2001-24365 RESO
RESOLUTION NO.
2001-24365
A RESOLUTION OF THE MAYOR AND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING
THE ISSUANCE OF REQUEST FOR PROPOSALS (RFP), FOR
PROVIDING A HANDHELD COMPUTER INSPECTION
SYSTEM TO INTERACT WITH THE CITY'S "PERMITS PLUS"
APPLICATION, AND TO PROVIDE THE ABILITY TO
RECORD THE RESULTS OF EACH INSPECTION ON THE
HANDHELD COMPUTER, AND TO UPLOAD INSPECTION
RESULTS INTO THE "PERMITS PLUS" SYSTEM.
WHEREAS, the "PERMITS Plus" System enables the City's building inspection
reports to be printed daily; and
WHEREAS, by using handheld computers, City inspectors could enter data as they
obtained it, and it would eliminate the unnecessary early return to the office for data entry; and
WHEREAS, the City will seek a vendor who will provide a total system solution
that will allow City Inspectors to receive their daily inspection orders via a handheld device,
and input results of inspections as they occur; and
WHEREAS, the City of will seek the purchase of a complete handheld computer
inspection system for approximately fifty-five (55) inspectors that will include the total cost
of hardware, software, software modifications, license fees, implementation assistance cost,
training, and any other costs associated with the project.
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 issuance of Request for Proposals (RFP), for providing a
Handheld Computer Inspection System to interact with the City's "Permits Plus" Application,
and to provide the ability to record the results of each inspection on the handheld computer,
and to upload inspection results into the "Permits Plus" System.
PASSED"'" ADOPTED thi, "" day of May ~
Mayor
ATTEST:
_~r p~
City Clerk
APPROVED AS TO
FORM & lANGUAGE
& FOR EXECUTION
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Date
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH. FLORIDA 33139
http:\\ci.miami-beach.fl.us
COMMISSION MEMORANDUM NO. J8fj-ol
TO:
Mayor Neisen O. Kasdin and
Members of the City Commission
Jorge M. Gonzalez \ AA~
City Manager 0 IT - \)
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF
REQUEST FOR PROPOSALS (RFP), FOR PROVIDING A HANDHELD
COMPUTER INSPECTION SYSTEM TO INTERACT WITH THE CITY'S
'PERMITS' PLUS APPLICATION, AND TO PROVIDE THE ABILITY TO
RECORD THE RESULTS OF EACH INSPECTION ON THE HANDHELD
COMPUTER, AND TO UPLOAD INSPECTION RESULTS INTO THE
'PERMITS' PLUS SYSTEM.
DATE: May 16,2001
FROM:
SUBJECT:
ADMINISTRATION RECOMMENDATION:
Adopt the Resolution.
ANALYSIS:
Approximately twelve (12) years ago, the City purchased a Land Management System (LMS) from
Sierra Computer Systems, Inc. This company eventually merged with Opin Systems, Inc. and is
now known as Accela.com. The LMS application was run on a Hewlett Packard (HP) 957
mainframe computer and was not Y2K compliant. In June, 1999, the City converted to a new client
server Y2K compliant version that was offered by Accela.com that was called 'PERMITS' Plus.
This new version encompasses the applications once supported on the old Land Management System
as well as additional applications such as Violations, Certificate of Use and Licenses.
Currently, the 'PERMITS' Plus System enables the inspection reports to be printed daily. These are
then handed out to the inspectors each morning by their supervisor. At the end of the day, after the
inspectors have completed their inspections, they key the results into the 'PERMITS' Plus System.
In order to do this, the inspectors come back to the office early. For this reason, they are unable to
do as many inspections per day, since they have to have the results of the inspections entered into
the system by day's end.
AGENDA ITEM
C75
S>-/~-o(
DATE
Commission Memorandum
May 16,2001
Handheld Inspection System for the 'PERMITS' Plus System
Page 2
This method is very time consuming and decreases the time that inspectors spend in the field doing
actual inspections. By using handheld computers, the inspectors could enter data as they obtained
it and it would eliminate the unnecessary early return to the office for data entry. Itwould also make
the 'PERMITS' Plus System more customer responsive as the customer could find out the results
of the inspections immediately after the data is uploaded.
Scone:
The City of Miami Beach is seeking a vendor who will provide a total system solution that will allow
City inspectors to receive their daily inspection orders via a handheld device and input results of
inspections as they occur. PDAlNoteBook application software should be designed to be user-
friendly with appropriate visual controls and logically reflect work processes and the data recording
sequence of a field inspector, enabling increases in productivity.
