040-2000 LTC
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
http:\\ci.miami-beach.fl.us
L.T.C. No. 40-2000
LETTER TO COMMISSION
March 1, 2000
TO: Mayor Neisen O. Kasdin and
Members of the City Commission
FROM: Lawrence A. Levy W
City Manager
SUBJECT: CYBORG SYSTEMS, INC. P A YROLLIHUMAN RESOURCES SYSTEM
CHRONOLOGY
In response to Commissioner Garcia's request for a full investigation of the entire RFP process
having to do with the Finance, Utility Billing, and Payroll/Human. Resource Systems, the following
chronology will detail what transpired from 1997 to the present.
The City issued RFP No. 1-97/98 on October 17, 1997, to solicit proposals from responsible vendors
to provide an integrated, Year 2000 compliant, hardware and software solution for Financial
Management, Utility Billing and Payroll/Human Resources systems. The RFP specified that a
vendor could propose a totally integrated solution (covering all systems) or a single system solutim.
The proposed system must; however, use a relational database management system (RDBMS)
structure. The bid went out in November, 1997, and the responses came back in December, 1997,
and were evaluated as to the requirements as specified in the Bid (see Exhibit A)
As per City procurement policy, an evaluation committee was selected by Patricia Walker, Finance
Director, and Phyllis Koch, Information Technology Director. The City Manager concurred with
the selection and appointed the evaluation committee which was approved by the City Commission
in February, 1998.
The committee consisted of the following people:
I. Alexander Baum, Director, Miami Dade County School Board
2. Grace Cespedes, Deputy Finance Director, Miami Dade County Finance Department
3. Georgia Echert, Director of Finance, Broward County Aviation Department
4. Jay Flynn, Acting Director, Miami Dade County Employees Relations Department
February 23, 2000
Letter to Commission
Cyborg Systems, Inc. Payroll/Human Resources System Chronology
Page 2
5. Mayra Diaz Buttacavoli, Assistant City Manager, CMB
6. Richard Bender, Executive Assistant to the City Manager/Labor Relations,
7. Judy Ford, Procurement Director, CMB.
8. Phyllis Koch, Information Technology Director, CMB
9. Patricia Walker, Finance Director, CMB
The Evaluation Committee met for the first time on April 9, 1998 (see Exhibit B), and were given
copies ofthe proposals. Committee members reviewed the RFP responses to rank the respondents.
While there were numerous items taken into consideration, the following items set forth in the RFP
were among the criteria used by the committee to evaluate the responses:
Responsiveness to the technical requirements of this RFP.
Proposer's qualifications, experience and professional reputation.
Cost.
Project Plan.
Training Plan.
Warranty/Maintenance Plan.
Success of similar/equivalent installations and time frame to install.
The proposals received as a result of RFP were opened and it was determined that:
o Four vendors proposed integrated systems: Bi-Tech Software, Inc., HTE, Inc., KPMG Peat
Marwick, and Systems Consultants, Inc.
o Two other vendors made partial proposals: Oracle/Aris proposed a solution for Financial
Management and Payroll/Human Resources and Harris Computer Systems proposed a
solution for a Utility Billing System.
o Mitchell Humphrey, the City's current FMS vendor, did not submit a proposal for an
integrated system solution because they did not have one and the Procurement Department
ruled that the City could upgrade the current software without the need to do an RFP.
o Cyborg Systems, Inc. submitted a proposal for Payroll/Human Resources only, but it was
ruled non-responsive because they failed to include their pricing.
o Custima International Corporation was not considered further as they were a foreign-based
company and their system was on a UNIX platform. This did not meet the technical
requirements of the RFP. Interaction with them and maintenance of the system would have
been very difficult.
February 23, 2000
Letter to Commission
Cyborg Systems, Inc. Payroll/Human Resources System Chronology
Page 3
The committee agreed that the following vendors would be given further consideration: Bi- Tech
Software, Inc., HTE, Inc., and Systems Consultants, Inc. All three vendors proposed an integrated
solution, i.e., a solution comprised of Financial Management, Payroll/Human Resources, and Utility
Billing combined.
The Evaluation Committee met for the second time on June 19, 1998 (see Exhibit C), and
recommended:
1. Rejecting the RFP because none of the proposals provided a comprehensive integrated
solution.
2. Recommended the upgrading of the Mitchell Humphrey Financial Management System
software to FMS-II because of its features, functionality and excellent price. Additional
discussion reflected the following:
a. The cost for upgrading the current system was substantially less than acquiring a new
system.
b. Less training would be necessary for City employees since the system users were
already familiar with the software thus resulting in a lower conversion cost and great
productivity .
c. The vendor was familiar with the structure of the existing data system which would
result in a smooth transition and lower implementation costs.
d. The upgraded package was a client/server based system. This open-ended technology
would allow add-ons, future upgrades and integration with other systems significantly
easier and less costly.
e. Implementation time was significantly reduced thus enabling the city to meet Year
2000 deadlines with enough testing lead-time to ensure performance prior to the
critical date.
F:\CMGR\$ALL \\CYBORG.MEM
February 23, 2000
Letter to Commission
Cyborg Systems, Inc. Payroll/Human Resources System Chronology
Page 4
f. FMS-II can be used as a core system with a Utility Billing system, Payroll/Human
Resource system and other systems which may arise in thefuturee. The database
(Microsoft SQL) used by the FMS-II system, ruming on a Windows NT server, can
become the standard configuration for these other systems.
g. The FMS-II allows plug-ins of other available software for expanded capabilities.
3. Recommended finding a State of Florida government agency with existing contracts for
Payroll/Human Resources and Utility Billing on which the City of Miami Beach could
"piggy-back" .
The City began negotiations with Mitchell Humphrey for the upgrade to the FMS and came to an
agreement in late June, 1998, for a package cost in the amount of $104,500.00. The package
included training in the FMS-II product (20 days of training at $1,500.00/day), conversion of data
from the HP 3000 to Windows NT Server, FMS-II configuration and account testing, recommended
additional software (FMS-Onramp & FMS-EXEC, both with 5 concurrent user licenses).
On July 1, 1998, the City Commission approved Commission Memorandum No. 417-98 (see Exhibit
D) to reject all the proposals received in response to RFP No. 1-97/98 and Commission
Memorandum No. 418-98 (see Exhibit E) for the upgrading of the current Financial Management
System to FMS-II. An additional Commission Memorandum No. 123-99 (see Exhibit F) was
approved on February 17, 1999, in the amount of $72,000.00 for the purchase of a Fixed Assets
Module and a Project Accounting Module to continue the upgrade to FMS-II. Subsequently, a Gen
Con conversion/interface utility program was purchased for the Fixed Assets Module in the amount
of $4,000.00.
It should be noted that Commission Memorandum No. 417-98 (rejection of all responses to RFP)
included cost estimates from the seven (7) responding vendors to the RFP. These quotes were
misleading (with the exception ofthe one from KPMG Peat Marwick) as they did not include certain
critical factors which affected the "bottom line". A description of what each vendor's quote included
is as follows:
Bi- Tech Software, Inc.
$708,266.00
Did not include implementation, conversion and modifications
Custima International Corporation
F:\CMGR\$ALL\\CYBORG.MEM
February 23, 2000
Letter to Commission
Cyborg Systems, Inc. Payroll/Human Resources System Chronology
Page 5
$669,473.00
Did not include conversion and modifications
Harris Computer Systems
$95,000.00
Bid on Utility Billing only
HTE, Inc.
$1,090,664.00
Some modifications only
Oracle/ Aris
$1,144,481.00
No hardware
KPMG Peat Marwick
$8,429,000.00
Complete
Systems Consultants, Inc.
$548,319.00
No modifications
It is also important to consider that these were quotes only and subject to change based on additional
modification required from the City.
In regard to a Utility Billing System solution, the Information Technology Department contacted four
(4) vendors who could provide possible "piggy-back" options and who had a client base in Florida.
These vendors demonstrated their software as follows:
July 16, 1998
Dynasty Software Demo ofUTB attended by Eloy Bauleth, Oscar Smtiesteban, Jorge Montes, Bob
King.
F:\CMGR\$ALL\\CYBQRG.MEM
February 23, 2000
Letter to Commission
Cyborg Systems, Inc. Payroll/Human Resources System Chronology
Page 6
August 7, 1998
HTE, Inc. Demo ofUTB attended by Phyllis Koch, Eloy Bauleth, Oscar Santiesteban, Jorge Montes,
Bob King and Pola Solomich.
August 26, 1998
Aquilium Software Corporation Demo of UTB attended by Phyllis Koch, Eloy Bauleth, Oscar
Santiesteban, Georgie Echert, Jorge Montes, Bob King.
August 27, 1998
Sensus Softech Demo ofUTB attended by Phyllis Koch, Eloy Bauleth, Oscar Santiesteban, Goorgie
Echert, Jorge Montes, Bob King.
After further analysis by the Information Technology Department and discussions with the Finance
Department, the informal staff evaluation committee composed of Phyllis Koch, Eloy Bauleth, Oscar
Santiesteban, Georgie Echert, Jorge Montes, Bob King and Judy Ford, met and determined by
August 31, 1998 the following regarding the UTB vendors:
Sensus Softech - Rejected because it was not fully operational in the State of Florida.
Dynasty Software - Rejected because as it was not acceptable to any of the City's Utility Billing
users.
HTE, Inc. - Rejected due to its high cost ($270,000).
Aquilium Software Corporation - The favorite, deemed the best system, the most user friendly,
and the least expensive of all the systems demonstrated. A copy of the contract between Aquilium
Software Corporation and the City of New Smyrna Beach, FL, was sent to Procurement for approval
to "piggy-back". It was ruled that the City could not "piggy-back" because the NewSmyrna Beach,
FL contract was not awarded through the bid process.
On October 22, 1998, the informal staff committee met again and recommended that the City
purchase Utility Billing software from the Aquilium Software Corporation pending a site visit to
New Smyrna Beach, FL.
On November 6, 1998, Aquilium Software Corporation provided a second demonstration of their
software that replaced the site visit to New Smyrna Beach, FL.
F:\CMGR\$ALL\\CYBORG.MEM
February 23, 2000
Letter to Commission
Cyborg Systems, Inc. Payroll/Human Resources System Chronology
Page 7
On January 6, 1999, in Commission Memorandum No. 10-99 (see Exhibit G), the City Commission
waived the bidding process and authorized the acquisition of the Aquilium Software Corporation
software for $151,450.00. The Administration requested waiving the bidding process because of
the time constraints to meet the Y2K deadline.
The Information Technology Department contacted Payroll/Human Resources software vendors with
State of Florida governmental agency contracts, Cyborg Systems, Inc., HTE, Inc., KPMG Peat
Marwick and PeopleSoft and they subsequently demonstrated their software as follows:
July 8, 1998
KPMG Peat Marwick Demo of Payroll /Human Resources attended by Phyllis Koch, Eloy Bauleth,
Oscar Santiesteban, Susan Kalver, Irina Povolotskaya, Denise Bynum, Emma Covington, Celia
Locke, Margaret Arculeo, T.C. Adderly.
July 15, 1998
Cyborg Systems, Inc. Demo of Payroll attended by Phyllis Koch, Eloy Baulet4 Oscar Santiesteban,
Susan Kalver, Emma Covington, Maria Gil, Celia Locke, Margaret Arculeo.
July 23, 1998
PeopleSoft Demo of Payroll/Human Resources attended by Phyllis Koch, Eloy Bauleth, Oscar
Santiesteban, Susan Kalver, Denise Bynum, Emma Covington, T.C. Adderly, Linda Gonzalez, Gail
Poe-Liu, Maria Gil, Celia Locke, Margaret Arculeo.
August 19, 1998
PeopleSoft Demo of Payroll/Human Resources attended by Georgie Echert.
August 21, 1998
HIE, Inc. Demo of Payroll/Human Resources attended by Phyllis Koch, Eloy Bauleth, Oscar
Santiesteban, Susan Kalver, Irina Povolotskaya, Denise Bynum, Emma Covington, Linda Gonzalez,
Gail Poe-Liu, Maria Gil, Betty Huntsman.
August 25, 1998
Cyborg Systems, Inc. Demo of Payroll attended by Phyllis Koch Os;ar Santiesteban, Susan Kalver,
Georgie Echert, Denise Bynum
F:\CMGR\$ALL\\CYBORG.MEM
February 23, 2000
Letter to Commission
Cyborg Systems, Inc. Payroll/Human Resources System Chronology
Page 8
On July 30, 1998, two staff members from the Information Technology Department, Oscar
Santiesteban and Susan Kalver, went on a site visit to the City of Pembroke Pines to evaluate their
self-developed system. After speaking with the Assistant City Manager and the Human Resources
staff person, it was determined that the Cobol re-write of their old system would not meet the
requirements of the City of Miami Beach.
By August 31, 1998, an informal vendor evaluation committee, consisting of managers and staff of
the Information Technology (Phyllis Koch, Eloy Bauleth, Oscar Santiesteban, Susan Kalver),
Finance (Patricia Walker, Georgie Echert, Denise Bynum, Emma Covington) and Human Resources
Departments (T.e. Adderly, Linda Gonzalez, Gail Poe-Liu, Maria Gil), reviewed the information
gained from the demonstrations of the various software vendors decided to eliminate three of the
vendors from further consideration for the following reasons:
KPMG Peat Marwick - The software had limited functionality which would not meet the City's
basic requirements.
PeopleS oft - The software was too high priced at $854,730.00. In addition, the Information
Technology Director Phyllis Koch met with three different implementation partners of PeopleS oft
and they all said that the base cost of$400,000.00 for implementation that was quoted by PeopleSoft
was much too low. It probably would be approximately $800,000.00, as the quote did not include
work that they would do for customization, thus making the estimate $1,254,730.00.
UTE, Inc. - The software cost was $195,560.00, however; this system requires the acquisition of
a new mainframe and operating system. This cost was not included in the proposal. The final
determination was that the base software met fewer of the City requirements and would require much
more customization than the other software solutions. Also, the Human Resources Director T.C.
Adderly felt the system was too labor intensive and would require hiring additional personnel.
Therefore, the Committee recommended rejection of the HTE, Inc. proposal.
In the end, Cyborg Systems, Inc. was chosen because it appeared to be almost as complete as People
Soft Gudged the best software). A copy of the Broward County contract was sent to the City
Procurement Department to determine whether the City might "piggy-back" this contract. It was
determined that this was not possible as their contract specified a different hardware platform than
the one proposed for the City.
F:\CMGR\$ALL IICYBORG.MEM
February 23, 2000
Letter to Commission
Cyborg Systems, Inc. Payroll/Human Resources System Chronology
Page 9
On October 23, 1998, the Evaluation Committee met a final time (see Exhibit H) and recommended
purchasing the Payroll/Human Resources software from Cyborg Systems, Inc. pending a site visit
to the City of Melbourne, Florida. The Assistant City Manager Mayra Diaz-Buttacavoli made the
request that Department Directors should participate in the site visit. However, the decision was
made by the Directors to send staff who worked directly with Payroll/Human Resources instead.
Prior to the site visit, the City requested that Cyborg Systems, Inc. reply to the RFP. They did and
all questions were responded to positively. However, the requirements that they could not meet were
answered by a "yes we can, but there will be an additional cost".
On November 13, 1998, members from the Finance (Denise Bynum, Emma Covington), Human
Resources (Maria Gil), Risk Management (Betty Huntsman), Management and Budget (Joe Reilly),
and Information Technology (Oscar Santiesteban, Susan Kalver) Departments made a site visit to
Melbourne, FL, accompanied by the Cyborg sales representative Bill Morgan. The City of
Melbourne, FL had been a Cyborg Systems, Inc. user since 1995. They viewed the Cyborg System,
Inc. Software, Version 2.5, on a Novell network (not an SQL version which was what the City of
Miami Beach would require).
The agenda for the site visit which lasted approximately ninety-five minutes included:
o Introduction of City of Melbourne, FL payroll staff and their responsibilities (forty-five
minutes).
o The City of Miami Beach prepared questions for the City of Melbourne staff to respond to
(twenty minutes). The questions asked were as follows:
1. How long did training take?
2. What type oftime sheets do you use?
3. How many employees are processed?
4. How many companies are processed? (Do you support Pension Administrators?)
5. Do you have firefighters on the KELL Y schedule?
6. Do you have any deductions that depend on the value of a previously calculated
deduction?
7. What if the deduction falls under a certain "order" of processing and then it is
redefined as non-taxable or something similar which changes its order? How is this
done?
8. How do you audit changes from one pay period to the next?
F:\CMGR\$ALL \\CYBORG.MEM
February 23, 2000
Letter to Commission
Cyborg Systems, Inc. Payroll/Human Resources System Chronology
Page 10
9. Do you "certify" your payroll?
10. Can we secure batch entry? Keep departments from accessing other department's
information?
11. How long does it take for a payroll to run?
12. How long to reverse/cancel a check?
13. How long for a supplemental?
14. Under what conditions do you have to get off the system?
15. Is there a special backup?
16. Who runs the payroll?
17. Where are the checks and reports printed?
18. If you were going to implement a new feature and wanted to "test" it out, how would
you do that?
19. What type of support have you needed?
20. How long did it take for the response?
21. Have they ever had to dial in to your system to help out?
22. What is IT's involvement?
23. What does IT do for your payroll administrator routinely?
24. What one-time functions does IT have to do for you?
25. What's the best feature of the system?
26. What's the worst feature of the system?
27. If you had it all to do again, knowing what you know now about this system, would
you buy it again? If not, why not?
o The City of Melbourne staff took their corresponding City of Miami Beach staff member to
their office and showed them very briefly some of their activities related to the Cyborg system (thirty
minutes).
The City staff determined after the site visit that the Cyborg software was capable of producing
appropriate checks for the City payroll system and it that it would work in a client-server
environment. Also, they learned that the City of Melbourne's version used a character based
interface (CUI) as opposed to the City's requirement for a graphical user interface (GUI).
F:\CMGR\$ALL\\CYBORG.MEM
February 23, 2000
Letter to Commission
Cyborg Systems, Inc. Payroll/Human Resources System Chronology
Page 11
As a result of the site visit, the committee was of the unanimous opinion that the Cyborg Systems,
Inc. software would meet the City's requirements with some modifications. In addition to doing the
City's Payroll/Human Resources functions that affect the payroll, the Cyborg Systems,Inc. software
would be used to process the payrolls for the City's four Pension Funds (General, Unclassified, Fire
and Police and Supplemental Fire and Police). It was agreed by all that the Cyborg Systems, Inc.
software presented the optimal solution in functionality and price among all of the systems
considered.
Although Cyborg Systems, Inc. has three contracts with State of Flcrida governmental agencies, as
each government entity is unique, it was impossible to find a contract that would meet the City's
requirements. As the current system was not Y2K compliant and as the Cyborg System seemed to
meet most the City's requirements, it was decided to bypass the formal bid process and to issue a
contract to Cyborg Systems, Inc. for a Payroll/Human Resources System.
Cyborg Systems, Inc. provided their standard contract as a starting point. There were four items that
were negotiable:
1. Payment Terms
2. Terms of Training
3. Government By-Laws of Florida
4. 3,500 Employees for same money
Cyborg Systems, Inc. was adamant about the Payment Terms. They specified that they would not
negotiate, if terms of payment stipulated that the final payment would be made after going live. This
was not negotiable.
On January 6, 1999, the City Commission authorized waiving the requirement for an RFP due to the
time constraints dealing with Y2K and the award of a Purchase Order to Cyborg Systems, Inc.,
Commission Memorandum No. 11-99 (see Exhibit I), in the amount of$332,414.00 for the purchase
of a Payroll/Human Resources computerized system. The system was to be implemented in three
phases with Phase I being completed in July, 1999.
F;\CMGR\$ALL\\CYBORG.MEM
February 23, 2000
Letter to Commission
Cyborg Systems, Inc. Payroll/Human Resources System Chronology
Page 12
During Phase I, an analysis of the basic system provided the necessary information about
modifications needed to allow the City to mirror the functionality of the present system. The existing
system had over fourteen years of customization performed to keep abreast of City changes.
Therefore, an estimate in the amount of $177,827.00 was obtained from Cyborg Systems, Inc., to
make the necessary customization changes required. The Commission authorized the award of a
Purchase Order to Cyborg Systems, Inc., Commission Memorandum No. 533-99 (see Exhibit J), in
the amount of$177,827.00, on July 21,1999.
After the award was made, further detailed discussions were conducted regarding the work to be
done by Cyborg Systems, Inc. The high cost of this work and possibly additional customization that
might have to be done prompted the Information Technology Department to investigate alternative
options.
It was recommended by a member of the City of Miami Beach Personnel Board that the City utilize
the services of ABC Computing Service, Inc., an independent consulting firm that had a very high
reputation for excellence in customization work on Cyborg Systems, Inc. software. Cyborg Systems,
Inc. had itself contracted with ABC to do modifications to the Broward County Cyborg system. As
a result of this recommendation, Information Technology staff met with Mr. Andrew Weiss of ABC
Computing Service, Inc. in order to provide him with the City's requirements.
There were twelve (12) features which the City wanted to customize (See Exhibit K). The twelfth
item was later broken into nine specific tasks to bring the original list of modifications to twenty-one
(See Exhibit L). An estimate was submitted by ABC Computer Service, Inc. in the amount of
$69,565.64 to achieve the customizing of these twenty-one (21) features ofthe Cyborg Systems, Inc.,
payroll system. An additional $10,000.00 for contingency was added for a total estimated amount
of $79,565.64. This was $98,077.00 less than the Cyborg Systems, Inc. proposal.
On September 22, 1999, the award of a personal services contract to ABC Computer Service, Inc.
was approved by the City Commission, Commission Memorandum No. 666-99 (see Exhibit M), in
the amount of$79,565.64. The monies were to be transferred from the original Cyborg Systems, Ine.
award and used for ABC Computer Service, Inc., in order to provide special customization of the
Cyborg Systems, Inc. software.
Once the work had begun, it was determined that Task 12 would be completed by Irina
Povolotskaya, and Task 21 would be completed by Susan Kalver of the Information Technology
Department. The remaining nineteen (19) tasks would be completed by Andrew J. Weiss of ABC
Computing Service, Inc.
F:\CMGR\$ALL\\CYBORG.MEM
February 23, 2000
Letter to Commission
Cyborg Systems, Inc. Payroll/Human Resources System Chronology
Page 13
Since the award of the contract, ABC Computing Service, Inc., has worked closely with City
personnel and completed all of the assignments necessary to process payroll which has necessitated
a continuing reassessment of the priorities of the tasks. This resulted in some of the original twenty-
one (21) modifications being postponed (Tasks 2, 7, 10,11) and others being substituted in order to
accomplish payroll processing. Both original and substituted modifications were completed by
February 24, 2000.
The initial list of twenty-one (21) modifications as noted above was again reassessed and an
additional thirty-two modifications added for a total of fifty-three (53) tasks as of February 24, 2000
(See Exhibit N).
With the approval of the Commission, the Administration proposes to ask ABC Computing Service,
Inc., to continue working on the assignments until they are completed. The cost of the additional
modifications would be $61,685.00.
