Resolution.
AMOUNT AND FUNDING
$1,800,874
ANALYSIS
Account Number 550.0630.000674
The computer system hardware (HP3000) upon which our existing finance system, FMSII,
operates is no longer supported by the manufacturer, necessitating a replacement of the
financial hardware and software system. Additionally, the City has been notified that the
current payroll system from Cyborg will be discontinued at the end of the 2004 calendar
year, necessitating a move to another payroll system from Cyborg or another vendor.
The current FMSII System has been in use since the 1980's and it provides major financial
functions, which include general ledger, accounts payable, accounts receivable,
purchasing, budget, fixed assets and other general accounting functions.
Enterprise Financial System
RFP No, 16-04104
April 14, 2004
Page 2 of 10
However, it doesn't interface with the other financial systems in use and provides limited
high level financial management information, making it very difficult to use and extremely
labor intensive. Additionally, the system architecture does not lend itself to today's security
requirements or the need for business continuity in the event of a physical disaster.
The obsolescence of the hardware supporting the FMSII system necessitates that it be
replaced within the next year. This replacement will also require a replacement, upgrade or
conversion of the current software system to a different version or platform.
The Finance and Information Technology Departments have determined that the current
systems are archaic and unable to produce the comprehensive integrated information
needed to manage the City's financial and administrative records efficiently. After
reviewing the costs associated with the required replacement of these systems, the
Administration believes that this is the appropriate time to consider alternatives for
improving the City's financial systems.
The City Manager appointed an Evaluation Committee which met on December 19, 2003, to
review the matter. The Evaluation Committee recommended to the Finance Committee at
their December 22, 2003 meeting, that the City go forward with an RFP to acquire an
enterprise financial and administration system as soon as possible.
On January 14, 2004, the City Commission adopted Resolution No. 2004-25456, which
authorized the issuance of a Request for Proposals (RFP) to solicit proposals to provide an
Enterprise Financial and Administrative System for the City of Miami Beach.
Enterprise System Scope of Services
Hardware
The RFP included required hardware based upon the anticipated demands to be placed on
the application systems by the City of Miami Beach. The RFP specifications included
memory, disk, data communications, processing speed, redundancy considerations, and
allowed for growth of 5% annually in data volumes to be processed and assume 10 years
of historical data will be required to be online at all times.
Mandatory Requirements
The following RFQ requirements were deemed mandatory:
. The proposed system must operate on Microsoft Windows-2000 Server with
active directory.
. The proposed system must use the SQL 2000 database architecture and be
operational at current governmental customer sites.
. The proposed system must support Windows XP client workstations.
. The proposed financial system must be a true fund and encumbrance
accounting package designed for governmental use.
. The proposed financial system must be GASB 34 compliant.
. All Financial, Human Resources and Administrative software applicationsl
modules must be fully integrated from a single vendor.
Enterprise Financial System
RFP No. 16-04/04
April 14, 2004
Page 3 of10
. The entire proposed system must be fully 32 bit compliant, capable of using 3
tier client-server architecture using one of the following:
o Visual Basic (Microsoft)
o PowerBuilder (Sybase)
o Delphi (Borland)
The following functional system programs/modules were required by the RFP:
. General Ledger
. Accounts Payable
. Purchasing
. Accounts Receivable
. Budget Preparation
. Inventory
. Fixed Assets
. Project Accounting
. Contract management
. Bid Management
. Payroll .
. Position Control
. Human Resources-Personnel
. Applicant Tracking
. Cashiering
. Business Licenses
. Special I mprovements/ Assessments
. Parcel management
. Ad-Hoc Reporting
. E-government
The RFP informed all proposers that the City of Miami Beach is interested in continuing to
expand its web presence and E-government applications. Proposers were asked to offer
this capability, within their proposal, for all customer related functions performed by the
City.
The RFP required system components to be integrated by design, without requiring custom
programming to effect the integration. Additionally, the system components were required
to interface with our Laser Printing capability for checks. Applicant Test Scoring system,
Microsoft Outlook, and the E.S.R.1. GIS system, via ACH format to our Financial
Institution, our Pension system provider, and has other interfaces from existing Utility Billing
and Permitting systems. These interfaces were required to be included in the proposals.
