98-22730 RESO
RESOLUTION NO.
98-22730
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO ISSUE
A REQUEST FOR PROPOSALS NO. 55-97/98 (RFP), FOR A COMPLETE
HARDWARE AND SOFTWARE SOLUTION THAT PROVIDES MUNICIPAL
PLANNING, PERMITTING, CODE REGULATION, LICENSING, AND
INSPECTION MANAGEMENT, FOR THE BUILDING, CODE COMPLIANCE,
PUBLIC WORKS, FIRE, AND PLANNING DEPARTMENTS, AND THE CITY
CLERK'S OFFICE.
WHEREAS, the City seeks to replace the current Land Management System (LMS),
used by the City since 1988, with a Violations/Inspections/Permits System; and
WHEREAS, the current system is not Year 2000 compliant; and
WHEREAS, the current system does not have vendor support; and
WHEREAS, the new system will provide substantial benefits to the City; and
WHEREAS, it is the intent of the City to utilize the Request For Proposals process to
select a qualified vendor which will be contracted to install a Violations/Inspections/Permits
System.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby authorize the Administration to issue a Request For Proposals No. 55-97/98
(RFP), for a complete hardware and software solution that provides Municipal Planning, Permitting,
Code Regulation, Licensing, and Inspection Management, for the Building, Code Compliance,
Public Works, Fire, and Planning Departments, and the City Clerk's Office.
PASSED and ADOPTED this 6th day of May, 1998.
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MAYOR
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CITY CLERK
APPROVED AS TO
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CITY OF MIAMI BEACH
RFP NO. 55-97/98
REQUEST FOR PROPOSALS FOR
VIOLA TIONS/INSPECTIONS/PERMITTING SYSTEM
A PRE-PROPOSAL CONFERENCE IS SCHEDULED FOR 10:00 A.M. ON
MAY 26, 1998, IN THE FIRST FLOOR CONFERENCE ROOM OF CITY HALL
PROPOSALS ARE DUE AT THE ADDRESS SHOWN BELOW
NO LATER THAN 6/11/98 AT 2:00 P.M.
All proposals must be accompanied by a proposal guaranty, payable to the City of Miami Beach,
in the form of a certified check, cashier's check, or proposal bond in the amount of $500.
CITY OF MIAMI BEACH
PROCUREMENT DIVISION
1700 CONVENTION CENTER DRIVE, THIRD FLOOR
MIAMI BEACH, FL 33139
PHONE: (305) 673-7490
FAX: (305) 673-7851
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CITY OF MIAMI BEACH
1
TABLE OF CONTENTS
Page
I OVERVIEW AND PROPOSAL PROCEDURES 3
II SCOPE OF SERVICES 9
III PROPOSAL FORMAT 12
IV EV ALUA TION/SELEcTION PROCESS; CRITERIA FOR EVALUATION 15
V GENERAL PROVISIONS 17
VI SPECIAL TERMS AND CONDITIONS 19
VII EXHIBITS 23
VIII PROPOSAL DOCUMENTS TO BE COMPLETED
32
Specifications for a Geographical Information System (GIS)
APPENDIX A
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SECTION I-OVERVIEW AND PROPOSAL PROCEDURES
A. INTRODUCTIONIBACKGROUND
The City of Miami Beach is located on a barrier island off the southeastern coast of Florida
and comprises 7.1 square miles ofland and 10 square miles of water. Incorporated in 1915,
the current population is approximately 100,000. The City has approximately 1,800
employees managed by a City Manager form of government. The City Manager reports to
six commissioners serving staggered four-year terms and a Mayor serving a two-year term.
The City of Miami Beach is soliciting proposals from responsible vendors to provide
integrated hardware and software solutions for a Violations/Inspections/Permitting System,
and optionally for a Geographical Information System (GIS).
B. RFP TIMETABLE
The anticipated schedule for this RFP and contract approval is as follows:
RFP issued 5/8/98
Deadline for receipt of questions 5/25/98
Pre Proposal Conference 5/26/98, 10:00 a.m.
Deadline for receipt of proposals 6/11/98, 2:00 p.m.
Evaluation/Site Visits Starting Week of 6/15/98
Final Selection 7/1/98
Projected award date 7/15/98
Projected contract start date 9/1/98
C. PROPOSAL SUBMISSION
An original and 5 copies of complete proposal must be received by June 11, 1998 at 2:00
p.m. and will be opened on that day at that time. The original and all copies must be
submitted to the Procurement Division in a sealed envelope or container stating on the
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outside the proposer's name, address, telephone number, RFP number and title, and proposal
due date.
The responsibility for submitting a response to this RFP to the Procurement Division on or
before the stated time and date will be solely and strictly that of the proposer. The City will
in no way be responsible for delays caused by the U.S. Post Office or caused by any other
entity or by any occurrence. Proposals received after the proposal due date and time will not
be accepted and will not be considered.
D. PRE-PROPOSAL CONFERENCE
An optional pre-proposal conference is scheduled on 5/26/98 at 10:00 a.m. in the first floor
conference room located at Miami Beach City Hall. At this conference proposers will be
given an overview of the project and the City's expectations and will have an opportunity to
ask questions about the project.
E. CONTACT PERSON/ADDITIONAL INFORMATION/ADDENDA
The contact person for this RFP is the Procurement Director at (305) 673-7490. Proposers
are advised that from the date of release of this RFP until award of the contract, no contact
with City personnel related to this RFP is permitted, except as authorized by the contact
person. Any such unauthorized contact may result in the disqualification of the proposer's
submittal.
Requests for additional information or clarifications must be made in writing to the
Procurement Director no later than the date specified in the RFP timetable. Facsimiles will
be accepted at (305) 673-7851.
The City will issue replies to inquiries and any other corrections or amendments it deems
necessary in written addenda issued prior to the deadline for responding to the RFP.
Proposers should not rely on representations, statements, or explanations other than those
made in this RFP or in any addendum to this RFP. Proposers are required to acknowledge
the number of addenda received as part of their proposals. The proposer should verify with
the Procurement Division prior to submitting a proposal that all addenda have been
received.
E. PROPOSAL GUARANTY
All proposals must be accompanied by a proposal guaranty, payable to the City of Miami
Beach, in the form of a certified check, cashier's check, or proposal bond in the amount of
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$500.00. Failure by a proposer to honor its proposal or to submit any required insurance or
performance bond, within the time stated, shall cause the proposal guaranty submitted with
the proposal to be forfeited.
Any proposal, which is not accompanied by the required proposal guaranty, shall be
considered non-responsive and ineligible for award.
Proposal guaranty will be returned to successful proposer upon approval of any required
insurance certificates or bonds. Guaranties submitted by other than the successful proposer
will be returned after award of contract.
F. MODIFICA TION/WITHDRA W ALS OF PROPOSALS
A proposer may submit a modified proposal to replace all or any portion of a previously
submitted proposal up until the proposal due date and time. Modifications received after the
proposal due date and time will not be considered.
