CITY OF LAGUNA NIGUEL
CITY COUNCIL AGENDA ITEM
To: Honorable Mayor and Council Members
FROM: Jonathan Orduna, Community Development Director
DATE: September 5, 2023
SUBJECT: Approval of Amendment No. 2 to the Professional Services Agreement with Park Consulting Group, Inc. to Provide On-Call Land Management Software (LMS) Implementation Services
RECOMMENDATION
Staff recommends that the City Council:
1. Approve Amendment No. 2 to the Professional Services Agreement with Park Consulting Group, Inc. to provide on-call land management software services, to replace the annual not to exceed amount of $150,000 for three years ($450,000 aggregate) with a total not to exceed amount of $450,000 through June 30, 2025; and,
2. Authorize the City Manager to execute Amendment No. 2 to the Professional Services Agreement between the City and Park Consulting Group, Inc., and future amendments to the agreement subject to the City Attorney making non-substantive changes.
BACKGROUND & ANALYSIS
Un October 18, 2022, the City Council approved Amendment No. 1 to the Professional Services Agreement with Park Consulting Group, Inc., to provide on-call land management software (LMS) implementation services in an annual amount not to exceed $150,000 through June 30, 2025 ($450,000 aggregate over three years), in support of Tyler Technologies, Inc.'s EnerGov software build-out and implementation.
Since this time, City staff and Park Consulting Group, Inc. have been working diligently during the build-out process, resulting in being ahead of schedule. Typically, a LMS build- out and implementation takes approximately three years to complete. However, due to the newly expedited timeline, staff anticipates going live with the new software within roughly one year of implementation in Spring 2024.
As a result of the accelerated timeline, costs are being realized over a shorter period of time than originally projected, necessitating an update to the agreement, which removes the annual terms while still retaining the total approved agreement not to exceed amount of $450,000.
Although the project is ahead of schedule and very likely to be completed well in advance of the June 30, 2025, agreement term limit, staff does not recommend altering this term limit to safeguard against any unforeseen delays or project implementation issues that may occur. Based on the above, staff recommends a total not to exceed amount of $450,000 with the approval of Amendment No. 2 to the Professional Services Agreement with Park Consulting Group, Inc. (Attachment A) to run through the completion of the contract term.
ALTERNATIVES CONSIDERED
The City Council may decide not to approve Amendment No. 2 to the Professional Services Agreement with Park Consulting Group, Inc. This alternative is not recommended as it would result in delays of services and postpone the LMS software implementation completion and expedited go-live date.
FISCAL REVIEW
Adequate funding is available within the approved Fiscal Year 2023-2024 Community Development Department budget, including but not limited to the California Energy Commission solar grant and LEAP planning grant funds, to cover costs incurred under the agreement.
LEGAL REVIEW
The City Attorney has reviewed and approved the agreement and this staff report as to form.
CONCLUSION
Staff recommends that the City Council:
1. Approve Amendment No. 2 to the Professional Services Agreement with Park Consulting Group, Inc. to provide on-call land management software services, to replace the annual not to exceed amount of $150,000 for three years ($450,000 aggregate) with a total not to exceed amount of $450,000 through June 30, 2025;
2. Authorize the City Manager to execute Amendment No. 2 to the Professional Services Agreement between the City and Park Consulting Group, Inc., and future amendments to the agreement subject to the City Attorney making non-substantive changes.
Luaten 1 Naster for: Late Smith
Tamara S. Letourneau Scott C. Smith
City Manager City Attorney
Lith Glen
Jonathan Orduna Hannah Tamaddon
Community Development Director Management Analyst
Attachments:
A. Amendment No. 2 to the Professional Services Agreement with Park Consulting Group, Inc.
ATTACHMENT A
Amendment No. 2 to the Professional Services Agreement with Park Consulting Group, Inc.
AMENDMENT NO. 2 TO AGREEMENT FOR PROFESSIONAL SERVICES
ON-CALL LMS IMPLEMENTATION SERVICES
This Amendment No. 2 to Agreement for Professional Services ("Amendment No. - by and between the City of Laguna
Niguel, a California municipal corporation, hereinafter the "City", and Park Consulting Group, Inc., a California limited liability company, hereinafter the "Consultant".
RECIIALS:
1. On October 21, 2022, the City entered into a Professional Services Agreement with the Consultant to provide On-Call LMS Implementation Services as requested by the City (the "Agreement").
l. On October 24, 2022, the City and Consultant entered into Amendment No. 1 to the Professional Services Agreement in order to establish the amount of compensation under the Agreement not to exceed $150,000 annually through June 30, 2025 ("Amendment No. 1").
IlI. The City and Consultant now desire to amend the Agreement in order to modify terms related to compensation under the Agreement.
AGREEMENI:
NOW, THEREFORE, in consideration of the foregoing premises and the mutual promises and covenants herein contained, the parties hereto agree as follows:
1. Scope of Services. Exhibit "A" of the Agreement is hereby amended to add the services set forth in Exhibit "A-2" to this Amendment No. 2, attached hereto and incorporated herein by reference.
2. Payment for Services. Section 3 of the Agreement is hereby amended in its entirety to read as follows:
"City agrees to pay Consultant for all services under the Agreement at the rates and in the manner set forth in Exhibit "A", the Scope of Services, in a total amount not to exceed Four Hundred Fifty Thousand Dollars ($450,000.00) over the term of the Agreement."