Source Code Provision
The City of Miami Beach intends to enter into a maintenance agreement with the selected
vendor for the ongoing maintenance, update and correction of the application software.
The City of Miami Beach will require that all application source codes be stored at our
facility in a secure format for escrow purposes. The City will guarantee the security of the
Enterprise Financial System
RFP No, 16-04/04
April 14, 2004
Page 4 of 10
source codes and will not modify the production systems without the expressed written
consent of the vendor, unless the vendor ceases to provide service for any reason other
than non-payment of maintenance fees.
Optional Components/Functionality
In addition to the functional system programs/modules, the following optional components
will be provided:
. Construction Permits
. Building/Property Inspections
. Code Enforcement
. Utility Billing
. Citizen/Service Requests
All of the optional system components will be integrated by design, without requiring
custom programming to effect the integration.
The optional system components will include the following interfaces:
Permits/I nspections
Inspections/Code Enforcement
Utility Billing
must interface with
must interface with
must interface with
Intervoice IVR System
Acer Tablet PCs
Itron Handhelds
Laser PrinterlForms
RFP PROCESS
On January 16, 2004, RFP 16-03/04 was issued via Bid Net, which in turn contacted 102
vendors, resulting in 30 of those contacted to download the RFP package. This RFP was
also sent via e-mail to an additional 18 vendors that were either recommended from the
project technical lead, or the vendor qualifications matched a search conducted by
Procurement on the Government Financial Officers Association (GFOA) website.
On or before the specified due date of February 19, 2004, Procurement received five
responses to this RFP. Two proposals were deemed non-responsive as the firms did not
meet the mandatory requirement that all Financial, Human Resources and Administrative
software applications/modules must be fully integrated by a single vendor. The non-
responsive firms were: Cogsdale Corporation and Siemens Business Services.
The three firms that submitted qualifying proposals were:
Eden Systems;
New World Systems; and
MUNIS
Shortly after issuing the RFP, the City was made aware that Eden Systems had been
purchased by Tyler Technologies, who also owns MUNIS. MUNIS and Eden Systems
are considered separate entities.
Enterprise Financial System
RFP No. 16-04104
April 14, 2004
Page 5 of 10
On February 23, 2004, the City Manager via Letter to Commission (LTC) No. 047-2004
appointed an Evaluation Committee ("the Committee") consisting of the following
individuals:
1) Jeryl (Deede) Weithorn, Budget Advisory Committee, Independent CPA
2) Larry Herrup, Resident, former BAC Chairperson, and Independent CPA
3) Alex Mendez, CFO, Mount Sinai Hospital
4) Grace Cespedes, CPA, Deputy Finance Director Miami-Dade County
5) Georgina Echert, Assistant Director of Finance, CMB
6) Kay Randall, Director of Information Technology, CMB
7) Jim Sutter, CPA, Director of Internal Auditing, CMB
8) Martha Dempsey, Special Assistant to the City Manager
9) Jill Weiss, F.I.U. School of Computer Science Instructor
10) Tim Hemstreet, Director of Capital Improvement Projects, CMB
Georgina Echert was appointed Chairperson of the Evaluation Committee.
The Evaluation Committee convened on March 12, 2004 and was provided information
relative to the City's Cone of Silence Ordinance, the Government in the Sunshine Law and
an overview of the project from Larry Kientz, Technical Support for the project. Committee
Member Jill Weiss was unable to attend. During this first Evaluation Committee meeting,
the Committee reviewed references secured by Procurement and Larry Kientz. They
discussed the proposers' responses to the General Questionnaire, the Functional
Questionnaire, and the Unique Payroll System Requirements Questionnaire. As a result of
these review discussions, it was determined that New World Systems lacked some key
functionality requirements that were included in the proposals from Eden Systems and
MUNIS. A motion was made to eliminate NewWorld Systems from further consideration,
which had a second, and the Committee unanimously supported the decision.
The primary reason New World Systems was eliminated from competition was their
specific lack of functionality in the following areas:
o General Ledger;
o Accounts Payable;
o Printer Interface;
o QBE - Query By Example;
o Leave Plans;
o Bid Management; and
o Contract Management.
