HomeMy WebLinkAboutE-12 Staff Report - Land Management SystemCONSENT ITEM
E-12
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: ANN GRAF, DIRECTOR OF INFORMATION TECHNOLOGY &
LIBRARY SERVICES
DATE: MAY 18, 2020
SUBJECT: REQUEST TO APPROVE PURCHASE OF LAND MANAGEMENT SYSTEM FROM
GOVSENSE
BACKGROUND:
The Economic and Community Development Department has been using HDL Land Management
System (LMS) for Building, Business Licensing and Code Enforcement permit and application
processing for over 18 years. This system no longer has the capacity to support the Department’s
expanding needs. In addition as of 2017, HDL has indicated it will be sun setting the system and is no
longer providing any enhancements or much needed upgrades. In order to meet the Department’s
current needs and provide additional services to the community, Staff recommends replacing the
current system.
RECOMMENDATIONS:
Staff recommends the City Council take the following actions:
1)Waive the competitive bidding process as authorized under Azusa Municipal Code section 2-
517-A(22) Solicitation and Bidding exceptions; specialized computer Software and Hardware;
and
2)Approve the licensing of Govsense Land Management System and Oracle NETsuite, conversion
and implementation services, not to exceed amount of $ 510,000; and
3)Authorize the Mayor to sign and execute the Professional Services Agreement, licensing
agreements and Scope of Work, in a form acceptable to the City Attorney, on behalf of the City.
APPROVED
CITY COUNCIL
5/18/2020
Purchase of Land Management System
May 18, 2020
Page 2
ANALYSIS:
The Department has been using the existing Land Management System for over 18 years. This system no
longer has the capacity to support the Department’s expanding needs. In addition as of 2017, HDL has
indicated it will be sun setting the system and is no longer providing any enhancements or much needed
upgrades making it difficult to process permits and applications in an efficient manner. The land
management system upgrade is a part of a larger comprehensive effort to streamline services to the public.
Currently, the Economic and Community Development Department relies on an antiquated process to
fulfill permits and applications that lacks communication between departments, document control, and
records management. Staff would like to take advantage of the available technologies to make processing
applications more efficient and make information readily available to applicants and residents. The
implementation of an updated Land Management System would allow for interdepartmental collaboration
and enhanced communication with the public.
It has taken several months to investigate all options. A team was assembled consisting of Information
Technology Staff and representatives from the Economic and Community Development Divisions.
Research included reaching out to 11 different vendors and qualifying them with a list of minimum
functional requirements. Of the original list, nine vendors were invited to provide demonstrations. Staff
received presentations which included both traditional and alternative technologies in an effort to not only
meet our current needs, but to ensure the investment we are making would serve our long range goals as
well. From the nine vendors, four finalists were selected and an agenda was prepared to do day long in-
depth demonstrations of all modules and integrations.
The team collaborated and debriefed after each of the demonstrations and unanimously selected Govsense
as the solution that would provide for all the needs of the department. Including a cloud solution to
eliminate the cost for hardware or ongoing hardware replacement, a single database, and a login and user
interface. Further, Govsense was the only vendor who provided an Economic Development Management
module and integrations to some third-party applications that would improve services to the community,
such as texting a time for an inspection and email marketing. Govsense will improve the Department’s
permit and application processing by:
• Processing applications online
• Cutting permit processing and review time
• Providing transparency through a citizen portal
• Providing a project tracking mechanism for applicants
The Land Management System upgrade is a part of an effort to streamline the Department’s services to
the public. The system will enhance the overall approval process of projects. Staff anticipates an increase
of housing applications as a result of the California housing crisis. The Land Management System will
provide for greater efficiency when processing both housing and development projects.
The City would enter into a Professional Services agreement with Govsense which would include the
acquisition, installation, configuration, training and conversion of data, licensing for integrated modules,
and licensing agreements with Govsense and Oracle NETsuite, the database platform provider for the
product.