Proposals shall be irrevocable until contract award unless the proposal is withdrawn in
writing prior to the proposal due date or upon expiration of one-hundred twenty calendar
days after the opening of proposals without a contract award. Letters of withdrawal received
after the proposal due date and before said expiration date, and letters of withdrawal received
after contract awardwill not be considered.
G. RFP POSTPONEMENT/CANCELLA TION/REJEcTION
The City may, at its sole and absolute discretion, reject any and all, or parts of any and all,
proposals; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or waive
any irregularities in this RFP or in any proposals received as a result of this RFP.
H. COST INCURRED BY PROPOSERS
All expenses involved with the preparation and submission of proposals to the City, or any
work performed in connection therewith, shall be borne by the proposer(s) and not be
reimbursed by the City.
I. VENDOR APPLICATION
Prospective proposers should register with the City of Miami Beach Procurement Division;
this will facilitate their receipt of future notices of solicitations when they are issued. All
proposer(s) must register prior to award; failure to register will result in the rejection of the
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proposal. Potential proposers may contact the Procurement Division at (305) 673-7490 to
request an application.
Registration requires that a business entity completes a vendor application and submits an
annual administrative fee of $20.00. The following documents are required:
I. Vendor registration form
2. Commodity code listing
3. Articles of Incorporation -Copy of Certification page
4. Copy of Business or Occupational License
5. Notarized Florida Public Entity Crime Affidavit
It is the responsibility of the proposer to inform the City concerning any changes, including
new address, telephone number, services, or commodities.
J. EXCEPTIONS TO RFP
Proposers must clearly indicate any exceptions they wish to take to any of the terms in this
RFP, and outline what alternative is being offered. The City, after completing evaluations,
may accept or reject the exceptions. In cases in which exceptions are rejected, the City may
require the proposer to furnish the services or goods described herein, or negotiate an
acceptable alternative.
K. SUNSHINE LAW
Proposers are hereby notified that all information submitted as part of a response to this RFP
will be available for public inspection after opening of proposals, in compliance with Chapter
286, Florida Statutes, known as the "Government in the Sunshine Law".
L. NEGOTIATIONS
The City may award a contract on the basis of initial offers received, without discussion, or
may require proposers to give oral presentations based on their proposals. The City reserves
the right to enter into negotiations with the selected proposer, and if the City and the selected
proposer cannot negotiate a mutually acceptable contract, the City may terminate the
negotiations and begin negotiations with the next selected proposer. This process will
continue until a contract has been executed or all proposals have been rejected. No proposer
shall have any rights in the subject project or property or against the City arising from such
negotiations.
M. PROTEST PROCEDURE
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Proposers that are not selected may protest any recommendations for contract award by
sending a formal protest letter to the Procurement Director, which letter must be received no
later than 5 calendar days after contract award by the City Commission. The Procurement
Director will notify the protester of the cost and time necessary for a written reply, and all
costs accruing to an award challenge shall be assumed by the protester. Any protests
received after 5 calendar days from contract award by the City Commission will not be
considered, and the basis or bases for said protest shall be deemed to have been waived by
the protester.
N. RULES; REGULATIONS; LICENSING REQUIREMENTS
Proposers are expected to be familiar with and comply with all Federal, State and local laws,
ordinances, codes, and regulations that may in any way affect the services offered, including
the Americans with Disabilities Act, Title VII of the Civil Rights Act, the EEOC Uniform
Guidelines, and all EEO regulations and guidelines. Ignorance on the part of the proposer
will in no way relieve it from responsibility for compliance.
O. DEFAULT
Failure or refusal of a proposer to execute a contract upon award by the City Commission,
or untimely withdrawal of a proposal before such award is made, may result in forfeiture of
that portion of any proposal surety required equal to liquidated damages incurred by the City
thereby, or where surety is not required, such failure may be grounds for removing the
proposer from the City's vendor list.
P. CONFLICT OF INTEREST
The award of this RFP is subject to provisions of State Statutes and City ordinances. All
proposers must disclose with their proposal the name(s) of any officer, director, agent, or
immediate family member (spouse, parent, sibling, child) who is also an employee of the
City of Miami Beach. Further, all proposers must disclose the name of any City employee
who owns, either directly or indirectly, an interest of ten (10%) percent or more in the
proposer or any of its affiliates.
Q. PROPOSER'S RESPONSIBILITY
Before submitting proposal, each proposer shall make all investigations and examinations
necessary to ascertain all conditions and requirements affecting the full performance of the
contract. No pleas of ignorance of such conditions and requirements resulting from failure
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to make such investigations and examinations will relieve the successful proposer from any
obligation to comply with every detail and with all provisions and requirements of the
contract documents, or will be accepted as a basis for any claim whatsoever for any monetary
consideration on the part of the proposer.
R. RELATION OF CITY
It is the intent of the parties hereto that the successful proposer shall be legally considered
to be an independent contractor and that neither the proposer nor the proposer's employees
and agents shall, under any circumstances, be considered employees or agents of the City.
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SECTION II -SCOPE OF SERVICES
A. OVERVIEW
The City of Miami Beach is soliciting proposals from responsible vendors to provide an
integrated hardware and software solution for a Violations/Inspections/Permitting System.
The system should provide City Planning, Permitting, Code Compliance, Licensing, and
Inspection Management, for the Building, Code Compliance, Licensing, and Inspection
Management, for the Building, Code Compliance, Public Works, Fire, and Planning
Departments and the City Clerk's office. Detailed assessor's information, site data, and
contractor data should all be integrated into the system.
The City reserves the option to purchase the software solution only.
Specifications for an optional Geographical Information System (GIS) are included as an
appendix to this RFP. Vendors have the option to propose a GIS solution in addition to a
ViolationslInspections/Permitting System solution. Vendors should price the GIS solution
separately.
B. REQUIREMENTS
1. The proposed system must operate within a Client/Server configuration using
MicroSoft Windows operating environment for client access. The proposed system
should maximize the City's current investment and future plan in technology (see
section VII -Exhibits, Exhibit B -City Technology Profile).
2. The software must be completely Year 2000 compliant.
3. The software must be built around an industry standard non-proprietary Relational
Database Management System (RDBMS) that fully complies with Structured Query
Language (SQL) standards.
4. The system must use a Graphical User Interface (GUI) to provide a standard, user-
friendly look and feel. The system should make good use of GUI features, including:
windows, menus, scroll bars, tool bars, pop-up windows, list boxes, etc.
5. The system must include an easy-to-learn, user-friendly, real-time, on-line database
query and report writer.
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6. The system must provide a means to archive data to a history database and provide
the ability to retrieve and report archived data.
7. The system must integrate with the City's Financial Management System (FMS).
The ability to exchange fee and payment information with the FMS system is
required.
8. The package must include both a comprehensive user's manual and a technical
manual. The user's manual must include sample reports, screen illustrations, and
step-by-step instructions for all software functions. The technical manual must
include a description of all fields in the database, and map them to the screens.
