Title
Resolution to Approve the License and Services Agreement with Tyler Technologies, Inc. for Energov, a Permitting, Licensing, Plan Review and Land Management Replacement Software ($1,489,684.00) (8 Votes Required)
Memorandum
The attached resolution authorizes the approval of a License and Services Agreement for permitting, licensing, plan review and land management software and related support, maintenance and hardware from Tyler Technologies, Inc. for FY20 - FY25.
The City has identified the need to replace TRAKiT, the existing land management, permitting software that came to the end of its product life cycle. In the last two years staff has experienced software failures resulting in service interruptions that have compromised both internal operations and external interfaces.
A Request for Proposal (RFP #18-07) was advertised on the Michigan Inter-governmental Trade Network as well as the City’s Purchasing website. Through the RFP process four of seven respondents were eliminated by the evaluation committee. The three finalists conducted separate demonstrations at City Hall to present functionality, training, support, and implementation options. Staff evaluated the finalists and selected Tyler Technologies, Inc as the vendor of choice.
A five-year pricing comparison of the three finalists is below:
Total
Company Year 1 Year 2 Year 3 Year 4 Year 5 Investment
SCube $417,923 $214,775 $225,810 $245,895 $263,110 $1,371,513
Tyler $777,871 $105,725 $111,011 $116,562 $122,390 $1,233,559
City View $873,309 $97,381 $101,276 $105,327 $109,540 $1,286,833
While Tyler Technologies, Inc. was not the lowest-cost respondent, staff was very impressed with Tyler's functionality and features, which can improve workflow and service delivery. Tyler's Energov software offers significant improvement for service delivery of permit issuance, inspection scheduling, and electronic plan review. There are also opportunities to improve the permit/plan review routing and approval process internally to streamline process timing, drive implementation of on-line permitting and develop infield inspection services via hand held devices. Tyler’s software also offers the best practice options for interface with the public and online self-service for record retrieval.
Budget/Fiscal Impact: The estimated cost of the service is $1,489,684, for a five-year contract (as noted above). Such cost will be paid as follows: $960,212 in FY20; with the remaining $529,472 distributed across FY21 - FY25. For the initial implementation, $860,212 with a 10% contingency is allocated for the Energov software and Blue Beam plan review subscription for 200 licenses, and $100,000 has been allocated for hardware. Funds have not been budgeted for this project. Funding is requested from the Construction Fund fund balance and General Fund fund balance. Building and Rental Services will assume 90% of the cost, expensed from the Construction Fund as this software is the primary source of construction services for private development. While other service areas are asked to feed into the software for final approval of plans and permitting, their use of the application is not vital to their independent operations.
Staff
Prepared by: Lisha Turner-Tolbert, Building and Rental Service Manager, CSA
Reviewed by: Derek Delacourt, Community Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, The City has identified the need to replace and upgrade the permitting, licensing, plan review, and land management software to improve construction and development services;
Whereas, A Business Intelligence Platform will enable data-driven decision making across the enterprise;
Whereas, The Information Technology Service Unit was tasked with finding and implementing a Business Intelligence platform;
Whereas, The City issued Request for Proposal #18-07 for a permitting, license and land management software and selected Tyler Technologies, Inc., from the three finalists;
Whereas, Primary (90% or $864,191.00) funding for the implementation cost of this project is not available in the approved FY20 Construction Fund budget and the remaining (10%) of funding coming from the General Fund fund balance in the Building & Rental Department ($96,021.00) (inclusive of the one-time, $326,150.00 implementation fee);
Whereas, The City would enter into a five-year commitment, with an annual cost of approximately $130,466.00 a year for maintenance cost and annual plan review subscription over five-years; and
Whereas, Tyler Technologies, Inc. signed a declaration of compliance with the City’s Living Wage and Non-Discrimination Ordinances on March 18, 2019;
RESOLVED, That the City Council approve the attached License and Services Agreement for permitting, licensing, plan review and land management software and related support, maintenance and hardware from Tyler Technologies, Inc. for FY20 - FY25, in an amount not to exceed $1,489,684.00;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the License and Services agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney;
RESOLVED, That the City Council appropriate funds and increase the Construction Fund expenditure budget in the amount of $864,191.00 from the Construction Fund fund balance and increase the General Fund Building & Rental Department expenditure budget in the amount of $96,021.00 from the General Fund fund balance, and that such funds be made available without regard to fiscal year; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this Resolution including execution of: any authorized renewals, any changes or amendments that do not exceed the budgeted amount, any related agreements with other contractors that do not exceed the budgeted amount.