Long Beach Builds (LB Builds) – Enterprise Land Management (ELM) System
City Council Meeting – October 17, 2023
1 • The City uses an ELM system as the
backbone for processing all City
permitting and licensing functions,
including inspections.
• ELM is large and complex and has
several subsystems.
• There are many separate functions and
eight departments using this system.
• ELM is an “enterprise” system because of
the large-scale impact across many
functions and departments.
ELM Supports Citywide Permitting and Licensing
2 • The current system was installed in 2007.
• Many operations and needs have changed since that time. • The current system is not meeting either customer needs or city analytical needs.
o For example, current ELM is not configured to allow general online permitting submittals, an upcoming state law requirement, nor could it meet state processing requirements for online renewable energy permits without significant cost and time commitment.
o The City cannot retrieve adequate data or information from the system to meet management or policy decision-making needs.
o The current ELM lacks adequate integration across functions and departments, creating inefficiencies and lowering effectiveness.
Current System Not Meeting Needs
3 • LB Builds – ELM will either overhaul or replace the current ELM system.
• Will improve capabilities and responsiveness in
serving customers, whether residents, builders or
developers.
• Will reduce the need for customers to come to City
Hall for permitting or licensing needs.
• Will generally simplify the permitting and licensing
processes and make processing as easy and
painless as possible.
• Will provide better analytical information and be
more efficient for staff.
Priority Project to Overhaul or Replace the Current ELM 4 • LB Builds – ELM is generically known as an enterprise resource planning system because of its size and complexity.
• To ensure sufficient time and resources for a successful ELM project, it’s been necessary to pause LB COAST Phase II.
• It is unlikely that any city, including Long Beach, can successfully implement two concurrent major ERP projects with available resources.
Priority Project to Overhaul or Replace the Current ELM 4 • An enterprise system implementation project such as overhauling or replacing the ELM system is beyond the resources and expertise of the City staff. Expert assistance is needed.
• Consultants are used to temporarily assist and to provide the needed resources and expertise.
• The City has defined four scopes where consultants will assist the City. • City staff will still be the decisionmakers and the key to design and implementation.
• A key to success is adequately staffing the project with the best City staff along with a good City decision-making process.
Use of Consultants is Both Normal & Essential
5 Scope 1 – Needs
• Help make sure City is positioned for success.
o Assess City readiness for the project.
o Identify preliminary City resource needs for the project. • Help define City needs to incorporate into the Request for Proposal. o Defining what the City wants from the system and ensuring the City is taking advantage of new capabilities in the market.
Scope 2 – Request for Proposals (RFP)
• Develop the RFP for the software and system integrator. • Assist with selecting the software and system Integrator.
Scopes 1 and 2
6 Scope 3 – General Project Management
• Provide project management when
implementation begins.
Scope 4 – Quality Assurance
• Provide quality assurance – identify issues with
vendors or City that may impact project success
and make recommendations to resolve them.
Scopes 3 and 4
7 • 14 proposals from eight firms
• Evaluation committee process with City staff from
the Community Development, Technology and
Innovation, and Financial Management Departments
- the key departments using or involved with ELM.
• Narrowed down to semi-finalists based on the
written proposals.
• Narrowed to finalists based on interviews and
response to specific questions.
• Finalists then addressed issues specific to their
proposals and adjusted their proposals to better
meet City needs.
Good Response to the City’s RFP for LB Builds - ELM
8 Potential Timeframe (Earliest Timing)
9 This timeline will be reevaluated after selection of the software and system integrator and is likely the quickest timeframe. It may not be achieved depending on City resources and other factors, including vacancies and other city priorities.
Date Goal
12/4/2023 Project start - needs definition and RFP development 4/22/2024 RFP release
5/31/2024 Proposals due
9/6/2024 Vendor Selection
11/15/2024 Award, negotiation and contract signing complete 12/2/2024 Implementation begins with design and configuration 6/1/2026 Switchover to new or overhauled ELM system
8/1/2026 New system stabilization period ends (normal operations) 4/1/2027 End of potential Organizational Change Management (OCM) work to ensure best use of ELM
Potential Costs of the Proposed Awards
10 Scope Base Cost Contingency Total
Scopes 1 and 2 $ 890,000 $130,000 $1,020,000
Scope 3 $1,603,000 $320,600 $1,923,600
Scope 4 $1,050,000 $210,000 $1,260,000
Totals $3,543,000 $660,600 $4,203,600
• Scope 3 base cost includes $352,000 for optional OCM management services at the sole discretion of the City.
• Scope 3 and 4 costs may be exceeded if implementation timeframe is significantly longer than the aggressive timeframes proposed.
Potential Costs of the Proposed Awards (cont.)
11 Scope Base Cost Contingency Total
Scopes 1 and 2 $ 890,000 $130,000 $1,020,000
Scope 3 $1,603,000 $320,600 $1,923,600
Scope 4 $1,050,000 $210,000 $1,260,000
Totals $3,543,000 $660,600 $4,203,600
• Total costs for this major project are unknown at this point. Additional one-time costs, which will be substantial, include software, the system integrator, and soft and hard costs for City staffing.
• Whether net operating costs will be higher or lower is unknown. • Much of the cost, but not all, will be funded by the Development Services fund. • LB Builds – ELM will replace or overhaul a
major enterprise system.
• LB Builds – ELM will greatly improve online
access and other customer experiences
with City permitting and licensing.
• The project is anticipated to start in
December 2023 and be operational in
mid-2026.
• The cost will largely be funded from the
Development Services fund.
Summary
12 Recommendation to adopt Specifications No. RFP TI-23-201, for Enterprise Land Management (ELM) Consulting Services and award a contract to Gartner Consulting, of San Diego, CA, for to provide Needs Analysis, Request For Proposal (RFP) Development and Vendor Selection Consulting Services for an amount not to exceed $890,000, authorize a 14.6 percent contingency in the amount of $130,000, for a total contract amount of $1,020,000 for a period of one year, with the option to renew for four additional one-year periods, at the discretion of the City Manager; and, authorize the City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary subsequent amendments; Award a contract to BerryDunn, of Portland, ME, for General Project Management Services and Organizational Change Management for an amount not to exceed $1,603,000, authorize a 20 percent contingency in the amount of $320,600 for a total contract amount of $1,923,600, for a period of one year, with the option to renew for four additional one-year periods, at the discretion of the City Manager; and authorize the City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary subsequent amendments;
Recommendation
14 Award a contract to Gartner Consulting, of San Diego, CA, for Quality Assurance Services, for an amount not to exceed $1,050,000, authorize a 20 percent contingency in the amount of $210,000, for a total contract amount of $1,260,000 for a period of one year, with the option to renew for four additional one-year periods, at the discretion of the City Manager; and, authorize the City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary subsequent amendments; and, Increase appropriations in the Development Services Fund Group in the Community Development Department by $890,000, offset by funds available. (Citywide)
Recommendation, continued
15 Thank you
15 Lisa Fall
LB Builds – ELM City Project Manager
Community Development Department
[email protected]