Res. No. 126-06-12267RESOLUTION NO. 126-06-12267-
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
SOUTH MIAMI, FLORIDA, AUTHORIZING THE CITY MANAGER TO DISBURSE
THE SUM OF $54,960.00 FROM ACCOUNT NUMBER 001- 1340 - 513 -4634 TO
SUNGARI) HTE INC., FOR THE SUPPORT & UPGRADE OF THE CITY'S AS400;
AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, SunGard HTE Inc., is the current manufacturer, and provider of the current City Hall
management computer software; and
WHEREAS, SunGard HTE Inc., Fleet Management and" Fixed Asset software will increase
efficiency related to critical date entry and inventory control information; and
WHEREAS, SunGard HTE Inc., will provide maintenance'and technical support for their Fleet
Management and Fixed Asset software packages.
NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA THAT:
Section 1. The City Manager is authorized to disburse a sum of $54,960.00 to SunGard HTE
Inc., charging the disbursement to account number Maintenance Internet Software Account No. 001-
1340- 513 -4634 with a current balance of $81,000.00
Section 2. This resolution shall take effect immediately upon approval.
PASSED AND ADOPTED this ` ` day poi: Qv&i 2006.
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TEST:
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CITY CLERK
READ AND APPROVED AS TO FORM:
t
COMMISSION VOTE: 4-0
Mayor Feliu: -
yea
Vice Mayor Wiscombe:
Yea
Commissioner Palmer:
absent
Commissioner Birts:
Yea
Commissioner Beckman:
Yea
South Miami
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f
M�+ R CITY OF SOUTH MIAMI
Rio OFFICE OF THE CITY MANAGER
INTER - OFFICE MEMORANDUM 2 00'
To: The Honorable Mayor Feliu and Members of the City Commission
Via: Yvonne S. McKinley, City Manager (�
i
From: Gremaf Reyes, MIS Manager 9
Date: July 25, 2006
Subject: A RESOLUTION OF THE MAYOR AND CITY--COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA, AUTHORIZING THE CITY
MANAGER TO DISBURSE THE SUM OF $54,960.00 FROM ACCOUNT
NUMBER 001 -1340- 513 -4634 TO SUNGARD HTE INC., FOR THE SUPPORT
AND UPGRADE OF THE CITY'S AS400; AND PROVIDING FOR AN
EFFECTIVE DATE.
Reason/Need: The City is in need of a new and updated software package. SunGard HTE Inc. has
offered to upgrade software and technology for a total cost of $54,960.00. This is a currently budgeted
expenditure for FY 05106.
o Our software application, which is eight years old, is menu driven which is extremely slow and
requires more training for new personnel.
A "Needs Assessment" performed by HTE indicated that:
1. Employees had requirements that the present software coufd.not fulfill.
2. Employees need more training.
The implementation period will be November 2006. All Department Directors will be required to meet
with appropriate HTE personnel at least once a month during this period of training.
• HTE has provided excellent training and HTE has allowed the City to request certain trainers that
we have established relationships with and who work well with city personnel.
• HTE provides periodic upgrades to all applications, which keeps the applications state -of — the -art.
The cost of the upgrades is included in the annual maintenance fee.
The system will be state -of -the -art technology, which will include an integrated, multi - platform network
which will provide the following services.
• Fleet Management: Provides an automated way to monitor the condition of vehicles and
equipment and to automatically schedule preventive maintenance. When using the SunGard HTE
Fleet Management application, you collect the information necessary to control and analyze fleet
costs at single or multiple locations. The Fleet Management .reporting system delivers a powerful
tool to assist you in making critical decisions for both equipment-and employee performance.
- Scheduled maintenance
- Manufacturer recalls
- Warranties
- Pending service requests
• Fixed Assets: It automates your fixed asset processes, tracks the value of an item throughout its
economic lifetime, and supplies detailed accounting information. It also tracks the location and
value of each item to facilitate physical inventory.
• Acquisition of assets and asset improvements
• Depreciation (monthly or yearly) of depreciable assets and asset improvements
• Disposal of assets and asset improvements
We have determined that HTE is the only system that fully meets the requirements of the entire City.
• HTE is the largest governmental software provider in the State.
• The City has eight years experience with HTE.
• Costumer Service provided by HTE has been excellent.
COST: $54,960.00
FUNDING SOURCE: Maintenance Internet Software Account No. 001- 1340 -513 -4634 , with a
current balance of $81,000.00.
RECOMMENDATION
Commission approval of the resolution is recommended.
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SUNGARD"
HTE• PUBLIC SECTOR SOLUTIONS
The City of South Miami; FL-
As set Management II
9 Jun -o6
Training
Train
Annual
Project
Applications License fees Bays
Costs
Maintenance
Management
A2J -Asset Management II $9,600.00 $4.00
$4,800.00
$1,920.00
$1,200.00
TOW $9,600.00 $4.00
$4,800.00
$1,920.00
$1,200.00
NOTE:
1. Travel and Living expenses are payable by the client,
2. Price quote valid for 90 days.
3. There is no testing and acceptance period. Warranty period is 120 days, beginning at date of delivery.
4. Iacense Fees are due upon contract execution. Annual Maintenance will be billed 120 days after delivery. `
5. Training will be billed as incurred.
6. Asset Management II works with either GMSA or Infisys. Has more function than FA. Two day trips needed is A2 includes conversion
Quote Prepared for Gemaf Reyes
Source 1 /1/2006
Revised 5/9/2006
Conversion cast not included in this pricing. -
Quote Prepared fa= GremafReyes
South Miami FL -Asset Management