Although checks can be processed on the Cyborg system, a great deal of work remains to be done.
Other purchased modules such as Human Resource, Position Management and Benefits still need
to be completed. An Analyst from Cyborg Computer Systems, Inc. spent a week surveying various
departments and discussing the City's needs. Based on this survey, Cyborg Computer Systems, Inc.
will provide an estimate of the costs to provide these new or enhanced capabilities. Although there
will be an additional cost for implementing these modules, it should be noted that these are
capabilities which were not available on the old payroll system.
A chart showing a breakdown of costs for Cyborg Systems, Inc. which have been incurred up to now
and additional new costs is provided (see Exhibit L). Charts for both the Mitchell Humphrey & Co.
(see Exhibit M) and the Aquilium Software Corporation (see Exhibit N) are included as well.
Also provided is a chronology of the events ofRFP No. 1-97/98 (see Exhibit 0).
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EXHIBIT B
RFP No. 1-97/98 - EVALUATION COMMITTEE MEETING MINUTES, APRIL 9,1998,
10:00 A.M., NOTES TAKEN BY: JUDY FORD, PROCUREMENT DIRECTOR
Phyllis Koch: Described existing software and hardware being used at CMB. Would like to
limit to two (2) SQL databases.
Patricia Walker: Accounts Receivable not integrated fully; discussed Finannce Departments
needs; user-friendly.
Richard Bender: Flexibility is important.
A. Baum: Will there be a project manager for this project?
Selection of Chaiman - Alex Baum, Director, Miami-Dade County School Board
NOTES ON RFP RESPONDANTS:
Cyborg Systems, Inc. - To be considered non-responsive; did not provide required forms, pricing,
guarantee, etc.
KPMG Peat Marwick - Too expensive.
Harris Computer Systems - UTB only; ranked third by Finance.
Bi- Tech Software, Inc. - Informix database; not many new installs; company experiencing
financial difficulties; not state-of-the-art; Data General hardware; interfaces to our current LMS
vendor (Sierra) if CMB moves to UNIX; has version for HP 3000; Finance staff rated firm
highly; thought documentation was good; UTB was complete system; cannot support
Performance-Based Budgeting; excellent training support; missing some required HR functions.
Ranked second.
Custima International Corporation - UNIX platform; progress database; actually the UTB vendor;
using two (2) other vendors' products for other systems. Finance Department did not rank firm
highly as it was lacking payroll functions; features included in other systems not included; weak
in AP, AR. Ranked third and fourth in UTB.
Harris Computer Systems - UNIX; Informix; UTB only; ranked third in UTB by Finance.
F:\CMGR\$ALL \\CYBORG.MEM
EXHIBIT B (Con't)
HTE, Inc. - AS400 server; Finance Department did not rank it highly in UTB, GL & Payroll;
does not handle HR benefits; weak on applicant tracking; purchasing component is strong
element; some requested features would need to be added at additional cost; many local
government clients.
Oracle/ Aris - Finance Department did not rank highly; too complicated; some required functions
would need to be purchased and added; expensive.
Systems Consultants, Inc. - Oracle; City of Miami is client, but not for purchasing; not sure if
firm's response in regard to compliance were intended to ?
Eliminate firms for short-list:
Bi- Tech Software, Inc., HTE, Inc., Systems Consultants, Inc.
IfCMB were to upgrade to FMS-II from Mitchell Humphrey, what else is needed? UTB,
Payroll/Human Resources.
Mitchell Humphrey patch for the Year 2000 - $0 cost to CMB (Definite?). Get legal opinion
whether Mitchell Humphrey proposal for FMS-II can be accepted by CMB.
Mayra Diaz-Buttacavoli: Invite finalists for presentation; should Mitchell Humphrey be invited
or fillout a questionnaire?
F:\CMGR\$ALL \\CYBORG.MEM
EXHIBIT C
RFP No. 1-97/98 - EVALUATION COMMITTEE MEETING MINUTES, June 19, 1998,
2:00 P.M., NOTES TAKEN BY: JUDY FORD, PROCUREMENT DIRECTOR
Phyllis Koch made presentation to committee describing the Administation's recommendation to
reject proposals received for this RFP and provided information about the City's intention to
accept upgrade from Mitchell Humphrey for FMS system.
Utility Billing and Payroll/Human Resources systems - CMB to conduct research on packages
available from contracts with other government entities.
Discussion regarding the Year 2000 "patch" from Mitchell Humphrey which has been installed.
Motion made by Patricia Walker to reject all proposals; seconded by Graciela Cespedes.
Motion made by Patricia Walker to accept upgrade from Mitchell Humphrey; seconded by
Georgina Echert.
Motion made by Patricia Walker to approve CMB conducting research for other systems;
seconded by Graciela Cespedes.
Meeting adjourned at 2:45 P.M.
F:\CMGR\$ALL\\CYBORG.MEM
;CfTY OF MIAMI BEACH
CITY HAll 1700 CONVENTION CENTER ORNE MIAMI BEACH, FLORIDA 33139
hltp:\'d.mlaml-Oeach.n....
EXHIBIT D
~
COMMISSIONMEMORANDUMNO.-=117_ 9~
TO:
Mayor Neisen O. Kasdin and DA IT: July 1, 1998
MembeNOft.he7ityCO . '",ion
Sergio Rodriguez
City Manager
Request for Authorization to Reject the Proposals Received in Response to
Request for Proposals (RFP) No. 1-97/98 for Financial Management, Utility
Billing and Payroll/Human Resources Systems.
FROM:
SUBJECT:
ADMINISTRA nON RECOMMENDA TION
J
Authorize the rejection of the Proposals received for Financial Management, Utility Billing and
Payrol1/Human Resources Systems.
BACKGROUND
I
1
1
J
1
I
l
I
l
For approximately 10 years, the City has been utilizing three mainframe computer software packages
to process the day-to-day data of nearly all city departments. These software systems _ Financial
Management, Utility Billing and Human Resources/Payroll - are critical components of the functions
of city government and control everything from residents' water bills to 'financial reporting for the
city's budget. Of these systems, the Financial Management System is the most important and widely
used. It includes Accounts Payable, Accounts Receivable, General Ledger and Purchasing.
Several problems exlst with the current software packages. First, the systems are not Year 2000
compliant and will cease to operate properly when they encounter a date with a year ending in two
zeros. Since many city operations require preparation time of up to one-year, this means that some
city functions will begin to fail with the current system at the beginning of 1999.
Second, in addition to not being Year 2000 compliant, the software systems are based on outdated
technology which is less efficient and costlier to maintain than systems based on the new generation
of updated "client-server" technology,
Finally, the three systems are not integrated - meaning that the software systems cannot share data
and "talk with each other." As a practical example, this means that financial information from utility
bill COllections cannot be used directly in the accounting system.
AGENDA ITEM
C~b
7- (-c,~
DATE
9
In an effort to replace these systems, the City issued RFP No. 1-97/98 on October 17, 1997 to solicit
proposals from responsible vendors to provide an integrated, Year 2000 compliant, hardware and
software solution for Financial Management, Utility Billing and PayrolllHuman Resources systems.
One-hundred ten (110) RFP notices were issued resulting in eight responses.
ANALYSIS
An evaluation committee was recommended by the City Manager and approved by the Mayor
and City Commission to review the valid responses to the RFP. The members were:
· Alexander Baum, Director, Miami Dade County School Board
· Richard Bender, Executive Director to the City Manager/Labor relations, CMB
· Grace Cespeded, Deputy Finance Director, Miami Dade County Finance Department
· Mayra Diaz Buttacavoli, Assistant City Manager, CMB
· Georgina Echert, Finance Director, Broward County Aviation Department
· Jay Flynn, Acting Director, Miami Dade County Employee Relations Department
· Phyllis 1. Koch, Infonnation Technology Director, CMB
· Patricia Walker, Finance Director, CMB
The Evaluation Committee met on April 9, 1998 to review the RFP responses. Committee members
reviewed the RFP responses to rank the respondents. While there were numerous items taken into
consideration, the following items set forth in the RFP were among the criteria used by the
committee:
· Responsiveness to the technical requirements of this RFP.
· Proposer's Qualifications, Experience and Professional Reputation.
· Cost.
· Project Plan.
· Training Plan.
· WarrantylMaintenance Plan.
· Success of similar/equivalent installations and time frame to install.
10
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The following chart summarizes the proposals received as a result of the RFP . Vendors had the
option to propose solutions for any or all of the three systems addressed by the RFP (i.e., Financial
Management, Utility Billing and Payroll/Human Resources).
Bi-Tech
Yes
Yes
Yes
Yes
Yes
Yes
Yes
$701,000
$494,000
$893,864
$212,930
$511,415
$981,974
SCT
HTE
Yes
Harris
Custima
Oracle
Cyborg
Yes
Yes
Yes
KPMG
Yes
Yes
Yes
$8,429~OOO .
The Evaluation Committee met again on June 19, 1998 and determined that the city should pursue
the following strategy:
1. Reject a1l proposals. The committee concluded that although some vendors submitted
proposals which addressed the major components of the request, none of the proposals met
all the detailed requirements set forth in the RFP. Furthermore, it determined that all
proposals were too expensive. Vendors were not penalized for not proposing solutions to
all three systems.
2.
Implement an upgrade to the current Financial Management System. In light of the fact
that the vendor who makes the current FMS package has released a substantially upgraded
version, the committee determined that is in the best interest of the City to upgrade the
current Financial Management System to the new package (FMS-II). Please refer to the
Request for Approval to Award a Purchase Order to Mitchell Humphrey and Company in the
Amount of$I04,500 for an Upgrade to the Financial Management System dated July 1, 1998
for further details on the upgrade package.
3.
Evaluate and Purchase Utility Billing and Human Resources/Payroll Software from
existing local government contracts. A number of excellent software packages exist which
v.rill "plug-in" to the upgraded Th1S package. These systems are available under existing state
or local government contracts. The committee concluded that these software packages
should be evaluated and tested and once the optimal systems are determined, requests to
purchase these systems be brought before the Commission. The projected cost for a suitable
Utility Billing System is no higher than $75,000, and for a suitable PayrolVHuman Resources
11
System is no higher than $175,000.
CONCLUSION
All responses to the RFP were too expensive or did not meet all of the requirements set forth in the
RFP. Accordingly, it is in the best interest of the City to reject the proposals received in response to
RFP No. 1-97/98 for Financial Management, Utility Billing and PayrolllHuman Resources Systems.
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. CITY HALL t700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
: \'ci. miami-beach.lI.us
S-)<J-l \ 5\ \ E
COMMISSION MEMORAJ'l"I)UM 1\'0. ~ I ~ - '7 ~
TO:
Ma,'or Neisen O. Kasdin and DA TE: Jul~' 1,1998
Members Ofthe:;jitY Com issioD
r "
Sergio Rodriguez &-'_
Cit)' Manager 0 - -
Request for Approval to Award a Purchase Order to Mitchell Humphrey &
Company in the amount of $104,500 for an Upgrade to the Financial
Management System.
FROM:
SUBJECT:
ADMINISTRATION RECOMMENDATION
Authorize the award.
FUNDING
o
Funding is available from the Internal Services Fund for Information Technology (Budget
Account 550.0630.000674).
BACKGROUND
The City utilizes mainframe computer software packages to process data for all city departments.
These software systems - Financial Management, Utility Billing, and Human ResourceslPayroll _
are critical components of the functions of city government. Of these systems, the Financial
Management System is the most important as it includes Accounts Payable, Accounts Receivable,
General Ledger and Purchasing.
The software packages are not Year 2000 compliant and are based on outdated mainframe
technology. In an effort to replace these systems, the City issued RFP No. 1-97/98 on October
17, 1997 to solicit proposals from responsible vendors to provide an integrated, Year 2000
compliant, hardware and software solution for Financial Management, Utility Billing and
PayrollfHurnan Resources systems.
AGE1\"DA ITEM
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~ At the same time, the vendor of the City's existing Financial Management System, Mitchell
Humphrey & Company, was in the process of developing a Year 2000 compliant upgrade to their
Financial Management System software. This upgrade would incorporate the latest client/server
technologies. The release date for the upgrade was not known at the time the RFP was issued,
however, Mitchell Humphrey & Company released its upgrade to the Financial Management
System (FMS-II) in May 1998.
After evaluation by the committee, it was determined that none of the proposals that were
received for the RFP met all the requirements of the RFP and that all were too expensive. See
the Request for Approval to Reject the Proposals Received in Response to Request for Proposals
(RFP) No. 1-97/98 for Financial Management, Utility Billing and Payroll/Human Resources
Systems dated July 1, 1998 for further details on the committee's recommendation.
ANALYSIS
The Evaluation Committee for RFP No. 1-97/98 met on June 19, 1998 and determined, in part,
that it would be in the best interest of the City to Upgrade its current Financial Management
System rather than purchase a new system. In doing so, the committee concluded that the
following benefits will be realized utilizing this aproach:
r--.
a The cost for upgrading the current system is substantially less than acquiring a new system.
The following price quote was received from Mitchell Humphrey and Company for the
upgrade:
Description
Training in the FMS-II product. 20 days of training at $1,500 per day.
Conversion of data from the HP 3000 to Windows NT Server.
FMS-I1 Configuration and Account Testing.
Recommended additional software. FMS-Onramp & FMS-EXEC (both with 5 concurrent
user license).
Price
$30,000
$52,500
$5,000
S17,000
Total
5104,500
b. Less training will be necessary for city employees since the system users are already
familiar with the software thus resulting in lower conversion costs and greater productivity.
c. The vendor is familiar with the structure of the existing data system which 'will result in
a smooth transition and lower implementation costs.
r--..
d. The upgraded package is a client/server based system. This open-ended teclmology will
allow add-ons, future upgrades and integration with other systems significantly easier and less
costl y.
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e. Implementation time is significantly reduced thus enabling the City to meet Year 2000
deadlines with enough testing lead-time to ensure performance prior to the critical date.
f. FMS-Il can be used as a core system with a Utility Billing system, PayrolllHuman
Resource system and other systems which may arise in the future. The database (Microsoft
SQL) used by the FMS-II system, running on a Windows Nf server, can become the standard
configuration for these other systems.
In addition, a number of excellent software packages exist which will "plug-in" to the upgraded
Mitchell Humphrey system. These systems are available under existing state or local government
contracts. Utilizing these systems \vill provide the City with the ability to obtain software which
utilizes the latest technology in a cost effective manner.
CONCLUSION
Upgrading the current Financial Management System to the new version, FMS-II from Mitchell
Humphrey & Company, will enable the City to attain Year 2000 compliance for this system in
a cost effective and timely manner. It will also enable the city to utilize technology which will
allow upgrades and enhancements quickly and efficiently in the future. Accordingly, it is in the
best interest of the City to award a purchase order for $104,500 to Mitchell Humphrey and
,I"'. Company to upgrade the city's current software.
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f'. City of Miami Beach - CITY CLERK'S OFFICE
July 1, 1998 \ CONSENT AGE1\TJ>A \ C2 - Competitive Bid Reports
C2E Commission Memorandum No. 418-98
Request for Authorization to A ward a Purchase Order to Mitchell Humphrey & Company in the
Amount of $104,500 for an Upgrade to the Financial Management System. Funding: Internal
Services Fund for Information Technology.
Administration Recommendation: Approve the award.
(Finance Department)
ACTION: Award approved. Judy Ford to issue Purchase Order. Phyllis Koch to handle.
July 1, 1998 \ CONSENT AGENDA \ C2 - Competitive Bid Reports
C2
"
~ Printed: 3/25/99 Time: 12:55:17 PM
Source Database: F:\CLER\COMMON\FOLIO\CLERK63.NFO
L;:z.; ,-
,C ': T Y 0 F M I A M I B E A C H
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH. FLORIDA 33139
. "o:\\ci.miami-beach.f1.us
ExH(f"5I\ F
COMMISSION MEMORANDUM NO. 12 ~-~
TO:
Mayor Neisen O. Kasdin and
Members of the City C mission
DA TE: February] 7. ] 999
FROM:
Sergio Rodriguez
City Manager
SUBJECT:
Request for A proval to Award a Purchase Order to Mitchell Humphrey &
Company in the Amount of $72,000 for a Fixed Assets Module and a Project
Accounting Module, as a Continuation of the Upgrade of the Financial
Management System as Initiated by Commission Memorandum No. 418-98
Dated July 1, 1998.
ADMINISTRA TION RECOMMENDATION
Authorize the award.
FUNDING
-'-
Funding is available from the Internal Services Fund for Information Technology (Budget Account
550.0630.000674).
BACKGROUND
On July 1, 1998, the Commission authorized the award of a Purchase Order to Mitchell Humphrey
& Company in the amount of $104,500 for an upgrade to the Financial Management System. This
upgrade allows the City to achieve Year 2000 compliance, and to move to an up-to-date
Client/Server platform, in a cost effective and timely manner. This system includes Accounts
Payable, Accounts Receivable, General Ledger and Purchasing components.
FUNDING APPROVED
AGENDA ITEM C2A
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ANAL YSIS
The Finance Department has determined that it is in the best interest of the City to continue the
upgrade of the Financial Management System by enhancing its functionality with the addition of the
Fixed Assets module a.."1d the Project Accounting module. The cost of these additional components
and the associated training and installation assistance is detailed in the following table.
Description Cost (as stated in Cost (including Fixed Difference
Commission Memo Assets ~nd Project
418-98) . Accounting modules)
,Training! Assistance in the 30,000 51,600 21,600
FMS-n product. (20 days of training at (32 days at 1500)
1,500 per day) (2 days at 1800)
'"
, Conversion of data from 52,500 52,500 0
~the HP 3000 to Windows
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NT Server.
.lfMS-H Configuration 5,000 5,000 0
:c-:-:,.-,'''' , - "
"~nd Account Testing: '
Recommended additional 17,000 15,900 -1 , 100
.......- - ... -', ,
,software. FMS-Onramp
.'& FMS-EXEC (both with
S conc~rrent user licenses)
"Additional Functionality. N/A -- 51,500 5L500
Software/Service:
-
Fixed Assets
Project Accounting
Total 104,500 176,500 72.000
CONCLUSION
The addition of the Fixed Assets module and the Project Accounting module will increase the
functionality and efficiency of the City's Financial Management System. Accordingly, it is in the
best interest of the City to award a Purchase Order to Mitchell Humphrey & Company in the amount
of $72,000 for a Fixed Assets module and a Project Accounting module, as a continuation of the
upgrade of the Financial Management System as initiated by Commission Memorandum No. 418-98
dated July 1, 1998.
. .~~ 71
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SOFTWARE
1099 Tape Form
REDM-Updates CHECK CPR table in FMS-AP when checks clear the bank
through an ex1emal system
RMIT-Prograrn which updates the payment name and address when loading
existing invoices in FMS n AP
Fixed Assets (5)
FALD-Prograrn which loads assets from an extemal system into FMS-FA
Project Accowlting (5)
FMS-EXEC (5) Price Adjustment
FMS-ONRAMP (5) Price Adjustment
Total Additional Software
Mitchell Humphrey & Co.
FMS n Investment Summary
March 17, 1999
ORIGINAL ESTIMA TE
SOFTW ARE
FMS n Configuration and ACCOWll Testing
FMS-EXEC (5)
FMS-ONRAMP (5)
Total Software
CONSULTING
Extract and Convert History
TRAINING !!!ll
General Ledger 3
Accounts Payable 3
Accounts Receivable 3
~ch~ing 4
Auto Transactions 2
Reporting Tools 3
Operations f
Total Training ~
TOTAL ORIGINAL ESTIMATE
ADDITIONAL ESTIMATE
Total
$ 5,000
7.250
9,750
S 22,000
S 52,500
~ !.2!!!
S 1,500 S 4,500
1,500 4,500
1,500 4,500
1,500 6,000
1,500 3,000
1,500 4,500
1,500 3,000 r
c.).~
$ 30.000 3~ J 1'12
S 104,500
Total
$ 1,500
3,000
3,000
12,000
3,000
29,000
(95U)
(150)
S 50,400 /
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TRAINING
General Ledger and Project Ledger KickofT 2 $ 1,800 S 3,600
Accounts Payable Kickoff I 1.500 1,500
Purchasing Kickoff I 1,500 ],500
Fixed Assets 2 1 ,Son 3,000
FMS-EXEC I 1,500 !.50ll
FMS-ONRAMP 1 I ,SOO 1,500
Total Additional Training a S 12,600
ASSISTANCE
Accounts Payable Check Run 3 $ 1,500 $ 4,500
Purchasing Print Program 1 1,500 4,500
Total Additional Assistance !l S 9,000 ~
Total Additional Training & Assistance JJ S 21,600 ",,- ~
TOTAL ADDITIONAL ESTIMA TE JJ S 72,000 -~
TOTAL ESTlMA TE ~ S 176,500
NOTES:
Mitchell Humphrey & Co.
FMS n Investment Summary
March 17, 1999
· Installation support services are available at the prevailing standard daily rate
at the time these services are provided.
· The extent to which installation support services are required varies from
organization to organization and is dependent on such factors as: Customer
staff resources, time deadlines, extent of customization, etc.
· Additional services, such as on-site project management, custom policy and
procedures manual preparation, applications/operations audit, etc., are also
available at our prevailing standard daily rate.
· The City of Miami Beach will be responsible for all reasonable travel-related
expenses incurred for installation support services.
· One full set of documentation is provided.
· The annual maintenance fee is 18 percent of the current list price of the
software under license
City of Miami Beach - CITY CLERK'S OFFICE
February 17, 1999 \ CONSENT AGENDA
February 17, 1999 \ CONSENT AGENDA
C2 - Competitive Bid Reports
February 17, 1999 \ CONSENT AGENDA \ C2 - Competitive Bid Reports
February 17, 1999 \ CONSENT AGENDA \ C2 - Competitive Bid Reports
C2A Commission Memorandum No. 123-99
Request for Approval to A ward a Purchase Order to Mitchell Humphrey & Company in the
Amount of $72,000 for a Fixed Assets Module and a Project Accounting Module, as a
Continuation of the Upgrade of the Financial Management System as Initiated by Commission
Memorandum No. 418-98, Dated July 1, 1998. Funding: Internal Services Fund for Information
Technology.
Administration Recommendation: Approve the award.
(Information Technology)
ACTION: Award authorized. Michael Rath to issue Purchase Order. R. Parcher to handle.
Printed: 3/25/99 Time: 12:54:35 PM
Source Database: F:\CLER\COMMON\FOLIO\CLERK63.NFO
t:xH lif3lr G-
~ITY OF MIAMI BEACH
ITY HALL 1700 CONVENTION CENTER ORIVE MIAMI BEACH, FLORIDA 33139
tp:\\Cl.mi8mHHl8ch .n.us
COMMISSION MEMORANDUM NO. I 0 - q.:L
TO:
Mayor Neisen O. Kasdin and
Members or the City Commission
DATE: January 6, 1999
I'ROM:
Sergio Rodriguez
City Manager
..
