Agenda #: 5.7
Meeting Date: June 20, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: PURCHASE OF A NEW ENTERPRISE LAND MANAGEMENT (ELM)
SYSTEM, INCLUDING RELATED HARDWARE AND
IMPLEMENTATION SERVICES.
STRATEGIC
GOAL: Responsible Stewardship of Public Resources
RECOMMENDATION:
A. Approve and authorize the City Manager to execute an agreement with Tyler Technologies to provide an Enterprise Land Management (ELM) System, related implementation services, and the first year of Maintenance in an amount of $826,517;
B. Approve and authorize the City Manager to execute an agreement with Go Live Technology to provide consulting services during the implementation of the ELM system in an amount not-to-exceed $200,000;
C. Approve, and authorize the City Manager to, seek competitive bids and purchase, two (2) servers required for the ELM system in an amount not-to-exceed $50,000; and
D. Approve a contingency amount of $108,483 for change orders, if any, to be approved by the City Manager, related to the ELM System project implementation.
FINANCIAL IMPACT:
The total year-one cost of the Enterprise Land Management (ELM) System is $1,200,000, including licensing, implementation services, related computer hardware and contingency. As part of the FY 22-23 Adopted Budget, one-time General Fund savings in the amount of $500,000 was appropriated for the ELM project by way of a transfer to the Equipment Maintenance & Replacement Fund (503). Upon approval of this item, additional savings of approximately $490,000 from the recently completed Diamond Bar Center Slope Stabilization Capital Improvement Project, also funded by
one-time General Fund savings in FY 22-23, will be reassigned from the CIP fund and transferred to Fund 503 for the ELM project for the current fiscal year. The remaining balance needed for the project in the amount of approximately $210,000 will be funded from available reserves in Fund 503. Adequate budget for this project exists in the current FY 22-23 budget as well as the Adopted FY 23-24 budget effective July 1, 2023.
BACKGROUND/DISCUSSION:
An Enterprise Land Management (ELM) System is software that enables the City to conduct some of the core functions of a local municipality. An ELM facilitates the creation, compliance, tracking, scheduling, and issuance of Planning Permits, Building & Safety Permits & Inspections, Public Works Permits & Inspections, Code Enforcement cases, Planning Applications, and Business Licensing.
The current Enterprise Land Management System is CityView, a system by N. Harris Computer Corporation. Cityview was first implemented 16 years ago in 2007. At the time the system was implemented it was adequate for the City’s needs. However, with the progress of technology, the system no longer meets the City’s needs. The City must replace this system to leverage the functionality of new technology in the marketplace. The key business drivers impacting the project are as follows:
• Improved integration and compatibility between application software systems. o CityView does not integrate with the cashiering system (Tyler Cashiering) thus creating a process where daily cashiering batch files have to be viewed, balanced, and entered in 2 different systems and handled by at least 6 persons on a nightly basis.
o CityView does not integrate with the financial accounting system (Tyler Munis) and creates a great deal of extra work for staff because CityView users have to manually enter and track deposits in both systems simultaneously thus creating timing issues and doubling efforts by staff. o CityView does not integrate with the plan check and annotation software (Bluebeam), thus not allowing staff to fully utilized the plan review and annotation capabilities of Bluebeam.
• Movement toward paperless processing and utilizing system-automated tools. o Most processes in CityView such as routing of plans relies on paper documents that are physically reviewed and annotated and that then need to be scanned manually to be saved in the system. Modern systems create and store all documents digitally.
• Automating business processes.
o CityView does not have an option for customers to make payments online so the current workaround is to have staff create a one-time invoice in the recreation management system (RecTrac) which does have an online payment option and then have the customer log into RecTrac to pay a bill for CityView. The Customer then sends the receipt to staff who mark the item as paid in CityView so that it can then be entered in Tyler Munis. o The vast majority of business processes are routed manually by physically “pushing” paper from staff member to staff member. Modern systems follow an automated workflow that advances a given process and all associated documents automatically from user to user.
• Easier access to information that is not always readily accessible in the current system.
o CityView does not have any meaningful search capabilities. Exact Permit or License numbers are required to search in the program. Modern systems allow users to search using any variable such as date, name, address, APN number, and a whole range of other variables.
• Improved reporting functions.
o Some State-mandated reports such as the Building Standards Administration Special Revolving Fund (BSASRF) and Strong Motion Instrumentation Program (SMIP) reports currently require the assistance of a contract Database Administrator to extract the necessary data because CityView is not capable of creating the report. o Also, many reports require statistics that cannot be created with automated reports. Many statistics are a huge burden on staff time because they are currently being counted by hand or multiple reports are being manually combined to gather the required information.
Due to the significant lifespan of this product, our initial investment and upgrade costs have been fully recovered.
