The URL can be used to link to this page

Home My WebLink About14 - NB-2 - Presentation - 10/1/2019NB 2: LAND MANAGEMENT SYSTEM UPDATE Appropriation & Vendor Contract City Council Meeting October 1, 2019 MODERNIZE TECHNOLOGY INFRASTRUCTURE 3 CURRENT SYSTEMS ARE ANTIQUATED, INCOMPLETE, AND NOT INTEGRATED •Most systems are more then 20 years old. Including LMS, ERP, Cashiering, etc. We are using Pneumatic Tubes To Process Credit Cards. •The more current systems we do have are piecemeal and were acquired to plug process leaks not to implement a Citywide Solution. •Most systems are not integrated. Meaning anything that goes from one system to another requires additional data entry or a printed report. 4 GOALS & PRIORITIES •3(c) Modernize our City’s IT Infrastructure comprehensively and strategically to save City resources, improve constituent services, enhance the budget process and maximize other revenues •6(d) Improve transparency and accountability as well as increase checks and balances by, without limitation, improving the Budget/Finance Software (“ERP” or Enterprise Resources Planning) •6(f) Maintain up-to-date and accessible information about public works projects, significant private development sites, and other city activities 5 ACTIONS TO COME •Budget/Finance Software (“ERP” or Enterprise Resource Planning) •Information Technology Strategic Plan Completed •An Enterprise Geographic Information System NOW •Implement a new Land Management System (LMS) RECOMMENDATIONS 7 RECOMMENDATIONS •Approve a budget adjustment appropriating $1,974,693 from committed fund balance in the Information Technology Replacement Fund (ITRF) for the acquisition and implementation of a new land management system (LMS); •Approve the proposed software and implementation services agreement with Tyler Technologies for a not-to-exceed amount of $901,606; •Authorize the City Manager and City Clerk to execute the proposed agreement and future amendments to the agreement; •Authorize a contract contingency of up to $100,000, if needed; and •Authorize the City Manager to execute a purchase order with Dell Marketing, L.P. for the purchase of servers and support hardware necessary to implement the new system for a not-to-exceed amount of $52,157.75. BACKGROUND 9 CURRENT LMS SYSTEM IS ANTIQUATED We acquired our current system: •The year of the .com boom •A year before DVDs first went on sale to the public in 1997 •The year of the first Flip Phone was sold to consumers; Motorala’s StarTAC for $1,000.00 •When a typical personal computer averaged 500 MB of data 10 CURRENT LMS SYSTEM IS NOT SUPPORTED •The City’s version of Permits+ no longer receives software updates or fixes from the vendor •If the system were to fail, the immediate solution would be to process permits and other customer requests by hand 11 SOFTWARE SOLICITATION AND FUNDING •Began planning for replacement in 2016 •February 21, 2017: Secured a software selection consultant, Soft Resources. •March 7, 2017: $1.5 million to Information Technology Replacement Fund (ITRF) •November 22, 2017: Formal RFP was released •April 24 to May 9, 2018: Demonstrations by vendors •July- August, 2018: Evaluators participate in IT strategic plan workshops September – December, 2018: Due diligence completed •January 2019: Began negotiations with Tyler Technologies •February 19, 2019: City Council committed $700,000 into the ITRF •July 23, 2019: Completed proposed implementation plan •August 20, 2019: Completed proposed budget •September 18, 2019: Finalize contract with Tyler Technologies TYLER TECHNOLOGIES ENERGOV 13 TYLER TECHNOLOGIES IS USED BY MANY CITIES THROUGHOUT CALIFORNIA •Newport Beach •Ventura •Tustin •Simi Valley •Pasadena •Laguna Beach •Fullerton •Carlsbad •Temecula •Encinitas 14 ENERGOV: CITY-WIDE SOLUTION Energov HDL Permits+ QAlert OTHER Energov Planning Engineering City Clerk (Connect to Laserfiche) Business License Fire Code Enforcement Transportation Building 15 ENERGOV: SPATIALLY BASED SYSTEM 16 ENERGOV: PROVIDES A PUBLIC PORTAL 17 ENERGOV: EASY INFORMATION RETRIEVAL 18 ENERGOV: SUPPORTS PAPERLESS SYSTEM 19 ENERGOV: WORKS WITH MOBILE APPS FOR DATA ENTRY IN THE FIELD 20 ENERGOV: PROVIDES WORKFLOWS WHICH SUPPORT THE USER 21 IN SUMMARY •Provide additional work capacity •Enhance public service •Increase reliability of data •Increase potential for analysis •Streamline review and decision- making processes •Cost savings BUDGET 23 PROPOSED BUDGET Budget Item Amount Percent Share Tyler Technology Software and Implementation Services $901,606 40.9% Additional Third-Party Software $25,840 1.2% Hardware $133,551 6.1% Project Management/Staff Augmentation $833,390 37.9% Contingency $305,613 13.9% Total Project Budget $2,200,000 100% Less: Amount Incurred for Soft Resources Contract (85,752) Less: Programmer Analyst II (139,555) Budget Adjustment Requested $1,974,693 Ongoing costs would be budgeted annually as part of the IT Department’s General Fund Budget starting FY 20/21. Estimated ongoing annual costs of the proposed system is $146,540 and $146,717 for the Programmer Analyst II. 24 SUMMARY 1. The budget includes direct and indirect costs of launching a new Land Management System 2. Direct costs include: Software, Hardware, and Implementation Services Provided by the Vendors. 3. Indirect costs are costs not contracted for but that are essential for the successful implementation of the new system ( e.g. staff augmentation, additional licenses for existing software) 4. The cost of the implementation is covered by the existing committed funds 5. The entire implementation plan includes approximately 14% contingency IMPLEMENTATION PLAN 26 TIMELINE Stage 1 Initiate & Plan October 2019 – February 2020 Stage 2 Assess & Define February – March 2020 Stage 3 Build & Validate March – September 2020 Stage 4 Final Testing & Training September – November 2020 Stage 5 Production Cutover November – December 2020 Stage 6 Closure January – March 2021 27 ROLES AND RESPONSIBILITIES IN THE CITY Executive Sponsor(s) Economic and Development Services and IT Directors Steering Group: Directors of 6 Departments Project Manager: Daniel Inloes •Programmer Analyst II •Implementation Consultant •Functional Leads •Change Management Leads •Power Users •End Users (70) •Technical Leads (5, Including Programmer Analyst II) •Planning Interns 28 NEXT STEPS •ACQUIRE AND INSTALL SERVERS This is the reason for the request to authorize a purchase order for servers (Dell Marketing) •HIRE AN IMPLEMENTATION CONSULTANT This action will come back to City Council for approval once the consultant has been selected and the contract completed. Staff is already engaged in this process. •COMMENCE THE INITIATE AND PLAN STAGE WITH TYLER TECHNOLOGIES 29 RECOMMENDATIONS •Approve a budget adjustment appropriating $1,974,693 from committed fund balance in the Information Technology Replacement Fund (ITRF) for the acquisition and implementation of a new land management system (LMS); •Approve the proposed software and implementation services agreement with Tyler Technologies for a not-to-exceed amount of $901,606; •Authorize the City Manager and City Clerk to execute the proposed agreement and future amendments to the agreement; •Authorize a contract contingency of up to $100,000, if needed; and •Authorize the City Manager to execute a purchase order with Dell Marketing, L.P. for the purchase of servers and support hardware necessary to implement the new system for a not-to-exceed amount of $52,157.75. NB 2: LAND MANAGEMENT SYSTEM UPDATE Appropriation & Vendor Contract City Council Meeting October 1, 2019