HomeMy WebLinkAboutReso 2015-2392 RESOLUTION NO. 2015- 2392,
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
SUNNY ISLES BEACH, FLORIDA, APPROVING AN AGREEMENT
WITH AEON NEXUS CORPORATION FOR CONSULTANT
SERVICES TO PROVIDE AN ORGANIZATION-WIDE SELF-
SERVICE BUSINESS INTELLIGENCE (BI) INFRASTRUCTURE, IN
AN AMOUNT NOT TO EXCEED ONE HUNDRED THOUSAND
DOLLARS ($100,000.00), ATTACHED HERETO AS EXHIBIT "A";
AUTHORIZING THE MAYOR TO EXECUTE SAID AGREEMENT;
AUTHORIZING THE CITY MANAGER TO DO ALL THINGS
NECESSARY TO EFFECTUATE THIS RESOLUTION; PROVIDING
FOR AN EFFECTIVE DATE.
WHEREAS, the City of Sunny Isles Beach is in need of an Consultant to provide an
organization-wide self-service Business Intelligence (BI) Infrastructure which brings Excel
Workbook sharing, online collaboration and IT infrastructure together into a holistic offering;
and
WHEREAS, Aeon Nexus Corporation has expressed the ability and desire to provide
these services; and
WHEREAS, the City desires to contract with Aeon Nexus Corporation for Consulting
Services to provide these services; and
WHEREAS, the City wishes to enter into an Agreement with Aeon Nexus Corporation
to provide Consulting Services, attached hereto as Exhibit "A", in an amount not to exceed One
Hundred Thousand Dollars ($100,000.00), which includes Nineteen Thousand ($19,000.00)
Dollars Contingency.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY
OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS:
Section 1. Approval of Agreement. The City Commission hereby approves the Agreement
with Aeon Nexus Corporation for Consulting Services to provide an organization-wide self-
service Business Intelligence (BI) Infrastructure, in an amount not to exceed One Hundred
Thousand Dollars ($100,000.00), attached hereto as Exhibit "A".
Section 2. Authorization of Mayor. The Mayor is hereby authorized to execute said
Agreement.
Section 3. Authorization of City Manager. The City Manager is hereby authorized to do all
things necessary to effectuate this Resolution.
Section 4. Effective Date. This Resolution will become effective upon adoption.
R2015- Aeon Nexus Corp for Consultant Srvs BI Infrastructure 1
PASSED AND ADOPTED this 16th day of April 2015
George H choll, Mayor
ATTEST:
Jane A. Hines,MMC, City Clerk
APP' ! ED AS TO FORM AND
L ' Adel" 4,0 IENCY VA',
iWI
�'�s I'knot, ity Attorney
Moved by: E.VI D
Seconded by: 'f l� V y ('-r-ro
Vote: 5-D
Mayor Scholl _l/-(Yes) (No)
Vice Mayor Gatto /(Yes) (No)
Commissioner Aelion __v(Yes) (No)
Commissioner Goldman t/ es) (No)
Commissioner Levin es) (No)
R20I5- Aeon Nexus Corp for Consultant Srvs BI Infrastructure 2
NY�S�F
=�"SUN�� AGREEMENT BETWEEN THE CITY OF
'�` P'• SUNNY ISLES BEACH AND AEON NEXUS CORPORATION
CONTRACT NO. C1415-045
N
THIS CONTRACTUAL AGREEMENT (hereinafter referred to as the "Agreement")
is made in duplicate, this Rol* day of If-A■. , 2015, by and between the CITY OF
SUNNY ISLES BEACH, Florida, (hereinafter referred to as "City"), and AEON NEXUS, a
corporation authorized to do business in the State of Florida (hereinafter referred to as
"Consultant") whose Federal I.D. # is Sit• 1(17353,4t .
RECITALS
WHEREAS, the City is in need of consultant to provide an organization wide self-
service business intelligence (BI) infrastructure which brings excel workbook sharing, online
collaboration and IT infrastructure together into a holistic offering ("Services"); and
WHEREAS, Consultant has expressed the ability and desire to provide these Services
subject to the terms and conditions contained herein; and
WHEREAS, the City desires to contract with Consultant to provide the Services, as
more fully described in Attachment"A" which is attached hereto; and
WHEREAS, the City desires to enter into an Agreement with Consultant to provide the
Services in a total amount not to exceed One Hundred Thousand Dollars ($100,000.00), which
includes Nineteen Thousand ($19,000.00) contingency.
NOW THEREFORE, in consideration of the promises and the mutual covenants herein
name, the parties agree as follows:
1. RECITALS. The Recitals set forth above are hereby incorporated into this Agreement
and made a part hereof for reference.
2. SERVICES. Consultant agrees to furnish all labor and materials in a good
workmanlike and professional manner and to perform the Services designated in Attachment
"A" attached hereto, and incorporated herein by reference. The Services shall be performed by
Consultant to the full satisfaction of the City.
3. TERM. Subject to the provisions relating to the termination of this Agreement as set
forth in Section 8 hereunder, this Agreement shall commence from the issuance of a Notice to
Proceed from the City Manager or his designee and shall terminate upon the completion of
Services. Payment will be made only for work completed to the satisfaction of the City.
Consultant is to commence performance of work on the Commencement Date and continue in a
diligent manner until work is complete. Consultant acknowledges that compliance with the
commencement and completion schedule is the essence of this Agreement. The terms of
Sections 15 and 16 entitled "Indemnification and Waiver of Liability" and "Compliance with
Law"respectively, shall survive termination of this Agreement.
4. COMPENSATION. The Consultant agrees to provide the desired Services to the
City, in a total amount not to exceed One Hundred Thousand Dollars ($100,000.00).
C 1415-045 AEON NEXUS CORPORATION Y.' ;!+'
City of Sunny Isles Beach 18070 Collins Avenue, Sunny Isles Beach, Florida 33160
(305) 947-0606 phone (305) 949-3113 Fax
Payment to Consultant for all charges and tasks under this Agreement shall be in accordance
with this Agreement and the schedule of charges reflected in Attachment "A" and under the
following conditions:
a. Disbursements. There are no reimbursable expenses associated with this
contract, except for such expenses approved by the City Manager.
b. Payment Schedule. Invoices received from the Consultant pursuant to this
Agreement will be reviewed by the initiating City Department. Payments shall
made only after completion of each monthly service period. If services have
been rendered in conformity with the Agreement, the invoice will be sent to the
Finance Department for payment. Invoices must reference the contract number
assigned hereto. Invoices will be paid in accordance with the State of Florida
Prompt Payment Act. The City will pay properly submitted Consultant invoices
following each monthly period within 30 (thirty) days of receipt, for completed
and accepted deliveries or specified services and/or goods, unless the City
notifies the Consultant in writing of the dispute, before the payment is due.
c. Availability of Funds. The City's performance and obligation to pay under this
Agreement is contingent upon an annual appropriation for its purpose by the City
Commission.
Consultant shall make no other charges to the City for supplies, labor, taxes, licenses,
permits, overhead or any other expenses or costs unless any such expense or cost is incurred by
Consultant with the prior written approval of the City. If the City disputes any charges on the
invoices, it may make payment of the uncontested amounts and withhold payment on the
contested amounts until they are resolved by agreement with Consultant. Consultant shall not
pledge the City's credit or make it a guarantor of payment or surety for any contract, debt,
obligation, judgment, lien, or any form of indebtedness. The Consultant further warrants and
represents that it has no obligation or indebtedness that would impair its ability to fulfill the
terms of this Agreement.
5. INDEPENDENT CONTRACTOR RELATIONSHIP. The Consultant is an
independent contractor and shall be treated as such for all purposes. Nothing contained in this
Agreement or any action of the parties shall be construed to constitute or to render the
Consultant an employee, partner, agent, shareholder, officer or in any other capacity other than
as an independent contractor other than those obligations which have been or shall have been
undertaken by the City. Consultant shall be responsible for any and all of its own expenses in
performing its duties as contemplated under this Agreement. The City shall not be responsible
for any expense incurred by the Consultant except for expenses approved by the City Manager.
The City shall have no duty to withhold any Federal income taxes or pay Social Security
services and that such obligations shall be that of the Consultant, other than those set forth in
this Agreement. Consultant shall furnish its own transportation, office and other supplies as it
determines necessary in carrying out its duties under this Agreement.
2
C 1415-045 AEON NEXUS CORPORATION 4 L)
City of Sunny Isles Beach 18070 Collins Avenue, Sunny Isles Beach, Florida 33160
(305) 947-0606 phone (305) 949-3113 Fax
6. OWNERSHIP OF DOCUMENTS AND EQUIPMENT. All documents prepared by
the Consultant pursuant to this Agreement and related Services to this Agreement are intended
and represented for the ownership of the City only. Any other use by Consultant or other
parties shall be approved in writing by the City. If requested, Consultant shall deliver the
documents to the City within fifteen (15) calendar days.
7. INSURANCE. Consultant shall, at its sole cost and expense, during the period of any
work being performed under this Agreement, procure and maintain the following minimum
insurance coverage to protect the City and Consultant against all loss, claims, damage and
liabilities caused by Consultant, its agents or employees, as indicated below:
❑ Comprehensive General liability insurance, including broad form contractual
liability coverage for all operations, including, but not limited to, contractual,
products, and completed operations, personal injury and property damage
liability with minimum limits of One Million Dollars ($1,000,000) per
occurrence.
❑ Worker's Compensation and employer's liability coverage, as required pursuant
to Florida law.
Insurance required of the Consultant shall be primary to, and not contribute with, any insurance
or self-insurance maintained by the City. Such insurance shall not diminish Consultant's
indemnification and obligations hereunder. The insurance policy shall be issued by companies
authorized to do business under the laws of the State of Florida and acceptable to the City with a
minimum A.M. Best rating of A-Excellent. Before any work under this Agreement is
performed, and at any time upon request, Consultant shall furnish to the City certificates
of insurance evidencing the minimum required coverage and shall be appropriately
endorsed for contractual liability, with the City named as additional insured. All policies
shall contain a waiver of subrogation endorsement. All policies and certificates shall be in
forms and issued by insurance companies acceptable to the City Manager or his designee. All
insurance policies and certificates of insurance shall provide that the policies may not be
canceled or altered without thirty (30) days prior written notice to the City. The City reserves
the right from time to time to change the insurance coverage and limits of liability required to be
maintained by Consultant hereunder. Consultant shall also require and ensure that each of its
sub-Consultants providing services hereunder (if any) procures and maintains, until the
completion of the services, insurance of the types and to the limits specified herein. ANY
EXCEPTIONS TO THE INSURANCE REQUIREMENTS IN THIS SECTION MUST
BE APPROVED IN WRITING BY THE CITY.
