HomeMy WebLinkAboutMinutes RFP-002-17 Software Shortlist Meeting 010803City of Palm Beach Gardens Florida
RFP # 002 -17 Finance, Human Resource and Growth Management Software Acquisition
Minutes of Shortlist Meeting
Date: January 8, 2002 Time: 9:30AM
Location: Palm Beach Gardens Council Chambers
Eric Holdt, Chairperson Presiding
Attendance:
• Eric Holdt, IS Director /Chair
• Kelvin Wise, Code Enforcement
• Allan Owens, Finance Admin.
• Mary Anderson, Finance Admin.
• Melissa Prindiville, GIS
• Kara Irwin, Growth Mgt
• Heather Shea, Growth Mgt
• Mary Smith, Human Resources (Was ill, contacted by telephone)
• Frank Hagy, CIO /Consultant — Florida League of Cities
• Sherry Hilley, Sr. Consultant — Florida League of Cities
Process Review and Goal of the meeting. (Frank Hagy)
A. The following is a summary of the process to date.
• The RFP was issued on 7- Nov -02.
• 38 vendors were notified by mail and a notice of the availability of the RFP was
placed on the City's Web site.
• 38 firms requested and received RFP packages.
• Eight questions were received by the 9- Dec -02 deadline.
• All questions were answered on 13- Dec -02 as scheduled.
• Seven responses were received and accepted by the 2PM 2- Jan -03 deadline from
Eden Systems, MUNIS Systems, Pentamation, GEMS, Springbrook, New World
Systems and Public Sector Solutions
• Each team member was given a copy of each response for individual review,
evaluation and ranking based upon responses to the proposal in experience,
installed base, references, technical requirements, functional requirements and cost.
B. Mr. Hagy explained that the goal today is to shortlist the vendors to the top three vendors.
These vendors will be asked to continue the process by providing onsite demonstrations.
In order to provide fair and equal treatment to all responders the committee will discuss
each proposal and come to a consensus of points awarded in each category.
Discussion of Proposals (Note: Final points awarded are attached)
A. Eden
1) Experience — Qualified, 20 years experience, and software released in 1981/98.
2) Installed Base — Met requirements of more than 50 municipal clients and
greater than 10 in the 40 -80k population range.
3) References — Deduction made for only one Florida municipality and only four in the
target population range.
4) Technical Requirements — Deduction made for no current interface to FileNet
imaging solution and no field level security.
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City of Palm Beach Gardens Florida
RFP # 002 -17 Finance, Human Resource and Growth Management Software Acquisition
Minutes of Shortlist Meeting
5) Functional Requirements: Deductions made for using third party system for cash
receipting, no inventory or contract management modules and no current support of
palm devices.
6) Cost: Deduction made for being highest cost.
B. GEMS
1) Experience — Qualified, 17 years experience, and software released in 1985.
2) Installed Base — Deduction made for less than 50 municipal clients, but met the
requirements of more than 10 in the 40 -80k population.
3) References — All references are in Florida, but deduction made for none in the
target population range.
4) Technical Requirements — Deduction made for not using exchange 2000 workflow,
no importing capabilities, no field level security, no e- government / Internet
applications, no integration to FileNet and no Net compatibility until 2004.
5) Functional Requirements: Deductions made for not tracking time on the audit logs,
not maintaining CIP for multiple years, not tracking vendor performance, no interest
calculations for accounts receivable, no module for contract management, training,
Planning and Zoning, Concurrency and Building & Fire Inspections, no document
search capabilities, and no wireless data transmissions or support of palm devices.
Large deduction for not having a code enforcement module.
6) Cost: Deduction made for being ranked 3rd in cost.
C. MUNIS
1) Experience — Highly qualified, 20 years experience, and software released in
1980.
2) Installed Base — Met requirements of more than 50 municipal clients and
greater than 10 in the 40 -80k population range.
3) References — All references are in Florida, but deduction made for not all being
municipalities and not in the population range.