Creation of Workflow Worksheets and Workflow Diagrams
Beginning in January of 2019 all key staff members of Planning, Code Enforcement, Building & Safety, and Public Works met with Dennis Vlasich, a consultant with Sirius Technologies, to create workflow worksheets, workflow diagrams, and Feature & Function lists to use as the basis for the creation of a comprehensive Functional Requirements list. For 18 months, the subject matter expert staff members for each process listed below met to create a workflow worksheet that lists out each step in the most common processes for their area of expertise. Then they created workflow diagrams based on the worksheets. Ultimately, they created a Feature & Function list. • Planning Permits
• Building Permits & Inspections
• Public Works Permits & Inspections
• Code Enforcement
• Planning Applications
• Business Licensing
Consolidation of Feature & Function Lists into the Functional Requirements Once all of the feature and function lists were completed by June 2020, they were consolidated into one exhaustive list of Functional Requirements which consisted of over 1200 requirements. Then staff members verified the complete list and either added to or altered the list for accuracy. Upon the completion of the Functional Requirements, Dennis Vlasich retired from consulting.
Creation of Request for Proposal (RFP) Document
With the Functional Requirements completed, staff began work on the Request for Proposal document. With the retirement of Dennis Vlasich, Richard Chenette from GoLive Technologies was brought in to assist staff with the RFP and Vendor selection.
There were a few different formats discussed and created, but the final document most closely resembled the RFP document that was used for the Enterprise Resource Program (ERP). The RFP was reviewed and approved as to form by the City Attorney prior to posting on PlanetBids.
Vendor Selection Process
In compliance with the City’s purchasing ordinance, an RFP was posted on PlanetBids on November 15, 2021. A Non-Mandatory Bidders conference was held on December 2, 2021, where the entire RFP document was discussed and explained. There were five iterations of question and answers posted with the final Q&A post on December 14, 2021. The posting officially closed on January 14, 2022, and six vendors submitted bids including the following:
• MaintStar
• OpenGov, Inc
• Visionary Integration Professionals
• CentralSquare Technologies, LLC
• Tyler Technologies, Inc. (EnerGov)
• SEP Technology Consulting, LLC
Analysis of Bid Results
Staff reviewed and analyzed the bid responses and judged their quality based on the following criteria:
• Responsiveness and comprehensiveness of the response to the RFP • Company background and experience
• Demonstrated experience and qualifications of the proposed Project Manager and other implementation staff
• System functionality
• Reasonableness of the proposed fee
• Information obtained from references
At this stage of analysis, three bidders were removed from consideration for various reasons, including, extremely high cost and/or very poor references. Those bidders were:
• Visionary Integration Professionals
• CentralSquare Technologies, LLC
• SEP Technology Consulting, LLC
Final 3 Bidders Contacted to Provide Scripted Demo of Proposed Application The final three bidders were invited to provide the City with a scripted demonstration of their proposed software solution. The three bidders included:
• MaintStar
• OpenGov, Inc
• Tyler Technologies, Inc. (EnerGov)
All three vendors were contacted in late February 2022 and given possible dates and times for their scripted demonstration. MaintStar rejected the request to provide a demonstration and rescinded their bid. Only OpenGov and Tyler EnerGov remained.
OpenGov gave their scripted demonstration to staff on April 19 & 20, 2022. Tyler EnerGov gave their scripted demonstration to staff on May 11 & 12, 2022. As a result of the scripted demonstrations, it was discovered that each vendor needed to provide more information or clarify aspects of their bid.
Gap Analysis
Each of the remaining bidders had a high compliance score meeting the City’s Functional requirements. Tyler EnerGov specified they could meet 94.22% of the functional requirements and OpenGov specified they could meet 97.93%. However, staff needed more information to verify the possible effectiveness and compliance of the remaining vendors. Staff created a unique Gap Analysis document for each vendor that covered questions relating to a possible future contract with the vendor, the Functional requirements, Specific functionality of the proposed applications, Integration with other applications, and general questions for the vendor. Each vendor was given a Gap Analysis document in July of 2022. Staff met with both vendors individually to discuss each item on the Gap analysis document and were given a deadline of August 2022 to submit their responses.
Vendor Response to Gap Analysis
Both vendors submitted their responses to their Gap Analysis document in early August 2022. Staff reviewed the responses and had further discussions with each vendor for clarification purposes. Tyler EnerGov fully responded to each inquiry, to staff’s satisfaction. OpenGov gave many vague and non-committal responses or outright rejected items on the Gap analysis document.
Vendor Selected
City Staff determined that only Tyler EnerGov could adequately meet the requirements of the City at a reasonable cost. Based on the overall bid, the scripted demonstration, and the response to the Gap Analysis document the executive team reached a consensus that Tyler EnerGov would be the lowest cost most responsible bidder and therefore should be the choice of the City to provide an Enterprise Land Management System (ELM).
