HomeMy WebLinkAbout2006-26351 Reso Inc.
RESOLUTION NO. 2006-26351
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, APPROVING, PURSUANT TO
SECTION 2-367 (D) OF THE MIAMI BEACH CITY CODE, THE SOLE
SOURCE PURCHASE, IMPLEMENTATION, MAINTENANCE,
CUSTOMER SERVICE SUPPORT AND HOSTING OF THE CONDUITS
REPORTING SERVICE, IN THE AMOUNT OF $8.00 PER
TRANSACTION, FROM NET ASSETS, THE SOLE SOURCE PROVIDER
OF THE CONDUITS; AND FURTHER AUTHORIZING THE MAYOR AND
CITY CLERK TO EXECUTE AN AGREEMENT UPON THE
CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE
ADMINISTRATION.
WHEREAS, pursuant to Section 2-367 (d) of the Miami Beach City Code,
the City may enter into contracts for goods and/or services where only one
source for the product or service is evident; and
WHEREAS, in Fiscal Year 2006, the City initiated a "one-stop lien shop"
where the Finance Department is responsible to do all the research necessary to
determine what is owed to the City for a particular property; and
WHEREAS, when a customer requests a certified lien statement, he/she
mails or faxes a request for a certified lien statement to the Finance Department
with the address and/or folio number of the property that a lien search is
requested for and pays a fee of $25; and
WHEREAS, manual ("paper") files prepared by plate numbers must also
be reviewed to determine if there are any information/documents relating to the
property that include amounts or liens due to the City that are not reflected in any
automated system; and
WHEREAS, the documents found in these files could be 10,20, even 30
years old; although a great deal of information is in the City's systems, some
older information regarding liens have not yet been incorporated into the
automated systems; and
WHEREAS, in an effort to support the Key Intended Outcome, of "Making
the City More Business Friendly", the Administration recommends a pilot
agreement with Net Assets to provide the City with the Conduits Reporting
System (the "System"); and
WHEREAS, Net Assets is the creator and manufacturer of the System
and is the sole source provider; and
WHEREAS, the System is a software application operated and maintained
by Net Assets which will receive daily uploads of account information from our
electronic information systems; and
WHEREAS, this System will automate the search of all the City's systems
and will expedite lien requests and save staff time; and
WHEREAS, Net Assets will set up the System, operate and maintain it
and will charge the City a fee of $8 per transaction, which will be paid from the
charge currently paid by the customer for the certified lien statement; and
WHEREAS, the Administration has complied with the documenting
requirements for sole source purchases, pursuant to Section 2-367 (d) of the
Miami Beach City Code.
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 approve, pursuant to Section 2-367 (d) of
the Miami Beach City Code, the sole source purchase, implementation,
maintenance, customer service support and hosting of the Conduits Reporting
Service, in the amount of $8.00 per transaction, from Net Assets, as the sole
source provider of the Conduits Reporting Service; and further authorizing the
Mayor and City Clerk to execute an Agreement upon the conclusion of
successful negotiations by the Administration.
PASSED AND ADOPTED THIS 11th
,2006
ATTEST:
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CITY CLERK
Robert Parcher
T:\AGENDA\2006\oct1106\consent\NetAssetsReso.doc
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Authorizing The Administration To Enter Into Negotiations With Net Assets, The Sole
Source Provider, For The Implementation, Maintenance, Customer Service Support And Hosting Of
The Conduits Reporting Service; And Further Authorize The Mayor And City Clerk To Execute An
A reement U on The Conclusion Of Successful Ne otiations B The Administration.
Ke Intended Outcome Su orted:
· Enhance external/internal communication from and within the City;
· Increase resident satisfaction with employee contact;
. Improve process through Information Technology; and
. Make Cit More Business Friendl .
Issue:
I Shall the City Commission Adopt the Resolution?
Item Summary/Recommendation:
In an effort to support the Key Intended Outcome, of "Making the City More Business Friendly", the
Administration recommends a pilot agreement with Net Assets to provide the City with the Conduits
Reporting System (the "System"). Net Assets is the creator and manufacturer of the System and is
the sole source provider.
The System is a software application operated and maintained by Net Assets which will receive daily
uploads of account information from our electronic information systems. The information will be
compiled by address, folio number and customer and will be retrieved from the System by inputting
the property's address, folio number or owner.
This System will automate the search of all the City's systems and will expedite lien requests and save
staff time. Staff will then be able to spend time reviewing, analyzing and incorporating information
contained on paper records into the statement. As a result, the time to process certified lien
statements requests will be significantly reduced. We estimate that the average time to obtain a
certified lien statement may be reduced to an average of 5 business days versus an average time of
7-10 business days currently.
Net Assets will set up the System, operate and maintain it and will charge the City a fee of $8 per
transaction. This cost will be paid from the charge currently paid by the customer for the certified lien
statement. There are no set up charges or ongoing costs to the City for this System beyond the
transaction fee previously stated. This is a month to month agreement and the City can cancel at any
time.