Consensus at the end of the meeting was to have Procurement invite the two remaining
firms, Eden Systems and MUNIS, to demonstrate their product and application modules
to the User Evaluation Committee. Each firm would have one full day to present to the
User Committee. In turn, the User Committee would provide scoring and feedback from
the demonstrations to the Evaluation Committee. The Evaluation Committee requested
representation from the User Committee as well as presentations from the two firms at
the next Evaluation Committee meeting.
Enterprise Financial System
RFP No. 16-04104
April 14, 2004
Page 6 of 10
The Evaluation Committee requested Procurement obtain clarification from an officer of
Tyler Technologies as to how the recent acquisition of Eden Systems might impact the
future of both MUNIS and Eden. The key concern being ifthe City's choice of one of the
two proposed systems were to be discontinued, the City would expect to be transitioned
to the remaining system at no charge. Such clarification was obtained from the Chief
Operating Officer of Tyler, indicating that, while there is no intention to discontinue either
system, if one were to be discontinued in a future generation ofthe product line, the City
would be transitioned at no fee for a period of five years.
The Evaluation Committee also unanimously motioned to remove Jill Weiss from the
Committee. Due to the level of detail discussed, the Committee members in attendance
felt that an individual could not fairly evaluate and vote on the proposals without the
benefit of attending the initial meeting.
On February 23, 2004, the City Manager via Inter-Office Memo, selected a User
Evaluation Committee (the "User Committee") consisting of the following individuals:
1) Jose Cruz, Budget
2) Nilda Garcia, Building
3) Kristin McKew, CIP
4) Robert Anderson, Finance Resort Tax and License
5) Denise Bynum, Finance General Ledger and Reporting
6) Emma Covington, Finance Payroll
7) Ramon Duenas, Finance Payables, Treasury and Debt
8) Georgina Echert, Finance Committee Chairperson
9) Manny Marquez, Finance Capital, Grants, RDA
10) Raul Soria, Finance UTB
11) Edward Del Favero, Fire
12) Eric Yuhr, Fire
13) Drew Terpak, Fleet
14) Paulette Rolle, Human Resources Payroll
15) Larry Kientz, Information Technology
16) Vivian Guzman, Neighborhood Services
17) James Stamos, Parking
18) Carlos DaCruz, Parks and Recreation
19) Julio Magrisso, Parks and Recreation
20) Steve Greene, Planning
21) Ingrid Carries, Police Budget
22) Michelle Patrick, Police Payroll
23) Gus Lopez, Procurement
24) Tamika Clear, Public Works
25) Leo Francis, Public Works
26) Robin Garber, Public Works
27) Bob Halfhill, Public Works
Georgina Echert was appointed Chairperson of the User Evaluation Committee. Marta
Fernandez, Procurement Coordinator, replaced Gus Lopez, Procurement Director on the
Enterprise Financial System
RFP No, 16-04/04
April 14, 2004
Page 7 of 10
User Committee in order to allow for the Procurement Director to oversee the process and
provide guidance and/or direction to the User and Evaluation Committees. Additionally,
Hamid Dolikhani replaced Nilda Garcia from the Building Department, on the User
Committee.
The purpose of the User Committee was to participate in functional product demonstrations
from the proposer(s) that were recommended as a result of the initial Evaluation
Committee meeting. The User Committee was comprised of end users and stakeholders
in various core functions of the solutions being proposed.
This Committee would score the presentations based on their functional responsibilities
within the City.
On March 25 and 26, 2004, the User Committee convened to participate in
demonstrations and interactive discussions from MUNIS and Eden Systems,
respectively. The User Committee members were required to score only the modules
that pertained to the Users' specific job functions.
The User Committee again convened on March 29, 2004 to meet with Georgina Echert,
Chairperson of both the User Committee and the Evaluation Committee. The User
Committee discussed the scoring of the functional modules demonstrated by MUNIS
and Eden Systems.
