97-22594 RESO
RESOLUTION NO. 97-22594
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE RANKING OF
RESPONSES RECEIVED AND AUTHORIZING THE ADMINISTRATION TO
ENTER INTO NEGOTIATIONS FOR A CONTRACT WITH THE NUMBER-
ONE RANKED FIRM, KRONOS, INe., PURSUANT TO RFP NO. 133-96/97
FOR PROVIDING A TIME-KEEPING SYSTEM FOR THE MIAMI BEACH
CONVENTION CENTER; SHOULD THE ADMINISTRATION NOT BE ABLE
TO REACH AGREEMENT WITH KRONOS, INe., AUTHORIZING THE
ADMINISTRATION TO NEGOTIATE WITH THE SECOND-RANKED FIRM,
SIMPLEX.
WHEREAS, the City issued a Request for Proposals (RFP) No. 133-96/97 for providing
a Time-Keeping System for the Miami Beach Convention Center; and
WHEREAS, notices and specification packages for RFP No, 133-96/97 were issued on
September 19, 1997, resulting in three timely responses; and
WHEREAS, an Evaluation Committee approved by the City Manager met on November
6, 1997, and recommended the firm ofKronos, Inc. as the top-ranked respondent, and the firm of
Simplex as the second-ranked respondent; and
WHEREAS, the City Manager has reviewed the responses and the recommendation of the
Evaluation Committee and concurs with the Evaluation Committee's recommendation.
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 herein accept the ranking of the responses received and now authorizing the
Administration to enter into negotiations with the number-one ranked respondent, Kronos, Inc"
pursuant to RFP No, 133-96/97, to provide a Time-Keeping System for the Miami Beach
Convention Center; and should the Administration not be able to reach agreement with Kronos, Inc.,
authorizing the Administration to negotiate with the second-ranked proposer, Simplex.
PASSED and ADOPTED this 3rd day of De comber, 1997. '1If/J;!
ATTEST -R II/ilL
-&~~ ~ MAYOR
APPROVeD AS TO
FORM & LANGUAGE
& FOR exECUTION
~~I
,
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
http:\\ci.miami-beach.f1.us
COMMISSION MEMORANDUM No.15n -~ J
TO:
Mayor Neisen O. Kasdin and
Members of the City Commission
Jose Garcia_pedros"
City Manager
Request to Accept tanking of Proposals Received and to Authorize the Administration to
Enter into Negotia ons for a Contract with the Number-One Ranked Firm, Kronos, Inc,
Pursuant to Request For Proposals No. 133-96/97 for Providing a Time-Keeping System for the
Miami Beach Convention Center; Should the Administration Not Be Able to Reach Agreement
with Kronos, Inc., to Authorize the Administration to Negotiate with the Second-Ranked Firm,
Simplex.
DATE: December 3, 1997
FROM:
SUBJECT:
ADMINISTRATION RECOMMENDATION:
Approve the Resolution.
FUNDING:
Funds are available from the Convention Center Account No. 440.0442.000674.
BACKGROUND:
The City of Miami Beach solicited proposals from responsible vendors to provide an integrated
hardware and software solution for a Convention Center Time-Keeping System, which will track
employee time cards by department, shows, and events. The system will also record employee
benefits for full-time, part-time, and temporary employees, and include event scheduling.
Notices were mailed to thirty-three vendors, and specifications were distributed to twenty-nine
prospective proposers. The responses for this Request for Proposals were due no later than 11 :00
a.m. on October 28, 1997. Proposals were received from the following three firms:
Kronos, Inc.
Simplex
Time America, Inc.
ANAL YSIS:
An Evaluation Committee, consisting of the following persons, met on November 6, 1997, to review
and rank the proposals:
Barbara Cole, Asst. Finance Director, CMB, selected as Chairperson
James Sutter, Internal Auditor, CMB
Stu Blumberg, Convention Center Advisory Board Member
William Overfelt, Asst. General Manager of Spectacor Management Group
Phyllis Koch, Information Technology Director, CMB, Advisory Capacity
DATE
c.~A
12-3-91
fUNDING APPROVED
(
Ma
AGENDA ITEM
,
RFP No. 133-96/97
Page Two
December 3, 1997
ANAL YSIS: (Continued)
Each proposal was evaluated in accordance with the criteria listed in the Request for Proposals:
Responsiveness to the technical requirements of the RFP.
