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HomeMy WebLinkAbout09 UPGD CD INFO SYS 11-01-99NOVEMBER 1, 1999- "- NO. 9 11-01-99 Inter-Oom · DATE: TO: FROM' SUBJECT: WILLIAM A. HUSTON, CiTY MANAGER COMMUNITY DEVELOPMENT DEPARTMENT AMENDMENT TO CONSULTANT SERVICES AGREEMENT FOP, AN UPGRADE TO THE COMMUNITY DEVELOPMENT DEPAP,TMENT'S INFORMATION MANAGEMENT SYSTEM SUMMARY: The proposed amendment to an existing Consultant Services Agreement between the City of Tustin,. Open Data Systems, and Sierra Systems would provide for a comprehensive upgrade of the Community Development Department's information management system. Fundi~tg for the upgrade was allocated during the 1998-1999 Fiscal Year budget process and carried over to FY 1999-2000. RECOMMENDATION That the City Council authorize the Mayor and City Clerk to execute an amended Consultant Services Agreement with Open Data Systems and Sierra Systems, subject to the City Attorney's approval, for a comprehensive upgrade to the Community Development Department's information management system in the amount of $49,990. FISCAL IMPACT A total of $70,000 was allocated in the Fiscal Year 1998-1999 budget and carried over to FY 1999-2000 for the software upgrade. The contract totals $49,990. A remainder of approximately $10,000 is anticipated since $10,000 was expended for the purchase of a network server to support the new software. BACKGROUND AND DISCUSSION Open Data Systems installed the Community Development Department's original information management system in 1992. The existing system serves the Building, Planning, and Code Enforcement Divisions of the Community Development Department. The system is comprised of software modules designed to automate several functions including issuance and monitoring of building permits and inspections, monitoring of development case processing, and tracking of code enforcement actions. Supplemental functions include report generation and database storage of parcel level data (i.e., parcel number, property owner, etc.). City Council Report Open Data Systems Consultant Services Agreement November 1, 1999 Page 2 Open Data Systems is currently under contract to provide the following improvements to the existing system: · Upgrade the existing permitting and database software modules to the current version; · Modemize the graphical user interface from DOS-based to Windows-based to be consistent with the recent City-wide computer equipment upgrade; · Allow importation of parcel level data from a separate vendor into the permitting and database software modules; · Allow exportation of permit and parcel data into geographic interface system (GIS) applications such as Arc/View; and, · Provide for future integration of intemet-based applications such as on-line permitting. The consultant agreement includes installation of software, user training, and technical support and maintenance for one-year (see Attachment A). However, Open Data Systems notified the City that they would not be able to fulfill their contractual obligations and proposed that the City enter into an amended agreement with Open Data Systems and Sierra Systems, Inc. to implement the upgrade. Staff has reviewed the amended proposal and is satisfied that comparable software and services would be provided for the same cost under the amended contract. For continuity, it would be beneficial to retain Open Data Systems and Sierra Systems to implement the upgrade. As Open Data Systems is currently under contract to upgrade the existing system, no other bids were obtained. The negotiated fee for the Consultant Services Agreement is reasonable for the amount and complexity of effort associated with the project. Eli~'~beth A~-Binsack, Director, Community Development Attachment A: Consultant Proposal ks:ccreport/opendata ATTACHMENT A Consultant Proposal 1 AMENDMENT NO. 1 TO CONSULTANT SERVICES AGREEMENT BETWEEN THE 10 11 12 13 14 15 16 17 18 19 2O 21 22 23 24 CITY OF TUSTIN AND OPEN DATA SYSTEMS, INC. This Amendment No. 1 dated for purposes of identification this 25th day of October, 1999, is made and entered into between the CITY OF TUSTIN, a municipal corporation (hereinafter referred to as "City"), and OPEN DATA SYSTEMS, INC., a California Corporation (hereinafter referred to as "Consultant") and SIERRA COMPUTER SYSTEMS, INC., a California Corporation (hereinafter referred to as "Sub-consultant"). RECITALS A. City and Consultant previously entered into the Consultant Services