TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract with Infor Public Sector, Inc., of Apharetta, GA, for Rhythm for Civics software, in an annual amount of $30,000, not to exceed $90,000 for a period of three years, with the option to renew for another three-year period, at the discretion of the City Manager. (Citywide)
DISCUSSION
In February 2015, the Development Services Department received City Council approval to enter into an agreement with e-PlanSoft™, of Los Angeles, CA, for the purchase of a standalone electronic plan check software called e-PlanCheck. The purpose of the project was to implement a user-friendly, electronic plan check system that would provide a convenient way for applicants to submit, and City staff to review and approve, construction plans online via a web portal. This software reduces printing and paper costs, applicant trips to City Hall, data storage costs for the City, and provides enhanced customer service by allowing multiple users to simultaneously review a single set of high-quality plans, decreasing turnaround times for plan review.
The implementation of this electronic plan check system is being conducted in two phases. The first phase implemented e-PlanCheck, which was completed in 2016. The second phase was authorized by the City Council on October 11, 2016 and will include the implementation of an enhanced online web portal where customers can submit electronic plans online, as well as the integration of the e-PlanCheck software with the permitting and licensing system, Infor Public Sector (Infor).
The second phase of the project is still in the planning process and it has been determined that a key component of this phase is the use of the Infor software as a service (SaaS) solution, Rhythm for Civics. This solution will provide the software and tools required to develop the online customer experience required for the intake of plans electronically and will simplify the process for integrating the web portal with Infor. This integration phase is necessary as it will allow for the automatic creation of workflows and associated reviews within the Infor system that otherwise would have to be entered in manually by Development Services staff. The use of Rhythm for Civics by the City requires the execution of both subscription license and service agreements with Infor. Implementing Rhythm for Civics allows the City to avoid the cost of having a third-party vendor develop a customized web portal. This type of integration would be costly and likely incompatible with future version upgrades of the Infor software.
City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process but allows for awards without a competitive bid process if accompanied by a Resolution adopted by the City Council. No other vendor provides this software; therefore, it would be futile and an unnecessary expenditure of resources to conduct a RFP for this product/service.
This matter was reviewed by Deputy City Attorney Amy R. Webber on November 26, 2018 and by Budget Management Officer Rhutu Amin Gharib on November 29, 2018.
TIMING CONSIDERATIONS
City Council action to adopt a Resolution is requested on December 11, 2018, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The aggregate contract authority for Rhythm for Civics software will not exceed $90,000 for the three-year term. Appropriation to support this effort was included in the FY 18 Second Budget Adjustments, offset by the release of funds set aside for this purpose, and will be included in the FY 19 First Budget Adjustments for reappropriation. Costs for this service is offset by charges to the Development Services Fund (EF 337) in the Development Services Department (DV). There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
LEA D. ERIKSEN
DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
PATRICK H. WEST
CITY MANAGER