The User Committee articulated positive feedback on both MUNIS and Eden Systems
and indicated as a whole, either system would be a tremendous improvement over the
current systems in place. They ranked Eden Systems the number one firm due to an
overall consensus of being more user friendly than MUNIS, with more drill down
capabilities from within each screen, and state of the art architecture. The specific
modules demonstrated also were scored higher for Eden Systems based on
functionality, with the exception of the Bid Management module from MUNIS. Eden
Systems does not yet have a Bid Management module released and was unable to
demonstrate this functionality.
The Evaluation Committee convened on March 30, 2004 to solicit feedback from the User
Committee, listen to overviews with question and answers from Eden Systems and MUNIS,
and to score and rank the two firms. Committee members Alex Mendez and Tim Hemstreet
were unable to attend this meeting and therefore did not participate in the scoring.
The Evaluation Committee scored the two firms based on the following criteria, as outlined
in the RFP, for a maximum possible total of 1400 points:
A. Experience in the successful implementation on an enterprise financial, human
resources and administrative support system for other governmental agencies-
100 points;
B. Quality of Installed Base and references - 100 points;
C. Client References -100 points;
D. Cost -100 points;
Enterprise Financial System
RFP No. 16-04/04
April 14,2004
Page 8 of 10
E. Proposed System Features - 200 points
F. Application Functionality - 400 points
G. System Integration - 200 points
H. E-government Integration - 200 points
The seven members present for the meeting scored the firms as follows:
EDEN EDEN
COMMITTEE SYSTEMS SYSTEMS MUNIS MUNIS
MEMBER SCORE RANKING SCORE RANKING
GRACE CESPEDES 1278 1 sl 1009 2nd
MARTHA DEMPSEY 1241 1 sl 1193 2nd
GEORGINA ECHERT 1277 1 sl 1146 2nd
LARRY HERRUP 1297 1 sl 1191 2nd
KAY RANDALL 1301 1 sl 1241 2nd
JIM SUTTER 1301 1 sl 1230 2nd
DEEDE WEITHORN 1261 1 sl 1179 2nd
The feedback provided by the User Committee was a key consideration in the Evaluation
Committee's recommendation and scoring process. During the discussions, the
Committees articulated that either firm's proposed system would be a significant
improvement over those currently in place with the City, and either would be a viable
choice. Both systems are capable of attaching any type of electronic documents and
providing electronic notifications to users. MUNIS has a comprehensive disaster recovery
plan in place, while Eden will implement one in the future. Eden was ranked higher for
ease of use, a more defined central cashiering module, better reporting, more user defined
fields and more efficient web based access. Eden demonstrated an understanding of the
City's budgeting process, leave plans, grant processing and unique payroll functions. From
a technical standpoint, Eden utilizes industry standard Windows based technology and
MUNIS utilizes 4GL, while acceptable, is not deemed industry standard.
CONCLUSION
The Administration recommends that the Mayor and City Commission approve the
attached resolution, which recommends the acceptance of the ranking of firms, and
authorizes the Administration to enter into negotiations with the top-ranked firm of Eden
Systems; and should the Administration not be able to negotiate an agreement with the
top-ranked firm, authorize the Administration to negotiate with the second-ranked firm of
MUNIS; and further authorizes the Mayor and City Clerk to execute an agreement upon the
completion of successful negotiations by the Administration in the not to exceed amount of
$1,800,874.
