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5TITMI ', AA-AmeHCaMy CITY OF SOUTH MIAMI , f OFFICE OF THE CITY MANAGER INTER - OFFICE MEMORANDUM 2001 To: The Honorable Mayor & Members of the City Commission Via: Buford R. "Randy" Witt, Acting City M er From: Alfredo Riverol, Finance Director Now Date: July 27, 2010 enda Item No.: Subject: A Resolution of the Mayor and City Commission of the City of South Miami, Florida, authorizing the Acting City Manager to execute a contract agreement with International Consulting Firm (IDC) a Multimedia and Information Technology Consulting Services in the amount of $ 5,500.00; and providing for an effective date. Background: In light of the current changes in the MIS Division, the City's MIS Department is shorthanded and in need of certain assistance and expertise in order to provide essential technical support. Also, there is technical restructure needed to evaluate IT infrastructure and plan improvements. By contracting the services of International Data Consultants (IDC) a multimedia and Information Technology Consulting Firm it will bring much needed assistance to the City's MIS Department in maintaining the network infrastructure. IDC is currently on a State of Florida Contract and preventive service to several South Florida cities. Cost: $ 5,500.00 Funding Source: 001 - 1340 - 513 -3450 Contractual Services, pending a transfer of $5,500 after expenditure the balance of the account is $ 2,239.12 Backup Documentation: ❑ International Data Consultants (IDC) Letter of Agreement. ❑ International Data Consultants (IDC) List of Clients O International Data Consultants (IDC) Scope of Services Company provides and Contract Summary I RESOLUTION NO.: 2 3 A Resolution of the Mayor and City Commission of the City of South Miami, 4 Florida, authorizing the Acting City Manager to execute a Letter of 5 Agreement with International Data Consultants (IDC) a Multimedia and 6 Information Technology Consulting Firm in the amount of $ 5,500.00; and 7 providing for an effective date. Whereas, the City of South Miami wishes to contract with International Data Consultants (IDC) a Multimedia and Information Technology Consulting Firm; and Whereas, the City of South Miami needs certain assistance and expertise in the MIS Department due to the current changes in that department; and Whereas, International Data Consultants (IDC) is a multimedia and informational technology consulting firm that specializes in helping corporations, government agencies and non -profit institutions apply and use technology for successful and profitable business growth. International Data Consultants (IDC) has been in business since 1994; and Whereas, International Data Consultants (1DC) can help implement technology, systems consulting and technical services, local area network design, project management, installation and maintenance and e -mail system design installation; and Now, therefore, be it resolved by the Mayor and City Commission of the City of South Miami, Florida that: Section 1: The Mayor and City Commission authorize the Acting City Manager to execute the Letter of Agreement with International Data Consultants (IDC) at a rate of $125 per hour for services from Monday 8:30 AM through Friday 6:00 PM. Any request for work from Friday at 6:01 PM through Monday at 6:59 AM is invoiced at double time or $250 per hour in 1 hour increments unless other arrangements are made beforehand in writing to accommodate special projects. Should the City prefer to pay in Pre Paid blocks of time with no expiration date, International Data Consultants (IDC) can offer the City a 50 hour block at $110 per hour or $5,500.00 Section 2 This resolution shall be effective immediately. Passed and Adopted this _day of 2010. Attest: City Clerk Read and approved as to form and sufficiency: CITY ATTORNEY Approved: Mayor Commission Vote: Mayor Stoddard: Vice Mayor Newman: Commissioner Palmer: Commissioner Beasley: Commissioner Harris: To: The Honorable Mayor & Members of the City Commission From: Buford R. "Randy" Witt, Acting City Manager Date: July 27, 2010 Re: Multimedia and Information Technology Consulting Services In light of the current termination of the MIS Manager, the City's MIS department is shorthanded and in need of certain assistance and expertise, as well as requiring an audit of the infractusture with a plan for improvements. I wish to contract the services of International Data Consultants (IDC) a Multimedia and Information Technology consulting Firm. Attached you will find information relating to the firm and a list of their current clients which include private clients as well as government clients. IDC, is currently on a State of Florida Contract and private IT Services to service others. I recommend that the Cit y purchase a block of 50 hours, the minimum amount required to obtain the hourly rate of $ 110 which is less than the State of Florida Contract 973 - 561 -010 -1 rate fora total of $5,500 from account 001- 1340 - 513 -3450. 