Title
Consider/Discuss/Act on a Resolution Authorizing the City Manager to Execute a Contract with Projectess, LLC for Project Manager Services Related to the Procurement, Integration and Implementation of the Land Management Software System
Summary
MEETING DATE: November 5, 2013
DEPARTMENT: Department of Information Technology
Development Services
CONTACT: Chris Chiancone, Chief Information Officer
Barry Shelton, Executive Director of Development Services
RECOMMENDED CITY COUNCIL ACTION:
· Approval of Resolution.
ITEM SUMMARY:
· This Resolution authorizes a contract with Projectess, LLC for project manager services related to the procurement, integration and implementation of the Land Management Software System, for $50 per hour up to $70,000.
BACKGROUND INFORMATION:
Land Management Software System
· The City is in the process of acquiring and implementing software and supporting hardware as necessary to assist in the management of all aspects of land management, building permitting, code enforcement, citizen web access solution, mobile inspection solution, GIS integration, and interactive electronic plan review, along with a system for the management of the Capital Improvements Program, referred to as the Land Management Software System (LMSS).
· The LMSS will improve the operation of the Development Services Department as follows:
o Provide a centralized system of development-related software applications that will allow staff to track and manage activities, thereby speeding up the process of getting from application to occupancy, while reducing errors and redundancy.
o Automate the multitude of steps involved with completing a permit, manage inspections, investigations, plan review, planning related items, and track important documents, every step of the way.
o Provide reporting capabilities that will allow staff to quickly respond to inquiries.
o Provide tracking reports that will inform staff of approaching deadlines.
o Provide integrated electronic plan review, with the following benefits:
o Reduce traditional plan review processing times
o Reduce physical trips to Development Services for plan drop off/pick up
o Reduce the amount of space used for plan storage
o Reduce the hard copies needed
o Improve reviewer work environment and productivity through more efficient communication and non-linear plan review processes
o Provide customers the ability to submit plans 24/7 on-line
o Improve customer ability to track plans through the review process
o Provide the ability to review plans from remote locations
· A request for proposals (RFP) will need to be prepared for software vendors to respond to. The RFP will clearly outline the requirements of the LMSS software and will provide the background information needed by the vendors to allow them to prepare their proposals.
Project Manager
· This project involves the implementation of an enterprise class system that, in of itself, is very time consuming and, based on the complexity of this project, the lack of end user experience in implementing enterprise class systems and the continuing time-project constraint, a project manager is essential to guide this project through completion.
· The implementation of the LMSS requires a consultant that will act as the project manager and will provide technical support throughout the duration of the LMSS project (development of the RFP, selection of software, integration with existing systems, training, etc.) and, in conjunction with the selected vendor, oversee the design, configuration, testing and post implementation support of the LMSS.
· The Purchasing Department has determined the project management consultant service is considered a professional service per the Purchasing Policy; therefore, a qualifications-based selection process was used.
· Two firms were considered and evaluated for the project manager and Projectess, LLC, located in Las Vegas, Nevada, was invited to an interview with the following: Rob Daake, Barry Shelton, Chris Chiancone, Rodney Rhoades, Trudy Mathis, Michael Quint and Jack Carr.
· Through this process, Projectess was selected as the most qualified firm.
· Kevin Sansom, the owner of Projectess, has over twenty-three years of experience in public and private sector projects and his firm offers specialized service leading strategic planning, project management, and process improvement efforts.
· Mr. Sansom's background includes:
o Establishing efficient and effective project management offices with state-of-the-art processes and procedures.
o Helping organizations set up quality assurance and process
improvement programs.
o Helping organizations with strategic planning efforts.
o Helping municipalities set up development services centers.
o Helping information technology departments improve their governance and service.
o Helping organizations with RFP preparation and vendor evaluation.
o Training organizations on project management and process improvement.
Timeline
· Upon selection of the project manager, a detailed calendar for the project, including elements similar to the following, will be developed:
o Opening of Vendor Proposals (RFP)
o Award of Software Contract
o Start Software Development
o Complete Integration of Software
o Training
o Parallel Testing
o Go-Live
o Follow-up Training (after Go-Live)
FINANCIAL SUMMARY:
· This Resolution authorizes a contract with Projectess, LLC, at the rate of $50 per hour, for an amount up to $70,000.
· Funds for this contract are available in project IT1006, funded by 001-9999-406-9230, with an overall project budget in the amount of $1,700,000.
BOARD OR COMMISSION RECOMMENDATION:
· N/A