JMG/PDW IGE/GL
T:\AGENDA\2004\Apr1404\Regular\EnlerpriseFinanciaISystem.doc
Enterprise Financial System
RFP No. 16-04/04
April 14, 2004
Page 9 of 10
VENDOR: Eden
Systems
Price Matrix - By
Application
Required Applications
License Implement Training
Fees Fees Fees
Train
Days
Travel
Expenses
Maint Other
(1 Year) Fees
Total
Total Required Modules
66,600 18,000 20,400 17 8,750 19,980 133,730
incl 0 0 0 0 0
incl 0 0 0 0 0
12,600 7,200 7,200 6 3,300 3,780 34,080
19,800 1,200 2,400 2 1 ,400 5,940 30,740
20,700 15,600 9,600 8 3,800 6,210 55,910
15,750 6,600 7,200 6 3,300 4,725 37,575
24,750 15,600 9,600 8 3,800 7,425 61,175
15,750 1,800 3,600 3 1,650 4,725 27,525
15,750 1,800 3,600 3 1,650 4,725 27,525
49,500 16,800 28,200 24 12,175 14,850 121,525
14,850 1,200 1,200 1 250 4,455 21,955
45,450 9,600 14,400 12 6,600 13,635 89,685
17,100 1,200 4,800 4 1,900 5,130 30,130
45,000 1,200 9,600 8 4,700 8,100 68,600
28,350 10,800 9,600 8 4,700 8,505 61,955
17,100 7,200 7,200 6 3,300 5,130 39,930
8,700 9,600 4,800 4 1,900 2,610 27,610
6,000 2,400 9,600 8 4,300 0 22,300
0 6,600 3,600 3 1,650 0 11 ,850
5,400 600 2,400 2 1,400 1,620 11,420
18,000 600 3,600 3 1,650 5,400 29,250
18,000 600 3,600 3 1,650 5,400 29,250
6,000 600 3,600 3 1,650 1,800 13,650
14,400 600 3,600 3 1,650 4,320 24,570
6,000 600 3,600 3 1,650 1,800 13,650
6,000 600 3,600 3 1,650 1,800 13,650
9,000 600 3,600 3 1,650 2,700 17,550
1,800 0 0 0 0 324 2,124
3,000 0 0 0 0 900 3,900
8,450 0 0 0 0 0 8,450
12,625 0 0 0 0 0 12,625
0 0 0 0 0 0 10,200 1 0,200
0 120,000 0 0 43,000 0 163,000
0 0 19,200 16 7,600 0 26,800
532,425 259,200 203,400 170 132,675 145,989 1 0,200 1,283,889
General Ledger
Accounts Payable
Purchasing
Accounts Receivable
Budget Preparation
Inventory
Fixed Assets
Project Accounting
Contract management
Bid Management
Payroll
Position Control
Human Resources-Personnel
Applicant Tracking
Cashiering
Business Licenses
Special Assessments
Parcel management
Ad-Hoc Reporting (10)
Other-AdminlWeb Setup
Extended Web e-Gov
Accts Payable
Pu rchasing/BidsContracts
Accts Receivable
Applicant Tracking
Human Resources
Employee Training
Special Assessments
Licensing
Other
Data Dictionary
Florida State Package
Map Objects Runtime
(ESRI)
Cashiering Hardware
Standard Forms Creation
On-Sight Project Mgmnt
End User Training
Enterprise Financial System
RFP No. 16-04/04
April 14, 2004
Page 10 of10
Optional Applications
Construction Permits
Building/Property Inspections
Code Enforcement
Utility Billing
Citizen/Service Requests
UB Handheld Interface
Web Extensions
Permitsllnspections Web
Utility Billing Web
Customer Requests Web
Web-based Cashiering
Unique Payroll Modifications
Standard Forms Creation
54,750 22,800 19,200 16 8,500 16,425 121,675
incl 0
incl 0
67,500 24,000 20,400 17 8,750 20,250 140,900
31,500 3,600 14,400 12 5,700 9,450 64,650
6,000 600 0 0 0 1,800 8,400
14,400 600 3,600 3 1,650 4,320 24,570
18,000 600 3,600 3 1,650 5,400 29,250
14,400 600 3,600 3 1,650 4,320 24,570
19,900 600 3,600 3 1,650 4,320 30,070
67,500 67,500
0 0 0 0 0 0 5,400 5,400
53,400
29,550
26,285 72,9001 516,9851
Total Optional Modules 226,450
Total
68,400
57
738,9751 312,0001 268,2001
2241
160,5751 207,954183,10011,800,8741
tyler workJ.
Tyler Technologies, Inc. MUNIS Division 370 U.S. Route One. Falmouth, Maine 04105 207/781-2260 www.munis.com
Courts and Justice
Financial and City Solutions
Property Appraisal and Tax
Document ManaQement
March 15,2004
Mr. Gus Lopez, CPPB, CPPO
Procurement Director
City of Miami Beach
1700 Convention Center Drive
Miami Beach, Florida 33139
Dear Mr. Lopez:
On behalf of Tyler Technologies I want to express our appreciation to the City of Miami Beach for
considering MUNIS and Eden Systems as part of your on-going decision process. Tyler is the largest
company committed to providing software and related services exclusively to local government. In
our view MUNIS and Eden provide industry-leading solutions and would be excellent fits to the Cities
needs.
