Res. No. 146-04-11925RESOLUTION NO.146-04-11925
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF SOUTH MIAMI,FLORIDA,AUTHORIZING THE CITY MANAGER TO
ENTER A CONTRACT WITH ADVANCE DATA SOLUTIONS FOR THE
PURCHASE OF SOFTWARE AND SCANNERS IN AN AMOUNT NOT TO
EXCEED $34,746.00;DELL COMPUTERS FOR THE PURCHASE OF A
SERVER AND COMPUTER IN AN AMOUNT NOT TO EXCEED $5,000.00;
AND INTERNATIONAL DATA CONSULTANTS FORSERVICES IN THE
INSTALLATION OF EQUIPMENT AND SOFTWARE INAN AMOUNT NOT
TO EXCEED $2,500.00;CHARGING THE DISBURSEMENTS TO ACCOUNT
NUMBER 001-1620-521.5220 TITLED "MICROFILM;"AND PROVIDING
FOR AN EFFECTIVE DATE.
WHEREAS,theCity's Planning Department hasallocatedfundsforthe
conversion of blueprints^plans,andpermitsinto microfilm;and
WHEREAS,theCity has analyzed expenditures and found thatitismostcost
effective to convert plansto digital images andCD's with the correct software;and
WHEREAS,Alchemy's user-friendly software wouldallowCity employees to
view plans on computers and print 11X17 copies as needed to better serve our residents
andreduce storage space;and
WHEREAS,Alchemy's software allows future expansion for additional useby
otherdepartmentswithinthecity;and
WHEREAS,In accordance withcity competitive bidding procedures,quotes
were requested from three vendors:Municipal Code Corporation -did not respond,PMI
Imaging System -$61,718.95;and Advance Data Solutions -$37,246.00;and
WHEREAS,Alchamy software is currently being used by multiple public
entities throughout Florida,including Pinecrest,Monroe County,Key Biscayne,Town of
Davie,Lakeland,State of FloridaDept of Insurance,andothers.
NOW,THEREFORE,BEIT RESOLVED BYTHEMAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA:
Section 1.ThattheCityManagerisherebyauthorizedto:
A.Encumber the current years 2003/2004 approved budgeted funds inthe amount of
$25,000.00 chargingaccount 001-1620-521-5220 titled"microfilm,"withacurrent
balance of $25,000.00
B.Sign a contract with Advance Data Solutions and disburse an amount notto exceed
$34,746.00,forthe purchase of software,maintenance,scanners,license fees and
training forfiscal year 2004/2005.
C.Disburse an amount notto exceed $2,500.00 to International Consultants for services
intheinstallation of theequipmentandsoftwareforfiscalyear 2004/2005.
D.Disburse an amount notto exceed $5,000.00 to Dell Computers forthe purchase ofa
server and computer forfiscalyear 2004/2005.
ForTotalexpenditures of (byFiscalYear):
Total FY-2003/2004 $25,000.00 .:"
Total FY-2004/2005 $17,246.00 ^
With all future budgets reflecting recurring annual maintenance fees of $1,902.00 as long
asthe equipment isinuse.
Section2.Thatthese budgeted disbursements bechargedtoAccount 1620-
521.5220 (Microfilm).
Section3.This resolution shall take effect immediately upon approval.
PASSED AND ADOPTED this 21st day of September,2004.
ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM:
Resolution/Scanning9/2004
APPROVED:
COMMISSION VOTE:
Mayor Russell:
Vice Mayor Palmer:
Commissioner Wiscombe:
Commissioner Birts-Cooper:
Commissioner Sherar:
5-0
Yea
Yea
Yea
Yea
Yea
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
All-America City
WWW
2001
To:Honorable Mayor,Vice Mayor
and City Commission
Date:September 13,2004
13From:Maria V.Davis
City Manager
Subject:Agenda Item #
Commission Meeting
09/21/04
Re:Scanning
REQUEST
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
SOUTH MIAMI,FLORIDA,AUTHORIZING THE CITY MANAGER TO ENTER A
CONTRACT WITH-ADVANCE DATA SOLUTIONS FOR THE PURCHASE OF
SOFTWARE AND SCANNERS IN AN AMOUNT NOT TO EXCEED $34,746.00;DELL
COMPUTERS FOR THE PURCHASE OF A SERVER AND COMPUTER IN AN
AMOUNT NOT TO EXCEED $5,000.00;AND INTERNATIONAL DATA
CONSULTANTS FOR SERVICES IN THE INSTALLATION OF EQUIPMENT AND
SOFTWARE IN AN AMOUNT NOT TO EXCEED $2,500.00;CHARGING THE
DISBURSEMENTS TO ACCOUNT NUMBER 001-1620-521.5220 TITLED
"MICROFILM;"AND PROVIDING FOR AN EFFECTIVE DATE.
