Loading...
HomeMy WebLinkAboutItem 12l - Business License Module and Decision Engine Software DATE: August 20, 2024 TO: Honorable Mayor and City Council FROM: Jason Kruckeberg, Assistant City Manager/Development Services Director Lisa Flores, Deputy Development Services Director By: Alejandra Smith, Business License Officer John Wade, Business License Assistant SUBJECT: SOFTWARE SERVICES AGREEMENT TO PURCHASE TYLER TECHNOLOGIES ENERGOV BUSINESS LICENSE MODULE AND ENTERPRISE PERMITTING AND LICENSING DECISION ENGINE IN THE AMOUNT OF $150,484 CEQA: Not A Project Recommendation: Approve SUMMARY The Development Services Department and Public Works Services Department currently utilize EnerGov, a proprietary asset management, permit tracking, and community development software system, developed and solely supported by Tyler Technologies (“Tyler”). The final anticipated phase in the City’s EnerGov implementation is the migration of the Business License Module (“BL Module”) and Tyler’s Permitting and Licensing Decision Engine (“Decision Engine”) into the City’s electronic review process (“eReview”). It is recommended that the City Council approve a Software Services Agreement with Tyler Technologies to purchase the EnerGov Business License Module and Enterprise Permitting and Licensing Decision Engine in the amount of $150,484. BACKGROUND Since 2017 all the divisions in the Development Services Department (“DSD”) have utilized EnerGov, except for the Business License Division. Until recently, EnerGov’s BL Module was not developed enough to meet the City’s needs and HdL continued to be the better service provider for Business License Software. However, in recent years, HdL’s interface has become outdated and cumbersome, and it no longer integrates efficiently with other newer systems currently utilized by DSD. At the same time, recent upgrades to EnerGov’s BL Module have seen significant improvements and it now far exceeds HdL’s capabilities. BL Module and Decision Engine SSA with Tyler Technologies August 20, 2024 Page 2 of 3 The Business License system is the last module to be upgraded to EnerGov. This move will help improve the application process by having all the systems on the same platform. EnerGov will provide a more streamlined process for the City’s workflow and all users can coordinate their responsibilities with each other. Most importantly, all divisions in both the Development Services and Public Works Services Departments will now be using the same platform. This will streamline efficiency, communications, and help all users coordinate across departments, making for an intuitive user experience that will enhance customer service. DISCUSSION As part of an ongoing effort to improve the effectiveness and efficiency of the permit tracking and community development system, and to have all of Tyler’s EnerGov modules on the same platform, the next phase in the City’s implementation involves the migration of two new systems: • Business License Module – The new BL Module will help the Business License Division manage day-to-day operations by automating various administrative and operational tasks. Such tasks include generating invoices, renewals, and monthly reports, managing finances, and conducting analytical forecasts of revenues. Unlike the existing HdL Prime system, this system will be integrated with the City’s Geographic Information System (“GIS”), and it will utilize property data such as address, parcel, and infrastructure information, so that all the systems are importing the same information. In 2021, the Development Services Department implemented the Citizen Self- Service Portal. This system has provided convenience to the public and has enabled staff to manage permits and process applications more efficiently. As part of this migration, the BL Module will be part of the Citizen Self-Service Portal, which will improve transparency, accessibility, and interaction with customers. The business owner will be able to track the status of their application, view application details, receive notification of approvals, and make payments online. The system will also provide access to historical payment records and transaction details. • Decision Engine – The Decision Engine is a data driven decision-making tool that will help the public make informed decisions when applying for a permit/application in Planning or Building, or a license/permit through the Business License Division. Often an applicant is unsure what to apply for when it comes to their project or business. The Decision Engine is an interactive tool that uses customer-provided information to make better decisions, faster. Essentially, the applicant will be able to input relevant information about their particular project and be directed to the correct application. This tool will help prevent the Applicant from sifting through all the online applications in an effort to determine which one applies to their project or business. Having the Decision Engine tool incorporated into the existing eReview system will be especially helpful as the City transitions completely to paperless plan-check review and online submittals. BL Module and Decision Engine SSA with Tyler Technologies August 20, 2024 Page 3 of 3 Both systems will enhance overall operational efficiency, and provide property owners, contractors, and business owners with the tools to conduct business virtually and improve transparency. Business License is the last module to be integrated into the EnerGov system since the system was first implemented in 2017. The Development Services Department has held off on the implementation of the BL Module until it exceeds the capabilities of the current system. Implementation of this phase of the EnerGov system will finally bring all the systems together, provide enhanced customer service, and modernize and streamline operations. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”) under Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT The initial cost to deploy, configure, and migrate the legacy data from HdL Prime to EnerGov’s BL Module, and implement the Decision Engine system, is $150,484. The ongoing cost for the BL Module is $23,484 for next Fiscal Year. The City Council approved a budget of $145,000 in this year’s Business License Operating Budget under Contract Services. The remaining $5,484 will be funded through the Building and Planning Division’s contract services accounts to cover the additional cost of the Decision Engine that will be utilized with the eReview system. The ongoing cost for eReview is $15,750 for this Fiscal Year. The eReview ongoing costs are already budgeted in the Building Services Operating Budget. Ongoing costs for the Business License module will be included in future budgets. RECOMMENDATION It is recommended that the City Council find that the proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve the Software Services Agreement to purchase Tyler Technologies’ EnerGov Business License Module and Enterprise Permitting and Licensing Decision Engine in the amount of $150,484. Attachment: Tyler Technologies Software Service Agreement for Business License Module and Decision Engine 2023-394685-F8P6Y8 Page 1 Quoted By: Andrew Meyer Quote Expiration: 7/1/24 Quote Name: Business Management Sales Quotation For: City of Arcadia 240 W Huntington Dr Arcadia CA 91007-3401 Phone: +1 (626) 574-5400 Tyler SaaS - Silver Description Term Monthly Fee Users/Units Annual Fee Enterprise Permitting & Licensing Core Software Business Management Suite - Per User $ 169 3 $ 6,084 Enterprise Permitting & Licensing Extensions Decision Engine $ 725 1 $ 8,700 Civic Access - Business Management $ 725 1 $ 8,700 TOTAL 1.00 $ 23,484 Professional Services Description Quantity Unit Price Extended Price Maintenance Professional Services 2023-394685-F8P6Y8 Page 2 Custom Reports/Outputs 1 $ 5,000 $ 5,000 $ 0 Data Conversion Services 80 $ 250 $ 20,000 $ 0 Professional Implementation Services - Remote 330 $ 200 $ 66,000 $ 0 Project Management Services - Remote 65 $ 200 $ 13,000 $ 0 Solutions Orientation Training - Onsite 40 $ 225 $ 9,000 $ 0 Training Services - Onsite 40 $ 225 $ 9,000 $ 0 TOTAL: $ 122,000 $ 0 Summary One Time Fees Recurring Fees Total SaaS $ 23,484 Total Services $ 122,000 $ 0 Total Third-Party Hardware, Software, Services $ 0 $ 0 Summary Total $ 122,000 $ 23,484 Contract Total $ 145,484 Estimated Travel Expenses $ 5,000 2023-394685-F8P6Y8 Page 3 Customer Approval: Date: Print Name: P.O.#: Client agrees that items in this sales quotation are, upon Client's signature or approval of same, hereby added to the existing agreement ("Agreement") between the parties and subject to its terms. Additionally, payment for said items, as applicable but subject to any listed assumptions herein, shall conform to the following terms: License fees for Tyler and third party software are invoiced upon the earlier of (i) delivery of the license key or (ii) when Tyler makes such software available for download by the Client; Fees for hardware are invoiced upon delivery; Fees for year one of hardware maintenance are invoiced upon delivery of the hardware; Annual Maintenance and Support fees, SaaS fees, Hosting fees, and Subscription fees are first payable when Tyler makes the software available for download by the Client (for Maintenance) or on the first day of the month following the date this quotation was signed (for SaaS, Hosting, and Subscription), and any such fees are prorated to align with the applicable term under the Agreement, with renewals invoiced annually thereafter in accord with the Agreement. Fees for services included in this sales quotation shall be invoiced as indicated below. o Implementation and other professional services fees shall be invoiced as delivered. Expenses associated with onsite services are invoiced as incurred. Comments SaaS Monthly Fees are rounded to the nearest dollar. The Annual Fee value represents the cost to the customer. In the event the Client cancels services less than two(2) weeks in advance, Client is liable to Tyler for (i) all non-refundable expenses incurred by Tyler on Client’s behalf; and (ii) daily fees associated with the cancelled services if Tyler is unable to re-assign its personnel. Delays in completion, reviews, and/or acceptance of any deliverable by the Client will result in an increase in the duration of the project and will require a Change Order for any additional costs associated with the delay, including but not limited to additional hours for project management, deliverable development and review. Standard project management responsibilities include project plan creation, initial stakeholder presentation, bi-weekly status calls, updating of project plan statuses, and go-live planning activities. 2023-394685-F8P6Y8 Page 4 Implementation hours are scheduled and delivered in four(4) or eight(8) hour increments. Tyler resources will configure and test basic Enterprise Permitting & Licensing functionality including global settings, and preliminary user roles. It is the client’s responsibility to provide and maintain the GIS services to be used by the Tyler Enterprise Permitting & Licensing applications. Tyler will provide guidelines to be followed for such services. Enterprise Permitting and Licensing Implementation:  This will be a shared services implementation where Tyler leads and owns the configuration of 5 unique case types to be used as examples for the remaining configuration to be completed by the client. For each unique case type Tyler implements, we assume our experienced Consultant expends 25-30 hours per process for definition, configuration, and issue resolution. Tyler will also build out our standard geo-rules and standard automation events included in the application.  Configuration elements beyond this will be owned by the client. Tyler Technologies’ Enterprise Permitting and Licensing implementation team will be primarily responsible for the following implementation tasks: •Training on how to use Enterprise Permitting and Licensing •Training and providing guidance on how to configure and maintain Enterprise Permitting and Licensing •Configuration of case type, workflow, custom fields for 5 unique case types The client subject matter experts (SMEs) should be available approximately 25 – 50% (Dependent on the number of processes to be configured) of any given week throughout the project in order to perform configuration in addition to scheduled time with Tyler’s Enterprise Permitting and Licensing consultant. The client configuration team should expect to spend somewhere between 30 to 45 hours of implementation time per process after their completion of configuration training. These client SMEs will be responsible for the following general configuration tasks: •Enterprise Permitting and Licensing Case Type Setup (and all associated items required to configure) •Enterprise Permitting and Licensing System Setup Configuration (Holidays, Zones, Hold Types, Hearing Types, etc.) •Enterprise Permitting and Licensing Report Setup’s dynamic custom fields •Enterprise Permitting and Licensing User/User Role Setup •Enterprise Permitting and Licensing Workflow/Workflow Template Setup (WF Actions, Steps, Templates, Submittal Types, Item Reviews etc.) •Civic Access Experience (Civic Access Case Types, Civic Access Geo Rules, Civic Access Themes, Headers, Menus, Security Settings, etc.) •Enterprise Permitting and Licensing Automation Events (Intelligent Objects, standard Intelligent Queries). This covers automation tasks like E-mails, Tasks, Geo Rules, etc. •Other configuration as desired by client Civic Access is the online portal for the client’s citizens. Tyler will ensure the online portal is operating and is connected to GIS, complete the payment portal configuration, and provide Civic Access configuration training. The client is responsible for the configuration of making applications available online as well as any other components that fall outside of what was mentioned prior. Tyler Hub is a platform that allows clients to set up individual dashboard to visualize data. Tyler resources will assist to tie the application to Enterprise 2023-394685-F8P6Y8 Page 5 Permitting & Licensing data and demonstrate how to set up user dashboards. The client will be responsible to set up and maintain user dashboards. Tyler will be responsible for connecting the Enterprise Permitting & Licensing data source to Tyler Hub. Tyler will provide training to the client to demonstrate how to personalize user views. It is the Client’s responsibility to personalize user views. Any additional data source connections to Tyler Hub will incur additional costs. Enterprise Permitting & Licensing API Implementation & Support Services provided by Tyler are limited to installation of the API and guidance to the Client’s integration development resources. Tyler does not provide integration development services for Enterprise Permitting & Licensing API/SDK toolkits. The Client (or a selected third party integrator) will perform all development work against the API/SDK. DCT-DB Conversion - The Client will populate the Data Conversion Template database with their legacy data to be used for the conversion. Tyler will guide and support the Client during this process to ensure success in its population and actual conversion. Once the Data Conversion Template database has been populated by the Client, Tyler will produce the mapping document to provide to the Client to match Legacy Data to new Enterprise Permitting & Licensing fields. The client reviewed and approved mapping document will be used within the standard conversion utility. There will be a total of 2 conversion passes, 1 mock go-live conversion pass, and 1 go-live conversion pass as a scope to this implementation. Training Policy - The client receives and will be billed for up to 32 hours of direct interaction with Trainers. Note that this time is billed in daily blocks at 8 hours for the day. Totaling 4 days of training time. The client will also be billed for up to 8 hours of setup and prep time. This allows our Trainers to become familiar with individual clients and their needs. While the Training is generic, our Trainers always spend time familiarizing themselves with client environments. Solutions Orientation Training: Introductory training course built for the needs of each of our clients. This training is designed to achieve the following objectives: • Learn general terminology • Experience the basic functionality of the software • Explore the configuration options of the software • Encourage client-side discussions of desired configuration • Discover some of the software capabilities available for consideration • Improve communication between Tyler and the client through software knowledge • Prepare the client for the Assess & Define process through defining business processes End User Training is the last component of the Implementation process before the client goes live. This training involves covering every module the client will be using and involves any staff/others that will be utilizing the Enterprise System. The Tyler team will teach the end user functionality of the modules, to ensure that all users are comfortable with the subject matter. During this training, the Tyler team does not teach business processes, we do require a SME (Subject Matter Expect) to be involved in every aspect of the training to ensure that business process questions are answered accurately. After End User Training, it is recommended to include trainings for staff/others on their business process on a continuous basis performed by the client SMEs.