4) Technical Requirements: Deductions made for not moving to .NET, no ability to
customize field names, not using Exchange 2000 workflow. Has built -in imaging
partner, which is not consistent with City's imaging direction.
5) Functional Requirements: Deductions made for using third party software for time
keeping and asset management, not having a human resource training module, no
concurrency management module and no current support for palm devices.
6) Cost: Deduction made for being ranked 2nd in cost.
D. New World Systems
1) Experience — Qualified, 21 years experience, and software released in 2002.
2) Installed Base — Deductions made for not having installed based with proposed
software.
3) References — Only two references using proposed configuration and they are recent
clients in the implementation process.
4) Technical Requirements — Deduction made for not using Exchange 2000 workflow,
little experience with proposed configuration, and no current interface to FileNet.
5) Functional Requirements: Deductions made for not having a human resource
performance module. Significant deductions for not having any growth management
software available (permitting, business licenses, code enforcement, concurrency,
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City of Palm Beach Gardens Florida
RFP # 002 -17 Finance, Human Resource and Growth Management Software Acquisition
Minutes of Shortlist Meeting
etc). Newly available software will not have escrow tracking. No document search
capabilities or current support for palm devices.
6) Cost: No deduction... lowest cost.
E. Pentamation
1) Experience — Qualified, 33 years experience, however much of past experience
has been in educational arena, and software released in 1998.
2) Installed Base — Met requirements of more than 50 municipal clients and
greater than 10 in the 40 -80k population range.
3) References — All references are in Florida, but deduction made for not all being
municipalities and not in population range.
4) Technical Requirements: Deductions made for no Exchange 2000 workflow, no field
security, no current interface to FileNet, and only Internet capabilities on the Land
Management applications.
5) Functional Requirements: Deductions made for not having a document search
capability, no ability to attach backup documentation to budget, using Cognos for
report writing (difficult to use in opinion of committee), and modification required for
PO faxing capabilities.
6) Cost: Deduction made for being ranked 4th in cost.
F. Public Sector Solutions
1) Experience — Qualified, 20 years experience, but deduction made for having little
experience with the proposed configuration and software released in 1994.
2) Installed Base — Deductions made for having only two implementations similar to the
proposal that is recent. Few help desk employees to support this configuration onsite
at PSS.
3) References — Deductions made for having few implementations of the actual
software configuration proposed and no Florida references with this configuration.
4) Technical Requirements: Deductions made for having a large number of vendors to
be integrated and no current interface to FileNet.
5) Functional Requirements: Deductions made for workflow on requisitions module
only, using third party for fixed assets and other modules. Modifications required for
CAFR generation, contracts module and PO faxing.
6) Cost: Deduction made for having the second highest cost.
G. Springbrook
1) Experience — Qualified, 18 years experience, software released in 1997.
2) Installed Base — Met requirements of more than 50 municipal clients and
greater than 10 in the 40 -80k population range.
3) References — Deductions made for not having any references in the 40k -80k ranges.
All references were smaller cities. Only two Florida references.
4) Technical Requirements: Deductions made for having only limited internet/intranet
capabilities (utilities only ... Palm Beach Gardens does not have utilities), no password
aging, and having no interface to FileNet.
5) Functional Requirements: Deductions made for missing planning and zoning
modules, code enforcement module, no contract management module, no vendor
performance tracking, no formal benefits module and CAFR report may need
modifications.
6) Cost: Deduction made for being ranked 5th in cost.
Page 3 of 4
City of Palm Beach Gardens Florida
RFP # 002 -17 Finance, Human Resource and Growth Management Software Acquisition
Minutes of Shortlist Meeting
III. Proposals Ranked and Summarized
• The number of points for each vendor was calculated and the following vendors were
rated as the top three: Eden, MUNIS and Pentamation. The results were presented to
the committee.
• The committee reviewed the results and unanimously agreed that these were the top
three ranked vendors and would be asked to conduct on -site demonstrations.
IV. Adjournment
The committee adjourned at 3:47 PM.
Submitted by:
Eric Holdt, Director of Inforniation Systems /Chairperson
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