8. TERMINATION AND REMEDIES FOR BREACH.
A. If, through any cause within reasonable control, the Consultant shall fail to fulfill
in a timely manner or otherwise violate any of the covenants, agreements or
stipulations material to this Agreement, the City shall have the right to terminate
the Services then remaining to be performed. Prior to the exercise of its option to
3
C1415-045 AEON NEXUS CORPORATION
City of Sunny Isles Beach 18070 Collins Avenue, Sunny Isles Beach, Florida 33160
(305) 947-0606 phone (305) 949-3113 Fax
terminate for cause, the City shall notify the Consultant of its violation of the
particular terms of the Agreement and grant Consultant ten (10) days to cure such
default. If the default remains uncured after ten (10) days the City may terminate
this Agreement, and the City shall receive a refund from the Consultant in an
amount equal to the actual cost of a third party to cure such failure. If Consultant
fails, refuses or is unable to perform any term of this Agreement, City shall pay
for services rendered as of the date of termination.
(i.) In the event of termination, all finished and unfinished documents, data and
other work product prepared by Consultant shall be delivered to the City and
the City shall compensate the Consultant for all Services satisfactorily
performed prior to the date of termination, as provided in Paragraph 4 herein.
(ii.) Notwithstanding the foregoing, the Consultant shall not be relieved of
liability to the City for damages sustained by it by virtue of a breach of the
Agreement by Consultant and the City may reasonably withhold payment to
Consultant for the purposes of set-off until such time as the exact amount of
damages due the City from the Consultant is determined.
B. Termination for Convenience of City. The City may, for its convenience and
without cause terminate the Services then remaining to be performed at any time
by giving Consultant ten (10) days written notice. The terms of Paragraph 8 A(i)
and A(ii) above shall be applicable hereunder.
C. Termination for Insolvency. The City also reserves the right to terminate the
remaining Services to be performed in the event the Consultant is placed either in
voluntary or involuntary bankruptcy or makes any assignment for the benefit of
creditors.
9. GOVERNING LAW AND ATTORNEYS FEES. It is agreed that this Agreement
shall be governed by, construed and enforced in accordance with the laws of the State of
Florida. Venue for any legal proceeding shall be in Miami Dade County, Florida. In the event
it becomes necessary for the City to file a lawsuit to enforce any term or provision under this
Agreement and the City is the prevailing party then the City shall be entitled to its costs and
attorney's fees at the pretrial, trial and appellate levels.
10. CONFIDENTIAL INFORMATION. The Consultant shall not, either during the term
of this Agreement or any time for a period of ten (10) years subsequent to that date upon which
the Consultant shall leave the employment of the City for any reason whatsoever, disclose to
any person or entity, other than in the discharge of the duties of the Consultant under this
Agreement, any information which the City designates in writing as "confidential." As a
violation by the Consultant of the provisions of this Section could cause irreparable injury to the
City and there is no adequate remedy at law for such violation, the City shall have the right, in
addition to any other remedies available to it at law or in equity, to enjoin the Consultant from
violating such provisions.
4
C1415-045 AEON NEXUS CORPORATION d:'
City of Sunny Isles Beach 18070 Collins Avenue, Sunny Isles Beach, Florida 33160
(305) 947-0606 phone (305) 949-3113 Fax
11. NOTICES. All notices and other communications required or permitted to be given
under this Agreement by either party to the other shall be in writing and shall be sent (except as
otherwise provided herein) (i) by certified or registered mail, first class postage prepaid, return
receipt requested, (ii) by guaranteed overnight delivery by a nationally recognized courier
service, or (iii) by facsimile with confirmation receipt (with a copy simultaneously sent by
certified or registered mail, first class postage prepaid, return receipt requested or by overnight
delivery by traditionally recognized courier service), addressed to such party as follows:
If to the City: Christopher J. Russo With a copy to:
City Manager Hans Ottinot
City of Sunny Isles Beach City Attorney
18070 Collins Avenue, 4th Floor City of Sunny Isles Beach
Sunny Isles Beach, Florida 33160 18070 Collins Avenue, 4th Floor
Tel: (305) 792-1701 Sunny Isles Beach, Florida 33160
Tel: (305) 792-1702
If to the Brett Cocking
Consultant: Managing Director
Aeon Nexus Corporation
174 Glen Street
Glen Falls,NY 12801
Tel: (518)338-1551
brettcocking(&,,aeonnexus.com
12. AUDIT. The Consultant shall make available to the City or its representative all
required financial records associated with the Agreement for a period of Three (3) years.
13. NON-DISCRIMINATION. The Consultant agrees to comply with all local and state
civil rights ordinances and with Title VI of the Civil Rights Act of 1984 as amended, Title VIII
of the Civil Rights Act of 1968 as amended, Title 1 of the Housing and Community
Development Act of 1974 as amended, Section 504 of the Rehabilitation Act of 1973, the
Americans with Disabilities Act of 1990, the Age Discrimination Act of 1975, Executive Order
11063, and with Executive Order 11248 as amended by Executive Orders 11375 and 12086.
The Consultant will not discriminate against any employee or applicant for employment
because of race, color, creed, religion, ancestry, national origin, sex, disability or other
handicap, age, marital/familial status, or status with regard to public assistance. The Consultant
will take affirmative action to insure that all employment practices are free from such
discrimination. Such employment practices include but are not limited to the following: hiring,
upgrading, demotion, transfer, recruitment or recruitment advertising, layoff, termination, rates
of pay or other forms of compensation, and selection for training, including apprenticeship. The
Consultant agrees to post in conspicuous places, available to employees and applicants for
employment, notices to be provided by the City setting forth the provisions of this non-
discrimination clause. The Consultant agrees to comply with any Federal regulations issued
5
C1415-045 AEON NEXUS CORPORATION
City of Sunny Isles Beach 18070 Collins Avenue, Sunny Isles Beach, Florida 33160
(305) 947-0606 phone (305) 949-3113 Fax
pursuant to compliance with Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 708),
which prohibits discrimination against the handicapped in any Federally assisted program.
14. CONFLICT OF INTEREST. The Consultant agrees to adhere to and be governed
by the Miami-Dade County Conflict of Interest Ordinance Section 2-11.1, as amended; and by
the City of Sunny Isles Beach Ordinance No. 99-82, which are incorporated by reference herein
as if fully set forth herein, in connection with the Agreement conditions hereunder.
The Consultant covenants that it presently has no interest and shall not acquire any interest,
directly or indirectly which should conflict in any manner or degree with the performance of the
Services. The Consultant further covenants that in the performance of this Agreement, no
person having any such interest shall knowingly be employed by the Consultant. The Consultant
guarantees that he/she has not offered or given to any member of, delegate to the Congress of
the United States, any or part of this contract or to any benefit arising therefrom.
15. INDEMNIFICATION AND WAIVER OF LIABILITY. The Consultant agrees, to
the fullest extent permitted by law, to defend, indemnify and hold harmless the City, its agents,
representatives, officers, directors, officials and employees from and against all claims,
damages, losses and expenses (including but not limited to attorney's fees, arbitration costs, and
costs of appellate proceedings) relating to, arising out of or resulting from the Consultant's
negligent acts, errors, mistakes or omissions relating to professional services in the performance
of this Agreement. The Consultant's duty to defend, hold harmless and indemnify the City, its
agents, representatives, officers, directors, officials and employees shall arise in connection with
any claim, damage, loss or expense that is attributable to bodily injury; sickness; disease; death;
or injury to impairment, or destruction of tangible property including loss of use resulting
therefrom, caused by any negligent acts, errors, mistakes or omissions related to professional
services in the performance of this Agreement including any person for whose acts, errors,
mistakes or omissions the Consultant may be legally liable. The parties agree that One
Hundred Dollars ($100.00) represents specific consideration to the Consultant for the
indemnification set forth in this Agreement.
16. COMPLIANCE WITH LAW. Consultant shall comply with all laws, regulations and
ordinances of any federal, state, or local governmental authority having jurisdiction with respect
to this Agreement ("Applicable Laws") and shall obtain and maintain any and all material
permits, licenses, approvals and consents necessary for the lawful conduct of the activities
contemplated under this Agreement.
17. CONFLICTING PROVISIONS. The terms and conditions in this Agreement
supersede any other conflicting provisions that are contained in any other document, including
but not limited to Attachment "A".
18. MISCELLANEOUS.
A. In the event any provision of this Agreement is found to be void and
unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement
6
CI415-045 AEON NEXUS CORPORATION i
City of Sunny Isles Beach 18070 Collins Avenue, Sunny Isles Beach, Florida 33160
(305) 947-0606 phone (305) 949-3113 Fax
shall nevertheless be binding upon the parties with the same effect as though the void or
unenforceable provisions had been severed and deleted.
B. This Agreement may be executed in multiple identical counterparts, each of
which shall be deemed an original for all purposes.
C. This Agreement shall constitute the entire agreement between the parties with
respect to the subject matter hereof, and it shall supersede all previous and contemporaneous
oral and written negotiations, commitments, agreements and understandings relating hereto.
D. Any modification of this Agreement shall be effective only if in writing and
signed by the parties to this Agreement.
E. No waiver of any provision of this Agreement shall be valid or enforceable
unless such waiver is in writing and signed by the party granting such waiver.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement in
triplicate on the day and year first written above.
WITNESS: AEON NE. US
xvt..a_ ___,I.....,
Signature BY: ria
Brett Cocking 'anaging Director
ikuJ' ,/t .
Print Name
ATTEST. 1 CITY 1 SUN, Y ISLES BEACH
ilk
BY: . !A� f
- , BY:
Jane A. Hine , MMC, City Clerk Ge.. ge H. Scholl, Mayor
APPROVED AS TO FORM
AND LEGAL SUFFICIENCY
BY: -A ,
T� •,► of ii ty Attorney
7 4, a,
C1415-045 AEON NEXUS CORPORATION
AEON NEXUS
Requirements to results.
CITY OF SUNNY ISLES BEACH
Microsoft Business Intelligence
Proposal
Submitted to:
City of Sunny Isles Beach
Gladys Gonzalez, Project Management Consultant
18070 Collins Avenue
Sunny Isles Beach, GL 33160
Submitted by: December 15,2014
Submitted by:
Aeon Nexus Corporation
Brett Cocking, Managing Director
174 Glen Street
Glens Falls, NY 12801
518.338.1551
brettcocking @aeonnexus.com
NYS Certified Minority Business Enterprise
U.S.SBA Small Disadvantage Business
Federal Tax ID:54-1983534
DUNS ID: 109396627
GSA Schedule:GS-35F-0238M
ATTACHMENT "A"
Contents
Section I:Summary of Proposal 3
Section II: Company Profile 4
2.1 Distinguishing Information 4
Section III: Description of products'capabilities 6
Section IV:Technical Approach 8
Section V: Resources 16
Section VI: Project Cost 18
Section VII:Appendices 20
2
174 Glen Street I Glens Falls,NY 12801 T:518.338.1551 F:866.252.1251 aeonnexus.com
Section I: Summary of Proposal
Aeon Nexus is pleased to have the opportunity to partner with the City of Sunny Isles Beach to assist
with the implementation of a powerful analytics and executive dashboard solution based on Microsoft
Power BI for Office 365.These core technologies leverage and extend the City's current investment and
understanding of Microsoft Technologies.