Purchase of Land Management System
May 18, 2020
Page 2
FISCAL IMPACT:
The proposed project amount is not-to-exceed $510,000 for implementation and ongoing licensing and
support fees beginning in year two will be $137,500 per year for five years. The table below provides a
breakdown of the total project implementation cost by fund, and the amount that will need to
programmed into the annual budget beginning in year two:
Funding for acquisition of a Land Management System was included in the Capital & Infrastructure
Replacement Fund, a General Fund account, in the Fiscal Year 2019-2020 budget account number 46-
00-000-000-7143 in the amount of $328,500. Upon Council approval, staff will amend fund budgets and
program annual costs accordingly. Note, the cost borne by the General Fund is paid for nearly 50% by
technology enhancement fees collected from development projects; since effective in March 2016,
$129,510 in technology enhancement fees has been collected.
Prepared by: Fiscal Impact Review:
Ann Graf Talika M. Johnson
Director of Information Technology Director of Admin Svcs
& Library Services
Reviewed and Approved:
Sergio Gonzalez
City Manager
Attachment:
1) Statement of Work
Fund
Cost
Allocation
Implementation
Cost
On-going
Annual Cost
General Fund (Capital & Infrastructure Replacement)65%331,500$ 89,375$
L& W Consumer Services 25%127,500 34,375
Sewer 10%51,000 13,750
100%510,000$ 137,500$
This page contains proprietary information and is deemed confidential by GovSense.
GovSense Implementation
Statement of Work
12 May 2020
The information in this document is confidential between Client and GovSense. This document may not
be disclosed to any third party without prior consent from GovSense, LLC.
Copyright 2020, GovSense, LLC. All rights reserved.
Attachment 1
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Table of Contents
Reference ....................................................................................................................................................... 3
Objective ........................................................................................................................................................ 3
Solution Overview .......................................................................................................................................... 3
Scope of Project ............................................................................................................................................. 5
GovSense Land Management .................................................................................................................... 5
Planning Management ........................................................................................................................... 5
Permit Management .............................................................................................................................. 5
Inspection Management ........................................................................................................................ 6
License Management ............................................................................................................................. 6
Economic Development ......................................................................................................................... 6
Code Enforcement ................................................................................................................................. 7
Third Party Integrations ......................................................................................................................... 7
Portal ...................................................................................................................................................... 7
Data Migration ....................................................................................................................................... 7
Implementation Methodology .............................................................................................................. 8
Business Requirements Document (“BRD”) ................................................................................................ 12
Key Assumptions ...................................................................................................................................... 12
General Project Activities ............................................................................................................................ 13
General Project Timeline ............................................................................................................................. 14
Key Client Sign-offs ...................................................................................................................................... 14
Implementation Pricing ............................................................................................................................... 16
Terms ........................................................................................................................................................... 17
Signatures .................................................................................................................................................... 18
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Reference
GovSense’s Professional Services organization (“PS”) proposes the following implementation
services package (“Services”) for the City of Azusa, California (“Client”).
Objective
Pursuant to this Statement of Work (“SOW”), PS will implement the GovSense Sof tware and as
specified herein (collectively the “System”), for the Client. The System will be implemented to
operate on an outsourced, Software as a Service basis. The implementation project is designed
to help Client configure and realize the full value of the GovSense software. Using our proven
Project Methodology, our PS team will work hand-in-hand with the Client project team to
evaluate requirements and configure the system as specified in this Statement of Wor k. Before
configuration begins, a Business Requirements Document (“BRD”) will be provided to ensure
the software configuration and specifications match Client requirements.
Solution Overview
Our summary understanding of the solution scope determined mutually by PS and Client:
In Scope Applications, Solutions, and Implementation Services
• Core configuration including organization administration and General Ledger fee impact
• GovSense Land Management Suite
o Planning Management
o Permit Management
o Inspection Management
o License Management
o Economic Development
o Code Enforcement
• GovSense GIS Integration
• GovSense Basic Accounting
o Accounts Receivable
o Fee / Item Journal Entry Posting
• GovSense Civic Self-Service
o Online Customer and Citizen Engagement
o Advanced Online Reporting
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Out of Scope Applications, Solutions, and Implementation Services
• Custom integrations not defined in this statement of work
• GovSense Asset & Utility Management
o Utility Billing
o Service Request
o Work Orders
o Asset Management
o GovSense 311
• GovSense Tax Management
o Property Tax Management
o GovSense Recurring Billing
• GovSense Government Resource Planning (GRP) Modules
o Accounts Payable
o Procurement
o Journal Entry
o Project Accounting
o Grant Management
o Cash Management
o Fixed Asset Management
o Human Capital Management (HCM)
o Payroll Management
o Advanced Budgeting, Forecasting, and Financial Planning and Analysis
o Comprehensive Annual Financial Report (CAFR) Management
o Parking Management
o Animal & Pet Licensing
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Scope of Project
Detailed below are the services and components the PS team will deliver for this project.