9. All source code and internal documentation must be supplied as part of the software
package or held in escrow to be made available to the City at no cost in the event that
the proposer becomes unable to provide service and/or support for any reason such
as going out of business, being bought out by another company, etc.
C. LEADERSHIP
The Proposer's ability to support the City in a way that will ensure a successful
implementation is of critical importance. The selected Proposer must meet the following
requirements:
1. Be an industry leader and have a clear vision of how they will support emerging
technologies and industry standards.
2. Provide a single point of contact for all contract negotiation, installation and
implementation issues.
3. Demonstrate an ongoing commitment to quality, increased operating efficiency and
effectiveness and an improving cost/value ratio.
4. Maintain competent technical and administrative support organizations, trained in
current and emerging technology, and properly trained and equipped.
5. Proposer must have references for other similar/equivalent installations, including
contacts and telephone numbers.
6. Proposer must have a track record of having implemented systems for at least five
(5) years.
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7. The proposed system must be already implemented at a site of at least equal size as
of 9/1/97.
D. TRAINING PLAN
Proposer will describe a detailed description of the training plan necessary for full utilization
of the system. The training plan will include the type of training, location of training,
equipment / materials used for training and party responsible for said equipment / materials,
length of training and any limits on number of users to attend training.
E. IMPLEMENTATION PLAN
Proposal will include a detailed project plan for the proposed implementation. Include
information on data conversion procedures.
F. ACCEPTANCE PLAN
Proposal will include a detailed acceptance plan for the proposed implementation. Include
specific acceptance criteria for each phase.
G. WARRANTIES / MAINTENANCE PLAN
Proposer will describe, in detail, your proposed warranty (minimum three- (3) year) on the
system and any optional extended maintenance plans.
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SECTION III -PROPOSAL FORMAT
Proposals which do not include all required documentation or are not submitted in the required
format, or which do not have the appropriate signatures on each document, may be deemed to be
non-responsive. Non-responsive proposals will receive no further consideration.
A. CONTENTS OF PROPOSAL
Please structure your proposal as follows. Do not include brochures, manuals, or boiler plate
proposals in the sections listed below. If such material is included, it must be listed in the
table of contents as an appendix after section 5 (Other Required Documents).
1. Table Qf Contents
Outline in sequential order the major areas of the proposal, including enclosures. All
pages must be consecutively numbered and correspond to the table of contents.
2. Proposal Points to Address
Include the following subsections:
a. Executive Summary -Top level summary of the most important aspects of the
proposal, containing a concise description of the proposed solution and cost.
Detailed Description of Proposed Solution - Proposer must provide documentation
which demonstrates the ability to satisfy all of the requirements described in Section
II -SCOPE OF SERVICES. Proposals which do not contain such documentation
may be deemed non-responsive.
b. Requirements
c. Leadership
d. Training Plan
e. Implementation Plan
f. Acceptance Plan
g. Warranties / Maintenance Plans
3. Price Proposal
Provide detailed price information for hardware, software, training, warranty, and
extended maintenance plan, using the price chart provided below.
Vendors have the option to propose a GIS solution in addition to a
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Violations/Inspections/Permitting System solution. Vendors should price the GIS
solution separately, using a copy of the price chart provided below.
Description Price
Hardware:
List itemized detail of hardware for proposed system; provide $
name brand, model number, and price per unit. $...
Hardware Total $
Software:
Please describe, in detail, software modules/components $
including version number and price per module for the $
proposed system. If third party software is needed, include as $
separate module and price. $...
Software Total $
Licensing
Include price per single user and simultaneous users in groups of $
3,5, and 10 users, etc. or state unlimited use by City. $...
Training:
Please list and price the training plan proposed in Section II-D. $
Warranties I Extended Maintenance:
Please Iistvariousoptions for extended warranties / $
maintenance plans to begin after warranty period. $...
4. All documents included in Section VIII -PROPOSAL DOCUMENTS TO BE
COMPLETED AND RETURNED TO CITY.
Proposals must contain the following documents, each fully completed and signed
as required.
· The Proposer Information form
· The Acknowledgment of Addenda
· The Declaration form
· The Questionnaire
5. Other Required Documents
Proposals must contain the following documents, each fully completed and signed
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as required.
· The completed "Functions/Features Questionnaire" (Exhibit A).
.
Include either an annual report or financial data (e.g. audited financial
statements, Dunn & Bradstreet rating reports, etc.).
.
The Proposal Guaranty (see Section I -E).
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SECTION IV -EVALUATION/SELECTION PROCESS: CRITERIA FOR
EVALUATION
The procedure for proposal evaluation and selection is as follows:
1. Request for Proposals issued.
2. Receipt of proposals.
3. Opening and listing of all proposals received.
4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each
proposal in accordance with the requirements of this RFP. If further information is desired,
proposers may be requested to make additional written submissions or oral presentations
before the Evaluation Committee makes its recommendation.
5. The Evaluation Committee shall recommend to the City Manager the proposal or proposals
acceptance of which the Evaluation Committee believes to be in the best interest of the City.
The Evaluation Committee shall base its recommendations on the following factors:
. Responsiveness to the technical requirements of this RFP.
. Proposer's Qualifications, Experience and Professional Reputation.
. Cost.
. Project Plan.
. Training Plan.
· Acceptance Plan.
. Warranty / Maintenance Plan.
· Success of similar/equivalent installations and time frame to install.
6. After considering the recommendation(s) of the Evaluation Committee, the City Manager
shall recommend to the City Commission the proposal or proposals acceptance of which the
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City Manager deems to be in the best interest of the City.
7. The City Commission shall consider the City Manager's recommendation(s) in light of the
recommendation(s) and evaluation of the Evaluation Committee and, if appropriate, approve
the City Manager's recommendation(s). The City Commission may reject City Manager's
recommendation(s) and select another proposal or proposals. In any case, City Commission
shall select the proposal or proposals acceptance of which the City Commission deems to be
in the best interest of the City. The City Commission may also reject all proposals.
8. Negotiations between the selected proposer and the City Manager take place to arrive at a
contract. If the City Commission has so directed, the City Manager may proceed to negotiate
a contract with a proposer other than the top-ranked proposer if the negotiations with the
top-ranked proposer fail to produce a mutually acceptable contract within a reasonable period
of time.
9. A proposed contract or contracts are presented to the City Commission for approval,
modification and approval, or rejection.
10. If and when a contract or contracts acceptable to the respective parties is approved by the
City Commission, the Mayor and City Clerk sign the contract(s) after the selected
proposer(s) has or have done so.
Important Note:
By submitting a proposal, all proposers shall be deemed to understand and agree that no
property interest or legal right of any kind shall be created at any point during the aforesaid
evaluation/selection process until and unless a contract has been agreed to and signed by both
parties.
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SECTION V -GENERAL PROVISIONS
A. ASSIGNMENT
The successful proposer shall not enter into any sub-contract, retain consultants, or
assign, transfer, convey, sublet, or otherwise dispose of this contract, or of any or all
of its right, title, or interest therein, or its power to execute such contract to any
person, firm, or corporation without prior written consent of the City. Any
unauthorized assignment shall constitute a default by the successful proposer.