We understand that city's decision is an important one, as the solution that is chosen must meet
requested requirements for many years to come. Our team of software and IT professionals
understands the challenges cities face today in the quest to implement intuitive, cost-conscious
solutions capable of integrating with the multitude of disparate systems currently in use and presenting
the data in a meaningful, customizable series of dashboards for city leadership.At Aeon Nexus,we are
innovators of new and proven methodologies that seek to implement flexible solutions that not only
solve the primary business needs of our clients, but provide a robust, user-customizable framework that
easily conforms to changing rules and can grow to accommodate additional whole solutions.
Our solution for the City of Sunny Isles Beach will enable users to visualize data,share discoveries, and
collaborate in intuitive new ways. Microsoft Power BI for Office 365 will provide the city an organization-
wide self-service business intelligence(BI) infrastructure.This infrastructure brings Excel workbook
sharing,online collaboration and IT infrastructure together into a holistic offering.
3
174 Glen Street I Glens Falls,NY 12801 T:518.338.1551 F:866.252.1251 aeonnexus.com
Section II: Company Profile
Aeon Nexus Corporation is a GSA Schedule 70 holder,certified minority-owned and small disadvantaged
business, experienced in providing public and private sector clients with superior software solutions.
Our expertise in IT consulting and customer service has made Aeon Nexus a valuable asset to our clients
in the commercial and federal sectors since 2000. Originally headquartered in Washington, D.C.,Aeon
Nexus Corporation relocated its headquarters to Glens Falls, NY,an approved Empire Zone location, in
early 2010. With the revitalization of an 8,000 square foot facility,we are proud to call the Empire State
our home.Since 2010,we have been rapidly expanding. In 2014,company stakeholders decided to
revitalize a second office location in New York's state capital,Albany. Even more excitingly,Aeon Nexus
is expanding down the east coast with our first Florida-based office opening in Miami.
As a premiere integrator of IT solutions,we pride ourselves on being able to solve our clients' most
challenging problems, regardless of the specific platform. Our in-depth understanding of multiple
applications and technologies uniquely positions us to deliver exceptional results,specifically in
circumstances where the deployed solution requires integration with multiple IT systems, databases,
and infrastructure(e.g. on premise or cloud). Our goal is to identify and deliver the solution that best
meets our clients' needs with a platform-agnostic approach that recognizes the value of institutional
knowledge. Our extensive experience with both the private and public sectors provides us with a
unique perspective for translating best practices (regardless of their origin)so that they can be
incorporated and successful under the realities, opportunities, and constraints of the government
environment. Having successfully delivered on assignments at all levels of government including
international,federal,state, and local,we have the ability to scale and drive success for public sector
clients of all sizes.
Aeon Nexus is formally part of Microsoft's Partner Program under its National Solutions Integrator
(NSI) business segment.As a managed partner, Microsoft commits management resources,training,
and capital in support of our partnership. Additionally,we are part of Microsoft's Supplier Diversity
Program. Aeon Nexus is a Microsoft Gold Partner in CRM, and currently working towards Gold status
in Mid-Market Solutions and Portals&Collaboration. Our most recent Microsoft projects have
focused on Microsoft Dynamics CRM, Microsoft 365 with Power BI, and SharePoint. In 2013, Aeon
Nexus was initiated into the President's Club that signified Microsoft Partners whose revenue
represented the top 5%.
By combining our technical knowledge, consulting experience and partner network Aeon Nexus easily
differentiates our solutions from competitors. Our partnerships with Microsoft, Oracle, Office Depot,
and Dell give us a large breath of knowledge. Our team's best-in-class resources and leading customer
service enables us to deliver above and beyond our customers' expectations for less.
2.1 Distinguishing Information
Aeon Nexus Corporation is committed to both New York State and Florida. These regions have offered
us an ideal environment for growing our company and our staff. Both areas have proven to be rich in
resources and we've been fortunate enough to add remarkable talent to our team. In the fall of 2014,
we made a significant investment in downtown Albany with the expansion of a second office location.
Likewise, in early 2015 we will open our Miami, FL office. Our commitment to New York and Florida
extends beyond monetary investments. Our executive partner, Omar Usmani,volunteers extensive time
assisting various boards and committees within these regions to include Capital Region Economic
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174 Glen Street I Glens Falls,NY 12801 T:518.338.1551 F:866.252.1251 aeonnexus.com
Development Council (Appointed by Governor Cuomo),Albany Medical Center Board of Directors,SUNY
Albany Foundation Board of Directors, and the Tech Valley School Foundation Board. Mr. Usmani
possesses a broad depth of knowledge in economic development and works closely with the Center for
Economic Growth and the Center for Technology in Government. He is an active participant in the
Governors Startup NY and Global NY initiatives and is dedicated to attracting and growing new business
across New York State.
Aeon Nexus is a proud member and sponsor of the South Florida Digital Alliance (SFDA).We are
committed to supporting the SFDA and its mission.Should the City of Sunny Isles Beach choose Aeon
Nexus for this project we will provide a percentage of the services portion of this project back to the
SFDA to support their various programs and technology centers throughout our communities.
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174 Glen Street I Glens Falls,NY 12801 T:518.338.1551 F:866.252.1251 aeonnexus.com
Section III: Description of products' capabilities
Microsoft Power BI for Office 365 is a collection of features and services that will enable the city to
visualize data,share discoveries, and collaborate in intuitive new ways via a series of executive
dashboards with customizable reports from the city's various systems. Microsoft Power BI for Office 365
provides an organization-wide self-service business intelligence (BI) infrastructure, and brings Excel
workbook sharing, online collaboration, and IT infrastructure together into a holistic offering.
Discover& Combine
Find, connect to, explore, and compile data easily from various sources.
Search and find data
Online search helps you easily find data from both inside and outside your organization.Just type what
you're looking for and in seconds Power Query will give you a list of all the available data sources that
match your criteria. Preview the contents of the data and import the data source that you want directly
into Excel.
Data sources
Power Query allows you to extract data from all sorts of compatible sources:
• Web page
• Excel or CSV file
• XMLfile
• Text file
• Folder
• SQL Server database
• And more.
Clean, merge, transform and shape your data
View your data and clean it up even before loading it into a spreadsheet. Create queries that you can
save and use again later to refresh your data. Merge different tables in one step; rename, delete or even
create fields.Transform your data before even importing it into a spreadsheet.Get your data 'analysis
ready'with Power Query
Model and Analyze
With Power Pivot,you create your own data model from various data sources, modeled and structured
precisely to fit your needs.You can refresh from its original sources as often as you want. You can
format and filter your data,create calculated fields, define key performance indicators(KPI5)to use in
PivotTables and create user-defined hierarchies to use throughout a workbook.You can even author
your own calculations by writing advanced formulas that use the Data Analysis Expressions (DAX)
expression language. No need to be a SQL expert: manage the model and create relationships using drag
and drop in the Diagram View.
Visualize
Map(previously codenamed "GeoFlow") allows you to quickly transform public or corporate data into
dynamic and breathtaking 3D map visualizations and then easily share as cinematic tours that tell
captivating narratives of your data.And do all of this within the familiar environment of Excel.
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174 Glen Street 1 Glens Falls,NY 12801 T:518.338.1551 F:866.252.1251 aeonnexus.com
Map data
With only a few clicks, plot more than a million rows of data* in 3D visually on Bing maps,visualize the
data with 3D columns, bubble/pie charts, heat maps, and regions.
Discover insights
Visualizing data across space and time is not only captivating, but also informative. Notice trends and
outliers in your data that was before hidden in tables and 2D charts. Use common Bing map navigation
controls to travel across countries and drill into cities to get more out of your data.
Create stories
Data is meant to tell a story. Power Map is designed to help you tell compelling stories of your data in
ways that work for you. Create scenes that focus on different aspects of your data. Use annotations to
callout important details. Even change the map's theme to fit your presentation style.
Share your story
Capture screenshot "scenes" and build cinematic,guided interactive or video"tours"that can be shared
broadly,engaging audiences like never before.
Share and Collaborate
Power BI Sites is the heart of your collaborative Power BI experience.Quickly create collaborative Power
BI Sites for your team to share and view reports. Share queries created by you and easily find queries
created by other people in your organization. Connect to on-premises data sources and schedule
refreshes for your reports.
Insight for everyone
Power BI Sites allows you to upload the reports you created and share them with anyone on your
organization. Users get the same dashboard interactivity through the browser, making it easier to
consume data and insights.You can customize your Power BI Sites gallery to feature and highlight
specific reports.
Share your knowledge
Share your queries directly from Power Query in Excel, monitor their usage and decide which users can
access what directly through the Data Management portal based on their requests
On-premise to the cloud
IT Administrators can use the Power BI Admin Center and the Data Management Gateway to set up
infrastructure in the cloud and on-premises so that they can expose data from on-premises sources as
feeds that can be consumed from Power Query for Excel. IT Administrators can also monitor the overall
system health in the cloud and on-premises by using the Admin Center.
Mobile 81
Microsoft Power BI Windows Store app provides live mobile access to the important business
information stored in your Office 365 account. With the Power BI app,you can view and interact with
Excel and Power View content on any Windows 8 or Windows RT tablet or PC, including Surface. HTML5
support for Power BI Sites allows users to consume Power BI reports virtually anywhere,on any device.
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Section IV: Technical Approach
In today's technology rich environment, state and local governments rely on a multitude of solutions to
provide their constituents with the services necessary to support the public's need for service, safety,
and convenience.Always in pursuit of"best-value"offerings,government IT cannot limit their choices to
a single technology stack,vendor, database,or method of access. Now more than ever,their users have
become consumers of technology in aspects of their daily life and,as such,demand specific capabilities.
While cities such as Sunny Isles Beach have risen to the occasion and adopted the products and services
necessary to modernize their IT infrastructure,they are now confronted with the daunting task of
managing vast quantities of data from many disparate sources. With this data comes the ability realize
additional levels of efficiency,transparency, and predictive analysis like never before. The goal of Aeon
Nexus and our team of solution integrators and data architects, is to implement a reporting and
analytics solution that responds to each of the specific requirements identified by Sunny Isles Beach in a
manner that reduces complexity and maximizes accessibility to information when and where it's
needed. Our technical approach will implement Microsoft Power BI and free Microsoft Office add-ons
with the targeted approach described below.
Data Identification and Consolidation
The City of Sunny Isles Beach has identified a number of reports and dashboards necessary to meet their
current business needs.The mixture of reporting types includes on-demand reports as well as scheduled
reports to be generated and emailed to the appropriate staff. Once a thorough assessment of the
current data sources and relationships has been completed,our team will begin the process of creating
architectural data maps that will become the foundation of all development.The goal of our team will
be to minimize the amount of data management necessary to obtain a "reportable state". While
extraction of datasets from defined sources may need to be implemented in order to report from
specific systems,this type of overhead adds to the maintenance and complexity of the final reporting
solution. With modern business intelligence suites capable of connecting to multiple sources of data
simultaneously, a significant reduction,or even elimination of data preparation efforts and custom
coding can be achieved. Power BI excels in this arena by allowing the reporting engine to maintain
multiple connections to different data sources and identify cross-platform relationships that will be
crucial to the generation of complex dashboards.