BACKGROUND AND ANAL YSIS
Inthepast,theCity of SouthMiamiallocatedfundsforthe conversion of Cityplansontomicrofilm.
Whilethissystemstillworks,itisantiquatedanddoesnotprovide sufficient informationforaquick
responseto residents'inquiries.Since1996,theCityhasspent $13,000.00 fortheconversion of four
yearsworth of paper documents ontomicrofilm,andwearestill 10 yearsinarrears.Itis important to
mention that after Hurricane Andrew,Dade County hasand continues to implement new regulations that
require additional paper attachments andbinderstoallpermits,thereby multiplying the number of
documents bymorethan double the amount of previous years.Because of these new regulations,the city
has exhausted all available storage space tothe point that itis very difficult to locate information when
requestedby residents.Itis estimated thatitwouldcost $54,000.00 to convert the current backlog of 10
years documents into microfiche.
With today's availabletechnology,thecityhasinvestigateddifferentoptions of softwaretoconvertpaper
documents intodigitalimages,whichwouldallowustoupdate our technology ina cost-effective and
user-friendly way.Many cities are currently usingthe recommended system,whichhasproventohavea
positiveimpacton provision of services.Thissystemwillimprove operating efficiencies,reducing labor
timeandcosts,while improving communication among departments andwith residents and organizations
outside City government,over the Internet.The system would also allow usto work with other
departments'paperdocuments.Forexample,theCityClerksagendasandminutescouldbeexhibited
directly onthe City's website for easier publicaccess.
Keepinginmindthat"UserFriendly"featuresplayanimportantroleforfutureresidents'use,Advance
DataSolutionsdemonstratedimpressivesoftwarecalledAlchemy.Alchemyiscurrentlybeingusedby
manymunicipalitiesanddepartmentsthroughoutFlorida-includingtheTown of Davie,Lakeland,Key
Biscayne,Pinecrest,State of Florida Dept of Insurance and Miami-Dade Dept.of Health,among others.
This software hasalsobeen approved byourMIS manager for its compatibility withour current system.
A letter-sized professional scanner and a large-format professional scanner for bigger items (such as
building plans)are part of this package that also includes software,maintenance,licensing,and training.
The total cost for this package is $34,746.00.An out^jde contractor will be required to set up the system
atacost of $2,500.00.Itis recommended that theCity purchase a dedicated server and computer for an
additional cost of $5,000.00 from Dell.The complete package willcosttheCity $42,246.00.
Based on past experience,itis estimated that converting ten years of plans to microfiche would cost
approximately $54,000.00.The proposed package will cost $42,246.00,an estimated savings of
approximately $11,000.00.Future years'expenses will include the annual license and maintenance fees
of $1,902.00 per year,which represents on-going estimatedsavings of $3,498.00 per year.Overthenext
three years -in comparison to outsourcing conversion tomicrofiche-itis forecasted that,if this proposal
is adopted,we will be current with plans,increase services,enhance theavailability of critical documents
underdisasterrecoveryandstillhavesavedapproximately$21,000.00.Thisconversionwouldnot
require anyadditionalemployeesasourcurrent records clerk,whonowhandles all microfiche,willbe
trained inland,assigned.this.task.
The conversion of the current microfilm archives isnotpart of thispackage.Once we arecurrent,this
option will beconsidered.
Inaccordance with the City's competitive biddingprocedureswehaveobtainedinformationfromallthe
citiescurrentlyusingthissoftware.Inaddition,werequestedquotesfromthree different vendors-
MunicipalCodeCorporation,PMI Imaging System and Advance Data Solutions.Of thethreevendors
contacted,MunicipalCodeCorporationdidnotrespond.Advance Data Solutions respondedwitha
lowerquotethanPMIImaging System.
The current balance for Account Number 001-1620-521.5220 under thefiscalyear 2003/2004 budget is
$25,000.00.The remaining balance of $17,246.00 will come out of next year's (2004/2005)budget.
RECOMMENDA TION
Your approvalis recommended.