ADOPT THE RESOLUTION.
Advisory Board Recommendation:
I N/A
Financial Information:
Source of Amount Account Approved
Funds: 1 Customer Fees
I I 2
OSPI Total
Financial Impact Summary:
t City Manager
City Manager
JMG
~
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MIAMI BEACH
AGENDA ITEM
DATE
C7f(
ItJ-//-tJG
~ MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
FROM:
Mayor David Dermer and Members of the City Commission
Jorge M. Gonzalez. City Manager ~~
October 11, 2006 0
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO
ENTER INTO NEGOTIATIONS WITH NET ASSETS, THE SOLE SOURCE
PROVIDER, FOR THE IMPLEMENTATION, MAINTENANCE, CUSTOMER
SERVICE SUPPORT AND HOSTING OF THE CONDUITS REPORTING
SERVICE; AND FURTHER AUTHORIZE THE MAYOR AND CITY CLERK TO
EXECUTE AN AGREEMENT UPON THE CONCLUSION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION.
TO:
DATE:
SUBJECT:
ADMINISTRATION RECOMMENDATION
Adopt the Resolution
FUNDING
Customer Certified Lien Statement Revenue
KEY INTENDED OUTCOMES SUPPORTED
. Enhance external/internal communication from and within the City;
. Increase resident satisfaction with employee contact;
. Improve process through Information Technology; and
. Make City More Business Friendly.
BACKGROUND
In fiscal year 2006, the City initiated a "one-stop lien shop" where the Finance
Department is responsible to do all the research necessary to determine what is owed to
the City for a particular property. Currently, when a customer requests a certified lien
statement, he/she mails or faxes a request for a certified lien statement to the Finance
Department with the address and/or folio number of the property that a lien search is
requested for and pays a fee of $25. Previously, this information was provided by three
additional departments (Building, Code and Fire) for fees which could total up to $85.
When the Finance Department's Lien Section processes a request for a certified lien
statement, a number of automated system searches must be accomplished to determine
if there are any liens, violations, and/or amounts owed to the City.
Commission Memo Re Net Assets
October 11, 2006
Page2of3
The charges researched include the following:
1) Finance;
2) Building;
3) Special Masters;
4) Code Enforcement;
5) City Bills;
6) Open Building Permits;
7) Resort Tax;
8) Utility Billings;
9) Special Assessments;
10) Parking Impact;
11) Fire Violations; and,
12) Sanitation.
In addition, manual ("paper") files prepared by plate numbers must also be reviewed to
determine if there are any information/documents relating to the property that include
amounts or liens due to the City that are not reflected in any automated system. The
documents found in these files could be 10, 20, even 30 years old. Although a great
deal of information is in the City's systems, some older information regarding liens have
not yet been incorporated into the automated systems.
ANAL YSIS
In an effort to support the Key Intended Outcome, of "Making the City More Business
Friendly", the Administration recommends a pilot agreement with Net Assets to provide
the City with the Conduits Reporting System (the "System"). Net Assets is the creator
and manufacturer of the System and is the sole source provider.
The System is a software application operated and maintained by Net Assets which will
receive daily uploads of account information from our electronic information systems.
The information will be compiled by address, folio number and customer and will be
retrieved from the System by inputting the property's address, folio number or owner.
This System will automate the search of all the City's systems and will expedite lien
requests and save staff time. Staff will then be able to spend time reviewing, analyzing
and incorporating information contained on paper records into the statement. As a
result, the time to process certified lien statements requests will be significantly reduced.
We estimate that the average time to obtain a certified lien statement may be reduced to
an average of 5 business days versus an average time of 7-10 business days currently.
Initially, the Conduits Reporting System software will be used in-house to expedite the
lien searches, and once all information is available electronically, it will be offered to the
general public on the City's website. At such time, the Finance Department will analyze
the cost of preparation of the certified lien statement and will bring a fee
recommendation to the Mayor and City Commission for approval.
Net Assets will set up the System, operate and maintain it and will charge the City a fee
of $8 per transaction. This cost will be paid from the charge currently paid by the
customer for the certified lien statement. There are no set up charges or ongoing costs
to the City for this System beyond the transaction fee previously stated. This is a month
to month agreement and the City can cancel at any time.
Commission Memo Re Net Assets
October 11, 2006
Page 30'3
CONCLUSION
The Administration recommends that the Mayor and City Commission of the City of
Miami Beach, Florida, adopt the attached resolution, authorize the Administration to
enter into negotiations with Net Assets, for the implementation, maintenance, customer
service support and hosting of the Conduits Reporting Service; and further authorize the
Mayor and City Clerk to execute an Agreement upon the conclusion of successful
negotiations by the Administration.
T:\AGENDA\2006\oct1106\consent\Net Assets.doc