HomeMy WebLinkAboutReso 2007-1063
RESOLUTION NO, 2007- 10'-3
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF SUNNY ISLES BEACH, FLORIDA,
AUTHORIZING THE CITY MANAGER TO ACCEPT A
PRICE QUOTE FROM BLACK BEAR SYSTEMS, INC.
TO PROVIDE FOR THE MODIFICATION OF THE
PTWIN32V2 SOFTWARE PROGRAM IN THE
BUILDING DEPARTMENT AND PROVIDE TRAINING
TO CITY STAFF, IN AN AMOUNT NOT TO EXCEED
FIFTEEN THOUSAND DOLLARS ($15,000.00),
ATTACHED HERETO AS EXHIBIT "A";
AUTHORIZING THE CITY MANAGER TO DO ALL
THINGS NECESSARY TO EFFECTUATE THE TERMS
OF THIS RESOLUTION; PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, the City is in need of a contractor to make specific modifications to the
PTWin32v2 software program in the Building Department and provide the necessary staff
training for the program; and
WHEREAS, the Sunny Isles Beach Building Department is desirous of using the
PTWin32v2 computer software program to integrate, track and report on planning, building,
zoning, licensing, and code enforcement records; and
WHEREAS, Black Bear Systems, Inc. ("Black Bear") is the manufacturer of the
PTWin32v2 system and the only vendor authorized to make modifications to the program; and
WHEREAS, Black Bear has submitted Quote #E2006-031 to modify the PTWin32v2
software and provide staff training, in an amount not to exceed Fifteen Thousand Dollars
($15,000.00), attached hereto as Exhibit "A"; and
WHEREAS, the Information Technology Department has reviewed the quote from Black
Bear and has determined it to be fair, reasonable, and customary.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS:
Section I. Acceptance of Price Quote. The City Manager is hereby authorized to accept
price Quote #E2006-031 from Black Bear, Inc. for the modification of the PTWin32v2 software
program and provide staff training, in an amount not to exceed Fifteen Thousand Dollars
($15,000.00), attached hereto as Exhibit "A".
Section 2. Authorization of City Manager. The City Manager is hereby authorized to do all
things necessary to effectuate the terms of this Resolution.
Section 3. Effective Date. This Resolution will become effective upon adoption
R2007- Black Ikar.Doc Page 1 of 2
PASSED AND ADOPTED this 15th day of March 2007.
ATTEST: .
&.tL
Jane A. Hines, MC, City Clerk
11tlh~
Moved by:
r1l~~=tf"IS:~/~
~(.J rY\~Oy ~i'\1-'C.I<
Seconded by:
Vote: C;-o
Mayor Edelcup
Vice Mayor Thaler
Commissioner Brezin
Commissioner Goodman
Commissioner Iglesias
J,L'(Yes)
0Yes)
-l/(Yes)
~Yes)
V(Yes)
_(No)
_(No)
_(No)
_(No)
(No)
R2007- Black Bear
Page 2 of2
~~1f.*~~..iM;t{;./:0:
",r-.~n;nt:;;.,..;>,.,<"""
~.w .%",
f
i .:H:,
~, ffi,:;
mBiJ3
~
. T' T 1111 IN C
February 21, 2007
Derrick Arias
IT Director
City of Sunny Isles Beach
IT Department
18070 Collins Avenue
Sunny Isles Beach, FL 33160
<Via Email tocparker@sibfl.netanddarias@sibfl.net>
Re: PTWin32v2 Customization Quote #E2006-031 a
Quote Good Until July 21s" 2007
Dear Derrick:
Based on previous documents you have sent to us and our conference call of March 21 sl
2006, I have prepared this quotation for modifications to the PTWin32v2 system, Each
individual item is discussed below, and you will find a table towards the end of this
document that summarizes the cost involved item by item. The City is free to choose some
or all items as it sees fit. Please use the authorization section at the end of this document to
indicate which items you would like completed. Once we received your signed authorization
we wili get back to you with a delivery date as soon as possible.
Item #1 in the table below covers the cost to enhance PTWin32v2 to enable permits to be
grouped together, In order to do this we will add a Master Permit Number field to the main
page of the Permit module. All permits in a group will be assigned the same Master Permit
Number. To manage the assignment of group numbers, 2 new buttons wili be added next
to the new field, Assign# and New Permit. When creating the first permit for a new permit
group, you will click the New button as usual, and then the Assign # button; a new Master
Permit Number will be created for this new group and assigned to this first permit. When
you need to create a second permit for this same group, press the New Permit button
(while viewing a permit in the same group); a new permit will be created and the Master
Permit Number field will be filled in with the same permit group number. You may associate
permits of any type together, and there is no limit to the number of permits you can assign
to a group.
