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05-16-2024 City Commission Special Meeting Agenda CITY OF AV]ENTURA Aventura Government Center 19200 West Country Club Drive Aventura, FL 33180 e4 q CITY COMMISSION SPECIAL MEETING AGENDA May 16, 2024 9:00 a.m. Aventura Government Center 51h Floor Executive Conference Room City Commission Mayor Howard S. Weinberg, Esq. Vice Mayor Dr. Linda Marks Commissioner Amit Bloom Commissioner Rachel S. Friedland, Esq. Commissioner Billy Joel Commissioner Paul A. Kruss Commissioner Michael Stern City Manager Ronald J. Wasson City Clerk Ellisa L. Horvath, MMC City Attorneys Weiss Serota Helfman Cole & Bierman Aventura City Commission Special Meeting Agenda May 16, 2024 1. CALL TO ORDER/ROLL CALL 2. PLEDGE OF ALLEGIANCE 3. A MOTION TO APPROVE THE PRESENTATION OF A KEY TO THE CITY AND MAYOR'S KEY FOB TO MAYOR HAIM BIBAS 4. RESOLUTION/PUBLIC INPUT: A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF AVENTURA, FLORIDA, APPROVING THE RANKING OF FIRMS TO PROVIDE AN ENTERPRISE RESOURCE PLANNING SOLUTION; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AN AGREEMENT FOR SAID SERVICES WITH THE FIRST RANKED FIRM;AUTHORIZING THE CITY MANAGER TO NEGOTIATE AN AGREEMENT WITH THE SECOND RANKED FIRM IN THE EVENT AN AGREEMENT CANNOT BE REACHED WITH THE FIRST RANKED FIRM; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AN AGREEMENT WITH THE THIRD RANKED FIRM IN THE EVENT AN AGREEMENT CANNOT BE REACHED WITH THE SECOND RANKED FIRM; PROVIDING FOR IMPLEMENTATION;AND PROVIDING FOR AN EFFECTIVE DATE. 5. ADJOURNMENT This meeting is open to the public.In accordance with the Americans with Disabilities Act of 1990,all persons who are disabled and who need special accommodations to participate in this meeting because of that disability should contact the Office of the City Clerk, (305) 466-8901 or cityclerk@cityofaventura.com, not later than two days prior to such proceedings. One or more members of the City of Aventura Advisory Boards may participate in the meeting. Anyone wishing to appeal any decision made by the Aventura City Commission with respect to any matter considered at such meeting or hearing will need a record of the proceedings and, for such purpose, may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. Agenda items are available online at cityofaventura.com for viewing and printing,or may be requested through the Office of the City Clerk at(305)466-8901 or cityclerk@cityofaventura.com. Page 1 of 1 CITY OF "ENTURA OFFICE OF THE CITY MANAGER MEMORANDUM TO: City Commission FROM: Ronald J. Wasson, City Manager 60 --- DATE: May 10, 2024 SUBJECT: Motion to Approve the Presentation of a Key to the City and Mayor's Key Fob to Mayor Haim Bibas May 16, 2024 City Commission Special Meeting Agenda RECOMMENDATION It is recommended that the City Commission approve a motion for the presentation of a Key to the City and Mayor's Key Fob to Mayor Haim Bibas, Municipality of Modi'in Maccabim Re'ut, an Israeli city. If you have any questions, please feel free to contact me. RJW/act CC04017-24 RESOLUTION NO. 200~2 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF AVENTURA, FLORIDA, ESTABLISHING CRITERIA FOR THE AWARD OF KEYS TO THE CITY OF A VENTURA; APPROVING PROTOTYPE KEY TO THE CITY OF AVENTURA; PROVIDING FOR IMPLEMENTATION; PROVIDING FOR EFFECTIVE DATE. WHEREAS, from time to time, it is appropriate for the Mayor and the City Commission of the City of Aventura to award or present keys to the City of Aventura (the "City Key") to individuals who are worthy of special recognition by the City because of their actions or accomplishments; and WHEREAS, the City Commission desires to establish criteria for the award and presentation of the City Key, as described herein. NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE CITY COMMISSION OF THE CITY OF A VENTURA, FLORIDA, AS FOLLOWS: Section 1. Recitals. That the above stated recitals are hereby conftrmed and adopted. Section 2. Citv Kev Prototvoe. That the prototype or sample of the City Key, which is depicted on Exhibit "A" attached hereto, is hereby approved for use as the City Key pursuant to the provisions and procedures provided herein. Section 3. Award of Citv Kev. That the City Key shall be awarded to those persons, ftrms, organizations or entities who have distinguished themselves for public recognition and appreciation by their achievements or accomplishments, by activities which include but are not limited to, the following: a. making of a valuable contribution in the ftelds of art, science or public health for the betterment of the lives of others; b. contributions to the enhancement of the quality of life in the City of A ventura, county, region, state or nation; c. contributions to the economic development of the City of A ventura; d. acts of heroism