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HomeMy WebLinkAboutReso 2006-970 RESOLUTION NO. 2006-~ A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, RATIFYING THE APPROVAL OF A FIRST AMENDMENT TO THE JCA SOFTWARE, INC. CONSULTANT AGREEMENT FOR ADDITIONAL WORK REQUIRED TO COMPLETE THE MIGRATION OF BUILDING DEPARTMENT DATA, IN AN AMOUNT NOT TO EXCEED SEVENTEEN THOUSAND TWO HUNDRED AND TWELVE DOLLARS AND FIFTY CENTS ($17,212.50), ATTACHED HERETO AS EXHIBIT "A"; AUTHORIZING THE CITY MANAGER TO DO ALL THINGS NECESSARY TO EFFECTUATE THE TERMS OF THIS AGREEMENT; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, Pursuant to Resolution No. 2006-918, adopted on May 18,2006, the City Commission approved an Agreement with JCA Software, Inc. (JCA Consultant Agreement) in an amount not to exceed Twelve Thousand Dollars ($12,000.00), to migrate Building Department data from an old software system (New World) to a new software system (PTWin32) in order to streamline the integration and reporting of the Building Department's records; and WHEREAS, the City's Information Technology Department encountered unanticipated problems during the course of the contracted services and has determined that additional work is __teQ!!ired t~col11Rlete Jl1e_c1!!t<lll!igrati~)[I, WhlCh\Yill cOJiUhec:ity an asldilion,aI Eive Ihous!!nsl Two Hundred and Twelve Dollars and Fifty Cents ($5,212.50); and WHEREAS, on August 18,2006, the City Manager executed a First Amendment to the JCA Consultant Agreement in an amount not to exceed $5,212.50, for a combined grand total not to exceed $17,212.50. WHEREAS, the City Commission wish to ratify the City Manager's approval of the First Amendment to the JCA Consultant Agreement. NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS: Section 1. Ratification of First Amendment to Agreement. The First Amendment to the JCA Consultant Agreement, providing for additional work required to complete the migration of Building Department data, in an amount not to exceed Seventeen Thousand Two Hundred and Twelve Dollars and Fifty Cents ($17,212.50), attached hereto as Exhibit "A", be and the same, is hereby ratified. Section 2. Authorization of the City Manager. The City Manager is hereby authorized to do all things necessary to effectuate the terms of this Amended Agreement. First Amendment To JeA Software, Inc. Agmt. Consultant Agreement Page lof2 Section 3. Effective Date. This Resolution will become effective upon adoption. PASSED AND ADOPTED this 21 s.I- day of~06. fJ)111~ orman S. Edelcup, Mayor ,,' : .~.,~. ." '../ 1 ~ l C,J' r 'jA:TT}fP< " . . td) .\." it ;:j .:;':' t". ',:". . ~J ~, ..' . ,il ~ I; .. (I' :.1 'hi e.A . '() \(..'-,<:: .. \ Ii .-' 'i ".D"I. . . ~ . * I in~$;CMC, City Clerk " /.'-.. () /.r) ~ . r. -.:.-, .,-> ~.. _.J ~ AP.PROVED AS TO FORM ANDLEGALS F C N Moved by: C{))~ ----rHf\L~ - -- --Second~d by: -~m~<r.Ae. +6LczSll'\S'-- Vote: L\~O,\ Mayor Edelcup Vice Mayor Brezin Commissioner Goodman P&>~ Commissioner Iglesias Commissioner Thaler .!::::...(Yes) V(Yes) _(Yes) -LL-(Yes) V(Yes) _(No) _(No) (No) _(No) _(No) First Amendment To JeA Software, Inc. Agmt. Consultant Agreement Page 2 of2 CITY OF SUNNY ISLES BEACH FIRST AMENDMENT TO JCA SOFTWARE, INC. DATA MIGRATION CONSULTANT AGREEMENT DATED MAY 18,2006 CONTRACT NO.: C0506-43 THIS AMENDMENT is made and entered into this 2.1~ day of Au..c;,us-r 2006, by and between the CITY OF SUNNY ISLES BEACH, FLORIDA, a municipal corporation of the State of Florida, (hereinafter referred as to "City") and JCA SOFTWARE, INC., a Florida corporation located at 5366-B Venetia Court, Boynton Beach, Florida 33437, (hereinafter referred to as "Contractor"), whose Federall.D.