SUBJECT:
A Resolution of the Mayo and City Commission of the City of Miami Beach, Florida,
Authorizing the Administration to Waive, by 5/7ths Vote, the Formal Bid Process and
Negotiate a Contract with Aquilium Software Corporation in thc Negotiated Amount
of $151,450 for a Utility Billing System, Pursuant to an Agreement among the
Finance, and Information Technology Departments, following a thorough
Investigation of the Available Applicable Software, that this System Provides the
Optimal Solution for Year 2000 Compliant Utility Billing Computerized Processing.
ADMINISTRA TION RECOMMENDATION
Adopt the Resolution.
FU!'-"DING
Funding is available from the Information Technology [nternal Services Fund (550.0630.000674).
BACKGROUND
Since 1986, The Utility Billing Division of the Finance Department has used a computer system called the
Utility Billing System (UTB) to process the City's utility (water, sewer, waste, stonn water) billing and
work orders for maintenance of the utility infrastructure. It is an essential system necessary to the daily
functions of the City. Although this system was developed by a consultant hired by the City, it has been
heavily modified bithe Infonnation Technology Department (IT) in order to accommodate the City's
special needs. These changes have been so prevalent that the system currently bears no resemblance to
the original system, and has not been supported by the consultant for at least ten years. More importantly,
the system is not Year 2000 (Y2K) compliant. This is true of all of the City's major computer systems.
In mid 1997 it was decided that the only viable solution to the Y2K problem was to replace all of the
legacy systems.
In September, 1997 IT, in cooperation with all affected departments, wrote an RFP set:king a replacement
for the following systems: Financial Management System (FMS), Payroll/Personnel System (PPS), and
Utility Billing System (UTB). The RFP was issued in October, 1997 \\-ith a December, 1997 deadline for
the responses to the RFP. It was specified that a vendor could propose an integrated solution (covering
all systems) or a single system solution.
t-7U ' APPROVED
AGENDA ITEM~
DATE l-~-q~
Four vendors proposed integrated systems; they were: HTE Systems, BITECH Systems, SCI Systems. and
KPMG, our external auditors, who would acquire software from Software For Government (SFG). Two
other vendors made partial proposals: Oracle-Harris proposed a solution for Financial Management and
Payroll/Human Resources and Harris that proposed a solution for Utility Billing only. Mitchell Humphrey
(MH), our current FMS vendor, did not submit a proposal because the Procurement Department had ruled
that there was no need for MH to make a proposal since they were proposing an upgrade of their software
and not a new system. Cyborg Systems, Inc. submitted a proposal but it was ruled non-responsive because
they failed to include their pricing.
An Evaluation Committee was appointed by the City Manager and approved by the City Commission. The
members of the committee were given copies of the responses for perusal. The Committee first met in
April, 1998 and agreed that the following vendors would be given further consideration: HTE, BITECH,
and SCI. The other three proposals were deemed too expensive.
,
The Evaluation Committee met for a second time in May, 1998 and recommended:
the RFP be rejected
upgrading our current Financial Management System because of its features, functionality and
excellent price
fmding State of Florida governmental agencies with contracts for PayrolllHuman Resources and
Utility Billing on which the City of Miami Beach could "piggy-back".
The City began negotiations with Mitchell Humphrey for the upgrading of the Financial Management
System. The upgrade involved the conversion of historical data and training on the new appearance and
functionality of the system. Mitchell Humphrey and the City came to an agreement in July, 1998. The City
Commission approved the upgrading of the current Financial Management System and the rejection of all
RFP proposals, Commission Memorandum no. 418-98.
IT contacted Utility Billing software vendors with State of Florida governmental agency contracts. The
following vendors demonstrated their Utility Billing software: Dynasty, Census, lITE, and Aquilium. By
August 31, 1998 an infonnal committee, consisting of managers and staff of the IT, Finance and Public
Works departments, had decided to eliminate HTE because of its high price (over $270,000). Dynasty
was rejected because-it was not liked by the City's Utility Billing users, and Census was rejected because
it was not yet fully operational anywhere in the State of Florida. Aquilium was overwhelmingly chosen
because it was the best, the most user friendly, and the cheapest of all demonstrated systems. A copy of
the contract between Aquilium and the City of New Smyrna Beach was sent to Procurement for approval
for "piggy-backing". It was ruled that the City could not "piggy-back" because the New Smyrna Beach
contract was not awarded through the bid process.
The City hired a new Assistant Finance Director in mid July, [998 and at a meeting between IT, Finance,
and Procurement it was decided that we might consider an integrated solution for the replacement of our
legacy systems. This meant that HTE might be considered again for the complete solution (Financial
Management, PayrolVHuman Resources, Utility Billing) in addition to the Land Management System. The
Assistant Finance Director (AFD) would review the HTE financial system and compare it to the Mitchell
Humphrey's. The AFD attended a Mitchell Humphrey users group in September to see its upgraded
system.
On October 22, 1998 City staff who had been members of the committee met again and recommended the
following:
purchasing Utility Billing software from Aquilium pending a site visit to New Smyrna Beach, Fl
purchasing the Financial Management upgrade from Mitchell Humphrey
purchasing PPS software from Cyborg pending a site visit to the' City of Melbourne, Fl.
On November 6, 1998 a second in-house demonstration by Aquilium replaced a site visit. Managers and
staff of IT, Utility Billing and Public Works attended this demonstration. There was a unanimous opinion
among the City staff that the Aquilium software will provide a Y2K compliant Utility Billing system
which meets the City's requirements. It was agreed by City staff that the Aquilium software presents the
optimal solution considering functionality and price, among all of the systems considered.
Aquilium has two contracts with State of Florida governmental agencies: the cities of New Smyrna Beach
and Bonita Springs. These contracts were issued via the RFP process. Because each government body is
unique in terms of the number of employees, the number of users, the hardware platform, the amount of
training required, etc., it has been impossible to find a contract identical to the one that will meet the City's
requirements.
CONCLUSION
The Administration feels that the RFP process is the proper method to use, however, because of the year
2000 time constraints, it is felt that the RFP process, even an expedited RFP process, will not allow
sufficient time to implement the Utility Billing Systemt. Therefore, the Administration recommends the
City Commission waive the fonnal bid process and authorize the Administration to issue a contract to
Aquilium Corporation for a Utility Billing System.
U
SR:MDB:RP
RESOLUTION NO.
99-23013
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, AUTHORIZING A WAIVER, BY 517THS VOTE, OF
THE COMPETITIVE BIDDING PROCESS AND APPROVING A CONTRACT
WITH AQUlLIUM SOFTWARE CORPORATION, IN THE AMOUNT OF 5151,450,
FOR A UTILITY BILLING SYSTEM, UPON RECOMMENDATION OF THE
ADMINISTRATION, FOLLOWING A THOROUGH INVESTIGATION OF THE
AVAILABLE APPLICABLE SOFTWARE, THAT TillS SYSTEM PROVIDES THE
OPTIMAL SOLUTION FOR YEAR 2000 COMPLIANT UTILITY BILLING
COMPUTERIZED PROCESSING.
WHEREAS, the City issued Request for Proposal No.1-97/98 on October 17, 1997 to solicit
proposals from responsible vendors to provide an integrated, Year 2000 compliant, hardware and
software solution for financial management, utility billing and payrolllHwnan Resources systems;
and
WHEREAS, one-hundred ten (110) RFP notices were issued resulting in eight responses;
and
WHEREAS, an Evaluation Committee, appointed by the City Manager and approved by the
Mayor and City Commission met in April, 1998, and in May, 1998, and recommended that all
proposals be rejected; recommending instead on upgrading the City's current financial management
software because of its excellent price, and trying to find State of Florida governmental agencies
with contracts for payroll/Human Resources and utility billing on which to "piggy-back"; and
WHEREAS, because each government body is unique in terms of the number of employees,
the number of users, the hardware platfonn, the amount of training required, etc., it has been
impossible to find a contract on which to "piggy-backlt; and
WHEREAS, the following vendors demonstrated their utility billing software to the City:
Dynasty; Census; HTE; and Aquilium and, by August 31, 1998, an infonnal committee, made up
of managers and staff of the Information Technology, Finance and Public Works Departments,
overwhelmingly chose Aquilium because it was the optimal solution; and
WHEREAS, as a fonnal bid or RFP process is no longer possible due to Year 2000 time
constraints, the Administration would recommend that the Mayor and City Commission accept its
recommendation herein, and authorize, by Sl7ths vote, a waive of the competitive bidding process,
finding such waiver to be in the best interest of the City.
NOW, THEREFORE, BE IT DULY RESOL YED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby authorize a waiver, by 517ths vote, the competitive bidding process and approve
a contract with Aquilium Software Corporation, in the amount of $151,450, for a utility billing
system, upon recommendation of the Administration, following a thorough investigation of the
available applicable software, that this system provides the optimal solution for Year 2000 compliant
utility billing computerized processing.
PASSEDandADOPTEDthis 6th day of January, 1999.
rJJf~
MAYOR
~;Z&d e tUdvA
CITY CLERK
APPROVED AS TO
FORM & LANGUAGE
8. FOR EXECUTION
1JI!I!tft!!: - L '-{J;1Ji
EXHIBIT H
RFP No. 1-97/98 - EVALUATION COMMITTEE MEETING MINUTES, October 23,
1998,1:30 P.M., NOTES TAKEN BY: JUDY FORD, PROCUREMENT DIRECTOR
Graciela Cespedes and Alexander Baum not present.
Bob Parcher selected as Chairman of Committee
Presentation by Eloy Bauleth, CMB Information Technology Department
UTB and Human Resources Payroll Software Discussion:
Aquilium preferred by UTB; New Smyrna Beach contract - spoke to Finance; interface with
Financial system - Windows NT SQL Server; security - password sign-in and read only files;
audit trail - discussion regarding controls and changes to data which needs to be clarified how
these are recorded (have Jim Sutter involved); no work order module; $138,000 with a one year
warranty ($40,000 for software) and $6,500 annual maintenance with $18,150 for training and
balance for implementation; additional references need to be checked; Public Works to look at
system; Patricia Walker to look at system. UNANIMOUS AGREEMENT TO A WARD
PENDING POSITIVE RESPONSES.
PeopleS oft - Too costly (approximately $1,200.000.00); would require one fulltime consultant
on-site.
Cyborg Systems, Inc. - Preferred over HTE, Inc. as there is no comparison. HTE, Inc. Would
need to be modified to accomodate the City's calculations of pension and benefits; check that
software meets needs of Pension, especially Police & Fire; time and attendance included;
$319,000.00 with an additional $40-$60,000 to add all pension payrolls; Jay Flynn suggested that
"fit analysis" isn't always accurate; cold wind up with a product that is not useable; what is the
capacity of the software?; customers are the Miami Herald, City of Sarasota, Broward County;
budgetary constraints don't allow for hiring of consultant in advance to provide "needs analysis";
modules: benefit admin, time & attendance, postion control, payroll; need to visit sites to get
more information; $350,000.00 budgeted for project.
Bob Parcher: Not ready to vote until users visit a site and determine that system will accomplish
what is needed; wants Committee to meet once more. Get Cyborg Systems, Inc. to complete
questionnaire from the original RFP No. 1-97/98. Confirm time line and estimated project cost.
COMMITTEE VOTED TO A WARD PENDING POSITIVE RESULTS OF FURTHER
STUDY. FOUR VOTES YES AND TWO VOTES NO WITH MA YRA DIAZ-
BUTTACAVOLI NOT PRESENT FOR VOTE. Further discussion and Committee decided to
meet to discuss final decision.
F:ICMGRISALL IICYBORG.MEM
,I T Y 0 F M I A M I B E A C H
'( HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
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COMMISSION ME:\-lORANDLJM :'110. 11- 9 q
TO:
Mayor :'IIeisen O. Kasdin and
Members of the City Commission
DA TE: J3nuary 6. 1999
FROM:
Sergio Rodriguez
City Manager
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SUBJECT:
A Resolution of the Mavo and Citv Commission of the Citv of Miami Beach, Florida,
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Authorizing the Administration to Waive, by Sliths Vote, the Formal Bid Process and
Issue a Contract to Cyborg Systems, Inc. in the Negotiated Amount of S332,414 for
a PayrolI/Human Resources System, Pursuant to an Agreement among the Finance,
Human Resources and Information Technology Departments, following a thorough
Investigation of the Available Applicable Software, that this System Provides the
Optimal Solution for Year 2000 Compliant PayrolI/Human Resources Computerized
Processing.
ADMIl'IISTR~ TION RECOMMENDATION
Adopt the Resolution.
FUNDING
Funding is available from the Information Technology Internal Services Fund (550.0630.000674).
BACKGROUND
Since 1986, the Hwnan Resources Department and the Payroll Division of the Finance Department have
used a computer system called the Payr01l/Personnel System (PPS) to process the City's payroll and to
track employee related data. Although this system was bought from an outside vendor, it has been heavily
modified by the Infs>rmation Technology Department (IT) in order to accommodate the City's special
needs. These changes have been so prevalent that the system currently bears no resemblance to the original
system, and has not been supported by the vendor for at least ten years. More importantly, the system is
not Year 2000 (Y2K) compliant. In mid 1997 it was decided that the only viable solution to the Y2K
problem was to replace all of the legacy systems.
In September, 1997 IT, in cooperation 'Nith all affected departments. \\Trote an RFP seeking a replacement
for the following systems: Financial j\lanagemem System (F:YIS). Payroll/Personnel System (PPS), and
Utility Billing System (UTB). The RFP was issued in October, 1997 with a December, 1997 deadline for
the responses to the RFP. It was specitied that a vendor could propose an integrated solution (covering
all systems) or a single system solution.
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Four vendors proposed integrated systems; they were: HTE Systems, BITECH Systems. SCI Systems. and
KPMG, our external auditors, who would acquire software from Software For Government (SFG). Two
other vendors made partial proposals: Oracle-Harris proposed a solution for Financial Management and
PavrolllHuman Resources and Harris proposed a solution for Utility Billing only. Mitchell Humphrey
(MH), our current FMS vendor. did not submit a proposal because the Procurement Deparnn~nt had rukd
that there was no need for Mitchell Humphrey to make a proposal since they were proposing an upgrad~
of their software and not a new svstem. Cvborg: Svstems. Inc. submitted a proposal but it was rul~d
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non-responsive because they failed to include their pricing.
An Evaluation Committee was appointed by the City lvfanager and approved by the City Commission. T'n~
members of the committee were given copies of the responses for perusal. The Committee first met in
April. 1998 and agreed that the following vendors would be given further consideration: HTE. BITECH.
and SCI. All three vendors proposed an integrated solution. i.e.. a solution comprised of Financial
Management, Payroll/Human Resources, and Utility Billing combined. The other three proposals were
deemed too expensive.
The Evaluation Committee met for a second time in May, 1998 and recommended:
the RFP be rejected
· upgrading the Financial Management System to the Mitchell Humphrey sofu-vare because of its
features, functionality and excellent price
· finding a State of Florida governmental agencies with contracts for Payroll/Human Resources
and Utility Billing on which the City of i\fiami Beach could "piggy-back".
The City began negotiations with Mitchell Humphrey for the upgrading of the Financial ~fanagement
System. The upgrade involved the conversion of historical data and training on the new appearance and
functionality of the system. Mitchell Humphrey and the City came to an agreement in July, 1998. The City
Commission approved the upgrading of the current Financial Management System and the rejection of all
RFP proposals, Commission Memorandum no. 418-98.
IT contacted Payroll/Human Resources sofu-vare vendors with State of Florida governmental agency
contracts. The following vendors demonstrated their Payroll/Human Resources sofu\iare: KPMG
(demonstrating SFG software), People Soft, HTE, and Cyborg. By August 31, 1998 an informal
committee, consisting of managers and staff of the IT, Finance and Human Resources Deparnnents, had
decided to eliminate - KPMG and People Soft because of their high price (between 5800,000 and
$1,000,000) and HTE because it required too much customization to meet the City's needs. Cyborg was
chosen because it was almost as complete as People Soft Gudged the best software) but at a third of the
price. A copy of the contract between Cyborg and Broward Counry was sent to the Procurement
Department to determine whether the City might "piggy-back" on the contract. It was ruled that the City
could not "piggy-back" because the Broward County contract specified a different hardware platform from
the one proposed to the City.
The City hired a new Assistant Finance Director in mid July, 1998 and at a meeting between IT, Finance,
and Procurement it was decided that we might consider an integrated solution for the replacement of our
legacy systems. This meant that HTE might be considered again for the complete solution (Financial
Management. Payroll1Human Resources, Utility Billing) in addition to the Land Management System. The
Assistant Finance Director (AFD) would review the HTE financial system and compare it to the Mitchell
Humphrey's. The AFD attended a Mitchell Humphrey users group in September to see its upgraded
system.
On October 22, 1998 City staff who had been members of the committee met again and recommended the
following:
· purchasing PayrolVHuman Resources software from Cyborg pending a site visit to the City of
Melbourne, Fl.
purchasing the Financial Management upgrade from Mitchell Hoinphrey
purchasing Utility Billing sofuvare from Aquilium pending a site visit to New Smyrna Beach, Fl.
On November 13, 1998, two members of the Finance Department one member of the Human Resources
Department one member of the Risk Management Department, one member of the Office of Management
and Budget and two members of the IT Depanment made a site visit to Melbourne, Fl. There was a
unanimous opinion among the City staff that the Cyborg software met the City's requirements. In addition
to doing the City's PayrolllHuman Resources functions that affect the payroll. the Cyborg sofuvare will
be used to process the payrolls for the City's four Pension Funds (General. Unclassified, Fire and Police,
and Supplemental Fire and Police) which currently are not Y2K compliant. It was agreed by City staff that
the <;:yborg software presents the optimal solution considering functionality and price, among all of the
systems considered.
Cyborg has three contracts \Vith State of Florida governmental agencies: Broward County, and the cities
of Melbourne and Sarasota. These contracts were issued via the RFP process. Because each government
body is unique in terms of the number of employees, the number of users, the hardware platform, the
amount of training required, etc., it has been impossible to find a contract identical to the one that will meet
the City's requirements.
CONCLUSION
The Administration feels that the RFI- process is the proper method to use, however, because of the year
2000 time constraints, it is felt that the RFP process, even an expedited RFP process, \Vill not allow
sufficient time to implement the PayrolllHuman Resources System and the four pensions Payroll
processing. Therefore, the Administration recommends the City Commission waive the formal bid process
and authorize the Administration to issue a contract to Cyborg Systems, Inc. for a PayrolllHwnan
Resources Svstem.
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SR:MDB:RP
RESOLUTION NO. 99-23014
A RESOLUTION OF THE MAYOR A..'1) CITY COMMISSION OF THE CITY OF
MI.~\U BEACH, FLORIDA, AUTHORIZII\'G A W AI~R, BY 517THS VOTE, OF
THE COJ\-IPETITIVE BIDDII\'G PROCESS AND APPROVING A CONTR.\CT
WITH CYBORG SYSTEMS, INC. IN THE ~\10UNT OF S332,414, FOR A
P A YROLLIHU1\l.\1'\T RESOURCES SYSTEM, UPON RECOMMENDATION OF
THE ADMINISTRATION, FOLLO\VING A THOROUGH INVESTIGATION OF
THE A V AILABLE APPLICABLE SOFTWARE, THAT TillS SYSTEM PROVIDES
THE OPTIMAL SOLUTION FOR YEAR 2000 COMPLI~,,"T P A YROLLIHUMAN
RESOURCES COMPUTERIZED PROCESSING.
WHEREAS, the City issued Request for Proposal No. 1-97/98 on October 17, 1997 to solicit
. proposals from responsible vendors to provide an integrated, Year 2000 compliant hardv,,'are and
software solution for financial management, utility billing and payroll/Human Resources systems;
and
and
\VHEREAS, one-hundred ten (110) RFP notices were issued resulting in eight responses;
WHEREAS, an Evaluation Comminee, appointed by the City Manager and approved by the
Mayor and City Commission met in April, 1998, and in May, 1998, and recommended that all
proposals be rejected; recommending instead on upgrading the City's current financial management
software because of its excellent price, and trying to find State of Florida governmental agencies
with contracts for payrolllHuman Resources and utility billing on which to "piggy-back"; and
WHEREAS, because each government body is unique in terms of the number of employees,
the number of users, the hardware platfonn, the amount of training required, etc., it has been
impossible to find a Contract on which to "piggy-back"; and
WHEREAS, the follO\'ving vendors demonstrated their payrolllHuman Resources software:
KPMG (using SFG software); People Soft; HIE; and Cyborg and, by August 31, 1998, an informal
committee, made up of managers and staff of the Information Technology, Finance and Human
Resources Departments, overv.:helmingly chose Cyborg because it was the optimal solution; and
WHEREAS, as a fonnal bid or RFP process is no longer possible due to Year 2000 time
constraint, the Administration would recommend that the Mayor and City Commission accept its
recommendation herein, and authorize, by Sl7ths vote, a waiver of the competitive bidding process,
finding such waiver to be in the best interest of the City.
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NOW, THEREFORE, BE IT DULY RESOL YED BY THE MAYOR AND CITY
COM:MISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby authorize a waiver, by Sl7ths vote, of the competitive bidding process and
approve a contract with Cyborg Systems, Inc. in the amount of $33.2,414, for a payroll/Hwnan
Resources system, upon recommendation of the Administration, following a thorough investigation
of the available applicable software, that this system provides the optimal solution for year 2000
compliant payroll/hwnan resources computerized processing.
PASSED and ADOPTED this 6th day of January, 1999.
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CITY CLERK
APPROVED AS TO
FORM & lANGUAGE
& FOR EXECUTION
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COMMISSION MEMORANDUM NO. 53,=3 - ~J
TO:
Mayor Neisen O. Kasdin and
Members of the City Commission
DATE: July 21, 1999
FROM: Sergio Rodriguez
City Manager /
SUBJECT: Request for Approval to Award a Purchase Order to Information Discovery
Systems (IDS) in the amount of $75,800 for Phase IT Implementation and
Migration of the Land !\1anagement System (LMS) and Award a Purchase
Order to Cyborg Systems, In e., in the amount of $177,827 for Phase IT
Implementation and :Migration of the Payroll/Human Resources System.
ADMThiSTR.\ TION RECOMJ\1E]\"TIA nON
Authorize the awards.
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Funding is available from the Internal Services Fund for Information Technology (Budget Account
550.0630.000674).
BACKGROl.iND
On December 16, 1998, the Commission atrLborized the award of a Purchase Order to Sierra
Computer Systems and Information Discovery Systems (IDS) in the amount of $179,777 for the
upgrade to and migration of data from the current Land Management System (LMS).
On January 6, 1999, the Commission authorized the award of a contract to Cyborg Computer
Systems for $332,414 for the purchase of a PajTolllHuman Resources computerized system.
These two awards were made to ensure Year 2000 (Y2K) compliance for these critical computer
systems.
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. 'Commission Memorandum
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Pa.ge Two
ANALYSIS
The upgrade of the LMS system and movement of permitting data and computerized procedures for
the Building Department was done as Phase I of the Y2K compliancy project for the whole Land
Management System (LMS). In order to meet the July 1, 1999 deadline imposed by the need to issue
permits v.'ith an expiration date of six months in the future, migration and implementation of the
permitting functions was moved up to June 1, 1999. This was done to allow for any unforeseen
problems that might occur during the changes.