GovSense Land Management
PS will configure the Client’s GovSense environment and will include the following components
as applicable:
Planning Management
Setup and Configuration
• Manage planning application
processes, and fees
• Gain visibility through project templates,
cost management and customer profiles
• Schedule and manage hearings,
meetings, and public events
• Standard workflows
• Assign, route, and manage tasks
through the planning lifecycle
• Two standard dashboards, one custom
dashboard, ten standard reports, and five
custom reports
Permit Management
Setup and Configuration
• Manage permit application processes,
and fees
• Manage projects, subdivisions, and
location driven decisions
• Assign, route, and manage tasks
through the project & plan check
lifecycle
• Standard workflows
• Define hold, conditions and bonds • Two standard dashboards, one custom
dashboard, ten standard reports, and five
custom reports
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Inspection Management
Setup and Configuration
• Manage inspection types, basic
workflows, and statuses
• Automated re-inspection scheduling and
fee calculations
• Easily accept requests and assign
through automation or live edit
• Standard workflows
• Manage holds, alerts, and automated
emails and text messages
• One standard dashboard, one custom
dashboard, five standard reports, and
three custom reports
License Management
Setup and Configuration
• Manage licensing application
processes, and fees
• Configure recurring billing events and
inspections
• Schedule and manage hearings,
meetings, and public events
• Standard workflows
• Assign, route, and manage tasks
through the licensing lifecycle
• Two standard dashboards, one custom
dashboard, ten standard reports, and five
custom reports
Economic Development
Setup and Configuration
• Global CRM and Contact Management • Manage Business Retention and Expansion
Events with Partners, Members, and
public users
• Engage with existing and potential
businesses, brokers, and citizens
through Marketing Automation
• Standard workflows
• Assign, route, and manage tasks
through the project and recruitment
lifecycle
• Two standard dashboards, one custom
dashboard, ten standard reports, and five
custom reports
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Code Enforcement
Setup and Configuration
• Manage Unlimited Case Types,
workflows, and stages
• Store Municipal Code for easy reference
• Auto-generate notices, emails, and
letters
• Online compliant management forms and
email to case functionality
• Manage holds, alerts, and external
communication cadence
• Two standard dashboards, one custom
dashboard, ten standard reports, and five
custom reports
Third Party Integrations
Setup and Configuration
GIS - Leveraging Esri ArcGIS technologies, GovSense bi-directional GIS connector leverages
the Esri Javascript API to pull feature class data from existing GIS layers and write GovSense
data to new GIS layers to share with other GIS users or the public
Portal
Setup and Configuration
• Allows for customer login • Viewing of account details and
transactions
• Payment online (supported payment
gateway required) for city services 24/7
• Submission of applications
Data Migration
Setup and Configuration
• Data Migration Template validation
with Client
• Transactional load reporting and validation
• Importing of all historical data from
current system
• Reconciliation Reporting for Client
• Assistance with data mapping
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Implementation Methodology
At GovSense, we don't phase the software. Data Conversion and Training are built into our
project plans but can be split out if so desired.
GovSense has a passion for consulting and improving best practices as well as overall process
improvement. With each engagement, GovSense provides an executive sponsor, project
manager, business analyst and a customer success manager. Other team members may
participate when their background may be leveraged to benefit the project, but the intention is
that four primary team members will stay in place for the life of the project.
At GovSense, we use a proven and strategic approach to implementations. GovSense’s
Professional Services (PS) project team follows an implementation approach that teams the PS
project team with the Client project team.
This implementation methodology is a framework of phases, tasks, and milestone dates based
on best practices and PS’s depth of experience. GovSense and Client will work together during
the engagement to ensure a successful on-time and on-budget implementation. Further
analysis will be required for GovSense to provide a comprehensive implementation schedule
with key activities and milestones as not enough information is known at this time. GovSense
has provided a simple overview of the phases of the implementation.