You will be able to control the auto-numbering of your permit groups in the Custom Auto.
Numbering section of PTWin32v2. This will enable you to set up your own numbering
scheme and change it in the future if need be.
As part of your modification we will also add a Search by Master Permit Number capability
to the Permit Search function, This will enable you to find all permits associated with a
particular group and browse to the particular one you wish to see.
Finally, we will add the Master Permit Number data information to the appropriate RbPro
data models so that you may include this information on any permit reports as you prefer
,~ , (no report editing. however, is included in this quote.)
Sys1ems,lnc,
.,Box 280
'ill: VI.Sltlnglon 98325
K,'~79, ,,9760 F,'x (360) 379.9751
Ii' >Inro@blackbear.;ystems,com
m.618Ci<lie.r.;YSlemscom
h'ii:t\:\?,;:
February 21, 2007
City of Sunny Isles Beach FL
Quote #E2006-031 a
Page 2
Item #2 in the table below is the cost to enhance PTWin32v2 to automatically create specific
Department Approval and Checklist records based on the Permit Type assigned to a newly
created Permit. We will also include a set-up interface that enables a System Administrator to
identify the Department Approval and Checklist records to be created in the Options I
Modifications I Permits section of PTWin32v2,
Item #3 in the table below is the cost to enhance PTWin32v2 to add the ability to have a Plan
Review Checklist associated with an Individual Review record. Each Review record added to a
particular Department's plan reveiw would be able to add a checklist listing those items which
that reviewer must compiete to finish the particular plan review. This capability will be
accessed via a button on the Plan Review tab of main Permit window, as well as on the Plan
Review view window.
Item #4 below is the cost to enhance the security on the Pian Review I Approvals tab of the
Permits window to enable edit ability on a departmental basis. PTWin32v2 wll check the value
in the "Department" field for the user on the Options I Security window. This Department
assignment must match the Approval record's department name, or it must be an override
department name (you can give me the name for this - "Management" perhaps?), in order for
the user to edit any aspect of the particular department's Approval records.
Item #5 below is the cost to enhance PTWin32v2 to automatically generate the queries
needed to handle Permit expiration letters based on no activity. My understanding is that the
City or its consulant will produce the letter reports themselves.
Item #6 below is the cost to enhance the data exchange between notebooks in the field and
your main data set in the office. We have an add-on product, the Automated Data Exchange
Unit (ADEU), that increases the types of data that can be uploaded to your server from a
notebook, as well as makes the process of data exchange more automated. The ADEU
includes:
1. The ability to import and export Inspection Scheduling records;
2. The ability to import and export new Code Enforcement records;
3. The ability to exchange data between a notebook and server with the push of one
button. This requires a set of 2 routines. After making sure that the notebook is
accessing the network (either through a wireless set-up, docking station or Ethernet
cable). each inspector will execute the first new program, the Upload routine. It will
identify the Code Enforcement, Inspection Scheduling and Inspection records to
transfer to the network, upload them, log the work completed and close all files. It will
then go into "sleep" mode,
The second routine will run a backup of PTWin32v2 files each night at a time you
specify. This Backup routine should be scheduled a) to run after all inspectors have
returned to the office and initiated the Upload routine, and b) to not interfere with your
network's nightly tape backup.
The Upload routine will be scheduled to come out of sleep mode after the Backup
routine has finished. It will move a copy of the complete PTWin32v2 files on to the
notebook computer and close down.
When the inspectors come in in the morning they can just pick up their notebooks and
leave. All data exchange between their machine and the network will be complete,
February 21, 2007
City of Sunny Isles Beach FL
Quote #E2006-031 a
Page 3
The last item below covers our charge for work that is vital to your job, but is not unique to
your job. We must perform this work in order to complete every modification order we ship.
This item includes such things as:
1. Discussions with you to define your modifications;
2. Determination and reproduction of the environment at your location (e.g., identifying
and obtaining your printer driver, unique permit field definitions, fee table entries, etc.);
3. Post-development compatibility testing of your modifications on multiple computer
platforms by Black Bear technical support staff;
4. Creation of your new features' documentation:
5. Creation of shippable files and shipping documents;
6. Assisting you with installation of your modifications;
7. Post-delivery minor adjustments and re-delivery (e.g" "tweaks" in reports to
accommodate printing deviations);
8. On-site and off-site storage in 3 locations of your custom files to protect against
catastrophic loss.