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Completion orPhase I has been achieved and the upgraded LMS system functions of Permitting,
Inspection and most of Special Masters have been operational since June 1, 1999. Phase II of the
Y2K compliancy ror the LMS system is to convert and implement Licensing, Violations, and
Certificate of Use as well as to complete the Special :Masters functions.
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The Phase I consultants, IDS, were contracted to provide the implementation of migration of
permitting functions, and did an outstanding job of creating functional screens to accommodate the
permitting needs of the City. Based on their excellent performance on Phase 1, it is recommended
tha~.they provide the migration and implementation of the rema.iIri.ng LMS functions: Licenses;
. Ceiti:ficateofUse,Violations and Special :Masters. . .
IDS has given an estimate of $69,800 plus additions of$10,000 for travel and $7,000 for unforeseen
overruns, minus $11,000 in Phase I savings for a total package of $75,800 to achieve one hundred
percent (100%) Y2K compliancy for the LMS functions distributed as follows:
Nightly Update Program for Inspection Results
Special Master Migration
Sidewalk Cafe Roll-Over Program
Elevator Roll-Over Program
PM Violation :Migration
Business Licenses and Certificate of Use Migration
SUBTOTAL
Travel Expenses
Miscellaneous (Unforeseen Ovenuns)
Sl13TOTAL
:Minus Phase I Savings.
TOTAL
$ 1,000
$ 9,400
$ 1.,500
$ 1,200
$19,100
$37,600
$69,800
$10,000
$ 7,000
$86,800
$11,000
$75,800
"'Note: Phase I Savings - The original contract awarded to Sierra Computer Systems and Information
Discovery Systems (IDS) in the amount of $179,777 has provisions for some consulting and
customization. Approximately $11,000 has not )'et been spent and can be used to reduce the cost
of Phase II implementation to $75.800.
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Commission Memorandum
J~ 21, 1999
Page Three
ANALYSIS (continued)
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The new Pa)ToWHuman Resources system was purchased from Cyborg Systems for the follo\\1.ng
reasons:
1. Cyborg Systems most closely fit the City's needs and guaranteed a working Y2K compliant
Pa)ToThHuman Resources system by the Year 2000.
2. There "",'ere not enough respondents to our Request for Proposals (RFP) in our price range,
(although there were tvvo respondents at the $1,000,000 range plus additional cost for customization
to fit City-specific functions).
3. There v,as not enough time to issue another RFP.
Phase I of the migration and implementation of the Pa)TolliHuman Sources has begun and is
expected to be completed mid-July. During Phase I, it became apparent that the basic system that
had been purchaoed from Cyborg Systems would not allow the City to mirror the functionality of the
. \.. J .Pre~ntsystem. Fll1~er cust?rnizari~n9ftheunique features of the. City system is ~reqm:~in;prd~. .
-.~ for a complete and seamless mtegrauon to occur. Cyborg Systems 15 the orily pOSSIble chOlce m this
caSe in order for all applicable ramifications of the proposed changes to be considered and
implemented properly.
The estimate provided by Cyborg Systems for all necessary changes to complete Phase II is $197,827
plus $10,000 in travel ex-penses and $20,000 in unforeseen overruns, minus $50,000 in Phase I
savings, for a total of $177,827 for the complete package. The distribution of these costs is shown
below:
Vacation and Sick Accruals Prorated
Donated Sick Time
Salary Range/Steps, Change Salary by Step
Print Floater, Over Accumulated, Must Use, Vacation, and Sick on Check
Enter Holiday Transactions on City Holidays
Automatic Longevity Changes
Transaction Adjustments on Check
Floating Holiday Accrual and Expiration
Alternate Holiday Earning, Usage, and Forfeit
Over Accumulated Must Use \\ith Year-End Forfeit
End of Year Forfeiture Report for Vacation Must-Use, Floater, Alternate, and Over
Accumulated
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$ 17~725
$ 7,100
$ 22,663
$ 4,600
$ 18,063
$ 7,100
$14~
$ 3,313
$ 9,875
$ 9,875
$ '" "'1'"
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Page Four
ANALYSIS (continued)
Payroll Interface to Include:
Direct Deposit for Active Payroll, Police & Fire, and General & Unclassified
Pensions; PEBSCO: 401A, 457, and Part Time Pension (pESPBn; lCMA:
401A, and 457; General Ledger for the Financial System
Laser Check Printing Interface
SUBTOTAL
Travel Expenses
Miscellaneous (Unforeseen Overruns)
SUBTOTAL
Minus Phase I Savings*
TOTAL
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$ fJJlrlJ
$ 2fJ,0CIJ
$197,827
$ lQ.Cro
$21.00:>
SZl:7 $II
$5O,OCIJ
$177,827
*Note: Phase I Sa\ings - The original Cyborg Systems contract that was awarded in the amount of
$332,414 had provisions for some consultation and customization. Approximately $50,000 of the
customization budget has not yet been spent and can be utilized to reduce the cost of completing
Phase IT to $177,827.
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. CONCLUSION
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The av.'arding of amendments to the original contracts for the IDS and Cyborg Systems vendors for
the completion of Phase II for the migration and implementation of the Land Management System
and Payroll/Human Resources System respectively, will bring the City in line with Y2K compliancy
for these crucial City systems. At the same time, it will free up City staff to pro\ide assistance to all
of the City's users who are facing new and more complicated computer applications.
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EXHIBIT K
CYBORG SYSTEMS, INC. MODIFICATIONS - ORIGINAL TWELVE TASKS
TASK 1
V AC & SIC ACCRUALS PRORATED.
TASK 2
DONATED SICK TIME.
TASK 3
SALARY RANGE/STEPS, CHANGE SALARY BY STEP.
TASK 4
PRINT FLOATER, OVER ACCUMULATED, MUST USE, VACATION & SICK ON
CHECK.
TASK 5
ENTER HOLIDAY TRANSACTION ON CITY HOLIDAYS.
TASK 6
AUTOMATIC LONGEVITY CHANGES.
TASK 7
TRANSACTION ADJUSTMENTS ON CHECK.
TASK 8
FLOATING HOLIDAY ACCRUAL AND EXPIRATION.
TASK 9
ALTERNATE HOLIDAY EARNING, USAGE, FORFEIT.
TASK 10
OVER ACCUMULATED MUST USE, WITH YEAR-END FORFEIT.
TASK 11
END OF YEAR FORFEITURE REPORT FOR VACATION MUST USE, FLOATER,
AL TERNA TE, AND OVER ACCUMULATED.
F:ICMGRI$ALLIICYBORG.MEM
EXHIBIT K (Con't)
TASK 12
PAYROLL INTERFACE TO INCLUDE: DIRECT DEPOSIT FOR ACTIVE PAYROLL,
POLICE & FIRE, AND GENERAL & UNCLASSIFIED PENSIONS; PEBSCO: 401A,
457, AND PART TIME PENSION (PESPBT); ICMA: 401A, AND 457; GENERAL
LEDGER FOR THE FINANCIAL SYSTEM.
F:\CMGR\$ALL \\CYBORG.MEM
EXHIBIT L
CYBORG SYSTEMS, INC. MODIFICATIONS - TWENTY-ONE TASKS (NINE
ADDITIONS TO ORIGINAL TWEL VE TASKS)
TASK 1
V AC & SIC ACCRUALS PRORATED.
TASK 2
DONATED SICK TIME.
TASK 3
SALARY RANGE/STEPS, CHANGE SALARY BY STEP.
TASK 4
PRINT FLOATER, OVER ACCUMULATED, MUST USE, VACATION & SICK ON
CHECK.
TASK 5
ENTER HOLIDAY TRANSACTION ON CITY HOLIDAYS.
TASK 6
AUTOMATIC LONGEVITY CHANGES.
TASK 7
TRANSACTION ADJUSTMENTS ON CHECK.
TASK 8
FLOATING HOLIDAY ACCRUAL AND EXPIRATION.
TASK 9
AL TERNA TE HOLIDAY EARNING, USAGE, FORFEIT.
TASK 10
OVER ACCUMULATED MUST USE, WITH YEAR-END FORFEIT.
TASK 11
END OF YEAR FORFEITURE REPORT FOR VACATION MUST USE, FLOATER,
AL TERNA TE, AND OVER ACCUMULATED.
F:\CMGR\$ALL\\CYBORG.MEM
EXHIBIT L (Con't)
TASK 12
PAYROLL INTERFACE TO INCLUDE: DIRECT DEPOSIT FOR ACTIVE PAYROLL,
POLICE & FIRE, AND GENERAL & UNCLASSIFIED PENSIONS; PEBSCO: 401A,
457, AND PART TIME PENSION (PESPBT); ICMA: 401A, AND 457; GENERAL
LEDGER FOR THE FINANCIAL SYSTEM.
TASK 13
EMERGENCY AND F AMIL Y LEAVE HOURS TO REDUCE SICK AND V ACA TION
BALANCES.
TASK 14
OVERTIME RATE CALCULATION.
TASK 15
PBSCO 401A, EXTRACT FILE FORMAT.
TASK 16
PEBSCO 457, EXTRACT FILE FORMAT.
TASK 17
PEBSCO PART TIME PENSION (PESPBT), EXTRACT FILE FORMAT.
TASK 18
ICMA 401A, EXTRACT FILE FORMAT.
TASK 19
ICMA 457, EXTRACT FILE FORMAT.
TASK 20
DOWNLOAD OF FILES FOR POLICE & FIRE PENSION FOR BENEFIT
CALCULATION.
TASK 21
RANDOM DRUG TESTING.
F:\CMGR\SALL \\CYBORG.MEM
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CO:\f7\HSSION \1E:\lORA~nU7\1 ~O. ~ ~ (0 - q q
TO:
J','layor Neisen O. Kasdin and
.:\1embers of the City Commission
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DATE: September. 22, 1999
FROM:
Sergio Rodriguez
City :\'1anager
.
Sl:BJECT: Request for Approyal to A'ward n Personal Services Contract to ABC
Computing Service, Inc., in an Estimated Amount of S79.565.64 to Provide
Specialized Customi:r..ation Assistance for the new Cyborg System, Inc. Payroll
System.
AD;\f~ISTRA TIO:"\ RECO\lME~DA TIO~
Authorize the award.
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Funding is a,.'aiEb]c fro::1 the Intcrmll Ser\'ices fund for InroJ:T.ation Tecr.JJology (Budget Ac.count
555.0630.0(0674).
BACKGROU~D
On Jarlual}: 6, 1999, L1e Commission aUL'1oriz.ed 111e ::l'\vard or a Pt.:J'c::.ase Ordcr to Cyborg Comp'Jter
Systcms, Inc., for $332,414 :"or t..l)e purchase of a Payroll/Human Resources compuTeri:Led system.
The system was to be implemented 1n two pn:lses wiili Phs~ I b'2.ing completed in late July.
During Phase T, it became app~.ren11bat the basic system obt"jj1ed from Cyborg Systems, Inc., would
not allow the City to mirror the funcrion:'llity of the prese:.! system. After further analysis by Ci')'
persolmel and Cyborg, it ,,,'as cktennlne.d th~t additional work would na\'e to be done 10 customize
the system for tbe City's needs.
An estimatc in 1he c..."!1oum of S 177,827 was obt:iined from Cyborg Systems, Inc., to m:lk~ lhe
necessary cm!omizat1on cha.""Jges required and the Commjssion authorized the award of a Purchase
Ordeno Cybor~ System.s, Inc., for Sl ii, 8'27 0;1 Jul).' 21. 1999.
After tl1e award was mnde, flli1her detailed disc~lssjons regardi!1g L,e work to be done by Cyborg
SysteJ:ls, inc. lOck place. The high COSi ofu1e work and possibly addjtionaJ cus1omization that might
have 10 be done, prompted the Information Technology DCpanlTlem to investigme other options.
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':,,::.':~-li.:was recommended 9Y other jLUisdiC1ions that the City utilize the services of ABC Computing
. -"Service, Inc., an independent firm that had a very high reputation for excel\e.nce in conducting
~custom;zation work on Cyborg Systems, Inc. soflware. The company was contacted and 'Mr.
Andrew 1. Weiss met v.ith the staff of the 1T Department on August 20, 1999, to discuss the
parameters ofilie wor}~ to be done. He demonstrated a comprehensive ll.'i.dersta.'1ding of the Cyborg
System, Inc., softv;are and we requirements for customizing the system to meet the City's needs.
ABC Comp'Jter Sen'ice, Inc., then submined an estima1e of S69,565.64 to achieve t..."le CUSlomiz.ing
or m'enty-one (21) rectures of the Cyborg Systems, Inc., p<lyroll system. In recognition or the
complexit)' of these modifications and the difficulty in predetemiining :filiere may be other changes
or modifications reauired. a:l additional S 1 0,000 c.ontin~encY is recom.....nended \\'hich brim~s the total
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amount to $79.565.64. This represents a S98.261.36 savings over the Cyborg Systems, Inc. proposal
to perform the S2.!llC =nodifications. The distribution or the costs is to be found in Attachment A.
Fu....ther. an ou~i;ne of :he method for compktion of the nventy-one (21) features' customization arld
2. time frame for this '.vas proYided by .~.BC Computing Service, Inc. and is to bc found in
A1L~chment B 2..:1d C. This will gi've ,he Ci7Y a means of lrack.ing the progress of ~he work being
done &'"1C enst::re L'1al j)3.yment is made "\vhe.:1 th~ assigned t2.sks are completed.
In addition, '~e Cyborg Systems, Inc., has a:u:.t1orized a release from L.'1cir contractual cbligations for
. tbe work to be conducted by ..~.BC Computing Service, Inc. which is to be found in Anachment D.
'.-,,"- .
. - :,." ~ '
CONCLliSION
.~
_.---- . ._- .......
.. Based on our a:.jZ:.lysls of me proposal. it is recommended iliat S79,565.64 be transferre,cl from the
a.-nount alJor..e.d 'to Cyborg Systems, Inc., for customizc.uon and be reallocated 10 ABC Computing
Service, Inc., through a personal servic.e contract. This will ensure t'h..at the City has t.l")e necessary
customiz.ation oftne1r payroll sy;;le::1 for implementuti01i to mc.et the YlK compliance issue.
. RP m/I:R~
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..
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ATTACHMENT A
:+)
ABC COMPUTING SERVICE, INC. DISTRlBUTION OF COSTS
~
::g~
Requirements Analysis Conferem;,e (1 day @S950.00 per day plus expenses)
Vacation & Sid~ Accruals Prorated (6 dBYs @S950.00 per day)
Donated Sick Time (6 days @.s950.00 per day)
Salar)' Range/Steps, Change SalaI)' by Step (6 days @S950.00 per day)
Print FLO, Over .~ccurn, ~1u.st use, Vacation, & Sick Accrual on Check
Enter Holiday Tr2.."1Saction on City Holidays (3 days @S950.00 per day)
Longevity Changes TO be Aulomatic (3 O<.l)'s @S950.00 per day)
Print BEDs Adjustme.nts on Check (5 days @S950.00 per da)')
Floating Holiday Accrual and Expir3.1ion (3 days @S950.00 per day)
Al1eillate Holiday Earning, Usage, Forfeit
Over Ac,clliTJulated Must Use, \yith Year End Forfeit (3 days @S950.00
per dz.y)
'End or l' ear Forfeiture Report ior \' a.c::.:ion, Floating Holiday, Alternate
Holiday, Over Accumulated
Time Sheet~ (2 da)'s @S950,OO per day)
Emergenc)', and Family Leave HOUTS 10 Reduce Sick, 2....'1d Vacation
BaJ:?..ices (2 days !'22)$950.00 ner day)
, .. -' ....
Overtime Rate Calculation (2 daysg.$950.00 per day)
PEBSCQAOJ Ai Extract File Form&t (2d)j)'s @S950.00 per day).
PEBSCO 457, Extract File Format (2 days @S950.00 per day)
PEBSCO Pfu-r Time Pension (PESPBT), Extract File fOD7lal (2 days
@S950.00 per day)
reM.'; 401A, Extract File Format (2 days @~950.00 per day)
DO\\TJoad of Files for Police &. Fire Pel:sio:1 for Benei~t Calculation
(7 cays. @$950.00 per day)
Random Drug Testing (3 days @S950.00 per day)
Miscella.'1eolls Travel Costs (4 Trips @52,450.00 per mp)
C O::1:::gency
TOTAL
~
2.(;/70'd
f~:~1 56. ~~ d~S
!iS~~-~~S-SO~:X~-=, :~d3lJ A1D HJl:i38 H~l:m~
S 1.815.64
S 5,700.00
$ 5,700.00
S 5,700.00
S ------
$ 2.850.00
S 2,850.00
$ 4,750.00
$ 2,850.00
S ------
S 2,850.00
s ------
S L 900.00
$ 1,900.00
S 1,900.00
$1,900.00. .
.$ .;)00.00
$ 1,900.00
S 1,900.00
$ 6,650.00
$ 2:850.00
$ 9,800.00
$10,000.00
$79,565.64
-.:. ",.-. ,: ~'-\' ~
'-. .
ATTACHMENTB
September ~4, 1999
:Mr. W..lLe;- Coolidge, Jr.
City of~~z..=l Beach
1100 \Vas;:'i'jgwn Avenue, .4:h '?loor
Miar.:i3:-::.c::" FL 33] 39
RE: T2...\E r:lAME FOR CO;vlPLE110:\ OF CUSTOMIZA TIO~ TASKS
Dear \1,. z:::e.:-:
Anacbed ::::::e frz...-ne for 141itiatior., c.nd c.oZTlpJetion oftc.$ks submined in my Cyborg support proposal
dated .';uf:.:.s~ 20, 1999.
TL'Tle ::-2.::.e e::;;7;3.le based on ~taDing ,,'ork on t!1~ p,oject no later than September 27, 1999.
8~~..
Pricri:y ',':e:'e assigned as per my underslc...'1cing of requirements, tasks that effect checks, and pay
proce$si::.g f:rst, arId extracts, Go\,nloads, last. Tnese task priority can be adjusted as you deslre.
Scbed:.:.le J:completion ba.sed on accuracyofyour definition, YC?UIabllit).,to provide an efficient test
enviro:::::.e-.:. a.T'Jd competent, timely reviewoftest results. Test plans must-he in placeprionolask
ben-l'- -'a'" --~- ~."'l'e\"
::: U \"l. i... ';'~.4. J_,"", "" ......
if cc::i:::o::s 2.:"lse, that a:-e out of ABC Computing Service, Ine.'s con'trol, that substantially dfe-cl
~('-- - --: - - .: -'.- "0" \\'1'11 b~ ~ro\'J'a' - c' ,\\T:""'''11 "'Or:.-1c--ion
"---._..u:-..=....._'..~ ,-c.;,:''::::~..: i,..I ... r' ' t:: . J~~...... " l..u. C.l.... ..
If o:."':er ~3!:.s ~-1se that are neCeSSai"Y 10 the cO:iTlplerion of pa;Toll implementation, ilia! ABC assists
you \\~:2:., w::r;en z-pprovc..l \\~1l be rcques:ed p:10r 10 performing the tasks. Additional runds will be
req~es:eii ~: necessary, and schedule will be adj"Jsled 10 allow time for completion. Several of
cur.e;-.: :~:::s will not be reql~ired prior 10 r.,;".:...:.lng of iirstli\'e Cyborg, a..:."ld these completion datt:s
'~ill oe aCj:.:.s:ed 10 allow for un-foreseeable delays b the schc.dule.
ABC's :-,or:r:.~ billing process is to invoice at tile end of each month for work performed dwing that
mon:.'-J (r1c,: :asks complete-d), with invoice being due z;t the end of the month (EOM).
This is Lte :.~oc.ess I will use to in\'oic-e L"r:te CiTY, :='71d in\'oices \;.,'ill note davs ....orked on tasks, and
. " .
tasks c.o:::;.;eted.
Since:e:y.
Andrew .i. Weiss
ABC CC:7,?'J~ng Service, Inc.
ce: Kay Ra.'1dall
~
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A TTACHM:ENT C
cITY OF MIk'11 BEACH CYBORG CVSTO;\UZATION TIME F'RAl'-IE ESTIMATE
Max Begin Completion
?riority Task Description Days Date Dalt:
7,4 Print HEDs ajju~illle)')l.$ on cbeck 5 09/27/99 10/0-4/99
Print FtO, Over accum, Must Lse, Vacation,
& Sick Accn:a1 Dn check
14 Overtime nIe calculation ") 09/28/99 1 0/05/99
, 13 Emergency, Z:;1d F a..-niJy leave hours to 2 09/29/99 10/06/99
reduce Sick, ClnQ vacation balances
!. 5,9 Enter HolidZl;: :ra."1saction on City Holica)'s j 09/30/99 10/07/99
Alternate Holiday ea..-ning, usage, forfeit
5 12 Time Sheets 2 1 0/04/99 10/18/99
6 1 ,11 Vacation & S:ck Accruals prorated End of Year 6 10/06/99 10/25/99
forfeiture repJrt for vacation, floating holiday,
alternate holidc::,', over c,c-..-umubted
2 Donated Sick Time 6 10/11/99 10/27/99
8 3 Salary RangeiS!eps, change salary by step 6 1 0/18/99 10/29/99
.~::->" 6 Longevity changes 10 be :7l1.l1omalic 3 10/19/99 11J01J99
.. .,";" 8 . .Floaling Holid..ay accrual and expira-::ion . to/25f99 .11/02199
"~.:J 3
11 10 Over accumulated Mus! llse, \",ith year end forfeiL .., 10/27J99 11/03/99
j
, , 15 PEBSCO 40~A, extraCT file forrnat 2 11/01/99 11/09/99
1 ~ 16 PEBSCO 457, extract file format .., 11/03/99 11/12/99
-
, , 17 PEBSCO Pan Time pension (PESP3T), cxtrac, ..., 11108/99 1l/18/99
"""'
file rormat
15 18 leMA 40JA, extract file f0rmz.t ") 11/15/99 11/19/99
- '"
: 6 19 IC!\1A 457, ex:ract file fo:-mat 2 1 ] /16/99 11/29/99
" .., 20 DO\\111oad clriJes for Police & Fire Pension 7 1]/]7/99 ] 1130/99
' ,
. .
for Bel1eiit c~C':.:12.~ion
1 S 21 Rarldom DrLli; Tesling 3 11/19/99 12/01/99
..
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Cyborg Systems. Inc_
3124541.175
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C"'rBORG
SYSTEMS'
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A TTACHMf.NT D
CYBORG SYSTE~lS IKC. - RELEASE LETTER
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EXHIBIT N
CYBORG SYSTEMS, INC. MODIFICATIONS - FIFTY-THREE TASKS AS OF 2/23/00
1. Vacation and Sick Accruals Prorated (Status: Completed but Extended)
Report Generator to accrue vacation and sick leave hours, based on hours worked, HEDs to be
included in hours worked total, and accrual rates to be stored in WL records. Memo HED will
contain life-to-date hours worked. New employees will have their accruals stored until their
probationary period ends. A batch EL program will process after first payroll of year to
determine forfeitures including over-accumulations and transfer previous year vacation balance.
