DATE:
January 17, 2023
TO:
Mayor and City Council Members
FROM:
Nils Bentsen, City Manager
BY:
Casey Brooksher, Director of Administrative Services
Michael Assumma, Information Systems Manager
SUBJECT:
Professional Consulting Services Agreement with Woolpert
RECOMMENDED ACTION
It is recommended that the City Council authorize the City Manager to enter into a two-year Professional Services Agreement with Woolpert, in the amount of $320,800 for professional consulting and project management services to replace the current legacy land management system software used by the City.
BACKGROUND
For close to a decade, the City has operated CentralSquare’s TRAKiT Permits, Land, and Licensing (PLL) software to handle functions related to business/occupational licensing, permitting, land use, code compliance and payment processing. Currently, TRAKiT is one of the primary tools used by the City to conduct business and daily operations. However, TRAKiT is no longer supported by CentralSquare, meaning that this critical software is no longer receiving any new features or security updates. Initial research indicated that upgrading from TRAKiT to CentralSquare’s modern equivalent will cause compatibility issues with the City’s existing payment terminals located at City Hall, and will significantly impact other related systems.
Due to these combined factors, City staff considers to update TRAKiT as an opportunity to evaluate competing modern solutions that provide the same functions the City relies on, as well as new features and functionality in-line with leading-edge industry trends and best practices. An updated, modern replacement for TRAKiT will better-protect the private information of our citizens, businesses, and increase efficiency for City employees that use PLL software in the course of their normal duties.
ISSUES/ANALYSIS
In order to select a replacement for TRAKiT that best meets the City’s needs, it has been determined that engaging an outside professional consulting firm would be beneficial to the process of choosing a new solution, and having insight and expertise. This consultant would perform a detailed evaluation of current business processes that interact with TRAKiT, interview major stakeholders regarding a desired end state, and assess the technical layout of other related systems. Using this gathered information, as well as industry knowledge, the consultant would assist the city with the evaluation of competing solutions, as well as the process of selection, implementation, and changeover.
After conducting a formal Request for Proposal (RFP) process, City staff has identified Woolpert as a consulting firm capable of assisting the City with its project to replace TRAKiT, possessing the requisite knowledge and experience to ensure the proper selection, and successful deployment of a modern solution to replace TRAKiT. Woolpert has a history of successfully completing similar projects at other municipalities, and their proposal indicates their capability of providing all services, and accomplishing all objectives specified for this project.
FISCAL IMPACT
Funding for this agreement has been included in the Fiscal Year (FY) 2022-23 Operating Budget and will be included in the FY 2023-24 Annual Budget.
ALTERNATIVE(S)
Provide alternative direction to staff.
ATTACHMENT(S)
None
City of Hesperia STAFF REPORT City of Hesperia STAFF REPORT City of Hesperia
STAFF REPORT
City of Hesperia
STAFF REPORT
Staff Report to the Mayor and City Council
Professional Consulting Services Agreement with Woolpert January 17, 2023