MUNIS and Eden have both been successful based on very strong products, technically and
functionally. Tyler is committed to supporting and extending both solutions as long as they can be
competitive and we would expect that to be a considerable period of time. Certainly, at some point, as
with any product a time will come when the development and introduction of a next generation
product will make sense. At that point we believe the resources of Tyler coupled with the skills and
experience at our operating divisions will position us very well to introduce another generation of
industry leading solutions.
Should Miami Beach select either Tyler product, we will commit that our next generation product will
be made available to the City regardless of where the product is developed. Should that product be
released in the next five years, there will be no license fee to the City. Beyond five years, it is a
challenge to predict the practices of the industry, however, we will commit that we will provide the next
generation product at the most favorable rates offered, again, regardless of which division the City has
its relationship with.
In summary, we are convinced that Tyler has excellent solutions for the City's consideration today and
we are committed to providing industry leading, competitive solutions going forward. We will
contractually commit that your investment in either Tyler solution is protected as next generation
products are released.
Sl!l~rely, /
(' ~
Jo~M=k l'
Tyler, Chief OperatinfOfficer
Message
Page 1 of2
.
Leja, Pamela
From: Kyle Johnson [kjohnson@edeninc.com]
Sent: Monday, March 15, 200411:54AM
To: Leja, Pamela; Lopez, Gus
Cc: Gene Jackson; Jeff Green
Subject: RE: RFP 16-03/04
Pamela,
Good morning, we received your email and are available for the March 26th presentation. We look forward to any
additional information you are planning to supply.
Mr. Jackson is currently out of the office and asked me to respond to the question from Mr. Lopez and the City's
Evaluation Committee regarding the Tyler Technologies acquisition and our software upgrade policy.
It has always been one of our main goals to keep existing clients in the Eden Systems family. We have had our "license
free" upgrade policy for over twenty years and continue to offer clients this policy today.
The following is a statement that can be included in the City of Miami Beach's contract outlining this policy.
6.1 In the event that the support for the Licensed Program is discontinued by either Licensor, a successor firm, or other
assignee to this Agreement (collectively referred to as "Licensor"), Licensor will provide access to any enterprise software
solution made generally commercially available by the Licensor that is designed to run comparable business functions to
what was run by the Licensed Program. Such new software solution will be provided at no additional cost, assuming
Licensee is receiving uninterrupted software support. Additionally, if such discontinuation of the Licensed Program occurs
within 5 years after the execution date of this agreement, Licensor will also provide, at no cost, any consulting services
necessary to migrate from the Licensed Program to the new software solution.
Please let me know if you require any additional information regarding this policy.
We look forward to having an opportunity to present our InForum Gold software solutions to the City on March 26th. If I
can supply any additional information, please feel free to contact me.
Respectfully,
Kyle M. Johnson
Account Manager/ Eden Systems, Inc,
toll free (800) 328-0310
fax (425) 254-1402
1100 Oakesdale Avenue, Southwest
Renton, WA - 98055
-----Original Message---n
From: Leja, Pamela [mailto:PamelaLeja@miamibeachfl,gov]
Sent: Friday, March 12,2004 2:28 PM
To: Gene Jackson; Kyle Johnson
Subject: RFP 16-03/04
4/5/2004
Message
Page 2 of2
Hello Mr. Jackson:
Please review the enclosed document from Gus Lopez, Procurement Director, City of Miami Beach, and respond at
your earliest convenience.
The Evaluation Committee would like Eden Systems to present a demonstration of the modules outlined in subject
RFP to the City of Miami Beach User Committee. We request that March 26 be set aside for the demonstration
and presentations. More details will follow early next week.
Regards,
Pamela Leja
City of Miami Beach
Procurement Division
(305) 673-7497
Pamela Leia@.miamibeachfl.Qov
4/5/2004