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Description of Implementation Services
Leveraging the implementation methodology previously discussed, GovSense applies a
project/management plan that supports that approach. To ensure on time project success, w e
have identified five (5) stages that provide details for how GovSense will achieve this
objective:
• Stage 1 – Design
• Stage 2 – Build
• Stage 3 – Validate
• Stage 4 – Deploy
• Stage 5 – Optimize
Stage 1: Design
GovSense has a team of consultants with years of experience running enterprise -level
engagements. A designated PS Project Manager (PM) will partner with Client from the outset to
define objectives and requirements. The PM and the Client project team will review existing
processes and agree to a project plan that identifies how and when the GovSense solution will
be delivered and the benefits to be achieved. The PM and Client will agree on a mutually
satisfactory system Go-Live date. A Project Charter will be developed as the implementation is
kicked off to ensure focus and to document the desired results. A detailed work plan and
requirements document will also be designed with Client.
Deliverables
As part of the GovSense methodology, the PM will work with Client to agree upon a
requirements document. This document will include overall operational goals for Client.
GovSense will then manage regular status meetings to discuss budget and timing of each task
and deliverable to mitigate any surprises and keep the project on track.
GovSense asks that the Client Project Lead regularly provide a one -slide status update of the
implementation. GovSense’s Project Manager compiles these slides and presents them to Client
sponsor.
Stage 2: Build
GovSense will work with Client staff to develop a plan to extract the data in an acceptable
format for importing from Client’s current environment. This will also include the development
of the application configurations, integrations, data migration and training materials. The
GovSense application will be set up and configured based upon the processes and configuration
requirements captured. This will be an iterative process which includes a series of review
meetings to help ensure progress and accuracy.
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Deliverables
GovSense will develop a data conversion plan that identifies the data to be converted and the
mapping of historical data to new fields in GovSense. Contained within the document will be
the roles and responsibilities for the data extraction. Along with this will be the delivery of
defined configurations, data migration and integrations.
Stage 3: Validate
GovSense recommends the approach of testing processes according to a structured plan. This
ensures the users selected are focused on the identified processes and can provide feedback
related to their particular process. Once the final testing process is defined and completed,
scenarios are completed in preparation to deploy and Go-Live. Tested integrations and tested
migration data will also be part of validation. Test environments of the configured GovSense
environment will be made available to Client to test the solution and practice using the
GovSense environment assuming that Client has purchased Sandbox environments of the
applicable applications. PS may provide generic test scripts that Client can customize per the
specific user roles, solution scope, and processes. Client will perform test transactions to
validate the solution works as expected. Any identified system modifications will be
documented and applied to the production environment.
Deliverables
Testing plans will be jointly developed and then performed by Client. All testing will be
conducted in the sandbox. Once accepted, the process will be bundled and deployed to
production.
Stage 4: Deploy
GovSense strongly advocates that training begins on day one of the implementation. GovSense
takes every opportunity to discuss and demonstrate how processes can be managed with real -
world scenarios within the application. The GovSense team can ru n training scenarios for end-
to-end processing, but the Client employee should provide context on specific decisions to
which users can relate. Once the training plans are developed, Client will execute those test
plans utilizing a train-the-trainer approach. Additionally, the source data will be migrated over
to facilitate Go-Live with timely data. Day 1 of the Deploy phase is the Client Go -Live date in the
production environment. Client will sign-off on the “Go-Live Acknowledgement” document
confirming the system is live and ready for use.
Deliverables
GovSense focuses on empowering stakeholders, administrators and department power users as
their leadership ensures the change management success of the project. As part of the training
plan, GovSense will assist in the development of classes and curriculum, a training schedule and
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standard documents. The project sponsor is responsible for attendance and scheduling users’
time. Data migration into the production environment is refreshed to facilitate Go -Live.
Stage 5: Optimize
Most of the administrator and power user training will be accomplished throughout the
implementation. As an organization, GovSense believes that with proper analysis, testing, and
deployment, Go-Live should be a non-event and transition smoothly.