Through the intuitive online interface of Power BI, data sources and application gateways will be
configured for each reporting requirement. Image 1 below displays the quick-add data source
configuration panel in Power BI. All major databases and ODBC data sources are currently supported,
and the addition of Power Query allows a user to add data from any query able dataset,web service, or
collection.
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Ill Office 365 Outlook Calendar
Power BI admin center
system health data sources
data sources
♦ Data sources
gateways SQL Server -
NAl Oracle STATUS TYPE
role management
Hide SharePoint Online Document Library
settings Data
Data Power Query
get started
Figure 1 Configuring data sources for current system Gateways
Several reports to be implemented are based on data currently maintained in the Amazon Cloud in
SmartGov.While SmartGov reports can also be configured directly through the SmartGov application,
our team will assess the implemented solution and the web service capabilities of SmartGov to
incorporate its data into Power BI reporting tools. If physical data extraction is necessary, custom data
exports will be configured to eliminate manual processing whenever possible. However,with the rich
service offerings of SmartGov, many reporting requirements can be met through programmatic
interoperability.
Once our team has identified all data sources and configured the connectivity and infrastructure
necessary to unify the data for reporting, report and dashboard creation will commence.
Reports and Dashboards
Specific requirements state that several reports should be generated on a scheduled basis and emailed
out to the appropriate staff.While this can also be accommodated, Power BI offers the unique capability
of providing on-demand dashboards capable of showing data whenever needed. Dashboards and online
reports can be connected to live data or based upon scheduled "refreshes"of involved datasets. Data
dashboards allow for dynamic interaction and recalculations at the click of a button. The image below
displays a dashboard hosted in Power BI that quickly allows the user to display details of the data behind
the charts, or add additional summations or field groupings.
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OPopulation per Category O
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Manual report generation and delivery can and will be facilitated when necessary, however this
particular approach toward delivering information increases maintenance and potential for failure. By
providing the same information in an online,on-demand implementation, users can view the data
whenever they need.Additionally,through the deep multi-source integration of Power BI,they would
also have the ability to generate business intelligence across multiple systems like never before. Below
are some examples of on-demand reports and dashboards that have been created with Power BI.
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Cost MPG
$41.23 21
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174 Glen Street I Glens Falls,NY 12801 T:518.338.1551 F:866.252.1251 aeonnexus.com
Building BI Requirements
The following 7 reporting requirements will be developed using Microsoft Office Power BI plugins and
Power BI online.
1. Permits Issued by Type Auto generate and email on a monthly basis
2. Inspections Issued by Permit Type Auto generate and email on a monthly basis
3. 120 Day Permit Statistics Paola to contact vendor to set up auto generation and email.
4. Plan Review Total by Inspector Paola to contact vendor to modify and report:Summary Level
5. Inspections by Inspector Paola to contact vendor to modify and report:Summary Level
6. Revenue by Permit Type Needs to be created. (Paola)
7. Monthly Bar Chart with Daily Permit Info Needs to be created. (Derrick/Paola)
Power BI tools will be used to create connectivity to all necessary data sources in order to build a
dynamic Building BI dashboard capable of displaying all of this information and generating the necessary
reports.Charts depicting categorical groupings of permits, permit types,and inspectors will display up to
date information, as well as configurable date ranges for limiting the reported data. Reports and
individual record behind the dashboard information can quickly be accessed with a few clicks.The bar
chart displayed in image 3 above allows the user to click on any bar and immediately view the individual
diagnosis records behind the selection.The dynamic map and line graph in the Power BI dashboard in
the image below allows a user to select any number of countries from the column on the left and
immediately view the birth trends over any configurable range of time.Similar implementations will be
configured for each of the reporting requirements for the City of Sunny Isles Beach.
Forecasting Birth Trends in the World
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Inspectors that may not have access to Power BI Online can still benefit from the dynamic capabilities of
the reports and dashboards through shared Excel Documents.Any Power BI Online report or dashboard
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is also available directly through Excel. Users can simply open the appropriate Excel document and view
the same information.
Code B1 Requirements
The following 5 reporting requirements will be developed using Microsoft Office Power BI plugins and
Power BI online, in conjunction with any necessary web service integration or custom data extraction
routines.
1. Code Reports Manually generated and email on a monthly basis to Deputy City Manager. Helena
will provide copy of reports to see if we can create Smart Gov adhoc reports.
2. Licensing; Certificate of Use Reports Manually generated; Helen will provide copy of report to
see if we can create SmartGov adhoc report.
3. Parking Violations Miami Dade Autocite;computer onsite that uploads data from the handheld
to Miami Dade. Will need to see what data is stored in computer.
4. Parking Revenue Reports Intellapay/EMS/Merchant Services in used by Finance to reconcile
cash and credit cards by location.All information is entered into ERP-MCSJ by location via
Journal Entry since each location has a specific GL Account.
5. Other job manual processes or permits-Helena to provide a list of processes or permits to see
the work effort to incorporate into Smart Gov
Our team plans to work closely with SmartGov and the city's IT infrastructure to best configure a
reporting solution to meet the code requirements. Web services available through Smart Gov will be
investigated for potential service based interactions,and ad-hoc reports and exports will be created.
Additional integration with Autocite,and the parking revenue systems will be developed to consolidate
data for proper reporting and dashboard construction. Similar to the approach described above for the
Building BI implementation,the goal will first be to create on-demand dashboards and reports that
increase the flexibility of the reporting solution and eliminate maintenance heavy processes for maintain
report accuracy. Dashboards involving revenue or cash totals, as depicted in the Power BI Financial
Report below, provide additional insight and visualizations that can improve the reporting experience.
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174 Glen Street I Glens Falls,NY 12801 T:518.338.1551 F:866.252.1251 aeonnexus.com
ANNUAL FINANCIAL REPORT
YOUR COMPANY NAME
REVE►W4 5 NET PROFIT INTEREST
S f 8'..1 •.,8.1 S67 -175 S: 78Q••t t t t•
METRIC REPORT YEAR(2014) PREVIOUS YEAR(2013)
REVENUES St80,583.88 5180.025.63
Planning and Zoning 8/Review
The following reporting requirements will be developed using Microsoft Office Power BI plugins and
Power BI online, in conjunction with any necessary web service integration or custom data extraction
routines.
1. Plan Review Total by Inspector Building will provide report on a monthly basis which includes
zoning plans reviews by inspectors.
2. Application Status-Claudia will develop a one page SmartGov ad hoc report to provide a high
level conditions summary.
Our team will develop a Planning and Zoning dashboard that will unite the data sources necessary to
generate Plan Review and Application Status data visualizations. Using Power BI and Power Query in
Excel, all inspector, plan reviews,and application information will be consolidated into a single
dashboard capable of quick traversing the datasets,generating chart groupings, and exporting the data
behind the BI.While reports can be generated, monthly reminder emails may be all that is necessary to
provide a quick link to live Power BI reports.
PW Fleet Management 81 Requirements
The following 3 reporting requirements will be developed using Microsoft Office Power BI plugins and
Power BI online, in conjunction with any necessary web service integration or custom data extraction
routines.
1. Fleet Reports Information is manually entered into excel spreadsheet by Ray Sellars(Fleet
Manager)for PO expense tracking. Ray uses KAIZEN system installed on his computer to track
vehicle information. IT will go to Ray's computer to gather system and spreadsheet information.
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2. PW Reports Manually generated;Work Orders are handled via email to Debra Lima and Leanna
Caminero. Manual tracking of all jobs done by PW. Pending information from PW
3. CIP Reports Helen and Elka work with contractors and use Primavera to track CIP projects
Our team will develop a PW Fleet Management dashboard that will unite the data sources necessary to
generate fleet, PW Report,and CIP data visualizations. Using Power BI and Power Query in Excel, all
information will be consolidated into a single dashboard capable of quickly traversing the datasets,
generating chart groupings,and exporting the data behind the BI. With Power BI's ability to connect to
existing network resources, including Excel documents,several opportunities are available for our team
to fulfill these requirements in a robust and comprehensive manner. Having previously developed Fleet
Management solutions for state and local governments, our team of developers will leverage this
experience to fulfill these requirements.
Single Technology Solution
The development team assigned to this implementation will work to minimize the technologies used to
meet requirements. By emphasizing configuration over customization, and working within familiar
Microsoft technologies, including Power BI, Power Query, Excel, Power Map, and the .Net framework,
the delivered solution will be intuitive, maintainable,and scalable for many years to come.When
custom development is required,we will work to ensure the delivered solution provides the desired
functionality in an efficient manner, and within the guidelines set by the involved products and Sunny
Isles Beach IT.
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Section V: Resources
Our team is composed of some of the best consultants and IT professionals in the industry. Our vast and
diverse experience in consulting and IT services sets us apart from the competition. With experience in
both the public and private sectors, our team is able to develop the right business requirements and
project scope to drive the most value. Additionally,we are able to accommodate on-site and off-site
work as determined by specific tasks.
For this engagement we are proposing a single MS Power BI specialist working full-time or part-time
hours as determined by specific tasks.Aeon Nexus will invest three additional resources to ensure the
overall health of the project. These resources will include an engagement manager, project manager
and a Microsoft subject matter expert. All resources proposed for this project are full-time employees
of Aeon Nexus. We will not be utilizing third-party contractors.
Key Roles
The following list is a sampling of roles and their respective responsibilities that will be available for
the length of this contract:
MS Power BI Specialist
This Principal Consultant brings to the team a background in enterprise system development
drawing on a wealth of experience from numerous sectors and technology platforms. Their focus
will be the creation of the technical strategy and system design required to support the functional
and technical requirements developed. Additionally,this resource has specialized experience in
setting up similar Microsoft Power BI Infrastructures.This person will be responsible for reviewing
the Infrastructure and provide recommendations on best practices.This Consultant will also play a
large role in training administrators and users.
Certifications
Our team members and resources hold the following certifications:
Dynamics CRM
• Dynamics CRM 2011/2013 Customization and Configuration
• Dynamics CRM 2011/2013 Installation and Deployment
• Dynamics CRM 2011/2013 Applications
• Dynamics CRM 4.0
SharePoint
• SharePoint 2010 Configuration
• SharePoint 2010 Application Development
• SharePoint Developer 2010
• SharePoint Administrator 2010
Additional MS Certifications
• Microsoft.NET Framework 2.0—Application Development Foundation
• SQL Server 2005—Implementation and Maintenance
• Microsoft Data Management Solutions, SOA and Business Process, Business Intelligence
Platform,and Power Business Intelligence.
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Key Account Professionals
To ensure that all project are delivered on-time,on-budget, and with superior customer service,we
utilize our in-house team of key account professionals. For this project,we have enlisted key team
members who specialize in all of our offered Microsoft products.