B. INDEMNIFICA TION
The successful proposer shall be required to agree to indemnify and hold harmless
the City of Miami Beach and its officers, employees, and agents, from and against
any and all actions, claims, liabilities, losses and expenses, including but not limited
to attorneys' fees, for personal, economic or bodily injury, wrongful death, loss of or
damage to property, in law or in equity, which may arise or be alleged to have arisen
from the negligent acts or omissions or other wrongful conduct of the successful
proposer, its employees, or agents in connection with the performance of service
pursuant to the resultant Contract; the successful proposer shall pay all such claims
and losses and shall pay all such costs and judgments which may issue from any
lawsuit arising from such claims and losses, and shall pay all costs expended by the
City in the defense of such claims and losses, including appeals.
C. TERMINATION FOR DEFAULT
If through any cause within the reasonable control of the successful proposer, it shall
fail to fulfill in a timely manner, or otherwise violate any of the covenants,
agreements, or stipulations material to the Agreement, the City shall thereupon have
the right to terminate the services then remaining to be performed by giving written
notice to the successful proposer of such termination which shall become effective
upon receipt by the successful proposer of the written termination notice.
In that event, the City shall compensate the successful proposer in accordance with
the Agreement for all services performed by the proposer prior to termination, net of
any costs incurred by the City as a consequence of the default.
Notwithstanding the above, the successful proposer shall not be relieved of liability
to the City for damages sustained by the City by virtue of any breach of the
Agreement by the proposer, and the City may reasonably withhold payments to the
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successful proposer for the purposes of set off until such time as the exact amount of
damages due the City from the successful proposer is determined.
D. TERMINATION FOR CONVENIENCE OF CITY
The City may, for its convenience, terminate the services then remaining to be
performed at any time without cause by giving written notice to successful proposer
of such termination, which shall become effective thirty (30) days following receipt
by proposer ofthe written termination notice. In that event, all finished or unfinished
documents and other materials shall be properly delivered to the City. If the
Agreement is terminated by the City as provided in this section, the City shall
compensate the successful proposer in accordance with the Agreement for all
services actually performed by the successful proposer and reasonable direct costs
of successful proposer for assembling and delivering to City all documents. Such
payments shall be the total extent of the City's liability to the successful proposer
upon a termination as provided for in this section.
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SECTION VI -SPECIAL TERMS AND CONDITIONS
A. SITE VISITS
Upon review of all submitted proposals, the selection committee will choose not more than
three proposals for further consideration. If selected by the City as one of the finalist,
proposer agrees to provide funding for travel, hotel, and per diem expenses for three
employees of the City to visit one site of the proposer's choice. That site must be actively
using the same software that is being proposed (same version). Proposer must fully account
for customization not part of the system being proposed.
As part of the site visits, City employees will work up to two full days with
Violations/Inspections/Permits personnel of the hosting agencies. Proposers may arrange
the site visits but will not participate with City employees.
Site visits will be an important part of the software selection decision making process.
Proposers are encouraged to select sites that best represent their software.
B. PERFORMANCE BOND
Within five (5) calendar days after the award of the Agreement, the successful Respondent
will be required to obtain and provide a $75,000.00 bond which will remain in effect during
the term of the Agreement. The bond shall be executed by a responsible corporate surety
which has been given a B+ VI or higher rating by the most recent edition of AM Best's
Insurance Guide and which is authorized to issue bonds in the State of Florida through an
authorized agent with an office in Florida. In the alternative, an Irrevocable Letter Credit or
cash deposit will be accepted.
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PERFORMANCE BOND
KNOW ALL MEN BY THESE PRESENTS that
as Principal,
hereinafter called Contractor, and as Surety, hereinafter
called Surety, are held and firmly bound unto the City of Miami Beach, Florida, as Obligee,
hereinafter called the City, in the amount of Dollars ($ ), for
the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors,
administrators, successors and assigns, jointly and severally, firmly by these presents.
WHEREAS, Contractor, on the _ day of , 19 _, entered into a certain
contract with the City, hereto attached, for RFP No. 55-97/98, Entitled
"Violations/Inspections/Permitting System", which Contract is made a part hereof by reference
thereto.
NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION IS SUCH, that, if
the Contractor shall well and truly perform and fulfill all the undertakings, covenants, terms,
conditions and agreements of said Contract, and all duly authorized modifications of said Contract
that may hereafter be made, notice of which modifications to the Surety being hereby waived, then
this obligation shall be void; otherwise to remain in full force and effect.
Any suit under this bond must be instituted before the expiration of two (2) years from the date on
which the final payment under the Contract falls due.
No right of action shall accrue on this bond to or for the use of any person or corporation other than
the Obligee named herein or the heirs, executors, administrators or successors of the Obligee.
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IN WITNESS WHEREOF, the above bounded parties have caused this Bond to be
executed by their appropriate officials of the day of
, 19
WITNESSES:
PRINCIPAL:
(If sole Proprietor or partnership)
(Firm Name)
BY
Title: (Sole Proprietor or Partner)
PRINCIPAL (If Corporation)
(Corporate Name)
BY
(President)
Attest:
(Secretary)
(CORPORATE SEAL)
COUNTERSIGNED BY
RESIDENT FLORIDA
AGENT OF SURETY:
SURETY:
(Copy of Agent's current
License as issued by State
of Florida Insurance
Commissioner)
By:
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CERTIFICATE AS TO CORPORATE PRINCIPAL
I, , certify that I am the Secretary of the Corporation named as
Principal in.the foregoing bond; that who signed the said bond on behalf
of the Principal, was then of said Corporation; that I know his
signature, and his signature hereto is genuine; and that said bond was duly signed, sealed, and
attested for and in behalf of said Corporation by authority of its governing body.
Secretary
Corporate
Seal
ACKNOWLEDGMENT OF ATTORNEY-IN-FACT SURETY
STATE OF FLORIDA)
ss
COUNTY OF )
Before me, a Notary Public, duly commissioned, qualified and acting, personally appeared
, who says that he is the Attorney-in-Fact, for the
(Surety) and that he has been authorized by the Surety to execute the
foregoing bond on behalf of the Surety named therein in favor of the City of Miami Beach, Florida.
Said person is _ personally known to me, or _ has produced (specify type of identification, i.e.,
driver's license and number, state of issue, etc.) and
who _did take an oath, or _ did not take an oath.
WITNESS my hand and official seal, at the County and State aforesaid, on the day and year
aforesaid.
(Attach Power of Attorney)
Notary Public
State of Florida- at-Large
My commission Expires:
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SECTION VII -EXHIBITS
Exhibit A - Functions/Features Questionnaire
General Proposer Information
1. State proposer's main line of business.
2. State number of years proposer has been in business.
3. List the proposer's headquarters address and support center address, if different.
4. State years proposed software has been installed in working sites.
5. List three references of similar size for whom the proposed system has been installed,
include:
· Company/Agency name and main line of business.