6/10/2010 Mr. Riverol, This document is to serve as a Letter of Agreement between International Data Consultants, Inc. (IDC) and the City of South Miami (City). IDC is a State of Florida Vendor, SPURS Vendor Number: F- 650488212 -001 and is an approved vendor on the State of Florida Information Technology Consulting Services Contract Number 973 - 561 - 010 -1. IDC will provide the City with various consulting services involving Multimedia and Information Technology. All work is guaranteed to be performed in a professional manner with results considered to be approved and accepted by the City with payment to IDC for monthly invoices. IDC will invoice the City on a time and materials basis at a rate of $125 per hour in 15 minute increments. The City will be invoiced once per month with net 30 day terms and no travel time is invoiced. The City is offered a 4 business hour response time at no additional charge. The $125 per hour rate is valid Monday at 8:30 AM through Friday at 6:OOPM. Any request for work from Friday at 6:01 PM through Monday at 6:59 AM is invoiced at double time or $250 per hour in 1 hour increments unless other arrangements are made beforehand in writing to accommodate special projects. Should the City prefer to pay in Pre Paid Blocks of time with no expiration date, IDC can offer the City a 50 hour block at $110 per hour or $5,500. On those occasions when data is involved, IDC agrees to keep all data confidential and the sole property of the City. IDC will take all necessary steps to maintain and secure City data; however, IDC will not accept responsibility for the data. All data integrity and backups are the sole responsibility of the City. IDC will create a City help email address in the IDC Helpdesk database to facilitate the reporting of problems to IDC at no additional charge. As always should you have any additional question please feel free to contact me at 305 - 298 -8373. Agreed to: June 11 "', 2010 Dennis R. Deblois President / CEO International Data Consultants, Inc. Agreed to: Alfredo Riverol Finance Director City of South Miami International Data Consultants, Inc. Copyright © 2010 All rights reserved 13302 SW 128' Street Miami, Florida 33186 Tel: 305-253 -7677 Fax: 305 -253 -7657 International Data Consultants - About Us Wlntefoahonal Data Consultants Interested? If you're interested in optimizing your technology investment, improving your office computing environment, or designing a technology plan to meet your business objectives and budget ... We'd like to work with you... Page I of I International Data Consultants 13302 SW 128th Street Miami, FL 33186 Phone: 305-253-7677 Fax: 305-253-7657 Alk 11-09S—qftj� ' #,&A ,"tf!,o(q H-0 t' R7{ �t Copyright 0 2007 International Data Consultants. Inc. All rights reserved I Horne Contact hilp://www.intldata.com/about.htm 7/14/2010 International Data Consultants - Services Page 1 of 2 International Data Consultants helps you choose and implement technology for increased profitability. In short, IDC gives you access to a virtual technology staff. How do you know if you are overbuying, or core business to run! Choosing the right stuff Choosing technology that is best for your business can sometimes feel like taking a chance at the roulette wheel. You are taking a chance with your time, money and company operations. Hardware . and software vendors work hard to convince you that their product is the best. But how do you know which technologies are proven? fidgeting? After all, you have your Enter International Data Consultants. Customers trust us to help them make technology choices that best suit their business requirements. This means helping answer questions such as: • Which new technologies will increase my revenues, market share and customer satisfaction? Which technologies should be avoided? • What is the most cost - effective way to implement wide and local area networks? • What Internet / email setup is best suited for my business? • To what degree will the "new economy" and e- commerce impact my business over the next three years? IDC customers have the advantage of knowing that new technologies will be introduced at the time, and price point that fits with business objectives. They know that a technology will not be pursued just because it's new or trendy. Using only production -ready solutions, IDC protects its clients from the all- too - familiar "bleeding edge" of technology. Implementing and maintaining your systems Choosing the right equipment, hardware, and software is important, but that alone won't ensure your operation runs smoothly. Your choices about implementation, project management, and ongoing support of your systems can make or break your bottom line. International Data Consultants has a proven track record in successful implementation of a wide range of technologies. We project manage the full lifecycle of design, implementation, staff training for and support of the technologies selected for your business.And we do all this with minimal disruption to your business operations. Consider us an extension of your technology staff Perhaps you are a small business that can't justify having a full -blown Information Technology department. Or, maybe you are a larger organization who has an occasional need for a senior level technology expert or an on -site network engineer, but not enough to recruit and maintain a