Brett Cocking, Managing Director—Aeon Nexus Corporation
Mr. Cocking has over 15 years of solutions delivery experience in the public and private sectors. He is a
seasoned professional who has worked with Fortune 100 corporations and leading government
organizations.As Managing Director for Aeon Nexus, Mr. Cocking is responsible for the overall success
of all projects with oversight into client requirements and the solutions Aeon Nexus delivers for its
clients.
Brian Duncan, Managing Director,Solutions-Aeon Nexus Corporation
Brian Duncan has spent the last twelve years earning recognition as a leading IT expert specializing in
state and federal human services programs. Having led the early development of Microsoft technologies
in the NYS Office for Temporary and Disability Assistance, Brian directed the development of five of the
agencies largest internet IT solutions. From the success of these efforts, Brian moved on to fill an
advisory role to IT management as an expert in web application architecture,software evaluation and
POC.Working with a select group of consultants and state administrators, Brian authored the agency's
SSDLC and was invited to be guest speaker at the New York State Forum for project management. Mr.
Duncan is a graduate of the State University of New York and currently holds multiple Microsoft
Certifications. Mr. Duncan would be acting as Subject Matter Expert for this engagement.
Kiley Wittig, Engagement Manager-Aeon Nexus Corporation
With extensive experience over seven years in technology and account management, Ms. Wittig excels
at analyzing complex issues, creating successful client and partner relationships, and developing and
motivating teams and individuals all with an overarching goal of delivering value-add business solutions.
Ms. Wittig's recent emphasis is on helping organizations design and implement solutions utilizing the
Microsoft Dynamics CRM Cloud-Based Platform. Ms.Wittig is a graduate of the State University of New
York and is currently pursuing certifications in Microsoft Dynamics CRM. Ms.Wittig would act as
Engagement Manager for this engagement and holds a similar role on all Microsoft engagements at
Aeon Nexus.
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Section VI: Project Cost
Aeon Nexus Corporation offers to fulfill known requirements by providing consultation,development,
and training to the City of Sunny Isles Beach. It is our intent to provide a robust solution that targets all
the data needs of the City by configuring Microsoft Power BI for Office 365. Aeon Nexus is ready and
able to commence work immediately upon award.
Implementation Cost
Aeon Nexus is providing a time and materials cost based on a single resource to assist with the proposed
solution.
Discounted
Item Details Hours GSA Hourly Resource Cost Total Cost
Rate
0001
Microsoft Power BI Specialist 388 $154.50/hr $59,946.00 $59,946.00
hours
TOTAL $59,946.00
Aeon Nexus GSA Schedule 70 Rates
We have further discounted our GSA Schedule 70 resource rates to offer the City of Sunny Isles Beach
completive pricing and best value.
Proposed Proposed Hourly
Products/Services GSA Category Hours GSA Rate* Total Rate
Rate* Total
Discount
Microsoft Power BI Consultant- 388 $225 $87,300.00 $154.50 $59,946.00 20%+
Specialist Senior
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License Cost
Microsoft Power BI pricing and acquisition should be obtained through SHI's State of Florida's enterprise
agreement.This will ensure the City of Sunny Isles Beach receives all appropriate and qualifying
discounts.The City of Sunny Isles Beach's SHI Representative is Tom Naelon:Thomas_Naelon @SHl.com.
Addendum one of this proposal includes a quote from SHI and represents 18 months of service to
coincide with the City's current Microsoft enrollment(s).
The below licensing price is for the Office 365 G3 and Power BI add-on.
Item Details #of License Cost Total Cost
Licenses Per User
0001
Office 365 Plan G3 Per User- 18 Months 10 $307.59 $3,075.90
10 users/18 month
0002
Power BI license—add on to G3- 18 Months 10 $441.33 $4,413.30
10 users/18 month
TOTAL $7,489.20
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Section VII: Appendices
SHI Quote
Microsoft Power BI Brochure
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Pricing Proposal
Quotation#: 8951441
Created On: Dec-12-2014
Valid Until: Jan-11-2015
City of Sunny Isles Beach FL Account Executive
Derrick Arias Thomas Naelon
Phone:(305)792-1709 18069 SW 152nd Ave.
Fax: Miami,FL 33187
Email: darias @sibfl.net Phone:305-971-5266
Fax: 305-971-5283
Email: thomas_naelon @shi.com
All Prices are in US Dollar(USD)
Product Qty Your Price Total
1 Office 365 Plan G3 Per User-18 Months 10 $307.59 $3,075.90
Microsoft-Part#:
Note:Microsoft Government Community Cloud Amendment is required in order to
purchase.
2 Power BI Add-On to 0365 G3 Per User-18 Months 10 $441.33 $4,413.30
Microsoft-Part#:
Total $7,489.20
Additional Comments
State of Florida Contract 252-001-09-1
The Products offered under this proposal are subject to the SHI Return Policy posted at www.shi.com/returnpolicv, unless there is
an existing agreement between SHI and the Customer.
AEON NEXUS
Requirements to results.
THE CITY OF SUNNY ISLES BEACH
Microsoft Dynamics CRM Services
Fleet Management System &Public Works Workforce Management Application (Optional)
SOW
Submitted to:
City of Sunny Isles Beach
10870 Collins Avenue
Sunny Isles Beach, FL 33160
Submitted: March 19,2015
Submitted by:
Aeon Nexus Corporation
Brett Cocking, Managing Director
174 Glen Street
Glens Falls, NY 12801
954.806.1739
brettcocking @aeonnexus.com
NYS Certified Minority Business Enterprise
U.S.SBA Small Disadvantage Business
Federal Tax ID: 54-1983534
DUNS ID: 109396627
Table of Contents
Section I: Vendor Qualification 3
1.1 Executive Summary 3
1.2 Key Resources 3
1.3 Certifications 4
1.4 Key Account Team 5
1.5 Past Performance 5
Section II: Microsoft Dynamics CRM 8
2.1 Microsoft Dynamics CRM Online (CRMOL) 8
2.2 Adxstudio Portals 10
Section III: Fleet Management Application 11
3.1 Situation 11
3.2 Approach 11
3.3 Project Plan 13
Section IV: Public Works Workforce Management Application 14
4.1 Situation 14
4.2 Approach 14
4.3 Project Plan 16
Section V: Cost Proposal 17
5.1 Total Cost Fleet Management Application 17
Section VI: Optional Items: Public Works and Associated Add-ons 18
6.1 Asset Association Functionality 18
6.2 Asset Management Module 18
6.3 BI Dashboard Extension 18
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Section I: Vendor Qualification
1.1 Executive Summary
Aeon Nexus Corporation is a GSA Schedule 70 holder, certified minority-owned and small disadvantaged
business,experienced in providing public and private sector clients with superior software solutions.
Our expertise in IT consulting and customer service has made Aeon Nexus a valuable asset to our clients
in the commercial and federal sectors since 2000. Originally headquartered in Washington, D.C., Aeon
Nexus Corporation relocated its headquarters to Glens Falls, NY, an approved Empire Zone location, in
early 2010. With the revitalization of an 8,000 square foot facility,we are proud to call the Empire State
our home.
As a premiere integrator of IT solutions,we pride ourselves on being able to solve our clients' most
challenging problems, regardless of the specific platform. Our in-depth understanding of multiple
applications and technologies uniquely positions us to deliver exceptional results,specifically in
circumstances where the deployed solution requires integration with multiple IT systems, databases,
and infrastructure (e.g. on premise or cloud). Our goal is to identify and deliver the solution that best
meets our clients' needs. Our extensive experience with both the private and public sectors provides us
with a unique perspective for translating best practices (regardless of their origin)so that they can be
incorporated and successful under the realities,opportunities, and constraints of the government
environment. Having successfully delivered on assignments at all levels of government including
international,federal,state, and local,we have the ability to scale and drive success for public sector
clients of all sizes.
Aeon Nexus is formally part of Microsoft's Partner Program under its National Solutions Integrator(NSI)
business segment. As a managed partner, Microsoft commits management resources,training, and
capital in support of our partnership. Additionally, we are part of Microsoft's Supplier Diversity
Program. Aeon Nexus is a Microsoft Partner in CRM, Mid-Market Solutions, and Portals &Collaboration.
Our most recent Microsoft projects have focused on Microsoft Dynamics CRM and SharePoint. In 2013,
Aeon Nexus was initiated into the President's Club that signified Microsoft Partners whose revenue
represented the top 5%.
By combining our technical knowledge,consulting experience and partner network Aeon Nexus easily
differentiates our solutions from competitors. Our partnerships with Microsoft, Oracle, Office Depot,
and Dell give us a large breath of knowledge. Our team's best-in-class resources and leading customer
service enables us to deliver above and beyond our customers' expectations for less.
1.2 Key Resources
Our team is composed of some of the best consultants and IT professionals in the industry. Our
vast and diverse experience in consulting and IT services sets us apart from the competition. With
experience in both the public and private sectors,our team is able to develop the right business
requirements and project scope that will drive the most value. All of our consultants are able to legally
work in the United States. Additionally,we will be able to accommodate on-site and off-site work as
determined by specific tasks.
The following list is a sampling of roles, and their respective responsibilities,that will be available for
the length of this contract:
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Project Manager
The project manager is responsible for overall project health, timelines, and communication
between project team members and the customer. Project Managers communicate all risks,
milestones, and status on a weekly basis using a formal status report and weekly status
meetings with client and team members.Additionally, our proposed project manager is well
versed in all Microsoft products, MS CRM, SharePoint, SQL, and data migration.
Senior CRM/.Net Consultant
The Principal CRM Consultant brings to the team a background in enterprise system development
drawing on a wealth of experience from numerous sectors and technology platforms. Their focus
will be the creation of the technical strategy and system design required to support the functional
and technical requirements developed. Additionally,this resource has experience in setting up
similar CRM Infrastructures. This person will be responsible for reviewing the CRM Infrastructure
and provide recommendations on best practices.The CRM Consultant will also play a large role in
training administrators and users.
CRM/.NET Developer
The Developer for this engagement will have significant experience and knowledge of the CRM
platform. The Developer assigned to the project is responsible for the implementation of the
functional requirements and setting up the sites and artifacts needed to deliver those
requirements. The consultant is also able to develop custom web parts, workflows,
themes/branding, and customization of the CRM environment.Additionally,the Developer is well-
versed in all Microsoft Products,SQL, and Data Migration.The programmer will be responsible for
testing and providing successful system functionality.
1.3 Certifications
Our team members and resources hold the following certifications:
Dynamics CRM
• Dynamics CRM 2011/2013 Customization and Configuration
• Dynamics CRM 2011/2013 Installation and Deployment
• Dynamics CRM 2011/2013 Applications
• Dynamics CRM 4.0
SharePoint
• SharePoint 2010 Configuration
• SharePoint 2010 Application Development
• SharePoint Developer 2010
• SharePoint Administrator 2010
Additional MS Certifications
• Microsoft.NET Framework 2.0—Application Development Foundation
• SQL Server 2005—Implementation and Maintenance
• Microsoft Data Management Solutions,SOA and Business Process,Business Intelligence
Platform,and Business Intelligence.