for which recognition is appropriate; e. rendering of service to the public; f. activities which otherwise warrant recognition by award ofthe City Key. Section 4. Procednre. That the procedure for the award of the City Key shall be that nominees for receipt of the City Key may be suggested by the Mayor or any Commissioner and be placed on the Agenda of any Commission Workshop meeting for consideration by the City Commission. Final Resolution No. 2005-62 Page 2 placed on the Agenda of any Commission Workshop meeting for consideration by the City Commission. Final approval shall be at a regular Commission meeting. Additionally, the Mayor or the Vice Mayor in the absence or unavailability of the Mayor may, in his or her discretion, from time to time, award the City Key to persons, firms, organizations, or entities who: a. clearly meet the criteria of Section 3 of this Resolution; or b. are dignitaries of Florida local and state government; or c. are foreign dignitaries who are recognized as valuable allies of the United States of America; under those circumstances in which time does not permit presentation of a nomination to the City Commission at a Workshop or regular meeting. Implementation. That the City Manager is authorized to provide for the Section 5. implementation of the policies which are provided for herein and to arrange for the supply and purchase of the City Keys in accordance with appropriations made within the municipal budget. Section 6. Effective Date. That this Resolution shall become effective immediately upon adoption hereof. The foregoing Resolution was offered by Commissioner Diamond, who moved its adoption. The motion was seconded by Vice Mayor Joel and upon being put to a vote, the vote was as follows: Commissioner Zev Auerbach yes Commissioner Bob Diamond yes Commissioner Harry Holzberg yes Commissioner Michael Stern yes Commissioner Luz Urbaez-Weinberg yes Vice Mayor Billy Joel yes Mayor Susan Gottlieb yes 2 Resolution No. 2005- 62 Page 3 PASSED AND ADOPTED this 11 th day of October, 2005. Attest: d Legal Sufficiency: Hfn1~ City Attorney 3 CITY OF "ENTURA FINANCE DEPARTMENT MEMORANDUM TO: City Commission FROM: Ronald J. Wasson, City Manager BY: Melissa Cruz, Finance Director (�l , DATE: May 10, 2024 SUBJECT: Resolution Setting Forth the Ranking of Firms to Provide an Enterprise Resource Planning ("ERP") Solution May 16, 2024 City Commission Special Meeting Agenda RECOMMENDATION It is recommended by the ERP Selection Committee (the "Committee) that the City Commission adopt the attached resolution which sets forth the ranking of firms to provide an Enterprise Resource Planning (ERP) solution that the City will implement providing for a modern, core financial system that integrates with existing Community Services, Community Development and Human Resources applications. BACKGROUND The City currently utilizes the same financial system software that was implemented shortly after the City incorporated over 25 years ago. The City's current system, HTE, is outdated, inefficient and extremely limited as far as reporting, data access and transparency. Upgrading and implementing a new system is imperative and long overdue. Moving to a more innovative and user-friendly solution will allow the City to step forward into a paperless environment, improving processes tremendously as well as providing efficiencies in data transfers, financial reporting and application integration across all City departments. The City established a Selection Committee consisting of the Finance Director, Controller, IT Director, and HR Manager. The Committee was formed to- - Publicly announce requests for proposals - Provide interested firms with a request for proposal - Evaluate proposals The City prepared an RFP which included detailed criteria for the evaluation of proposals and for the ranking of firms. The City advertised the availability of the RFP in 1 the Daily Business Review on November 27, 2023. In addition, a solicitation package was made available from www.demandstar.com on November 27, 2023. Proposers were given until January 5, 2024 to submit questions. An addendum to the RFP was sent out by the City on December 26, 2023 which answered and addressed the questions that were submitted through that date. No additional questions were received between December 26, 2023 and the deadline on January 5, 2024. Six proposals were received and opened at Government Center on January 12, 2024. The six (6) proposals are listed (in alphabetical order) below- - BS&A Software - CentralSquare Technologies - Harris ERP - Oracle America - Springbrook Software - Tyler Technologies The proposals were reviewed by the Committee. As part of the evaluation process, the Committee shortlisted the six (6) proposals to three (3) firms. All three firms made in- person software demonstrations at Aventura Government Center to the Committee over 2 and a half days each from April 3 to April 12, 2024. After the demonstrations concluded, the Committee ranked the firms in order of preference (listed below) as to the most highly qualified to perform the required services. Committee's Ranking of Consulting Firms in order of preference (with 1 being the best): 1. Tyler Technologies 2. CentralSquare Technologies 3. Oracle America Based on the foregoing, the Committee requests that the City Commission approve the attached resolution establishing a ranking of firms to provide an ERP solution. A copy of the RFP, submittals by all firms and other supporting documents are available for review in the Finance Department. The City Commission can approve the rankings of the Committee or may establish a different ranking. If the Commission chooses to rank the firms in a different order than that which was recommended by the Committee, they must document in its public records the reason for not selecting the highest ranked firm and the reason for the change in ranking cannot be due to compensation. Assuming adoption of the attached resolution by the Commission, the Administration shall negotiate a contract with the first-ranked firm. If the Administration is unable to negotiate a satisfactory contract with that firm, negotiations with that firm shall terminate and the Administration shall then negotiate with the second-ranked firm and so on, until a contract is obtained. At the July 2024 Commission meeting, the Administration will submit a contract for an ERP solution for approval based on the negotiations. 2 CITY OF AVENTURA RESOLUTION NO. 2024- A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF AVENTURA, FLORIDA, APPROVING THE RANKING OF FIRMS TO PROVIDE AN ENTERPRISE RESOURCE PLANNING SOLUTION; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AN AGREEMENT FOR SAID SERVICES WITH THE FIRST RANKED FIRM; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AN AGREEMENT WITH THE SECOND RANKED FIRM IN THE EVENT AN AGREEMENT CANNOT BE REACHED WITH THE FIRST RANKED FIRM; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AN AGREEMENT WITH THE THIRD RANKED FIRM IN THE EVENT AN AGREEMENT CANNOT BE REACHED WITH THE SECOND RANKED FIRM; PROVIDING FOR IMPLEMENTATION; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Aventura, in accordance with its Charter and applicable State law, has requested proposals from firms to provide a new Enterprise Resource Planning software system (the "System"); and WHEREAS, a Selection Committee was appointed to evaluate and rank the proposals for this System; and WHEREAS, based on the experience and qualifications of the firms submitting proposals, the Selection Committee ranked the proposals in the following order: 1) Tyler Technologies; 2) CentralSquare Technologies; and 3) Oracle America; and WHEREAS, the City Commission desires to authorize the City Manager to negotiate an agreement with the top ranked firm and with the second and third ranked firm(s), should negotiations with the top ranked firm be unsuccessful. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF AVENTURA, FLORIDA, THAT: Section 1. The above stated recitals are hereby adopted and confirmed as being true and correct and are hereby made a specific part of this Resolution. Section 2. The Committee's ranking of the proposals in the following order: 1) Tyler Technologies; 2) CentralSquare Technologies and 3) Oracle America is hereby approved. Section 3. The City Manager is authorized to enter into negotiations with first ranked firm to reach an agreement. In the event an agreement with the first ranked firm cannot be reached, the City Manager is authorized to negotiate with the second and third ranked firms in order to reach an agreement. City of Aventura Resolution No. 2024 Section 4. The final negotiated contract price shall be approved by the City Commission prior to commencement of work by the selected firm. Section 5. The City Manager is hereby authorized and requested to take all necessary and expedient action to carry out the aims of this Resolution. Section 6. This Resolution shall become effective immediately upon its adoption. The foregoing Resolution was offered by Commissioner who moved its adoption. The motion was seconded by Commissioner and upon being put to a vote, the vote was as follows: Commissioner Amit Bloom Commissioner Rachel S. Friedland Commissioner Billy Joel Commissioner Paul A. Kruss Commissioner Michael Stern Vice Mayor Dr. Linda Marks Mayor Howard S. Weinberg PASSED AND ADOPTED this 16t" day of May, 2024. HOWARD S. WEINBERG, ESQ. MAYOR ATTEST: ELLISA L. HORVATH, MMC CITY CLERK APPROVED AS TO LEGAL SUFFICIENCY: ROBERT MEYERS CITY ATTORNEY WEISS SEROTA HELFMAN COLE + BIERMAN, P.L. Page 2 of 2