full time position. These are just two examples of situations where International Data Consultants can help by providing "virtual" technology expertise as you need it. Through close client- consultant relationships, IDC employees become "virtual" members of your team. Below are just a few of the "virtual IT roles" IDC staff members are filling today for Service Offerings Technology - Business Strategy • Technology strategies supporting business requirements • Project planning & cost benefit analysis Systems Consulting & Technical Services • LAN & System migration • Internet access / firewall design & implementation • Computer / Network forensics • Intranet / Extranet / E- Business system design & project management • Computing environment evaluation & redesign • Beta code evaluation & compatibility testing • Computer -based multimedia system design & implementation • Retail Management Systems Local Area Network design, project management, installation and maintenance • Windows 2003 Server (R2) • Windows 2000 Server • Windows Small Business Server • Windows 98, 2000, XP, Vista • Netware 3.x, 4.x, 5.x, 6.x • Macintosh OS 9.x, OS X • Multi Platform integration: Intel -based PC, Mac, Unix Wide Area Network design, project management, installation and maintenance • Routed Technology • Bridged Technology • Wireless Technology • Campus Connectivity • Enterprise Connectivity • Multi- National Connectivity Email system design, installation and maintenance http : / /www.intldata.com /services.htm 7/14/2010 International Data Consultants - Services clients, who range from small offices to Fortune 200 companies: virtual CIO, CTO SemorlT Consultant System Design Engineer Help Desk Manager Senior Project Manager Network Design Engineer Application Developer Field Technician Contact us at infoAmtldata.com to arrange for a free analysis and quote! Page 2 of 2 • Microsoft Exchange • Novell Group Wise • Netscape Mail • Lotus cc:Mail • Lotus Notes Security • Firewalls • Hardware /Software Audits • Virus Protection • Intrusion Detection • Forensics Premise Wiring • Data & Voice Cabling • Wiring Closet Design • Server /Computer Room Design Design, implementation and maintenance of digital prepress systems including • Workflow Analysis • System Troubleshooting • OPI, RIP and output device design • Color Calibration system design • LAN optimization Copyright 0 2007 International Data Consultants. Inc. All rights reserved I Home Contact http: / /www.intldata.com /services.htm 7/14/2010 International Data Consultants - Clients Page 1 of 1. International Data Consultants clients include: Copyright © 2007 International Data Consultants, mo. All rights reservetl I Home Contact P http : / /www.intldata.com /clients.htm 7/14/2010 Contract Summary I GENERAL INFORMATION 1. Contract Number: 973 -561 -010 -1 2. Effective Date: 09/15/2009 3. Expiration Date: 08/31/2012 4. Contract Administrator: Holly Merrick 5. Product/Services Under Contract: • i) Project Area 1, Analysis & Design • ii) Project Area 2, Development & Integration • iii) Project Area 3, Operational & Support • iv) Project Area 4, Staff Augmentation II HOW TO USE THIS CONTRACT 1. It is strongly recommended to fully review the entire Contract after the overview below. 2. This Contract provides a broad range of IT Services in two ways (The Contract Project Areas are defined below): i) To provide Staff Augmentation services (Project Area 4, no RFQ required) through the issuance of Time and Materials Task Orders (purchase orders) ii) To provide a streamlined, flexible RFQ process to procure more complex IT Services (up to $10 million in scope) that are project oriented in nature, and can be quoted by vendors by offering a fixed price for the entire project solution. In this second approach, the Agency will provide a statement of work and solicit the minimum number of quotations required from vendors awarded in the appropriate Project Area (1, 2, and 3) in order to select the vendor providing the Best Value to meet the Agency's needs. 3. After determining which of these two approaches is most appropriate, the Buyer will use the Contract in the following steps: • i) IDENTIFY STAFFING NEEDS or PROJECT REQUIREMENTS: Develop a detailed Statement of Work with clear definition of Deliverables and Benchmarks. See Contract Section 3a for Job Title Descriptions (note Job Title and Job Numbers to quickly find Descriptions and Staff Augmentation Prices) including the required experience and education for each position. ii) PREPARE THE RFQ: An Agency may use its own RFQ format or borrow another agency's RFQ format iii) SELECTION OF VENDORS for RFQ: See Price Sheets to review and select awarded vendors by Project Area. iv) ISSUE THE RFQ: See Contract Section 6 for Task Order and Quotation Requirements. The Agency will solicit quotations per Contract Section 6 (see the Table Below) and select the quotation that provides the Best Value to the State. See "QUOTATION REQUIREMENTS" below to determine how many quotes are required. III CONTRACT PERFORMANCE MEASURES: 1. Upon completion of Task Orders, both the Agency and Vendor are required to make comments about the Task Order. Vendors must submit IT Consulting Services Completed Tasks - Vendor Form (vnd.ms -excel 29.00 kB) on a Quarterly basis to the Contract Administrator and Customers are to complete the Survey on the Contract website. 