Print report of forfeitures.
Accruals are prorated only for the time actually paid.
Year-end processing routines for Vacation and Sick accruals postponed.
Extended to correct problems which arose in actual production.
2. Donated Sick Time (Status: Postponed)
A new screen and segment will be created to enter Donation transaction. Screen will test
availability of hours entered. English Language match program will process to interrogate this
transaction and adjust both employees' accrual balance, and print report.
3. Step Increases (Status: Extended; Testing)
Change salary by step. New screen, new segment to enter step increase, increase date, and daily
hours. Batch EL program to test step field, find matching step in new code set, create 40-SCR
entry, with step increase entry to reflect increase and print report of all step increases. Employee-
level screen (XLASCR) completed.
Extended to add fields to XLASCR: Effective Date and Extended Base Salary. Modify auto step
increases to use effective date to trigger increase.
4. Print Vacation and Sick Leave Accrual Hours on Paycheck Stub (Status: Completed)
Modify Cyborg check format generator, using WL record to indicate HEDs. Indicate over-
accumulations and must-use hours. (Included with Mod. #7.)
Output spec's mailed to Westcorp.
F:\CMGR\$ALL\\CYBORG. MEM
EXHIBIT N (Con't)
5. Enter Holiday Transactions for City Holidays (Status: Completed)
Report generator program to process in pre-pass to read new company segment, to determine
presence of holidays within upcoming pay period. If employee is eligible and does not have
current Alternate Holiday Memo HED hours, create time card transaction for Holiday HED and
print report.
Company-level screen (XCBSCR) for entering holidays has been completed. Holidays must now
be entered.
6. Automatic Longevity Changes (Status: Coded)
Report generator to update Memo HED with hours worked. MCASCR WL record to store HEDs
to be included. Batch EL program to update 40-SCR with salary when employee passes
longevity threshold. Thresholds and percentages hard-coded.
7. Print HED Adjustments to Earnings (Not Deductions) on Paycheck (Status: Completed
but Extended)
Modify Cyborg check format report generator to print current labor records as earnings on stub
and to print accrual balances on stub. Consideration must be given to printable area on stub.
Check RG will also be modified to print warning message of impending loss of accrued hours.
Extended in order to add the writing of checks and direct deposit advices and creating check and
direct deposit records on Files T and W, respectively, for Retirement Co. 770001. Also, to print
Bank Name, Routing No., and Account Number on Direct Deposit Advices.
8. Floating Holiday Accrual and Expiration (Status: Postponed)
Batch EL program to accrue floating holiday based on daily hours field (Mod. #3). Program will
run after last payroll of year and after each pay period. Employees on probation will not receive
Holiday until they reach 1040 hours. Print report.
9. Alternate Holiday Earnings (Status: Postponed)
Included with Mod. #5.
F:\CMGR\$ALL \\CYBORG.MEM
EXHIBIT N (Con't)
10. Over-Accumulated Must Use Leave, with Year End Forfeitures (Status: Postponed;
More Definition Required)
Batch English Language program to calculate at the beginning of each year the over-accumulated
hours and store those hours in Memo HED. Vacation and sick HEDs will have method code RG
to reduce these over-accumulated hours, identify lost hours. Included with Mod. 1.
11. End-of- Year Forfeiture Report: Pay Time Processing (Status: Completed); Year-end
Processing (Status: Postponed)
Report forfeitures for must-use hours for vacation, floating holidays, and alternate holidays, over-
accumulated. Hours reported are for time worked/paid only.
12. Time Sheets (Status: Cancelled; Programmed by IT Staff)
Write batch EL program to print time sheet format based upon entering of week number and
date. Parameter screen R-XTSR completed but not tested. Internal IT staff wrote program, using
Crystal Reports.
13. Leave Processing/Accrual & Reduction Method Code (Status: Completed but
Extended)
RG method code on memo HED to accrue or reduce accrual balances by current hours in any
HEDs for emergency or family leave, vacation, sick, etc.
Extended to correct erroneous payment of Vacation to Floating Holiday and to solve accrual
balance problem resulting from transfer of Sick to Vacation time,for Payroll #4, 2000.
Extended to create a Leave History Report. As part of the latter task, create a file of actual HED
usage to correctly update the 93 Screen. Also, create a file showing how HEDs were actually
paid. Revise Method Code generator "SR" to create the file RG AXAX (H50QUT File) and
5PRINT changes made.
F:ICMGRISALL IICYBORG.MEM
EXHIBIT N (Con't)
14. Overtime Rate Calculation (Status: Completed)
RG method code will use MCASCR to accumulate current earnings amount, divide by pay
period hours to determine OT rate. OT rate multiplied by hours entered, by OT factor = OT
earnmgs.
15. Create PEBSCO 401A Extract File (Status: Postponed)
RG or EL program to create extract file as per format required.
16. Create PEBSCO 457 Extract File (Status: Postponed)
RG or EL program to create extract file as per format required.
17. Create PEBSCO Part Time Pension (PESPBT) Extract File (Status: Postponed)
RG or EL program to create extract file as per format required.
18. Create ICMA 401A Extract File (Status: Postponed)
RG or EL program to create extract file as per format required.
19. Create ICMA 457 Extract File (Status: Postponed)
RG or EL program to create extract file as per format required
20. Download Files for Police & Fire Pension for Benefit Calculation (Status: Completed
but Extended)
EL batch programs to create required file format.
Extended to revise process/layouts. Pension start date is required and needs to be converted from
old system
21. Random Drug Testing (Status: Cancelled)
EL batch program to create extract file based on selection criteria to be input to random drug
selection processing. Report being created by IT Staff, using Crystal Reports.
F:\CMGR\$ALL\\CYBORG. MEM
EXHIBIT N (Con't)
22. Fire & Police Pension Checks/Direct Deposits (Status: Completed)
Modify standard Cyborg check format RG to print 3-part check stub. Print 3-per-page Direct
Deposit Advice.
23. Out of Class Pay (Status: Completed)
Report Generator M/C to calculate out of class pay from Union Code WL records, with rate for
UnIon.
24. Extra Pay (Status: Completed)
Report Generator M/C to calculate extra pay, based on step and percentage from HED and
MCASCR regular hours and amount. Step rate to be found from new employee segment for base
step, plus HED rated for steps in WL record.
Excesses FILEOI Codeset MBOI, directly in P4CALC.
25. Report Sequencing (Status: Completed)
Modify Cyborg payroll reports HED Register 2H2H, Tax Filing 2T2T, and Combined Register
2222 to print in Fund (Control 3) and Department-Budget (Control 4) , and Name sequence.
26. Longevity Hours Accumulation (Status: Completed)
Report Generator M/C to accumulate longevity hours as per normal hours scheduled/worked.
Prior time worked is used for longevity hours.
27. Shift Pay Calculation (Status: Completed)
M/C to calculate shift pay based on Normal Shift and Shift Hours entered. Find shift rates in WL
Union Code record. Hours for 321 (HOL2), 323 (HOL3), and 325 (HOL3 + OTl) are added
back in order to receive shift differential.
28. Automatic Union Salary Increase (Status: Coded; Testing Required)
EL batch program, with parameters for Union, increase percentage, and increase date, to
calculate salary increase, and create 40-SCR, entry, and report of increases.
F:\CMGR\$ALL\\CYBQRG.MEM
EXHIBIT N (Con't)
29. Seniority Report (Status: Specifications; Postponed)
Modify Cyborg EL report for sequence, fields, and sub-totals.
30. No Check Report (Status: Completed)
Report generator to print report of all active employees not receiving paychecks. A test for
employees with wages but zero net and an active employee count by department have been
included in this report.
31. Life Insurance Deduction Calculation; Current Pay Calculation Only (Status:
Completed)
For each payroll, use the Method Code report generator to calculate life insurance, based upon
base pay. For the insurance deduction, use amount two as the Insurance Base Amount multiplied
by the A8-SCR amount/percent field which contains the amount per thousand of coverage.
Prior to the first payroll of the year, use the current 40-SCR annual salary to update the HED life
insurance base amount, thereby automatically increasing life insurance for employees who have
received raises during the past year.
Prior to the first payroll of the year, run a report of base life insurance amounts. The print layout
will contain the following: Dept. Number, Employee Number, Employee Name, HED, Base
Insurance Amount, Insurance Rate.
Report sequence will be: Dept. - ControlS, Employee Number
Increase life insurance automatically for employees who have received raises during the past
year.
The year-end process for life insurance deduction calculation has been postponed.
32. Employee Roster - Name Sequence (Status: Completed)
Create new EL report from Cyborg EL Program lA-RPT. Print list of active employees, in
sequence by last name.
F:\CMGR\$ALL \\CYBORG.MEM
EXHIBIT N (Con't)
33. Missing Deduction Report (Status: Completed)
Report Generator report of active, salaried employees set up for a deduction or Federal tax, where
none was taken, including items such as: FICA, Pension
Print report line for deductions not taken this pay run.
34. General Ledger Reports (Status: Completed)
GL pay period reports of earnings, taxes, and deductions by Fund, Charge, and Account Number.
Includes Earnings Report, Deduction Report, and Summary Report..
35. Health/Dental Head Count (Status: Completed)
Write new Report Generator to print summary line by HED, count of employees with selective
active Health, Dental HEDs, without sub-total by group.
36. Memo Deduction Register (Status: Completed)
Print report of all memo deductions for HEDs in the range of 800 - 899. Same format as HED
Register RGH2H2.
37. Payroll Deduction Summary Report (Status: Completed)
Print summary report for tax bodies/deductions. Separate summary lines for all current activity
and in total.
38. Paycheck Control File (Status: Completed)
Create file for all paychecks created in SunTrust Bank format.
39. Normal Hours Report (Status: Completed)
Create RG report of any active employee being paid more or less than normal hours.
40. HED Alpha Deduction Register (Status: Completed)
Create RG report for selected Deduction HEDs.
F:\CMGR\SALL\\CYBORG. MEM
EXHIBIT N (Con't)
41. ACH File Modifications (Status: Completed)
Modify Cyborg ACH RG 6A6A to test company number and insert character prior to sender
number.
42. Life Insurance Value Report (Status: Testing)
Write new EL program to print report of employees' coverages for basic life, supplemental life
and AD&D, employee count, and coverage amount. Monthly report not required until middle of
January.
Extended to redefine report
43. FOP Deduction Report (Status: Testing)
Write new EL program to print report of FOP Union employees with coverage for basic life,
supplemental life, and AD&D. Monthly report not required until middle of January.
Extended to redefine report.
44. Print Manual Checks via Westcorp (Status: Testing)
Write EL program to creeate File 31 records in Westcorp format for printing manual cehcks.
Modify BSCO for File 31 format.
45. Quarterly Reporting (Status: Definition)
Review Cyborg quarterly reports aainst City requirements. Create specification, programs to
meet quarterly reporting requirements. Reporting requirements must be defined and/or reviewed.
46. Bank Reconciliation/Computer-Generated Checks Report/File (Status: Completed)
Create file/write report of all computer-generated checks and create reconciliation file/write
report for retirement companies 660001, 660002, and 770001.
47. Upcoming Longevity Increases Report (Status: Specifications)
Write EL report of employees going over a longevity milestone with the next two pay periods.
F:\CMGR\$ALL\\CYBORG.MEM
EXHIBIT N (Con't)
48. Bank Reconciliation/Computer-Generated Checks Report/File for Police & Fire
Pension Company (Status: Completed)
Create file/write report of all computer-generated checks and create reconciliation file/report for
Police and Fire Pension Company 440001.
49. Extended Base Salary (Status: Coded)
Write EL program to calculate extended base salary and store new fields on XLASCR Screen,
based upon HR definition of extended base salary.
50. Injury Service-Connected Report (Status: Specifications)
Write report of injuries, service-connected.
51. Insurance Information Report (Status: Specifications)
Write report of active employee payroll and of retirement payroll.
52. Workers Compo Summary Report (Status: Specifications)
53. Payroll Pension Status Report (Testing)
F:ICMGRISALLIICYBORG. MEM
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EXHIBIT B
RFP No. 1-97/98 - EVALUATION COMMITTEE MEETING MINUTES, APRIL 9, 1998,
10:00 A.M., NOTES TAKEN BY: JUDY FORD, PROCUREMENT DIRECTOR
Phyllis Koch: Described existing software and hardware being used at CMB. Would like to
limit to two (2) SQL databases.
Patricia Walker: Accounts Receivable not integrated fully; discussed Finance Departments
needs; user-friendly.
Richard Bender: Flexibility is important.
A. Baum: Will there be a project manager for this project?
Selection of Chairman - Alex Baum, Director, Miami-Dade County School Board
NOTES ON RFP RESPONDENTS:
Cyborg Systems, Inc. - To be considered non-responsive; did not provide required forms, pricing,
guarantee, etc.
KPMG Peat Marwick - Too expensive.
Harris Computer Systems - UTB only; ranked third by Finance.
Bi- Tech Software, Inc. - Informix database; not many new installs; company experiencing
financial difficulties; not state-of-the-art; Data General hardware; interfaces to our current L.S.
vendor (Sierra) if CMB moves to UNIX; has version for HP 3000; Finance staff rated firm
highly; thought documentation was good; UTB was complete system; cannot support
Performance-Based Budgeting; excellent training support; missing some required HR functions.
Ranked second.
Custima International Corporation - UNIX platform; progress database; actually the UTB vendor;
using two (2) other vendors' products for other systems. Finance Department did not rank firm
highly as it was lacking payroll functions; features included in other systems not included; weak
in AP, AR. Ranked third and fourth in UTB.
Harris Computer Systems - UNIX; Informix; UTB only; ranked third in UTB by Finance,
F:\CMGR\$ALL\\CYBORG. MEM
EXHIBIT B (Con't)
HTE, Inc, - AS400 server; Finance Department did not rank it highly in UTB, GL & Payroll;
does not handle HR benefits; weak on applicant tracking; purchasing component is strong
element; some requested features would need to be added at additional cost; many local
government clients,
Oracle/ Aris - Finance Department did not rank highly; too complicated; some required functions
would need to be purchased and added; expensive.
Systems Consultants, Inc. - Oracle; City of Miami is client, but not for purchasing; not sure if
firm's response in regard to compliance were intended to ?
Eliminate firms for short-list:
Bi- Tech Software, Inc" HTE, Inc" Systems Consultants, Inc.
If CMB were to upgrade to FMS-II from Mitchell Humphrey, what else is needed? UTB,
Payroll/Human Resources.
Mitchell Humphrey patch for the Year 2000 - $0 cost to CMB (Definite?), Get legal opinion
whether Mitchell Humphrey proposal for FMS-II can be accepted by CMB.
Mayra Diaz-Buttacavoli: Invite finalists for presentation; should Mitchell Humphrey be invited
or fill out a questionnaire?
F:\CMGR\$ALL\\CYBORG.MEM
EXHIBIT C
RFP No. 1-97/98 - EVALUATION COMMITTEE MEETING MINUTES, June 19, 1998,
2:00 P.M., NOTES TAKEN BY: JUDY FORD, PROCUREMENT DIRECTOR
Phyllis Koch made presentation to committee describing the Administration's recommendation
to reject proposals received for this RFP and provided information about the City's intention to
accept upgrade from Mitchell Humphrey for FMS system.
Utility Billing and Payroll/Human Resources systems - CMB to conduct research on packages
available from contracts with other government entities,
Discussion regarding the Year 2000 "patch" from Mitchell Humphrey which has been installed.
Motion made by Patricia Walker to reject all proposals; seconded by Graciela Cespedes.
Motion made by Patricia Walker to accept upgrade from Mitchell Humphrey; seconded by
Georgina Echert.
Motion made by Patricia Walker to approve CMB conducting research for other systems;
seconded by Graciela Cespedes.
Meeting adjourned at 2:45 P,M.
F.\CMGR\$ALL\\CYBORG.MEM
;CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH. FLORIDA 33139
hltp:\\cl.mlaml-Oeach.n.ua
EXHIBIT D
COMMISSIONMEMORANDUMNO.~ 17- 9~
TO:
Mayor Neisen O. Kasdin and DA TE: July 1, 1998
Members Oft.he jT-ity Co . s~on
Sergio Rodriguez
City Manager
Request for Authorization to Reject the Proposals Received in Response to
Request for Proposals (RFP) No. 1-97/98 for Financial Management, Utility
Billing and Payroll/Human Resources Systems.
FROM:
SUBJECT:
ADMINISTRA nON REC01\tlMENDA TION
1
Authorize the rejection of the Proposals received for Financial Management, Utility Billing and
Payroll/Human Resources Systems,
BACKGROUND
J
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For approximately 10 years, the City has been utilizing three mainframe computer software packages
to process the day-to-day data of nearly all city departments. These software systems - Financial
Management, Utility Billing and Human Resources/Payroll - are critical components of the functions
of city government and control everything from residents' water bills to .financial reporting for the
city's budget. Of these systems, the Financial Management System is the most important and widely
used. It includes Accounts Payable, Accounts Receivable, General Ledger and Purchasing,
Several problems exlst with the current software packages, First, the systems are not Year 2000
compliant and will cease to operate properly when they encounter a date with a year ending in two
zeros. Since many city operations require preparation time of up to one-year, this means that some
city functions will begin to fail with the current system at the beginning of 1999.
Second, in addition to not being Year 2000 compliant, the software systems are based on outdated
technology which is less efficient and costlier to maintain than systems based on the new generation
of updated "client-server" technology.
Finally, the three systems are not integrated - meaning that the software systems cannot share data
and "talk with each other," As a practical example, this means that financial information from utility
bill collections cannot be used directly in the accounting system.
AGENDA ITEM
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DATE
9
In an effort to replace these systems, the City issued RFP No. 1-97/98 on October 17, 1997 to solicit
proposals from responsible vendors to provide an integrated, Year 2000 compliant, hardware and
software solution for Financial Management, Utility Billing and PayrolllHuman Resources systems.
One-hundred ten (110) RFP notices were issued resulting in eight responses,
ANALYSIS
An evaluation committee was recommended by the City Manager and approved by the Mayor
and City Commission to review the valid responses to the RFP. The members were:
· Alexander Baum, Director, Miami Dade County School Board
· Richard Bender, Executive Director to the City Manager/Labor relations, CMB
· Grace Cespeded, Deputy Finance Director, Miami Dade County Finance Department
· Mayra Diaz Buttacavoli, Assistant City Manager, CMB
· Georgina Echert, Finance Director, Broward County Aviation Department
· Jay Flynn, Acting Director, Miami Dade County Employee Relations Department
· Phyllis 1. Koch, Information Technology Director, CMB
· Patricia Walker, Finance Director, CMB
The Evaluation Committee met on April 9, 1998 to review the RFP responses. Committee members
reviewed the RFP responses to rank the respondents, While there were numerous items taken into
consideration, the following items set forth in the RFP were among the criteria used by the
committee:
· Responsiveness to the technical requirements of this RFP.
· Proposer's Qualifications, Experience and Professional Reputation.
· Cost.
· Project Plan.
· Training Plan.
· WarrantyIMaintenance Plan.
· Success of similar/equivalent installations and time frame to install.
10
1
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The following chart summarizes the proposals received as a result of the RFP . Vendors had the
option to propose solutions for any or all of the three systems addressed by the RFP (i,e" Financial
Management, Utility Billing and PayrolllHuman Resources).
Bi-Tech
Yes Yes Yes $701,000
Yes Yes Yes $494,000
$893,864
$212,930
$511,415
$981,974
SCI
HTE
Harris
Custima
Oracle
Cyborg
KPMG
Yes
Yes
Yes
$8~429~OOd. ....
The Evaluation Committee met again on June 19, 1998 and determined that the city should pursue
the following strategy:
1. Reject aU proposals. The committee concluded that although some vendors submitted
proposals which addressed the major components of the request, none of the proposals met
all the detailed requirements set forth in the RFP, Furthermore, it determined that all
proposals were too expensive. Vendors were not penalized for not proposing solutions to
all three systems.
2.
Implement an upgrade to the current Financial Management System. In light of the fact
that the vendor who makes the current FMS package has released a substantially upgraded
version, the committee determined that is in the best interest of the City to upgrade the
current Financial Management System to the new package (FMS-II). Please refer to the
Request for Approval to Award a Purchase Order to .Mitchell Humphrey and Company in the
Amount of$104,500 for an Upgrade to the Financial Management System dated July 1, 1998
for further details on the upgrade package.
3,
Evaluate and Purchase Utility Billing and Human Resources/Payroll Software from
existing local government contracts. A number of excellent software packages exist which
will "plug-in" to the upgraded FMS package. These systems are available under existing state
or local government contracts. The committee concluded that these software packages
should be evaluated and tested and once the optimal systems are determined, requests to
purchase these systems be brought before the Commission. The projected cost for a suitable
Utility Billing System is no higher than $75,000, and for a suitable Payroll/Human Resources
11
System is no higher than $175,000.
CONCLUSION
All responses to the RFP were too expensive or did not meet all of the requirements set forth in the
RFP. Accordingly, it is in the best interest of the City to reject the proposals received in response to
RFP No. 1-97/98 for Financial Management, Utility Billing and Payroll/Human Resources Systems,
PJK
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.', C I T Y 0 F M I A M I B E A C H
. CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
:\\ci,miami-beach,lI,us
EXHIBIT E
COMMISSIONMEMO~1)UM1\O.~ I ~-'1~
TO:
Ma~'or Neisen O. Kasdin and DA TE: Jul~' 1, 1998
Members orthe:;jity Com ission
r .,
Sergio Rodriguez ~'_
Cit~. Manager 0""-
Request for Approval to Award a Purchase Order to Mitchell Humphre)' &
Company in the amount of $104,500 for an Upgrade to the financial
Management System.
FROM:
SUBJECT:
ADMINISTRATION RECOMMENDATION
Authorize the award.
FUNDING
r-
Funding is available from the Internal Services Fund for Infonnation Technology (Budget
Account 550.0630.000674).
BACKGROUND
The City utilizes mainframe computer software packages to process data for all city departments.
These software systems - Financial Management, Utility Billing, and Human ResoW'ces/Payroll .
are critical components of the functions of city government. Of these systems, the Financial
Management System is the most important as it includes Accounts Payable, Accounts Receivable,
General Ledger and Purchasing.
The software packages are not Year 2000 compliant and are based on outdated mainframe
technology. In an effort to replace these systems, the City issued RFP No. 1-97/98 on October
17, 1997 to solicit proposals from responsible vendors to provide an integrated, Year 2000
compliant, hardware and software solution for Financial Management, Utility Billing and
PayroIl/Human Resources systems.
AGE1\"DA ITEM
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"......... At the same time, the vendor of the City's existing Financial Management System, Mitchell
Humphrey & Company, was in the process of developing a Year 2000 compliant upgrade to their
Financial Management System software. This upgrade would incorporate the latest client/server
technologies. The release date for the upgrade was not known at the time the RFP was issued,
however, Mitchell Humphrey & Company released its upgrade to the Financial Management
System (FMS-II) in May 1998.