Deliverables
The standard GovSense process for deliverables will assist in building a Go-Live cut-over plan.
GovSense is very well documented and was built to be a point-and-click, customizable solution.
At this point, there will be a formal introduction to the Client Success Manager for continued
support and account management, with regularly scheduled meetings to be held with Client.
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Business Requirements Document (“BRD”)
PS will assemble a document called ‘BRD’ as part of the Design Phase of this project that will
outline the Client’s processes and other detailed requirements defined in the Solution Overview
and Client Requirements sections of this Statement of Work. The BRD will be used to configure
the System as agreed upon by Client and GovSense prior to beginning any work in Client’s
Sandbox environment.
Key Assumptions
• Client delays or changes to the agreed implementation schedule may delay the project Go-
Live date.
• Client will assign a dedicated project team that will remain intact for the life of the project.
• Client is responsible for providing timely and accurate Information, attending meetings, and
working with the PS team requiring Client's input.
• Client will provide access to Subject Matter Experts (SMEs) in a timely manner to contribute
to the system design and system configuration validation.
• PS is responsible for performing all legacy system data mapping and data loads.
• Client is responsible for ensuring that PS has access to legacy system data. Data will be
provided in a standardized format (SQL, XLSX, or CSV). Due to legal requirements, PS will
not change or alter legacy data.
• PS is responsible for primary data validation and reconciliation. PS will provide record
counts and reconciliation reports for Client validation.
• Client is responsible for secondary data validation.
• Reporting is limited to the standard reports included in the GovSense application unless
otherwise noted in this Statement of Work.
• Leading best practices will be provided throughout this implementation.
• Creation of dashboards, saved searches, reporting, and/or importing of data from legacy
systems outside of the scope defined within the scope of this SOW is ultimately the
responsibility of the Client. PS team will demonstrate how to build dashboards, create
custom reports, and saved searches.
• System configurations and approval workflows are limited to the configuration options
available within the standard GovSense application. Any functionality not in the product is
out of scope unless otherwise noted in this Statement of Work. Implementing additional
future functionality or custom workflows will require a Change Order.
• Client-specific process / user documentation is the responsibility of the Client unless
otherwise noted in this Statement of Work.
• If it is determined during the Design Phase that the requirements have varied in such a way
as to have a material impact on the Scope of Work and/or costs set forth herein, a Change
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Order or additional Statement of Work may be required to deliver the change in
requirements.
General Project Activities
Listed below are typical project activities to help the Client plan and prepare for the project.
• Kickoff Meeting –The PS implementers meet with their respective Client counterparts to
determine requirements, contact persons, and project deliverable expectations.
• Process Review Sessions – The requirements will be analyzed in detail, and a detailed project plan
will be produced.
• Provision and Configure System – GovSense will be provisioned and core modules configured
based on requirements. Data will be loaded from populated templates or entered into the system
manually. Users will be created, and permissions assigned by PS.
• User Acceptance Testing – Users of GovSense will conduct end-to-end testing in a sandbox
environment copied from the production-configured GovSense system.
• Core Team Training –By training the Client team as early as possible, the Client will be better able
to assist with design decisions made during later phases, and ready to accept ownership of various
implementation modules once they have been completed.
• Project Leadership Activities – This activity spans the duration of the project. PS will provide the
Client implementation team with regular project status reports, issues and action items, and issue
resolution details.
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General Project Timeline
• A Project Plan will be generated by the Lead PS Consultant assigned to the project.
• Both Client and PS will review and agree upon milestone dates for Kickoff, Training, UAT (User
Acceptance Training), and Go-Live prior to starting the Project.
• Based on our understanding of Azusa, CA we estimate an implementation timeline of 7 -10 months
assuming there are no major stoppages.
Key Client Sign-offs
The following are critical Client sign-offs on the project. Sign-off is required before proceeding on a
project:
• Project Start and Go-Live Date Agreement – Mutually agreeable dates to begin the project and Go-
Live on GovSense. First version of the detailed project plan is created by PS based upon these
dates. Client sign-off is acknowledgement that these dates are acceptable, and the Client will
complete project plan tasks as scheduled.