· Brief narrative of implementation including date of installation, Size of
implementation, summary of technical environment.
· Contact information including name, position, phone number and extension, fax
number.
Support/Training Information
6. Does proposer have a local telephone number or a toll free number for support?
7. Are there escalation procedures for support calls? List steps and contacts.
8. What type of training does proposer include for system start-up as needed for full utilization
of system by purchaser, for example (classroom, train-the-trainer, video, length of training,
location of training, etc.)?
Technical Information
9. Describe the hardware your system runs on.
10. Describe the software required to run your system.
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11. Describe the telecommunications requirements for your system.
12. Which Relational Database Management Systems (RDB~S) are supported?
13. Which RDBMS are installed and can be demonstrated to the City?
14. Which operating environments are supported?
15. Which network operating systems are supported?
16. Which Wide Area Networks are supported?
17. Does the same functionality exist across all supported platforms?
18. Does your software employ a graphical user interface (GUI)? If so, please describe.
19. Do you have a data dictionary that defines all data fields and their access? If so, how is it
made available to the users?
20. Describe your system's file import/export capabilities.
21. Describe the data conversion process used to initially transfer data from an existing system
to your system.
22. Describe how the system archives data and how archived data is accessed.
23. Describe the letter/correspondence generation capabilities of the system.
Please complete the following matrix. Use the appropriate Response Code as detailed below:
A - Specification is fully met by the proposed existing system, is installed and
operational at other sites and can be demonstrated to the City.
B - Available at extra cost.
C - Not available.
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Item Description Response Code
(A, B or C)
General
24. System operates within a Client/Server configuration usmg MicroSoft Windows operating
environment for client access.
25. System is fully Year 2000 compliant.
26. System is built on an industry-standard Relational Database Management System (RDBMS).
27. System provides a front-end GUI design using industry-standard language or tool.
28. System provides the ability to exchange fee and payment data with a Financial Management System.
29. On-line Help is available.
30. The user can customize on-line Help.
31. A comprehensive user manual is supplied.
32. A comprehensive technical manual is supplied.
33. Use of English commands, not codes to navigate through the system.
34. Interfaces with Geographical Information Systems (GIS)such as ARCINFO, ARCVIEW
35. System interfaces with the Palladium CAD/RMS from Motorola/Lucent Technologies Inc.
36. System provides Internet-ready programs that enable data inquiry via the Internet.
37. System provides Internet-ready programs that enable data updating via the Internet.
38. The work-flow of a permit is table driven, and such tables can be easily duplicated with a few
keystrokes.
39. System provides a thorough audit trail, that shows the user, the changes made, and the original
entries, as well as deleted entries.
40. System enables easily outputting screen data, permit data, and report data into a format which is
convenient for FAXING, EMAILING and reporting.
Security
4!. System provides user-maintained security tables with password(s) and access rights.
42. System provides two-level log-in security (User ID and Password).
43. System provides two-level access (view only versus update capability).
44. Security access can be assigned at the Module level.
45. Security access can be assigned at the Menu level.
46. Security access can be assigned at the Table level.
47. Security access can be assigned at the Field level.
48. Security access can be assigned at the User level.
49. System provides log and report, by user and time, of all log-ins.
50. System tracks Date, Time and User ID of the last update.
5!. Departments have the ability to inquire and print permit information.
52. Departments have the ability to restrict update functions to specific departments and/or
individuals by screen or field.
User Querying and Report Writing
53. End-users have access to an easy-to-learn, user-friendly, real-time, on-line database query and
report writer.
54. Query language supports formatting with titles, page layout, column headings, totals and
subtotals, mathematical calculations, sorting and selection criteria.
55. End user-designed reports are constructed so that user has a "WYSIWYG" ("What You See Is
What You Get") visualization of results.
56. System is able to perform sorts, in ascending or descending sequence, based on any field name.
57. System is able to store, recall, and execute query statements for previously generated reports and
queries.
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Item Description Response Code
(A, B or C)
58. The capability is provided to submit a query/report request for background or batch queue
execution at future date and time specified by the user.
59. The ad hoc query language allows for multiple selection criteria supporting equal, not equal, less
than, greater than, less than or equal, greater than or equal; and is capable of utilizing these
selection criteria against multiple fields/files with full support of Boolean operators.
60. Capabilities are available to enable an end-user to quickly edit and execute current, and
previously stored query statements.
61. The ad hoc query language supports selections based on pattern matching and "wild card"
characters.
62. Ability to report on a range of addresses.
63. Ability to choose any field for retrieval and printing.
64. System provides word processing runctions (spell check, set margins, etc.).
65. System provides letter generation linked to permit activity.
66. System provides link to upload/download information into other systems.
67. Ability to generate mailing labels.
68. Ability to print to a variety of paper products (letterhead, postcards, etc).
69. Ability to direct output to the screen.
70. Ability to batch print documents.
Addressing and Ownership
71. Automatic Address Validation to match address formatting conventions.
72. Owner is listed by Last Name, First Name.
73. User can interactIvely correct Address/Ownership intormation, and prevent the batch program
that downloads data from County Assessor records from over-writing the updated data.
74. System tracks address detail to the structure, floor and unit level.
75. A permit/activity can be tied to an apartment or other entity with no parcel number.
76. System tracks Legal Descriptions.
77. Four lines of address information are available.
78. Five lines of address information are available.
79. System tracks Multiple Ownership information.
80. Ownership/agent information inCludes 10 digit phone number, FAX number and Email address.
81. System tracks Agent or Renter information.
82. System tracks History Of Ownership information.
83. Zip Code is at least 10 digits.
84. AbilIty to apply an address to sites without a traditional address (e.g., the beach).
85. System provides interface batch program to download data from County Assessor records or
other source of ownership/address data in order to populate system database.
86. System mamtains detailed property site information on each property on whIch a permit can be or
has been issued.
87. System tracks geographical coordinates for an address
88. System tracks sales price info & history.
89. System provides on-line access to County Assessor records or other external source of
ownership/address data, and provides the ability to interactively update the system database.
90. System interfaces with the Secretary of State database to enable access of information on
Condominiums, such as President, Registered Agent, etc.
Archivinj!
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Item Description Response Code
(A, B or C)
91. Ability to archive information based on selection criteria, such as: permit #, status, date closed.
etc.
92. Archived information is readily accessible.
93. Ability to bring something from archive and load onto the live system.
94. Ability to archive data in batch mode based on selection criteria.
Conditions
95. Ability to apply conditions to an address, parcel, person, or activity level.
96. Ability to apply specific conditions to an activity type automatically.
97. Conditions have a user-defined time tickler to indicate compliance time.
98. At compliance time, an inspection is automatically scheduled.
99. Comments have word processing capabilities (spell check, bold, word-wrap).
100. Ability to search and retrieve by Condition type(s).
IContractor! Architect/Engineer (CAE)
101. System tracks CAE name, address and phone number.
102. System tracks License and Workers Compensation information.
103. System tracks Contractor type.
104. System works in accordance with state regulations regarding CAE.
105. Ability to update CAE information while updating an activity.
106. Codification of CAE/tradesman work parameters in order to control what each CAE can work on
or request on a permit.