After evaluation by the committee, it was determined that none of the proposals that were
received for the RFP met all the requirements of the RFP and that all were too expensive. See
the Request for Approval to Reject the Proposals Received in Response to Request for Proposals
(RFP) No. 1-97/98 for Financial Management, Utility Billing and Payroll/Human Resources
Systems dated July 1, 1998 for further details on the committee's recommendation.
ANALYSIS
The Evaluation Committee for RFP No. 1-97/98 met on June 19, 1998 and determined, in part,
that it would be in the best interest of the City to Upgrade its current Financial Management
System rather than purchase a new system. In doing so, the committee concluded that the
following benefits will be realized utilizing this aproach:
r--.
a The cost for upgrading the current system is substantially less than acquiring a new system.
The following price quote was received from Mitchell Hwnphrey and Company for the
upgrade:
. Description
Training in the FMS-II product. 20 days of training at $1,500 per day.
Conversion of data from the HP 3000 to Windows NT Server,
FMS-II Configuration and Account Testing.
Recommended additional software. FMS-Onramp & FMS-EXEC (both with 5 concurrent
user license).
$30,000
$52,500
$5,000
S17,000
Total
S104,500
b. Less training will be necessary for city employees since the system users are already
familiar with the software thus resulting in lower conversion costs and greater productivity.
c. The vendor is familiar with the structure of the existing data system which 'will result in
a smooth transition and lower implementation costs.
",-..,
d. The upgraded package is a client/server based system. This open-ended teclmology will
allow add-ons, future upgrades and integration with other systems significantly easier and less
costly.
",.......
e. Implementation time is significantly reduced thus enabling the City to meet Year 2000
deadlines with enough testing lead-time to ensure performance prior to the critical date.
f. FMS-II can be used as a core system with a Utility Billing system, Payroll/Hwnan
Resource system and other systems which may arise in the future. The database (Microsoft
SQL) used by the FMS-II system, running on a \Vindows NT server, can become the standard
configuration for these other systems.
In addition, a number of excellent software packages exist which will "plug-in" to the upgraded
Mitchell Humphrey system. These systems are available under existing state or local government
contracts. Utilizing these systems will provide the City with the ability to obtain software which
utilizes the latest technology in a cost effective manner.
CONCLUSION
Upgrading the current Financial Management System to the new version, FMS-II from Mitchell
Humphrey & Company, will enable the City to attain Year 2000 compliance for this system in
a cost effective and timely manner. It will also enable the city to utilize technology which will
allow upgrades and enhancements quickly and efficiently in the future. Accordingly, it is in the
best interest of the City to award a purchase order for $104,500 to Mitchell Hwnpbrey and
.,,-..., Company to upgrade the city's current software.
PJK
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"" City of Miami Beach - CITY CLERK'S OFFICE
July 1, 1998 \ CONSENT AGE1\TJ>A \ C2 - Competitive Bid Reports
C2E Commission Memorandum No. 418-98
Request for Authorization to Award a Purchase Order to Mitchell Humphrey & Company in the
Amount of $104,500 for an Upgrade to the Financial Management System. Funding: Internal
Services Fund for Information Technology.
Administration Recommendation: Approve the award.
(Finance Department)
ACTION: Award approved. Judy Ford to issue Purchase Order. Phyllis Koch to handle.
July 1, 1998 \ CONSENT AGENDA \ C2 - Competitive Bid Reports
C2
'"
f""-. Printed: 3/25/99 Time: 12:55:17 PM
Source Database: F:\CLER\COMMON\FOLIO\CLERK63.NFO
'..:-.;:;-.,..
,C ': T Y 0 F M I A M I B E A C H
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH. FLORIDA 33139
. "c:\\Ci.miami-beach,f1.us
EXHIBIT F
COMMISSION MEMORANDUM NO. 123-::13
TO:
Mayor Neisen O. Kasdin and
Members of the City C mission
DATE: February ]7. ]999
FROM:
Sergio Rodriguez
City Manager
SUBJECT:
Request for A proval to Award a Purchase Order to Mitchell Humphrey &
Company in the Amount of $72,OOQ for a Fixed Assets Module and a Project
Accounting Module, as a Continuation of the Upgrade of the Financial
Management System as Initiated by Commission Memorandum No. 418-98
Dated July 1, 1998.
ADMINISTRA TION RECOM:MENDA TION
Authorize the award.
FUNDING
---
Funding is available from the Internal Services Fund for Information Technology (Budget Account
550.0630.000674).
BACKGROUND
On July 1, 1998, the Commission authorized the award of a Purchase Order to Mitchell Humphrey
& Company in the amount of $104,500 for an upgrade to the Financial Management System. This
upgrade allows the City to achieve Year 2000 compliance, and to move to an up-to-date
Client/Server platform, in a cost effective and timely manner. This system includes Accounts
Payable, Accounts Receivable, General Ledger and Purchasing components.
FUNDING APPROVED
AGENDA ITEM C2.A
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AJ\"AL YSIS
The Finance Department has determined that it is in the best interest of the City to continue the
upgrade of the Financial Management System by enhancing its functionality 'with the addition of the
Fixed Asse:s module arid the Project Accounting module. The cost of these additional components
and the associated training and installation assistance is detailed in the following table.
Description Cost (as stated in Cost (including Fixed Difference
Commission Memo Assets ~~d Project
418-98) Accounting modules)
,Training/Assistance in the 30,000 51,600 21,600
FMS-II product (20 days of training at (32 days at 1500)
1,500 per day) (2 days at 1800)
".
. Conversion of data from 52,500 52,500 0
'the HP 3000to Windows
,.
NT Server.
.,~s-n Configuration 5,000 5,000 0
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~ndAccount Testing~ '
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. Recommended additional 17,000 15,900 -1 , 1 00
"software. FMS-Onramp
'& FMS-EXEC (both with
5 conc~rrent user licenses)
.Additional Functionality. N/A n 51,500 51.500
Software/Service:
-
Fixed Assets
Project Accounting
Total 104,500 176,500 72.000
CONCLUSION
The addition of the Fixed Assets module and the Project Accounting module will increase the
functionality and efficiency of the City's Financial Management System. Accordingly, it is in the
best interest of the City to award a Purchase Order to Mitchell Humphrey & Company in the amount
of $72,000 for a Fixed Assets module and a Project Accounting module, as a continuation of the
upgrade of the Financial Management System as initiated by Commission Memorandum No. 418-98
dated July l, 1998.
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SOFTWARE
1099 Tape Fonn
REDM-Updates CHECK CPR table in FMS-AP when checks clear the bank
through an ex1emal system
RMIT-Program which updates the payment name and address \...hen loading
existing invoices in FMS n AP
Fixed Assets (5)
F ALD-Program which loads assets from an extemal system into FMS-F A
Project Accounting (5)
FMS-EXEC (5) Price Adjustment
FMS-ONRAMP (5) Price Adjustment
Total Additional Software
Mitchell Humphre)' & Co.
FMS n Investment Summary
March 17, 1999
ORIGINAL ESTIMA TE
SOFfW ARE
FMS n Configuration and Accowlt Testing
FMS-EXEC (5)
FMS-ONRAMP (5)
Total Software
CONSULTING
Extract and Convert History
TRAINING !!!m
General Ledger 3
Accounts Payable 3
Accounts Receivable 3
~~~ing 4
Auto Transactions 2
Reporting Tools 3
Operations ~
Total Training ~
TOTAL ORIGINAL ESTIMATE
ADDITIONAL ESTlMA TE
Th1!.!
s 5,000
7.250
9,750
S 22,000
S 52,500
~ I2!!!
$ 1,500 $ 4,500
1,500 4,500
1,500 4,500
1,500 6,000
1,500 3,000
1,500 4,500
1,500 3,000 ,.
C,)..t:::'
S 30,000 3~ J I'll
S 104,500
Total
S 1,500
3,000
3,000
12,000
3,000
29,000
(95U)
(150)
S 50,400;'
Da,,! ~ Total
TRAINING
General Ledger and Project Ledger Kickoff' 2 S 1,800 S 3,600
Accounts Payable Kickoff I 1,500 1.500
~chasing Kickoff I 1,500 1,500
Fixed Assets 2 1,500 3,000
FMS-EXEC I 1.51l1l !.SOl)
FMS-ONRAMP 1 1,500 1,500
Total Additional Training a S 12,600
ASSISTANCE
Accounts Payable Check Run 3 S 1,500 S 4,500
~chasing Print Program J 1,500 4,500
Total Additional Assistance !l S 9,000 ~
Total Additional Training & Assistance U S 21,600 " ~
TOTAL ADDITIONAL ESTIMATE 1:1 S 72.000 -~
TOTAL ESTlMA TE ~ S 176,500
NOTES:
Mitchell Humphrey & Co.
FMS II Investment Summary
March 17, 1999
· Installation support services are available at the prevailing standard daily rate
at the time these services are provided,
· The extent to which installation support services are required varies from
organization to organization and is dependent on such factors as: Customer
staff resources, time deadlines, extent of customization, etc,
· Additional services, such as on-site project management, custom policy and
procedures manual preparation, applications/operations audit, etc., are also
available at our prevailing standard daily rate,
· The City of Miami Beach will be responsible for all reasonable travel-related
expenses incurred for installation support services.
· One full set of documentation is provided.
· The annual maintenance fee is 18 percent of the current list price of the
software under license
City of Miarni Beach - CITY CLERK'S OFFICE
February 17, 1999 \ CONSENT AGENDA
February 17, 1999 \ CONSENT AGENDA
C2 - Competitive Bid Reports
February 17, 1999 \ CONSENT AGENDA \ C2 - Competitive Bid Reports
February 17, 1999 \ CONSENT AGENDA \ C2 - Competitive Bid Reports
C2A Commission Memorandum No. 123-99
Request for Approval to Award a Purchase Order to Mitchell Humphrey & Company in the
Amount of $72,000 for a Fixed Assets Module and a Project Accounting Module, as a
Continuation of the Upgrade of the Financial Management System as Initiated by Commission
Memorandum No. 418-98, Dated July 1, 1998. Funding: Internal Services Fund for Information
Technology.
Administration Recommendation: Approve the award.
(Information Technology)
ACTION: Award authorized. Michael Rath to issue Purchase Order. R. Parcher to handle.
Printed: 3/25/99 Time: 12:54:35 PM
Source Database: F:\CLER\COMMON\FOLIO\CLERK63.NFO
~ITY OF MIAMI BEACH
ITY HAll 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
lp:\\cl. m iam i-beach. ".Utl
COMMISSION MEMORANDUM NO. I 0 - 9..i.
TO:
Mayor Neisen O. Kasdin and
Members of the City Commission
DATE: January 6, 1999
FROM:
Sergio Rodriguez
City Manager
..
SUBJECT:
A Resolution of the Mayo and City Commission of the City of Miami Beach, Florida,
Authorizing the Administration to Waive, by 5/7ths Vote, the Formal Bid Process and
Negotiate a Contract with Aquilium Software Corporation in the Negotiated Amount
of $151,450 for a Utility Billing System, Pursuant to an Agreement among the
Finance, and Information Technology Departments, following a thorough
Investigation of the Available Applicable Software, that this System Provides the
Optimal Solution for Year 2000 Compliant Utility Billing Computerized Processing.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUKDING
Funding is available from the Information Technology Internal Services Fund (550.0630.000674).
BACKGROUND
Since 1986, The Utility Billing Division of the Finance Department has used a computer system called the
Utility Billing System (UTB) to process the City's utility (water, sewer, waste, storm water) billing and
work orders for maintenance of the utility infrastructure. It is an essential system necessary to the daily
functions of the City. Although this system was developed by a consultant hired by the City, it has been
heavily modified bfthe Information Technology Department (IT) in order to accommodate the City's
special needs, These changes have been so prevalent that the system currently bears no resemblance to
the original system, and has not been supported by the consultant for at least ten years. More importantly,
the system is not Year 2000 (Y2K) compliant. This is true of all of the City's major computer systems.
In mid 1997 it was decided that the only viable solution to the Y2K problem was to replace all of the
legacy systems.
In September, 1997 IT, in cooperation with all affected departments, wrote an RFP seeking a replacement
for the following systems: Financial Management System (FMS), PayrolllPersonnel System (PPS), and
Utility Billing System (UTB). The RFP was issued in October, 1997 \\<ith a December, 1997 deadline for
the responses to the RFP. [t was specified that a vendor could propose an integrated solution (covering
all systems) or a single system solution.
FU ' APPROVED
AGENDA ITEM~
DATE \ -L,-q~
Four vendors proposed integrated systems; they were: HTE Systems, BITECH Systems, SCI Systems. and
KPMG, our external auditors, who would acquire software from Software For Government (SFG). Two
other vendors made partial proposals: Oracle-Harris proposed a solution for Financial Management and
Payroll/Human Resources and Harris that proposed a solution for Utility Billing only. Mitchell Hwnphrey
(MH), our current FMS vendor, did not submit a proposal because the Procurement Department had ruled
that there was no need for MH to make a proposal since they were proposing an upgrade of their software
and not a new system. Cyborg Systems, Inc. submitted a proposal but it was ruled non-responsive because
they failed to include their pricing.
An Evaluation Committee was appointed by the City Manager and approved by the City Commission. The
members of the committee were given copies of the responses for perusal. The Committee first met in
April, 1998 and agreed that the following vendors would be given further consideration: HTE, BITECH,
and SCI. The other three proposals were deemed too expensive.
,
The Evaluation Committee met for a second time in May, 1998 and recommended:
the RFP be rejected
upgrading our current Financial Management System because of its features, functionality and
excellent price
rmding State of Florida governmental agencies with contracts for PayrolllHuman Resources and
Utility Billing on which the City of Miami Beach could "piggy-back",
The City began negotiations with Mitchell Humphrey for the upgrading of the Financial Management
System. The upgrade involved the conversion of historical data and training on the new appearance and
functionality of the system. Mitchell Humphrey and the City came to an agreement in July, 1998. The City
Commission approved the upgrading of the current Financial Management System and the rejection of all
RFP proposals, Commission Memorandum no, 418-98,
IT contacted Utility Billing software vendors with State of Florida governmental agency contracts. The
following vendors demonstrated their Utility Billing software: Dynasty, Census, fITE, and Aquilium. By
August 31, 1998 an informal committee, consisting of managers and staff of the IT, Finance and Public
Works departments, had decided to eliminate HTE because of its high price (over $270,000). Dynasty
was rejected because...it was not liked by the City's Utility Billing users, and Census was rejected because
it was not yet fully operational anywhere in the State of Florida. Aquilium was overwhelmingly chosen
because it was the best, the most user friendly, and the cheapest of all demonstrated systems. A copy of
the contract between Aquiliwn and the City of New Smyrna Beach was sent to Procurement for approval
for "piggy-backing". It was ruled that the City could not "piggy-back" because the New Smyrna Beach
contract was not awarded through the bid process.
The City hired a new Assistant Finance Director in mid July, 1998 and at a meeting between IT, Finance,
and Procurement it was decided that we might consider an integrated solution for the replacement of our
legacy systems. This meant that HTE might be considered again for the complete solution (Financial
Management, Payroll/Human Resources, Utility Billing) in addition to the Land Management System, The
Assistant Finance Director (AFD) would review the I-ITE financial system and compare it to the Mitchell
Humphrey's. The AFD attended a Mitchell Humphrey users group in September to see its upgraded
system.
On October 22, 1998 City staff who had been members of the committee met again and recommended the
following:
purchasing Utility Billing software from Aquilium pending a site visit to New Smyrna Beach, FI
purchasing the Financial Management upgrade from Mitchell Humphrey
purchasing PPS software from Cyborg pending a site visit to the' City of Melbourne, Fl.
On November 6, 1998 a second in-house demonstration by Aquilium replaced a site visit. Managers and
staff of IT, Utility Billing and Public Works attended this demonstration. There was a unariimous opinion
among the City staff that the Aquilium software will provide a Y2K compliant Utility Billing system
which meets the City's requirements. It was agreed by City staff that the Aquilium software presents the
optimal solution considering functionality and price, among all of the systems considered.
Aquilium has two contracts with State of Florida governmental agencies: the cities of New Smyrna Beach
and Bonita Springs. These contracts were issued via the RFP process. Because each government body is
unique in terms of the number of employees, the number of users, the hardware platform, the amount of
training required, etc., it has been impossible to find a contract identical to the one that will meet the City's
requirements.
CONCLUSION
The Administration feels that the RFP process is the proper method to use, however, because of the year
2000 time constraints, it is felt that the RFP process, even an expedited RFP process, will not allow
sufficient time to implement the Utility Billing Systemt. Therefore, the Administration recommends the
City Commission waive the fonnal bid process and authorize the Administration to issue a contract to
Aquilium Corporation for a Utility Billing System.
~f
SR:MDB:RP
RESOLUTION NO.
99-23013
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, AUTHORIZING A WAIVER, BY 517THS VOTE, OF
THE COMPETITIVE BIDDING PROCESS AND APPROVING A CONTRACT
WITH AQUILIUM SOFTWARE CORPORATION, IN THE AMOUNT OF $151,450,
FOR A UTILITY BILLING SYSTEM, UPON RECOMMENDATION OF THE
ADMINISTRATION, FOLLOWING A THOROUGH INVESTIGATION OF THE
AVAILABLE APPLICABLE SOFTWARE, THAT TillS SYSTEM PROVIDES THE
OPTIMAL SOLUTION FOR YEAR 2000 COMPLIANT UTILITY BILLING
COMPUTERIZED PROCESSING.
WHEREAS, the City issued Request for Proposal No.I-97 /98 on October 17, 1997 to solicit
. proposals from responsible vendors to provide an integrated, Year 2000 compliant, hardware and
software solution for financial management, utility billing and payroll/Hwnan Resources systems;
and
WHEREAS, one-hundred ten (110) RFP notices were issued resulting in eight responses;
and
WHEREAS, an Evaluation Committee, appointed by the City Manager and approved by the
Mayor and City Commission met in April, 1998, and in May, 1998, and recommended that all
proposals be rejected; recommending instead on upgrading the City's current financial management
software because of its excellent price, and trying to find State of Florida governmental agencies
with contracts for payroll/Human Resources and utility billing on which to "piggy-back"; and
WHEREAS, because each government body is unique in terms of the number of employees,
the number of users, the hardware platfonn, the amount of training required, etc., it has been
impossible to find a contract on which to "piggy-back"; and
WHEREAS, the following vendors demonstrated their utility billing software to the City:
Dynasty; Census; HTE; and Aquilium and, by August 31, 1998, an informal committee, made up
of managers and staff of the Information Technology, Finance and Public Works Departments,
overwhelmingly chose Aquilium because it was the optimal solution; and
WHEREAS, as a fonnal bid or RFP process is no longer possible due to Year 2000 time
constraints, the Administration would recommend that the Mayor and City Commission accept its
recommendation herein, and authorize, by 5/7ths vote, a waive of the competitive bidding process,
finding such waiver to be in the best interest of the City.
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 hereby authorize a waiver, by 517ths vote, the competitive bidding process and approve
a contract with Aquilium Software Corporation, in the amount of $151,450, for a utility billing
system, upon recommendation of the Administration, following a thorough investigation of the
available applicable software, that this system provides the optimal solution for Year 2000 compliant
utility billing computerized processing.
PASSED and ADOPTED this 6th day ofJanuary, 1999.
1J!h
MA YOR
~d Ptu~
CITY CLERK
APPROVED AC) TO
FORM & LANGUAGE
& FOR EXECUTION
1A! IJ!:!!;; - J '-6:J/M
EXHIBIT H
RFP No. 1-97/98 - EVALUATION COMMITTEE MEETING MINUTES, October 23,
1998,1:30 P.M., NOTES TAKEN BY: JUDY FORD, PROCUREMENT DIRECTOR
Graciela Cespedes and Alexander Baum not present.
Bob Parcher selected as Chairman of Committee
Presentation by Eloy Bauleth, CMB Information Technology Department
UTB and Human Resources Payroll Software Discussion:
Aquilium preferred by UTB; New Smyrna Beach contract - spoke to Finance; interface with
Financial system - Windows NT SQL Server; security - password sign-in and read only files;
audit trail - discussion regarding controls and changes to data which needs to be clarified how
these are recorded (have Jim Sutter involved); no work order module; $138,000 with a one year
warranty ($40,000 for software) and $6,500 annual maintenance with $18,150 for training and
balance for implementation; additional references need to be checked; Public Works to look at
system; Patricia Walker to look at system, UNANIMOUS AGREEMENT TO A WARD
PENDING POSITIVE RESPONSES,
PeopleS oft - Too costly (approximately $1,200.000.00); would require one fulltime consultant
on-site.
Cyborg Systems, Inc. - Preferred over HTE, Inc, as there is no comparison. HTE, Inc. Would
need to be modified to accommodate the City's calculations of pension and benefits; check that
software meets needs of Pension, especially Police & Fire; time and attendance included;
$319,000,00 with an additional $40-$60,000 to add all pension payrolls; Jay Flynn suggested that
"fit analysis" isn't always accurate; cold wind up with a product that is not useable; what is the
capacity of the software?; customers are the Miami Herald, City of Sarasota, Broward County;
budgetary constraints don't allow for hiring of consultant in advance to provide "needs analysis";
modules: benefit admin, time & attendance, post control, payroll; need to visit sites to get more
information; $350,000.00 budgeted for project.
Bob Parcher: Not ready to vote until users visit a site and determine that system will accomplish
what is needed; wants Committee to meet once more. Get Cyborg Systems, Inc. to complete
questionnaire from the original RFP No, 1-97/98. Confirm time line and estimated project cost.
COMMITTEE VOTED TO A WARD PENDING POSITIVE RESULTS OF FURTHER
STUDY. FOUR VOTES YES AND TWO VOTES NO WITH MA YRA DIAZ-
BUTT ACA VaLl NOT PRESENT FOR VOTE. Further discussion and Committee decided to
meet to discuss final decision.
F:\CMGR\SALL \\CYBORG.MEM
ITY OF MIAMI BEACH
Y HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH. FLORIDA 33139
:\\ci.miam i-beach. fl. us
EXHIBIT I
COMMISSION ME;\-lORANDVM ~O. II - 9 <1
TO:
Mayor :'oieisen O. Kasdin and
Members of the City Commission
DA TE: January 6. 1999
FROM:
Sergio Rodriguez
City :\1anager
~
SUBJECT:
A Resolution of the Mavo and City Commission of the City of Miami Beach, Florida,
.. .
Authorizing the Administration to Waive, by Sliths Vote, the Formal Bid Process and
Issue a Contract to Cyborg Systems, Inc. in the Negotiated Amount of S332AI-t for
a PayrolIlHuman Resources System, Pursuant to an Agreement among the Finance,
Human Resources and Information Technology Departments, following a thorough
Investigation of the Available Applicable Software, that this System Provides the
Optimal Solution for Year 2000 Compliant PayrolIlHuman Resources Computerized
Processing.
ADMINISTR;\ TION RECOMMENDATION
Adopt the Resolution.
FUNDING
Funding is available from the Information Technology Internal Services Fund (550.0630,000674).