• Design Phase – Requirements Document Agreement – Client is responsible for validation and sign-
off of Requirements Document Agreement at the conclusion of the define phase. Requirements
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Document Agreement captures the specific Client requirements to be configured. Changes after
sign-off may require additional professional services fees.
• Configuration Walk-Through / UAT Acknowledgement – Upon completion of Configuration Walk-
Through session, Client provides sign-off that the system has been configured and set up as
mutually agreed throughout the project. Client acknowledges that they are ready to proceed on
GovSense.
• Project Completion / Go-Live – Client agrees that the project has been completed and is ready for
transition to support.
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Implementation Pricing
Standard Implementation Costs Comments Amount
Agile Implementation of Modules Defined in SOW.
Current Process Assessment, Future Process Definition, Business
Requirements Document (BRD) Design, Configuration, Leading User
Acceptance Testing, and Go-Live Support 240,000$
Project Management Project Manager Assigned to Manage Implementation Team and
Assist Client 45,000$
Senior Consulting Hours
Senior Consultant hours allocated to support the City and project
team. Advanced process consulting and best practice thought
leadership.20,000$
Standard Training Preparation and Delivery
Interactive End-User Training. Document preparation, Web Training,
In-Person Training (if possible), and Survey, Testing, and
Certification.52,000$
Integration Configuration, Testing and Validation
(ESRI, Lob, Twilio, Bluebeam)
Configuration of standard configurations. *Subscription to services
is requried.16,000$
373,000$
Data Conversion Options Comments
Option A
With Curent Vendor Permission, a GovSense SQL Developer will
review curent database and extract, transform, and load data into
GovSense from one database. Three rounds of data reconciliation.40,500$
Comments
Option B
Current vendor to provide .xlsx or .csv files and database diagrams
to GovSense. A GovSense technical team member will review,
transform, and load data into GovSense from one database. Two
rounds of data reconciliation.22,500$
Item Comments
Travel Expenses
Assumption of Post-Covid environment where a trip is defined as
one employee traveling to for three days on-site with Client. This
cost may dramatically go down pending State laws for business
travel 21,750$
Total One-Time Costs - Option A 435,250$
Total One-Time Costs - Option B 417,250$
Milestone Description Amount
Project Kickoff - 10% of toal fees (assumption of Option B)$39,550
Design - Completion & Sign off on Business Design Document $79,100
Configuration & User Acceptance Testing - Set 1 $98,875
Configuration & User Acceptance Testing - Set 2 $98,875
Training $39,550
Go Live $19,775
Project Close Out $19,775
Total Implementation Cost $395,500
NetSuite License Fees - Due Annually at Contract Signature $64,119
GovSense License Fees - Due Annually at Contract Signature $50,350
GovSense Support Fee - Due Annually starting in Year 2 $23,000
Total License & Support Fees $137,469
Total First Year Investment $509,969
Year 2 and Beyond Investment $137,469
Implementat ion
Data Conversion
Expen ses
Invoicing Sched ule
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Terms
The effort and services investment as defined in this Statement of Work will be billed monthly based
on percentage completion of a “not to exceed value”. If any material change order is needed
throughout this project then the total investment value will change appropriately.
All invoices will be created and issued based on the timeline above and will carry terms of Due Upon
Receipt.
GovSense reserves the right to put the proj ect on hold if Client exceeds 45 days past due on invoices.
It is contemplated that part of the work associated with this Statement of Work will be performed on-
site, hence, all travel related expenses will be billed as incurred at actual cost. Given the current nature
of the COVID-19 global pandemic, on-site work will only be conducted if state law permits. Otherwise,
all project work can be completed 100% remotely.
All activity and personnel will be scheduled when this Statement of Work is accepted.
This proposal represents the assessment of requirements derived jointly by PS and Client
representatives.
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Signatures
In witness thereof, the parties have executed this SOW by their duly authorized representative, each of which
shall be deemed an original, and it shall be effective as of the last date executed below:
City of Azusa, California
213 E. Foothill Blvd.
Azusa, CA 91702
GovSense, LLC
11675 Great Oaks Way, Ste 285
Alpharetta, GA 30022
Name: Name: Paul Cammisa
Title:
Title: Managing Partner
Signature:
Signature:
Date: Date: