CITY of NOVI CITY COUNCIL

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1 CITY f NOVI CITY COUNCIL Agenda Item J June 6,2011 SUB.IECT: Apprval fr purchase and implementatin f BS&A Building Department.Net and Field Inspectin.Net sftware mdules frm BS&A Sftware in the amunt f $45,000. SUBMITTING DEPARTMENT: Cmmunity Develpment CITY MANAGER APPROVA EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED LINE ITEM NUMBER $45,000 $45,000 $ BACKGROUND INFORMATION: The City's Cmmunity Develpment Department has been using the same permitting sftware slutin, Accela Permits Plus, since The system is currently used fr tracking and issuance f all permits, the Planning apprval prcess, and related fees as well as tracking escrw accunt balances and individual prject checklists. Additinally, there is a direct link t the Integrated Vice Respnse (IVR) system used fr calling in inspectin requests and pst inspectin ntificatin. During the last 20 years several versin upgrades and system enhancements have been required t the Permits Plus system t address peratinal needs. The existing vendr has indicated that they will n lnger be enhancing the applicatin. They have develped a new replacement applicatin: Accela Autmatin. Knwing the mve t Accela Autmatin wuld be a very cstly endeavr, bth the Infrmatin Technlgy and Cmmunity Develpment staffs began investigating ther best in class slutins fr the City f Nvi. BS&A's permitting applicatin presents a slutin that integrates nicely with ur current enterprise wide BS&A deplyment slutin. The mdule integrates directly int the General Ledger, Cash Receipts and, being parcel based, allws synchrnizatin with the current BS&A Assessing.Net applicatin. Belw are a few key features f the applicatin. Allws an unlimited number f permit types and assciated fees. Creates warnings fr expired licensee infrmatin Allws fr an unlimited number f cntractr types and tracks bth the cntractr and Iicensee(s) separately Easily schedule, view and print inspectins Track an unlimited number f cde enfrcement types Manage rental prperty inspectins Integratin with Equalizer Internet Services, allwing display f Building Department Permit data n the web Reprts can be printed t a printer, display, text file r directly t mst Micrsft Excel spreadsheets Integrated imaging fr phts and dcument attachments

2 Such enhancements are especially key given the decreasing full-time staffing levels while service expectatins remain high and there is an increase in permitting/inspectin activity. RECOMMENDED ACTION: Apprval fr purchase and implementatin f BS&A Building Department.Net and Field Inspectin.Net sftware mdules frm BS&A Sftware in the amunt f $45,000. Mayr Landry Mayr Pr Tem Gatt Cuncil Member Fischer Cuncil Member Marglis 1 2 y N Cuncil Member Mutch Cuncil Member Staudt Cuncil Member Wrbel 1 2 y N

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4 Phne: Prpsal t City f Nvi, Oakland Cunty, MI Cmmunity Develpment Systems Please Nte: T efficiently run these applicatins the Hardware requirements have increased. Please review ur required specificatins prir t rdering these applicatins. Netwrk User Versin Includes ne year f additinal features and telephne supprt. Price quted based n apprximate parcel cunt f 20,695. Fr exclusive use by City f Nvi, Oakland Cunty fr all parcels within the City. Building Department Field Inspectin Data Cnversin(s) Cnvert Permits Plus data t BSA frmat. See the "Data Cnversin" sectin f this prpsal fr mre detail n data cnversins. $15,300 $3,000 $15,500 Annual Service and Supprt The first year is free, which includes new features and unlimited telephne supprt fr the Equalizer Systems. Service and supprt fr years 2 and 3 will be as fllws, billed annually: Building Department System Field Inspectin Ttal: $3,060 $600 $3,660 BS&A Sftware, Inc. guarantees that the annual fee will nt change fr 3 years frm the date f the executed Service Agreement issued upn purchase f the system(s). After 3 years frm the purchase date, BS&A Sftware reserves the right t increase the fee by n mre than the cumulative yearly CPI. Prices gd fr a perid f90 days frm date n prpsal. 2