Agreement (hereinafter referred to "the Agreement"), on August 13, 1998, for the implementation of the OpenData Systems upgrade to the existing GTS software system ("Software Upgrade"), which the Building, Planning, and Code Enforcement Divisions of City's Community Development Department use to automate several functions, including issuance and monitoring of building permits and inspections, monitoring of development case processing, and tracking code enforcement actions. B. Section 3 of the Agreement requires Consultant to perform its obligations pursuant to a Schedule of Performance attached as Exhibit "C" of the Agreement. Pursuant to this Schedule of Performance, Consultant had to install the Software Upgrade in May 1999, had to configure the Software Update in August 1999, had to have completed training on the Software Update in October 1999, and the system had to be fully operational in November 1, 1999. C. On August 11, 1999, Consultant notified the City that it would not be able to perform its obligations under the Agreement. On this date, Consultant had not commenced the installation of the Software Upgrade. Consultant requested that the City Amendment No. 1 1 of 5 nData Permit Tracking Software 1 meet with Sub-consultant to investigate the possibility of installing Sub-consultant's 10 11 12 13 14 15 16 17 18 19 20. 21 22 23 24 software instead of Consultant's software, and to substitute Sub-consultant's performance on behalf of Consultant's performance. D. Section 5 of the Agreement requires Consultant to provide professional liability insurance, among other coverages required therein. E. On April 13,' 1999, Consultant notified City that Consultant would not provide professional liability insurance. Consultant confirmed this fact on September 2, 1999, and on various other 'occasions. F. Section 4.3 prohibits Consultant from subcontracting or transferring its obligatons under the Agreement without the express written approval of City. G. In order to mitigate its damages associated with Consultant's failure to perform its obligations under the Agreement, and to see if an alternative arrangement will enable City to have a Y2K compliant system, City agreed to review Sub-consultant's software and proposed performance as a substitute to Consultant's performance under the Agreement with the understanding that City was not committed to accept the substitution. H. City has reviewed Sub-consultant's software and proposed performance. City further finds Sub-consultant's software and proposed performance acceptable so long as the terms of the Agreement remain the same with the exception of the Schedule of performance, and the requirement that the Sub-consultant provide professional liability insurance, and so long as Consultant remains liable to the City for any damages that City may incur out of the Consultant's failure to perform under the Contract. /// III Amendment No. 1 2 of 5 Permit Tracking Software 1 AGREEMENT 4 10 11 12 13 14 15 16 17 18 19 2O 21 22 23 24 1. SERVICES OF SIERRA SOFTWARE SYSTEMS. 1.1. City hereby agrees and consents to Sub-consultant's software and Sub- consultant's performance of Consultant's obligations under the Agreement subject to the terms and conditions prescribed in this Amendment No. 1. 1.2. Sub-consultant shall provide its services as specified in its Proposal and Scope of Services attached hereto as Exhibit "1 ." 1.3. All provisions of the Agreement not specifically modified herein shall remain in full force as applied to the parties, including Consultant and Sub-consultant as substituted herein. 2. COMPENSATION. 2.1. Agreement. City shall not make any payments to Consultant as provided for in the 2.2. City shall satisfy its payment obligations under the Agreement for the services rendered by Sub-consultant under the Agreement and this Amendment No. 1 in the amount not to exceed $49,900.00. The method of payment, including progress payment and hourly rates shall be made pursuant to Section 2 of the Agreement and Sub-consultant's Schedule of Rates attached herewith as Exhibit "2." 