This work is necessary for every modification order that we ship, and charges for this work are
not included in the other, custom items in your quote. If you are considering multiple
modification items at this time, we suggest you have us complete all of them in a single order
so that you incur the Order Charge only once. Of course, if for budgetary purposes you prefer
to break up your job into multiple orders over time, we will be happy to accommodate you, but
you will be charged an Order Charge each time.
Item # Description Type of Quote Cost /# Hours
1. Master Permit Modification Fixed $1,250
2. Create Department Approval and Checklist Fixed $900
records based on the Permit Type
3. Add functionality for Plan Review Checklist Fixed $1,500
associated with an Individual Review
record
4. Departmental security for Department Fixed $450
Approvals
5. Add Permit Expiration queries based on no Fixed $450
activity to Permits reports menu
6. ADEU Fixed $750
----- Order Charge - You will be charged for Required $500
this item. Please make sure to include
this charge in any purchase orders 01'
bude:et encumbrances you require,
If you wish to proceed, please indicate by number the item you would like us to complete, sign this
letter, and return it to us. This constitutes your organization's commitment to pay for the authorized
work we complete on its behalf and its agreement to the Terms and Conditions set out below. Shortly
after receiving the signed authorization we will let you know when the job is scheduled to be delivered.
The authorized items as delivered may include but are not limited to, executables, report files, data
table definitions, system designs, and documentation, and are referred to as the "Modifications" in the
February 21, 2007
City of Sunny Isles Beach FL
Quote #E2006-031 a
Page 4
Terms and Conditions section below, The PTWin32v2 software as modified by the Modifications is
referred to as the "Modified Software."
Terms and Conditions:
I. The "Cost" portion of the quotes set out above specifies the most that the work associated with that quote
can cost you. Items identified as "Hourly" above are based on the rate of $150 per hour. For these items we will
charge you only for the time we spend on your job. If we are able to complete the work more quickly than we
estimate, we pass those savings on to you. If, on the other hand, the job takes us longer than we anticipate, we
will not charge more than quoted. Items identified as "Fixed" above are not based on hourly rates and will be
charged at the quoted price.
2. All Modifications and the Modified Software remain the sole property of Black Bear Systems, Inc. You
will be granted a non-transferable license to use the Modificd Software, subject to and in accordance with the
terms of our current standard software license agreement (except for Section 5, Limited Warranty, and Section
] I, Return Policy, which are not applicable to Modifications) ("Modified License Agreement"). A copy of that I
Modified License Agreement, with Sections 5 and I] stricken, is attached to this quotation. You agree to abide
by the terms and conditions of the Modified License Agreement in your use of the Modifications.
3. You agree that you will defend, indemnify and hold us harmless against any liabilities arising out of: (i)
your use of the Modifications in any manner not authorized by us that allegedly violates, misappropriates or
infringes the proprietary rights of any third party or (ii) any claim that any information that you have supplied to
us violates any third party's rights or any laws or regulations.
4. We will ship the Modifications you authorize via regular mail or email, as you prefer. Your
shipment will include a transmittal letter that describes the installation procedure and also outlines the
operation of your program changes. It is important that you install and test the Modifications as soon as
possible and contact us immediately with any problems or concerns you may have. All Modifications
are non-refundable; however, we stand behind our work and will correct errors as they are found. Also,
our technical support staff will be happy to help you integrate your new program changes into your
operations.
5. You will be sent an invoice for the completed work when we ship thc Modifications to you. If a
copy of our invoice needs to be sent to another staff member in your organization, please provide us
with that information at the bottom of this letter. All invoices are due upon receipt and become overdue
30 days from the date of invoice. All amounts aged 30 days arc assessed 1.5% interest per month.
6. By signing this quotation, you acknowledge and agree that you will be bound by its terms and
conditions, including the incorporation of the terms and conditions of the attached Modified License
Agreement in accordance with Section 2 above, and represent and warrant that the individual signing
this quotation letter has the authority to enter into this agreement on behalf of the customer.
7. This agreement and the Modified License Agreement supersede any prior version of a license
agreement you have received from Black Bear Systems, and supersede any prior or contemporaneous
purchase order, proposal, request for proposal or information, communication, advertising, or
representation concerning the PTWin32v2 Software, Modifications, or Modified Software (except to the
extent that any specific communication is specifically referenced as being incorporated into this
quotation for the sole purpose of specifying the work to be performed). The terms and conditions
contained in any subsequent purchase order shall not apply unless and until we sign such a purchase
order and explicitly agree in writing that any such purchase order amends the terms of this quotation
letter.