5 Phne: Training Optins - Nt Included in the Purchase Price BSM Sftware ffers tw ptins fr training. These ptins are listed fr budgetary purpses nly. Yu will nt be billed until yu have received the training. The cst f training is nt included in the purchase price f the prgram. Optins: Classrm Training: BSM Sftware ffers regularly scheduled training classes at ur ffice in Bath Twnship. The c1ass(es) yu shuld cnsider fr the Building Department System are listed belw. Cst fr these classes is $195/persn/day. The cntact persn fr yur jurisdictin will receive a training schedule quarterly listing scheduled dates fr these classes r yu may call ur ffice r visit ur website fr a cpy f the current schedule. Intrductin fr Inspectrs - Prgram Intrductin, Data Entry specifically fr inspectrs/cde fficers Intrductin fr Supprt Staff - Prgram Intrductin, Data Entry specifically fr ffice supprt staff Administrative - Prject Management, User Management, Reprt Writing On-Site Training: A member f BSM's training staff will cme t yur lcatin t prvide small grup training fcusing n the tpics selected fr yur jurisdictin. The cst f n-site training is $800/day plus $50/hr fr travel time, plus vernight expenses if applicable. On-Site Training is highly recmmended if yu plan n utilizing the accunting features and/r rental features f the prgram. Recmmendatins: Yur usage f the system will dictate the amunt and type f training needed. calculate yur needs. Use the recmmendatins belw t Basic Prgram Usage. If yu plan t track Rental r ther certificate types If yu plan t use accunting features Implementatin (have a BSM tech n-site when cmmissining the system). This ptin is mstly fr large r very active units. If yu will be using the prgram in cnjunctin with the Equalizer Cash Receipting System, ne day f training shuld be scheduled between ur finance training/supprt and yur cash receipting users. Tw days f prgram training (classrm r n-site) One day fr setup and training (n-site) One day fr setup and training (n-site) One day (n-site) One day (n-site) Prices gd fr a perid f 90 days frm date n prpsal. 3

6 Phne: Imprtant Infrmatin Abut Data Cnversin... Since data cnversin can be an extremely time-cnsuming and cmplicated prcess, we feel it is very imprtant t include the belw dialgue t assure bth parties have a clear understanding f what is expected at the cnclusin f the cnversin. A. Shuld I cnvert? We have successfully cmpleted numerus DDP DOS, Sierra DOS, and Crnerstne DOS cnversins. Nrmally these cnversins are successful and the jurisdictin is pleased with the utcme. We have als attempted numerus 'hmegrwn' system cnversins and the utcme was NOT as gd. The primary reasn fr this discussin is that we (BSM Sftware) d nt want t mislead yu, r give yu false hpes fr a "perfect" cnversin. Fllwing are a few reasns why yu may nt want t attempt t cnvert yur existing data: The cnversin prcess takes a great deal f time and cnsequently a lt f mney. The previus system, in many r mst cases, des nt match up very well with ur system's data fields, field types and field sizes. Often the ld system lacks entire files that the BSM System requires t functin. The distrtins caused by translating these differences ften render the data either cmpletely useless r s unreliable that yu will end up reverting t yur ld system anyway when there is a questin f any imprtance that requires lking int this data. Many times the data frm the ld system has been damaged fr varius reasns. The ld adage f "garbage in and garbage ut" applies here. Garbage frm the ld system will still be garbage in the new system. It will nly have a newer and pssibly better presentatin. The ld system may have been designed with basic flaws that caused duplicates f data in prperty, address, and cntractr recrds. These flaws, when prted acrss by the data cnversin, will make yur new system much harder t learn and use. Many times this cnverted data can be manually crrected, hwever, the wrklad falls n yur department t d the crrecting. Since yu will likely need t d significant 'data clean-up,' the cst fr the cnversin (when cnsidering ur time and yurs) may be mre than the cst f the prgram itself. Simply put, we dn't want t d a cnversin f data and have yu be disappinted at the cnclusin. We want ur cmpany name t cntinue t be assciated with quality and excellence. We strive fr lng-term relatinships with ur jurisdictins. Mst f all, we want yu t be very satisfied with ur sftware and ur services. B. What abut the ld data? There are a few ptins yu culd use t view yur histry data, ther than cnverting it t yur new system. ur ther Municipalities: Burn the current system t a CD s the infrmatin wn't be lst ver the years. Set up a single machine that can be used fr lkup f the ld recrds. Sme f Exprt the data t a standard database frmat like Access r Excel s that the infrmatin will be accessible in future years. New perating systems may nt functin prperly with the ld system. If the data is stred in a standard frmat newer prgrams can manipulate this data fr years t cme. This data shuld als be burned t CD. Manually enter pen permits in the new system ging back 6 mnths t 1 year s that the mst active permits will be available in that system. This will avid a lt f excess lkups in the ld system. Prices gd fr a perid f 90 days frm date n prpsal. 4