3. PERFORMANCE SCHEDULE. Sub-consultant's services shall be performed within the time periods prescribed in Sub-consultant's Schedule of Performance attached hereto as Exhibit "3." . COORDINATION OF WORK. All work performed under the Agreement and this Amendment No. 1 shall be coordinated by Sal Reynoso, Project Manager for Sub-consultant. While Sub-consultant Amendment No. 1 3 of 5 Permit Tracking Software 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 will have day-to-day and overall project responsibility for the services and products to be rendered and performed under the Agreement and this Amendment No. 1, Consultant will make available, free of charge, Julian D. Mu~oz, its Vice President, to assist with any questions and issues the City and Sub-consultant may desire to review with Consultant. 5. INSURANCE, INDEMNIFICATION AND BONDS. Sub-consultant shall comply with all the insurance requirements of Section 5 of the Agreement, including the submission of evidence of insurance to the City prior to commencement at any work. 6. NOTICE. Sub-consultant shall be added as a party to the notice requirements of Section 9 of the Agreement as follows: To Sierra Systems: Bob Ausherman, President Sierra Systems Computer Systems, Inc, 1731 West Walnut Avenue Visalia, CA 93217 7. SOFTWARE SUPPORT AND MAINTENANCE. Sub-consultant shall provide software support and maintenance pursuant to the terms and conditions attached herewith as Exhibit "4," provided that the cost for support and maintenance is included for the first year from acceptance of the work and provided that the cost for subsequent years shall not exceed the total amount of six thousand dollars ($6,000.00) as provided for in the Agreement. 8. RESERVATION OF CITY'S RIGHTS. 8.1. The parties herein acknowledge and agree that in entering into this Amendment No. 1 City has not waived its rights and remedies under the Agreement and Amendment No. 1 4 of 5 Permit Tracking Software 10 11 12 13 14 15 16 17 18 19 2O 21 22 23 24 that City fully reserves its rights thereto. 8.2. The parties further acknowlege and agree that in the event that the City incurs damages as a result of Sub-consultant's performance of the Agreement and this Amendment No. 1, Consultant and Sub-consultant shall be jointly and severably liable to City therefor. IN WITNESS WHEREOF, the parties have executed this Amendment No. 1 to the Agreement as of the dates stated below. CITY OF TUSTIN: Tracy A. Worley, Mayor Dated: Attest: Approved as to form: Pamela Stoker City Clerk Lois E. Jeffrey City Attorney OPEN DATA SYSTEMS, INC.: Julian D. Mu~oz, Vice President Dated: SIERRA SYSTEMS, INC.: Robert Ausherman President Dated: Amendment No. I 5 of 5 Permit Tracking Software -'RRA - P__,OM PUTER SYSTEMS , INC EXHIBIT 1 'PERMITS' Plus ® Windows© Version CITY OF TUSTIN, CA October 20, 1999 These costs, are valid for 90 Days - Twenty-five User Concurrent 'PERMITS' Plus ® License (Does include ACCESS Database Engine) - 'PERI.TS' Workflow TM - Plus Applicable Sales/Use Tax and Licenses (7.75%) SUBTOTAL - Up to 509 Hours at $92.00 Per Hour for Implementation Assistance $46,828.00 Travel Time (4 visits) 36 hours Desi~m~ Review/Assistance 92 hours Development of up to 12 Cases/Permits 168 hours** 1. Combination Building Permit- 60 hours 2. Building Permit- 6 hours 3. Plumbing Permit - 6 hours 4. Electrical Permit- 6 hours ~ 5. Mechanical Permit - 6 hours 6. Sign Permit- 8 hours 7. Design Review- 12 hours 8. Conditional Use Permit-8 hours 9. Variance- 12 hours 10. Rezone- 8 hours 11. General Plan Amendment- 12 hours 12. Complaint/Code Enforcement- 24 hours Document Assistance (up to 12 documents) 72 hours*** Valid Street Name Creation/Conversion 20 hours Contractor Database assistance 20 hours Telephone/Management Support 20 hours Implementation Consultant 81 hours Workflow assistance in setup (up to 3 Workflows) No Charge (If more than one department or functional group, add 25 hours eaCh) - Assessor Parcel conversion (One fixed length record) - Permit History Conversion - Custom. requirements None - Training at User site $1,100.00 Per Day (Plus Expenses) - Four days 4,400.00 - Estimated Expenses (Four Trips) TOTAL IMPLEMENTATION $25,310.00' $ NO CHARGE $ 1.961.53 $27,271.53 $ 4,500.00 SNo Charge**** $ $ 4.335.00***** $87,334.53. 