BACKGROUND
Since 1986, the Human Resources Department and the Payroll Division of the Finance Department have
used a computer system called the PayrolVPersonnel System (PPS) to process the City's payroll and to
track employee related data. Although this system was bought from an outside vendor, it has been heavily
modified by the Information Technology Department (IT) in order to accommodate the City's special
needs. These changes have been so prevalent that the system currently bears no resemblance to the original
system, and has not been supported by the vendor for at least ten years. More importantly, the system is
not Year 2000 (Y2K) compliant. In mid 1997 it was decided that the only viable solution to the Y2K
problem was to replace all of the legacy systems.
In September, 1997 IT, in cooperation 'With all affected departments. \.\!Tote an RFP seeking a replacement
for the following systems: Financial ~lanagement System (F:\lS). Payroll/Personnel System (PPS), and
Utility Billing System (UTB). The RFP was issued in October, 1997 with a December, 1997 deadline for
the responses to the RFP, It was specitied that a vendor could propose an integrated solution (covering
all systems) or a single system solution.
FUf-JDIf'J6; .A.PPf\Q\/ED
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AGENDA ITEM
\"Y1-- DATE
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. .
Four vendors proposed integrated systems; they were: HTE Systems, BITECH Systems. SCI Systems. and
KPMG, our external auditors, who would acquire software from Software For Government (SFG). Two
other vendors made partial proposals: Oracle-Harris proposed a solution for Financial Management and
Pavroll/Human Resources and Harris proposed a solution for Utility Billing only, Mitchell Humphrey
(NtH), our current FMS vendor. did not submit a proposal because the Procurement Deparon~nt had ruled
that there was no need for Mitchell Humphrey to make a proposal since they were proposing an upgrad~
of their software and not a new system, Cyborg Systems. Inc. submitted a proposal but it was rul~d
non-responsive because they failed to include their pricing,
An Evaluation Committee was appointed by the City Manager and approved by the City Commission, Th~
members of the committee were given copies of the responses for perusal. The Committee first met in
ApriL 1998 and agreed that the follo\\.1ng vendors would be given further consideration: HTE, BITECH.
and SCr. All three vendors proposed an integrated solution, i.e., a solution comprised of Financial
Management, Payroll/Human Resources, and Utility Billing combined. The other three proposals were
deemed too expensive.
The Evaluation Committee met for a second time in May, 1998 and recommended:
the RFP be rejected
upgrading the Financial Management System to the Mitchell Humphrey software because of its
features, functionality and excellent price
finding a State of Florida governmental agencies with contracts for Payroll/Human Resources
and Utility Billing on which the City of Miami Beach could "piggy-back".
The City began negotiations with Mitchell Humphrey for the upgrading of the Financial :vfanagement
System. The upgrade involved the conversion of historical data and training on the new appearance and
functionality of the system. Mitchell Humphrey and the City came to an agreement in July, 1998. The City
Commission approved the upgrading of the current Financial Management System and the rejection of all
RFP proposals, Commission Memorandum no. 418-98.
IT contacted PayrolVHuman Resources software vendors with State of Florida governmental agency
contracts. The following vendors demonstrated their Payroll/Human Resources so~.are: KPMG
(demonstrating SFG software), People Soft, HTE, and Cyborg. By August 31, 1998 an informal
committee, consisting of managers and staff of the IT, Finance and Human Resources Deparonents, had
decided to eliminate - KPMG and People Soft because of their high price (between $800,000 and
$1,000,000) and HTE because it required too much customization to meet the City's needs. Cyborg was
chosen because it was almost as complete as People Soft (judged the best software) but at a third of the
price. A copy of the contract between Cyborg and Broward County was sent to the Procurement
Department to determine whether the City might "piggy-back" on the contract. It was ruled that the City
could not "piggy-back" because the Broward County contract specified a different hardware platform from
the one proposed to the City,
The City hired a new Assistant Finance Director in mid July, 1998 and at a meeting between IT, Finance,
and Procurement it was decided that we might consider an integrated solution for the replacement of our
legacy systems. This meant that HTE might be considered again for the complete solution (Financial
Management. Payroll/Human Resources, Utility Billing) in addition to the Land Management System. The
Assistant Finance Director (AFO) would review the HTE financial system and compare it to the Mitchell
Humphrey's. The AFO attended a Mitchell Humphrey users group in September to see its upgraded
system.
. .
On October 22, 1998 City staff who had been members of the committee met again and recommended the
following:
· purchasing PayrolVHwnan Resources software from Cyborg pending a site visit to the City of
Melbourne, Fl.
purchasing the Financial Management upgrade from Mitchell Hrimphrey
· purchasing Utility Billing software from Aquiliwn pending a site visit to New Sm)'ma Beach, Fl.
On November 13. 1998. two members of the Finance Department one member of the Human Resources
Department one member of the Risk Management Department, one member of the Office of Management
and Budget, and two members of the IT Depanment made a site visit to Melbourne. Fl. There was a
unanimous opinion among the City staff that the Cyborg software met the City's requirements. In addition
to doing the City's Payroll/Hwnan Resources functions that affect the payroll. the Cyborg sofuvare will
be used to process the payrolls for the City's four Pension Funds (General. Unclassified, Fire and Police.
and Supplemental Fire and Police) which currently are not Y2K compliant. It was agreed by City staff that
the <;:yborg sofm,-are presents the optimal solution considering functionality and price, among all of the
systems considered.
Cyborg has three contracts with State of Florida governmental agencies: Broward County, and the cities
of Melbourne and Sarasota These contracts were issued via the RFP process. Because each government
body is unique in terms of the number of employees, the nwnber of users, the hardware platform, the
amount of training required, etc., it has been impossible to find a contract identical to the one that ~ill meet
the City's requirements.
CONCLUSION
The Administration feels that the RFf process is the proper method to use, however, because of the year
2000 time constraints, it is felt that the RFP process, even an expedited RFP process, will not allow
sufficient time to implement the PayrolIlHuman Resources System and the four pensions Payroll
processing. Therefore, the Administration recommends the City Commission waive the formal bid process
and authorize the Administration to issue a contract to Cyborg Systems, Inc. for a PayrolVHwnan
Resoll!ces System.
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SR:MD8:RP
RESOLUTION NO. 99-23014
A RESOLUTION OF THE MAYOR Al~1) CITY C01\1MISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, AUTHORIZII"G A W AI~R, BY 5/7THS VOTE, OF
THE C01HPETITIVE BIDDI~G PROCESS AND APPROVING A CONTR-'\CT
WITH CYBORG SYSTEMS, INC. IN THE A.\10UNT OF S332,414, FOR A
P A YROLL/HU1\-L\..l"J RESOURCES SYSTEM, UPON RECOM1\fENDA TION OF
THE ADMINISTRATION, FOLLO\VING A THOROUGH INVESTIGATION OF
THE AVAILABLE APPLICABLE SOFTWARE, THAT THIS SYSTEM PROVIDES
THE OPTIMAL SOLUTION FOR YEAR 2000 COMPLIA.'iT P A YROLL/HUMAN
RESOURCES COMPUTERIZED PROCESSING.
WHEREAS, the City issued Request for Proposal No. 1-97/98 on October 17, 1997 to solicit
. proposals from responsible vendors to provide an integrated, Year 2000 compliant hardware and
software solution for financial management, utility billing and payrolUHuman Resources systems;
and
and
\VHEREAS, one-hundred ten (110) RFP notices were issued resulting in eight responses;
WHEREAS, an Evaluation Comminee, appointed by the City Manager and approved by the
Mayor and City Commission met in April, 1998, and in May, 1998, and recommended that all
proposals be rejected; recommending instead on upgrading the City's current financial management
software because of its excellent price, and trying to find State of Florida governmental agencies
with contracts for payrolUHuman Resources and utility billing on which to "piggy-back"; and
WHEREAS, because each government body is unique in terms of the number of employees,
the number of users, the hardware platform, the amount of training required, etc" it has been
impossible to find a contract on which to "piggy-back"; and
WHEREAS, the follo'Wing vendors demonstrated their payrol1'Human Resources software:
KPMG (using SFG software); People Soft; HIE; and Cyborg and, by August 31, 1998, an informal
committee, made up of managers and staff of the Information Technology, Finance and Human
Resources Departments, overn'helmingly chose Cyborg because it was the optimal solution; and
WHEREAS, as a formal bid or RFP process is no longer possible due to Year 2000 time
constraint, the Administration would recommend that the Mayor and City Commission accept its
recommendation herein, and authorize, by Sliths vote, a waiver of the competitive bidding process,
finding such waiver to'be in the best interest of the City.
"
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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 hereby authorize a waiver, by 517ths vote, of the competitive bidding process and
approve a contract with Cyborg Systems, Inc. in the amount of $33.2,414, for a payrollJHuman
Resources system, upon recommendation of the Administration, following a thorough investigation
of the available applicable software, that this system provides the optimal solution for year 2000
compliant payroll/human resources computerized processing.
PASSED and ADOPTED this 6th day ofJanuary, 1999.
211.1,
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MAYOR
CITY CLERK
A,OPROVED AS TO
FORM & lANGUAGE
& FOR EXECUTION
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EXHIBIT J
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COMMISSION MEMORANDUM NO. 533 - ~/
TO:
Ma~'or Neisen O. Kasdin and
Members of the City Commission
DATE: July 21,1999
FROM: Sergio Rodriguez
City Manager /
S'UBJECT: Request for Approval to Award a Purchase Order to Information Discovery
Systems (IDS) in the amount of $75,800 for Phase IT Implementation and
:Migration of the Land Management System (LMS) and Award a Purchase
Order to Cyborg Systems, In e., in the amount of 5177,827 for Phase IT
Implementation and Migration of the Pa~Toll!Human Resources System.
ADMThlSTRA TION RECOM:M:E~-rnA DON
Authorize the awards.
'-.......0
FUNDING
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Funding is available from the Internal Services Fund for Information Technology (Budget Account
550.0630.000674).
BACKGROIJND
On December 16, 1998, the Commission autborized the award of a Purchase Order to Sierra
Computer Systems and Information Discovery Systems (IDS) in the amount of $179,777 for the
upgrade to and migration of data from the current Land :Management System (LMS).
On January 6, 1999, the Commission authorized the award of a contract to Cyborg Computer
Systems for $332,414 for the purchase of a Pa)Toll/Human Resources computerized system.
These two awards were made to ensure Year 2000 (Y2K) compliance for these critical computer
systems.
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-.' ~~ 21, 1999
. Page Two
ANALYSIS
The upgrade of the LMS system and movement of permitting data and computerized procedures for
the Building Department was done as Phase I of the Y2K compliancy project for the whole Land
Management System (LMS). In order to meet the July 1, 1999 deadline imposed by the need to issue
permits v.'ith an expiration date of six months in the future, migration and implementation of the
permitting functions was moved up to June 1, 1999. This was done to allow for any unforeseen
problems that might occur during the changes.
Completio'n of Phase I has been achieved and the upgraded LMS system functions of Permitting,
Inspection and most of Special Masters have been operational since June 1, 1999. Phase llofthe
Y2K compliancy for the LMS system is to convert and implement Licensing, Violations, and
Certificate of Use as well as to complete the Special Masters functions.
The Phase I consultants, IDS, were contracted to provide the implementation of migration of
pennitting functions, and did an outstanding job of creating functional screens to accommodate the
pemritting needs of the City. Based on their excellent performance on Phase 1, it is recommended
.that.they provide the migration and implementation. of.the rem21n.i.ngLMS functions: Licen,ses,
< - Cei'tiiicateofUse, Violations andSpeciaIMasters. . .. . ~_: '. '.~... :'-.' .. .
IDS has given an estimate of $69,800 plus additions of$1 0,000 for travel and $7,000 for unforeseen
overruns, minus $11,000 in Phase I savings for a total package of $75,800 to achieve one hundred
percent (100%) Y2K compliancy for the LMS functions distributed as follo'ws:
Nightly Update Program for Inspection Results
Special Master Migration
Sidewalk Cafe Roll-Over Program
Elevator Roll-Over Program
PM Violation :Migration
Business Licenses and Certificate of Use Migration
SlJBTOT AL
Travel Expenses
Miscellaneous (Unforeseen Ovenuns)
SL13TOT AL
Minus Phase I Savings.
TOTAL
$ 1,000
$ 9,400
$ 1,500
$ 1,200
$19,100
$37,600
$69,800
$10,000
$ 7,000
$86,800
$11,000
$75,800
*Note: Phase I Savings - The original contract awarded to Sierra Computer Systems and Information
Discovery Systems (IDS) in the amount of $179,777 has provisions for some consulting and
customization. Approximately $11,000 has not yet been spent and can be used to reduce the cost
of Phase II implementation to $75,800.
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J~ 21, 1999
Pa.ge Three
ANALYSIS (conrlllued)
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The new Payroll/Human Resources system was purchased from Cyborg Systems for the follo"\\ing
reasons:
1. Cyborg Systems most closely fit the City's needs and guaranteed a working Y2K compliant
PayrolliHuman Resources system by the Year 2000.
2. There '",'ere not enough respondents to our Request for Proposals (RFP) in our price range,
(although there were two respondents at the $1~000~000 range plus additional cost for customization
to fit City-specific functions).
3. There ',,'as not enough time to issue another RFP.
Phase I of the migration and implementation of the PayrolllHuman Sources has begun and is
expected to be completed mid-July, During Phase I, it became apparent that the basic system that
had been purcha&ed from Cyborg Systems would not allow the City to mirror the functionality of the
. present system. Further customizarion C!f the unique features of the City system is requiredin.order.
for a complete and seamless integration to occur. Cyborg Systems is the only possible choice in this
caSe in order for all applicable ramifications of the proposed changes to be considered and
implemented properly,
,-::.-:J
The estimate provided by Cyborg Systems for all necessary changes to complete Phase II is $197,827
plus $1 O~OOO in travel eXl'enses and S20,000 in unforeseen overruns, minus $50,000 in Phase I
savings~ for a total of $177,827 for the complete package. The distribution of these costs is shown
below:
Vacation and Sick Accruals Prorated
Donated Sick Time
Salary Range/Steps~ Change Salary by Step
Print Floater, Over Accumulated., Must Use, V acatio~ and Sick on Check
Enter Holiday Transactions on City Holidays
Automatic Longe\;ty Changes
Transaction Adjustments on Check
Floating Holiday Accrual and Expiration
A.lternate Holiday Earning~ Usage, and Forfeit
Over Accumulated Must Use \\ith Year-End Forfeit
End of Year Forfeiture Report for Vacation Must-Use, Floater, AJternate, and Over
Accumulated
..
13
$ 17,72S
$ 7,100
$ 22,663
$ 4,600
$ 18,063
$ 7,100
$ 14.200
$ 3,313
$ 9,875
$ 9,875
$ '" "'1'"
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*Note: Phase I Savings - The original Cyborg Systems contract that was awarded in the amount of
$332A14 had provisions for some consultation and customization. Approximately $50~OOO of the
customization budget has not yet been spent and can be utilized to reduce the cost of completing
Phase IT to $177,8274
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":{C6~sion Memorandum
: , .~~ ~~, 1999
Page Four
ANALYSIS (continued)
Payroll Interface to Include:
Direct Deposit for Active Payroll, Police & Fire, and General & Unclassified
Pensions; PEBSCO: 401A, 457, and Part Time Pension (pESPBT); lCMA:
401A, and 457; General Ledger for the Financial System
Laser Check Printing Interface
SUBTOTAL
Travel Expenses
Miscellaneous (Unforeseen Overruns)
SUBTOTAL
Minus Phase I Savings*
TOTAL
"
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$ '2IJ,00)
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The awarding of amendments to the original contracts for the IDS and Cyborg Systems vendors for
the completion of Phase IT for the migration and implementation of the Land Management System
and PayrolJJHuman Resources System respectively~ will bring the City in line 'with Y2K compliancy
for these crucial City systems. At the same time, it v.ill free up City staff to pro"ide assistance to all
of the City's users who are facing new and more complicated computer applications.
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EXHIBIT K
CYBORG SYSTEMS, INC. MODIFICATIONS - ORIGINAL TWELVE TASKS
TASK 1
V AC & SIC ACCRUALS PRORATED.
TASK 2
DONATED SICK TIME.
TASK 3
SALARY RANGE/STEPS, CHANGE SALARY BY STEP.
TASK 4
PRINT FLOATER, OVER ACCUMULATED, MUST USE, VACATION & SICK ON
CHECK.
TASK 5
ENTER HOLIDAY TRANSACTION ON CITY HOLIDAYS.
TASK 6
AUTOMATIC LONGEVITY CHANGES.
TASK 7
TRANSACTION ADJUSTMENTS ON CHECK.
TASK 8
FLOATING HOLIDAY ACCRUAL AND EXPIRATION.
TASK 9
AL TERNA TE HOLIDAY EARNING, USAGE, FORFEIT.
TASK 10
OVER ACCUMULATED MUST USE, WITH YEAR-END FORFEIT.
TASK 11
END OF YEAR FORFEITURE REPORT FOR V ACA TION MUST USE, FLOATER,
AL TERNA TE, AND OVER ACCUMULATED.
F:\CMGR\$ALL\\CYBORG.MEM
EXHIBIT K (Con't)
TASK 12
PAYROLL INTERFACE TO INCLUDE: DIRECT DEPOSIT FOR ACTIVE PAYROLL,
POLICE & FIRE, AND GENERAL & UNCLASSIFIED PENSIONS; PEBSCO: 401A,
457, AND PART TIME PENSION (PESPBT); ICMA: 401A, AND 457; GENERAL
LEDGER FOR THE FINANCIAL SYSTEM.
F:ICMGRISALL IICYBORG.MEM
EXHIBIT L
CYBORG SYSTEMS, INC. MODIFICATIONS - TWENTY-ONE TASKS (NINE
ADDITIONS TO ORIGINAL TWEL VE TASKS)
TASK 1
V AC & SIC ACCRUALS PRORATED.
TASK 2
DONATED SICK TIME.
TASK 3
SALARY RANGE/STEPS, CHANGE SALARY BY STEP.
TASK 4
PRINT FLOATER, OVER ACCUMULATED, MUST USE, VACATION & SICK ON
CHECK.
TASKS
ENTER HOLIDAY TRANSACTION ON CITY HOLIDAYS.
TASK 6
AUTOMA TIC LONGEVITY CHANGES.
TASK 7
TRANSACTION ADJUSTMENTS ON CHECK.
TASK 8
FLOATING HOLIDAY ACCRUAL AND EXPIRATION.
TASK 9
ALTERNATE HOLIDAY EARNING, USAGE, FORFEIT.
TASK 10
OVER ACCUMULATED MUST USE, WITH YEAR-END FORFEIT.
TASK 11
END OF YEAR FORFEITURE REPORT FOR VACATION MUST USE, FLOATER,
AL TERNA TE, AND OVER ACCUMULATED.
F:\CMGR\SALL\\CYBORG. MEM
EXHIBIT L (Con't)
TASK 12
PAYROLL INTERFACE TO INCLUDE: DIRECT DEPOSIT FOR ACTIVE PAYROLL,
POLICE & FIRE, AND GENERAL & UNCLASSIFIED PENSIONS; PEBSCO: 401A,
457, AND PART TIME PENSION (PESPBT); ICMA: 401A, AND 457; GENERAL
LEDGER FOR THE FINANCIAL SYSTEM.
TASK 13
EMERGENCY AND FAMIL Y LEAVE HOURS TO REDUCE SICK AND VACATION
BALANCES.
TASK 14
OVERTIME RATE CALCULATION.
TASK 15
PBSCO 401A, EXTRACT FILE FORMAT.
TASK 16
PEBSCO 457, EXTRACT FILE FORMAT.
TASK 17
PEBSCO PART TIME PENSION (PESPBT), EXTRACT FILE FORMAT.
TASK 18
ICMA 401A, EXTRACT FILE FORMAT.
TASK 19
ICMA 457, EXTRACT FILE FORMAT.
TASK 20
DOWNLOAD OF FILES FOR POLICE & FIRE PENSION FOR BENEFIT
CALCULATION.
TASK 21
RANDOM DRUG TESTING.
F:\CMGR\$ALL\\CYBORG.MEM
': I TF'f;~:c 0 F M I A M I B E A C H
'1-,..,-o"JALi11"'oo ~CONVENT10N CF.:Nl ER DRIVE MIAMI BEACH. rLO~IDA 33';~
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EXHIBIT M
CO:\IMISSION \1E:\'10RA-:\DU:\1 :\'0. G:. ~(~ -q q
TO:
J','layor Neisen O. Kasdin nnd
:\1cmbel'S oftbc CitY Commission
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DATE: September 22, 1999
FROM:
Sergio RodriguEz
Ciry ~hnagcr
,
SUBJECT: Request for ApproY21 to Award a Personal Sen'ices Contract to ABC
Computing Service, Inc., in an Estimated Amount of $79.565.64 to Provide
Specialized Customi:r..4tion Assistance [or the new C)'borg System, Inc. Psyroll
System.
AD?\1I~ISTRA TIO:'\ RECO:\lME~DA TIO~
Authorize the award,
:.:,.-.:' . FU~DING .'
- - .----..-.
Funding is a\Ial1abJc from the Internal Services FundTor bfoTTIiation Technology (Budget Account
555.0630.000674).
BACKGROli~D
On JanUZI)' 6, 1999, t.1e Commission aU'L.1orized lhe award or 3 Purc::z:.se Order 10 Cyborg Comp'Jter
S)'s~cms, Inc., for S332,414 :-or Ll)e purchase ofa PayrolJ!H"l.,11~"1 Resol~ces computeri:Led system.
The sysTem was to be implemented 1:1 two ph::lSe$ with Phase I bei.ng completed in late July.
During Phase I, it became apparent that the basic syslem "bt.zi,'led from Cyborg Systems, Inc., would
not allow the City 10 mirror the functionality of the present system. After further analysis by Cii)'
per:sonnel and Cyborg, it \\'3,!; cktennine.d '!hr.t additional work would ha\'e to be done 10 customize
the system for the City's needs.
A:l estimate in the <'....-:noun! of S177,827 was obt3ined from Cyborg Systems. Ine" to mah Lhe
necessary custornization cha."'lges required and the Con1.J.-nlssion authoriz.ed the award of a Purchase
Orderto Cyborg $YS!€111.S, Inc,: for Sl7i,827 on July 21, 1999,
After tlJc award ,,'as made, fUl-l..~er detailed disc~1ssjons regarding L1e ''','ork to be done by Cyborg
Systems, Inc. tack pl21ce. The high ceS1 ofu1e work and possibly add~tiona1 customiz.ation that might
have 10 be done, prompted the InforTl'laticn Technology Dcpmrnem to investigme other options.
DATE
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'.'~j.!~ recommended1Jy other jurisdiC1ions that the City utilize the services of ABC Computing
. -'Service, Inc., an independent firm that had a very high reputation for excel1e-nce in conducting
-::cu~tomiution work on Cyborg Systems, inc. software. The company was contacted and'Mr.
Andrew J. Weiss met v.ith the staff of the 1T Department on August 20, 1999, to di5CUSS the
p8.ramelers of me work to be done. He demonstrated a comprehensive ll."'ldersta.'1ding of the Cyborg
System, Inc., software and 1he requ1rements for customizing the system to meet the City's needs.