3. Remaining Provisions. Except as specifically set forth in this Amendment No. 2, the remaining provisions of the Agreement shall continue in full force and effect. [Signatures on following page]
1 IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 2 to the Agreement as of the date first above written.
"CITY"
CITY OF LAGUNA NIGUEL
By: _
Tamara S. Letourneau
City Manager
ATTEST:
Marissa J. Asistin
City Clerk
APPROVED AS TO FORM BY THE
CITY ATTORNEY FOR THE
CITY OF LAGUNA NIGUEL,
CALIFORNIA
Scott C. Smith
City Attorney
"CONSULTANT"
Park Consulting Group, Inc.
a California Corporation
By: _
Print Name:
Title:
By: _
Print Name:
Title:
2 EXHIBIT "A-2"
SCOPE OF SERVICES
3 ParK
PARK CONSULTING GROUP
SCOPE OF SERVICES AND COST PROPOSAL
Park Consulting Group (PCG) will provide the City of Laguna Niguel LMS Implementation professional services for the City's Tyler Tech Enterprise Permitting and Land Management Systems (LMS) Project:
A. LMS Advisory Services:
City of Laguna Niguel is seeking assistance with the activities associated with the City's Enterprise Permitting and Land Management Systems (LMS) project such as those listed below:
Project Management Advisory:
• Review project scope, project plans, project timelines, and deliverables provided by the City and Tyler Tech for the LMS Project.
• Provide project team with best practices and tools for project execution, management, and delivery from LMS implementation experiences. • Attend project management meetings and other project meetings, as requested. • Attend meetings with City and vendor related to documentation reviews and updates, as requested.
• Review project milestone and vendor communications / sign-off documents, as requested.
• Review project deliverables and approval documentation to ensure they adhere to City's expectations, objectives, and requirements, as requested. • Support identification of risks and issues within the project as needed. • Support analysis and discussions for changes in project scope, identifying potential project challenges and development of contingency plans.
B. LMS Implementation Services:
The City of Laguna Niguel has a fully staffed project team and may seek PCG's assistance with the activities associated with the City's Enterprise Permitting and Land Management Systems (LMS) project such as those listed below:
System Configuration:
• Provide feedback and support on solutions options available in EnerGov to migrate current LMS capabilities by incorporating known system functionality and client experiences.
Provide feedback and support in City-owned build and configuration activities based for back-office and online portal configuration including case type development, workflow templates, Citizen Access, etc.
Page | 1
ParK
PARK CONSULTING GROUP
Forms and Reports Design and Development:
• Provide report development feedback and support of City-assigned non-standard forms and statistical reports. This includes existing out-of-the-box forms and reports that require edits as well as custom forms and reports.
Post-Go-Live Enhancement Services
• Provide feedback and support in building and configuring post-go-live enhancements for back-office and online portal configuration including case type development, workflow templates, Citizen Access, etc.
Other Project Activities:
• PCG provides a broad range LMS implementation, advisory, and development services. City may request additional services based on the established hourly rates.
C. Key Assumptions:
• PCG is estimated at participating throughout the initial duration of the LMS Project (1 year).
• Only current Traklt capabilities and features available as of October 2023 will be configured and migrated to EnerGov; New processes and capabilities will be considered for future project phase.
• Erich List has been identified as the City's project lead/ project manager and will be available 80% (of 1 FTE) throughout the duration of the project. • City will make project team members, subject matter experts, and an implementation team (including consultants, contractors, and vendors) available to PCG to answer questions and provide updates as needed. • City already has project management, business analysts, system configuration resources, process leads, technical and developer resources, subject matter experts, and other City-responsible roles Tyler Tech requires to serve as project team members that are adequately available to successfully deliver the project. • Requests for project consultant resources are billed at 2-hour increments. • Report development requests are billed at 8-hours minimum per report.
Development effort above 8-hours will be billed for the actual time worked and rounded up to the nearest half hour.
• City estimates PCG should have the ability to deliver the project remotely with no on-site visits and/ or incurred travel costs. If travel is required, PCG will seek reimbursement and approval from the City on travel expense reimbursement. • Remote access and full system administrator access to CentralSquare Community Development and EnerGov will be needed upon the start of work.
This includes, and is not limited to, access to VPN/virtual desktop logins, Google Chrome and Internet Explorer, EnerGov Application, EnerGov Application Server, EnerGov Services Server, EnerGov Database and DB Server, and Tyler Tech Project Sharepoint.
Page | 2
ParK
PARK CONSULTING GROUP
D. Cost Proposal:
• Total Not-to Exceed: Total Not-to Exceed: PCG will provide the City of Laguna Niguel's On-Call LMS Implementation Services in a total amount not to exceed $450,000 through June 30, 2025. PCG will provide the City of Laguna Niguel Project Advisory with a fixed monthly cost of $5,000 per month after March 2024. City has also already requested implementation services based on determined fixed service amounts for Build, Configuration, and Validation (through Oct 2023), Project Advisory (Nov 2023 - March 2024), Forms and Report Development (29 standard forms and reports and 2 financial reports), and Post-Go-Live enhancements. City may request additional LMS implementation services based on the established hourly rates below:
Project Resource 2022 - 2025 Rates
Principal Consultant $250/Hour
Project Consultant $200/Hour
Report / Data Consultant $200/Hour
Page | 3