Agenda Item
City Council
Item #: 3.7. 3/8/2022 File #: 22-0107
TO: Honorable Mayor and Members of the City Council
THRU: Thomas R. Hatch, Interim City Manager
FROM: Christopher Cash, Public Works Director
1. SUBJECT
Agreement with Park Consulting Group, Inc. for Enterprise Land Management System Procurement Services.
2. SUMMARY
The agreement with Park Consulting Group, Inc. for Enterprise Land Management System (LMS) Procurement Services will facilitate the planning, project management, LMS inventory, and demos leading to the solicitation and selection of an LMS solution provider.
3. RECOMMENDED ACTION
Approve professional services agreement with Park Consulting Group, Inc. in the amount not to exceed $57,500 for Land Management System Procurement Services, and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
The total expenditure for this agreement is $57,500, and will be funded through the Building Records Management Fund (110.6001.56510.20482).
5. STRATEGIC PLAN GOALS
Goal 4: Provide outstanding public service.
c: Enhance technology to improve public accessibility to information and services.
6. DISCUSSION AND BACKGROUND
In September 2010, the City entered into an agreement with CRW Systems Inc for the installation, data conversion, and training on the TrakIt software for the City’sLand Management System (LMS).
The system was used for the issuance and administration of Building Permits, Code Enforcement, and Planning records. As of the past few years, the software version has become outdated and has been plagued with issues including periodic system crashes, unintended inputs, and limited features.
Software support has not been responsive to service calls.
The City is now looking to implement a comprehensive and integrated cloud-based enterprise LMS which meets current and future business needs. To this end, staff has consulted with other agencies in similar situations including the cities of Santa Ana, Irvine, and the County of Orange. Staff has learned the challenges and complexity of selecting a fully comprehensive and integrated LMS for use citywide. Because of the scope and complexity of an LMS, staff has determined the prudent City of Orange Printed on 3/3/2022Page 1 of 2
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Item #: 3.7. 3/8/2022 File #: 22-0107
citywide. Because of the scope and complexity of an LMS, staff has determined the prudent approach is to seek professional consultant services to assist in the solicitation and selection of an LMS provider. PCG will ensure that all required functionality / data are defined to be scoped in the new LMS.
PCG has extensive experience and specializes in Land Management System consulting and has assisted local agencies with procurement and implementation services, some of which include the County of Orange; cities of Santa Ana, Newport Beach, Fullerton, Huntington Beach, Lake Forest, Aliso Viejo, Tustin, and Costa Mesa. Because of its vast experience and specialized knowledge in this kind of professional procurement services, staff is recommending award of the agreement to PCG.
The total amount of the agreement with PCG is $57,500 including a ten percent contingency. The agreement includes planning and project management; inventory of LMS users, application and record types, fees, forms/reports; future-state inventory of LMS capabilities; identification of potential LMS vendors and demos, and recommendations for go-forward procurement and implementation.
PCG’s services are expected to be completed within three and a half months after notice to proceed.
7. ATTACHMENTS
· Professional Services Agreement with PCG
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