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1.4 Key Account Team
To ensure that all project are delivered on-time,on-budget, and with superior customer service,we
utilize our in-house team of key account professionals. For this project,we have enlisted key team
members who specialize in all of our offered Microsoft products.
Brett Cocking,Managing Director—Aeon Nexus Corporation
Mr. Cocking is a seasoned professional with over 15 years of solutions experience in the public and
private sectors for Microsoft, IBM and a wide range of start-ups in both the United States and abroad.
As Managing Director for Aeon Nexus, Mr. Cocking is responsible for the overall success of all projects
with oversight into client requirements and the solutions Aeon Nexus delivers for its clients.
Brian Duncan, Managing Director,Solutions-Aeon Nexus Corporation
Brian Duncan has spent the last twelve years earning recognition as a leading IT expert specializing in
state and federal human services programs. Having led the early development of Microsoft technologies
in the NYS Office for Temporary and Disability Assistance, Brian directed the development of five of the
agencies largest internet IT solutions. From the success of these efforts, Brian moved on to fill an
advisory role to IT management as an expert in web application architecture,software evaluation and
POC. Working with a select group of consultants and state administrators, Brian authored the agency's
SSDLC and was invited to be guest speaker at the New York State Forum for project management. Mr.
Duncan is a graduate of the State University of New York and currently holds multiple Microsoft
Certifications. Mr. Duncan will be acting as Subject Matter Expert for this engagement.
1.5 Past Performance
Aeon Nexus Corporation is excited to showcase our skill-set in today's competitive market and is rapidly
completing the necessary requirements for multiple competencies and certifications. During this
process,we have distinguished ourselves as talented Microsoft solution providers,developers,and
integrators. We have implemented Microsoft products at several public sector clients including NYC
Office of Management and Budget, NYSERDA, New York State Office of Children and Family Services,
New York State Office of General Services and several Counties. We have provided Microsoft services to
the private and public sector including several federal government clients such as the Department of
Treasury and the Internal Revenue Service. Primarily,Aeon Nexus is focused on Dynamics CRM Online
2015 and SharePoint 2013.We have a dedicated pool of full-time resources that are continually
pursuing the most updated certifications and education.
Most recently,Aeon Nexus has developed a Fleet Management Solution for the County of Albany in
New York State.Their previous method of tracking all fleet activities was a tedious paper process. Our
solution built on Dynamics CRM, allows users to track individual fleet vehicles and all associated
mileage,fuel, maintenance, and repair costs in an intuitive online system.Our team of experts were able
to easily import all previous data into the new system by using the import wizard. Our developers
configured several automated workflows to facilitate quick and easy association of individual pieces of
information with the proper fleet vehicles.The system is able to generate all existing reports
automatically,while also allowing management staff to quickly identify new trends and potentially
fraudulent activities. Due to the intuitive nature of the Microsoft Dynamics platform, user adoption was
quick and their fleet is now being managed more efficiently.
Currently,Aeon Nexus is engaged at the NYC Office of Management and Budget (OMB) building a Grant
Management System utilizing Microsoft Dynamics CRM.The Community Development Block Grant
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system is a cloud based Dynamics CRM 2015 Online solution designed to track data communication
between multiple disparate NYC and federal systems. Our resources are working with OMB to analyze
business requirements and define scope, as known requirements are quickly added into the system
through a rapid release iteration cycle that focuses on getting users in front of the system.The final
solution will track funding and activity information related to Super Storm Sandy relief fund grants by
incorporating an extensive list of workflows and business rules into a custom designed entity model.
Prior to our delivery to OMB,Aeon Nexus engaged with the Mayor's Office of Housing Recovery
Operations (HRO) in NYC. Our team developed a Grant Management System to support end-to-end case
management for homeowners applying for the Community Block Development Grant (CBDG)to rebuild
and restore their homes in the wake of Hurricane Sandy. Microsoft Dynamics CRM 2011 is the primary
platform for this case management system,which is hosted in the Microsoft Azure cloud. Microsoft
SharePoint 2013 provides document management capabilities for the system. The system has a public-
facing portal, as well as an interface with the City's back-end systems. This solution manages the
registration and intake of applications through the City's 311 system, reviews the eligibility of the
applications, assists in the damage assessment and work order workflows, provides information for the
environmental and historic review processes and assists in the referral and preliminary repair
information for Phase II.
Relative to this procurement, Aeon Nexus designed,developed,and delivered a Microsoft CRM
emergency management portal and 311 System for Albany County, NY.This CRM implementation soon
grew to incorporate a number of additional applications used to support county activities, all developed
with the support and guidance of Aeon Nexus.Additional modules provided grant management
capabilities for tracking expenditures across Homeland Security Grants,Vehicle Fleet Management, and
Veteran Affairs cost allocation.This CRM implementation leveraged existing on-site LDAP directories to
quickly integrate existing user account management models into the CRM solution and quickly get the
users working in the system.Aeon Nexus utilized Adxstudio portals to provide visible access to county
constituents through Internet facing portals allowing the public to access emergency information, report
311 incidents, and receive important preparedness and recovery information.The system implements a
series of internal workflows to properly triage 311 complaints and emergency event information,and
disseminate the proper information to all appropriate channels.Twitter feeds and email tracking help
provide additional avenues of communication management and deep integration with BING maps
allows county staff to properly identify and tad important emergency mange sites, including shelters and
road closings. Internal staff have access to details reports and dashboard to properly extract and present
vital spend allocation information across several levels of funding from county funds and earned grants.
Additional Microsoft Experience
Aeon Nexus recently delivered a SharePoint and MS CRM solution at New York State Office of General
Services (OGS) where we designed and implemented an innovative web portal for their Hourly-Based
IT Services contract. This contact was awarded to twenty-five vendors and all Executive Agencies in
NYS are required to use these vendors for HBITS work. OGS required a system and solution that could
facilitate the bidding and awarding process. Our solution utilized their existing SharePoint 2010
environment and licenses, including Office 365 accounts and profiles. Our full cycle solution included
business and technical requirements documents,wireframes describing the applications functionality,
composites illustrating the applications look and feel, custom SharePoint 2010 Solution, deployment
to Test the Production environment, solution documentation,training, and post-production support.
Our custom SharePoint 2010 solution included allowing access by user roles(Administrator, OGS,
Contactors, Executive Agency Users, and Non-Executive Agency Users), allows users to create Task
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Orders, built in workflow to manage Task Order lifecycle,allows contractors to submit Candidate
Response Forms in response to Task Orders, manages Contractor Candidate availability, and allows
Task Order Creator to submit preliminary technical feedback and interview feedback forms evaluating
Candidate Responses. Workflows were designed to automatically notify OGS staff of communications
and progress regarding candidates. Our resources have worked efficiently and effectively to keep this
project on time and on budget. With the success of completing our first Phase with NYS OGS we will
be continuing with Phase II to include Dynamics CRM. NYS OGS was extremely happy with our
commitment and support that they purchased an extended support contract to supplement their own
staff.
Aeon Nexus was first engaged with the NYS Office of Children and Family Services (OCFS)in 2012.
Aeon Nexus recently completed an OCFS project that involved the development of the Incident
Reporting Information System (IRIS). IRIS was written in Dynamics CRM and utilizes a combination of
supported customizations and code, including SharePoint customizations,to provide functionality
consistent with IRIS' requirements. The Phase 1 implementation consisted of implementing the basic
information to track Investigations, disciplinary actions,grievances and improper actions.Through this
solution,the Special Investigations Unit and Labor Relations Unit have the ability to create, update
and report on their cases. Also enabled by this solution,the Division of Juvenile Justice and
Opportunities for Youth (DJJOY)Operations resources have the ability to update limited information in
the system. Additionally, DJJOY Facilities will also the ability to view specific information pertaining to
investigations and Labor Relations Cases involving their own facilities. In leading the development of
this solution,Aeon Nexus resources performed a review and analysis of requirements to provide
guidance on the development of a project schedule for delivery, as well as, managing the
development and testing of customizations required to support IRIS. Aeon Nexus worked very closely
with the OCFS team to ensure that this project was a success.
Aeon Nexus provided MS CRM expertise to New York State Energy Research and Development
Authority(NYSERDA). NYSERDA identified a need for a Customer Relationship Management(CRM)
system to better organize and analyze its customer data. Aeon Nexus helped implement a MS CRM
Online pilot for approximately 50 NYSERDA staff. Additionally we installed the Outlook desktop client
allowing users to work from within Outlook. The major functions that we implemented within MS
CRM included core functionality, marketing,sales, customer service, and additional features. Our
implementation was divided into five phases to include: Define, Design, Build &Test, Deploy, and
Ongoing Project Management. Progress was detailed in a monthly status report detailing project
activity, accomplishments,and schedules.
Aeon Nexus Corporation also has extensive Microsoft experience in the Federal space. One of our
largest projects to date was a 10-year contract with the U.S. Department of Treasury. Our team
implemented the solution for the Cash Management Improvement Act System of 1990(deployed in
1997 and maintained through 2011).The CMIA System (CMIAS) was designed to automate the
administrative and reporting functions of the CMIA Program.The home-grown system is built on
Microsoft Technology leveraging SQL Server as the back end database, Microsoft IIS as the web server,
visual basic script, asp.net,JavaScript and is completely maintained in visual studio. Our experience, as
demonstrated from the CMIAS work,enables our team to successfully extract, share, and utilize data
from disparate source systems,whether from Oracle, PeopleSoft, Microsoft or other legacy systems.
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Section 0: Microsoft Dynamics CRM
The requirements to address the current needs of Sunny Isles Beach offer unique challenges to any
potential solution provider. While there are compelling reasons to choose a fully customized solution
effort based upon Microsoft Net technologies, several of the specified requirements would have
demanded additional efforts that prevented a custom approach from achieving best value.Aeon Nexus
is in the unique position of having architected several custom enterprise class solutions in local,state,
and federal government agencies and understands the benefits and pitfalls of such efforts. Our team has
also recently achieved national recognition for our work with Microsoft Dynamics CRM,a platform
perfectly suited for rapidly bringing solutions such as those required by the city of Sunny Isles Beach,to
market.This offered our business team and technical architects a wide range of options to choose from
when constructing a comprehensive solution that would be most capable of achieving the desired
outcomes and guaranteeing success.After thoroughly analyzing all technological requirements,time
constraints,and human factors, our team has architected the most technically sound solution based
upon:
2.1 Microsoft Dynamics CRM Online(CRMOL)
Microsoft Dynamics CRM Online(CRMOL) is our chosen platform for this initiative. CRMOL is a cloud
based solution hosted in Microsoft datacenters. CRM provides fourth generation development
capabilities through a web browser interface that allow complete application development and
customization. Screen design, database entity construction, user management,workflow and business
process creation are all handled without requiring custom development languages or development
tools.