2. Vendor Selection in the Appropriate Project Area: Vendor Contact information for all companies is available under Contractors. 3. Staff Augmentation vendors are selected by using the Job Title Descriptions in Contract Section 3a in conjunction with the Staff Augmentation Price Sheet which lists the awarded companies and indicates each vendor's Contract rate for each position. Quotations are not required, but Agencies may choose to negotiate or solicit quotations and information among these vendors. 4. For project- oriented solutions as described above, an Agency must solicit quotations among the vendors awarded in Project Areas 1, 2 and 3. View the Price Sheets for Project Areas 1, 2, 3 and 4 to see the listing of awarded vendors in each of these Project Area as defined below. There are requirements for THREE, TEN or ALL Vendors in a particular Project Area depending on the dollar value of the Agency solution as follows: IV QUOTATION REQUIREMENTS 3Quotation Requirements 1$0 — $14,999 Agency adheres to internal policies and procedures. x$15 000 - $2,000,000 Agency solicits at least 3 quotes among Contract Vendors of its choice. 3$2,000,001 $5,000,000 Agency selects BEST RESPONSE to Statement of Work issued to at least 10 Contract Vendors of its choice. 1$5,000,001 - $10,000,000 Agency selects BEST PROPOSAL submitted upon notification of ALL Contract Vendors within the appropriate Project Areas) Over $10,000,000 1RFP or ITN to Open Market not via this State Term Contract V PROJECT AREAS DEFINED 1. Project Area 1 Analysis and Design - Encompasses IT Planning, Studies, and Assessment to assist organizations in both information technology capital planning and assessment, including but not limited to: • i) Business case analysis (e.g. costs/benefit and risk analysis) • ii) Performance measurements • iii) Independent validation and verification of systems development • iv) Estimating return on investment and /or earned value • v) Compliance with State interoperability standards as defined by the State Technology Office 2. Project Area 2 Development and Integration - The services offered under this area include project management of systems development that organizations consider important. The services include but are not limited to the following: • i) Management of systems integration • ii) System and software development • iii) Modernization of legacy systems to web enabled applications • iv) Software development, customization of commercial - off -the -shelf (COTS) software packages, and migration to modular applications • v) Development and integration internet/intranet /web applications • vi) Development and integration of security, firewalls, and critical infrastructures • vii) Development, integration and implementation of the following: o Networks (e.g. LAN /WAN /MAN) o Data warehousing o Electronic Commerce /Electronic Data interchange o Groupware o • Next generation internet o Client/Server computing o Workflow and imaging 3. Project Area 3 Operational and Support -The services offered under this area include a broad range of IT related to Operations and Support Services. Anticipated services include, but are not limited to the following: • i) Management and support of Local Area Networks (LANs), Metropolitan Area Networks (MANs), and Wide Area Networks (WANs) • ii) Computer systems administration, management and maintenance • iii) Data entry, data storage, data retrieval, and electronic records management • iv) Specialized workstation (i. e. CAD, CAD /CV, GIS) support • v) Computer equipment maintenance (both on -going and on -call) • vi) Desktop support • vii) Production Support • viii) Database generation and database management • ix) Data and /or media management • x) Document Imaging Services • xi) Disaster Recovery Services • xii) Orientation and training • xiii) Information center /help desk 4. Project Area 4 Staff Augmentation - This Project Area differs greatly from the previous three, in that it does not relate to a particular part of a project life cycle. Unlike work performed within the previous three Project Areas, Staff Augmentation is not generally project - oriented. See the Index Award for a listing of awarded Staff Augmentation vendors which includes the vendor's Contract Price listing for each Position its company provides under. For project Area 4, simple staff augmentation efforts, the customer may also issue the Task Order to a Contractor Awarded in Project areas 1, 2, 3 and /or 4. PROJECT AREA 4: Job. Scope_ Staff Augmentation No.! Job Title Variant - e r' tai fl D 0 ch fllnfo_ tioniattice H ". No Variance 150.00 No Variance 150.00 U No Variance 150.00 No Variance 125.00 0f3UDPepa�ta(dTFp1+_ ..v '. No Variance 125.00 '= No Variance 125.00 1tI6D¢SOs �ela�funFtat bn Sz cYtt3tY O ft eg No Variance >` 1. Team Leader M_2 Manager 125.00 3. Sr.Manager 125.00 4. Executive 150.00 N,2 tlzAD. 9r!4t AppYeatoh A6VelotahTe3Sh t .:'g r a - O i! 1. Team Leader 2. Manager 3. 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