Commission Meeting Agenda Item
Consideration of Approval to Award RFP 2020-0001 —Community Development Software
Staff Recommended Motion
Staff recommends approval to award RFP 2020-0001 — Community Development Software to Citizenserve, approval to accept the MCCi Master Services Agreement (MSA) 22481 for Laserfiche software, approval for requested GIS consulting services from GIS, Inc. and document retention consulting services from SML, Inc.
On June 16, 2020, staff advertised the first of two Requests for Proposals (RFP) for the purpose of replacing the Town’s current enterprise business software. This RFP was to purchase or otherwise acquire the rights for community development software and any professional services necessary for its implementation.
Staff anticipates that an investment in modern enterprise business software will improve the efficiency of our current business operations and provide an improved customer service experience.
Staff requests approval to award RFP 2020-0001 — Community Development Software to Citizenserve and approval to accept the MCCi Master Services Agreement (MSA) 22481 for Laserfiche software.
The scope of the Citizenserve software includes all business processes related to land use applications, comprehensive plan amendments, rezoning, annexations, plan review and permitting applications of residential and commercial projects. It includes all business processes related to code enforcement and business licensing. The scope of the Laserfiche software includes digital document archival, search and retention scheduling capabilities.
This proposal also requests approval for GIS consulting services from GIS, Inc. and document retention consulting services from SML, Inc. necessary during the configuration of the Citizenserve and Laserfiche softwares.
This is a budgeted expense. The proposed MCCi Laserfiche subscription will piggyback the National Cooperative Purchasing Alliance (NCPA) contract 11-25. The proposed GIS, Inc. support block will piggyback GSA schedule 70 contract GS-35F-0682R.
The contracts and statements of work have been reviewed and accepted by the Town Attorney.
Staff anticipates advertising a second RFP for enterprise financial software later this summer.
Source of Funding
001-1202-512-3410 (Town Clerk), 5%
001-1501-515-3410 (Growth Management), 16%
001-2401-524-3410 (Building), 77%
001-2901-529-3410 (Code Enforcement), 2%
At the October 21, 2019 Commission meeting, the Commission unanimously consented to approve engaging the Government Finance Officers Association (GFOA) for Enterprise Resource Planning (ERP) software advisory services including process discovery, requirements definition, RFP development, selection process, and negotiation services.
On April 30, 2020, multiple staff Process Improvement Teams (PIT), organized under the guidance of GFOA, completed a comprehensive business process study, including as-is and to-be business process maps and determined the minimum requirements for future ERP software.
On May 12, 2020, the Project Steering Committee unanimously decided to split the ERP project into two parts, the first phase to focus on Community Development functions (front office), and the second to address Finance, Human Resources, and Utilities functions (back office).
At the June 15, 2020 meeting, the Commission voted 5 to 0 to approve the advertisement of an RFP for Community Development Enterprise software with a not-to-exceed cost of $250,000.
On August 19, 2020, the Community Development software selection committee completed the RFP submission ranking process. The top three candidates were invited to participate in scripted product demonstrations and further interviews.
On October 8, 2020, the selection committee completed the vendor interview process and recommended their top candidate to the steering committee for approval.
On October 27, 2020, the steering committee unanimously accepted the selection committee’s recommendation and directed the project manager with assistance from GFOA to begin contract negotiation with the selected candidate.