Microsoft Dynamics CRM Online offers the most technologically compliant solution that meets or
exceeds all requirements set forth the in the RFP. Microsoft Dynamics CRM Online and the proposed
solution offer:
Cloud based or on premise deployment. Cloud based deployment is available through Microsoft CRM
Online with 24x7 availability and support, including high availability(HA) and disaster recovery(DR)as
standard offerings. Furthering the compliance of Dynamics CRM is its ability to be taken out of the cloud
and implemented in an on premise environment should the client find it necessary.
Minimum diversity of technologies. Microsoft Dynamics CRM is built on the Microsoft Net platform
and therefore integrates seamlessly with any type of.Net customization or agency built .Net assemblies.
This solution eliminates all diversity in the technologies used to construct the application and falls 100%
under the Microsoft stack of technologies.This becomes even more important when considering the
extent to which the city,along with other state and city agencies, bureaus, and offices utilize Windows
desktops and the Microsoft Office suite for business communication. Integration with MS Office tools
such as Excel,Word, and Outlook are more thoroughly integrated with other MS platforms such as
Dynamics CRM. Dynamics CRM also utilizes SQL Server, making integration with SharePoint, SQL
Business Intelligence, and other reporting technologies consistent within the MS stack.
Full integration with Microsoft Outlook. As mentioned above, Dynamics CRM integrates seamlessly
with the MS Office suite of tools including Outlook. Specifically, Dynamics CRM offers users of Outlook a
free CRM plugin that thoroughly integrates authenticated user profiles with CRM.This provides
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powerful out of the box capabilities not readily achieved with competing solutions, even those involving
extensive customization. Dynamics CRM's Outlook integration allows:
Contact lists to be automatically integrated for communication and advanced mail merges. Users can
attach and send documentation directly through the Outlook client, including generated CRM forms and
reports.
Extensive email tracking that proactively groups responses from individual cases and allows for
workflow integration to create alerts,generate records, or associate communications with case data
Full system data entry capabilities directly through Outlook. Users of Outlook have the unique ability to
view Dynamics CRM interfaces directly in the Outlook client instead of accessing the web application
through a browser.This is convenient for department staff who communicate daily using Outlook and
who would then have the ability to work in Outlook without switching in and out of applications.This
also provides solution exclusive offline capabilities.
Offline access that gives system users the unique ability to work within the solution even when internet
access is unavailable or the servers cannot be reached. Upon reconnecting,an automated
synchronization process updates the online system of record and alerts the user to any issues that may
be present with the data should conflicts have occurred since their last connected session.
Full calendar and scheduling integration. Available to any Dynamics CRM implementation is the ability to
manage calendars and schedules to alert users to scheduling conflicts and provide easy access to
availability data.
An enterprise approach to data that supports flexibility. Dynamics CRM is an enterprise class platform
designed and maintained by Microsoft. By utilizing fourth generation development capabilities, CRM
developers are able to dynamically create a robust data architecture that is extensible and easily
managed. Common functions and routines are able to be serviced out and shared to reduce redundancy
without any additional developer effort.
A common data model that is expandable and easily customized. While Dynamics CRM allows for
continued expansion of the organizational need for additional technical solutions,through its
integration and reliance upon SQL Server,a single system of record is maintained and presented to
customizers and admins in an easily understood format. Best practices are implemented and enforced
throughout the automated creation of the supporting data structures resulting in a compliant data
structure with common, program-independent identification of key reference data and a "single version
of the truth".
A tiered architecture capable of being implemented across a variety of data center environments.
User interface implementations are separate from business rule and database interaction making CRM
compliant with all governing agency architecture requirements for data security and data center
deployment. Business processes in Dynamics CRM are made available across lines of business through
exposed secure web services;CRM's extensibility and scalability have been well documented.
Persistent data storage with SQL Server. Microsoft Dynamics CRM is designed to function with SQL
Server and integrate with SQL Business Intelligence,SQL Service Reporting Services (SSRS), and Excel
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Services to facilitate reporting functions and house entity structures, data, configuration information,
and supporting database components.
A highly modular and flexible software environment leveraging software architectures such as n-
tiered Service Oriented Architecture. Microsoft Dynamics CRM, is designed to fulfill all requirements of
an n-tier architecture including not only the possibility of distinct physical separation of layers in
deployment, but the separation of architectural tiers.
An architecture that supports web services that adhere to key industry standards, such as SOAP,XML,
UDDI,SAML 2.0 and WSDL -.Through extensive application of web services, SOAP endpoints,and XML
data configurations and export capabilities,CRM leverages all major industry standards to ease the
implementation of secure data, process sharing, and exposure.
System custom components that are built using .NET. Microsoft Dynamics CRM is built on the
Microsoft.Net framework and is therefore specifically designed to allow for all custom assemblies and
components to be built using any.Net language in Visual Studio—should custom development be
desired for future system enhancements.
System components that fit architectural framework best practices as defined by the IT standards.
Separation of concerns. UI, business rules, and database interaction are distinctly separated both
physically and logically.
Built on MS.Net platform,an accepted technology implemented throughout local,state, and federal
government datacenters.
Utilizes an enterprise level software architecture,security model,and database management system.
Provides high availability(HA)and disaster recovery(DR).
Business process management and workflow technologies. The overall options for automating business
processes continue to evolve in Microsoft Dynamics CRM 2015 and include fully integrated workflow
technology, dialogs, plugins, and deep service integration.
Full integration with Power BI for powerful business intelligence and dashboard creation. Full dynamic
integration between Dynamics CRM and Power BI provide business users with the information they
need,when they need it, and in the form that provides greatest value.
2.2 Adxstudio Portals
Adxstudio Portals enhance Dynamics CRM Online by providing an interactive web engagement platform
complete with dynamic design features and starter portals to get the public facing implementation off
the ground quickly and eliminate the need to purchase licensing for each potential applicant. It includes
pre-configured portals for community,government, retail, partner channel,conference,and corporate
applications.Adxstudio Portals will leverage network authentication services to expose Dynamics CRM
forms and screens to many of the anticipated users (applicants)with only a single additional CRM
license.This greatly reduces monthly licensing fees and support costs and additionally provides a
powerful content management system.
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Section III: Fleet Management Application
3.1 Situation
The City of Sunny Isles Beach maintains an extensive fleet of vehicles required by city employees and
agencies to properly conduct business and provide services to their community.The city employs a
number of staff to oversee the management and servicing of city vehicles to ensure that vehicles are
properly allocated and maintained,and that all usage and expenses are properly accounted for with
proper documentation. Throughout the year,several reports are generated to properly track the
individual expenditures of the vehicles in the fleet and identify any specific areas of concern,including
aging unreliable vehicle identification and misuse.
Currently, documentation involving vehicle information, purchase price, mileage logs,fuel card charges,
and general maintenance and repair is handled through an existing system that is cumbersome and
lacks reporting functionality.Aeon Nexus is recommending Dynamics CRM Online 2015 as the best
platform for quickly constructing a citywide fleet management application to replace their current
system.The new system will allow users to track individual fleet vehicles and all associated mileage,
fuel, maintenance,and repair costs in an intuitive online system. Data will be quickly entered into the
system based upon how users are most capable of receiving data and with work flows that facilitate
quick and easy association of individual pieces of information with the proper fleet vehicle.The system
will then be able to generate all existing reports automatically,while also allowing management staff to
quickly identify new trends and potentially fraudulent activities.
In an effort to enhance knowledge transfer, our team will work to build the system in a classroom
environment with actual user participation leading the design.The solution will exemplify the RAD
capabilities of the Dynamics CRM platform and looks to deliver a completed solution,and well-trained
city staff, in a short term engagement
3.2 Approach
As with any technical engagement, a methodical approach to addressing the City of Sunny Isles Beach's
needs is still necessary. Our team works a proven method to ensure that our solution and its
implementation address the requirements of all stakeholders,thoroughly trains staff and transfers
system knowledge to key individuals, and supports the ongoing effort to ensure the availability and
reliability of the fleet management system.
Our team will follow the four-phased approach below in order to execute this engagement:
Discovery Development Implementation Go Live
Figure 1—Proposed Engagement Approach
Phase I—Discovery&Knowledge Session
Our team will work closely with the city to elicit, identify, and document business requirements and
functional requirements for this solution. During this phase, our team will meet with key stakeholders
to ensure the resulting solution meets the needs of department staff and IT professionals. In addition to
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the specific requirements, our team will seek to understand and document the workflows that must be
in place to ensure successful execution, both within the software solution and also at the point where
staff or their designees take over to execute their part of the process.
The Discovery Phase will result in two primary deliverables. The first deliverable will be the Business
Requirements Document(BRD),which memorializes what business processes must be executed by the
solution and how the new,technology-enabled workflows will be performed. The second deliverable
will be the Functional Requirements Document (FRD),which memorializes how the business
requirements will be met in the solution.
Phase 2—Development
Leveraging the deliverables from the prior phase, our team will design a development plan for the
solution and perform the necessary customizations and configurations to the Dynamics CRM solution in
order to ensure that the necessary business and functional requirements are successfully met. During
this process,the engagement's project plan will be more clearly defined, based upon a better
understanding of the specific requirements. Specific milestones and implementation timelines will also
be clarified.
The Development Phase results in two key deliverables. The first deliverable is a refined development
plan that articulates what and how development will occur over the course of this specific phase. The
second deliverable is the application itself, in a development environment,with the requisite
customizations and configurations in place. Because the solution that is being delivered is currently
based upon an existing Fleet Management solution,the normal development phase will be significantly
compressed to focus on only those requirements specific to Sunny Isles Beach,or currently unavailable
in the existing solution.
Phase 3—Implementation
Leveraging the deliverables from the prior phase,our team will work with the department to implement
the solution and ensure that it is functioning appropriately in a production environment. Our team will
work to help ensure appropriate communication is provided to the users of the new solution.
The Implementation Phase will have two key deliverables. The first deliverable will be the solution
delivered in a production environment. The second deliverable will be as needed communications and
change management consulting in support of the department's new solution. This includes a transition
and parallel plan for converting over to the new solution and mirroring all work for a defined period of
time in the existing solution.
Phase 4—Testing& Training
Our team will work with the department to develop and execute a Training Plan and will provide training
and knowledge transfer to ensure that the staff understands how to administer, maintain, and support
the application.
In support of the successful implementation of the system,our team will support an onsite training with
at least 10 participants on full system functionality,to include end-user and application administration;
and two web-based training sessions with up to 20 participants each on end-user system functionality.
Training can be accommodated at any phase during the project but we recommend a mix of training
during the implementation phase and after the testing phase.The onsite training session will fully
acclimate and prepare the city with the skills and abilities to setup,configure,test, and support the
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system to meet the requirements set-fourth in this engagement. The participants will be involved in real
world lab-based scenarios to mirror normal daily responsibilities. The participants will perform their
work roles within the context of the implemented solution,to help ensure the successful execution of
required common and important tasks.
3.3 Project Plan
Aeon Nexus will work with the City of Sunny Isles Beach's project team on a detailed project schedule,
which outlines start and a completion dates, and sequencing for tasks and milestones. The plan will be
developed with considerations of risks and staff availability. Upon finalization,the project team will
execute the schedule agreed upon.
