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CITY COUNCIL AGENDA ITEM NO. 23

Meeting Date: December 9, 2008

Subject/Title: A resolution 1) approving and authorizing the City Manager to sign a contract with CRW Systems, Inc. in the amount of $250,600, plus a 15% contingency, for a total amount of $288,190 to provide Development Services Software, CIP Project No. 337-37197, and authorizing the City Manager to execute any necessary contract amendments up to the amount of the contingency and 2) amending the CIP Budget Sheet for Development Services Software, CIP Project No. 337-37197.

Prepared by: Louis R. Kidwell, Chief Building Official

Submitted by: Casey McCann, Community Development Director

RECOMMENDATION
A resolution 1) approving and authorizing the City Manager to sign a contract with CRW Systems, Inc. in the amount of $250,600, plus a 15% contingency, for a total amount of $288,190 to provide Development Services Software, CIP Project No. 337-37197, and authorizing the City Manager to execute any necessary contract amendments up to the amount of the contingency and 2) amending the CIP Budget Sheet for Development Services Software, CIP Project No. 337-37197.

PREVIOUS ACTION
On May 27, 2008, by Resolution No. 2008-137, City Council adopted the City’s 2008/09 –2012/13 Capital Improvement Program (“CIP”) Budget, which included the Development Services Software, CIP Project No. 337-37197.

DISCUSSION
When the Council adopted Strategic Plan 2007, one of the major areas identified for staff attention was the improvement of customer service. One of the areas of improvement specifically identified was in the area of development. To improve customer service in this area, a goal to acquire and implement a comprehensive software system was established. The Building Division, Planning Division, Parks Planning and Inspection Division, and Engineering Division all have a prominent role in the processing of development projects during the entitlement, construction document plan check and inspection phases. The separate divisions have different methods of tracking projects but there is no one location that has the entire project status. A new comprehensive tracking software system was identified as necessary to accelerate and track all development processes including fee collection.

To insure that the acquisition process is consistent with another of the Council’s approved goals, which is to stay current with proven technology; the City hired the consulting firm of ClientFirst. ClientFirst was engaged to conduct a Development Software Needs Assessment. The assessment analyzed all of the development related processes and procedures in Building, Planning, Code Enforcement, Engineering, Information Systems and Park Planning and Inspection. ClientFirst found that currently project plan tracking/approval processes utilized shadow systems such as Microsoft Excel, Microsoft Access and manual processes. The existing permitting and inspection software solution, Sierra System’s Permits Plus, requires an unusual amount of work effort, duplicate entries, and shadow systems to complete the required processes and it has no credible work flow package. In summary, ClientFirst determined “the City could expect significant productivity gains as well as advanced customer service with the implementation of a new, integrated Development Software Solution.”

In the Capitol Improvement Program Budget for 2008/ 2009 – 2012/2013, the Council approved a budget of $500,000 for Development Services Software (Capital Improvement Program Project Number 337-37197). To assist staff with the acquisition of an appropriate system, ClientFirst was again retained to develop a Request for Proposals and to work with staff on the selection of the appropriate software solution. In March 2008, staff received proposals from ten software vendors. The bids on the software portion of the systems ranged from $223,100 to $1,034,279. The ten proposals were evaluated based on the criteria identified in the Request for Proposals and the viable systems were narrowed down to three vendors. During the months of April and May 2008, all the potential staff users attended software presentations from the three software companies. The three systems were completely vetted by all the potential users and CRW was unanimously chosen from the three vendors.

Staff, with the help of ClientFirst, negotiated the contract with CRW in the amount of $250,600. Included in this price is the software licensing, training, project management, data conversions and the implementation of a new software system. The costs of the optional items are not included in this agreement. It is anticipated that optional training and report writing may be necessary once the system is installed and operational. The cost of the optional training and report writing will be covered by the contingency amount. Not included in this contract are Integrated Voice Recognition Software and the computer hardware necessary to implement this system. The acquisition of the hardware, excluding field services hardware which will be deferred until permit activity improves, will be purchased separately and as required in the Purchasing Policy.

