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Agenda Item 27.
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| City Council Meeting |
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| Subject: |
| Byrne Software Technologies, Inc. Permitting Software Workflow Implementation Contract |
| RECOMMENDATION |
| Authorize the contract with Byrne Software Technologies, Inc. for the multi-department permitting system, in the amount of $72,000.00 for a 1-yr implementation agreement. |
| BACKGROUND/DISCUSSION |
Accela is a land management permit software which the City Council is considering under a separate agenda item. As mentioned in that report, a third party implementation and installation vendor must also be brought on board to facilitate this software into City of Brea operations. Simply, the system does not come customized to Brea’s work flow and must be configured in order to calculate local fees, follow city permitting logic, create local reports, generate special permit types, implement geo mapping, and establish intercommunication between existing City systems (e.g. Finance billing systems and Community Development permitting systems). Accela does provide self-directed online training videos/recordings. These training tools will be applicable and helpful but cannot replace the need to customize and implement the City of Brea’s work flow. Staff is recommending the approval of the contract for a certified third party implementer, which has always been assumed as a budgeted expenditure for this effort.
In order to provide a successful transition, Accela developed the “Accela Partner Program.” Accela works with an ecosystem of innovative companies to help implement their platform and enhance the City’s success and experience. The Partner Program helps companies deliver the best local solution that connects government and customers. The program certifies that the partners are adept in the newest Accela software and able to offer the best solution to their client Cities. City staff reached out to several certified Accela Partners via a request for proposal process (RFP). Please see below for the results of the evaluation.
| Consultant |
Deluxe Install Package |
Financial Integration |
GIS Integration |
Total Cost |
| Byrne Software Technologies, Inc. |
26,620 |
35,420 |
2,750 |
$64,790 |
| ZedIT Solutions |
56,000 |
45,000 |
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101,000 |
| Avocette |
18,000 |
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40,500 |
75,000 |
| Contingency (10%) |
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Variable |
In addition, staff interviewed these providers to better understand their approaches to implementation, customization, as well as overall “fit” with our staff and to successfully carry out this work. Given the fact that all of the bidders are Premier Accela Partners and are trained and certified with Accela, City staff feels comfortable offering the contract to the lowest bidder Byrne Software Technologies, Inc. But moreover, staff was most impressed by the Byrne team and how they demonstrated a thorough understanding of Brea’s implementations and work flow needs and demands; and expressed commitment to assist us to get the system up and running smoothly as soon as possible.
Byrne has been in business for 32 years and have provided automated solutions that manage business processes and workflows. Byrne Software is a certified Woman-owned Business Enterprise (WBE) and national provider of business and information technology services delivering sustainable value and improving productivity. They are a Business Plus Accela Partner, which is earned by completing specified current and ongoing training, as well as repeated success with projects involving Accela software. They have maintained an exceptional reputation with regard to the work performed for clients. Byrne Software has the expertise and experience to ensure that the City of Brea’s requirements can be fully realized with a solution that meets and exceeds many of the technical and business requirements set forth in the proposal. And, they have local Southern California based staff to provide us hands-on service and meet our needs. |
| COMMISSION/COMMITTEE RECOMMENDATION |
| Finance Committee reviewed this item at the September 26, 2017 meeting and recommends for City Council approval. |
| FISCAL IMPACT/SUMMARY |
| The initial cost estimates used within staff’s budget assumptions for the Decision Package presented and approved by Council for a permit software system was general. Since that time, work within the staff resource team has identified several customization platform needs for the system not originally anticipated. Most specifically, original estimates did not include the detailed financial integration demands which have been identified for implementation. Therefore, there is a shortfall in the approved budgeted for the Accela installation, as summarized below.
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EXPENSE |
BALANCE |
| Approved Budget |
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$83,000.00 |
| Accela Contract |
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($53,000.00) |
$30,000.00 |
| Byrne Contract |
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(72,000.00)* |
($42,000.00) |
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| Budget Adjustment Request |
$42,000.00 |
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0.00 |
*Byrne contract: $65,000.00 + Contingency $7,000.00 = ($72,000.00)
The requested budget adjustment of $42,000 is necessary to assure that the new system has vital compatibility with other City software systems, most specifically integration with our Finance and billing operations. The costs for all aspects of the system installation are outlined in Byrne’s proposal which is attached for consideration.
In order to complete the customization of the Accela land management system, City staff is requesting an additional $42,000.00 be allocated into the budget for the one-time implementation cost. |
| RESPECTFULLY SUBMITTED: |
William Gallardo, City Manager
Prepared by: Gabriel Linares, PE, Deputy Director/Building and Safety Manager
Concurrence: David M. Crabtree, AICP, Community Development Director
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