The following table displays the anticipated schedule for this project:
Kick-Off Meeting During this kick-off meeting,the City of Sunny Isles Beach and Aeon
Nexus team members will meet to:
• Provide team member introductions
• Establish key service point-of-contacts,and processes
• Comprehensive review of the Statement of Work and
development of a project plan/schedule
Discovery The Aeon Nexus team will design and configure the solution.
Development The Aeon Nexus team will configure the system to meet the City's
Fleet Management requirements.
Implementation The Aeon Nexus team will execute the development work and
begin implementing the systems workflows, database integrations,
in import of any data. Unit and functional testing will also be
executed.
User Acceptance The city will develop and execute a User Acceptance Test plan with
Testing city testers. Aeon Nexus will provide guidance throughout testing.
Technical Training Aeon Nexus will provide technical training for city IT staff and key
stakeholders to use, maintain, and support the solutions after go-
live.
Go-Live Solution configuration completed,tested,fully implemented and
operational. IT staff and key stakeholders trained and project sign-
off obtained.
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Section IV: Public Works Workforce Management Application
4.1 Situation
The Public Works Department provides prompt service to the residents of the City of Sunny Isles Beach
in the areas of construction,fleet maintenance, street maintenance, including storm water maintenance
services within the City's rights of way,facilities maintenance, and engineering. These services seek to
enhance the high quality of life for the City's residents, businesses and visitors by providing well
planned,environmentally sensitive,cost effective methods to promote public health, personal safety,
transportation,economic growth and civic vitality.
To enhance the service center experience and to provide the city with a quick and efficient way to track
and manage all work orders, Aeon Nexus will be configuring an additional application on the City's
Dynamics CRM Online platform. Our service center framework will help the City streamline all processes
providing users with fast and efficient way to manage service citizen requests, provide information,
manage back office processing, and utilize resources efficiently.
Our service center solution addresses the critical need to improve service delivery and efficiency and
reduce costs for the City. Key features will include:
• Service intake, routing, and workflow
• Common and easily extensible service requests forms
• Agent-oriented call scripts integrated with the back office processes
• Interactive management dashboards and reports
• Multi-access channels, including views accessible to all web-enabled devices
Our team will focus on automating request routing and reporting by assigning and tracking service
requests through established workflows. By streamlining the process of reporting and inputting issues,
as well as the communication and updates on tasks,the City's administration will free up valuable time
to focus on issue resolution rather than managing issue intake. In addition, our solution will increase
citizen satisfaction by allowing the City to provide better communication for their citizen requests.
4.2 Approach
Our team will take a similar approach for the Public Works Workforce Management system as stated in
section 2.2.
Our team will follow the four-phased approach below in order to execute this engagement:
Discovery Development Implementation Go Live
Figure 1—Proposed Engagement Approach
Phase 1—Discovery&Knowledge Session
Our team will work closely with the city to elicit, identify, and document business requirements and
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functional requirements for this solution. During this phase, our team will meet with key stakeholders
to ensure the resulting solution meets the needs of department staff and IT professionals. In addition to
the specific requirements, our team will seek to understand and document the workflows that must be
in place to ensure successful execution, both within the software solution and also at the point where
staff or their designees take over to execute their part of the process.
The Discovery Phase will result in two primary deliverables. The first deliverable will be the Business
Requirements Document (BRD),which memorializes what business processes must be executed by the
solution and how the new,technology-enabled workflows will be performed. The second deliverable
will be the Functional Requirements Document (FRD),which memorializes how the business
requirements will be met in the solution.
Phase 2—Development
Leveraging the deliverables from the prior phase, our team will design a development plan for the
solution and perform the necessary customizations and configurations to the Dynamics CRM solution in
order to ensure that the necessary business and functional requirements are successfully met. During
this process,the engagement's project plan will be more clearly defined, based upon a better
understanding of the specific requirements. Specific milestones and implementation timelines will also
be clarified.
The Development Phase results in two key deliverables. The first deliverable is a refined development
plan that articulates what and how development will occur over the course of this specific phase. The
second deliverable is the application itself, in a development environment,with the requisite
customizations and configurations in place.
Phase 3—Implementation
Leveraging the deliverables from the prior phase, our team will work with the department to implement
the solution and ensure that it is functioning appropriately in a production environment. Our team will
work to help ensure appropriate communication is provided to the users of the new solution.
The Implementation Phase will have two key deliverables. The first deliverable will be the solution
delivered in a production environment. The second deliverable will be as needed communications and
change management consulting in support of the department's new solution.
Phase 4—Testing& Training
Our team will work with the department to develop and execute a Training Plan and will provide training
and knowledge transfer to ensure that the staff understands how to administer, maintain,and support
the application.
In support of the successful implementation of the system,our team will support an onsite training with
at least 10 participants on full system functionality,to include end-user and application administration;
and two web-based training sessions with up to 20 participants each on end-user system functionality.
Training can be accommodated at any phase during the project but we recommend a mix of training
during the implementation phase and after the testing phase.The onsite training session will fully
acclimate and prepare the city with the skills and abilities to setup, configure,test, and support the
system to meet the requirements set-fourth in this engagement. The participants will be involved in real
world lab-based scenarios to mirror normal daily responsibilities. The participants will perform their
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work roles within the context of the implemented solution,to help ensure the successful execution of
required common and important tasks.
4.3 Project Plan
Aeon Nexus will work with the City of Sunny Isles Beach's project team on a detailed project schedule,
which outlines start and a completion dates,and sequencing for tasks and milestones. The plan will be
developed with considerations of risks and staff availability. Upon finalization,the project team will
execute the schedule agreed upon.
The following table displays the anticipated schedule for this project.
Kick-Off Meeting During this kick-off meeting,the City of Sunny Isles Beach and Aeon
Nexus team members will meet to:
• Provide team member introductions
• Establish key service point-of-contacts,and processes
• Comprehensive review of the Statement of Work and
development of a project plan/schedule
Discovery The Aeon Nexus team will design and configure the solution.
Development The Aeon Nexus team will configure the system to meet the City's
Public Works 311 requirements.
Implementation The Aeon Nexus team will execute the development work and begin
implementing the systems workflows,database integrations, in import
of any data. Unit and functional testing will also be executed.
User Acceptance Testing The city will develop and execute a User Acceptance Test plan with city
testers. Aeon Nexus will provide guidance throughout testing.
Technical Training Aeon Nexus will provide technical training for city IT staff and key
stakeholders to use, maintain,and support the solutions after go-live.
Go-Live Solution configuration completed,tested,fully implemented and
operational. IT staff and key stakeholders trained and project sign-off
obtained.
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Section V: Cost Proposal
Aeon Nexus Corporation offers to fulfill known requirements by providing consultation,development,
and training. It is our intent to provide professional service for a Microsoft Dynamics CRM solution that
targets the Fleet Management and Public Works Workforce Development needs of the City of Sunny
Isles Beach by configuring Microsoft Dynamics CRM. Aeon Nexus is ready and able to commence work
immediately upon award.
Listed below are costs for development services. Pertaining to the (optional) public works application we
have also included costs for Adx Studio Licensing for the product inclusive of the first year of
maintenance and support. We have not included costs for Microsoft CRM Online as these are readily
available at pre-negotiated rates and discounts from the City of Sunny Isles Beach's existing State of
Florida contract vehicle with Software House International.
5.1 Total Cost Fleet Management Application
Item Details Cost
0001 Application Implementation, Configuration & $21,000.00
Training
Total $21,000.00
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174 Glen Street I Glens Falls,NY 12801 T:518.338.1551 F:866.252.1251 aeonnexus.com
Section VI: Optional Items: Public Works and Associated Add-ons
6.1 Asset Association Functionality
The Asset Association feature will allow for specific public works inventory items to be assigned to Work
Order requests.This key feature will allow users to assign and track inventory items such as signs, poles,
fuel, asphalt,and other maintenance items. Included reports will allow users to view asset tracking,
identify troubled location areas, and view asset use history.
6.2 Asset Management Module
This flexible and scalable module will assist in maintaining accurate, up-to-date records for public works
assets.Our module for asset, inventory, and surplus management will help to adhere to policies that
exist from purchasing and tagging assets through asset disposal and include functionality support needs
from both an asset management and accounting perspective. Automated processes and standard
reports will save time while various levels of user access and approval routing will maximize
accountability.
Item Details Cost
0001 Application Implementation, Configuration & $25,850.00
Training for Public Works Asset Management
0002 ADX Studios(Portal) $8000.00
Total $33,850.00
Item Details Cost
0003 Public Works Asset Management and Asset $10,000.00
Association Add-on Feature(s)
Total $10,000.00
6.3 BI Dashboard Extension
This will augment the City of Sunny Isles Beach's current BI Dashboard (Power BI) proposal to include
asset tracking across all assets, utilization trends and inventory items associated throughout the
proposed fleet and public works solutions. This will provide Sunny Isles Beach with a strategic decision-
making tool that will visualize performance data of all assets.This Dashboard will show asset
performance, usage, ROI's and allocations. Generated reports will help Sunny Isles Beach allocate
appropriate resources, identify risks,track spending, and support service delivery.
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174 Glen Street I Glens Falls,NY 12801 T:518.338.1551 F:866.252.1251 aeonnexus.com
Item Details Cost
0004 Dashboard Extension-Public Works Asset Management $5,000.00
Total $5,000.00
Item Details Cost
0005 Total for all Optional Public Works Asset Management
Components, Configurations&Training
Total $48,850.00
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174 Glen Street I Glens Falls,NY 12801 T: 518.338.1551 F:866.252.1251 aeonnexus.com
Item Coversheet . Page 1 of 1
A S F r City of Sunny Isles Beach
t 18070 Collins Avenue
n t I. Sunny Isles Beach,Florida 33160
%r°,;_. o*,0 .,4 (305)947-0606 City Hall
6
'''o,,,�'� (305)949-3113 Fax
MEMORANDUM
TO: The Honorable Mayor and City Commission
VIA: Christopher J. Russo,City Manager
FROM: Derrick L.Arias,Chief Information Officer
DATE: 4/16/2015
Authorization to enter into an agreement with Aeon
RE: Nexus Corporation for professional services, in an
amount not to exceed$100,000.00.
RECOMMENDATION:
It is recommended that the City Commission approve this resolution
authorizing the City Manager to enter into an agreement with Aeon
Nexus Corporation for services to implement the City's Business
Intelligence initiative and Fleet Management software.
REASONS:
The City is in need of implementing an organization-wide reporting
system, which will allow for access and compilation of data into City
operations across all Departments. The initial implementation will
focus on reporting from existing systems encompassing Finance,
Building, Code Enforcement, Business Licensing, Fleet Management,
and Recreation and Events. This is part of the Business Intelligence
initiative.
FUNDING SOURCE:
Funding is available in account number 1-2-5160-464300-00000
ATTACHMENTS:
Description
Resolution
Agreement
Item Number:10.A.
http://sunnyisles.novusagenda.com/AgendaWeb/CoverSheet.aspx?ItemID=1634 4/10/2015