The system must interface with the current 'PERMITS' Plus application by downloading i~ection
reports and then uploading the results to the database.
It is expected that the City will include a web-based interface for the 'PERMITS' Plus System in the
near future. The RFP will request from interested individuals/firms, an outline of how Internet
access can be accomplished.
The City of Miami Beach is seeking the purchase of a complete handheld computer inspection
system for approximately fifty-five (55) inspectors that will include the total cost of hardware,
software, software modifications, license fees, implementation assistance cost, training, and any
other costs associated with the project.
The cost should include separate estimates for the following two means of uploading data from the
handheld:
. Live transmission from handheld devices directly into 'PERMITS' Plus.
. Uploading the inspection action into 'PERMITS' Plus after the inspectors return to the office
at the end of the day.
Commission Memorandum
May 16,2001
Handheld Inspection System for the 'PERMITS' Plus System
Page 3
Requirements I Specifications:
The field hardware device must be compact and capable of withstanding harsh outdoor conditions
as found at a construction's site, extreme outdoor heat, sun, glare, moisture and rain.
The application should be able to:
. List scheduled inspections.
. Add unscheduled inspections and flag unscheduled inspection results for upload to
'PERMITS' Plus.
. Ability to reschedule canceled inspections automatically.
. Print on-site inspection results, work orders, citations, etc.
. Obtain permit-related background information or history.
. Do basic sketching/graphics that would be attached to the related inspection.
. Require completion of prior inspection results before allowing data entry for the next
inspection results.
. Ability to accommodate long comments text.
. Ability to use predefined data entry inspection results and City Codes.
. Ability to convert handwriting to text, also provide for keyboard entry.
. Provide for word processing functionality in Microsoft Word with features such as line wrap,
spell check, margin justification, etc.
. Ability to "cut and paste" text to and from Microsoft Word and between activity screens.
Commission Memorandum
May 16,2001
Handheld Inspection System for the 'PERMITS' Plus System
Page 4
System Hardware:
Proposer will provide fifty-five (55) lightweight, compact handheld computer devices pre-loaded
with appropriate software.
Proposer will provide a recharging station for each handheld computer.
Proposer will provide all necessary hardware including cables and power supplies.
System Software
Must be PC-based and Network Compatible.
Program should work in a Windows 2000 environment, be user-friendly and menu-driven.
Software should provide handwriting recognition capability.
All progranuning should be done at the PC level and downloaded to the Personal Digital Assistant
(PDT) and/or Data Collection Terminal (DCT).
System information and data should be in database format for easy manipulation to customize
reports.
Manipulation of data should be at the PC or server levels.
All software and system codes used are to be exclusive and unique to the City of Miami Beach and
will become the property of the City.
Software in both the PC and portable devices should have multiple levels of security and access for
different users as well as contain anti-virus protection.
Evaluation/Selection Process and 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.
Commission Memorandum
May 16,2001
Handheld Inspection System for the 'PERMITS' Plus System
Page 5
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 to the Evaluation
Committee.
5. The Evaluation Committee shall recommend to the City Manager the proposal or proposals
acceptance of which the Evaluation Committee deems to be in the best interest of the City.
The Evaluation Committee shall base its recommendations on the following factors:
A. Responsiveness to the technical requirements of the RFP.
B. Proposer's Qualifications, Experience and Professional Reputation.
C. Cost.
D. Project Plan.
E. Training Plan.
F. Acceptance Plan.
G. WarrantylMaintenance Plan.
H. 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 Mayor and Commission the proposal or proposals, the acceptance of which the
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 Mayor and Commission may reject City Manager's
recommendation(s) and select another proposal or proposals. In any case, the Mayor and
Commission shall select the proposal or proposals, the acceptance of which the Mayor and
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 will take place in order to
arrive at a contract. If the Mayor and 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.
Commission Memorandum
May 16,2001
Handheld Inspection System for the 'PERMITS' Plus System
Page 6
9. A proposed contract or contracts are presented to the Mayor and 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
Mayor and Commission, the Mayor and City Clerk sign the contract (s) after the selected proposer
(s) has (or have) done so.
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.
CONCLUSION:
The Administration recommends that the Mayor and Commission authorize the issuance of the
Request for Proposals (RFP) for a Handheld Inspection System For The Permits Plus System.
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