# is 65-1032174. WHEREAS, pursuant to Resolution No. 2006-918, adopted on May 18,2006, the City Commission approved a Data Migration Consultant Agreement with Contractor in an amount not to exceed Twelve Thousand Dollars ($12,000.00) (Attachment "A"); and WHEREAS, the City's Information Technology Department has encountered unanticipated problems during the course of the contracted services and has been informed by the Contractor that additional work is required to complete the services described in Attachment "B" attached hereto and made a part hereof; and WHEREAS, the required work will cost the City an additional Five Thousand Two Hundred and Twelve Dollars and Fifty Cents ($5,212.50); and WHEREAS, the City wishes to continue the data migration project using the services of the Contractor and amend the payment terms of the Master Agreement to reflect a new total contract price not to exceed Seventeen Thousand Two Hundred and Twelve Dollars and Fifty Cents ($17, 212.50). NOW THEREFORE, in consideration of the premises and the mutual covenants herein stated, the parties hereto agree as set forth below: 1. AMENDMENT. Paragraph 3B of the Master Agreement, entitled "Compensation", shall be amended as follows: As described in Exhibit "A", the total cost of this Agreement shall not exceed $17,212.50. 2. REMAINING TERMS. All other terms and provisions of the Master Agreement dated May 18, 2006 shall remain in full force and effect. Any modification of this Agreement shall be effective only if in writing and signed by the parties to this Agreement. 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. C0506-43 First Amendment to leA Software. Inc. Data Migration Consultant Agreement I SIB City of Sunny Isles Beach 18070 Collins Avenue, Sunny Isles Beach, Florida 33160 (305) 947-0606 phone (305) 949-3113 Fax IN WITNESS WHEREOF, the parties hereto have executed this Agreement in duplicate on the day and year first written above. WITNESS: JCA SOFTWARE, INC. Print Name: BY:~ ,...-j n W. Lark, CEO Print Name: anager ~Tt~sf~"> . - ,'\~~~Jt~ ) , ;:.. ,f ~l:.. . .. ,By:, .:' , i: ,'-'Ja1,1~ 'A.' Hi~~~, CMC, City Clerk By: ~ " " ".., , , - {">. ,- , , .',jO. " , , APPROVED AS TO FORM AND LE L IENCY By: C0506_43 First Amendment to JCA Software, Inc. Data Migration Consultant Agreement 2 SIB Attachment "A" RESOLUTION NO. 2006- ~ A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, APPROVING AN AGREEMENT WITH JCA SOFTWARE, INC. FOR THE MIGRATION OF BUILDING DEPARTMENT DATA, IN AN AMOUNT NOT TO EXCEED TWELVE THOUSAND DOLLARS ($12,000.00), ATTACHED HERETO AS EXHIBIT "A"; AUTHORIZING THE MAYOR TO EXECUTE SAID AGREEMENT; AUTHORIZING THE CITY MANAGER TO DO ALL THINGS NECESSARY TO EFFECTUATE THE TERMS OF THIS AGREEMENT; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Sunny Isles Beach Building Department is desirous of using the PTWin32v2 computer software program, as it can integrate and track and report on plarming, building, zoning, licensing, and code enforcement records; and WHEREAS, the City is in need of a contractor to migrate the existing Building Department data from the old system (New World) to the new system (PTWin32); and WHEREAS, staff solicited quotes from three (3) vendors for said services; and WHEREAS, JCA Software, Inc. ("JCA"), a firm with the experience and expertise and necessary to undertake this project, was deemed the lowest most responsive, responsible bidder; and WHEREAS, JCA has submitted a proposal for professional services, in an amount not to exceed Twelve Thousand Dollars ($12,000.00), attached hereto as Exhibit "A"; and WHEREAS, the Information Technology Department has reviewed the JCA proposal and deemed it to be fair, reasonable, and customary; and WHEREAS, the City wishes to enter into an agreement with JeA for the migration of Building Department data. 