ABC Computer Sen'lce, Ine" then submitted an estimate of S69,565,64 to achieve L."le customizing
of tv.'enty-one (21) fectures of the Cyborg S)'stems, Inc., p<lYioll system. In recogn.ition of the
complexit). ofmese modifications and the difficulty 1n predetem1ining ~fthere may be other c.hanges
or modifications reauired. a.:1 additional $ 1 0,000 c.ontin~encv is recom...-:1ended v...hich brinQ.s the total
... . - ., "-
amount to $79.565.64. This represents a $98.261.36 savings o\'enhe Cyborg SysteTI'.s, Inc. proposal
to perfonn the sa.:."1JC :nodifications, The disuibution or the costs is to be found in At1...'tchmem A.
Further, an outline of :he method for compl~tion oflhe rv.'emy-one (21) features' cuslOmization and
a time fra.rne for this "vas provided by ABC Computing Service, Inc. and is to be found in
At1...1.chmem B 2...ijd C. This \\'ill gi\'e ,"he Cil)' a means of lracking me progress of ~he work being
done and en.sure L'12.1 payment is made 'whe.:! the assigned tc.sks are completed.
In addition, L'ie Cy':lorg Systems, Inc., bas a:Uu.1orized a release from fucir contractual cbligations for
. the work to be conduc:e.d by ABC Computing Service, lnc, which 1S to be fOll.'1d in Anachment D.
/{,;,. .CONCLlISION
.-
_ .___ __._ __ __.____ _ __ H . u h
__ Based on our 2..."1zJysis oft.1e proposal. it is recommended tha1 S79,565.64 be transfene,d, from the
a..-nount allotted to Cyborg Systems, Inc., for customizauon and be reallocated 10 ABC Computing
Service, Inc., tl170Ugh <l personal servic.e contract. This \',ill enSUTe (n.at the Cit)' has t..f}e necessary
customization of i:ne:r payroll s)'~le:n for irr:pJementation 10 meet me Y2K compliance issue.
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ATTACHMENT A
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ABC COJ\1PUTING SERVICE, INC. DISTRlBUTION OF COSTS
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Requirements Analysis Conference (1 day @S950.00 per day plus expenses)
Vacation & Sick Accruals Prorated (6 days @.S950,OO per day)
DOn2.ted Sick Time (6 dnys @S950.00 per day)
Salary Range/Steps, Change Salary by Step (6 days @S9S0,OO per day)
Print FLO, Over Accum, :\o1u.st Use, Vacation., & Sick Accrual on Check
Enter Holiday T ra."'1.Saction on City Holidays (3 days iE;$950.00 per day)
Longevity Changes to be Automatic (3 d<1Ys @S950.00 per day)
Print REDs Adjustments on Check (5 days @$950,OO per day)
Floating Holiday Accrual and Expira110n (3 days @:S950.00 per day)
Alteffi3te Holiday Earning, Usage, Forfeit
Over Ac.clli"Tlulmed Must Use, '.vith Yea! End forfeit (3 dnys @S950.00
per d2.y)
'End or Year Forfeiture Report fer \' 2..Cz:t:or:, Floating Holiday, Alternate
Holiday, Oyer Accurnulatfd
Time Sheets (2 days @S950.00 per day)
Emergency, and Family Leave I.louTs to Reduc.e Sick, E..11d Vacation
Ba1~jces (2 days @S950.00 per day)
Overtime Rate Calculation (2 daysgS950.00 per day)
PEBSCOAOJA;Extract File Format (2d~ys @S950.00 per day).
PEBSCO 457, Extra.ct File Format (2 days @S950,QO per day)
PEBSCO PaJ"t Time Pension (PESPBT), Extract File .format (2 days
@$950.00 per day)
leMA. 40lA, Extract File Format (2 days @.S950.00 per day)
DOVlTJoad of Files for Police &. Fire Pemio:! for Benent Calculation
(7 days. @$950.00 per day)
Random Drug Testing (3 days @$950.00 per day)
Miscella..."1eolls Travel Costs (4 Trips '252,450.00 per 'trip)
C on1.1::genc)'
TOTAL
~
Lo/rO'd
~~:~1 56. ~~ d~S
vS(:,--~L9-S0:Z:: X"E';j >ld3lJ AID H:l1:!3B II.~I:iI\o~
S 1.815.64
S 5,700.00
$ 5,700.00
S 5,700.00
$ ------
$ 2.850.00
$ 2,850.00
$ 4,750.00
$ 2,850.00
S ------
S 2,850.00
s ------
S 1,900.00
$ 1,900.00
S 1,900.00
.$1,900.00. -
. .si:900.00
$ 1,900.00
S 1,900.00
S 6,650.00
$ 2,850.00
5; 9"800.00
$10,000.00
S79,565.64
...-,
A TTACH1\1ENT B
Se'Dte:-.:lber 24, } 999
. .
Mr. W~he;- Coolidge, Jr.
City of!\~~i 3each
1100 \Vas:-i'":gi.Oil Avenue, ~:h rloor
Mia;;:i 3~ac=:, FL 33139
RE: 71..\2 ?:<.AM=: FOR CO:vlPLETlO:\ OF CUSTOMIZA TIO~ TASKS
Dear ."l,.~::e_=-:
Anacbed :::::e :rc....-ne for initiarior., end c.ornp1etion oft~$ks submirred in my Cyborg support proposal
dated .';'u~-..:.s~ 20, 1999.
TL"Tle ::-::...:::.e e::;;:-.ate ':lased on ::;tartir.g work on tb~ p.oject no later than September 27: 1999.
:5~.
'.-~~:i::; : -
?riori:y \':e:oe assigned ?.S per my understa.nding of requirements, tasks 'that effect checks, and pay
process:::.; f::-st: 2.1'Jd extracts, downloads, last. These task priority can be adjusted as you desire,
Scbed-..:le :>: cO::ip1etion based on accuracy of your definition. y~ur -abilil)'l.o provide an efficient test
enviro::"-:le.:. a.l1d compel.ent, timely review -ottest results. Test plans mU5t~ bOe in place prionolask
begin Gale :.cr revie\\',
if eo::;:'::: 0::$ 2:15:, 'L'1al a:c out of ABC Computing Ser;ice, lnc.'s control, that substantially effect
cc:::::e::.:.:-. ::'c..~:.'s. "ou ""ill b: Drovided \\Tinen notification,
.. ... ..
If o:."-1er :'251:5 :.f.se that are necessary to the completion of payroll implementation, that ABC assists
you \\~::'.., w::~en 2.pprovcJ \\~1l be rcques:ed p:10r 10 performing the tasks. Additional funds will be
:eq1.:es:ec' :: :1eCeSS3..iY, and scht'dule will be adj:Jsied 10 all 0'';'" time [or completion. Several of
curre:-,: :c..5"!:S 'will not be req1lired prior '..0 r.lT".:..;"11ng of rirsl lj\'t Cyborg, a...id 'these completion dat~s
'",ill be ac.:-..:s:ed 10 allow for un-foreseeable delavs in the sche-dule.
. .
ABC's :-,Cr:n~ billing process is to invoic.e at t'tJe end of each month for work performed dwillg that
mont., (:K': :asks complete.d), with invoice being due at the end o!the month (EOM),
This is tl:: :.:-cc.ess I ',vill use 10 invoic,e L'rJ.e City, ::.nd in\"oices will note d3vs ',,'orked on tasks, and
. . .
tasks c.o:::~:e!ed.
Since:e::-'.
Andrew J. Weiss
ABC CC;7.r'J~::g Service, Inc.
cc: Kay Ra."1dall
..
I.. c/ S'C} .-=
:::(::(:1 66. ~': C?S
vS(:L-f:L9-S0~:X"E'.:J :~~3IJ AiD HJI:l38 II'./1:iH~
-- '..- -":-~.~.-..:. ~
ATTACHMENT C
CITY OF M~'\11 BEACH CYBORG CliST07\lIZA.TION TIME F'RAl'IE ESTIMATE
Max Begin Completion
?riorir)' Task Description Days Date Date
7,4 Print HEDs a:ijus-une:1ts 0:1 check 5 09/27/99 10/04/99
Print FLO, O,'er accum, :Must Use, Vacation,
& Sick Accn.:a1 on check
14 Overtime nte calcuiation 2 09/28/99 1 0105/99
, 13 Emergency, ZJ:1d F a..-niJy leave hOUTS TO 2 09/29/99 10/06/99
reduce Sick, and vacation balances
~ 5,9 Enter Ho1ida;; lra.'1Saction on City HolicEl)'s 3 09/30/99 1 0/07/99
.AJternare Holiday earning, usage, foneit
'" 12 Time Sheets 2 1 0/04/99 1 0/1 8/99
~
"' 1 , ] 1 Vacation & Sick Accruals p;-oraled End of Year 6 10/06/99 10/25/99
v
forfeiture rep:)j[ for vacation, floating holiday,
ahernate holiday, over ac.cumulated
.., Donated Sick Time 6 10111/99 10/27/99
.-
S 3 Salai)' Range/Steps, char:ge salary by step 6 1 0/18/99 10/.29/99
:~.::..~\ 6 Longevity Ch2-11ges to be m,l1omatic 3 10119/99 11JOIJ99
" ....~;"'f . .Floaling Holidayaccri.l21 and expiration 3 fO/25!99 .11/02/99
'~{I 8
: 1 10 Over accumulated Mus! llse, \\ith year end forfeit '" 1 O/27J99 l1i03/99
j
-- 15 PEBSCO 40~A, extract file fOffi1aI 2 11/01/99 11/09/99
. - 16 PEBSCO 457, extract ille format ') 11/03/99 11/12/99
- , 17 PEBSCO Pan Time pension (PESP3T), extrac, .., 11/08/99 11/18/99
file ronnat
, - 18 leMA 401A, extTact file fOnn2.1 'i 11/15/99 11 /1 9/99
.",
:6 ]9 lC?\1A 457, ex:ract fik fo:-mat 2 1 J /16/99 11/29/99
20 DO'.\l11oad of!'iJes for Police & F1re Pension 7 11/1 i/99 11/30/99
for Bel1eiiI cak:.:l:.tion
:8 21 RaI1dom Drug Tesling '" 11/]9/99 12/01199
.:J
..
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.. . . ..~ ....--~ .~ - ~
s.e~.....j,p-99 02: 52
Cyborg Systems~ Inc_
3124541175
P_02.
~.-
..' ....'
. ".-.
C~(E30RG
S Y S T EMS.
OlJ~hy Optit:'r:s i~ H;J~.G.:'l Rer.o~lI:;e Te:"I"lOlogy
ATTACHMENT D
CYBORG SYSTE:.\lS INC. - RELEASE LETTER
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LO/LO'd 17(::(:: :':'. E deS 17S(:~-f~9-S(JZ::X?.:l >ld3lJ ;,lIJ HJI:l38 mtl!ltJ
EXHIBIT N
CYBORG SYSTEMS, INC. MODIFICATIONS - FIFTY-THREE TASKS AS OF 2/23/00
1. Vacation and Sick Accruals Prorated (Status: Completed but Extended)
Report Generator to accrue vacation and sick leave hours, based on hours worked, HEDs to be
included in hours worked total, and accrual rates to be stored in WL records. Memo HED will
contain life-to-date hours worked. New employees will have their accruals stored until their
probationary period ends. A batch EL program will process after first payroll of year to
determine forfeitures including over-accumulations and transfer previous year vacation balance,
Print report of forfeitures.
Accruals are prorated only for the time actually paid.
Year-end processing routines for Vacation and Sick accruals postponed.
Extended to correct problems which arose in actual production.
2. Donated Sick Time (Status: Postponed)
A new screen and segment will be created to enter Donation transaction, Screen will test
availability of hours entered. English Language match program will process to interrogate this
transaction and adjust both employees' accrual balance, and print report.
3. Step Increases (Status: Extended; Testing)
Change salary by step, New screen, new segment to enter step increase, increase date, and daily
hours. Batch EL program to test step field, find matching step in new code set, create 40-SCR
entry, with step increase entry to reflect increase and print report of all step increases. Employee-
level screen (XLASCR) completed.
Extended to add fields to XLASCR: Effective Date and Extended Base Salary. Modify auto step
increases to use effective date to trigger increase,
4. Print Vacation and Sick Leave Accrual Hours on Paycheck Stub (Status: Completed)
Modify Cyborg check format generator, using WL record to indicate HEDs. Indicate over-
accumulations and must-use hours. (Included with Mod. #7.)
Output spec's mailed to Westcorp.
F:\CMGR\$ALL \\CYBORG.MEM
EXHIBIT N (Con't)
5. Enter Holiday Transactions for City Holidays (Status: Completed)
Report generator program to process in pre-pass to read new company segment, to determine
presence of holidays within upcoming pay period, If employee is eligible and does not have
current Alternate Holiday Memo HED hours, create time card transaction for Holiday HED and
print report.
Company-level screen (XCBSCR) for entering holidays has been completed, Holidays must now
be entered,
6. Automatic Longevity Changes (Status: Coded)
Report generator to update Memo HED with hours worked. MCASCR WL record to store HEDs
to be included. Batch EL program to update 40-SCR with salary when employee passes
longevity threshold, Thresholds and percentages hard-coded,
7. Print HED Adjustments to Earnings (Not Deductions) on Paycheck (Status: Completed
but Extended)
Modify Cyborg check format report generator to print current labor records as earnings on stub
and to print accrual balances on stub. Consideration must be given to printable area on stub.
Check RG will also be modified to print warning message of impending loss of accrued hours.
Extended in order to add the writing of checks and direct deposit advices and creating check and
direct deposit records on Files T and W, respectively, for Retirement Co. 770001. Also, to print
Bank Name, Routing No., and Account Number on Direct Deposit Advices.
8. Floating Holiday Accrual and Expiration (Status: Postponed)
Batch EL program to accrue floating holiday based on daily hours field (Mod. #3). Program will
run after last payroll of year and after each pay period. Employees on probation will not receive
Holiday until they reach 1040 hours, Print report.
9, Alternate Holiday Earnings (Status: Postponed)
Included with Mod, #5.
F:\CMGR\$ALL \\CYBORG.MEM
EXHIBIT N (Con't)
10, Over-Accumulated Must Use Leave, with Year End Forfeitures (Status: Postponed;
More Definition Required)
Batch English Language program to calculate at the beginning of each year the over-accumulated
hours and store those hours in Memo HED, Vacation and sick HEDs will have method code RG
to reduce these over-accumulated hours, identify lost hours, Included with Mod. 1.
11, End-of- Year Forfeiture Report: Pay Time Processing (Status: Completed); Year-end
Processing (Status: Postponed)
Report forfeitures for must-use hours for vacation, floating holidays, and alternate holidays, over-
accumulated. Hours reported are for time worked/paid only.
12. Time Sheets (Status: Canceled; Programmed by IT Staff)
Write batch EL program to print time sheet format based upon entering of week number and
date. Parameter screen R-XTSR completed but not tested. Internal IT staff wrote program, using
Crystal Reports.
13, Leave Processing/Accrual & Reduction Method Code (Status: Completed but
Extended)
RG method code on memo HED to accrue or reduce accrual balances by current hours in any
HEDs for emergency or family leave, vacation, sick, etc.
Extended to correct erroneous payment of Vacation to Floating Holiday and to solve accrual
balance problem resulting from transfer of Sick to Vacation time, for Payroll #4, 2000.
Extended to create a Leave History Report. As part of the latter task, create a file of actual HED
usage to correctly update the 93 Screen. Also, create a file showing how HEDs were actually
paid. Revise Method Code generator "SR" to create the file RG AXAX (H500UT File) and
5PRINT changes made.
14. Overtime Rate Calculation (Status: Completed)
RG method code will use MCASCR to accumulate current earnings amount, divide by pay
period hours to determine aT rate. aT rate multiplied by hours entered, by aT factor = OT
earmngs.
F:\CMGR\$ALL\\CYBORG. MEM
EXHIBIT N (Con't)
15, Create PEBSCO 401A Extract File (Status: Postponed)
RG or EL program to create extract file as per format required.
16. Create PEBSCO 457 Extract File (Status: Postponed)
RG or EL program to create extract file as per format required.
17, Create PEBSCO Part Time Pension (PESPBT) Extract File (Status: Postponed)
RG or EL program to create extract file as per format required,
18. Create ICMA 401A Extract File (Status: Postponed)
RG or EL program to create extract file as per format required.
19. Create ICMA 457 Extract File (Status: Postponed)
RG or EL program to create extract file as per format required
20. Download Files for Police & Fire Pension for Benefit Calculation (Status: Completed
but Extended)
EL batch programs to create required file format.
Extended to revise process/layouts. Pension start date is required and needs to be converted from
old system
21. Random Drug Testing (Status: Canceled)
EL batch program to create extract file based on selection criteria to be input to random drug
selection processing. Report being created by IT Staff, using Crystal Reports.
22. Fire & Police Pension ChecksIDirect Deposits (Status: Completed)
Modify standard Cyborg check format RG to print 3-part check stub. Print 3-per-page Direct
Deposit Advice.
F:\CMGR\SALL\\CYBORG. MEM
EXHIBIT N (Con't)
23. Out of Class Pay (Status: Completed)
Report Generator M/C to calculate out of class pay from Union Code WL records, with rate for
UnIon.
24. Extra Pay (Status: Completed)
Report Generator M/C to calculate extra pay, based on step and percentage from HED and
MCASCR regular hours and amount. Step rate to be found from new employee segment for base
step, plus HED rated for steps in WL record.
Excesses FILEOl Codeset MBOl, directly in P4CALC,
25, Report Sequencing (Status: Completed)
Modify Cyborg payroll reports HED Register 2H2H, Tax Filing 2T2T, and Combined Register
2222 to print in Fund (Control 3) and Department-Budget (Control 4) , and Name sequence.
26. Longevity Hours Accumulation (Status: Completed)
Report Generator M/C to accumulate longevity hours as per normal hours scheduled/worked,
Prior time worked is used for longevity hours.
27, Shift Pay Calculation (Status: Completed)
M/C to calculate shift pay based on Normal Shift and Shift Hours entered. Find shift rates in WL
Union Code record. Hours for 321 (HOL2), 323 (HOL3), and 325 (HOL3 + OTI) are added
back in order to receive shift differential.
28. Automatic Union Salary Increase (Status: Coded; Testing Required)
EL batch program, with parameters for Union, increase percentage, and increase date, to
calculate salary increase, and create 40-SCR, entry, and report of increases.
29. Seniority Report (Status: Specifications; Postponed)
Modify Cyborg EL report for sequence, fields, and sub-totals,
F:\CMGR\$ALL\\CYBORG.MEM
EXHIBIT N (Con't)
30, No Check Report (Status: Completed)
Report generator to print report of all active employees not receiving paychecks. A test for
employees with wages but zero net and an active employee count by department have been
included in this report.
31. Life Insurance Deduction Calculation; Current Pay Calculation Only (Status:
Completed)
For each payroll, use the Method Code report generator to calculate life insurance, based upon
base pay, For the insurance deduction, use amount two as the Insurance Base Amount multiplied
by the A8-SCR amount/percent field which contains the amount per thousand of coverage.
Prior to the first payroll of the year, use the current 40-SCR annual salary to update the HED life
insurance base amount, thereby automatically increasing life insurance for employees who have
received raises during the past year.
Prior to the first payroll of the year, run a report of base life insurance amounts. The print layout
will contain the following: Dept. Number, Employee Number, Employee Name, HED, Base
Insurance Amount, Insurance Rate.
Report sequence will be: Dept. - Control 5, Employee Number
Increase life insurance automatically for employees who have received raises during the past
year.
The year-end process for life insurance deduction calculation has been postponed.
32, Employee Roster - Name Sequence (Status: Completed)
Create new EL report from Cyborg EL Program lA-RPT. Print list of active employees, in
sequence by last name.
33. Missing Deduction Report (Status: Completed)
Report Generator report of active, salaried employees set up for a deduction or Federal tax, where
none was taken, including items such as: FICA, Pension
Print report line for deductions not taken this pay run.
F:\CMGR\$ALL\\CYBORG, MEM
EXHIBIT N (Con't)
34. General Ledger Reports (Status: Completed)
GL pay period reports of earnings, taxes, and deductions by Fund, Charge, and Account Number.
Includes Earnings Report, Deduction Report, and Summary Report..
35. Health/Dental Head Count (Status: Completed)
Write new Report Generator to print summary line by HED, count of employees with selective
active Health, Dental HEDs, without sub-total by group.
36, Memo Deduction Register (Status: Completed)
Print report of all memo deductions for HEDs in the range of 800 - 899, Same format as HED
Register RGH2H2.
37. Payroll Deduction Summary Report (Status: Completed)
Print summary report for tax bodies/deductions. Separate summary lines for all current activity
and in total.
38. Paycheck Control File (Status: Completed)
Create file for all paychecks created in SunTrust Bank format.
39. Normal Hours Report (Status: Completed)
Create RG report of any active employee being paid more or less than normal hours.
40. HED Alpha Deduction Register (Status: Completed)
Create RG report for selected Deduction HEDs,
41. ACH File Modifications (Status: Completed)
Modify Cyborg ACH RG 6A6A to test company number and insert character prior to sender
number.
F:\CMGR\$ALL\\CYBORG. MEM
EXHIBIT N (Con't)
42. Life Insurance Value Report (Status: Testing)
Write new EL program to print report of employees' coverages for basic life, supplemental life
and AD&D, employee count, and coverage amount. Monthly report not required until middle of
January.
Extended to redefine report
43. FOP Deduction Report (Status: Testing)
Write new EL program to print report of FOP Union employees with coverage for basic life,
supplemental life, and AD&D. Monthly report not required until middle of January.
Extended to redefine report,
44. Print Manual Checks via Westcorp (Status: Testing)
Write EL program to create File 31 records in Westcorp format for printing manual checks.
Modify BSCO for File 31 format.
45. Quarterly Reporting (Status: Definition)
Review Cyborg quarterly reports against City requirements. Create specification, programs to
meet quarterly reporting requirements. Reporting requirements must be defined and/or reviewed.
46. Bank Reconciliation/Computer-Generated Checks Report/File (Status: Completed)
Create file/write report of all computer-generated checks and create reconciliation file/write
report for retirement companies 660001, 660002, and 770001.
47. Upcoming Longevity Increases Report (Status: Specifications)
Write EL report of employees going over a longevity milestone with the next two pay periods.
48. Bank Reconciliation/Computer-Generated Checks Report/File for Police & Fire
Pension Company (Status: Completed)
Create file/write report of all computer-generated checks and create reconciliation file/report for
Police and Fire Pension Company 440001.
F:ICMGRISALLIICYBORG.MEM
EXHIBIT N (Con't)
49. Extended Base Salary (Status: Coded)
Write EL program to calculate extended base salary and store new fields on XLASCR Screen,
based upon HR definition of extended base salary.
50. Injury Service-Connected Report (Status: Specifications)
Write report of injuries, service-connected.
51. Insurance Information Report (Status: Specifications)
Write report of active employee payroll and of retirement payroll.
52. Workers Compo Summary Report (Status: Specifications)
53. Payroll Pension Status Report (Testing)
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