107. System provides interrace batch program to download County CAE records.
108. System provides on-line access to County CAE records, and provides the ability to interactively
update the system database.
Financial Information
109. System provides online tracking of payments and fees billed.
110. Ability to define fee calculations, including the following: user-defined calculation input fields,
mathematicaVformula driven calculations, flat rate, attribute-driven rates, etc.
Ill. System provides a time tickler to increase an amount based on the passing of time and
compounded interest, taxes, and/or penalties.
112. Ability to track and calculate numerous stop/start dates of a violation fee or penalty.
113. Ability to track the Paid Amount, Settled Amount, Total Fines-to-Date.
114. System provides bar-coded billing and payment process.
115. Ability to generate monthly penalty runs to bill for delmquent accounts.
116. Ability to create Bond accounts.
117. Ability to create Trust accounts.
Handhelds
118. Ability to mtegrate with hand-held or laptop units for field mspections.
119. Ability to upload/download inspection information from these units into the system.
120. Ability to integrate with laptops units for court reporting.
121. Ability to download active permit information.
122. Ability to access ownership information and print violations on-site.
123. Ability to store indexed codes, laws, and ordinances for on-site printing Of violations.
124. Ability to access the system by radio.
Holds
125. Ability to place various levels of holds on an Activity, Address, or Person.
126. Holds can be placed so thev are valid onlv for the department that olaced the hold.
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Item Description Response Code
(A, B or C)
127. System provides security, departmentally, in the placement and removal of holds.
Imaging
128. Ability to link digitized documents to a permit/activity.
129. Ability to link digitized documents to a parcel/property.
130. Ability to retrieve and display digitized documents.
Inspections
131. System allows for the online entry of maintenance of inspections.
132. System provides Inspection Notices.
133. Ability to process Renewals.
134. Ability to schedule inspections into the future.
135. Codification of Inspection requests and responses.
136. Ability to enter free form comments.
137. Ability to control the flow of inspection requests until previous inspections meet required
specifications.
138. Ability for calendar/appointment generation.
139. Ability to print inspections in an easy to read format.
Fire Department Issues
140. System tracks Occupancy Load (The maximum number of people who can occupy the
facility/room at one time).
141. A building that is non-compliant on the re-inspection requires an affidavit to the Special Master
and Notice of Violation. The creation of both forms is an automated function, wherein the forms
are populated by the central address table.
142. When issuing a fire violation letter, excerpts from the Life Safety Code populate the form letter
based on the code number cited.
143. Multiple types of inspections are tracked, not limited to Fire, Code, Building, Electrical, etc.
144. Ability to produce lien notifications and assign a number to each entry.
145. Ability to print affidavits and fire violation letters.
146. System enables user to request a list of open violations for multiple property addresses. The
system can report the status of open violations for 10 or more properties at a time. The report
indicates if no information exists for an address.
147. System automatically generates an affidavit if the violation is not in compliance within a
specified time frame.
148. For Certificate of Use inspections, the system tracks date and time of the scheduled inspection, as
well as a comments field.
Interactive Voice Response (IVR)
149. Ability to request, cancel, approve, reject, and schedule (date and time) inspections using IVR
technology.
150. Ability to interact with Departmental Routing.
Permit! Activity Creation
151. Ability to create unique activity types.
152. Automatic assignment of permit/activity numbers.
153. Ability to create unique permit/activity number schemes and modules to be attached to the
permit.
154. System provides user-defmed look-up tables linked to tie Ids.
155. Ability to create a unique relationship between certain permit/activity types (e.g.: CertifIcate of
Use and License, where an expired COU will set a flag in the License record).
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Item Description Response Code
(A, B or C)
156. System allows for multiple statuses.
Permit Entry
157. System allows for online entry of multiple activity types (building permits, code violations, tire
inspections, etc.).
158. Ability to create a logically cross-reference for a permit type. (e.g., linking a Building Permit to a
Code Compliance Violation type to a Special Master court case.).
159. Ability to cut and paste text between fields.
160. Ability to create a permit at a specific Address (Structure/Floor/Unit) or Address range.
161. Ability to copy Permit information from one permit to another.
Reminder Notices
162. Automatic generation of reminder/violation notices.
163. Ability to track all correspondence by date and time.
Search and Retrieval
System allows for multiple access keys into permits and inspection information including:
164. Permit Number
165. Owner Name (Last Name, First Name)
166. Address by Structure, Floor, Unit levels
167. Parcel Number
168. Business Name
169. Contractor name
170. Status
171. Alias number
172. Job Valuation
173. Class Code
174. User-defined codes
175. Occupancy Type
176. Occupancy Load
177. Municipal Code (all City Property, State, County)
178. System provides a Comparable Property Search feature.
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Exhibit B -City Technology Profile
A. Overview
The City currently operates a geographically dispersed mix of technology platforms
connected via a wide area network. Several new technology requirements have been
identified which are fundamental to achieving the City's strategic initiatives. These new
technology requirements formulate the City's "Future" Technology Architecture. During the
next few years, the City will aggressively migrate from the current or "As-Is" Technology
Architecture to the new, "Future" Technology Architecture.
B. "As-Is" Technology Architecture
Currently, the City operates the following technology platforms at its various operating
locations:
1. Four (4) HP series 3000 minicomputers running under MPE/ix.
2. Ten (10) Pentium servers with speeds ranging from 133 to 300 MHz. All are running
Novel NetWare 4.1.
3. Approximately 500 PC's, of which about 400 are networked. Configurations range
from the minimum 486 running at 25 to 66 MHz with 8 MB RAM, to Pentiums
running at 100 to 233 MHz with 16 to 32 MB RAM. Most feature a 14" to IS"
SVGA monitor and have from 800 to 3.2 GB hard drives. CD-ROM drives are
standard on all new computers. Fewer than 5% have FAX capabilities and internal
modems. About 60% operate under Windows 3.1. All new computers operate under
Windows 95.
4. Most departments have at least one network printer. Network printers include HP 4si,
HP5L, HP6, HP 4mv and HP Sm.
5. The City leases a 10 MBS WAN connection from Bell South. The HP 3000's are tied
to an Ethernet 802.3 backbone.
6. HP's running Computer Aided Dispatch and Emergency Response applications tie
through a Micro V AX SNA Gateway to Microwave MDTs.
7. Local Area Networks are currently 10 base TIlOO base T. Most network interface
cards are currently Dlink/Intel 10/100 NICs. Some departments are expected to
upgrade to 100 base T.
C. "Future" Technology Architecture
A "Future" Technology Architecture includes:
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1. Components required to access data from anywhere in the enterprise in a transparent
fashion and to present it to users as information to make critical decisions.