Proposer's Qualifications, Experience, and Professional Reputation.
Total cost for proposal.
Training.
WarrantylMaintenance Plan.
The committee unanimously selected Kronos, Inc. as the top-ranked firm, Simplex as the second-
ranked firm, and did not rank Time America, Inc. Kronos, Inc. submitted the lowest cost proposal,
provides all features requested in the RFP, indicated a clear understanding of the scope of services
required, and manufactures its own equipment and develops the software in-house.
Simplex is not able to provide all features requested in the RFP and does not manufacture its own
equipment, but was considered to be a responsive proposer. Time America, Inc. is not able to
provide many of the requested features, did not provide a time schedule for this project, and was
found to be unresponsive to the City's RFP.
Some of the issues which need to be discussed during negotiations with Kronos, Inc. are moving the
training from Boca Raton to Miami Beach and reducing the price for maintenance agreements in the
future.
In accordance with the terms of the RFP, the City Manager has reviewed the Evaluation
Committee's recommendation and concurs with their ranking of proposals.
CONCLUSION:
The Mayor and Commission should accept the ranking recommended by the City Manager,
authorize the Administration to negotiate a contract with the top-ranked firm of Kronos, Inc; and
should the Administration not be able to reach agreement with Kronos, Inc., authorize the
Administration to negotiate with the second-ranked firm, Simplex.
JGP:MDB:DT:jf ~.
Attachment
3
SPECT Ac6R MANAGEMENT GROUP
05-Nov-97
TIMEKEEPING SYSTEM PRICE PROPOSALS
SIMPLEX
TIME AMERICA
KRONOS
I Description
Price
Price
Price
HARDWARE
Terminals $4,5101 $2,990 I $3,442
Battery Backup I I 4201 120
Timekeeper Modem Kits I I I 500
4,3901 - 2,390 I
Hand Held Readers I 3,390
Communications Cradle i I ! 900
~
barcodes I 3,0001 i
Recharger I Down loader I 5951
Totals I 6,395/ 8,352/
11 ,900 I
SOFTWARE
Time & Attendance ! 6,9981 17,895/ 6,6461
Scheduling Software 3,1951 3,5951
Scheduling Software 3,195 i 5,995
ADP Interface 2,7001 1,195 3,360
Hand held Readers TSO! I
Job Costing/Validation Module I 2,195/ I
Archive Module I I 3,076
Cardsaver Module ! 1,816
Accruals Module I 2,285 3,076
Totals 16,088/ I 17,974
33,160 I
,
CITY HALL 1700 CONVENTiON CENTER DRIVE MIAMI BEACH FLORIDA 33139
CITY OF MIAMI BEACH
TO
Jose Garcia-Pedrosa, City Manager
Barbara Cole, Assistant Finance Director ?p-,
FROM:
DATE:
November 17, 1997
RE:
TIME KEEPING SYSTEM EVALUATION COMMITTEE
RECOMMENDATION
The selection committee for the Time Keeping System for the Convention Center met
on November 6th. At the meeting I was elected Chairperson of the committee, and as
such, I have detailed below the findings of the meeting.
,Committee Attendance
William Overfelt, Assistant General Manager SMG
Stu Blumberg, CCAB Member
James Sutter, Internal Auditor, City of Miami Beach
Barbara Cole, Assistant Finance Director, City of Miami Beach
Consultant to the Committee
Phyllis Koch, Information Technology Director, City of Miami Beach
Ranking of Proposals
1. Kronos
2. Simplex
(Note: the third proposal was from Time America who was not included in the ranking)
Comments from the Committee
Kronos:
- Manages the entire business in-house (manufacturing, distribution, sales,
training, etc.)
- One source for all equipment
- Training is proposed for their Boca Raton location (this would be negotiated to
occur on site at the City)
5
I
- Only vendor who answered "yes" to all questions in the RFP
- Clear understanding of project management
- Must ensure the system is windows based (appears to be)
- Must clarify the maintenance and warranty pricing for the future
- Lowest price
Simplex:
- Does not manufacture the equipment.
Time America:
- Unanimously not ranked
- Lacking in pertinent information
The committee was unanimous in the rankings and supports Kronos as the first choiceo
Please let me know if you require further information.
cc: Patricia Walker
6