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 Agreement with JCA Software, Inc. for the migration of Building Department data from the old system (New World) to the new system (PTWin32), in an amount not to exceed Twelve Thousand Dollars ($12,000.00), attached hereto as Exhibit "A", be, and the same, is hereby approved. Section 2. Authorization of Mavor. The Mayor is hereby authorized to execute said Agreement. R2006- leA Bldg Dept Data Migration To Ptwin32v2 AgrmtPage 1 of 2 SIB Section 3. Authorization of City Manager. The City Manager is hereby authorized to do all things necessary to effectuate the terms of the Agreement. Section 4. Effective Date. This Resolution will become effective upon adoption PASSED AND ADOPTED this 18th day of May 2006. o ATTEST: :"~j~~ "JlUIe A. Hines, City Clerk ;", ", APPR VED AS TO FORM AND EG L SUFFICIENCY: Moved by: Comrm $S 1l))\)'C.{t ~b YY\If\-fJ Seconded by: (l.N'I\l'nl\S\D1Jf12 ~~~l'~ Vote: 5-D Mayor Edelcup Vice Mayor Brezin Commissioner Goodman Commissioner Iglesias Commissioner Thaler -U<Yes) ---.k1Yes) V(Yes) ~Yes) -1LJ,.Yes) _(No) _(No) _(No) _(No) _(No) RlOO6- leA Bldg Dept Data Migration To Ptwin32v2 AgrmtPage 2 of 2 SIB Attachment "B" Patricia SaintViI-Joseph From: Derrick Arias Sent: Wednesday, August 09,20064:01 PM To: Hans Ottinot; Patricia SaintVil-Joseph Cc: Clayton Parker; Robert Solera; Edel Fonseca; Jorge Vera Subject: Contract with JCA Software for consulting with PTWin migration Hans/Pat, When the Commission approved this agreement in reso 2006-918 back in May, we had originally estimated the work was going to be $12,000. Because 01 problems discovered with our data during the course 01 this work, a significant amount 01 additional work has had to be done. We have not yet reached the $12,000 threshold, however we now estimate that it is going to require an additional $5212.50. What do we need to do, just a reso amending the previous amount up to $17,212.50? Details below... Sunny Isles Beach Data Migration Invoice Summary As of 08/07/06 Date 06/20/06 07/05/06 07/10/06 07/17106 07/23/06 07/31/06 08/07/06 Invoice 502 506 507 510 513 517 Amount 1,462.50 1,612.50 1,762.50 750.00 1,275.00 1,275.00 1,800.00 Original estimate 9,937.50 12,000.00 Balance remaining Additional tasks 2,062.50 7,275.00 Over estimate 5,212.50 kerry OF SUNNY ISLES BEACH u /J,f ~,p;U:-'U yp.r, Derrick Arias IT Director City of Sunny Isles BE 18070 Collins Sunny Isles Beach, FL 3: tel: 305-792-] fax: 305-792-] mobile: 786.202-] darias@sibfl.net Add me to your address book... Want a signatore like tlJis? 8/1812006 SIB City Commission Norman S. Edelcup Mayor Roslyn Brezin Vice Mayor Gerry Goodman Commissioner Danny Iglesias Commissioner Lewis J. Thaler Commissioner A. John Szerlog City Manager Hans Ottinot City Attorney Jane A. Hines City Clerk September 26, 2006 John W. Lark, CEO JCA Software, Inc. 5366-B Venetia Court Boynton Beach, Florida 33437 Re: First Amendment to JCA Software, Inc. Consultant Agreement Dear Mr. Lark: At its regular meeting of September 21, 2006, the City Commission adopted Resolution No. 2006-970, which approved the First Amendment to JCA Software, Inc. Consultant Agreement. Enclosed are an executed, original amendment and a copy of the approving resolution for your files. Thank you. Very truly yours, ~~W~ Priscilla Walker, CMC Deputy City Clerk Enclosures cc: A. John Szerlag City Manager (w/o attachments) Hans Ottinot, City Attorney (w/o attachments) Jean Watson, Finance Director Shaun S. Gelvez, Contracts Coordinator Office of the City Clerk (305) 792-1703 Phone (305) 949-3113 Fax JeA I st Amendment Approval Trans Llr TO: VIA: FROM: DATE: RE: City of Sunny Isles Beach 18070 Collins Avenue Sunny Isles Beach, Florida 33160 City Commission Norman S. Edelcup, Mayor Roslyn Brezin, Vice Mayor Gerry Goodman, Commissioner Danny Iglesias, Commissioner Lewis J. Thaler, Commissioner (305) 947-0606 City Hall (305) 949-3113 Fax (305) 947-2150 Building Department (305) 947-5107 Fax A. John Szerlag, City Manager Hans Ottinot, City Attorney Jane A. Hines, City Clerk MEMORANDUM The Honorable City Commission A. John Szerlag, City Manager Derrick Arias, IT Director September 21, 2006 Amendment to JCA Software, Inc. contract for P1Win32 data migration services RECOMMENDATION: It is recommended that the City Commission adopt the Resolution. REASONS: During the analysis of building department data within the current New World Systems permitting and licensing software, various discrepancies were found which need to be addressed in order to complete the data migration process. This amendment to the original contract amount is due to the additional work required to get the City's data ready for migration into the new P1Win32 system. Attached please ftnd a detailed description and explanation of the various issues with the data and an explanation for the various problems encountered. ADDITIONAL INFORMATION: Funding for this contract, for an estimated amount of $5,200, will be provided by the Building Department Technology Fee fund. This is a one-time expenditure for this ftscal year. Agenda Item lOP ~-2\-OL::, Date City of Sunny Isles Beach New World to PtWin Data Migration/Cleanup Issues During the analysis of the New World data, prior to beginning of data migration, it was discovered that many data integrity and reliability issues existed in the current system. Further analysis indicated that they were caused by the following: . Data mapping errors during the initial conversion from the previous system to New World . Data entry errors during the initial conversion . Failure to close active permits when a job or project is completed . Contractor registration information errors and inconsistency . Programming errors during the initial conversion resulting in duplicate and triplicate records introduced into the New World database. . The change and adoption of new and different permit fees without entering them in the New World fees table . Current data entry errors e.g. The years 2007, 2008 etc. in date fields . The lack of a Street Dictionary file and a Street Alias file to allow the proper editing and importation of land parcel files from MiamilDade County. Without additional programming effort the migration of the New World data in its current state would only result in inaccurate and unreliable data in the new system and make PtWin no better that New World. In order to correct these problems additional tasks, not defined in the original scope of work, have been necessary. They are: 1. As part of the requirements for data migration requirements it was decided to migrate building permits and inspections so that there would be a migration of archived (closed) permits and active (open) permits. An analysis of the permit file indicated that there were only 247 closed permits out of a total of 8,451 total permits. Programs have been required to report these to the Building Department for manual cleanup and to close permits based on final inspections 2. Create a report of the New World fee tables for the Building Department to cross reference new fee codes to New World fee codes 3. Programming to report and cleanup duplicate and triplicate data 4. The creation on cross reference tables for old fee code to new fee code translation 5. Cleanup and populate throughout the necessary files contractor regiateration information 6. The creation of Street Dictionary and Street Alias tables for land parcel and programs to maintain them 7. Since PtWin lacks the ability to edit and cleanup land data imported from the county, the creation of AS/400 programs and procedures to be used on an ongoing basis prior to updating PtWin files 8. The deletion of inactive contractors prior to migrating to PtWin 9. Creation of reports to assist the Building Department in correcting incorrect and incomplete data 10. Creation of reports of invalid county land data for Building Department review 11. Analysis of New World procedures, files used to create cash receipts financial transactions 12. Design and create "Middleware" to gather cash receipt transactions from PtWin to update New World financials 13. Additional data cleanup programs and procedures not yet defined based on the results of the Building Department's manual review and cleanup of permits, inspections and fees.