2. Information repositories for data storage.
3. Data highways by which users access information.
4. Desktop and laptop computers where information is presented.
5. Software required to tie all these elements together.
Making the "Future" Technology Architecture a reality poses three major challenges. The
Architecture must:
I. Provide the required "additional" functionality.
2. Coexist and be integrated with the City's existing application and technology
investments.
3. Be flexible, capable of changing rapidly according to the needs of the City.
To satisfy our requirements, several technology components have been identified including,
but not limited to:
1. Shared Database Systems -A foundation for all enterprise data so it can be accessed
and manipulated in a consistent fashion throughout the organization.
2. Client/Server Applications -Applications that can access large blocks of data from
one or more data servers and manipulate the data for presentation.
3. Local Area Networks (LANs) Shared storage, printing and file services, and
connectivity to high speed networks and other computing environments.
4. Laptop Computers -Mobile access to data via client/server applications and display
information on a graphical user interface.
5. High Performance Networks -Multi-protocol network connectivity providing high-
speed data transfer between remote locations.
6. Open Systems -Adherence to industry standards able to coexist and inter-operate
with other systems.
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SECTION VIII -PROPOSAL DOCUMENTS ill BE COMPLETED
AND RETURNED I..Q CITY
PROPOSER INFORMATION
Submitted by:
Proposer (Entity):
Signature:
Name (Typed):
Address:
City/State:
Telephone:
Fax:
It is understood and agreed by proposer that the City reserves the right to reject any and all
proposals, to make awards on all items or any items according to the best interest of the City,
and to waive any irregularities in the RFP or in the proposals received as a result of the RFP.
It is also understood and agreed by the proposer that by submitting a proposal, proposer shall
be deemed to understand and agree than no property interest or legal right of any kind shall
be created at any point during the aforesaid evaluation/selection process until and unless a
contract has been agreed to and signed by both parties.
(Authorized Signature)
(Date)
(Printed Name)
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CITY OF MIAMI BEACH
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REQUEST FOR PROPOSALS NO. X-97/98
ACKNOWLEDGMENT OF ADDENDA
Directions: Complete Part I or Part II, whichever applies.
Part I: Listed below are the dates of issue for each Addendwn received in connection with this RFP:
Addendum No.1, Dated
Addendum No.2, Dated
Addendum No.3, Dated
Addendwn No.4, Dated
Addendum No.5, Dated
Part II:
No addendwn was received in connection with this RFP.
Verified with Procurement staff
Name of staff
Date
(Proposer -Name)
(Date)
(Signature)
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DATE: 4/4/98
CITY OF MIAMI BEACH
33
DE CLARA TION
TO: Sergio Rodriguez
City Manager
City of Miami Beach, Florida
Submitted this
day of
,1998.
The undersigned, as proposer, declares that the only persons interested in this proposal are named
herein; that no other person has any interest in this proposal or in the Contract to which this proposal
pertains; that this proposal is made without connection or arrangement with any other person; and
that this proposal is in every respect fair and made in good faith, without collusion or fraud.
The proposer agrees if this proposal is accepted, to execute an appropriate City of Miami Beach
document for the purpose of establishing a formal contractual relationship between the proposer and
the City of Miami Beach, Florida, for the performance of all requirements to which the proposal
pertains.
The proposer states that the proposal is based upon the documents identified by the following
number: RFP No. 55-97/98.
SIGNATURE
PRINTED NAME
TITLE (IF CORPORATION)
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Proposer's Name:
Principal Office Address:
Official Representative:
Individual
Partnership (Circle One)
Corporation
If i! Corporation, answer this:
When Incorporated:
In what State:
If Foreign Corporation:
Date of Registration with
Florida Secretary of State:
Name of Resident Agent:
Address of Resident Agent:
President's Name:
Vice-President's Name:
Treasurer's Name:
Members of Board of Directors:
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QUESTIONNAIRE
CITY OF MIAMI BEACH
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Ouestionnaire (continued)
If.3. Partnership:
Date of organization:
General or Limited Partnership*:
Name and Address of Each Partner:
NAME
ADDRESS
* Designate general partners in a Limited Partnership
l. Number of years of relevant experience in operating similar business:
2. Have any similar agreements held by proposer for a project similar to the proposed
project ever been canceled?
Yes ( )
No ( )
If yes, give details on a separate sheet.
3. Has the proposer or any principals of the applicant organization failed to qualify as a
responsible bidder, refused to enter into a contract after an award has been made,
failed to complete a contract during the past five (5) years, or been declared to be in
default in any contract in the last 5 years?
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If yes, please explain:
Questionnaire (continued)
4. Has the proposer or any of its principals ever been declared bankrupt or reorganized
under Chapter 11 or put into receivership?
If yes, give date, court jurisdiction, action taken, and any other explanation deemed
necessary .
5. Person or persons interested in this bid and Qualification Form
(have) (have not) been convicted by a Federal, State, County, or
Municipal Court of any violation of law, other than traffic violations. To include
stockholders over ten percent (10%). (Strike out inappropriate words)
Explain any convictions:
6. Lawsuits (any) pending or completed involving the corporation, partnership or
Individuals with more than ten percent (10%) interest:
A. List all pending lawsuits:
B. List all judgments from lawsuits in the last five (5) years:
C. List any criminal violations and/or convictions of the proposer and/or any of its
principals:
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7. Conflicts of Interest. The following relationships are the only potential, actual, or
perceived conflicts of interest in connection with this proposal:
(If none, so state.)
The proposer understands that information contained in this Questionnaire will be relied upon
by the City in awarding the proposed Agreement and such information is warranted by the
proposer to be true. The undersigned proposer agrees to furnish such additional information,
prior to acceptance of any proposal relating to the qualifications of the proposer, as may be
required by the City Manager.
The proposer further understands that the information contained in this questionnaire may
be confirmed through a background investigation conducted by the Miami Beach Police
Department. By submitting this questionnaire the proposer agrees to cooperate with this
investigation, including but not necessarily limited to fingerprinting and providing information
for credit check.
WITNESSES:
IF INDIVIDUAL:
Signature
Signature
Print Name
Print Name
WITNESSES:
IF PARTNERSHIP:
Signature
Print Name of Firm
Print Name
Address
Signature
By:
(General Partner)
(Print Name)
(Print Name)
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DATE: 4/4/98
CITY OF MIAMI BEACH
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WITNESSES:
Signature
Print Name
RFP NO: 55-97/98
DATE: 4/4/98
IF CORPORATION:
Print Name of Corporation
Address
By:
President
Attest:
Secretary
(CORPORATE SEAL)
CITY OF MIAMI BEACH
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Appendix A - Specifications for a Geographical Information System (GIS)
OVERVIEW:
The City of Miami Beach seeks to acquire a Geographical Information System (GIS) in order
to efficiently capture, store, manipulate, update, analyze and display all forms of
geographically-referenced information.
The City's objectives for the development of 11 GIS:
· Develop and maintain an enterprise-wide GIS to Serve the needs and requirements
of various City departments.
· Ensure its integration with existing computer network and Information Technology
resources.