The CRW Software System is built on the latest .net software architecture. The advantages of CRW over the present system are as follows:

• All the processes will be linked

• Project information will entered once for all the users

• Addressing will be consistent across all applications

• All fees collected are directly posted to the financial package

• Fee calculations will be automated making collection more consistent and reliable

• Workflows will be consistent, reliable and verifiable

• Milestone tracking will be automated and reliable

• Files and process will be linked to the Graphical Information Systems (GIS)

• Project data will be accessible by links from the parcel maps

• Permit information can be entered online

• Some building permits will be issued online

• Some fees can be collected online

• There will be web access to application processing information online

• Inspections can be scheduled online

• Inspection results can be viewed online

• Historical information, plans maps and documents are kept electronically making them easily accessible and reproducible

The CRW software acquisition and implementation is a significant step forward for development processing and permitting. Customer service will be improved dramatically by having access to reliable up-to-date project information as well as historical information in real time. Some information can be provided over the internet saving customers as well as staff time. The process of setting up this software package will require staff to review and evaluate business practices to ensure operational efficiencies and optimal customer service. The timing for implementing this project is an advantage because considerable amounts of staff time will be necessary for implementation. This would be a burden in times of higher volume and negatively impact customer service levels. CRW has a very aggressive schedule for training and implementation. This schedule will require that we accelerate the funding of CIP Project No. 337-37197.

FISCAL IMPACT
The cost of this contract is $250,600, plus a 15% contingency of $37,590, for a total amount of $288,190. Due to the early funding requirements for this project, staff is recommending moving $125,000 from fiscal year 2009/10 and $75,000 from fiscal year 2010/11 to fiscal year 2008/09 for a total budget of $450,000. The overall CIP budget will be reduced by $50,000 for a total project budget of $450,000. The funds associated with this work are included in the 2008/09 - 2012/13 Capital Improvement Program which includes the Development Services Software project. The cost for the software is a one-time expense and the annual maintenance cost of this system will be approximately $13,000 starting twelve (12) months after acceptance of the software system. The annual maintenance cost will be budgeted in the annual operating budgets of the participating divisions.

Attachments:
Resolution
Contract
CIP Budget Sheet

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD 1) APPROVING AND AUTHORIZING THE CITY MANAGER TO SIGN A CONTRACT WITH CRW SYSTEMS, INC. IN THE AMOUNT OF $250,600, PLUS A 15% CONTINGENCY, FOR A TOTAL AMOUNT OF $288,190 TO PROVIDE DEVELOPMENT SERVICES SOFTWARE, CIP PROJECT NO. 337-37197, AND AUTHORIZING THE CITY MANAGER TO EXECUTE ANY NECESSARY CONTRACT AMENDMENTS UP TO THE AMOUNT OF THE CONTINGENCY AND 2) AMENDING THE CIP BUDGET SHEET FOR DEVELOPMENT SERVICES SOFTWARE, CIP PROJECT NO. 337-37197.

WHEREAS, on May 27, 2008, by Resolution No. 2008-137, City Council adopted the City’s 2008/09 – 2012/13 Capital Improvement Program (“CIP”) Budget, which included the Development Software Package, CIP Project No. 337-37197; and

WHEREAS, the existing permitting and inspection software solution, Sierra System’s Permits Plus, requires an unusual amount of work effort, duplicate entries, and shadow systems to complete the required processes; and

WHEREAS, that currently, project plan tracking/approval processes utilize shadow systems such as Microsoft Excel, Microsoft Access and manual processes; and

WHEREAS, based on CRW Systems, Inc.’s pricing, their ability to meet all the functional needs, the fact that they meet or exceed all the criteria defined in the RFP, staff recommends the Development Services Software provided by CRW Systems, Inc.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood does hereby:
1) Approve and authorize the City Manager to sign a contract with CRW Systems, Inc. in the amount of $250,600, plus a 15% contingency, for a total amount of $288,190 to provide Development Services Software, CIP Project No. 337-37197, and authorize the City Manager to execute any necessary contract amendments up to the amount of the contingency.
2) Amend the CIP Budget Sheet for Development Services Software, CIP Project No. 337-37197.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at an adjourned regular meeting held on December 9, 2008 by the following vote:
 
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