7 Phne: C. THE CONVERSION PROCESS... IMPORTANT! PLEASE READ! On average, the entire cnversin prcess (frm the time that yu say yu wuld like ne t the g-live date) is between 2 and 3 mnths. The prcess is quite invlved and time-cnsuming, and the data must be in place befre ging live. Here is a rundwn f the cmplete prcess: D The first step is fr us t lk at the data, s we can let yu knw what the cst will be. We need the data in a frmat that we can read, withut using yur existing sftware. Examples wuld be flat ASCII files, Micrsft Access tables, r dbase files. D We can nt assume the respnsibility f cntacting peple fr yu t let them knw what we need. Fr example, if yu are nt sure whether r nt yur current prgram is capable f creating the file frmats we need, yu will need t cntact yur sftware vendr. D Once BS&A receives the data, we will review it within 1 r 2 days, and give yu a prpsal. Yu will need t sign and return the dcument t cntinue the prcess. Please nte: If there happens t be a crrupt file that cannt be accessed by us, yu need t cntact the apprpriate persn t fix the file(s). The file must be resent t us. We will need a cmplete set f data prir t giving yu a firm qute. D The next 1 t 2 weeks will be dedicated t running and checking the data. There are a number f things that happen during this time, all f which can affect the amunt f time it takes fr yu t receive yur first run f the data. We lcate and crrect bvius flaws and re-run the data until we feel it is ready fr yu t review. We will als run the prperty imprt frm yur assessing system if the files have been sent. D When yu receive yur first run, it is extremely imprtant that yu check the data thrughly. There are ging t be items that are specific t yur municipality and the way yur data was entered int yur previus system. There may have been prblems during the cnversin with regard t these items that, because they are specific t yur municipality, remained hidden t ur eyes. Yu need t lcate these items and cnvey t us what yu need. D D nt rush yur checking! We suggest that yu have multiple peple lking thrugh the data, and that yu spend a gd 2 weeks n this. But at the same time, d nt wrry abut finding everything right away. Frmulate yur list and send what yu have. Then yu can take a break frm checking until the next run is sent. Data crrectin/re-entry is nt smething that will be taken care f during the cnversin prcess, and must be manually fixed by yu after implementatin. D After yu have given us issues t crrect, we will attempt t fix the prblem during the cnversin prcess. We must run the cnversin, verify the changes, and ship the data. Yu will mst likely receive a new data run in n less than 2 days. If we encunter prblems it culd take up t 4 r 5 days t get a new run in the mail. D Once yu have the new run, it is imprtant that yu als verify the changes. Yu will want t check the data again fr new issues. This prcess f checking, fixing, re-running, and sending can g n as lng as yu need it t. We want the data t meet yur standards. Yu will make the final call. D Once yu have decided the data is ready, scheduling and timing is very imprtant. We need t agree n a "g-live" date and make sure training dates are available. T ensure that the data is ready fr yur g-live date, we need t receive the final data t be cnverted 1 week in advance. Prices gd fr a perid f90 days frm date n prpsal. S

8 Phne: Signature Page: City f Nvi, Oakland Cunty, MI Recap: Building Department System, netwrk versin Field Inspectin Mdule On-Site Training Est. 13 $900/day Cnvert existing permit data (Permits Plus) $15,300 $3,000 $11,700 $15,500 *Client has ptin t pay fr prgrams ver multiple budget years, interest free. Ttal: $45,500 Building Department - Yearly service fee (after the first year) Field Inspectin - Yearly service fee (after the first year) $3,060 $600 8S&A Sftware prmises that if yu are nt satisfied with ur prducts r services after the first year, yu may return the prgram and we will fully refund the purchase price f yur sftware. Please mark the bx if yu wish t take advantage f ur payment plan. Payment will be spread ver multiple budget years, interest free. 2 - year Internet &. Server Cnsideratins: *We strngly recmmend yu have Internet Access. This allws yu t: a) Dwnlad BSM Sftware.NET Prgram Updates as sn as they becme available. This can save yu several days f transit time when yu are waiting fr a new feature yu may have requested. b) Send t ur web site when yu have questins r cmments abut ur sftware and service. *We strngly recmmend yu have a netwrk with a dedicated file Server...nt a Peer-t-Peer Netwrk. Peer-t-Peer Netwrks are typically less stable and mre prne t prblems as cmpared t netwrks with dedicated file servers. Our sftware runs much mre efficiently n netwrks with a dedicated file server. See ur Hardware Specificatins fr mre details. Signature belw cnstitutes: 1) An rder fr prducts & services as quted in this prpsal 2) That yu have reviewed the prpsed supprt/service fee amunts since they may have increased frm yur previus agreement 3) That yu have read and cncur with the hardware specificatins required t efficiently perate the.net applicatins. Quted by: -=T..=e:.:d=-D==-r""s""t""e=-- --' May 19, 2011 Accepted by: -' Date: _ Prices gd fr a perid f90 days frm date n prpsal. 6

9 Phne: Please cmplete the fllwing fr ur recrds Cntact Persn fr SUPPORT &. NEWSLETTERS: Cntact Name Title Mailing Address (if PO Bx. please prvide Street Address fr UPS r Overnight Mail Shipments) Street Address City. State Zip Phne Number Fax Number Cntact Persn fr PROGRAM UPDATES: Cntact Name Phne Number Title IT Cntact Persn: Cntact Name Phne Number Title Please Fax Back All Pages Prices gd fr a perid f90 days frm date n prpsal. 7