1731 W. WALNUT AVE., VISALIA, CA 93277 PHONE: 559.627.1959 FAX: 559.627.4906 1 of 2 E-MAIL-scsi~permitsnet. com INTERNET- http://www.permitsnet, com COMPUTER SYSTEMS , INO DISCOUNT <$37,434.53> DISCOUNTED PRICE $49,900.00 MAINTENANCE: - Sofhx'are Support per year - Annual Support for 'PERMITS' Workflow *~ - Sales/Use Tax on half of Annual Maintenance Support (7.75%) MAINTENANCE COST MAINTENANCE DISCOUNT MAINTENANCE TOTAL NOTES: $ 7,019.00'***** $ 662.00 $ 297.64 $ 7,978.64 $ 1,978.64 $ 6,000.00 - 'PF.,RI~T$' Gold TM Support, Up~ades as well as limited support of database engine and Networking etc. - Microsoft ACCESS run time database engine is included in these costs. - First six months of Software Support fi.om date of purchase is provided at no additional charge. - Above costs do not include computer or networking hardware/software, drivers. - Sales and/or Use tax will be added to the 'PERMITS' Plus ® maintenance as applicable. - Please note that we support the TCP/IP as the network communications protocol, if using any other protocol we would need to see your configuration to verify compatibility. - *Databases other than Access require an additional $3,000.00 license fee. - **These hours may increase or decrease depending on complexity. In order to provide an accurate estimate, we would need to know which activity types the Agency will need assistance with. - ***More complex documents will require additional assistance hours. Our cost estimate for document · creation is based on one document per each activity/case type, six hours per document. - ****In order to complete the City's history conversion, record layouts must be provided. The User will assist SCSI in the data conversion efforts. The User will supply all data mapping, file formats, data relationships and descriptions of the data field contents in Microsoft Access format. As an alternative, if MS Access format cannot be delivered, data files can be supplied in ASCII fixed length or delimited format in a fixed length record. Files with permit records as the content will be supplied in the above format, one fixed length record per permit. · ****In an effort to assure a successful implementation, we have added an additional trip to each install. This trip would begin within 3 weeks after receiving signed agreements. The trip would be approximately 3 days in duration to go over the implementation guide and review any concerns the agency may have. We feel this will make everyone feel more comfortable and knowledgeable with the install. Please note that the travel time and expenSes have been calculated into the above estimate. · *****Client/Server carries an additional support premium of $3,000.00. Conversion from Access to Client/Server may require 25-50 hours of assistance. Maintenance and Support services for the Sierra Computer Systems, Inc. system has been discounted from $7,978.64 to a yearly price of $6,000.00 payable to Sierra Computer Systems, Inc. on the anniversary of the System Acceptance date. The first year of these services have been provided for in the pricing for the system. Databases other than Access may require Windows NT. This quote supersedes any previous written or verbal estimates for product and installation services. 1731 W. WALNUT AVE., VISALIA, CA 93277 PHONE: 559.627.1959 FAX: 559.627.4906 2 of 2 E-MAIL-scsi~permitsnet. com INTER_NET- http://www.permitsnet com (~OMPUTER SYSTEMS ~XI-IIBIT 3' EXHIBIT 2 Scope of Service and Schedule of Compensation Payment 1 - $27,271.53 License fee paid within 60 days of shipping software to City of Tustin. Payment 2 - $11,314.23 Due within 30 days of delivering Combination Building Permit, Assessor, Street, and C/A/E/D Conversions for initial go live date.' Payment 3 - $11,314.24 Due within 30 days of delivering remaining contract deliverables as specified on "EXHIBIT A" and final go live. Hourly Personnel Rates Project Manager Senior Business Expert Senior Technical Engineer Junior Technical Engineer Clerical Staff $150/hr $150/hr $150/hr $100/hr $ 75/hr Schedule of Performance Sierra's frrst on-site visit for the implementation will be no later than October 27, 1999. In order to achieve the go live of December 17, 1999, a scaled down implementation will be delivered. Within the initial go live period, the City will receive the following deliverables; · Combination Building Permit · Assessor Conversion · Streets Conversion · C/A/E/D Conversion · Training If the City of Tustin delays the initial on-site visit past October 27, 1999, conversions may need to be delayed past the initial go live date. After the initial go live date of December 17, 1999, Sierra will then start on the historical data conversion for completion within sixty (60) days. Sierra will deliver the remaining items of the estimate after the initial go live date. Any delays by the City of Tustin will extend the implementation for a minimum of the amount of the delay. 1731 W. WALN~clT AVE., VISALIA, CA 93277 PHONE: 559.627.1959 FAX: 559.627.4906 E-MAIL-scsi@permitsnet.com INTERNET http://ws~'.permitsnet.com