February 21, 2007
City of Sunny Isles Beach FL
Quote #E2006-031 a
Page 5
If you have questions please give me a call at (360) 379-9750 or email me at
consult@blackbearsvstems.com. Thank you for the opportunity to be of assistance.
Sincerely,
Janine Anderson
Customization and Training
attachment: Modified License Agreement
Signature:
Name:
Title: C 11'1 N I'I-,vAr.,st?
Date: D?,\ll1Q7
Authorized Items:
PO# (if required for payment of invoice):
Send Invoice to: Self
_ Additional Party Indicated Below
Name:
Title:
Phone:
Address:
.
IDD3
~
'Y S T t H S 'N C
March 7, 2007
Derrick Arias
IT Director
City of Sunny Isles Beach
IT Department
18070 Collins Avenue
Sunny Isles Beach, FL 33160
<Via Email: darias@sibfl.nel>
Re: PTWin32v2 Training Ouote #E2007-015
Ouote Good Until September 7, 2007
Dear Derrick,
In response to your request we have prepared the following cost estimate for consulting
and training for the City, both here in our offices (items #1) and at your location (items #2-
#4). In addition, we have included a quote for a Pre-Training Review (item #5). We strongly
recommend that you consider this optional service (please see the discussion of this
service below).
In the event that you choose to send people here for training, we, of course, charge you
only for our time. If you opt for training at your location we also charge you for all travel
expenses as incurred (i.e., no per diem rate is used, all actual expenses will be billed back
to the City.)
Training at our offices: Item #1 reflects the cost of sending up to three people to our
office in Washington State for training. Staff members involved in the training can share
knowledge later with those not in attendance, focusing on the parts of the program that
pertain to their specific job functions.
The option of training at our offices has a number of benefits. Your training session will not
be interrupted by the telephone and the public; you won't need to set up a training room
(which may involve relocating computer workstations into a suitable area); and the risk of
loosing valuable time straightening out network and printing problems in the newly installed
"training room" is eliminated.
Training at your location: Item #2 is the cost for us to provide training at your location.
Please note there is a two day minimum for consultation which takes place in your area, if it
is not coordinated with an already scheduled trip.
If you'd like, we'd be happy to try to get you together with other jurisdictions in your area to
share the costs of training. This can be accomplished by either sharing the same training
session directly (more than one jurisdiction attends the exact same training session); or by
"sharing the trip" - your City and at least one other jurisdiction can each opt for a single
day's training and split the travel expenses. Let us know if you are interested in this option.
Black Bear Systems. fnc
Post Office Box 280
Chimacum, Washington 98325
(360) 379-9750 Fax (360) 379-9751
Email: info@blackbearsystems.com
WoNW.blackbearsystems.com
March 7. 2007
City of Sunny Isles Beach FL
Quote #E2007-015
Page 2
If you choose to host your own training session, it is your responsibility to provide a stable
working environment. Our technical support staff will be happy to work with you to ensure that
all the workstations involved can properly access PTWin32v2, however, proper workstation
operation and network and printer connections are your responsibility.
We recommend that you limit the training class to as few people as possible, so we can give
as much personal assistance as required. An ideal class size is six or fewer. Please note that
class size is limited to no more than ten participants.
Items #3 and 4 are estimates of the travel expenses that will be incurred if we travel to your
location. As stated previously, all expenses will be billed back to the City if training is not
coordinated with an already scheduled trip to your area. Our expense billing includes all
transportation costs (mileage, taxis, ferries, car rentals, public transportation, etc.), phone
calls, meals and snacks, tips and gratuities, lodging, and taxes.
Please note that, due to the prohibitive cost of transferable or refundable airline tickets, ali
tickets that we purchase are non-transferable and non-refundable. This means that only the
named party on the ticket can use them; if the originally scheduled trainer is unable to travel
due to illness, etc., we cannot send another trainer in his or her stead. In addition, if a training
session has to be rescheduled or is cancelled, additional and unavoidable costs may be
incurred.
Please be certain to read the Terms and Conditions section below for specific
information pertaining to expense billing.
Pre.Train Review: We have included Item #5 for a pre-training review of your fees, permit
forms, and periodic reports. This is an optional item. We have found that the benefits of
training are greatly enhanced if it is specific to your policies and procedures. Performing the
review before training begins means that no training time will be lost while our trainer reviews
your document workflow and tailors the training to meet your specific needs. If you choose to
authorize this item, please send copies of pertinent forms, schedules and reports to be
reviewed at least two weeks before the scheduled training date.
T e of Quote
Dail
Dail
Actual
Actual
Houri
$600 / 4 hrs
If you wish to schedule a training session, under "Items Authorized" at the bottom of this letter please
indicate the number of days next to the appropriate item and whether you are opting for a Pre-Training
Review. In addition, please provide primary and alternative requested training dates, sign this letter,
and return it to us. This constitutes your commitment to pay for expenses and training costs we incur
on your behalf and your agreement to the Terms and Conditions set out below. Shortly after receiving
your signed authorization we will call you to discuss scheduling.
March 7, 2007
City of Sunny Isles Beach FL
Quote #E2007-015
Page 3
Terms and Conditions:
I. It is Black Bear's policy to invoice for all expenses it incurs on your Organization's behalf.
Hence, if after purchasing non-refundable airline tickets, they are not used or need to be changed due to
circumstances beyond our control, your Organization will be invoiced for the costs we incur whether the
tickets are used or not, and whether the Training ultimately occurs 01' not. Certainly, if we cancel or
reschedule for our convenience, then we will not invoice for any extra costs, It is very important that
you understand this policy if you choose to authorize us to purchase non-refundable tickets on your
Organization's behalf.
2. Please note that any items marked "(estimated)" will be billed as actually inclllTed. We bill all
travel expenses directly, that is, we do not use a per-diem rate. Therefore, any changes in any of these
estimated expenses (either an increase 01' decrease) will be passed on to your Organization.
3. You will be sent an invoice for the cost of training and expenses if applicable when the Training
is completed. If a copy of our invoice needs to be sent to another staff member in YOUI' Organization,
please provide us with that information at the bottom of this letter. All invoices are due upon receipt and
become overdue 30 days from the date of invoice. All amounts aged 30 days are assessed 1.5% interest
per month.
4. By signing this quotation, you acknowledge and agree that YOUI' Organization will be bound by
these Terms Gild COlldiliollS, and represent and warrant that the individual signing this quotation letter
has the authority to enter into this agreement on behalf of the customer.
5. This agreement supersedes any prior 01' eontemporaneous purchase order, proposal, request for proposal
01' information, communication, advertising, 01' representation concerning the Training. The terms and conditions
contained in any subsequent purchase order shall not apply unless and until we sign such a purchase order and
explicitly agree in writing that any such purchase order amends the terms of this quotation letter.
If you have any questions about this quotation, please give us a call at (360) 379-9750 or
email info@blackbearsvstems.com.
Date:
o ~ WOf
C, I'N Ii 14NA-cqET2-
Name:
Title:
Items Authorized:
Training Venue (choose one):
Item #1: Training at Black Bear Office:
_ (enter # of days authorized at $ I 250/day)
Items #2-#4: Training at your office:
_ (enter # of days authorized at $1 750/day)
Optional Items
Item #5: Pre-training review
March 7. 2007
City of Sunny Isles Beach FL
Quote #E2007-015
Page 4
Requested Training Dates: 1st Choice:
2nd Choice:
PO# (if required for payment of invoice):
Send Invoice to:
Self
_ Additional Party Indicated Below:
Name:
Title:
Phone:
Address:
TO:
FROM:
DATE:
RE:
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
(305) 947-0606 City Hall
(305) 949-3 113 Fax
(305) 947-2150 Building Department
(305) 947-5107 Fax
City Commission
Norman S. Edelcup, Mayor
Lewis J. Thaler, Vice Mayor
Roslyn Brezin, Commissioner
Gerry Goodman, Commissioner
Danny Iglesias, Commissioner
A. John Szerlag, City Manager
Hans Ottinot, City Attorney
Jane A. Hines, CMC, City Clerk
MEMORANDUM
Clay Parker, Building OfficiaI/ Administrator
Derrick Arias, Information Technology Director
Priscilla Walker, CMC, Deputy City Clerk ? W~
March 21, 2007
Authorization to Accept Black Bear Modification Agreement
At its regular meeting of March 15,2007, the City Commission adopted Resolution No. 2007-
1063, which authorized the City Manager to accept the Black Bear quote for modification of the
PTWIN32V2 software program. Attached is a copy of the approving resolution to assist you in
processing this item.
Thank you.
:pw
Attachment
cc: AnicePaul, Administrative Assistant to Finance Director
Black Bear Modification Services Approval Memo