Enterprise Land Management System Modules
The Tyler EnerGov Land Management system will include the following Modules:
• Enterprise Business Management Suite
o The Business Management suite facilitates and integrates the review, approval, issuance, renewal, revenue collection, investigation, and enforcement processes pertaining to business licensing. • Enterprise Community Development Suite
o The Community Development suite integrates operations in land use planning, permitting, code enforcement case management, and inspections.
• Civic Access
o Civic Access is a set of online tools that ensures effective communication with citizens and contractors while eliminating the need for a phone call or office visit. The online Civic Access portal serves all Business Management and Community Development related options.
• e-Reviews
o e-Reviews is the module for the electronic plan review processes that is fully integrated with Bluebeam.
• Enterprise Permitting & Licensing Core Foundation Bundle o The Core Foundation Bundle is a collection of products including ReadyForms, Tyler Hub (dashboard), Dynamic Reports, SSRS/Crystal, BMP Templates, and Standard iOS.
• Report Toolkit
o The Report Toolkit is Tyler’s report management console for custom report building.
• Workforce Mobile
o Workforce Mobile is a collection of mobile modules that facilitate Inspections and Code Enforcement case entries in the field that run on iPads.
• Enterprise Service Request (ESR)
o Enterprise Service request is Tyler's module for managing requests submitted to the City for processing (code enforcement request, general request, etc.)
• Request & Enforcement Management API Toolkit
o The API Toolkit is Tyler’s integration toolkit for ESR and Code Enforcement integration to existing programs.
• GIS Module
o The GIS Module is Tyler's integration to ESRI GIS
• Decision Engine
o The Decision Engine allows citizens to utilize branch skip logic for selfservice options through the online portal • Permitting & Licensing Advanced Automation Bundle
o The Permitting & Licensing Advanced Automation Bundle is a collection of Tyler's automation engines: Intelligent Objects, Intelligent Automation Agent, Georules, and Workflow Designer.
It is estimated that the ELM project will take 18-24 months to fully implement.
Consultant Selection Process
Staff determined that it was in the City’s best interest to seek the assistance of a Tyler EnerGov experienced consulting firm to aid in the implementation process of the new Enterprise Land Management System. In compliance with the City’s purchasing ordinance, an RFP was posted on PlanetBids on March 27, 2023, to provide professional services related to the implementation of the Enterprise Land Management System.
The due date for the proposal was April 10, 2023. A total of 4 vendors registered to access the posting and they collectively asked a total of 26 questions about the posting but ultimately only 2 vendors submitted a bid.
The results are as follows:
Name of Consulting Firm Proposed Cost
GoLive Technologies Inc. $200,000
Berry, Dunn, McNeil & Parker LLC. $526,500
The lowest-cost responsible bidder to provide professional services to assist with the implementation of a new Enterprise Land Management System is GoLive Technology.
They complied completely with the RFP criteria, they have exemplary prior experience with the City, and were the lowest cost bidder.
Server Requirements
Due to the City’s prior purchase of Tyler Munis staff is able to reduce the total cost of equipment because two existing servers can be utilized by both the Tyler Munis and Tyler EnerGov systems. As a result, the Tyler EnerGov system requires the purchase of only two new servers for the proper functioning of the System. One server will host the EnerGov application and the second server will host the services required by EnerGov.
Based on the hardware requirements provided by Tyler EnerGov, the two (2) servers are estimated to cost a total of $50,000. In order to ensure adequate lead time with the early stages of implementation, it is recommended that the City Council pre-authorize the City Manager to competitively bid and purchase the required servers. The purchase would be made to the lowest responsible bidder consistent with the City’s Purchasing Ordinance, in a not-to-exceed amount of $50,000.
Other Related Hardware and Licenses
A vital component of the new ELM system is the ability to conduct many functions in the field. It is necessary to separately purchase iPads with cellular service so that applicable staff members can fully utilize the System. It is anticipated that an additional seven (7) iPads will be needed at an estimated total cost of $6,500. This amount is included in the overall project budget and is within the purchasing authority of the City Manager.
Bluebeam Revue & Prime Studio Requirement
Bluebeam Revue is a program that facilitates the review of plans and allows for electronic annotations that many staff members already utilize. Bluebeam integrates with Tyler EnerGov thus eliminating the doubling of effort by staff. In order for all required staff members to participate in the use of Bluebeam Revue 10, it is anticipated that additional Bluebeam licenses must be purchased. An additional requirement is the Bluebeam Studio Prime subscription. Studio Prime is a resource that allows Bluebeam/Tyler EnerGov users to work collaboratively on the same set of plans simultaneously. The first year licensing is estimated at $8,500. This amount is included in the overall project budget and is within the purchasing authority of the City Manager.
LEGAL REVIEW:
The City Attorney has reviewed and approved License Agreement with Tyler and the Professional Services Agreement with GoLive as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.7.a Tyler EnerGov Contract Amendment Packet
2. 5.7.b Go Live Technologies Inc Professional Services Agreement