· Acquire and utilize, to the maximum extent possible, commercially available
components and databases.
· Develop and maintain the City's base map in a centralized location.
· Develop and maintain Departmental layers in a decentralized manner, with each
department taking care of its functional layers.
· Develop a strong training/GIS skill development program.
· Ensure initial success of 2 to 3 pilot projects.
· Program the gradual build-up of system components towards eventual integration of
the entire City.
· Implement a comprehensive and inclusive organizational approach.
· Ensure proper measurements of benefits and costs of the system.
· Assign proper and cost-effective roles for consultant(s).
The planned uses and applications of.i! GIS. m: department:
Planning Department:
· Developing/Maintaining zoning and land use maps of the city
· Tracking zoning applications
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CITY OF MIAMI BEACH
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Appendix A - Specifications for a Geographical Information System (GIS)
. Historical preservation inventory/management
· Growth concurrency management
· Special districts
. Staff support of activities of various boards
Police Department:
. Crime analysis
. Crime prevention
. Tactical deployment
· Emergency 911 operational support
. Suspect tracking
. Event planning
Parking Department:
· Parking meter inventory and utilization tracking
· Parking permitting process
· Revenue tracking, by location
· Supply/Demand studies
. Event planning
· Time allocation tracking
Public Works Department:
· Public infrastructure development project - water and sewerage
· Automated mapping/facilities management systems
- streets
- water
- sewerage
- garbage/waste collection
· Tracking City's construction projects
Building Department:
· Building permit processing and tracking
· Building inventory
· Imaging of building blueprints/drawings
Economic and Community Development Department:
· Statistical Yearbook
· Demographic analysis
· Special District impact analysis
· Transportation planning
· Office survey
RFP NO: 55-97/98
DATE: 4/14/98
CITY OF MIAMI BEACH
41
Appendix A - Specifications for a Geographical Information System (GIS)
· Low-income population analysis
· Housing needs and voucher tracking
· Ad-Hoc project analysis
· "What-if' analysis
.city Manager's Office:
· Overall view of City
· Resource management
· Neighborhood planning
· Disaster preparedness
· Special District analysis
· Citizens' complaints management/resolution
· "What-if' analysis
.city Clerk's Office:
· Precinct mapping and voter registration
· Document imaging and linkage to individual properties
~ Compliance Department:
· Code violations processing and tracking
· Imaging of Violation (Building exteriors, interiors, blueprints, drawings)
Fire Department:
· Location/inventory of sub-stations and fire hydrants
· E911 and rescue: shortest and fastest route to caller
· Inventory of hazardous materials (HAZMA T)
· Imaging of building blueprints and drawings
~ m1d Recreation Department:
· Location/inventory of parks and recreational facilities
· AMlFM (Facilities management)
· Demographic analysis and recreational needs modeling
· Event planning
· Imaging of recreational facilities' blueprints and drawings
REQUIREMENTS:
1. The proposed system must meet all the City objectives for a GIS.
2. The proposed system must provide the functionality required, enabling all City
RFP NO: 55-97/98
DATE: 4/14/98
CITY OF MIAMI BEACH
42
Appendix A - Specifications for a Geographical Information System (GIS)
Departments to accomplish their planned uses and applications of a GIS.
3. The proposed system must dynamically link to other City of Miami Beach Database
Management Systems, as follows:
· Violations/Inspections/Permitting System (Land Management System)
· Financial Management System
· Utility Billing System
· Police Records Management System
· Computer Aided Dispatch System
· Imaging/Document Processing System
RFP NO: 55-97/98
DATE: 4/14/98
CITY OF MIAMI BEACH
43
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH. FLORIDA 33139
http:\\ci,miami-beach,fI.us
COMMISSION MEMORANDUM NO. "2.1.o l-~B
TO:
Mayor Neisen O. Kasdin and
Members of the City Commission
DATE: May 6,1998
FROM:
Sergio Rodriguez
City Manager
SUBJECT:
A Resoluti n of the Mayor and Commission of the City of Miami Beach,
Florida, Authorizing the Administration to Issue Request for Proposals
(RFP) No. 55-97/98, for a Complete Hardware and Software Solution that
Provides Municipal Planning, Permitting, Code Regulation, Licensing, and
Inspection Management, for the Building, Code Compliance, Public Works,
Fire, and Planning Departments and the City Clerk's Office.
ADMINISTRA TION RECOMMENDATION:
Adopt the Resolution.
FUNDING:
Funding is available from the Information Technology Internal Services Fund.
BACKGROUND:
Since 1988, many City departments have used a computer system called the Land Management
System (LMS) to integrate various administrative functions related to land use, licensing and
code compliance. In essence, the LMS coordinates all the permitting, approvals, inspections,
licensing and accounting involved with land use within the City. It allows for the ability of City
employees to display administrative transactions, retrieve information necessary for code
compliance and planning, and print licenses and permits. It is an integral system necessary to the
daily functions of the City.
The current system is now ten years old and has become antiquated. It is unable to provide the
ability to verify whether a permit applicant owes outstanding fees to the City, it does not
interface with the City's financial systems for integrated billing and it lacks functionality which
would enhance efficiency of City employees.
DATE
C 1:S
::; -20-9 8
AGENDA ITEM
Furthermore, and more importantly, the system is not Year 2000 compliant. The current system
issues permits with expiration dates of six months. Accordingly, in July 1999, the system will
fail as it will not be able to issue permits with expiration dates beyond January I, 2000.
A new system is necessary to resolve the above problems. In addition, a new system would
provide substantial benefits to the City. They include:
· The ability to exchange fee and payment data with the City's financial systems which
will improve monitoring, billing and collection of fees.
· The ability of Fire department personnel to access relevant information pertaining to a
site including potentially hazardous materials stored on or near the premises, thus rapidly
providing vital safety information should it be needed in an emergency.
· The pinpointing of code violations down to the unit level. This will enhance the ability of
inspectors to perform their duties and provide them with a means to quickly locate
violations on re-visits.
· Hand-held computers for entering of violations and printing of notices on site.
· Daily report listing follow-up.
ANAL YSIS:
The current LMS system is antiquated, lacks features necessary for efficient operation of City
functions and will fail due to Year 2000 problems. The proposed system will resolve all these
issues and provide additional functionality including integration with financial systems. It will be
Year 2000 compliant ensuring that record keeping and administrative functions can continue
uninterrupted beyond July 1, 1999. This date is critical because the building permits are valid for
six months causing the expiration date of any permit pulled after July 1, 1999, to fall after
January 1, 2000.
Attached is an RFP to solicit proposals from responsible vendors to provide an integrated
hardware and software solution for a Violations/Inspections/Permits System. The RFP was
reviewed and approved by representatives of the following departments: Building, City Clerk,
Code Compliance, DDHP, Fire, Information Technology, Planning and Public Works.
CONCLUSION:
The issuance of the RFP will allow the City to select a qualified vendor to provide a hardware
and software solution.
r)~
SR:~:P .JJ<"'"
Attacrnnent